240126ResourcesCtteePaper3H&SC Minutes 230928

Cairngorms Nation­al Park Author­ity Resources Com­mit­tee Paper 3 26 Janu­ary 2024 Ügh­dar­ras Pàirc Nàiseanta a’ Mhon­aidh Ruaidh Page 1 of 4

For inform­a­tion

Minutes of Health & Safety Meeting

Held 28 Septem­ber 2023

In Attend­ance:

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

Review of Minutes and pre­vi­ous actions:

Minutes reviewed as per action log. And out­stand­ing actions car­ried for­ward. Key points are:

O2 Mobile Coverage

1. Issue is that we changed our mobile net­work from EE to O2. Sub­sequently, the peat­land team iden­ti­fied that some site now have no mobile cov­er­age at all – O2 seems to have less cov­er­age than EE. Ranger team expressed sim­il­ar con­cern as did some oth­er staff.
2. KC enquired with IT team what instig­ate the move and how it was man­aged. She was advised this was made for fin­an­cial reas­ons and also part of SG pro­cure­ment policy. DC had asked about cov­er­age and SA form IT shared a map with him that seemed satisfactory.

3. Pos­sible solu­tion is to use wifi call­ing, but the IT team have to enable wifi call­ing for all mobile phones IT have repor­ted that they have asked O2 to do this, but are wait­ing for it to be done. Cairngorms Nation­al Park Author­ity Resources Com­mit­tee Paper 3 26 Janu­ary 2024 Ügh­dar­ras Pàirc Nàiseanta a’ Mhon­aidh Ruaidh Page 2 of 4

4. Over­arch­ing issue though is that at cor­por­ate level, are there pro­cesses to eval­u­ate impacts of these types of changes? Surely those imple­ment­ing the change should be talk­ing to users before mak­ing the change? Also need to con­sider how we fix this prob­lem. Poten­tial solu­tion might be for key users to have an addi­tion­al network.

5. ES flagged that there was a meet­ing sched­uled with peat­land, IT and Rangers to explore best solu­tions – ES will provide update at next Health & Safety Com­mit­tee meeting.

SRO, PeopleSafe escal­a­tion, night-time on-calls

1. Issue re hav­ing a ​“cor­por­ate” SRO was raised at Sinor Man­age­ment Team. View was that this was not required. Ranger team is dif­fer­ent to any oth­er due to require­ment to work even­ing and week­ends, and so the approach with a duty SRO that oper­ates with regards to the Ranger ser­vice was not con­sidered to be required else­where in the organ­isa­tion where there was no sim­il­ar require­ment for out of hours work­ing as stand­ard. It was agreed at Sinor Man­age­ment Team that the exist­ing Risk Assess­ments and Buddy forms should provide adequate cov­er for oth­er staff.
2. Dis­cus­sion about the dif­fer­ent roles of the Buddy Sys­tem and PeopleSafe. ES con­firmed that PeopleSafe is a call centre you log on/​off with, but the Buddy Sys­tem is the primary line of defence, and there­fore even with PeopleSafe, staff should also be util­ising the Buddy System.
3. MP explained that we are mov­ing to a new PeopleSafe sys­tem whereby the app allows the user to put in their own task time frames and descrip­tion of task. This will be much more oner­ous on the user. The app will resolve the issue of when the buddy did check on someone’s safety after 12 hour expiry of Peopelsafe, but PeopleSafe don’t know about this – MP will keep rel­ev­ant teams pos­ted on the changes.
4. ES sug­ges­ted that a refresh of the Buddy Sys­tem might be appro­pri­ate, par­tic­u­larly giv­en the num­ber on new staff. Agreed that the Buddy Sys­tem should be reviewed at an appro­pri­ate time, and prob­ably once new People Safe­app is up and run­ning — HR and Facil­it­ies Team to action. ES to share Peat­land buddy Sys­tem to inform the review.
5. Per­haps we should run a Buddy Sys­tem work­shop, and that SROs also need to be clear about the escal­a­tion pro­ced­ure – for con­sid­er­a­tion by HR and Facil­it­ies teams
6. Should also make it expli­cit in the buddy form that when the buddy knows the per­son is safe to remind the per­son to switch off their lone work­ing device.
7. PM con­firmed that she has as a task to devel­op a line man­ager guid­ance leaf­let – this will fully explain the line man­agers respons­ib­il­it­ies re mak­ing staff aware of and Cairngorms Nation­al Park Author­ity Resources Com­mit­tee Paper 3 26 Janu­ary 2024 Ügh­dar­ras Pàirc Nàiseanta a’ Mhon­aidh Ruaidh Page 3 of 4

ensur­ing they are util­ising Buddy Sys­tem. Line man­ager leaf­let to include lone work­ing guid­ance – PM.

Facil­it­ies matters.

1. Noth­ing to report.

Ranger mat­ters

1. Green Health Link Work­er (Gav­in Hosie/​Louise Emslie) are writ­ing up risk assess­ment and stand­ard oper­at­ing pro­ced­ure for meet­ing people when referred by GPs. AS to bring back to H&SC .

Peat­land matters

1. Noth­ing to report.

AOB

1. Uncer­tainty re status of cor­por­ate kit now that Colom­bia con­tract has ended. KC to pick up with Laura.

Action log

Actions from this meet­ing – 28/09/23

Action	Respons­ible per­son and Status
To explore solu­tions to O2 mobile cov­er­age issues and update H&SC	ES with IT team and AS team
Buddy Sys­tem to be reviewed	HR and Facil­it­ies team
Con­sider a Buddy Sys­tem work­shop for staff	HR and Facil­it­ies team
Cairngorms
Nation­al Park Authority
Resources Com­mit­tee Paper 3
26 Janu­ary 2024
Ügh­dar­ras Pàirc Nàiseanta a’
Mhon­aidh Ruaidh
Page 4 of 4

Line Man­ager leaf­let (work in pro­gress) to include ref­er­ence to lone work­ing pro­ced­ure	PM
Pro­ced­ure for clos­ing Dee/​Spey partition:-	Facil­it­ies Team
Green Health Link Work­ers stand­ard oper­at­ing pro­ced­ure to come back to H&SC	Alan Smith

Actions out­stand­ing from pre­vi­ous meet­ings | Meet­ing Date | Action | Respons­ible per­son | | : — — — — — — | : — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — - | : — — — — — — — — — | | July 2023 | SRO Updates to go to SMT | Com­pleted – flow­chart to be added to guid­ance note | | | Organ­iz­a­tion­al SRO to be dis­cussed | Com­pleted | | | Mix­er taps in #16 to be explored | Facil­it­ies team — seek­ing quotes | | | Pro­ced­ure for clos­ing par­ti­tion | Com­pleted | | May 2023 | Fire mar­shall train­ing to emphas­ises point that fire exits/​extinguishers to be left clear | RS — ongo­ing. ELMS train­ing in hand but intern­al fire mar­shall train­ing still to be delivered | | 14/09/22 | H&SC should have sight of team spe­cif­ic risk assess­ments | CS and ES | | 19/07/22 | Safeshores devices to new staff and train­ing for all users | On going | | | Addi­tion­al lock 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. |