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HomeMy WebLinkAboutComprehensive Safety Program FINAL City of Cape Canaveral COMPREHENSIVE SAFETY PROGRAM Revised September 2016 TABLE OF CONTENTS SECTION TOPIC PAGE  I POLICY STATEMENT 3  II SAFETY PROGRAM IMPLEMENTATION 4  III EMPLOYEE RESPONSIBILITIES 5-6  IV SAFETY COMMITTEE 7-8  V SAFETY INSPECTIONS 9  VI HAZARD PREVENTION AND CONTROL 10-11  VII PREPAREDNESS TRAINING 12  VIII RESPONSE TO INJURY OR ILLNESS INFECTIOUS DISEASE CONTROL 13-16  IX SAFETY TOOLS 17  X EMERGENCY RESPONSE PLAN 18-19  XI EMERGENCY EVENTS 20-22  XII PROVIDING ASSISTANCE TO PERSONS WITH DISABILITIES 22  XIII NOTIFYING EMPLOYEES OF PERSONAL EMERGENCIES 22  XIV REPORTING REQUIREMENTS 22  XV CONTRACTOR SAFETY COMPLIANCE 22  XVI FLEET SAFETY 23-24  XVII JOB HAZARD ANALYSIS BY DEPARTMENT    Administrative Services & Economic Development Community Development Leisure Services Public Works Services/ Infrastructure Maintenance Public Works Services/Laboratory Public Works Services/ Wastewater Collections Public Works Services/Wastewater Treatment Plant 25 25-27 27-28 28-31 31-33 33-35 35-37  Forms Safety Orientation Form Injury Investigation Report Workplace Safety Inspection Form Fleet/Equipment Maintenance/Safety Report Motor Vehicle Accident Investigation Report Property Damage Report A B C D E F   SECTION I POLICY STATEMENT The City of Cape Canaveral is committed to providing employees with a safe and healthy work environment. To that end, employees are required to report unsafe conditions and not perform unsafe work tasks or perform tasks in an unsafe manner. Employees shall immediately report all accidents, injuries and unsafe conditions to their Supervisors, Safety Committee Representative, Department Director, Supervisor or Risk Manager. No such report will result in retaliation, penalty or other disincentive. Employee recommendations to improve safety and health conditions will be given thorough consideration by the Safety Committee. Recommendations will be investigated and corrective action, as appropriate, will be implemented to remedy unsafe conditions. Disciplinary action will be taken for willful or repeated violations of workplace safety rules. These actions may include verbal or written reprimands, suspensions without pay or job transfers and may result in termination of employment. The Safety Program will be incorporated as the standard of practice for the City. Safety compliance will be required of all employees as a condition of employment. Safety Program Guidelines Accidents are preventable and every employee has an obligation to do their job in a manner that actively integrates the elements of the City’s Safety Program. The City maintains a zero accident operating goal and values safety above expediency. Every employee is required to comply with all Safety Policies and Procedures and actively participate in the identification of potential threats to safety. No task is so important that an employee must violate a safety rule or risk injury or illness in order to get the job done. The Risk Manager will collect and distribute information on health and safety matters to all employees and coordinate ongoing safety training. Each Director/Supervisor/Lead is tasked with ensuring a climate in which everyone shares a concern for his/her own safety, the safety of co-workers and the safety of the community. Directors/Supervis ors/Leads are responsible for the safety of their Department employees and as such will monitor the conditions and activities within their environment. Safety is a team effort. Everyone must work together to maintain a safe and healthy workplace. The Safety Program will be reviewed and updated annually to reflect the most current and effective preventative safety practices available. At the end of work day, the City’s goal is to ensure all employees return home uninjured, were not at risk of injury and worksites are secured and do not pose any danger to the community. SECTION II SAFETY PROGRAM IMPLEMENTATION A. Safety Orientation Workplace Safety and Training begins on the first day of employment or job transfer. Procedures for conducting Safety Orientation consist of the following: Each employee has access to a copy of the City’s Safety Program available in each Department, posted on the City Intranet and distributed in electronic form to newly hired employees. New employees are required to review the Safety Program upon receipt. Safety Committee members are available to answer employee questions and ensure a knowledge and understanding of rules, policies and procedures. Employees are required to formally acknowledge, as a condition of employment, receipt of and compliance with the Comprehensive Safety Program. B. Safety Awareness requires ongoing effort and commitment. The following activities are intended to raise and maintain Safety Awareness Distribution of safety literature. Safety posters displayed in all office locations. Safety tips distributed as appropriate. Safety Training (mandatory and voluntary). C. Job Specific Training Supervisors/Leads will ensure that employees receive training on how to properly perform assigned job tasks and use equipment safely. Supervisors/Leads will carefully review specific safety rules, policies and procedures. Supervisors/Leads will provide verbal instructions and specific directions on how to work safely. Supervisors/Leads will observe employees performing the work. If necessary, the Supervisor/Lead will provide a demonstration using safe work practices or remedial instruction to correct training deficiencies before employees are permitted to work without supervision. All employees will receive safe operating instructions from the equipment vendor or experienced Staff, if necessary, before using new equipment. Supervisors will review safe work practices with employees before permitting new, non-routine or specialized procedures to be performed. SECTION III EMPLOYEE RESPONSIBILTIES The City will devote the resources necessary to maintain a viable Safety Committee that can identify hazards, investigate accidents, implement corrective action and promote City-wide safety awareness. Department Directors will be evaluated annually on their commitment to safety and effectiveness in ensuring workplace safety. The Risk Manager will serve as the Safety Coordinator with the following responsibilities: Participate as a permanent member of the Safety Committee. Ensure compliance with federal, state and local safety mandates. Report