ORDER NO. E7983 ''
APPROVE SAFETY INCENTIVE PROGRAM
On this the `4th day of February, ~:00~, upon motion made by
Commissioner Let z, seconded by Commissioner Williams, the
Court unanimously approved by a vote of 4-0-0, to approve a
r•esolutiai~ to .join in the Safety Incentive Program offered by
Texas Association of Co~_~nties, the I~.err Co~_~nty Workers
Compensation carrier.
~ ~~ ~-
COMMISSIONERS' COURT AGENDA REQUEST
PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE
REVIEWED BY THE COURT.
MADE BY: Pat Tinley OFFICE: County Jude
MEETING DATE: February 24, 2002 TIME PREFERRED:
SUBJECT: (PLEASE BE SPECIFIC)
Consider and discuss approve safety incentive program offered by our Workers'
Compensation carrier, TAC.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON)
NAME OF PERSON ADDRESSING THE COURT:
ESTIMATED LENGTH OF PRESENTATION:
IF PERSONNEL MATTER -NAME OF EMPLOYEE:
Count~~e
Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter
551 and 552, Government Code, is as follows:
Meeting scheduled for Mondays:
THIS REQUEST RECEIVED BY:
THIS REQUEST RECEIVED ON:
5:00 P.M. previous Tuesday.

All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been
prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be
appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules
Adopted by Commissioners' Court.
TEXAS ASSOCIATIOI~I OF COUI~ITIES
1204 San Antonio • Austin, '1'X 78701 (y o~ P.O. Box 2131 • Austin, TX 78768-2131
Sam D. Seale • Executive Director
January 8, 2003
Hon. Pat Tinley
Ken County
700 Main Street
Kc ~-tville, TX 78028
Re: $17,856 Safety Incentive Program
Dear Judge Tinley:
As your Workers' Compensation carrier, the Texas Association of Counties Workers'
Compensation Self-Insurance Fund is providing an excellent opportunity for Kerr County.
The board of county officials, which oversees the TAC operations, has approved a
monetary safety incentive of up to $17,856 for the enhancement of your safety programs.
This is a temporary (two year maximum) rntervention program offered to pool members
whose losses were significantly higher than other pool members during either the 2001 or
2002 calendar years. The idea is to provide pool members an immediate incentive to
control losses. Successfully implemented, these efforts should prevent or minimize the
accumulation of several years of poor loss experience, which may have severe adverse
effects on Workers' Compensation experience rating and pool discounts.
This incentive program includes positive recognition of Kerr County officials for efforts
made to improve safety practices in the workplace. This is achieved through press releases
and a media presentation of a large check to the county reflecting the cash incentive
earned. Uf course, this recognition follows the successful audit of approved accident
prevention plan.
Should the plan not be fully implemented (e.g. non-participation by an elected official's
department or some elements of the plan not in place), a partial monetary incentive may
still be provided along with the press opportunity to recognize the positive aspects of what
was accomplished.
Please understand that this is not a "giveaway" program, and will require effort,
commitment and follow up on the part of County officials to develop and implement
programs worthy of the incentive. There is no monetary penalty or subsequent billing
should your county choose not to participate in this voluntary program; however,
increasing claim costs usually have an adverse affect your Workers' Compensation rates in
the future.
(512)-478-8753 1-(800)-456-5974 FAX (512)-476-6231
To proceed, the County should contact their TAC Safety Specialist Larry Boccaccio, and
schedule a meeting to go over all of the program components and responsibilities,
implementation timelines and more specific audit criteria to receive the incentive. This
meeting should include elected officials and key county staff, such as department heads,
Workers' Comp Coordinators, Loss Control Coordinators, Safety Officers, or other similar
positions.
These meetings should be scheduled no later than February 21, 2003 and the completed
resolution with signatures of support from other officials is due in to the TAC offices no
later than February 28, 2003.
It is advantageous to schedule these kickoff meetings as soon as possible as there are
approximately 30 entities involved in this program.
Should you choose to participate, the County will need to:
I) adopt and sign the enclosed resolution (or a similar one drafted by the County)
2) obtain signatures of support from Sheriff (required) and other elected officials
to participate. Note - if there have been significant Workers' Comp losses in one of the other
county offrces besides the Sheriffs and the Road & Bridge Departments, the TAC Safety
Specialist may require participation by those offices to earn the monetary incentive.
3) return a copy of the signed resolution to TAC Loss Control by February 28,
2003. Note -This may be done a er the initial meeting, should the Court and Elected
Officials need more information before signing onto the program.
Upon receipt of the resolution, press releases for your local newspaper will be provided to
the county immediately, detailing the positive aspects of this program and the support of
the Commissioners' Court and other elected officials for this safety initiative.
