08-30 RESOLUTION NO. 08- 30
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MENIFEE, CALIFORNIA, ADOPTING AN
ILLNESS AND INJURY PREVENTION PROGRAM
WHEREAS, the City of Menifee has incorporated on October 1, 2008; and
WHEREAS, the City Council desires to provide a safe and healthful workplace for the City's
employees; and
WHEREAS, the City Council is governed by the California Occupational Safety and Health Act of
1973 and other applicable federal, state and local laws which ensure the safety and health of all City
personnel at work; and
WHEREAS, the development and implement of an injury and illness prevention program will likely
reduce the costs and risk associated with workplace injuries and illnesses; and
WHEREAS, the public interest is best served by providing a safe and healthful workplace for the
employees of the City of Menifee;
NOW, THEREFORE, the City Council of the City of Menifee hereby resolves and orders as
follows:
Section 1. Adoption of Injury and Illness Prevention Program. The City of Menifee hereby
adopts the Injury and Illness Prevention Program attached and incorporated as Exhibit"A" hereto.
Section 2. Implementation. The City Manager has overall responsibility for insuring the
implementation of an effective health and safety program for City personnel. The City Manager, or his
designee, is the City's Safety Officer. The City Manager or his/her designee, the City's Safety Officer, in
conjunction with each Department Head is responsible for the development of specific policies and
procedures to cover hazards unique to their department, providing training on the written policies and
procedures applicable to their Department. It is the responsibility of each Department Head to implement
the Injury and Illness Prevention Program within his or her department.
PASSED,
/APPROVED AND ADOPTED this 1st day
ofof/October, 2008, as follows:
Ayes: '��'
Noes:�( !�f✓
Absent: �(G
Abstain: 'Y)f,)U�
Wa lace W./Edgerton, Mayor
Attest: Approved as to form:
Kathy Bennett, City Clerk Elizabefh Marlyn, Interim City Attorney"
4819-9113-5235.1
b
Injury & Illness
Prevention Program
Prepared for all City Personnel of the
City of Menifee
f
29683 New Hub Drive, Suite C
Menifee, California 92586
Tel: (951)672-6777
Table of Contents
SECTION 1 PROGRAM IMPLEMENTATION............................................................... 1
1.1. Policy Statement........................................................................................ 1
1 .2. Purpose of the Program............................................................................. 1
1 .3. Department— Specific Policies and Procedures........................................ 1
1.4. Responsibilities.......................................................................................... 2
1.5. Communication and City Personnel Participation...................................... 4
1.6. Enforcement Procedures and Incentives................................................... 4
SECTION 2 HEALTH AND SAFETY COMMITTEE...................................................... 5
2.1. Goals and Responsibilities......................................................................... 5
2.2. Membership of the Committee................................................................... 5
2.3. Committee Meetings.................................................................................. 5
SECTION 3 EMPLOYEE TRAINING............................................................................. 6
3.1. City Personnel Training..............................................................................6
3.2. City Personnel Orientation......................................................................... 6
3.3. Training Resources.................................................................................... 7
SECTION4 RECORDKEEPING ................................................................................... 8
4.1. General Recordkeeping Requirements...................................................... 8
4.2. Cal/OSHA Injury and Illness Reports......................................................... 8
4.3. Exposure and Medical Records............................................................... 11
P
SECTION 5 HAZARD IDENTIFICATION AND CONTROL......................................... 12
5.1. Periodic Inspections for Workplace Hazards ........................................... 12
5.2. Incident and Accident Investigations........................................................ 13
5.3. Correction of Identified Hazards .............................................................. 13
SECTION 6 HEALTH AND SAFETY RULES AND PROCEDURES .......................... 15
6.1. General Rules.......................................................................................... 15
6.2. Specific Department Rules ...................................................................... 16
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SECTION 7 EMERGENCY ACTION PLAN ................................................................ 17
7.1 . General Procedures................................................................................. 17
7.2. Evacuation Procedures.............................................. ................... ......... 18
7.3. Earthquake Procedures ........................................................................... 18
7A. First Aid and Emergency Medical Procedures......................................... 19
7.5. Fire Prevention and Protection ................................................................20
SECTION 8 PROGRAM EVALUATION......................................................................21
Appendix A Health & Safety Forms
Appendix B Cal/OSHA Workplace Inspection Checklist
r
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City of Menifee, California
• . • •
1.1. Policy Statement
This safety program is developed to provide standards for sound, workable
safety activities to assist the City of Menifee in fulfilling its important functions
of leadership and public service.
