HomeMy WebLinkAbout7619 RESOLUTION NO. 7619
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS
REVISING THE INJURY AND ILLNESS PREVENTION PROGRAM
WHEREAS, Title 8 of the OSHA California Code of Regulations, Section 3203, requires
employers to develop, implement, and maintain an Injury and Illness Prevention Program (IIPP);
and
WHEREAS, in accordance with the maintenance requirement, City staff has reviewed and
revised the current IIPP so that the City's programs are in compliance with current CaFOSHA
standards; and
WHEREAS, reviews are conducted annually with significant changes brought to the City
Council as needed; and
WHEREAS, the addition of Section 7.0 to the Injury and Illness Prevention Program
describes the policies and procedures as they pertain to accident and incident report and
investigation and updates to the personnel for whoin notification should be given, should any
issues arise related to a matter covered within IIPP-,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Redlands as
follows:
Section 1. The City Council hereby adopts the Revised Injury and Illness Prevention
Program attached hereto as Exhibit "A."
ADOPTED, SIGNED AND APPROVED this 21st day of June, 2016.
A
"P-d6l W. Foster., Mayor
ATTEST:
o
Sam Irwin, -y Clerk
7600-7699\7619 lqjury and Illness Prevention Program 6 21 16.docx
I, Sam Irwin, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was
adopted by the City Council at a regular meeting thereof held on the 21"day of June, 2016, by
the following vote:
AYES: Councilmembers Harrison, Gilbreath, Barich, James; Mayor Foster
NOES: None
ABSTAIN: None
ABSENT: None
Sam Irwin, City Clerk
Revised Injury and Illness Prevention Program
INJURY ILLNESS PREVENTIONPROGRAM
1.0 OSE
1.1 BACKGROUND
This City-wide Injury and Illness Prevention Program ( P) establishes written procedures for the
implementation of the Redlands Safety Program. The UPP assigns responsibility towards preventing,
controlling, and eliminating hazardous or potentially hazardous conditions in the workplace and serves
as the foundation for all City Safety Programs.
The Cal/OSHA IIPP requirements are found in Title 8, California Code of Regulations, Section 3203,
Injury and Illness Prevention Program. This regulation requires that every UPP address eight areas:
1. Responsible Persons
2. Employee Recognition & Discipline
3. Communicating Safety
4. Inspections
5. Correcting Hazards
6. Employee Safety Training
7. Accident Investigation
8. Recordkeeping
11.2 SCOPE
This IIPP shall apply to all City departments and offices directly responsible to the City Manager. It is
alsorequested that elective offices and other independent offices and departments comply with the IIPP
in the interest of safety and administrative uniformity.
This IIPP shall cover all City employees and all other workers controlled, directed, or directly supervised
by the City on the job to the extent that the workers are exposed to work-related hazards associated with
their job assignments.
1.3 POLICY
It is the policy of the City of Redlands that all aspects of Cal/OSHA"S requirements for an injury illness
prevention program under Title 8 of California General Industry Safety Orders subchapter 7, section
3203 shall be implemented and maintained.
REV.2016 Page 1
INJURY AND ILLNESS PREVENTION PROGRAM
2.0 DEFINITIONS
2.1 Accident/Incident: An event that results in unintended harm or (�damage i.e., injury,g j ry, illness, death,
property damage, or loss in productivity).
2.2 Employer: Any person in a business who has employees, either paid or unpaid, where the employer
receives a benefit from the work of the employee.
2.3 Employ: Any person who works on behalf of an employer, whether paid or unpaid.
2.4 Employer-Employee Relationship: The employer of an employee is determined more by who supervises
the work, rather than who pays the employee.
Note: Temporary employees and contractors may become the responsibility of the employer rather than
the agency or contracting company under the employer-employee relationship. Also included are
volunteers, workers in roles of charity and disaster relief.
2.5 Hazard: Any unsafe practice, procedure, or condition that, if left uncontrolled, may contribute to an
accident/incident.
2.6 Near-Miss: An event where harm to employees or the public or where property damage was narrowly
avoided and might not be successfully avoided in the future. Examples of such cases include,but are not
limited to, a slip on a wet surface with no injury, chemical spill with no exposure, or a mechanical
failure such as dropping a load from a crane or forklift with no injuries.
2.7 Oualified Instructor: Unless otherwise specified, a qualified instructor shall be defined as any person
who can effectively communicate, instruct, and train employees in the hazards and safe-work practices
associated with a work-related task or job assignment through specific training, certification and/or job
experience
3.0 RESPONSIBLE PERSONS (IIPP—8 CCR 3203(x)(1))
3.1 Human Resources/ Risk Management Director, shall be responsible for the City's overall health and
safety program and require that all departments and offices comply with the requirements of City's
Injury and Illness Prevention Program (IIPP).
• Human Resources/Risk Management Director- Amy Martin, (909) 798-7514
3.2 DEPARTMENT HEADS: Department Heads shall have the ongoing responsibility to implement the
IIPP and to ensure the health and safety of employees under their control. This is accomplished by
communicating the City's emphasis on safety, analyzing work activities for hazard identification and
correction, ensuring regular workplace inspections, providing safety training, and encouraging prompt
employee reporting of safety concerns without fear of reprisal.
REV.2016 Page 2
INJURY AND ILLNESS PREVENTION PROGRAM
3.3 ASSISTANT DIRECTORS, COORDINATORS, DIVISION MANAGERS, LINE SUPERVISORS
AND SUPERINTENDENTS (Field Operations): Assistant Directors, Coordinators, Division Manages°;r°°°w%'
Line Supervisors, and Superintendents shall be responsible to implement the IIPP and safety programs�........
their work areas. These duties are to include:
• Review safety policies and procedures to improve departmental health and safety performance;
• Coordinate and audit.basic department safety inspections on a monthly basis;
• Review the reports from Safety Committee meetings and ensure material discussed at these
meetings is posted on bulletin boards and disseminated to employees in their department;
• If designated, attend Safety Committee meetings
• Assist with department safety training;
• Work with department supervisors to ensure appropriate personal protective gear is available to
department employees;
• Maintain department safety records and documents;
• Assist with department safety inspections and investigations;
• Actively promote safety in the workplace.
