JOINT LOSS MANAGEMENT PROGRAM
ADOPTED BY
JOINT LOSS MANAGEMENT COMMITTEE
TOWN OF BRISTOL, NH
JOINT LOST MANAGEMENT PROGRAM
Every employee has the right to a workplace free from occupational safety and health hazards. A Joint Loss Management Program is designed to prevent accidents and illnesses, and is established jointly between employees and management. Unsafe act(s), unsafe condition(s) and accident(s) all demonstrate a weakness in the management system. This program provides the framework for safety to be managed like any other function through planning, organization, leadership, and control. It is an established fact that a well-trained, well-disciplined and well-supervised employee in a safe and healthful environment is less likely to have an accident.
Employees shall be fully responsible for implementing the provisions of this program as they pertain to operations under their jurisdiction. The responsibilities listed are minimum, and should not be construed to limit individual initiative to implement more comprehensive procedures to control our losses.
1. Provide overall support, direction and commitment.
2. Ensure that personnel responsible for carrying out the provisions of this program understand it, have a copy of it, and are held accountable for their actions and/or in-actions in accordance with established personnel policies and procedure.
3. Provide required resources:
a) Funding safety equipment; personal protective equipment; training materials.
b) Personnel-outside experts; loss prevention consultants; between departments for information exchange.
c) Time-review inspection/investigation reports; participate in training programs.
d) Other as needed.
Employees with supervisory duties, whether they are first line supervisors or department heads, have the authority and responsibility to maintain safe and healthful work places and work practices. Specifically, they will do the following:
1. Comply with this program and applicable work rules.
2. Ensure that all employees within their jurisdiction comply with the program and follow all work rules. Supervisors are expected to set the proper example. Comply with all established personnel policies and procedures as they relate to this program. Specifically, follow disciplinary procedures for violation of work rules.
3. Educate employees within their jurisdiction in the accepted way of performing each task, the nature of the hazards involved, the necessary precautions to be taken, and the use of protective and emergency equipment required. (See sections 5 and 6).
4. As necessary, with a minimum of twice a year, meet with staff to review accidents that have occurred and discuss plans and ideas to bring about additional loss prevention measures.
5. Carry out additional inspection investigations, and administrative duties as outlines in Sections 3, 4, and 5.
6. Be accountable for accidents, incidents, and near misses involving their staff, especially if it is determined that additional preventive measures can or should have been taken. A supervisor’s capability to supervise is measured by the efficiency of his/her operation.
7. Include and evaluate an employee’s safety record in each formal performance evaluation. This record may highlight specific performance deficiencies that must be recognized and corrected.
Employees are required, as a condition of employment, to exercise due care in the course of their work to prevent injuries to themselves and to their fellow workers. It is the responsibility of all employees to cooperate in making the safety program work.
Employees Shall:
1. Understand and follow all work rules.
2. Be informed of and observe established safe practices.
3. Will use and wear personal protective equipment as required by Department Policies and Procedures issued by the Board of Selectmen.
4. Will report all unsafe acts and conditions to the supervisor immediately or as soon as possible.
5. Will operate only machines and equipment that they have been authorized and trained to operate.
6. Will not remove guards or other protective devices from machinery and equipment.
7. Will follow all accident report procedures. (See section 3).
8. Will assist supervisors in their investigation of any accident of which they have knowledge; accident investigation is fact-finding, not fault finding.
SECTION 3. HANDLING INJURIES & ACCIDENT REPORTING AND INVESTIGATION
A worker’s compensation injury is defined as an accidental injury or death arising out of and in the course of employment and all occupational diseases arising out of and in the course of employment. There are definite State requirements for reporting these injuries which are summarized in this section.
Naturally, the first thing to do when an accident occurs is to ensure that proper medical treatment is provided.
Judgement is a key factor in the handling of any emergency. Employees are expected to exercise their best judgement based upon circumstances. The following is a list of guidelines to follow. However, if there is any question whatsoever about the seriousness of an injury call for help!
1. Employee will call the appropriate emergency service (medical, fire, police rescue).
2. Employee will notify the supervisor.
3. Employee will follow the reporting and investigation requirement.
1. All accidents or incidents will be reported immediately to the responsible supervisor.
2. Supervisors will see to it that enough information is gathered to accurately complete the Employer’s First Report of Injury or Occupational Disease (Form 8-WC) (copy of this form attached at end of this document).
3. The First Report of Injury Form will be completed and processed by the Department Head within twenty-four hours. This individual will also complete the JLMC Analysis of Worker’s Comp. Claims Form (copy of this form attached at end of this document) and any other forms required.