Once the resolution has been adopted, the county should proceed in developing an
Accident Prevention Plan (APP) with the assistance of your TAC Safety Specialist, Larry
Boccaccio. He can assist you in developing a plan that addresses the specific safety needs
of your county and is comprehensive enough to ensure successful results.
With regard to participation in the program, at an absolute minimum, the Sheriff's Office
and the Road & Bridge department(s) must participate to satisfy the requirements of the
plan. Your safety representative may also require participation of other departments, if the
loss potential or loss history warrants.
Details of the plan may be negotiated with the TAC Safety Specialist, but must contain
appropriate activity to control these losses and be approved by TAC Manager of Safety &
Law Enforcement Services. As part of the plan, the safety coordinator or other responsible
person must provide a monthly progress report to the Commissioners' Court on the
implementation status of the program, with a copy to your TAC Safety Specialist.
The minimum components of the plan must cover the following 7 concerns to be
comprehensive and effective. These seven elements are:
1. Management Support
2. Analysis of Loss Trends
3. Record Keeping & Documentation
4. Safety Training of Employees
5. Hazard Inspection & Identification
6. Accident Investigations
7. Periodic Review of the Program
NOTE: If it is determined that there are claims management issues affecting the losses, the
TAC Safety Specialist may require an effective claim follow up process be implemented as
part of the audit criteria.
All plans must be complete and agreed upon by the county and the TAC Safety Specialist
by April 22, 2003.
A midsummer follow up visit will be made in the summer before July 15, 2003 by the
TAC Safety Specialist to provide guidance, and/or minor plan revisions to ensure that the
plan is being followed. A TAC Safety Representative will conduct the final audit no
earlier than September 2, 2003 and no later than October 24, 2003. This final audit will
determine if the plan was appropriately followed, and a determination will be made
whether the county would receive part or all of the available incentive money.
Upon earning some or all of the incentive, TAC will conduct a presentation in
Commissioners' Court as soon as possible publicly recognizing the county for their efforts
and emphasizing the current and future savings to Kerr County and taxpayers. This public
recognition would be accompanied by press releases for local news.
The TAC safety staff is enthusiastic about this incentive program made available to you by
aboard of your fellow county officials. We look forward to working with your county on
these comprehensive safety efforts and are confident that the savings you will realize this
year will represent only a small portion of your long-term savings. This type of plan has a
proven track record of significantly improving loss records and Workers Compensation
costs.
If you have any questions regarding this program, please give your Safety Specialist
Larry Boccaccio or me a call.
Sincerely,
Mike Strawn, CSP
Assistant Manager of Loss Control Services
enclosures: Court Resolution, Overview of APP, Timeline
cc: Kerr County Commissioners
Hon. William R. Hierholzer, Sheriff
2003
Safety Incentive
Program Guide
Presented by
Larry M. Boccaccio
o~
'"°` ~°Texas Association
~....,.
of Counties
1204 San Antonio S~reet, Austin, Tens 78701 Phone: 800/456-5974
Texas Association of Counties
Safety Incentive Program Guide
This guide is intended to help Texas counties eliminate and control hazards. The
materials in this guide wilt provide you with tools and ideas to incorporate the Accident
Prevention Plan (APP) as part of your standard operating procedures. Regardless of the
size of your county, we are confident that these elements will help you control the costs
and suffering associated with work-related injuries.
Maintaining a safe work environment can have a positive effect on productivity and
operating costs. When you prevent or minimize an accident, your county maximizes on
operating efficiency and decreases operating costs. Every year, counties around the
state suffer losses of equipment and property damage as result of work related
accidents. In some cases the losses are extremely severe, such as the loss of lives.
An effective Accident Prevention Plan can benefit your county's bottom line. First,
safety awareness may help you prevent the loss of lives. Second, safety awareness
may also prolong the life of your equipment. Third, a high number of work-related
accidents could force your county to pay higher insurance premiums.
This guide explains how to effectively develop and perform each program component.
The end result will depend on what you do with this guide, and how well you implement
your Accident Prevention Plan.
The results will vary from county to county; however, we have identified those counties
with strong managerial support and participation to be the counties with better results.
2003 Safety Incentive Program Time Line
Letters to County Officials
Initial meetings
Resolution approved by Court
All elements of plan in place
Mid summer evaluations
Final audit (inspection)
January 3, 2003
February 21, 2003
February 28, 2003
April 22, 2003
July 15, 2003
September 2, 2003 through
October 24, 2003
Management Element
Experience has shown that sincere commitment and active participation by management
are necessary if an Accident Prevention Plan is to achieve the beneficial results. When
management demonstrates genuine interest in preventing accidents and providing a
safe workplace, supervisors and employees are more likely to do the same.