Line supervisors shall also ensure that a current copy of the IIPP is maintained at each establishment and
available for employees to review, and be available to answer employee questions about the Program.
3.4 EMPLOYEES: All employees shall be responsible to follow general safe work practices as well as any
Code of Safe Work Practices and comply with OSHA and California Labor Codes applicable to their
own actions and conduct. All employees are responsible to promptly report health and safety hazards and
injuries in the workplace, refrain from entering into work tasks that require specialized training, protect
themselves from recognized and uncontrolled hazards, and not remove, displace, damage, or destroy an),
II
safety device, safeguard, notice or warning used in any work area.
3.5 CITY SAFETY OFFICER: The City Safety Officer shall verify that the Redlands IIPP remains current.
Tasks include, but are not limited to, providing safety related support to departments, collecting OSHA
300 and 300A logs from the City's Workers Compensation Third Party Administrator in order to track,
analyze, measure, and report accident prevention performance, implement safety training programs for
all employees, assessment of training needs to ensure OSHA compliance, coordination of safety training
sessions, identification of personal protective gear and training on appropriate use, and the maintenance
of safety training files and records,
• City Safety Officer- Rejo Mathew, (909) 798-7514 Ext, 1728
3.6 _
4.0 EMPLOYEE RECOGNITION & DISCIPLINE (HPP--8 CCR 3203(a)(2))
4.1 DISCIPLINARY ACTION
4.1.1 Failure to comply with safety rules and procedures may result in disciplinary action, including
verbal and written warnings that may ultimately lead to termination.
4.1.2 Any employee discovered to be in possession of, or under the influence of alcohol or any
controlled substance, may be subject to disciplinary action.
4.1.3 Improper handling or misuse of City of Redlands equipment (vehicles, tools, property, personal
protective equipment, safety devices, industrial hygiene devices, etc.) by an employee shall be
cause for disciplinary action.
4.1.4 Failure to report accidents and/or injuries in accordance with safety rules and procedures may—
result in disciplinary action. y
ads
REV. 2016 page 3
INJURY AND ILLNESS PREVENTION PROGRAM
4.1.5 Any violation or deviation from safety rules, procedures, or regulations may be may be subject to
any and all disciplinary actions listed as follows:
Verbal warning;
• Written warning;
• Suspension with/without pay;
• Suspension subject to termination, reassignment or demotion.
4.2 EMPLOYEE EVALUATIONS
4.2.1 Supervisors are given the responsibility to evaluate their employees' safety performance as part
of the employee appraisal process. A specific health and safety factor on the performance
appraisal form has been provided to allow supervisors the opportunity to rate their employees
work habits, as they relate to safety.
4.2.2 Supervisors are required to accurately reflect the employees approach towards safety by marking
the appropriate box on the form. Accurate completion of the performance evaluation assists the
City in providing recognition to those employees who perform their work assignments in a safe
manner. The evaluation also assists the City in informing employees that need to improve their
work habits as they relate to safety.
4.3 RECOGNITION PROCEDURE
4.3.1 Department Heads may incorporate into their occupational health and safety program measures
that motivate employees' continuous improvement of performance on desired safe behaviors.
4.3.2 Letter of Recognition — Employees who enhance the City's Safety Program through the
development of safety devices, area or equipment specific safety procedures; or employees who
participate in significant environmental, health and safety activities will be formally recognized
by the City for their efforts. The procedure for employee recognition will be completed as
outlined below.
4.3.3 Any employee wanting to recognize a co-worker's extraordinary efforts to improve safety
through successfully raising the level of safety awareness in their work area, may nominate in
writing the co-worker for a Letter of Recognition.
4.3.4 The written nomination must include:
• A description of the honorable action that makes the employee a candidate for the Letter
of Recognition;
• The date the action was taken;
• A description of the positive effect the action has had on co-workers.
The written nomination must be forwarded to the City Safety Officer for review and
consideration.
4.3.5 If the City Safety Officer feels that the act by the employee merits formal recognition, the City
Safety Officer will prepare the Letter of Recognition.
4.3.6 The City Manager, or their designee shall sign the Letter of Recognition.
4.3.7 Whenever possible, the Letter of Recognition will be formally presented to the employee at a
recognition meeting or department safety committee meeting scheduled at the employee's work
location.
4.3.8 The Department Head shall forward a copy of the Letter of Recognition to Human Resources for
placement into the "recognized employee's" personnel file.
C.
REV. 2016 Page 4
INJURY AND ILLNESS PREVENTION PROGRAM
5.0 COMMUNICATING SAFETY (IIPP- 8 CCR 3203(x)(3))
5.1 BULLETIN BOARD POSTINGS
5.1.1 Bulletin boards are located at worksites throughout the City. Many questions regarding worker
rights and responsibilities can be answered by reviewing the materials contained on these bulletin
boards.
5.1.2 Supervisors are responsible for the maintenance and updating of work area bulletin boards.
5,13 The Code of Safe Work Practices shall be posted on the bulletin boards,.
5.1.4 The OSHA 300A Summary of Work-Related Injuries and Illnesses shall be posted on this
bulletin board during the time period of February 1 through April 30 of each year.
5.1.5 Employees are to be directed to read and become familiar with the location of, and the materials
posted on the bulletin boards on a monthly basis,
5,2 DEPARTMENT SAFETY/TAILGATE MEETINGS
5.2.1 All Departments are required to have a monthly safety meetings to discuss any safety concerns
brought to their attention by Risk Management, recent accidents that may have occurred, safe
work procedures, and new/current CaUOSHA safety policies ®ulations.
5.2.2 Managers/ Supervisors will keep a record of subjects discussed and the employees present at the
meeting within their department.
5.2.3 Records may be audited periodically by Risk Management to ensure compliance and accurate
record keeping.
5.12 Departments with Field Personal shall conduct these meetings as part of their bi-weekly Tailgate
Meetings.
