FORTH and TAY DISTRICT
of
EDINBURGH BRANCH
34th Meeting and AGM
Dewar Centre, Glover Street, Perth At 7:30pm Thursday 7th February 2008.
Sederunt
R. Mann R. Paterson S. Fowler I. Scragg
P. Szawlowski D. Stephen K. McDonnell R. Greer
R. Turner L. Roberts T. Mellon W. Reiche
A. Pill S. Chisholm J. Small J. Gorgon
E. Ekanem C. Welsh H. McCrea G. Dick
B. Stainton D. Clark C. Webster T. Jack
M.Powell (Mr) K. McIntosh M. Powell (Ms) J. Goddard
J. Aitken Kevin Fr (?) A. Milne A. Reavey
D. Morrison A. Thomson
Apologies
D. Binnie K. O’Donnell K.Driscoll B. Pill
B. McDonnell N. Doherty T. Sayer E. Stobbie
P. Halley B. Davies K. Paterson
1. Chairperson Karen McDonnell
Karen opened the Meeting at 7.30 pm. thanking those who had come along to the Centre to be at the District’s 34th meeting and AGM. The Chair then outlined the administrative and emergency arrangements at the Centre before going on to explain the order of business for the night. The Meeting would go through business matters first – including the selection and approval of alterations to the Committee – before moving on to the presentation by the Guest Speaker David Stephen, HSE Edinburgh.
2 Minutes of the previous Annual General Meeting (2007 AGM)
Copies of the Minutes of the 2007 AGM (30th Meeting) had been e-mailed to all addressees held by the Secretary when sending out the reminder for this AGM: members present confirmed they had received the Minutes. The Chairperson asked if there any corrections or comments to be made regarding the 2007 AGM Minutes; none were forthcoming.
The Secretary informed the meeting that, with their approval, in future before each meeting copies of the previous Minutes would be e-mailed to members. Those wishing to print off paper copies could do so; whilst for the Committee it would save a lot of paper and waste energy photocopying Minutes only to have to destroy and recycle the paper subsequent to meetings. Members accepted this proposal.
It was proposed that the 30th Meeting Minutes be accepted as a true and accurate record of the 2007 AGM Meeting.
Proposed: Bob Stainton Seconded: Sandy Fowler
3 Chairperson’s Annual Report Karen McDonnell
Karen started her report by giving the average attendance at the previous year’s meetings, 22. On average 11 members tendered their apologies for each meeting. She noted that it was very encouraging to see that over 30 members and guests were at this meeting with – once again – 11 sending their apologies.
The Chairperson then gave a brief summary of the previous year’s guest speakers and the topics:
· At the February AGM Kirsten Paterson dealt with the wide and complex range of health and safety issues in the higher education sector.
· In April Jim Wallace from Diageo, Leven spoke on the topic of “Global Risk Management” explaining how Diageo works around the world to protect employees and contractors and to improve standards of health and safety.
· The September meeting was addressed by Robert Fife – Anderson Strathern – on the provocatively titled topic “Is there hope for the health and safety advisor? Where are we now, and what next?” Robert’s reputation for speaking on legal issues ensured that the meeting was well attended!
. In November Iain Kelly (Fife Fire and Rescue Service; Group Manager, Community Safety [Prevention]) gave a most useful and informative presentation on the topic of “Fire Risk Assessments and (how to obtain) Fire Safety Guidance”.
The site visit on the 7th June was to FMC Technologies in Dunfermline. An excellent visit was subsequently reported on by Sandy Fowler who had arranged and co-ordinated the visit. This report was disseminated by e-mail to District members a few days after the visit.
Karen concluded her report to the Meeting by giving the dates for the meetings up to the 2009 Annual General Meeting. The dates are as follows:
3rd April – (The speaker was to be Sandy Fowler, but he has had to withdraw)
5th June - Site visit
4th September
6th November
5th February 2009 –AGM.
Karen advised the meeting on some of the topics that the Committee were considering for Guest Speakers and also called for any ideas from the floor to be submitted to any Committee member. The Committee will advise members on chosen speakers and their topics in good time before the April meeting.
