Neath Port Talbot County Borough Council Occupational ... report.pdfNeath Port Talbot County Borough...

Port Talbot Regeneration, Lower Station

Road

Phase 1 PDR

OHS 508155

Neath Port Talbot County Borough Council

Occupational Health, Safety and

Joint Resilience Unit

Managers Annual Report

2014-2015

2

Foreword

Shaun Burgess

1 April 2015


Occupational Health , Safety and Joint Resilience Unit

‘ Health and Safety Regulations are designed to protect employees, employers and the public

from harm arising from work activities’. It is, though, the actions of individual people to

help minimise the risks which may arise from such work activities. This year has again seen

considerable improvements being made in health and safety performance which is entirely

attributable to the contribution of every single manager and employee within the Council

and for that I would like to pass on my sincere gratitude’.

Steven Phillips

Chief Executive

17 External BSI 18001 Audits completed • 26 Internal Audits • 6 Audits on External Con-

tractors • 231 Site Inspections • 9.9% reduction in total number of incidents • 12.1%

reduction in lost time incidents • 20.8% reduction in total number of RIDDOR Reportable

incidents • CHSS dealt with a total of 1,641 Incident / Accident Reports during 2014/15 •

Over 250 non notifiable CDM jobs • Almost 100 projects classed as ‘notifiable’ to the

Health and Safety Executive.

Safety in Numbers

OHS 508155

Managers Annual Report 2014-2015

3

Contents




Structure and Introduction

Occupational Health , Safety and Joint Resilience Unit Structure

Introduction

Corporate Health and Safety Section

Health and Safety Objectives

Incident / Accident Information

Incident Accident Reporting

Incident Accident Investigations

Social Services, Health and Housing

POVA investigations

Construction Design and Management Regulations 2007

Grants and Renewal Area Projects

Port Talbot Regeneration, Lower Station Road

Baglan Energy Park Link Bridge Jan 2014 – July 2015

A474 Neath Link Stage 2

YGG Gwaun Cae Gurwen Kitchen Extension

Gelligron Hill, Pontardawe

Rhodes House Refurbishment

Public Lighting Infrastructure Replacement

White Van Road-show

Procurement

South West Wales Regional Civil Engineering Contractors Framework

Education, Leisure and Lifelong Learning - Primary Schools

Risk Assessment Review

Model Risk Assessments

Education, Leisure and Lifelong Learning - Comprehensive Schools

Governors Training

Radiation

Asbestos Awareness

Education, Leisure and Lifelong Learning - Education Sections

Education, Leisure and Lifelong Learning- Access Managed Services

Special Events Management

Working Safely on the Highway

Hand Arm Vibration Syndrome

Contracting & Monitoring Inspections.

South Wales Trunk Road Agency Road Maintenance Partnership

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6

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8-11

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12-13

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Contents (continued)




Occupational Health Unit

Know your Numbers Campaign

Sickness Absence

Early intervention - targeted advice

HGV Medicals database

Ongoing provision of full OH service to NPT Homes

South Wales Trunk Road Agency

Manual Handling

Joint Resilience Unit

Disaster Response and GIS Operational Network

Business Continuity Management

Swansea City Plan – A Safer City

Rest Centre and Evacuation Exercising

Awareness and training for ‘Silver’ and ‘Bronze’ officers in the authorities.

Control of Major Accident Hazard s

Seveso 3 Directive

Land Planning and COMAH

Flooding

COMAH Operator Emergency Preparedness Action Committee (COEPAC)

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32

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36-38

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Occupational Health , Safety and Joint Resilience Unit Structure




6



Introduction

This document summarises some of the key activities and outcomes delivered by the Corpo-

rate Health and Safety Section (CHSS), Occupation Health Unit (OHU) and the Joint Resili-

ence Unit (JRU) during the period of 1st April 2014—31st March 2015.

This year has again seen a number of organisational reviews and restructures, including the

integration of the OHU with the CHSS structure. The context within which the section has

operated is that the CHSS has again lost further posts during 2014/15 with a reduction of

50% in the administration function and a 15% reduction in professional posts. The process of

downsizing the CHSS was not straightforward from an employee relations perspective and

any further staffing reduction will undoubtedly impact upon future service delivery. Despite

staffing resources being reduced, the Section has continued to work effectively and with a

clear focus, leading to agreed priorities and objectives being effectively addressed. This is

demonstrated through the following areas:

Document Development: In addition to the Council’s Corporate Health and Safety

Policy there are a number of supporting procedures and guidance documents which are

reviewed annually to ensure both legal compliance and efficiency.

Organisation: Health and safety is organised to promote a positive attitude within the

workforce based on competence, communication, cooperation and control.

Planning and implementing: Planning and implementation initiatives include risk

assessments, inspections and safe systems of work which are made available through

the Council’s Intranet site.

Measuring Performance : Health and Safety performance is measured through both

active and reactive monitoring. This is achieved through a programme of internal au-

dits by the CHSS and by the British Standards Institute.

Reviewing Performance: Compliance with the Council’s Health and Safety Policy

and Procedures is monitored by the CHSS working in consultation with the operational

managers throughout the Council.

In terms of health and safety, the Council has continued to maintain the ‘Occupational

Health and Safety Assessment Series 18001’ (OHSAS 18001) as part of its commitment in

providing a safer working environment.


7



Health and Safety Objectives

One of the core employment support services provided by Neath Port Talbot County Borough

Council (NPTCBC) is in relation to health and safety. The CHSS provides advice, guidance

and support to all Key stakeholders. These include Elected Members, the Chief Executive,

Corporate Directors, Managers and employees.

The principle role of the CHSS is to support

the Council to achieve both legal compliance

and its Corporate Objectives. The CHSS has

(over several years), transformed the way in

which it has provided support to the Council,

this is demonstrated in the substantial reduc-

tion of accidents since the introduction of

OHSAS 18001 in 2006.

A key part of this transformation is attributable to the introduction of the Occupational Health

and Safety Assessment Series, OHSAS 18001 as part of its commitment to a safer working

environment. OHSAS 18001 is an internationally recognised standard for health and safety

management, based on a process of continual improvement and is subject to an external audit

process by a UKAS registered organisation.

OHSAS 18001 has played a significant role in setting a framework specifically for NPTCBC,

which has ensured consistency regarding key documents, has raised safety awareness and en-

couraged a safer working environment leading to year on year accident reduction.

In support of the continued reduction in accidents, lost time and RIDDOR reportable accidents

to the HSE, CHSS set annual priorities linked to the Corporate Aims of the Council, these in-

clude;

Improvements to the Health and Safety Intranet Site

Introduction of ‘Self Help’ areas

Review of the Safety Management System

Review of all Health and Safety Procedures

Implementation of an annual internal and external audit schedule

Review of the ‘Potentially Violent Persons Register’.

Organising and undertaking ‘Asbestos Awareness’ sessions

Organising and undertaking ‘Risk Assessment Workshop’ sessions

To date all Health and Safety Objectives have been achieved. Further details relating to this

can be found in the Human Resources Business Plan 2014/15.


Fig 1: Accident reduction since introduction of BSI

(including percentage difference )

Whole

Authority

Year

2006/07

Year

2014/15

Increase /

Decrease

+/- %

Total Accidents 767 389 -49.3%

Lost Time Accidents 128 58 - 54.7%

RIDDOR Accidents 101 19 -81.2%

8



Incident / Accident Information

This section of the report looks at the number of incident and accident reports received by

the CHSS throughout the period of 1st April 2014 to 31st March 2015.

