Infrastructure Services

ABERDEENSHIRE COUNCIL

LANDSCAPE SERVICES

MAINTENANCE OF PARKS & OPEN SPACES BY FARMERS / AGRICULTURAL CONTRACTORS USING MECHANICAL PLANT

TERMS OF OPERATION

We would firstly like to thank all farmers and agricultural contractors for their offers of assistance in helping us to get Parks & Open Spaces back into a reasonable condition as we gradually come out of lockdown. Recent months have seen significant changes to many aspects of our work activities which will have short, medium and long term impacts on the areas we maintain and on our available resources and budgets. While we all navigate our way through the different stages of the Scottish Government’s Route Map, there will continue to be impacts on how we maintain open space across Aberdeenshire. The offer of assistance can be a vital tool in helping to recover from the impacts of the COVID-19 restrictions, which of course are still not fully lifted. An important aspect of this is to ensure that such assistance can be coordinated across all the required activities to have the biggest positive impact on communities. Offers of support come from a desire to do the right thing, and we want to encourage that as much as possible, however, we also have to recognise that sometimes things can go wrong and we have therefore provided this document to assist you, and our local Landscape Services teams, to ensure that everyone can remain safe from Covid-19 and are not exposed to any others risks to health, safety or litigation. . Coordination will be a key element in restoring our communities and before any works commence, we would be grateful if you could contact the local Landscape Services Officer in your area who can discuss your specific plans and provide additional advice and guidance where necessary. A list of contact details is provided below: Aberdeenshire Council – Landscape Services Officers: Buchan – jack.w.grant@aberdeenshire.gov.uk or john.sibbert@aberdeenshire.gov.uk Banff and Buchan – alan.anderson@aberdeenshire.gov.uk Formartine – oliver.deeming@aberdeenshire.gov.uk Garioch – ian.mitchell3@aberdeenshire.gov.uk Kincardine and Mearns – neil.west@aberdeenshire.gov.uk Marr – ailsa.cunningham@aberdeenshire.gov.uk

Over recent weeks we have been reviewing a number of items in regards to use of mechanical plant for grass cutting activities in open spaces. A risk assessment (RA) and safe system of work (SSoW) are attached for your reference (Appendix 1 & 2). Please read through these documents prior to commencing any works. A short checklist (Appendix 3) has been attached also and we would be grateful if you could return this as soon as possible to your local Landscapes Service Officer. Any further queries please discuss with your local Landscapes Service Officer. Key Points to Note

1) Review Terms of Operation document including RA’s, SSoW & Terms & Conditions. (Appendix, 1, 2 & 4)

2) Checklist returned to LSO (Appendix 3) 3) All works to be discussed with relevant Landscape Services Officer (LSO) before work

commences. These discussions should look at site location and any particular hazards that maybe present. The requirement for signage, or perhaps extra resources for people/ traffic management maybe required at certain locations. It is recommended that a prestart meeting for the first cut at a new location is arranged between both parties.

4) All current Scottish Government Covid-19 restrictions and guidelines apply, particularly guidance on Covid-19 related measures such as hygiene, social distancing etc.

5) Appropriate PPE to be worn at all times for specific tasks undertaken. 6) Those undertaking tasks should be fit and well enough for the tasks being undertaken. 7) You will be responsible for your own equipment – please ensure it is safe and suitable for the job. 8) All injuries, damages to council or private property, or serious incidents must be reported to the

relevant LSO as soon as possible. 9) No recompense will be made for works, fuel, damage to personal equipment etc. 10) In regards to Insurance items please refer to Terms and Conditions (Appendix 4)

Version 1 (02/07/20)

Appendix 1 Risk Assessment

Page | 1

Task Risk Assessment -RA C19 Control for contractor grass cutting – tractors and ride-on Likelihood (L) 1 - Highly Unlikely 2 - Unlikely 3 - Possible 4 - Probable 5 - Certain

Severity (S) 1 - Negligible 2 – Minor Injury 3 – Over 3 day Injury 4 – Major Injury 5 – Incapacity or Death

Risk Rating (R) = L x S 1-6 = LOW 7-14 = MEDIUM 15-25 = HIGH

Hazard

Who/ what may be harmed

Initial Risk Risk Rating Mitigation Measures Result Risk Rating

L S R L S R

Infection from nearby person(s)

Operators and members of the public

Unknown user base and cleanliness standards causing uncontrolled spread of Coronavirus resulting in contraction of the Covid-19 disease resulting in respiratory complications and potential death.