safety recommendations to the City Manager. Distribute safety information to all employees. Ensure accidents, incidents and injuries are fully investigated. Maintain record of injuries and coordinate resolution of Workers’ Compensation claims. Report unsafe conditions or practices to Supervisors and Department Directors. Develop, coordinate and implement safety training. Serve as a good example for employees by following established safety rules and attending required training. Department Directors, Supervisors and Leads Ensure day to day safety compliance. Ensure employees have been issued and use safety equipment and personal protective equipment (PPE). Periodically observe and document that work procedures and projects are safety compliant. Ensure that preventative safety checks are conducted and repairs or adjustments are completed in a timely manner. Ensure that each employee is competent and fully oriented on the Comprehensive Safety Program. Empower employees to report safety concerns and/or issues immediately. Communicate and manage changes in work practices or equipment intended to improve employee/public safety. Serve as a good example for employees by following established safety rules and attending required training. Employees Follow established safety requirements and procedures contained in the Comprehensive Safety Program. Immediately report unsafe conditions or actions to your direct Supervisor/Lead. Promptly report all injuries to your direct Supervisor/Lead regardless of the severity of the injury. Promptly report all near miss accidents to your direct Supervisor/Lead. Always use applicable personal protective equipment (PPE) and safety equipment. Do not remove or disable any safety device or safeguard provided for employee protection. Encourage co-workers by words and behavior by following established safety rules and procedures. Freely recommend to Supervisor, Lead, Safety Committee and/or Risk Manager work practice changes or equipment that you believe will improve employee and/or public safety. Safety Committee Work with employees, Supervisors, Leads and Department Directors to identify safety risks, develop solutions, review incident reports and evaluate the effectiveness of the Comprehensive Safety Program. (See SECTION IV.) SECTION IV SAFETY COMMITTEE Membership will be comprised of employees and Supervisors from all Departments of the City who meet quarterly or as needed. Participation on the Safety Committee will be voluntary and for one (1) year in duration. Individuals from all Departments will be encouraged to serve as members of the Safety Committee. The Risk Manager will be a permanent member of the Safety Committee and serve as the Committee Secretary or appoint another member to do so. The Risk Manager will function as the Committee’s Information Officer responsible for maintaining and distributing meeting minutes and recommendations. A chairperson will be selected by majority vote of the Safety Committee membership. B. Safety Committee members will perform the following functions: Perform regularly scheduled inspections of the areas they represent. Encourage safe work practices among co-workers. Present safety concerns and recommendations observed or reported to them by others to the Safety Committee for review and investigation. Report incidents, injuries and accidents to the Committee. Conduct in depth accident/injury investigations. Be available 24/7 for incident/accident calls. C. Record Keeping Safety hazards reported to or observed by a Committee member will be immediately reported to the Risk Manager. The Risk Manager will maintain a log of reported hazards and ensure that an investigation into the hazard is underway and resolution of the matter is achieved. Reported hazards and investigative findings will be reviewed during each Safety Committee meeting. D. Injury Investigation Guidelines Safety incidences and near misses will be investigated within 24 hours from time of the occurrence. The depth of the investigation shall be determined by the severity of the incident or risk. Investigations shall adhere to a pre-determined format intended to guarantee a complete and thorough assessment of the incident. (See Form B) Incidents resulting in hospitalization or incidents where two or more persons are injured shall be immediately reported to HR/Risk Management Director and City Manager. Incident Investigators will not disturb the accident scene except to aid in rescue or make the scene safe. The Department Director and Risk Manager will be present during investigations involving an injury. The investigation team will gather written statements from individuals associated with the accident and take pictures of the scene and equipment involved to be included in a detailed Incident Investigation Report. All investigative materials and reports are presented to the City Manager, Safety Committee Chairperson and Risk Manager. Injury Investigation Reports will be prepared for “near miss” incidents. The Safety Committee will review all incident investigations and may determine that a more in-depth investigation is warranted. SECTION V SAFETY INSPECTIONS Purpose Committed to identifying potentially hazardous conditions/practices and implementing appropriate corrective remedies; random, periodic, quarterly and annual safety inspections and surveys will be conducted by a Safety Committee member or qualified department designee. Inspection/survey findings will be reviewed, analyzed and considered in the implementation of accident/injury preventative policies, procedures and equipment. Inspections Employees utilizing City vehicles and equipment will conduct a “safe for use” safety inspection before use and report any concerns/problems to the Supervisor and refrain from using the vehicle/equipment until the matter is resolved. Safety Committee members will conduct a quarterly safety survey where work environments, procedures and equipment are reviewed. Findings will be presented to the Safety Committee for assessment and incorporated into the Comprehensive Safety Plan. When a task, work site or workstation is identified by the Safety Committee as potentially hazardous, a Job Hazard Analysis will be conducted for the purpose of determining appropriate modifications to equipment, practices and/or procedures. Periodic/random safety inspections may be conducted at any time and in any Department. Employees and members of the public are welcome to present information and/or suggestions related