HomeMy WebLinkAboutIIPP 080114 combined finalCITY OF ATASCADERO
INJURY AND ILLNESS PREVENTION PROGRAM
August 1, 2014
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CITY OF ATASCADERO - INJURY AND ILLNESS PREVENTION PROGRAM
CITY OF ATASCADERO
INJURY AND ILLNESS PREVENTION PROGRAM
Receipt and Acknowledgment
of the
City of Atascadero IIPP
I understand that my signature below indicates that I have received a copy of the City of
Atascadero Injury and Illness Prevention Program handbook dated August 1, 2014. Further, I
understand that it is my responsibility to read and understand the policies and procedures set
forth, and that my compliance with these practices will ensure safe and healthful work
practices.
Employee's Printed Name _________________________ Position _______________________
Employee's Signature _____________________________ Date __________________________
Original: Personnel File
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TABLE OF CONTENTS
1. INTRODUCTION .............................................................................. 3
2. EMPLOYER INFORMATION .......................................................... 3
3. RESPONSIBILITIES .......................................................................... 3
4. COMMUNICATION .......................................................................... 5
5. COMPLIANCE .................................................................................... 7
6. IDENTIFICATION, EVALUATION, AND PREVENTION OF
OCCUPATIONAL SAFETY AND HEALTH HAZARDS ...................... 7
7. HAZARD CORRECTION .................................................................. 8
8. ACCIDENT INVESTIGATION ........................................................ 8
9. SCHEDULED AND PERIODIC INSPECTIONS ........................... 9
10. SAFETY TRAINING AND INSTRUCTION ................................... 9
11. SAFETY COMMITTEE .................................................................... 10
12. RECORD KEEPING ......................................................................... 10
13. DOCUMENTATION ........................................................................ 10
14. WORKPLACE VIOLENCE PREVENTION ................................. 11
ATTACHMENT A - CODE OF SAFE PRACTICES……………….....12
ATTACHMENT B – ACCOUNTABILITY GUIDELINES…………..21
ATTACHMENT C – WORKPLACE VIOLENCE PREVENTION
POLICY……………………………………………………………………27
Appendix B: Bomb Threat Instructions and Checklist…………..42
Appendix C: Facility Emergency Response Plan ………………..44
FORMS: Accident/Incident Reporting Report, Safety Hazard
Reporting Form, Employee Safety Suggestion Form…………………..47
CITY OF ATASCADERO MODEL ERGONOMICS PROGRAM…...53
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INJURY AND ILLNESS PREVENTION PROGRAM
1.0 INTRODUCTION
The City of Atascadero makes all reasonable efforts to:
Protect the health and safety of employees and the public;
Provide safe workplaces;
Provide information to employees about health and safety hazards;
Identify and correct health and safety hazards and encourage employees to report
hazards;
Provide information and safeguards for employees regarding hazards arising from
operations at the City of Atascadero.
Per California Code of Regulations, Title 8, Section 3203, the City of Atascadero has
adopted an Injury and Illness Prevention Program (IIPP), which describes specific
requirements for program responsibility, compliance, communication, hazard assessment,
accident/exposure investigations, hazard correction, training, and record keeping.
Requirements outlined in this program are mandated by regulation where the word "shall" is
used and are advisory in nature where the word "should" is used.
2.0 EMPLOYER INFORMATION
Employer: City of Atascadero
Business Address: 6500 Palma Avenue, Atascadero, CA 93422
Telephone: (805) 461-5000
3.0 RESPONSIBILITIES
The Director of Administrative Services is designated as the Safety Program Administrator.
The Program Administrator assists the City Manager in overseeing the implementation of
the IIPP. Under the agency’s Safety program, all levels in the organization have a
responsibility for safety.
It is critically important to note that it is not the Program Administrator’s responsibility to
manage the safety program. Responsibility for the implementation, administration, and
management of the safety program rests with the employees, managers and supervisors.
A. Employee safety responsibilities include –
Becoming familiar and complying with the Code of Safe Practices (Attachment
A) and specific work procedures or rules as they apply to their work activity.
Knowing the job and always applying safe work practices
Recognizing the hazards of the job and taking precautions to ensure the safety of
themselves and others.
Keeping themselves informed of conditions affecting their health and safety.
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Immediately advising their Supervisor if the working conditions, tools or
equipment are unsafe.
Actively participating and cooperating in the overall safety program.
Participating in training programs and instituting training into daily work
practices.
Using all personal protective equipment as required.
Complying with all safety instructions from Supervisors.
Obeying all health and safety warning signs and standards.
Immediately reporting all accidents (vehicular or personal) regardless of severity
to the Supervisor.
Reporting all unsafe conditions immediately.
Not taking shortcuts in, near or over dangerous places
Paying strict attention to their work and not participating in practical jokes and
horseplay.
Participating in workplace safety inspections and reporting all unsafe conditions
immediately.
Participating in incident and accident investigations to help supervisors
determine causes and take corrective/preventive action.
B. Managerial/Supervisory safety responsibilities include –
Becoming familiar and complying with the Code of Safe Practices (Attachment
A) and specific work procedures or rules as they apply to their area of authority.
Attending training session as scheduled.
Ensuring that employees and contractors are aware of and comply with the Code
of Safe Practices and specific work procedures or rules and Cal-OSHA
regulations.
Disciplining employees, per the Agency’s disciplinary action policy, for violations
of the Code of Safe Practices and specific work procedures or rules as they apply.
Investigating accidents and near miss incidents in a timely manner, including
documenting all aspects of the incident, identifying the cause and implementing
the corrective actions to prevent reoccurrence.
Correcting in a timely manner any unsafe conditions or work practices observed
during a site safety inspection.
Developing, distributing and updating any department specific Policies and
Procedures.
Conducting and/or ensuring that Site Safety Inspections are performed on a
periodic basis and in a timely manner. Inspection checklists are available
electronically on the agency’s shared network.
Conducting a periodic review of the Agency safety programs to evaluate
compliance with Cal-OSHA requirements.
Ensuring that required safety training is being conducted.
Developing, distributing and updating department specific safety policies and
procedures.
Ensure that any new chemicals and/or equipment are reviewed as required.
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Ensure the conducting and documentation of safety meetings and training with
employees.
Ensure employees know they can report workplace hazards without fear of
reprisal.
C. Program Administrator
Program Administrator’s Safety Responsibilities include -
Developing, distributing and updating any Citywide Safety Policies and
Procedures.
Reporting to Agency Management regarding safety compliance status, new or
upcoming regulations and other safety issues that require their attention.
D. City Manager
The City Manager is responsible for implementation of the City’s IIPP. Responsibility for
health and safety rests with the City Manager.
The City Manager, together with the senior management team, is responsible for integrating
safety into the culture of the City by:
Demonstrating a genuine interest in safety-specific issues.
Ensuring department head actions.
Demonstrating support for safety programs.
Demonstrating that safety is everyone’s responsibility.
4.0 COMMUNICATION
A. Initial Training – Upon implementation, all employees will be given the
opportunity and access to review this updated program. The program will be
reviewed as an element of the new employee orientation and for contract employees
working under the Agency’s direction and control.
B. Safety Meetings – The Manager/Supervisor or their designee will conduct periodic
safety meetings. All meetings will include information on the following subjects as
applicable.
Review of Safe Practices, policies or procedures.
On the job or off the job safety information
Feedback from employees on hazards, safety suggestions or concerns.
Review of previous accidents, causes and corrective actions.
Recognition for compliance, good safety performance or attitude.
C. Attendance at the safety meeting is considered a part of everyone’s job duties.
All meetings should be documented in writing, with the date, safety topic, discussion
items, and employee attendance signatures included. The Manager/Supervisor or
their designee will retain completed safety meeting documentation forms.
D. The City of Atascadero uses various communication systems to relay
information to all employees on matters relating to occupational safety and health,
including:
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The safety training program.
The Safety Committee.
Health and safety meetings.
Anonymous and confidential hazard reporting.
Hazard reporting is performed by completing the Hazardous Condition Report
(attached to this document under the “Forms” section). This reporting form is
readily made available to all employees by their Manager/Supervisor and
electronically on the Agency’s shared network, and can be turned in directly to the
Manager/Supervisor, or may be turned in anonymously to a Safety Committee
member using Inter-office mail.
E. Safety Meetings will be conducted as follows:
Administrative – Annually
Recreation – Annually
Public Works – Every 2 weeks
Police - As part of their briefing
Fire – As part of their briefing/regular training sessions
Zoo - Quarterly
F. Employee Suggestions – Employees will be afforded an opportunity to make
safety suggestions and/or express their concerns. This opportunity will be by means
of an Employee Safety Suggestion Form (attached to this document under the
“Forms” section) which is readily available by electronic format on the Agency’s
shared network; employee suggestions may be made anonymously but in any case no
employee shall be disciplined, demoted or otherwise discriminated against for
making a suggestion. Response to suggestions will be documented on the suggestion
form and the employee notified as to the outcome. Anonymous suggestions will be
considered as seriously as non-anonymous suggestions; responses shall also be
documented on the suggestion form and posted for all employees to review.