4 5 20 When working outside, observe good physical distancing where possible. When escorting members of the public through site do so at a safe distance. Wear gloves always and ensure they are wiped down prior to entering vehicles and before break times. Static sites should be barriered off where appropriate to ensure none-essential personnel are excluded.

1 5 5

Infection from hand operated tools and equipment controls

Operators Unintentional spread of Coronavirus resulting in contraction of the Covid-19 disease resulting in respiratory complications and potential death.

3 5 15 Wear gloves always and wipe down prior to entering vehicles and before break times. Wipe down handles and controls of all tools and equipment before and after use.

1 5 5

Infection from welfare facilities and communal workspaces

Operators Unintentional spread of Coronavirus resulting in contraction of the Covid-19 disease resulting in respiratory complications and potential death.

3 5 15 Ensure all PPE is clean and wiped down at the end of each shift. Wipe down all door handles and hard surfaces at the start and end of each shift. Wipe down lockers handles before and after use. Wipe down shared welfare equipment such as kettles, toasters, ovens and taps before and after use. Wash hands thoroughly before and after using welfare facilities.

1 5 5

Infection from members of the public

Operators and member of the public

Unintentional spread of Coronavirus resulting in contraction of the Covid-19 disease resulting in respiratory complications and potential death.

3 5 15 Using public welfare facilities should be kept to a minimum. Wash hands thoroughly with soap and water before and after using facilities. Check the site prior to operations to ensure no members of the public are sitting or lying in long grass. Stop the process if member of the public approach the vehicle during operations and maintain physical distancing.

2 5 10

Overturning Operator Physical injury to operator, potential fatality 3 5 15 Before deciding whether it is safe to proceed operator to carry out an on-site risk assessment. • When cutting across slopes, always turn uphill. Avoid steep slopes for cross travelling. • Do not lift cutting deck/reels while on slope.

2 2 4

Page | 2

Task Risk Assessment -RA C19 Control for contractor grass cutting – tractors and ride-on Likelihood (L) 1 - Highly Unlikely 2 - Unlikely 3 - Possible 4 - Probable 5 - Certain

Severity (S) 1 - Negligible 2 – Minor Injury 3 – Over 3 day Injury 4 – Major Injury 5 – Incapacity or Death

Risk Rating (R) = L x S 1-6 = LOW 7-14 = MEDIUM 15-25 = HIGH

Hazard

Who/ what may be harmed

Initial Risk Risk Rating Mitigation Measures Result Risk Rating

L S R L S R

• Never cut too close to severe drops. • Roll Over Protection must be fitted and locked in the operating position. • Avoid slopes when they are too wet to cut safely. • Check manufacturer’s recommendations regarding machine’s suitability. • Always wear a seatbelt

Working with moving machinery

Operator / Member of the public

Physical injury from impact, abrasions, entrapments, bruising and potential amputations resulting in serious and life changing injury, possible death

3 5 15 Always ensure path is clear as far as possible when cutting grass and stop if member(s) of the public or animals approach the operation and make the machinery safe. Always ensure machinery is stopped and turned off and isolated before working on or inspecting moving machinery. Ensure all guards are in place and any kill switches are operable. Only qualified persons should attempt to inspect, fix or remedy issues with machinery whether it be for inspection or maintenance.

2 2 4

Machinery failure such as hydraulics and vehicle / machinery brakes

Operator and members of the public

Hot components and fluids causing severe burns and scolding resulting in severe or life changing injuries

3 4 12 Ensure that machine daily checks have been carried out by the operator. All faults are noted and anything compromising safety is rectified before machinery is used again. Only qualified persons should work on hydraulic and vehicle safety systems.

