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1.05.004_Injury and Illness Prevention Program (IIPP)Policy #: 1.05.004 Type: City Council Effective Date:9//71//0 Former Policy #: All -A CITY OF ROHNERT PARK INJURY & ILLNESS PREVENTION PROGRAM (IIPP) California Code of Regulations Tide 8, Industrial Relations REV: September 2010 CITY OF ROHNERT PARK Section 1 — Introduction to This Manual Section 2 — Injury & Illness Prevention Program Section 3 — Employee Training Section 4 — Accident Reporting and Investigation Section 5 — Supplemental Health & Safety Programs Section 6 - Definitions Appendices Rev: September 2010 Table of Contents SECTION 1: INTRODUCTION TO THIS MANUAL...................................................................................... 1 1.1 CONTENTS...................................................................................................................................1 1.2 HOW TO USE THIS MANUAL......................................................................................................... 2 SECTION 2. INJURY & ILLNESS PREVENTION PROGRAM........................................................................ 3 2.1 INTRODUCTION........................................................................................................................... 3 2.2 SAFETY POLICY............................................................................................................................. 3 2.3 RESPONSIBILITIES........................................................................................................................ 5 2.3.1 CITY MANAGER....................................................................................................................................5 2.3.2 RISK MANAGEMENT.............................................................................................................................5 2.3.3 DEPARTMENT DIRECTORS/MANAGERS/CHIEFS..........................................................................................5 2.3.4 DEPARTMENT SUPERINTENDENTS/SUPERVISORS........................................................................................5 2.3.5 DEPARTMENT SAFETY COORDINATOR.......................................................................................................6 2.3.6 EMPLOYEES.........................................................................................................................................6 2.4 EMPLOYEE COMPLIANCE............................................................................................................. 7 2.5 SAFETY COMMUNICATION........................................................................................................... 7 2.5.1 LEGAL REQUIREMENTS..........................................................................................................................7 2.5.2 CITY SAFETY COMMI I I LE.......................................................................................................................8 2.5.2.1 Purpose.....................................................................................................................................8 2.5.2.2 Committee Membership............................................................................................................8 2.5.2.3 Safety Committee Organization................................................................................................9 2.5.2.4 Safety Committee Role and Scope of Duties... ... ...... ------ --- .............. .................... 10 2.5.2.5 Safety Committee Responsibilities..........................................................................................10 2.5.2.6 Safety Committee Records......................................................................................................11 2.5.3 CITY HALL COMMUNICATION................................................................................................................11 2.5.4 DEPARTMENT COMMUNICATION...........................................................................................................11 2.5.4.1 Departmental Safety Committee............................................................................................12 2.5.4.2 General Safety Meetings.........................................................................................................12 2.5.4.3 Tailgate Meetings...................................................................................................................13 2.5.4.4 Briefings..................................................................................................................................13 2.5.5 HAZARDOUS CONDITION REPORTS.........................................................................................................13 2.5.6 SAFETY INFORMATION AND POSTINGS....................................................................................................14 2.6 DEPARTMENTAL .SPECIFIC PROCEDURES......................................................................................15 2.6.1 ADMINISTRATION...............................................................................................................................15 2.6.2 ADMINISTRATIVE SERVICES...................................................................................................................15 2.6.3 ANIMAL SHELTER................................................................................................................................15 2.6.4 COMMUNITY SERVICES........................................................................................................................ 15 2.6.5 DEVELOPMENT SERVICES.....................................................................................................................15 2.6.6 PERFORMING ARTS CENTER..................................................................................................................15 H Rev: September 2010 2.6.7 PUBLIC SAFETY- FIRE DIVISION............................................................................................................15 2.6.8 PUBLICSAFETY-POLICE DIVISION.........................................................................................................15 2.6.9 PUBLIC WORKS..................................................................................................................................15 2.6.10 SENIOR CENTER...................................................................................................................................15 SECTION3: EMPLOYEE TRAINING........................................................................................................16 3.1 HAZARD AWARENESS.................................................................................................................16 3.1.1 SAFETY TRAINING -ALL CITY EMPLOYEES...............................................................................................16 3.1.2 SAFETY TRAINING - DEPARTMENT REQUIREMENTS...................................................................................17 3.1.3 TRAINING DOCUMENTATION................................................................................................................17 3.2 RECORDS MANAGEMENT............................................................................................................17 SECTION 4: ACCIDENT REPORTING AND INVESTIGATION......................................................................19 3.2 ACCIDENT REPORTING —WORK RELATED....................................................................................19 MINIMIZING EXPOSURE ....................... 3.2.1 FIRST AID TREATMENT REPORTING........................................................................................................19 MATERIAL SAFETY DATA SHEETS ........... 3.2.2 MEDICAL INJURY TREATMENT REPORTING...............................................................................................19 LABELING .......................................... 3.2.3 SERIOUS INJURY REPORTING.................................................................................................................20 SPILL RESPONSE ................................. 4.1 ACCIDENT INVESTIGATION..........................................................................................................21 EMPLOYEE TRAINING .......................... 4.1.1 LOG OF OCCUPATIONAL INJURIES & ILLNESSES.........................................................................................21 ROLES .............................................. SECTION 5: SUPPLEMENTAL HEALTH & SAFETY PROGRAMS.................................................................22 RESPONSIBILITIES ................................ 5.1. HAZARD IDENTIFICATION.........................................................................................................22 5.1.1 PLANNED INSPECTIONS........................................................................................................................22 MINIMIZING EXPOSURE ....................... 5.1.2 UNPLANNED INSPECTIONS....................................................................................................................22 MATERIAL SAFETY DATA SHEETS ........... 5.1.3 JOB HAZARD ANALYSIS........................................................................................................................22 LABELING .......................................... 5.1.4 OUTSIDE PROFESSIONALS.....................................................................................................................23 SPILL RESPONSE ................................. 5.1.5 OFFICE HAZARDS................................................................................................................................23 EMPLOYEE TRAINING .......................... 5.1.6 DEPARTMENT HAZARDS.......................................................................................................................23 ROLES .............................................. 5.1.7 HAZARD ABATEMENT..........................................................................................................................24 RESPONSIBILITIES ................................ 5.1.8 ROLES..............................................................................................................................................24 TRAINING .......................................... 5.1.9 RESPONSIBILITIES................................................................................................................................24 RECORDS .......................................... 5.1.10 TRAINING...........................................................................................................................................24 5.1.11 RECORDS...........................................................................................................................................25 5.2 HAZARD COMMUNICATION........................................................................................................25 5.2.1 MINIMIZING EXPOSURE ....................... 5.2.2 MATERIAL SAFETY DATA SHEETS ........... 5.2.3 LABELING .......................................... 5.2.4 SPILL RESPONSE ................................. 5.2.5 EMPLOYEE TRAINING .......................... 5.2.6 ROLES .............................................. 5.2.7 RESPONSIBILITIES ................................ 5.2.8 TRAINING .......................................... 5.2.9 RECORDS .......................................... ............................................................................................... 25 ................................................................................................ 25 ................................................................................................ 26 ................................................................................................ 26 ................................................................................................ 27 ................................................................................................ 27 ................................................................................................ 27 ................................................................................................2 7 ................................................................................................ 28 iii Rev: September 2010 5.3 EMERGENCY RESPONSE PLANS...................................................................................................28 5.3.1 ROLES..............................................................................................................................................29 5.3.2 RESPONSIBILITIES................................................................................................................................29 5.3.3 TRAINING..........................................................................................................................................29 5.3.4 RECORDS..........................................................................................................................................29 5.4 FIRST AID &MEDICAL RESPONSE................................................................................................29 5.4.1 EYEWASHES.......................................................................................................................................30 5.4.2 ROLES..............................................................................................................................................31 5.4.3 RESPONSIBILITIES................................................................................................................................31 5.4.4 TRAINING..........................................................................................................................................31 5.4.5 RECORDS..........................................................................................................................................31 5.5 HEAT ILLNESS POLICY & PROCEDURE ...........................................................................................31 5.5.1 ACCESS TO SHADE..............................................................................................................................31 5.5.2 WATER REQUIREMENTS.......................................................................................................................31 5.5.3 EMERGENCY RESPONSE.......................................................................................................................31 5.5.4 TRAINING..........................................................................................................................................32 5.5.5 ROLES..............................................................................................................................................33 5.5.6 RESPONSIBILITIES................................................................................................................................33 5.5.7 TRAINING..........................................................................................................................................33 5.5.8 RECORDS..........................................................................................................................................33 5.6 FIRE PREVENTION PLANS............................................................................................................33 5.6.1 ROLES..............................................................................................................................................33 5.6.2 RESPONSIBILITIES................................................................................................................................34 5.6.3 TRAINING..........................................................................................................................................34 5.6.4 RECORDS..........................................................................................................................................34 5.7 CONFINED SPACES......................................................................................................................34 5.7.1 CONFINED SPACE ENTRANT..................................................................................................................35 5.7.2 CONFINED SPACE ATTENDANT..............................................................................................................35 5.7.3 CONFINED SPACE SUPERVISOR..............................................................................................................35 5.7.4 CONFINED SPACE PERMIT....................................................................................................................35 5.7.5 ROLES..............................................................................................................................................35 5.7.6 RESPONSIBILITIES................................................................................................................................35 5.7.7 TRAINING..........................................................................................................................................35 5.7.8 RECORDS..........................................................................................................................................36 5.8 RESPIRATORY PROTECTION.........................................................................................................36 5.8.1 DUST MASKS.....................................................................................................................................36 5.8.2 RESPIRATORS.....................................................................................................................................36 5.8.3 VOLUNTARY RESPIRATOR USE...............................................................................................................38 5.8.4 ROLES..............................................................................................................................................39 5.8.5 RESPONSIBILITIES................................................................................................................................39 5.8.6 TRAINING..........................................................................................................................................39 5.8.7 RECORDS..........................................................................................................................................39 5.9 ENERGY CONTROL......................................................................................................................39 iv Rev: September 2010 5.9.1 PROCEDURAL REQUIREMENT OF DEPARTMENTS.......................................................................................39 5.9.2 PROCEDURAL STEPS REQUIRED.............................................................................................................40 5.9.3 BLOCKING EQUIPMENT........................................................................................................................40 5.9.4 ROLES..............................................................................................................................................41 5.9.5 RESPONSIBILITIES................................................................................................................................41 5.9.6 TRAINING..........................................................................................................................................41 