Suggestions may be made to any Manager/Supervisor.
Employees who have complaints pertaining to job safety should first discuss them
with their immediate supervisor for review and investigation. If the supervisor and
the employee cannot reach a resolution, the immediate supervisor should refer the
employee to a second level supervisor or director. The second level supervisor or
director should discuss the complaint with the immediate supervisor and the
employee. If an agreement still cannot be reached after further investigation, the
second level supervisor or director should refer the complaint to the personnel
department for final resolution. Supervisory personnel may consult with the risk
manager for technical advice or other pertinent information.
When a resolution of the complaint is established, a written notice of the outcome
should be provided to the employee and all supervisory personnel involved.
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G. Written Communications – A regular area where written safety communications
will be posted shall be established. Postings may contain information on off the job
or on the job safety topics, changes in safety procedures, accident causes, employee
safety suggestions or other information as appropriate.
5.0 COMPLIANCE
A. Disciplinary Action:
The Agency’s policy states that non-compliance and/or willful violation of the Code
of Safe Practices and specific work procedures or rules will result in disciplinary
action and/or termination. Disciplinary action will be administered and documented
per the Agency’s policy and procedures and/or contracts.
B. Accountability Guidelines
The Accountability Guidelines (Attachment B) include conducting safety meetings
and accident investigations and attendance at training sessions. Performance in these
and additional safety activities will be included for discussion and appropriate action
including the annual performance appraisal review.
6.0 IDENTIFICATION, EVALUATION, AND PREVENTION OF
OCCUPATIONAL SAFETY AND HEALTH HAZARDS
A. The Manager/Supervisor or their designee will conduct a periodic, formal, and
documented site safety inspection. This inspection shall be documented on the Site
Inspection Form. (see attachments), The inspection will include an evaluation of
work areas, machine guarding, exits, fire extinguishers, eyewashes, housekeeping and
other Cal-OSHA requirements.
Correction of unsafe conditions will be documented on the inspection form and the
form shall be maintained on file in the department. It will be the responsibility of
the Department Manager to:
Monitor progress on corrective actions that remain to be completed and
conduct follow-up survey to verify completion of corrective actions as
required.
Inform employees and Agency management of any serious finding or
incomplete corrective action that may pose a serious injury risk to employees
or the public, or the environment in general.
B. Hazard Information: Information as to job or site hazards will be extracted from
accident investigations and site safety inspections. This information will be used to
improve our training programs, safety meetings, etc.
C. Equipment Inspections: Material handling equipment such as forklifts, hoists or
other equipment will be inspected and maintained per the legal requirements. It will
be the responsibility of the employee using the equipment to ensure these
inspections are conducted and documented.
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D. Insurance Company Inspections and Surveys: The Agency’s workers’
compensation or property carrier may conduct surveys of Agency sites. The
findings of these inspections are submitted to the Agency in writing along with
recommendations for corrective action. Findings and recommendations will be
submitted in writing and will be tracked until fully implemented.
E. Chemical/Equipment/Procedure review and approval: Chemicals, equipment
and procedures not currently in use or operation must be reviewed for safety prior
to their being purchased or implemented.
7.0 HAZARD CORRECTION
The City of Atascadero has a commitment to correct unsafe or unhealthful work conditions
in a timely manner, based on the severity of the hazards. Methods of correcting unsafe or
unhealthy conditions will vary depending upon the degree of hazard and control of the work
site. Minor hazardous situations, such as housekeeping, storage or other items shall be
corrected without additional documentation. Hazardous conditions of a more serious nature
will require a work request, notification of a supervisor, work to be stopped or the
equipment tagged and taken out of service until the proper corrective action can be taken.
Hazards of an imminent nature will require emergency notifications and evacuation.
Should an emergency situation arise which creates an imminent hazard which cannot be
immediately abated, all employees will be evacuated from the facility to a safe location until
the situation is corrected. The evacuation will be carried out per the site’s evacuation
procedures.
8.0 ACCIDENT INVESTIGATION
A. Reporting Procedures –
Employees will report all accidents, industrial injuries or illnesses or incidents that
resulted or could have resulted in an injury, illness or property damage (near miss
incidents) to their supervisor immediately. In the event that the supervisor is
unavailable, accidents or injuries shall be reported to the Department Head.
B. Investigation
After ensuring the injured employee has received appropriate medical treatment, the
supervisor shall conduct an accident investigation. The investigation shall include
factual details surrounding the event (who, what, when, where, witnesses, etc.), the
probable cause of the event and corrective actions to prevent a reoccurrence of the
incident. The investigation shall be documented on the City’s Accident Report Form.
A copy of the Accident Investigation and Notice of Injury shall be sent to the
Personnel Specialist and/or Program Administrator.
The supervisor will ensure that correction actions have been implemented if
appropriate.
Within 24 hours of the incident the Supervisor or his designee will provide the
injured employee with the “Notice of Injury” form and document it.
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The Supervisor shall complete the “Employers First Report of Injury” and send it to
the Personnel Specialist and/or Program Administrator or their designee; it will then
be reviewed and forwarded to the workers compensation carrier if required.
9.0 SCHEDULED AND PERIODIC INSPECTIONS
The City of Atascadero has the following procedures for identifying and evaluating
workplace hazards, including periodic inspections to identify unsafe conditions and work
practices. Supervisors are responsible for seeing that inspections are conducted. The
Program Administrator may assist supervisors to develop self-inspection forms and
checklists and guides for inspection and record keeping. On request, the Program
Administrator will also conduct or arrange for third parties to conduct periodic surveys to
assist the supervisors in identifying and correcting potential hazards.
Inspections are conducted according the following schedule:
Upon initial establishment of the IIPP.
When new substances, processes, procedures, or equipment, which present potential
new hazards, are introduced.
When new, previously unrecognized hazards are identified.
Periodically as determined by the nature of the exposure.
10.0 SAFETY TRAINING AND INSTRUCTION
A. New Hire Training
Prior to reporting for work all employees will receive a City and a Job Safety Orientation.
The City Orientation will include training on:
Code of Safe Practices.
Injury / Incident Reporting.
Employee Access to Medical / Exposure Information.
Hazard Communication and Chemical Safety.
Review of the Illness and Injury Prevention Program.
Emergency Response / Evacuation Duties.
The Job Orientation will include training on:
Specific Chemicals and Handling Procedures used as part of the job.
Use of Equipment as Required.
Additional specialized training will be conducted as necessary. This may include:
Forklift / Man lift Operator Certification
Respiratory Refresher and Fit Test
Confined Space Entry
Hearing Conservation
Ergonomics
Police Department Personnel shall be P.O.S.T. certified as required.
Fire Department Personnel shall be trained per the State Fire Marshall Requirements.
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B. Contract Employee Training
Contract employees who are under the direction and control of a city employee will attend
the job safety orientation and safety meetings. They will receive any specialized training as
required by their job assignment, as would an employee.
C. Supervisor Training
Supervisors will attend scheduled training sessions designed to familiarize them with the
safety and health hazards to which their employees are exposed and to assist them in
implementing the Safety Program.
11.0 SAFETY COMMITTEE
The Agency has established a safety committee made up of representatives from each
department within the agency. This committee shall meet regularly and shall maintain
written minutes. The purpose of this committee is to review action items, the agency’s
safety performance, new or revised safety policies or procedures, accident
investigations and other items relating to the Safety Program.
12.0 RECORD KEEPING
Safety program documentation shall be maintained by the Program Administrator
and/or by the Personnel Specialist/City Manager’s Office, Department Head or the
Supervisor, as appropriate.
A. Safety program documentation will include copies of:
Accident Reports
OSHA Logs
Insurance Company Surveys and Recommendations
Site Inspections
Employee Training Records
Completed Safety Meetings
13.0 DOCUMENTATION
Training documentation shall include the employee’s name, training date, type of
training, and instructor’s name. The documentation will be maintained for at least
three (3) years, or as directed by the agency’s records retention policy.
Records of insurance surveys will include the date of the survey, area surveyed, survey
findings and who conducted the survey. These records will be maintained for three (3)
years or as directed by the agency’s records retention policy.
Medical and exposure records will be maintained per legal requirements.
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14.0 WORKPLACE VIOLENCE PREVENTION POLICY
The City of Atascadero has developed a policy that provides guidelines for responding to
violence or threats of violence in the workplace (Attachment C). It includes the general
roles and responsibilities of employees, supervisors, personnel, and police. Each supervisor
is responsible for ensuring that the employees are trained in this policy. There are specific
procedures for responding to:
Workplace violence where the individual who initiates the violence has no legitimate
relationship to the site and usually enters to commit a robbery or other criminal act.
Workplace violence where the individual who initiates the violence is either the
recipient or the object of services provided by the affected worksite or victim (e.g.,
the assailant is a citizen or a user of the City’s services).