2 2 4

Travel on public roads Operator and members of the public

Contact with other road users causing accidents resulting in vehicle damage, injuries and potential death

3 5 15 Drive to the road conditions and avoid travelling during heavy congestion periods if possible. Always wear a seat belt. Always use flashing beacons to warn other road users of slower moving vehicles and obstruction.

3 2 6

Slips, trips and falls Operator & members of the public

Abrasions, aches, sprains resulting in physical injury 3 3 9 Ensure cab and working area is kept clear of debris and unneeded equipment. Operator should always use hand holds to exit and enter vehicles cab and face the vehicle whilst doing so.

2 2 4

Page | 3

Task Risk Assessment -RA C19 Control for contractor grass cutting – tractors and ride-on Likelihood (L) 1 - Highly Unlikely 2 - Unlikely 3 - Possible 4 - Probable 5 - Certain

Severity (S) 1 - Negligible 2 – Minor Injury 3 – Over 3 day Injury 4 – Major Injury 5 – Incapacity or Death

Risk Rating (R) = L x S 1-6 = LOW 7-14 = MEDIUM 15-25 = HIGH

Hazard

Who/ what may be harmed

Initial Risk Risk Rating Mitigation Measures Result Risk Rating

L S R L S R

Noise Operator Hearing damage from excessive machinery noise resulting ringing in ears, discomfort and potential permanent impairment if exposure is long lasting

3 4 12 Ensure equipment is regularly maintained and operated as per manufacturer guidelines. Wear hearing protection if noise level are expected or known to be in excess of 85db or you need to shout at someone 2m away to be heard.

2 1 2

Working with fuel Operator Ignition of flammable liquids / vapours causing life threatening burns and breathing issues caused by vapours resulting in dizziness, impaired thoughts and potential asphyxia.

3 5 15 Do not smoke. Always refuel machinery in a well-ventilated area. Wear gloves. Ensure spillages are cleaned up appropriately. If using fuel cans, ensure they are of the correct type and labelled. Stored and transported in an approved vented flammable liquids box. Always use on firm level ground, check sides with back of hand for excess heat and open away from face allowing any gasses to escape first. Use spout or funnel to transfer. Allow machinery to cool before fuel transfer if refill cap is located near sources of heat.

2 1 2

Working within publicly accessible areas

Members of the public & animals

Contact with members of the public and animals resulting in injury and potential death

3 5 15 Check the area being cut is approved with the local landscape services officer. Ensure the area is clear of members of the public especially any that may be sitting or lying down in long grass. Also keep an eye out for pets and wild animals pre and during operations. Avoid cutting areas during busy periods with heavy footfall. All contractors should wear a short sleeve high visibility vest to identify themselves from others.

2 3 6

Service RLW Services & Contractors Date 01/07/2020 Assessed by:

C19 H&S team

Activity All work-related sites Review Date

Approved by:

HoS

Related Documents Version No: 1.0

Appendix 2 Safe System of Work

SAFE OPERATING PROCEDURE

C19 CONTROL FOR CONTRACTOR GRASS CUTTING TRACTORS & RIDE-ON

PRE – OPERATION CHECKS • Ensure that area being cut has been approved by the local landscape

services officer

• Wear a short sleeved high visibility vest

• Conduct pre-operation vehicle checks

• If using none-grass tyres check the firmness of the ground. If too soft then delay the operation, do not leave tyre tracks

• Check area is clear of debris, people and animals especially those sitting or lying down that may be hard to spot initially in long grass

• Vehicle drivers must wipe down with anti-bacterial hand wipes or disinfectant spray / solution and paper towels:- Exterior-

o All exterior door handles o Fuel filler caps and covers o All exterior locker handles

Interior- o All Interior door handles o Grab handles o Arm rests o Head rests o Air Vents o Steering wheel o Steering column levers / stalks o Handbrake handle o Seat belt and buckle o All switches, buttons and knobs including stereo and radio units o If using a detergent spray bottle wipe down after use

• Ensure enough supply of sanitising and cleaning products available for duration of work.