The success of the safety program depends upon the
positive support of City officials, the cooperation of
Department Heads and all City personnel toward the
prevention of accidents.
The City will abide by applicable Federal, State, County and City laws to
ensure the safety and health of all City personnel while at work.
It is also the responsibility of each Department Head to establish safety as a
standard operating procedure, and to ensure safe working conditions for all
City personnel. It is a joint obligation of all City personnel to strive to prevent
accidents and work injuries. Failure to adhere to this program and safety
directions may result in progressive disciplinary action up to, and including,
discharge.
The benefits of an active safety program touch on every area of our
organization, as well as our homes and the community. Specifically, these
benefits include better working conditions, improved public relations, higher
morale of personnel, reduction of costs and liabilities, increased productivity,
and harmonious personnel relations.
1.2. Purpose of the Program
The purpose of this Injury and Illness Prevention Program (IIPP) is for the
continual improvement of health and safety in City operations and to
eliminate work-related injuries and illnesses.
To accomplish these goals, this program establishes policies and procedures
related to employee health and safety. Elements within the program comply
with specific regulatory requirements of the California Occupational Safety
and Health Administration (Cal/OSHA).
This document is designed as a working document to be used by all City
personnel as a reference for health and safety issues.
1.3. Department— Specific Policies and Procedures
The Safety Officer, in conjunction with each Department Head is responsible
for the development of specific policies and procedures to cover hazards
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City of Menifee, California
unique to their department, providing training on the written policies and
procedures applicable to their department.
1.4. Responsibilities
City Manager
The City Manager has overall responsibility for ensuring the implementation
of an effective health and safety program for City personnel. The City
Manager, or his designee, is the City's Safety Officer.
Safety Officer
As the representative of the City Manager for health and safety issues, the
responsibilities of the Safety Officer include:
• fully supporting this program and ensuring its full implementation for City
operations
• establishing City-wide health and safety policies and procedures to ensure
compliance with governmental regulations and enhance the health and
safety of personnel
• establishing and chairing a City-wide Health and Safety Committee
• ensuring adequate resources are available to provide for training,
equipment, etc., for the effective implementation of the program
• stopping any work operation deemed to be unsafe to personnel or the
public
• ensuring managers and supervisors enforce health and safety rules,
policies, and procedures through periodic inspections and the use of
incentives and corrective action
• ensuring incident/accident investigations and reports are completed in a
timely manner
• investigating any serious accidents and reviewing accident/incident
reports
• assuming responsibility for visitors and contract personnel and requiring
that contractor personnel abide by this program through amendments to
agreements
• performing periodic workplace evaluations to determine compliance with
this program and assess program effectiveness
• providing information to Department Heads on safety deficiencies noted
during inspections of the facilities and operations
• establishing a system to document and track the progress and completion
of corrective actions
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City of Menifee, California
• reporting on the status of the program and the results of any inspections
and investigations to the Health and Safety Committee
• ensuring availability of appropriate safety training for all personnel
• establishing a system for maintaining the records and correspondence
required by this program
• maintaining outside professional resources and contacts as necessary to
implement the program
• reviewing revisions or additions of new procedures to assure that
adequate health and safety measures are developed and implemented
Department Heads
Each Department Head is responsible for implementing the Injury and Illness
Prevention Program within his/her department. Responsibilities include:
• identifying safety and health hazards associated with their operations
• implementing a system of periodic inspections, investigations, and
incidents and correcting deficiencies according to this program
• ensuring department personnel receive pertinent health and safety
training
• complying with recordkeeping requirements as specified by this program
• demonstrating leadership by following all safety rules, policies and
procedures themselves
• ensuring department compliance with health and safety rules, policies,
and procedures
• investigating accidents or near misses that result in, or may result in,
personnel injuries and completing accident investigation reports
• routinely inspecting their workplace for health and safety hazards and
correcting these hazards
Safety Committee Members r
Each committee member is responsible for:
• being alert for conditions that might cause an injury or illness and bringing
these issues to the attention of management
• assisting with the investigation of all accidents involving City property
and/or personnel within their department
City Personnel
Ultimately, the responsibility for ensuring the effectiveness of the program
rests with all City personnel All City personnel are responsible for:
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City of Menifee, California
• fully complying with all elements of this program
• participating in training sessions and becoming familiar with the
information provided
• using protective equipment and devices as required
• reporting unsafe practices/conditions to their Department Head
• reporting all injuries, regardless of the severity, to their Department Head
as soon as possible
1.5. Communication and Employee Participation
Health & Safety Committee
The City Health and Safety Committee provides a forum for management and
City personnel to discuss issues, establish policies and procedures, review
accident causes, and evaluate employee suggestions. Participation by all
City personnel in the program is encouraged through representation on the
Committee.