to safety awareness and accident/injury prevention. SECTION VI HAZARD PREVENTION AND CONTROL Every employee must be committed to eliminating or controlling workplace hazards that may cause injury or illness to employees or members of the public. To that end, employees are required to adhere to the rules and procedures which apply to specific tasks. The following safety rules have been established for the protection of employees and the public. Failure to comply with the following Universal Safety Rules will result in disciplinary action. A. Universal Safety Rules Never do anything that is unsafe in order to get the job done. If a task is unsafe, report it to your Lead, Supervisor, Department Safety Committee member or HR Director/Risk Manager so a better and safer means of completing a task can be identified. Do not remove or disable a safety device. Keep equipment guards in place at all times. Never operate equipment unless you have been trained and have authorization to do so. Use personal protective equipment (PPE) when required. Obey all safety warning signs. Working under the influence of performance or judgment diminishing drugs or alcohol is prohibited. While the right to possess a concealed firearm is protected under Florida law, employees may not carry a firearm while on City property or bring a concealed weapon into a City owned facility without proper authority. Explosives are prohibited on City property. Smoking is not permitted in City buildings or vehicles, nor permitted in areas deemed hazardous. Horseplay, running and/or fighting is prohibited. Good housekeeping is an important part of accident prevention. Clean up spills immediately. Return all tools and supplies to assigned storage location after use. Disinfect tools exposed to sewage or toxic substances. The appropriate responses to specific incidents and/or threats are included in Appendix A. Task Specific Safety Rules have been developed and provide specific detailed procedures and safety equipment requirements when performing tasks identified as inherently/potentially dangerous as detailed in SECTION XVI. Compliance with Drug Free Workplace Policy. Personal Protective Equipment (PPE) The use of PPE is required while performing many tasks. Leads, Supervisors and Department Directors are responsible for ensuring the availability of protective equipment ready for use. Employees are responsible for informing their Supervisors of lost, damaged or worn equipment. PPE includes: Steel toed shoes. Safety glasses/eye protection. Face shields. Respirators. Hard hats. Hearing protection devices. Safety vests. Clothing suitable for existing weather. Harnesses. Gloves. Wide brimmed hats. Back braces. Mouth barrier. C. Failure to adhere to the safety policies and/or procedures will result in swift disciplinary action the severity of which will be determined by the level of risk to persons and property incurred as a result of the failure. Disciplinary action may include: Mandatory retraining. Written reprimand. Job transfer with possible reduction in pay. Suspension without pay. Termination of employment. SECTION VII PREPAREDNESS/TRAINING A. Preparedness It is the responsibility of Department Directors to ensure employees have easy access to First Aid Kits, which shall be fully stocked and inspected monthly. Department Directors and Supervisors must ensure that every employee is familiar with the contents of the First Aid Kits and their whereabouts. First Aid Kits will be located in every City building and in every City vehicle. Safety and Health Training is an essential element of the Safety Program. Employees will receive individualized training, group training and certification training as appropriate for the tasks and duties they perform. New employees will receive appropriate training before performing tasks. Current employees will “recertify” at frequencies listed below. Emergency Response Awareness (annual) Safe Chainsaw Use (every 4 years) Hazardous Material Use, Handling and Storage (annual) TOPIC FREQUENCY DEPARTMENT/Job Titles  Blood borne Pathogen Awareness Annual All PWS, LS, Comm. Dev. & Economic Dev.  Confined Space Safety Every 4 Years Utilities Mechanics Maintenance Workers Maintenance Specialists  CPR/First Aid Every 2 Years All PWS, LS, Comm. Dev. & Economic Dev. Optional for all other Staff  Trenching/Shoring Safety Every 4 Years Maintenance Workers Maintenance Specialists Utilities Mechanics  Workplace Violence Annual All City Employees  Sexual Harassment/Bullying Annual All City Employees  Back Safety Every 2 Years All City Employees  School Crossing Guard Training Program Annual School Crossing Guards  Flagging/Traffic Control Every 3 Years Maintenance Workers Maintenance Specialists Utilities Mechanics  Lockout/Tagout Every 4 Years Utilities Mechanics Maintenance Workers Maintenance Specialists  Safe use of potentially hazardous power tools and equipment New Employee Training Utilities Mechanics Maintenance Workers Maintenance Specialists Plant Operators  Hazardous Materials Use, Handling, Labeling and Storage Annual All PWS, selected Comm. Dev./Economic Dev. & selected LS  Emergency Response Preparedness Annual All City Employees   SECTION VIII RESPONSE TO INJURY OR ILLNESS * Employees are not required to perform first aid or CPR as part of their job duties. Medical Emergency Response Requirements If the injured or ill person is having difficulty breathing, is unconscious, disoriented, reporting chest pains or is suspected of having a spinal injury, DO NOT HESITATE. CALL 911 IMMEDIATELY and request an ambulance. Dial 9-911 from City land line phones. Notify your Supervisor, Department Director or Risk Manager after the ambulance has been dispatched. Do not attempt to move a seriously ill person unless it is absolutely necessary. Never attempt to transport the individual in your or the City’s vehicle. You are not required to attempt CPR or First Aid if you believe the situation exceeds your level of competence. Blood/Body Fluids Assume all blood or body fluids are infectious and exposure may result in you contracting a deadly disease. Always wear protective gloves and mouth barrier when body fluids are present or when providing first aid. Immediately and thoroughly wash hands and skin surfaces with soap and water following an exposure to body fluids. INFECTIOUS DISEASE CONTROL Employees who, as a result of performing their duties, are exposed to an infectious disease through contact with blood or potentially infectious materials are