It is vital for the success of the APP that we have participation of Commissioners' Court,
members of management, and also the unconditional participation of middle
management, such as your foremen and supervisors.
Management should demonstrate active participation by translating ideas into specific
safety actions such as:
• Adopting a court resolution supporting the Accident Prevention Ptan
• Developing and implementing a Safety Policy
• Developing and implementing an Accountability Policy
• Providing realistic allocations of time and money for safety items
• Assigning responsibility and authority for implementing and enforcing your
Accident Prevention Plan
• Reacting promptly to recommendations developed as a result of the Accident
Prevention Program (suggestions, complaints, etc.)
• Attending safety talks and meetings
Implementation of the Plan
Over the years the Texas Association of Counties has encouraged Texas counties to
organize safety committees to develop and implement safety programs. Some counties
have opted to assign Loss Control Coordinators or Risk Managers to perform this task.
We feel this decision should be left to the discretion of the county; however, we do
recommend appointing one individual to:
• Oversee the development of the APP
• Coordinate the implementation of the APP
• Discuss the status of the development and implementation of the APP with
members of Commissioners' Court and other members of management on a
monthly basis
2
Goats
An Accident Prevention Plan is more likely to accomplish the desired results when safety
goals have been clearly established. Goals should give a clear understanding of what
you expect. These goals should be realistic and easy for your Coordinator to measure.
Safety Policy
A Safety Policy statement will help you develop employee awareness. Develop a good
policy that will help you communicate your intent. The policy should be part of your
Accident Prevention Plan. In addition, you may take a copy of the signed policy and
place it in a visible location for everybody to see.
Authority and Accountability
The authority and accountability policy will help you communicate to all county
employees' that the responsibility of implementation and success of the plan falls in the
hands of every county employee.
Management Checklist
Have you adopted a court resolution?
yes no
Have you developed and adopted a safety policy statement? yes no
In the policy statement, or in a separate section of the plan,
have you appointed an individual (by position) who would be
responsible for:
Accident Prevention Plan development? yes no
Implementation of the plan? yes no
Enforcement of the plan? yes no
Timeline for progress updates by the designated person? yes no
Recordkee~ina Element
Recorkeeping is a necessary function of managing your Accident Prevention Plan.
Records provide written documentation of your actions and assist you in administering
your program components, as well as meeting the Texas Association of Counties' audit
criteria.
In order for the county to be able to receive credit for their safety efforts, the county must
provide documentation to support the implementation of the seven elements.
Records will be reviewed during the mid-summer and final audit review. As part of this
package, the Association will furnish all participating counties with sample forms and
policies that may be used for the documentation of the seven elements. Some forms or
policies may not completely represent the current practice by the county. Therefore we
encourage sample forms be customized to represent the specific county's needs. It is
the responsibility of the county to modify the necessary forms, and policies.
The recordkeeping policy must outline what records are to be kept, who will keep the
records, where and how long the records will be maintained. Five years is the
recommended time period for maintaining records, unless otherwise required by the
individual county or state law.
Recordkeeping Checklist
Have you designated the records to be kept as part of the
audit program?
yes no
Have you designated a persons} to maintain your records? yes no
Have you stipulated where the records will be maintained? yes no
Have you determined what forms will be used to document:
Personallnjury? yes no
Accident Investigations? yes no
Building Inspections? yes no
Vehicle & Equipment Inspections? yes no
4
Safety Analysis Element
A Safety Analysis policy will assist counties to study data to determine trends or identify
problem areas. The analysis should be presented in the form of a report. The report will
allow you to concentrate on areas of your business that pose the greatest threat to the
health and safety of your employees.
The Safety Analysis Report should help managers identify areas within the county or
within their respective departments with the highest exposure or frequency of accidents.
Trend Analysis is used to identify trends indicated by statistical data gathered from other
program components. By keeping accident and injury data, you can identify particular
types of injuries, and the causes of the injuries. Inspection data may reveal problem
areas or particular hazards that continually recur. The trend analysis may indicate the
need for additional training, new procedures, or engineering controls to eliminate the
problems.
Accident Log
Accident logs are recommended as part of the analysis element. The log will facilitate
the analysis process. As a minimum the log should maintain:
• Areas where accidents are taking place
• Type of injuries (sprain, strains, lacerations, etc.)
• Nature of injuries (pulling, pushing, etc.)
The log may provide a quick look at the county's current experience. The idea is to
identify the trends before they continue to cause more injuries to employees.
What is Included in the Analysis Policy?
• To formulate the analysis component, what do you need to establish in
writing?