5.9.7 RECORDS..........................................................................................................................................41 5.10 HEARING CONSERVATION........................................................................................................41 5.10.1 TRAINING PROGRAM........................................................................................................................42 5.10.2 RECORDKEEPING.............................................................................................................................42 5.10.3 ROLES...........................................................................................................................................43 5.10.4 RESPONSIBILITIES............................................................................................................................43 5.10.5 TRAINING......................................................................................................................................43 5.10.6 RECORDS.......................................................................................................................................43 5.11 BLOODBORNE PATHOGENS......................................................................................................43 5.11.1 EXPOSURE DETERMINATION..............................................................................................................44 5.11.2 TRAINING & INFORMATION...............................................................................................................44 5.11.3 METHODS OF COMPLIANCE - EXPOSURE CONTROL PLANS......................................................................46 5.11.4 HEPATITIS B VACCINE......................................................................................................................47 5.11.5 POST EXPOSURE PROTOCOLS.............................................................................................................47 5.11.6 ROLES...........................................................................................................................................48 5.11.7 RESPONSIBILITIES............................................................................................................................48 5.11.8 TRAINING......................................................................................................................................48 5.11.9 RECORDS.......................................................................................................................................48 5.12 REPETITIVE MOTION INJURY PREVENTION (ERGONOMICS)......................................................48 5.12.1 PROCEDURES..................................................................................................................................49 5.12.2 ROLES...........................................................................................................................................50 5.12.3 RESPONSIBILITIES............................................................................................................................50 5.12.4 TRAINING......................................................................................................................................50 5.12.5 RECORDS.......................................................................................................................................50 5.13 TRENCH SAFETY.......................................................................................................................50 5.13.1 ROLES...........................................................................................................................................50 5.13.2 RESPONSIBILITIES............................................................................................................................50 5.13.3 TRAINING......................................................................................................................................50 5.13.4 RECORDS.......................................................................................................................................50 5.14 FALL PROTECTION....................................................................................................................50 5.14.1 ROLES...........................................................................................................................................50 5.14.2 RESPONSIBILITIES............................................................................................................................50 5.14.3 TRAINING......................................................................................................................................50 5.14.4 RECORDS.......................................................................................................................................50 5.15 PERSONAL PROTECTION EQUIPMENT (PPE) ..............................................................................50 5.15.1 ROLES...........................................................................................................................................50 5.15.2 RESPONSIBILITIES............................................................................................................................50 5.15.3 TRAINING......................................................................................................................................50 v Rev: September 2010 5.15.4 RECORDS ................................................ ....................................................................................... 51 SECTION6. DEFINITIONS.....................................................................................................................52 6.1 DEFINITIONS OF TERMS AND ABBREVIATIONS USED IN THIS MANUAL........................................52 APPENDICES........................................................................................................................................53 APPENDIX A: HEALTH AND SAFETY FORMS..........................................................................................................54 APPENDIX B: DEPARTMENTAL TRAINING MATRICES..............................................................................................64 APPENDIX C: CODE OF SAFE PRACTICES..............................................................................................................69 APPENDIX D: DEPARTMENTAL SPECIFIC PROCEDURES............................................................................................73 vi Rev: September 2010 ROHNERT PARK HEALTH & SAFETY INTRODUCTION s This section provides a brief overview of the contents and use of this Employee Safety & Health Program. This Manual has been created by the City of Rohnert Park as guidance to City departments' safety and health policies, procedures, and work practices. This Manual contains the City's Injury & Illness Prevention Program (IIPP). The IIPP in Section 2 is the City's overall employee safety and health guidance document for the departments. The IIPP identifies the departmental requirements for the following safety practices: ✓ Citywide commitment to providing a safe place of employment. ✓ Basic safety and health responsibilities of management personnel. Each department is required to expand on these requirements as necessary. ✓ Accident investigation responsibilities for any incident occurring during the course of employment for the City. ✓ Safety and health orientation and training standards for departments. ✓ Safety and health communication standards for the departments. ✓ Hazard identification and hazard abatement standards for the departments. ✓ Standards for discipline for safety infractions and recommended motivational tools for departments. Special Hazard Requirements for the departments are noted in Section 5. Special Hazard Requirements refer to the written policy and procedure required of any department where the identified, or suspected, exposure to special hazards exists. This section identifies the hazard, the required policy and procedure, and sources of additional information regarding the requirements. It is the department's responsibility to comply with this section. The City's Risk Management function in the Human Resources Department may be contacted 1 Rev: September 2010 ROHNERT PARK HEALTH & SAFETY INTRODUCTION where additional assistance is required, or desired, by the department in meeting the standards of this section. Section 6 includes definitions of terms used in this Manual. There are Appendices with forms, training matrices and training resources referenced in this Manual. Each department is responsible to create detailed safe work practices that address the nature of the work performed by the department and hazards the performance of that work creates. Where departments perform new work, face unknown hazards or need additional assistance in developing safe work practices specific to their department, the Human Resources Department should be contacted. Safety and health information within this Manual is not all-inclusive. There are many Cal/OSHA standards governing work performed in each department. The departments are expected to know those standards governing work performed by the department. 1.2 How to Use This Manual At various points in this Manual you will find the following icons. These icons are an indication of the material in that section. Icons are: These icons are used to highlight the section's ICON KEY importance to the department and users of this 't'ilceNote Manual. There is a Table of Contents that is keyed to ,"Written Procedure Sections and Section Headings. E7/Rccordkeeping This Manual has been created by the Human Resources Department for use by the departments. It W 'telephone Number is expected to set standards, be a useful reference for R web address the departments, and to assist the City with compliance with California Code of Regulations (CCR) Title 8, also known as General, Construction, and Electrical Safety Orders. Title 8 Safety Orders can be referenced on the Internet at the California Department of Occupational Safety and Health, address: htt.12://www.dir.ca.gov/DOSH/`doshl.litml At the above site, look up "Regulations", then the applicable Safety Order from the list. You may look up the Section if it is known or use hypertext links embedded within this manual to search for the applicable Section. 2 Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM k ; ' This IIPP is to be used as guidance to each department with their employee safety and health polices and procedures 2.1 Introduction The purpose of this Injury and Illness Prevention Program (IIPP) is to further the goals of the City of Rohnert Park to minimize accidental loss to employees, public, and property as well as to comply with the provisions of the California Code of Regulations (CCR), the California Labor Code, and Code of Federal Regulations. This IIPP establishes employee safety and health policy and procedure for the City of Rohnert Park. This IIPP applies to all departments and employees of the City of Rohnert Park. 'Where other documents are referenced within this IIPP, they shall be treated as though they are a part of this document. 2.2 Saklty Policy It is the policy of the City to perform its business functions in a professional and responsible manner that maintains and furthers the safety and health of its employees, protection of the public and property. On the following page is the statement of safety policy from the City Manager that is to be followed by all City employees and volunteers. 3 Rev: September 2010 To All City of Rohnert Park Employees & Volunteers The City of Rohnert Park cares about your safety and health and we are committed to providing you a place of employment free from recognized hazards that cause or are likely to cause you physical harm. It is the duty of each employee to comply with the occupational safety and health policies and procedures of the City of Rohnert Park and Cal/OSHA regulations. The City provides this Safety and Health Program as a part of the principles that guide our conduct as a City, department, manager, or employee. This Manual covers workplace rules essential to your safety, health, and wellness. These guidelines help you maintain a safe workplace consistent with federal and state safety and health standards. Becoming familiar with the contents of this Manual will teach you about topics vital to your safety, health, and well-being. The rules contained herein are not all inclusive. City departments have the responsibility to institute procedures surrounding the work performed in that department. Your supervisor will issue you instructions covering those hazardous operations before you start work. When in doubt about safety practices, polices, or procedures consult with your supervisor. Creating and preserving an injury- and illness -free workplace is an important partnership among all of us in support of this common goal. 0&61 74, �01(zalez, City Manager 4 Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM 2.3 Responsibilities The following are the responsibilities and accountabilities of City Management. 2.3.1 City Manager The City of Rohnert Park and its City Manager accept the overall responsibility and accountability for providing a safe and healthful workplace for its employees. The City Manager delegates the day-to-day responsibility and authority for carrying out employee safety and health policy to specific City personnel. 2.3.2 Risk Management The Human Resources Department is responsible to ensure that this document is up-to-date, provide departments with the information and references to properly implement the standards established by this document, and ensure that City departments implement the requirements contained within this document. 2.3.3 Department Directors/Managers/Chiefs The City Directors, Managers and Chiefs have the following responsibilities: ✓ Ensure that the appropriate IIPP is implemented within their department. This can consist of components of this document or equal procedures meeting the standards set by this document. ✓ Develop department -specific safe work practices and requirements for the use of personal protective equipment. ✓ Periodically review employee injury and illness trends. Take any necessary preventive action to control the source(s) of these accidents. ✓ Be available for employees to report safety hazards or injury exposures. ✓ Ensure that their department has an Emergency Plan that is designed with their department in mind and that employees are trained in the Plan. 2.3.4 Department Superintendents/Supervisors The City Superintendents and Supervisors have the following responsibilities: ✓ Implement an effective safety and health program, consistent with the requirements of this IIPP and the needs of their department or work unit. ✓ Ensure that employees comply with safe and healthy work practices. ✓ Instruct employees in safe work practices to be followed in daily work assignments. ✓ Educate employees regarding the proper personal protective equipment required for daily work assignments and ensure that the appropriate protective equipment is available for employees. 5 Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM ✓ Review medical, fire, earthquake, and pandemic emergency response plans specific to the department and/or project. ✓ Inform and train employees in job safety and health practices involving hazardous substances used in the workplace. ✓ Investigate every accident or employee report of incident to determine cause, mitigation, and prevention. ✓ Perform periodic hazard inspections of the department or work area. ✓ Hold periodic safety meetings with employees to present job -specific safety information and answer questions from employees regarding accident prevention. ✓ Maintain records of hazard inspection and correction, communication of safe and healthy work practices, progressive discipline for a failure to follow safe work guidelines, and training. 2.3.5 Department Safety Coordinator Each department is expected to assign the following responsibilities to one employee in the department ("Safety Officer") and provide training for this individual to carry out their responsibilities: ✓ Serve as the point of contact within the department for employee safety issues. ✓ Support department management with the implementation of this Manual and safety policy and procedure within the department. ✓ Assist in communicating safety issues within the department. ✓ Serve as a resource regarding safety and health issues to the department. 2.3.6 Employees Employees are responsible for ensuring their own safety and the safety of others in the workplace by: ✓ Learn and follow the standards, procedures, and safe work guidelines that apply to each job assignment. ✓ Discontinue any specific activity that the employee knows could lead to injury, illness, or damage to property. In such instances employees are responsible for promptly informing their supervisor. ✓ Use the prescribed personal protective equipment required for a job assignment or task as it is designed to be used. ✓ Bring to their supervisor's attention any activity, behavior, or unsafe condition that could cause injury, illness to others, or damage to property. ✓ Report promptly to their supervisor any occupational injury or illness, or damage to property. 6 Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM M11111111111111 Jill Employees are required to follow the safe work guidelines described within this Manual and their department's safety and health procedures, participate in required safety and health training, wear required personal protective equipment, and follow all safety and health rules established by the City. The failure to do any of the above may result in disciplinary action up to and including termination of employment. Any disciplinary action would be based on City guidelines and California law. The management of each department is required to enforce safe work guidelines, offer periodic safety training to affected employees, enforce the use of personal protective equipment, enforce the safety and health rules established by the City, recognize safe performance, and set a good example through their own behavior. The most effective method to encourage following safe work practices is to establish methods to recognize safe performance by employees. This can be accomplished through recognition for any of the following: 1. Following a specific work practice, 2. Reporting a near miss that assists with understanding a hazard, 3. Groups working a period without injury, 4. Other methods of the department's choosing 2.5 Safety Communication The City of Rohnert Park uses a variety of methods to communicate safety information to, and from, employees. 2.5.1 Legal Requirements The City is required to "have a method of communicating and evaluating health and safety issues to its employees — in a form that is understandable, by all affected employees — on matters relating to occupational health and safety, including provisions designed to encourage employees to inform the employer of hazards at the worksite without fear of reprisal. Larger employers are required to establish a health and safety committee". (Title 8, Section 3203 and 1509. Injury and Illness Prevention Program. Appendix D). 7 Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM 2.5.2 City Safety Committee It is the City's policy to provide a safe working environment, and minimize workplace hazards and exposures, for all of its employees. To accomplish this task, a Safety Committee has been established to help recognize, evaluate, communicate, control and correct hazards in the workplace. This committee is designed to allow employee participation, thus helping to reduce v,7orkplace hazards and exposures. 