ORD 2011-20 - Amending Personnel Rules - Sections 1, 2, 5-10 [02-15-2011] ORDINANCE 2011-20
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS,
AMENDING THE PERSONNEL RULES OF THE CITY OF HUNTSVILLE BY
AMENDING SECTIONS 1, 2, 5, 6, 7, 8, 9, and 10; AND MAKING OTHER PROVISIONS
RELATED THERETO.
WHEREAS The City of Huntsville Employee Policies and Procedures were originally adopted on September 20,2005,
by Ordinance No.2005-17;and
WHEREAS Sections One, Two, Five, Six, Seven, Eight, Nine, and Ten of the Employee Policies and Procedures are
recommended to be amended; and
WHEREAS the Personnel Committee of the City Council has reviewed the recommended amendments as
proposed by the City Manager and Director of Administrative Services;
NOW,THEREFORE, BE IT HEREBY ORDAINED BY THE CITY COUNCIL OF THE CITY OF HUNTSVILLE,
TEXAS,that:
SECTION 1: The following sections of the Personnel Rules of the City of Huntsville, Texas, are hereby amended as set
out in Exhibit A:
Section 1.01 Purpose of Policy Manual
Section 2.14 Harassment
Section 5.03(I) The Pay Plan
Section 6.02 Demotions
Section 7.05,Policy,(G)&(0)Worker's Compensation
Section 8.01,Policy Risk Management and Financing
Section 8.01(C) Risk Management and Financing
Section 8.02(A) Risk Management Responsibilities
Section 8.02(B)(6-8) Risk Management Responsibilities
Section 8.03(F-I),(M-S) Risk Management Procedures
Section 8.04(B) Safety and Health Inspections
Section 8.05(B) Safety Committee
Section 8.06(A-C) Injury Reporting and Follow-up
Section 9.01(C),(F-G) Vehicle Operation Policy
Section 9.04(C) Drug and Alcohol Testing
Section 9.06(E-F) Catastrophic Leave Program
Section 10.02,Policy Outside Employment
Section 10.10,Policy&(A) Cellular Telephones
SECTION 2: If any portion of this Ordinance shall, for any reason, be declared invalid by any court of competent
jurisdiction, such invalidity shall not affect the remaining provisions hereof and the City Council
determines that it would have adopted this Ordinance without the invalid provision.
SECTION 3: This Ordinance shall take effective immediately from and after the date of its passage.
PASSED AND APPROVED THIS 15`h DAY OF FEBRUARY 2011.
CITY OF HUNTSVILLE, TEXAS
J.Tu e Ma or
ATTEST: APPROVED A TO FORM:
Lee odward,City Secretary Leon 4d Schneider, City Attorney
City Council Meeting Agenda Item
Item Title: Date: Agepd�em No.:
Amend Employee Polices and Procedures 2/15/2011 x1100
Requested By: Dept./Div: Dept. Approval: Finance approval:
Winston Duke 150
Issue/Item Description:
Approve Ordinance 2011-20, providing for changes to the Personnel Policies and Procedures
'Manual.
Please write in the item exactly as you would like it to appear on the posted agenda, and as you anticipate a
motion to be made.
Background:
City Charter requires that the City Council approve all changes to the Personnel Policies and
Procedures Manual. The City of Huntsville established in September 2005 the Employee Policies
and Procedures Ordinance to serve as a clear policy statement, providing for the equitable
treatment of employees as well as the terms, condition and benefits of City employment.
Facts to Consider:
• Changes submitted are yearly "housekeeping items" to clear up language;
• Positions have had titles changes and/or have been eliminated that were referred to in the
Personnel Policy.
• The Personnel Committee has reviewed the suggested changes.
• City Attorney has reviewed the changes.
Fiscal Impact/Funding Source(s):
Attachment(s):
• Policies and Procedures revisions to Chapter 1.01 Purpose of the Policy Manual, 2.14
Harassment, 5.03 The Payment Plan, 6.03 Performance Evaluations, 7.05 Workers
Compensation, 8.01 Risk Management and Financing, 8.02 Risk Management
Responsibilities, 8.03 Risk Management Procedures, 8.04 Safety and Health Inspections,
8.05 Safety Committee, 8.06 Injury Reporting and Follow-up, 9.01 Vehicle Operation
Policy, 9.04 Drug and Alcohol Testing, 9.06 Catastrophic Leave Program, 10.02 Outside
Employment and 10.10 Cellular Telephones
• Ordinance 2011-20
Recommendation(s):
. Approve Ordinance 2011-20 to accept the changes to the Employee Policy and Procedures
Manual.