• Who (by position) is responsible for conducting the analysis?
• What type of analysis will be conducted?
• How often the analysis will be conducted?
• What data will be analyzed?
Why Conduct a Safety Analysis?
Mistakes or errors that result in employee injuries, loss time or damaged equipment
affect the county's productivity. A simple analysis can help you obtain maximum
efficiency, safety, and productivity.
How is the Analysis Conducted?
• Select the data to be analyzed (accidents and injury data or hazards
identified during inspections)
• Determine a time period the analysis will cover (monthly, bi-monthly)
• Identify similarities in data (three out of four accidents involved back injuries
from same work area, three out of four involved same work activity, same
hazards identified during the inspection)
• Develop corrective measures to stop the unfavorable trends
Job Safety Analysis
JSA is another tool that may be used to better understand the hazards associated with
everyday operations.
A Job Safety Analysis outlines the steps involved in a persons occupation, it helps your
county identify the hazards with the respective occupation and corrective actions that
may help you accomplish the task more safely and efficiently.
Some solutions identified during the JSA may take form of physical changes that
minimize or control job hazards; for example, using machine guards. Other solutions
can consist of changes in job procedures that eliminate or minimize hazards; for
example, pilling materials more safely. Your Texas Association of Counties Safety
Specialist may be able to assist you with a more detailed JSA training.
Analysis Checklist
Has an individual been appointed to conduct the analysis? yes no
Have you decided on the frequency and the time frame the
analysis will cover?
yes no
Have you decided what type of analysis to conduct? yes no
Has the date for the analysis been identified? yes no
Safety Training Element
Employee training is your most valuable accident prevention tool to develop employee
safety awareness. Through training, your employees learn to recognize and eliminate
hazards. Training may also influence the employees' behavior. The wrong behavior or
attitude may lead to work related accidents. After all, 80 to 90% of all accidents are
attributed to human behaviors.
Many accidents can be avoided if the employees are shown safe work practices and
made aware of the hazards of the job. You may use other elements of the program to
develop a training schedule for your county or department.
The Supervisor
Supervisor's participation in employee training is vital for the prevention of work related
accidents, and with your support and guidance they can have a direct impact on the
reduction of workplace accidents.
The Employee
County employees are busy personnel, who are exposed to a variety of tasks within their
respective departments; therefore, it is important that they are presented with the correct
tools and education on how to accomplish tasks safely and effectively.
New Employees
New employee orientation should be in writing and it should include safety information.
In addition, new employees may be provided with a tour of the work area explaining the
operations, processes and equipment. Explain hazards that could lead to injury and the
safety precautions to prevent injury.
When developing the Training Policy, the following information must be specified:
T. Indicate, by position, who will be responsible for conducting the training. When
selecting the designated trainer, take into consideration that they will have to train on
a variety of topics, specific to their respective areas. Therefore, we recommend
appointing individuals that are knowledgeable of the department operations, policies,
and the hazards associated with county operations.
2. How often training will be conducted depends on the exposure of the department.
Some departments, by the nature of their responsibilities, have higher risk exposures
than others. Consequently, these departments will require additional training
throughout the year to maintain a high level of awareness. Road & Bridge and
Sheriffs Departments will be expected to conduct training on a monthly basis for the
purpose of the audit program.
3. Some counties like to adopt a core of training topics for the year. Unfortunately,
sometimes these topics do not address some of the factors contributing to work-
related accidents. We recommend that the county conduct an analysis of the most
common type of injuries over the past two years to identify developing trends. The
training schedule should reflect the specific county needs. Some areas may need
specialty training to address their safety needs.
Who Needs Training?
Everybody needs training. New employees need training to get off on the right foot.
Existing employees need constant training to remind them of the hazards associated
with their jobs, and remind them of the county's standard operating procedures. Also,
existing employees who change jobs require training to perform their jobs more
efficiently and safely.
Additional consideration should be given to those employees working in more hazardous
situations, such as those assigned to activities with strenuous manual labor, heavy
lifting, pulling or pushing.
Supervisors need specific management techniques that may help them implement and
enforce the Accident Prevention Plan. Supervisors need training analyzing jobs to
identify unsafe acts and conditions that may lead to work-related accidents.
Who Should Conduct the Training?
Over the years, counties around the state have relied on the services provided by the
Texas Association of Counties or other outside agencies for their training efforts.
Unfortunately, due to the increase demand for training over recent years, we can no
longer provide all necessary training required to maintain a high level of safety
awareness. Therefore, we are committed to training personnel within the county that
may be able to provide all the necessary training to meet the audit criteria.
