Staff Briefing – 2 June 2020

Volunteer Week

Volunteers’ Week takes place every year during the first week in June and is a time to say thank you for the fantastic contribution volunteers make. This year, Volunteers’ Week this year runs from 1 – 7 June. 

Our Council has supported Volunteer Week over the past few years, recognising some of the groups in communities that deliver local projects including acknowledging the work of the Tackling Poverty Reference Group to shape how council services are being delivered.

We have seen an amazing volunteer response to the coronavirus (COVID-19) and we have therefore decided that this year more than ever Volunteers’ Week should focus on our thanks, gratitude and recognition.

However, it is important that we recognise all our volunteers – the groups and individuals that help to deliver services in our communities all year round.

As a result of reductions in the council’s budget over the past 10 years, our Council has had to change how it delivers services across the region. The role of our volunteers has been critical to this.  Our volunteers have helped to ensure that activities in our towns and villages are still being provided.

Many of our staff will be volunteers too, giving up their time to support others e.g. as part of the local school council, helping a charity to raise money, volunteering at a local event or helping out at the local sports club. Giving up your time for others is admirable and we want to say thank you to everyone plays their part.

Property Update

Today, our team in by Property, Estates and Programmes is starting a 3-week programme of looking at each of the schools in our region. Together with the Lead Occupier, Health and Safety colleagues and the Unions, the team are working together on the reopening of our schools ensuring that appropriate signage and sign off of both our compliance responsibilities and CHAS Risk Assessments. 

For the avoidance of doubt, school buildings will not open to staff until after this visit.  Only when all certification, Risk Assessments and signages are in place and signed off by (PEP) Property, Estates and Programmes will be they able to access the building.

In addition, our education colleagues along with Health and Safety will ensure a Management Plan is in place for each school, where each individual school will review the educations needs of each individual classroom based on occupancy to allow social distancing within each individual area of the school.

Performance and Development Reviews
and 1-2-1 Meetings

We are aware that a large number of our staff have been redeployed during this pandemic and are currently performing a role that is not their normal day job or are working differently.

For lots of individuals, they would normally receive their Performance Development Review (PDR) at this time. However, for a lot of us, this is not possible currently.

Our Council values the PDR and our 1-2-1 processes and the opportunity they present for employees to discuss their work with their manager, address concerns, set objectives and give opportunities for feedback.

As such, employees should continue to liaise with their line manager regarding the ongoing work commitments and managers will continue to schedule PDR’s where it’s appropriate to do so. The Workforce Cell are currently reviewing the existing PDR process so that it can still be used effectively throughout our work on the Pandemic, and also aligning it with new ways of working during the recovery period and as more of our council’s services restart.

More information will be forthcoming from the Workforce cell on this soon.

Keeping you safe - DISPLAY SCREEN EQUIPMENT (DSE)

When using Display Screen Equipment, in an office or at home it’s important to set up your workstation correctly to ensure good posture is maintained and also to avoid  strain on your eyesight. It’s also important to remember to take regular screen breaks, change position and take breaks from sitting to avoid work related upper limb disorders (such as back, neck, shoulder or wrist pain), eye and eyesight problems and fatigue. 

People blink less when using DSE, try this 20-20-20 rule to prevent digital eye strain.

When setting up your workstation follow these guidelines:-

Workstation : You should sit with your arms relaxed at your side and your forearms should be level with the keyboard. Remember to keep your workstation and equipment clean and tidy.

Keyboard : Position your keyboard 2-3cm from edge of your desk, this will allow you to rest between typing. 

Mouse : Don’t flex your wrists either up and down or side to side but do have your mouse close to the side of your keyboard and move your whole forearm when using the mouse.

Computer Screen : The screen should be straight in front of you and the keyboard. If using split screens have the split in the middle so you don’t have to twist your neck to see either screen. If transferring information from paperwork place a slope between keyboard and screen and place the document on it.

Laptop : Laptops should be used with a docking station and a separate screen, keyboard and mouse.

