1,~3 COMMISSIONERS' COURT AGENDA REOUEST PLEASE FURNISH ONE ORIGINAL AND TEN (10) COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWEWD BY THE COURT MADE BY MEETING DATE: Kerr County Safety Committee August 24, 2009 TIME PREFERRED: AM SUBJECT: Consider, discuss and take appropriate action on presentation from the Kerr County Safety Committee. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: Committee Members Tim Bonier/Jannett Pieper Eva Hyde ESTIMATED LENGTH OF PRESENTATION: 20 min. IF PERSONNEL MATTER -NAME OF EMPLOYEE: 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 RQUEST RECEIVED ON: 5:00 PM previous Tuesday @ .M. 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 your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. N O ~X W N LL N O ~X W N L T i '~ ~ ~ i ~ ~A ~ `~ ~o~~ o a' ~ ~ a~~e~ W ~'a W ~ ,~; ~ ~ `~ ~ ~ ~ ~ W `~ ~ o 'r: ~ ° av~~w Employer Posting Checklist ' Is the required OSHA Job Safety and Health Protection Poster displayed in a j ~ prominent location where all employees are likely to see it? ~ { !Are emergency telephone numbers posted where they can be readily found in case of emergency? '~ Where employees may be exposed to toxic substances or harmful physical E { ': agents, has appropriate information concerning employee access to medical and exposure records and Material Safety Data Sheets (MSDSs) been posted or ;otherwise made readily available to affected employees? j 'Are signs concerning exit routes, room capacities, floor loading, biohazards, ~ ~ ;exposures to xray, microwave, or other harmful radiation or substances posted ~ where appropriate? j Is the Summary of Work-Related Injuries and Illnesses (OSHA Form 300A) posted during the months of February, March and April? Are there other issues? 6 !Safety and Health Program Checklist ''. Do you have an active safety and health program in operation that includes general safety and health program elements as well as the management of hazards specific to your worksite? Is one person clearly responsible for the safety and health program? Do you have a safety committee or group made up of management and labor ;representatives that meets regularly and reports in writing on its activities? I ! i Do you have a working procedure to handle in-house employee complaints ~ regarding safety and health? ~ ! ~ 4 Are your employees advised of efforts and accomplishments of the safety and , :health program made to ensure they will have a workplace that is safe and ! healthful? ;Have you considered incentives for employees or workgroups who excel in ! ! ;reducing workplace injury/illnesses? !Are there other issues? I 7 Ezit Doors Checklist Are doors that are required to serve as exits designed and constructed so that the i ;path of exit travel is obvious and direct? Are windows that could be mistaken for exit doors made inaccessible by means of barriers or railings? ~ s f ;Are exit doors able to be opened from the direction of exit travel without the use of a key or any special knowledge or effort when the building is occupied? i i Is a revolving, sliding, or overhead door prohibited from serving as a required exit door? i ;Where panic hardware is installed on a required exit door, will it allow the door to open by applying a force of 15 pounds (6.80 kilograms) or less in the ~ direction of the exit traffic? '' Are doors on cold storage rooms provided with an inside release mechanism that will release the latch and open the door even if the door is padlocked or ;otherwise locked on the outside? Where exit doors open directly onto any street, alley, or other area where t ;vehicles may be operated, are adequate barriers and warnings provided to ~ ~ ;prevent employees from stepping into the path of traffic? ~ ~ ;Are doors that swing in both directions and are located between rooms where ~ there is frequent traffic provided with viewing panels in each door? ;Are there other issues? 8 Fire Protection Checklist Is your local fire department familiar with your facility, its Location and specific j ;hazards? y E If you have a fire alarm system, is it certified as required and tested annually? If you have interior standpipes and valves, are they inspected regularly? ~ If you have outside private fire hydrants, are they flushed at least once a year ~ ~ 'and on a routine preventive maintenance schedule? 'Are fire doors and shutters in good operating condition? ~ Are fire doors and shutters unobstructed and protected against obstructions, ;including their counterweights? Are fire door and shutter fusible links in place? ` ~ i Are automatic sprinkler system water control valves, air and water pressure i ;checked periodically as required? Is the maintenance of automatic sprinkler systems assigned to responsible ~ ;persons or to a sprinkler contractor? ~ Are sprinkler heads protected by metal guards if exposed to potential physical 'damage? ! ~ Is proper clearance maintained below sprinkler heads? ~ rAre portable fire extinguishers provided in adequate number and type and ~ i ! 'mounted in readily accessible locations? ;Are fire extinguishers recharged regularly with this noted on the inspection tag? Are employees periodically instructed in the use of fire extinguishers and fire j ;protection procedures? j 'Are there other issues? i 1 9 ', Hand Tools and Equipment Checklist t Are all tools and equipment (both company and employee-owned) used at the ;workplace in good condition? 'Are hand tools, such as chisels, punches, etc., which develop mushroomed heads !during use, reconditioned or replaced as necessary? i Are broken or fractured handles on hammers, axes and similar equipment ;replaced promptly? ~ I ;Are worn or bent wrenches replaced? ~ Are appropriate handles used on files and similar tools? ~ j {Are employees aware of hazards caused by faulty or improperly used hand I{I `tools? I ;Are appropriate safety glasses, face shields, etc., used while using hand tools or ;equipment that might produce flying materials or be subject to breakage? I Are j acks checked periodically to ensure they are in good operating condition? rAre tool handles wedged tightly into the heads of all tools? ~ ~ ~ Are tool cutting edges kept shazp so the tool will move smoothly without `. binding or skipping? ~ I E Are tools stored in a dry, secure location where they cannot be tampered with? '' ~ ~ Is eye and face protection used when driving hardened or tempered studs or nails? Are there other issues? I E 10 '; Medical Services and First Aid Checklist Is there a hospital, clinic, or infirmary for medical care near your