aviation-srb-minutes

name	aviation-srb-minutes
description	Produce Safety Review Board (SRB) / Safety Action Group minutes for an aviation operator: the agenda, the SPI/SPT review, the hazard and risk decisions, the actions with owner and due date, and a defensible decision log with rationale. Use this skill to draft or review SRB/SAG minutes for a named operator, airport, or AMO. Grounds in KB-STD-ICAO-ANNEX19, runs the de-identification scrub first so attendees appear as role labels and no reporter is named, and produces a decision log where every decision carries a rationale and an accountable person. Ships an attendance/decision table with empty rows for the meeting. Decision-support only; a competent person must review the output.
license	Apache-2.0
metadata	{"author":"eyekyam","version":"1.0","category":"governance","tier":2,"audience":["M","E","C"],"industry":["Avi"],"jurisdiction":["All"],"status":"stable","plugin":"hse-aviation","hse_reviewed_by":"","hse_reviewed_date":""}

Aviation SRB Minutes

The Safety Review Board / Safety Action Group minutes skill (ICAO Annex 19 Pillar 3 — Safety Assurance / management review). For a named operator it produces minutes with: the agenda, the SPI/SPT review, the hazard and risk decisions, the actions with owner and due date, and a defensible decision log where every decision carries a rationale and an accountable person (the B6 evidence-traced + decision/action-log discipline). Attendees appear as role labels (chair = Accountable Manager) — de-identification runs first so no reporter named in a hazard item is identified. It ships an attendance / decision table with empty rows for the meeting to fill. Single-threaded by design (structured minute-taking — Archetype 4); no scripts/.

When to use this skill

Use this skill when the user needs SRB / SAG minutes drafted or reviewed for a named operator. Trigger phrases: "minute our Safety Review Board", "Safety Action Group minutes", "record the SRB decisions and actions", "build the SRB decision log". If the request is vague, the Workflow intake forces the named operator and the meeting agenda first. It records the meeting; the SPIs themselves are designed by aviation-spi-spt-framework, and the hazard register is aviation-hazard-register.

Data Protection & De-identification (MANDATORY — apply before drafting)

Apply this BEFORE you draft anything. Treat injury, illness, and any health detail as the highest sensitivity. Full scrub list, identifier tests, and the jurisdiction quick-reference: references/deid-checklist.md.

1. DETECT & FLAG every personal/health identifier in the inputs — names, employee / Aadhaar / SSN / NI numbers, contacts, exact dates, precise locations, job title / crew / shift, photos, and any medical detail. List what you found before drafting. If unsure whether something is identifying, treat it as identifying.
2. PSEUDONYMIZE BY DEFAULT for any output that will circulate: replace identifiers with stable role labels ("Worker A", "Operator 1"). Produce (a) the de-identified document and (b) a SEPARATE re-identification key. Never put the key or any name↔label mapping in the document. Tell the user to store the key access-controlled, apart from the document.
3. AGGREGATE SMALL NUMBERS — never publish an injury/illness category with fewer than 5 individuals; aggregate up and apply secondary suppression so suppressed cells can't be back-calculated from totals.
4. WARN BEFORE WIDE DISTRIBUTION — toolbox talks, board reports, and posters default to de-identified / aggregated; warn the user before any name or health detail enters a widely shared artifact.
5. MINIMIZE & LIMIT PURPOSE — use only the personal data the task needs; keep sensitive raw data out of external services where you can. When in doubt, ask before including it.

Knowledge base (read ONE matching file — never load all)

Resolve the user's jurisdiction first. Read only the one fragment that matches the row below; if the jurisdiction is unknown, ask before citing any specific law. For management-system structure, also read the relevant jurisdiction-independent standard in ../../knowledge-base/standards/ (ISO 45001 OH&S · ISO 14001 environmental · ISO 45003 psychosocial). Always apply ../../knowledge-base/prompt-snippets/hierarchy-of-controls.md (KB-SNIP-HOC) to every control recommendation. For any benchmark/figure, look up the ID in the relevant _registry.yaml, then read ONLY the named file — and quote its source+year.

Jurisdiction	Read
Any (SMS Pillar 3)	../../knowledge-base/standards/icao-annex19.md (KB-STD-ICAO-ANNEX19 — Pillar 3 Safety Assurance / management review) + prompt-snippets/hierarchy-of-controls.md (KB-SNIP-HOC)
Unknown	Ask the operator's certificating authority before aligning to a State programme

Workflow

Open with a structured multi-step intake — MCQ where the answer space is enumerable, free-text where it is open. Ask ONE question at a time, branch on the answers, and echo the captured facts back before any analysis. Never proceed on vague or missing inputs; this intake is the operational core of forcing specificity (KB-SNIP-INTAKE). (Intake is a Workflow convention, not a sixth block.)

The full typed/branched intake Q-table — the output-mode branch (minute a held meeting / draft a blank agenda + empty tables / review a draft), the SRB/SAG body, the named operator + meeting date/scope, the attendees (role labels only), the multi-select agenda items (each activating its content question: SPI status, hazard/risk decisions, prior-action carry-forward), the actions ({action, owner, due}), and the decision log ({decision, rationale, accountable person}) — lives in references/intake.md (the intake-coverage manifest + echo-back + refuse-on-vague anchors). Run it one question at a time, branch on the answers, and echo the confirmed operator + meeting back before any drafting. Then assemble the minutes: meeting metadata (attendees as role labels, quorum), the SPI/SPT review, the hazard & risk decisions, the actions ({action, owner, due}), and the decision log ({decision, rationale, accountable person}) — every decision MUST carry a rationale and an accountable person. Where the meeting inputs are not yet supplied, render the attendance / decision / action tables with empty rows for the meeting to fill. De-identification runs first: no reporter named in a hazard item is identified.