As an overview, the CHSS dealt with a total of 1,641 incident and accident reports during

this period. This comprises of incidents and accidents to members of the public, school pu-

pils, service users, contractors and Council employees.

In particular, this section looks at incidents and accidents involving Council employees that

have been reported to the CHSS during the 2014/15 period.

In comparison to 2013/14 (refer to Fig 2), there has again been a decrease in the total num-

ber of accidents to Authority employees, with a 9.9% reduction. Additionally the number of

lost time and RIDDOR Reportable accidents have also seen a decrease of 12.1% and 20.8%.

To compare accident trends over the last five years, Fig 3 demonstrates a considerable de-

cline in total accidents, lost time accidents and RIDDOR Reportable accidents which is

pleasing to see.


Fig 2: Accident trends 2010/11-2014/15

(including percentage difference from previous year)

Fig 3: Accident comparison

2010/11—2014/15

561

84 55

389

58 190

100

200

300

400

500

600

Nu

mb

er o

f E

mp

loy

ees

2010/11 2014/15

Year

Whole Authority Year

2010/11

Year

2011/12

Year 2012/13

Year 2013/14

Year 2014/15

In-

crease /

Decrease + / - %

Total Accidents (number) 561 475 431 432 389 - 9.9%

Lost Time (number) 84 69 77 66 58 - 12.1%

RIDDOR Reportable (number) 55 29 27 24 19 - 20.8%

9

Incident / Accident Information - Directorate Breakdown




Fig 4: Total Accidents

(per Directorate) 2014/15

135

3 2

164

49

02

22

15

19

Fig 5: Total Accidents resulting in Lost Time


00

7

4

8

Fig 6: Total RIDDOR Reportable Accidents


Fig 9: Total RIDDOR Reportable Accidents

(per 1,000 employees) 2014/15

Fig 7: Total Accidents


138

43

93

29

Fig 8: Total Accidents resulting in Lost Time


05

17

10

4

00

1

6

3

Chief Executive’s

Education, Leisure and Lifelong Learning


Environment

Finance and Corporate

10

Incident / Accident Information - Accidents by Causation




Accident Type CHEX EDLLL SSHH ENV FCS TOTAL

Contact with moving machinery -

Contact with material being machined -

Hit by moving, flying or falling object 19 10 6 1 36

Hit by moving vehicle

Hit something fixed or stationary 8 5 5 1 19

Injured while handling, lifting or carrying 10 5 17 32

Injured while manual handling 1 2 3

Slip, trip or fall on same level 2 38 15 21 1 77

Fall from height 1 1

Trapped by something collapsing -

Exposed to / contact with harmful substance 1 1

Exposed to fire -

Contact with electricity -

Injured by animal 1 1 2

Physically assaulted by service user / pupil 70 18 88

Physically assaulted by another person 1 1

Verbal Abuse / Intimidating behaviour 5 6 1 12

Needle Stick 1 1 2

During control and restraint 9 71 80

Burn / Scald 1 1 2

Collision with colleague / pupil 6 1 7

Road traffic accident 1 1

Medical condition 1 1

Sporting injury 1 1

Other 12 10 1 23

Total Accidents (per Service) 2 183 144 57 3 389

11

Incident / Accident Information - Accidents by Injury Type




Accident Type CHEX EDLLL SSHH ENV FCS TOTAL

Fracture - Not Hand / Foot 1 2 3

Fracture - Hand / Foot 4 2 6

Sprain / Strain 1 17 8 9 35

Abrasion / graze 3 13 8 24

Ache 7 8 5 20

Bruising 21 28 3 1 53

Laceration 8 11 14 33

Neck Injury 2 2

Back Injury 6 3 6 15

Scald / Burn 3 3 1 7

Eye Injury 1 2 3

Ear injury 1 1

Needle Stick 1 1 2

Scram / Scratch 11 2 13

Bump / knock / blow 32 26 3 1 62

Torn ligament / tendon / muscle 3 3

Jar 1 1

Bite / pinch / punch / kick 42 14 56

Swelling 2 5 1 8

Concussion 1 1 2

Crush 3 1 4

Bitten by animal / insect 1 1

Other 1 10 6 17

Not specified 4 4

Verbal Abuse / Intimidating behaviour 2 5 2 9

No injury 3 2 5

Total Accidents (per Service) 2 183 144 57 3 389

12



Incident / Accident Reporting

Incident/accident reporting as always, has also been a focus for the CHSS during 2014/15.

Advice and support is provided to managers ensuring accidents are investigated by CHSS.

Since the introduction of the Online Accident Reporting System (OARS) in 2010, the way in

which incidents and accidents are reported to the CHSS has improved significantly. As part

of the CHSS commitment to continuous improvement, a comprehensive review of the OARS

took place in 2014, resulting in the introduction of a number of changes and improvements

benefitting both the user and the CHSS in terms of compiling more advanced statistical data

on NPTCBC’s accident trends.

Additional work has been carried out to link the OARS to the Incident/Accident Investiga-

tion Report Form. The details entered onto the OARS can now be automatically populated

into the Investigation Report Form, which can now only be accessed and amended via the

OARS. This will ensure the most up-to-date version of the report is available at all times.

The Council’s IT Division has provided first class support throughout this process. The

CHSS will continue to build on the excellent working relationship held with the in-house

Software Development Team, who for many years have provided CHSS with solutions ex-

actly meeting service needs.

Incident Accident Investigations

Despite the reduction in incidents and accidents over recent years, the number of incident

and accident investigations have in fact increased. This is as a result of a number of factors,

in particular, changes to Health and Safety Executive (HSE) Regulations and an increase in

the number of civil law claims received by NPTCBC Insurance Section have attributed to

this.

Fee for Intervention (FFI) is the HSE’s cost recovery regime implemented under regulations

23 - 25 of the Health and Safety (Fees) Regulations 2012. FFI came into force on the 1st Oc-

tober 2012. These Regulations put a duty on the HSE to recover its costs for carrying out its

regulatory functions from those found to be in material breach of health and safety law. The

fee payable by duty holders found to be in material breach of the law is £124 per hour. The

total amount to be recovered will be based on the amount of time it would take the HSE to

identify and conclude its regulatory action, in relation to the material breach (including asso-

ciated office work), multiplied by the relevant hourly rate. This will include part hours.

Although the introduction of these regulations is not recent, since implementation, the CHSS

has worked on improving the content of incident and accident investigation reports.


13



Incident Accident Investigations (continued)

As a result, in the event of the HSE contacting the CHSS to obtain further information on a

particular incident or accident, the Section is now able to provide a comprehensive account

of the incident or accident and details of the remedial measures implemented to reduce the

likelihood of a re-occurrence.

The HSE, on more than one occasion, has complimented the CHSS on the standard of inci-

dent and accident investigation reports and noted that the level of detail provided within the

report has negated the need for the HSE to visit and investigate further, thus potentially sav-

ing considerable additional costs to NPTCBC.

The number of civil claims received by NPTCBC’s Insurance Section relating to incidents

and accidents reported has also led to an improvement in the incident / accident investigation

reports. The Corporate Health and Safety Officers spend a vast amount of time and resources

assisting and supporting Managers, Team Leaders and Headteachers to develop comprehen-

sive health and safety management systems. In the event of an incident or accident, an inves-

tigation is a way of promoting these systems and procedures. Invariably there are occasions

where systems or procedures have gone amiss, in these instances the investigation reports

will identify recommendations to remedy the issues identified.