workplace or - i is at least one employee on each shift currently qualified to render first aid? ~ t `Have all employees who are expected to respond to medical emergencies as part of their job responsibilities received first aid training; had hepatitis B j ;vaccination made available to them; had appropriate training on procedures to ;protect them from bloodborne pathogens, including universal precautions; and ;have available and understand how to use appropriate PPE to protect against ~ 1 ;exposure to bloodborne diseases?' j If employees have had an exposure incident involving bloodborne pathogens, was an immediate post-exposure medical evaluation and follow-up provided? ~ !Are medical personnel readily available for advice and consultation on matters of employees' health? Are emergency phone numbers posted? Are fully supplied first aid kits easily accessible to each work area, periodically inspected and replenished as needed? Have first aid kits and supplies been approved by a physician, indicating that ;they are adequate for a pazticulaz area or operation? Is there aneye-wash station or sink available for quick drenching or flushing of I ~ 'the eyes and body in areas where corrosive liquids or materials are handled? ;Are there other issues? ~ { Pursuant to an OSHA memorandum of July 1, 1992, employees who render first aid only as a coflateral duty do not have to be offered pre-exposure hepatitis B vaccine only if the employer includes and implements the following requirements in his/her exposure control plan: (1) the employer must record all first aid inadents involving the presence of blood or other potentially infectious materials before the end of the work shift during which the first aid incident occurred; (2) the employer must comply with post-exposure evaluation, prophylaxis and follow-up requirements of the Bloodbome Pathogens standard with respect to "exposure incidents," as defined by the standard; (3) the employer must train designated first aid providers about the reporting procedure; (4) the employer must offer to initiate the hepatitis B vaccination series within 24 hours to all unvaccinated first aid providers who have rendered assistance in any situation involving the presence of blood or other potentially infectious materials. 11 'Entering Confined Spaces Checklist ~ Are confined spaces thoroughly emptied of any corrosive or hazardous substances, such as acids or caustics, before entry? Are a111ines to a confined space that contain inert, toxic, flammable, or 'corrosive materials valved off, blanked/disconnected/separated before entry? I Is either natural or mechanical ventilation provided prior to confined space f j ~ I entty i Are appropriate atmospheric tests performed to check for oxygen deficiency, ~ j ;toxic substances and explosive concentrations in the confined space before ~ entry? ~ Is adequate illuminafion provided for the work to be performed in the confined ~ E ;space? ! Is there a trained and equipped standby employee positioned outside the I confined space, whose sole responsibility is to watch the work in progress, i j sound an alarm if necessary and render assistance? Is the standby employee appropriately trained and equipped to handle an 4 `emergency? ~ Are employees prohibited from entering the confined space without lifelines and ~ ;respiratory equipment if there is any question as to the cause of an emergency? Is approved respiratory equipment required if the atmosphere inside the ~ ~ confined space cannot be made acceptable? I Is all portable electrical equipment used inside confined spaces either grounded and insulated or equipped with ground fault protection? ~ ~ Are compressed gas bottles forbidden inside the confined space? Before gas welding or burning is started in a confined space, are hoses checked ;for leaks, torches lighted only outside the confined area and the confined area i i 'tested for an explosive atmosphere each time before a lighted torch is taken into ~ ;the confined space? { ~ Whenever combustion-type equipment is used in a confined space, are E provisions made to ensure the exhaust gases are vented outside of the enclosure? Is each confined space checked for decaying vegetation or animal matter which may produce methane? i Is the confined space checked for possible industrial waste which could contain ~ { ;toxic properties? ~ E Are there other issues? 12 Recordkeeping Checklist ;Are occupational injuries or illnesses, except minor injuries requiring only first ;aid, recorded as required on the OSHA 3001og? ~ i ': Are employee medical records and records of employee exposure to hazardous j 'substances or harmful physical agents up-to-date and in compliance with current ~ ~ 'OSHA standards? j 'Are employee training records kept and accessible for review by employees, as ~ ~ ;required by OSHA standards? ;Have arrangements been made to retain records for the time period required for 'each specific type of record? (Some records must be maintained for at least 40 years.) ~ ;Are operating permits and records up-to-date for items such as elevators, air ~ i '' pressure tanks, liquefied petroleum gas tanks, etc.? ~ !Are there other issues? 13 ', Tire Inflation Checklist ~ Where tires are mounted and/or inflated on drop center wheels or on wheels ;with split rims and/or retainer rings, is a safe practice procedure posted and I lenforced? i ', Does each fire inflation hose have a clip-on chuck with at least 2.54 inches (6.45 j j centimeters) of hose between the chuck and an in-line hand valve and gauge? ~ j Does the fire inflation control valve automatically shut off the air flow when the ? j valve is released? Is a fire restraining device such as a cage, rack, or other effective means used ~ 'i while inflating tires mounted on split rims or rims using retainer rings? Are employees prohibited from standing directly over or in front of a fire while i it is being inflated? Are there other issues? ; 14 'Walkways Checklist Are aisles and passageways kept cleaz and marked as appropriate? 