Promoting Respiratory Safety in the Workplace

To ensure your workplace exemplifies the highest standard of safety when it comes to respiratory protection, consider these tips in promoting respiratory safety in the workplace:

Have a written program in place (It’s the law)

In workplaces where respiratory protection is mandated, it is legally required for the municipality to have a written respiratory protection program in place. It must be one of the sections of your Safety and Health Policy and Procedure Manual required by OK Department of Labor’s PEOSH division as per NIOSH regulations (42CFR Part84) . Even if respiratory is simply recommended, writing out an official policy ensures workers have a resource to promote their safety and managers have a document to refer to for suggested protocols and procedures. Finding ways to create safer workplaces should be of utmost importance.

Choose the appropriate type of respirator(s)

OSHA/PEOSH mandates that a company/municipality must do an exposure assessment before choosing a particular type of respirator. This requires identifying what type of airborne contaminants pose a risk (particulate, biological, or chemical), as well as how much of these contaminants a worker can be exposed to. By quantifying these risk factors, employers can then choose the appropriate type of respirator for specific jobs and environments. Remember to take into account the comfort of your workers when wearing respirators for long periods of time. Be aware of medical conditions that may prevent an employee from wearing respiratory masks.

Make sure employees are using respirators properly

If you employees don’t wear respirators correctly or take them off in hazardous environments, then the devices do nothing to protect them. For example, a worker with a full beard or sideburns may not get a good seal. Or an employee that wears glasses may not be able to get a good seal because their respirator is not designed to be worn with glasses. Train employees on when to wear respirators, what kind of respirator is best for them, and make sure they know how to properly adjust the respirator to properly fit for effectiveness and comfort. Fit testing is required by OSHA/PEOSH when respirators are worn. Make sure employees read and understand instructions on new types of respirators to make sure they are wearing and using them properly. Make sure respirators aren’t inhibited by other safety gear like safety glasses and hearing protection.

Make sure maintenance is a priority

Disposable respirators should be discarded after one use and reusable ones require the filter be changed regularly. Employers are responsible for ensuring reusable respirators are properly cleaned, sanitized, stored, and repaired. Respirators should be stored in a clean area in which they will not be exposed to environmental damage. When replacing filters, make sure excess packaging is removed and that the filter is inserted properly.

Have ample replacement respirators and filters available

If your employees rely on reusable respirators, make a point of having plenty of replacement filters available. Besides having ample filters, cartridges, and replacement parts, take time to organize all your supplies so they can be accessed efficiently. Same goes for disposable masks respirators if that is your municipalities preferred method of protection. Keep your supply well stocked and make sure your workers are following your written procedures and using your respirator protection equipment. It will keep them and your organization safer.

Crisis Management Planning

Spring is often the time when we think of Crisis Management Planning or Emergency Action Plans. Are we prepared for a flood? What do we do if we take a direct hit from a tornado? How do we survive an extreme drought? We face potential disasters each day, though – not just in the Spring. It could be a major water main break, a citywide power outage, or a horrible accident causing injury or death to an employee. Municipal leaders must be prepared and prepare for their employees and their communities to experience and deal with these types of crises on any day or at any time of the year.

Developing resilient communities requires leadership from government and business. Preparing the workforce, building safe facilities, investing in supplier relationships, and connecting to the community are all key pillars of creating community resilience from boardroom to storefront. The path to being a leader in reaching this goal involves connecting with the right people and resources and committing to action by helping the whole community (people, businesses, organizations) mitigate the hazards they face and bounce back quickly after an incident. Being prepared can also decrease the overall costs of disruption by disasters.

The Leadership Path

The most successful leaders act in a coordinated and collaborative way. They integrate a supportive environment that recognizes effective and actionable best practices and understand what makes public-private partnerships successful. This, in turn, enables state and local partnership development and growth. It also integrates planning, preparedness, and operational activities.

• Connecting: The first step to becoming better prepared or becoming a leader in connecting within the community and local industry. As the connections to people and resources grow across sectors of the community, trust, aptitude for transparency, and efficiency in developing a preparedness program grow too.