MOTION:KWC)r\ SECOND: VOTE:
F PRESENTEDDN\APPROVED DECLINED ACTION
TABLED
OTHER
Exhibit A
1.01 Purpose of Policy Manual
Effective Date:9-20-2005
Revision Date:
m..� __,._
;l'lris rn inual is not intended to be construed as an erne nient contract between the City find the Deleted:This Manaal coma ns statements of �'
em 3lo ee and is not an employment contract but only is intended to inform the employee of the
Personnel Policies and Procedures. It is designed to be a working guide for department heads
and supervisors for day-to-day implementation of our City personnel program. Persons who are
subject to these policies and procedures are all employees engaged in City service.
These written policies should increase understanding, eliminate the need for personal decision
making on matters of City-wide policy and help to insure uniformity throughout the City. It is
the responsibility of each and every member of management to implement these policies in a
consistent and impartial manner.
Procedures and practices in the field of employee relations are subject to modification and
development in light of experience. Each department head can assist in keeping our personnel
system up-to-date by notifying Human Resources whenever problems are encountered or
improvements can be made in the administration of our personnel policies.
For the purpose of the manual, a POLICY is the general statement of a City goal. A
PROCEDURE is a specific step for reaching that City goal and can include use of special forms.
Material in this manual shall be presented in either a policy, procedure format or a general
statement format.
2.14 Harassment
Effective Date:9-20-2005
Revision Date:
Prohibited Conduct
The City of Huntsville is committed to providing a work environment that is free of
discrimination and unlawful harassment. Harassment based on an individual's sex/gender,race,
ethnicity,age,religion,or any other legally protected characteristic or sexual orientation will not
be tolerated in the workplace,including telework arrangements,or in other work related settings,
including,but not limited to,business trips,and business related social events.
Sexual harassment includes any unwelcome sexual advances or requests for sexual favors or any
other verbal or physical conduct of a sexual nature toward members of either sex/gender when
(1)submission to such conduct is made either explicitly or implicitly as a term or condition of an
individual's employment; (2)submission to or rejection of such conduct by an individual is used
as the basis for employment decisions affecting such individual; or (3) such conduct has the
purpose or effect of unreasonably interfering with an individual's work performance or creating
an intimidating,hostile or offensive working environment.
All employees are responsible for ensuring that no form of unlawful harassment occurs in their
workplace. Employees should remain alert to any harassment that may be occurring and take
immediate steps to stop it. Supervisors and managers should ensure that all employees have
access to a copy of the City of Huntsville Harassment Policy.
Reporting of Harassment Required
Any employee of the City of Huntsville who believes he or she has been subjected to harassment
is expected to report the circumstances to their department head or to Jigman Resources so that Deleted:me Nrertor or.adndnfstratf1e xnrvirec
prompt preventative and corrective action may be taken. Employees may report allegations of
harassment directly to their department head or to Human Resources without first reporting the of Administrative Strviees
allegations to their supervisor or to the supervisor of the person who is allegedly committing the
harassment. Harassment should be reported even if the source of the harassment is not an
employee of the City of Huntsville.
Likewise,if a subordinate indicates to his or her supervisor that he or she has been subjected to
harassment or has witnessed or otherwise has knowledge of such conduct, the supervisor must
report the matter immediately to their department head or to J-1unran Resources.Managers and Deleted:the Director or Administrative services
supervisors must report any incidents that they either observe or hear of that may constitute a
violation of this policy.
All complaints of harassment will be promptly investigated, and corrective action will be taken
as deemed appropriate under the circumstances. The department head andI-lurnan Resource> Deleted:the Di—tor ofAdministrative servi-i
have the authority to fully investigate all matters relating to the complaint.The City Nlanarrer and
the City Attorney have the authority to fully investigate a complaint if the complaint is related to
or involve,,a director or the City Manager.
Retaliation Prohibited
The law prohibits retaliation against an employee who, in good faith, reports harassment or
assists or cooperates in the investigation of allegations of harassment.Any threat of retaliation or
attempt to do so should be reported immediately to either the department head or to JUumall Deleted:the Director or Administrative
Resources.
Policy Violations
Violations of this policy by an employee, whether directed at another employee,an applicant for
employment,a contractor or a member of the public will be grounds for disciplinary action,up to
and including termination of employment.
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Employee Policies and Procedures,Section 5
5.03 The Pay Plan
Effective Date:9-20-2005
Revision Date:08-15-2006
Policy
A. Administration-It is the responsibility of Human Resources to administer the Pay Plan.
Human Resources shall be responsible for making arrangements to ensure that the
administration of the plan for all employees is on an equitable basis.
B. Development and Maintenance of Salary Ranee:
1. Salary ranges shall be linked directly to the position classification plan and shall
be determined with due regard to ranges of pay for other classes, relative
difficulty and responsibility of positions in the class, labor market availability of
employees in certain occupational categories, rates of pay in other jurisdictions,
cost-of-living factors, the financial policies of the City and other economic
considerations.