'Are wet surfaces covered with non-slip materials? ! ~ !Are holes in the floor, sidewalk, or other walking surface repaired properly, covered, or otherwise made safe? ~ ~ Is there safe clearance for walking in aisles where motorized or mechanical ~ ;handling equipment is operating? ~ ~ 'Are materials or equipment stored in such a way that sharp projections will not interfere with the walkway? Are spilled materials cleaned up immediately? Are changes of direction or elevations readily identifiable? } Are aisles or walkways that pass neaz moving or operating machinery, welding ~ ;operations, or similaz operations arranged so employees will not be subjected to potential hazards? Is adequate headroom provided for the entire length of any aisle or walkway? ~ ~ 'Are standazd guazdrails provided wherever aisle or walkway surfaces are ~ ;elevated more than 30 inches (76.20 centimeters} above any adjacent floor or the ground? ;Are there other issues? ~ ~ 15 Kej~t• County SAFETY ACTION COMMITTEE MEETING MINUTES »»»>MINUTES TO BE POSTED FOR REVIEW BY ALL EMPLOYEES«««< Location of Meeting: Department/Team: / Date/Time of Meeting: / Meeting Chairman: Committee Members: Name Position Pending Business: _ Injury Investigation Review (Cause & Recommendations) Motor Vehicle Collision Review Environmental & Safety Alert Review Comments: Employee Involved: Incident Date: Entered into System on: Incident #: Entered into System by: Kef~~ Cou~zty MOTOR VEHICLE COLLISION REVIEW Incident #: Department/Team: Employee l~Tame: Equipment/Materials involved in collision: Incident Date: Cause of collision (LTse the National Safety Council Guidelines for Determining Accident Preventability as a reference.): Unsafe conditions that could have led to collision: Unsafe acts that could have led to collision: Motor Vehicle Collision Review -Page 2 Incident #: Employee Name: Incident Date: Recommendations for the prevention of similar collisions: Committee Ruling of the Vehicle Collision PREVENTABLE: Human Resources: Supervisor: NON-PREVENTABLE: Date• Date: Risk Management• D I~e~~~ County INJURY INVESTIGATION REVIEW Incident #: Department/Team: Employee Name: Nature of Injury: Fatality OSHA Reportable Lost Time Medical First Aid No Lost Time Body part injured: Incident Date: Location where injury occurred (street name/number, mile marker): Description of what the employee was doing when injury occurred (This information can be taken from the insurance reporting form. Pictures can be very helpful.): Injury Investigation Review -Page 2 Employee Name: Incident #: Incident Date: Root Cause (Condition or act that caused injury.): Other contributing factors (Other acts or conditions that contributed to injury.): Recommended corrective action(s): Human Resources: Date: Risk Management: Date: Ke~~~ County ENVIRONMENTAL & SAFETY ALERT REVIEW Incident #: Alert Reported By: Committee discussion for corrective action(s): Date Alert Reported: Recommended corrective action(s) to the Supervisor/Team and the Safety Team: Human Resources: Date: Supervisor: Date: Risk Management: _. Date: m C ° o ca ca ~ ~ o m c -p H ..... m C 'D ... ~" l~ ~... m ... V tq ~ p C O ~ ~ to ~ C LCO y ~ ~ ~ ,~ a ~.. C ~ IC ~ C to ~ .._ C ~ ..... O O t0 m 0 i O m O~ m~ O m = m ~ O O a ~~ O y cn ~ "" U a. C .~ O 's O H .,,,, U ~, _~ ~L H ~ ~ ~ C C f~'0 y ~ 'tA fv ~ ~ O- O O m t .... 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V U ~ ~ ~ (~ J ~/~ ~ ~ '~ V1 p~o~~ Wyo ~ o " w Q .s° C E -_ ++ m~ F-- W ~ v w z " ~ ~ W m ,~ Z ,,,,~. , u) ~ W ~ ~ ~- ~ - - ~ ~ a ~~ ~~ ~~ W ~ ~ N ~~ ~ ~ .C ~ y j ~ ~ ~ 0 `C A 7 G ~~ ~ "~ 4~ ti ~; ~ ~ ~~_ w - 3$'oc ~> o _ me ~ ~~ aoF-L ~' ~ ~ ° °-~ y m-ma°' a, ~z as a~ ca~ ~ ~v~,~ ~ c ~ ~ ~ ~ ~ ~ ~ N c'~ € cB ~ o ~ c~a 'o- ~ n ran ~ ~ ~ c, n O N ~ ~ O DO 'a ~ Y vO w .~'.~ 'a m u' ~ O o O m ~'p ~ ~ r~ t~L Vim- ~ N ~'mc~amta-~.c~CL'o ~~ a>.~m~~'DII°~.c° ~ o o~~ o ni [~ a~ w~ ri ~; ~' Safety Committee Meeting Friday, August 7, 2009 In Attendance: Eva Hyde Human Resources Cindi Scherwitz Human Resources Kelly Hoffer Road and Bridge Nancy Robison Sheriffs Office Rusty Hierholzer Sheriff's Office Tim Bonier Maintenance Cheryl Thompson County Clerk's Office Simona Garza District Clerk's Office Jannett Pieper County Clerk's Office Judge Tinley Commissioners' Court Janie Whitt Animal Control Diane Bolin Tax Office Tracy Solden Auditor's Office Jeannie Hargis Auditor's Office Clete Buckaloo 216x' CSCD Director Mickey Bailey County Attorney's Office Ray Garcia Kerr County Environmental Health Absent: Linda Uecker Committee Member District Clerk 'tirr Rex Emerson Committee Member County Attorney Oather Witt Committee Member Courthouse Security Robbin Burlew Committee Member Chief Deputy District Clerk Kevin Stanton Committee Member Juvenile Detention Director Roy Walston Committee Member Extension Office Director Kathy Mitchell Committee Member Justice of the Peace The meeting started at 9:05 am. Eva started the discussion with the Evacuation Floor Plans, and Tim led the discussion. We showed everyone the floor plans that were prepared by Jannett for each office in the courthouse, on all 3 levels. Tim said that an AED will be placed in the lower level, around the corner from the elevator on the left hand side as you exit the elevator. It was discussed that we need to do the Evacuation Floor Plans for Road and Bridge, the Sheriffls Office, Animal Control, Adult Probation, Extension Office and the West Kerr Annex. If we can get a floor plan/schematic to Jannett, she will help prepare these Evac Plans for the additional offices/buildings, so that they will remain uniform. We would like to get these completed within the next 30 days, if possible. After all of the Evac Plans are complete, we would like Elected Official/Department Head to review their Plan for accuracy, comments and/or questions. We would then like to hang them on the walls, and decided that we would laminate them first. Everyone agreed that Jannett and Tim did a very good job in preparing the Evacuation Floor Plans for the Courthouse. Tim found out that we did not have as many fire extinguishers in the Courthouse as we first thought. Tim will get a price for obtaining fire extinguishers and report back at our next meeting. He will also find out how many, if any, fire extinguishers are in the West Kerr Annex Office. Kelly said that they have fire extinguishers in their building and in every one of their vehicles, which are all inspected periodically. We discussed putting an additional cabinet over the AED's, which could be latched with a wire seal to prevent outsiders from pulling the doors open, at will. Also, there could be an extra shelf or two in each cabinet to put additional emergency gear, such as gloves, goggles, masks, etc. Rusty said that he did not feel this was a good idea, as it would hamper access to the AEDs. Rusty and Tim brought up the fact that we need to flush the fire hoses that are in the Courthouse. The hoses were changed out last summer, but still need to be flushed periodically. This should be done possibly in September or October, after we are out of the