required to comply with the established infectious disease control policy. Definitions - For the purpose of construing this policy, the following definitions apply: Blood - means human blood, human blood components and products made from blood. Blood borne pathogens - means pathogenic microorganisms that are present in blood and can cause disease in humans. These pathogens include, but are not limited to, Hepatitis B Virus (HBV) and Human Immunodeficiency Virus (HIV). Body Fluids - fluids that the body makes including, but not limited to, semen, mucus, feces, urine, vaginal secretions, breast milk, amniotic cerebrospinal fluid, synovial fluid and pericardial fluid. Contaminated - the presence of blood or other body fluids on an item or surface. Decontamination - the use of physical or chemical means to remove or destroy blood borne pathogens on a surface or item to the point where it is no longer capable of transmitting infectious particles and the surface is rendered safe for handling, use or disposal. Exposure - direct contact with an infectious agent, such as body fluids, via inhalation, percutaneous inoculation, or contact with an open wound, non-intact skin or mucous membrane. Food Infection - food infections occur when pathogenic microorganisms (salmonella, shigella, streptococci, coliform, vibrio cholera, tularemia, bovine tuberculosis, diphtheria, bacillus cereus and virus of infectious hepatitis rubella) get into food under conditions that allow them to multiply or to remain viable. Illness that occurs after the food is eaten is due to the presence of germs that infect the food. Hepatitis - A, B and C Viruses. HIV - Human Immunodeficiency Virus; this virus causes Acquired Immune Deficiency Syndrome (AIDS). Universal precautions - An approach to infection control; the concept that human blood and certain human body fluids are treated as if known to be infectious for blood borne pathogens. Types of Diseases - The most commonly encountered infectious diseases include: AIDS - Acquired Immune Deficiency Syndrome - this disease destroys the body’s immune system and allows otherwise controllable infections to invade the body and cause life threatening diseases. AIDS is caused by the Human Immunodeficiency Virus (HIV) which is transmitted through sexual contact and exposure to infected blood or blood components and prenatally from mother to neonate. Colds - Colds are transmitted through respiratory secretion exposure particularly droplet contact with inanimate objects and then transmitted to the nose or mouth by the fingers. Hand washing is the most effective protection against colds. Diarrhea - these germs can be found anywhere untreated human waste and some animal waste is found. To contract diarrhea, the germ must get into the mouth, usually by contaminating hands and then preparing food without first washing hands. The germ can also get into the water supply if sewage leaks through the water lines. The most effective protection against diarrhea is washing hands before preparing food and not drinking untreated water. Herpes Simplex - A viral disease characterized by the eruption of small blisters on the skin and mucous membranes. (Blisters most commonly appear on the face, genitals and sometimes the hands.) The virus can be transmitted by the fluid in the blister; direct hand or other body part contact with the blister could cause infection. Persons with herpes are contagious only when sores or blisters are present; however, blisters inside the mouth or on the genitalia may not be apparent. Hepatitis - a group of viral diseases causing inflammation of the liver. Tuberculosis (TB) - an infectious disease caused by mycobacterium tuberculosis, a slow growing bacterium that causes tubercles (abnormal hard nodules or swelling) to form in body tissues; this disease generally attacks the lungs. TB is transmitted through the air. It can be detected by the tuberculin skin test 4 to 12 weeks after the body is infected. Exposure Risks - Communicable, infectious diseases such as herpes, hepatitis, AIDS and tuberculosis can be categorized into three exposure risks: Diseases that may be contracted via the respiratory route (Tuberculosis, Legionnaire’s Disease); Diseases that may be contracted through direct contact with body fluids such as blood, saliva, mucus membrane secretions, urine, feces, etc. and Diseases that may be contracted by indirect contact with inanimate items (food, water) contaminated with infectious organisms (Hepatitis A). It is recognized that any employee could find themselves exposed to a communicable, infectious disease; however, there are certain job classifications where it is reasonably anticipated that an occupational exposure to blood or other bodily fluids can occur. Classifications where it is reasonably anticipated that an occupational exposure could occur include, but are not limited to, Wastewater Treatment Plant Operators and Mechanics; Utility Maintenance Service Workers and Mechanics; Recreation Aides; Custodians. In all cases, the exposure risk for employees shall be determined on a departmental basis and shall be made without regard to the use of personal protective equipment. Exposure Control Plan - Each department is responsible for establishing a written Exposure Control Plan containing a list of all job classifications, tasks and procedures in which it is reasonably anticipated that an occupational exposure to blood or other body fluids could occur. The objective of an Exposure Control Plan is to establish protective measures to prevent or reduce the risk of direct exposure of employees to communicable diseases. The Plan shall identify methods, work practices, procedures, protective measures, including decontamination and disinfecting procedures, to prevent or reduce the potential for employee exposure. Protective Precautions/Procedures - The level of protective precautions to be taken by employees should be based on the job to be performed, if appropriate, patient evaluation and overall good judgment. In all instances, universal precautions, treating body fluids/materials as if infectious, shall be observed. In an attempt to eliminate or minimize the exposure risk for employees, the following procedures shall apply: Each department shall be responsible for the provision of personal protective equipment for employees whose job duties may result in their coming in contact with blood or other potentially infectious materials. Personal protective equipment includes disposable latex