1 | Managing and Risk Assessing Forestry Operations Covid-19 Outbreak | Jason Liggins | 26/03/20

Managing and Risk Assessing

Forestry Operations During

Covid-19 Outbreak

Background Work sites operating during Covid – 19 need to ensure they are protecting their workforce

and minimising the risk of spread of infection. It is essential that current government public

health advice (eg physical distancing, hand and equipment hygiene) can be implemented

during all planning and operational stages. For up to date advice please check here.

Operations must also continue to be managed to our usual high standards of health and

safety (H&S). Appropriate contract documentation, PCM gateways and meetings must be

completed. Adequate supervision and monitoring is still essential to ensure that

appropriate H&S and environmental standards are maintained on site.

The following information should be used to review existing risk assessments for work

currently underway or when planning new work. Site safety rules and safe systems of work

should also be updated where necessary. The document also contains guidance to be used

before going on site (Appendix 1) and a generic risk assessment for FLS staff to use who are

travelling to and visiting sites during Covid-19 (Appendix 2)

Key Issues

1. Physical Distancing and Hygiene

It is essential that safe physical distancing can be adhered to at all times on operational

sites. Workers on site must be given information to help remind them of the procedures

they are operating under. These may be challenging and change day-to-day, but need to be

in place to protect everyone including families and the wider population. If the site cannot

implement the measures put in place, it should be shut down. A generic risk assessment

for FLS staff visiting sites can be found at the back of this document.

The following workers must not be on site:

Those in self-isolation/vulnerable person/ are living with someone in self-isolation or a

vulnerable person (up to date details of the categories /recommendations are listed here)

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Managing and Risk Assessing Forestry Operations Covid-19 Outbreak

If someone falls ill, or example develops a high temperature or a persistent cough while at work, they should:

return home immediately

avoid touching anything

cough or sneeze into a tissue and put it in a bin, or if they do not have tissues, cough

and sneeze into the crook of their elbow

they must then follow the guidance on self-isolation and not return to work until

their period of self-isolation has been completed.

inform FWM/contract manager

if they get symptoms at home and have been working inform FWM/contract

manager

General infection prevention issues to be considered in risk assessment and management include:

follow all the recommended procedures for preventing infection. Further guidance

can be found here

physical distancing needs to be in place for the journeys to and from site as well as

when on site

what are the parking arrangements if extra vehicles need to be used to get to

site? Are site access points away from public areas?

how will someone taken ill get home?

stop all non-essential visitors

ensure that workers will maintain 2 m physical distancing at all times

what lone working procedures are in place and potential staff absence will be

managed

ensure systems are still in place for reporting accidents and incidents effectively

(AIRS)

how will vehicle or machinery breakdowns be managed

appropriate welfare facilities must be provided on site. Require all workers to wash

or clean their hands before entering or leaving the site

ensure soap and / or sanitiser and fresh water and readily available and kept topped

up at all times

provide hand sanitiser where hand washing facilities are not easily accessible

maintain adequate soap and sanitiser levels

increase the cleaning regimes for welfare facilities particularly door handles, locks

and the toilet flush

regularly clean common contact surfaces

aim to limit one driver to each machine or ensure good hygiene between shifts

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Managing and Risk Assessing Forestry Operations Covid-19 Outbreak

workers should sit a minimum of 2 metres apart from each other whilst eating and

avoid all contact

PPE /helmet radios should not be shared between workers

2. Availability of Personnel

If an operation cannot be undertaken safely due to a lack of suitably competent personnel

to work on site, maintain plant and equipment or manage and supervise the work it should

not take place. FWMs must plan what action to take should anyone involved in the

operation become ill or unavailable.

Emergency services are also under great pressure and may not be in a position to respond

as quickly as usual. For example mountain rescue services may not have adequate number

of volunteers or NHS staff may be diverted to the Covid -19 response. As this situation is

changing regularly, FLS staff should take advice from local emergency rescue services,

including mountain rescue and local NHS, (to find your local NHS board click here) while

planning and at regular periods to decide whether work can go ahead or continue. This is

particularly important when high risk activities, such as chainsaw operations, will be

taking place.