5.3 ANONYMOUS HAZARD NOTIFICATION BY EMPLOYEES
5.3.1 Open communication between employees and supervisors is encouraged. However, in order
provide all employees with an opportunity to inform the City of environmental, health and safety
concerns without fear of reprisal, two methods of anonymous notification have been
implemented. These methods are:
• Providing a written notice of health and safety concern via interoffice mail to the City
Safety Officer using the "Employee Hazard Notification"form, or
• Anonymously informing the City Safety Officer at (909) 798-7540 Ext. 1728, of the
existence of a safety concern.
The "Employee Hazard Notification"form shall be posted near the Personnel Bulletin Boards.
5.3,2 Whether contacting the City Safety Officer or using the "Employee Hazard Notification" form,
employee notifications must indicate:
• The nature of the concern,
• The location;
• Where appropriate„ the names of individuals involved.
5.3.3 The City Safety Officer will notify the site supervisor of concerns that are received. All notices
(corrected and uncorrected) are to be submitted, via the site supervisor, to the City Safety
C:OmiWttee for review and proposed corrective action.
REV. 2016 Page 5
INJURY AND ILLNESS PREVENTION PROGRAM
5.4 HAZARD COMMUNICATION
5.4.1 Specialized training may be required before performing certain jobs within the City. Some of
these jobs may include sewer work where entry into confined space is required, equipment repair
where energy sources must be locked out, industrial truck operation, etc. Employees who are
uncertain of their job training requirements or training qualifications are required to discuss their
concem(s) with their direct supervisor, or City Safety Officer before proceeding with the
assignment.
5.4.2 Assistant Directors, Coordinators, Division Managers, Line Supervisors, and Superintendents
shall ensure that new employees or transferred employees are trained on the IIPP and the general
hazards of the employee's job. Training must also be given whenever new substances, processes,
or procedures, or new equipment are introduced to the workplace and represent a new. This
training must be documented.
5.4.3 Safety Data Sheets (SDS) provide information on the potential hazards of products or chemicals.
Hard copies of SDSs for the chemicals used at a site shall be readily available to employees. If
an SDS is found to be missing, a new one must be obtained through a written request to the
manufacturer. A copy of this request should be kept until the SDS arrives. Online sources of
SDSs are acceptable provided that information is readily accessible to employees. Copies of all
SDSs shall be provided to the City Safety Officer.
5.4.4 All equipment shall be operated in accordance with the manufacturer's instructions as specified
in the equipment's operating manual. Copies of operating manuals must be kept with each piece
of equipment at each site. Employees who are unfamiliar with the operation of a piece of
equipment or its potential hazards must read the operating manual and receive training before
using the equipment and verify their understanding to be correct through an experienced
operator, supervisor, or designated competent person. All training pertaining to the operation of
equipment must be documented using the appropriate safety training forms.
6.0 INSPECTIONS (IIPP—S CCR 3203(a)(4) & (6))
6.1 FORMAL INSPECTIONS
6.1.1 Two types of formal inspections shall be conducted on a regular basis:
• Monthly inspections, and
• Annual site environmental, health, and safety inspections.
6.1.2 In addition to the identification and correction of safety concerns through the monthly or annual
inspection process, all employees must understand that the informal identification of hazards
must also be addressed.
6.1.3 Supervisors shall conduct daily inspections of their areas that are considered to be high hazard
6.2 MONTHLY CHECKLIST INSPECTION PROCEDURE
6.2.1 Certain types of safety equipment (e.g., fire extinguishers, safety showers, eyewashes, etc.) are to
be inspected monthly. Each department shall use IIPP Form 7, "Inspection Checklist" or IIPP
Form 8, "Office Inspection Checklist." All findings shall then be documented using IIPP Form
6, "Hazard Correction Report." A copy of the departmental checklist should also be submitted
to the City Safety Officer for review and comment each month for the previous month's
inspection.
6.2.2 The site supervisor shall ensure that the area/site checklist is completed monthly. The area/site
checklist shall be reviewed and signed by the Department Head. A copy of the inspection
findings shall be submitted to the City Safety Officer.
REV. 2016 Page 6
INJURY AND ILLNESS PREVENTION PROGRAM
62.3 Upon completion of the inspection, the Department Head ensures that all deficiencies identified
are corrected, and any uncorrected safety deficiencies are appropriately addressed in a tirnel,
manner.
6.2.4 The City Safety Officer shall keep statistics on each division.
6.2,5 Monthly safety inspection checklists may be disposed of after two years.
6.3 ANNUAL SITE ENVIRONMENTAL, HEALTH, AND SAFETY INSPECTIONS
6.3.1 Annual inspections will be completed to ensure that:
• All necessary safety records are appropriately maintained;
• Health and safety inspections have been completed in accordance with this document;
• Employee training is current and consistent with the appropriate training matrix.
6.3.2 The annual inspection will be completed by site supervisors with the following individuals
assisting;
1) City Safety Officer;
2) A supervisor or manager from another facility who is familiar with the area/facility
operation.
6.4 ANNUAL INSPECTION PROCEDURE
6.4.1 Review the previous year's accidents„ accident trends, and accident statistics for the division and
the facility being inspected.
6.4.2 Review safety records (e.g., facility inspections, training records).
6.4.3 Determine if corrective actions for safety deficiencies identified on the Monthly Health and
Safety Inspection Checklist have been addressed.
6.44 Conduct a physical inspection of the area/facility and list deficiencies, with corrective actions on
the annual Inspection Report.
6.5 INFORMAL IDENTIFICATION AND CORRECTION OF HEALTH AND SAFETY CONCERNS
If
6.5.1 The informal identification and correction of health and safety concerns allows employees, who-
identify a potentially hazardous situation, the opportunity to report the hazardous condition to
their supervisor and to correct the noted condition
6.5.2 All employees, during their daily work activities, shall look for any condition that may lead to a
hazardous situation.
6.5.3 The employee identifying a potentially hazardous condition that may lead to injury, illness, or
death, shall take appropriate action to immediately correct the identified safety deficiency. The
employee shall notify their supervisor of any corrective action needed or taken.
6.5.4 Supervisors shall ensure that known safety deficiencies are appropriately addressed.
6.6 IMMINENT HAZARDS
6.6.1 If a condition poses an immediate danger of serious harm or bodily injury and cannot be
corrected immediately, the operation must be stopped until the necessary corrections/repairs can
be made. In all cases, the supervisor controlling the work area must be notified immediately. All
affected work in the area should cease and affected personnel notified of the situation. All
affected equipment must be properly lacked-out/blocked-out and tagged.
