1. Illness & Injury Prevention Program (IIPP) The Town of Los Gatos’ Updated Illness & Injury Prevention Program (IIPP) A Roadmap to a Safer Organization September, 2008 Presented by: Cathie Bigger-Smith, ARM, CSP, CPSI Los Gatos Town Safety Officer

2. Why Are You Here? Introduce the Town’s IIPP & the Documents Contents The IIPP Provides: Structure & Procedures to Assure Timely Identification & Mitigation of Hazards and Risk Exposures for Staff, Residents & their Property Comply with Cal/OSHA’s Requirement to Train all Staff in the Contents of the IIPP Make Sure Staff Knows Where to Go for Answers & To Report a Hazard

3. Los Gatos Safety & Health Facts Q. What does IIPP Stand for? A. Internal Inter-communication Prevention Program B. Injury and Illness Prevention Plan C. Itchy Illness Promotion Plan Q. What is the most common occupational injury for the Town of Los Gatos? Back Strains Headaches Falls

4. Los Gatos Safety & Health Facts Q. How Many Lost Workdays did Los Gatos Have Over the Last 4 Years? A. 893 B. 630 C. 421 Q. Who or What Group is Responsible for Your Safety? A. OSHA Compliance Officers B. The Safety Committee C. Your Significant Other D. Every Individual is Responsible for His/Her Own Safety and the Safety of Others

5. Town of Los Gatos Health & Safety Committee Function of the Heath & Safety Committee is to Implement the Town’s IIPP by: Coordinating & Reviewing Accident Reports Coordinating & Conducting Facility Inspections Serving as an Advisory Group to Town Management Facilitate “2-Way” Communication between Town Departments on Health & Safety Issues Answering Questions About the IIPP Identify Training Need on Health & Safety Topics

6. Also Known as H&SC The Names & Contact in your handouts and Found on the Town’s HR Website Safety Committee Members

7. IIPP Table of Contents Introduction & Scope……………………………….......…Section 1 Safety & Risk Management Policy……………….......… Section 2 Responsibilities……………………………………….…... Section 3 Compliance…………………………………………....….. Section 4 Communication…………………………………….……... Section 5 Hazard Identification, Assessment, & Correction.......... Section 6 Training & Instruction…………………………….…….... Section 7 Accident/Exposure & Near Miss Investigations…......... Section 8 Recordkeeping………………………………………..….. Section 9 Cal/OSHA Audit & Citations………………………........ Section 10

8. The Goal of the Los Gatos’ Injury & Illness Prevention Program (IIPP) is to: “Anticipate & Correct Accident Producing Behaviors & Conditions to Prevent 100% of Employee Accidents & Injuries.” (page 1 IIPP) Section 1A IIPP: The Goal of the IIPP

9. Roles & Responsibilities for Managing Town Safety Town Manager: Human Resources Department: Risk Management Employees: Department Heads: Compliance with RM Policy & IIPP Implementation Heath & Safety Committee Reviewing & Investigating All Accidents Meets quarterly to discuss safety issues Uses Employee Feedback to Improve Safety in Town Operations

10. IIPP Sec ID Compliance To Ensure that All Staff Comply with these Practices, the Town Managers & Supervisors will: Ensure All Staff Knows the Provisions of the Town Safety & Health Policies Including Provisions of the IIPP Provide Training Enforce Safety Policies & Procedures. Evaluate Safety Performance Provide Remedial Training or Disciplinary Action Respond to & Remediate Hazards

11. IIPP Sec IE Communications Accident Prevention Depends on Honest 2-Way Communications About Hazards & How to Avoid Them The H&SC, Managers & Supervisors will Communicate Safety, Health, & Pertinent Accident Information to All Employees Report Conditions or Behaviors that Could Result in an Accident, Without Negative Consequences Safety Hot Line X5799 or to Any Safety Committee Member

12. Ways We Will Communicate About Safety Job Orientation IIPP Program Safety Training Programs Tailgate & Staff Meetings Posted Information Including OSHA 300 Logs Feedback About Safety Performance

13. “Lessons learned” from accident investigations and facility/equipment inspections Employee safety suggestions and hazard reports Ways We Will Communicate About Safety

14. The New Designed for Anonymous Reporting of Safety Issues & Hazardous Conditions Line is Checked Daily for Messages NOT for Reporting Emergencies Responses will be Posted Unless Caller Provides Contact Information Just Call x5799