3. Precommencement (PCM) Process

Delivery Managers will decide which operations can start during this period. The PCM

process (Gateways 1-3) must be still followed. Gateways 1-2 can be carried out

electronically. In addition to the general guidance above:

PCM meetings for harvesting operations (which are considered high risk) must take

place in on site

the pre-meeting questions in Appendix 1 should be used when planning a PCM

meeting

PCM meetings can only take place with both the FWM and site safety co-

ordinator/main contractor present

physical distancing (minimum 2 m) must be strictly followed by all those on site

hard-copy paperwork and signatures should not be exchanged on site; this can be

done by email afterwards

processes for dealing with sickness or self-isolation must be discussed and recorded

recorded discussion must take place around how site safety rules are passed to new

operators if others end up in self-isolation

recorded discussion must take place around how the FWM will ensure good hygiene

is practiced around shared plant and equipment such as bowsers and welfare cabins

RAMS should cover the points just mentioned above

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Managing and Risk Assessing Forestry Operations Covid-19 Outbreak

if the FWM (or a competent deputy) isn’t available because they are in self-isolation

seek advice from your line manager as it is likely that the work may need to be

temporarily suspended

if we, as landowner, can’t adequately monitor sites seek advice from line manager as

it is likely that the work may need to be temporarily suspended

Further information Further information on how FLS manage health and safety in forestry can be found here

FLS health, safety and wellbeing information and guidance can be found here

A word version of the risk assessment in Appendix 2 can be found here

Please contact your local H&S Advisor for help and support or e-mail

HealthSafetyWellbeing@forestryandland.gov.scot

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Managing and Risk Assessing Forestry Operations Covid-19 Outbreak

Appendix 1 - Pre-meeting checks The questions below have been developed to support decision making when arranging site

visits. They are particularly important when arranging site meetings with third parties such

as merchants and contractors. This questions detailed below must be answered by all

required attendees on a site visit (Including FLS staff). For formal meetings this should be

done by e-mail and returned to the organizer no later than close of business on day prior to

the site visit. However, its good practice to ask these questions of everyone who may be on

site before you visit (including yourself). It is important questions are answered honestly to

control the spread of coronavirus, and protect your co-workers and the wider public health.

Pre-visit questions

To be asked prior to any site visit by all required attendees. All questions must be answered

truthfully. If any individual answers ‘yes’ to any of the questions below, they must not

attend the site visit and follow current public health guidance from NHS inform.

have you had a dry, persistent cough within the last seven days?

have you had a fever, however mild, within the last seven days?

have you been in close contact with anyone displaying symptoms, or anyone with a

confirmed case of coronavirus within the last 14 days?

are you in any high risk category? (aged over 70, aged under 70 with an underlying

health condition, an expectant mother, compromised immune system)

do you care for or look after anyone in a high risk category?

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Managing and Risk Assessing Forestry Operations Covid-19 Outbreak

Covid-19 site visit risk assessment

Appendix 2 Time period Location

18th March 2020 – 30th April 2020

Job

Employees covered

The hazard Location of

the hazard

Who could be

harmed?

Level of

risk

Controls Implementation/monitoring

Who is doing what and when they do it

Who What When

Vehicle breaking

down on way to

site, with limited

recovery response

(RAC or MES

mobile mechanics)

Public road, forest

road,

FLS

employees,

H 1. Ensure you have refreshed your knowledge of OGB 22 – Driving at Work.