• Integrating: Planning, Training, and Drilling (exercises) are fundamental to community preparedness. Identifying challenges facing both government and private sectors through scenarios contributes to mutual understanding and community resilience.

• Coordinating: Solving problems together in disruption, disasters, or crisis scenarios helps the whole community work through adverse situations. Businesses have a unique opportunity in identifying capabilities that can help during emergencies. The government has a responsibility to help businesses stay in business. As a result, customers and citizens benefit.

• Collaborating: Talking issues through with all parties influences the way ahead through mitigation, recovery, and strategies that will enable resilience.

• Committing: Your role is to be committed, which will make you grow in the community and encourage others to connect and act.

• This leadership path gives businesses and municipalities of all sizes a road map to follow for building their own all-hazards preparedness and contributes to the resilience of the whole community.

Information Sharing

Decisions need to be made before, during, and after a disruption, regardless of the magnitude. For business there is either the normal or the not so normal; It doesn’t matter if it is a local, state, or federal declaration of emergency or disaster. Every day businesses and organizations of all sizes are constantly identifying problems, risks, and coping with crises.

Sharing information helps translate vagueness into clarity. Sharing is also based on a trusted relationship. Developing this trust within a municipal, community, or state emergency operations center and other information-sharing centers can enable government and business leaders to improve decision making.

Pillars of Business Preparedness

Whether you are a city/town mayor, a city manager/town administrator, or a business owner, there’s much you can do to help.  Preparing employees, evaluating and mitigating risks or systems, and engaging the community will make your municipality more resilient.

• Employee Training: Prepare your employees for the threats and hazards likely to impact your community. By preparing your staff for the threats and hazards likely to impact your municipality, you can ensure your people know how to stay safe in a disaster.  Whether it is a fire, storm, earthquake, or shooter incident they will be prepared.

• Structures and Systems: Taking deliberate actions to evaluate, mitigate, and reduce physical, cyber, and operational risks will help protect some of your largest investments: buildings, computer systems, equipment. etc.

• Suppliers: Working with suppliers to share preparedness strategies, expect business continuity practice, and build confidence in your supply chain will calm concerns and provide peace of mind. Securing your supply chain, both locally and globally, is an essential component of improving your municipality’s likelihood to cope with disruptions and survive a disaster.

• Service: Engage with community leaders, emergency managers, planners, and your elected officials to support pre-incident preparedness planning. In addition to preparing your municipality, it is important to understand your local tribal and state emergency plans and capabilities. Focusing on these pillars builds capacity and can yield a competitive advantage benefiting local businesses and citizens.

To learn more about Crisis Management and Preparedness go to www.ready.gov. There is a multitude of resources to help you develop these programs.

Respiratory Protection - Protecting Employees from Airborne Hazards

Respiratory protection in the workplace protects employees from hazardous gases, vapors, oxygen deficiency, and airborne particles. If your municipality has sanitary sewers, water treatment facilities, confined spaces, or emergency services you must have a site-specific written respiratory protection program. This should include a respirator selection process, employee training records, employee medical evaluation reports, fit test results, filter change schedules, hazardous atmospheres evaluations, and program evaluations. The employer must keep these records on file and available for employees, representatives, and inspectors to review upon request.

There are two major classes of respirators: Air-purifying respirators that remove contaminants from the air and Atmosphere-supplying respirators that provide clean, breathable air from an uncontaminated air supply. Respirators can be either tight-fitting or loose-fitting. Tight-fitting respirators include filtering facepieces, half masks, and full facepieces that don’t completely cover the head. Loose respirators are hoods or helmets that cover the head completely. All respirators used in the workplace must be approved by the National Institute for Occupational Safety and Health (NIOSH).

Respirators protect workers from a wide variety of hazardous environments. They enable employees to safely work around harmful dust, fogs, smokes, fumes, gases, vapors, and sprays. Without proper respiratory protection, many airborne hazards can cause cancer, lung impairment, other diseases, and even death.