Workplace violence where the individual who initiates the violence has some
employment or other involvement with the affected worksite. Usually this involves
an assault by a current or former employee, supervisor, or administrator; by a
current/former spouse or lover of an employee; a relative or friend of an employee;
or some other person who has a dispute with an employee at the worksite.
As well as
Threats of violence
Acts of violence not involving injuries or weapons
Acts of violence involving injuries or weapons
Domestic Violence
The Workplace Violence Prevention Policy also includes information regarding how to
handle emergency situations such as bomb threats, earthquake, fire and other
emergencies. Please Refer to the Workplace Violence Prevention Policy Attachment C,
Appendixes A-C.
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Attachment A
Codes of Safe Practices
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Job Safety Class: Office - Clerical/Administrative/Management
The City’s Illness and Injury Prevention Program requires employees in the designated Job Class abide by
the following safe practices:
1. Know the job and always apply safe work practices.
2. Recognize the hazards of the job and take precautions to ensure the safety of themselves and others
3. Report all unsafe conditions and equipment to the supervisor or City Manager.
4. Actively participate and cooperate in the overall safety program.
5. Use all personal protective equipment as required.
6. Comply with all safety instructions from Supervisors.
7. Obey all health and safety warning signs and standards.
8. Pay strict attention to their work and do not participate in practical jokes and horseplay.
9. Do not wear loose clothing and jewelry while working on or near equipment or machines.
10. Report all accidents, illnesses, and injuries to the supervisor, Program Administrator, or City
Manager.
11. In the event of fire, sound the alarm and evacuate along established escape routes.
12. Upon hearing a fire alarm, stop work and proceed to the nearest clear emergency exit. Gather at the
designated area.
13. All routes of egress, such as stairways, aisles, and emergency doors, shall be kept clear of items that
can impair orderly evacuation.
14. Materials, including flammables and combustibles, and equipment shall not be stored under egress
stairways, block doors, exits, or fire extinguisher locations.
15. All spills shall be wiped up promptly, using appropriate materials.
16. Work areas shall be kept free of debris, and trash shall be placed in appropriate receptacles.
17. Adequate aisle space shall be maintained, and storage of materials on the floor shall be avoided.
18. File cabinet drawers shall be opened one at a time and closed when work is finished.
19. Proper lifting and carrying techniques and appropriate equipment shall be used.
20. Care will be taken to properly secure electric cables and cords to avoid trips and falls.
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21. The Facilities Supervisor shall approve all equipment (including those brought from home) such as
fans, heaters, extension cords, furniture and electrical appliances.
22. All chemicals including pesticides and cleaning agents are not to be brought from home.
23. All equipment such as fans, paper cutters, and shredders, shall be properly guarded to prevent cuts
and abrasions.
24. Horseplay and other acts that tend to place individuals at risk or affect the safety and well being of the
individual or others in the workplace are strictly prohibited.
25. Use of ladders shall comply with all safety instructions and design specifications of the equipment,
such as proper placement, secure support, adequate weight rating, allowable height, and appropriate
working conditions.
26. Substance abuse or other conditions that adversely affect the employee's safety, health, or behavior
are not to be allowed at the workplace.
27. The contents of all containers shall be clearly identified on the labels.
28. Files, materials, and supplies shall be stored in such a manner to prevent damage to the articles or
injury to personnel when they are moved.
29. Use proper lifting and carrying techniques and equipment. Do not attempt to carry or move more than
can be safely handled.
30. Unauthorized weapons are not permitted in the work environment.
31. Equipment such as scissors and staplers should be used for their intended purposes only and should
not be misused as hammers, pry bars, screwdrivers, etc. Misuse can cause damage to the equipment
and possible injury to the user.
32. Employees must wear a seat belt while operating vehicles, observe proper speed limits, and practice
defensive driving.
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Job Safety Class: Field Operations
The City Illness and Injury Prevention Program requires employees abide by the following safe practices:
1. Know the job and always apply safe work practices.
2. Recognize the hazards of the job and take precautions to ensure the safety of themselves and others
3. Report all unsafe conditions and equipment to the supervisor, Department Head or City Manager.
4. Actively participate and cooperate in the overall safety program.
5. Use all personal protective equipment as required.
6. Comply with all safety instructions from Supervisors.
7. Obey all health and safety warning signs and standards.
8. Pay strict attention to their work and do not participate in practical jokes and horseplay.
9. Do not wear loose clothing and jewelry while working on or near equipment or machines.
10. When conducting office activities, follow the Code of Safe Practices for office staff.
11. Report all accidents, illnesses, and injuries to the supervisor, Department Head, or City Manager.
12. In the event of fire or other emergency, sound the alarm and evacuate along established routes.
13. Upon hearing a fire alarm, stop work and proceed to the nearest clear exit. Gather at the designated
area.
14. All routes of egress shall remain unblocked, well lighted, and be kept clear of items that can impair
orderly evacuation.
15. Work areas shall be kept free of debris, and trash shall be placed in appropriate receptacles.
16. All tools and equipment, including those brought from home, shall be approved by your supervisor.
17. All chemicals including pesticides and cleaning agents are not to be brought from home.
18. Chemicals will be properly labeled and stored to prevent accidental misuse and spills.
19. All spills shall be cleaned up promptly, using appropriate materials.
20. Waste materials, such as spilled chemicals, used oils and lubricants, and other contaminated
materials, will be labeled, inventoried, stored, and shipped for disposal at authorized facilities
following established safety practices and regulatory requirements.
21. Employees shall use handcarts and other mechanical material handling devices for heavy loads
whenever possible.
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22. Use proper lifting and carrying techniques and equipment. Do not attempt to carry or move more than
can be safely handled.
23. All electrical equipment shall be plugged into appropriate ground fault interrupt circuit receptacles.
24. Care will be taken to properly secure electric cables and cords to avoid trips and falls.
25. Tools, such as saws, drills, generators, ladders and pumps, shall be inspected regularly to ensure safe
operation.
26. All equipment such as saws and drills shall be properly guarded to prevent cuts and abrasions.
27. Horseplay and other acts that tend to place individuals at risk or affect the safety and well being of the
individual or others in the workplace are strictly prohibited.
28. Use of ladders shall comply with all safety instructions and design specifications of the equipment,
such as proper placement, secure support, adequate weight rating, allowable height, and appropriate
working condition. Aluminum ladders are not permitted in areas near electrical sources.
29. Substance abuse or other conditions that adversely affect the employee's safety, health, or behavior
will not be allowed at the workplace.
30. Employees must wear a seat belt while operating vehicles, including cars, trucks, and field
equipment. Observe proper speed limits and practice defensive driving.
31. Employees shall comply with appropriate confined space procedures.
32. Employees shall wear proper protective equipment (including safety glasses, hard hats, safety shoes,
protective clothing, respirators, etc.) as appropriate, especially while working with tools and
compressed air equipment
33. Maintain safe operations around electrical sources and equipment.
34. Unauthorized weapons are not permitted in the work environment.
35. All containers shall be labeled to clearly identify the contents.
36. Compressed gas cylinders shall not be stored in areas that are exposed to sources of heat. Cylinders
shall be secured at all times and valves properly covered and protected.
37. Do not eat, drink, smoke, chew tobacco or gum, or apply cosmetics in areas where hazardous
materials are present.
38. Flammable liquids and gasoline shall be stored in appropriate containers.
39. Inspect motorized vehicles and other mechanized equipment regularly.
40. Shut off engines, set brakes, and chock wheels prior to loading and unloading vehicles.
41. Use proper lock out and tag out procedures prior to performing maintenance on equipment.
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42. Employees shall use proper techniques for glass cutting and disposal.
43. Maintenance workers shall be familiar with and abide by the instructions and recommendations
contained in the Material Safety Data Sheets of all chemicals in use.
44. Emergency shower and eye wash stations will be inspected periodically to ensure they are in proper
working order.
45. Be aware of surrounding area and assure proper footing to avoid trips and falls.
46. Flammable liquids and gasoline shall be stored in appropriate containers and approved flammable
storage cabinets.
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Job Safety Class: Police
1. Know the job and always apply safe work practices.
2. Recognize the hazards of the job and take precautions to ensure the safety of themselves and
others
3. Report all unsafe conditions and equipment to the supervisor, Program Administrator, or City
Manager.
4. Actively participate and cooperate in the overall safety program.
5. Use all personal protective equipment as required.
6. Comply with all safety instructions from Supervisors.
7. Obey all health and safety warning signs and standards.
8. Pay strict attention to their work and do not participate in practical jokes and horseplay.
9. Do not wear loose clothing and jewelry while working on or near equipment or machines.
10. When conducting office activities, follow the Code of Safe Practices for office staff.
11. When conducting field operations activities, follow the Code of Safe Practices for field
personnel.
