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Audit Completion Date: Tuesday, April 30, 2013
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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
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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
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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
004
Auditor Information
Team Audit?: No
Fax Number:
Audit Team Details:
Comments:
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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
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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
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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
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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.
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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
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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
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Company Profile
RefertoExecutiveSummaryandorganizationalchartprovidedseparately.
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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]
Guidelines / References
-
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]
Guidelines / References
-
5 8/
% Achieved
Points Awarded
1.3
1. Organizational Commitment [150]Element
635010206488217872
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ThecurrentversionoftheHealthandSafetyPolicyshouldbepostedatallfacilitieswherethereareRDOSemployees,includingfiredepartmentsandrecreationsites.ThepolicyshouldbesignedbythecurrentCAOanddatedtothecurrentyear.Thecurrentversionofthepolicywasonlyobservedat4/7facilitieschecked.
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
7
7 8/
% Achieved
Points Awarded
1.4
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
14
14 14/
% Achieved
Points Awarded
1.5
1. Organizational Commitment [150]Element
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Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
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]
Guidelines / References
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]
Guidelines / References
7
15 16/
% Achieved
Points Awarded
1.8
1. Organizational Commitment [150]Element
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Suggestions For Improvement
parkssupervisorwereobservedwearingcorrectPPEandusingseatbeltswhiledriving.Atthefiredepartments,Captainswerewearingcorrectturn-outgearduringthepractice.Nosupervisorswereobservednotleadingbyexample.
Recommendation:Mostworkersinterviewedconfirmedtheirsupervisorsleadbyexample;however,thosethatrespondednegativelysaidtheydidnotseetheirsupervisorsenoughtodetermineiftheywereleadingbyexample.Ensureadequatesupervisionisinplaceforemployeestobeabletoseesupervisorsandmanagersareleadingbyexampleandupholdingthesafetyprogram.
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
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]
Guidelines / References
9
9 12/
% Achieved
Points Awarded
1.10
1. Organizational Commitment [150]Element
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Suggestions For Improvement
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
Suggestions For Improvement
8/11interviewedsupervisorsand22/25workers(83%overall)agreedthatsupervisorsregularlysharesafetyrelatedinformationwiththem.Thoseintervieweesthatrespondedpositivelysaidinformationwassharedattheregular,formaldepartmentmeetings,butalsoinformallyonadailybasisinmanycases.Thosethatrespondednegativelyweremostlyinthefiredepartmentsandsaidtherewasnoregularsharingofinformation.
Recommendation:Refertotherecommendationinquestion1.10.
Score:
Sharingofinformationcouldbedaily,intheoffice,onthejobsite,orinsafetymeetings.Interviewsupervisorsandworkerstodetermineifsupervisorssharehealthandsafetyinformation.
I
-
-
O
-
83%
D
-Dosupervisorsregularlysharehealthandsafetyinformationrelevanttotheiroperationwiththeirworkers?(0-11points)
Question
1.11 Sharing [11]
Guidelines / References
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]
Guidelines / References
4
4 8/
% Achieved
Points Awarded
1.12
1. Organizational Commitment [150]Element
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Suggestions For Improvement
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 %
1. Organizational Commitment [150]Element
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Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
-
7 7/
% Achieved
Points Awarded
2.1
2. Program and Procedures [140]Element
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Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
4
4 7/
% Achieved
Points Awarded
2.2
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
6
13 14/
% Achieved
Points Awarded
2.3
2. Program and Procedures [140]Element
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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]
Guidelines / References
-
10 14/
% Achieved
Points Awarded
2.4
2. Program and Procedures [140]Element
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Suggestions For Improvement
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]
Guidelines / References
5
12 14/
% Achieved
Points Awarded
2.5
2. Program and Procedures [140]Element
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Suggestions For Improvement
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]
Guidelines / References
-
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]
Guidelines / References
4
4 7/
% Achieved
Points Awarded
2.7
2. Program and Procedures [140]Element
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Suggestions For Improvement
Recommendation:Refertotherecommendationinquestion2.4.
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
0
0 3/
% Achieved
Points Awarded
2.8
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
-
0 6/
% Achieved
Points Awarded
2.9
2. Program and Procedures [140]Element
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beavailableonsite.TherewasinsufficentevidencetoshowaWHMISprogramhadbeenfullyimplementedateitherVFD.EnsuretheWHMISprogramisfullyimplementedatallRDOSsites.
Reference:OccupationalHealthandSafetyRegulationsPart5.
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
-
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]
Guidelines / References
-
6 14/
% Achieved
Points Awarded
2.11
2. Program and Procedures [140]Element
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Suggestions For Improvement
watertreatmentplant,NaramatawaterofficeorOKFallsRecreationcentre,althoughthereisalistofemergencycontactnumberspostedatthedooratOKFalls.Ancedotally,theCampbelllandfillERPiscurrentlyunderrevision.
Recommendation:Ensureallemergencyresponseplansdevelopedaspertherecommendationinquestion2.10arereadilyavailableinhardcopyatall sites.Theyshouldbeavailableinhardcopyandkeptcurrentincasethenetworkisnotavailableduringanemergency.Consider addingtheavailabilityandcurrencyofthe emergencyresponseplansasitemstocheckduringregularbuildinginspections.
