THOSE PRESENT:

Lornette Pemberton Glenn McAllister Nick Valdez Simon Throp Janice Wray Adrian Bowman

MINUTES OF THE TMO HEALTH & SAFETY COMMITTEE MEETING -13 SEPTEMBER 2010

Director of P&OD (Chair) Unison Safety Representative (Estate Staff) Unison Safety Representative (CSC) Assistant Director of AlE Health & Safety Advisor Assistant Safety Advisor (Secretary)

APOLOGIES FOR ABSENCE:

John Barra Wendy Stevenson Dave Watts Alasdair Manson Mary Lonergan Kevin Langan Monique Becker

Senior Business Improvement Adviser Rent Income Manager Unison Safety Representative (Technical Services) Head of Neighbourhood Services Unison Safety Representative (Leaseholder Services) Senior CAS Officer Unison Safety Representative (Supported Housing)

No. Main Points for Consideration by Executive Team 1. Accident & Violent Incidents - because of the length of time between

meetings there were a significant number of incidents reported. Executive Team's attention is drawn to the appended summaries of these incidents and in particular what action has been taken against perpetrators I what remedial action has been taken.

2. Risk Assessments - progress made with dse assessments, however, still a lot of workplace I work activity assessments due I overdue review. ET asked to encourage managers to ensure these assessments are reviewed -any queries please raise with H&S Team.

1

Action ET to note Accidents& Violent incidents involving employees ET to ask managers to ensure all risk assessments are reviewed

TM000873668_0001 TMO00873668/1

INTRODUCTION & APOLOGIES

1. The meeting was opened at 1 0:20hrs. Apologies were received from John Barra, Wendy Stevenson, Dave Watts, Mary Lonergan, Kevin Langan, Monique Becker, and Alasdair Manson.

MATTERS ARISING FROM THE PREVIOUS MEETING

2. Janice advised that she had written to every resident on the Silchester Estate advising of the presence of known or suspect asbestos within their home. Additionally, she had attended a Silchester Residents Association meeting to further discuss the issue of asbestos containing materials on this estate. This had been well-received with only a few queries and survey requests being received across the estate. This work had been initiated following correspondence with an Octavia Housing Association tenant who was housed in a leasehold property. Unfortunately, this resident had spread some alarming asbestos mis-information amongst residents, Councillors etc. which had made

ACTION

this necessary. Janice confirmed that H&S already advised residents of asbestos locations following surveys of voids, mutual exchanges and via information in articles in TMO Link etc. However, supplying asbestos information to long­standing residents was the area that did require further attention. Simon proposed there was potential to supply information to residents via the TMO ST internet site via Kiosk, the new interface currently being worked on between Academy and Keystone.

3. Glenn advised that he and Lisa Nyambe had completed the DSE assessments of the CSC and Neighbourhood North teams, however this did not include the Rent Income Team as it was not their area of responsibility. Glenn asked if the payment scheme previously agreed for assessors could be implemented. Janice advised that it is planned for this to be actioned, and will be along the same lines as the payment for fire marshal and first aiders. Glenn also advised that Lisa Nyambe was leaving the TMO and that Catherine Lamin had agreed to take her place as an assessor.

4. With regard to the residents handbook which was being produced, and was currently delayed due to various updates required. Simon advised that he considered that some items were missing from this from his work area and would ST need adding.

5. We were awaiting the most up to date stats from the Fire Brigade regarding their attendance at our lifts to release trapped passengers. We would then be in a position to make comparison with the last available figures and ascertain if there was any improvement.

6. Glenn had previously reported the unsafe electrical wiring he had observed whilst undertaking a forced entry to 15 Markland House, this had been reported to Steve Rowe, who had in turn passed it on to our electrical team, it was not known if this problem had been satisfactorily concluded although there were several orders on the system for electrical work at this flat. We were awaiting a response from others regarding this.

ACCIDENTS AND VIOLENT INCIDENT UPDATE

7. There had been ten reported accidents since our last meeting, two of 2

TM000873668_0002 TMO00873668/2

which are now insurance claims. One of these was a contractor who had twisted his knee whilst undertaking a chute clearance in a tower block, and the other, a child who fell off her scooter breaking her arm when she hit a bump on a tarmaced walkway.

The other accidents were:

• two from the sheltered scheme at Nursery Lane involving the same person falling within her flat

• a lady who fell on a ramp at Elm Park House • two trips/ falls on hard landscaping on Cremorne Est • a large section of ceiling that collapsed following a leak from a flat above • a lady who tripped on a defective stair nosing • a member of staff who was bitten by a dog on the big wow exercise.

Adrian confirmed that he had been made aware of a number of protracted problems resolving hard landscaping defects within a reasonable timescale in particular since these were transferred from the TMO's Landscape Team over to Repairs. Feedback from our Estate Staff indicates that Morrison may be struggling to complete these as per our requirements within acceptable timescales. It was suggested that the H&S Team raise any specific issues with Carol McGarry.

8. There had been seventeen documented vireps (details on attached summary) since our last meeting, these included:

• Two unidentified persons believed to be partners or related to tenants, were abusive to a caretaker and OCS cleaner

• Two involving abusive to a resident and a cleaner (well known to us)

• Two from hostel residents, one was attempting to punch a neighbour and TMO officer, the other was for information only from the police for drink and drug related problems

• One from -for shouting and screaming at two surveyors, also well known to us.

• Two from tenants at Wiltshire Close, one was a potentially violent tenant, the other was very aggressive and both should only be visited in pairs

• Two from residents of Brunei House, one was threatening and should only be visited in pairs and the other was confrontational.

