SAFETY MANUAL
PREPARED BY:
City of
January 1, 1992
Revised: December
1997
Revised: April 2006
TABLE OF CONTENTS
SECTION
1 Purpose
and Background Information
2 Responsibilities
3 Handling
Emergencies
Accident Reporting
Accident Investigation
4 Inspections
5 Safety
Education and Training
EXHIBIT
1 "Statement
of Safety Policy"
2 List
of Applicable Work Rules
3 Seat
Belt Policy
4 Personnel
Policies
5 Safety
Committee guidelines
6 Self
Inspections
SECTION 1
PURPOSE
AND BACKGROUND INFORMATION
Every
employee has the right to a workplace free from occupational safety and health
hazards. A Loss Prevention Management
Program is designed to prevent accidents and illnesses, and is established
jointly between employees and management.
Unsafe
acts, unsafe conditions and accidents all demonstrate a weakness in the City's
organizational system. This program
provides the framework for safety to be managed like any other function through
planning, organization, leadership and control.
A well-trained and well-supervised employee in a safe and healthful
environment is less likely to have an accident.
SECTION 2
RESPONSIBILITIES
Employees shall be fully
responsible for implementing the provisions of this program as they pertain to
operations under their jurisdiction. The
responsibilities listed are minimum, and should not be construed to limit
individual initiative to implement more comprehensive procedures to control our
losses and prevent injuries to employees and to the public.
A. Safety
Board
1. Officially
adopt the program and update at least every five years in accordance with New
Hampshire Department of Labor regulations.
2. Provide
overall support, direction and commitment.
(Exhibit 1)
3. Ensure
that personnel responsible for carrying out the provisions of this program
understand it, have a copy of it, and are held accountable for their
actions/inactions in accordance with established contracts, personnel policies
and procedures.
4. Provide
required resources:
a. Funding
(Safety Training Budget) – training materials, safety literature, outside
training. Safety equipment, personal
protective equipment, if sufficient funding available, or make recommendation
to Department.
b. Training
- outside experts; loss prevention consultants; between departments for
information exchange.
c. Time
- review inspection/ incident investigation reports and make recommendations to
prevent future incidents; participate in
training programs.
d. Other
as needed.
B. Supervisory
Personnel
Employees with supervisory duties, whether they be first line
supervisors or department heads, have the authority and responsibility to
maintain safe and healthful work places and work practices. Specifically, they will do the following:
1. Comply
with this program and applicable work rules.
2. Ensure
that all employees within their jurisdiction comply with the program and follow
all work rules. Supervisors are expected
to set the proper example.
3. Comply
with all established personnel policies and procedures as they relate to this
program. Specifically, follow
disciplinary procedures for violation of work rules as applicable.
4. Educate
employees within their jurisdiction in the accepted way of performing each
task, the nature of the hazards involved, the necessary precautions to be
taken, and the use of protective and emergency equipment required. (See Section 5)
5. Meet
with staff to review accidents which have occurred and to discuss plans and
ideas to bring about additional loss prevention measures.
6. Carry
out additional inspections, investigations and administrative duties as
outlined in Sections 3, 4 and 5.
7. Be
accountable for accidents, incidents and near-misses involving their staff,
especially if it is determined that additional preventive measures can or
should have been taken. A supervisor's
capability to supervise is measured by the efficiency of his/her operation.
8. Include
and evaluate an employee's safety record in each formal performance
appraisal. This record may highlight
specific performance deficiencies that must be recognized and corrected.
C. Employees
Employees are required to exercise due care in the course of
their work to prevent injuries to themselves and to their fellow worker, the
general public and equipment entrusted to their care. Employees shall:
1. Understand
and follow all work rules. If you do not
understand a work rule, it is your responsibility to notify your supervisor.
2. Wear
required personal protective equipment including seatbelt.
3. Report
all unsafe acts and conditions to the supervisor.