2. Prior to theP reP g aration of each annual budget as well as other times Human
Resources shall make comparative studies of the factors affecting the level of
salary ranges. On the basis of information derived from such studies, Human
Resources and the City Manager shall present recommendations for adjustment of
the compensation plan to the City Council.
C. Salary Grades - All classifications in a salary schedule shall be given a designated
grade. Grades will be established on the basis of job requirements, and such factors as
knowledge, skills, difficulty, and complexity, responsibility for supervision and
responsibility for funds shall be taken into consideration.
D. New Hires:
1. Minimum Rate of Pay- The minimum rate of pay for a class shall be paid upon
employment within the class.
2. Above Minimum Rate of Pay - When a new employee is more qualified than
minimum standards and will not accept employment at the minimum rate,he/she
may be employed above the minimum. Appointment between the minimum and
midpoint of the salary range requires the concurrence of Human Resources.
Appointment above the midpoint requires the written approval of Human
Resources and the City Manager. Every effort should be made to recruit a
qualified individual willing to accept the minimum rate.
3. Introductory Periods-Each new employee will serve an introductory period of six
(6) months(twelve(12) months for Police Officers and Firefighters). Employees
Employee Policies and Procedures,Section 5
deemed unsatisfactory should be terminated on or before completion of this
period. Employees deemed satisfactory may be granted an increase in pay at the
completion of the six(6)month introductory period.
Employees hired at the market rate or above are not eligible for an introductory
increase.
E. Promotion:
1. When an employee is promoted he/she shall be paid the minimum rate of the class
into which he/she was promoted. In the case where he/she are already above that
salary compensation he/she shall be set at an appropriate pay level within the
designated class. Any pay increase greater than five percent (5%) will require
City Manager approval. A promoted employee shall also serve a six (6) month
introductory period,at the end of which he/she may receive an increase consistent
with Paragraph D-3 above.
2. No change in salary shall accompany a transfer unless the transfer is to a position
in a higher class. Such a transfer will be deemed a promotion and treated as such.
F. Demotion-A demoted employee shall be paid at a rate within the approved range for the
lower position. The exact placement in the range shall be set by the department head and
Human Resources.
G. Reallocation Downward-When a reallocation of a position to a lower class occurs the
incumbents shall remain at their present pay.
H. Salary Increases - Salary increases within appropriate ranges may be made annually
consistent with the budget policies.
I. Cost of Living - Adjustments shall be delivered as a base pay increase, When salary Deleted ,except the base Pay wal not be
ranges restrict the advancement of a base pay increase,the pay increase will be given as a increased beyond grade maximum
J)ne time lump Payment._ Deleted:bonus i
Procedure
A. Salary increases should be placed on the Position Inventory and included with the fiscal
year fund request for salaries.
B. Increases must be placed individually on a Personnel Action Form.
C. Increases should not be considered automatic,but available on the basis of performance.
A performance appraisal shall accompany a request for a salary increase.
Employee Policies and Procedures,Section 5
D. Full-time multiple incumbents on the Position Inventory will be limited to the following
conditions:
1. With a New Hire-Thirty (30)-days maximum; sixty(60) days with approval of
the City Manager.
2. With a Leave of Absence-Period of the Leave of Absence maximum.
Prior authorization by Human Resources and the City Manager will be required.
Multiple incumbents assigned to a position number must be identified on the Personnel
Action Form.
The appointment of a multiple incumbent in a full-time position in excess of the
limitations referenced above will require approval by the City Manager prior to posting
the nc v
aac .
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Employee Policies and Procedures,Section 6
6.02 Demotions
Effective Date:9-20-2005
Revision Date:
Policy
An employee may request a demotion which means a change by an employee from a position in
one class to a position in another class with less responsible duties and a lower salary range.
A department head may demote an employee for cause (see Section 12.02, Discipline) or may
demote him/her in line with reorganization, reduction in force, or other administrative changes
ordered by the City Council. Such employee demotions may be made on the basis of work
performance or on the basis of length of continuous service with the City depending upon the
recommendations of the City Manager and the Department of Human Resources,
Procedure
The same procedures apply for an employee initiating a demotion as applying for a request for a {
transfer or for promotion(see Section 6.01).
7.05 Worker's Compensation
Effective Date:9-20-2005
Revision Date: 12-11-2007
Policy
The City Manager and Risk Management is responsible for advising the City Council on the {Deleted Human Ruces
program and providing in-house administration of the program. The,disk Manager and all Deleted:Human Resources,r
department heads are responsible for reducing the City's liability. Deleted:Training/Risk coordinator
Purpose
To insure the City will pay medical expenses incurred by an employee for compensable on the
job injuries.