• One was drugs related and for information only • One was verbal abuse to one of our contractors • One was verbal and threatening behaviour towards a project officer at an

on site meeting • One resident with specific mental health issues is a potential threat and is

to be visited in pairs • One was hostile whilst being interviewed for an asb allegation • The last one was physical violence towards a neighbour and who is

generally hostile towards staff.

All these had either been followed up with some form of action, or were still being investigated. All had warnings against them on our systems.

FIRE RISK ASSESSMENT UPDATE & POSITION STATEMENT

3

H&S

TM000873668_0003 TMO00873668/3

9. Janice advised that the interviews had taken place for the appointment of a fire risk assessor for our medium risk category properties. These assessments were to be completed in a six month timeframe. Subsequent to this meeting, a decision had been made following the interviews, and Carl Stokes Associates had been appointed to complete this programme of work.

10. Simon confirmed that Valerie was now dedicating two days per week to helping progress outstanding actions from the high risk assessments. In particular, Valerie is tasked with progressing some of the capital funded programmes, for example the upgrade/replacement of flat entrance doors in enclosed blocks. Simon further advised that a meeting had taken place with the London Housing Consortium (LHC) who may be able to assist us to progress this work.

11. Janice advised that Alasdair had confirmed they were updating the caretaker checklist and this would incorporate specific basic fire safety checks as identified from the action plans of the FRAs received to date. This will include AM monthly checks of the emergency lighting.

12. The estate staff along with neighbourhood officers and community officers had also completed the annual fire safety refresher training. The agenda for this training had been amended to take account of the issues that were coming out of the FRAs. In particular, a practical element of inspecting a high risk block with special emphasis on the fire safety issues had been included so that all participants will more readily recognise intumescent strips, self-closers etc.

H&S AUDIT- REPORT & RECOMMENDATIONS

13. The RBKC audit of TMO Health & Safety gave us a satisfactory rating. The action plan from this was circulated at the meeting, and most of the points raised had already been actioned, these related to the health & safety policy wording, review dates for policy and procedures, and defining the roles of the H&S H&S team.

H&S ANNUAL REPORT

14. Janice advised that this had been completed for the year ending 31 51 AB March 2010 and had been submitted to Executive Team and would now be going to TMO Board on the 301

h September. A copy would also be placed on the H&S area of the Intranet.

DSE ASSESSMENTS AND GENERAL RISK ASSESSMENTS

15. The majority of Neighbourhood Services, Leasehold Services, Customer Services and Asset, Investment and Engineering have now completed dse assessments. In some sections, particularly where there is a lack of assessors H&S or assessors were unavailable, we had introduced dse self-assessment - which had been relatively successful. In these cases the completed forms had been reviewed by H&S. The work activity I workplace risk assessments for AlE were due for review and these have been circulated and would be discussed at the ST next AlE team meeting.

SAFETY REPRESENTATIVES 4

TM000873668_0004 TMO00873668/4

16. Glenn advised that he had several residents that had asked him about the H&S to scaffolding at Octavia House, specifically why it was there, and when it was raise with going to be taken down. He asked if this information could be communicated to Stuart residents whenever scaffolding is erected? Nick asked if Customer Services Thompson could be advised of the same so that they could relay this information on to residents when they called. Simon advised that if it was Morrison who ordered the scaffolding then it would be for a minimum of four weeks, and the ordering of it doesn't go through Academy which makes it more difficult to provide relevant information. Perhaps Stuart Thompson could be asked to investigate a method of advising the esc in these cases.

17. Glenn asked if office and alarm fobs could be made available for out of H&S hours staff, as there had been a number of occasions when they had been asked to attend when the office alarm had been activated. It would be helpful if it was clarified as to who is responsible for attending problems at our offices during out of hours, and training given on the alarm systems to those who may get called. H&S to seek clarification from the Facilities Officer and ensure that the procedure is circulated to all relevant staff.

18. Mary had advised that her manager was keen for their team to have a new risk assessor. Currently Mary was the dse assessor and Mary and Di Kirk were the general risk assessors - however, Mary had been unable to assist with the recent dse assessments. Mary had also raised her concern that a risk assessment had not been completed for the Blantyre Centre, where some of the home ownership team worked. Janice would talk to Amie and look to progress this. Mary also sought clarification on who were the fire marshals for 346 Kensington High Street. Adrian confirmed that these were Rupa, Carla, Kevin, John Barra, and Jane Clifton and that the fire procedure for both offices had already been circulated to all relevant staff (in the Welcome pack and by e-mail) and was also available on the intranet.

19. Nick advised that on the previous Friday a tenant had gained access to the Neighbourhood Management I CSC offices upstairs in the Hub. Fortunately, the individual had been encouraged to leave. At the time the main corridor fob access door by the stairs was open. This led on to a discussion about the security in the main reception. Lornette advised that cctv was now in place, and Janice advised that she was about to finalise the procedure for responding to and for testing the panic alarms. It was further confirmed that in the event of an incident staff should withdraw from the reception into the staff area locking all doors behind them.

DATE OF NEXT MEETING

20. The next meeting is scheduled for Tuesday 2na November at 10:00 a.m. in Portobello Room 2, Network Hub.

ANY OTHER BUSINESS

21. There being no further business the meeting was closed at 11:30 hrs.

ADRIAN BOWMAN

5

TM000873668_0005 TMO00873668/5

Assistant Health & Safety Advisor- TMO

Distribution:

Executive Team Gary Riley Annabel Davidson Adelola Dairo Amie Dascombe Hash Chamchoun H&S Committee Gary Mann- Council's Corporate Safety Adviser

6 October 2010

6

TM000873668_0006 TMO00873668/6