gloves, leather or similar type of gloves resistant to needle sticks, face shields, masks, mouthpieces, etc. Employees shall utilize the personal protective equipment provided. There shall be no eating, drinking, smoking, applying cosmetics, lip balm or handling contact lenses in work areas where there is a reasonable likelihood of occupational exposure. Food and drink shall not be kept in refrigerators, freezers, shelves, cabinets on counter tops or bench tops, or in vehicles, where blood or other potentially infectious materials could be present. All procedures involving blood or other potentially infectious materials shall be performed in such a manner as to minimize splashing, spraying, splattering and generation of droplets of these substances. When direct contact with blood or other bodily fluids is likely to occur, especially in the case of administering first aid, employees shall: Wear disposable protective gloves. It is recommended that extra disposable gloves be carried inside City vehicles and in first aid kits. Wash hands, or other contact areas, with soap and water immediately or as soon as feasible after removal of gloves or other personal protective equipment. When administering first aid or resuscitating a patient, the following shall apply: Wear disposable latex gloves. Masks are not necessary for first aid personnel; however, they are provided. The use of masks is optional with the responding employee; however, such use is preferred. Touch as few body parts as possible. If respiratory droplet transmitted diseases are known or suspected, the patient should be given a mask to put on to protect those around him. Non-breathing patients should be ventilated with a pocket ventilator. Mouth-to-mouth resuscitation is not encouraged, but is left to the discretion of the individual. If mouth-to-mouth is to be performed, barrier protection such as a sterile 4X4 bandage, or handkerchief should be used. Wash all contact areas with any means available as soon as possible after contact. Decontamination and Disinfecting - The following procedures apply to employees, clothing and equipment, which may have been exposed to infectious communicable diseases. When disposable gloves have been used, they are to be removed as soon as exposure to bodily fluids is terminated. Used gloves are to be placed in a plastic or paper bag or wrapped in newspaper to prevent further contact with employees. Wash hands and any other contact areas vigorously with soap and water as soon as possible after contact. A soft soap that produces lather is preferred over abrasive type soap such as Lava, cleanser, etc. Clothing that has been contaminated with blood or other bodily fluids should be changed as soon as possible. Contaminated clothing should be placed in a general purpose paper or plastic bag until it can be washed or dry cleaned. Contaminated clothing can be laundered or dry-cleaned; the objective is the physical removal of blood and body fluids and the cleaning of the garment. The process can be done by anyone wherever the cleaning equipment is available. The cleaning of contaminated clothing does not require extensively trained personnel and does not represent a health hazard to those performing these tasks. Washable clothing may be washed in any washing machine, including home washers. Regular laundry detergent in the amount recommended for the particular type of clothing may be used. For the most effective cleaning, warm or hot temperature settings should be used. Sun drying or automatic dryers will additionally sanitize clothing. The dry cleaning process dilutes the soil with volumes of fluid and lifts the dirt out of the fabric. All equipment and working surfaces shall be cleaned and decontaminated in a designated cleaning area after contact with blood or other potentially infectious materials. Contaminated work surfaces shall be decontaminated with disinfectant after completion of procedures, immediately or as soon as feasible after any spill of blood or other potentially infectious materials and at the end of the work shift if the surface may have become contaminated since the last cleaning. Immunizations - The City will provide Hepatitis A and/or B vaccinations and follow-up testing for those employees who it is determined have an occupational exposure to blood or other body fluids. The vaccinations will be made available to these employees within ten working days of assignment and at no charge, at a reasonable time and place, under the supervision of a licensed physician or licensed healthcare professional and according to the latest recommendations of the U.S. Public Health Service. Employees who choose not to be vaccinated will be required to sign a declination form, but may later opt to receive the vaccine at no cost to them. A copy of the declination form will be maintained in the employee’s confidential portion of their personnel file. HR will assist departments in coordinating and scheduling the immunizations and shall maintain a confidential record of vaccinations and follow-up testing. Exposure – Employees who believe that they have been exposed to an infectious disease are to report the exposure to the designated officer who shall coordinate with the appropriate medical facility on exposure notification and post exposure management systems. In addition to this, employees who as a result of performing their job duties are exposed or believe they have been exposed to an infectious disease, are to report the exposure to their supervisor by completing a City Report of Accident/Injury/Incident form and City Infectious Exposure form. The completed infectious exposure form is to be forwarded to HR within 24 hours after such exposure. The City will provide the exposed employee with the benefit of testing, including baseline testing, at the City’s expense and at a licensed healthcare facility to be determined by the City. The testing shall be coordinated through HR and the results of the test will remain in a confidential file in HR. Test results will only be released with the written permission of the tested employee. HR will maintain a record of employee exposures and the status of employee disposition regarding contact and treatment; this record shall be updated as information is received. Training and Education - Each department is responsible for providing training and education programs for those employees employed in job classifications where it is reasonably anticipated that an occupational exposure to blood or other