(a) Safety Program.
(1) The City Safety Program is dedicated to providing the safest working environment possible for all City employees. To this end, each department head has the full authority to, and total responsibility for, maintaining safe and healthful working conditions within his/her jurisdiction whether it be out in the field, in the shop, or in the office. Employees are also required, as a condition of employment, to exercise due care in the course of their work to prevent injuries to themselves and to their fellow workers and to conserve materials. Each employee shall:
A. Report all unsafe conditions to his/her supervisor.
B. Keep work areas clean and orderly at all times.
C. Report all accidents immediately to his/her supervisor.
D. Obey all safety rules and follow published work instructions.
E. Wear required protective equipment when working in hazardous operation areas.
F. Actively participate and support the safety program.
(2) The Department Head has overall responsibility for the development and administration of the City Safety Program.
A. Accident Notification - Reporting and Investigation. Despite the City's dedication to providing a safe work environment, there will be times when an accidental injury does occur.
1. Notice of accident. Every injured employee or his/her representative shall immediately on the occurrence of an accident or as soon thereafter as practicable notify his/her supervisor of the accident. The supervisor shall ensure that the employee receives prompt medical attention and that the injured employee is furnished with a "Medical Authorization".
2. Reporting. As soon as the injury to the employee is under control, the supervisor, in cooperation with the injured employee, will arrange for preparation of the "Employer's First Report of Accident". Copies of the completed report will be forwarded to the Department Head and City Clerk.
3. Investigation. When an accident occurs (even when injury does not result) the accident must be investigated and findings reported. The supervisor and other responsible management personnel must ensure that all facts are obtained relative to the accident. These findings will be the basis for approving/disapproving compensation claims, implementation of preventive measures, and/or a basis for disciplinary action. Timely, factual, and complete reporting are of prime importance for the preceding reasons. One (1) copy of the investigation report will be forwarded to the City Manager for review and, when appropriate, necessary action. (Ord.3/6/12)
(b) Safety and Health Policy
It is the policy of the City of Moundsville to provide a safe workplace for its full time, part time, and temporary employees (including volunteer and contract employees), through the elimination of recognized hazards in City operations. The personal safety and health of all employees and of the general public is of primary importance and shall receive first consideration in the performance of work. Safety is seen as a necessary and integral part of every job. The Safety and Health Program and specific individual programs, plans, and procedures have been developed to assure compliance with federal, state, and local regulations as they apply to City operations.
In order to maintain the level of safety standards desired by the City, it is necessary to actively pursue an accident prevention and safe work practices program throughout all levels of the workforce. Following the Safety and Health Program is a functional responsibility and expectation of each supervisor and employee.
Safety and Health performance is of vital personal and financial interest to the City. Each employee at all levels of the organization is accountable for good safety performance. Compliance with this program and safety and health rules is taken very seriously. Failure to comply is sufficient grounds for disciplinary action, up to and including discharge.
(c) Scope
The purpose of this Safety and Health Program is to establish policies, programs, plans, and procedures that will ensure delivery of services to the public without undue risk, provide safe working conditions for City and contract employees, and reduce the number of accidents, injuries, and property damage. The City can realize these objectives through employee compliance with safety and health procedures as outlined in this manual and through the use of proper safety equipment.
The safety of employees, the public, and equipment are of paramount importance in the accomplishment of every task. Adherence to applicable, sound safety practices and awareness of changes in the work environment will help prevent many accidents.
(d) Applicability
Programs and rules cannot be drawn which will exactly meet every condition which may be encountered. Whenever practical, the person in charge, or the individual performing the job, will report unusual or exceptional conditions to his/her immediate supervisor for instructions. The accident prevention regulations herein set forth are for the purpose of preventing injury to persons and property. These regulations shall be effective as of the date of issuance and completion of employee training. Every employee of the City shall comply with these regulations under every circumstance where they are applicable.
Alterations or amendments to these Safety and Health regulations are to be made only with the approval of the City Manager, Risk Management/Safety Coordinator, and the Staff Safety Committee.