2.5.2.1 Purpose The purpose of the City Safety Committee is to bring workers and management together in a non -adversarial, cooperative effort to promote safety and health in each work location. The Safety Committee helps the employer by making recommendations for change regarding occupational safety and health issues. The Safety Committee serves to facilitate and encourage employee knowledge about safe work practices and accident prevention. 2.5.2.2 Committee Membership The Safety Committee shall be composed of an equal number of employer and employee representatives. Employee representatives shall be volunteers or shall be selected by their peers. When agreed upon by workers and management, the number of employees on the Safety Committee may be greater than the number of employer representatives. The committee will consist of no fewer than 6 members. Reasonable efforts shall be made to ensure that members are representative of the major work activities of the City. Committee representatives shall serve a continuous term of at least one (1) year. The Safety Committee will meet quarterly at a minimum. Consistency in attendance: If a member cannot attend a meeting, he/she will be responsible for providing an individual (alternate) from their department to attend the meeting. The member will also be responsible for ensuring that their alternate relays any pertinent information to the Committee during the meeting. Administration Representative Management Representative Public Safety - Fire Representative Public Safety —Police Representative I luman Resources Representative Rohnert Park Employees' Association Representative Rohnert Park Public Safety Officers' Association Representative Service Employees' International Union Representative Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM 2.5.2.3 Safety Committee Organization Designation Responsibilities Chairperson To coordinate and instruct the members on their roles and responsibilities; to assure that the Committee follow the guidelines set forth to recognize, evaluate, and control worksite hazards; to evaluate Safety Inspection Audits and prioritize action items. Assistant In addition to the normal member duties, takes minutes and distribute to all safety members, information centers, and appropriate management personnel (with guidance from Chair); to participate in Safety Inspection Audits. Employee To participate in Safety Inspection Audits, set Representative(s) a good example, assist the City in promoting health, safety, and in developing an effective injury and illness prevention program (IIPP); being consistently alert for conditions that might cause an injury or illness and bringing these issues to the attention of the Safety Committee Chairperson and/or their department head, assisting with the investigation of all accidents involving City property and/or personnel within their department; assisting the Safety Committee Chairperson and Safety Committee as requested; and attending safety related meetings and providing support to their department head at his/her request. 9 Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM 2.5.2.4 Safety Committee Role and Scope of Duties The Safety Committee shall: Promote a safe work environment by fostering a strong awareness of occupational health and safety and work towards reducing or eliminating workplace accidents, injuries, and illnesses throughout City of Rohnert Park. The City of Rohnert Park Safety Committee shall be comprised of a representative sample of City Employees that serves in an advisory role to City management. The Safety Committee scope of duties shall be limited to only Title 8 Occupational Health and Safety issues. 2.5.2.5 Safety Committee Responsibilities 1. The Safety Committee shall meet to: a. Review accident and injury reports and to assure that there have been measures taken to correct the conditions that may have caused the accidents. b. Review any and all safety inspections and submit to departments for necessary corrections. c. Review all maintenance work orders pertaining to safety and set priorities on these orders. d. Employee involvement: The committee shall establish a system to allow the members to obtain safety-related suggestions, reports of hazards, or other information directly from all persons involved in the operations of the workplace. The information obtained shall be reviewed at the next safety committee meeting and shall be recorded in the minutes for review and necessary action by the City. e. The committee shall assist the employer in evaluating the employer's accident and illness prevention program and shall make written recommendations to improve the program where applicable. f. The committee shall recommend to the City how to eliminate hazards and unsafe work practices. g. The committee shall establish procedures for investigating all safety-related incidents including injury accidents, illnesses and deaths. h. Investigate all safety related incidents or accidents and develop corrective actions in follow-up. Assure that all members are instructed how to recognize, evaluate, and control worksite hazards. i. Members are encouraged to let employees in their departments know that safety concerns may be made anonymously by any employee to any safety committee member. The Committee member will put the issue on the Committee agenda for discussion and/or investigation. j. Reviews investigations of alleged hazardous conditions 10 Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM brought to the attention of any committee member. When determined necessary by the committee, it may conduct its own inspection and investigation to assist in remedial solutions. 2.5.2.6 Safety Committee Records Minutes shall be made of each meeting which the employer (City) shall review and maintain for three years for inspection by each division. Copies shall be made available to all City employees; posted on employee bulletin boards located at Animal Shelter, City hall, Community Center, Public Safety, Public Works, and Senior Center; and sent to each committee member. All reports, evaluations, and recommendations of the safety committee shall be made part of the minutes of the safety committee meeting. A reasonable time limit shall be established for the City to respond in writing to all safety committee recommendations. 2.5.3 City Hall Communication Communication from City Hall and/or Human Resources Department is distributed through email on an as -needed basis. Any safety and health information needed to be brought to employees' attention will be started in this fashion and followed up on by the individual departments. This communication does not prevent any employee from bringing safety and health issues of concern to the City through their department, contacting the Human Resources Department directly, or using the anonymous safety suggestion boxes located at each City facility. 2.5.4 Department Communication City departments are allowed flexibility in meeting the requirements of this section. The operations and hazards of some departments require greater attention to frequency of safety and health communication. Each department is responsible to choose the methods and frequency of communication that are consistent with the hazards and exposures to employees in those departments, but no less than one of the following three methods: 11 Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM 2.5.4.1 Departmental Safety Committee Safety committees composed of management and labor from the department. The actual number and size of the committee is dependent upon the size of the department. The safety committee, if used to meet this safety communication requirement, shall not meet less than quarterly. The safety committee reviews the topics below and establishes action plans at each meeting to address improvements to employee safety or health, physical deficiencies, or safe work practices, if any. ✓ Review of any employee accident, or incidents that could have caused injury, that have occurred since the last meeting. ✓ Discussion of physical condition inspection reports and action taken or assigned to abate hazards. ✓ Recommendations of new policies, procedures, or work practices necessary to prevent injuries or illnesses. ✓ Identification of employee training needs and scheduling the required employee training. ✓ Review and discussion of any other safety and health issues brought to the committee by its members. The results of the safety committee meetings, and any action taken by the committee, are posted for employees on the Safety- Bulletin Board. Safety committee meeting minutes are kept for one year. This technique is best suited to those departments with large staff that require representation through a committee in order to effectively communicate employee safety and health issues. 2.5.4.2 General Safety Meetings General department safety meetings are one method that meets the requirement for communication of existing, new, or revised safe work practices required in meeting employee safety communication requirements. This method requires a department to have periodic, department -wide, employee meetings at which employee safety and health Is one topic. Such meetings are not to be held less than semi-annually when used to meet this standard. These meetings may include any of the following: ✓ Discussion of safety and health issues specific to department operations, present safe work practices, or a project that has specific safety and health exposures. 12 Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM ✓ Presentation of videos or films illustrating employee safety and health topics. ✓ Outside speakers on employee safety and health. ✓ Review of injury or illness trends or incidents in the department. ✓ Solicitation of employees regarding safety and health issues of concern to them. Record of these meetings, topics discussed, and attendance is required. Records are kept for one year. This technique is best suited for administrative departments without significant hazards or injury and illness exposures. 2.5.4.3 Tailgate Meetings Departments with maintenance and construction projects should hold tailgate meetings. This is best suited to departments with crews working at different work sites on a daily or weekly basis. Tailgate meetings are brief, formal or informal discussion of crew safety. Tailgate meetings are best when they are led by the crew supervisor and include a discussion of that week's or day's activity, hazards, and accident prevention critical to the safety of performing the tasks discussed. Departments choosing this form of safety communication hold the tailgate meetings no less than every ten working days. Records are kept of these meetings for three years. Records consist of the topic covered at the meeting, the presenter's name and a signed list of attendees. 2.5.4.4 Briefings A variation of tailgate meetings for the Public Safety Department is to comply with this Section through holding frequent "briefings." These briefings cover both operational and safety issues affecting sworn personnel in the department. 2.5.5 Hazardous Condition Reports Employees are encouraged to report previously unrecognized hazards that could cause injury, illness, or death of an employee or to a member of the public, or damage to property. Employees should report hazards to their supervisor or manager and expect that the hazard shall be evaluated and abated; consistent with the potential it creates. When a .report of hazard is made to their manager, and there is no response within 5 working days, they may report it to the Human Resources 13 Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM Department. Employees may report hazards without fear of reprisal and may also report hazards anonymously. Whenever an employee reports a hazard, it is evaluated with regard to the potential injury or illness it creates. Based upon this evaluation, the hazard may be abated immediately, temporary measures may be taken until the hazard is abated frilly, or the hazard may be scheduled for future abatement. In some cases the hazard may be deemed to be insignificant and abatement is not required. The employee reporting the hazard is always informed of the outcome of their hazard report. 2.5.6 Safety Information and Postings Each City facility maintains bulletin boards with occupational safety and health information. Bulletin boards are placed where employees gather periodically, such as time clocks, employee break rooms, changing rooms or locker rooms. Safety and health information posted on this bulletin board consist of the following: Permanent Postings Cal/OSHA Poster, "Safety & Health Protection on the Job" Workers' Compensation Notice regarding current insurance carrier, medical provider(s), and employee rights. Emergency Evacztation Map and Emergency Response Information Temporary Postings Annual OSHA Statistical Report — Annually, dztring February - April, the Cal/OSTIA Form 300A is postedfor employee review. Safety Committee results, if applicable Safety Promotional Information Safety Posters Any other pertinent safety commitnication not required to be more urgently communicated. The safety bulletin boards may be used for safety memos and other non-critical information regarding safety, safety meetings, and minutes from safety meetings In addition to the above choices, each depaanient maintains inedlods for encouraging employees to report hazards to the department. 14 Rev: September 2010 INJURY & ILLNESS PREVENTION PROGRAM 2.6 Departmental Specific Procedures City departments are authorized to write their own specific illness and injury prevention plans/programs that follow the guideline and directions of this Citywide plan. 2.6.1 Administration 2.6.2 Administrative Services 2.6.3 Animal Shelter 2.6.4 Community Services 2.6.5 Development Services 2.6.6 Performing Arts Center 2.6.7 Public Safety - Fire Division Injury and Illness Prevention Program (Temporary Draft- October 2009) - See Appendix D. 2.6.8 Public Safety - Police Division 2.6.9 Public Works 2.6.10 Senior Center 15 Rev: September 2010 ACCIDENT REPORTING AND INVESTIGATION '0 It rvf- 3.1 Hazard Awareness All employees new to the city, department, job, or task are provided with hazard awareness training for the jobs and tasks that they will be performing. Job Hazard Analysis (if performed for that job) and the applicable Safety Rules (See Section 5) are used for training employees regarding job hazards, personal protective equipment, and safe work practices. Employees are trained whenever new substances, processes, procedures, or equipment are introduced to the workplace and represent a new hazard. Employees shall also be trained whenever a previously unrecognized hazard is identified. Any employee who has responsibility for the direction of the work of other employees is trained regarding the safety and health hazards to which employees are exposed. 3.1.1 Safety Training — All City Employees Employees in all departments are trained in the following, at a minimum: ✓ Information regarding the City's IIPP and information contained within Employee Safety & Health Standards Manual. ✓ Emergency Action Plan and Fire Prevention for the location the employee is assigned. ✓ Hazard Communication regarding the hazardous substances that are in the -,vorkplace(s) of the employee, material safety data sheets, how to access them, and the full content of the Hazard Communication program. ✓ Work Related Injury and Illness Reporting. Work-related injury reporting and the employees' rights under workers' compensation laws. 16 Rev: September 2010 ACCIDENT REPORTING AND INVESTIGATION 3.1.2 Safety Training — Department Requirements Each City department is responsible to train employees in the hazards and prevention of injury specific to that department. This training shall be performed when the employee is first assigned to the department, whenever an employee changes position or is assigned a new task or piece of equipment to operate; and in some cases annually. Training may consist of formal training supported by audio visual aids and speakers, or informal, operational instruction that identifies the proper work practices, necessary personal protective equipment, and operational hazards should the employee fail to follow the safe work practices. See Section 5 additional requirements based upon department exposure. 3.1.3 Training Documentation All employee safety training is documented and that documentation maintained for three years. Documentation includes: ✓ Course content. ✓ Course handouts. ✓ When the training was conducted. ✓ Attendance roster (readable). ✓ Instructor's name and title. ✓ Any additional training on the same topic and its schedule. 3.2 Records Management Recordkeeping requirements under Rohnert Park Risk Management requirements are as follows: 17 Rev: September 2010 ACCIDENT REPORTING AND INVESTIGATION Record Retain Where Training Records 3 Years City Clerk Inspection Records 3 Years Department/ Human Resources Accident Investigation 3 Years Department/ Human Resources Safety Committee 3 Years City Clerk Minutes Employee Health & 3 Years City Clerk Safety Communication Records Tailgate Meeting Minutes 3 Years Department Medical Records 30 Years (1) Human Resources Exposure Records 30 Years (2) Human Resources (1) Confidential (2) Confidential if a bloodborne pathogens exposure 18 Rev: September 2010 ACCIDENT REPORTING AND INVESTIGATION 3 Reporting 2 Accident All injuries and illnesses arising from, or in the course of, employment with the City, are reported immediately to the appropriate supervisor. The supervisor and injured employee follow the City -specific injury and illness response procedures that are posted on the facility's' safety or employee bulletin board. The following are the basic steps for responding to first aid, medical treatment, serious injuries (serious injuries are those requiring hospitalization for more than 24 hours, amputation, or unconsciousness), and death. Physical damage to vehicles is reported under the risk management policy for Vehicles. 3.2.1 First Aid Treatment Reporting For injury/illness requiring first aid treatment the first aid is to be provided promptly by appropriately trained personnel or by a licensed medical provider. Incidents involving first aid treatment are reported to the supervisor of the injured employee. Injuries or illness when first aid is provided by a licensed medical provider (hospital, urgent care center, or physician) must be reported to Human Resources Department within 24 hours of notification of the injury/illness. The supervisor is responsible to investigate the injury/illness as required under investigation procedures (see next section). 3.2.2 Medical Injury Treatment Reporting 1. Obtain medical treatment for the injured worker at one or more medical facilities identified by the City as an approved medical provider (See appendix of safety bulletin board postings). 2. The injured worker is required to complete an .1_.�Iliployee 3' Claim for lVorkere'Compensatim form. 3. Supervisor is required to complete Slipen)isori, Report of 11 aug and file with the appropriate department head and Human Resources Department within 24 hours of notification of the injury/illness. 4. Supervisor follows up with any injured workers who lose time from work. This involves weekly contact with any injured worker receiving disability 19 Rev: September 2010 ACCIDENT REPORTING AND INVESTIGATION payments for workers' compensation to ensure they are recovering and that the worker understands they are wanted back at work. 5. Supervisor takes steps to prevent a similar event from occurring in the department. An accident investigation is performed and submitted to the Human Resources Department within 5 days of notification of the injury/illness (see next section). 