221209CNPAResourcesCtteePaper5AAH&SCMinutes14September2022

CAIRNGORMS NATION­AL PARK AUTHOR­ITY Resources Com­mit­tee Paper 5 9 Decem­ber 2022

CAIRNGORMS NATION­AL PARK AUTHOR­ITY HEALTH & SAFETY MEET­ING 19 July 2022

Minutes

In Attend­ance: Kate Christie Pip Mack­ie Mark Pocock Colin Simpson Becky Stan­ton Lisa Maclsaac Emma Stewart

Apo­lo­gies Alan Smith

Wel­come

Kate wel­comed Emma Stew­art to the H&SC. As one of the Peat­land man­agers, and the team poten­tially involved in the most risky work, it was con­sidered import­ant that one of the team sits on the H&SC. Pip to enrol ES onto IOSH training

Review of Minutes and pre­vi­ous actions:

1. Minutes reviewed as per action log. Key points that came up for dis­cus­sion were as fol­lows: — a. Front Door — exten­sion. Beccy has now changed the sig­nage so that it is more vis­ible when the door may be used (green nar­rat­ive) and when it is locked (red nar­rat­ive). This seems to have helped, but we still need to invest­ig­ate the poten­tial of adding an addi­tion­al lock sys­tem to the door. b. Elec­tron­ic sign in/​out. Beccy is invest­ig­at­ing and will report back at next meeting-

Acci­dent & Incid­ent Reports – should tick bites be recorded

1. There was a lengthy dis­cus­sion about what the Author­ity does regard­ing aware­ness of ticks. Con­ver­sa­tion focussed on:- a. Cur­rently we cir­cu­late in the staff news­let­ter a Tool­box Talk which provides inform­a­tion about pre­ven­tion of tick bites, a ​“Tick List”; LDA pos­ted on ticks and Lyme dis­ease; as well as a tick fact sheet. b. Whilst we agreed it might make sense to record a tick bite on the A&l form, how would we know with con­fid­ence that the tick bite occurred dur­ing work time?

CAIRNGORMS NATION­AL PARK AUTHOR­ITY Resources Com­mit­tee Paper 5 9 Decem­ber 2022

c. Agreed rather that going for­ward, its crit­ic­al that the per­son­al risk assess­ment iden­ti­fies if the officer’s work means they are likely to come in con­tact with ticks. The risk assess­ment should state there­fore that it is com­puls­ory that the officer checks them­selves for ticks at the end of the work­ing day KC to let Line man­agers know about this d. Site vis­its RA should have a line about check­ing for ticks. KC to action e. We spoke about tick res­ist­ant cloth­ing. KC to add to PPE policy tick res­ist­ant trousers so that staff are aware of them. Per­son­al risk assess­ments should identi­fy if man­agers and officers feel these should be pur­chased. f. PM to invest­ig­ate if oth­er bod­ies have a ​“Tick Policy”, and how they might approach tick management g. CS/AS to ensure Ranger train­ing includes Tick Management

Facil­it­ies Matters

1. Facil­it­ies Team raised the fol­low­ing:- a. We have a lot of hard hats in the build­ing but they are out of date. Per­son­al risk assess­ment should identi­fy if an officer requires a hard hat, and indi­vidu­als should have their own hard hats that are man­aged via the PPE register KC to flag to staff b. Risk assess­ments for spe­cif­ic teams still need to be reviewed by the H&SC and saved in an access­ible place. ES to provide H&SC with link to Peat­land team RA’s and CS to cir­cu­late link to his team’s RA’s. All to review these risk assess­ments and feed back com­ments to ES/CS c. There have been a few even­ing meet­ings but staff are not aware of lock up pro­ced­ures so build­ing is left unse­cured. KC to flag that even­ing meet­ing organ­isers to let facil­it­ies team know so they can explain lock-down and secur­ity procedures d. There has been some dam­age to pool cars noticed, but after the event and there­fore not repor­ted – facil­it­ies team to flag in staff news­let­ter import­ance of staff let­ting them know if there is any vehicle dam­age – so this can be rec­ti­fied and vehicle removed form use if deemed unsafe. e. Scaf­fold­ing is being erec­ted for stone mason to do point­ing, chim­neys etc Facil­it­ies team to e‑mail staff about this f. SMT have agreed that staff should wear their lan­yards with their ID badges when in the build­ing – so many new staff that this will help every­one identi­fy who is an employ­ee. These have been delayed how­ever pending new cor­por­ate brand being rolled out. PM to action g. Board mem­bers will also get ID badges and lan­yards – agreed they will get a dif­fer­ent col­oured rib­bon do read­ily iden­ti­fi­able as a board mem­bers. PM to action.