OSHA and the Oklahoma Department of Labor PEOSH division require that all employees be fully trained on respiratory protection before they begin work with their respirator. Before they begin training, they must first pass a medical evaluation. Because respirators can make breathing difficult or induce feelings of claustrophobia, not everyone can wear a respirator. Respiratory impairment, cardiovascular impairment, anemia, epilepsy, punctured eardrums, diabetes, and vision problems can all prevent a worker from using a respirator. Medical evaluations must be performed by a qualified medical professional in a confidential setting. After employees have passed their medical evaluations, they must be trained on the specific hazards that their respirator protects against, and how to properly clean, maintain, and dispose of their respirator or exchangeable filters. Employees must be given a fit test to ensure their respirator is the correct size and forms an adequate seal. They must also be trained on how to properly wear their respirator, including how to put it on, take it off, and check the fit. Retraining must be performed every year or if an employee shows inadequate knowledge of the respiratory protection program.

Here are some basic respiratory protection tips: Workers who use respirators should always inspect their respirator and perform a seal check before every use. Employees should be trained on and adhere to their municipality’s filter replacement schedule. Many filters have a color-changing end of service life indicator that alert the user when filters must be changed. Common signs of respirator failure include strange chemical smells or tastes, burning sensation in the eyes, nose, or throat, feelings of dizziness, nausea, difficulty breathing, or noticeable hot air inside the respirator. If a worker experiences any of these symptoms, they should leave the area immediately, remove the respirator, and wait to see if the symptoms improve. If the symptoms improve, they should perform a full inspection and seal check before re-entering the work area. If the symptoms persist, they should leave the area and inform their supervisor that their respirator is not working properly.

Remember, employees must be protected from hazardous atmospheres and airborne contaminants. Before receiving a respirator, employees must pass a medical evaluation, receive complete and proper training, and understand how to fully inspect their respirator, and keep it clean and properly maintained. Filters must be changed according to the respirator maintenance schedule. Finally, employees must be able to recognize the signs of respirator failure and know how to safely get themselves away from hazardous materials before removing their masks. They must also remember to report any failures or malfunctions to the supervisor immediately after an incident.

Coronavirus Letter to Members & Partner Organizations

Valued OMAG Members and Partner Organizations,

As you are no doubt aware, coronavirus (COVID-19) is rapidly affecting more and more of our daily routines. To slow the spread of the virus, one of the key recommendations from the CDC is to practice “social distancing.” One aspect of “social distancing” involves allowing employees to work from home where possible.

We believe OMAG is well-equipped for most of our employees to work remotely with little to no disruption in our capability to serve our members. Accordingly, many of OMAG’s employees will be working from home either part or full time until the spread of the virus abates.

How will this affect you, our Members?

The answer is, for the most part, not at all. Here’s some of what’s changing and what’s not:

1. You will still be able to reach us at the same phone numbers and email addresses you always have

2. You will still be able to access our website and your information on our portal

3. We will continue to receive your faxes

4. We will be able to access the programs and systems we need to make policy changes, handle claims, etc.

5. We are suspending all meetings of groups at the OMAG offices

6. We are also suspending onsite training/activities at your municipality

Here’s how we can help you deal with #5 and #6 above:

1. Our IT Department can guide you through setting up Skype meetings so that your group can still meet – but through teleconferencing

2. Our Risk Management team can work with you to continue training using other means than onsite classes

To speak with someone in IT for assistance in setting up a Skype meeting for your group that may have been meeting onsite at OMAG, email itsupport@omag.org.

To speak with someone in Risk Management for assistance with alternative training opportunities, contact your regular Risk Management Specialist or Law Enforcement Specialist or email btackett@omag.org.

All our contact information can be found at www.omag.org.

We look forward to continuing to serve you and we are committed to providing you with the same excellent service during this disruptive period. Thank you for being a valued OMAG Member.

Your OMAG Team

Parks, Playgrounds & Recreation Facilities Inspections

Parks and Recreation facilities are in most every city and town for the enjoyment of their citizens. Many are featured as being one of the gems of the community; a value-added-service managed and maintained by the municipality. But if we do not keep these facilities up through inspection and maintenance, they can become a safety concern and blacken the eye of the municipal government and staff.