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
-
0 3/
% Achieved
Points Awarded
2.12
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
3
3 4/
% Achieved
Points Awarded
2.13
2. Program and Procedures [140]Element
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Whenpeopleareassignedaleadrole,suchasfloorwarden,inanemergency,theymustbeprovidetrainingtoensuretheyarefullyawareofthedutiesandresponsibilitiesoftherole.Only80%ofthepeopleinterviewedthatsaidtheyhadaleadroleinanemergencysaidtheyhadbeengivensufficienttrainingtocarryouttheirduties.Thetrainingshouldincluderegulardrillsandincludevariousscenariossuchasevacuations,medicalemergencyornaturaldisaster.Ensureallemployeesthathavealeadroleinanemergencyhavebeengivensufficienttrainingintheirrole.
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
-
0 7/
% Achieved
Points Awarded
2.14
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
-
0 7/
% Achieved
Points Awarded
2.15
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dispatchedfieldworkers,suchasmosquitocontrolworkers,buildinginspectorsandpublicworksemployeesareabletoobtainfirstaid.
Reference:OccupationalHealthandSafetyRegulationsSection3.17and3.18
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
-
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]
Guidelines / References
-
0 8/
% Achieved
Points Awarded
2.17
2. Program and Procedures [140]Element
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Suggestions For Improvement
suppliesandfacilitieswereprovidedandthisquestionmustbescored0.Itshouldbenotedthatfirstaidsuppliesandequipmentwereobservedatallsitesvisited.ExamplesincludeattheCampbelllandfillanemergencyfirstaidkit,blanketsandafoldercotwereobserved.AttheMartinStreetoffice,2level1firstaidkitswereavailableinthelunchroom.Bothfiredepartmentshadmultiplefirstaidkitsandfirstresponderkitsreadilyavailable.
Recommendation:Refertotherecommendationinquestion2.16.
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
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 %
2. Program and Procedures [140]Element
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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]
Guidelines / References
-
7 7/
% Achieved
Points Awarded
3.1
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
2
2 7/
% Achieved
Points Awarded
3.2
3. Hazard Identification and Control [140]Element
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3. Hazard Identification and Control [140]Element
635010206488217872
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
5
8 15/
% Achieved
Points Awarded
3.3
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OccupationalHealthandSafetyRegulationsPart4
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
-
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]
Guidelines / References
3
7 7/
% Achieved
Points Awarded
3.5
3. Hazard Identification and Control [140]Element
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Suggestions For Improvement
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]
Guidelines / References
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]
Guidelines / References
-
14 14/
% Achieved
Points Awarded
3.7
3. Hazard Identification and Control [140]Element
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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]
Guidelines / References
-
7 7/
% Achieved
Points Awarded
3.8
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
-
0 7/
% Achieved
Points Awarded
3.9
3. Hazard Identification and Control [140]Element
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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]
Guidelines / References
7
7 7/
% Achieved
Points Awarded
3.10
Findings / Notes
Suggestions For Improvement
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]
Guidelines / References
7
7 14/
% Achieved
Points Awarded
3.11
3. Hazard Identification and Control [140]Element
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explicitlyrequirethereportingofunsafe/unhealthyconditionsorpractices.Updatetheappropriatepoliciestorequirethereportingofunsafe/unhealthyconditionsorpractices.Inaddition,the"PotentialSafetyConcernReportingForm"isavailableforreporting,butisnotlinkedtotheprocessinthepolicy.UpdateOHSmanualtoincludethereportingform.
AlthoughapplicabletotheperipheralParksandRecreationandFireDepartments,nodocumentationwasprovidedtoshowRDOSOHSmanualandpolicieswereimplementedineither.ArecommendationadoptedbyRDOSfromthe2010auditwastodevelopandimplementasinglesafetymanagementsystemacrossallRDOSoperations;however,thisrecommendationhasnotbeenimplemented.Ensurethepreviousrecommendationisimplemented.
Findings / Notes
Suggestions For Improvement
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
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O
0
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D
0%Isthereapreventativemaintenanceprograminplaceforequipmentandmachinery?(7
points)
Question
3.12 Preventiative Maintenance [7]
Guidelines / References
-
0 7/
% Achieved
Points Awarded
3.12
Findings / Notes
Noformalmaintenancepolicyisinplace,thereforethisquestionmustbescored0.
NOTE:Maintenancerecordswereavailableforvariouspiecesofequipment,including:
Score:
InordertodemonstratethePMprogramisfollowed,maintenancerecordsmustbekeptandbeconsistentwiththeschedulesfoundwhenansweringquestion3.12.Pointsareawardedbasedonthepercentageofpositivefindings.
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O
0
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D
0%Isthereevidencethatthepreventativemaintenanceprogramisbeingfollowed?(0-7points)
Question
3.13 Compliance [7]
Guidelines / References
-
0 7/
% Achieved
Points Awarded
3.13
3. Hazard Identification and Control [140]Element
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Suggestions For Improvement
UVreactors,pumps,CCTV,HVACinoperationattheNaramataWaterTreatmentplant.Areviewshowedthatregularinspectionsoftheequipmentisbeingdoneandmaintenanceisbeingperformed.MaintenancerecordedincludedHVACservicing,apumpthatwascleanedandUVreactorlampschecked.
3recordsshowmaintenanceisbeingdoneonParksequipmentatOKFalls.
AtKaledenVFDeachtruckandpieceofequipmenthasalogbookshowingthemaintenancethathasbeenperformed.Recordswerereviewedfor2trucksandtheaircompressor.
NaramataVFD:Maintenancelogsfor7vehicles(6trucks,1boat)werereviewedandnoentrieshadbeenmadesince2011.LaddercertificationsexpiredinMarch2012andwerenotyetscheduledf