4. Operate
only machines and equipment that they have been authorized and trained to
operate by the supervisor.
5. Report
all incidents to your supervisor immediately, and complete an Employee Report
of Injury Form. See Section 3 for further information.
6.
Report any motor vehicle
citation or violation occurring in a City vehicle to your supervisor/department
head.
7.
Report any incident
involving a City vehicle or equipment to the Laconia Police Department.
SECTION 3
ACCIDENT
REPORTING AND INVESTIGATION
After
incidents or accidents involving employees, injuries or property damage, the
City must investigate and report what happened.
HANDLING INJURIES
A
worker's compensation injury is defined as an accidental injury or death
arising out of and in the course of employment and all occupational diseases
arising out of and in the course of employment.
There are definite State requirements for reporting these injuries which
are summarized in this Section.
Naturally,
the first thing to do when an accident occurs is to ensure that proper medical
treatment is provided.
A. Handling
Emergencies - Judgment is a key factor in the handling of an emergency. Employees are expected to exercise their best
judgment based upon circumstances. The
following is a list of guidelines to follow; however, if there is any question
whatsoever about the seriousness of an injury, call for help!
1. Call
the appropriate emergency service (Medical, Fire, Rescue 524-6881) (Police 524-5252) or 9-911.
2. See
to it that first aid is provided.
3. Notify
the supervisor.
4. Follow
reporting and investigation requirements.
B. Accident
Reporting
1. All
accidents or incidents are to be reported immediately to the responsible
supervisor. Any incident involving a City vehicle will be reported to
the Laconia Police Department immediately.
2. Supervisors
will see to it that enough information is gathered to accurately complete the
Employer's First Report of Injury. The supervisor will ensure that the injured
employee completes the Employee's Report of Accident or Injury and the
supervisor will complete the Supervisor's Report of Accident or Injury. These will be forwarded immediately to the
Personnel Specialist.
3. The
First Report of Injury Form will be completed and processed by the Personnel
Specialist. Personnel will also
complete any other required forms.
4. Injuries
requiring only common first aid must also be reported following these
guidelines.
5. The
employee will report any accident (personal/equipment/motor vehicle/exposure) or injury to his/her
Supervisor immediately. A written report
to Personnel must be filed within two (2) business days. Failure to immediatley report an injury or
accident to the Supervisor or file the necessary paperwork with the Personnel
Office may result in the Safety Board making a determination that the
responsible party will lose all Safety incentives for the year.
C. Accident/Incident
Investigation
The immediate
supervisor, or other designated individual, will investigate all accidents
(personal injury, exposure, motor vehicle, or equipment), incidents and
near-misses which occur within their span of control. The purpose is to determine what happened,
why it happened, and most importantly, how to prevent it from happening
again. An accident investigation report
shall be completed for all incidents,
and turned in to the Personnel Specialist.
(See Exhibit 6 for sample reports).
GUIDELINES FOR CONDUCTING INVESTIGATIONS:
1. Investigate
the scene as soon as practicable after the accident/incident noting conditions,
location of equipment, physical objects and witnesses. Make notes and draw sketches as needed.
2. Interview
witnesses soon after the accident so the facts will be fresh in their
mind. Be certain that they understand
that no blame is being placed - you are simply trying to gather facts to
prevent a recurrence.
3. Interview
the victim when the timing is right.
Keep in mind his/her physical and emotional condition.
4. Make
recommendations to prevent similar occurrences.
Terms such as "employee was careless" have no place in a
factual report.
5. It
is critical that no statements regarding blame or responsibility be publicly
made at an accident scene.
SECTION 4
INSPECTIONS
Supervisors
are responsible for conducting necessary safety inspections and recording their
findings. Any unsatisfactory conditions
are to be dealt with in the appropriate manner.
A. Frequency
Formal inspections of the work area and equipment are to be
conducted regularly. Additional
inspections of specific pieces of equipment or job sites may be required by the
applicable work rules.
