Loading...
HomeMy WebLinkAbout5H, Safety Committee Policy� EN HILLS Request for Council Action Prepared By: Sue Iverson Director of Finance and Council Meeting Date: November 14, 2011 Administrative Services Safety Committee Policy Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Recommendation: 1. Motion to approve the City of Arden Hills Safety Committee Policy as presented. , SuAnorting Documents: 1. See the attached memo from Sue Iverson dated November 14, 2011. 2. Arden Hills Safety Committee Policy. �zS. EN HILLS MEMORANDUM DATE: November 14, 2011 TO: Mayor and City Council Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services SUBJECT: Safety Committee BACKGROUND As part of the City Council's goal setting process, one of the goals stated was to establish an employee Safety Committee. DISCUSSION The committee has been established and has been meeting. As part of this process, the committee has established the attached Safety Committee Policy. The committee has been working with the LMCIT and has established practices for accident investigations and routine inspections of facilities and equipment. Ergonomic analyses are scheduled for discussion in January. COUNCIL ACTION REOUESTED 1. Motion to approve the City of Arden Hills Safety Committee Policy as presented. � EN HILLS City of Arden Hills Safety Committee Policy Introduction The City of Arden Hills is committed to preventing workplace injuries and illnesses among all employees. To prevent these losses, a joint management-labor safety committee has been established. Employee involvement in accident prevention and support of safety committee members and activities is necessary to ensure a safe and healthful workplace. Purpose The purpose of our safety committee is to involve labor and management in a non-adversarial, cooperative effort to promote safety and health in the workplace. The safety committee will assist management and make recommendations for change. Organization 1. The City' of Arden Hills Safety Committee shall be composed of representatives as determined by the Director of Finance and Administrative Services. 2. The following recommendations are proposed by the Safety Committee, which define the members of the committee: a. All employees will be encouraged to participate. b. Shall exceed no more than 5 voting members. c. Shall consist of regular, full-time empl'oyees from the following departments: • Administration/ Finance/ Community Development (City Hall) • Public Works - d. The Safety Committee will consist of the following representatives: • Chairperson (1) • Secretary / Vice Chairperson (1) • Members / Sub-Committee (2) e. The Director of Finance and Administrative Services shall be a permanent member of the Safety Community and shall receive all reports, actions, and activities of the committee. This position shall also provide administrative support to the committee and shall serve as the liaison to the City Administrator, Department Managers and consultants. f. No more than half the total members will consist of management. g. Members shall have a 2 year term, beginning January 1 St of each year. h. Committee membership terms will be staggered, so at least two experienced members are always serving on the committee. 3. Employees from each department will be given the opportunity to nominate and select representation upon the end of term or vacancy of inembership. a. By October 1 st of each year, each department manager will promote and request nominations for open committee positions to be filled the following January. b. Employees can nominate themselves or another employee from their department only. c. Nominations should be provided to the department manager no later than November 1 st. d. No later than December lst of each year, the department manager will communicate the nominations and ask for a vote (either verbally or through secret ballot). If no nominations are submitted or if a tie exists, the City Administrator will appoint a member(s) to the committee. f. If a voting member is not able to attend any meeting, an alternate may be designated to attend with all voting privileges. 4. A quorum must exist in order for the Safety Committee to take formal action and conduct business. If 5 are on the 5afety Committee, then 3 would be a quorum. Votes will be made by a simple majority. Member Roles Chairperson • Coordinate and direct all safety committee efforts • Communication liaison between management and the committee • Provide feedback from management team to the committee on problems the committee identified and any recommendations it submitted • Develop and distribute meeting agendas • Coordinate and conduct meetings • Facilitate annual goal setting and complete annual safety program review report • Establish necessary deadlines and sub-committee assignments • May also (if time and opportunity allows) serve on a sub-committee and take an active role in other committee activities � 2. Secretary/Vice Chairperson • Assume leadership of the committee and duties of the chairperson in the chairperson's absence • Record, maintain and disseminate committee meeting minutes • Collect and analyze WC injury data; discuss with committee • Serve on a sub-committee(s) 3. Members and sub-committees (suggestions) • Training Coordinator — organize training topics and track training records • Accident Investigation Lead — investigates all accidents when they happen and presents findings to the committee for discussion at the next meeting • Safety Inspection Lead — schedule inspections and respond to items that need attention The following lead positions may be added at a later date: Personal Protective Equipment (PPE) — monitors need for new or replacement equipment Ergonomic Lead — identify and evaluate jobs that have heavy lifting, awkward postures, or are otherwise physically demanding; conduct search for solutions Safety program element development (OSHA such as Hazard Communication, LockoutlTagout, Chainsaw, etc. or in general such as reviewing new products and procedures for safety hazards before they are purchased/implemented) - share amongst committee Extent of Authority The safety committee advises management about safety and health issues in the workplace. All written recommendations from the safety committee will be submitted to managment. Management will consider the recommendations and respond in writing to the safety committee within a reasonable time. All written recommendations submitted to management shall: • Be clear and concise; • Provide reasons for implementation; • Include implementation costs and recommended completion dates; • List benefits. Functions 1. Attend all Safety Committee Meetings 2. Review all accidents and near-misses 3. Conduct safety inspections 4. Report unsafe conditions and practices, and promote safe working conditions 5. Recommend ideas for improving safety and health 6. Work in a safe and healthful manner 7. Observe how safety and health is enforced in the workplace 8. Assist in special projects or duties as assigned by the Chairperson and/or City Administrator 9. Assist with written safety program reviews and edits 10. Act as a work-area representative in matters pertaining to health and safety 1 L Listen to fellow workers' suggestions 12. Discuss and review progress of the safety committee — set goals 13. Pursue safety education through films, demonstrations, videos, training etc. 14. Discuss possible new methods of accident prevention 15. Develop and revise rules to comply with all safety and health standards and various codes — federal, state and local 16. Discuss and review trends in=personal protective equipment (PPE) 17. Assist in developing and initiating safety training programs 18. Establish and maintain an employee safety award program (if applicable) 19. Establish operational policies and procedures for subcommittees 20. Communicate safety information (from meetings) back to respective departments Conducting a Meeting When conducting a meeting, you should stay on topic and remain neutral if possible. Meetings are not intended to be a complaint session. An agenda should be made available to the Committee a few days ahead of the meeting date. , The Safety Committee shall meet monthly, or as needed at a time and place designated by the Chairperson. Currently, meetings will be held at 9:00 a.m. in the City Hall upstairs , conference room unless otherwise communicated. Meeting will take place on the last Thursday of each month. When a meeting schedule is planned well in advance, the members are then in a better position to arrange for their attendance and prepare for discussion. A typical Committee meeting should include: 1. Review of unfinished items from the previous meeting(s) and/or activities. 2. Status reports from any sub-committees. 3. Discussion/review of safety inspection reports and the actions taken to correct observed hazards. 4. Review of accident/incidents sustained since the previous meeting and a discussion of measures to prevent similar accidents and incidents. 5. Review of the status of current action plans or training programs. Summary Only the planning and effective leadership of management and the safety committee can build a lasting safety and health program. The Safety Committee shall be a constructive entity, providing guidance and leadership in matters pertaining to the overall health and safety of the City of Arden Hills. Adopted: November 14, 2011 Attest: David Grant, Mayor Patrick Klaers, City Administrator