When a claim is received by NPTCBC’s Insurance Section, the CHSS are contacted and re-

quested to provide any information held on the incident / accident. Where an incident / acci-

dent investigation report has been completed, the investigation report will be forwarded to

NPTCBC’s Insurance Section. In some circumstances, it may be deemed unnecessary to

complete a full investigation, in these instances substantiating evidence will still be collated

including statements from the injured person and any persons who witnessed the incident or

accident and appropriate evidence demonstrating compliance with health and safety regula-

tions.

Due to the nature of the service, the request for investigating Officers to attend court can

take place at any time, where a comprehensive level of the incident / accident investigation

reports is essential. In instances where there is clear evidence to defend a claim, the level of

investigation completed has proved invaluable in deterring NPTCBC from settling the claim

outside court.

At a time when the CHSS are busier than ever, the time used taking statements, collating ev-

idence and compiling incident / accident investigation reports can be detrimental to a work-

load where the Section and the resources are already stretched. However, in the current fi-

nancial climate there is no question that deterring an otherwise inevitable visit from the HSE

or providing evidence that is comprehensive enough to defend a claim being successful, can

only be seen as an excellent use of resources.


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There has been a continued focus in 2014/15 within the Social Services, Health and Housing

(SSHH) Directorate on risk management, in ensuring suitabil-

ity and sufficiency in meeting the needs of the activities being

undertaken by employees. A series of site visits, inspections

and internal audits to assess the standard of risk assessments

has provided the CHSS with an overview of the health and

safety performance management of sections within SSHH.

A series of Homecare inspections have been undertaken on

the complex manual handling cases that the teams within this service deal with on a daily ba-

sis. These inspections have involved a Health and Safety Officer from the CHSS, accompany-

ing the Community Care Assistants on their duties and inspecting health and safety documen-

tation such as the client manual handling assessment, the homecare hazard checklist booklet,

sling check form and the communication booklet. Any issues that have been found have been

communicated to the Homecare supervisors and managers.

The continuation of the quarterly meetings with the Head of Service who has health and safety

responsibilities has provided the Directorate with an update on accidents, audits, inspections

and any communication that has an affect on the service.

The CHSS has been involved in undertaking monitoring visits to providers of residential and

nursing care to NPTCBC’s service users, which has substantially increased the workload of

the representing Officer. Areas such as activity based risk assessments, staff training records

and evidence in relation to communication with the staff members etc will be studied during

the visit. Additionally, the Officer will verify the building related paperwork e.g. the asbestos

survey report, a legionella assessment, a fire risk assessment and work equipment maintenance

reports. Once the findings of the monitoring visits have been finalised, this information is

communicated to the provider and to NPTCBC’s nominated contracting officer.

Protection of Vulnerable Adults (POVA) Investigations

As health and safety can play a part in the internal Protection of Vulnerable Adults (POVA)

process, two officers within the CHSS have participated in the externally delivered Non Crim-

inal Investigation training course. This enabling trained nominated officers to undertake

POVA investigations where there are health and safety issues to investigate. This year, CHSS

has been asked to attend several POVA case conference meetings in addition to NPTCBC of-

ficers and external agency staff (such as General Practitioners and District Nurses) to discuss

ongoing POVA cases. Additionally officers have been involved in providing professional

health and safety advice to POVA investigators to provide information on cases so that suita-

ble recommendations could be made


15



Construction Design and Management Regulations 2007 (CDM)

At present, the Authority manages compliance with the CDM Regulations 2007 via use of a

purpose built CDM Database which was implemented in January 2011. This database is cur-

rently managed by the CHSS who monitor all construction work being initiated or undertak-

en by the various different Sections throughout the Authority.

Construction projects are entered onto the Database as either ‘non-notifiable’, where they are

due to last for less than 30 working days, or ‘notifiable’, where they will last for more than

30 working days and therefore require notification to the HSE.

The CHSS currently fulfil the role of CDM Coordinator on projects which are ‘notifiable’ to

the HSE. In addition to the support provided for all construction projects, this role involves

more involvement at the pre-construction phase, review of all Construction Phase Plans pro-

duced by Principal Contractors prior to any work commencing and notification, via the F10

form, to the HSE.

However, the Health and Safety Executive (HSE) have made a number of amendments to the

CDM Regulations 2007 following a 10 week consultation which will come into force on the

6th April 2015 . These amendments will have a significant impact on both the Corporate

Health and Safety Section and other sections throughout the Authority who are responsible

for construction work.

The role that the Corporate Health and Safety Section will have following the changes to the

CDM Regulations will be to; provide support as necessary to all sections with the new

changes and to continue to provide advice and guidance to all sections who manage con-

struction work. This will include carrying out site visits and audits of construction projects

and maintenance and review of the CDM Database in order to ensure; legal compliance,

good standards of health, safety and welfare and to ensure continual improvement.

Good working relationships have been established between the various Sections throughout

the Authority and the CHSS in the management of this construction work.


16



Construction Design and Management Regulations 2007 (CDM) (continued)

Non Notifiable CDM work

261 non notifiable projects were entered onto the CDM Database during 2014/15 which

were carried out by either NPTCBC staff or external contractors. A significant amount of

work has been undertaken for asbestos removal, renewal of windows and doors, redecora-

tion, parapet and bridge repairs, floor covering renewals and drainage improvements across

the Borough.

Construction sites that have been visited have demonstrated good health and safety practices

with only a couple of minor issues raised. Documentation on site has proven to be sufficient,

although not always placed on the CDM Database. CDM users are reminded on the require-

ment to ensure that relevant information is uploaded where applicable.

The CHSS has continued to provide advice and guidance to CDM Database users on pre

construction information that is provided to contractors.

CDM Notifiable Projects

Various Directorates and sections across the Authority are responsible for initiating and

managing many construction projects every year., the CHSS provides advice and guidance

to these sections on all construction projects. Additionally, presence is made at various pre

contract meetings and progress meetings that take place as part of these projects and regular

inspections and audits of the construction sites are carried out. This ensuring legal compli-

ance, good standards of health, safety and welfare and sustaining continual improvement.

A number of site visits are also completed on projects on-going within the authority. For

projects that are notifiable, the CDM Co-ordinator within the CHSS conducts site visits and

attends the monthly progress meeting for each project. For projects that are not notifiable,

the designated Health and Safety Officer will undertake a site visit. Following each site visit

a record of the visit is retained and monitored to ensure that any issues raised are addressed

and the action closed down


17



Grants and Renewal Area Projects

It has been another busy year for both the Neath and Port Talbot Grants and Renewal Areas

with many new schemes completed or currently underway. These schemes, which are fund-

ed externally, involve; external wall insulation works to occupied premises comprising of

cleaning down of existing elevations, installation of external wall insulation and the removal

and refitting of Rain Water Goods, soil and vent pipes and other fittings.

The CHSS provide ongoing health and safety support on these large projects from the pre

construction phase of each scheme through to the completion of the works. A pool of Princi-

pal Contractors has been used on these projects over many years and the standards of health

and safety over this time has consistently improved. An example of this recently observed

was where a Contractor had invested in a mechanical brick lift to take the large volume of

bricks required up to a scaffold therefore reducing the amount of manual handling required

by the employees.

Port Talbot Regeneration, Lower Station Road

The site is located in the centre of Port Talbot. It comprises of a town centre enhancement

scheme in the heart of the town. The scheme involves repaving works to the main access

street to the shopping hub, with a new granite kerbing, granite small element parallel parking

bays and yorkstone paved footways. All complimented at the

end with a carriageway planning and resurfacing.

This project commenced on 29th September 2014 and is due

to be completed by the end of April 2015. The project has

remained on target throughout the duration of the project

with no major setback being encountered.