City Personnel Suggestions
All City personnel are required to notify their Department Head or the Health
& Safety Committee of any condition they perceive as a potential hazard. All
City personnel are also encouraged to submit suggestions to the Health and
Safety Committee to enhance workplace health and safety. In accordance
with federal and state law, no City personnel will be retaliated against for
reporting hazards or making suggestions related to health and safety. City
personnel may also submit a suggestion, concern, or question (anonymously,
if desired) using the form in Appendix A, "City Personnel Suggestion/Request
for Safety Review".
Postings
Information related to health and safety will periodically be posted on City
bulletin boards, by emails, or other means. City personnel should check
regularly for this information. Questions regarding ,postings should be
directed to their Department Head.
1.6. Enforcement Procedures and Incentives
All City personnel are expected to comply with all safety and health policies,
procedures and rules. Failure to do so may result in disciplinary action
according to City Personnel Policies & Procedures.
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I t1l Wrire I&M M;JM=
2.1. Goals and Responsibilities
The City Health and Safety Committee performs the following functions:
• meets semi-annually, or more often as necessary
• establishes annual goals and objectives and determines and implements
appropriate action plans
• assists management and staff with performing periodic inspections and
identify unsafe or unhealthful conditions and work practices
• reviews accident reports to determine measures necessary to prevent
future accidents
• to the extent possible, ensures any identified unsafe or unhealthful
conditions and work practices are corrected
• discusses and addresses all safety and health suggestions and concerns
submitted to the Committee
2.2. Membership of the Committee
In addition to the Safety Officer, the membership of the Health and Safety
Committee shall consist of Department Heads and/or other appropriate
personnel appointed by each Department Head.
2.3. Committee Meetings
As a minimum, the following will be addressed during committee meetings:
• Review all accident reports received since the previous meeting
• Review and take action on incomplete items
• As new business, the committee should review the results of any
inspections and address any concerns or suggestions regarding safety
• Record and post minutes of the meeting
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City of Menifee, California
3.1. City Personnel Training
Department Heads will review their staff job responsibilities and the potential
job hazards and prepare a list of the required and suggested safety training
for their City personnel. All training must be documented using the
appropriate forms (Appendix A) and maintained according to Section 4 of this
program.
3.2. New City Personnel Orientation
The Safety Officer will arrange for all City personnel to receive training and
orientation on the policies and procedures outlined in this program; how to
perform their jobs safely; potential hazards associated with their job; and
emergency procedures.
All City personnel will also receive orientation covering hazard specific
training prior to a new job assignment. A record of the orientation will be
maintained, see Appendix A. Items to be covered during initial orientation:
• City policy and personnel rights:
o to ask questions and provide information/suggestions regarding
safety issues and to notify management of any condition he/she
believes to be hazardous without fear of reprisal.
o to receive information regarding potential hazards associated with
their job assignment and any hazardous chemicals to which they
may be exposed.
IIPP training - overview of this program and the location of a copy the
employee can review.
The functioning of the Health and Safety Committee
Health and Safety Rules and Practices
• Disciplinary procedures used to enforce compliance with program safety
policies and procedures
Instructed to report all injuries immediately and procedures for reporting
• Emergency and evacuation procedures and locations of evacuation maps
• Location of emergency equipment and first aid kits
• Location of emergency phone numbers and the names of City personnel
trained in first aid and the use of fire extinguishers
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City of Menifee, California
Contents of the Hazard Communication Program, location of program for
review, location of Material Safety Data Sheets (MSDSs) and information
on specific hazardous substances to which they may be exposed during
routine use or an emergency
Some City personnel may require additional training which includes:
blood borne pathogens, confined space entry, and ergonomics.