water restrictions. ` It was brought up that when the fire alarm in the Courthouse does go off, no one pays attention to it. Tim said that the fire alarm has been serviced and is working properly; in the future, when it does go off, we should believe that it is the real deal. We discussed emergency lights being placed in the courthouse, for when the power does go out, and possibly Braille signs for the blind. This will all be looked at and addressed in future meetings. Jeannie said that if we could get some estimates of the cost for Emergency/Safety lights, Hazcom materials, eye wash stations, that we could possibly get these items covered under aBond/Note issue. Eva handed out a Vehicle Accident Procedure Brochure for everyone to review. When we get it completed, we would like to place one in each County vehicle. Some of the changes discussed were: adding the insurance information for the County, who to call in case of an emergency/accident, including the Sheriff's Office, DPS, Police Department and then your Supervisor. Eva is going to work on the changes to the brochure and bring it back to the next meeting. It was discussed that in the event of an accident in a county vehicle, we should try to write up our own report for our records, which would also be given to the Auditor's Office for insurance purposes, trying to get photos at the scene of the accident, or at the very least, then the vehicle is towed away, to not offer up any money or settlement, and to not discuss who was at fault for the accident. We also discussed possibly putting the forms on HR's website, along with the other county insurance forms. All accidents should be reported, no matter how small it might be. When driving a county vehicle, each driver should do apre-inspection of the vehicle for any possible damage that should be reported, so that they are not held responsible for that damage, if they were not involved with it. Tim said that he does the preventive maintenance on the courthouse vehicle (jeep). We then discussed injuries on the job. Again, any injury, no matter how small or insignificant it might seem, should be reported within 24 hours for .workers compensation to cover the injury. Even if no medical attention is required at the present time, there may be a necessity for it later, at which time, as long as reported properly, workers compensation would still cover the injury. When workers compensation forms are sent out to the employees, after an injury, they do need to be completed and returned to the Texas Department of Insurance. If not, it gives the County a bad reputation with the insurance company, and we need to try to avoid this situation. The cell phone/texting situation was discussed. Everyone agreed that when you are driving a county vehicle and you receive a cell phone call or need to text a message, you should pull over to the side of the road before doing either. (Rusty stated that this situation is different for law enforcement, and that they have their own policy in place regarding this matter.) This is addressed in the new Kerr County Personnel Policy Handbook, which we should all review. There is also a new law going into effect September 1, 2009, which states it is unlawful to talk on a cell phone when in a school zone or passing a school bus. The next meeting for the Kerr County Personnel Policy Handbook will be Friday, August 14, 2009, in the morning. We want to get on the agenda for August 24, 2009, to do a presentation to Commissioners' Court to inform them of some of the things we have accomplished, i.e. Evacuation floor Plans, the fire extinguisher situation, vehicle accident procedures and to give them copies of the Minutes of our meetings to date. Eva, Ray, Tim and Kelly need to meet to discuss MSDS and Hazwhopper. We are going to try to get Larry Boccaccio to come down to Kerrville in September, and for him to do a walk through of all of the offices to discuss potential hazards that need to be repaired/fixed, etc. Items to be discussed at our next Business Meeting include: a progress report, evacuation floor plans status of completion, cell phone/text policy, monies for a possible loan to purchase safety equipment and Hazcom/MSDS (Material Safety Data Sheet). The next Safety Meeting will be 8-21-09 at 9:00 a.m. The meeting adjourned at 10:45 a.m. In Attendance: Safety Committee Meeting Wednesday, July 22, 2009 Eva Hyde Cindi Scherwitz Kelly Hoffer Nancy Robison Tim Bollier Cheryl Thompson Linda Uecker Jeanette Pieper Julie Trevino Judge Tinley Robin Barlow Janie Whitt Diane Bolin Tracy Solden Human Resources Human Resources Road and Bridge Sheriff s Office Maintenance Clerk's Office District Clerk's Office Clerk's Office Environmental Health Commissioners' Court .District Clerk's Office Animal Control Tax Office Auditor's Office The meeting started at 9:40 AM. Eva handed out Safety binders and went over the fact sheet. Judge Tinley was appointed by unanimous vote the Executive Director of the Safety Committee. Eva Hyde was appointed by unanimous vote the Workplace Safety Coordinator. The following were named as the Kerr Co unty Safety Committee: Judge Tinley Executive Director County Judge Eva Hyde Workplace Safety Coordinator HR Director Kelly Hoffer Committee Reporter R & B Linda Uecker Committee Member District Clerk Jannett Pieper Committee Member County Clerk Diane Bolin Committee Member Tax Assessor Rex Emerson Committee Member County Attorney Sheriff Hierholzer Committee Member Sheriff Nancy Robison Committee Member S/O Oather Witt Committee Member Courthouse Security Cindi Scherwitz Committee Member HR Cheryl Thompson Committee Member Chief Deputy County Clerk Robbin Burlew Committee Member Chief Deputy District Clerk Tim Bollier Committee Member Maintenance Director Janie Whitt Committee Member Animal Control Director Ray Garcia Committee Member Envir. Health Director Kevin Stanton Committee Member Juvenile Detention Director Roy Walston Committee Member Extension Office Director Jeannie Hargis Committee Member Auditor Clete Buckaloo Committee Member 216TH CSCD Director Kathy Mitchell Committee Member Justice of the Peace -1- Alternates: ~rr° Wayne Murach County Attorney's Office Shane Evans Maintenance Dept Tracy Soldan Auditors Office Julie Trevino DeLosSantos Envir. Health Office Judge Tinley spoke on how safety affects the workplace. He stated that companies with the best safety records are the most profitable businesses because people are working and not off work due to an injury. The Judge also stated that we want to keep our people