15. IIPP Sec I-F Hazard Identification, Assessment & Mitigation Recognizing, Evaluating & Correcting Potential Hazards Baseline Assessment Facility Inspections Prompt Reporting & Evaluation of Hazards Action & Follow Up Procedure & Policy Evaluation Monitoring Injury Data

16. What You Don’t Know CAN Hurt You

17. Summer, 2007 Baseline Hazard Assessment Key Safety Exposures were identified Falls Vehicle Operations Ergonomics Equipment Related Injury Infectious/Venomous Material Exposure Workplace Violence Prevention & Emergency Response Injury Types Don’t Vary Much Among Departments

18. Town of Los Gatos Employee Injury Analysis 2007-08 Injuries by Type

19. Accidents Are Not Just for PPW! Recordable Injury Rate by Department

20. Facility Inspection Program Inspection Program Details Inspections are Formal, Informal & Documented All City Facility are Scheduled for Inspection Each Year. If you see something, DON’T WAIT for a scheduled inspection!

21. Pair Job Hazard Analysis & Trends for Full Hazard Prevention Job Hazard Analysis (JHA) Identifies Hazards Associated with Processes & Operations Inspections & JHA are Prioritized Based on Accident Trends

22. Documentation All Investigations & Inspections Reports will be Completed by Inspectors & Maintained in Facilities Maintenance Ask a Manager or Member of the Health & Safety Committee if Interested in Viewing the Details

23. Unscheduled Inspections will be Conducted In Case of: 1.New Substances, Processes, Procedures or Equipment which Present Potential New Hazards 2.New, Previously Unidentified Hazards are Recognized 3.Occupational Injuries & illnesses Occur 4.Workplace Conditions Warrant an Inspection Unscheduled Inspections

24. Response Depends on the Hazard  If Minor or an Easy Fix: - Just Do It!  If Issue Requires More Time or Resources: - Report, Protect and Warn  If Issue Poses an Immediate Threat: - Remove everyone from the area - Turn over to fully trained and equipped staff

25. IIPP Sec IE Training & Instruction Cal/OSHA Requires Training & Instruction on General & Job-Specific Safety & Health Practices. Schedule for Mandatory Training Starting with this Session. A Variety of Sources will Provide Training Occupation Determines Training to be Provided

26. Cal/OSHA says…Training Must be Provided When….. IIP Program is first established; new job assignments or new hazards new substances, processes, procedures or equipment are introduced to the workplace

27. Who and How Supervisors must be trained to familiarize them with the safety and health hazards to which workers under their immediate direction and control may be exposed; and All workers must have training specific to hazards related to his/her job assignment. TRAINING may be formal on by “on the job” demonstration and practice.

28. Most Training will be related to….. Emergency Response and Evacuation Plan Workplace Violence Prevention Infectious or Hazardous Material Control Ergonomics/Back Care/Proper Lifting Vehicle Operations PPW will get Cal/OSHA Construction Safety Required Training

29. IIPP Sec I-F Accident Investigation Town Policy is to Report & Investigate All Employee, Non-Employee, Property & vehicle accidents, Exposures to infectious, toxic or other Hazardous Substances, & Significant near misses.

30. Fact Finding…NOT Fault Finding Purpose of Conducting Accident Investigations is to: Identify the Root Cause & Implement Corrective Action to Prevent a Reoccurrence Accidents are Investigated by the Supervisor with the IIPP Site Administrator and others as needed Reports are Reviewed by the H&SC OSHA Requires that All Managers & Supervisors be Trained in Accident Investigation Techniques & Town- Specific Procedures.

31. Cal/OSHA Minimum Documentation Requirements An Inspection is Conducted After Each Accident that Identifies: Who Completed the Inspection Unsafe Condition or Practice Identified Corrective Action Taken Our Goal is to: Find the Root Cause & Correct the Condition

32. IIPP Sec 1-G Record Keeping Human Resources OSHA 300, 301, 301A WC Claims Other Departments Job Specific Training General Safety Training Inspections

33. In Review…… Our IIPP is our strategy for preventing injuries and illnesses We are all responsible for making it work Recognizing and avoiding/minimizing risk are key components to achieve our 100% prevention goal Documentation is your key knowing how the program is working

34. Q&A