3.3. Training Resources
A number of resources are available for preparing employee training. A few
web sites include:
www.dir.ca.gov/dosh/PubOrder.asp
www.parsac.org
The PARSAC web site has safety training resources at the Members Section.
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City of Menifee, California
iSection 4 Recordkeeping
4.1. General Recordkeeping Requirements
The City maintains records to document and track implementation of the
City's program in coordination with the City's adopted Records Retention
Policy. In addition, health and safety records provide information necessary
to learn from experience and determine actions necessary to improve the
program.
The Safety Officer is responsible for establishing and maintaining a system
for maintaining the records described by this section.
The following records shall be retained on file for at least three (3) years, or
as stated:
• Minutes of health and safety meetings.
• Documents that verify the City has maintained on-going two way
communication with all City personnel, i.e., information to City personnel
on safety and health issues, new City personnel health and safety
orientation checklists, City personnel suggestions and responses, City
personnel submitted Corrective Action Requests
• All records of inspections/investigations including: date(s), person(s)who
performed the inspection(s)/investigation(s), the unsafe conditions and
work practices identified, and the corrective action(s) taken and date(s) of
correction.
• Records reflecting the safety and health training received by City
personnel. These records should contain the employee's name, training
date, type of training, training materials, and identification of the trainer.
• Cal/OSHA injury and illness records must be retained for five (5) years.
• Exposure and medical records must be maintained for the duration of
employment plus 30 years in accordance with Cal/OSHA regulations.
This includes industrial hygiene monitoring reports and MSDS information.
4.2. Cal/OSHA Injury and Illness Reports
General
CaVOSHA Injury and Illness Records must be completed for every injury and
illness other than those requiring only first aid. Compliance with the
regulations involves three important steps:
• Obtain a record on every injury or illness requiring medical treatment. For
recordable cases, prepare an employer's report of occupational injury and
illness (provided by the claims administrator/carrier).
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City of Menifee, California
• Record each injury or illness on the OSHA Log and Summary of
Occupational Injuries or Illnesses, OSHA Form No. 300, according to the
instructions provided.
• Complete a Cal/OSHA 301 Incident Report form, or an equivalent form,
for each injury or illness on the Cal/OSHA Form 300.
• Every year, prepare the summary OSHA Form No. 300A, certify it (see
below), post it no later than February 1, and keep it posted until April 30th
in an area where employees can review it.
Record Retention
Per CaIOSHA, the records listed above must be retained for at least five (5)
years. The log and summary must be available for inspection and copying by
representatives of Cal/OSHA and other specifically designated agencies.
The log and annual summary must also be available to any present or former
City personnel, or their designated representatives.
Incident Report Form
The Incident Report Form (301) must be completed whenever a recordable
injury/illness occurs. The report must be completed within seven calendar
days after it is determined that a recordable case has occurred.
Cal/OSHA Log Form 300
The Cal/OSHA Form 300 is a running log of recordable injuries and illnesses
during the year. A recordable injury or illness is any work-related injury or
illness that results in:
• Fatality
• Lost workdays
• Injuries or illnesses resulting in a transfer to another job or in termination
of employment
• Injuries or illnesses requiring medical treatment(other than first aid)
• Injuries or illnesses that involve a loss of consciousness or restriction of
work (or motion)
• A diagnosed occupational illness reported by a physician
The entries on the log must be made as early as practicable but no later than
seven calendar days after learning that a recordable injury/illness has
occurred.
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City of Menifee, California
Reporting a Death or Serious Injury
Cal/OSHA regulations require employers to submit a report to the nearest
Cal/OSHA district office if any of the following occurs:
• any City personnel is seriously injured on the job
• any City personnel suffers a serious job-related illness
• any City personnel receives a fatal injury
The nearest Cal/OSHA district office is:
Santa Ana Office
2000 E. McFadden Avenue, Suite 122
Santa Ana, CA 92705
(714) 558-4451 Fax (714) 558.2035
The injury or illness is defined as serious if:
• the City personnel is hospitalized for more than 24 hours for reasons other
than medical observation
• the City personnel loses any part of the body or suffers permanent
disfigurement
The report must be made immediately but not longer than eight (8) hours
after the employer knows or with diligent inquiry would have known of the
death or serious injury or illness. If the employer can demonstrate that
exigent circumstances exist, the time frame for the report may be made no
longer than 24 hours after the incident. The report can be by telephone,
telegraph, or fax and must include:
• time and date of the accident
• employer's name, address, and telephone number
• name and job title of the person reporting the accident
• address where the accident occurred
• name of contact person r
• name and address of the injured City personnel
• nature of the injury
• location where the injured person was moved (hospital)
• a description of the accident and whether the accident scene or any of the
equipment or machinery has been altered
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City of Menifee, California
4.3. Exposure and Medical Records
General Requirements
All City personnel exposure and appropriate medical records are retained in
files managed by the City Manager, or designee. Exposure and medical
records will be retained for the duration of employment plus thirty years,
according to Cal/OSHA regulations.