safe. Eva said that safety is 24/7 and that everyone needs to take on an active roll when it comes to safety. Someone brought up candles being burned at the courthouse and the committee said that needed to stop due to the possibility of starting a fire. The committee talked about setting our objectives and reviewing progress at each meeting. We will start using agenda's to help keep the meetings focused and on track. We discussed some of the other deparhnents that needed to be invited and get involved included: the Justice of the Peace offices, the Ag. Extension office, the Adult Probation office and the Attorney's office. Eva said she would invite the Extension and Adult Probation offices and would also remind the JP's that they were invited to participate. We went over the elements of a Workplace Safety Manual. Eva spoke about HR's following up after the past 4 accidents and that there needs to be a procedure for employees who are involved in an accident in a County Vehicle. Eva will work with the Auditor to prepare an Accident checklist that can be placed in County vehicles in addition to the TAC Vehicle Insurance Cards. The committee also thinks that the accidents should be reviewed to determine root cause of the accident to help with training and follow-up. The committee felt that an Injury Report Run should be distributed to all departments on all injuries, so we can see what accidents are happening and in what departments. Eva touched on Wellness Programs and the benefits of them for the employees as well as the County. We all agreed Kerr County needed a Safety Committee, a true work in progress committee that would work to help provide policies, procedures, guidelines, and training to help keep Kerr County employees safe. The attendees voted unanimously that the committee was something that needed to be done and everyone committed to working together. The next meeting we would work on the safety checklist and decide what the top three safety issues that the committee needs to address. -2- Diane Bolin stated that the carpet in her office needs to be replaced, it is a safety hazard. Eva brought up "old business" regarding asking the City of Kerrville's Safety Marshall to come and do a mock inspection of the courthouse. She said she had talked with Larry Boccaccio from TAC and asked if he would come and help us get started including doing a walk around to the offices. Larry said he would come out and do inspections of each department with Tim Bollier and the Elected/Appointed Official. Larry said he could help with suggestions of what we can do to improve the safety of our buildings and work place. Everyone agreed that this would be a better idea to bring Larry in and work with him on our safety program. Tim Bollier asked that when they are doing the inspections that the Department Head be present during the inspection. Larry also offered to come to Kerr County and attend safety meetings if we would like. Eva showed us the Stephen F. Austin University's Safety Policy Manual as an example for the committee to review and to help us understand the type of detail that is needed to produce a good safety manual. Eva noted that there were four vehicle accidents within the county in the past 8 weeks. There were not any fatalities, but some injuries. Eva stated that this is a wake up call for everyone. It was noted that some of the county vehicles do not have insurance card in them. All county vehicles need to have insurance cards. Employees need training on what to do if they are involved in an accident in a county vehicle and what steps need to betaken. We need to request Commissioners' Court to budget some money for the Safety Committee to be able to put together some vehicle safety packs and lists for the county vehicles. Eva stated she would request $5-1 OK during her budget request review and that it be placed in a Safety Committee GL Expense account. Linda Uecker asked if the Sheriff's department could investigate accidents since that are some of what they have been trained in. Eva said yes, the Sheriff's department could investigate some accidents, but a$er talking with the Sheriff it would be best if on road accidents be investigated by DPS. Eva felt that we should not be the only ones to investigate our own accidents as it could be construed as improper. Using outside agencies to investigate accidents lends credibility to the process. Tim Bollier still needs to bring the courthouse Evacuation Plan to the next Safety meeting. Tracy Solden asked if we do a Safety Evacuation Plan are we going to practice it. Eva said we need to do a fire drill twice a year but prior to attempting anything we needed to bring our ideas and information to Commissioners Court and get their approval. Eva stated that it was very important that we make sure that the Commissioners' Court is on board with us. The court needs to be involved in what the Safety Committee is working on so there are no hidden surprises and they have the opportunity for input, suggestions, and discussion. -3- The meeting adjourned @ 10:35 AM The next meeting is August 7, 2009, 9:00 AM in the Commissioners Courtroom. Agenda Items as requested by the Committee: 1. Emergency Evac Posters for Offices (Jannett & Tim) 2. CPR & AED Training Listing for First Responder List (Eva and Oather) 3. Make commitments to the Committee on reporting Accidents and Injury's (all) 4. Basic Safety Factors discussion 5. Vehicle Accident Procedure Discussion 6. Cell telephone and texting discussion 7. Get email addys for Oather Witt and Robbin Burlew 8. Determine information to update Commissioners Court regarding progress of the Committee at next Court meeting. -4- Safety Committee Agenda 7-22-09 Welcome Everyone Start Meeting on following items: • Consider, discuss, and take appropriate action regarding Executive Director, Workplace Safety Coordinator, and Workplace Safety Committee for Kerr County utilizing "Workplace Safety Committee" fact sheet as guideline. • Review Safety Binder -Ask each member to get separators (apply to all handouts) and put book into place. • Review "Elements of a Workplace Safety Manual" • Complete and Review "Safety Manual Checklist" • Discuss Larry and Tim regarding "Walk-Thru" and follow-up visits • Request volunteers to help with compiling, printing, and distribution of information • Determine next steps, date/time of next meeting Safety Committee Meeting Wednesday, July 1, 2009 at 2:00 PM In Attendance: Eva Hyde Vickie Gartrell Kevin Stanton Sheriff Hierholzer Nancy Robison Shane Evans Cindi Scherwitz Human Resources Road and Bridge Juvenile Detention Sheriff's Office Sheriff's Office Maintenance Department Human Resources Kelly Hoffer was nominated as Committee's Secretary (Meeting Minutes coordinator) Agreed to use New Safety Policy 7.0 We want a representative from each office and invite smaller offices to pool them such as JPs /Constables, etc. FIRST: Sheriff and Eva Hyde to get together and meet with Department Heads in order to request a representative from each department. SECOND: Get confidentiality agreement for Safety Committee. Next meeting will be Wednesday, July 15, 2009 at 2:00 PM. ~.