Safety audit - Regional District of Okanagan-Similkameen

7/27/2019 Safety audit - Regional District of Okanagan-Similkameen

1/105

Audit Completion Date: Tuesday, April 30, 2013

Regional District ofOkanagan-Similkameen


2/105

Table of Contents

Executive Report

Company & Audit Details 3

Auditor Information 4

Justification Information 5

Executive Summary 7

Company Profile 11

Audit Report

Audit Results 12

Audit Scoring Summary 87

Return To Work Scoring Summary 88

Pre Audit Meeting Notes 89

Organizational Chart 90

Facility Tour Notes 91

Appendices

Post Audit Meeting Notes 92

Conclusion 93

28 May 2013

Regional District of Okanagan-Similkameen

Page 2 of 93


3/105

Legal Name:

Trade Name:

Address:

City:

Province:

Postal Code:

Regional District of

Okanagan-Similkameen

101 Martin St

Penticton

British Columbia

V2A 5J9

Phone #:

Fax #:

(250) 492-0237

Company Details

Contact Details

First Name: Dianne

PearceLast Name:

Email: [email protected]

Audit Purpose:

Start Date:

Completion Date:

Submission Date:

Renewal

Monday, April 22, 2013

Tuesday, April 30, 2013

Monday, May 27, 2013

Audit Details

Certificate of Recognition#: 1125940820100713HL

WorksafeBC Account Information:

Auditor Role: External C.O.R. Expiry: Wednesday, December 05,2012

Total Facilities: 5

Facilities Audited: 5

112594-AQ

Work DescriptionClassification UnitAccount Number

Local government and related operations753004

28 May 2013


Page 3 of 93


4/105

First Name:

Last Name:

Address:

City/Town:

Province:

Postal Code:

Company:

Phone Number:

Email:

Certification Number:

Dean

Sinclair

1959 Arnica St

Kamloops

British Columbia

V1S 1X8

DCS Consulting Ltd.

(250) 819-4942

[email protected]

004

Auditor Information

Team Audit?: No

Fax Number:

Audit Team Details:

Comments:

28 May 2013


Page 4 of 93


5/105

Justification Information

Total Employees Total Interviewed

Minimum Required Interviews

220 45

44

Site Summary

Site-Operations

Visited Managers Supervisors Workers New/Youngemployee

JHSCmember

Emergency

CAO / Finance / HR /

IS

Yes 5 1 15 1 4 0

DevelopmentServices

Yes 1 1 14 0 1 0

Public Works Yes 1 3 23 0 4 0

Community Services

(incl. Parks/Rec)

Yes 1 6 19 3 1 1

VFD Yes 0 4 126 3 0 126

Total 8 15 197 7 10 127

Interview Summary

Site Managers Supervisors Workers New/Youngemployee

JHSC member Emergency

CAO / Finance / HR /IS

3 1 4 1 2 3

DevelopmentServices

1 1 6 0 1 2

Public Works 1 3 5 1 3 5

Community Services(incl. Parks/Rec)

1 5 2 2 0 4

VFD 2 2 8 0 1 5

Total: 8 12 25 4 7 19Total(%): 100 80 13 57 70 15

Does the company run multiple shifts? No

Are all shifts represented in the interview sampling? Yes

28 May 2013


Page 5 of 93


6/105

Comments

Development services site observations done at Main Office. Department is office based, butinspectors do go into field. No field sites checked.

Is interview sampling representative of all departments? Yes

28 May 2013


Page 6 of 93


7/105

Executive Summary

EXECUTIVE SUMMARYThisisaBCMunicipalSafetyAssociationCertificateofRecognition(COR)certificationauditfortheRegionalDistrictofOkanaganSimilkameenconductedbyDeanSinclair,RPF,CRSPofDCSConsultingLtd.TheaudittookplaceonsiteApril22-26andApril29-30,2013.TheapplicableWorkSafeBCaccountnumberis112594andtheclassificationunitis753004-LocalGovernmentandRelatedOperations.TheauditdocumentutilizedwastheBCMunicipalSafetyAssociationLargeCompanyElectronicAuditToolandcoveredall8elements:1. OrganizationalCommitment2. ProgramsandProcedures3. HazardIdentification,RiskAssessmentandControl4. Training,EducationandCertification5. Inspections6. InvestigationsofIncidents/Accidents7. ProgramAdministration

8. JointHealthandSafetyCommittee

TheInjuryManagementauditwaswithinthescopeofthiscontractandElement9oftheauditdocumentwasincluded.

TheRegionalDistrictofOkanagan-Similkameen(RDOS)islocatedinsouthernBCandcoversapproximately10,400km2inanareafromManningParktothewest,Peachlandtothenorth,AnarchistMountaintotheeastandtheUnitedStatesbordertothesouth.RDOSisresponsibleformanagingandprovidingavarietyofservicestoapopulationofapproximately55,000,includingeconomicdevelopment,parksandrecreation,emergencyservicesanddevelopmentsuchasconstruction.

UniquetotheRegionalDistrictaretheperipheraloperationsassociatedwithParksandRecreationandVolunteerFireDepartments.TheRDOStakesaveryhands-offapproachtotheseoperationsandisnotdirectlyinvolvedwiththeassociatedemployeeseventhoughtheyareemployedbyRDOS.

TheRegionalDistrictfunds8ParksandRecreationCommissionswhoareresponsibleforicerinks,communityfacilities,playgrounds,poolsandotherrecreationalassets.Aswasthecaseduringthe2010certificationaudit,theRDOSboardappointstherecreationcommissionswhoareresponsiblefortheday-to-dayoperationsofthecommissions,buttheworkforceisemployed(paid)bytheRDOSandnotthecommissions.Astheemployer,theRDOSisresponsibleformanagingthesafetyoftheParksandRecreationCommissionemployees,whichdoesnotcurrentlymeettherequirements.ThenatureofthisrelationshiphasexposedtheRDOSshouldanincidentoccur.

Similarly,thefiredepartmentsalsoactindependentlyintermsofsafetymanagementwithnoguidanceoractiveinvolvementfromRDOS.Neitherofthe2departmentsauditedusedtheRDOSsafetymanagementsystem,bothrelyingonexisting,outofdatesystems.

Arecommendationwasmadeinthe2010certificationaudittodevelopasinglesafetymanagementsystemthatappliedtoallRegionalDistrictoperations,includingperipheraloperations.Action#7fromthe2010CORCertificationauditactionplanstates:

AsinglesafetymanagementsystemshouldbeimplementedacrossalloperationswhereRegionalDistrictemployeework.SafetyProgramsshouldbeconsolidated,userfriendlyandreadilyaccessibletoallemployees.Ataminimum,itshouldincludestatementsaboutsafetyresponsibilities,writtenprocedures,trainingandinstructionofworkers,hazardidentificationandcontrol,workplaceinspections,investigationofincidentsandaccidents,responsibilitiesofthejointHealthandSafetyCommittee,andprogramadministration.UpdatethecurrentRDOSprogramandrollouttoperipheral

28 May 2013


Page 7 of 93


8/105

operations.

ItwasgivenaBPriority,(moderate-tobecompletedwithin4-8months)withtargetimplementationdateofFebruary28,2011.Therewerenoindicationsduringthe2013auditthatanyaspectofthissignificantrecommendationhavebeenconsideredorimplemented.

TheRegionalDistrictofOkanaganSimilkameenemploysapproximately220peopleinawidevarietyofoccupationsin8departments.DescriptionsofresponsibilitiesarefromtheRDOSwebsite: Office of the CAO: (CAO~7employees)-TheChiefAdministratorsOfficeisresponsibleforprovideslegislativeandadministrativeservicesandsupporttotheBoards,theircommittees,otherdepartmentsandthepublic. Finance (~8employees)-ThisdepartmentisresponsibleforthepreparationoftheannualoperatingbudgetthatestablishesthetaxrateforeachservicetheRegionalDistrictprovides. Human Resources (1employee)-TheHumanResourcesDepartmentfocusesontheRegionalDistrictsmostvaluableasset-ouremployees.Throughinnovation,communication,collaborationandpartnershipwecanprovideanoutstandingworkforceandworkingenvironment Information Services (IS,~5employees)-Informationservicesstaffprovideawidevarietyofservicesincluding:GISanalysis,maintenanceandupdatesofcomputerapplicationsandnetworkandserversupport. Development Services (DS,~16employees)-ThisdepartmentisresponsibleforplanningforandregulatingdevelopmentintheRegionalDistrict.Servicesincludebylawenforcementandbuildinginspections. Public Works (PW,~27employees)-Thereare2divisionsinpublicworks.EngineeringwhichisresponsibleforprovidingengineeringadvicetotheRDOSboard,andplanning,budgeting,designingandconstructingcapitalinfrastructureprojects.Operationsmanagesthewaterandwastewatertreatmentfacilitiesanddistributionsystems,solidwasteandpestcontrolprograms. Community Services (CS,~156employees)-CSisresponsiblefortheRegionalEmergencyPlanningprogram,includingtheoperationsof7volunteerfiredepartments.CSalsofunds8RDOSappointedRecreationCommissionsandmaintainscommunityassetssuchasicerinks,swimmingpools,fieldsandparks.

Accordingtoauditguidelineseachdepartmentmustbesampled.Forthepurposesoftheaudit,office-

baseddepartmentswithsimilarhazardscanbecombined;however,departmentswithhigherhazards,suchasby-lawenforcement,buildinginspections,surveying,animalcontrol,cantbecombinedandmustbeauditedindependently.Forthepurposesoftheaudit,thefollowingdepartmentswereaudited: CAO+:ThiscombinedthedepartmentsofOfficeoftheCAO,Finance,ISandHR. DS:DevelopmentServices PW: Publicworks.Allpublicworksdivisionswereincluded. CS (including Parks and Recreation):ThisdepartmentincludetheMartinStreetoffice-basedRDSOstaffandtheParksandRecreationemployeesassociatedwiththeRecreationCommissions.TheOKFallsParksandRecreationandKeremeosRecreationcommissionemployeeswereaudited. VFD: AlthoughpartofCommunityServices,thevolunteerfirefightingoperationsatKaledenandNaramataweresplitintotheirowndepartmentasperauditrequirements.

RDOSemployeesfaceamyriadofworkingenvironments,manyofwhichareunderthescrutinyofthetaxpayingpublic.RDOSemployeesattheHeadofficeandRecreationstaffarethetransactionalpublicfaceoftheCityandarebasedattheHeadOfficeonMartinStreetinPentictonandtheRecreationCentres.TheseemployeesdealwiththepublicdirectlyonadailybasisandcouldbeconsideredasthefaceoftheDistrict.

Maintenancecrewsworkinthefieldtomaintaintheinfrastructure,suchasthedrinkingwaterandwastewatersystems,watertreatment,parkandbuildingmaintenance.Theworkingenvironmentoftheseemployeesismostlyoutdoorsandhazardschangefrequentlyastheychangesitesandtasks.Trainingformaintenancecrewsisessentialtoensuretheyhavethetoolsandskillstoensuretheycanworksafelyatalltimes.