Telephone : Hold your phone in your non-dominant hand so can write easily whilst holding the phone in a comfortable position.

Lighting : Your workstation should be in a position that bright lights do not reflect on your screen. You shouldn’t work with bright lights behind you as this can cause glare which can cause eye strain.

The best way to set up your workstation is in this order:

• Set chair to correct height so forearms are level with desk/keyboard.
• Place footrest under workstation so your feet are supported if you cannot reach the ground when chair is at correct height.
• Sit back in chair and adjust chair back so curve in chair is supporting your lower back.
• Move your chair close to the desk so you don’t have to stretch your arms to reach the mouse or the keyboard. Avoid twisting while sitting, turn your whole body instead.
• Adjust screen height so top of screen is level with your eyes.

Working at Home during COVID-19

You shouldn’t expect an individual workstation assessment when you are working at home temporarily, but you should do your best to ensure your workstation is set up correctly and make use of the Display Screen Equipment Personal Assessment Checklist on CHASM.  This Health & Safety Executive video clip provides advice on the correct set up of a workstation whilst working temporarily at home.  https://www.youtube.com/watch?v=Af7q5j14muc

If you need advice to properly set up your workstation set up speak to a trained DSE Assessor with your service or your Health & Safety Support officer. If you have any concerns about your workstation speak to your line manager in the first instance.

Further guidance is available on CHASM

Display Screen Equipment Standard

HSE Working with Display Screen Equipment : A Brief Guide

Agile Working Checklists

Shielding Team Feedback

New government guidance and local support was introduced to help shield around 200,000 people who are most at risk during the coronavirus outbreak.

The support offered helps people to self-isolate making it less likely that they will contract the virus. It also reduces the negative effects of self-isolation, including loneliness and the disruption of crucial health and social care.

Dumfries and Galloway Council had a team set up quickly, to offer support and guidance to those that are shielding throughout the region. Staff from right across the Council have been involved in this. Initially all the team were based in Irish Street Offices, but some staff members also helped out from Annan Town Hall. All staff were to use the Mosaic system and are working alongside experienced staff.

When specific needs were identified through these conversations, contact was made with partners situated across the region. Essential supplies have then been delivered from there to the individuals that need them.

The valuable work of this team has ensured that vulnerable people have stayed safe without having to leave their homes. Staff continue to contact those who are shielding, checking in on them and making sure everything is ok.

BBC Debate Night in Dumfries and Galloway

Join our TV audience from home and put YOUR questions to Scotland’s politicians and public figures

All residents from across the region are invited to apply to be part of the small audience to join the discussion and put your questions and concerns to Scotland's politicians and public figures.

DUMFRIES AND GALLOWAY - Wednesday 3rd June

Visit bbc.co.uk/debatenight and click on ‘Join the Audience’

Get outdoors – it’s now permitted!

Changes to the lockdown in Scotland mean an opportunity for a wider range of exercise. However, please remember to follow the guidelines to help stop the spread of coronavirus in Dumfries and Galloway,

Many of Scotland’s outdoor non-contact sports have published detailed guidance to help members keep active and return to play as part of the Scottish Government route map out of the Coronavirus (COVID-19) crisis.

The Scottish Government and sportscotland have been working in close partnership with several Scottish Governing Bodies of Sport (SGBs) and physical activity organisations to develop detailed plans for outdoor a variety of activities including canoeing, cycling, golf, hill running, lawn bowls, mountaineering, orienteering, rowing, sailing, tennis and walking.

The guidance, which is part of the first phase of the planned transition out of lockdown, will see public health advice changed to incorporate outdoor sport as part of daily exercise activities, but only where it is safe to do so. Participants will be permitted to travel short distances from their local community as part of the new guidelines but are being encouraged to stay local.

The guidance will come into effect from Friday 29 May and includes detailed information on areas such as social distancing when playing, access to facilities and general health and safety.

Full details:

https://sportfirst.sportscotland.org.uk/articles/first-steps-back/