Current and former City personnel, or their designees, who wish to have a
copy of their records may do so by submitting a written request to the City
Manager, or designee. The records will be provided within fifteen days
according to the regulations.
Medical and Exposure Records
Medical records consist of physician and employment questionnaires or
histories, medical laboratory results, medical opinions, diagnoses, treatments,
etc., including any medical surveillance records for respirator users.
Exposure records consist of industrial hygiene monitoring data,
environmental monitoring data, biological monitoring data, incident and
accident reports relating to exposure to a hazardous substance, and material
safety data sheets.
f
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City of Menifee, California
M. ,I No • • KWil •
5.1. Periodic Inspections for Workplace Hazards
All City personnel will be responsible for informal and
continuous inspection of their workplace. The Safety
Officer& Department Heads are responsible for performing
regular health and safety inspections of City facilities. The
minimum frequency for these inspections is quarterly.
Potentially hazardous conditions will be corrected immediately or a report will
be filed to initiate corrective action. A summary of an inspection checklist is
included in Appendix B and can be used as a guide. The CaIIOSHA web site
noted at Appendix B provides a full checklist for performing inspections.
Supervisors are encouraged to develop checklists for their own work areas.
Periodic, planned and formal inspections will also be performed by the Health
and Safety Committee at least once a year. The report will be reviewed by
the Health and Safety Committee and actions will be taken to eliminate
uncovered potential hazards. Assignments, target dates for completion, and
actual completion dates will be documented in the minutes of the Health and
Safety Committee.
An inspection must also be performed to identify new hazards whenever new
substances, processes, procedures, equipment, etc., are introduced into the
workplace or to investigate a previously unrecognized hazard described in
Corrective Action Requests.
Monthly inspections are required for certain items according to Cal/OSHA
regulations:
• all emergency and first aid equipment
• emergency eyewashes
s • fire extinguishers
• first aid kits
Inspections should also evaluate the effectiveness of specific programs and
procedures, i.e., such as the Hazard Communication Program.
Documentation
All inspections will be documented and records of all inspections, including
documentation of any follow-up measures, will be submitted to the Safety
Committee for review and filing. Corrective action will be tracked using the
form supplied in Appendix A. The Safety Officer is responsible for ensuring
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City of Menifee, California
all deficiencies are documented on this forn tracking the progress and
completion of corrective actions. The statu II items will be reported to
the Health and Safety Committee.
5.2. Incident and Accident Investigations
In general, all incidents should be investigat 3n if no injury occurs. The
underlying cause of a non-injury may contrit - a more serious accident if
the cause is not corrected. The Departme 3d, in conjunction with the
Safety Officer, is responsible for investigatior accidents and incidents.
In event of a serious injury, illness, or fatality Safety Officer will report the
incident immediately to the City Manager. -I ity Manager will ensure the
incident is reported by phone or facsimile to Barest office of the Division
of Occupational Safety and Health (see Sect 2).
Accident Investigation
It is the policy of the City to carry out a th ),h program of incident and
accident investigation. The Safety Officer se primarily responsible for
making an investigation of all incidents and tints. Investigation of near-
miss incidents should also be performed I reported. Any accidents
involving injuries must be performed within 2 11"s.
The primary goal of the accident lent investigation
program is to identify cause and ant future similar
accidents - not to assign blame. Th restigation should
focus on causes - unsafe conditions safe acts and how
it can be prevented in the future.
All investigation facts, findings, and r. mendations will be fully
documented. The report will be submitted tr Health & Safety Committee
for review and filing. An example report is pr d in Appendix A.