28 May 2013


Page 8 of 93


9/105

TheRDOShasacomplexsafetymanagementsysteminplaceconsistingofmanycomponents.TheOccupationalHealthandSafetyManualdocumentiscommontoalldepartments,exceptthefiredepartmentsandprovidestheframeworkforthekeycomponentsofthesafetyprogram.Thesectionsoftheprogramcoverthe8elementsidentifiedintheaudit.SupplementingtheProgramarenumerousgenericSafeWorkProceduresthatprovidebasicoperationalguidelinesforspecifictasks,suchas

confinedspaceentryandoperatingmobileequipment.Bothfiredepartmentsauditwereusingoutdatedpoliciesandproceduresspecifictoeachdepartment.ThepoliciesandoperationalguidelinesarenotconsistentwiththeRDOSprogramandnolongeraccuratelyreflectorrepresentthecurrentsafetymanagementenvironmentandassuchbothdepartmentsscoredpoorlyintheaudit.Despitethepoorscoring,itshouldbenotedtheKaledenVFDisverywellrunoperationally.TheNaramatadepartmenthassignificantoperationalmanagementissuesandmustbeaddressedimmediatelytobringituptostandard.Currently,thedepartmentisatsignificantriskifaseriousincidentinvolvinganRDOSemployeeoccurred.

SupportingtheentiresystemandvastamountofdocumentationistheRDOSnetworkandIntranetsite.ThecommondocumentsareavailabledirectlyfromtheHealthandSafetysectionoftheintranet.Departmentaldocumentsareavailableonthevarioussharednetworkdrives,buttheredidnotappeartobeastandarddirectorystructureinuseandsomepeoplehadminordifficultyfindinginformationwhenrequested.Theperipheraloperationsmaintaineddocumentationmostlyinhardcopyandtheintranetandnetworkresourceswerenotutilizedtothepotential.

Asperauditrequirements,arepresentativesampleofinterviewswithmanagers(8),supervisors(12)andworkers(25)wereconducted.Inall,25of220employeeswereselectedandinterviewedbasedonlengthofserviceandjob(s)performed.Documentationreviewsandobservationswerealsoconductedtoverifyinformationrequiredintheauditdocument.Auditprotocolrequiresobservationstobeconductedat33%ofnormal,activesites,withthesitesauditedbeingchangedeachyearsothatoverthe3yearauditcycle,allsitesarevisited.Intheinformationprovided,20siteswereidentified.Forthisaudit,7siteswerevisited:

RDOSHeadOfficeonMartinStreetCampbellLandfillNaramataWaterOfficeandNaramataWaterTreatmentPlant

OKFallsParksandRecreationKeremeosRecreationCentreKaledenVolunteerFireDepartmentNaramataVolunteerFireDepartment

Therequirementstopasstheauditareforanoverallscoreofeightypercent(80%)orbetterandnotlessthanfiftypercent(50%)inanyoftheElements.Scoringonthedifferentelementsrangedfromalowof18%onElement7-ProgramAdministration,toahighof89%onElement1-OrganizationalCommitment.TheRDOSscored554pointsoutofapossible1000points,or55%overall.Threeelementsscoredlessthan50%,andtheoverallscorewaslessthan80%,meaningthisaudithas notachievedtheminimumrequirements.

Thisscoreisasignificantdropfromthescoreof81%inthe2010audit.Thereductioninscoreisduetoacombinationoffactors;howeverthemostsignificantlyisduetothefactthesafetyprogramisnotpro-activelymanagedonanongoingbasis.Otherfactorsmayinclude:

Fewrecommendationsfromthe2010auditwereimplemented,particularlywhereperipheraloperationsareinvolved.Manyrecommendationsmadein2010weremadeagaininthisaudit.Updatesoverthepast3yearstotheauditprotocolresultedinminorchangestothescoringandguidelines.VolunteerFireDepartmentsarenowrequiredtobeauditedasastandalonegroup/departmentandnotcombinedwithotherdepartments.Inthe2010auditthefiredepartmentswereincludedwiththerestofthecommunityservicesdepartmentandanydeficiencieswerewatereddownbytheother

28 May 2013


Page 9 of 93


10/105

communityservicesoperations.

Positiveaspectsofthesafetymanagementsystemworthnotingare;Astrongawarenessofsafetyamongstalldepartments.Foundationdocumentsandpoliciesareinplaceandreadilyavailable.

Safetyisatopicontheagendaformostmeetings.

Continuousimprovementopportunitieswereidentifiedduringthecourseofthisauditandrecommendationshavebeenmadeandincludedaspartofthisauditreportforyourconsideration.Someofthekeyrecommendationstoconsiderarethosealsomadein2010:

Developandimplementasingle,clear,completesafetymanagementsystemforallRDOSemployees,especiallythoseemployedinperipheraloperationsoftheParksandRecreationCommissionsandFireDepartments.TheexistingRDOSsystemwouldbethesimplestoption.AstructuretosupportthesafetymanagementsystemwouldneedtobeputinplaceincludingclearlinesofresponsibilityandreportingtotheRDOSboard.(directlyfrom2010auditreport)Considerprovidingadedicatedsafetyresourcepersontothefiredepartmentstoberesponsiblefordevelopingstandards,operatingproceduresandoverallsafetymanagement.Althoughtherearefewincidents,theonesthatdooccurarenottrackedwellandthereisnoconsistentreportingmechanismatanylevelforleading(e.g.annualreviewscompleted,numberofmonthlysafetymeetingsheld,safetyobservationsmade,inspectionscompletedontime,etc)andlagging(incidentstatistics)indicators.Processesmustbedevelopedandimplementedforregularreportingtoalllevelsintheorganizationonleadingandlaggingindicatorsperformance.

Newrecommendationstoconsiderfromthe2013auditinclude:ProvidingsupporttotheJointHealthandSafetycommitteesatthevolunteerfiredepartmentstoensurecommitteesareestablished,trainedandfunctioningasperWorkSafeBCrequirements.Developadistrictwidestrategicsafetyplanwithannualgoalsandobjectivesandtrackprogressonthegoalsregularly.

Thank-youforallowingmetoconductthisaudit.IlookforwardtoseeingtheresultsfromimplementationoftherecommendationsandarenewedcommitmentbytheRegionalDistrictof

OkanaganSimilkameentoprotecttheirworkersthroughthecontinueddevelopmentandimplementationofaneffectivesafetymanagementsystem.

Regards,

DeanSinclair,RPF,[email protected] Date:May27,2013

28 May 2013


Page 10 of 93


11/105

Company Profile

RefertoExecutiveSummaryandorganizationalchartprovidedseparately.

28 May 2013


Page 11 of 93


12/105

Findings / Notes

D:TheHealthandSafetyPolicyMissionStatementisdatedFebruary15,2013andissignedbythecurrentChiefAdministrativeOfficer,BillNewell,andtheRDOSBoardChair,DanAshton.Thestatementisfoundonpage1-12oftheOccupationalHealthandSafetyManual.

Score:

ReviewHealthandSafetyPolicytodetermineifitissigned/endorsedbycurrentmanagement.100%isawardedifitisproducedduringtheauditanditiscurrent.

I

-

-O

8

-D

100%IsthereawrittenhealthandsafetypolicythatissignedorotherwiseendorsedbythecurrentCAO,CityManager,orMayor?(8points)

Question

1.1 Written Policy [8]

Guidelines / References

-

8 8/

% Achieved

Points Awarded

1.1

Findings / Notes

D:TheHealthandSafetyPolicyMissionStatementspecifiesresponsibilitiesfortheChiefAdministrativeOfficer,

Managers,Supervisors,andEmployeesandVolunteers.Responsibilitiesnotedincludeactivesupportandpromotionofworkplacesafety,improvingtheOccupationalHealthandSafetyProgramthroughrecommendationsfromemployeesandvolunteersandenforcementoftheprogrambymanagersandsupervisors.

Score:

ReviewHealthandSafetyPolicytoseeifitaddressestheresponsibilitiesofmanagers,supervisorsandworkers.Award100%ifallarepresent,deduct33%foreachlevelnotidentified.

I

-

-

O

8

-

D

100%Doesthepolicyincludehealthandsafetyresponsibilitiesformanagers,supervisorsandworkers?(8points)

Question

1.2 Responsibilities [8]


-

8 8/

% Achieved

Points Awarded

1.2

Findings / Notes

Suggestions For Improvement

Thecurrent2013HealthandSafetypolicywasobservedinthelunchroomattheMartinStoffice,CampbellLandfill,KeremeosRecCentreandNaramataWaterOffice.Old,non-currentversionswereobservedatOKFallsRecCentreandtheKaledenVFD.NopolicywasobservedtobepostedatNaramataVFD.

Recommendation:

Score:

Observelocationswherethesafetypolicyisinevidenceduringobservationaltour.Itshouldbeavailableatallpermanentworksites.Youmayfindthepolicyonbulletinboards,intheemployeehandbook,postedontheinternalwebsiteorinthesafetymanual.Percentageisawardedbasedonthenumberoflocationsitispostedversusthe

numberoflocationsobservedwhereitwasnotposted..

I

5

63%

O

-

-

D

-Isthecurrentsafetypolicypostedattheworksitesormadeavailabletoworkers?(0-8points)

Question

1.3 Posted [8]


-

5 8/

% Achieved

Points Awarded

1.3

1. Organizational Commitment [150]Element

635010206488217872

28 May 2013


Page 12 of 93


13/105

ThecurrentversionoftheHealthandSafetyPolicyshouldbepostedatallfacilitieswherethereareRDOSemployees,includingfiredepartmentsandrecreationsites.ThepolicyshouldbesignedbythecurrentCAOanddatedtothecurrentyear.Thecurrentversionofthepolicywasonlyobservedat4/7facilitieschecked.

Findings / Notes


39/45intervieweeswereawareofwheretofindacopyoftheSafetyPolicy.Mostthatrespondedpositivelysaidtheycouldfinditontheintranet.ThosethatrespondednegativelywereprimarilyfromtheNaramatavolunteer

firedepartment.

Recommendation:TheHealthandSafetyPolicyisakeydocumentfortheRegionalDistrictsafetyprogramandshouldbemadereadilyavailabletoallRDOSemployees,includingfirefightersandrecreationemployees.Thecurrentpolicyshouldbepostedatallstaffedfacilitiesandalsomadereadilyavailableontheintranet.Ensureallemployeeshaveaccesstothepolicy.

Reference:WorkersCompensationActSection115-119.

Score:

InterviewManagers,SupervisorsandWorkerstofindoutiftheyknowwheretheSafetyPolicyislocated.

I

-

-

O

-

87%

D

-DoallstaffknowwheretofindacopyoftheSafetyPolicy?(0-8points)

Question

1.4 Available [8]


7

7 8/

% Achieved

Points Awarded

1.4

Findings / Notes


24/25(96%)ofworkersinterviewedcoulddescribetheirhealthandsafetyresponsibilities.Responsesincludedreportinghazards,ensuringasafeenvironment,protectingthemselvesandothersandwearingPPE.

Recommendation:Thisrecommendationwasalsomadein2010.AllRegionalDistrictemployees,includingfirefightersandrecreationemployees,needtobeawareoftheSafetyPolicy,itscontentsandtheirresponsibilitiesoutlinedinthepolicy.Setupaprocesstoensurethehealthandsafetypolicyisreviewedwithallemployeesfromtimetotime.

Reference:WorkersCompensationActSection115-119.