potentially infectious materials could occur. The training program must include proper use of personal protective equipment, standard operating procedures for safe work practices infection control, exposure, management and follow-up. The education programs must provide information on modes of transmission and prevention of diseases. A record of training provided shall be prepared and maintained by each department. The record shall include topics covered, employee names and signatures, dates of training and name of the individual who provided the training. HR will assist in coordinating the training programs and maintaining a record of all training and education programs provided. SECTION IX SAFTEY TOOLS The following table provides a list of forms intended to assist in the thorough and uniform implementation of the Comprehensive Safety Program. Submitted forms will be permanently filed with the Risk Manager. Form Name  Usage  Completed By:  Submit To:  Safety Orientation Acknowledgement (A) Training guide for new employees. Employee Department Director HR Director/Risk Manager  Accident Investigation Report (B) Completion within 24 hours of event. Safety Committee Representative Department Director HR Director/Risk Manager  Safety Inspection Checklist (C) During regularly scheduled inspections. Safety Committee Representative Department Director  Fleet/Equipment Maintenance/Safety Inspection Report (D) Before use of vehicle or equipment. Assigned user Department Director  Training Certification (Prepared by trainer) Confirm completion of Safety related training. Trainer Department Director HR Director/Risk Manager  Vehicular Accident Investigation Report Following accident involving City Vehicle. Safety Committee Representative investigating accident Department Director HR Director/Risk Manager   SECTION X EMERGENCY RESPONSE AND PREPAREDNESS PLAN See Hurricane/Emergency Preparedness and Response Plan for Details. The City is committed to providing employees with a comprehensive Emergency Preparedness and Response Plan intended to protect the safety and security of employees, City residents and property assets. The Human Resources Director/Risk Manager will serve as the Emergency Operations Team Manager responsible for the coordination, implementation and maintenance of the Emergency Response and Preparedness Plan. The Public Works Services Director will serve as Deputy Emergency Operations Team Manager. A. Emergency Operations Team Manager Chairs Emergency Operations Team meetings. Recommends appointments to the Emergency Operations Team. Upon notification of an emergency event, immediately notifies the City Manager. Enforces compliance with emergency policy. Ensures that emergency planning and policy adequately protect the City’s Staff, resources and property. Establishes a partnership with Brevard County Emergency Management Office, Cape Canaveral Volunteer Fire Department and Brevard County Sheriff’s Office regarding available services and support. Notifies Department Directors of impending emergency. Coordinates the efforts of the City with other governmental agencies with assistance of the Emergency Operations Team. Coordinates work area safety and damage assessments on behalf of the City Manager prior to an “All Clear and Return to Work” order. B. Safety Committee members will be represented and participate as members of the Emergency Operations Team. The Emergency Operations Team will assist the Emergency Operations Manager in promoting emergency awareness and encouraging co-worker participation through continuous improvements of the City’s Emergency Preparedness and Response Plan. The Emergency Operations Team will accept and evaluate concerns and recommendations from employees and members of the general public. The Emergency Operations Team will monitor emergency preparedness education and training to ensure that it is implemented, effective and documented. The Emergency Operations Team will conduct unscheduled drills and/or training. C. Employee awareness and preparedness will be encouraged by providing employees with the following: Access to the Emergency Preparedness and Response Plan. Critical review of all accident and injury occurrences. Emergency and safety training and resource materials. Ongoing review, updating and improvement of safety guidelines. D. An emergency event is defined as any natural or man-made incident, unforeseen or anticipated, resulting in a “state” that calls for immediate action and an urgent need for assistance or relief. Civil Disturbance. Fire and Explosion. Bomb Threat. Employee Injury and Serious Illness. Utility Failure. Hurricane. Tornado. Loss of Utilities. Attending to Persons with Disabilities during an Emergency. Following the “Return to Work” order, Department Directors and Damage Assessment Teams will assess all work areas for safety compliance and property damage. Report unsafe work areas to Department Director and HR Director/Risk Manager. Coordinate evacuations, repairs and occupancy restrictions as needed. Follow-up on repairs and assess reported unsafe work areas prior to removing restrictions. Receive reports of injured employees and forward to the HR Director/Risk Manager for Workers’ Compensation claim reporting. F. All Personnel All employees shall familiarize themselves with current emergency procedures, warning systems, alarms, emergency exits, escape routes and the location of safe assembly points. When possible, employees will secure their work area to include shutting down their office desktops and printers, covering of all electronic equipment with plastic, securing City Vehicles, tools and equipment. Employees will keep available the contact information of their assigned Emergency Response Coordinator and make every effort to inform their Safety Representative of their status during an emergency event. G. City Property All computers are to be turned off and covered in the event of a coming storm event. No computer or other electronic equipment shall be activated following an emergency event without the authorization of the Financial/Administrative Services Director. During emergency events, unsafe driving conditions may exist as a result of high winds, water, smoke or other climactic conditions. City vehicles not in use are to be parked in a covered or fenced area with windows closed, air vents open, electronic devices off and automatic transmission placed in the park position. All vehicles shall have their fuel tanks filled to a minimum of 3/4 