NPTCBC’s CDM Co-ordinator within the Corporate Health

and Safety Section attends the monthly progress meetings

held on site and has completed additional site visits to view

progress made on site.

Baglan Energy Park Link Bridge Jan 2014 – July 2015

The contract relates to the construction, completion and maintenance of the Baglan Energy

Park Link Road .


Port Talbot Regeneration, Lower

Station Road

18



A474 Neath Link Stage 2

The works to be carried out comprise of the installation of traffic management layouts; tem-

porary diversion of statutory undertakers plant; removal and replacement of existing street

lighting and installation of ducting and cabling and the provision for moling under the car-

riageways.

This project is due to start next month for a 12 month period.

Further projects are also on-going however these are being managed as design and build pro-

jects. NPTCBC therefore do not assume the role of CDM Co-ordinator.

YGG Gwaun Cae Gurwen Kitchen Extension

This project began in July 2014 and is due to be completed in April 2015. The work in-

volves the construction of a brand new kitchen extension which will comprise of a modern

facility with state of the art equipment, a far cry from the old kitchen block that is currently

being used by the school which will be demolished as part of this project.

The project is running well with excellent liaison between the school, kitchen staff, Principal

Contractor and Project Team.

The CDM Coordinator attends the regular progress meetings where all parties involved in

the project attend to provide updates which are crucial to the smooth running of the work.

Regular visits to the site are also undertaken to monitor standards of health and safety on the

project which have been consistently high throughout the construction work.


19



Gelligron Hill, Pontardawe

The A474 road at Gelligron Hill in Pontardawe has been con-

structed along a cliff face. There is a sharp drop in the ground

levels on the South side of the road behind the parapet wall. A

major scheme was carried out between 2005 and 2007 to repair a

land slip area and to permanently divert the road away from the

cliff edge where this occurred. The site has been monitored since

2007 and there has been some cracking in the carriageway down-

hill from the original site. An old section of parapet wall at the

back of the footway is now out of plumb and continues to move.

The Phase 2 works involve excavation and compaction to im-

prove the bearing capacity of the ground along the footway and

edge of the carriageway. A new foundation will be cast and a new masonry parapet wall

will be built capable of containing vehicles.

This project commenced on 6th October 2014 and is due to be completed on 9th March 2015.

During the work frequent site visits have been undertaken by the CHSS from both a CDM

Co-ordinator capacity and from a general health and safety perspective.

Rhodes House Refurbishment

This project began in August 2014 and is still ongoing due to additional funds allocated to

the project. The work is being carried out by the in house Building Services Division of the

Authority.

The work involves substantial internal refurbishment of this building which is situated in

Port Talbot and used by the SSHH Directorate and comprises of; installation of a kitchen and

bathroom with associated mechanical and electrical works, redecoration throughout as well

as works to the current heating system including boilers, flues and water heaters.

This project has been visited periodically throughout the work by the CDM Coordinator and

very good standards have been observed on each occasion with employees from the Building

Services Division demonstrating a good knowledge of health and safety requirements within

the construction field.

This project also received a visit from a HSE Inspector in October 2014. The Inspector also

reported on the good standards of health and safety that he observed at the site.


‘Phase 2 works involve

excavation and compaction’

20



Public Lighting Infrastructure Replacement

Phase 2 of this ongoing project ended this year and Phase 3 began. The

project involves the removal and disposal of all steel lighting columns

throughout the County Borough which are over 10 years of age.

The new columns being installed are either Galvanised Steel or Alumin-

ium with modern road lighting lanterns including a Telensa monitor-

dimming system.

The CHSS have worked with the Principal Contractor on the three phases of this project over

a number of years and throughout this time, standards of health, safety and welfare have con-

tinually improved.

Throughout each phase, progress meetings and site visits have been undertaken and addition-

al measures have been put in place by the Contractor following our proposals to help im-

prove standards.

A recent example of this is where the Principal Contractor for this project has made addition-

al resources available to employ a Traffic Management Officer following some observations

made by the CHSS during site visits relating to traffic management issues.

White Van Road-show

In June 2014, the CHSS organised a ‘White Van Roadshow’ at the

Tregelles Court Depot which was provided by the ‘Working Well Togeth-

er’ campaign which involving the HSE and many construction compa-

nies.

The aim of the road show was to raise awareness of health and safety

risks in the construction sector by getting the message out to small con-

struction contractors.

A useful health and safety talk was provided to all those attending which

focussed on behavioural safety with an underlying theme of, think safe,

work safe, home safe. The road show included a hard hitting DVD on workplace accidents

where an employee was seriously injured at work and the effect this had on his life and the

knock on effect of the lives of his family and friends.

This proved to be well received by those attending and a far more effective approach than

just listening to a half hour talk on safety.

The Roadshow was attended by over fifteen of our smaller contractors and their employees

including many of the small contractors used by the Grants and Renewals Section.


Phase 1 PDR

2014 White Van

Roadshow

21



Procurement

NPTCBC have a comprehensive management system in place for the selection and monitor-

ing of contractors. The competency of contractors is assessed in house through the Corporate

Health and Safety Team. Once assessed the contractors name is included on NPTCBC’s Ap-

proved List of Contractors. This documentation is monitored on an on-going basis. Contrac-

tor health and safety competency and performance is also monitored through contractor au-

dits and site visits.

NPTCBC’s Approved List of Contractors is co-ordinated through NPTCBC’s Environment

Directorate. This List comprises of contractors that have been vetted in 6 areas of assess-

ment, where one of the areas is health and safety.

In attempt to improve efficiency in terms of making contactor information more readily ac-

cessible, a Database has been developed. The Database is undergoing additional changes

which will comprise both the systems required by the Environment Directorate and CHSS

and will facilitate the procurement, assessment, selection and monitoring of contractors to be

managed and co-ordinated through one system.

NPTCBC’s Select List of Contractors has been in place since 2006 and has around 800 con-

tractors on it. Over the last 12 months a review of the contractor’s documentation has contin-

ued and will continue over the next 12 months. Renewal application forms are being sent out

to all our contractors on a rolling program requesting up to date health and safety infor-

mation and documentation from them. This review will demonstrate that the contractors on

our approved list of contractors are maintaining their commitment to health and safety.

In our strive to ensure that contractor documentation is regularly up dated, selected contrac-

tors are requested to attend an audit with NPTCBC. This is an opportunity to meet with the

contractor on a face to face basis and review their documentation through open discussion

with them. This also proves to be an opportune time to aid the relationship with the contrac-

tor by offering our advice and support in developing their health and safety systems and pro-

cedures. Following the audit a report is prepared detailing any appropriate recommendations

discussed during the meeting. During a 12 month period 6 contractor audits were completed.

To date approximately 20 contractors have been audited by CHSS.


22



South West Wales Regional Civil Engineering Contractors Framework

The Contractors Framework for NPTCBC, CCoS, Carmarthenshire Council and Pembroke-

shire Council is used for various works, such as fencing, grounds maintenance, landscaping

and construction works etc.

The contractors had ‘Lot specific questions’ which reflected the type of work to be undertak-

en and provided evidence of this via an online tendering portal. In addition to the health and

safety element of the questionnaire, the contractors had to provide information on their fi-

nancial standing, quality assurance and environmental procedures.

CHSS were asked to evaluate the health and safety questions for the framework and formed

part of the evaluation team with nominated officers from each of the

participating authorities. The framework was spilt into two elements,

the first being the prequalification aspect. A total of 45 contractors

submitted information and were all assessed. The second part of the

tender framework, involved the contractors tendering for certain works, such as road mark-

ing, demolition etc.

