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5.7. SR 12-16-1996ity of iver **ITEM 5.7.** MEMORANDUM TO: FROM: DATE: SUBJECT: Mayor & City Council Lori Ziemer ~y~/~ Safety Committee Chairperson December 16, 1996 Safety Program The City of Elk River is governed by the standards set by the Minnesota Occupational Safety and Health Administration (MN OSHA). The state's OSHA law requires that every employer furnish employment which is safe for the employee, as well as a safe place to conduct that employment. It also requires many employers to develop and implement a written workplace accident and injury reduction program (an "AWAIR Program") based on clearly stated goals and objectives designed to reduce the incidence of workplace accidents and injuries. The intent of the legislation is to help make safety an important part of each workplace by making employers and employees more safety conscious. Since the City recognizes the importance of the health and safety of each of its employees, the Safety Committee, with the assistance of MMUA's Safety Coordinator, has developed the attached written safety program that promotes safe and healthy working conditions. The attached safety program will become part of the employee safety manual which will be distributed to all employees. The employee safety manual outlines general safety procedures and is intended as a "common sense" guide to employee safety practices. If interested, you may request a copy of the employee safety manual by contacting me. Recommendation The Safety Committee recommends the City Council approve the attached written accident and injury reduction safety program. 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 CITY OF ELK RIVER SAFETY PROGRAM I. Safety Policy Statement In maintaining compliance with safety regulations, the City of Elk River and the Elk River Municipal Utilities have established A Workplace Accident/Injury Reduction (AWAIR) Program for the benefit of all employees. The City and ERMU recognize employee health and safety as an important aspect of daily operations. Our goal is to provide employees with a work environment which affords every reasonable safety protection. In order to achieve this goal, the City and ERMU have established a safety policy that emphasizes the importance of safety consciousness at all times, defines the role of the safety committee, and recognizes that effective implementation must involve a commitment by all employees. The contents and procedures of this manual should be distributed and publicized among all employees. It is essential that employees and managers concern themselves with safety, and every employee should become familiar with the operation and application of this program. Any employee having questions or recommendations pertaining to the safety program or other safety issues is encouraged to contact the Safety Committee. II. Safety Committee The Safety Committee shall consist of at least one appointed employee from each of the following Departments: City Hall, Utilities, Police, Fire, Public Works, Parks/Recreation, and WWTP. Each department shall be responsible for the selection of their department's representative. Each member will serve a two-year term, with term expirations staggered. It shall be the duty of the Safety Committee to administer the City's/ERMU's safety policy and to generally ensure the safety and well-being of employees and the general public. The functions of the Safety Committee are as follows: 1. Review and evaluate accident reports and make recommendations to management for corrective action. 2. The Safety Committee shall act as a resource for all employees regarding safety procedures and shall coordinate all safety programs, as well as relay any safety concerns of individual employees to management. 3. Organize employee safety meetings and instructional sessions to train personnel on safety rules and procedures. III. Responsibilities It is the desire of management to protect employees from accidental injury and damage to health while working for our organization. This matter must receive attention from all levels. Safety is the functional responsiblity of each supervisor who has the right to demand safe operation. It is the supervisor's obligation to teach employees to work safely. Each level of our organization is accountable for the following safe performances: A. Employees 1. Understand and comply with proper safety rules, regulations and practices. 2. Perform all jobs with care and consideration to personal safety and the safety of others. 3. Report all job related injuries, and near-miss injuries, to the supervisor. 4. Employee must use all safety equipment, protective clothing and other protective equipment as required. 5. Be alert to needed improvements in safe working conditions and equipment and suggest changes or improvements to the supervisor. 6. Report all unsafe or potentially unsafe conditions to the immediate supervisor or the department safety committees representative. 7. Participate in related safety training programs. Supervisors 1. Responsible for instructing employees within their departments on the job safety requirements. 2. Monitor and enforce compliance with applicable safety regulations and procedures. 3. Provide and properly maintain required safety equipment and protective devices for each job activity and ensures all vehicles and equipment are in safe working condition. 4. Take prompt action on unsafe conditions and work practices. 5. Investigate job-related accidents, injuries and illnesses to prevent future occurrences and file all necessary reports in a timely and thorough manner. 6. Alert employees of any safety equipment and/or precautionary measures needed for non- routine tasks. 