6.6.2 If the hazard cannot be immediately corrected without endangering employees or property, all
personnel must be evacuated except those qualified personnel required to abate the hazard, Such
individuals shall be equipped with necessary safeguards and personal protective equipment
before addressing the situation. The City Safety Officer shall be notified as soon as possible
REV. 2016 Page 7
INJURY AND ILLNESS PREVENTION PROGRAM
EMSEM
6.7 PREVENTATIVE MAINTENANCE PROGRAMS (PM)
6.7.1 Preventative Maintenance Programs present the opportunity to identify health and safety hazards,
before serious situations arise.
6.7.2 All sites are required to follow their established Preventative Maintenance schedules.
6.7.3 When employees identify health and safety concerns of a potentially recurring nature they should
investigate the need, with the assistance of their supervisor, to regularly inspect the process or
equipment contributing to the concern, as part of the Preventative Maintenance Program.
REV. 2016
Page 8
INJURY AND ILLNESS PREVENTION PROGRAM
7.0 INVESTIGATION OF ACCIDENTS/INCIDENTS/NEAR-MISSES (IIPP- 8 CCR 3203 (a)(5))
7.1 REPORTING
7.1.1 Employees who are injured at work must report the injury immediately to their supervisor. If
non-emergency medical treatment for work-related injuries or illnesses is needed, employees
must seek treatment at the City's designated medical treatment facility. If emergency medical
treatment is needed, call 911. The injured party will be taken to the appropriate hospital or
medical center.
7.1.2 Upon becoming aware of an employee injury or illness, the supervisor will:
• Seek the assistance of emergency services if the injury or illness is of a serious or life
threatening nature, or
• Assess the need for medical attention if the injury or illness does not appear to be of a
serious nature. If the supervisor determines that the employee should seek medical
attention then the employee is to be directed to the City's designated medical treatment
facility.
o Fox Occupational Medical Center:
1375 Camino Real, Suite 130, San Bernardino, CA 92408
(909) 884-1500
7,1.3 The direct supervisor must complete IIPP Form 1, "Report of Incident, Accident and Injury"
and forward to the City Safety Officer and the Senior HR/ Risk Management Analyst
within 24 hours of the incident..
• Sr. HR/Risk Management Analyst-Lisa Srader, (909) 798-7514 Ext. 4144
7.1.4 Refer to Addendum B for accident/injury paperwork guidelines.
7,2 INJURY AND ILLNESS I'ESTIGATION (111
7.2.1 For each injury or illness reported, the supervisor must investigate the accident to determine the
root cause and implement the corrective action needed to prevent recurrence.
7.2.2 Supervisors shall be trained in accident investigation.
7.23 Supervisors may seek the assistance of the City Safety Officer when conducting an accident
investigation.
7.2..4 All near-miss incidents must be reported by employees and investigated by Supervisors.
8.0 TRAINING (IIPP—8 CCR 3203 (a)(7))
8.1 SAFETY TRAINING
8.1.1 Employee health and safety training shall be provided at no cost to the employee.
8,12 Videos and online training are available on a wide range of topics, including hazard
communication, chemical safety, and other hazards. Depending on the nature of the hazard, and
the individual employee's potential for exposure, face-to-face safety instruction may be required
in addition to video and online training, as long as trainees have an opportunity to ask questions
of a qualified instructor.
8.1.3 All health and safety training must be documented either by using an attendance sheet that
includes the time,place, instructor, and attendees or via online training management software.
REV. 2016 Page 9
INJURY AND ILLNESS PREVENTION PROGRAM
8.2 NEW EMPLOYEE TRAINING
8.2.1 Before beginning their job assignment, all new employees shall complete the following
U instruction:
• Review the City's IIPP
• Review City safety policies and procedures,
• Safety rules, both general and specific to the job assignment,
• Safety rule enforcement policy,
• Where, when, and how to report injuries,
• Where, when, and how to report unsafe conditions,
• Review emergency action plan,
• Requirements for personal protective equipment,
• Importance of housekeeping, and
• Proper lifting procedures
8.3 COMPREHENSIVE SUBJECT STUDY
8.3.1 The City Safety Officer shall develop the City's Health and Safety Training Schedule.
Supervisors shall be trained on the hazards to which employees under their immediate control are
likely to be exposed. This training is intended to aid the supervisor in understanding and
enforcing proper safety measures.
8.3.2 Supervisors shall ensure that each employee receives appropriate training to identify the potential
hazards associated with their job duties, and implement the proper safety procedures.
8.3.3 Safety training is also required when employees are given new job assignments that include
potential hazards, and whenever a supervisor is made aware of a new or previously potential
hazard.
8.3.4 Specific hazard safety orientation shall be given to all employees. The intent of this training is to
ensure that employees have received training and instruction on all safety hazards associated with
their current position.
8.4.1 Videos and online training are available on a wide range of topics, including hazard
communication, chemical safety, and other hazards. Depending on the nature of the hazard, and
the individual employee's potential for exposure, face-to-face safety instruction may be required
in addition to video and online training, as long as trainees have an opportunity to ask questions
of a qualified instructor.
REV. 2016 Page 10
INJURY AND ILLNESS PREVENTION PROGRAM
9.0 RECORD KEEPING (IIPP- S CCR 3203 (b)(1) & (2))
9.1 TRAINING RECORDS ...��,�
9.1.1 Each Department is responsible for providing employee safety training records to City Safety
Officer. Departments are also responsible for maintaining a set of department employee safety
training records.
9.2 INJURY AND ILLNESS REPORTS
9.2.1 Copies of the "Report of Incident, Accident and Injury" shall be forwarded to the City Safety
Officer for review and retention. A copy of the report should also be maintained at the site where
the injured/ill employee works.
9.3 MEDICAL EXAMINATIONS & RECORDS
9.3.1 Employee medical information and exposure records must be maintained for the duration of
employment, plus 30 years. These records shall be kept in a secured medical file, separate from
other personnel records.
