Brentwood City Hall


Our home pageContact UsPrevious Page

Central Park Gazebo

CITY COUNCIL AGENDA ITEM NO. 06

Meeting Date: May 14, 2002

Subject/Title: Update Injury and Illness Prevention Plan

Submitted by: Patti Standley, Human Resources Manager

Approved by: John Stevenson, City Manager


RECOMMENDATION
Approve a Resolution to update the City of Brentwood’s Injury and Illness Prevention Plan so that it complies with requirements of Title 8 of the General Industry Safety Order, Section 3203, as amended by Assembly Bill 1127.

PREVIOUS ACTION
Effective September 10, 1991, the City Council approved Resolution 91-119, establishing the Policy No. 70-2, the City’s initial Injury Prevention Program. 

BACKGROUND
Early 2001, the City Manager re-established the City’s Safety Committee. The committee is comprised of representatives from all City departments. The initial focus of the committee has been to update the City’s Injury Prevention Plan. The document that is before you has been reviewed and revised by City staff.

Over the course of the past year, the committee has been working with Charles Boettger of Driver Risk Services to update and implement a revised Injury and Illness Prevention Plan. Mr. Boettger’s services are available to the City through Contra Costa County Municipal Risk Management Insurance Authority (CCCMRMIA). Many of the other member cities are currently updating their IIPP documents to comply with the revised law.

The initial plan that was adopted in 1991 does not meet the current requirements of an Injury and Illness Prevention Plan. As approved, Assembly Bill 1127 and its revisions became effective January 1, 2000. The revised document eliminated the exemption that public entities had from civil penalties resulting from OSHA safety citations. Each serious violation may result in a monetary penalty up to $25,000. 

The revised IIPP document is attached as Exhibit A. The revised document complies with the requirements of AB 1127 by including a description of program responsibilities; methods of compliance; safety communications; hazard assessment process; safety training programs by job type; scheduled periodic inspections; accident investigation process and the establishment of a citywide Central Safety Advisory Committee that is comprised of representatives from all City departments.

FISCAL IMPACT
No fiscal impact.
RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD REVISING COUNCIL/ADMINISTRATIVE POLICY NO. 70-2, INJURY AND ILLNESS PREVENTION PLAN.

WHEREAS, the Central Advisory Safety Committee revised Council/Administrative Policy No. 70-2, with the assistance of Charles Boettger from Driver Risk Services, to update and implement a revised Injury and Illness Prevention Plan (IIPP), and

WHEREAS, the revised IIPP document, attached as Exhibit A, complies with the requirements of AB 1127 by including a description of program responsibilities; methods of compliance; safety communications; hazard assessment process; safety training programs by job type; scheduled periodic inspections; accident investigation process and the establishment of a citywide Central Safety Advisory Committee that is comprised of representatives from all City departments, and

WHEREAS, the City of Brentwood is committed to provide a safe work environment for City administration and field operations personnel, 

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby adopts a resolution and approves the revisions to Council/Administrative Policy No. 70-2 to be implemented effective May 14, 2002.


PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on May 14, 2002 by the following vote:

AYES: 
NOES: 
ABSENT: 
_____________________________
Michael A. McPoland, Sr.
Mayor


ATTEST:



__________________________________
Karen Diaz, CMC
City Clerk/Director of Administrative Services

Exhibit A
COUNCIL/ADMINISTRATIVE POLICY
Subject: Injury and Illness Prevention Plan Policy No: 70-2 Revised: May 14, 2002
Resolution No: Page 3 of 11


PURPOSE

The City of Brentwood is committed to provide a safe work environment for City administration and field operations personnel. The Injury and Illness Prevention Plan is required by Title 8 General Industry Safety Order Section 3203. 

POLICY

The Injury and Illness Prevention Program for the City of Brentwood includes the following elements: a description of program responsibilities; methods of compliance; safety communications; hazard assessment process; safety training programs; scheduled periodic inspections; accident investigation process and the establishment of a citywide Central Safety Advisory Committee.

I. PROGRAM RESPONSIBILITIES:

City Manager: The City Manager’s office is responsible for the overall leadership and administration of the Injury and Illness Prevention Program. The City Manager shall determine the Safety Policy and Administrative Procedures related to safety and will hold Department Heads and Employees accountable for their safety performance and adherence to the codes of safe practices through an annual safety program evaluation and individual performance evaluations.