These regulations shall be strictly interpreted to bring about maximum compliance. However, if lawful and applicable government regulations are more applicable or stringent than these regulations, then such governmental regulations will apply.
Employees acting in a supervisory capacity, either regularly or temporarily, shall require all employees working under their jurisdiction to comply with all applicable safety instructions and safe work practices.
Employees working at sites outside their home departments will follow the safety rules of the site at which they are working.
Independent contractors and their employees, as well as City volunteers, are required to comply with the contents of the City of Moundsville Safety and Health/Loss Control Handbook, and the policy, programs, plans, and procedures therein, in addition to any other federal, state, and local regulations imposed upon the contractor.
(e) Goals
To be a municipal Safety and Health leader in preventing employee and public accidents. To provide continuous awareness and improvement by providing safe and healthful working conditions.
(f) Staff Responsibilities
(1) Staff Safety Committee
The Staff Safety Committee is composed of management personnel appointed by the City Manager. It usually consists of the City Manager, Department Heads, and the Risk Management/Safety Coordinator.
It is responsible for ensuring the development and administration of safety & health and loss control policies, programs, plans, and procedures to minimize hazards, therefore reducing occupational accidents and injuries. The Committee also addresses other hazards posing risk management/loss potentials to the City.
The Committee meets regularly at each Department Head meeting and discusses events of the previous and following four week periods with respect to accidents, injuries, training, safety meetings, and any other items pertinent to the group.
Responsibilities of the Staff Safety Committee Include:
(A) Preparing, reviewing, amending, and adopting Safety & Health / Loss Control policies and program needs based upon appropriate legislation, standard work practices, and other sources which meet the particular needs of the City. Other areas of concern may include, but are not limited to, motor fleet safety, fire prevention, claims management, security, absenteeism control, public safety, environmental protection, etc.;
(B) Ensuring that specific training and development activities pertaining to Safety & Health / Loss Control are conducted throughout the organization;
(C) Monitoring injury, damage, and loss reports to ensure that appropriate corrective action has been taken;
(D) Advising and consulting with the Employee Safety Committee on issues of policy, programs, and procedures affecting the safety and health of City employees;
(E) Ensuring that the safety & health / loss control policy, policy objectives, and program standards are supported and enforced by the management team and all employees.
(2) Risk Manager/Safety Coordinator
Mission Statement: The mission of risk and safety management is to establish a system for continual measurement and appraisal of administrative oversights. It seeks to discover imperfect performance that results in loss, damage, or injury with an adverse effect on the best utilization of manpower and property.
The Risk Manager/Safety Coordinator develops, implements, and monitors those City activities designed to prevent losses due to personal injuries to employees, property damage, and occupational health exposures.
The Safety Coordinator/Risk Manager is Responsible for:
1. Implementing the safety policies and procedures as established by the Staff Safety Committee and approved by the City Manager;
2. Determining the adequacy and efficiency of safety measures associated with the work activities of all Departments and for reporting recommendations to management when corrective action is required;
3. Providing consultation to department heads and employees;
4. Conducting inspections of City operations and reporting hazards to employee or public safety to the appropriate department head for corrective action;
5. Maintaining records of accident, injury, experience and related costs, and reporting such information to the City Manager, department heads, and safety committee at their regularly scheduled meetings;
6. Performing analysis to identify trends, problem areas, and safety training needs;
7. Informing the City Manager and department heads about the status of matters affecting them and the City in regard to Risk Management, Safety & Health, and Loss Control;
8. Conducting and assisting supervisors in safety and loss prevention training of all employees;
9. Coordinating appropriate safety requirements for contractor's services between contractors and City staff;
10. Leading and facilitating safety meetings;
11. Ensuring that records are kept of safety meetings with attendees' sign-in sheet attached;
12. Reporting activities of the Employee Safety Committee to the City Manager and Department Heads.
(3) Department Head
The Department Head is responsible for the administration and implementation of the City's Health & Safety / Loss Control Program in his/her Department and will provide leadership in safety activities and comply with safety policies, programs, and procedures as an example to those in supervisory positions. The Department Head is charged with the responsibility of providing the type of work environments, work procedures, and services to the public that will promote the safety of City employees and the general public to the greatest extent possible.
