Agenda item

To receive the limited assurance management update.

43.1    The Head of Communities outlined that the original audit took place in March 2019 prior to the Council moving premises to Shire Hall and the Gateway. It had been agreed that some of the improvements would be made once the Council had left the HKP warehouses.  This had enabled new risk assessments to be carried out and to examine what the improvements would look like in the new setting.

43.2    Since the start of the Covid-19 pandemic, a number of the Council’s premises had been closed and some services had made significant adjustments to how they worked such as the vast majority of staff working from home. The Head of Communities outlined that risk assessments were carried out in respect of home working in tandem with line managers and that risk assessments required changes where changes in government guidance were announced. She also advised that some activity was continually risk assessed such as visits to high risk premises.

43.3    The Head of Communities noted that the original audit had found that service managers had displayed a positive attitude to the health and wellbeing of their team members and that the health and safety of Council staff was at the forefronts of everyone’s minds, particularly in the context of the Covid-19 pandemic. She provided a summary of a survey that had been conducted among managers and team leaders. Since March 2019, the number of those with line management responsibilities who had completed a risk assessment had more than doubled. Awareness of responsibilities under health and safety legislation had also increased as had the numbers who had undertaken specific training.

43.4    The Head of Communities confirmed that all services had up to date risk assessments having been updated in light of Covid. The reason there was a delay between assessing and auditing was in order to test that there were not any gaps in the risk assessments. She advised that inspections had begun and that the Museum of Gloucester and Guildhall audits had been completed.

43.5    With regard to an outstanding recommendation on training, the Head of Communities advised that a number of staff had been undertaking ‘on the job’ training and a staff budget for training had been secured and it was hoped a range of courses would be organized for staff.

43.6    On the provision of clarifying the roles and responsibilities between the asset management team and service managers, the Head of Communities confirmed that a piece of software had been purchased which would record all health and safety information across all the Council’s premises. She informed Members that this system would allow for different people to be named for different elements.

43.7    Councillor D. Norman stated that it was encouraging that there had been improvements despite some unavoidable delays and that there were more staff who understood their responsibilities under health and safety legislation. He advised caution in respect of any future claim against the Council if a member of staff responded negatively to training they had received and as such, comprehensive training was essential.

43.8    In respect of working from home, Councillor D. Norman stated that as well as individuals having a responsibility to ensure their own health and safety, the Council did also. He suggested that there was a need to ensure that some form of inspection was made. He also noted the potentially serious consequences in respect of the confluence of corporate manslaughter and health and safety legislation.

43.9    Councillor D. Norman stated that a number of Council’s produced an annual report on health and safety which was given to Members. Several Council’s also had a health and safety Member champion and suggested that such a role be considered to work with the Head of Communities to ensure that such matters were addressed.

43.10  In response to a query from the Chair, the Head of Communities confirmed that procurement of asset management software had concluded and the vast majority of the relevant data had been uploaded. The Head of Communities also confirmed that team leaders ‘developing’ their risk assessment skills referred to the fact that assessments needed to be continuously changed due to changes in Covid guidance.

43.11  Councillor Patel asked, given the majority of staff were working from home, how regularly they were being asked to risk assess their workspace and if there were any issues that had come to light. The Head of Communities advised that staff were asked to complete a Desk Screen Equipment (DSE) assessment and to consider this with their line manager and service managers had been given discretion as to how they support their staff.  Staff were also encouraged to take regular breaks and to maintain movement in their bodies. There had also been a significant reduction in sickness absence during the period of working from home.

43.12  In response to a further query from Councillor Patel regarding whether there was a budget for office equipment to be used at home, the Head of Communities advised that this would be provided on the basis of occupational health recommending particular equipment as a reasonable adjustment. A number of staff had specific equipment for working at Shire Hall and they had been able to take this equipment home.

43.13  The ARA Group Manager advised that the audit plan for 2021/22 was being compiled and home working had been identified as a proposed audit area. The plan would be ready for consideration by the Committee in March 2021. As part of the audit follow up process and based on the management update presented to Committee, the health and safety follow up audit will be deferred to early 2021/22.

43.14  RESOLVED that:- (1) The Audit and Governance Committee NOTE the update and; (2) the appointment of a Member Health and Safety Champion be pursued.