The immediate supervisor, or other designated individual, will investigate all accidents and incidents that occur within their span of control. The purpose is to determine what happened, why it happened, and most importantly, how to prevent it from happening again. An Accident Investigation Report will be required (copy of this form attached at end of this document).
Guideline for Conducting Investigations:
1. Investigate the scene as soon as possible after the accident/incident noting conditions, location of equipment, physical objects, and witnesses. Make notes and draw sketches as needed.
2. Interview witnesses soon after the accident so the facts will be fresh in their minds. Be certain that they understand that no blame is being assessed: you are simply trying to gather facts to prevent a recurrence.
3. Interview the victim when the timing is right. Keep in mind his/her physical and emotional condition.
4. Make recommendations to prevent similar occurrences. Terms such as “employee was careless” have no place in a factual report.
5. Forward a copy of this report and the JLMC Analysis of Worker’s Comp. Claims Form to the Joint Loss Management Committee for review.
Department Heads and Supervisors are responsible for conducting necessary safety inspections, and recording their findings. Any unsatisfactory conditions are to be dealt with in the appropriate manner. Periodic inspections will be made to the JLMC throughout the year.
1. Inspections of the work area and equipment are to be conducted regularly. Additional inspections or specific pieces of equipment or job sites may be required by the applicable work rules.
2. Department Heads and Supervisors are expected to constantly be alert for unsafe acts and conditions, and take the necessary corrective actions.
B. GUIDELINES FOR CORRECTING UNSATISFACTORY CONDTIONS
1. First and foremost, take the necessary action to prevent injury! (Remove the tool from service; post a warning sign, etc.)
2. If within your authority, take steps to permanently correct the hazard. Report all action taken to your Department Head or Supervisor.
3. If you do not have the authority to correct the problem, take steps to prevent an injury as a result of it. Then, report the problem, in writing and your recommended solution to the person who has the authority to correct it.
1. Document the inspections. At a minimum, record the inspection date, location, piece of equipment, inspectors name, list of unsatisfactory conditions noted, actions taken, and a list of recommendations.
2. If unsatisfactory conditions were noted, send a copy of the report to your Department Head or Supervisor, and keep a copy for your file. Make a copy of this report and post it in each department.
3. Forward a copy of this report to the JLMC
4. If no unsatisfactory conditions were noted, just keep the inspection report in your file.
Safety education and training raises the employee’s level of safety awareness and also provides management with an opportunity to demonstrate their concern for the welfare of employees.
1. Introductory: All new or transferred Town employees will receive a safety orientation at the beginning of employment. As part of the orientation, the employees will be told of their responsibilities under the Loss Prevention Management Program and be given a copy of the work rules. When the supervisor who conducts the training is confident that the employee understands the rules, the employee and supervisor will complete and sign the Safety Orientation and Employee Safety Responsibilities Forms (see forms) which will be submitted to the Bookkeeper for inclusion in the employee’s personnel file.
2. Specific/On the Job: Employees will be instructed by the Supervisor in the proper method of performing each job, the hazards associated within, the personal protective equipment, and any necessary emergency procedures. This will be done as required by the work rules, when changes in the job occur, or whenever deemed necessary by the Supervisor.
3. Follow-up: When the Supervisor identifies the need, follow-up training will be conducted. At a minimum, this training will be provided to all employees after an accident or incident.
1. Introductory training – documents and all forms in the employee’s personnel file.
2. Specific training – documentation of training provided for specific tasks (e.g. proper shoring techniques) is strongly recommended. It can consist of a brief description of the training, the date and instructors name and a list of all those attending. The Supervisor can keep these lists.
To establish a policy that requires employees to always use personal protective equipment when performing certain hazardous tasks or when in an unsafe environment.
Hard Hats: It is the policy of the Town to require employees to wear hard hats at all times when in the field around construction and maintenance projects. As a minimum, however, hard hats shall be worn as follows:
1. During the operation of all heavy equipment, including backhoe, loader, and mower, street sweeper and ladder truck.
2. When working below ground level, such as in lift stations, ditches, etc.
3. When conditions warrant and/or ordered to do so by a Supervisor.
4. When inspecting construction sites.
Steel-Toed Shoes: Shall be worn at all times by the Highway Department and Public Works Department.
Safety Vests or Reflective Clothing: Shall be worn when an employee is in flagging position and/or when working in a traveled right of way.