Human Resources Manager: has been delegated by the City Manager with the authority to implement the Injury and Illness Prevention Program in conjunction with Department Heads. In addition, the Human Resources Manager’s specific Program responsibilities are to:

· Convene and coordinate the activities of the Central Safety Advisory Committee.
· Keep Department Heads informed of safety-related laws and standards.
· Assure that information regarding the IIPP is provided to new employees.
· Maintain OSHA record keeping requirements and injury reporting protocols of the CCCMRMIA.
· Provide loss runs and analysis reports to the Safety Committee periodically as received from CCCMRMIA.
· Coordinate the wellness and health maintenance programs
· Represent the City at the CCCMRMIA Executive Loss Control Committee 
· Coordinate a comprehensive annual evaluation of the implementation of the IIPP

Exhibit A
COUNCIL/ADMINISTRATIVE POLICY
Subject: Injury and Illness Prevention Plan Policy No: 70-2 Revised: May 14, 2002
Resolution No: Page 2 of 11


Central Safety Advisory Committee: This committee shall be under the direction of the Human Resources Manager and shall have the following duties:
· Provide assistance to the City Manager in leading and administering the IIPP.
· Assist Departments with their safety activities, such as safety promotions.
· Review and discuss safety concerns, suggestions or needs of employees and supervisors and respond to the appropriate members of the management team. 
· Review the results of workplace safety inspections to identify and analyze workplace safety concerns.
· Assist various departments in conducting their Safety Inspections as needed.
· Periodically provide meeting minutes and reports as needed to the City Manager and Department Heads on the status of the program, accident trends or unresolved safety issues.
· Develop an overall citywide safety training plan of action.
· Create and disseminate Safety Topics of the Month for employee communications and training. 
· Review accident investigation reports for trends and accident prevention opportunities.

Department Heads: are responsible for the leadership and administration of the safety program in their department. They must ensure that all safety and health policies and procedures are clearly communicated and understood by all employees. In addition, they shall:
· Designate an appropriate representative to attend all Central Safety Advisory Committee meetings.
· Support the Central Safety Advisory Committee's activities, goals and objectives.
· Keep informed of laws, standards and attend management training related to injury prevention.
· Communicate and enforce the codes of safe practices fairly and uniformly.
· Provide and enforce the use of personal protective equipment.
· Ensure that task observations of employees are done periodically to assure compliance with safety procedures.
· Direct that equipment, materials and work areas be maintained in safe condition.
· Actively participate in accident investigations and implement appropriate corrective measures. 
· Arrange for safety self-inspections periodically.
· Implement and participate in department and city-wide safety promotional activities.
· Disseminate safety and risk management information to the appropriate personnel.
· Participate in emergency preparedness & fire prevention drills.
· Establish a safety-training plan so that regulatory requirements are met.

Exhibit A
COUNCIL/ADMINISTRATIVE POLICY
Subject: Injury and Illness Prevention Plan Policy No: 70-2 Revised: May 14, 2002
Resolution No: Page 3 of 11


Supervisors: First line supervisors provide a critical role in the successful operation of a comprehensive employee safety program. Each Supervisor shall make the safety of employees an integral part of their management function. In effectively executing safety responsibilities, supervisors will:
· Keep their Department Head informed of all safety issues or problems.
· Support the Department's safety activities, goals and objectives.
· Understand and enforce safety regulations and codes of safe practices applicable to operations within their area of responsibilities.
· Conduct safety orientations and training of new hires.
· Instruct employees on hazards that are unique to their job.
· Conduct task observations of all employees periodically to assure compliance with safety procedures.
· Conduct regular safety inspections of work areas.
· Hold safety meetings and disseminate risk management information to employees.
· Conduct accident investigations and implement corrective action.
· Ensure that equipment, materials and work areas are maintained in safe condition.
· Provide personal protective equipment and monitor its use.
· Keep informed of laws, standards and attend training related to injury prevention.
· Participate in department and city-wide safety promotional activities.

Employees: It is the responsibility of each employee to work safely and comply with codes of safe practices. Employees are expected and encouraged to assist management in accident prevention activities, and shall:
· Attend scheduled safety training.
· Be aware of and comply with safety regulations and codes of safe practices applicable to the work being done.
· Report unsafe conditions and practices immediately.
· Utilize the 24-hr. employee reporting line (ERMA) to report unsafe activities or conditions, if necessary. 
· Maintain good housekeeping activities at all times.
· Report all injuries and exposures to the person in charge on the day of occurrence, no later then the end of shift.
· Use the personal protective equipment provided.
· Wear appropriate clothing and footwear for the job tasks.
· Operate equipment with all safety guards in place.
· Coach fellow employees on safe work practices, whenever appropriate.
· Perform only authorized jobs.