Supervisors are expected to constantly be alert for unsafe
acts and conditions, and take necessary corrective action.
B. Guidelines
for Correcting Unsatisfactory Conditions
1. First
and foremost, take the necessary action to prevent an injury! (Remove the tool from service, post a warning
sign, etc.)
2. If
within your authority, take steps to permanently correct the hazard. Report all action taken to your department
head/supervisor.
3. If
you do not have the authority to correct the problem, take steps to prevent an
injury as a result of it. Then, report
the problem and your recommended solution to the person who has the authority
to correct it.
C. Recordkeeping
Guidelines
1. Document
the inspection! At a minimum, record the
inspection date, location/piece of equipment, inspector's name, list of
unsatisfactory conditions noted, action taken and a list of recommendations. (See Exhibit 6 for sample inspection reports)
2. If
unsatisfactory conditions are noted, send a copy of the report to your
department head/supervisor and keep a copy in your file.
3.
If no unsatisfactory
conditions are noted, just keep the inspection report in your file.
SECTION 5
SAFETY EDUCATION AND TRAINING
Safety education and
training raises the employee's level of safety awareness and also provides
management with an opportunity to demonstrate their concern for the welfare of
employees.
A. Types
of Training
1. Introductory
- All new or transferred employees will be told of their responsibilities under
this loss prevention management program.
When the supervisor who conducts the training is confident that the
employee understands the rules, the employee will sign a form indicating that
and the form will go into the employee's training file.
2. Specific/On
the Job
Employees will be
instructed by the supervisor in the proper method of performing each job, the
hazards associated with it, the required personal protective equipment and any
necessary emergency procedures. This
will be done as required by the work rules, when changes in the job occur or
whenever deemed necessary by the supervisor.
Any employee not comfortable with the operation of equipment assigned to
them shall immediately notify their supervisor and cease operating the
equipment until they are thoroughly checked on the equipment.
3. Follow-up
When the supervisor
identifies the need, follow-up training will be conducted.
4.
In-House Training
Employees will attend in-house training provided by outside
personnel i.e. Risk Management Consultant. .
5.
Off-Site Training
Employees will attend training as requested by their
respective Departments.
B. Recordkeeping
1. Introductory
training - Document in the employee's training file.
2. Specific
training - Documentation of training provided for specific tasks (e.g. proper
shoring techniques) is strongly recommended.
It can consist of a brief description of the training, the date and
instructor's name, and a list of those attending. The supervisor can keep these lists.
EXHIBIT 1
CITY OF
CITY MANAGER'S OFFICE
STATEMENT
OF SAFETY POLICY
The
welfare and safety of our employees is of prime concern to management. Accidents result in unnecessary suffering,
loss of wages and too often in permanent disability. Therefore, it is our policy to provide and
maintain safe and healthful working conditions and to require safe work
practices.
To
assure that our best efforts are going toward the prevention of accidents, we
are establishing a comprehensive loss prevention management program. (Details of the program are included in the
Safety Manual developed by the City of
Each
of us share a responsibility for the prevention of accidents, and we expect
that everyone will participate to the fullest extent to ensure that this will
be a safe organization in which to work.
Sincerely,
Eileen Cabanel
City Manager
EXHIBIT 2
APPLICABLE WORK RULES
Mandatory:
ALL DEPARTMENTS: State of New Hampshire Department of Labor Administrative
Rules for Safety and Health Chapter
LAB 1400 pursuant to : RSA 281-A & RSA 277 and Chapter RSA. 281-A Administrative
Rules for Safety Programs and Joint Loss Management Committees
EXHIBIT 3
SEAT BELT POLICY
The City of
The
purpose of this policy is to establish mandatory belt usage as a City Policy
and to designate responsibility for implementation and enforcement.
(1) These guidelines apply to all City
employees and to all occupants of vehicles driven by employees on official
business.