The Department Head or Designated Representative is responsible for:
1. Implementation of and compliance with this policy, the City's Safety & Health / Loss Control Program, and standard safety and health practices and relevant legislation, in his/her department;
2. The review of accident/incident reports and related statistics, conferring with supervisory staff concerning the causes for such mishaps, and providing recommendations for corrective action;
3. Providing for adequate job training and continuing safety instruction, including initial pre-placement orientation, of all employees under his/her jurisdiction. Assist trainer(s) in scheduling and availability of personnel for attendance at training sessions;
4. The provision of a healthy working environment for Department employees, through the establishment of safety and health programs, safe working procedures, and departmental standards;
5. The prompt interviewing of employees who have sustained a medical injury or who have been exposed to a potentially serious near-hit/miss incident to determine its cause and to ensure corrective action;
6. The review of workplace audits by the Employee Safety and Health Committee (SHC), the appropriate and timely response to the audits in writing to the SHC, and the carrying out of any actions stated in the audit response within the time frame in the response;
7. Personally interviewing each employee who suffers a medical injury, assuring completion of any required forms associated with injury, and recommendations for ways to prevent a recurrence of the accident/injury;
8. Conducting periodic safety inspections of all work areas.
(4) First Line Supervision
The First-Line Supervisor, through direct contact with workers and management, is the point of control of daily activities at the working level. It is the Supervisor's responsibility to take all reasonable steps to ensure work is performed in compliance with the City Safety & Health / Loss Control Policy Program and procedures relevant to regulatory standards.
First Line Supervisors are responsible for:
1. Knowing the requirements of the City Safety & Health / Loss Control Policy, programs, and the Department's safety & health / loss control standards/procedures, and relevant legislation. Ensuring the effective application and compliance with the same within their area of responsibility through:
a) Basic job training and safety and health instruction, especially to new employees, to ensure all employees have been made aware of hazards and proper, safe work procedures and methods;
b) Developing and maintaining a positive attitude to encourage and advance City safety & health / loss control objectives;
c) Continuously observing and evaluating work conditions, and responding to identified hazards, concerns, and suggestions from employees effectively and promptly;
d) Enforcing performance standards/rules using adopted commendation/correction procedures;
e) Being receptive to and encouraging employees to report unsafe work practices and conditions.
2. Making periodic general and planned inspections of workplaces and job sites to ensure that conditions and job procedures meet established standards, and implementing any necessary corrective actions resulting from those inspections;
3. Investigating all accidents/incidents involving potential or actual personal injury immediately, and submitting reports with recommended corrective actions as required;
4. Ensuring employees are supplied with, maintain, and use/wear the required equipment, protective devices, or clothing required for safe performance of the work;
5. Notifying a representative of the Joint Health and Safety Committee immediately of any accidents/incidents of which the First-Line Supervisor is aware;
6. Participating in training courses designed to increase professional knowledge of safety and health supervision principles and techniques;
7. Insisting on maintaining high standards in housekeeping and personal and environmental cleanliness in work area;
8. Ensuring that tools, equipment, and protective devices are properly installed, maintained, and properly utilized;
9. Conducting safety orientation for new employees, including but not limited to: demonstrating safe equipment usage, personal protective equipment requirements, and departmental safety policies and procedures.
(5) Employee Responsibilities
Employees are responsible for observing and following all established safety and health/loss control procedures. They are to be aware of the hazards in their work and workplaces and aware of the preventive measures to be taken. They are encouraged to take an active part in protecting themselves, their fellow employees, and the public by reporting all hazardous conditions and substandard procedures.