Safety Glasses: Shall be worn when grinding, chipping, using air tools, brush/wood cutting, or under conditions which warrant the Supervisor to require safety glasses to be used.
Hearing Protection: Shall be worn under conditions which warrant the Supervisor to require ear protection to be used.
Communicable Diseases: All possible precautions shall be taken by employees to avoid exposure to injury and/or communicable diseases to themselves or to others.
Penalties: Failure to comply with the mandatory requirements for wearing safety apparel and/or using safety equipment will result in disciplinary action including termination.
The purpose of the Joint Loss Management Committee is to bring workers and management together in a cooperative effort to promote workplace safety. The Committee shall meet regularly to develop and carry out workplace safety programs, alternative work programs that allow and encourage injured employees to return to work and programs for continuing education of employees on the subject of workplace safety.
The Committee shall develop a written safety program for submittal to the New Hampshire Department of Labor.
The Committee shall consist of ten (10) members. The Town Administrator, Highway Superintendent, Fire Chief, Chief of Police and Public Works Superintendent shall be permanent members and shall represent the employer. Non-supervisory employee representative from the Town Hall, Highway Department, Fire Department, Police Department and Public Works Department (this can also include other departments or representatives of agencies not listed i.e. library, welfare, etc.) shall be chosen by the non supervisory employees of those respective departments. Employee representatives shall be chosen on an annual basis and serve a one year term on the Committee. The Committee shall elect a Chairman and the position will be rotated between employee and employer representatives on an annual basis.
The Committee shall meet on alternate months a minimum of four (4) times per calendar year, on a date and time and location to be determined by the Committee.
A. Accident Review
All accidents and subsequent recommendations for prevention will be reviewed and approved/returned for clarification. Any recommendations made will be followed through to completions, and communicated to other departments with similar exposures.
B. Inspections
The Committee may choose to conduct an inspection of a particular location/piece of machinery or job site. Any recommendations will be communicated to those responsible for completing them. A copy will also be forwarded to the appropriate Department Head and the Board of Selectman.
C. Communication of Relevant Information
1. Meeting Minutes – All minutes from the meetings will be distributed to all Committee Members and posted for all other employees.
2. Literature - As Committee members come across safety information/literature, it should be made available to others. A safety bulletin board will be maintained an each Town facility for the display of Joint Loss Management Committee minutes, safety posters, and other safety education material.
3. Suggestions - Committee members need to listen and present safety suggestions from co-workers to the Committee. A secured suggestion/complaint box shall be established for all suggestions and/or complaints employees may have for the Committees review.
The Town of Bristol values the health, welfare, and safety of every employee and intends to provide a safe and healthful workplace. Accidents cause untold suffering and financial loss to our employees and their families.
In pledging its full support of the safety process, the Board of Selectman recognize certain obligations:
1. That prevention of accidents and protection of all resources are guiding principles.
2. That all operational decisions affecting safety must receive the same consideration as those affecting production or quality.
3. That safe working conditions and methods are of prime importance and take precedence over shortcuts and “quick fixes”.
4. That the Town of Bristol will comply with all safety laws and regulations.
5. That feedback will be welcomed from all employees.
6. That all employees will follow all safety rules, take no unnecessary chances, use all safety guards and equipment, and make safety an integral part of their lives.
As an employee of the Town of Bristol, you have a responsibility to yourself, your family, your co-workers and the community to understand and follow our safety process. We must be alert in detecting and taking steps to remedy potentially hazardous conditions. Above all, we must exercise concern for others to help ensure everyone’s safety, well being and productivity.
YOUR EFFORTS WILL MAKE THE DIFFERENCE!
________________________________________
Robert Curdie, Chrmn. Board of Selectman
________________________________________
Susan Duncan, Selectman
________________________________________
Richard Alpers, Selectman
Signed this __________ day of ________________, 2004.
JOINT LOSS MANAGEMENT PROGRAM
IS ENDORSED BY THE FOLLOWING MEMBERS OF THE JOINT LOSS MANAGEMENT COMMITTEE
In pledging its full support of the safety process, the Joint Loss Management Committee recognizes the previous document and requests that the Board of Selectman for the Town of Bristol adopts said set of guidelines.
Dated this _________ day of ______________, 2003.
__________________________________
Gylene Salmon, Chairman
__________________________________
Art Borry
__________________________________
Mark Bucklin
__________________________________
Jeff Chartier
__________________________________
Karen Corliss
__________________________________
Roger Pedersen
__________________________________
Norman Skantze
__________________________________
Barry Wingate
__________________________________
Maggi Winn