Exhibit A
COUNCIL/ADMINISTRATIVE POLICY
Subject: Injury and Illness Prevention Plan Policy No: 70-2 Revised: May 14, 2002
Resolution No: Page 4 of 11


II. COMPLIANCE WITH THE IIP PROGRAM:

All employees and management are responsible for working safely, following polices and procedures and assisting in maintaining a safe work environment. The City’s system of ensuring that employees comply with IIP Program include:

· Informing all employees of the provisions of the IIPP.
· Evaluating individual safety performance. 
· Annual evaluation of each Department’s implementation of their safety plan of action.
· Recognizing employees who perform safe and healthful work practices.
· Developing incentive based programs to encourage participation in the safety program.
· Providing training, both initially and remedial to employees whose safety performance is deficient.
· Disciplining employees through standard progressive discipline for failure to comply with safe work practices after being trained and reminded.

III. SAFETY COMMUNICATIONS:

The City of Brentwood recognizes that open, two-way communications between city management and staff on health and safety issues is essential to an injury free, productive City. The following system of communication is designed to facilitate a continuous flow of safety and health information between management and staff in a form that is readily understandable and consists of:

· New employee orientation to include a discussion of safety and health policies and procedures.
· A review of the IIPP with all employees. 
· Regularly scheduled safety meetings within all departments.
· Safety communication bulletins and awareness posters.
· Anonymous safety reporting program through the use of a 24 hr. hotline phone reporting system.
· Safety Training programs.
· Central Safety Advisory Committee meeting minutes posted.
· Material Safety Data Sheets available at each major job location.

Exhibit A
COUNCIL/ADMINISTRATIVE POLICY
Subject: Injury and Illness Prevention Plan Policy No: 70-2 Revised: May 14, 2002
Resolution No: Page 5 of 11


IV. SAFETY HAZARD ASSESSMENT:
Safety Inspection Program:

Safety inspections to identify and evaluate workplace hazards shall be performed in all Departments by the Department Head and/or their designee. The inspections shall be done using an inspection checklist and records of the inspections and documentation of corrective action taken shall be maintained in the Department Heads files. Safety inspections shall be performed according to the following schedule:

· Periodically as determined by the Department Head and/or the Central Safety Advisory Committee.
· When new substances, processes or equipment, which present potential new hazards, are introduced into our workplace.
· When new hazards are recognized.
· Whenever workplace conditions warrant an inspection.

Members of the City Safety Committee, safety & risk control specialists or consultants may do additional inspections. These will be done based upon a specific need or as the result of a serious accident. All reports of inspections will be forwarded to the Department Head for action.

Hazard Evaluation Process:
A comprehensive hazard evaluation process has been conducted whereby all employment positions have been consolidated into general Job Safety Classifications. Department Heads are responsible to link employee job descriptions with Job Safety Classes:

· Sworn Police Officer
· Community Services Officer - Police 
· Inspection Services Personnel
· Parks and Recreation Personnel
· Maintenance Personnel
· Wastewater Treatment Personnel
· Wastewater Laboratory Personnel
· Water Production Personnel
· Water Distribution Personnel
· Solid Waste Collection & Recycling Personnel
· Administrative & Clerical Personnel


Exhibit A
COUNCIL/ADMINISTRATIVE POLICY
Subject: Injury and Illness Prevention Plan Policy No: 70-2 Revised: May 14, 2002
Resolution No: Page 6 of 11

For each Job Safety Classification, a review of the job tasks was performed and records reviewed to ascertain potential and actual safety and health hazards for the Job Safety Classification. From this analysis, 35 General Safety Hazards were distilled, which covers the known potential causes of injury to employees working in the Job Safety Classes:

General Safety Hazards 
Aquatics Lacerations
Burns Mental/Psychiatric Injury
Chemical Spills Motor Vehicles @ worksite
Compressed Air Office Equipment
Dust, Fumes, Mists, Gases & Indoor Air Operation of a Motor Vehicle
Electrical Shocks & Burns Police Pursuit Operations
Emergencies / Disasters Police Arrest Operations 
Falls from Elevations Powered Tools
Falls from Mobile Equipment Repetitive Motion 
Firearms Slips, Trips and Falls
Fires Strains and Sprains
Foot Injuries Struck by Supplies/Equipment
Foreign Body in Eye Tree Falling Operations
Forklifts & Industrial Truck Operations Trenching and Excavation work
Hazardous Materials/Chemicals Violence in the Workplace
Hearing Loss Welding and Cutting
Infectious Diseases and Bloodborne Pathogens Working in Confined Spaces
Ladders 

A Job Safety Analysis for General Work Areas was completed for each Job Safety Class. The process yielded a comprehensive list of preventive safe work conditions, safe work practices and/or personal protective equipment needed to protect the employees who work in a particular Job Safety Classification from injury. The completion of this process resulted in the development of Codes of Safe Practices for all Job Safety Classes. The Job Safety Analysis for General Work Areas and the related Codes of Safe Practices are contained in the appendix of this Injury and Illness Prevention Program.