A total number of 15 lots were open to the contractors. Certain ‘lots’ had more applications

than others, which was expected as some of the work was specialist. The total number of

health and safety assessments undertaken by the CHSS was 173. Each assessments had an

assessors finding report and evaluation report that was unloaded on the tender portal for the

contractors and others authorities to view.

33 tender assessments were undertaken in total, which

does not include the Framework.

These were for Pontardawe Arts Centre catering facility,

groundwork's investigation works and Special Education-

al Needs transport providers.


The CHSS undertook

173 assessments.

23



Education, Leisure and Lifelong Learning - Primary Schools

As part of the ongoing monitoring of health and safety within primary schools, 20 schools

have been visited and their health and safety files reviewed. The review looked at the infor-

mation contained within the files and a number of areas were looked at including risk assess-

ments, asbestos management, provision and use of work equipment, health and safety train-

ing, driving at work (school minibuses and personal vehicles), emergency procedures and

preparedness, electrical inspection and safety, first aid provision, etc.

The report identified any documentation that was due or overdue for review, any training

that was out of date and due for refresher training, how hazards within the school are man-

aged and information communicated to staff/visitors, any work equipment provided was fit

for purpose and procedures to ensure it is maintained and inspected,

Each school was given verbal feedback at the time of the visit and this was followed up by a

written report with the findings. Each report identified the positive actions by the school to-

gether with the areas requiring improvement. Where necessary schools were given a number

of recommendations and correctives actions to rectify any shortfalls. In order to ensure con-

tinual improvement, follow up visits have been arranged to ensure that the corrective actions

have been carried out.

Risk Assessment Review

A number of Primary Schools have been visited to review the risk assessment procedure in

place. This included ensuring training provided to staff was up-to-date, the risk assessments

they have in place addressed the activities undertaken by the school, the risk assessments are

managed and there are records to show the contents of the risk assessments have been com-

municated to relevant staff.

The risk assessments have been reviewed to ensure that all activities undertaken by the Pri-

mary Schools have a suitable and sufficient risk assessment in place which has been re-

viewed on a regular basis or following any major change to management, equipment or fol-

lowing an accident.

6 risk assessment workshops have been completed over the last 12 months with more to be

arranged over the forthcoming months.

Model Risk Assessments

The model risk assessments for primary schools activities, comprehensive schools activities,

general activities, caretaker activities, cleaning activities and catering activities have all been

reviewed. The reviewed model risk assessments have been uploaded onto the health and

safety Intranet site and are readily available for staff to access.


24



Education, Leisure and Lifelong Learning - Comprehensive Schools

Within the 14 comprehensive schools in NPTCBC, the main objective over the previous 12

months has been the reviewing of risk assessments. This review included ensuring risk assess-

ment training has been completed, ensuring thorough, relevant risk assessments have been pre-

pared, that the risk assessments have been communicated to relevant personnel and that the

risk assessments are reviewed on a regular basis. Due to the number of comprehensive schools

and the complexities of the risks involved, this objective remains ongoing.

During the last 12 months risk assessment workshops have been completed at 6 comprehen-

sive schools with more scheduled in forthcoming months. To meet the needs of the different

employees within comprehensive schools i.e. teaching staff, non teaching staff, caretakers, and

catering and cleaning staff, a number of risk assessment workshops are provided. When deliv-

ered to teaching staff, due to the large number of attendees, the session is usually split into

groups with more than 1 Health and Safety Officer delivering the training.

The primary focus remains the higher risk areas of the comprehensive schools including the

design and technology departments, the science department and physical education depart-

ments. A comprehensive review of compliance within these areas will continue.

Governors Training

Each year, health and safety training is provided by CHSS for school Governors. The training

aims to raise their awareness of their health and safety responsibilities together with the infor-

mation that is provided by the CHSS and the advice and guidance that is available.

The training is split into two sessions and covers the shared responsibility for health and safety

between the LEA, Headteacher and Governing Body and the safety management system in

place within NPTCBC together with the health and safety arrangements and how this is imple-

mented within schools.

Historically the CHSS has delivered this training during the evenings however, this year we

have delivered additional training sessions during the working day as some Governors have

been unable to attend the evening training sessions.

Radiation

The management and use of radioactive substances in comprehensive schools is an area that

the CHSS has focused on in this past year, in particular. For some years, the position of Radia-

tion Protection Officer within NPTCBC has remained vacant. Within comprehensive schools,

the use of radioactive substances is a fundamental part of the education curriculum and there-

fore the appointment of a Radiation Protection Officer is vital.

The Radiation Protection Officer role, has now been assumed the Lead Health and Safety Of-

ficer within the CHSS. A schedule of site visits will be completed over the forthcoming year

with a view to reviewing the way schools store, manage and use radioactive substances.


25



Education, Leisure and Lifelong Learning - Schools

Asbestos Awareness Training

The Control of Asbestos Regulations creates a specific duty to manage any asbestos contain-

ing materials in all non-domestic buildings.

The CHSS together with the Property Compliance Unit invited all schools to attend asbestos

awareness training sessions. All Headteachers were asked to attend and where possible to

include their caretaker.

The sessions were held during July and October 2014 and each ses-

sion lasted for 20 minutes. Approximately 30% of schools attended

the sessions

Schools were given the opportunity to discuss their individual asbestos surveys, the location

and type of asbestos in their schools and advised on how to manage any asbestos. Each sur-

vey was discussed in depth and advice given on the specific material that contained asbestos,

the possible ways in which the asbestos may be released and the procedures that should be

implemented to manage the asbestos containing materials.

Education, Leisure and Lifelong Learning - Education Sections

As with the comprehensive schools, arrangements have been made to meet with each section

to review their health and safety documentation including their risk assessments. This has

not been straight forward because there has been a number of organisational restructures

within the education sections however; meetings have now been arranged with most sections

with a risk assessment review highlighted as taking priority.

In reviewing the management of health and safety within the education sections, site visits,

internal audit and risk assessment workshops have been, and will continue to be completed.

During the site visits completed over the past 12 months it has become clear there are some

very competent individuals who have a good understanding of health and safety which and

this is reflected in their internal systems and procedures. In other areas however, direction is

necessary, and the CHSS will therefore offer the full support and guidance to assist them in

developing and managing their health and safety.


Asbestos training has been

delivered to over 35 schools

26



Education, Leisure and Lifelong Learning - Access Managed Services

Close working relationships have been established between the CHSS and the Catering and

Cleaning Sections within Access Managed Services (AMS).

Catering—Risk Assessments

A number of meetings have been held with the catering section to help undertake a review of

the generic risk assessments of the work activities and the equipment used within the school

kitchens. The catering section issued the generic risk assessments to each school kitchen.

Risk Assessment Workshop Training has previously been deliv-

ered to the cooks-in-charge which gave them the skills to adapt the

generic risk assessments and make them applicable to their specific

kitchen equipment and activities.

A number of cooks-in-charge requested additional training and guidance in order to under-

take this task. A total of 25 sites have been visited to provide this training and guidance.

It is intended that each kitchen will be visited over the following months to undertake a full

review of their risk assessments to ensure there is continual improvement.

Catering—Breakfast Clubs

The Catering Section of AMS is responsible for delivering the Welsh Governments ‘Free

Breakfast in Primary Schools Initiative’. The Welsh Government has published Statutory

Guidance regarding the provision of free breakfasts which Local Authorities and the Gov-

erning Bodies of maintained Primary Schools must have regard to and take account of.

A presentation was made to LLAN, the Primary School Consultative Group, where discus-

sions took place on the Welsh Governments guidance for operating and managing of Break-

fast Clubs.