Employees are responsible for:
1. Complying with all applicable federal, state, and municipal regulations and established City policies and procedures;
2. Using, maintaining, and wearing personal protective equipment, devices, clothing, and safety equipment specified by the City for their protection;
3. Working in a manner that will not endanger themselves, other workers, or the public;
4. Reporting safety and health hazards or infractions of regulations to their immediate supervisor as soon as possible;
5. Reporting of all accidents/incidents and any work related injury or illness immediately following the event;
6. Actively participating in the City's safety and health program by submitting suggestions or recommendations through the Employee Safety and Health Committee;
7. Promptly reporting to their supervisors all unsafe practices or conditions, near misses (close calls), or safety hazards they observe;
8. Cooperating with and assisting in investigation of accidents to identify correctable causes so as to prevent recurrence;
9. Actively supporting and participating in safety educational measures utilized in departmental safety programs;
10. Actively supporting and participating in the City's safety program;
(g) Employee Safety and Health Committee (ESHC) Structure
The ESHC shall be comprised of one representative from each Department and shall meet at least quarterly. Safety Committee membership shall be composed of employees from designated departments, representative of the different classifications of employees. The committee shall consist of a chairperson, a vice-chairperson, and a secretary as selected by the committee. The Risk Management/Safety Coordinator is the standing administrative representative on the committee. Meeting minutes shall be provided to the City Manager and Department Heads. The Committee is to:
1. Monitor City operations regarding proper working conditions and procedures, use of personal protective equipment, and compliance with applicable safety and health legislation;
2. Inspect City facilities and equipment to identify hazards to employees and assist management in corrective measures;
3. Review any personal injury accidents and other potentially serious incidents;
4. Review accident records to assess the basic causes and recommend methods to prevent recurrence;
5. Provide a forum for free and open discussion of health and safety problems and suggestions, and to recommend corrective actions to management;
6. Maintain the interest of the management team and employees in matters of accident prevention;
7. Appoint and work with Departmental Teams to resolve safety issues within each Department whenever possible;
8. Establish other sub-committees (teams) as required.
(h) Contractor Responsibilities
Contractors, including their sub-contractors, are often retained by the City to do work for which the City is not equipped for, is not staffed to handle, or does not have the specific expertise to undertake. According to the Occupational Safety and Health Act, Contractors and their Sub-Contractors are deemed to be in the employ of the City. For this reason, Contractors are required to either show and follow their own safety and health policy, program and procedures, or they are required to follow the requirements of the City of Moundsville (as contained in this handbook).
Contractors (and their Sub-Contractors) are Responsible for:
1. Compliance with all Federal, State, and Municipal legislation, by-laws, and codes which are involved in the work they undertake;
2. Supplying and ensuring the use of all necessary personal protective equipment, devices, and materials as required for the work or as prescribed in regulations or procedures;
3. Ensuring that all necessary measures and procedures involved in the work are carried out as required for the work or as prescribed in the regulations;
4. Ensuring that all reasonable measures are taken to protect the safety and health of their personnel;
5. Ensuring all reasonable measures are taken to safeguard the property of the City, any involved City employees, and members of the public and their property;
6. Identifying and correcting any substandard conditions and practices involving their workers and workplaces;
7. Immediately notifying and promptly reporting, in writing to the appropriate City personnel, any accidents/incidents which include personal injuries or property damage arising from their actions or the work for which they are contracted;
8. Providing all required notices and postings as required by regulations;
9. Indemnifying the City of Moundsville from any claim, demand, or charge arising from any allegation of unsafe practice.
(i) Promulgation of Administrative Rules, Implementation
The City Manager is hereby authorized to take all necessary actions to implement and effectively supervise the program, including but not limited to, providing for administrative rules and regulations to carry out the purposes of the program. The City Manager is authorized to promulgate and set forth the specific procedures and policies of the program and shall make available to employees and other interested parties documents setting forth the specific policies and procedures, which may be amended from time to time as necessary. The City Manager shall have such authority to take any and all actions to implement, carry out, and enforce the program. (Passed 11/15/05)