Exhibit A
COUNCIL/ADMINISTRATIVE POLICY
Subject: Injury and Illness Prevention Plan Policy No: 70-2 Revised: May 14, 2002
Resolution No: Page 7 of 11


V. INJURY REPORTING AND ACCIDENT INVESTIGATIONS:

When an employee is injured on the job, or when they first notice an illness that arose out of or occurred in the course of their job duties, they shall report such instances to their supervisor on the day of occurrence or notice, no later then the end of their shift. Following that report they will receive an Accident Investigation Report to complete. Should the injury require medical treatment beyond First Aid, a DWC Form 1 (Employee's Claim For Workers' Compensation Benefits) and a referral for medical treatment shall be provided. Employee’s who do not report an injury promptly may have their workers’ compensation benefits delayed or denied. The accident will be investigated within 72 hours. The following accident investigation steps will be performed as circumstances allow:

1. Interview the injured employee and any witnesses.
2. Visit the accident scene and corroborate or note any inconsistencies in the testimony of the employee or witnesses. Take photos or make a sketch of the scene if necessary.
3. Examine the workplace factors or unsafe conditions associated with the accident/exposure.
4. Determine the cause of the accident/exposure.
5. Develop a plan for corrective action including the date of implementation.

The results of the accident investigation must be documented on the Accident Investigation Report and reviewed by the Department Head or designee. The report must then be distributed as follows:

· Original to the Human Resources Department.
· Photocopy for Department files.

Accident Reporting Procedures Involving City Vehicles:
For all accidents involving a City vehicle, the Department Head and the jurisdictional Police Department shall be called by the employee/driver. If a City employee is injured in an accident involving a City Vehicle, they shall complete an "Accident Investigation Report" in addition to other required vehicle damage reports pursuant to the City’s Vehicle Policy.

Exhibit A
COUNCIL/ADMINISTRATIVE POLICY
Subject: Injury and Illness Prevention Plan Policy No: 70-2 Revised: May 14, 2002
Resolution No: Page 8 of 11


VI. HAZARD CORRECTION:

It is the City's intention to abate, with all reasonable speed, any hazard, which gives rise to a risk of harm in the workplace. In correcting an imminent unsafe condition, appropriate precautions will be taken to protect the safety of employees. The following plan will be implemented for identified hazards in the work place: 
· Remove or take out of service the hazard where possible.
· Removal or relocation of employees from the area of exposure.
· Provide guarding mechanisms appropriate to the hazard and the specific process or piece of equipment being used.
· Provide appropriate personal protective equipment.
· Adjust work schedules, break periods or job rotation where feasible. 
· Provide training in recognizing and taking self-corrective action regarding the hazard. 

All such action taken and the dates of completion shall be documented by the Department Head or designee and for report to the Central Safety Advisory Committee.

VII. HEALTH AND SAFETY TRAINING:

Training in the hazards unique to the workplace and the procedures to prevent accidents (personal protective equipment, tool guards, safe handling of chemicals, safe use of tools and equipment etc.) is critical to risk control and is required by various Title 8 Safety Orders. The City of Brentwood safety-training program is provided as follows:

· Safety orientation to all new employees upon hire.
· Whenever an employee is given a new job assignment for which training has not previously been provided.
· Whenever new substances, processes, procedures or equipment that represent a new hazard are introduced into the workplace.
· Whenever the City is made aware of a new or previously unrecognized hazard.
· When required by State law. 
· To every supervisor and member of management staff to insure their understanding of the safety procedures and rules which apply to their department.
· Whenever a Department Head feels that additional training is necessary.


Training shall be documented. Records of training activities (orientation, "tailgate safety", workplace security, special workshops, etc.) shall be kept by individual departments.