12. All police officers will follow POST guidelines for safe behavior on the job.
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Job Safety Class: Fire Department
1. Know the job and always apply safe work practices.
2. Recognize the hazards of the job and take precautions to ensure the safety of themselves and
others
3. Report all unsafe conditions and equipment to the supervisor, Program Administrator, or City
Manager.
4. Actively participate and cooperate in the overall safety program.
5. Use all personal protective equipment as required.
6. Comply with all safety instructions from Supervisors.
7. Obey all health and safety warning signs and standards.
8. Pay strict attention to their work and do not participate in practical jokes and horseplay.
9. Do not wear loose clothing and jewelry while working on or near equipment or machines.
10. When conducting office activities, follow the Code of Safe Practices for office staff.
11. When conducting field operations activities, follow the Code of Safe Practices for field
personnel.
12. All fire personnel shall follow applicable SOP’s (Standard Operating Procedures) and SOG’s
(Standard Operating Guide).
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Job Safety Class: Zoo
1. Know the job and always apply safe work practices.
2. Recognize the hazards of the job and take precautions to ensure the safety of themselves and
others
3. Report all unsafe conditions and equipment to the supervisor or City Manager.
4. Actively participate and cooperate in the overall safety program.
5. Use all personal protective equipment as required.
6. Comply with all safety instructions from Supervisors.
7. Obey all health and safety warning signs and standards.
8. Pay strict attention to their work and do not participate in practical jokes and horseplay.
9. Do not wear loose clothing and jewelry while working on or near equipment or machines.
10. When conducting office activities, follow the Code of Safe Practices for office staff.
11. When conducting field operations activities, follow the Code of Safe Practices for field
personnel.
12. All zoo employees will follow the other applicable standards for safe behavior set by the
Association of Zoos and Aquariums and other governing bodies.
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Attachment B
Accountability Guidelines
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Employees
The employee’s responsibility for safety includes knowing and adhering to all of the City’s workplace
safety and health policies, procedures, and safety rules. In support of the performance standards
outlined below, the City has an obligation to provide training to employees in each of these areas of
performance.
Employee
Roles and Responsibilities Measurement
Know and obey all City safety and health
policies, procedures, and rules.
Know and follow general safe work practices.
Know and follow job-specific work practices.
Report all injuries, no matter how slight.
Know and follow emergency procedures.
Take personal responsibility for safety.
Follow safe work procedures.
Use chemicals only after adequate training.
Use mechanical safeguards that must be in place
when working.
Do not interfere with proper use of safeguards
by others.
Do not remove, displace, damage, destroy, or
tamper with safety devices, safeguards, notices,
or warnings.
Attend safety and health training as
scheduled.
Attend all safety trainings as directed by
supervisor.
Participate in workplace safety
inspections and report all unsafe
conditions immediately.
Look for unsafe acts and procedures as well as
unsafe conditions.
Report unsafe conditions or hazards when
identified.
Use personal protective equipment as
required.
Maintain personal protective equipment in good
condition.
Fit and wear personal protective equipment as
required by job exposures.
Inspect personal protective equipment as well as
operating equipment.
Know and use safety methods and processes.
Participate in incident and accident
investigations to help supervisors
determine causes and take
corrective/preventive action.
Be actively involved in identifying accident
causes, including near misses.
Report all accidents, incidents, and
injuries immediately.
No matter how slight, all injuries are reported to
ensure prompt medical treatment and ensure
prompt notification to the workers’
compensation carrier.
Report all incidents, including property damage,
to ensure action is taken to prevent a recurrence
and possible injury.
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Managers/Supervisors
In support of the performance guide outlined below, the City has an obligation to provide training
to the supervisors in each of these areas of performance.
Supervisor
Roles and Responsibilities Measurement
Implement safety communication within
your area of responsibility.
Use a communication system that is readily
understood and attended by all employees.
Announce safety trainings in advance to all
shifts so that the maximum number of
employees can attend.
Obtain feedback on trainings from employees.
Invite senior managers to the safety meetings.
Control the meetings to keep the focus on
safety.
Integrate required safety training and
update/refresher training into safety meetings as
appropriate.
Ensure that all employees are familiar with the
IIPP.
Demonstrate your own personal support for the
safety program to all levels of City employees.
Investigate all incidents and accidents
within your area of responsibility to
determine causes and take
corrective/preventative action.
Establish a climate where employees report near
misses and accidents without fear of reprisal.
Complete incident investigations.
Complete accident investigations.
Respond immediately to accidents and “near
misses.”
Conduct documented and regularly
scheduled safety inspections within your
area of responsibility
Conduct documented and scheduled safety
inspections.
Set the hazard correction schedule based on the
operations involved, the magnitude and nature
of the hazards found, and the history of injuries.
Reinforce positive employee behavior by
responding to and addressing employee-
identified hazards.
Look for unsafe acts and procedures as well as
unsafe conditions.
Inspect personal protective equipment as well as
operating equipment.
Address hazards as soon as they are identified.
Provide interim protection while hazard
correction is progressing.
Follow up and review documentation to ensure
corrective action is taken.
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Department Head
The role of the department head is critical to the success of the City’s safety efforts and the
integration of safety accountability into the culture of the City. The department head’s role includes
ensuring subordinate performance relative to safety activity, ensuring the quality of subordinate
performance relative to safety, and demonstrating a strong personal belief that safety is important in
the management of a City.
Department Head
Roles and Responsibilities Supporting Activities
Ensure supervisory performance of safety-
related activities.
Review and respond to reports such as
accident investigations and facility inspections
from staff, when appropriate.
Participate in inspections when appropriate.
Ensure quality of supervisory performance
of safety-related activities.
Spot check to reinforce performance.
Develop safety-related knowledge and skill to
coach subordinates.
Ensure that supervisory staff has been fully
trained in safety management responsibility.
Demonstrate personal belief that safety is
critically important to you and the City.
Visibly participate in safety programs.
Attend safety training.
Perform one-on-one safety counseling.
Positively reinforce safety-related behavior.
Assess safety climate and set priorities.
Review and respond to safety inspection and
accident investigation reports.
Establish safety planning procedures, as
well as work rules and procedures, for all
operations and exposures within your area
of responsibility.
Establish safe work rules and emergency
procedures for your department.
When new exposures are introduced, new,
written work rules and procedures should be
developed when appropriate.
Review the safety programs to ensure the
required procedures are in place including, but
not limited to:
o Confined space
o Respiratory protection
o Haz-Com
o Lock out/Tag out
o Blood borne pathogens
o Violence in the workplace
o Emergency planning and fire prevention
o Welding and cutting
o Forklift and aerial lift
Develop your own knowledge and skill in
safety and health training relative to your
area of responsibility and ensure that all
employees receive safety training relative
to their work exposure.
As a supervisor, obtain training in the
administration of the safety program including:
o Supervisor’s role in safety program
o Hazards to the employees
o Hazard recognition
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o Safe work practices
o Leading in safe work practices by example
o Accident investigation
o Safety inspection
Train employees in how to do their jobs safely
including:
o Emergency procedures
o Personal responsibility
o Safe work procedures
o Not taking on any job that appears unsafe
o Not using any chemicals until they
understand the toxic properties of the
chemicals and have the knowledge to work
with them safely
o Mechanical safeguards that must be in
place when working
o Reporting unsafe conditions
o Reporting all injuries, no matter how slight
o Personal protective equipment that must
be used and how to fit and maintain the
equipment
Safety training provided:
o To all new employees
o To all employees in a new job
o When new substances or procedures
introduced
o When new hazards are identified
Have safety discussions with employees
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Program Administrator
To integrate the accountability for safety the Program Administrator takes responsibility to
communicate the safety values of the City, ensure the performance of all subordinate employees,
and select visible methods to demonstrate his/her commitment to achieving safety accountability
within the organization. The following is a guide for the City’s top administrator to use.
Program Administrator
Roles and Responsibilities Supporting Activities
Demonstrate a genuine interest in safety-
specific issues to ensure department head
actions.
Review and respond to department reports.
Attend safety meetings periodically.
Review and respond to safety reports when
appropriate.
Integrate safety into the City’s management
staff meetings and utilize input from the Health
and Safety Committee and other safety reports
to follow up and reinforce safety-related actions
among managers.
Demonstrate support for safety programs.
Visibly participate in safety program.
Advocate and champion the enhancement of
the performance management system to include
safety accountability.
Reinforce safety-related behavior among
management staff.
Demonstrate that safety is everyone’s
responsibility.
Visibly demonstrate personal safety
responsibility at all times.
Personally report on safety issues to the City
Council.
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Attachment C
WORKPLACE VIOLENCE PREVENTION POLICY
28
WORKPLACE VIOLENCE PREVENTION POLICY
TABLE OF CONTENTS
Introduction
Types of Perpetrators
Strangers
Clients
Family Members or Acquaintances
Employees
Roles and Responsibilities
Employee Services Agency
Agency and Department Heads
Managers and Supervisors
Employees
Physical Security
Training and Information
WORKPLACE VIOLENCE PREVENTION: A GUIDE FOR EMPLOYEES
Introduction
Protection from Violence
Protection through Planning
Protection through Building Security
Protection from Strangers
Protection from Clients
A Note About Diversity
Domestic Violence
What is Domestic Violence?