4. Secretary’s Report Dick Mann
The Secretary started his report by listed those members who had tendered their apologies for not being able to attend the AGM.
One of the members not attending was Brian Pill who was rather too ill due to chemotherapy treatment he was undergoing after being diagnosed with bowel cancer. Many remember Brian as a stalwart of health and safety and enthusiastic supporter of the District. The gavel used by the Chairperson at District meetings was presented by Brian on his retirement from full time in 2003. The whole meeting wished Brian well.
Finally Dick announced that this was to be his last meeting at the District and after three years serving as District Secretary. He thanked the members for their support and their patience with him particularly in the early months of his Secretary role whilst he grappled with a computer at home that was restricted severely by only having “dial-up” e-mail through a 28 kilobyte modem.
5. Treasurer’s Financial Report Sandy Chisholm
Copies of the 2007/2008 Financial Statement and Budget request for 2008/2009 were distributed and reviewed by the District Treasure – Sandy Chisholm. Sandy explained the actual meeting costs throughout 2007 had exceeded the original estimate because the Dewar Centre had raised its prices: the estimates budget for 2008/2009 has taken account of the increased cost. No other questions or issues were raised and, so, the Statement will be forwarded to the Branch to be incorporated with the Branch accounts. 6. District Elections.
The following people have been properly nominated, seconded and subsequently elected to serve in the following roles on the District Committee:
Vice Chairperson - Paul Szawlowski
Secretary - Allan Thomson
No new persons were elected to the Committee. The Chairperson, Karen McDonnell, once again reminded all present that new volunteers for committee work were always welcome.
7. Any other competent business - AOCB
From the floor Hugh McCrea, who is also a member of the Scottish Chamber of Safety (SCOS), gave the meeting notice of the forthcoming SCOS Conference to be held at Dynamic Earth, Edinburgh on the 26th February.
The conference fee is £100 (£50 for SCOS Members). Bookings or more details of Conference topics and themes can be made by contacting:
Central Scotland – Hugh McCrea - hiwconsulting@hotmail.com
Edinburgh and Lothians – Mark Faichney - mark.faichney@dunedincanmore.org.uk
Fife _ Mark Russell - mark.russell@dunfermline.com
Tayside - Sean Hughes - s.hughes@napier.ac.uk
Scottish Chamber of Safety website - www.scos.org
8. Guest Speaker: David Stephen – HM Inspector of Health and Safety (Edinburgh)
Topic – Management Standards on Work Related Stress.
David began his address to the meeting by saying that he would welcome questions or comments from the floor as his talk was progressing; that way he could expound more fully on areas of particular interest or concern to members. (Members subsequently took full advantage of David’s invitation!)
Stress is a natural reaction to excessive pressure. People feel themselves to be under stress when they perceive that the demands made of them exceed their abilities to cope. Stress is not a disease, but it may lead to mental or physical ill health. Stress is not a recognised medical condition.
The HSE’s definition of stress is “the adverse reaction people have to excessive pressure or other types of demands placed on them”.
Why should work-related stress be tackled? Stress is estimated to be costing the UK economy £3.7 – 3.8 billion per annum. In 2006 / 2007 some 13,760,000 working days were lost (and despite the HSE’s warnings the figures have increased by nearly a million working days since 2001.)
One in five people questioned find work either very or extremely stressful. It is the biggest cause of sickness absence from work; the sectors with the highest incidence are Health and Social Services, Education, Local Government, Central Government and Financial Services.
Going on from the previous statements David illustrated the potential benefits of management tackling work related stress. These benefits include a more content and effective workforce, reduced sickness absence, lower staff turnover, improved business image and reputation and improved financial performance. It is not a coincidence that, in dealing effectively with stress, employers will also be complying with their legal obligations under the Health and Safety at Work Act and the Management of Health and Safety at Work Regulations.
David informed the meeting that resorting to law to enforce stress management is not a simple matter for the Enforcing Authority: Criminal Law proceedings require proof “beyond reasonable doubt” which is tough to achieve against an employer. Individuals pursuing claims against their employer at Civil Law stand a better chance with proof “on the balance of probabilities”. Nevertheless, the HSE in England has served Enforcement Notice for failing to carry out proper stress risk assessment and the HSE in Scotland is poised to do the same.