Exhibit A
COUNCIL/ADMINISTRATIVE POLICY
Subject: Injury and Illness Prevention Plan Policy No: 70-2 Revised: May 14, 2002
Resolution No: Page 9 of 11


Training Subjects: Safety-training subjects include, but are not limited to the following:

1. An explanation of the IIP Program, Codes of Safe Practices, emergency action plan, fire prevention plan, the Employee Assistance Plan for counseling services and ERMA hotline reporting.
2. How to report unsafe conditions or work practices.
3. The safe use of tools and equipment.
4. The use of personal protective equipment and the appropriate clothing for work, including footwear, gloves and eye / face protection from chemical hazards.
5. The provision of medical services and first aid.

In addition, employees will be provided job specific safety training in the following subjects depending on what Job Safety Classification they are in:

· Aquatics Safety
· Bloodborne Pathogens and Exposure Control Plan
· Body Mechanics and Safe Lifting
· Confined Space Entry and Rescue Procedures
· Defensive Driving 
· Electrical Safety 
· Ergonomics and Repetitive Motion Injury Prevention 
· Hazard Communication Program
· HAZWOPER Program
· Hearing Conservation Program
· Industrial Truck Safety
· Materials Handling
· Mobile Equipment Safety
· Police pursuit and arrest operations
· Use of Force Training
· Respirator Protection Program
· Special Operations (Tree Falling)
· Traffic Control Safety
· Trenching Safety
· Service Weapon Safety
· Welding and Cutting Safety
· Workplace Security IIP plan

The above safety training topics will be prioritized by each Department Head based on the needs and hazards of the Job Safety Classes in their department. The actual training is coordinated by the Department Head’s Central Safety Advisory Committee member or training designee, the Human Resources Manager or the Human Resources Department.

Exhibit A
COUNCIL/ADMINISTRATIVE POLICY
Subject: Injury and Illness Prevention Plan Policy No: 70-2 Revised: May 14, 2002
Resolution No: Page 10 of 11




VIII. RECORDKEEPING:

Each Department Head maintains records of accident investigation reports, safety inspections, the action taken to correct identified unsafe conditions and employee safety training. In addition the Administrative Services Department keeps a separate file of Safety Committee records and accident investigations. Loss information and injury statistics including the OHSA 200 log is maintained at CCCMRMIA Risk Management. As a local government entity the City is not required to keep written records of the steps taken to implement the IIP Program.

IX. ANNUAL PROGRAM EVALUATION:

The Human Resources Manager will coordinate an annual evaluation of the citywide Injury and Illness Program with assistance from Risk Management. The evaluation may utilize a variety of information sources, including reports from Risk Management for statistical trending of claims history. Minutes of safety meetings are reviewed for action taken. Accident investigation reports are evaluated for completeness, corrective measures identified and action taken. Department safety activities (safety inspections, employee safety training etc.) are measured against each Departments commitment to implementing the IIPP. This annual review examines the objectives, scope, performance and effectiveness of the Injury and Illness Prevention Program as it is applied in each Department.

The annual evaluation will be presented to the Central Safety Advisory Committee for review and comment, prior to being formally presented to the City Manager. Department Heads are responsible for implementing any recommendations in the report, and the findings are used in the management performance review process.

Department Heads shall utilize the annual evaluation to develop, with other input, a Department annual safety plan. The plan should address and prioritize the safety action steps for the year: dates of new hire quarterly orientations; specific safety training; safety meeting schedules; dates of inspections; personal protective equipment needed and safety communication materials to be used during the following year. 

The Department annual safety plan shall be submitted to the City Manager annually, at a date promulgated by the City Manager's office.


Exhibit A
COUNCIL/ADMINISTRATIVE POLICY
Subject: Injury and Illness Prevention Plan Policy No: 70-2 Revised: May 14, 2002
Resolution No: Page 131 of 11

APPENDIX


Job Safety Classifications & City Department Match


Job Safety Classification City of BrentwoodDEPARTMENT
ADMINISTRATIVE AND CLERICAL PERSONNEL All Departments
COMMUNITY SERVICES OFFICER - POLICE Police Department
INSPECTION SERVICES PERSONNEL Engineering DepartmentPublic Works DepartmentCommunity Development Department
MAINTENANCE PERSONNEL Public Works DepartmentParks and Recreation Department
PARKS AND RECREATION PERSONNEL Parks and Recreation Department
SOLID WASTE COLLECTION and RECYCLING PERSONNEL Public Works Department
SWORN POLICE OFFICERS Police Department
WASTEWATER LABORATORY PERSONNEL Public Works Department
WASTEWATER TREATMENT PERSONNEL Public Works Department
WATER DISTRIBUTION PERSONNEL Public Works Department
WATER PRODUCTION PERSONNEL Public Works Department