10.0 SAFETY COMMTTEE MPP—S CC
3203(c)}
10.1 CITY SAFETY COMMITTEE
10.1.1 A City Safety Committee shall to be established and maintained in accordance with this section,
and shall meet not less than quarterly.
10.2 COMMITTEE MEMBERSHIP
10.2.1 The Human Resources/ Risk Management Director shall appoint Department Heads to serve on
the City Safety Committee on a rotating basis. The Department Head shall attend a minimum of
three consecutive meetings prior to a change of appointment. This will enable management �Y..�..��
"
better understand the Committee's purpose and promote the importance of safety in the wor --�
place.
10.2.2 A representative from the City's Fire, Police, Municipal Utilities and Engineering, and Quality
of Life Departments shall serve as a member of the City Safety Committee. Additional
representatives shall be selected through an application process... Selection shall be based on
employee interest and commitment to safety. If more than one employee from a division applies
for the position, the selection shall be made by the Committee Chair, City Safety Officer, and
Human Resources Manager.
10.2.3 In the event there are no applicants, appointments shall be made by the Committee Chair, City
Safety Officer, and Human Resources Manager.
10.2.4 The Committee Chair is responsible for reporting and discussing coi.m.nittee issues with
management.
10.2.5 Safety Committees shall consist of:
• Committee Chair, as elected by City Safety Committee;
• A Secretary, as elected by City Safety Committee;
• Human Resources Manager;
• City Safety Officer
• A representative from the Redlands Fire Department
• A representative from the Redlands Police Department
• A representative from the Municipal Utilities and Engineering Department
• A representative from the Quality of Life Department
REV. 2016 Page 11
INJURY AND ILLNESS PREVENTION PROGRAM
10.3 COMMITTEE PURPOSE
10.3.1 The purpose of the City Safety Committee is to:
• Promote safety in the workplace.
• Review results of the periodic scheduled work site inspections, and address corrective
actions needed;
• Review incident and accident reports to follow-up on corrective actions needed to reduce
the likelihood of future incidents;
• Develop and submit suggestions to management for preventing future incidents;
• Review City and Department Codes of Safe Work Practices;
• Review alleged hazardous conditions brought to the attention of any committee member,
and propose methods for the correction of safety concerns;
• Assist with the development and implementation of the annual safety training calendar;
• Conduct and audit safety training sessions;
• Audit work site safety inspections;
• Make recommendation regarding the City's safety incentive program;
10.4 PROCEDURE FOR CONDUCTING SAFETY COMMITTEE MEETINGS
10.4.1 The chair of the City Safety Committee:
• Ensures that the Committee meets, no less than quarterly;
• Maintains meeting summaries and "Action Items."
10.4.2 The Secretary shall prepare and distribute the agenda and meeting minutes. The Secretary shall
also take attendance to note excused absences.
10.4.3 The City Safety Officer shall gather inspection reports, accident reports, and employee
suggestions for corrective action prior to the meeting. The City Safety Officer shall track
committee action items as appropriate.
REV. 2016
Page 12
MONTHLY SAFETY INSPECTION PROCEDURE
1.0 PURPOSE
The Monthly Safety Inspection Procedure establishes a method by which departments can
evaluate their facilities for safety compliance,
2.0 INSTRUCTIONS
2.1 THE MONTHLY SAFETY CHECKLIST
2.L I The Monthly Safety Checklist must be completed for each facility by the 10th day
of each month. Departments may develop their own checklists, however, they
must be approved by the City Safety Officer.
2.1,2 Copies of completed checklists must be maintained in the administrative office of
each department and shall be forwarded to Risk Management for review. The
original shall be maintained at each work site inspected. After all corrective action
has been documented and completed, a copy of the checklist shall be forwarded to
the City Safety Officer.
2,2 CORRECTIVE ACTION
2,2.1 Checklist items requiring corrective action must be documented with Supervisors
submitting work orders for corrective action.
2.2.2 The Safety Committee and Departments shall determine the type of corrective
action needed and establish priorities for accomplishing corrective actions.
2.2.3 Corrective actions that cannot be made within one month shall have an action plan
attached to the checklist. A copy of this plan must be sent to the City Safety ..
�L
Officer who will monitor the progress of the plan.
2.2.4 Records of all corrective actions must be kept on file for a minimum of five (5)
years.
3.0 RESPONSIBILITIES
3.1 ASSISTANT DIRECTORS/DIVISION MANAGERS shall ensure:
3.1.1 The Monthly Safety Inspection Procedure is implemented.
3.1.2 All records relevant to this procedure are kept on file at both the appropriate work
location and at the department's administration offices..
3.2 THE CITY SAFETY OFFICER shall:
3.2.1 Provide technical assistance or recommend interim action plans as needed.
3.2.2 Review Monthly Safety Checklist forms and reports of corrective actions.
3.2.3 Monitor the progress of corrective action, as appropriate.
3.2.4 Work with the Safety Specialist to provide training on performing the monthly
safety inspections,.
2016 Page 1
MONTHLY SAFETY INSPECTION PROCEDURE
Appendix A
GUIDELINES FOR MONTHLY SAFETY INSPECTIONS
The following are the specific requirements for completion of the monthly safety inspections.
I. FIRE PROTECTION EQUIPMENT
1. Fire Extinguishers
Check seals and hoses for cracks.
- Check nozzle for obstructions.
- Remove extinguisher from rack and rotate to prevent powder packing.
- Check gauge or weigh to determine charge status. Contact Building
Maintenance to request replacement extinguishers requiring recharging
with useable extinguisher.
- Check that extinguishers are identified by class of fire and suitable to site.
- Check that extinguisher locations are plainly marked and access to them is
not obstructed.
2. Hose Racks
Check hose and hose seal for cracks.
- Check nozzle for obstructions.
Check that the hoses are packed neatly in rack, and are re-racked annually.
Check that fire hose location is plainly marked and that access to it is
unobstructed.
3. Exits Stairs and Dead-ends
Check that exits are properly identified with illuminated signs.
Check that aisles and exits are unobstructed.
Check that areas under stairs are free of combustible/flammable materials.
Check that building/structure egress is unobstructed.
