220211ResourcesCtteePaper5AAH&SCMinutes16December2021

CAIRNGORMS NATION­AL PARK AUTHOR­ITY HEALTH & SAFETY MEET­ING 16 Decem­ber 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. H&SC dis­cussed the idea of pur­chase of a de-fog­ger for the Board room to san­it­ise the room between uses so that rooms could be used a sev­er­al occa­sions daily (cur­rently meet­ing rooms can only be used by one group per day as clean­ing is only done in even­ings). Agreed this was a good idea but need addi­tion­al research in terms of any impact on elec­tron­ic and IT equip­ment in the room. KC to investigate
2. Mark P and JM had done a huge amount of work to recon­fig­ure the offices in read­i­ness for staff return­ing to. All offices now recon­figured as meet­ing rooms/​hot desks and fur­niture moved and offices tidied accordingly.
3. We will mon­it­or office use over com­ing weeks as restric­tions change. Expect a lar­ger return to office February/​March. With­in 3 months of that point we we’ll need to eval­u­ate how staff are find­ing the new working/​space arrange­ments as well as hybrid work­ing approach.
4. Hop­ing that Resource Cent­ral will be up and run­ning by Feb­ru­ary for staff to book hot desk and meet­ing rooms. In the mean­time, these spaces can still be booked via Outlook.

Emer­gency Late Back Pro­ced­ure and SRO Ser­i­ous Incid­ent Procedure

1. H&SC signed off these procedures.
2. Doc­u­ment to be com­mu­nic­ated with all staff in Janu­ary. KC to action via Staff Newsletter
3. Jenny Allen will ensure diar­ies of duty man­agers will be updated with the week’s they are on duty. Also to be put into the admin@​cairngorms.​co.​uk address so staff can access this inform­a­tion VM to action

Facil­it­ies H&S Matters

1. Vehicles: — a. Sev­er­al vehicles have been ser­viced and MOT’s done – a few more still to do in Janu­ary b. War­ranty work to be done on the 4 x 4, but its still safe to drive. c. All vehicles have had their winter tyres fitted
2. Fire Safety: — a. need­ing to order door guards due to office recon­fig­ur­a­tion. MP to action b. Mixed response to recent Fire Mar­shall train­ing. Giv­en there is no oth­er vir­tu­al pro­vider we agreed to com­plete this round of train­ing and sched­ule in those who have not done it yet, but when we are next due to do the train­ing we will research altern­at­ive pro­viders and will run the train­ing on-site rather than vir­tu­ally. PM to action c. In the mean­time, MP to cir­cu­late inform­a­tion about spe­cif­ic Fire Mar­shall duties.
3. 4 x 4 Train­ing a. We made the decision to can­cel the 4×4 train­ing as there had been an amber weath­er warn­ing for snow on the date sched­uled. Some of the peat­land team were very dis­ap­poin­ted that it was can­celled as they felt these were the exact con­di­tions the team may be work­ing in. H&SC said that under no cir­cum­stances should any staff be expec­ted to be using 4×4 vehicles in amber weath­er warn­ing con­di­tions, and that organ­isa­tion­ally staff should not be involved in any out­door work­ing in these con­di­tions. b. Train­ing will be res­ched­uled for Feb­ru­ary and will cov­er adverse weath­er con­di­tions. Poten­tial also to provide fol­low up train­ing at an ​“advanced” level. PM to action.
4. Chap­er­one devices (lone work­ing) a. There will be a new portal upgrade on 31^st Decem­ber so all devices must be updated by then. b. MP repor­ted that all but one had been updated – still wait­ing on VA’s device. KC advised that VA had been giv­en a con­tract involving out­door field work and she should there­fore retain and update her device. KC to speak to VA’s line manager. c. All who are Safeshores ​“admin” will need to be re-trained. That is LB, JA, LF, MP, AL. After this cohort, next cohort to be trained are line man­agers and first respon­ders, then staff users. MP to arrange for Safeshores to deliv­er this training d. Enhanced GPS devices have been ordered for the peat­land team. These devices will work off GPS rather than phone signals.

Ranger Ser­vice

1. No updates as Alan was unable to attend.

PPE

1. H&SC reviewed the PPA caps and agreed the following: -

Item	Cur­rent lim­its	New lim­it for all staff	New lim­it for peat­land staff
Water­proof jackets	£150	£250	£250
Water­proof trousers	£100	£150	£200
Hill boots	£150	£200	£250
Wel­lies	£80	£100	£100 (though may be vari­able depend­ing on spe­cif­ic require­ments which should be agreed as either a) to pro­tect against the ele­ments of b) steel toe-cap, slip res­ist­ant to suit out­door requirements

Risk Assess­ments

1. The fol­low­ing RAs have now been revised: — a. Bind­er b. Con­fined space c. Serv­er room d. Driv­ing at work e. Indi­vidu­al Stress f. Manu­al hand­ling g. Bal­later Staff meetings

MP iden­ti­fied incon­sist­ent use of tem­plates. Agreed each to advise MP once RA updated. MP will then review/​revise to ensure tem­plate consistency.

Action log

Actions from this meet­ing – 16/12/21

Action	Respons­ible per­son and Status
KC to research de-fog­ger meet­ing room san­it­isa­tion devices
KC to share with staff where emer­gency pro­ced­ures doc­u­ments are and who to find out who is SRO, and VW to arrange for said details to be saved on adminoffice@​cairngorms.​co.​uk
MP to order addi­tion­al door guards
PM to arrange Fire Mar­shall training
MP to cir­cu­late to staff Fire Mar­shall responsibilities
PM to res­ched­ule 4×4 training
KC to arrange with VA line man­ager that VA retains and updates chap­er­one device
MP to arrange safeshores training
All to advise MP once RAs have been updated, so MP can ensure con­sist­ency of templates

Actions out­stand­ing from pre­vi­ous meetings

Meet­ing Date	Action	Respons­ible person
25/08/21	MP to com­mence work to rein­state kit­chen #14 as a ​“quiet room”	ongo­ing
25/05/21	Over­arch­ing H&S Policy to be updated to include Covid	KC. Not yet 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.