3.2.3 Serious Injury Reporting Serious injuries are those defined as: 1. Requiring in-patient hospitalization for more than 24 hours for other than observation, or 2. Results in an employee loss of any portion of their body, or 3. Results in any degree of permanent disfigurement, or 4. Results in death of the employee. Note: Serious injury or illness does not include any injury, illness, or death caused by the commission of a Penal Code violation, except Section 385 of the Penal code, (code prohibits working within 6 feet of a high voltage line defined as 750 volts or more with a piece of equipment capable of contacting the line) or a vehicle accident on a public street or highway. accident reporting: Serious injuries as defined above are reported to Cal/OSHA within 8 hours of the supervisor learning of the injury or death. The number to call for Cal/OSHA is (707) 576-2388. These injuries are also reported immediately to the Human Resources Department, City of Rohnert Park. Follow the logic tree below for 20 Rev: September 2010 ACCIDENT REPORTING AND INVESTIGATION 4.1 Employee Reports Injury Medical First Aid Treatment Treatment Only Required Is Injury Report to "Serious" Manager (Defined Above) Investigate Injury Causes No Report to Manager & HR Dept. Report to Yes Cal/OSHA, Manager, & HR Dept. Investigate Injury Causes Accident investigation is utilized as one method for identifying previously unrecognized hazards. The appropriate supervisor, using the Accident/Incident Investigation form, performs accident investigation. This report is to be completed and provided to the Designated Safety Coordinator and filed with the Human Resources Department. The report is to be completed within five (5) days of the supervisor being notified that an accident or work-related injury occurred. This report identifies the probable causes and prevention of the accident. Where action is recommended to prevent similar accidents, record of action taken shall be kept. See the Appendix for a copy of the Accident/ Incident Investigation form. 4.1.1 Log of Occupational Injuries & Illnesses The City maintains an OSHA 300 Log of Occupational Injuries and Illnesses. The instruction and definition of recordable injuries and illness to be recorded are on the back of the Log itself. This Log is kept by calendar year. At the end of each calendar year the Log is totaled and signed by Human Resources. During the months of February, March, and April a summary form (300A) is posted on the safety bulletin board(s) for employee information regarding recordable injuries and illnesses. Each Log is kept as a record for five years. 21 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS Supplemental Health and Safety Programs refer to department requirements for written procedures and employee training for the control of hazards unique to the department's operations Hazard identification is the responsibility of managers and supervisors as identified under Responsibilifies. Managers and supervisors of each department are responsible to identify and abate employee safety and health hazards. The frequency of hazard identification is based upon the department's activities and hazards. No City department is to perform hazard identification responsibilities less than quarterly. Acceptable hazard identification methods include: 5.1.1 Planned Inspections Planned inspections are performed monthly or quarterly by one or more persons. They follow an inspection checklist or can be based upon the knowledge the inspector has of the department or site being inspected. When appropriate, one or more members of a safety committee may perform these planned inspections. 5.1.2 Unplanned Inspections Unplanned inspections are performed based upon need. They may be performed based upon a new project being started in order to properly identify hazards, the site of a previous accident or near accident, or the impromptu review of worksite hazards. 5.1.3 Job Hazard Analysis When performed, a job hazard analysis (JHA) identifies the major tasks performed by that job classification, potential hazards, injuries, and illness that the employee is to be cautious about, and the safe job procedures to be utilized in safely performing the task. JI -IA's are useful for jobs or tasks with severe injury exposures, or jobs seldom performed but with significant injury or illness potential. When performed, J1IA's are to be used for training new 22 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS employees, used as a reference whenever an employee is not familiar with the tasks to be performed, and to be used for training employees with new job assignments. 5.1.4 Outside Professionals Departments have the flexibility to hire professionals to perform inspections of the worksite, budget allowing. These professionals should be familiar with the hazards and operations of the department, and public entities in general. 5.1.5 Office Hazards Periodic surveys of the office environment and work practices are performed quarterly. Record of these inspections are kept along with record of action taken to correct any hazards identified. These inspections shall identify the status of, at a minimum, the following areas: ✓ Ergonomics of office workstations and ergonomic hazards to employees ✓ Electrical cord and receptacle usage ✓ Trip and, fall hazards ✓ Securingfrle cabinets ✓ Posting of emergency evacuation plan ✓ Employee knowledge of the emergency plan ✓ Honsekeeping ✓ Material Safety Data Sheets (MSDS) availability 5.1.6 Department Hazards Each department, utilizing City Basic Safety Inspection forms or another one more specific to their department, performs periodic hazard inspections. These inspections focus upon employee injury and illness exposures. Records of these reviews shall be kept along with record of action taken to correct any hazards identified. While the inspection forms guide the inspections, they cover, at a minimum: 23 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS ✓ Safe work practices of employees ✓ Availability and arse of personal protective egatipment with as eye, head, hand, hearing, or- face protection. ✓ Material handling, storage, and lifting ✓ Machinery, egatipment, and electrical safety ✓ Trip, slip, or fall hazards ✓ Health exposures f •om noise, chemicals, or outside contractors ✓ Posting of emergency evacuation plan ✓ Employee knowledge of the emergency plan ✓ Housekeeping ✓ Material Safety Data Sheets (MSDS) availability Inspections results are brought to department safety committees, or if none exist, to management personnel. Decisions are made regarding abatement priorities for hazards (see next page) and abatement steps are recorded. Hazard identification (inspections) and abatement information are required to be in writing and maintained for 3 years. 5.1.7 Hazard Abatement Whenever hazards, unsafe work practices, violations of OSHA or Cal/OSHA, and unsafe equipment are identified the following steps are taken: 1. Immediately abate the hazard and record the action. 2. Dully abate the hazard as soon as practical in accordance with the severity of the exposure and �,varn employees regarding the hazard until fully abated 3. Inform the appropriate subcontractor or vendor of the hazard and request that they abate the hazard within a time frame consistent with the degree of severity the hazard creates. Whenever subcontractors or vendors willfully or negligently ignore the correction of safety violations such subcontractors or vendors shall be reported to the department manager. 5.1.8 Roles 5.1.9 Responsibilities 5.1.10 Training 24 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS 5.1.11 Records Hazard communication applies to any hazardous substance present in the workplace that employees may be exposed to under normal working conditions, or in a reasonably foreseeable emergency. Hazardous substances are categorized as: Health Hazards — Substances that are toxic, carcinogenic, irritants, corrosives, or other health hazards. Physical Hazards — Substances that are combustible, flammable, explosive, oxidizers, pyropho.rics, compressed gasses, or other physical hazards. Exempted from this regulation are products packaged and intended for use by the public (consumer products) when the exposure from such products is not significantly greater than consumer exposure. Iazardous waste is exempted when regulated under Resource Conservation and Recovery Act (RCRA) an Environmental Protection Agency Act. Tobacco and food products are exempted. Wood products are exempted, but not hazardous substances known to be present in the wood as impurities (treated lumber). Insecticides are exempted if labeled, used and applied according to California regulations (Food & Agriculture, Title 3) for such chemicals by licensed applicators. 5.2.1 Minimizing Exposure Each department is responsible to minimize exposure to hazardous materials through the following steps: ✓ Substituting materials with those of lower hazard or toxicity, ✓ Isolating the exposure to hazardous materials through physical barriers, distance, or separation by length of time to or between exposures, ✓ Ventilation through the use of increased general or local ventilation to reduce exposure, ✓ Administrative controls by limiting the frequency and numbers of employees exposed, ✓ Personal protective equipment to reduce the impact of exposure. This may include respiratory, face, skin, hand, eye, or body protection. 5.2.2 Material Safety Data Sheets A material safety data sheet (MSDS) accompanies all hazardous materials used in the City. The following criteria apply to these MSDS: ✓ They are maintained in a three-ring binder in a location, or locations that are readily available to employ ees during working hours. 25 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS ✓ They are readily available to the employees using, or exposed to, hazardous substances. ✓ They are identified during employee training on hazards in the workplace. ✓ They are preceded in the three-ring binder by an inventory of hazardous materials of each MSD sheet contained in the binder. Each department obtains material safety data sheets for hazardous substances to which employees may be exposed. These MSDS are placed in a three-ring binder and made available to all employees. Individual departments are responsible to obtain MSD sheets from vendors and subcontractors if the hazardous materials used by vendors and subcontractors may expose employees. Vendor or subcontractor MSD sheets are kept in a separate binder that is appropriately labeled. All MSD sheets are preceded by an inventory of all hazardous materials represented by the MSD sheets. The department is responsible to keep material safety data sheets current with hazardous materials in use within the department. Material safety data sheets from outdated materials should be filed in a separate binder and maintained for at least 3 years after the material has been discontinued. There is no requirement to maintain the documentation; however, should an exposure be reported years later, the City must be able to recreate the materials the employee was exposed to, for how long and under what conditions. 5.2.3 Labeling Hazardous materials shall be used only in their original container with their manufacturers' label; or in a secondary container and labeled identically with the original. Hazardous Materials Are Not To Be Used In Unlabeled, or Improperly Labeled, Containers. 5.2.4 Spill Response City employees are required to report hazardous or suspected hazardous material spills. In the event of a hazardous material spill or leak, City employees are to respond according to the following two categories: Emergency Response — A spill or leak that is an immediate threat to the life, health, or safety, of City, employees or contractors, or the public. In the event of this category of spill or leak, report the emergency by calling 911 and following City spill response guidelines. Non—Emergency Response — Those spills or leaks that that do not provide an immediate threat to the life, health, or safety, of City employees or contractors, or the public. Report internally according to City spill response 26 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS guidelines and clean up according to those guidelines. 5.2.5 Employee Training All employees who are handling hazardous substances or who work near and around such substances are trained regarding safe use of those substances. Training is updated whenever a new hazardous substance is introduced to the work place. Training for employees includes: ✓ Information on the substances to which employees are exposed. ✓ The requirements of the Hazard Communication Standard and the employees' right to know regarding hazards of the chemicals with which they work. ✓ The location of chemical inventories and materials safety data sheets for the substances to which they are exposed. ✓ Methods and observations that may be used to detect a leak or exposure to substances covered under this section. ✓ Measures employees can take to protect themselves from substances covered by this section. ✓ Emergency procedures followed in the event of a spill or accidental contact. ✓ First aid treatment utilized in the event of an exposure. ✓ Disposal methods for the hazardous substances used in the workplace. ✓ Employees' rights to receive information regarding hazardous substances to which the employee may have been exposed. ✓ Information regarding chemicals known to the State to cause cancer or reproductive toxicity (Proposition 65 `yarning). The site below reaches the Cal/OSHA regulation governing Hazard Communication. http://w�,v�v.dir.ca.gov/Titles/`5194.html 5.2.6 Roles 5.2.7 Responsibilities 5.2.8 Training 27 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS 5.2.9 Records 35.3 Ernergenqy Response Plans A written emergency action plan is required and posted at each physical facility operated by the City. This plan details emergency response and evacuation. On these evacuation plans is an indication of where employees are to gather to be counted to ensure all employees have left the building. Detailed emergency response plans are to be developed by each department for each facility that they occupy. For departments sharing occupancies with other departments, emergency response plans are to be coordinated between departments. Plans are to cover the following: ✓ Actions to take in case of medical emergency, identification of the medical facility used by the City for employee injuries and illnesses, and the communication method used to summon medical assistance. ✓ Actions to take in case of fire. Communication method used to summon fire department and the exact location of the facility. Facilities are to be evacuated in case of fire and employees are not to fight fires unless the City has trained them in the use of fire extinguishers. ✓ Actions to take in case of earthquake. Information on shelter and communication. ✓ Actions to take in case of bomb threat. If received by telephone, take as much information as possible, including location and time for detonation of the bomb, and immediately report this information to the police. ✓ Emergencies shall be announced, as appropriate, by using the voice, intercom, or other methods based upon the facility, telephone equipment, and number of employees possibly affected by the emergency. Training employees in emergency response procedures is performed in the following manner and frequency: ✓ Designate and train a sufficient number of employees to assist in the orderly emergency evacuation from each facility that is occupied. The employees must be advised of their responsibilities under the plan at the following intervals: o When the plan is first developed, o Whenever employee actions or responsibilities change under the plan, and o Whenever the plan is changed. 28 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS ✓ Upon initial assignment each employee receives a review of those parts of the plan that the employees must understand in order to protect themselves in case of an emergency. The site below reaches the Cal/OSHA standard governing Emergency Response. http://www.dir.ca.gov/Title8/`3220.html 5.3.1 Roles 5.3.2 Responsibilities 5.3.3 Training 5.3.4 Records The City has identified medical providers that serve as the designated medical provider for injuries and illnesses occurring as a result of work performed by City employees. The designated providers are posted in each facility occupied by City employees. Management employees are expected to have this information readily available to employees in case of any medical emergency. Medical provider information is available from the Human Resources Department. To avoid delays in medical treatment at isolated locations, employees should take the following precautions: ✓ Don't work alone at an isolated location. ✓ Have first aid supplies readily available at isolated locations (within vehicles or facilities). ✓ Have a reasonable number of personnel trained in first aid techniques for those departments which work outside or at facilities outside City limits and at a greater distance to medical facilities. First aid supplies are inspected quarterly by the department responsible. Minimum supplies consist of: 29 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS Latexgloves Plastic airway protector Safety Pins Eye dressing packet Scissors 1 -inch wide adhesive tape Triangular bandages Adhesive dressings 2 -inch gauge bandage roll/compress 2 and d —inch .square gauge padr Cotton tipped applicators The number of first aid materials is based upon the number of personnel at that jobsite or location according to the Cal/OSHA standard. See the link at the end of this section for Cal/OSHA's site dealing with first aid supplies. 5.4.1 Eyewashes Suitable eyewash or body drenching facilities are required whenever employees are exposed to injurious corrosive substances that may injure their eyes or body. This may consist of the following: 1. Portable (Self -Contained, Gravity -Fed) Eyewash Stations An ANSI approved portable eyewash station, containing purified preserved buffered saline solution prepared by the manufacture and factory sealed to resist contamination, shall be provided employees whenever working conditions warrant it. Follow the manufacturer's recommendations for maintenance. 2. Self -Contained, Pressurized Eyewash Stations Approved, pressurized eyewash stations, containing purified, preserved, buffered, saline solution, prepared by the manufacturer and factory sealed to resist contamination, shall be provided employees whenever working conditions warrant it. Follow manufacturer's recommendations for maintenance. 3. Plumbed Eyewash Station Where workplace conditions warrant, plumbed emergency eyewash stations are to be provided employees to irrigate offending chemical(s) from the affected eye. Plumbed eyewash stations must deliver flushing to both eyes at a minimum flow rate of 0.4 gallons per minute for 15 minutes. Nater flushed into the eye at the station must be in the temperature range of 60F to 95F and needs to be clean and free of contamination to reduce the potential of causing additional damage to the cornea of the eye from chlorine, solids (rust particles), irritants, and microbial contaminates inherent to plumbed water. To ensure water quality, the eyewash station should be filtered and flushed at least monthly. 