231110ResourcesCtteePaper5H&SCMinutes18May2023

Cairngorms Nation­al Park Author­ity Ugh­dar­ras Pàirc Nàiseanta a’ Mhon­aidh Ruaidh

Resources Com­mit­tee Paper 5 10 Novem­ber 2023

CAIRNGORMS NATION­AL PARK AUTHORITY

HEALTH & SAFETY MEETING

18 May 2023

Minutes

In Attend­ance:

Kate Christie Pip Mack­ie Mark Pocock Colin Simpson Beccy Stan­ton Alan Smith

Apo­lo­gies Emma Stewart

Review of Minutes and pre­vi­ous actions:

1. Minutes reviewed as per action log. And out­stand­ing actions car­ried forward.

2. Elec­tron­ic sign in sys­tem update a. Beccy is in pro­cess of devel­op­ing fire mar­shal train­ing. The course has been writ­ten up and tested and once all the paper­work and gen­er­ic ELMS train­ing has been updated, the fire mar­shall train­ing will be sched­uled, as will a fire drill. b. New recep­tion­ist start­ing next week and recep­tion is manned until 2pm daily. c. Muster point has been changed from two sep­ar­ate loc­a­tions to one on the grass in front of Rose­hall (where Park­lands now oper­ate) d. There is an issue with the i‑pad at Bal­later – Beccy is deal­ing with this e. Beccy iden­ti­fied that there is an issue with people sign­ing in at the recep­tion i‑pad and then they go imme­di­ately to pick up a pool car and sign out. The i‑pads don’t seem to be talk­ing to each oth­er quick enough as the sign out isn’t hap­pen­ing. Expect this will be resolved when we migrate to SWAN. f. Since the sign-in sys­tem was imple­men­ted, 20 people have acci­dent­ally not signed out. Of these, 4 have done this twice. We will keep an eye on this g. Agreed as an action point to remind staff when sign­ing in or out to quickly check that the i‑pad has cor­rectly recor­ded the action rather than assum­ing it has. RS to action via staff newsletter

3. Update on food hygiene issue re training

Agreed that the full food hygiene course is not pro­por­tion­ate with regards the min­im­al amount of food hand­ling that takes place (lit­er­ally just remov­ing cling film form pre­pared sand­wiches etc for meet­ings). Agreed there­fore to rather cre­ate a lam­in­ated poster with guid­ance provided by Food Stand­ards to be placed in kit­chen areas. Pip to action

1. New staff mem­ber correspondence.

Key issues that a new staff mem­ber did not feel the branded gear was appro­pri­ate PPE for their role, and require­ment for strain­ing on map read­ing and tra­vers­ing upland loc­a­tions. We respon­ded that the Colom­bia branded kit is simply cor­por­ate wear, and is NOT PPE. Line man­agers are respons­ible for doing a per­son­al risk assess­ment with all their staff, and through this form to identi­fy any specific/​unique risks of that role, and the PPE or spe­cif­ic train­ing to mit­ig­ate those risks. Staff mem­ber was con­tent with that but is would seem that not all line man­agers are aware of their respons­ib­il­it­ies in this regard. Action – KC to e‑mail all line man­agers remind­ing them of their respons­ib­il­it­ies; and PM to add these respons­ib­il­it­ies with regards iden­ti­fic­a­tion of appro­pri­ate PPE to the Induc­tion Check­list (that all line man­agers get in advance of a new mem­ber starting) :-

1. Garmin Lone Work­ing device

Peat­land team are not using PeopleSafe for garmin. They will use the app to clock in/​out, and going for­ward will use garmin when out and about as it has the loc­a­tion detect­or. This is con­trac­ted dir­ectly through garmin. If there is an incid­ent, they press the SOS on the garmin­lf they don’t return and do not clock in/​out on the app, this will trig­ger a response via PeopelSafe. We would then use the Garmin portal to estab­lish where they are loc­ated. Beccy in pro­cess of set­ting up the garmin devices, and will be tak­ing over PeopleSafe. Beccy to liaise with PeopleSAfe team to identi­fy what devices and accounts we have, what we need and where the gaps are. In the mean­time, ranger team have repor­ted they are con­tent with the lone work­ing sys­tem they use

1. Facil­it­ies matters. a. Equip­ment is being left at recep­tion, block­ing fire exits and fire extin­guish­ers. Beccy to ensure fire mar­shall train­ing emphas­ises point that fire exits/​extinguishers to be left clear b. Agreed that we need ded­ic­ated space for deliv­er­ies to be stored pending pick up by rel­ev­ant officer. Facil­it­ies team to leave shelving cur­rently in old recep­tion space (#14). Staff to be advised to leave deliv­er­ies in these shelves for pick up. c. PAT testih sched­uled for early June d. Smoke vent repairs are in hand e. Shed floors are being sealed

2. Ranger mat­ters a) 4 x train­ee rangers will be start­ing w/​c 19^th June. They will always be bud­died and nev­er work alone. b) It was asked if there were any issues with CNPA train­ees being bud­died by part­ner staff. AS con­firmed that stand­ing oper­at­ing pro­ced­ures and risk assess­ments are in place for the trainees

3. AOB There had been a last minute request for 1^st Aid cov­er for one of the CN Fest­iv­al events. Was able to be covered but did throw up an issue and the require­ment of an audit of team require­ments for 1^st Aid train­ing to ensure adequate cov­er. Pip is on the case and cur­rently organ­ising out­door Ist aid train­ing to expand the num­bers able to cov­er. Pip will update staff on this via newsletter.

Agreed though that we need Stand­ing Oper­at­ing Pro­ced­ure for events. Alan Smith to action

Risk Assess­ments

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

Cairngorms Nation­al Park Author­ity Ugh­dar­ras Pàirc Nàiseanta a’ Mhon­aidh Ruaidh

Resources Com­mit­tee Paper 5 10 Novem­ber 2023

Action log

Actions from this meet­ing – 19/01/23

Action	Respons­ible per­son and Status
Agreed as an action point to remind staff when sign­ing in or out to quickly check that the i‑pad has cor­rectly recor­ded the action rather than assum­ing it has. RS to action via staff newsletter	RS
Poster with food hand­ling guid­ance to be developed and dis­played in kit­chen areas	PM
KC to e‑mail all line man­agers remind­ing them of their respons­ib­it­ies re per­son­al risk assess­ment and PPE;	KC
PM to add these respons­ib­il­it­ies with regards iden­ti­fic­a­tion of appro­pri­ate PPE to the Induc­tion Check­list (that all line man­agers get in advance of a new mem­ber starting) :-	PM
Beccy to ensure fire mar­shall train­ing emphas­ises point that fire exits/​extinguishers to be left clear	RS
Facil­it­ies team to leave shelving cur­rently in old recep­tion space (#14). Staff to be advised to leave deliv­er­ies in these shelves for pick up.	Facil­it­ies
Pip to organ­ise out­door It aid train­ing to expand the Pip num­bers able to cov­er. Pip will update staff on this via newsletter.	Pip

Cairngorms Nation­al Park Author­ity Ugh­dar­ras Pàirc Nàiseanta a’ Mhon­aidh Ruaidh

Resources Com­mit­tee Paper 5 10 Novem­ber 2023

Actions out­stand­ing from pre­vi­ous meetings

Meet­ing Date	Action	Respons­ible person
14/09/22	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
	Safeshores devices to new staff and train­ing for all users	On going
16/12/21	Addi­tion­al loch mech­an­ism for main door exten­sion to be invest­ig­ated All to advise MP once RAs have been updated, so MP can ensure con­sist­ency of templates	On going
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