University of Manchester and Salford Royal Hospitals NHS Trust

R & D Executive Risk Management Sub Committee

22nd September 2006 8.30am Division Committee Meetings Room

Present: Peter Crowe(Chair), Wendy Johns, Margaret Hoadley, Linda Coulston, Sid Swindells, Deborah Swift, Hawys Williams

1. APOLOGIES: Linda Gibbons, John Crosby, Judy Hadfield, Martin Gibson, Chris Griffiths.

2. MINUTES

Accepted as Correct

3. MATTERS ARISING

4. ACTION POINTS FROM LAST MEETING

 Confidential Waste. - We now have confidential waste bins but the procedure for use is not yet in place.

 JOT to contact Richard Sherbourne re: risks and action plans

STANDING ITEMS

5. Research Governance HW

JOT not present. Hawys Williams attended in her absence.

The Human Tissue Act came into force on the 1st September. A research license had to be applied for, for the Hope site, the corporate license holder for this is the Trust. In order to obtain this license a designated individual should be selected and he/she had to complete a report on research compliance. This individual is Steve Hopkins. HW suggested Steve Hopkins should be invited to join the Risk Management Committee. Progress could then be reported through the committee to the university.

LC asked how this would occur and suggested she could arrange this with the Faculty Research Officer.

PTC asked HW if there had been any problems while preparing the report. HW stated that there were some gaps and some potential risks had been identified. LC emphasised the need to liaise with Health and Safety on this issue. PTC reported that Rob Mitchell, Information Governance Officer for the Trust wanted to ensure that non-trust staff were conforming to the trust’s data protection policy e.g. when using patient records.

PTC to meet with Richard Sherborne (Research Governance at the university) to discuss this.

6. Building Maintenance. SS

Refurbishment of rooms C303, C305, B302 and B306 has been completed. New blinds have been fitted in TARN and painting has started in D block training rooms. Repairs to the roof of the south elevation of the CSB are being carried out.

PTC asked about moving a bench support in room B326 and SS reported it was being looked at. SS will be meeting with the grounds people about the problem with people parking on the grass in the CSB car park.

WJ asked for an update on the designated sink in room B207, as it was not currently suitable for isotope work. Kirk Siddals did not believe the sink was to be used for isotope work.

PTC will find out if the sink will be in use.

Ceilings

See incidents

7.Clinical Research / Academic SHIFT PTC

The resuscitation trolley in clinical research still does not have 100% cover. This is due to the fact that one of the staff involved works part time and there had been some poor communication.

PTC suggested a third steward was needed.

Academic Shift- The new steering committee met 2 weeks ago to discuss the distribution and function of research on site, including the area in the new build. The consensus was to keep options open, to consolidate laboratories in the CSB and to allocate the top floor of the Irving Building for clinical research. The next meeting will be in 6weeks.

8. Radiation Protection WJ

WJ reported that from April 07-08 North West Medical Physics will be advisors to the trust. Local rules on site have been updated with the exception of Kirk Siddals group.

The risk management committee will contact Kirk Siddals to ask him to act on this. For environmental reasons the use of toluene scintillant is being phased out on site. Immunology are now the only group left using toluene.

9.Incidents /Accidents / Security. PTC

Incidents

A member of staff tripped on the pavement near the kitchens resulting in a cut hand and ripped trousers.

Ceilings

PTC reported that on the 4th August a ceiling had collapsed onto a member of staff in room B105. The cause of this collapse was not certain, but machinery vibration, damp or workmanship has been suggested. This is the third time this has occurred and as a result a survey was carried out of every room in the CSB. This was conducted by the trust and university estates managers and the capital projects manager. A report will soon follow which is expected to indicate that many rooms will need ceilings replaced. SS reported that four categories had been identified: 1) Rooms with sound ceilings; 2) Rooms with ceilings in need of immediate repair; 3) Rooms where repairs were not urgent but the ceilings would need repairing at some point; 4) Rooms where the ceilings should be monitored.

The report will go to Mike Hall at the Trust and Richard Sandlands at the university, this committee will also receive a copy. In the meantime staff should still notify estates of any new or worsening cracks that they notice.

PTC commented that so far the dust containment had been poor. There has also been poor communication from the contractors and from the Trust. This has now improved, and staff are getting some warning and are able to plan moving from offices etc.

There are many difficulties involved with this process e.g. the lack of portering services can result in staff moving furniture etc themselves, this is a particular risk while the lift is not working.

Security

At the last meeting it was reported that staff had been approached by security checking ID cards. This can be a problem as the trust will not issue university staff with cards. PTC has still not received a reply from the trust on this issue.

10.Up-Dates from Other Committees LC

None 11. Health & Safety LG

LG not present. PTC mentioned that as Julie McLoughlin had left there was no deputy to replace LG in her absence. However MH (BSO) and her deputy Stella Crank will cover in the meantime.

12 Biohazards MH

Nothing to report

13 University Education JH

DS reported in JH's absence. The new `Expert Patient` building is now open and in use.

Two fire co-ordinators have been appointed but there is still some ambiguity as to who is responsible for fire safety. There has been a meeting with the trust fire officer, John Sturgess, who is arranging an evacuation plan.

PTC will ask for information on progress for this plan.

14. TIU LLG

LLG absent, but LC reported that there had been a fire risk assessment by the trust at which three points came up: 1) One of the fire alarms needs some updating, 2) A sign is required on a push bar, 3) The fire extinguishers are all CO2, they should be triple F;.

15. AOUB

The CSB lift has been out of action for a week due to a shattered gear box. Due to the age of the lift a replacement gear box needs to be specially manufactured which will take 5-7 weeks. This will cause problems with the movement of gas cylinders, liquid nitrogen containers, patients in wheelchairs, patient records, computers and other heavy and bulky items. Risk assessments and contingency plans are needed to cover this period. One possibility is the use of the BSU lift, this will probably not be suitable for gas cylinders and will only be useful for the movement of objects from ground floor to second floor. Access to the BSU is currently restricted so this will have to be arranged. LC suggested the possibility of carrying liquid nitrogen dewars up the fire escape.

This has been looked at previously as a contingency plan and LC will try to find the information.

16. Date of Next Meeting. 15th December 8.30am B101