Report: Occupational Health and Safety Committee Meeting Minutes

The document is a detailed report of the Occupational Health and Safety Management Committee meeting held on October 28, 2015. The meeting covered a range of topics, including the review of previous meeting minutes, matters arising from previous discussions, and the terms of reference for the committee. Key discussions included the management of asbestos in the workplace, the implementation of new policies and procedures, particularly a revised first aid policy, and the establishment of a health and safety consultative committee. The committee also addressed long-term maintenance plans for buildings, the development of an occupational health and safety communication plan, and other business items such as incidents, waste disposal, e-learning initiatives, and electrical safety. The meeting also included discussions on awards to encourage safety practices and the launch of a website to promote health and safety. The report concludes with closing remarks by the chair, outlining deliverables from the meeting and upcoming events.

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OCCUPATIONAL HEALTH AND SAFETY
by Name
The Name of the Class (Course)
Professor (Tutor)
The Name of the School (University)
City, State
Date of Submission

Occupational Health and Safety 2
MINUTES OF THE HEALTH AND SAFETY MANAGEMENT COMMITTEE HELD IN
THE DIRECTOR OF OCCUPATION AND SAFETY HEALTH BOARDROOM ON
THURSDAY, 28TH OCTOBER 2015 AT 2.00PM
AGENDA
1. Welcome and apologies
2. Review of previous meeting
3. Matters arising
4. Terms of reference
5. Asbestos
6. Policies procedures and code of practice
7. Health and safety consultative committee
8. Long term maintenance
9. Occupational health and safety communication plan
10. Any other Business
PARTICIPANTS
Present
S. Smith Human Resource Director (Chairman)
Mr. I. Gillete Director of occupational health (Secretary)
I Hackford Director of Estates
D Micheson Member
Dr. C. Insen Member
Mr. Ince Member

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Christine May Member
Mr. Himswath Member
Apologies
Jane Wood
Welcome and Apologies
The Chairman kicked off by welcoming all members. Before passing over to the secretary to
read minutes of previous meeting, the Chairman informed members that the principal role of the
meeting was to review the progress of new project and further define the functions and purpose
of Occupational Health Safety Committee giving attention to the functions purpose and
references of the committee.
Review of previous meeting
The minutes were read as confirmed as true record of previous proceedings.
Matters arising
Health and Safety Audit Committee
The Committee acknowledged the matters discussed in previous meeting of Health and Safety
Audit Committee. The raised concerns were noted and forwarded to the Council.
Accidents

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The Director of safety noted that accidents were minimal in the sites.
Asbestos
Secretary gave progress on usage of asbestos.
Terms of reference
The secretary informed members that the Board had carried out investigations on the hazards of
asbestos and finalized the report. Further, the Board sought ways of utilizing asbestos and
assured of its safety.
Asbestos
With reference to issues raised on existence of asbestos in the sites, the committee was briefed
on use of asbestos and further discussed developments in place for monitoring. Members were
informed that before use of asbestos in the 80s it was broadly used due to its qualities such as
resistance to chemical erosion and heat, its flexibility and strength. The material was widely used
in schools, apartments, office towers, libraries among others. Owners of building were required
to identify the asbestos in accordance with law, either use it appropriately by repairing any faults,
or remove them that are faulty. However, specialized technicians have safeguarded to ensure
continued safety of building and good health to themselves and other clients.
While asbestos may be found in certain buildings, it is crucial that its management is regulated.
This management will ensure the safety and health of the people who occupy the buildings.
Policies procedures and code of practice

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The Committee acknowledged and accepted the revised policy statements that would affect the
organization.
Policy on First Aid: the Occupational Health Director introduced a revised policy on First Aid.
The Director emphasized the need of First Aid ‘lifesavers’ in the various departments instead of
engaging locally trained staff. He said all members of staff should be trained to handle the first
aid and not merely wait for trained persons to take up the role when an issue arises. However, he
agreed that in the departments that were restricted or sensitive, the Safety Director would ensure
that trained persons are reachable fast. The Committee embraced the new policy and asked
Occupational Health Director to ensure overall safety of the entire organization.
Long-term maintenance.
It was reported that there was need for long term maintenance of the buildings in which tenants
occupy. The Director said he would in the next meeting produce paper giving details of all the
work pertaining maintenance.
Chair discussed the importance of understanding of the workings of projects which would lead
to a financial position. It was announced that all projects would be reported through the projects
division. The organization will then appoint a committee to oversee the specific projects. The
Chair also emphasized the need for health and safety in all the projects undertaken. He also
emphasized on need for disaster recovery .
Members agreed that it was necessary to hold frequent meetings when a new project is
launched to enable them address all issues.
Health and safety consultative committee.
The scorecard on workplace committee
The scorecard have not been finalized yet but once they do, the chairman will share with the