• If any contractor feels they have a high temperature or fever and / or a new persistent dry cough, loss of taste or smell should not work and return home to self-isolate.

POTENTIAL HAZARDS • Viral carrier

• Ill health

• Death

• Working with Moving machinery

• Fire from flammable liquids

• Travelling on public roads

• Contact with members of the public

DURING OPERATIONS • Maintain hygiene by:

o As per Government guidelines whilst utilising works vehicles, it is acceptable for operators to wear personnel facial coverings

o Regularly washing hands with soap and water for at least 20 seconds or use hand wipes or hand gel sanitisers.

o Maintain physical distancing from others. o Do not touch your face. o Do not touch or reach over people inside or outside vehicles. o Do not share food, drink or cigarettes/ e-cigarettes with others. o Always use your own drinking vessel and wash before next use. o Capture coughs and sneezes in a tissue and dispose of

appropriately in a bin or a sealed container or bag.

DURING OPERATIONS • Fuelling:

o Machines not to be refuelled on slopes o No smoking or naked lights near fuel tanks or while re-fuelling. o Always switch off ignition whilst re-fuelling. o Do not use mobile telephones while fuelling. o Ensure the correct fuel is used and stored out of direct sunlight. o Use a funnel when fuelling from a can, do not over fill – avoid

spillage. Always check fuel o tank top is replaced securely, and that funnel is clean and free

from grit before use. o Always use approved fuel cans – inspect regularly and report any

defects. o Dry material (grass, paper etc) build up in machinery – check at

regular intervals throughout day and remove o Carry spill kit (sand, soil or sawdust)

• Operating: Prior to commencement of cutting ensure:

o All guards are in place and intact o All wheels are secure o Blade nuts are secure, and blades are in good condition o Check area to be cut and remove any visible debris o Ensure the correct personal protective clothing is worn (steel

toe-cap boots etc) o Ensure all members of the public/persons and animals are at a

safe distance including any that may be sitting or lying down in long grass

o Ensure any necessary signage is erected where applicable Starting Engines

o Ensure that the parking brake is applied (where applicable), foot is off the FWD/RVS pedal and bystanders clear of machines prior to starting.

Driving the Machine o You must obey local traffic laws and take care when operating on

or near roadways o Do not transport with the cutting mechanism rotating o Do not stop suddenly with the cutter deck in the raised position o Slow down before turning o Take care and use all necessary precautions when

loading/unloading machine to trailer or vehicle o Keep vigilant for members of the public and animals within the

area. Stop until area is clear if necessary.

Leaving the Operator’s Position o Park the machine on level ground o Disengage the PTO o Set the parking brake o Shut off the engine o Remove the ignition key

Operating on Slopes

o TAKE EXTRA CARE ON SLOPES o Always move up and down the slope - do not cut across o Be alert for dips, rises and other hidden hazards o Avoid ground conditions that will cause the machine to slide o If at any time the machine appears unstable due to the severity of

slop or ground conditions cease operations immediately o Do not mow in excessively wet conditions o Use lower speeds and exercise extreme caution on slope

especially in sharp turns to prevent tipping or loss of control. Use extra caution when changing direction.

o Do not attempt to manoeuvre the machine on slopes with the cutter deck raised

*N.B. responsibility for safe operation on slopes rests with the operator

Version: 1.0 Version Date: 1st July 2020 Reviewed By: C19 H&S Team

DURING OPERATIONS • Blocked or Obstructed Deck

o Should for any reason the deck become blocked/obstructed the following practice must be

o followed 1. Stop the engine 2. Disengage the PTO where applicable 3. Engage the parking brake 4. Wait for the blades to stop rotating

Remove obstructions and release blockages with care, always turn cylinders/blades using a lever, keeping all parts of the body away from cutting edges of the blades. Keep other persons away from the cutter deck

• Maintenance and Storage o Clean all machines after use, removing all arisings o Follow the manufacturers maintenance recommendations o Do not change engine governor settings or over-speed engine o Ensure that engine is switched off and spark plug lead removed

prior to any maintenance o Check oil levels daily (where applicable) o Store machines in a safe manner avoiding any spillage of oil or

fuel

REQUIRED PERSONAL PROTECTIVE EQUIPMENT (PPE)