Score:

Interviewworkerstodeterminetheirunderstandingoftheirsafetyresponsibilities.Workersshouldbeabletodescribetheirresponsibilitiesasnotedintheorganization'ssafetypolicy.

I

-

-O

-

96%D-Canworkersdescribetheirhealth

andsafetyresponsibilities?(0-14points)

Question

1.5 Content [14]


14

14 14/

% Achieved

Points Awarded

1.5


635010206488217872

28 May 2013


Page 13 of 93


14/105

Findings / Notes


11/12(92%)ofsupervisorsinterviewedcoulddescribetheirhealthandsafetyresponsibilities.Responsesincludedensuringasafeworkenvironmentforworkers,ensuringworkersaretrainedandcommunicatinghazardstoothers.

Recommendation:Refertotherecommendationinquestion1.5.

Score:

Interviewsupervisorstodeterminetheirunderstandingoftheirsafetyresponsibilities.Supervisorsshouldbeabletodescribetheirresponsibilitiesasnotedintheorganization'ssafetypolicy.

I

-

-O

-

92%D-Cansupervisorsdescribetheir

healthandsafetyresponsibilities?(0-16points)

Question

1.6 Supervisors [16]


15

15 16/

% Achieved

Points Awarded

1.6

Findings / NotesAll8managersinterviewedcoulddescribetheirhealthandsafetyresponsibilities.Responsesincludedensuringasafeenvironment,performingincidentinvestigationsandrespondingtoconcernsraisedbyworkers.

Score:

Interviewmanagerstodeterminetheirunderstandingoftheirsafetyresponsibilities.Managersshouldbeabletodescribetheirresponsibilitiesasnotedintheorganization'ssafetypolicy.

I

-

-

O

-

100%

D

-Canmanagersdescribetheirhealthandsafetyresponsibilities?(0-19points)

Question

1.7 Managers [19]


19

19 19/

% Achieved

Points Awarded

1.7

Findings / Notes

I: 23/25workersinterviewedconfirmedsupervisorsandmanagersareleadingbyexample.ExamplesprovidedincludedwearingPPEwhennecessaryandfollowingrules.Thosethatrespondednegativelysaidtheyrarelysawtheirsupervisorsandcouldnotsaytheyledbyexample.

O:Onesupervisorwasobservedon-siteatthelandfill.TheywerewearingappropriatePPE(hi-viz,boots)andfollowedradioprotocolswhilewalkingaroundonsite.AsupervisoratthewatertreatmentplantandtheOKFalls

Score:

Duringobservationaltour,observemanagersandsupervisorstoseeiftheyarefollowingsafetyrulesandregulations.Pointsareawardedbasedonthepercentofpositivefindings.

Interviewworkerstoseeiftheybelievesupervisorsleadbyexample.

I

8

100%

O

-

92%

D

-Aremanagersandsupervisorsleadingbyexample(wearingofPersonalProtectiveEquipment,seatbelts,etc.)?(0-16points)

Question

1.8 Leading [16]


7

15 16/

% Achieved

Points Awarded

1.8


635010206488217872

28 May 2013


Page 14 of 93


15/105


parkssupervisorwereobservedwearingcorrectPPEandusingseatbeltswhiledriving.Atthefiredepartments,Captainswerewearingcorrectturn-outgearduringthepractice.Nosupervisorswereobservednotleadingbyexample.

Recommendation:Mostworkersinterviewedconfirmedtheirsupervisorsleadbyexample;however,thosethatrespondednegativelysaidtheydidnotseetheirsupervisorsenoughtodetermineiftheywereleadingbyexample.Ensureadequatesupervisionisinplaceforemployeestobeabletoseesupervisorsandmanagersareleadingbyexampleandupholdingthesafetyprogram.

Findings / Notes


I: All37supervisorsandworkersinterviewedconfirmedhealthandsafetyregulationsareaccessibleonline.SomeintervieweessaidaccesswasthroughlinksontheRDOSwebsitewhileothersaidtheywouldgodirectlytotheWorkSafeBCwebsite.

O: Onlineaccesstotheinternetwasconfirmedatallsitesvisited;however,anoticewithalinktotheWorkSafeBCwebsitewaspostedatonly75%ofsitesvisited.Noinformationonhowtoaccesstheinformation

waspostedatthefirehalls.

Recommendation:Employeesmustbeabletoeasilyaccessrelevantlegislation.TheWorkersCompensationActrequiresanoticetobeposted,andremainposted,advisingworkerswheretheycanaccesstheinformation.ThenoticecouldreferencethespecificWorkSafeBCinternetaddressorreferthemtothelocationofcurrenthardcopies.Anoticewaspostedatmostsites,butwasnotobservedtobepostedatthefiredepartments.EnsurenoticesarepostedatallRDOSworkplaces.

Reference:WorkersCompensationActSection115(f)

Score:

Observetheworksitetodetermineifregulatorybooksareavailable,inpaper,CDorelectronicformat,etc.A

percentageofpointsisawardedbasedonpositivefindingswithinthedepartment.

Interviewsupervisorsandworkerstoseeiftheybelievetheyhaveaccesstoappropriatesafetyresources.

I

6

75%

O

-

100%

D

-Areapplicablehealthandsafetyregulationsandotherrelevant

resourcesavailabletosupervisorsandworkers?(0-22points)

Question

1.9 Regulations [22]


14

20 22/

% Achieved

Points Awarded

1.9

Findings / Notes

Score:

Interviewmanagerstodetermineiftheydiscusshealthandsafetyissueswithworkers.

Interviewworkerstodetermineifmanagershavediscussedhealthandsafetyissueswithinthepast3months.Thismayoccurthroughstaffmeetings,crewmeetings,memos,etc.

I

-

-

O

-

78%

D

-Domanagersoftheorganizationdiscusshealthandsafetyissueswithworkersatleastonceeachquarter?(0-12points)

Question

1.10 Review [12]


9

9 12/

% Achieved

Points Awarded

1.10


635010206488217872

28 May 2013


Page 15 of 93


16/105


All7managersinterviewedconfirmedtheydiscusshealthandsafetyatregularmeetingswithstaff.Differentdepartmentsmetatdifferentintervals;however,allmanagerssaidtheymetwiththeirstaffatleastoncepermonth,often2-4timespermonth.FiredepartmentmanagerssaidtheydonotmeetwithRDOSmanagement,butdodiscusssafetyissuesinternally.

Only18/25(72%)workersinterviewedconfirmedmanagementmeetswiththematleastquarterlytodiscusshealthandsafetyissues.Someworkerssaidsafetyisontheagendaatregularstaffmeetings,butthatsafetyisnotreallydiscussed.

Recommendation:Theimportanceofsafetymustberecognizedandregularlydiscussedatalllevelsoftheorganization.Discussionsshouldinclude updatesonsafetyinitiatives,monthlystatistics,recentincidentsandinvestigationsandanyothersafetyrelatedinformation.

Topromotesafetyandtodemonstratemanagementcommitmenttosafety,managersandsupervisorsshoulddiscussthesafety topicswithallemployeesintheirdepartmentatleastonceperquarter,morefrequently(e.g.daily,weekly,monthly)forhigherrisk departmentsandwithsupervisors.Thismayoccuratageneralstaffmeeting,atcrewmeetingsorsomeothereffectivemeansofface -to-facecommunication.Ensuresafetyisastandingagendaitemonalldepartmentalmeetingsandappropriateminutesare recorded.

Findings / Notes


8/11interviewedsupervisorsand22/25workers(83%overall)agreedthatsupervisorsregularlysharesafetyrelatedinformationwiththem.Thoseintervieweesthatrespondedpositivelysaidinformationwassharedattheregular,formaldepartmentmeetings,butalsoinformallyonadailybasisinmanycases.Thosethatrespondednegativelyweremostlyinthefiredepartmentsandsaidtherewasnoregularsharingofinformation.


Score:

Sharingofinformationcouldbedaily,intheoffice,onthejobsite,orinsafetymeetings.Interviewsupervisorsandworkerstodetermineifsupervisorssharehealthandsafetyinformation.

I

-

-

O

-

83%

D

-Dosupervisorsregularlysharehealthandsafetyinformationrelevanttotheiroperationwiththeirworkers?(0-11points)

Question

1.11 Sharing [11]


9

9 11/

% Achieved

Points Awarded

1.11

Findings / NotesD:

Score:

Reviewmeeingdocumentationtodetermineifthisisoccurring.Awardapercentageofpointsbasedonpositivefindingswithineachdepartment.

Interviewmanagersandsupervisorstoseeiftheyhaveattendedmeetingsinthepastyearwheresafetywasastandingagendaitem.

I

-

-O

0

70%D

70%Issafetyastandingagendaitemonmanagementmeetingagendas?(0-8points)

Question

1.12 Management Involvement [8]


4

4 8/

% Achieved

Points Awarded

1.12


635010206488217872

28 May 2013


Page 16 of 93


17/105


D: ThedepartmentsbasedattheMartinStreetofficeallprovidedinformation.TheSeniorManagementTeamfolderintheLdriveincludesafolderforeachweeklymeeting.Eachfoldershowedtheagendaandthetopicsontheagenda,butdidnotincludetheminutes(minutesarenottakenduetopreventionofFOIobtainingmaterial).Inall12agendaswerereviewedandallincludedatopicdedicatedtosafety.Specificsafetytopicsontheagendainclude:updatesonsafetyinitiatives,monthlystatistics,recentincidentsandinvestigationsandtraining.NoevidencewasprovidedfromeitherKeremeosorOKFallsrecreationdepartmentsdemonstratingsafetyisastandingagendaitematmanagementmeetings.NoevidencewasprovideddemonstratingtheNaramataVFDholdsregularmanagementmeetingsinternally.KaledenVFDholdsabi-monthlybusinessmeetingandsafetyisastandingagendaitem.Minutesfromthelast3meetingswerereviewedandconfirmedsafetyisdiscussed.NoevidencewasprovidedshowingregularmeetingsbetweenRDOSmanagementandRDOSemployeesthatareassociatedwiththeRecreationcommissionsorFireDepartmentstakeplace.

I:Only6/8managersand8/12supervisors(70%overall)saidthatRDOSmanagementmeetingsincludesafetyasaregulartopic.ThosethatrespondednegativelywerefromthefiredepartmentsandrecreationcommissionsandsaidtheRDOSmanagementdoesnotmeetwiththemandthatsafetyisrarely,ifever,atopicfordiscussion.

Recommendation:Thisrecommendationwasalsomadein2010. Theimportanceofsafetymustberecognizedandregularlydiscussedatalllevelsoftheorganization.Todemonstrateleadership,managementmustsetsafetygoalsandtargets,regularlymeasureprogressanddemonstratesupportforsafetybydiscussingsafetyatregularmanagementmeetings.Safetymustbecomeastandingagendaformanagementmeetingsanditisrecommendeditisthefirstitemdiscussed.Discussionsshouldincludeupdatesonsafetyinitiatives,monthlystatistics,recentincidentsandinvestigationsandanyothersafetyrelatedinformation.Itisalsorecommendedthatsafetycontinuestobeastandardagendaitemforallregularmeetingsthroughouttheorganizationatalllevels.

ThereisnoregularcommunicationbetweenRDOSmanagementandRDOSemployeesassociatedwiththefiredepartmentsorrecreationcommissions.RDOSmanagementmusttakeanactiveroleinthesafetyofallRDOS

employeesandaprocessshouldbesetuptoincluderegularmeetingswiththoseorganizationstodiscusssafety.