(2) Occupants shall use the restraints in
City owned, leased or rented vehicles whenever such vehicles are in use.
Occupants shall also use belts in personal vehicles when used for official
business.
(3)
(4) Responsibility for enforcement of this
policy shall rest with the foreman and/or Department Head. Disciplinary action
shall be in accordance with applicable Personnel Rules and Regulations or Collective Bargaining Agreement.
(5) It is important that all managers and
supervisors demonstrate their commitment to and support of this policy by their
strict adherence to it.
EXHIBIT 4
PERSONNEL POLICIES
DISCIPLINE POLICY RATIONALE
Employers
are required to promulgate safety policy and disciplinary procedures to
deal with those employees who fail to comply with a safety program. Implicit in these requirements is the
expectation that the safety program and disciplinary procedures will be
enforced. We fully expect to have
problems develop from disciplining employees for safety violations.
The
employer must remember that an unenforced rule is no rule at all, and that
silence implies consent, so you must be prepared to actively and fairly enforce
the rules.
The keys to an effective
disciplinary procedure are as follows:
* the employee must know the rules and the consequences for
violating them
* the rules must be enforced
* the enforcement cannot be arbitrary and capricious
A
progressive disciplinary process insures that the rights and obligations of the
employer and employee are guarded.
In
1982, the N. H. Supreme Court defined these processes in the Appeal of Byron
Miller (122 NH 933). The case
involved an appeal of the denial of unemployment compensation benefits because
of employee misconduct and in large part was the result of violations of safety
rules. The court wrote:
Miller began working for Revue Products in 1979 and on
at least three occasions received reprimands and suspensions for various
reasons relating to safety-procedure infractions (emphasis added). The fourth incident leading to his discharge
occurred when he allegedly jumped off a loading dock despite orders not to do
so.
An unemployment compensation system is predicated upon
benefits being paid to those who become unemployed through no fault of their
own. No compensation is to be paid to
one who is terminated because of "misconduct connected with his
work." Isolated and inadvertent
instances of unsatisfactory conduct are not sufficient for a finding of
"misconduct", but recurring careless or negligent acts are enough to
constitute "misconduct". Safety
in the workplace is not only a legal requirement but a sound social policy for
employer and employee alike (emphasis added).
Mr.
Miller's employers had a progressive disciplinary process in place. He had been warned and suspended before being
terminated for jumping off the loading dock.
The employee was told that his conduct violated company policies and was
told of the consequences of continued violations (i.e. further disciplinary
action which, in this case, included a suspension and ultimately,
discharge). The court has repeatedly
found that a safe workplace is a reasonable rule.
The
employer, in all cases of alleged misconduct, must conduct a thorough and fair
investigation before administering discipline.
In addition, the employer must use discipline in a fair and consistent
fashion. Simply stated, the employer
must implement the discipline for every employee and the penalty must
reasonably be related to the seriousness of the proven offense and the
employee's record. It is essential that
the employer maintain accurate records of each instance where discipline is
administered and not let the employee talk the employer out of administering
the penalty.
A
fair process required that the employer inform the employee of the precise
nature of the offense and any verbal or written warning tells the employee the
consequences of further violations. A
fair process also allows the employee to present his/her version of events and
any evidence or mitigating circumstances.
DISCIPLINE
POLICY
It is
the City of
These rules are published
for your information and to minimize the likelihood of any employee, through
misunderstanding or otherwise, becoming subject to any disciplinary
action. It is only fair that you should
be familiar with those rules the City considers to be important. Should any disciplinary action be required,
the procedures outlined in your Collective Bargaining Agreement or Rules &
Regulations will be followed.. We
believe in using a process that is fair to all, yet maintains employee
responsibility.
For these reasons we use a
progressive discipline model for handling disciplinary/performance issues, as
outlined in your Collective Bargaining Agreement or Rules &
Regulations. This model is designed to
bring deficiencies to the attention of the employee in as non-confrontational a
manner as possible.