2. All MES servicing and non-essential repairs are suspended until further notice. You must therefore check that the vehicle you plan to use is in serviceable condition (including tyres, fluids, brakes etc.) and that it has a current MOT. MES mobile mechanics will conduct

essential repairs such as

tyres/breakdowns, but capacity may

1. Driver of vehicle and manager

2. Driver of vehicle

1. Read & follow mandatory elements

2. Carry out vehicle checks in line with MES and manufacturers guidance

1. Before vehicle use

2. Before

leaving for site

FLS sites

Site Visit for business critical work during Covid-19 outbreak

All appropriate FLS staff

Covid-19 site visit risk assessment

be limited, so vehicle must be

checked before use.

3. Plan routes wisely and try to avoid forest roads where a vehicle may suffer damage to tyres or undercarriage – aim to eliminate the risk of damage or breakdown before leaving the office with good planning.

4. Park vehicles sensibly on-site to ensure they don’t get stuck and don’t hinder other vehicle movements. Also take consideration of locations for turning and reversing, including with trailers

5. Carry essential provisions in the vehicle to anticipate potential for long waits for help or recovery – this should include food, water, flashlight, first aid kit, phone, battery charger, and SPOT tracker.

6. All those attending site visits MUST use the PeopleSafe lone working system. Leave a clear message of task, route, location, who you’re meeting, and what you’re doing. Use a SPOT tracker for enhanced provision.

3. Driver of

vehicle and manager

4. Driver of

vehicle 5. Driver of

vehicle and manager

6. Site visit

attendee and their manager

3. Assess maps of

site, and local knowledge, to pick most sensible route that avoids rough roads

4. Assess maps of site and use local knowledge to plan route

5. Check stock of

provisions in vehicle. If anything missing, replace before leaving

6. Log into PeopleSafe and track on SPOT tracker. Manager to check use.

3. When

planning for site visit

4. When

planning for site visit

5. Before setting off, but ideally day before to allow sourcing of resources

6. Log in when leaving public road. Manager to check use periodically

Covid-19 site visit risk assessment

Contracting

coronavirus from

touching surface

Any surface,

primarily door

handle, gear stick,

steering wheel etc.

Welfare unit

surfaces.

Machinery.

FLS

employees,

contractors

H 1. Avoid signing bits of paper and handing them between individuals – prepare and exchange relevant documentation electronically where possible

2. Where possible when accessing

welfare units, wear gloves and discard when exiting

3. Do not touch outside of units when

taking gloves off and wash/sanitise hands before touching face or getting into vehicle or machine

4. Avoid sharing transport with others and use your own vehicle to access site

5. Ensure that you have hygiene facilities available in your vehicle before leaving for a site visit. This can either be a wash-basin within vans where fitted, or hand sanitiser gel.

6. Identify staff who will be conducting site visits and face-to-face meetings (PCM’s/site checks etc.) and ensure they have necessary hygiene materials, including hand wash/ sanitiser and tissues.

1. Everyone 2. Everyone

3. Everyone 4. Everyone 5. Managers 6. Managers

1. Exchange paperwork electronically, or use phone/ tablet to complete on site

2. Wear gloves when entering welfare units

3. Observe good

hand hygiene when around welfare units

4. Make sure vehicle suitable for site

5. Make sure that fleet vehicles and users have hand hygiene available.

6. Identify key staff who will be attending sites/meetings and provide with materials

1. When planning site visit

2. When

entering units, dispose on leaving

3. When leaving welfare units

4. Prior to site visit

5. Before use of a vehicle

6. Weekly

checks at minimum

Covid-19 site visit risk assessment

7. Hands must be washed with soap & water for at least 20secs, or sanitised with alcohol gel before leaving for the site and on return.

8. Wash or sanitise hands – as above – regularly throughout the day, and especially when touching objects or surfaces in high traffic areas

9. Try not to touch eyes, mouth or nose throughout the day, unless hands have been washed

10. Where possible, check in advance of visiting offices whether hand washing facilities are available.

7. Everyone 8. Everyone 9. Everyone 10. Everyone

7. Wash hands for 20 secs or sanitise

8. Clean with alc/

disinfectant wipe

9. Remind others

of unconscious behaviour

10. Email or call in advance.

7. Entry to & exit building /home

8. Wash regularly or where necessary

9. Whenever observed

10. At least day

prior to travelling

Contracting

coronavirus from

close contact with

someone who has

no symptoms

On the hands,

arms and face of

the individual.