30 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS The site below reaches the Cal/OSHA standard governing first aid and medical response: http://,,vww.dir.ca.gov/'l'itleS/3400.html 5.4.2 Roles 5.4.3 Responsibilities 5.4.4 Training 5.4.5 Records 5.5 Heat Illness All outside workers are provided, when practical, the following in order to reduce the possibility of a heat .related illness: 5.5.1 Access to Shade 1. Shade is identified, or created, for employees whose work outside exposes them to heat and the possibility- of heat illness. Shade may consist of natural; man- made temporary or permanent structures. Access to shade may differ from site to site but will be identified. Shade meets the requirements of an area; such that objects cast no shadow and are an area cooler than direct sunlight. Autos in the sun without air conditioning running do not meet this qualification. 2. Should shade not be readily available, supervisor or manager will make available cooling measures other than shade such as misting machines. 3. Examples of shade meeting the above definition for City employees include: a. Official vehicles with the air conditioning running, or b. Shade trees adjacent to the work area, or c. Umbrellas or canopies (equip work vehicle with umbrella if work site is not known to have effective shade). 5.5.2 Water Requirements Potable water is provided to each employee allowing a rate of consumption of one quart per hour per employee where it is not plumbed and continuously available. Employees are responsible to fill water containers on vehicles prior to leaving their yard or shop each morning. 5.5.3 Emergency Response 1. Employees suffering from heat illness, or believing a preventive recovery period is required, are provided access to shade and the time to recover. 31 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS Employees are allowed a period of no less than five (5) minutes whenever heat illness is indicated by one or more symptoms. Employees may make use of this access to recovery shade whenever they believe it to be necessary to prevent heat illness. Employees in critical functions must provide reasonable notice to their supervisor in order for the employee's function to be replaced prior to the employee vacating the position. 2. Each fixed work site has specific address for the site posted, or maintained in the work vehicle, should emergency response be required. If an address is not applicable, directions to the site are provided in simple terms. 3. Each work site or work vehicle is equipped with emergency response numbers, even if that consists of calling 911. Emergency number and site address or directions are located in the same place. 4. Employees or managers seeing the symptoms of heat illness are to allow employees adequate time to recover from these symptoms. Should an employee's symptoms require, emergency medical care should be sought by either calling 911 or through transportation to a local hospital or clinic if that is appropriate. 5.5.4 'Training Employees receive initial orientation regarding heat illness and on-going training on projects through tailgate safety meetings. Training covers the following topics: 1. The environmental and personal risk factors for heat illness. 2. Rohnert Park procedures for identifying, evaluating, and controlling exposures of heat illness. 3. The importance of frequent consumption of small quantities of water, up to 4 cups per hour, under extreme conditions of work and heat. 4. The importance of acclimatization to the heat and work performed. 5. The different types of heat illnesses and the common signs and symptoms. 6. The importance of immediately reporting any signs of heat illness to a supervisor. This includes signs in yourself or others. 7. The department procedure for responding to heat illnesses including how emergency medical will be provided if indicated. S. How to provide clear and precise directions to the worksite if it is not a street or road address easily identifiable by emergency response personnel. In addition to the above training, managers, supervisors, and foreman are provided training on the following: 1. The information required to be provided as a result of this heat illness policy and procedure. 32 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS 2. How to implement this heat illness policy and procedure on City projects. 3. The procedures the supet6sor follows when an employee exhibits symptoms consistent with possible heat illness, including the emergency response procedures. 5.5.5 Roles 5.5.6 Responsibilities 5.5.7 Training 5.5.8 Records Each department develops a fire prevention plan covering the potential fire hazards in the department. These plans include the following: ✓ Potential fire hazards, and their proper handling and storage procedures, ignition sources such as smoking, welding, cutting and their control procedures, and the type of fire protection equipment used for control. ✓ Job titles of personnel responsible for maintaining fire prevention or extinguishing equipment. In those instances where this is another department or outside contract, just identify which department is responsible for the contract or maintenance. ✓ Job titles of personnel responsible for control of flammable and combustible waste. ✓ Housekeeping procedures. The department reviews the plan, or those parts of the plan that the employee must know in case of emergency, with each employee upon initial assignment. The written plan is made available to employees upon request. The plan maintenance and implementation is the responsibility of each department with exposure to potential fire hazards. Departments without exposure need not develop or maintain a plan. 5.6.1 Roles The site below reaches the Cal/OSHA regulation governing Fire Prevention Plans. http://wNvw.dir.ca.gov/Title8/3221.htii-il. 33 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS 5.6.2 Responsibilities 5.6.3 Training 5.6.4 Records 5.7 Confined Spaces A confined space procedure is required of a City department when the following conditions exist: 1. Space is large enough, and so configured, that an employee can bodily enter and perform assigned work; and 2. Space has limited means for entry or exit, and 3. Space is not designed for continuous employee occupancy. Confined space permit entry procedures are required when, in addition to the above, any of the following conditions exist: 1. Contains or has a potential to contain a hazardous atmosphere; or 2. Contains a material that has the potential for engulfing an entrant; or 3. Has an internal configuration such that an entrant could be trapped or asphyxiated by inwardly converging walls or by a floor which slopes downward and tapers to a smaller cross-section; or 4. Contains any other recognized serious safety or health hazard Hazardous atmospheres include those that expose employees to the risk of death, incapacitation, or impairment of ability to self -rescue, injury, or acute illness. All confined spaces are to be considered "permit required" spaces until pre -entry procedures demonstrate otherwise. Written operating procedures governing the identification, testing and entry into a confined space meeting the above definition are established by the respective department prior to allowing employees to enter confined spaces, Permit -Required Confined spaces require a written permit system. Only employees trained in the confined space operating procedure established by the department are allowed to enter confined spaces. Confined space procedures include: ✓ Employee training in confined space entry, rescue, and if required, respiratory protection. 34 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS ✓ Procedures to determine whether the confined spaces require a permit entry procedure (sewer lines always require a permit entry system). ✓ Confined space procedure for purging hazardous substances. ✓ Air quality testing procedure to determine the level of oxygen and toxic, flammable or explosive air contaminants. ✓ General or local ventilation procedures as required based upon above testing. ✓ Methods for isolating space from supply lines capable of creating hazardous conditions. Exception to this is sewer lines that cannot be isolated. Sewer line entry requires a separate procedure and emergency response procedure to prevent being engulfed. ✓ Lockout procedures used to secure electrical systems, pressure systems, piping, machinery or moving equipment. ✓ Identification and training for personnel entering confined spaces containing hazardous gases requiring the wearing of protective equipment. ✓ Emergency response procedures. Emergency Response personnel (Police & Fire) treat all confined spaces entered under emergency conditions as potentially harmful to employees. Supplied air respirators and protective clothing are utilized under these conditions. Emergency response procedures are the responsibility of the individual department. The site below reaches the Cal/OSIIA regulation governing Confined Space Entry. http://w-,v\v.dir.ca.gov/Title8/sb7gl6al08.html. 5.7.1 Confined Space Entrant 5.7.2 Confined Space Attendant 5.7.3 Confined Space Supervisor 5.7.4 Confined Space Permit 5.7.5 Roles 5.7.6 Responsibilities 5.7.7 Training 35 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS 5.7.8 Records City departments requiring employees to use respiratory protection or providing respiratory protection for voluntary use must have a respiratory protection program that addresses the requirements in this section. Should respiratory protection be required, its use is enforced. If respiratory protection is not required, but is desired by the employees, there are a number of conditions below that must still be met. Whenever it is reasonable to suspect that employees may be exposed to concentrations of airborne contaminants in excess of levels permitted by Cal/OSHA, CCR Title 8, �5155(c), the department is to monitor the work environment so that exposure to employees can be measured or calculated. For the adequate protection of employees, the person supervising, directing or evaluating the monitoring and control methods shall be versed in the standard and shall be competent in industrial hygiene practice. The steps, in order of priority, in controlling airborne contaminants, are as follows: 1. Prevent harmful contamination through engineering controls. Examples include changing materials to less harmful ones, general dilution ventilation (opening doors or use of fans to direct ventilation), and exhaust ventilation (hoods or squirrel -cage suckers). 2. Use administrative controls to prevent harmful contamination. Examples include limiting employee exposure or changing work practices to reduce frequency or volume of exposure. 3. Use of respiratory protection. Whenever respiratory protection is utilized, the requirements in this section must be followed. 5.8.1 Dust Masks The following sections apply to all respiratory protection devices that may be worn by employees in the course of work for the City, with the exception of dust masks. Dust masks voluntarily utilized in dusty, but non-toxic, conditions do not require the following procedures. Whenever work creates dusty conditions, efforts are taken to reduce employee exposure to dust through wetting it, local exhaust ventilation, or other appropriate means. If these steps are not successful in reducing dust below acceptable levels, dust masks can be provided to, and worn by, employees. Required dust mask use due to toxic conditions requires that the department follow respirator procedures for initial medical exam, fit testing, and maintenance and cleaning (if reusable). 5.8.2 Respirators The City minimizes the need for respiratory protection by employees in the regular performance of job tasks. Whenever possible, general and local ventilation is utilized, as well as administrative controls, to reduce employee exposure to airborne contaminants. This minimization does not apply to 36 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS emergency response personnel and their requirement for respiratory protection. Whenever it is reasonable to suspect that an employee is exposed, or suspects they may be exposed, to airborne contaminants, the department shall assess the exposure. Should the measurements indicate the need for respiratory protection, appropriate respirators shall be provided, fit -tested, and the employee trained regarding their use. Measurements indicate a need for protection when they exceed the permissible exposure limits identified by Cal/OSHA. Employees shall not utilize respiratory protection unless they have an opinion from a licensed healthcare provider (physician) stating that it is safe for them to wear one. City department responsibilities for respiratory protection include: ✓ Measuring, or having measured, potential exposure to harmful airborne contaminants when it is reasonable to suspect that employees are exposed in concentrations above those permissible in CCR Title 8, §5155(c). ✓ Requiring and enforcing the use of respiratory protection where employees are exposed to harmful airborne contaminants when protection cannot be assured by engineering or administrative controls. ✓ Developing written respirator guidelines for use, type of respirator, fit testing, employee training, and care of respirators where department operations and activities require the use of respirators. ✓ Supplying the appropriate respirators based upon assessing the exposure and user requirements (face size, user facial hair, and seal). ✓ Determining, through a licensed healthcare provider, that the employee is physically able to perform the work while wearing the required respiratory protection. The medical status of persons assigned to use respiratory protection is reviewed no less than annually. This should consist of no less than questioning the employee as to whether, "there are any changes in medical or physical conditions that alter their ability to safely wear a respirator." At the time of fit testing the department should also observe any changes that they may believe have changed the user's ability to safely wear a respirator. ,any possible changed conditions should then be evaluated by a licensed healthcare provider. ✓ Fit -testing respirators to employees each time a new type of respirator is assigned and/or fit testing annually. ✓ Providing training for employees in the proper use and care of respirators. ✓ Providing sanitary storage and maintenance for respirators. ✓ Naming a "program administrator" to manage the department's respiraton� protection program. This individual should be knowledgeable 37 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS regarding department respiratory hazards, respirators necessary for protection, and the provision of Cal/OSHA respirator standard. Employee responsibilities for respiratory protection include: ✓ Wearing respirators when required to do so based upon exposure and department requirements. ✓ Wearing respirators only after having been provided a physical and training on the use of respirators. ✓ Inspecting respirators prior to each use to ensure it is suitable to be used, or reporting any defects noted. ✓ Reporting any exposure that the employee believes justifies respirator protection for the employee. 5.5.3 Voluntary Respirator Use Voluntary use of a respirator occurs when an employee requests a respirator even though the use of one is not required by a standard and the department has determined that its use is not necessary to protect the health of the employee. The department can provide respirators at the request of employees or permit employees to use their own respirators as long as the department determines that the respirator's use will not in itself create a hazard. When respirators are used voluntarily, only certain respiratory protection program elements must be met. Departments must: 1. Conduct employee medical evaluations. 2. Establish procedures for cleaning, storing, and maintaining respirators. 3. Give employees a copy of CCR, Title 8, S 5144, Appendix D, (Mandato y) Information for Employees Using ReipirUtori- IYlherz Not Regraired Under the .Standard, which provides basic information on the proper use of respirators. It is recommended for any department that has exposure to airborne contaminants that the department educates itself regarding the exposure, exposure limits and the requirements for mandatory and voluntary use of respirators. The site below reaches the Cal/OSHA regulation governing Respiratory Protection and the control of airborne contaminants. littl-)://www.(Iii:.c,,t.go\, /Title8/sb7g16a107.htm1 The following site is a list of publications elaborating how to meet standards compliance. In this list, go to "respiratory protection" for an excellent guide on how to put a written respirator program together. http://wwvv.dir.ca.gov/doshZPubOrdcr.asp 38 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS Employees who operate, clean, service, adjust or repair machinery and equipment are required to lock, block, or tag equipment that is worked on. Such employees are required to fully understand and follow the lockout procedures and are known as "authorized employees." Employees not required to lock, block, or tag out equipment, but still affected by such activities, are required to understand the locks and tags such that they do not defeat the purpose of them. This group of employees is known as "affected employees." City equipment meeting the requirement for lockout is those which have energy (electrical, mechanical, hydraulic, pneumatic, or other) that cannot be disconnected from its energy source. Equipment that can be unplugged does not have to follow these lockout procedures as long as the power cord end is within sight of the authorized employee. Even unplugged equipment may need to have a secondary power source blocked, see Blocking below. All departments who repair, service, adjust, or clean equipment are required to have department -specific Lockout/Tagout procedures. Each City department has different equipment that meets the criteria for lockout procedures. Departments are required to develop a list of equipment that meets the criteria of this section and add new equipment to this list as required. The City shall audit, or have audited, the lockout procedure and its effectiveness in departments on an annual basis. Someone other than those employing the lockout procedure performs such audits. 5.9.1 Procedural Requirement of Departments Each City department requiring use of the lockout procedure must have a written procedure that covers all of the following: ✓ Methods for locking out the main power source to prevent unexpected or inadvertent movement of the machine. ✓ Methods for locking or tagging equipment. Locks and tags are preferred jointly, unless there is a sound reason why only one method can be used. ✓ Methods for lockout by multiple personnel. 39 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS ✓ Test methods to ensure the switch or valve cannot be operated. ✓ Identification of the reason for the lockout, your name and method of contact, and date the tag vas put in place on the tag. ✓ Methods for releasing stored or blocked stored energy (mechanical, hydraulic, air, etc.) before equipment is locked -out for repairs. ✓ Provisions for appropriate safety locks individually keyed to employees personally. ✓ Methods for employees to keep personal control of your key(s) while safety locks are in use. ✓ Methods allowing only the employee exposed to the hazard to place or remove the safety lock. ✓ A method to check the safety of the lockout by attempting a start-up after making sure no one is exposed. ✓ Identification of department equipment requiring lockout and where to lockout that equipment. ✓ Training authorized employees in the procedures, and affected employees in an overview of the procedure and what to do in case locks or tags are encountered. 