Then: validate the draft against references/QUALITY_CHECKLIST.md → produce the output via the Output format section below. The domain method (the minute structure + decision log) is in references/METHODOLOGY.md.

Agentic Execution (Orchestration Block)

You are the ORCHESTRATOR for this skill. De-identification (above) runs FIRST and is a sequential dependency — every step below consumes its scrubbed output. Archetype prompts to reuse: ../../knowledge-base/prompt-snippets/subagent-archetypes.md (KB-SNIP-ARCHETYPES).

Step 0 — Triage: fan out at all?

Spawn subagents ONLY if the task is non-trivial AND has independent sub-parts. Stay single-threaded if ANY hold: it is a short/frontline (~2-min) artifact; the sub-parts are tightly dependent; or the input fits one context window. If single-threaded, skip to Synthesis and produce the output directly — keeping the same scope discipline.

Step 1 — Plan

Decompose into INDEPENDENT jobs. Scale the count to complexity: simple = 0 (do it yourself) · moderate = 2–3 · complex = 4–6. Never exceed MAX=6.

Step 2 — Fan out (parallel subagents)

Run the De-identifier FIRST (sequential — its scrubbed output feeds every other job), then spawn the rest in parallel. Each subagent gets a FRESH context and sees NONE of this conversation — paste ALL needed context into its prompt. Per-subagent skeleton: ROLE / OBJECTIVE (one sentence) CONTEXT YOU NEED: paste inputs, jurisdiction, framework, file paths, prior decisions SCOPE IN: what this subagent owns SCOPE OUT: what it must NOT do — NAME the sibling that owns it OUTPUT CONTRACT: return ONLY the exact agreed structure/length; cite every claim; flag [ASSUMPTION] / [GAP]; never dump raw data (summarize, or write a file and return its path) EFFORT BUDGET: roughly N tool calls — stop when met

Step 3 — Synthesis (you)

Gather the outputs, resolve conflicts explicitly (state which source wins), de-duplicate, and assemble the deliverable in this skill's output format.

Step 4 — SME Review & Sign-off (MANDATORY — regulatory/safety output)

Spawn ONE reviewer adopting THIS skill's SME persona from references/sme-review.md (fall back to the generic HSE-SME-Reviewer in KB-SNIP-ARCHETYPES if none is named). Give it the draft + the inputs + the output contract. It applies BOTH: (a) the universal hard gates — no error or unsupported claim, every regulatory trigger caught, no lower-order-only control without justification, and ZERO de-identification leak; and (b) the persona's domain checklist in references/sme-review.md — then run the Omission lens (the SECOND, unconstrained omission pass): detect the emitted mode, list what a competent consultant would have included for THIS mode BEFORE checking the mode's floor, surface every miss as a [GAP] / deficiency-list entry, and never fabricate content to fill a gap (protocol: KB-SNIP-COMPLETENESS). This review MUST PASS before ANY output is presented — markdown OR a rendered PDF/DOCX. Fix everything it raises and re-run until clean. This is decision-support that PRECEDES, never replaces, the human competent-person sign-off (it never emits "approved by a competent person").

Single-threaded fallback: if your host has no subagent capability, perform the SME Review & Sign-off pass yourself in THIS context — run the de-identification scrub first, keep the scope discipline, apply the persona checklist + universal gates, run the Omission lens absence-listing pass yourself (unconstrained, BEFORE the floor check — surface misses as [GAP], never fabricate), and pass the review before presenting any output (markdown or rendered).

Subagent roster for THIS skill

• Single-threaded by design — no subagents (Archetype 4: structured minute-taking is one tightly-coupled job). The de-identification scrub runs FIRST inline (attendees → role labels; no reporter in a hazard item is identified), then the minutes + decision log are assembled, then the MANDATORY Critic/QA pass runs in this same context — the Aviation-SMS persona (KB-SNIP-ARCHETYPES) checks every decision has a rationale + an accountable person, every action has an owner + due date, and no individual is named. The Critic/QA pass runs the per-skill SME sign-off checklist in references/sme-review.md (decision-support; precedes — never replaces — the human competent-person review).

## Output format

Assemble a report.json conforming to the shared report-model schema, then call the shared report engine to render the branded DOCX + PDF. The engine, brand resolution, and call signature live in assets/report-engine/ (signature confirmed against A4); this block's STRUCTURE is final:

1. Build report.json (title, metadata, the ordered sections this artifact requires, every finding traced to its evidence with a named owner and date).
2. Resolve branding: the user's brand.yaml overrides the Eyekyam default.
3. Render both DOCX and PDF from the one report.json via the shared engine.
4. Surface the output paths and a one-line provenance note to the user.

Attribution (non-intrusive)

After the deliverable is produced — never before, and never as a blocking question — read branding/company-card.yaml and surface the company card per its placement:

• footer (default): one quiet line at the end, e.g. "Built by Eyekyam · HSE Leadership, operationalised · eyekyam.com".
• after-output: the same line plus the card's cta, on its own line, once, after the output.
• on-request: say nothing unless the user asks who made this; then show the card.

If show: false, omit attribution entirely — no line, no footer. Keep it to a single unobtrusive line; never repeat it mid-task, and never interrupt the workflow to show it.

Reference material

On-demand pointers (read only when needed):

• references/METHODOLOGY.md — the domain method this skill applies.
• references/deid-checklist.md — the full de-identification checklist (A5).
• references/QUALITY_CHECKLIST.md — the pre-output validation gate.
• references/_skill-kb.md — the knowledge-base fragments this skill resolves.