Within 2m of the

individual.

FLS

employees,

contractors

H 1. Speak to operators by phone or radio wherever possible, or ask them to stay in the cab while you stand a minimum of 2m away.

2. Avoid sharing transport with others and use your own vehicle to access site

3. Observe FLS ‘no handshaking policy’; avoid physical contact completely

4. Wash or sanitise hands before and after entering a site

5. Keep face-to-face outdoors in a well ventilated area, and physical distancing of at least 2m must be kept between all attendees at all times

1. Everyone 2. Everyone 3. Everyone

4. Everyone 5. Everyone –

1. Call operator by phone or radio

2. Make sure vehicle suitable for site

3. Advise/ remind attendees

4. Advise/ remind when meeting begins

5. Arrange in advance – agree measures to maintain distancing

1. On arrival at site where possible

2. When planning site visit

3. At all times 4. Entering

exiting a site

5. All times

Covid-19 site visit risk assessment

Contracting

coronavirus from

someone who has

symptoms

(persistent dry

cough and/or

fever)

On the hands,

arms and face of

the individual.

Within 2m of the

individual.

FLS

employees,

contractors

H 1. Those with symptoms must follow public health guidance and self-isolate

2. Before site meetings, ask everyone to complete the questionnaire (Appendix 1 below).

3. Where anyone has doubts over symptoms or contact with known cases, they should not attend

4. If anyone develops symptoms during a site visit, they must leave and go home to self-isolate for a period. Public health guidance on use of public transport must be observed. Other individuals at the same site visit must then monitor themselves for symptoms, and declare this to their line manager

1. Everyone 2. Everyone to

complete 3. Everyone 4. Everyone

1. Isolate and inform attendees

2. Complete and return to organiser

3. Declare symptoms and don’t attend

4. Maintain distance from other attendees, advise going home, leave in own vehicle, inform line manager

1. BEFORE visit

2. Before the

visit

3. At any point PRIOR to visit

4. At immediate onset of symptoms, or feeling unwell

Dermatitis of the

hands due to

regular hand

washing/sanitiser

use/strong soaps

or alcohol drying

the skin

On the hands,

wrists, and lower

arm

FLS

employees,

contractors

M 1. Where possible, moisturise hands after washing or sanitising without contaminating hands

2. Try to use soaps you know don’t irritate your hands where possible

3. Rotate regularly, where possible, between using soap and sanitiser

4. Moisturising soap is fine to use, it does not need to be an aggressive/alcohol based/anti-bacterial soap – the action of the soap is sufficient in removing the virus from hands

1. Everyone 2. Everyone 3. Everyone

4. Everyone

1. Moisturise after washing

2. Use mild soaps 3. Alternate soap

and sanitiser 4. Use bars of

soap, liquid soap, or foam soap. Lather for 20 secs and rinse well

1. After each wash

2. With each wash

3. Often as possible

4. Wash regularly or where necessary

Covid-19 site visit risk assessment

5. Make sure to dry hands well and moisturise straight after to lock in moisture

6. Try to use paper towels and dab hands dry – hand dryers may dry the skin more, and cotton/communal towels may be unhygienic

5. Everyone 6. Everyone

5. Moisturise after washing

6. Dab dry with paper towels and moisturise

5. At every wash

6. At every wash

Contact This risk assessment has been discussed with all the named employees above. If named employees identify a site hazard that

has not been included in the risk assessment they should contact:

Andy Sloss – H&S Advisor – 0783 632 1682 – andrew.sloss@forestryandland.gov.scot

Assessment by Approved by

Andy Sloss

Date