The Safety Officer, or designee, must compl ie Cal/OSHA Log Form 300
and the Incident Report Form 301. They also provide a copy of all
information to the insurance claims adjuster: 'iscuss the file with him/her.
When any City personnel are injured at wog -3 Department Head or lead
person is responsible for taking emerg- action to have first aid
administered, to obtain professional media :ntion as soon as possible,
and protect other City personnel and equiprr.
5.3. Correction of Identified Hazards
To the extent feasible, management will -iate or correct all unsafe
conditions or work practices in a timely ma However, some corrective
actions may be more protracted; the priori,. be assigned to serious or
4848-0839-7315.1 Injury 1£Illness Prevention Progr
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City of Menifee, California
imminent hazards. Imminent hazards require immediate correction of the
hazard or removal of City personnel from danger.
When deficiencies are found during inspections, a "Corrective Action
Request' (Appendix A) must be completed and issued to a responsible
person by the Health and Safety Committee. The person assigned to the
task shall be given a time to complete the action. The Safety Officer shall re-
inspect the problem area to ensure that adequate corrective actions have
been taken. The results shall be submitted to the Health and Safety
Committee for review and evaluation.
Steps implemented and completion dates shall be documented on the
"Corrective Action Request", Appendix A. When corrective action involves
time consuming steps or phases, the Safety Committee will establish a plan
with target dates. While a corrective measure is in progress, precautions will
be implemented to protect affected City personnel.
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City of Menifee, California
6.1. General Rules
Health and safety is a cooperative undertaking requiring participation by all
City personnel.
All City personnel are responsible for knowing and
following health & safety rules; compliance with safe work
practices will be evaluated continuously and during annual
performance reviews.
The following general rules will be provided to all City personnel when first
hired and during the IIPP training. Department-specific rules should be
developed to be more applicable to the respective hazards of the
department's workplace, including Feld work as applicable.
• Report any work-related injury or illness.
• All work must be performed only by personnel who have been trained in
the specific tasks.
• All safety rules and procedures must be followed. Whenever personal
protective equipment is issued to employees, appropriate training in use
and care of the equipment will be provided.
• Computer workstations should be designed according to the Cal/OSHA
ergonomic guidelines.
• No equipment will be used that requires repair or is otherwise unsafe.
• Keep aisles, exit doors and stairways clear at all times; these areas
SL. not be used for storage, even temporarily.
• Secure items for earthquake safety.
• Keep fire extinguisher stations clear and accessible. Do not store
materials in front of fire extinguishers or other emergency equipment.
• Know the location of the evacuation plan and emergency exits.
• Only trained personnel may attempt to respond to a fire or other
emergency.
• Do not use electrical equipment that has frayed cords or is otherwise
defective.
• Plug all electrical equipment into appropriate wall receptacles. Extension
cords may be used only on a temporary basis when using portable
equipment.
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City of Menifee, California
• Three-pronged plugs must be used to ensure continuity of ground.
• Do not store materials in front of electrical bores or controls for a distance
of 36".
• Use proper lifting techniques as instructed and get assistance with heavy
items.
• Read and follow postings and warning signs.
• Always use rolling step stools or ladders (not chairs, wastebaskets, etc.)
to reach elevated or overhead objects or materials.
• Never stack heavy objects or materials precariously on top of file cabinets,
bookcases or other relatively high places.
• Good housekeeping is an integral part of any effective health and safety
program.
• Do not use individual space heaters in office areas without approval, and
keep individual space heaters at work areas clear of potentially
combustible materials.
• Store cleaning supplies away from edible items in break and conference
rooms. Store cleaning solvents, duplicating toner, and other office
chemicals in original, labeled containers.
• Unsecured drawers may cause trips, block aisle ways, or dangerously
over-balance cabinets in an earthquake. Store heaviest items close to the
floor, and do not open more than one upper drawer at a time.
6.2. Specific Department Rules
The Safety Officer, in conjunction with the Department Heads, shall prepare
rules specific to their individual departments and provide training to all City
personnel.