In order to comply with this guidance and to provide a safe environment and safeguarding

for pupils, the CHSS has provided support to complete generic risk assessments for operat-

ing and managing the breakfast clubs. Each school is required to adapt the risk assessment to

reflect their local requirements.


A total of 25 sites have been

visited to provide this

training and guidance

27



Special Events Management

Regular attendance at the Safety Advisory Group (SAG) has been maintained, in the period,

assistance from the group has been given to organisers of a

variety of special events. During the year the Safety Advi-

sory Group has dealt with 64 special events, these range

from fun runs and races – football tournaments – cycle

tournaments and street parades etc.

The Council, via the Special Events Section historically had

facilitated and run events such as the Christmas parades for

the three main towns (Port Talbot, Neath and Pontardawe)

etc, however, due to austerity measures and budget cuts the

Council were unable to organise these events in the Christmas 2014 season, they were in-

stead replaced by events which were run by local community groups. These events were

brought to the attention of the Safety Advisory Group (SAG), who provided the necessary

advice and guidance to ensure that there were being organised properly.

Working Safely on the Highway

The Department for Transport has recently reviewed a code of practice for working safely on

the highway. This code is relevant to local highway authorities in England and Wales.

The revised code of practice titled “Safety at Street Works and Road Works” was reviewed

in 2013 and came into force on the 1st October 2014. In preparation for the code of practice

a review group was established via the main Environment Street-care Safety Group. The

aim was to review the current safe practices undertaken by Street-care Services and to identi-

fy any elements of the new revised code that would have to be adopted.

The group identified several issues and decided on measures to fulfil the requirements of the

revised code of practice. These were to simply amend the current risk assessments to cover

safe working on the highway. This has been achieved by the development of database of

road work signing and guarding drawings and plans for staff to reference. Also there has

been a provision to the database to allow supervisors to draw site signing and guarding plans

for the teams. A vital aspect was to ensure that when the Fleet Service team procure new

vehicles, they are suitably equipped with adequate flashing beacons and high-viz livery. As

these changes affect the staff, it is necessary to develop and deliver an update training ses-

sion for staff.


Safety Advisory Group has dealt with 64

special events

28



Hand Arm Vibration Syndrome (HAVs)

The HAV’s programme is on schedule with a minimum of 4 days a month dedicated to the

HAVs testing and population of the Database. The Authority can now use the data gained

from the testing of individual equipment to reduce the risk of HAVs by implementing the

risk assessments generated by the database and reviewing the use of high risk equipment.

The Database is accessible to managers, supervisors and designated employees via the

Health and Safety intranet site. The systems has had an extensive review over the past 12

months and a new section has been incorporate so that equipment can now be attributed to

individual sections within the Authority.

HAVs Awareness Training has been delivered to employees in most areas of the Authority

where employees are at risk from HAVs and will be delivered to any new areas going for-

ward. There has been positive feedback from the areas where the training has been delivered

as employees found it interesting, informative and relevant to their needs.

The new Procurement System which looks at pre testing before purchasing ,continues to be

effective and is leading to a risk reduction in the equipment provided to employees.

There is now a programme in place to undertake the HAVs testing in ELLL with a focus on

the Comprehensive Schools. To date, five Comprehensive Schools have had equipment test-

ed, with the remaining schools to be visited during 2015/16.

Contracting & Monitoring Inspections

This past year has seen a greater involvement from the CHSS to assist other sections within

NPTCBC with the monitoring of contracts. Currently there a large number of services with-

in NPTCBC that have contracts in place with external providers to deliver services on

NPTCBC’s behalf. There is a legal requirement to ensure that the contract is being moni-

tored in terms of Health & Safety.

CHSS are undertaking this duty and as the number of contracts being procured is increasing

then this is becoming another vital element of the everyday activities of the team. These

monitoring inspections can last all day and some inspections have to take place outside of

the normal working hours in order to monitor the service being delivered. The CHSS pro-

vide guidance to the nominated contracts officer about the findings of the inspections and in

some cases, this information can form part of a full investigation if there are concerns about

the service being procured.


29



South Wakes Trunk Road Agency (SWTRA) Road Maintenance Partnership

Neath Port Talbot County Borough Council (NPTCBC) has continued to work with the

South Wales Trunk Road Agency (SWTRA), Partners Merthyr CBC and Bridgend CBC,

Contractors, Stakeholders and Welsh Government to improve health and safety standards.

Representatives from the South Central Partnership form part of a forum with Welsh Gov-

ernment (WG), SWTRA and the supply chain on improving traffic management standards

across Wales. The forum is in the process of reviewing traffic management standards that

have been introduced in England. The Central Partnership will be undertaking live trails of

new working practices that have been introduced in England. This will assist the WG with

their decision on whether to introduce the new working practices in Wales.

Several safety inspections were carried out on site throughout the year to monitor working

practices and conditions. Several good practices were observed with only a couple of minor

non conformities being raised. Minor non conformities are either addressed on site or

brought to the attention of the supervisor.

The South Central Wales Partnership continues to meet the demands of the service by en-

suring staff are trained to cover the wide variety of work that is undertaken on the network.

Training is facilitated by the corporate training section together with some in-house training.

Additional staff have been trained in repairing vehicle restraint systems to meet the demands

of the work. Training additional staff will help to meet the seven day performance indicator

on the repairing of vehicle restraint systems set by the client.

Staff have also attended an in-house health and safety awareness training session. This

course was developed to raise awareness on health and safety in the workplace, remind staff

of safe systems of work and corporate procedures.

Several health and safety audits have been undertaken across the Central Partnership and

contractors over the last year. In general the audits were good with only a couple on non

conformities. This was an improvement on the previous year.

Central partnership risk assessments have been reviewed and distributed to the workforce.

The review has included the introduction of images of specific personal protective equip-

ment that is required for each task.


30



Know Your Numbers Campaign 2014

16 million adults in the UK have high blood pressure. Over 8 million of them do not know it,

so the clinics provide an ideal opportunity for the individual members of staff to find out

what their blood pressure reading is.

High blood pressure rarely has symptoms and increases one’s risk of having a stroke or heart

attack. It is also a risk factor for kidney disease, dementia and other illnesses.

Undetected high blood pressure has the potential to be a silent killer. As an organisation, the

benefit of such a campaign can boost morale, as health promotion is viewed as an investment

in the health and wellbeing of its staff. This can impact positively on staff attendance and

aims to reduce sickness absence.

The role of the Occupational Health Unit (OHU) is to help improve the health and wellbeing

of employees. The OHU’s involvement in this campaign is vital towards raising awareness

and facilitating timely medical intervention. This year’s campaign is the sixth successive

year. Attendance this year was 321 staff (179 male/142 female), 31 (9.7% of attendees) of

whom were referred to their GP’s for further investigation.

Lifestyle advice was provided to each attendee with a view to maintaining or lowering their

blood pressure.

Holding work place clinics reduces the amount of time that may be spent on visiting the GP

surgery. Each employee is allocated an appointment time which minimises delay. There is

no charge for blood pressure recordings and the health promotion literature issued to em-

ployees is funded by the Corporate Health Group.

Raising awareness of the effect of ones lifestyle on blood pressure is a valuable health

promotion tool that has a positive impact on the health and wellbeing of staff within

NPTCBC.


Newsletter Spotlight:

‘16 million adults in the UK have

high blood pressure. Over 8

million of them do not know it’

31



Sickness Absence

The creation of the additional post for a Nurse for Sickness absence in March 2014 has facil-

itated the adoption of a tiered approach to sickness absence referrals resulting in a number of

efficiencies:

Reduced waiting time for appointments: In May 2013 the average waiting time for an

initial appointment with the Occupational Health Practitioner (OHP) was 3 weeks pro-

gressing to 4 weeks. This current waiting time as of January 2015 has been improved to

an average 2 weeks and 11% were seen within 1 week and 3.8% were seen within 2 days.