If a Co-Worker is Being Abused
If You Are Being Abused
Support for Victims of Domestic Violence
"Stalkers"
Temporary Restraining Orders
If You are a Batterer in a Domestic Violence Situation
Threats of Violence
Reporting Threats
Bomb Threats
Letter Bombs
Threats by Clients
Threats by Employees
Incidents of Violence
Conclusion
Appendix A: Resources
Domestic Violence Contacts
Partial Bibliography
Appendix B: Bomb Threat Instructions and Checklist
Appendix C: Facility Emergency Response Plan
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Introduction
The City of Atascadero is committed to serving a wide range of citizens, some of whom can be
under severe stress and have nowhere else to turn. Providing services to these and other persons can
place City employees in a position of vulnerability to violence or threatening behavior. The City
values its employees and clients and, with this Policy, the Safety Committee affirms its commitment
to providing workplaces and facilities that are free from violence.
Types of Perpetrators
Strangers
To help protect employees from violent strangers in the community, the City will provide crime
prevention information to employees and will address security issues involving worksites and
facilities.
Clients
Employees in many departments deal with clients who are distressed and who may make threats or
commit acts of violence. The City will provide support and guidance to employees so that threats of
violence can be recognized and prudently addressed, and so that acts of violence can be prevented if
possible.
Client violence may be difficult to control, and employee exposure to such violence may be a result
of working with special client populations. The handling of some client violence situations may
properly be the primary function of local law enforcement agencies. As a matter of policy, the City
of Atascadero will not tolerate violent acts or threats of violence by clients or other members of the
public towards employees.
Family Members or Acquaintances
If the workplace is affected by a violent act or threat of violence by an employee's family member or
acquaintance, the City will provide support and guidance for the victim and his or her co-workers.
Employees
The City of Atascadero will not tolerate violent acts or threats of violence (either verbal or implied)
by employees. In such cases, the City endorses immediate and definitive use of the disciplinary
process up to and including discharge from City employment, consistent with ensuring the safety of
co-workers. Criminal prosecution will be pursued as appropriate. The City also advocates a
preventive approach whereby merit system rules and regulations are fairly and consistently
administered, and where troubled employees receive guidance and, if necessary, professional help.
Roles and Responsibilities
The City Manager shall ensure that this Policy is fully implemented and adapted to unique needs at
the agency / department level, and that the City organization maintains an effective support
structure for responding to acts and threats of workplace violence.
The City Manager's Office will include the Policy as part of the City's written Injury and Illness
Prevention Program.
30
Safety Committee
The Safety Committee has overall responsibility for maintaining this Policy and for identifying
resources that agencies and departments can use in developing their training plans and violence
prevention measures including the Employee Assistance Program, and will coordinate post-incident
activities involving employee services and claims management.
Department Heads
Department Heads are responsible for ensuring that this Policy is implemented in their respective
departments and facilities and that the unique needs of their departments are addressed through
procedures and training.
Managers and Supervisors
It is the responsibility of managers and supervisors to make safety their highest concern. When
made aware of a real or perceived threat of violence, management shall conduct a thorough
investigation, provide support for employees, and take specific actions to help prevent acts of
violence. Managers and supervisors shall also provide information and training for employees as
needed.
Employees
Employees should learn to recognize and respond to behaviors by potential perpetrators that may
indicate a risk of violence. Employees shall also place safety as the highest concern, and shall report
all acts of violence and threats of violence.
Physical Security
Since the City is a public organization that wishes to remain accessible to its clients to the fullest
extent possible, it is not the City's intent to implement a widespread "fortification" of its facilities.
The City prefers to train its employees to be the primary means of reducing workplace violence.
However, certain facilities, due to the nature of the service provided, may need barriers, cameras,
better locks, and the like. Where such structures are necessary, they should be constructed in the
least obtrusive way feasible.
Training and Information
Although acts of workplace violence cannot be precisely predicted, knowledge of how to respond to
perpetrators can help City employees minimize the risk of violence or injury. The City will provide
designated employees with training that will help employees take appropriate precautions and
respond wisely when confronted with a potentially violent individual. The City will structure this
training to meet the unique needs of each department and facility.
Since the vast majority of violent acts perpetrated by employees and employee family members are
preceded by a number of behaviors that signal an escalating situation, the City will provide
employees with written materials that will help them recognize the warning signs of violence, and
will recommend professional consultation or initiate intervention measure before a violent act
occurs.
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WORKPLACE VIOLENCE PREVENTION:
A GUIDE FOR EMPLOYEES
Introduction
Workplace violence is a concern of many Atascadero City employees. Although workplace violence
is not a crisis or an epidemic (the rate has remained more or less steady for the last fifteen years), it is
important to be prepared. This booklet provides a brief overview of how to deal with threats and
acts of violence involving a stranger, a client, a co-worker or a co-worker's family member or
acquaintance.
Protection from Violence
Protection through Planning
Each facility should add a Workplace Violence Prevention section to its Facility Emergency
Response Plan. The City Manager’s Office will establish:
Liason with other agencies and organizations
Notification of relatives and next of kin in the event of injury or death
Counseling resources
Media relations
Reception desk procedures.
Ask your supervisor about the Plan for your facility.
Protection through Building Security
Since the City's policy is to keep its facilities as accessible as possible to its clients, the City prefers to
not rely on physical security measures as the primary means of preventing workplace violence.
However, there are certain measures that can be taken, and all employees are responsible for
ensuring the physical security of your building. These measures can include:
Providing and maintaining an escape route for all personnel.
Making sure that all non-public entrances are kept closed and locked.
Other facility-related items (exterior lighting, adequately pruned landscaping, buzzers or
silent alarms, and signs).
Installing a central reception area for each facility, with some kind of physical barrier to help
control visitor access.
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It may be necessary at some facilities to go beyond the minor physical measures listed above.
Decisions regarding the installation of such structures as metal detectors, special locks, and
bulletproof glass will be made at the department head level due to the considerable planning and
expense involved. Be aware that such structures, although effective, are not a fail-safe protection
against workplace violence. To be truly effective, any physical security improvements should also be
accompanied by continued awareness and caution on the part of all employees. Ask your supervisor
if you have concerns in any of these areas.
Protection From Strangers
With some types of workplace violence such as armed robbery and assault, the perpetrator is a
stranger. This can be someone who comes to your building (but not as a client) or it could be
someone you encounter while out on City business. To help protect you from this type of crime,
consider the following tips:
Try to have a co-worker with you, especially at night - the "buddy system".
If you have to work late in a City building, move your car to a well-lighted area near the exit
before it gets dark.
Walk in well-lighted areas as much as possible.
Walk confidently and at a steady pace. If you think you are being followed, go to a public
area or building.
Face traffic when you walk and avoid bushes, doorways, and other places where someone
could hide.
If possible, do not carry a purse; but if you do, carry it over your shoulder and wear your
coat over it to conceal it, or hold it in front of you without the strap on your shoulder or
neck, folding your arms over it like a football player.
Never leave your car with the engine running, and don't leave the keys in the ignition.
If people ask you for directions, politely, but firmly tell them you do not know - and stay
well away from them.
Keep your car doors locked when parked and when driving. Close all windows tightly.
To help avoid being abducted, try not to park next to vans, especially ones with no windows.
As you approach your car, survey the area as you are walking. Have your keys out and ready
to use. (You can also use them to defend yourself.) Before you unlock the door, check under
the car and in the back seat.
If your car breaks down, open the hood and tie a whit flag to the antenna or display a "Call
Police" sign. Stay in the locked car and if people approach, open your window just a crack
and ask them to call for help. Do not open your car door.
Discuss any concerns about work practices (such as cash handling), building security, etc.,
with your supervisor. The Police Department (APD) (461-5051) can give you specific advice.
Ask your supervisor if your facility has received a security inspection by the APD. If not, he
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or she can request one. Safety committee members may be able to help with issues such as
building improvements to improve physical security.
Protection from Clients
Many City clients are under a great deal of stress, and may be frustrated or angry before they even
walk in your door or meet with you in the field. A respectful greeting, a smile, and a listening ear can
help calm an inflamed temper. It is always best to use the lowest level of response when dealing with
an angry client. For example, avoid raising your voice if they raise theirs. Make an extra effort to
understand and be understood. If the person seems distracted, restate the problem to focus his or
her mind on the issue at hand.
Stay calm, and try to keep the situation from escalating by expressing empathy for the client's
feelings. Don't argue; ask what you can do to help. Restate the client's position to make sure he or
she knows you understand the issue. You may want to momentarily distract the client by changing
the subject. If you are not successful and have to take other action (such as summoning help by
using a phone, an intercom, or a button that sounds a buzzer), do so calmly and quietly.