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City of Menifee, California
iSection 7 EmergencyAction
7.1. General Procedures
The Emergency Action Plan is written to comply with Title 8, Section 3220 of
the California Code of Regulations. Its purpose is to provide the following:
• Methods for reporting fires and other emergencies
• Written procedures for emergency action, evacuation, and post-
evacuation
• Rescue and first-aid duties for employees who will perform them
• Posted evacuation routes for all occupants
• Names or job titles of personnel to contact for more information
All City personnel are responsible for becoming familiar
with, and following, the procedures outlined in this
Section, assisting with an immediate emergency response
in his/her area consistent with the training received, and
notifying the proper authorities of an emergency situation
as outlined in these procedures.
In the event of a non-catastrophic emergency such as a small fire or medical
emergency, any employee may be required to notify emergency response
personnel (fire facility, ambulance). Emergency phone numbers will be
posted in each work area. If time permits, the City Manager and the Safety
Officer should be notified. When reporting an emergency to outside
emergency response personnel, give the following information:
Ti'e nature of the emergency
• Your name
Location (address, building, telephone number)
Send somegrte to the building's entrance way to flag down and direct
emergency personnel. If trained in the appropriate emergency procedure,
i.e., first aid, CPR, use of fire extinguishers, take necessary actions until
emergency personnel arrive.
In the event of the need to evacuate for earthquake, fire or
explosion, evacuate and call emergency response
personnel.
Emergency drills will be performed at least annually for all City personnel.
Problems encountered during the drills will be resolved as soon as possible.
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City of Menifee, California
7.2. Evacuation Procedures
This section describes the procedures to follow when evacuating a building
during an emergency. In the event the facility must be evacuated, an
evacuation route is posted in each work area. If an evacuation order is
issued, each employee will:
• Go directly to the nearest exit, following the appropriate evacuation route
assignment. Do not return to your office, desk, or work area to collect
personal items.
• Assist members of the public and others who cannot leave quickly on their
own.
• Take precautions as necessary. If you encounter fire or smoke, stay
close to the floor(since toxic gases tend to rise to the ceiling).
• Go immediately to the designated evacuation area to be counted.
• Do not re-enter the facility until told to do so by a designated authority.
A designated person for the facility will account for employees at the
evacuation area and notify emergency services of any discrepancies.
7.3. Earthquake Procedures
If an earthquake occurs, each employee will:
• Duck and Cover right away
• Not run out of a building during the shaking
• Move away from any windows
• Take shelter under a table or desk
• If you are in a hallway, crouch against the nearest wall
• If you are instructed to evacuate, beware of falling debris and electrical
wires
• Do not re-enter the building unless directed to do so
• If you are outside, move away from anything that could fall on you
(windows, trees, overhead wires, etc.)
• Be prepared for after-shocks
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City of Menifee, California
7.4. First Aid and Emergency Medicai Procedures
The following procedures will assure prompt response for emergency first aid
and medical assistance. In the event of a medical emergency, call
emergency services and:
• Be prepared to describe the nature and location of the emergency; give
your name, address, building and telephone number.
• Report the emergency to the Safety Officer as soon as possible.
• Notify others in the area about the nature of the emergency.
• Meet the ambulance or emergency personnel at the place you indicated.
Send someone else to escort them if you cannot go.
• Do not move a seriously injured person unless he/she is in danger of
further injury.
While waiting for assistance, do what is necessary to protect life: in order of
importance, clear the airways, stop the bleeding, and treat for shock.
Follow these general guidelines for FIRE: If a person's clothing is on fire,
douse him/her with water or wrap the victim in a coat; blanket or whatever is
available to smother the fire. Get medical attention promptly.
Follow these general guidelines for NOT BREATHING: If you have the
proper training, and the injured person is not breathing, provide mouth-to-
mouth resuscitation. According to your training, use protective devices.
Follow these general guidelines for BLEEDING: If you have the proper
training in biohazards, and the person is bleeding severely, control the
blood by compressing the wound with a cloth or whatever is avaiiable, and
elevate the injury above the level of the heart.
Follow these general guidelines for CHEMICAL CONTACT, INHALATION,
OR INGESTION: Follow label recommendations and/or consult Material
Safety Data Sheet for first aid. If chemicals have been spilled on the person,
get him/her under a shower or spigot and thoroughly wash the affected area.
If the victim has received chemicals in the eyes, irrigate the eyes with large
amounts of water. If a person has been overcome from breathing a chemical,
or from lack of oxygen, move him/her to good air and treat for shock (provide
mouth-to-mouth resuscitation if necessary and you have the proper training
and protective equipment). Be certain to find out exactly what substance was
involved and inform emergency personnel; provide them with a copy of the
MSDS.