Specialist counselling: In addition the OHU is able to offer specialist bereavement sup-

port to staff. As well as having a member of staff who is trained in bereavement counsel-

ling (Cruse) another is trained in supporting mothers after the loss of a baby.

Early intervention - targeted advice

In addition, the service the OHU provides has become more flexible as a result of the addi-

tional resource. The Unit now offers early intervention telephone appointments, which en-

sure that contact is made with employees at an early stage in absence, and support for the

employee can be more targeted as a result. As a consequence telephone/email advice to

managers ensures prompt guidance on phased returns to work etc.

The Unit has also increased the number of case conferences – this is an opportunity for a line

manager, HR, employee, trade union representative and OH professionals to meet together to

agree actions needed to bring absence to an end. The trade unions are particularly support-

ive of this measure.

Reduction in External services costs: The direct consequence of the creation of the OH

Nurse post has reduced the use of externally contracted physician sessions. This represents a

cost avoidance of £22,600 as of end January 2015.

Through the provision of a supportive appointment system by the Occupational Health Advi-

sor (OHA) and OH Nurse the referral onto external counselling services has been reduced

significantly whilst maintaining the optimum level of support for employees.

The cost of external counselling sessions from April 2013 to December 2013 was £23,400

compared to same period April 2014 to December 2014 which was £9,400. This equates to

a cost avoidance of 59.9%

Early intervention - Targeted advice

McMillan cancer support toolkit: The Hop's ensure that employees referred to the OHU

due to cancer are provided with specialist support in line with McMillan cancer support

guidelines


32



HGV Medicals Database

The OHU has created a HGV/PCV Drivers Medicals Database, which currently holds infor-

mation on 166 drivers. The creation of this Database has realised a number of advantages:

Vocational drivers are medically managed and followed up by the OHU ensuring fit-

ness within strict DVLA guidelines.

Cost reduction of fees for medicals. These were previously undertaken by the employ-

ees’ GP ranging from £80 to £150 per medical. This fee is now set at £58 by the OHU.

Through the OHU holding a Database of drivers, the risk of a driver’s licences falling

out of compliance is greatly reduced as the Unit automatically recalls drivers at the

specified timeline as determined by DVLA Guidelines.

Ongoing provision of full OH service to NPT Homes

This includes sickness absence and health surveillance, which resulted in an income of

£10,480 for the last financial year. The expected income for this year is comparable.

South Wakes Trunk Road Agency (SWTRA)

The OHU continues to work in close partnership with SWTRA, undertaking annual fitness

for work medicals on all Traffic Officers in addition to providing a full OH Service which

includes a Hepatitis B immunisation programme and fast track counselling where appropri-

ate.

Manual Handling

There is continued attendance at the WLGA Manual Handling Forum. Since reviewing the

WLGA Manual Handling Passport Scheme the Forum has developed more specific object

handling risk assessment formats and core lesson plans for manual handling trainers which

are now being used as part of the training.

The competency assessment process for manual handling continues to be successful within

most areas of Learning Disabilities and SSHH Homecare is looking at Key Manual Handling

trainers so that they can undertake the role.

The group are at present are developing a specific manual handling training course for the

Occupational Therapy Service which will be a 5 day course incorporating the prescribing of

equipment more relevant to their needs.

During the past 12 months, the Manual Handling Advisor has been the lead in the develop-

ment of a Dementia Manual Handling course which is now complete and will be rolled out

to the relevant staff in the next few months by Corporate Training.


33



DRAGON (Disaster Response and GIS Operational Network

In Spring 2012 the Joint Resilience Unit’s (JRU) DRAGON

(Disaster Response and GIS Operational Network) secure online

emergency response application was launched in order to deliver

improvements in dealing with civil emergencies in the Neath Port

Talbot and Swansea areas.

‘DRAGON’ was originally implemented in NPTCBC and City and

County of Swansea (CCoS) in 2012 and demonstrated to representatives of the Welsh Gov-

ernment in early 2013 and later to representatives from the Cabinet Office in 2014. DRAG-

ON is a secure emergency planning and response management system that can be accessed

by Category 1 responders and other partner agencies concerned with emergency planning

and response.

Initially, DRAGON was a tool used solely by the JRU but over time has grown to a position

where it is being used by NPTCBC, CCoS, Pembrokeshire CC, Carmarthen CC, Ceredigion

CC, Powys CC, Dyfed CC and Rhondda Cynon Taf and continues to gather momentum as

more partners look to access the system.

Business Continuity Management

In 2012 the JRU began a review of business continuity arrangements across NPTCBC and

CCoS. The review consists of two phases.

The first phase was to develop a slim line Business Impact Analysis (based on a traffic light

system) and risk assessment process together with a new Business Continuity plan template.

This document, now known as the Business Continuity Management (BCM) Toolkit, was

completed in August 2014 and ‘rolled out’ within the two local authorities.

The second phase was to meet with Heads of Service to review all critical services for the

aforementioned local authorities and, to nominate authors to complete the BCM Toolkit

electronically by uploading it onto the DRAGON system.

To date, all critical services for NPTCBC have been identified and plans have been complet-

ed and uploaded onto DRAGON with assistance from the JRU.

The majority of CCoS’s critical services have been identified and nominated authors are in

the process of writing their plans in readiness to upload onto DRAGON. The intention is to

identify all critical services and produce the relevant electronic plans by the end of 2015.


34



Business Continuity Management (continued)

The JRU assist plan authors to complete their plans with 1:1 and group meetings together

with ‘drop-in’ sessions – this consists of going through the toolkit on a step to step basis and

a demonstration of how to load plans onto DRAGON. The new user friendly BCM toolkit

and adaptable DRAGON system has been welcomed and greatly received by plan authors.

Once all plans are complete for both local authorities the next step will be to audit and exer-

cise to ensure they are fit for purpose.

In April 2015, two officers from the JRU will be attending a highly accredited business con-

tinuity course. The course will further enable the JRU to provide robust business continuity

advice and training so that effective BC arrangements for both local authorities can be im-

plemented and critical services maintained in the event of a disruption.

Additionally, as part of the JRU’s statutory duties under the Civil Contingencies Act 2004

Officers have provided business continuity advice to Gwalia Housing, NPT Homes and

domiciliary care providers across the region.

Swansea City Plan – A Safer City

The task of reviewing and updating work previously undertaken by the JRU in relation to the

above is underway. A new approach is being taken and instead of a replication of the

‘Cardiff Model’ the plan is being tailored to Swansea and introducing a more bespoke meth-

odology to its delivery. Acknowledgment is made to work being undertaken in the city

where potentially many millions of pounds will be invested to bring in new business, making

it a location to attract retail and also residential opportunities .

To enhance and build upon a growing reputation, the plan is being devised to ensure those

that work, invest or live within the heart of the city centre are considered in the event of an

emergency. The emphasis is not being placed upon terrorist activity as some city areas have

been compelled to do, but this is a plan which will provide safe passage or shelter in the

event of a civil emergency i.e. fire, weather or utility failure, but at the same time will under-

pin any threat from terrorist activity or major disturbance.

The heading of ‘City Evacuation Plan’ is widely used in the UK and beyond, but it is the ar-

gument of the JRU that in an emergency it may be necessary to ‘in-vacuate’ and protect citi-

zens by placing them in a building and closing windows and doors. An example of this could

be nearby hazardous substance release, weather or utility failure. Evacuation is not always

safe or the right thing to do.