7. Conduct safety inspections of work area. 8. Support any employees participating in safety committees and/or safety training. Do Eo Safety Committee 1. Review and evaluate all accidents and near-miss accidents and make recommendations to management regarding corrective action. 2. Review workplace hazard assessments and suggest changes to safety standards or procedures. 3. Review and act upon safety and health-related concerns, suggestions and needs communicated by employees and supervisors. 4. Conduct safety inspections to identify work hazards and monitor compliance with OSHA and other safety standards. 5. Communicate with employees and supervisors regarding safety programs and new or updated safety standards and information. 6. Organize and coordinate safety related training for employees and supervisors to promote better safety standards. 7. Perform an annual review of the safety and health program. Safety Coordinator 1. Initiate and maintain a safety program that is effective in ensuring each employee safe and healthful working conditions. 2. Conduct periodic inspections of department and work spaces to monitor compliance with safety standards and maintain a safe working environment. 3. Be aware and informed of OSHA regulations and any other regulatory controls, and to ensure compliance with the regulations. 4. Coordinates with the Safety Committee in the safety training of employees. 5. Assists the Safety Committee in all aspects needed for proper administration of the Safety Program. Accident Review Committee The Committee will consist of at least three members of the Safety Committee. - Each member shall serve a two-year term. Term expirations shall be staggered. The purpose of this committee will be to: - Review all work-related accidents and near-accidents involving City employees and/or City property. - Make objective recommendations concerning all work-related accidents with the goal of reducing the occurrence of work-related accidents. The Accident Review Committee will meet on an as-needed basis. The facts of the accident may be presented by the individual to who the accident was reported and/or the employee involved may be called upon to present an account of the incident. Within five (5) working days of the Accident Review Committee meeting it will make one of two findings: - Accident was not preventable, no corrective action is recommended. - Accident was preventable, corrective action is recommended A copy of the Accident Review Committee's findings will be forwarded to: * The Employee(s) involved * The Supervisor or Department Head * Personnel, if appropriate Present a summary of the accident and finding to the Safety Committee at its next meeting. Contractors/Subcontractors are: 1. Responsible for initiating, maintaining and supervising safety and health-related policies, programs and work practices in connection with the performance of contractual work. 2. Responsible for compliance with applicable safety and health regulations and shall provide a level of employee protection that is equal to or greater than the safety and health-related policies, procedures and work practices implemented by the City/ERMU. 3. Responsible for furnishing all safety equipment necessary for the completion of contracted work. Responsible for communicating safety and health-related information to subcontractors and shall ensure that subcontractors initiate, maintain and supervise safety and health- related policies, programs and work practices while performing subcontracted work. The City/ERMU reserves the right to suspend contracted work if said work exposes the employees of either employer to imminent danger. IV. Accident Prevention Program In order to maintain the safety standards desired by the City and ERMU, it is necessary to actively pursue an accident prevention program. Training in hazard recognition and control is essential to prevent the occurrence of accidents. The following is a summary of the accident prevention program that is to be supported and maintained by all employees: 1. Training and Education a. Training and education cannot be overemphasized as a means of learning the safe approach to employee work effort, as well as what to do in case of an accident. b. Each employee will be furnished a safety manual and information covering safety policies, rules and procedures. c. OSHA required safety training shall be conducted on an annual basis. d. Safety posters and materials that will help dispense safety information in your work area will generally be distributed on a periodic basis. e. Safety meetings may be conducted within each department discussing the identification, analysis, and control of new or existing hazardous conditions. 2. Inspections a. Work practices of employees will be monitored on a periodic basis to ensure that employees are utilizing the safest methods available. b. Any violation of safety practices will be noted in walk-arounds and identification of the correct safety procedure for that particular activity will be identified by distributing a memo to all affected employees. c. Effectiveness of this method shall be evaluated in future walk-around inspections. d. Equipment and facility inspections shall be conducted on a periodic basis. Records of such inspections shall be maintained by the appropriate department and copies of all inspections shall be provided to the Safety Committee 3. Contractor/Subcontractor Compliance a. The concern of our fellow employees must be communicated to our contractors/subcontractors working on our projects. b. It is imperative that we observe our contractor/subcontractor operations and where safety deficiencies are located, report the violations to your supervisor. c. Supervisors, in turn, shall report the condition to the contractor/subcontractor.