1. Organizational Commitment [150]Element:

Scoring Summary

Total Points Awarded:

Overall % Awarded:

Total Points Available:

133

150

89 %


635010206488217872

28 May 2013


Page 17 of 93


18/105

Findings / Notes


TheRDOSOHSManualincludes13sections:1.Introduction2.RolesandResponsibilities

3.JointHealthandSafetyCommittee4.SupplementaryInstructions5.TrainingandEducation6.HazardRecognitionandControl7.PersonalProtectiveEquipment8.InspectionsandMonitoring9.IncidentInvestigation10.FirstAidServicesandEquipment11.RecordsandStatistics12.ClaimsAdministration13.ProgramEvaluation.

Allrequiredelementsofthesafetyprogramareincluded.100%

NOTE:NeitherofthefiredepartmentshadacopyoftheRDOSsafetyprogramonsite,norwasthereanyindicationthesystemisusedinanymanner.

Continuous Improvement:Thisrecommendationwasmadein2010andintegratedintotheactionplansubmittedtotheBCMunicipalSafetyAssociation.Therewasnoevidenceithasbeenimplemented.RegionalDistrictemployeesemployedthroughtheperipheraloperations,FireDepartmentsandParksandRecreationCommissions,mustbeincludedintheRegionalDistrictsafetymanagementsystemasperSection3.1(1.1)oftheOccupationalHealthandSafetyRegulations.AsinglesafetymanagementsystemshouldbeimplementedacrossalloperationswhereRegionalDistrictemployeeswork.SafetyProgramsshouldbeconsolidated,userfriendlyandreadilyaccessibletoallemployees.Ataminimum,itshouldincludestatementsaboutsafetyresponsibilities,writtenprocedures,trainingandinstructionofworkers,hazardidentificationand

control,workplaceinspections,investigationofincidentsandaccidents,responsibilitiesoftheJointHealthandSafetyCommittee,andprogramadministration.UpdatethecurrentRDOSprogramandrollouttoperipheraloperations.

Score:

Lookforadocumentdescribingallelementsoftheorganization'sHealthandSafetymanagementsystem.Ataminimum,itshouldincludestatementsaboutsafetyresponsibilities,writtenprocedures,trainingandinstructionofworkers,hazardidentificationandcontrol,workplaceinspections,investigationofincidentsandaccidents,responsibilitiesoftheJointHealthandSafetyCommittee,andprogramadministration.Pointsareawardedbasedonthepercentageofelementsincludedinthedocument.

I

-

-O

7

-D

100%Isthereadocumentedhealthandsafetymanagementsystem?(0-7points)

Question

2.1 Documented [7]


-

7 7/

% Achieved

Points Awarded

2.1

2. Program and Procedures [140]Element

635010206488217872

28 May 2013


Page 18 of 93


19/105

Findings / Notes


7/8managers,9/12supervisors,and11/25workers(56%overall)wereawareofandabletodescribethestepsinthedisciplinarypolicy.Mostthatrespondedpositivelysaidthattheprocessisprogressiveinnature,beginningwithaverbalwarningandprogressingthroughwrittenwarningsandultimatelytermination.Thosethatrespondednegativelywerenotawareofthedisciplinaryprocess.

Recommendation:Althoughrarelyrequired,theprogressivedisciplinepolicyisanimportanttoolforensuringsafetyrequirementsaremetandallemployeesshouldbeawarethatthepolicyisinplace.Forty-fivepercentofemployeesinterviewedwerenotawarethereisapolicyinplace.Ensureallemployeesaremadeawareoftheprogressivedisciplinaryprocess.

Score:

Interviewmanagers,supervisorsandworkerstodetermineiftheyareawareoftheprocedurefordealingwithsafetyviolations.

I

-

-O

-

56%D-Isthereaprocesstoaddressnon

-conformancewithsafetyrulesandregulations?(0-7points)

Question

2.2 Non-Conformance [7]


4

4 7/

% Achieved

Points Awarded

2.2

Findings / Notes


D:Part2:RolesandResponsibilities,SectionD:EnforcementoftheHealthandSafetyProgramoftheOHSManualspecifies"...correctivedisciplinarymeasuresmayberequiredtodealwithnon-compliance."Themanuallistscorrectiveactions,including:reviewofsafeworkprocedures,re-training,progressivedisciplineandterminationofemployment.Noviolationswerereportedinanydepartment.

I:8/8managers,10/11supervisors,and21/15workers(89%overall)saidthatsafetyrulesareenforcedwhennecessary.Mostsaidthatformaldisciplineisrarelyrequired.Thosethatrespondednegativelytendedtobeinthefieldbaseddepartmentsandsaidsupervisorswerenotinthefieldenoughtoensureandenforcecompliancewithsafetyrulesandassuchwerenotawareif,whenorhowsafetyruleswereenforced.

Recommendation:Severalemployeesinterviewedthatworkinthefieldsaidthatsupervisorswerenotinthefieldenoughtoensureandenforcecompliancewithsafetyrulesandassuchwerenotawareif,whenorhowsafetyruleswereenforced.

Score:

Reviewdocumentationwhichindicatessafetyrulesandregulationsareenforcedwhereviolationsoccur.ThismaybefoundintheCorporateDisciplinePolicyorLabour

Relationsprocesswhichaddressesmorethansafetyviolations.Ifthereisproofthatsafetyrulesandregulationsareenforced,award100%.Iftheyarenotenforced,award0%.Iftherearenorecordsofviolationswithinaparticulardepartment,identifymarkasn/a.

Interviewmanagers,supervisorsandworkerstodetermineifsafetyrulesandregulationsareenforced.

I

-

-

O

7

89%

D

100%Aresafetyrulesandregulationsenforced?(0-14points)

Question

2.3 Enforcement [14]


6

13 14/

% Achieved

Points Awarded

2.3


635010206488217872

28 May 2013


Page 19 of 93


20/105

Ensureanappropriatelevelofsupervisionisinplace,particularlywithfieldbasedworkerssuchasbuildinginspectorsandseasonalmosquitocontrolworkers,toensuresafetyrulesandregulationsareenforced.

Findings / Notes

JobandtaskinventorieshavenotbeencompletedtodeterminewhattasksareperformedbyRDOSemployees

andalistofrequiredwrittensafeworkprocedureswasnotprovided.However,abinderofwrittenSafeWorkProcedureswasdevelopedinMay2012andincludes56procedures.Allproceduresspecifiedintheauditguidelineswereincludedinthebinderexcept:

-asbestosmanagement-aseparate,undated"RDOSSanitaryLandfillAsbestosExposureControlPlan"wasprovided-ROPS(seatbeltsarecoveredintheMobileEquipmentOperatorSWP),-toxicprocessgases,-biohazardprotection,-workingaloneorinisolation(coveredunderaseparateprocedurenotincludedintheSWPbinder),-violenceintheworkplace,-coldandheatstress(theBCMSAColdandHeatStressprogramsareavailableonthenetwork,butthereisnoindicationtheyhavebeenrolledoutorevaluatedbyRDOS.BothhavetheRDOSnameaddedintothedocumentfooter.NeitherareintheSWPbinders.)

MostofthewrittenSWPprovideasimpleprocedureoncarryingoutthespecifictask;however,fewactuallyexplicitlyidentifiedthehazardsandappropriatecontrolsforeachhazard.10SWPwerereviewedindetailandnoneprovidedspecificdetails.SWPwerenotnoticeablyaccessiblefromtheHealthandSafetyPageoftheintranetortheRDOSEDMS,butwerelocatedbytheauditoronthenetwork(Gdrive)undertheSafetyCommitteeTermsofReferencedirectory.

Overall,11/16(69%)SWPrequiredbytheauditguidelineswereinplace.

SeveralSWPwerenotedasabsent,including,butnotlimitedto:

Score:

Theorganizationshouldbeabletoproducewrittendocumentationforthefollowing:

1. ConfinedSpaceEntry2. Excavation3. Lockoutandtagout4. Workinginproximitytooverheadpowerlines5. WHMIS6. Asbestosmanagement7. UseofRollOverProtectiveStructuresand

Seatbelts*8. ToxicProcessGases(ammonia,chlorine,ozone)9. Biohazardprotection

10. Fallprotection11. WorkingAloneorinIsolation12. ViolenceintheWorkplace13. Vehicle&MobileEquipmentuse*14. RespiratoryProtection15. ColdStress16. HeatStress

Determinewhichofthesehazardsarepresentintheorganization.Auditorsshouldlookforsupplementalsafetyprograms,safeworkprocedures,opeartionalguidelines,bestpracticedocuments,etc.Itemswithnoasteriskrequirerobustprograms.Asingleasteriskwillrequireapolicydirectiveorotherwritteninstructions.

I

-

-

O

10

-

D

69%Aresafeworkprocedureswrittenforidentifiedhazards?(0-14points)

Question

2.4 Safe Work Procedures [14]


-

10 14/

% Achieved

Points Awarded

2.4


635010206488217872

28 May 2013


Page 20 of 93


21/105


pesticideapplicationworkingaroundhelicoptersoperating/maintainingbowlingpinsettersatKeremeosrecreationcomplexworkinginandaroundtheicerefrigerationplantatKeremeosrecreationcomplexcurrentSWPforvariousfiredepartmentoperations.

Recommendation:Asimilarrecommendationwasmadein2010.Perform jobandtaskinventoriesand JobSafetyAnalysesforallRegionalDistrictoperationstoensureappropriatewrittenproceduresareavailable.TheproceduresmustincludespecificSafe Work Procedures(SWP)forallmachinerysuchasmowers,sweepersandhazardoustoolsandequipmentbeingusedbyRegionalDistrictemployees.TheSWPshould bedevelopedbasedonthedcoumentedresultsofthehazardandriskassessmentprocessdetailedinPart6oftheOHSmanual.TheSWPshould includeidentifiedhazardsandcontrols,operatorcertificationrequirements,personalprotectiveequipmentrequirements,andsafeworking

proceduresassociatedwithallRDOSemployeeoperations,includingperipheraloperationssuchasfiredepartmentsandemployeesassociatedwithrecreationcommissions.

AbinderofwrittenSafeWorkProcedureswasdevelopedinMay2012andincludes56procedures.MostofthewrittenSWPprovideasimpleprocedureoncarryingoutthespecifictask;however,fewactuallyexplicitlyidentifiedthehazardsandappropriatecontrolsforeachhazard. Writtensafeworkprocedures(SWP)mustberegularlyreviewedtoensuretheyareup-to-dateandappropriateforcurrentoperationsandincludealistoftaskspecifichazardsandcontrol.BestpracticeistorevieweverySWPannuallyandtoincludeJointHealthandSafetyCommitteemembers,supervisorsandworkers/operatorsinthereviewandupdatingofthedocuments.

TrackingupdatestoSWPsisanimportantstepinshowingactivemanagementofhazardsastheyareidentifiedforregularjobsaswellasprovidingarecordofwhoreviewedthemandapprovedtherelease.ASWPRevisionsTrackingsystemshouldbeestablishedthatshowswhohasreviewedSWPs,whenandthatmanagementhasapprovedandreleasedthemforuse.