- Fact Sheet ;:. Workplace Safety Committee Many people, believe that workplace safety must be everyone's concern and that the collective "everyone" needs a leader to consistently address and promote safe practices in the workplace. In most small to mid-size organizations a single person serves this purpose. The role of "workplace safety coordinator" can be incorporated into someone's job description - it does not have to be a separate position. Various personnel must be able to perform specific steps to identify and control hazards. In larger organizations, a safety director, safety manager or safety officer, sometimes under the leadership of a professional risk manager, is in charge of the workplace safety program and appoints a workplace safety committee to assist in implementing the workplace safety program. Membership Membership in the workplace safety committee is determined by the nature of the organization's operations. Usually all supervisors (department heads or program managers) serve on the committee. Other employees and volunteers and special advisors?an insurance professional, a firefighter, or a police officer?may be invited to attend. Committee Chair The committee is chaired by the workplace safety coordinator. The chair leads the committee, schedules monthly safety meetings, serves as the contact with outside agencies on safety matters, and retains all safety-related documents. The chair is able to function best with direct access to the executive director or administrator of the organization. Committee Functions • Create, carry out and watch over safety-specific programs. • Hold monthly safety meetings. • Hold monthly workplace safety inspections. ,, Run quarterly loss analysis. [Review injury and illness records] • Provide safety-related in-services. • Make advisory recommendations to the organization's managers. Specific Safety Programs -Those safety programs that are required bylaw (applicable OSHA requirements, fire codes, and state departments of health) or required by the safety committee in response to high accident frequency or potential at the nonprofit. Specific safety programs include: • Back Injury Prevention • Bloodborne Pathogen • Fire evacuation • Hazard Communication • Fleet safety (transportation) • Emergency response • Accident Investigation Workplace safety programs should be included in the organization's safety manual. Individual components, such as floor-by-floor fire-evacuation plans, should be posted. The programs should be reviewed and updated at least annually to ensure quality, effectiveness and compliance with all applicable codes. Safety Meetings -Meetings should be documented and kept on file for at least three years for reference. Duties of the safety committee vary, depending on the organization's size and the nature and severity of the location's hazards. To keep meetings on target and timely, distribute an agenda to committee members before each meeting. Record and file minutes of each meeting. Try to keep the meeting length to one hour. The safety committee's monthly meeting agenda could include: • Review or accident and investigation reports • Overview of accident/incident trends • Summation of In-services • Results/findings of inspections New and outstanding safety issues • Safety topic of the month Facility Safety Inspections -Monthly workplace safety inspections and documentation help monitor adherence to workplace safety programs. A member of the safety committee should lead the inspection. Department representatives should participate in the inspection of their departments. Focus inspections on physical hazards and unsafe acts or operations. Start with areas or operations that show up as causes of accidents/incidents in previous monthly safety inspections and in the quarterly loss analysis. Include fire hazards, security and other life-threatening areas. Correct any unsafe acts or conditions. Report the inspection results at the safety committee meeting. Create a ?To Do? list of the committee's recommendations and assign people to correct them. 2 Quarterly Loss Analysis Report -Before the committee can make the workplace safer, it needs to identify accident trends and causes making it unsafe. This is the role of the quarterly loss analysis report, which goes into more detail than the monthly loss analysis that is part of the safety meeting. The committee should follow-up on and correct any cause or trend identified. Safety In-Services - In-services increase safety and health awareness among staff, educate them about changes in procedure, and address specific areas of concern identified by the safety inspection. An annual schedule should be developed to ensure all content is covered. Additional in-services can be provided as necessary, prompted by such factors as high frequency of accidents, turnover of employees, or expansion or reduction of staff. Document all training and attendance and keep it on file. In additional, each employee's personal file should have a cumulative record of the in-service meetings attended. Annual Safety Report -The safety committee should produce a report at the end of each calendar year that summarizes its action. The reports serve as guideposts for future committee members. Submit the administrator or risk manager for review and comment. Include: • Year's accomplishments • Continuing accident and incident trends • Action plans to modify trends or significant safety issues • In-service schedule for the next year Special Event Safety Committee Some nonprofits convene a separate risk management/safety committee for a special ~"` event, such as afund-raising benefit, staff planning retreat or health fair. The committee should be led by an individual who has overall responsibility and is authorized to take action if an emergency arises. The 'safety czar' and committee should be involved in all facets of event planning and coordination. Sometimes the special event safety committee is a subcommittee of the overall safety committee, other times it is a separate committee headed by a member of the overall safety committee. The work of this committee should be summarized in a report to the whole and included in the overall safety committee's records. Resources Jackson, Peggy M., Leslie T. White, and Melanie Lockwood Herman, Mission Accomplished, A Practical Guide to Risk Management for Nonprofits, 2nd Edition, Nonprofit Risk Management Center, 1999. Note: Out-of-Print, replaced by Enlightened Risk Taking: A Guide to Strategic Risk Management for Nonprofits. Risk Management: A Technical Assistance Brief, A Guide to Risk Management, prepared by The Loss Control Department, The Hartford, ? 