5.9.2 Procedural Steps Required The procedural sequence followed in locking out equipment is: ✓ Initiate lockout notice with announcement of maintenance or repair schedule. Ensure maintenance schedule for all equipment includes applicable lockout requirement. ✓ Notify all affected employees that a lockout is being performed. ✓ If the equipment is operating, shut it down by normal stopping procedures (switch, stop button, etc.). ✓ Disconnect the source of energy for the equipment. Reference the department lockout list for identification of equipment and their respective lockout locations. ✓ Lockout the equipment with the lock assigned for this purpose. ✓ Check to ensure that no personnel are exposed and operate the equipment's on or start switch to ensure the equipment is de -energized. Return buttons to their neutral position after this check is performed. ✓ The equipment may now be adjusted, cleaned, or repaired. Guards may be removed for this purpose. 5.9.3 Blocking Equipment Some machine's operating parts and certain mechanical equipment can slip accidentally. Blocking -out machinery and equipment can prevent this 40 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS potential hazard. If blocking is required, develop procedures based upon the following: ✓ Physically block-out air operated, gear driven, hydraulically operated units, or suspended parts of a machine or equipment to prevent movement. ✓ Bleed down steam, air or hydraulic cylinders. ✓ Block-out gears, dies and other mechanisms. ✓ Put blocks under raised dies, lifts, or any equipment that might descend, slide, fall or roll. ✓ Release coiled springs, spring-loaded devices and security cams. ✓ Use blocks or special stands under raised vehicles, machines or equipment to prevent failure or slippage of the jack or elevating device. The site below reaches the Cal/OSHA regulation governing lockout/tagout procedures for use while cleaning, repairing, servicing, or adjusting equipment. httl2://-\,vww.dir.ca.gov/Title8/"`3314.html 5.9.4 Roles 5.9.5 Responsibilities 5.9.6 Training 5.9.7 Records OSHA has prescribed the limits established by the .American Conference of Governmental Industrial Hygienists (ACGIH) as a standard for occupational noise exposure. Both the sound pressure level of the noise and the total duration of the noise exposure are considered to determine if these limits are exceeded. Exposure to noise equaling or exceeding 85 dB in the A scale (dBA) for an eight- hour period (referred to as a time—weighted average) establishes the point at which the City- department must develop a hearing conservation program. Whenever the time -weighted average exposure (TWA) exceeds 85 dBA for 8 hours, or information indicates the employee exposure may equal or exceed 85 dBA TV' A, the City department does the following: ✓ Monitors, or has monitored, the employee(s) noise level exposure. This can be performed through either area or personal monitoring and should be performed by someone who is trained in the use of the measuring equipment. 41 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS Area monitoring is generally unacceptable for jobs with high worker mobility or high impact sound levels. ✓ Repeats monitoring whenever there is a change in equipment, the addition of new equipment, or changes in work procedures such that additional employees may be exposed or attenuation provided by the hearing protectors may no longer be sufficient to protect employees. ✓ Establishes and maintains an audiometric testing program for the employee. This includes annual testing at no cost to the employee and evaluation of the results by a trained technician. ✓ Informs the employee of any threshold shift in their ability to hear. ✓ Takes steps through engineering or administrative procedures to reduce the employee exposure to less than 85 dBA TWA. ✓ Provides hearing protectors for employees and requires their use for the following employees: o Those employees exposed to more than 85 dBA for an 8 -hour TWA, and o Have not had a baseline audiometric test, or o Whose audiometric exams have indicated a threshold shift, or o rev employee exposed to more than 90 dBA for an eight-hour TWA The City provides hearing protectors for employees who are required to use them for protection against noise exposure. These protectors shall include different types and sizes in order to meet the variety of fit requirements of employees. Employees exposed to noise requiring the use of hearing protectors are trained in the use and fit of the protectors. Should anyone believe that they are exposed to noise levels in excess of the above levels, it should be reported and the appropriate measures of the exposure shall be made. Headsets for playing music are not acceptable for hearing protection, or allowable when operating any City equipment. 5.10.1 Training Program VKlienever a City department has employees exposed to noise levels at or above 85dBA for an 8 -hour TWA, the department provides training to the employee and ensures employee participation. Training program is repeated annually. Content of training is: ✓ The effects of noise on hearing ✓ The purpose of hearing protectors ✓ The purpose of audiometric testing The department is to make available Article 105 of General Industry Safety Orders, Title 8 (see hypertext below) to the employees and to post in the workplace. The department is also to make available to employees any information pertaining to this standard from Federal OSHA. 5.10.2 Recordkeeping 42 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS Accurate records of the employee exposure measurements are to be maintained for at least two years, although it is recommended, that if not repeated, they be kept as long as they reflect current exposure. Audiometric test results shall be kept for the duration of the affected employee's employment. Access to these records is granted to any employee, former employee, representatives designated by employees, or authorized representatives of the Division of Occupational Safety & Health (ROSH) upon request with reasonable notice. The site below reaches the Cal/OSHA regulation governing Hearing Conservation. httt)://Nv�vw.dir.c-,i.goN,/Title8/sb7gl5alO5.html The site below reaches Federal OSIIA's website regarding hearing conservation: http://ww\v.cdc.gov/niosh/96-1 10.html 5.10.3 Roles 5.10.4 Responsibilities 5.10.5 Training 5.10.6 Records 5.11 Bloodborne Pathogens It is the City's policy to protect the health and safety of employees through the establishment and enforcement of this exposure control plan that eliminates or minimizes occupational exposure of employees to blood-borne pathogens. This exposure control plan identifies employees who are subject to occupational exposure to blood-borne pathogens, establishes information and training standards for those employees, establishes a voluntary immunization program for the Hepatitis B virus that provides protection for City employees from occupational exposure to blood-borne disease. Bloodborne pathogens refer to pathogenic microorganisms that are transmitted in human blood and body fluids. This section details controls to prevent employee exposure, procedures to follow to clean-up spills, and a post -exposure protocol to follow. The most Widely known bloodborne pathogens are hepatitis (B & C) and 43 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS human immunodeficiency virus (HIV). Of these three most common bloodborne pathogens, hepatitis B is the most infectious. It is not reasonably anticipated that many City employees will be exposed to bloodborne pathogens. The exceptions are noted below. Those who have been identified by the City as "reasonably anticipating" exposure to bloodborne pathogens follow an exposure control plan designed to minimize exposure. Any employee, who believes that the exposure exists for them, and has not been identified, should bring thew- concern to the attention of their supervisor. 5.11.1 Exposure Determination The following tasks and procedures are reasonably anticipated to involve exposure to blood, body fluids, or other potentially infectious materials: ✓ Performing first aid duties and /or emergency medical treatment other than as a collateral duty; ✓ Performing mouth to mouth resuscitation other than as a collateral duty; or, ✓ Performing custodial duties in bathrooms, jail area, library, parks, or other public area where needles may have been disposed of in trash receptacles. All personnel in at least the following job classifications are determined to have Occupational Exposure or Potential Occupational Exposure: Public Safety Sworn Personnel Community Services Officer Evidence Technician Volunteer Auxiliary Firefighter Reserve Public Safety Officer Public Works Maintenance Worker I & II Seasonal Maintenance Assistant Public Services Supervisor 5.11.2 Training & Information Recreation: Recreation Services Manager Recreation Supervisor I.,ifeguards Recreation Leader Facility Attendant Employees in the above classifications receive training at no cost to the employee provided during working hours. The department provides training on bloodborne pathogens within IU days of hire and annually thereafter. Training includes, at a minimum, the following elements: 1. A copy of the standard and an explanation of the contents; 2. A general explanation of the epidemiology and symptorns of bloodborne diseases; 44 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS 3. An explanation of the modes of transmission of blood borne pathogens; 4. An explanation and copy of this Bloodborne Policy; 5. An explanation of the appropriate methods for recognizing tasks and other activities that may involve exposure to blood and other potentially infectious materials; 6. An explanation of the use and limitations of methods that will prevent or reduce exposure including appropriate engineering controls, administrative or work practice controls, and personal protective equipment; 7. Information on the types, proper use, location, removal, handling, decontamination and disposal of personal protective equipment; 8. An explanation of the basis for selection of personal protective equipment; 9. Information on the hepatitis B vaccine, including information on its efficacy, safety, method of administration, the benefits of being vaccinated, and that the vaccine and vaccination shall be offered free of charge; 10. Information on the appropriate actions to take and persons to contact in an emergency involving blood or other potential infectious materials; 11. An explanation of the procedure to follow if an exposure incident occurs, including the method of reporting the incident, the medical follow-up that will be made available, and the procedure for recording the incident on the Sharps Injury Log (Sharps Injury Log pertains to medical personnel only); 12. Information on the post -exposure evaluation and follow-up that the employer is required to provide for the employee following an exposure incident; 13. An opportunity for questions. Training Records contain the following: 1. The dates of the training sessions; 2. The contents or a summary of the training sessions; 3.The names and qualifications of the person(s) conducting the training; and 4. The names and job titles of all persons attending training sessions. 45 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS Training Records are maintained for 3 years from the date on which the training occurred. 5.11.3 Methods of Compliance — Exposure Control Plans Those departments with exposed employees must create an Exposure Control Plan. Departments required to have an Exposure Control Plan are: Public Safety Public Works Recreation You are not required to have an Exposure Control Plan if the sole exposure is the likely provision of first aid as a collateral duty to injured workers or public prior to emergency personnel arriving. The Exposure Control Plan is reviewed annually and updated as needed. Universal precautions are observed by all city employees in order to prevent contact with blood or other potentially infectious materials. All blood or other potentially infectious material shall be considered infectious regardless of the perceived status of the source individual. Work practice controls are identified in the department exposure control plan and cover at least the following: 1. Engineering controls that will reduce the exposure are identified as the primary control step. This includes the use of "safety" needles for emergency response personnel, or the documentation on why they cannot be used. 2. Work practice controls that will reduce the exposure are identified as the second control step. 3. Personal protective equipment necessary to protect employees and reduce the exposure. The location of specific personal protective gear such as face, hand, body, and eye protection is specifically identified in the department exposure control plan. 4. Personal sanitation practices to reduce and control bloodborne pathogens exposure. S. Proper practices for the disposal of "sharps" or syringes regardless of where found. This applies predominately to Emergency Response personnel and Recreation and Parks. 6. Spill clean-up procedures, if applicable. 7. Post -exposure evaluation and follow up are identified in the Exposure Control Plan (see Post Exposure Protocols below). 46 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS I lepatitis B vaccine provisions (see below). 5.11.4 Hepatitis B Vaccine Hepatitis B Vaccination is available to the above job classifications upon hire or any time thereafter and to aM employee after exposure. All employees of the City who come in contact with bloodborne pathogens in the normal course of their work duties shall be offered the Hepatitis B vaccine, at no cost to the employee. The vaccine shall be offered within ten (10) working days of their start of employment, unless the employee has previously had the vaccine or who wishes to submit to antibody testing which shows the employee to have sufficient immunity. Employees who do not elect to participate in the vaccination program are required to complete the declination form. Employees who initially decline vaccination can elect at any other time to commence vaccination. Record of completion or declination of the vaccination program shall be filed in a Confidential Medical File. Vaccination services are provided during work hours, and employees shall be provided with transportation to vaccination service sites if not available at the employee's work site, or with mileage reimbursement if applicable. A copy of this procedure shall be provided to the medical services provider selected by the City to provide Ilepatitis B vaccinations to City employees. 5.11.5 Post Exposure Protocols Should a City employee be exposed to bloodborne pathogens in the course of employment, the follo-\ving protocols are a part of individual exposure control plans: ✓ Reporting requirements, including immediate notification of the supervisor and, if necessary, completion of workers' compensation forms. An accident investigation is always completed after an exposure incident. ✓ Post exposure evaluation and follow-up care shall be made available at no cost to all employees who have an exposure incident. ✓ Immediately following an exposure incident, the employees shall be provided a free confidential medical evaluation, confidential medical counseling, and follow-up care outlined. The licensed medical provider is provided a copy of the requirements under Cal/OSHA (see link below). ✓ Documentation of the route of exposure, circumstances in which the incident occurred and identification and documentation of the source individual, unless the source is unknown, shall be placed on the exposure treatment sheet. 47 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS ✓ The source individual's blood shall be tested as soon as possible, after consent is obtained, for HIV infectivity. Unsuccessful attempts made to obtain consent shall be documented. HBV testing shall be ordered immediately on the source blood if available. Specimen may be frozen until HIV consent is obtained. ✓ Source testing for HBV and/or HIV need not be repeated when the source individual is known to be infected with HBV or HIV. ✓ The results of the source individual's blood tests shall be made available to the exposed employee. The employee shall be informed of applicable laws. ✓ Exposed employees shall be offered the hepatitis B vaccine. Should the employee decline the hepatitis B vaccine; the employee shall sign a declination form. Should the employee change their mind regarding accepting hepatitis B vaccine in the future, it shall be provided to the employee at no cost. All findings, diagnosis, and medical records regarding exposure shall remain confidential and maintained by the City. Medical records are kept for thirty years. The site below reaches the Cal/OSHA regulation governing bloodborne pathogens. http://w-,v-,v.dir.ca.gov/Title8/5193.btml 5.11.6 Roles 5.11.7 Responsibilities 5.11.8 Training 5.11.9 Records 5. 9 arab ve Motionj tion The purpose of this Policy is to minimize repetitive motion pain and injuries through proper workstation setup for new employees, early reporting of suspected repetitive niotiun injuries, an evaluation of workstations upon request, controlling the ergonomic hazards that cause repetitive motion injuries, and to provide for training where similar -\vorkplace activities occur. Each department is directed toward developing the specific policies and procedures that are required for their department to minimize repetitive motion injuries to employees. While a majority of the exposure may be related to workstation design, 48 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS some repetitive motion injuries stem from tool use, material handling, and other activities. 5.12.1 Procedures New Employees - New employees may request a workstation evaluation if experiencing discomfort, or if questions regarding workstation adjustment arise. This is to be requested through your supervisor and provided by the Human Resources Department. Existing Employees — All departments are required to have polices and practices that emphasize early reporting of pain associated with repetitive motion injuries. Upon knowledge of a report of pain, the following steps are followed: ✓ Employees are asked if they wish medical attention. ✓ The report of pain associated with repetitive motion injuries is reported to the Human Resources Department. At Human Resources Department's discretion, someone from that department or an outside contractor shall evaluate the source of the pain. An evaluation, with recommendations, if any, for relief of the pain, is scheduled within a reasonable time. ✓ Employees who receive evaluations for suspected repetitive motion injuries are recommended to follow the evaluator's suggestions. ✓ Should the pain not be relieved based upon the initial evaluation and good faith efforts by the employee to improve repetitive motion behaviors, a specialist in ergonomics shall also evaluate the employees' work. Training — Employees are trained in the prevention of repetitive motion injuries based upon their job assignment. At the least this training consists of: ✓ Communication of this policy. ✓ Training in methods of adjusting chairs, tables, monitors, and keyboards. ✓ Training in methods of safe tool use. ✓ The symptoms of repetitive motion injuries. ✓ The equipment available to relieve workstation stress (lumbar support pillows, footrests, alternative mice, and alternative keyboards. ✓ The importance of early reporting of repetitive motion pain and injury. 