Reference:WorkersCompensationActSection115(2)andOccupationalHealthandSafetyRegulations.Section3.3(c)

Findings / Notes

I: Only16/25(64%)workersinterviewedwereawareofwheretheycouldfindthewrittensafeworkproceduresapplicabletotheirjobs.Thosethatrespondedpositivelysaidtheycouldfindtheproceduresonlineorinbindersintheirworkareas.Thosethatrespondednegativelywerenotawareofwheretheycouldfindwrittensafeworkprocedures.

O: TheRDOSSafeWorkProcedurebinderwasavailableatallsitesvisited.Inaddition,OperationalGuidelines,albeitoutofdate,werereadilyavailableabothfiredepartments.

Score:

LookforSafeWorkProceduresduringobservationaltours.Theymaybeatindividualworksitesinpaperformat,instaffrooms,offices,postedonbulletinboards,oronaninternalwebsites.Ifwrittenproceduresarefoundandavailabletoworkers,award100%.Ifno,award0%.

Interviewworkerstodetermineiftheyareawareoftheexistenceandlocationofwrittensafeworkprocedures.

I

7

100%

O

-

64%

D

-Arewrittensafeworkproceduresreadilyavailabletoworkers?(0-14points)

Question

2.5 Availability [14]


5

12 14/

% Achieved

Points Awarded

2.5


635010206488217872

28 May 2013


Page 21 of 93


22/105


Recommendation:Asimilarrecommendationwasalsomadein2010.Writtensafeworkproceduresmustbereadilyavailabletoallemployees,andgenerallyare;however,only64%ofworkersinterviewedwereawareoftheSafeWorkProceduresandhowtogainaccesstothem.Ensureeachemployeeisawareofwheretheycanfindtheappropriateinformation.Thiscanbedonethroughannualre-orientations,departmentmeetingsorthroughpostingoftheinformation.

Reference:WorkersCompensationActSection115(e)

Findings / Notes

Nohazardoustaskswereobservedduringtheaudit;however,observationsweremadeofseveralworkersandsupervisors.ObservationsincludedRDOSemployeesoperatingvehiclesinasafe,appropriatemanner.3employeeswereobservedworkingatthelandfillandall3werewearingappropriatePPEandusedcorrectradioprocedureswhilewalkinginthearea.Firefighterswereobservedusingaguidetobackatruckintothebay.Nonon-complianceswereobserved.

Score:

Observeaworkerperforminganyofthehazardoustaskslistedinquestion2.4.Assesshowmanyelementsofthe

proceduretheworkerfollows,andthenumberofelementsthatshouldhavebeenfollowed.Pointsareawardedbasedonthepercentageofpositiveobservations.

I

7

100%

O

-

-

D

-Areworkersfollowingwrittensafeworkprocedures?(0-7points)

Question

2.6 Compliance [7]


-

7 7/

% Achieved

Points Awarded

2.6

Findings / Notes

D:Avarietyofdocumentsincludee-mails,supervisornotesandrecordsandJHSCmeetingminuteswerereviewedanditwasverifiedthatrepresentativesfromDevelopmentServices,PublicWorksandCommunity

ServicestookplaceintheMay2012developmentofthewrittenSWP.Norepresentationwasverifiedforthefiredepartments,eventhoughseveralkeyproceduresaffectthem,orfromtheCAO,FinanceorInformationSystemsdepartments.

I:6/10supervisorsand8/12committeemembers(64%overall)confirmedthattheMartinStofficebasedJointHealthandSafetyCommitteewasinvolvedintheMay2012reviewandupdateofsafeworkprocedures.Examplesprovidedwererecentreviewsoftheevacuationandconfinedspacesprocedures.Manysaidthereviewofproceduresisnotaregularagendaitem.ThosethatrespondedpositivelywereinFireRescueServices,EngineeringandParksandRecreation.

Score:

Reviewsafetymeetingminutesorsafeworkprocedures.Ifthereisdocumentedproofthatconsultationhasoccurred,award100%.Ifno,award0%.

InterviewsupervisorsandworkerswhoarepartoftheOH&SCommittee.

I

-

-

O

0

64%

D

60%HavesupervisorsandJOHSCmembershadtheopportunitytoconsultinthedevelopmentorreviewofsafeworkprocedures?(0-7points)

Question

2.7 Cooperation [7]


4

4 7/

% Achieved

Points Awarded

2.7


635010206488217872

28 May 2013


Page 22 of 93


23/105



Findings / Notes


Only64%ofemployeeinterviewedsaidthataWHMISprograminplace.Thosethatrespondedpositivelywere

generallyfromemployeesbasedoutoftheMartinStreetoffice.Thosethatrespondednegativelywerefromthefiredepartments,recreationcommissionsanddevelopmentservices.

Recommendation:Allworkersthatworkwithorintheproximitytoacontrolledproductmustbeinstructed. Only64%ofemployeesinterviewedconfirmedaWHMISprogramisinplace.EnsureallemployeesthatmayrequireWHMIStaketheon-linetrainingavailable.

Score:

InterviewSafetyCommitteememberstodetermineiftheyareawareoftheexistenceofaWHMISprogram.

I

-

-

O

-

64%

D

-IsthereevidencethataWHMISprogramisinplace?(3points)

Question

2.8 WHMIS Responsibility [3]


0

0 3/

% Achieved

Points Awarded

2.8

Findings / Notes


Thelandfillacceptsvarioushazardousandhouseholdwaste.TheseproductsaredroppedoffbythepublicandremovedintoasecurestorageareabyRDOSemployees.ThestorageareasarealllabelledwithstandardTDGplacards.2MSDSheetswereobservedtobepostedinthescaleshack,1forfloordryandtheotherforprintertoner;however,bothwere>3yearsoldandwereoutofdate.

NoevidenceofaWHMISprogramwasobservedateitherVFD.AtoneVFD,gascanswereobservedtobeleakingandstoredindoorsanddieselwasstoredinredgascans,butlabelledasdiesel.Dieselshouldbestored

inyellow,dieselcontainers.Inaddition,noMSDSwereobservedtobeavailableonsite.TherewasinsufficentevidencetoshowaWHMISprogramhadbeenfullyimplementedateitherVFD.

Recommendation:TheWorkHazardousMaterialsInformationSystemrequirescontrolledsubstancesbeproperlylabelledandidentifiedandmaterialsafetydatasheets(MSDS)bereadilyavailable.AlthoughseveralMSDSwereavailableontheRDOSintranet,itwasnotcleareveryonewasawareofthem.Duringtheobservationaltouratonefiredepartment,gascanswereobservedtobeleakingandstoredindoorsanddieselwasstoredinredgascans,butlabelledasdiesel.Dieselshouldbestoredinyellow,dieselcontainers.Inaddition,noMSDSwereobservedto

Score:

Duringobservationaltours,lookforSupplierandWorkplaceLabelsandothermeansofidentification,andMaterial

SafetyDatasheets,forcontrolledproducts.IfallelementsofaWHMISprogramisevident,award100%.Ifnot,award0%.

I

0

63%

O

-

-

D

-IsthereevidencethataWHMISprogramisinplace?(6points)

Question

2.9 WHMIS Program [6]


-

0 6/

% Achieved

Points Awarded

2.9


635010206488217872

28 May 2013


Page 23 of 93


24/105

beavailableonsite.TherewasinsufficentevidencetoshowaWHMISprogramhadbeenfullyimplementedateitherVFD.EnsuretheWHMISprogramisfullyimplementedatallRDOSsites.

Reference:OccupationalHealthandSafetyRegulationsPart5.

Findings / Notes


Aetailed"EmployeeEmergencyProcedures"manualisinplacefortheMartinStreetoffice.Theprocedureincludesresponsesfor:emergencyfirstaid,fire/evacuation,chemicallspills,bombthreat,earthquake,reportingacrime,crimepreventionandassaultprevention.Theproceduresarereflectiveofthesite.NositespecificplansareinplaceforemergenciesattheNaramataWaterofficeortheNaramataWaterTreatmentplant.

Writtensitespecificemergencyresponseplansdetailingresponsestodifferenttypesofincidents(e.g.injuryornaturaldisaster)werenotinplacefortheOKFallsParksorRecDepartment,althoughbothdepartmentsdohavelistsofemergencycontactnumbersreadilyavailableforemployees.AfullERPisinplacefortheKeremeospoolandincludesresponsesformedicalemergency,missingpersonandnaturaldisasters.NoformalplanisinplaceforKeremeosrecreationcomplex.

NeitherVFDhadasitespecificemergencyresponseplaninplace.

Recommendation:Althoughemergencyevacuationplansareinplacefor theMartinStoffice, notallbuildingsandRDOSsites (e.g.NaramataWaterOffice,VFD,Keremeosreccomplex) hademergencyresponseplansdirecting employeesonhowtorespondtoemergenciessuchasnaturaldisastersorbombthreats.Developsite-specificemergencyresponseplansthataddressfire,earthquake,highwayaccidentemergency,chemicalreleaseorspill,bombthreat,robberyandany otherscenariothatmayrequire RDOS employeestorespond.Theplansshouldprovideclearinstructiononwhotocontactandthe contactdetails,proceduresanddetailspecificresponsibilitiesifnecessary.

Reference:OccupationalHealthandSafetyRegulationsSection 4.14

Score:

Proceduresneedtobesite-specificandaddress:possibleemergencies;individualresponsibilities;evacuationandrescueprocedures;emergencycontacts;communication;andtransportationofaninjuredworker.Potentialemergenciesinclude:Fire,earthquake,highwayaccidentemergency(ifnearby),chemicalreleaseorspill,bombthreat,robbery.Pointsareawardedbasedonthepercentageofproceduresdeveloped.

I

-

-

O

3

-

D

40%Havesite-specificemergencyresponseprocedures-thataddresshealthandsafetyemergenciesforstaff-beendeveloped?(0-7points)

Question

2.10 Site Specific ERP [7]


-

3 7/

% Achieved

Points Awarded

2.10

Findings / Notes

EmergencyevacuationprocedureswereobservedtobepostedonlyattheMartinStreetofficeandKeremeosrecreationcentre.EmergencyresponseplanswerenotpostedattheCampbellLandfill,eitherfiredepartment,

Score:

Duringobservationaltours,lookforemergencyproceduresinappropriatelocations(evacuationproceduresinhallways,chlorinereleaseemergencyproceduresoutsidechlorineroom,etc.)

Awardpointsbasedonthenumberofprocedurespostedcomparedtothenumberrequired.

I

6

44%O

-

-D-Haveemergencyprocedures

beenpostedinappropriatelocationsthroughouttheworkplace?(0-14points)

Question

2.11 Posting of ERP [14]


-

6 14/

% Achieved

Points Awarded

2.11


635010206488217872

28 May 2013


Page 24 of 93


25/105


watertreatmentplant,NaramatawaterofficeorOKFallsRecreationcentre,althoughthereisalistofemergencycontactnumberspostedatthedooratOKFalls.Ancedotally,theCampbelllandfillERPiscurrentlyunderrevision.

Recommendation:Ensureallemergencyresponseplansdevelopedaspertherecommendationinquestion2.10arereadilyavailableinhardcopyatall sites.Theyshouldbeavailableinhardcopyandkeptcurrentincasethenetworkisnotavailableduringanemergency.Consider addingtheavailabilityandcurrencyofthe emergencyresponseplansasitemstocheckduringregularbuildinginspections.