2000 by American Association of Homes and Services for the Aging. Caring for Our Churches, A Loss Control Manual, United Church of Christ Insurance Board, Gaithersburg, MD. 3 Workplace Safety Job Descriptions Executive Director/AdministratorlRisk Manager The executive director is ultimately responsible for having an effective workplace safety program in place. Workplace Safety Coordinator Although safety is everyone's responsibility, it is important that workplace safety oversight be assigned specifically to one person. The role of ?workplace safety coordinator? can be incorporated into someone's job description?it does not have to be a separate position. The organization should empower the workplace safety coordinator to act as needed to safeguard employees and volunteers, and provide the training and resources needed to manage these risks effectively. One of these resources is a workplace safety committee. Responsibilities • Leads all safety committee functions. • Facilitates all safety committee meetings. • Directly reports to executive director/administrator/risk manager. • Serves as the primary contact for any insurance and government-related safety inspections. Worksite Safety Coordinator Job Description Report to: Executive Director, Safety Director, or Risk Manager [Depends on the size and structure of the organization] Responsibilities It is the responsibility of the Workplace Safety Coordinator to ensure that all work performed at [organization name] and in its name is done in a safe manner. • Directs organization's safety programs to protect employees and volunteers against harm, and maintain safe working conditions. • Formulates and suggests work safety standards, and enforces procedures. Risk prevention areas include hazardous materials exposure, accidents, fires, or other unsafe conditions. Meets compliance and reporting requirements of federal or state regulations. • Directs activities of safety committee and may provide safety training. • Advises management on problem correction. 4 Supervision ,, Could supervise safety support staff. Qualifications Usually requires a 4-year degree plus 2-4 years of relevant experience, or equivalent. Workplace Safety Committee The workplace safety committee carries out the policies, creates procedures, analyzes data and makes recommendations for change under the leadership of the workplace safety officer. Responsibilities Monthly meeting - It is advisable that the committee meet monthly. The agenda for these meetings should include: reviewing all accidents, accident investigation reports, inspection reports, training and other safety issues. Accident/Incident analysis - At least quarterly, the committee conducts an accident/incident analysis to note trends and take corrective action. Monthly safety inspections -The committee oversees monthly safety inspections. Annual training schedule -The committee develops and carries out annual training schedule to address safety requirements or areas of accident frequency. Annual report -The committee submits an annual report to the executive director/administrator/risk manager to include: accident analysis, safety accomplishments, and outstanding safety issues. Annual safety objectives -The committee establishes annual workplace safety objectives for the coming year based on the current annual report. Accountability -The safety committee is basically responsible for having an effective safety program in place. Supervisors Supervisors are fundamentally responsible for ensuring safety in their own departments. Responsibilities Are active members of workplace safety committee. Assist in developing workplace safety procedures for their respective departments. Enforce and promote workplace safety procedures in their departments. Conduct investigations of any accidents/incidents occurring in their departments. Immediately report any unsafe acts, conditions or accidents in their departments. 5 Sample Safety Committee Checklist -- Self-Inspection Checklists Use on building or facility walk-through. General Conditions 1. Are walking surfaces clean, clear of debris, and dry? 2. Are stairs, steps, handrails, and landings in good condition? 3. Is area lighting adequate? 4. Is general housekeeping acceptable and storage neat and orderly? 5. Is furniture in a good state of repair? Building Evacuation and Life Safety 6. Are exits properly identified and lighted? 7. Are exit paths clear? 8. Are exit doors operable and equipped with panic hardware? '~.-- 9. Is emergency lighting operable? 10. Does the fire alarm work? 11. Has the fire alarm been tested? 12. Are evacuation floor plans posted? 13. Are emergency phone numbers posted in conspicuous areas throughout the building? 14. Are "Do Not Use Elevator in Fire Emergency" signs posted and legible? Fire Prevention 15. Are portable fire extinguishers available? 16. Are extinguishers serviced/tagged annually? 17. Is the sprinkler system operable and tested regularly? 18. When was the sprinkler system last tested? (Dam & PSI) 19. Do smoke, heat & other detection alarm systems work? Date last tested? 20. Is the ?No Smoking? policy enforced? 21. Are fire doors self-closing? Date last tested 22. Are combustibles and trash controlled? 23. Are flammables properly stored in cabinets? 24. Is there any evidence of electrical equipment overheating? 25. Is there asmoke/heat detector located near the furnace room? Yes No N/A 6 26. Are chimneys and flues inspected regularly? Date last inspected? ,,;,. 27. Is lightning protection installed on towers, steeples, or spires? 28. Are holiday decorations noncombustible and Underwriters Laboratories listed (UL-listed)? 29. Has a licensed electrician inspected electrical wiring? Date inspected? 30. Does wiring meet code requirements? 31. Is there any evidence of electrical wiring overheating, blown fuses, tripped circuit breakers or worn insulation? 