Vis­it­or Ser­vices matters

CAIRNGORMS NATION­AL PARK AUTHOR­ITY Resources Com­mit­tee Paper 5 9 Decem­ber 2022

1. CS is tak­ing the infra­struc­ture plan for­ward. Agreed how­ever that risk of harm to a mem­ber of the pub­lic on sites manged by the CNPA should be on the Stra­tegic Risk Register. CS to action

Ranger Ser­vice

1. Colin provided the fol­low­ing updates. a. Its been a rel­at­ively quite sum­mer from the per­spect­ive of any vis­it­or issues/​problems iden­ti­fied by the Ranger ser­vice b. Becky Wilson is recruit­ing Volun­teer rangers shortly so we will soon have a new cohort of Volun­teer Rangers on board c. Sea­son­al Ranger con­tracts are com­ing to an end (end Octo­ber) d. Giv­en so many of the sea­son­al team are ​“return­ers”, H&S and risk assess­ments etc is becom­ing second hand for them e. The 4 train­ee rangers have settled in well. They nev­er work alone and are always accom­pan­ied by a per­man­ent or sea­son­al ranger.

AOB

1. Fire Mar­shall train­ing: — pre-cov­id we were able to ensure here was a trained fire mar­shall on duty each day per floor of the build­ing. How­ever, the new hybrid work­ing means that we need more staff trained as fire mar­shalls to ensure com­plaint cov­er­age. The over­view over the last month of num­bers and who is in the office each fay has high­lighted the need for an aver­age of 7 – 9 fire mar­shalls required each day. Cur­rently we have 31 trained fire mar­shalls, but most of these staff are not typ­ic­ally in the office on a Fri­day. Agreed we need more of the staff who are office based on Fri­days to be fire mar­shall trained. PM to arrange train­ing for Sara, Catri­ona, Mari­aan and Beccy.
2. Agreed cov­id risk now min­im­al so can re-instate dish­wash­ers and tea tow­els. Facil­it­ies team to let staff know

Risk Assess­ments

1. H&SC mem­bers to advise Mark P when they’ve updated a RA for final check by Mark

Action log

Actions from this meet­ing – 14/09/22

Action	Respons­ible per­son and Status
Enrol ES onto IOSH training	PM
Ticks:-
1. Line man­agers to be remined about per­son­al risk assess­ments not­ing tick risk, and identi­fy­ing appro­pri­ate PPE	1 – 3 = KC (2 and 3 actioned on 06⁄10) 4 = PM 5 — CS/AS

CAIRNGORMS NATION­AL PARK AUTHOR­ITY Resources Com­mit­tee Paper 5 9 Decem­ber 2022

| 2. Site vis­it risk assess­ment to cov­er com­puls­ory tick checks | | | 3. PPE policy to con­tain inform­a­tion about tick repel­lent appar­el | | | 4. Review poten­tial Tick Policy | | | 5. Ranger train­ing on tick aware­ness | | | Per­son­al Risk Assess­ment should identi­fy need for hard hats | KC | | H&SC should have sight of team spe­cif­ic risk assess­ments | CS and ES | | Issues with even­ing meet­ings and offices left unse­cured | KC (actioned ⁷⁄₁₀ news­let­ter) | | Pool car dam­age report­ing to be flagged to staff | MP/BS | | Staff to be noti­fied about scaf­fold­ing | MP/BS | | Lan­yards for staff and Board | PM | | Stra­tegic Risk Register to be updated re CNPA man­aged site | CS | | Addi­tion­al Fire Mar­shall train­ing to be arranged | PM | | Dish­wash­ers and tea tow­els to be rein­stated | PM/BS (actioned ⁷⁄₁₀ newsletter) |

Actions out­stand­ing from pre­vi­ous meetings

Meet­ing Date	Action	Respons­ible person
19/07/22	IOSH Man­aging Safely train­ing to be arranged for CS, BS and LM	Done — all now enrolled
	Colin to be added to SRO rota and explained how it works	Done
	4 x 4 train­ing for new Peat­land staff to include per­son who has missed it to date	In hand. Wait­ing on new PO’s to join and train­ing will include them as well
	Safeshores devices to new staff and train­ing for all users	On going
	Infra­struc­ture inspec­tion and main­ten­ance plan to be implemented	On going
	Halls Com­mit­tee re blocked fire exit	Done — MP spoke with Halls Committee
	Addi­tion­al loch mech­an­ism for main door exten­sion to be investigated	On going
30/03/22	Invest­ig­ate as part of office return evaluation: -

*   move to an electronic sign in/out system, | Facilities team to review electronic sign in/out system and bring back proposals to next H&S meeting |

| | Con­sider remov­ing H&S Back­packs | Kate to raise via SCF and to flag to staff need to complete |

CAIRNGORMS NATION­AL PARK AUTHOR­ITY Resources Com­mit­tee Paper 5 9 Decem­ber 2022

| 16/12/21 | All to advise MP once RAs have been updated, so MP can ensure con­sist­ency of tem­plates | per­son­al risk assess­ment and include PPE require­ments via news­let­ter. Actioned in 8^th April news­let­ter | | 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. |