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09 - EMPLOYEE SAFETY PROGRAMItem 09 xf COS7-0 L - �1ES.� 5.��T .XR DISTRICT R ... an Independent Specia[ District Memorandum To: Board of Directors Via: Scott Carroll, General Manager From: Anna Sanchez, Administrative Service Manager Date: August 20, 2012 Subject: Costa Mesa Sanitary District Employee Safety Program Summary District employee safety is a top priority for the Costa Mesa Sanitary District. In July 2012, staff conducted a safety perception survey that was distributed to all District employees. Below are the findings from that survey with a summary in program enhancements that will be implemented in the following months. Staff Recommendation That the Board of Directors receive and file this report. Analysis District employee safety is a top priority for the Costa Mesa Sanitary District. The Board of Directors has made employee safety a strategic goal (Strategic Plan Element 6.0). As a result, the District utilizes several methods to continuously train and enhance staff's knowledge and safety competency. Many District policies and procedures have been developed and implemented in the last fiscal year. The Workplace Illness and Injury Prevention Plan, the Heat Illness Prevention Program, Fleet Safety Policy, Respectful Workplace, and various others. Protecting our community's (eaft6 and tfie environment 6y providing sofid waste andsewer collection services. unm. crosdca.gov Board of Directors August 20, 2012 Page 2 of 3 • Weekly tailgate meetings with field staff conducted by the field supervisor • Project tailgate meetings with field staff and contractors conducted by the field supervisor to ensure all safety measures and /or protocols are in place before a large project commences • Monthly safety meetings with administrative staff to review safe practices in the office (topics include hazard recognition, first iad, safety attitudes, strains and sprains, resolving conflicts, back safety, etc.) • Quarterly safety training conducted with SDRMA's Target Solutions web -based module (topics include sexual harrassment awareness, defensive driving, blood borne pathogen, etc.) Additionally, field staff are required to undergo annual certification courses that include confined space training and respirator training for use in the field. The District has also recently purchased respirators for the field staff should they need them during the course of their job performance. A Respiratory Protection Program that details how staff should operate under conditions that require respirator use has also been developed and implemented. In late June 2012, all District staff participated in hands -on First Aid/ CPR/ AED training and earned the appropriate certifications to administer First Aid/ CPR. The District also purchased and installed two Artificial Electronic Defibrillators (AEDs), further demonstrating the District's commitment to safety and instilling a safety culture among staff. In July 2012, staff conducted a Safety Perception survey that was distributed to all District employees, to assist management staff in determining areas for improvement in the District's safety program. The survey results are attached (Attachment A). Overall, the results were extremely positive. The only area where staff felt there was a need to improve was in recognizing staff for demonstrating desirable or safe behavior (chart 4 in the Attachment). As a result, a new employee recognition program has developed, will be implemented in the following months. The new recognition program will allow individual employees to nominate their peers for witnessing them performing a job function safely or taking action to mitigate a safety concern. The nominations will be announced at the monthly All Hands staff meeting and a winner will be chosen from the nominations to receive the "Safety Person of the Month" award. This person will not only be given recognition that month, they will be entered into the drawing for "Safety Person of the Year". Each nominee for the "Safety Person of the Year" award may be entered more than once, so this will encourage participation by peers during the monthly drawings. Strategic Plan Element & Goal This item complies with Strategic Element 6.0., Personnel /Organizational Management and Strategic Goal No. 6.1., Enhance existing safety plan. Board of Directors August 20, 2012 Page 3of3 Legal Review Not applicable. Financial Review The "Safety Person of the Month" and the "Safety Person of the Year" employee recognition program cost the District approximately $105 annually. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the August 20, 2012 Board of Directors meeting at District Headquarters and on District website. Attachments: Results of Safety Management Perception Questionaire Safety Management Perception Questionaire Are achievable safety goals and objectives set? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 10.0% 1 Usually 30.0% 3 Always 60.0% 6 answered question 10 skipped question 0 Do employees understand how to work safely? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 30.0% 3 Always 70.0% 7 answered question 10 skipped question 0 Are achievable safety goals and objectives set? Do employees understand how to work safely? a Do Not Know ■ Never 13 Rarely o Sometimes ■ Usually ®Always ® Do Not Know ■ Never o Rarely o Sometimes ■ Usually BAlways Safety Management Perception Questionaire Do managers and supervisors set a safety example? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 30.0% 3 Always 70.0% 7 answered quesbFon 10 skipped q& —ffon 0 Do employees receive adequate recognition for desirable or safe behavior? Answer Options Response Response Percent Count Do Not Know 10.0% 1 Never 0.0% 0 Rarely 0.0% 0 Sometimes 50.0% 5 Usually 30.0% 3 Always 10.0% 1 enswer»dquesUon 10 skipped quest5bn 0 Do managers and supervisors set a safety example? eDo Not Know ■Never a Rarely aSometimes ■Usually OAlways Do employees receive adequate recognition for desirable or safe behavior: B Do Not Know ■Never C3 Rarely aSometimes ■Usually ■Always Safety Management Perception Questionaire Is undesirable or unsafe behavior corrected? Response Answer Options Response Response Count Percent Count Do Not Know 10.0% 1 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 30.0% 3 Always 60.0% 6 10 answered question skipped question 0 skipped question Do managers and supervisors understand employees' safety needs, 10 0 Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 50.0% 5 Always 50.0% 5 answered question 10 skipped question 0 Is undesirable or unsafe behavior corrected? M Do Not Know ■ Never 0 Rarely O Sometimes ■ Usually o Always Do managers and supervisors understand employees'safety needs, concerns, and problems? SDo Not Know ■Never ORarely OSometimes ■Usually ®Always Safety Management Perception Questionaire Do managers and supervisors take action on an ongoing basis to deal with employees' safety needs, concerns, and problems? Answer Options Response Response Percent Count Do Not Know 10.0% 1 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 10.0% 1 Always 80.0% 8 answered question 10 skipped question 0 Are managers' and supervisors' safety expectations adquately communicated to employees? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 10.0% 1 Always 90.0% 9 answered question 10 skipped question 0 Do managers and supervlsors take action on an ongoing basisto deal with employees'safety needs, concerns, and problems? BDo Not Know ■Never ORarely 0 OSomel'Imes ■Usually BAhvays Are managers' and supervisors' safety expectations adquately communicated to employees? BOo Not Know ■Never ORarely OSometimes musually BAlwayS Safety Management Perception Questionaire Is there adequate two -way communication (dialogue) between employees and management? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 40.0% 4 Always 60.0% 6 50.0% answered question 10 50.0% skipped question 0 Are employees properly assigned so they can do their jobs in a safe manner? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0°% 0 Sometimes 0.0% 0 Usually 50.0% 5 Always 50.0% 5 answered quesllon skipped question 10 0 Is there adequate two -way communication (dialogue) between employees and management? aDo Not Know ONever o Rarely o Sometimes ■Usually ®Always Are employees properly assigned so they can do theirjobs in a safe manner? ®Do Not Know ■Never o Rarely o Sometimes ■Usually ■Always Safety Management Perception Questionaire Are there enough people to do the work safely? Answer Options Response Response Response Percent Count Do Not Know 0.0°% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 60.0% 6 Always 40.0% 4 7 answered question 10 10 skipped question 0 Are employees given authority to take action to prevent mishaps? Answer Options Response Response Percent Count Do Not Know 10.0% 1 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 20.0% 2 Always 70.0% 7 answered question 10 skipped question 0 Are there eno ugh people to do the work safely? aDo Not Know ■Never o Rarely oSometimes ■Usually ®Always Are employees given authority to take action to prevent mishaps? ®Do Not Know ■Never DRarely oSometimes ■Usually ®Always Safety Management Perception Questionaire Is effective leadership demonstrated by example and attitude on the part of managers and supervisors? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 40.0% 4 Always 60.0% 6 answered question 10 skipped question 0 Does the District's safety system deal positively with the investigation of incidents? Answer Options Response Response Percent Count Do Not Know 30.0% 3 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 30.0% 3 Always 40.0% 4 answered question 10 skipped question 0 Is effective leadership demonstrated by example and attitude on the part of managers and supervisors? e Do Not Know ■ Never o Rarely ❑ Sometimes •Usually o Always Does the Districts safety system deal positivelywith the investigation of incidents? ® Do Not Know • Never O Rarely o Sometimes ■Usually o Always Safety Management Perception Questionaire Is the safety system that is in place for dealing with report hazards and/or safety concerns understood and supported at all levels of the organization? Answer Options Response Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 60.0% 6 Always 40.0% 4 90.0% ensm adquesDbn 10 answered question skd pad quesgen 0 Are employees held accountable for working in a safe manner? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 10.0% 1 Always 90.0% 9 answered question 10 skipped question 0 Is the safety system that Is In place for dealing with report hazards and/or safety concerns understood and supported at all levels of the organization? aDo Not Know ■Never ORarely OSometimes •usually eAlways ii Are employees held accountable for worldng in a safe manner? a Do Not Know ■Never ORarely OSometimes ■Usually aAlways Safety Management Perception Questionaire Are employees held accountable for maintaining work place order? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 30.0% 3 Always 70.0% 7 answered question 10 skipped question 0 Are facilities, equipment, and work stations designed with safety in mind? 10 0 Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 40.0% 4 Always 60.0% 6 answeredquestion 10 skipped question 0 Are employees held accountable formaintaining workplace order? Are facilities, equipment, and work stations designed with safety in mind? aDo Not Know ■Never o Rarely oSometimes ■usually mAlways aDo Not Know ■ Never o Rarely o Sometimes ■ usually ®Ahvays Safety Management Perception Cluestionaire Are there adequate equipment, tools, and materials to do the job in a safe manner? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 40.0% 4 Always 60.0% 6 80.0% answeredques8on 10 20.0% slopped question 0 Is there proper repair of the facility and equipment to prevent safety problems? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 80.0% 8 Always 20.0% 2 answered question skipped question 10 0 Are there adequate equipment, tools, and materials to do the Job In a safe manner! 3 D Not Know ■Never o Rarely oSometimes ■Usually BAlways Is there proper repair of the facility and equipment to prevent safety problems? BDo Not Know ■Never o Rarely oSomefimes ■Usually BAlways Safety Management Perception Questionaire Is housekeeping acceptable/ adequate? Answer Options Response Response Answer Options Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 20.0% 2 Usually 60.0% 6 Always 20.0% 2 Always answeredquestion 10 skipped question 0 Are safety procedures developed? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 10.0% 1 Usually 20.0% 2 Always 70.0% 7 answered question 10 skipped question 0 Is housekeeping acceptable/ adequate? BDo Not Know ■Never DRarely a Sometimes ■Usually ®Always Are safety procedures developed? NDo Not Know ■Never DRarely DSometimes ■Usually sAlways Safety Management Perception Questionaire Are safety procedures satisfactory? Answer Options Response Response Response Percent Count Do Not Know 20.0% 2 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 10.0% 1 Always 70.0% 7 70.0% answered question answered question skippers question 10 0 Are employees trained in safety procedures? ` Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 30.0% 3 Always 70.0% 7 answered question 10 skipped question 0 Are safety procedures satisfactory? Are employees trained in safety procedures? ® Do Not Know ■Never o Rarely aSometimes ■Usually mAlways 19 Do Not Know ■ Never o Rarely a Sometimes ■Usually ®Always Safety Management Perception Questionaire Are employees sufficiently trained in safety procedures? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 50.0% 5 Always 50.0% 5 answered question 10 skipped question 0 Is follow -up or refresher safety training provided? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 30.0% 3 Always 70.0% 7 answered question 10 skipped question 0 Are employees sufficiently trained in safety procedures? aDo Not Know ■Never o Rarely ci Sometimes ■ usually ■Always Is follow-up or refresher safety bWning provided? DDo Not Know ■Never o Rarely oSometimes ■Usually ®Always Safety Management Perception Questionaire Are safety procedures enforced? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 30.0% 3 Always 70.0% 7 answered question 10 skipped question 0 Are safety procedures followed by managers and supervisors? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 30.0% 3 Always 70.0% 7 answered question 10 skipped question 0 Are safety procedures enforced? Are safety procedures followed by managers and supervisors? BDo Not Know ■Never o Rarely o Sometimes ■Usually IaAlways BDo Not Know •Never DRarely DSometimes ■Usually BAlways Safety Management Perception Questionaire We talk about safety mistakes as opportunities to learn rather than to find fault or fix blame. Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 20.0% 2 Usually 20.0% 2 Always 60.0% 6 answered question 10 skipped question 0 Are identified safety problems property analyzed in a timely manner? Answer Options Response Response Percent Count Do Not Know 10.0% 1 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 40.0% 4 Always 50.0% 5 answered question 10 skipped question 0 We talk about safety mistakes as opportunities to lea m rather than to find fault or fix blame. aDo Not Know ■Never o Rarely o Sometimes ■Usually MAlways Are identified safety problems properly analyzed in a timely manner? aDo Not Know ■Never o Rarely oSometimes ■Usually DAlways Safety Management Perception Questionaire Are identified safety problems promptly corrected? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 30.0% 3 Always 70.0% 7 answeredquestlon 10 skipped question 0 Are safety procedures known by employees? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0 -0% 0 Usually 40.0% 4 Always 60.0% 6 answered question 10 sldpped qu -tion 0 Are identified safety problems promptly corrected? t9 Do Not Know ■ Never o Rarely oSometimes ■ Usually ®Always Are safety procedures known by employees? ®Do Not Know ■Never oRarely oSometimes ■ Usually ®Always Safety Management Perception Questionaire Are safety procedures complied with by employees? Answer Options Response Response Response Percent Count Do Not Know 10.0% 1 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 30.0% 3 Always 60.0% 6 4 answered question answered question 10 skipped question skipped question 10 0 Do employees know how to recognize safety hazards and problems? Answer Options Response Response Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 60.0% 6 Always 40.0% 4 answered question 10 skipped question 0 V procedures complied with by employees? Do employees know how to recognize safety hazards and problems? ®Do Not Know ■ Never DRarely aSometimes ■usually ®Always mDo Not Know ■Never DRarely osometimes ■Usually ■Always Safety Management Perception Cluestionaire Are available tools, equipment, materials used by employees? Answer Options Response Response Answer Options Percent Count Do Not Know 0.0% 0 Never 0.0% 0 Rarely 0.0% 0 Sometimes 0.0% 0 Usually 40.0% 4 Always 60.0% 6 Always answered question 10 skipped question 0 Do employees report hazards? Answer Options Response Response Percent Count Do Not Know 10.0% 1 Never 0.0% 0 Rarely 0.0% 0 Sometimes 10.0% 1 Usually 40.0% 4 Always 40.0% 4 answered question 10 skipped question 0 Are available tools, equipment, materials used by employees? • Do Not Know ■Never .Rarely .Sometimes ■Usually ®Always Do employees report hazards? Is Do Not Know ■ Never DRarely Dsometimes ■ usually ®Always