The Association has an extensive safety resource library, which is able to accommodate
a number of topics related to county operations. We recommend to all participating
counties to allow personnel within the county to become trainers. "Train the Trainer
instruction will allow the trainer to expand their knowledge on training techniques so they
can maximize their training sessions. Your Texas Association of Counties Safety
Representative can assist you with this.
New Employee Orientation
As previously mentioned, new employee orientations are important to get new
employees off on the right foot. As part of the written orientation program, you should
consider the following:
• Discuss the county's policy and dedication to safe and healthy work
environment
• Provide a copy of the county's rules and procedures to employees, and
discuss any questions or particular items of interest with the employee
including accident reporting, hazard reporting, etc.
• Discuss the Accident Prevention Plan with the employees
• Supply employees with any personal protective equipment needed to perform
the job. Include instruction on its proper use, adjustment, maintenance, and
replacement procedure.
• Discuss and provide training on speck hazards of the employees' jobs. A
JSA is a good tool to help prepare and present this training.
• Take employees on a tour of the county and your respective departments.
What is Considered Safety Training for the Purpose of the Safety Audit
Incentive Program?
Safety training for the purpose of the safety incentive program should include topics on
matters affecting county employees' health and safety, with an emphasis on most recent
injury experience (minimum last two years).
Safety Videos
Safety videos are a good source for safety training; however, a video will not be capable
of addressing all the specific needs of the department. Therefore, we will expect
personal involvement by the immediate managers and supervisors to complement video
presentations.
Job Related Discussions
Job related discussion will be considered training sessions if they discuss safety-related
matters, i.e. °sexual harassment" although an important matter, is not considered safety
related.
The following are considered job-related discussions:
• Discussion of county or department standard operating procedures changes
• Discussions with employees about new equipment or machinery operation
• Discussion of hazards associated or special precautions with the equipment
Job Safety Analysis Discussion
Development or discussion of JSA will be considered safety training.
Demonstrate to employees exactly what has to be done to perform tasks efficiently and
safely by explaining each step. Comments such as " be careful out there" are not
considered safety training.
Supplemental Materials for Safety Training
In addition to the required safety meetings, employers may complement safety meetings
in a variety of ways, such as:
• Conducting "tail gate" meetings
• Making written safety information, such as safety posters or envelope stuffers
available to the employees
• Watching employees demonstrate the task, explaining each step back to you
• Checking employee performance through job site observations
• Discussing safety topics during departmental staff meetings
How to Develop a Training Schedule Program
Step 1: Determine Training Focus
Review recent accident related data, such as accident reports, loss runs,
accident investigations, incident reports, and conduct an analysis by:
• Exposures
• Type of Injuries
• Cause of Injuries
• Work Areas
10
Step 2: Identify Training Needs
• Determine which training needs will have the greatest impact in the reduction
of current accident trends.
Step 3: Identify Goals ~ Objectives
• Specify what you want your employees to gain from the training, and how you
will evaluate the results
Step 4: Develop or Organize Learning Activities
• Develop a training activity to be used during the training. This may include
researching what materials are currently available within the county, and what
outside sources may assist you in the process.
Step 5: Conduct Training
• Conduct the training method you have determined will be most effective for
your needs. Prioritize your training based on immediate needs. Fist Aid and
CPR are important training; however, these topics will have little impact in the
reduction of most work related accidents.
Step 6: Evaluate Program Effectiveness
• Review accident investigation and inspection reports and job site observation
to evaluate the effectiveness of the program.
Step 7: Improve the Program
• After the review, determine what areas or topics need to be addressed to
improve the current program. Sometimes serious accidents or unsafe
conditions may force you to improvise on your safety training program.
Available Resources
TAC Safety and Law Enforcement Safety Catalogs
TWCC Resource Center
TEEX Safety Catalog
11
Safety & Health Training Checklist
Has an individual responsible for conducting training been appointed? yes no
Has your representative received uTrain-the-Trainers training? yes no
Have you developed a training schedule?
yes no
Have you developed training topics by department? yes no
Have you assigned training dates?
yes no
Has training been documented? yes no
Have employees signed attendance rosters? yes no
12
Safety Inspection Element
A self-inspection program is a good way to detect unsafe conditions, as well as unsafe
acts that lead to accidents. A high number of accidents among county employees are
attributed to poor housekeeping or unsafe acts by employees. Most prevailing types of
injuries include slips, trips, falls, lifting, reaching, twisting, being struck by an object,
caught between, cuts, burns, etc.
Knowing what to look for and where to look is important in the reduction of accidents;
therefore, during the inspection look for locations where injuries can or have occurred.