It is unlikely that you will be able to address the major stresses in the client's life, and you may not be
able to do much about the issue that may be causing frustration. In other words, there are some
clients for whom no amount of gracious treatment will work. But even if the client does not calm
down, there can be a great difference between a client who is merely frustrated and one who
becomes violent or resorts to threats of violence. The key is to try to recognize when a client is
going to become violent.
There are certain danger signs that may precede a violent act. Observe the client's body language,
facial expressions and tone of voice to see if he or she is getting more and more agitated. Clenched
fists, a flushed face, or a tense posture are signals to be careful. In such situations, think of how to
protect yourself. Try to keep a desk or other barrier between you and the client, and make sure that
the client does not block your escape route. If the client is directly in front of you, step back so that
you are out of striking range.
If you sense that a client is going to commit a violent act any second, don't hesitate to leave immediately. Find an
excuse to leave the area, or if necessary, just leave - then get help, from co-workers, Supervisors, or
someone else, depending on the situation. Don't hesitate to call the police at 911 (or 9-911) if
necessary. It is better to disrupt a work site than to be injured.
A Note About Diversity
If your work involves clients who are unfamiliar with American customs of greeting and speech, you
should be aware that cultures vary in terms of what kinds of body language, eye contact, and verbal
expressions are socially acceptable. For example, some people don't like you to gesture broadly with
your arms while talking. Eye contact between a man and a woman can carry different connotations
to certain cultures.
You may also find yourself trying to help someone who struggles with English. Slow your speech
down - perhaps way down - and pronounce all consonants clearly; try using alternate or simpler
wording. Refrain from raising your voice and avoid using slang, jargon, or idioms.
34
Domestic Violence
What Is Domestic Violence?
Domestic violence is where a person in a domestic relationship is abused by the other person in that
relationship. This abuse may be physical, but it can also be verbal, emotional, or sexual. The abuser
often seeks to exert power or to isolate and control the victim by cutting off finances, friendships,
and other means of support. Domestic violence can involve persons in a variety of relationships:
Spouse or former spouse.
Live-in partner or former partner.
Dating, former dating or engagement relationship.
A person with whom the victim has had a child.
An elderly person who is abused by a grown child or other care giver.
Because women are six times more likely than men to be injured by domestic violence, this Guide
uses feminine pronouns when referring to domestic violence. However, a victim can also be a male.
If a Co-Worker is Being Abused
If you have reason to believe one of your co-workers may be experiencing domestic violence that is
impacting your workplace, discuss your concerns with your supervisor. You might also refer your
co-worker to the list of resources at the back of this Guide.
If You Are Being Abused
If you are involved in an abusive relationship that is affecting your work or if you are concerned that
a perpetrator may come to the workplace with a violent intent, tell your supervisor or talk to one of
the resources listed in Appendix A at the back of this Guide. If you feel uncomfortable doing so,
take some time to think about barriers to communication that may be affecting you.
Be honest. You do not have to disclose any details that you don't want to, but it will help your
supervisor if you honestly discuss how the situation has been affecting you at work. You should
especially let your supervisor know if you are afraid that the perpetrator may come to the workplace
and harm you or one of your co-workers.
Keep in mind that your supervisor may need to disclose some information if the safety of the
workplace is a concern.
Support for Victims of Domestic Violence
In addition to the support the City will be able to provide you with while at work, you will need
support off the job. You may want to call one of the resources listed in Appendix A at the back of
this Guide. The resources listed under "Shelters" may be particularly helpful since they have trained
staff members who can provide emotional support as well as logistical support.
The Employee Assistance Program (EAP) is a third party counseling program that is unaffiliated
with the City, and has a completely confidential counseling program for batterers. The EAP contact
35
information can be found in the City’s current group insurance provider information, or you may
contact the personnel office for the information. Your health care provider may also be able to help.
"Stalkers"
Stalking occurs when a perpetrator "willfully, maliciously, and repeatedly follows or harasses another
person and makes a credible threat with the intent to place that person in reasonable fear for his or
her safety". Stalking goes beyond mere harassment in that threats of violence are involved. A stalker
will usually focus ("fixate" might be a better word) on a particular individual with whom he has had
a real or imagined relationship. A stalker can be an abusive husband pursuing his wife or an
anonymous admirer pursuing a fantasy. Stalking is now illegal in California.
If stalkers encounter a strong boundary at the victim's workplace, they may be deterred. If you are
concerned that someone may stalk you at work, tell your supervisor immediately.
The best way to prevent stalking is to not let a relationship, even a casual one, develop or continue
any farther than you want it to. Since stalkers have never learned to take "no" for an answer, you
must be clear and firm. When declining an unwanted invitation, make sure your answer cannot be
interpreted in any way to mean "maybe". Don't give a reason or an excuse - that can only provide a
challenge in the mind of the initiator - and don't waver: say simply and firmly, "I'm absolutely not
interested in a relationship with you." If the person does not accept your firm refusal, take the
situation seriously and consult one of the resources listed at the back of this booklet. If the person is
a co-worker, the City's sexual harassment policy may be of help to you.
Temporary Restraining Orders
California law permits an employer to obtain a temporary restraining order against a perpetrator
(including a perpetrator who is also an employee) who is threatening or stalking an employee, elected
official, volunteer, or independent contractor.
If you find yourself in urgent need of protection at any time of the day or night - whether or not the
courts are open - you can request an Emergency Protective Order (very short-term) from the law
enforcement agency responding to the incident. Call the police department of the city where the
incident occurred.
Restraining Orders, whether obtained by you or your employer, can be of value.
But experience has shown that these Orders often do not prevent further stalking; instead, they can
trigger a violation of the terms of the Order - or a violent act. Restraining Orders should therefore
be used with extreme caution, and only after thorough consultation with threat assessment experts
and knowledgeable legal counsel.
If You are a Batterer in a Domestic Violence Situation
If you are an abuser in a domestic violence situation, you should be aware that the Employee
Assistance Program (EAP) is a third party counseling program that is unaffiliated with the City, and
has a completely confidential counseling program for batterers. The EAP contact information can
be found in the City’s current group insurance provider information, or you may contact the
personnel office for the contact information. Remember that since City policy prohibits threats by
City employees, the use of City time, telephones, or other City resources to convey threatening
messages will be dealt with through the progressive discipline process. Since domestic violence is
illegal, perpetrators can be subject to arrest and prosecution - and separation from City service.
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Threats of Violence
Reporting Threats
Threats of violence take many forms. They can be verbal, written, or implied (such as through the
use of symbols, objects, or mutilated animals). If you are the subject of a threat of violence at work
or if you observe threatening behavior, it is important to document your concerns and report them
to your supervisor immediately. As threat assessment expert Dr. Park Dietz said, "You wait at your
peril." Be prepared to provide your supervisor with details, including who made the treat (if known),
and how and when the threat was made. Save all evidence of threats, including voice and E-mail
messages, notes, and letters.
If, after discussions with your supervisor, you wish to convey your concerns to someone else, report
the problem up your department's chain of command. You or your supervisor may not be sure if the
threat should be taken seriously. When in doubt, refrain from making hasty judgments, since
competent threat assessment requires extensive professional training and experience.
Bomb Threats
Bomb threats are a unique kind of threat because the stakes are so high. The two most common
reasons for bomb threats are:
The caller knows about a bomb and wants to minimize injury or property damage. (The
caller may be the bomber or someone else who has information about the bomb.)
The caller wants to create an atmosphere of anxiety and panic in order to disrupt normal
operations at a City facility.
Most bomb threats are made by phone. Any employee who receives calls directly could receive a
bomb threat. A copy of the Bomb Threat Checklist is located in the back of this policy and can be
kept under your phone.
The decision to evacuate will be made by the supervisors based on the amount of information
available. All threats will be considered legitimate.
Pay attention to specific evacuation directions.
Leave doors and windows open to let the blast wave escape.
Take your brief case, purse, lunch bag, etc. with you to minimize the search.
The Supervisors will work with police to keep anyone from re-entering the building.
Refer to your facility's Emergency Plan.
The search, if required, needs to be done by authorized personnel who are familiar with the facility.
Staff may be called upon as needed.
Check your immediate work area and report any suspicious objects to the supervisor or
authorized personnel.
Do not touch any suspicious object - leave removal and disposal for the Bomb Squad.
Use normal phones for communication - radios or cellular phones can detonate a bomb.
37
Letter Bombs
Letter bombs vary in size and shape, and are usually addressed and booby-trapped to reach a specific
target.
Be alert for unusual markings:
Foreign mail or special delivery.
Excessive postage.
Handwritten or poorly typed address.
Addressed to a title only, or the wrong title with a name.
Unknown or no return address.
Misspellings of common words.
Restrictive markings, such as "personal".
Watch for strange packaging:
Excessive or lopsided weight.
Rigid, uneven, or sloppy envelope.
Protruding wires or foil.
Oil or grease stains; strange odor.
Excessive tape or string.
