230630ResourceCtteePaper5H&SCMinutes

Cairngorms Nation­al Park Author­ity Ugh­dar­ras Pàirc Nàiseanta a’ Mhon­aidh Ruaidh Resources Com­mit­tee Paper 5

30 June 2023

Page 1 of 4

CAIRNGORMS NATION­AL PARK AUTHOR­ITY HEALTH & SAFETY MEETING

19 Janu­ary 2023

Minutes

In Attend­ance:

Kate Christie Pip Mack­ie Mark Pocock Colin Simpson Beccy Stan­ton Lisa Maclsaac Emma Stew­art Alan Smith

Review of Minutes and pre­vi­ous actions:

1. Minutes reviewed as per action log. And out­stand­ing actions car­ried for­ward. CS updated us that SMT had decided not to put CNPA man­aged sites on the stra­tegic risk register as felt this was adequately covered elsewhere.

Elec­tron­ic sign in system

1. Beccy presen­ted the new sys­tem to the H&SC, con­firm­ing that it had been approved by SMT and was being com­mu­nic­ated to staff via SCF the fol­low­ing week. Questions/​discussion covered:- a. Will fire mar­shalls get spe­cif­ic train­ing on how the app and sys­tem works

   and their roles in this regard. **Yes – which will be combined with an
   on-site session re enhanced fire marhsall matters.**
   

   b. What about when recep­tion isn’t manned? There is no guar­an­tee that

   reception will have a receptionist based there at all times. Staff
   in the extension will still have to look out for visitors and ask
   them to use the system to sign in.
   

   c. Sug­ges­tion that a fire drill should be car­ried out soon after the sys­tem is

   implemented for lessons learnt and suggested tweaks to the system. BS
   and MP confirmed that they were setting aside a week to get all
   fire policies and risk assessments up to date, and incorporating
   

the new sign in sys­tem. Once this was done, a fire drill will be arranged. d. Dis­cus­sion about wheth­er or not each person’s pro­file should include their vehicle reg so that their pres­ence could be iden­ti­fied by a quick visu­al of the car­park. Agreed this did not add any value — some staff may uae a dif­fer­ent vehicle, or may be parked out­with the CNPA park­ing spaces to couldn’t be iden­ti­fied any­way. e. Dis­cus­sion about wheth­er or not we should set an auto­mated time out so that if any­one for­got to sign out, the sys­tem would wipe that at say mid­night so records would be ​“clean” the next day. There was some con­cern about ​“wip­ing” them without estab­lish­ing where they were, but it was sug­ges­ted that there is a remind­er noti­fic­a­tion sent to folk who have not signed out. BS explained that when the clean­ers leave the build­ing they so a sweep to make sure there is no one still in the build­ing. Some dis­cus­sion if there should be a sys­tem in place whereby line man­agers chase up staff who have not signed out to ensure they are safe. Is this pro­por­tion­ate – will be oner­ous for line man­agers. KC to get SMT views. Agreed there would be a prompt for people who have not signed out and that the prompts should go both to their work and per­son­al mobile. BS to invest­ig­ate if this is possible. f. There was dis­cus­sion about num­ber and loc­a­tion of muster points. It was greed best to only have one muster point for all staff/​visitors, that being the lawn oppos­ite the Park­lands office. BS & MP to ensure staff comms includes change of muster point location g. There was a dis­cus­sion about who long we should retain sign-in/out data. On Lisa’s advice, it was agreed that we did not need to retain for more than 3 months

Facil­it­ies Matters

1. Facil­it­ies Team raised the fol­low­ing:- a. Staff need to be remined about updat­ing their PPE register **ES/CS to

   raise with their staff**
   

   b. Safeshores – track­ers for Peat­land Team are now all work­ing. Issue is that

   devices log in/out, SOS works and call centre can locate devices, but we
   can't check and see where team members are at any point with the
   Garmin device, but it's a safer device as works even were satellite signal is
   poor. Ranger managers keen to be able to check team member location.
   **MP to review the devices for the Ranger team re mapshare.**
   

   c. Front door is still being left unlocked/​open. **MP and BS to investigate

   a mechanism to resolve – need a power source though, or we
   could give all staff a key to the extension. KC to explore with
   SMT**
   

   d. Issue with ter­race door being left unlocked. **Staff to be reminded to

   lock doors - BS/MP to action**
   

   e. The winter office tool box talk has now been cir­cu­lated to all staff.

   Covers when/who will do path clearance during a snow event.
   

   f. Some dis­cus­sion about wheth­er or not admin team need to do food

   handling training. They don't prepare food – just collect it from supplier,
   

put in fridge, remove cling film when ready to be eaten and let staff know when extra food is left. Sug­gest left over food should be binned at end of day. KC to dis­cuss with admin team. Pip to see if there is any low level train­ing avail­able to cov­er food hand­ling, rather than food preparation

Vis­it­or Ser­vices matters

1. AS advised we are get­ting a few e‑vans for the ranger team. Use/​safety will be monitored

Peat­land matters.

1. Team aren’t going to be out and about until snow clears – pos­sibly March time.
2. Matt is going to do a train­ing ses­sion with the team on the safe­hores devices so all are clear about how to use them
3. Train­ee Peat­land officer join­ing in March – will need a device

AOB

1. Fire Mar­shall train­ing: — feed­back is that the course is not very good. PM has seen what oth­er NPAs are doing and none are doing any enhanced train­ing for fire mar­shalls. Cur­rently we have an ELMS course avail­able which all staff can do, and sug­ges­tion is that this course plus the on-site fire-mar­shall spe­cif­ic tour will be suf­fi­cient. Agreed

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 – 19/01/23

Action	Respons­ible per­son and Status
Vari­ous actions with regards new elec­tron­ic sign-in sys­tem (para 2)	BS, MP, KC
Staff to update PPE register	ES and CS
Invest­ig­ate map­share on lone work­ing devices	MP
Resolve issues of front door being left unlocked	MP. BS.KC
Remind staff to lock ter­race doors	MP. BS
Explore options for food hand­ling training	PM

Actions out­stand­ing from pre­vi­ous meetings

Meet­ing Date	Action	Respons­ible person
14/09/22	Line man­agers to be remined about per­son­al risk assess­ments not­ing tick risk, and identi­fy­ing appro­pri­ate PPE	KC
	Per­son­al Risk Assess­ment should identi­fy need for hard hats	KC
	H&SC should have sight of team spe­cif­ic risk assessments	CS and ES
19/07/22	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
	Addi­tion­al loch mech­an­ism for main door exten­sion to be investigated	On going
16/12/21	All to advise MP once RAs have been updated, so MP can ensure con­sist­ency of templates	Ongo­ing
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.