Middle management should give guidance to their personnel in the development and
implementation of the safety inspection program. A good inspection form should
facilitate the process for the person responsible of conducting the inspections. Middle
management should regularly review inspection reports for the identification of
conditions which may lead to accidents and for implementation of corrective actions
necessary for the elimination of the identified conditions.
What to Include in the Inspection Element?
The policy should state who will be responsible for conducting the inspections. The
unique structures and operations of counties around the state, require participating
counties to indicate by position the person(s) responsible for this task.
The policy should also indicate how often the inspection will take place. For the purpose
of the audit criteria, Road 8~ Bridge and Sheriffs Departments will be expected to
conduct monthly safety inspections of their facilities.
County vehicles, as well as other operating equipment, will be subject to regular
inspections. Cun-ently, counties around the state are expected to document the number
of gallons of fuel consumed by the equipment, flat repairs, as well as parts used in the
repair and maintenance of the equipment. For the purpose of the Safety Incentive
Program, we will require participating counties to conduct inspections of the equipment
with an emphasis on the identification of conditions that may affect the safe operation of
the equipment. This will include, but is not limited to, all safety equipment from factories,
as well as windshields, tires, brakes, lights, back alarms, etc.
County vehicles including, pick up trucks, cars, patrol cars, etc., should be
subject to:
• Daily vehicle inspection
• 3000 mile inspections
Heavy Equipment
• Minimum 250 hours inspections
13
All inspections should be documented. As part of the Safety Incentive package, we are
providing you with sample forms that may be used for documentation of the equipment
inspections.
The element should also indicate who will be responsible for reviewing the reports and
corrective actions.
When Should Inspections Be Conducted?
Increases or changes in operations, or installation of new equipment often creates new
hazards, such as congestion, poor housekeeping, and other conditions that may
contribute to employee accidents. Consider scheduling an inspection if any of these
changes in conditions occur.
Inspection Element Checklist
Have you appointed a responsible person to conduct safety
and health inspections?
yes no
Have you establish how often inspections will be conducted? yes no
Have you stipulated how inspections will be documented? yes no
Have you determined who will be responsible for the review of
the inspection reports? yes no
Have you conducted an inspection follow-up to ensure corrective
action? yes no
14
Accident Rellwrtina & Investigation Element
All work-related accidents must to be documented immediately after the occurrence,
followed by an accident investigation for the identification of contributing factors leading
to the accident, and the corrective actions necessary for the prevention of similar
accidents in the future. Therefore, the county needs to develop a policy to record and
investigate the accidents.
The element should outline the procedure to report and document work-related
accidents including:
• Personnel to be notified
• Reporting time line
The next item in the element should indicate the procedure to follow for the investigation
and documentation of work-related accidents. The investigation procedure should
indicate:
• Individual responsible for conducting the investigation
• Forms to be used during the investigation
• Individual(s) responsible for the review of the investigation findings
• Follow up process for the implementation of the con-ective actions
When Should Accidents Be Investigated?
Every accident should be investigated as soon as possible after it occurs. If you wait,
facts could be forgotten and evidence may be lost. Prompt investigation will result in the
most complete and useful information. Investigations should take place at the scene of
the accident.
Why Should Investigations Be Conducted?
Accidents do not just happen-they are caused. First, find out what caused the
accident. Second, develop a plan of action to eliminate or control the cause. All
accidents should be investigated, no matter how minor. Eliminating the causes and
contributing factors of minor accidents can prevent serious accidents in the future.
Who Should Conduct the Investigations?
The immediate supervisor of the area where the accident took place should conduct the
investigation. The reasoning behind this practice is that supervisors have better
knowledge of all employees under his or her supervision, not to mention they have a
15
better understanding of the various operations and operating procedures of the
department. Upper management should review all accident investigation reports within
their respective departments.
How Should an Investigation be Made?
Effective accident investigation skills are developed through experience. Basically, find
out what causes the accident and what can be done to prevent its recurrence. Some
suggestions include:
• Check the site and obtain facts before anything has changed
• Discuss the accident with the injured employee as soon as possible, after first
aid or medical treatment has been given
• Obtain facts from witnesses regarding the conditions and circumstances
before and after the accident
• Compile all facts, regardless how small, to assist you in determining the real
cause
• Be objective-the purpose of accident investigation is to find the real cause
and contributing factors behind the accident, not someone to blame.
Once the investigation process is complete take corrective actions to eliminate the cause
and prevent recurrence. Upper management needs to make sure accident investigation
recommendations are implemented.
• If employee failure was involved, make sure the employee is now properly
trained. In addition, make sure to train other employees in similar operations.
• If the operation can be changed to eliminate the hazard, change ~.
• Decide if equipment changes or guards are needed. Seek assistance, if
necessary, to obtain the proper type of device.