- Check that dead-ends or areas which could be mistaken for exits are
clearly marked as "not an exit".
4. Access to Electrical and Emergency Equipment
- Check that suitable access and working space is maintained around all
electrical equipment,controls, and switches.
- Check that electrical switches and disconnecting methods are clearly
identified.
- Check that electrical equipment is marked with visible, readable and
accessible voltage, current, wattage or other ratings.
- Check that access to emergency equipment, i.e., stretcher, first aid supplies
or egress equipment is unobstructed and that equipment is ready for use.
- Check that emergency equipment areas are clearly identified.
REV. 2016 Page 2
MONTHLY SAFETY INSPECTION PROCEDURE
II.. HOUSEKEEPING
1. Stairways, Aisles and Floors
Check that stairways are clear of obstructions, handrails are in proper
working order, and steps are in proper condition.
Check that aisles and floor areas are clean and clear of obstructions.
Check that all stairways, aisles, and floors are clear of moisture
accumulations (non-skid coatings should be present where moisture
accumulation is probable).
2. Storage of Materials/Equipment
Check that all materials, tools, supplies and equipment are clean and
properly stored in an orderly fashion.
Check that trash containers are easily accessible to personnel and that
containers are emptied daily..
3. Wash Rooms and Locker Rooms,
Check that wash areas are clean and orderly and have adequate supplies.
Check that fixtures and plumbing are in proper wonting order.
Check that hot and cold running water is available.
Check that personal storage areas are of adequate size and are clean and
orderly„
4. Lights and Ventilation
Check thatillumination is adequate for the work area by initial 'lighting
surveys and subsequent periodic maintenance. ! „
w Check that all appropriate fixtures are protected from moisture contact or
accumulation.
- Check to ensure that replacement bulbs are kept on hand and readily
available.
w. Check that light switches are in proper working order and are protected
from moisture contact or accumulation.
- Check that ventilation intake and exhaust duct screens are clean and free
of obstruction.
- Check that ventilation equipment is in proper working order, and that
annual ventilation inspection records are available.
. Areas Surrounding Buildings
Check that areas are unobstructed and free of debris.
® Check that access to doors, steps, ladders and walkways are clear.
Check that loading docks are free of debris, are clearly identified with
signs and are used for equipment/supply loading and unloading only.
Check that removable guardrails are installed on loading dock platforms.
Check that outside building illumination is adequate by conducting an
initial lighting survey and subsequent periodic maintenance.
Check that switches are protected from moisture contact or accumulation.
REV. 2016 Page 3
MONTHLY SAFETY INSPECTION PROCEDURE
6. Stair Maintenance
Check that floor treads, handrails and lighting are in proper working
y
condition.
7. Sanitation and Food Storage
- Check that work areas, storerooms, personal service areas, and
passageways are clean and orderly.
Check that potable water is provided for drinking, washing, emergency
showers and eyewash equipment.
Check that non-potable water sources are posted as unsafe to drink, and
that they have backflow or back siphoned devices.
- Check that food and beverages are not stored or consumed in restrooms, or
areas where they may be contaminated by toxic substances.
- Check that food handling, break and food service areas are clean and neat.
III. TOOLS
1. Power Tools
- Check that electrically powered tools are properly grounded.
- Check that guards are in place and utilized when power tools are operated.
- Check that power tools are in proper working order, are
maintained/serviced periodically and are never used if malfunctions are
detected.
- Check that power tools with malfunctions are locked out, or repaired
immediately.
2. Hand Tools
Check that hand tools are in safe working condition, are properly cleaned
and stored when not in use.
- Check chisels and hammers for cracks.
3. Grinders
- Check that bench grinders have guards around wheels.
- Check that tool rests and tongue guards are properly adjusted.
- Check that grinder wheels are properly dressed.
- Check that hand grinders have proper guards.
- Check disc for cracks or worn areas.
- After initial inspection of grinders for correct disk speed, central stores
will only issue correct speed discs for each grinder.
4. Tool Storage
Check that hand tools are stored on secure racks, or in areas which prevent
falling or sliding.
Check that portable tools are stored on secure shelves.
i„
REV. 2016 Page 4
MONTHLY SAFETY INSPECTION PROCEDURE
5. Ladders
Check that ladders are stored in areas which prevent sliding and falling..
Check ladder rungs, rails,and foot rest for cracks or other damage.
- Check that metal ladders are marked with electrical hazard warning.
Check that extension latches and ropes are in good repair.
Check that portable ladders are marked with ANSI approval.
IV. PERSONAL PROTECTION EQUIPMENT
1. Emergency Eye Wash and Showers
- Check that eye washes and safety showers are clearly labeled,
unobstructed, and free from debris.
- Test eye washes and safety showers (control centers must be notified prior
to testing if alarm systems are connected to these devices).
- Check that eye washes and safety showers are located in areas where
hazardous chemicals are used.
- Check that protective covers are provided on eye washes.
2. Self-Contained Breathing Apparatus
Check that the monthly performance checks have been completed.
Check that the storage location is clearly marked.
Check that masks are clean and sanitized, and stored in locations protected
from dust, sunlight, moisture and damaging chemicals.
3.. Respirators � „�
- Check that respirators are clean and sanitized, and stored in locations
protected from dust, sunlight, moisture and damaging chemicals.
4. Protective Clothing &Equipment
Check clothing for rips, tears or deterioration.
Check hard hats for cracks and head strap adjustments.
Check that gloves, clothing&equipment is clean and available for use.
5. Eye Protection
Check that protective devices are clean and sanitized.
Check that visitor protection is available in eye hazard areas.
V. HAZARDOUS SUBSTANCES AND PROCESSES
1, Spill Control and Overflow
Check that overflow protection is provided.
- Check that equipment and containers are available for spill clean-up.
2. Storage of Industrial Chemicals
Check that chemical containers are kept closed when not in use.
Check that chemicals stored together are compatible.
- Check that storage area prevents tipping or falling of containers.
Check that chemicals are stored in a cool, dry area.
Check that containment areas are clean and dry.
REV. 2016 Page 5
MONTHLY SAFETY INSPECTION PROCEDURE
3. Dispensing Devices
Check for leaks or cracks.