Follow these general guidelines for ELECTROCUTION: If the person is in
contact with a live electrical circuit, DO NOT TOUCH HIM/HER —
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City of Menifee, California
DISCONNECT THE POWER FIRST or you may be seriously injured. Check
the victim to see if he is breathing. If the victim has stopped breathing, begin
mouth-to-mouth resuscitation. Notify someone to summon a person trained
in Cardio-Pulmonary Resuscitation (CPR) at once. Keep the victim warm and
elevate the victim's feet.
General guidelines for GLASS IN EYE: If a victim has glass fragments
embedded in the eye DO NOT ATTEMPT TO REMOVE THE GLASS.
Loosely cover the eye with a clean cloth and seek medical assistance.
7.5. Fire Prevention and Protection
The following items are notable for fire prevention and protection:
• Good housekeeping can minimize the potential of fires. Storage areas for
combustibles should be cleaned and organized regularly.
• Hazardous substances should be used according to standards described
on the warning labels.
• A-B-C class fire extinguishers (clearly marked on extinguisher) fire
extinguishers are placed at required locations. All extinguishers will be
maintained and visually inspected monthly and shall receive required
inspection and certification annually. Employees shall be trained in the
use and operation of portable extinguishers.
• In the case of fires which appear to be controllable, and if trained in the
use of fire extinguishers, direct the fire extinguisher at the base of the
flames. 'If this does not immediately bring the fire under control, contact
the fire facility, notify other personnel, and evacuate.
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City of Menifee, California
Section •gEvaluation
The Safety Officer is responsible for performing, or arranging for, an annual
review of this program to ensure its continued effectiveness. The program
will be modified as necessary to enhance protection of health and safety for
all City personnel. The following checklist was prepared by Cal/OSHA and
can be used for the annual review of the Injury & Illness Prevention Program.
✓ Is the person or persons with authority and responsibility for implementing the
program identified?
✓ Is there a system for ensuring that all City personnel comply with safe and
healthy work practices (i.e. incentives, training and retraining programs, and or
disciplinary measures)?
✓ Is there a system that provides communication with affected City personnel on
occupational safety and health matters (i.e. meetings, training programs,
postings, written communication, a system of anonymous notification
concerning hazards and/or Health and Safety Committees)?
✓ Does the communication system include provisions designed to encourage all
City personnel to inform the employer of hazards at the worksite without fear
of reprisal?
✓ Is there a system for identifying and evaluating workplace hazards?
✓ Were workplace hazards identified when the program was first established?
✓ Are periodic inspections for safety and health hazards scheduled?
✓ Are records kept of inspections made to identify unsafe conditions and work
practices?
✓ Is there an accident and near-miss investigation procedure?
✓ Are unsafe or unhealthy conditions and work practices corrected
expeditiously, with the most hazardous exposures given correction priority?
✓ Are all City personnel protected from serious or imminent hazards until Pey
are corrected?
✓ Have all City personnel received training in general safe and healthy work
practices?
✓ Do all City personnel know the safety and health hazards specific to their job
assignments?
✓ Is training provided for all City personnel when the training program is first
established?
✓ Is training provided to all new City personnel, and those given new job
assignments?
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City of Menifee, California
✓ Are training needs of all City personnel evaluated whenever new substances,
processes, procedures or equipment are introduced to the workplace and
whenever the employer receives notification of a new or previously
unrecognized hazard?
✓ Are Department Heads knowledgeable of the safety and health hazards to
which all City personnel under their immediate direction and control may be
exposed?
✓ Are records kept to document safety and health training for all City personnel
by name or other identifier, training dates, type(s) of training and training
providers?
✓ Does the Safety and Health Committee meet at least semi-annually?
✓ Are the minutes of Safety Committee meetings maintained?
✓ Do the safety committee meeting minutes reflect that the committee covered
the minimum required items?
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City of Menifee, California
�Appendix A Health and Safety Forms
Corrective Action Request
City Personnel Suggestion/Request for Safety Review
Safety Committee Meeting Agenda
New City Personnel Orientation Checklist
Health & Safety Training Documentation
Accidentlincident Investigation Forms
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