tank capacity until the emergency event has ended. Tools and equipment shall be stored under cover and secured. SECTION XI EMERGENCY EVENTS Tornadoes Tornadoes occur in all locations. If a TORNADO WARNING is issued, you may have only a few minutes in which to act. Follow these steps: Immediately cease all activities (except for emergency services) and go to the nearest designated shelter or Safe Room. Render special assistance to handicapped people. Seek Safe Rooms located throughout all facilities. These rooms are clearly marked and are interior rooms. Stay away from windows. Stay in the shelter or Safe Room until an “all-clear” notice is issued by the Fire Department. Hurricanes June 1st through November 30th has been identified as hurricane season. Coastally located, Cape Canaveral is subject to high winds, heavy rains and other severe weather conditions generally associated with hurricanes. Hurricanes (See Emergency/Hurricane Preparedness and Response Plan for details.) Bomb Threat IF YOU ARE THE FIRST PERSON TO BECOME AWARE OF A BOMB THREAT, DANGEROUS PERSON, FIRE OR EXPLOSION, CALL 911 IMMEDIATELY; DIAL 9-911 FROM CITY LAND LINE PHONES, then notify the Administrative/Financia l Services Director. How to handle the incoming call: STAY CALM AND LISTEN LOOK TO SEE IF THERE IS A NUMBER ON CALLER ID Note any information related to: When is bomb going to explode? Where is it right now? What does it look like? What kind of bomb is it? What will cause it to explode? Did you place the bomb? Why? What is your name? What is your address? CHARACTERISTICS OF THE CALLER: Gender. Race or Ethnicity. Approximate age. State of mind and tone (angry, excited, agitated, use of profanity). THE CALL: 1. Length of call. 2. Number at which call was received. 3. Time and date of call. 4. Any background noises or sounds heard during the call. If ordered to evacuate, comply immediately and exit a safe distance from the building. Do not wait close to any building. Dangerous or Suspicious Individuals If you see someone demonstrating irrational or harmful behavior, immediately contact law enforcement by calling 911; dial 9-911 from City Land Line Phones. Notify the Administrative/Financial Services Director or Department Director following the 911/9-911 call. Fire/Explosion Upon discovery of a fire, explosion or hazardous situation within the City, immediately notify the Fire Department then the Administrative/Financial Services Director in that order. You will be asked to provide the following information: 1. Your name and telephone number. 2. Building name, address and number. 3. Location and size of fire or explosion. 4. Materials involved. 5. Injuries or life threatening hazards. 6. Actions underway or completed. Upon notification of fire, explosion or hazardous condition, Supervisors shall assist all personnel in evacuation of impacted work area(s) through posted routes to pre-assigned assembly points. Upon notification of “all clear” by the Fire Department to re-enter the work-site, Staff will be notified accordingly. If resulting damage prevents utilization of work area, notify the Administrative/Financial Services Director or Risk Manager. ONLY IF YOU CAN DO SO SAFELY, try to put out the fire. 1. Use appropriate fire extinguisher. 2. Continue if you are making progress. 3. STOP and evacuate if you are losing ground. 4. Follow all instructions given by Firefighters. 5. Return to normal operations upon notification by Supervisor or Department Director. Active Shooter – an individual actively engaged in killing or attempting to kill people in a confined space, in most cases active shooters use firearm(s). There is no pattern or method to their selection of victims. Active shooter situations evolve quickly and will not end until Law Enforcement stops the shooting. Duration of attack: 10-15 minutes. Practices in coping with an Active Shooter 1. Be aware of your environment. 2. Note nearest exits. 3. If in your office, lock the door and stay in place. 4. If in hallway, get to a room with secure door. 5. Last resort: attempt to incapacitate shooter. 6. Call 911 when safe to do so. What to do when shooter in your facility. 1. Evacuate 2. Hide and lock or block the entrance. 3. Last resort: take action against shooter. How to respond when law enforcement arrives. 1. Remain calm and follow officers’ instructions. 2. Put down an items in your hands. 3. Immediately raise hands and spread fingers. 4. Keep hands visible at all times. 5. Avoid quick movements toward officers or holding onto officers. 6. Avoid pointing, screaming and/or yelling. 7. Do not ask officers for help or direction when evacuating, just proceed in direction officers entered. Information to provide 911 Operator. 1. Location of shooter(s). 2. Number of shooters. 3. Physical description of shooter(s). 4. Number and type of weapons held by shooter(s). 5. Number of potential victims at the location. SECTION XII PROVIDING ASSISTANCE TO PERSONS WITH DISABILTIES DURING AN EMERGENCY When fire alarms are activated within City facilities, persons with disabilities may require additional assistance. Anyone aware of the location of a person who may require additional assistance under the condition that assistance can be provided safely and the person in need is fully cooperating may do so. If not, find the nearest telephone and call 911 for assistance; dial 9-911 from City Land Line Phones. Be reminded that people with hearing loss may not hear fire alarms and should be told or given visual instructions to exit the building immediately. SECTION XIII NOTIFYING EMPLOYEES OF PERSONAL EMERGENCIES If you receive an outside call asking you to notify an employee of a personal emergency, transfer the call to the Department Director or HR Director/Risk Management Director. We never want an employee to receive this type of call without the support of someone who can provide transportation or other assistance if needed. SECTION XIV REPORTING REQUIREMENTS Injury/accident reporting tools must be used under the following conditions: An injury that occurs on City property. An injury which requires first aid. All work related accidents regardless of whether injuries are immediately detected. SECTION XV CONTRACTOR SAFETY COMPLIANCE Applicability and Authority Contractors performing work on behalf of the City are responsible for providing a safe environment for their employees and the public in compliance with all Federal, State, County and City laws, rules and regulations. SECTION XVI FLEET SAFETY