211029ResourcesCtteePaper4HSCMinutes24August2021

RESOURCES COM­MIT­TEE Paper 4 29/10/21

CAIRNGORMS NATION­AL PARK AUTHORITY

HEALTH & SAFETY MEETING

24^th August 2021

Minutes

Review of Minutes and pre­vi­ous actions:

1. Minutes reviewed as per action log. All actions from last meet­ing have been discharged

Cov­id-19

1. Fire Mar­shals: — a. Train­ing can be done vir­tu­ally b. Giv­en move to hybrid work­ing, need to approach those who are in the office more fre­quently to see if will­ing to be fire mar­shals – to ensure com­pli­ance. 40 staff have been iden­ti­fied who are likely to be mostly office based and who col­lect­ively (because of vary­ing work patterns/​locations) will provide com­pli­ant cov­er (includ­ing exist­ing fire mar­shalls). PM to con­tact above staff re will­ing­ness to be fire mar­shalls. VW to share res­ults of Teams Sur­vey with PM to ensure people iden­ti­fied align with teams in the office
2. 1^st Aid: — iden­ti­fied that we don’t need as many as fire mar­shalls as only one first aid­er needs to be in the build­ing at any time. 14 have been iden­ti­fied who are likely to be mostly office based and who col­lect­ively (because of vary­ing work patterns/​locations) will provide com­pli­ant cov­er. PM to con­tact above staff re will­ing­ness to be first aid­ers. MP will also do the training.
3. Field work pro­ced­ures: — do we still require such robust pro­ced­ures around Cov­id giv­en nation­al eas­ing of restric­tions? Agreed we can remove the Cov­id check­list from the lone work­ing pro­ced­ures as field staff are aware of symp­toms now and should be verbally updat­ing their line man­agers on health pri­or to a vis­it any­way. Will add a line to the risk assess­ment stat­ing ​“if you have symp­toms, do not take part in the field vis­it”. KC to update risk assess­ment. VW to respond accord­ingly to Peat­land Team
4. SG Office Work­ing Guid­ance: — SG have pro­duced a guid­ance doc­u­ment for gov­ern­ment staff which is more restrict­ive that gen­er­al guid­ance for the pub­lic. This is applic­able to CNPA. Key fea­tures that we will need to enforce with staff are: a. Im dis­tan­cing in all offices b. One set of people in a meet­ing room per day. So meet­ing rooms can’t be used by two dif­fer­ent groups of people in a day. AS such people have to book a meet­ing room in advance c. Showers are out of use as our clean­ers only come in in the even­ing and there­fore showers can only be cleaned after one use. Giv­en our

RESOURCES COM­MIT­TEE Paper 4 29/10/21

shower rooms are also toi­lets, it is not viable for them to be used cur­rently. d. One per­son in the kit­chen at a time. e. Vent­il­a­tion is key – win­dows must be open. Mark con­firmed that all offices have win­dows that can open. VW to incor­por­ate above into the Oper­a­tion­al Pro­ced­ure that is being draf­ted for office return. This to be cir­cu­lated to H&SC for sign off pri­or to onward cir­cu­la­tion to staff.

Facil­it­ies H&S Matters

1. Legion­ella Risk Assess­ment remedi­al works will be car­ried out shortly. Mark has no con­cerns – and is con­tent that CNPA is com­pli­ant. All sample are clear, we have a good régime in place, good record check­ing and flush­ing of showers with extra flush­ing cur­rently due to min­im­al use. Some invest­ig­a­tion work in #14 being undertaken.
2. The kit­chen in #14 is to be decom­mis­sioned – floor needs ripped up etc. MP to com­mence work to rein­state this space as a ​“quiet room”

Ranger Ser­vice

1. Alan updated H&SC that the team had recently done some Con­flict Res­ol­u­tion train­ing which was very good. The train­ing high­lighted that our lone work­ing pro­ced­ures with Safeshores was very good.
2. Alan men­tioned that some of the rangers has been verbally abused over the sum­mer but the Ranger Man­ager fol­lowed up each incid­ent and is put­ting togeth­er a pro­ced­ure in this regard
3. Alan sug­ges­ted that the Ser­i­ous Incid­ents Pro­ced­ure that is in place for the Ranger Ser­vice and sea­son should be incor­por­ated across the organ­isa­tion as it applied for vari­ous teams, e.g. Peat­land Team. AS to ensure pro­ced­ure is saved in Ranger folder with­in H&S, and KC will look at draft­ing a gen­er­ic ver­sion of this doc­u­ment that would work across all services.

DSE

1. Laura has draf­ted a DSE pro­cess chart, identi­fy­ing a 7 step pro­cess to DSE. Chart to be shared with staff in next news­let­ter (VW)
2. To date, the main DSE issue has been that the key­boards recently provided are very small which is caus­ing prob­lems for some people. They will be offered the choice of a lar­ger keyboard.
3. Agreed that indi­vidu­al DSE assess­ments would be saved on the HR data­base, and the DSE assessors would have access to that logbook.
4. Agreed that all new staff would get a DSE assess­ment with­in 2 weeks of join­ing. PM to ensure DSE team have details of new staff. VW to ensure assess­ments done on time