COMPETENCY/ MAINTENANCE • All drivers must be qualified to operate their respective vehicles

with applicable driving licenses

• Vehicles must be well maintained and in good working order

• Only qualified persons should maintain and repair equipment

• Valid insurance and third-party liability cover

Appendix 3 Farmers / Agricultural Contractor Checklist

Links to Area Specific Checklist

K&M - https://forms.office.com/Pages/ResponsePage.aspx?id=BpPZ_i1NCUSVndDttzBKC_y-Wq0b_HFHoNBPWJ-

xY_pUM0lVRVpOVUpOVFI2RlBYRzVZUUVNSkhUSS4u

B&B - https://forms.office.com/Pages/ResponsePage.aspx?id=BpPZ_i1NCUSVndDttzBKC_y-Wq0b_HFHoNBPWJ-

xY_pUNEc0MVEwV0U4NEhYWUhLMTk2OVRXODJMUy4u

Buchan - https://forms.office.com/Pages/ResponsePage.aspx?id=BpPZ_i1NCUSVndDttzBKC_y-

Wq0b_HFHoNBPWJ-xY_pUNDlGSk43VDNYWE9EUzhBS1JFREpQQ1dOMS4u

Garioch - https://forms.office.com/Pages/ResponsePage.aspx?id=BpPZ_i1NCUSVndDttzBKC_y-

Wq0b_HFHoNBPWJ-xY_pUOUJXUkZWTFY1UUpLVERHMTY1MEpKQUlFSi4u

Marr - https://forms.office.com/Pages/ResponsePage.aspx?id=BpPZ_i1NCUSVndDttzBKC_y-Wq0b_HFHoNBPWJ-

xY_pUQkZMWDI2NUVSODRUV0ZJQTBBVTlMTjdLNC4u

Formartine - https://forms.office.com/Pages/ResponsePage.aspx?id=BpPZ_i1NCUSVndDttzBKC_y-

Wq0b_HFHoNBPWJ-xY_pUMURPSFpDRTdWSFdEWFFNWExWR005TDNESy4u

Appendix 4 Terms & Conditions (T&C’s)

1. Machinery shall be suitable for the task and terrain. 2. Aberdeenshire Council will pay the cost of any additional insurance which might be necessary to cover

the farmer/contractor while engaged in grass cutting. 3. All necessary repairs and maintenance of machinery is the responsibility of the farmer/contractor. 4. All tractors travelling on the public road shall have and display the appropriate Road Fund Licence. 5. The farmer/contractor shall indemnify the Council in respect of all actions, claims, costs, proceedings,

demands, charges and expenses in respect of personal injury (including injury resulting in death) to any person (including any person employed by the farmer/contractor) loss of or damage to property real or personal (including property belonging to, or in the possession of, a person or persons employed by the farmer/contractor) arising out of or in connection with the Agreement.

6. The obligation by the farmer/contractor to indemnify contained in 5 shall not arise where the injury to

or death of any person or damage to property real or personal results from the negligent act or default of Aberdeenshire Council.

7. The farmer/contractor shall effect and maintain a policy of insurance in respect of any liability against

which the farmer/contractor is required to indemnify the Council. The liability of the farmer/contractor shall be unlimited and requires a minimum public liability insurance of £5 million in respect of any one incident. Should the Policy not already cover these items, it will be necessary to have it suitably endorsed prior to grass cutting being undertaken.

8. It is the responsibility of the farmer/contractor to ensure the operator of any machinery is competent

to carry out grass cutting. 9. High visibility clothing (yellow jacket or waistcoat) to BS EN 471:2003 (Class 2) shall be worn at all

times whilst grass cutting or travelling with machinery on the road network. 10. Where grass cutting is carried out as a lone-working activity, mobile phones must be provided. 11. A record of which areas of grass have been cut should be maintained and made available to the

Council upon request. 12. Aberdeenshire Council reserves the right to withdraw at any time permission for farmer/contractors to

carry out grass cutting.