Findings / Notes


The"EmployeeEmergencyProcedures"manualassignstaskresponsibilitiestoReception,CAOandFireMarshalorAlternateforevacuationsoftheMartinStofficeandfirstaidattendantsareassignedresponsibilitytodealwithinjuries.TheKeremeospoolERPidentifiesresponsibilitiesforpoolattendants.SitespecificplansarenotinplacefortheNaramataWaterOffice,NaramataWaterTreatmentPlantoreitherofthefiredepartments.

Recommendation:Clearresponsibilitiesmustbeassignedtoappropriateindividualsinemergencyresponseplanstoensuretheplaniscarriedoutwhen activated.Ensurespecificresponsibilitiesandthenecessarytrainingrequirementsareidentifiedinallemergencyresponseplans.

Score:

Examplesoftheserolesarefirstaidattendants,floorwardensforevacuation,orthoseresponsibletocontact

externalresources.Ifstaffhavebeenassignedresponsibilities,award100%.Ifnot,award0%.

I

-

-

O

0

-

D

40%Haveresponsibilitiesbeenassignedtostaffintheeventofa

healthandsafetyemergency?(3points)

Question

2.12 ERP Lead [3]


-

0 3/

% Achieved

Points Awarded

2.12

Findings / Notes


80%ofallstaffinterviewedwithassignedemergencyresponsibilitieshadbeenprovidedtraining.ThosethatwereinterviewedincludedfirstrespondersinFireRescueServices,firstaidattendantsandfloorwardens.ThosethatrespondednegativelywereprimarilyintheCommunityServicesdepartmentandsaidthateventhoughtheyhadaleadroleinanemergency,assignedformallyornot,theyhadnotbeenfullytrained.Manyintervieweessaidthatdrillsarenotdoneregularly.

Recommendation:

Score:

Interviewstaffwithassignedemergencyresponsibilitiestodetermineiftheyhavebeentrained.

I

-

-

O

-

80%

D

-Hastrainingbeengiventoemployeeswhohavealeadroleinanemergency?(0-4points)

Question

2.13 ERP Lead Training [4]


3

3 4/

% Achieved

Points Awarded

2.13


635010206488217872

28 May 2013


Page 25 of 93


26/105

Whenpeopleareassignedaleadrole,suchasfloorwarden,inanemergency,theymustbeprovidetrainingtoensuretheyarefullyawareofthedutiesandresponsibilitiesoftherole.Only80%ofthepeopleinterviewedthatsaidtheyhadaleadroleinanemergencysaidtheyhadbeengivensufficienttrainingtocarryouttheirduties.Thetrainingshouldincluderegulardrillsandincludevariousscenariossuchasevacuations,medicalemergencyornaturaldisaster.Ensureallemployeesthathavealeadroleinanemergencyhavebeengivensufficienttrainingintheirrole.

Findings / Notes


AnoteintheOKFallsRecreationsupervisordiaryshowedthatareviewandtestofemergencyprocedureshadbeendonewithemployeesinJanuary2013.Thenotesstatedthatfirstaidprotocolsandemergencysituationswerereviewedwith2programleaders.Norecordsofemergencydrillswereprovidedforanyothersite.

Recommendation:Section4.14(3)oftheOccupationalHealthandSafetyRegulationsrequiresemergencydrillstobeheldatleastonceperyearto ensureawarenessandeffectiveofemergencyroutesandproceduresandrecordofthedrillsmustbekept.Drillsmustbeheldfor eachbuildingandsitewhereRDOSemployeeswork.Tofurtherevaluatetheeffectivenessoftheemergencyresponseplans,considerconductingdrillsforspecific situationssuchasafatality,bombthreatorearthquake. Documentthesedrills,theoutcomesandany recommendationsfor

improvement.

Score:

Reviewrecordsofevacuationdrillsorothertestsofemergencyprocedures.Ensurethatanydeficiencieshavebeennotedandcorrectiveactiontaken.Drillsmustbeheldatallpermanentsitesatleastevery12months,andrecordskept.Ifthereisdocumentationofanactualemergencyatasiteinwhichtheemergencyresponseprocedureswereused,adrillisnotnecessaryatthatparticularsite.Pointsareawardedbasedonthepercentageofpositivefindings.

I

-

-

O

0

-

D

5%Havetheemergencyresponseplansbeentestedfordeficienciesandcorrectiveactiontaken?(0-7points)

Question

2.14 Corrective Action [7]


-

0 7/

% Achieved

Points Awarded

2.14

Findings / Notes


Part10:FirstAidServicesandEquipmentoftheOHSManualspecifiesthedetailsofthefirstaidsystem.RDOS

willprovideequipment,supplies,facilitiesandservicesduringworkinghours.SectionGprovidesdetailsonhowemployeesatMartinStreetaretosummonfirstaid.ProceduresforobtainingfirstaidservicesatotherRDOSsites(e.g.landfill,firedepartment,recreationcentres)orfordispatchedfieldworkers(e.g.mosquitocontrol,buildinginspectors,publicworks)werenotpartoftheprogram.

Recommendation:EnsuresitespecificinformationforsummoningfirstaidisreadilyavailableforallsitesandsituationswhereRDOSemployeeswork.ReviewandupdatePart10:FirstAidServicesandEquipmentoftheOHSManualtodirectemployeesonhowtoobtainfirstaid.TheprocedureneedstocoverallRDOSsitesandmustincludehow

Score:

Thereshouldbedocumentationwhichdirectsfirstaidservices,suppliesandequipmenttobeprovided,andproceduresforrenderingandreportingfirstaid.Ifthereisawrittenfirstaidprogram,award100%.Ifnot,award0%.

I

-

-

O

0

-

D

54%Isthereawrittenfirstaidprogram?(7points)

Question

2.15 First Aid Program [7]


-

0 7/

% Achieved

Points Awarded

2.15


635010206488217872

28 May 2013


Page 26 of 93


27/105

dispatchedfieldworkers,suchasmosquitocontrolworkers,buildinginspectorsandpublicworksemployeesareabletoobtainfirstaid.

Reference:OccupationalHealthandSafetyRegulationsSection3.17and3.18

Findings / Notes


TheOHSmanualprovidesstep-by-stepinstructionsonhowtocarryoutafirstaidassessment,butdoesnot

specifywhoisresponsibleforensuringtheannualassessmentiscompleted.Nocurrentfirstaidassessmentswereprovided.

Recommendation:NofirstaidassessmentswereprovidedforanyRDOSsite.TheCORaudittoolrequiresthatfirstaidassessmentsbedoneateachsite;however,thereisnocurrencyrequirement.WorkSafeBCrequirestheassessmentsbeupdatedatleastannually.EnsurefirstaidassessmentsarecompletedforallsiteswhereRDOSemployeesworkandareupdatedannuallytomeettheWorkSafeBCrequirementsspecifiedinSection3.16(3)(a)oftheOccupationalHealthandSafetyRegulations.

Score:

Afirstaidassessmentmustbecompletedforeachpermanentworksite,andforspecificworkprocesses(i.e.,utilitiesconstructionsites).Note:theauditorisnottodetermineiftheassessmentreachestheappropriateconclusion,justthatithasbeencompleted.Iftheorganizationhascompletedfirstaidassessmentsforeachpermanentworksite,award100%.Ifnot,award0%.

I

-

-

O

0

-

D

0%Hasafirstaidassessmentbeencompletedforeachworkplace?(7points)

Question

2.16 First Aid Assessment [7]


-

0 7/

% Achieved

Points Awarded

2.16

Findings / Notes

D:AlistofdesignatedfirstaidattendantswasavailableonlineandwaspostedonthefirstaidcupboardinthelunchroomatMartinStreet.The"FirstAidProcedure"documentlists23attendants;however,itisdatedOctober18,2010.Allattendantsonthelistareshownashaving"Industry"levelemergencyfirstaid.ThelistshowsattendantsonlyatMartinStreet,RDOSLandfills,itdoesnotspecifywhichlandfill,andWater/SewerPlants,again,itdoesnotspecifywhichplants.Allattendantslistedwerecrossreferencedtostafflistprovidedandallwereverifiedtobecurrentemployees.Nofirstaidassessmentswereprovided,thereforeitcouldnotbedeterminedifadequatefirstaidattendants,suppliesandfacilitieswereprovidedandthisquestionmustbescored0.

O:Nofirstaidassessmentswereprovided,thereforeitcouldnotbedeterminedifadequatefirstaidattendants,

Score:

Determinethroughareviewofthefirstaidassessmentiftheorganizationhasthecorrectnumberandleveloffirstaidattendantsatvariousworksites.Iffirstaidattendantrequirementsaremet,award100%forthatdepartment.Ifnot,award0%.

Duringtheobservationaltour,examinethefirstaidsuppliesandfacilitiesandensurethattheymeetthestandardrequired,basedontheassessment.Apercentageofpointsisawardedbasedonthenumberofsiteswithadequatesuppliesandfacilities.

I

0

0%O

0

-D

0%Arethereadequatefirstaidattendants,suppliesandfacilities?(0-8points)

Question

2.17 First Aid Resources [8]


-

0 8/

% Achieved

Points Awarded

2.17


635010206488217872

28 May 2013


Page 27 of 93


28/105


suppliesandfacilitieswereprovidedandthisquestionmustbescored0.Itshouldbenotedthatfirstaidsuppliesandequipmentwereobservedatallsitesvisited.ExamplesincludeattheCampbelllandfillanemergencyfirstaidkit,blanketsandafoldercotwereobserved.AttheMartinStreetoffice,2level1firstaidkitswereavailableinthelunchroom.Bothfiredepartmentshadmultiplefirstaidkitsandfirstresponderkitsreadilyavailable.


Findings / Notes


I:All25workersinterviewedwereawareofhowtocontactfirstaid.ThosebasedattheMartinSt.officesaidtheyweretocallreceptionorcontactafirstaidattendantdirectly.Somefieldworkerssaidtheyweretocall9-1-1directly,otherssaidtheycouldobtainfirstaidbycallingattendantsonaradioorcellphone.

O:OnlytheMartinStofficehadinformationpostedonhowtoobtainfirstaidservices.Noinformationwaspostedanyotherothersiteobserved.

Recommendation:Section3.17(2)oftheOccupationalHealthandSafetyRegulationsrequiresemployerstoconspicuouslypostorotherwiseeffectivelycommunicatetheproceduresforobtainingfirstaidservicestoworkers.Ensuretheproceduresarepostedandcommunicatedasrequired.

Score:

Duringobservationaltours,lookforsignsorotherwaysthatidentifyhowtocontactfirstaid.Ifthereisdirectiontoworkersonhowtocontactfirstaid,award100%forthatdepartment.Ifnot,award0%.

Interviewworkerstodetermineiftheyknowhowtocontactfirstaid.