If you suspect that a package may be a bomb, do not try to open it. Isolate it, keep everyone back at
least 25 feet, open doors and windows, and call 911 (or 9-911).
Threats by Clients
In addition to the irate client in the encounter described above, you may receive a threatening letter
or phone call from a client. Such threats may arise from a client's frustration with government in
general, or with a function of City government in particular, such as the collection of taxes. It may
also have arisen from a specific action, such as a denial of a request or claim. If you receive such a
threat, save any evidence (such as voice mail messages) and report the threat immediately to your
supervisor.
Threats by Employees
There can be times when a troubled employee becomes a troubling employee. This usually begins when
a pattern of behavior escalates to the point where co-workers are afraid of an employee, or it can be
a crisis that ultimately leads to a violent act. However, people rarely commit a violent act "out of the
blue", and people don't "just snap". A violent act is almost always preceded by a number of warning
signs or changes in behavior. Since these changes can be subtle, it is important to observe behavior
carefully. Some of these warning signs are listed below.
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Use caution when reading this list - it is not intended as an evaluation tool for you to assess the
stability of an employee, since a display of one or more of these signs does not necessarily mean that
a person will become violent. This list is simply a summary of the kinds of behaviors displayed by
individuals who have at times committed violent acts. The purpose of this list is to heighten your
awareness and to help you to determine if you have a cause for concern. Consider these behaviors as
a whole, and don't focus on one isolated act.
Veiled or open threats of violence, e.g., predicting "bad things are going to happen",
especially threats that are detailed or appear to be well planned.
A history of discipline or litigation; reacting poorly to discipline or performance evaluations.
Irritability, belligerence, hostility.
Excessive focus on guns, police or the military; subscription to paramilitary magazines such
as "Soldier of Fortune" or boasting of weapons collections.
Changes in behavior, such as a deterioration of work performance or in increase in
concentration problems; becoming inappropriately withdrawn, increasingly angry, or
agitated, or out of touch with reality. This may also signal a substance abuse problem.
A resumption or escalation of drug and / or alcohol abuse.
Reacting with great stress to workplace events such as layoffs, discharges, demotions,
reorganizations, labor disputes, or to personal / family problems such as divorce,
bankruptcy, etc.
Blaming others; inability to accept responsibility. Holding a grudge, especially against a
supervisor, or a co-worker who is alleged to have received some "favor" such as a
promotion at the perpetrator's expense.
Depression.
Paranoia - indicated by statements that everyone is against him or her, or by panicking
easily.
An increased propensity to push the limits of normal conduct, with disregard to the
safety of self or co-workers.
Crossing a co-worker's or supervisors physical boundaries ("getting in their face"),
physical posturing or aggressiveness, stalking, excessive phone calls, etc.
A known personal history of violent, reckless, or anti-social behavior.
References to or identification with mass murderer and infamous incidents of workplace
violence, such as Post Office shootings. Having a fascination with recent incidents of
workplace violence, and expressing approval of the use of violence under similar
circumstances.
An obsessive involvement with the job, which becomes the sole source of identity.
A "loner", with little or no involvement with co-workers.
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A combination of the use of stimulants, paranoid behavior, and the purchase of weapons
can be a particularly risky combination.
The "bottom line" is: Does this person make you or your co-workers uncomfortable or afraid? If
you observe an employee displaying these behaviors in a way that frightens you or your co-workers,
tell your supervisor immediately. The information you provide will be handled discreetly and will not
be shared with anyone who does not have a legitimate need to know.
Incidents of Violence
If an actual incident of violence occurs in your workplace, how well you and your co-workers
respond will depend largely on how well you have prepared. Each incident is different and each
response will be different. However, some common actions to take are:
Call 911 (or 9-911) immediately. If you can't speak freely, just calling and leaving the receiver
off the hook may allow a dispatcher to hear noises that will clarify the nature of the incident.
Remember to use your panic button if one is installed. If you don't have access to a panic
button, you may be able to use the phone or an intercom system to alert co-workers.
Give the perpetrator what he or she wants. Don't try to be a hero by denying a request for
such items as money, keys, documents, or equipment. These can be replaced, lives cannot.
Flee if you can. If you can't, try to find a hiding place.
Cooperate fully with police officers on the scene. These are the professionals who know
how to handle such situations and may be acting on information that you do not have.
If you witness an act of workplace violence that does not directly involve you, your actions
will depend on your assessment of the situation and your judgment. In some cases, your
involvement may help a co-worker; other times it may be better to simply slip quietly away
and call 911 (or 9-911).
As soon as you can do so, write down all the details of the incident, including who, what, when,
how, and where. Give this information to your supervisor.
Conclusion
Hopefully, you will never be involved in an incident of workplace violence. But due to the types of
services the City provides, and the violent nature of modern society, it is important to understand
how to help prevent, prepare for, and respond to such incidents. This booklet has provided a
starting point for such an understanding, but you should now work with your supervisor and others
in your department to fully address specific training and preparedness needs.
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Appendix A: Resources
Domestic Violence Contacts:
Domestic Violence Resources:
o Women’s Shelter (1-800-549-8989)
o Victim/Witness Protection (1-805-781-5821) or toll free (1-866-781-5821)
o Mental Health Department (805-781-4700)
o Employee Assistance Program (1-888-209-7840)
o SLO County District Attorney’s Office (805-781-5800)
o Child Welfare Services (805-781-1700)
o Adult Protective Services (805-781-1790)
Legal Advice:
o Legal Aid (805-544-7994)
o Toll Free (800-200-0982)
Domestic Violence Websites:
o U.S. Dept of Labor: www.dol.gov
o Federal Occupational Safety and Health Administration: www.osha.gov
o Long Island Coalition for Workplace Violence Awareness and Prevention Fact Sheet
and Model Program: www.osha-
slc.gov/workplace_violence/rkplaceViolence.Part1.html
o Family Violence Prevention Fund – Workplace Impact of Domestic Violence:
www.igc.appc.org/fund/the_facts/labor.html
Partial Bibliography
If you need help right now:
o DeBecker, Gavin. The Gift of Fear. Boston, Little, Brown & Co., 1997. Survival
signals that protect us from violence.
o Gross, Linden. To Have or To Harm. New York, Warner Books, Inc. 1994. Stories of
stalkers and what to do about stalking.
o Kinney, Joseph A. Breaking Point. Chicago, National Safe Workplace Institute 1993.
A guide for what to do about workplace violence.
o Wheeler, Eugene D. Violence in Our Schools, Hospitals, and Public Places: A
Prevention and Management Guide. Ventura CA, Pathfinder Publishing, 1994.
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o Littler, Mendelson, et al. Terror and Violence in the Workplace. Self-Published 1994.
Extensive coverage of legal issues.
If you need general information:
o Abbot, Linda. Violence in the Workplace. San Jose CA, San Jose State University
1994, Seminar support material.
o Baron, S. Anthony. Violence in the Workplace: A Prevention and Management
Guide for Business. Ventura, CA. Pathfinder Publishing 1993.
o FBI Bomb Data Center: General Information Bulletin 83-4: Minimizing the Threat
from Postal Bombs. Washington, D.C., U.S. Dept of Justice.
o Lemon, Nancy. Domestic Violence Law - A Comprehensive Overview of Cases and
Sources. Austin & Winfield (to order call (800) 99-AUSTIN).
o Oregon / OSHA: Guidelines for Preventing Violence in the Workplace. Salem, OR.
o Steinman, Michael, editor: Woman Battering: Policy Responses. Cincinnati OH,
Anderson Publishing Company.
o U.S. Department of Agriculture: Departmental Administration; Human Resources
Management: Domestic Violence Awareness Handbook.
o U.S. Public Health Service, Region IX: The Prevention of Workplace Violence. San
Francisco, Self-published 1994. Conference proceedings.
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Appendix B – Bomb Threat Instructions
CITY OF ATASCADERO
BOMB THREAT INSTRUCTIONS
Remain Calm. The most important thing to remember is to get as much information as possible
from the caller. This information will include the location and time the bomb is intended to go off.
Please take note of the manner of speech, background noise, exact words used by the caller, etc.
Call 911 first, and then tell the highest-ranking person in the building. It will be that person’s
responsibility whether or not to evacuate the building. Keep in mind that if the Annex is evacuated,
we also have the responsibility to notify the adjoining businesses of the threat.
Legitimate bomb plants are very rare but the Police Department will use the same precautions for
each situation. By keeping calm and going about notifications and evacuations logically and
methodically, this will insure that everyone is accounted for and that all safety precautions are
addressed.
IMPORTANT: Refrain from using cell phones or portable radios in the building if a bomb
threat is received. Anything that transmits is a potential trigger for a device.