• Follow up on corrective actions to make sure they are effective.
Your Texas Association of Counties Safety Specialist may be able to assist you in this
process by conducting Accident Investigation Training.
16
Accident Investigation ~ reporting Checklist
Have you developed county accident reporting policy procedure? yes no
Have you appointed, by position, the person to conduct accident
investigation? yes no
Have you developed accident investigation guidelines covering
how investigations will be conducted? yes no
Have you specified in the policy who will review the accident
investigation reports? yes no
17
Review & Revision Element
The purpose of the review and revision element is keep your Accident Prevention
Program current and working efficiently and effectively to prevent fosses, accidents, and
injuries.
This element will provide the opportunity to fine tune your program and make necessary
adjustments to better suit your specific county needs. Schedule, in advance, a thorough
review of each component of the plan and make necessary changes.
Ensure new equipment procedures or operations are incorporated into the appropriate
component of the plan. Check existing equipment procedures and operations to ensure
that your current component guidelines are meeting your safety needs.
Do not forget to notify all county employees of the changes to the APP.
All participating counties will be required to select an individual responsible for preparing
and presenting the Accident Prevention Implementation Status Report to
Commissioners' Court. The purpose of the report is to keep Commissioners' Court
informed of the progress of the implementation of the Accident Prevention Plan. As
indicated on the sample APP, the report will be presented to Commissioners' Court on
the last regularly scheduled Commissioners' Court of each month, a copy of the report
will be sent to your Texas Association of Counties Safety Specialist via fax ore-mail.
Program Review Checklist
Has a person been appointed to conduct and document the
program review?
yes no
Have you stipulated when the program review will be conducted? yes no
0:1Accident Prevention Plan\Accident Prevention Plan Guide.doc
18
TEXAS ASSOCIATION OF COUNTIES
Safety Incentive Program
The Safety Incentive Program is designed to encourage counties to develop and implement
an effective accident prevention plan to prevent work-related accidents. Where effective
accident prevention plans are implemented, injury and illnesses are significantly less than
comparable counties where safety and health management is weak or non-existent. In
order for a county to successfully complete the Safety Incentive Program, the county must
develop and implement aseven-element accident prevention plan. Below is a brief
summary of each component:
Management Component:
This component will reflect management's commitment to safety. It should:
^ include a signed safety policy statement.
^ designate the responsibilities -authority -accountability for each element.
Things to consider:
^ when delegating responsibilities, is the person's job title or position listed?
^ does the individual, who is assigned responsibility for a given component, understand
the duties or requirements of that component?
Analysis Component:
This component will include the procedures for the accident trend analysis. It should:
^ include a list of records used: accident investigation reports, safety inspection or audit
reports, any corrective actions taken, and the training records.
^ detect existing or potential workplace exposure trends.
^ give the frequency of the accident trend analysis -state the month if conducted less
than monthly.
^ identify who is responsible for: formulating corrective actions, implementing those
corrective actions, and following up to assure the effectiveness.
Things to consider:
^ is there an additional need for more in depth or personalized training?
^ are near miss incidents identified as existing or potential trends?
^ are equipment or material damage/loss reports used in the analysis?
^ are motor vehicle or equipment damage/accident reports used in the analysis?
^ list what components or elements were updated?
^ has an analysis been conducted even when there are no reported injuries to review?
Record-keeping Component:
This component will outline the record-keeping system. It should:
^ identify who will maintain the documents/records.
^ state the location(s) where the records are kept.
^ give the retention time of each -accident investigation reports should be retained for a
minimum of five (5) years, or as required bylaw.
Things to consider:
^ if records are stored in more than one location, are those locations listed?
Safety Education and Training Component:
This component will summarize the safety and education procedure. It should:
^ state the frequency in which the training sessions or meetings are held.
^ identify who is responsible for training.
^ provide a procedure in which follow-up training for employees who have missed any
scheduled safety meetings or training.
Things to consider:
^ has a training schedule been established?
^ does the training schedule include required training topics?
^ have individuals, who are conducting the safety meetings or training, received adequate
training in the information or material themselves?
Hazard ldentification/Audit/Inspection Component:
This component will explain the steps of the safety inspection/safety audit procedures. It
should:
^ identify the individual(s) responsible for conducting safety inspections or audits.
^ give the frequency of the inspections- state the month(s) if conducted less than
monthly.
^ describe how the deficiencies found during an inspection are documented.
^ describe how the deficiencies found during an inspection are corrected.
^ indicate how employees are made aware of any workplace exposures.
^ state who is responsible for formulating corrective actions, implementing those
corrective actions, and following up to assure the effectiveness.
Things to consider:
^ are the types of inspections listed?