Inspection

Routine inspections should be done on a periodic basis to help the municipality identify potential hazards that need to be corrected. These inspections may differ depending on the amount of use a particular facility gets. For example, playground facilities should be inspected monthly and maybe more frequently in the pleasant weather months, where ball fields may just need to be inspected once or twice per year just before their particular season begins. Picnic facilities may only require an inspection once per year, however, train workers doing mowing or weed-eating to report any damages they observe to facilities at any time they encounter a need for repairs. Inspections must be documented: the date of inspection, who inspected the facility, what was the outcome of the inspection, and what is the plan for repair or improvements.

Maintenance

Maintenance should be performed on a routine basis to ensure facilities and equipment are in good repair. Equipment may need to be repaired or replaced. High-use areas like under the swings and slides or other fall zone areas on a playground may need to be raked and leveled on a weekly basis. As was mentioned in the January 2020 newsletter, lake or pond docks need to be inspected on at least an annual basis. All maintenance must be documented using dated/signed checklists or work orders, detailing the type of work that was performed.

Signage

Signs warn of danger, they provide information, and they instruct users about expected or prohibited behaviors. Signs must also be regularly maintained. If signs cannot be read or understood because of poor maintenance they are useless and may create a safety issue for employees or citizens.

Failure to warn park and recreation users is an issue which could determine a safety concern in the case of injury or damage. The law provides some immunity for these activities except in situations where, among other things, the municipality failed to exercise reasonable care to warn of a dangerous condition and the risk involved.

In general, signs should use clear language so people can understand the rules and the risks.

Signs should:

• Use bold print

• Use simple, short sentences and words

• Use plain lettering

• Use warning words (i.e. Danger- High Voltage, Warning- Submerged Obstacles, Caution- Sharp Edges)

• Include symbols or pictographs when appropriate. They are more effective than words in overcoming language, social, or cultural barriers.

Sometimes the use of devices such as barricades, fencing, or warning tape may be needed. They are typically more effective when used along with signage and can be beneficial in physically separating the hazard from the general area. Municipalities should consider using warning devices to block off hazards deemed extremely dangerous, as well as newly developing hazards such as trails where the ground is starting to erode.

For detailed information about playground equipment inspections, go to our webpage at www.omag.org and download the Playground Inspection Manual in the Public Works section of the website.

March 2020 Risk and Safety Newsletter

January 2020 Risk and Safety Newsletter

OMAG Grants Programs

Reminder, OMAG grants are available to our members – learn more by going to www.omag.org.  Once there, click on “Free Services” in the upper righthand corner of the home page, then click on “Grants and Scholarships”.  The title of each grant takes you to a separate page to better explain the purpose of each grant. The following is a list of grants available to your municipality:

•           Police Body-Worn Video Camera Grant – contact Kevin McCollough

•           Public Works Safety Equipment Grant – contact Kip Prichard

•           Sanitary Sewer Camera Purchase Grant – contact William Sheppard

•          Sanitary Sewer CCTV Inspection Grant – contact William Sheppard

•           Sanitary Sewer Root Control Grant – contact William Sheppard

•         SL-Rat (sewer line rapid assessment tool) – contact William Sheppard

•         Municipal Natural Gas System Grant – contact Bill Tackett

•          IT (information technology) Equipment Grant – contact Kevin Sesock

OMAG grant applications are very simple to fill out.  Grants are all available throughout the year, with the exception of the Public Works Safety Equipment grants which are awarded twice per year in April and October. We hope you will take the time to go to our webpage and read more about these grants or contact the person responsible for the grants noted above.

Inspecting and Maintaining Lake and Pond Docks

Just like any other structure, docks need to be maintained due to weather changes, general wear-and-tear, mildew, and decay. By maintaining boat and fishing docks, you can ensure the favor of recreational users by providing them with an attractive and safe structure to enhance their experience at your local lake or pond.