49 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS The site below reaches the Cal/OSHA regulation governing control of repetitive motion injuries. http: / /w-,vw. dir.ca.gov/Title8 /511 O.html 5.15 Personal rot con Equipment 5.15.1 Roles 5.15.2 Responsibilities 5.15.3 Training 50 Rev: September 2010 SPECIAL HAZARD PROGRAM REQUIREMENTS 5.15.4 Records 51 Rev: September 2010 D E F I N I T 1 0 N S 6.1 Definitions of terms and abbreviations used in this Manual ANSI American National Standards Institute Cal/OSHA California Occupational Safety and Health Administration Cal/OSHA California Occupational Safety Standards, Title 8 of California Standards Code of Regulations. CCR Title 8 California Code of Regulations, Title 8, Safety and Health Codes Competent One who is capable of identifying existing and predictable Person hazards in the surroundings or working conditions which are unsanitary, hazardous, or dangerous to employees, and who has authorization to take prompt corrective measures to eliminate them. DOSH California Department of Occupational Safety & Health Incident Any event that is unexpected and has the potential to cause injury or illness to personnel, damage to property, or has caused any of the previous. JSA Job Safety Analysis OSHA Federal Occupational Safety & Health Administration Qualified Person One who by reason of training, experience, or instruction has demonstrated the ability to perform safely all assigned duties, and when required, is properly licensed. TWA Time -weighted average. Refers to noise level exposure over a period of time. See Hearing Conservation. 52 Rev: September 2010 APPENDICES 53 Rev: September 2010 AppetWbc va and m a l a Employee Safety Suggestion New Employee Orientation Training Employee Training Documentation (for Groups) Individual Employee Training Documentation IIPP Awareness Level Presentation Evaluation Personal Protection Equipment Assignment Immediate Supervisor's Report of Employee Injury Accident/ Incident Investigation Confined Space Permit Bloodborne Pathogen Exposure 54 Rev: September 2010 gO"NERr PARx EMPLOYEE SAFETY SUGGESTION FORM 19 �`� 62 CITY OF ROHNERT PARK TITLE 8 HEALTH AND SAFETY FORM CALIFORI}A This form is for use by employees who wish to make suggestions or report an unsafe condition or practice. Name (option): Date: Location or area of unsafe condition or action: What unsafe condition or action did you see? What do you think might have caused this? How would you suggest improving safety? Has this been reported to the supervisor or Safety Coordinator? Yes No • The City of Rohnert Park encourages employees to participate in communications involving safety. • The City of Rohnert Safety Committee will investigate every suggestion and advise the employee of the response following the bi-monthly Safety Committee meeting at which the suggestion is considered. • Responses to anonymous suggestions will be written and posted on the employee bulletin boards. 55 �pHA[8RT P�}R�, NEW EMPLOYEE �"'' ORIENTATION TRAINING 19 62 cA��oR��A CITY OF ROHNERT PARK TITLE 8 HEALTH AND SAFETY FORM Employee Name: Job Position: Date(s) of Training: Trainer: Check off each item as you discuss it with the new employee: 1. Reviewed safety policies and the location and contents of the [[PP. 2. Explained functions of health and safety committee. 3. Covered employee rights to ask questions and provide information/suggestions regarding health and safety issues; to notify management of any condition he/she believes to be hazardous without fear of reprisal; and to receive information regarding any hazards associated with their job assignment. 4. Encouraged to make suggestions and report hazards at any time using the Employee Safety Suggestion Form. 5. Reviewed health and safety rules, practices, responsibilities and disciplinary procedures defined in the IIPP. 6. Reviewed accident and injury reporting procedures. 7. Reviewed emergency action plan and evacuation routes. 8. Located first aid kits and fire extinguishers and use of fire extinguishers. 9. Discussed existence and location of: (a) the Hazard Communication Program and MSDS documents; (b) the Ergonomics Program; (c) the Exposure Control Plan for Bloodborne Pathogens; (d) the Chemical Hygiene Plan for City Process Laboratories; (e) the Confined Space Program; (f) the Hot Work Procedures; (g) the Procedure for Hazardous Energy Control ("Lockout/Tagout"); and (h) the Respiratory Protection Program. Performed training as it applies to employee's position. I acknowledge that I received information on the above subjects during my orientation. Employee Signature: Date: I have instructed the employee in the items checked above. Signature of Trainer: Date: Describe training materials and aids used for training (attach copies, if applicable). 56 �0"NERT PA4k EMPLOYEE TRAINING � DOCUMENTATION 19 62 CITY OF ROHNERT PARK AL'�01�"P TITLE 8 HEALTH AND SAFETY FORM Name of Trainer Date Work Location/Job Class Number of Hours Training Topic(s) Training Materials and Aids (attach a copy of materials, if applicable) Print Name Signature 57 o�xNExr p.44k INDIVIDUAL EMPLOYEE 19 62 TRAINING DOCUMENTATION CITY OF ROHNERT PARK TITLE 8 HEALTH AND SAFETY FORM Employee Name Date Work Location/Job Class Number of Hours Name and Title of Trainer Describe the training: List training materials utilized, including written materials and handouts, videos, etc. (attach copies, if applicable): I acknowledge that I received the training described above. EMPLOYEE SIGNATURE: DATE: I have instructed the employee as described above. SIGNATURE OF TRAINER: DATE: 58 oF,NT PRx IIPP AWARENESS LEVEL 19 62 PRESENTATION EVALUATION CITY OF ROHNERT PARK cArF°xr+'' TITLE 8 HEALTH AND SAFETY FORM Employee Name: Job Position: Date(s) of Training: Trainer: Please take a minute now or at your convenience to answer a few questions and provide comments or suggestions, if any, about the presentation. If you wish to complete the evaluation at a later date, please return the form to Terri Griffin or John McArthur. 1. Did you feel the presentation provided you with enough information on the topics included in the IIPP? Yes No 2. If you checked "No," about which topic(s) would you have preferred additional information? 3. Any additional comments or suggestions? 59 QRrs�xr R�yR� PERSONAL PROTECTIVE EQUIPMENT ' ASSIGNMENT FORM CITY OF ROHNERT PARK TITLE 8 HEALTH AND SAFETY FORM All affected employees must receive PPE training that includes when PPE is necessary, what PPI is necessary and why; how to wear PPE properly; PPE limitations and capabilities; and PPE care and maintenance. Each affected employee must be fitted property with the assigned PPE. The following individual has been assigned PPE, has been fit tested, and has received training. Employee: Training/Issuance Date: Name and Title of Trainer: The following is a list of PPE assigned to this employee, including the manufacturer, model and any identification numbers: PPE Type/Description Manufacturer Model, Style, Size, Other Identifier 60 FORWARD TO THE HUMAN RESOURCES DEPARTMENT Department: IMMEDIATE SUPERVISOR'S REPORT OF EMPLOYEE INJURY (Please Complete in Detail Name of Inured Age Married? ❑ Male ❑ Female Date of Accident Hour a.m./p.m. Job Title Nature of injury What have you done to eliminate this condition? Who gave First Aid, if any? ❑ Lack of training ❑ Not using personal safety devices ❑ Horseplay Names of Witnesses Name and address of Physician.- ❑ Other (specify) Was inured acting in regular line of duty? Unknown Did injured leave work? Date: Time: Did inured return to work? Date: Time: Describe the accident and where it occurred: IMMEDIATE SUPERVISOR'S EVALUATION Analysis of Please mark the reasons that, in your opinion, caused the accident. In most cases there will be several Accident reasons under both unsafe conditions and unsafe acts contributing to the accident. Fill out in detail. AN UNSAFE CONDITION EXISTED (Check all that apply) ❑ Defective equipment — tools ❑ Slippery or uneven walking surfaces ❑ Equipment not properly guarded ❑ Faulty layout of facilities ❑ Poor working conditions (light, ventilation) ❑ Poor Housekeeping ❑ Other (specify) What have you done to eliminate this condition? AN UNSAFE ACT RESULTED FROM (Check all that apply) ❑ Lack of training ❑ Not using personal safety devices ❑ Horseplay ❑ Not following rules ❑ Physical or mental handicap ❑ Improper work method ❑ Haste, chance taken ❑ Boredom, inattention ❑ Improper body position ❑ Other (specify) What have you done to correct this act? Date inured worker given claim form: Time: Supervisor's signature: Dept. Head Signature: Date of report: Dept. Safety Officer: R.E.M.I.F — P.O. 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U C v LL z; a` F[ a aIa a a a s a a'ja � �II LL yyNN'NNNNNN NIN NiNNNNN NL aIIA o m Q U � p i i 1•• N. �' I n c W m a m vaaaaaa,¢ a a. a a; a a� Q NNNNINN Z f u d W c a a o a a, a a a a a a a{ a a a al a a�< v �a ° L« N N E CIO 15 a a,a ° - - O N'N m m u U I z a w u o ° ad MMMMMM'.Ma QQQjaa MMja � c c Q c r E - ,� ._ a ' E $ �- d' N � N O - ly O � 0 z E c ` - v c � v � v r a a Ei o z' 75 c ° 12 >o rn ° 0 0 N (n 0 a m 0 a 111 1 �I E o y m U - . o� E - - E U) o o o a E a • .oJ a O0o o Z. al ml c T N O N 6 p. of �n n nm c m �maaw�`�� zu - _ LL v °i o vv v " g � Eli a ¢ o o_< Oia a! ai aiiL U r-!� alU 0 0 al a ¢I to Appendix Q Ccde of Safe Practices General 1. All persons shall follow these safe practices/rules, render every possible aid to safe operations, and report all unsafe conditions or practices to the supervisor. 2. Supervisors shall insist on employees observing and obeying every rule, regulation, and order as is necessary to the safe conduct of the workplace and shall take such actions necessary to obtain observance. 3. All employees shall be given accident prevention instructions whenever a new task is introduced or a task is changed which could cause an accident or injury. 4. Anyone known to be under the influence of drugs or intoxicating substances shall not be allowed on the job while in that condition and is subject to appropriate action. 5. Horseplay, scuffing and other acts which tend to have an adverse influence on the safety or well being of the employees are prohibited. 6. Work tasks shall be well planned and supervised to prevent injuries when handling all materials and in working with equipment. 7. No employee shall knowingly be permitted or required to work while his/her ability or alertness is so impaired by fatigue, illness, or other causes that might unnecessarily expose him/her or others to injury. 8. All injuries shall be reported promptly to the supervisor so appropriate arrangements can be made for medical or first aid treatment. 9. When lifting heavy objects, proper lifting techniques will be used. 10. All employees shall be provided with hazard communication and accident prevention information. General Office 1. Report all unsafe conditions and equipment to your supervisor or the Health and Safety Officer or H and S staff. 2. Report all. injuries and illnesses to your supervisor. The supervisor or manager shall report the event to the Health and Safety Officer or H and S staff immediately. 69 Rev: September 2010 3. Means of egress shall be kept unblocked, well lighted and unlocked during working hours. 4. In the event of fire, sound alarm and evacuate. 5. Upon hearing fire alarm, stop work and proceed to the nearest clear exit. Gather at the designated location. 6. Only those designated Emergency Plan Coordinators shall respond to a fire or other emergency. 7. Exit doors must comply with fire safety regulations. 8. Stairways should be kept clear of items that can be tripped over and all areas under stairways that are egress routes should not be used to store combustibles. 9. Materials and equipment will not be stored against doors or exits, fire ladders or fire extinguisher stations. 10. Aisles must be kept clear at all time. 11. Work areas should be maintained in a neat, orderly manner. Trash and refuse are to be disposed of in proper waste containers. 12. All spills shall be cleaned up promptly. 13. Files and supplies should be stored in such a manner to prevent damage to the supplies or injury to personnel when they are moved. Heaviest items should be stored closest to the floor and lightweight items stored above. 14. All cords located in areas where they can be a tripping hazard must be taped down or inserted through rubber protectors. 15. Never stack materials precariously on top of lockers, file cabinets, bookcases, or other high places. 16. Never leave lower desk or cabinet drawers open that present a tripping hazard. Use care when opening and closing drawers to avoid pinching fingers. 17. Do not open more than one upper drawer at a time; particularly the top two drawers on tall file cabinets. 18. Always use the proper lifting technique. Never attempt to lift or push an object which is too heavy. Contact your supervisor when help is needed to move a heavy object. 19. Individual heaters and fans are not allowed in the work areas. 70 Rev: September 2010 20. All electrical equipment should be plugged into appropriate wall receptacles or into an extension of only one cord of similar size and capacity. Three - pronged plugs shall be used to ensure continuity of ground. 21. When carrying material, caution should be exercised in watching for and avoiding obstructions, loose material, etc.. 22. Appliances such as coffee pots and microwaves should be kept in working order and inspected for signs of wear, heat or fraying of cords. 23. Equipment such as scissors, staplers, etc., should be used for their intended purposes only and should not be misused as hammers, pry bars, screwdrivers, etc.. Misuse can cause damage to the equipment and possible injury to the user. 24. Cleaning supplies should be stored away from edible items. 25. Cleaning solvents and flammable liquids should be stored in appropriate containers. 26. Solutions that may be hazardous shall be kept in well labeled containers. 27. No obstacles are to be left where a person could trip over them. 28. Use step ladders or step stools for high reaching. Never use a swivel chair or piled -up -boxes. 29. Avoid leaning back on chairs. 30. Know the locations of exits, fire extinguishers, and first aid equipment. 31. Smoking is permitted in designated areas outside of the building. 32. Be sure that your workstation has been ergonomically adjusted. Field Activities 1. All persons shall follow all requirements as outlined in the Field Health and Safety Plan. 2. Supervisor shall insist on employees observing and obeying every rule, regulation, and order as is necessary to the safe conduct of the work, and shall take such actions as are necessary to obtain observance. 3. All employees shall be provided with hazard communication and accident prevention information associated with field activities. 4. Field personnel will participate in the required health and safety training and medical surveillance programs. 71 Rev: September 2010 5. All employees shall immediately report accidents, injury, illness and toxic exposures immediately to their supervisor. 6. To properly use and care for all personal protective equipment and field instrumentation used while conducting field duties. 7. Properly plan and safely execute field work. 8. Practice good personal hygiene while performing field duties. Always wash hand and face thoroughly before leaving the site or as soon as possible thereafter. 9. Avoid contaminating the interior of vehicles by practicing good hygiene. Remove boots and any contaminated articles by placing them in a plastic bag before entering the vehicle. 10. If heavy equipment or other vehicles are present, stay out of traffic routes. 11. Do not touch any materials without appropriate gloves or other personal protective equipment. 12. Decontaminate all personal protective equipment onsite whenever possible. 13. Stay upwind and a safe distance away from high hazard areas to prevent exposure whenever possible. 14. Never enter a confined space area. 15. Store field equipment at the field shop to prevent contamination of the office or your home. 72 Rev: September 2010 Procedures Public Safety — Fire Services Division 73 Rev: September 2010 ROHNERT PARK DEPARTMENT OF PUBLIC SAFETY FIRE SERVICES DIVISION INJURY AND ILLNESS PREVENTION PROGRAM (TEMPORARY DRAFT- OCTOBER 2009) 1.0 GENERAL 1.1 Purpose The Injury and Illness Prevention Program (IIPP) establishes the Rohnert Park Department of Public Safety- Fire Services Division, as required by Title 8, California Code of Regulations, Section 3203, as the administrator of the Health and Safety Program for Fire Services Division (FD) . The Injury and Illness Prevention Program includes information on FD implementation of the safety program's critical elements: • Program responsibilities • Compliance methods to ensure safe work practices • Communication system on health and safety issues • Hazard assessment and periodic inspections of work areas • Health and safety training • Accident investigation • Record keeping • Program evaluation 1.2 Scope The Fire Services Division Injury and Illness Prevention Program applies to all operations performed for Department fire operations and may also develop health and safety policies, guidelines, rules and/or Standard Operating Procedures (SOPs). The Health and Safety SOPs of the Injury and Illness Prevention Program are the minimum standard. 2.0 PROGRAM RESPONSIBILITIES 2.1 Department IIPP Administrator/Safety Coordinator The Injury and Illness Prevention Program (IIPP) Administrator is Fire Commander Jack Rosevear. Fire Commander has the overall authority and responsibility for the Division program implementation. The Fire Division Supervisors, PSO Captains and Division Training Officer, assist in coordinating program implementation and ensuring compliance in the Division. 2.2 Fire Supervisors & PSO Captains 74 Rev: September 2010 All Fire Division supervisory personnel and PSO Captains are responsible for program implementation on their teams and facilities. Division supervisors are required to be knowledgeable of the IIPP and to provide the necessary leadership and resources to assure program effectiveness. 2.3 Fire Division Staff and Volunteers All FD employees and volunteers are responsible for support of the IIPP. Responsibilities include participation in general and job -specific health and safety training, adherence to safe work practices, and reporting hazards. In addition, FD supervisors and PSO Captains are responsible for providing the necessary leadership and resources to assure program effectiveness when acting as scene supervisors or crew leaders during an emergency incident, training or other activities. 