I

0

25%

O

-

100%

D

-Doworkersknowhowtocontactfirstaid?(0-4points)

Question

2.18 First Aid Contacts [4]


3

3 4/

% Achieved

Points Awarded

2.18

2. Program and Procedures [140]Element:

Scoring Summary

Total Points Awarded:

Overall % Awarded:

Total Points Available:

72

140

51 %


635010206488217872

28 May 2013


Page 28 of 93


29/105

Findings / Notes

Part6:HazardRecognitionandControloftheOHSManualoutlinesthehazardassessmentprocess.Itrequireshazardassessmentsbemanagement/supervisorledandrequirestheworkforcebeinvolved,butdoesnotexplicitlyidentifywhentheassessmentsmustbecompleted.Theprocessrequiresidentifiedhazardsbecontrolledbyuseofeliminationorsubstitution,engineeringcontrols,administrativecontrolsandPPE.3forms

areavailablefortheprocess:"WorkplaceHazardAssessment","WorkplaceHazardAssessmentCorrectiveAction",and"JobHazardAnalysis".Therearenoinstructionsindicatingwhichformmustbeused,orwhen.

Score:

Thedocumentationmustincludeaformthatisusedtoidentifythehazardsandassesstherisks,aswellaswrittenprocedures(instructions)onhowtocarryouttheprocess.Note:Auditorsarenotlookingforcompletedhazardidentificationforms,justensuringthattheframeworkhasbeenestablished.Ifthereisdocumentedevidenceofahazardidentificationandriskassessmentprocess,award100%.Ifnot,award0%.

I

-

-O

7

-D

100%Haveprocessesbeendevelopedforidentifyinghazardsandassessingrisks?(7points)

Question

3.1 Process [7]


-

7 7/

% Achieved

Points Awarded

3.1

Findings / Notes


Only3/10(30%)supervisorsinterviewedsaidtheywereinvolvedintheriskassessmentprocessandconfirmedtheyhadtakentrainingspecifictohazardassessment.Thosethatprovidednegativeresponsessaidtheywereinvolvedintheprocess,buthadnothadanytraininginhazardassessmentoftheDistrictprocesses.

Recommendation:Peoplethattakeleadrolesinhazardidentificationandriskassessmentsmustreceiveappropriatetrainingtoensuretheyareawareofwhattolookforwhenperformingahazardassessmentandunderstandthedifferentcontrolmethodsavailabletoprotectworkers.Setuptrainingsessionsforthoseinvolvedanddocumentthetraining.ThetrainingsessionsshouldincludeareviewofPart6:HazardRecognitionandControloftheOHSManualandtheassociatedforms.

Reference:OccupationalHealthandSafetyRegulationsSection

Score:

Trainingcouldbeformal(throughcourses)orinformal(hands-ontrainingfromotherstaffmembers)

Interviewsupervisorstodetermineifstaffwhoareleadingthehazardidentificationandriskassessmentprocess,havereceivedtraining.

I

-

-

O

-

30%

D

-Havetheindividualswhotakeleadrolesinidentifyinghazardsandassessingrisksreceivedtraining?(0-7points)

Question

3.2 Training [7]


2

2 7/

% Achieved

Points Awarded

3.2

3. Hazard Identification and Control [140]Element

635010206488217872

28 May 2013


Page 29 of 93


30/105


635010206488217872

Findings / Notes


D:The"WorksiteSafetyInspectionTrackingReports-2013"spreadsheetisusedtotrackactionitemsarisingfrominspections.Thesheetisavailableonthenetwork,butitwasnotdeterminedwhohasaccesstothefolderoriftheactionshavebeencommunicatedtoemployees.Nocompletedhazardassessmentformswereprovidedtoshowhazardassessmentshavetakenplaceforanydepartment.AreviewofmeetingminutesandotherdocumentationfromeachdepartmentshowedthathazardsarediscussedregularlyatPublicWorksmeetings,OKFallsParksandRecreation,KeremeosRecreationandtheKaledenfiredepartment.EvidencewasnotavailablefortheNaramatafiredepartment,OfficeoftheCAO,FinanceorInformationServices.Developmentservicesdocumentationshowedthathazardsarediscussed,butinfrequently.50%ofdepartmentsshowedhazardsarecommunicated.

I:6/12supervisorsand22/25workers(76%overall)saidthathazardinformationwascommunicatedtothemregularly.Thosethatrespondedpositivelysaidmostinformationwasprovidedatmeetings,whetherinformallyoratregular,formaldepartmentalmeetings.Thosethatrespondednegativelytendedtobefromthefiredepartmentsandrecreationoperations.

O: HazardalertsandinformationonidentifiedhazardswasnotobservedtobepostedorotherwisemadeavailableattheNaramatafiredepartmentateithertheKeremeosorOKFallsrecreationcomplexesoratthelandfill.HazardspertainingtotheMartinStreetoffice,suchasinclementweatherrisksandthecheckin/outprocedurewererecordedtheMartinSt.JointHealthandSafetyCommitteemeetingminuteswhichwerepostedinthelunchroom.NoticeofticksandwildlifehazardswereobservedtobepostedattheNaramataWateroffice.Overall,hazardswerepostedatonly50%ofsitesvisited.

Recommendation:Thisrecommendationwasalsomadein2010.Only50%ofdepartmentscouldprovidedocumentationverifyingthathazardsarecommunicatedtoemployees.Newlyidentifiedorchangedhazardsmustbeclearlycommunicatedtoallaffectedemployeesanddocumented.Communicatewithsupervisorstoensuretheyareusingtheexistingprocesswithdepartmentalmeetings,tailgatemeetings,postingofinformationorsomeothermeanstodocumentthatsupervisorshaveinformedemployeesofneworchangedhazards.

Reference:WorkersCompensationActSections,115,117

Score:

Reviewminutesofsafetymeetings,supervisornotes,bulletinboards,internalwebsites,etc.Ifdocumentationprovesthathazardsarecommunciatedtoworkersastheybecomeidentified,award100%.Ifnot,award0%.

Duringobservationaltours,lookforcommunicationofdocumentedhazardsonbulletinboardsoravailableinsomeotherformat.Pointsareawardedbasedonthepercentageofpositivefindings.

Interviewsupervisorsandworkerstodetermineifhazards

arecommunicated.

I

3

50%O

0

76%D

50%Arehazardsdocumentedandcommunicatedtoworkersastheybecomeidentifiedduringoperations?(0-15points)

Question

3.3 Communication [15]


5

8 15/

% Achieved

Points Awarded

3.3

28 May 2013


Page 30 of 93


31/105

OccupationalHealthandSafetyRegulationsPart4

Findings / Notes


D:OtherthanaconfinedspaceassessmentthatwascompletedontheWastewaterTreatmentPlantbyCanadaSafetyinSeptember2012,norecordswereprovidedfromanydepartmentdemonstratingformalriskassessmentshavebeencompletedonanytasksinthepast12months.10/56writtenSWPwerereviewedandallshowedtheywerelastreviewedandupdatedinMarch2012,buttherewasnoriskassessmentdocumentationtoaccompanytheSWP,Norecenthazardassessmentswerecompletedateitherfirehall;although,evidenceofcontrolsforidentified,notnecessarilydocumented,hazardswereclearatKeremeos.Controlsobservedincludedturn-outgear,chockmarksonthefloorfortrucks,signageinthehosetoweroftherequirementforuserstowear

headprotectionandametalcanwithlidforoilyrags.Overall,only30%ofdepartmentshaddocumentedriskassessments(PublicWorks)orclearcontrolofidentifiedhazards(KaledenVFD).

O:Controlsforhazardswereobservedinalldepartments.PositiveobservationsincludedtheuseofseatbeltsbyParksequipmentoperators,controlledsubstancesinsecurecontainmentsatthelandfillandthecontrolsidentifiedabovefortheKaledenVFD.

Recommendation:Refertotherecommendationsinquestions2.4.

Score:

Lookforfiveriskassessementscompletedwithinthepasttwelvemonthsonanyoftheprocedureslistedin2.4.Reviewhazardsidentifiedthroughtheformalprocessanddetermineifcontrolshavebeenrecommendedandimplemented.Insomecases,theorganizationmayhavesufficientcontrolsalreadyinplace,sotherewon'tbeariskassessmentdoneinthepast12months.However,thereshouldbeaprocessinplacetoreviewtheassessmentperiodicallytoensurethecontrolsarestillsufficient.Provideexamplesofatleastonecontrolidentifiedfromeachdepartment.Percentageisawardedforeachcompletedriskassessmentwhichhascontrolsidentified.

Duringobservationaltours,seewhetherornotidentifiedcontrolshavebeenimplemented.Pointsareawardedbasedonthepercentageofpositivefindings.

I

7

100%

O

4

-

D

30%Arecontrolsdevelopedforidentifiedhazardsandaretheyimplemented?(0-20points)

Question

3.4 Controls [20]


-

11 20/

% Achieved

Points Awarded

3.4

Findings / NotesI:

Score:

Duringobservationaltours,lookforevidenceofPPEcommunication(e.g.signspostedwherehearingoreyeprotectionwouldberequired).Pointsareawardedbasedonthepercentageofpositiveobservations.

InterviewsupervisorstodeterminehowPPErequirementsarecommunicated.

I

4

92%

O

-

100%

D

-AreworkersmadeawareoftherequirementsforPPE?(0-7points)

Question

3.5 PPE Awareness [7]


3

7 7/

% Achieved

Points Awarded

3.5


635010206488217872

28 May 2013


Page 31 of 93


32/105


I:All9supervisorsinterviewedconfirmedtheycommunicatedPPErequirementstoworkers.Allsaiditwasdoneaspartofthetrainingprocess.

O:AllsitesobservedthatrequiredPPEhadevidenceindicatingthatPPEwasrequiredandwhatwasneeded.PositiveobservationsincludedPPEavailabilityattheOKFallsParksequipmentshed,ahardhatusesigninthehosetoweratKalendenVFDandthePPEpolicywasobservedtobepostedattheCampbellLandfill.AttheNaramataWaterTreatmentplantPPEwasreadilyavailableforusewhenhandlinghypochlorite;however,therewasnosignageorotherindicationthatitshouldbeused.Overall,100%wasawardedtoCommunityServicesandVFD,75%awardedtoPublicWorkers=(100%+100%+75%)/3=92%awarded.

Recommendation:ItwasclearfrominterviewsthatsupervisorscommunicatePPErequirementstoworkers;however,observationsatthe NaramataWaterTreatmentPlant showedtherewasnosignagetoremindworkersofPPErequirementsfor

someworkareas,particularlywhenusinghypochlorite.Inordertoassist workersindeterminingPPErequirementsconsiderpostingsignageclearlyindicatingthePPErequirementstoworkin eachspecificworkarea. ExamplesincludeinthechemicalhandlingareasattheWaterandWastewaterTreatmentplants andin toolandequipmentstorageanduseareas.

Reference:OccupationalHealthandSafetyRegulationsPart8.

Findings / Notes

All7managers,9supervisors,and18workersinterviewedthatwererequiredtousePPEconfirmedthatbasicPPE,suchassafetyglasses,hardhats,hi-vizandspecializedPPEsuchasfallrestraintharnessesandchainsawpants,isprovidedbytheRDOS.

Score:

Interviewmanagers,supervisorsandworkerstodetermineifworkershaveaccessto,andknowhowtoget,thenecessaryPPE.IfanyoneinterviewedrespondsthatPPEisnotavailable,zeropointswillbeawardedforthatinterviewset(Managers,Supervisors,Workers).Ifallrespond

positively,5pointsareawarded.