32. Are multiple plug outlets and use of extension cords kept to a minimum? 33. Are portable heating devices UL-listed? Kitchen Fire Prevention 34. Is the cooking ventilation system equipped with grease filters or extractors? 35. Are cooking filters clean with no grease build-up? 36. Does a dry chemical fire suppression system protect ductwork, cooking surfaces, and each deep fat fryer? 37. Are dry chemical fire suppression systems serviced semi-annually by a licensed contractor and tagged accordingly? Date last serviced? 38. Is the dry chemical fire suppression system linked to a shut-off valve to the fuel supply? 39. Are deep fat flyers equipped with thermostats and high limit temperature control (475° F)? 40. Is there a 10-pound dry chemical fire extinguisher (bicarbonate- based) in the immediate cooking area? Boilers and Heating Equipment 41. Are boilers and water heaters serviced regularly? 42. Are state inspection certificates on file and current? 43. Is any water/steam fuel leakage noted? 44. Is there a preventive maintenance service contract in effect on heating/air conditioning equipment? Elevators 45. Are inspection certificates posted? 46. Is there a preventive maintenance/service contract in effect? Outside Grounds 7 47. Is the parking area well maintained? 48. Are exterior walkways in good physical condition? 49. Is exterior illumination adequate? 50. Are all lights functional? 51. Is signage adequate and properly secured? 52. Are walkways, roads, and parking lots kept clear of ice and snow? Site-Specific Concerns 53. Is playground equipment and surface material in good condition and inspected regularly? 54. Are swimming facilities maintained in accordance with local and state safety regulations? 55. Are camping facilities operated in accordance with local, state and federal safety regulations? 56. Other concerns? (Address as necessary) Elements of aWorkplace-safety Manual The safety manual reflects the four elements of the workplace safety program: Element 1 -Management Leadership and Employee Involvement • Statements on the value of workplace safety and why management is committed to it • A list of the locations where written safety and health policies are posted for all employees and volunteers to see • A schedule of when and where regular meetings are held that address employee safety and health issues • A stipulation that abiding by all safety and health rules is a condition of employment Element 2 -Workplace Analysis • An analysis of workplace conditions to identify and eliminate existing and potential hazards • An outline of the procedure for reporting hazards • What employees and volunteers should expect to see in terms of investigation and relief • Assignments for trained personnel to conduct inspections of the work site and correct hazards • Policy that any changes in process or new high-hazard facilities are reviewed by a competent person, and that the nonprofit seeks assistance, if necessary, from safety and health experts. • A schedule for future analyses (on a quarterly basis or last week of the month) • An outline of hazards within the nonprofit's mission • A brief glossary of relevant safety terms • Appropriate Forms Element 3 -Hazard Prevention and Control • Process for training employees in proper procedures for handling specific situations • Procedure for ensuring that employees know how to use and maintain personal protective equipment and gear • Clear simple steps for hazard-correction procedures. • Process for checking that hazard correction procedures are being carried out • Process for reviewing any occurrences for underlying causes and considering how additional corrective actions might reduce the potential for future incidents List of ways the emergency response system can be activated Accident investigation procedures: how to analyze data as it relates to: o New process or equipment o Apparent accident/injury trends o Cumulative trauma disorders o High absenteeism and turnover o Employee complaints o Employees with reduced or limited capabilities Element 4 -Safety and Health Education • Policy to allow only properly authorized and trained employees to do any job • Process to make sure that no employees do any job in an unsafe manner, or do a job that is inherently unsafe • Provision to hold emergency-preparedness drills using a range of scenarios for employees on a regular basis over the year • Method to ensure that particular attention is paid to employees learning new operations to make sure they have the proper job skills and awareness of the hazards related to a particular job • Method for training supervisors and managers to recognize hazards and understand their responsibilities • Accountability to ensure that supervisors and managers take their roles in workplace safety seriously Resources American Industrial Hygiene Association Center for Disease Control, Office of Health and Safety Elevator Escalator Safety Foundation Internet Users' Guide for Safety and Health Professionals National Institute for Occupational Safety and Health National Safety Council Occupational Safety & Health Administration Oklahoma State University, Environmental Health and Safety Compiling a Safety Manual Checklist "he design of the workplace safety manual is consistent with your organization's needs and culture. YIN Answer "Yes" or "No. " "he board and senior management have made a visible commitment to vorkplace safety. ADA considerations have been built into the workplace-safe manual. iafety issues relative to the size and arrangement of work space have been addressed. >afety issues relative to the physical demands of the tasks to be performed lave been addressed. iafety issues relative to the design of tools and other devises people use have peen addressed. Sufficient time and resources have been committed to the project. itaff, volunteers, board members and senior management understand that vorkplace safety is an ongoing endeavor and the manual is slated to be updated at least annually. ~he organization's written safety and health policy are posted for all to see. Employees are involved in policy making on safety and health issues. :mployees are required to regularly and thoroughly maintain equipment and ehicles. :mployees and volunteers know how to use and maintain personal protective :quipment. :mployees and volunteers are trained in proper procedures for handling ~pecific situations. All employees know how to activate the emergency response system. Total "Yes's" Total "No's"