The work to date has been underpinned from a strong working relationship the unit has with

the Wales Extremism and Counter Terrorism Unit (WECTU) and work has begun with en-

gaging with the city’s retailers including engaging with Swansea BID.


35



Rest Centre and Evacuation Exercising

The JRU is currently engaged with our colleagues in neighbouring LA areas who are prepar-

ing ‘Exercise Cascade’. This exercise will focus on the result of a dam failure at the highest

point in the Brecon Beacons, North of Merthyr Tydfil.

The dam, one of three, will start a domino or cascade effect on the two lower reservoirs and

the modelling by experts show that it will cause devastating damage to Merthyr and the Taf

Valley and flooding as far South as Cardiff.

The JRU are assisting in writing the exercise as well as preparing the exercising of mutual

aid for rest centre and community displacement, should such an incident ever occur. The im-

pact of such an incident will no doubt affect both of our authority areas and the major arterial

route of the A465 Heads of the Valley providing passage in and out of our area.

Awareness and training for ‘Silver’ and ‘Bronze’ officers in the Authorities

The exercises already highlighted have required representation from both Silver and Bronze

level officers within the authorities.

The JRU are currently producing a half-day workshop for both sets of roles to refresh or pro-

vide awareness to existing staff in undertaking the respective roles.

The changing human resource picture now and in the future makes this a feature of JRU

work which will have to be embedded ensuring that there is resilience and experience within

each authority to provide sound, professional input in the time of an emergency.


36



Control of Major Accident Hazards (COMAH)

COMAH Exercises

During 2014/15, the JRU arranged and facilitated two major exercises as part of their statu-

tory duties under the Control of Major Accident Hazard Regulations (COMAH) 1999. The

exercises scheduled this year were with two local top-tier COMAH Sites; Tata Steel, Port

Talbot and Calor Gas, Aberdulais. Both exercises examined how serious incidents at these

sites would impact on the local community and provided an opportunity rehearse emergency

response procedures. Both exercises required considerable planning and were deemed to

have met their objectives.

Exercise Steel Sentinel – Tata Steel

The exercise scenario was based on a catastrophic fracture of the Basic Oxygen Steelmaking

(BOS) Gas Pipework that lead to an escape of BOS Gas from the Tata Steel site in Port Tal-

bot. BOS Gas is rich in Carbon Monoxide. The live on-site element of the exercise took

place on 14th November 2014 and the multi-agency tabletop exercise on 5th December 2014

in the Tata Steel Academy Building.

The Tata Steel work was undertaken in conjunction with the first ‘live test’ of the plant’s

new enhanced and technically advanced siren system, sounded in the event of a major emer-

gency affecting the surrounding community.

The Joint Resilience Unit (JRU) instigated and facilitated a media group in which each or-

ganisation firstly worked together to inform and warn the public of the siren sounding under

test and secondly to act as media representatives during the validation exercises so the Tacti-

cal/Silver officers can consider their inputs in the response to a major emergency.


37



Control of Major Accident Hazards (COMAH) (continued)

Exercise Steel Sentinel – Tata Steel (continued)

The exercise is yet to be formally debriefed but there was positive feedback both for the con-

tent and the methodology applied by the JRU in testing the responding agencies responses.

There are matters which the JRU have identified need addressing in terms of the audible

range of the siren and work with local schools. Both these matters are currently being

worked on by JRU officers.

Exercise Scapa – Calor Gas

The scenario was based on two road tankers colliding on-site, one carrying diesel and anoth-

er carrying Liquid Petroleum Gas (LPG). The collision caused a significant diesel spillage

from the tanker and lead to a small fire that caused a risk of Boiling Liquid Expanding Va-

pour Explosion (BLEVE) as the heat impinged on the LPG tanker. The live on-site element

took place on 10th December 2014 and the multi-agency tabletop exercise on 21st January

2015 in the Liberty Stadium, Swansea.

In conjunction with some academic research work being undertaken, the exercise at Calor

Gas introduced a more inclusive role for the neighbouring community within the Public In-

formation Zone. This pre-empts requirements under the new Seveso 3 Directive, being intro-

duced in June 2015. The research exposed some fears within the community in regard the

plant and the JRU were proactive in working with them to address their perceptions. Exam-

ples to positively alter perceptions and include the community included:

A letter drop by the JRU informing the community of the exercises and the presence of

emergency services on site. This is something which had not been done before and elim-

inated the concerns as to why emergency services were present.

Inviting community members onto site to observe the ‘live’ exercise. This hadn't been

done before and was hailed as a success.

Using social media to ‘tie in’ with the community updating them on exercises progress

Inviting community observers to the tabletop exercise

Identifying community members to help with some of the forward action plan work

Re-designing the method and content of the emergency information given out by Calor

Gas to ensure its robustness and usability.


38



Control of Major Accident Hazards (COMAH) (continued)

Exercise Scapa – Calor Gas (continued)

Both exercises were well supported, with each exercise involving over 60 people from vari-

ous organisations including;

Tata Steel / Calor Gas


Mid & West Wales Fire & Rescue Service

South Wales Police

Welsh Ambulance Service NHS Trust

Natural Resources Wales

South Wales Trunk Road Agency

ABM University Health Board

Public Health Wales

Health and Safety Executive

Local Councillors and other community representatives

Seveso 3 Directive

This new directive, introduced by Europe will update the existing COMAH regulations and

will place a greater emphasis on public accessibility to information as well as public consul-

tation and inclusion in how plans are written and prepared. The JRU has captured the limited

information available currently and is incorporating what is widely believed to be necessary

work (community engagement for example) into its current work.

Land Planning and COMAH

Wales Government has released a consultation process where local planning authorities and

partners are requested to respond to the proposals outlined in Seveso 3 relating to land use

planning and major hazard sites.

The JRU will consult with both authority planning units and jointly feedback in the consulta-

tion process.


39



Flooding

Good progress has been made on Local Authority Flooding arrangements throughout 2014 /

15. During this year, the JRU reviewed all of their major flooding response plans and proce-

dures to ensure they remain fit for purpose. Plans reviewed during this year include the

NPTCBC and CCoS Flooding Response Plans, and the site specific Canalside and the Lower

Swansea Valley Flood Response Plans.

Throughout the year, the NPT / CCS Multi-agency Flood Group has continued to meet regu-

larly to discuss local flood risk mitigation and emergency response.

COMAH Operator Emergency Preparedness Action Committee (COEPAC)

Throughout 2014/15, the COEPAC forum has continued to meet. The group was established

in 2013, and is made up of representatives from each of the local top-tier COMAH sites in

Swansea and Neath Port Talbot (Vale Europe, Tata Steel, BOC Gases, Flogas and Calor

Gas) to meet quarterly to share best practice and discuss learning from incidents and exercis-

es conducted in order to improve emergency plans and responses. Membership of the group

is made up of representatives from all five local COMAH sites, Local Authority (JRU), Nat-

ural Resources Wales, South Wales Police and Mid and West Wales Fire Service. Despite

being outside the CCS/NPT area, The Royal Mint in Llantrisant requested they form part of

the group. The establishment of this group has been very successful and has strengthened

relationships and good working arrangements between COMAH site operators and other

partners.

Statement from the Head of Human Resources

‘I would like to thank all of our managers, employees, partners and other stakeholders for

the excellent work they have carried out during this year in providing a safer working envi-

ronment within Neath Port Talbot Council’.

Sheenagh Rees

Head of Human Resources


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