I

-

-

O

-

100%

D

-IsPPEmadeavailabletoworkersinaccordancewiththeRegulationorMunicipalpolicy?(7points)

Question

3.6 PPE Availability [7]


7

7 7/

% Achieved

Points Awarded

3.6

Findings / Notes

5workerswereobservedtobewearingproperfootprotection,hearingandeyeprotectionasrequiredatthesitesvisitedduringtheobservationaltour.NoobservationsweremadewhereworkerswerenotwearingthePPEappropriateforthetaskorlocation.

Score:

Duringobservationaltours,observetheuseofPPE.Ifall

staffarefoundtobewearingappropriatePPE,award100%.IfitisdeterminedthatnostaffinthatdepartmentrequirePPE,recordn/a.

I

14

100%

O

-

-

D

-IsthecorrectPPEusedby

employeeswhenrequired?(14points)

Question

3.7 Appropriate PPE [14]


-

14 14/

% Achieved

Points Awarded

3.7


635010206488217872

28 May 2013


Page 32 of 93


33/105

Findings / Notes

AlthoughnosituationswereobservedduringtheauditthatrequiredtheuseofspecializedPPEwasreadilyavailable.Examplesincluded:

specializedPPEsuchaschainsawchapsandfaceshieldsforParksworkers,confinedspacesrescueequipmentincludingharnesses,davitsandblowerswereavailableforPublicWorksworkersdisposablecoverallsandrespiratorsforusebylandfillworkersturn-outgearforfirefighters.

Score:

Duringobservationaltours,checkwithpurchasingstafftodeterminewhatspecializedPPEisprovided.Note:RegularPPEincludeshardhats,eyeprotectionandhearingprotection.SpecializedPPEincludesrespirators,chainsawpants,etc.IfspecializedPPEisavailableandprovided,award100%.Ifnot,award0%.IfitisdeterminedthatnostaffinthatdepartmentrequirePPE,recordn/a.

I

7

100%

O

-

-

D

-IsspecializedPPEavailabletoworkerswhenrequired?(7points)

Question

3.8 Specialized PPE [7]


-

7 7/

% Achieved

Points Awarded

3.8

Findings / Notes


TheBCMunicipalSafetyAssociation"RespiratorProgram"documenthasbeenprovidedandisdatedasamendedDecember2011.AsfarascanbedeterminedthedocumenthasonlybeenmodifiedwiththeRDOSnameinthedocumentfooter.-100%awardedtoCAOdepartmentforpolicyinplace.

Asfarascouldbedeterminedtheguidelineswerenotdistributedtothefiredepartmentsandbothfiredepartmentshadoperationalguidelinesforrespiratoruse.FittestrecordswereonlyprovidedfortheKalendenfiredepartment.NofitrestrecordswereprovidedfortheNaramataVFD.-50%awardedtoVFD.Nofitrestrecordswereprovidedforlandfillworkers.-0%forPublicWorks.Score=(100%+50%+0%)/3=50%

Recommendation:TheBCMunicipalSafetyAssociation"RespiratorProgram"documenthasbeenadoptedbytheRegionalDistrictandrequirefittestsbeconductedforthoseworkersrequiringtheuseofrespirators.Recordswerenotprovidedfor workers inthePublicWorksdepartmentofNaramataVFD anditcouldnotbeconfirmedthatallemployeesrequiringtheuseofrespiratorswereprovidedafittest.Fittestsshouldbeconductedatleastannually.Inaddition,itcouldnotbedeterminedthe"RespiratorProgram"documenthasbeenprovidedtoanydepartment.

Score:

Reviewdocumentationtodetermineiftherearewrittenprocedures,andreviewrecordsinalldepartmentstoensure

theyarefollowedandthatannualfittestsoccur.Percentageisawardedbasedonfindings.

I

-

-

O

0

-

D

50%Aretherewritternproceduresfortheproperfitting,careanduseof

respirators,andarethewrittenproceduresfollowed?(7points)

Question

3.9 Respirators [7]


-

0 7/

% Achieved

Points Awarded

3.9


635010206488217872

28 May 2013


Page 33 of 93


34/105

Ensurethat RespiratorProgramis"rolled-out"todepartmentsrequiringtheuseofrespirators,that allemployeesrequiringrespiratorsaregivenanannualfittestandthattheresultsaredocumentedandmaintained.

Reference:OccupationalHealthandSafetyRegulationsSections8.32-8.45.

Findings / Notes

All18workersthatwereinterviewedandarerequiredtousePPEconfirmedtheyweretrained.Intervieweessaid

thattrainingwasdoneforPPErequirementsforrespiratoruse,chainsawuse,fireprotection,fallrestraintandotherPPE.

Score:

Workersmustbeabletodescribethefollowing:WhenPPEshouldbeused,howitistobeused,howtoinspecttheequipment,whenandhowitshouldbereplaced.NotethatifaworkerisnotrequiredtousePPE,thisquestionwillnotapplytothatworker.

I

-

-

O

-

100%

D

-WhenworkersarerequiredtousePPE,havetheybeentrainedintheuse,maintenanceandlimitationsofit?(0-7points)

Question

3.10 PPE Training [7]


7

7 7/

% Achieved

Points Awarded

3.10

Findings / Notes


D:Part2:RolesandResponsibilitiesoftheOHSManualrequiresWorkers/Employeesto"reportanyincidents,nearmissesand/orinjuriesimmediatelytotheirsupervisor."Part6:HazardRecognitionandControloftheOHSmanualprovidesinformationonassessingandcontrollinghazards,butdoesnotrequireemployeestoreportunsafe/unhealthyconditionsorpractices.Part9:IncidentInvestigation,SectionFoftheOHSManualstates"Allseriousincidentsorinjuriesmustbereportedanddocumentedimmediately."Workersarerequiredtoreporttosupervisorsandsupervisorstoreporttomanagers.Thepolicydoesnotstatehowincidentsmustbereportedandthemanualonlyincludesaninvestigationform.Aseparate"PotentialSafetyConcernReportingForm"wasprovided,butisnotlinkedtotheprocessinthepolicy.-100%awarded.

AlthoughapplicabletotheperipheralParksandRecreationandFireDepartments,nodocumentationwasprovidedtoshowthispolicywasimplementedineither.ArecommendationadoptedbyRDOSfromthe2010

auditwastodevelopandimplementasinglesafetymanagementsystemacrossallRDOSoperations.Thisrecommendationhasnotbeenimplementedandassuch0%wasawardedtotheVFDdepartment.(100%+0%)/2=50%awarded.

I: All25workersinterviewedconfirmedtheyweretoreportallincidentsandhazardstotheirsupervisor.

Recommendation:Parts2,6and9oftheRDOSOHSManualrequirethereportingofaccidents,nearmisses,injuriesbutdonot

Score:

Reviewdocumentationoutliningahazardreportingprocess.Ifthereisadocumentedhazardreportingprocess,award100%.Ifnot,award0%.

Interviewworkerstoseeiftheyknowhowtoreporthazards.

I

-

-

O

0

100%

D

50%Isthereasystemforworkerstoreportunsafe/unhealthyconditionsorpractices?(0-14points)

Question

3.11 Hazard Reporting [14]


7

7 14/

% Achieved

Points Awarded

3.11


635010206488217872

28 May 2013


Page 34 of 93


35/105

explicitlyrequirethereportingofunsafe/unhealthyconditionsorpractices.Updatetheappropriatepoliciestorequirethereportingofunsafe/unhealthyconditionsorpractices.Inaddition,the"PotentialSafetyConcernReportingForm"isavailableforreporting,butisnotlinkedtotheprocessinthepolicy.UpdateOHSmanualtoincludethereportingform.

AlthoughapplicabletotheperipheralParksandRecreationandFireDepartments,nodocumentationwasprovidedtoshowRDOSOHSmanualandpolicieswereimplementedineither.ArecommendationadoptedbyRDOSfromthe2010auditwastodevelopandimplementasinglesafetymanagementsystemacrossallRDOSoperations;however,thisrecommendationhasnotbeenimplemented.Ensurethepreviousrecommendationisimplemented.

Findings / Notes


Nodocumentationwasprovideddemonstratingapreventativemaintenanceprogramthatincludestheinventoryofequipment,vehiclesandtoolsrequiringmaintenanceandmaintenanceintervalswasinplace.

Recommendation:Thisrecommendationwasalsomadein2010.PreventativemaintenanceprogramsmustbeinplaceforallequipmentandmachineryassociatedwithRDOSoperations,includingfiredepartments,parksandrecreationcommissionsandpublicworksinfrastructure.Theprogrammustincludeaninventoryofequipment,vehicleandtoolsrequiringregularinspectionandmaintenanceandmaintenanceintervalschedules.Examplesincludefiretrucks,specializedPPEsuchasrespirators,SCBAapparatus,ladders,pumps,valves,etc.Theprogramshouldalsoincluderequirementsforcertifications,suchascranes,commercialvehicles,watertreatmentsystemsetc.Informationtobetrackedforeachmaintenanceactionshouldincludethedate,natureofthemaintenanceperformed,whodidthework,specificpartsused,testresults,dateofnextscheduledmaintenance,etc.Itisrecommendedthatallmaintenancebeplannedandtrackedusingasoftwarepackageandmanyarecommerciallyavailable.

Score:

Theprogrammustincludeaninventoryofequipment,vehiclesandtoolsrequiringregularinspectionandmaintenance,andschedulesfortheirroutinemaintenance.

DonotlookforitemswhicharemandatedbytheSafetyAuthority(i.e.elevators,boilers).Ifthereisapreventativemaintenanceprogramasdefinedabove,award100%.Ifnot,award0%.

I

-

-

O

0

-

D

0%Isthereapreventativemaintenanceprograminplaceforequipmentandmachinery?(7

points)

Question

3.12 Preventiative Maintenance [7]


-

0 7/

% Achieved

Points Awarded

3.12

Findings / Notes

Noformalmaintenancepolicyisinplace,thereforethisquestionmustbescored0.

NOTE:Maintenancerecordswereavailableforvariouspiecesofequipment,including:

Score:

InordertodemonstratethePMprogramisfollowed,maintenancerecordsmustbekeptandbeconsistentwiththeschedulesfoundwhenansweringquestion3.12.Pointsareawardedbasedonthepercentageofpositivefindings.

I

-

-

O

0

-

D

0%Isthereevidencethatthepreventativemaintenanceprogramisbeingfollowed?(0-7points)

Question

3.13 Compliance [7]


-

0 7/

% Achieved

Points Awarded

3.13


635010206488217872

28 May 2013


Page 35 of 93


36/105


UVreactors,pumps,CCTV,HVACinoperationattheNaramataWaterTreatmentplant.Areviewshowedthatregularinspectionsoftheequipmentisbeingdoneandmaintenanceisbeingperformed.MaintenancerecordedincludedHVACservicing,apumpthatwascleanedandUVreactorlampschecked.

3recordsshowmaintenanceisbeingdoneonParksequipmentatOKFalls.

AtKaledenVFDeachtruckandpieceofequipmenthasalogbookshowingthemaintenancethathasbeenperformed.Recordswerereviewedfor2trucksandtheaircompressor.

NaramataVFD:Maintenancelogsfor7vehicles(6trucks,1boat)werereviewedandnoentrieshadbeenmadesince2011.LaddercertificationsexpiredinMarch2012andwerenotyetscheduledf

Safety audit - Regional District of Okanagan-Similkameen

Documents

Transcript of Safety audit - Regional District of Okanagan-Similkameen