Check that bonding and grounding is provided on flammable liquids.
4. Labels and Safety Data Sheet (SDS)
Check that SDSs are available (on file or via Risk Management).
Check that containers are identified and labeled properly.
Check that a current hazardous materials inventory is being maintained.
5. Charging& Storage of Batteries
- Check that storage and charging area has adequate ventilation and is
separated from work areas.
- Check that personal protective equipment, spill control equipment, and
dispensing equipment is in proper working order and easily accessible.
- Check that vent caps are in place.
- Check that no smoking and hazard warning signs are prominently posted.
- Check that emergency eye wash and showers are located within 100 feet of
the area.
6. Chemical Mixing and Use Areas
Check that personal protective equipment is in proper working condition
and is readily available.
Check that tubular gauges have shields or physical protection.
Check that hazardous warning signs are prominently posted.
- Check that "spill kits" are readily accessible.
Check that emergency eye wash and showers are located within 100 feet of
the area.
VI. FLAMMABLE LIQUIDS AND GASES
1. Flammable Liquid Storage
- Check that all flammable/combustible materials are used in well ventilated
areas.
- Check that all flammable/combustible materials are stored in flammable
storage cabinets or properly designed storage areas when not in use.
- Check that hazard warning signs ("flammable materials", "no smoking")
are prominently posted.
- Check that fire extinguishing devices are in proper working condition and
easily accessible.
- Check that all flammable/combustible materials are stored in proper
containers (shatterproof, vapor tight, etc.) and that chemical containers are
properly labeled.
- Check that a list of all materials stored in the flammable storage is posted
on the outside of the cabinet.
- Check that storage areas prevent tipping or falling of containers.
- Check that adequate spill control is available.
REV. 2016 Page 6
MONTHLY SAFETY INSPECTION PROCEDURE
2. Dip, Parts, or Wash Tanks
- Check that tanks are constructed of noncombustible materials and bear
hazard warnings.
- Check that drain pipes and tubes are capped or plugged to prevent
accidental drainage.
- Check that ventilation is adequate and fire protection devices are easily
accessible.
- Check that lids and covers are in proper working order and kept closed
when not in use.
- Check that the automatic closing device is in proper working order.
3. Labels and Warnings
- Check that appropriate warnings and labels are prominently posted.
Check that electrical installations are properly maintained.
Check that proper ignition source warning signs are posted within 25 feel
of open containers of fl.anrunables or flammable storage areas.
4. Compressed Gas Cylinders
Check that compressed gas cylinders are legibly marked and identified.
Check that cylinders are stored away from external or radiant heat,
electrical arc, flames or high temperatures.
Check that cylinder caps are in place when cylinders are not in use.
Check that oxygen and fuel-gas cylinders in storage are separated by a
minimum of 20 feet, or a five foot high barrier rated one-half hour for fire
resistance.
Check that cylinders are stored in an upright position and secured from
tipping or falling.
5. Spray Coating Operations
- Check that empty cylinders have closed valves.
- Check that interior walls are maintained in a clean and smooth state,
- Check that a minimum of 3 feet of clearance is available outside of the
booth.
- Check that visible gauges and audible alarms are operational.
- Check that electrical lights and equipment are in proper working
condition, and that windows are free of cracks.
- Check that filter pads are clean„replace as necessary.
- Check that no paints or solvents are stored inside the booth unless in use,
VII. WELDING AND CUTTING OPERATIONS
1. Flammable and Combustible Materials
Check that no flammable or combustible materials are in or around the
welding or cutting area.
Check that floor areas are clean and clear of trip hazards.
Check that fire extinguishers are readily available.
V, 2016 Page 7
MONTHLY SAFETY INSPECTION PROCEDURE
2. Local and Natural Ventilation
Check that adequate ventilation is available and in use during work.
3. Welding or Cutting Shields
Check that shields are constructed of noncombustible materials, and
coated with a non-reflective material.
- Check that shields are setup or adjusted to protect non-welding personnel
from flashes or sparks.
4. Cylinder Protection
Check that cylinders are secure in racks.
- Check that gauges and regulators are in proper working order.
Check that torches or other instruments have backflow prevention devices.
5. EIectrical Welding
- Check electrical cables for damage or exposed wires.
Check that equipment is properly grounded.
Check that records of periodic equipment inspections are available.
- Check that stop switches and buttons are operational.
6. Labels or Safety Data Sheets (SDS) or
Check that an inventory of welding rods, gases, and fluxes is available.
- Check that SDSs are available for all materials (on file or via Risk
Management).
Check that warning signs are prominently posted in welding and cutting
areas.
7. Personal Protective Equipment
Check that personal protective equipment is in proper working condition
and easily accessible.
Check that the level of eye protection is appropriate for the type of
welding/cutting being performed.
VIII. MATERIAL HANDLING EQUIPMENT
I. Hand Trucks and Pallet Jacks
Check that hand trucks and pallet jacks are used within their approved
rating only.
- Check that operators have been trained in the proper and safe use of this
equipment.
Check that equipment is stored in proper Iocations.
2. Forklifts
Check that equipment is in proper working order and that weight loads are
posted on the mast.
Check that controls are labeled and that the horn and lights are fully
operational.
- Check that maintenance and daily inspection records are being maintained.
REV. 2016 Page 8
MONTHLY SAFETY INSPECTION PROCEDURE
3. Hoists and Rails
- Check that hoists are used for approved purpose only, and that they are the
proper size and capacity for such use. o
- Check that hoists are maintained, and in proper working order.
- Check lift chains or lift ropes for cracks, twists, or worn or frayed areas.
- Check that electric hoists are in proper working condition, and are serviced
regularly.
- Check that hoists and hoist rails are securely mounted and are clearly
marked with their load rating.
- Check that hook catches are in proper working order.
4, Cables, Ropes, Chains, and Slings
Check all parts for signs of stress or unusual/excessive wear or fatigue.
Check that equipment is stored in proper areas or containers„
5. Maintenance and Inspection Records
w. Check that daily and periodic inspection records are properly maintained.
Check that noted corrective actions for repairs have been completed.
Check that certificates are available for units rated above 3 tons and for
quads for units rated above 1 ton.