3.0 COMPLIANCE Fire Division supervisory personnel ensure that all safety and health policies and procedures are clearly communicated and enforced within the Division or areas of responsibility. Fire Division supervisors, PSO Captains and Acting Captains also ensure that the safety and health policies and procedures are complied with during incidents, emergency events, activations of the Emergency Operations Center, training, or at other times when they are providing the Supervision, Facilitation or Incident command. Compliance methods include: 3.1 IIPP Training Injury and Illness Prevention Program (IIPP) Training is offered to all FD staff the month immediately following the annual revision. Training is provided to all assigned Department personnel, fire volunteers, on the IIPP written program, program requirements and the importance of program compliance during transferred employee safety orientation training and ongoing IIPP safety training. Training will also be provided when a new or revised Standard Operating procedure is adopted and whenever the IIPP is revised or updated. The Firehouse software program and Department training program shall tracking attendance and participation using training rosters for each training event within the FD. Training attendance is entered by the Fire Captain or Training Officer upon completion of the training and logged into the Firehouse database. Hard copies of any related training class will be maintained in a file. 75 Rev: September 2010 3.2 Supervisor Evaluation of Safety Performance Department supervisors, PSO Captains and Acting Captains evaluate employee/volunteer safety performance by routine observation of work practices. Division Fire Captains routinely participate in training and emergency response with the staff and volunteers as members of shift team. Therefore, Fire Captains are available for on site evaluation and direct supervision during all aspects of emergency response and management. Administration staff and activities are also monitored for safe work practices and ergonomic safety. Employees and volunteers are counseled regarding safety practices during training, emergency response, Emergency Operation Center activations and at other incidents, events, or functions. Department supervisors and PSO Captains provide supplemental training to correct unsafe work practices. When necessary the fire supervisor may also initiate disciplinary action to correct unsafe work practices. The Fire Captains observe and evaluate employee/volunteer safety performance during emergency calls and training events where they are present. A Safety Officer is assigned via the Incident Command System during every emergency incident and every functional and full-scale training event. The only duty or function of the Safety Officer is to monitor and evaluate operations, and make immediate corrections where necessary to ensure safe operations. Any Department staff member may be assigned as the Safety Officer but in every case, the individual assigned is required to be competent and knowledgably in advanced emergency operations similar to the incident underway. A written Safety Plan and Incident Action Plan is developed for all major hazardous materials incidents and major fire incidents. During very small operations and/or in the initial stages of an emergency response the fire captain on scene fills the role of Incident Commander and Safety Officer until such time as additional qualified responders arrive on scene. During training events, the instructor may assign a Safety Officer or the instructor may act as the safety officer. Instructor student ratios are increased when hazardous training evolutions are conducted. Hazardous training evolutions may include Level A or B Hazmat operations, rescue training, vehicle extrication training, saw training, driver/operator hands on training and live fire training. The number of accidents and/or injuries is very low and is closely monitored by the FD and City Risk Management. Training is documented. In addition, at every hazardous materials incident (other than a simple fuel spill) a Sonoma County Department of Emergency Services Hazmat Specialist is dispatched to respond to the event. The Hazmat Officer's primary job at the scene is to ensure compliance with the Health and Safety Program by ensuring the personal protective clothing is properly utilized, self-contained breathing apparatus are in use if necessary, and the safe practices and procedures are implemented. In addition, each Fire Supervisor, PSO Captain or Acting Captain is responsible for the safety of their crew and/or 76 Rev: September 2010 team and assuring compliance with the Health and Safety program (Personal protective equipment, use of breathing apparatus, etc). During every Emergency Operations Center (EOC) activation, FD staff is on site to monitor set up, operations and safety in the EOC. FD staff and/or management maintain a consistent presence inside the EOC during incident activation. The Safety Officer also periodically inspects safety operations during EOC activation. 3.3 Assessment of Volunteers FD staff shall assure that there is strict adherence by volunteer firefighters and support personnel to safety rules and procedures regarding safe operations, use of appropriate personal protective clothing and maintenance of safe workplaces will result in fewer accident reports, hazard reports, and injuries. The level of awareness and/or competency for volunteer fire fighters, is measured by job performance in training and at emergency events. Strict adherence to safety procedures and guidelines is required during all operations and activities may be immediately halted by the Safety Officer, Chief, Captain and/or Incident Commander if an unsafe act or procedure is identified. Also, volunteers are closely supervised by Company Officers and FD staff are only given assignments that they have been trained and approved for. 3.4 Recognition Program The FD can recognize Employees/volunteers with good safety performance. The Safety Committee will establish the Safety Award criteria and review submittals for the awards. 3.5 Disciplinary Procedures Employees and volunteers failing to comply with health and safety requirements will be disciplined in compliance with the City Personnel Rules and RPDPS Rules and Regulations. Employees or volunteers failing to comply with the health and safety requirements during an emergency response, training event or other activity will be asked to correct the deficiency or behavior immediately or be released from the incident. Serious acts of misconduct and/or noncompliance with the Rules and Regulations may result in disciplinary action. 4.0 COMMUNICATION The FD and Department recognizes the importance of effective, two-way communication on health and safety issues. Several communication methods will be used to ensure that every employee and volunteer is aware of the IIPP requirements and the importance of their participation in the program. 77 Rev: September 2010 Communication with each of the Volunteer Fire Companies is achieved in several ways: • The written IIPP is available at each fire station. • Written Standard Operating Procedures (SOPS) are available at each fire station. • SOPs are developed and revised as necessary to provide safe guidelines to Department, Fire Division assigned staff and volunteers. • Captain and Division Staff Meetings will include a presentation by the Safety Officer including a safety topic and open discussion about safety procedures. • Group e-mail safety messages are periodically sent out to all staff via e-mail database. • Regular engine crew meetings are held to discuss any current problems, procedures, news, and/or training of Fire, Rescue and Hazmat related topics. Whenever possible, face-to-face communication is preferred. This personal communication is usually much more effective in achieving meaningful improvement is Safety Programs and in fostering better or more cooperative working relationships. 4.1 Fire Division Safety Committee The DES Safety Committee will hold Bi -annual meetings to review IIPP implementation on a department -wide level and to review department health and safety policies and procedures. All FD ranks and the POA will have members included in the Safety committee. The purpose of the Fire Division Safety Committee shall be to conduct research, develop recommendations, and study and review matters pertaining to occupational safety and health within the FD. We will review relevant SOPs and the IIPP to verify implementation on a department -wide level. The Safety Committee Members for 2009-2010 are as follows: Aaron Johnson Training Coordinator Dan Adam Safety Officer Joe Ferronato Fire Supervisor Rob Luis PSO-Engineer (Medical) Ryan Foiles PSO-Firefighter Justin Thompson PSO- Captain Steve Boggeri PSO- Captain (USAR) Duane Rosengren Volunteer Firefighter Dale Utecht POA The FD Safety Committee will be responsible for the review of facility inspections; accident investigations with recommendations to management concerning controls; review and response to employee/volunteer Hazard Report forms or verbal hazard reports to FD staff or supervisors; periodic review of safety equipment inspections for completion and correction of deficiencies; Establish Safety Award criteria and review submittals for the awards; and other duties as identified. Written minutes and program activities of each meeting shall be retained and shall be made available to all members. 78 Rev: September 2010 4.2 Hazard Report System Hazard Report Forms will be readily available to employees and volunteers in all facilities to facilitate the anonymous reporting of safety hazards. Employee Hazard Report Forms will be forwarded to the FD IIPP Administrator and the Safety Committee for review. Hazard reports may be submitted anonymously by mail or in person to a supervisor or the Safety Officer. Anonymity is respected and there will be no retaliation or retribution for reporting safety concerns. 5.0 HAZARD ASSESSMENT 5.1 FD Hazard Assessment The Fire Division identifies general safety hazards relevant to each area of operation (Fire, Medical/Rescue response Hazardous Materials Response, Urban Search and Rescue). In addition, specific hazards unique to special operations are identified. The hazard assessment is revised on an annual basis by the FD management and Safety Committee. 5.2 Periodic Inspection Procedures and Documentation Periodic facility inspections are conducted to identify work area hazards and evaluate the effectiveness of controls. The FD Safety Officer coordinates the inspection schedule and is responsible for ensuring that inspections are conducted. The Safety Officer verifies and records the completion of the inspections. The appropriate Safety Committee reviews inspection results. If corrective actions are required, the FD Safety Officer will work with the Fire Supervisors and Commander to achieve the desired correction. In addition to the inspection schedule, inspections are conducted as required in the following situations: • New substances, processes, procedures and equipment result in new hazards in FD facilities or operations. • New, previously unidentified hazards are identified. • Occupational accidents or incidents occur. • Department hires or reassigns employees/volunteers to operations or tasks where a hazard evaluation has not been conducted. • Workplace conditions are judged to warrant an inspection by an employee/volunteer Report of Hazard or by one of the safety committees. Inspections include: • Monthly SCBA inspections • Monthly compressed gas cylinder inspections • Hydrostatic testing of compressed gas cylinders as required by the DOT and manufacturer. • Annual Flow test of SCBA 79 Rev: September 2010 • Annual testing of the breathing air compressor (Utility 3) • Structural fire fighting personal protective equipment (PPE) • Care and cleaning of PPE • Advanced inspection of PPE • Wild land fire fighting PPE • Wild land tent shelters • Oxygen (medical) bottle hydrostatic testing as required by DOT and the manufacturer • Automatic External Defibulator testing and maintenance. • Inventory of nitrile gloves, eye protection and respirator protective equipment for communicable diseases and or aerosols The tracking of safety equipment inventories as well as what has been issued in the field is imperative to ensure continued safe operations. Personal Protective Equipment is tracked and inventoried to ensure replacement equipment is available to responders should their PPE become soiled with soot, smoke, blood, or other contaminants in the course of their duties and/or training. 6.0 HAZARD CORRECTION 6.1 Hazard Correction Procedures Unsafe or unhealthy work conditions; work practices and procedures are corrected in a timely manner based on the severity of the hazards. Hazards are corrected according to the following procedure: • When observed or reported • When an imminent hazard exists that cannot be immediately corrected the supervisor will remove all employees from the immediate hazard, with the exception of those needed to correct the condition. • When an unsafe act or procedure is identified, the Fire Supervisor, PSO Captain, Acting Captain or Fire Commander will immediately call a halt to activities and correct the situation via instruction, demonstration, or other appropriate means. The Rules and Regulations must be followed at all times. The Safety Officer and Safety Committee promptly assess the hazard severity and the time frame for hazard correction. Hazard correction requiring review on the Department level will be referred to the IIPP Administrator (Fire Commander). FD Administration maintains a Hazard Correction Log. This log tracks hazards associated with the following: • Workplace inspections • Accident/incident investigations • Employee Hazard Reports and suggestions • Verbal or E-mail hazard reports • Hazards reported during staff meetings, training, etc. • Corrective action documentation 80 Rev: September 2010 6.2 Hazard Correction Form All corrective actions taken will be documented and dated on the Hazard Correction Form. DES support staff will log and track these corrections. 7.0 ACCIDENT AND INCIDENT INVESTIGATIONS 7.1 Investigation Procedures Injury or accident reports from the Fire Division operations must be submitted to an immediate supervisor. The Fire Supervisor will conduct the immediate initial investigation of all accidents and/or injuries. The purpose of the Supervisor's Investigation is to determine the root cause of the accident/incident and prevent future injuries. The employees/volunteers and any witnesses or members involved with the incident are interviewed and their information included in the investigation. A written report is forwarded to the IIPP Administrator and Department Safety Officer. The IIPP Administrator or the Department Safety Officer initiates a follow-up or Supervisors Investigation to determine the root cause of the injury or accident. 7.2 Safety Committee Review FD Safety Committee reviews accident investigations to determine root causes and, appropriate corrective action. Evaluation of IIPP implementation and effectiveness will be conducted during accident investigation reviews. 8.0 TRAINING 8.1 IIPP Training Requirements All FD assigned employees/volunteers will participate in Division occupational health and safety training on general and job -specific hazards and safe work practices. Division supervisors are required to be trained on all health and safety hazards to which employees under their immediate direction and control are exposed. Training will be provided as follows: • New employees and or volunteers are hired Employees are reassigned to a new area or task with no prior training New substances, operations or equipment are introduced The Fire Division maintains an "In-house" training program utilizing certified instructors and training curriculums for training including: • Recruit Fire Academy • Wild land Classes (5130, S131, S190, ICS 100 and 200) • CPR and AED training • Vehicle Extrication 81 Rev: September 2010 • Medical Aid -EMT skills • Water Safety • Traffic Safety Training instructors utilize written training plans to tailor the instruction to meet the individual needs of the Division operations. Trainees are required to sign a roster at each training or exercise event. Fire Division support staff track the submittal of sign -in rosters. Certified trainings will be acceptable in demonstrating the competency of volunteer fire fighters employed with other agencies, including a certified fire academy (SRJC or equiv). The Department maintains an agreement with the Sonoma County Department of Emergency Services for hazmat response and basic hazmat/decon training. DES maintains an "In-house" training program with California Specialized Training Institute certified trainers to conduct FRA, FRO, IC and all refresher training to members of the Sonoma County Hazardous Materials Response Team and to outside agencies. DES provides hazmat mitigation for incidents within the City with their Hazardous Materials Response Team. 8.5 Training Documentation Written Training plans are attached to this document. Training is documented in the Firehouse database and Department Training database. 9.0 RECORD KEEPING IIPP records will be maintained consistent with the City of Rohnert Park and Department and Records Retention Schedule. 9.1 Hazard Assessment/Periodic Inspection Records Records of hazard assessment and periodic inspections, including the name of the individual conducting the inspection, the unsafe conditions and work practices identified and corrective actions taken will be retained for three years. Records of hazard assessment and periodic inspections will be maintained at the affected facility with a copy forwarded to the IIPP Coordinator. Fire Division support staff maintains tracking folders and filing to ensure retention of the following records: • Hazard Reports • Accident Reports • Injury Reports • Exposure Reports for Communicable Diseases • Supervisor Accident Report Investigations 82 Rev: September 2010 • Facility Inspection Reports • Hazard Correction Reports • Safety Equipment Inspection Reports • Hard copy of training sign -in rosters 9.2 Training Records Training records are maintained in the Firehouse Database and Department Training Database. 9.3 Safety Committee Records Safety Committee minutes and relevant documentation of IIPP communications, compliance, hazard corrections, and accident investigation results will be retained for a minimum of three years. 9.5 Program Evaluations/Revisions Annual program evaluations and revisions will be maintained with the Safety Committee Records for a period of three years. 10.0 PROGRAM EVALUATION The IIPP Administrator and the Safety Committee will evaluate the effectiveness of the Injury and Illness Prevention Program on an annual basis. A report summarizing the IIPP implementation and program status will be submitted to the Public Safety Director. Corrective actions to improve program implementation and deficiencies will be recommended by the Safety Committee and communicated to the IIPP Administrator and Director. 83 Rev: September 2010 RESOLUTION NO. 2010-106 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK RESCINDING RESOLUTION NO. 91-220, ADOPTING A REVISED CITY OF ROHNERT PARK INJURY AND ILLNESS PREVENTION PROGRAM (IIPP), AND DELEGATING TO THE CITY MANAGER AUTHORIZATION TO APPROVE FUTURE IIPP AMENDMENTS WHEREAS, in 1991 the State of California adopted Senate Bill 198, which requires all employers to establish, implement and maintain an effective written Injury and Illness Prevention Program (IIPP); WHEREAS, the purpose of the IIPP is to promote the continual improvement of health and safety in city operations and to eliminate work-related injuries and illnesses; and WHEREAS, on November 12, 1991, the City Council by Resolution No. 91-220. adopted an Injury and Illness Prevention Program; WHEREAS, in 2005 REMIF hired a consultant to update the City's IIPP; and WHEREAS, the updated IIPP has been reviewed and revised by the City's Human Resources consultants and the Citywide Safety Committee, and the updated IIPP is now ready for adoption and implementation. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Rohnert Park hereby rescinds Resolution No. 91-220 and adopts the revised IIPP dated September 2010. BE IT FURTHER RESOLVED that the City Council hereby delegates to the City Manager -authorization to approve and adopt future IIPP amendments as required by law and as the safety needs of the City warrant further revisions. DULY AND REGULARLY ADOPTED by the City Council of the City of Rohnert Park this 14°i day of September, 2010. CITY OF ROHNERT PARK ATTEST .M Clerk (-Y 4; LI!oRKtN BELFORTE: AYE BREEZE: AYE CALLINAN: ABSENT MACKENZIE: AYE STAFFORD: AYE AYES: (4) NOES: (0) ABSENT: (1) ABSTAIN: (0)