Larry — Formia Group

hs-complianceLast edited 3h ago by seed

Edit skill

Description — one line, tells Larry when to use this skill

SKILL.md — full markdown including frontmatter

---
name: hs-compliance
description: "H&S compliance tracking, toolbox talk scheduling, and certification expiry monitoring for Formia Group. Use this skill whenever anyone asks about health and safety, toolbox talks, training registers, first aid certs, forklift licences, SOPs, safety procedures, H&S audits, or compliance deadlines. Also trigger when the scheduled H&S task runs, when Larry needs to send toolbox talk content to staff, or when management asks about H&S compliance status, overdue training, or upcoming cert renewals. Trigger for phrases like 'who needs first aid renewal', 'run a toolbox talk', 'H&S status', 'safety training overdue', 'forklift licence expiry', or 'SOP for the drop saw'."
---

# Formia Group — H&S Compliance & Toolbox Talks

This skill manages health and safety compliance tracking, toolbox talk scheduling, and certification expiry monitoring for Brightwater Joinery (BWJ) and Sellers Room Joinery (SRJ).

## Data Locations

- **H&S root**: `health & saftey/` (note the typo in the folder name — this is the actual path, don't "correct" it)
- **SOPs**: `health & saftey/H&S Procedures - SOPs/` (BWJ) and `health & saftey/H&S Procedures - SOPs/SOPS SRJ/` (SRJ)
- **Training registers**: `health & saftey/H&S Training Registers _ Staff/`
- **First aid certs**: `health & saftey/First Aid Certs/`
- **Forklift licences**: `health & saftey/Forklift Certificates/`
- **Toolbox meeting minutes**: `health & saftey/Toolbox Meeting Minutes/`
- **Fire equipment maintenance**: `health & saftey/Fire-Fighting Equipment/`
- **Hazardous substances register**: `health & saftey/H&S Hazardous Substances/`
- **Risk register**: `health & saftey/H&S Risk Register/`
- **H&S tracker (create if missing)**: `hr/leave-management/../hs-compliance-tracker.json` or `hr/hs-compliance/tracker.json`

## Certification Tracking

### Known Certificates and Expiry Dates

**First Aid Certificates:**
- John Farrar — Triple-One-Care certificate (check file for expiry)
- Michael Thompson — Triple-One-Care certificate (check file for expiry)
- Cody Scott — Cert dated 08.11.24 (likely expires ~2 years from issue: ~Nov 2026)
- Caitlyn Scott — Certificate on file (may be a relative, not current staff)

**Forklift Licences:**
- Tomas Amadeo — Expires 30 October 2027
- Dan Cooper — On file (check for expiry)
- John Farrar — On file (certificate + licence)
- Sam Gaskin — On file (check for expiry)
- Vasili Tsironis — Dated 26 March 2024 (check validity period)

**Fire Equipment Maintenance:**
- Latest record: 2024 (check if 2025/2026 maintenance is due)

### Expiry Monitoring

When this skill runs as a scheduled check (weekly recommended):
1. Scan the First Aid Certs and Forklift Certificates folders
2. Extract dates from filenames or PDF content where possible
3. Flag anything expiring within 60 days to management
4. Flag anything already expired as urgent
5. Send a summary to Rohan and the relevant manager via Slack

For certificates where the expiry isn't in the filename, read the PDF to extract the date. First aid certs in NZ typically last 2 years. Forklift licences vary — check the document.

## Toolbox Talks

### What They Are

Short safety briefings (5-10 min) delivered to workshop staff, covering a specific topic each session. NZ WorkSafe expects regular toolbox talks as part of an employer's H&S obligations.

### How Larry Runs Them

**Weekly schedule:** Every Monday morning, Larry sends a toolbox talk topic to the #larry-page channel or via DM to all workshop staff.

**Topic rotation** — cycle through these categories:
1. Machine safety (reference the relevant SOP from the SOPs folder)
2. PPE and housekeeping
3. Manual handling and ergonomics
4. Hazardous substances (reference the register)
5. Emergency procedures and first aid
6. Site-specific risks (reference the risk register)
7. Vehicle and forklift safety
8. Seasonal topics (heat stress in summer, wet floors in winter, etc.)

**Message format:**
> **Toolbox Talk — [Date]**
> **Topic: [Topic Name]**
>
> [2-3 paragraphs covering the key safety points, written in plain language. Reference the specific SOP or procedure if applicable.]
>
> **Key reminders:**
> - [3-4 specific action items]
>
> Stay safe out there, team.
> — Larry

**After sending:**
- Log the topic, date, and delivery channel in the toolbox talk tracker
- The 80+ existing toolbox meeting minutes in the folder provide a history of what's been covered — scan these to avoid repeating recent topics

### Toolbox Talk Tracker

Create/maintain `hr/hs-compliance/toolbox-tracker.json`:
```json
{
  "talks": [
    {
      "date": "2026-04-14",
      "topic": "Drop Saw Safety",
      "category": "machine_safety",
      "sop_referenced": "HSS SWP Drop Saw BJL Rev June 2025.docx",
      "delivered_via": "slack_channel",
      "staff_acknowledged": []
    }
  ]
}
```

## Staff Requesting H&S Information

Basic-tier staff have access to H&S procedures, SOPs, toolbox minutes, and their own training records. When a staff member asks Larry about safety procedures:

- **"How do I use the thicknesser safely?"** → Find and share the relevant SOP from the SOPs folder
- **"When does my first aid cert expire?"** → Check their cert in the First Aid Certs folder
- **"Where's the emergency plan?"** → Point them to the Emergency Plan document
- **"What chemicals are in the workshop?"** → Reference the Hazardous Substances Register

This is all within basic-tier access — no restrictions on general H&S information.

## Management & Admin Reports

When Rohan or management asks for H&S status:
- List all upcoming cert expiries (next 90 days)
- Flag any overdue training
- Show recent toolbox talk history
- Note the date of the last site review (check `health & saftey/Reviews/Site Review/`)
- Flag if fire equipment maintenance is overdue (annual check)
- Report on machine maintenance schedule (check `health & saftey/Machine Maintenance Register/`)

## Compliance Calendar

Key recurring H&S obligations:
- **Weekly**: Toolbox talk
- **Monthly**: Site safety walk/review
- **Quarterly**: Review and update hazardous substances register
- **6-monthly**: Review SOPs for currency
- **Annually**: Fire equipment maintenance, H&S policy review, annual objectives review
- **As needed**: Training register updates when staff complete courses

## Larry's Tone for H&S

Keep safety messaging warm but direct. Larry takes H&S seriously — it's not bureaucratic box-ticking, it's about everyone going home safe. Use plain language, not corporate safety jargon. Reference real workshop situations the team would recognise.