Department
heads and/or supervisors are responsible for counseling employees as problems
occur involving adherence to the policies, procedures and rules of the
organization and work unit.
EXHIBIT 5
SAFETY COMMITTEE GUIDELINES
I. Organization
A. Membership
- All departments and all levels; each Collective Bargaining Unit must be
represented.
B. Meetings
1. When
- monthly. The same day and time each
month (the first Thursday of each month at 2:30 P.M.).
2. Location
- City Hall, unless otherwise noticed.
II. Duties
A. Accident
Review - All accidents and subsequent recommendations for prevention are
reviewed and approved/returned for clarification. Any recommendations made are followed through
to completion and communicated to other departments with similar exposures.
B. Inspections
- the committee may choose to conduct an inspection of a particular
location/piece of machinery/job site.
Any recommendations will be communicated to those responsible for
completing them.
C. Communication
of Relevant Information
1. Meeting
Minutes - The committee is a functioning body of and for the employees. All information from the meetings shall be
distributed, or at a minimum, posted.
2. Literature
- As committee members come across safety information/literature, it should be
made available to others.
3. Suggestions
- Committee members need to listen to and present safety suggestions from
co-workers to the committee.
EXHIBIT 6
IN-HOUSE INSPECTION PROGRAMS
Every
municipality that is serious about controlling or reducing the costs of daily
operations should find ways of preventing accidents. Accidents don't have to happen. Through a program of periodic in-house
inspections, unsafe practices that contribute to or cause accidents can be
identified. Appropriate corrective
action may then be taken to assure that the hazard in questions is controlled
or eliminated.
Surprisingly,
a mere investment of 20-30 minutes at each facility during each inspection
interval could prevent accidents costing hundred or even thousands of dollars
each! Such occurrences as tripping over
electrical cords, slipping on icy stairs and twisting an ankle in a cluttered
repair bay are examples of needless accidents which happen all too often.
Through
implementing a self-inspection program based on the following guidelines, along
with encouraging workers to report hazardous conditions as they are detected,
any municipality can work toward reducing accident frequency and cost.
FIRST STEP: Determine
which facilities will be inspected.
While those areas that have been involved in recent accidents may be of
special interest at the time, most buildings and work areas should be seen.
SECOND STEP: Determine who will conduct the inspections. It is not necessary that this person have
prior experience with inspections. A
good choice would be a person who normally works at the facility in
questions. A person knowledgeable of
daily operations at that area can most effectively interpret the inspection
checklist to be used. By rotating
inspectors every year or two, more people can become involved. Persons who become involved in a safety
program tend to become more safety conscious themselves.
THIRD STEP: Develop
a checklist to be used. Attached to this
chapter are sample checklists which can be used for relatively simple work
areas. You may want to add or delete
items to tailor these checklist to your specific needs. It is imperative that a written checklist be
used, both to minimize the inspection time required and to assure that all
critical areas will be covered.
FOURTH STEP: Communicate with the designated inspection personnel. Each inspector should understand how the
inspection process works, and know what is expected from him. Nothing could be a greater waste of time than
for inspectors to fill a check list with what they think someone wants to
see--not noting hazards that exist, but rather painting a rosy picture that
hides problems and allows employees to get hurt.
FIFTH STEP: Select
a frequency of inspections. Quarterly or
semi-annually are two options, depending upon the complexity of work areas and
intensity of use. It is important that a
regular frequency be chosen and adhered to, to follow up on past identified
hazards and keep the in-house inspection program part of the municipality's
active safety effort.
SIXTH STEP: The
safety officer and safety committee should analyze the completed
checklists. Control hazards should be
given prompt attention toward corrective action. All identified hazards should be rectified
within a reasonable time. Previously completed
checklists should be kept on file for review and comparison in looking for
recurring hazard trends.
NOTES:
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