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BOMB THREAT CHECKLIST
Date:___________________
Exact time of call:
Exact words of caller:
QUESTIONS TO ASK:
1. When is the bomb going to explode?
2. Where is the bomb?
3. What does it look like?
4. What kind of bomb is it?
5. What will cause it to explode?
6. Did you place the bomb?
7. Why?
8. From where are you calling?
9. What is your address?
10. What is your name?
CALLER’S VOICE (circle):
Calm Slow Crying Slurred Stutter
Loud Broken Giggling Accent Sincere
Squeaky Angry Rapid Lisp Deep
Normal Disguised Excited Nasal Stressed
If voice is familiar, whom did it sound like?
Were there any background noises?
Remarks:
Person receiving call:
Telephone number call received at:
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Appendix C: Facility Emergency Response Plan
APPENDIX C: FACILITY EMERGENCY RESPONSE PLAN
BUILDING EVACUATION – City Hall
1. Each employee should be aware of all marked exits from work area and building.
2. When evacuating the building, leave by walking quickly to the nearest marked exit and ask
others to do the same. DO NOT RUN.
3. Assist the public in exiting the building. DO NOT USE ELEVATOR.
4. Once outside of City Hall, proceed to the Fountain in the Sunken Gardens. Keep clear of
emergency vehicles.
5. If you are at another city operated location, proceed to the pre-approved meeting area.
6. The most senior person present (Department Head, Deputy Director, Supervisor, etc.) will,
to the best of his/her ability and without reentering the building, determine that everyone
has evacuated safely.
7. Do not return to the building until told to do so by police and fire personnel. Do not use
elevator.
FIRE
A. If a fire or other emergency is identified within your office and to large to contain:
1. Pull the nearest fire alarm immediately.
2. Move to a phone away from any fire or smoke danger.
3. Call 911 - advise the operator that there is a fire of (approximate) size, give your
building/office location as well as the location of the fire.
4. Evacuate the building.
5. If smoke is present in the building, be sure to stay low below the smoke.
6. Close all windows and doors, but do not lock, as you leave.
B. If the fire is trash can size or smaller and contained (not spreading):
1. Call and ask the closest office neighbor to retrieve the nearest charged fire
extinguisher. Call the Fire Department. DO NOT LEAVE THE FIRE
UNATTENDED. If you have been properly trained in extinguisher use, attempt to
extinguish the fire. If you have not been properly trained, have a trained individual
attempt extinguishment. If its size grows beyond containment, follow procedure A3
above to call the Fire Department after evacuating.
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2. PULL pin from the extinguisher and hold the extinguisher 4 to 6 feet from fire.
AIM, SQUEEZE, and SWEEP (PASS) the extinguisher hose back and forth until
spray puts fire completely out, with no smoke left, or until the extinguisher is
emptied.
3. If the fire is not out after full use of the extinguisher, follow A3 and
evacuate.
4. If a hazardous material emergency arises instead of or in addition to a fire:
a. Call the Fire Department as in A3 above. Also request additional support
personnel and hazardous waste service from the Office of Environmental
Health and Safety by calling 911.
C. For fire outside your office:
1. Notify the Fire Department as in A3 above.
2. If a door stands between you and the fire, feel the door – IF IT IS HOT, DO NOT
OPEN IT!
a. Call the Fire Department again, and tell them your situation.
b. Place material along the bottom of your door to keep out the smoke.
c. RETREAT – Close as many doors between you and the fire as possible.
d. If outside window is available, open it or break it and hang a light colored
material out to attract attention.
3. If the door is not hot, open it cautiously, stand behind the door and prepare
to close it fast.
a. Walk to the closest safe stairway or exit
b. DO NOT use elevators!
c. Activate the fire alarm.
d. Follow evacuation procedures.
EXPLOSIONS OR OTHER VIOLENT ACCIDENTS
1. Immediately take cover under tables, desks and other objects, which will give protection
against glass or debris.
2. After effects of explosion have subsided, call 911. Give your name; describe the nature and
location of the emergency.
3. Follow Building Evacuation Procedures above. Be aware of structural damage. Stay away
from glass doors and windows. Do not touch or move any suspicious objects.
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EARTHQUAKES
1. Seek refuge in a doorway or under a desk or table. Stay away from glass windows, shelves
and anything else that might fall.
2. Avoid leaving the building during the actual earthquake.
3. After initial shock, evaluate the situation and if emergency help is necessary, call 911. Protect
yourself at all times and be prepared for aftershocks.
4. Coordinate with emergency personnel and follow directions.
5. Evacuate following Building Evacuation Procedures above.
BOMB THREAT OR SERIOUS UTILITY FAILURE
1. If you receive a bomb threat, notify your supervisor and call 911 immediately. Do not touch
any foreign objects. Advise police of any suspicious circumstances.
2. In case of serious malfunction or any bomb threat, evacuate the building quickly following
Building Evacuation Procedure above.
HAZARDOUS MATERIALS
1. Be Cautious! Treat materials as hazardous until identified as not.
2. Evacuate building following Building Evacuation Procedures above.
3. When outside, isolate and deny entry to building except for emergency personnel.
4. Call 911.
5. Do not touch, ingest or inhale unknown released material. Notify emergency personnel
6. Eliminate all ignition sources near incident.
EXTINGUISHER GUIDELINES
1. A fire extinguisher shall be provided for each 3,000 sq. feet of floor area, or fraction thereof.
Travel distance from any point of the protected area to the nearest fire extinguisher shall not
exceed 75 feet.
2. Never re-hang an extinguisher once it has been discharged (even if it is only used for a few
seconds). Have it recharged.
3. Always maintain an area of three (3) feet clearance around all fire protection equipment.
Forms
Accident/Incident Report
Confidential Hazard Reporting Form
C I T Y O F A T A S C A D E R O
Anonymous and Confidential Hazardous
Conditions Reporting Form
This form is to be used by City employees to report unsafe conditions. It is for the use of all employees and supervisors and is not limited to the immediate work area. You are not required to give your name, department or phone number. All information received will be kept confidential.
Date: ________ / _________ / ________ Time of Day: ______________ a.m. or p.m.
Location of Unsafe Condition:
Existing Condition Which You Consider Unsafe:
Has This Been Reported to Anyone?
Other/Comments:
Name (Optional): _________________________ Phone No. (Optional)_________________
Department (Optional):_________________________________________________________
Place this form in a sealed envelope. You can turn this form in one of the
following ways:
• Give to any Safety Committee member.
• Drop off at City Hall Central Reception
• E-Mail to
• Mail: Attn: Safety Committee, City of Atascadero, 6500 Palma Avenue,
Atascadero CA 93422
C I T Y O F A T A S C A D E R O
Employee Safety Suggestion Form
This form is to be used by City employees to give any suggestions which in their opinion, would be of value and benefit to City operations, not solely related to safety but to any area where improvements can be made:
Date:________ / _________ / _______
Please give a thorough description of your suggestion:
Other/Comments:
Name (Optional): _________________________ Phone No. (Optional)_________________
Department (Optional):_________________________________________________________
You can turn this form in one of the following ways:
• Give to any Supervisor or Department Head
• Drop off at City Hall Central Reception
• E-Mail to the City Manager’s office, c/o Lisa Cava: lcava@atascadero.org
• Mail: Attn: City Manager’s Office, City of Atascadero, 6500 Palma Avenue,
Atascadero CA 93422
Implementation may include the following activities: working with employees and supervisors to
determine which employee(s), or class(es) of employees are the focus of this program, evaluating
employee workstations and work activities, making recommendations for minimizing ergonomic
risk factors, and providing training and information to employees.
Maintenance of this program may include conducting periodic ot special evaluations of employee
work areas, reviewing workers’ compensation claims data an dinjury and illness records to identify
trends related to MSD’s, disseminationg new or useful information to employees, communicating
with the City Manager and employee supervisors on the status of the program, and responding to
employee questions or requests.
Managers and Supervisors
Managers and supervisors are responsible for the implementation of this program in their working
area and for working with their staff to evaluate the applicability of this program. In addition,
managers and supervisors are responsible for communicating with the Program Administrator
when an ergonomic risk factor is decected or if an employee believes he or she is experiencing
symptoms of a MSD.
Employees
Employees are responsible for notifying their supervisor or the Program Administrator as soon as a
sign or symptom of a MSD is detected or if an ergonomic risk factor is identified. Employees are
expected to follow the guidelines and recommendations provided by the Program Administrator or
other designated person including healthcare providers to prevent and control MSD’s
IMPORTANCE OF EARLY REPORTING
(Includes symptoms and consequences associted with RMI’s, medical management and
reporting protocols)
The symptoms associated with MSD’s may include:
Pain from movement, pressure, or from exposure to cold or vibrations
Change in skin color from exposure to cold or vibration
Numbness or tingling in the arm, leg, finger, and especially the fingertips at night
Decreased range of motion in the joints
Decreased grip strength
Swelling of a joint or part of the arm, hand, finger or leg
Fatigue or difficulty in sustaining performance, particularly of the small muscle
group
Early intervention is vitally important to successfully treating an MSD. City employees who
experience any of the symptoms listed above should immediately report their symptoms to their
supervisor and seek medical attention utilizing the City’s currently designated occupational health
provider.