^ are unsafe conditions identified included in the trend analysis?
^ have individuals, who are conducting the safety inspections or audits, received
adequate training in inspection techniques and information requirements?
Accident Investigation Component:
This component will explain the steps of the accident investigation. It should:
^ state who is responsible for investigating accidents, injuries, or incidents.
^ have a written accident investiga±ion procedure.
^ describe how employees are made aware of these workplace exposures.
^ identify who is responsible for formulating corrective actions, implementing those
corrective actions, and following up to assure their effectiveness.
Things to consider:
^ have individuals, who are conducting the accident investigations, received adequate
training in investigation techniques and information requirements?
^ are near miss incidents, equipment or material accidents reported or investigated?
Periodic Program Review and Revision Component:
This component will detail the procedures for reviewing and revising the Accident
Prevention Plan. It should:
^ identify who is responsible for reviewing the accident prevention plan.
^ give the frequency of the Accident Prevention Plan review.
^ indicate how employees are made aware of the changes to the Accident Prevention
Plan.
^ require a review to be conducted when changes in operations, equipment, or employee
job descriptions are determined or anticipated.
^ identify who is responsible for implementing and following up on changes to the
program to assure its continued effectiveness.
Things to consider:
^ does it list what Accident Prevention Plan components were updated?
^ has the review, without any needed revisions, been documented?
TIMELINE FOR SAFETY INCENTIVE PROGRAM
ACCIDENT PREVENTION PLAN
Letters to County Judges January 8, 2003
Initial meetings -TAC Safety and County Officials,
Department Heads, and Key Safety Personnel
Resolution approved by Court and other elected officials
and returned to TAC Loss Control
Press releases mailed to participants
All elements of plan agreed on and in place.
Mid summer evaluations completed by TAC Safety
Final audits
Press releases and award presentations in
Commissioners' Court
Before February 21,
2003
By February 28, 2003
Within 1 week of
receipt of resolution
By Apri122, 2003
By July 15, 2003
September 2, 2003
through October 24,
2003
As soon as possible
after final audit.
Please return the enclosed (or similar) resolution following adoption
and approval by the Court and any other County officials (Sheriff s
participation required) using any of the following methods:
a) In the enclosed "Business Reply Mail" envelope; or
b) fax to (512) 476-6231 Attention: Mike Strawn; or
c) mail to:
Texas Association of Counties
Attention: Mike Strawn
PO Box 2131
Austin, TX 78768-2131
NOTE: TAC MUST RECEIVE CONFIRMATION TO
PARTICIPATE IN PROGRAM THROUGH COURT RESOLUTION
WITH SHERIFF'S APPROVAL BY FEBRUARY 28, 2003 TO
PARTICIPATE IN THIS PROGRAM.
RESOLUTION
RESOLUTION PROCEEDINGS BEFORE THE
IN RE: COMMISSIONER'S COURT
SAFETY DATE: February 24, 2003
The Commissioners' Court of Kerr County, Texas, meeting in regular session on the
24 day of February 2003, among other proceedings considered the following resolution:
WHEREAS, the County Judge, County Sheriff, County Commissioners and other
County officials are concerned with the safety of employees and the public; and
WHEREAS, these safety efforts have a direct and positive impact on the cost of
operations and employee morale for Ken County and
WHEREAS, the County can earn a cash incentive of up ta$17,856 from the Texas
Association of Counties Workers' Compensation fund in 2003 by implementing a comprehensive
accident prevention plan; and
WHEREAS, implementation of this plan should minimize unnecessary accidents and
control Workers' Compensation costs for the future; and
WHEREAS, the County can utilize the free services of the safety staff of the Texas
Association of Counties to assist in the implementation of such a plan,
NOW, THEREFORE, BE IT RESOLVED, that the Kerr County Commissioners'
Court, Kerr County, Texas, in joint resolution with the Sheriff and any other undersigned County
officials, hereby proclaim their support on behalf of the County to implement an effective
accident prevention plan in agreement with the Texas Association of Counties, and the
Commissioners' Court hereby prevails upon and challenges other elected and appointed County
officials to support this safety initiative, and work in a cooperative effort to develop and
implement these accident prevention plans.
DONE IN OPEN COURT, this 24th day of February , 2003 upon motion
by Nicholson ,seconded by wii 1, ams ,and
four members of the Court bei~present and voting "aye".
~-.

L A. Bald' in ~ t Hon. William H. Williams
i si ner, ecinct 1 Co 'ss' ner, Precin t 2
~'~ ~~~ ~~
n han P. Let Hon. Dave Nicholson
issi ner, Precinct 3 Commissioner, Precinct 4
R. Hierholzer
Office:
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