Well­being RESOURCES COM­MIT­TEE Paper 4 29/10/21

1. Def­in­ite sense that some are anxious about office return. Agreed that rather than doing anoth­er staff sur­vey (and giv­en we will be doing the Best Com­pan­ies sur­vey in Octo­ber), we will assess any anxi­ety with the fol­low­ing ques­tion in the con­sulta­tion about the new Nor­mal: — ​“is there any­thing you would like us to con­sider regard­ing return­ing to the office while cov­id restric­tions are in place?” VW To action

Risk Assess­ments

1. The gen­er­ic risk assess­ments all need to be reviewed and updated. KC to divvy these amongst H&SC mem­bers for dis­cus­sion and sign off at next H&SC meeting
2. H&SC were asked to review the risk assess­ment for the Bal­later Vis­it­or Hub, as sup­plied by Jos Mil­ner. The group iden­ti­fied sev­er­al omis­sions from the risk assess­ment as fol­lows: — a. Wrong tem­plate being used – inad­equate inform­a­tion provided b. Elec­tric sock­ets not con­sidered c. Door can shut poten­tially leav­ing a lone child locked in d. Tam­per­ing with fire extin­guish­ers e. If this sight is going to be accessed daily, it needs to be cleaned daily, and cur­rently the clean­er at Bal­later only cleans once/​week KC to provide feed­back to Jos. Revised risk assess­ment to be cir­cu­lated back to H&SC for final sign off.

Action log Actions from this meet­ing – 25/08/21

Action	Respons­ible per­son and Status
PM to con­tact staff iden­ti­fied for Fire Mar­shall and Ist Aid train­ing re will­ing­ness to be fire marshalls/​1st aiders.	PM
VW to share res­ults of Teams Sur­vey with PM to ensure people iden­ti­fied align with teams in the office	VW
KC to update Cov­id Field vis­it risk assessment.	KC
VW to respond accord­ingly to Peat­land Team	VW
VW to incor­por­ate SG guid­ance for gov­ern­ment office use into the Oper­a­tion­al Pro­ced­ure that is being draf­ted for office return. This to be cir­cu­lated to H&SC for sign off pri­or to onward cir­cu­la­tion to staff.	VW

RESOURCES COM­MIT­TEE Paper 4 29/10/21

MP to com­mence work to rein­state kit­chen #14 as a ​“quiet room”	MP
AS to ensure Ser­i­ous Incid­ent pro­ced­ure is saved in Ranger folder with­in H&S, and KC will look at draft­ing a gen­er­ic ver­sion of this doc­u­ment that would work across all services.	AS/KC
DSE Chart to be shared with staff in next news­let­ter (VW)	VW
PM to ensure DSE team have details of new staff. VW to ensure assess­ments done on time	PM/VW
Ques­tion in New Nor­mal con­sulta­tion around anxi­ety about office return	VW
KC to divvy these amongst H&SC mem­bers for dis­cus­sion and sign off at next H&SC meeting	KC/​all
KC to provide feed­back to Jos. Revised risk assess­ment to be cir­cu­lated back to H&SC for final sign off.	KC

Actions out­stand­ing from pre­vi­ous meetings

Meet­ing Date	Action	Respons­ible person
25/05/21	New nor­mal pro­ject to con­sider: Fire mar­shal, Ist Aid­ers and MHFA cov­er­age in office Open­ing offices to the pub­lic Bal­later office Ranger access to workbase	VW. In progress
	Over­arch­ing H&S Policy to be updated to include Covid	KC. Not yet discharged
	Chap­er­one devices to office based lone workers	MP. Dis­charged
	Bal­later Inter­pret­a­tion Centre opening	KC. In progress
	Heat­ing in #16	MP. Dis­charged
	Hand san­it­iser in board and meet­ing rooms	MP. Dis­charged
	Guid­ance to staff re use of meet­ing rooms, vent­il­a­tion, masks etc	KC. Dis­charged

RESOURCES COM­MIT­TEE Paper 4 29/10/21

	Ranger Ser­vice Ser­i­ous Incid­ent Pro­ced­ure and con­sist­ent respon­ders guid­ance	AS. Dis­charged
	Hand over of CNPA vehicles to rangers	MP. Dis­charged
	Ranger PPE – meet­ing with new admin and Mark P	AS. Dis­charged
	Ranger Ser­vice H&S doc­u­ment­a­tion to be saved in H&S folder and scru­tin­ised by H&SC	AS and MP. In process
	DSE over­sight – pro­cess etc to next H&SC meeting	VW. Dis­charged
	Con­tinu­ation of yoga	PM. Dis­charged
	Staff well­being sur­vey to come back to net H&SC meeting	KC. Dis­charged
	MHFA poster to Mark	KC. Dis­charged
	Staff health data shared with office based first aid­ers only	PM. Dis­charged
	Man­age­ment of Ist aid kits, back­packs and vehicle Ist aid kits	MP. Dis­charged
19/03/19	Bal­later Pan­ic alarm — the alarm is to be moved to the CNPA office when the office is recon­figured. A peep hole will be put in the intern­al door of the office, as cur­rently staff are not able to see who is at the door if the knock	MP (on hold pending work to com­mence recon­fig­ur­a­tion of office). MP to get a quote any­way to hold on record.
20/07/20	Install sev­er­al dummy CCTV cam­er­as around the build­ing to deter vandalism	Dis­charged
	Install signs that Grant­own Office car park is private land and the CNPA will not be held liable etc	Dis­charged