(At this point animated discussion began with various members regarding the experiences they had had getting their management to deal with stress in the workplace. David dealt with all enthusiastically and tactfully.)
Stress risk assessment, like any other risk assessment, is basically a five-step process:
1. Identify the hazards (Using the 6 key Management standards).
2. Decide who might be harmed and how.
3. Evaluate the risk and take action to effect control
4. Record the assessment findings (This is want the HSE wants to see!)
5. Monitor and review.
The six Management Standards (Stressors) to identify hazards (Step 1 of the Risk Assessment) to staff are:
1. Demands – placed upon people
2. Control – that people feel they have over their work
3. Support, training and individual factors relating to staff
4. Relationships – between all levels in the workplace
5. Roles – are they clearly set out and understood? Do staffs know what is expected of them and are they confident they can deliver? Good communication is vital here and managers need to develop this key skill.
6. Change – people fear change when they are not properly informed and supported through the change process.
Ways that can be used to identify the hazards include:
Quantitative methods such as absence, productivity and turnover data or through a questionnaire (HSE Stress Survey or similar).
Qualitative methods such as formal interviews or focus groups or informally by talking to staff.
Step 2 of the risk assessment (Who might be harmed and how) should take cognisance of the fact that everyone is potentially vulnerable. And how might stress manifest its presence? There may be physical or mental ill health; different people are affected differently. It is important that assessors consider all the six factors set out above in the Management Standards.
In evaluating the risk (Step 3) there should be a description of identified stressors, action being taken – and whether it is enough [comparison with the list of suggestions given in HSG 218 is useful], and identification of what more needs to be done.
When recording significant findings (Step 4) it is important to communicate these findings to staffs that are affected.
Going on from Step 4, monitoring and reviewing the assessment (Step 5) should include gaining staff opinions.
Turning now to address the six stressors areas identified in the Management Standards David expanded them as follows:
1. Demands – workload, work patterns and the work environment
2. Role – people understanding their role within the organisation and whether the organisation ensures that do not have conflicting roles
3. Control – how much say they person has in the way they do their work
4. Relationships - promoting positive working to avoid conflict and dealing with unacceptable behaviour
5. Support – encouragement, sponsorship and resources provided by the organisation, line management and colleagues
6. Change – how organisational change (large or small) is managed and communicated in the organisation.
It was noted that the first three stressors could be deemed job specific and the others were personal.
Unfortunately at this point the Chairperson had to interrupt David’s thoroughly absorbing presentation because time was running out for the evening. Members realised and accepted that their discussions with David had caused time to pass so rapidly.
To bring his presentation to a close David very briefly illustrated that managing stress properly in the workplace can pay dividends. In one case study of an NHS Trust they went from “0 Star” rating in 2002 to a “2 Star” rating in 2004: this had been achieved through an Organisation Development Programme, Stress Audit carried out and acted upon, resulting in sickness absence being reduced by 30% and a significant reduction in staff turnover.
Finally David commended the HSE’s publication HSG 218 – Tackling Work Related Stress: A Manager’s Guide.
9. Vote of Thanks Sandy Fowler.
At the end of the guest speaker’s presentation, Sandy Fowler stood to propose the Vote of Thanks. Sandy said that David’s presentation had been very thought provoking and gave invaluable advice in a most enjoyable way. He then asked the audience to show their appreciation to the speaker; applause duly followed. The Chairperson then went on to present David Stephen with a gift from the District to more applause.
10. Next Meeting
The next meeting of the IOSH Forth and Tay District will be held at the Dewar Centre commencing at 7.30 pm. on Thursday the 3rd of April. Details of the guest speaker for the evening will be disseminated to members soon.
As the meeting was drawing to a close the Chairperson asked for a brief moment of attention. She then went on to say that she could not let the retirement of Dick Mann as Secretary pass without thanking him for his work on behalf of the District. To further applause Karen then presented Dick with a gift of engraved crystal tumblers.