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committee members. In January 2015 statistics reveal that many untrained manages had
decreased (Ribeiro 2014). In many cases, the number of untrained teachers has drastically
improved.
Fieldwork. Among other things, the committee discussed field work preparation in which one
member suggested that the Exploration Board would play a key role in preparing and guiding
the team on field work.
Rectors Award: in a bid to encourage safety health practices, the Safety Director introduced
an award system saying that it was an effective method of spreading the message to maintain
uphold healthy and safety culture in the organization. The award he said would be publicized
and nominations for various departments should be received before the end of the year. The
Director encouraged the members to take part in the competition and further send their
nominees by November.
Waste disposal: The Estates Director reported about his concern about special waste which he
had experienced earlier on in the field and would like the issue addressed. Waste disposal
would be discussed in detail in the next meeting.
E-learning
Development of E-learning was underway and progressing well. A few representatives of the
workplace have been briefed on the new initiative.
Newsletter
A newsletter will be introduced with topics on health safety. All employees will be required to
read the newsletter because it will be holding vital information that is crucial in the line of
occupational health and safety organization.
Office ergonomic videos. One member of the committee reported that ergonomic videos that

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supported good practice and control the risks of safety in the office were available. The chair
stressed the need for all members to learn through the videos.
Electrical safety.
A status report was provided on the installation of RCD (Residential Current Devices) to the
power circuits (Fingret 2013). It was said that most buildings had these devices that would
protect all the buildings from power circuits. It was also said that portable electrical appliance
testing frequency would be checked into to bring to line with the national model code of
practice that is used to manage Electrical Safety in Workplace.
The committee members were informed about a website that would be launched to encourage
many people to maintain proper health and safety practices at their workplace.
Occupational Health and Safety Communication Plan
A committee was formed to carry on communication campaigns to minimize risk of accidents,
and promote awareness amongst employees. Meanwhile, the committee members were briefed
on national occupational health safety communication plan 2016. Information had been given
in the previous months. It was also said that there would be a national mourning day. A staff
representative requested that members of the organization be added to the plan to prevent
diseases such as influenza.
Any other Business
The secretary informed committee members that Audit committee had requested for a have a
review of the organization. Another member inquired whether they will address issues
pertaining disabilities. It was said that they will consider the disabled.
Incidents: A few incidents were reported to have occurred in the building that were worth
noting. One incident occurred due to slips, trips and falls when walking or running up the

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staircase. First Aid was administered timely to the injured persons. One of the staircase
incidents involved the victim missing one step and slipping. In the process she stressed her
body and got injured. None of the above incidents have resulted in an insurance claim by the
victims so far. Three large mats have been placed on the entrance of the buildings and on the
bottom of the staircase to avoid possible slip hazards.
Another one incident involved a fire. Although it was a minor fire due to a short circuit that had
taken place, the Occupational Health Safety Director, reported on the need to train staff
members on how to use fire extinguishers. A training session with fire fighters will be
organized by the Committee and see whether it is able to receive training together with the staff
members.
Some staff members have brought to the attention of the Occupational Health and Safety
Committee a hazard alert regarding danger of column heaters filled with oil. It was suggested
that such heaters be completely banned from the organization. After the Committee discussed
the issue, it was agreed that communication would be sent to the overall director of the
organization, and pose the danger of placing such heaters and consequently, get an alternative
for heaters. The heating issue would be discussed in more detail during the next general
meeting.
Closing remarks
The closing remarks came from the Chair who took the opportunity to outline the deliverables
that came out of the meeting together with those to be further added to the agenda. The
Committee was told there would be another meeting at national level on 6th November 2015.

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Reference List
FINGRET, D. A., & SMITH, A. (2013). Occupational Health. Hoboken, Taylor and Francis.
http://grail.eblib.com.au/patron/FullRecord.aspx?p=170405
RIBEIRO, M. G. (2014). Frontiers in occupational health and safety: changes in the world of
work and impacts on occupational health and safety, volume 1 volume 1.
http://public.eblib.com/choice/publicfullrecord.aspx?p=1831416.