IX. BULLETIN BOARDS
1. Required Posters
Check that the following materials are posted
- CaUOSHA "Safety and Health on the Job"
Hazardous Materials "
- Exposure and Medical Records info
- Hazardous Areas
- Evacuation Routes & Emergency Contacts
- A list of emergency clinics
X. MACHI'N'ERY
Check that moving parts of machines are properly guarded and that guards
are identifiable and in proper working order.
- Check that machine operators have been trained in the proper operation of
each machine and the associated guarding techniques.
- Check that machinery hazards i e identified by area markers.
- Check that personnel are instructed to stay clear of hazard areas,.
- Check that machinery controls and switches are properly identified and
have written operating instructions located at the controll area.
Check that all machinery repairs are performed by competent persons and
repairs are done after equipment is placed in a lockout/tagout status (see
Lockout/Tagout.procedure').
REV. 2016 Page
m
MONTHLY SAFETY INSPECTION PROCEDURE
XI. OFFICES
- Check that offices are maintained in an orderly fashion.
- Check that adequate trash receptacles are available
- Check that aisles are unobstructed.
- Check that all equipment/furniture is in proper working condition and is
arranged to prevent accidents.
- Check that storage areas are clean and orderly and periodically cleaned for
outdated or unused materials.
- Check that seismic restraints are installed on all equipment which might
injure someone during an earthquake.
REV. 2016 Page 10
MONTHLY INSPECTION
Office Monthly Safety Checklist j
MONTHLY SAFETY CHECK
FACILITY: LOCATION:
DATE. STATUS
INSPECTED BY. A B C COMMENTS
I. OFFICES:
1.Waste Materials Deposited in Containers
2. Fumiture&Fixtures Free of Sharp Edges
3.Electrical Machinery in Good Condition,Pro erly Grounded
4.Storage Areas Clean&Orderly
II. FIRE PROTECTION:
1.Fire Extin uisher
2.Hose Racks
3. Exits,Stairs,&Dead-ends Properly Marked
III. HOUSE KEEPING:
1.Aisles,Stairs,&Floors
2.Storage of Materials
3.Wash&Locker Room
4. Lights&Ventilation
5.Areas Around Building
6.Stair Maintenance:Treads, Handrails, Illumination
7.Sanitation&Food Storage
IV. BULLETIN BOARDS:
1. Required Poster Display
STATUS:
A=SATISFACTORY
B=NEEDS SOME ATTENTION
C=NEEDS IMMEDIATE ATTENTION
RECOMMENDATIONS(Com lete for all items which need attention.)
DATE OF
ITEM NO. DESCRIPTION OF ITEM ACTION TAKEN CORRECTION
MONTHLY SAFETY INSPECTION PROCEDURE
Appendix B
Monthly Safety Checklist
MONTHLY SAFETY CHECK
r-ACILITY: LOCATION:
DATE. STATUS
INSPECTED BY. A B C COMMENTS
I. FIRE PROTECTION:
1. Fire Extinguisher
2.Hose Racks
3. Exits,Stairs,&Dead-ends Properly Marked
11. HOUSE KEEPING:
1.Aisles, Stairs,&Floors
2.Storage of Materials
3.Wash&Locker Room
4. Lights&Ventilation
5.Areas Around Building
6.Stair Maintenance:Treads, Handrails, Illumination
7.Sanitation&Food Storage
III. TOOLS:
1.Power Tools: Frayed Wires, Properly Grounded Guards
2. Hand Tools:Worn Wrenches,Cracked Hammer Heads
3. Bench Grinder.Alignment of Tool Rest,Wheels Dressed
4.Toa'Stora e
5. Ladders
IV. PERSONAL PROTECTIVE EQUIPMENT:
1.E e Wash&Showers;Clean,Operational, Protective Covers
2. Self-Contained Breathing Units, Location
3. RespArators, Location,Storage
4. Protective Clothing&Equipment
5. Eye Protection
V. HAZARDOUS SUBSTANCES&PROCESSES:
1.Spill Control&Overflow
2. Storage of Industrial Chemicals
3. Dispensing Devices
4.Labels&MSDS,Waming Signs
5.Changing&Charging Storage Batteries
6.Chemical Mixing&Use Areas
Vl. FLAMMABLE LIQUIDS AND GASES:
1. Flammable Liquid Storage
2.Dip&Wash Tanks
3.Labels&Wamin s
4. Storage, Handling, Markings&Use of Cylinders
5.Spray Coating Operations
STATUS:
SATISFACTORY
NEEDS SOME ATTENTION
C=NEEDS IMMEDIATE ATTENTION
MONTHLY SAFETY INSPECTION PROCEDURE
MONTHLY SAFETY CHECK(Continued)
STATUS
A B C COMMENTS
VIII. WELDING&CUTTING OPERATIONS:
1., Flammable&Combustible Materials
2, Local or Natural Ventilation
3.Welding or Cutting Shields
4.Cylinder Protection
5. Electrical Welding, Grounding&Cable Inspection
6.MSDS&Labels,Welding Gases, Rods&Fluxes
7,Personal Protective Equipment
VIII. MATERIAL HANDLING EQUIPMENT:
1.Hand Trucks&Pallet Jacks
2. Fork Lifts
3.Shop Hoist&Units
4.Slings, Cables, Ropes,Chains,Webbing
5.Maintenance& Inspection Records
IX, BULLETIN BOARDS:
11. Required Poster Display
X. MACHINERY:
1.Guards in Pllace
2. Hazard Areas Marked
3.Switches&Controls Properly Labeled
4.Maintenance&Function Controls Records
XI, OFFICES:
1.Waste Materials Deposited lini Containers
2. Fumiture&Fixtures Free of Sharp Edges
3. Electricaill Machinery in Good Condition,.Properly Grounded
4.Storage Areas Clean&Orderl
STATUS:
A=SATISFACTORY
B=NEEDS SOME ATTENTION
C=NEEDS IMMEDIATE=ATTENTION
RECOMMENDATIONS(Complete for all items which need attention.)
DATE OF
ITEM NO. DESCRIPTION OF ITEM ACTION TAKEN CORRECTION