Use of a City vehicle is a privilege. While operating a City vehicle, appreciate that you are a highly visible representative of the City and as such, make every effort to exercise courtesy and consideration of others. The City is empowered to deny, suspend or revoke an employee’s City vehicle driving privileges without cause and for any reason. The following guidelines have been established for purposes of protecting the safety of employees and the general public. Observance without exception to all guidelines and procedures is essential. Failure to do so may result in disciplinary action up to and including termination of employment. Driver Qualifications and Florida Department of Motor Vehicle (DMV) Record Checks City employees who may be required to operate a City vehicle or operate a non-City vehicle as part of their job duties must hold and maintain a valid State of Florida driver’s license. Applicants for positions which may involve the operation of a City vehicle must consent to a DMV drivers’ record examination. Random DMV records examinations may be conducted for employees operating City vehicles. Mandatory Driving Conduct Abide by all Florida Uniform Traffic Laws. Demonstrate safe driving practices as set forth in this policy. Wear safety restraints (seat belts) and ensure all passengers wear safety restraints. Operate City vehicles with headlights “on” at all times and use turn signals as required. Actively participate in City sponsored safety training events. Maintain a valid Florida driver’s license and adhere to all restrictions. Notify HR Director/Risk Manager within 1 business day of a DUI, reckless or careless driving arrest or suspension of driving privileges. Immediately notify Supervisor or HR Director/Risk Manager of a physical or mental condition to include medication(s) that may impair ability to safety operate equipment or ability to drive; immediately refrain from operating City equipment or vehicles. Immediately notify Supervisor or HR Director/Risk Manager if involved in an accident while driving a City vehicle and be prepared to submit to a drug/alcohol test at the direction of the HR Director/Risk Manager, Department Director or Law Enforcement Officer. Lock City vehicles when not in use. Turn off City vehicle engine when unoccupied. Demonstrate total cooperation in an accident investigation involving a City vehicle. Prohibited Conduct Permitting non-City or unauthorized person(s) to operate a City vehicle. Use of City vehicle for non-City related purposes. Use of personal “radar/laser” technology in City vehicle. Transporting non-City employees in City vehicle without express permission of City Manager. Accepting compensation (monetary or other) in exchange for providing transportation of person(s) or objects using a City vehicle. Using a City vehicle to push or pull another vehicle unless authorized by Department Director. Assisting accident victims beyond contacting appropriate authorities while operating a City vehicle. Carrying or storing firearms or weapons of any type in a City vehicle without authorization pursuant to F.S. 790. Operating City vehicle while ability to do so is impaired, affected or influenced by alcohol, legal (prescription or nonprescription) drugs, illegal drugs, illness, fatigue or injury. Operating a City vehicle believed or suspected to be unsafe. Initiating cell phone calls while driving. Texting, reading text messages or other materials, eating or engaging in any activity that distracts the driver from focusing on driving. Any and all demonstrations of aggression or “road rage”. Required Safe Driving Practices/Defensive Driving Recognize potential hazards. Be alert to surroundings and expect the unexpected. Refrain from engaging in cell phone conversations while driving. Be skilled in actions needed to avoid or alleviate a hazard or accident. Don’t tailgate. Allow additional distance when road conditions or traffic congestion merit additional space. Don’t assume another driver will “naturally” make space or move over when in a merging or other similar situation. Never exceed the posted speed limit and lower speed when conditions are less than ideal. Avoid “weaving” in and out of traffic. Accident Procedures Employees involved in an accident while operating a City vehicle shall take the following actions. If safe to do so, move the City vehicle out of the line of traffic. Turn off engine. Activate hazard lights. Call for medical assistance if there is a report or suspicion of injuries. Contact Law Enforcement. Place triangular warning cones (located in the trunk or cab of City vehicles) approximately 50 feet from the site of disabled vehicle(s) and in the lane of oncoming traffic. Inform immediate Supervisor, Department Director or HR Risk Management Director of the accident. Obtain names, addresses, drivers’ license number(s), insurance/policy information of other driver(s) involved in the accident (if any). Obtain names, addresses and contact information of any other persons involved in the accident to include witnesses. Record this information on the Accident Reporting Form contained in the Accident Kit located in the glove box of each City Vehicle. DO NOT discuss fault with anyone other than your Supervisor, HR /Risk Management Director or other representative of the City’s insurance provider. DO NOT sign any statements or give a recorded statement regarding the accident to anyone other than your Supervisor, HR/Risk Management Director or representative of the City’s insurance provider. YOU ARE required by law to sign a traffic citation issued to you by a Law Enforcement Officer. If you are not injured and able, take photographs of the accident to include site, property damage and/or vehicle damage. DO NOT leave the accident scene until authorized to do so by Law Enforcement. Report the accident to HR/Risk Management and complete Form E within 24 hours of incident. At-Fault Accidents or Accidents Caused by a Violation of Policy City employees are subject to disciplinary action up to and including termination of employment for vehicular accidents where the employee is found to be at fault and/or in violation of City Fleet Policy. The following criteria will be used to determine fault: Employee is issued a moving violation by a sworn law enforcement officer in relation to the accident. Upon review of information obtained through an investigation overseen by the HR/Risk Management Director, the City Manager shall determine appropriate disciplinary action.