 Inspect Docks Frequently

Docks get damaged, especially during rough weather. You should inspect your docks at least quarterly (at each season change). That way you become aware of repair needs and can determine a plan for maintenance. Pressure-treated wood docks need to be inspected more frequently than other types of docks. Though they are affordable, they are more subject to damage. Inspect your pressure-treated wood docks after any harsh weather. Hardwood and composite wood don’t require inspection as frequently, but still need to be checked seasonally. Your inspections should include deck, handrails, walkways, anchorage, flotation, steel connections, and electrical lights/outlets. Look for broken or warped lumber, broken welds, protruding nails or screws, pinch points, and entrapment hazards. Make sure the approach surface is clear of hazards like washouts and sharp rocks and metal parts.

 Clean Docks Annually

Power wash docks every year to remove ground-in dirt. Cleaning a dock is a good time to look for signs of mold, mildew, and rot. If you spot rotting boards or rusting, decaying nuts, bolts, or other fasteners, you need to act fast; the longer these issues persist the more damage to the structure of the dock and a greater risk of a liability claim. After the dock is clean and dried, consider staining or weatherproofing the lumber. This is best done when water levels are low, and the best time is right after the dock is cleaned, because stain will adhere more easily.

If your dock is stained and not painted, consider sealing it every few years. Sealant improves the attractiveness of the dock as well as protecting the wood from rot and mildew. Sealing is a fairly easy process; just spray on a few layers of sealant and allow time for each layer to thoroughly dry. The more active the use on the dock, the more attention you need to give to maintaining the dock. Inspecting, cleaning, and repairing your docks will increase the life of the dock and make it safer for users. Reducing the risk of slips, trips, and falls on the dock and other injuries that can occur reduces the chance of a liability claim filed against the municipality.

 For an example of a Dock Inspection Check List go to our webpage: www.omag.org and click on “free services” then “public works”. Keep all inspection logs on file for at least 2 years.

Municipal Safety Program

According to Title 40 O.S. 403e – Every employer having twenty-five (25) or more full- or part-time employees shall:

• Designate an employee who shall coordinate all safety programs of the employer;

• Provide safety classes to each type or class of employee no less than quarterly.

 What this means is if your city or town employs 25 full and part-time employees, you must have a designated safety coordinator who provides or plans safety meetings for all the employees for your municipality on topics that are relevant to their work.

 This is how OMAG Risk Management Services sees your Safety Program work:

• First, the municipality’s City Manager, Town Administrator, or Mayor (depending on the form of government) hires or assigns a designated Safety Coordinator. This should be a person that has an interest in “Safety”. They should be devoted and dedicated to keeping people safe.

• Second, the designated Safety Coordinator holds safety meetings for municipal employees at least quarterly each year. These meetings need to be pertinent to the employee’s specific work duties.

• Finally, the municipality’s department supervisors must make sure the employees under their supervision attend these training classes. Employees are responsible for attending the classes because the meetings are for their benefit and safety.

 The Safety Coordinator designation must be in writing. This can be accomplished through, memo, letter, or in the written safety program (Safety and Health Policy and Procedure Manual) for the municipality. The following are duties and responsibilities of the designated Safety Coordinator:

• Ensure the development, implementation, and updating of the required written safety and health programs.

• Ensure that periodic safety and health walk-through inspections of all workplace facilities are completed and identified hazards are corrected.

• Ensure quarterly safety training and all specifically required training is provided for all employees.

• Ensure that accident/injury investigations are completed.

• Conduct investigations into employee inquiries, suggestions, and complaints.

• Maintain health and safety documents/files.

• Ensure periodic inspections of all motorized vehicles.

• Establish and monitor a program for reporting and investigating “near miss” situations (someone was almost injured due to a hazardous condition).

• Ensure each department is correctly maintaining OK300 log information and posting the annual summary from February 1st thru April 30th at each department location.

 This is a lot of responsibility for one person. It must take some careful deliberation by the City Manager, Town Administrator, or Mayor when designating their municipality’s Safety Coordinator. We all face risk in our jobs every day. The position of Safety Coordinator is not a job to be taken lightly. Please make good choices when assigning this position and support and encourage those you choose to facilitate this very important job.