Procedures
A. The City will pay an employee who sustains a compensable on the job injury leave with
pay at one hundred percent(100%)of the employee's salary for the first five(5)working
days of the disability without ut an charge to the employee's vacation or sick leave. The
City will not pay more than five 5 days injury leave to any one employee per calendar
year.
B. Weekly indemnity benefits are paid to the employee once they are medically off work for
eight(8)days or more. The first seven(7)days of medical disability are not paid unless
or until the employee is off work for fourteen(14)calendar days(2 weeks). The benefits
are calculated based on their hourly wage. If the injured employee earns$8.50 or more
per hour,the benefits are paid at seventy percent(70%) of the average weekly wage and
not to exceed the maximum amount for that date of injury. If the employee earns$8.49
or less per hour the benefits are paid at seventy-five percent(75%)for the first twenty-six
(26) weeks and then they are reduced to seventy percent (70%) for the duration of the
claim not to exceed one hundred and four (104) weeks for temporary income benefits.
Benefits cannot be lower than the minimum rate for the date of injury.
C. An employee may not use accrued vacation, holiday leave, compensatory time or sick
leave to supplement workers' compensation. (See also Texas Labor Code§504.052.)
D. If an employee is disabled and unable to return to work for two(2)weeks,then the City's
Worker's Compensation will pay the employee for the first five(5)days of work. If the
employee was paid injury leave by the City under Section B see above), the employee
shall reimburse the City the amount paid by Worker's Compensation for this initial five
(5)day period. (See also Texas.Loc.Govt.Code§ 142.008;Texas Labor Code Chapter
451 and§504.003.)
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E. An employee will not accrue leave (vacation or sick leave) while the employee is on
injury leave or unable to work because of an injury for more than one (1) week per pay
period. Service credit for all employment privileges and benefits will stop during this
period except where otherwise provided by Texas or Federal law.
F. If an employee who is injured on the job is unable to return to work within one(1)week,
then the City will pay (in addition to the Worker's Compensation benefit and the City's i
supplemental income benefit described in Section B, see above) the employees medical
premiums (employee care), a long term disability premium,and life insurance premium
that are payroll deducted by the City and provided by the City's approved carriers. The
City will provide such extended benefits to the employee for up to six (6) months. The
employee is responsible for and must act to insure payout of items such as credit union
loans and supplemental health or life insurance.
G. An employee must be available for consultation at the City or at home during the
disability. An employee who is on City work related injury leave shall contact thetisk I DCIEted! rrammg/Risk Coordinator
Manages and his or her supervisor at least once every five(5)working days.
H. The failure to follow doctor's orders or employee activity inconsistent with the
employee's injury, including any outside employment not approved in writing by the j
employee's supervisor and Human Resources,may result in disciplinary action up to and
including dismissal
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I. An employee who suffers an occupational injury or illness shall return to work
immediately when released to do so by the examining physician. Failure to return to
work when released by the physician shall result in appropriate disciplinary action up to
and including dismissal. An employee released by his/her physician to assume duties
after being placed on injury leave status must,prior to or immediately upon reporting to
work, provide a written release from the attending physician verifying the employee's
fitness to return to his/her full former duties and the date of the employee's release from
medical care.
J. An employee who is unable to return to work in full duty status within six(6)months of
an injury may be separated for incapacity reasons. The employee may then elect to
receive accrued vacation and sick leave benefits,if any,payable upon termination.
K. An employee injured on the job with a physician's release to work in less than full duty
status will, if approved by the department head, do restricted duty tasks when available.
The City will assign light duty as determined by its economic and operating conditions.
The department head will notify Risk Management when light duty assignments begin
and end.
L. An employee who is able to return to work in light duty status is a temporary employee,
and the City Manager may require the employee to work in a different department and
perform duties not contained within his or her current job duties. The City will pay an
employee assigned to light duty status and performing different duties according to the
level of pay that is appropriate for the light duty job assignment. In addition, the
employee will receive Workers'Compensation payments in a reduced amount.
M. No employee on light duty will work overtime.
N. A light duty assignment cannot exceed three(3)months. An employee who is unable to
return to full duty status within six(6)months may be separated for incapacity reasons.
O. Any employee seeking treatment for a work related injury must choose a
Treating Doctor from the Alliance list of doctors. If an injured worker chooses to
treat with a non-Alliance doctor, he/she assumes risk of payment for the medical
treatment and potential loss of income benefits. The Risk Manager l Deleted:Training/Risk Coordinator
will coordinate and assist the injured worker in making a doctor appointment for
the employee.
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8.01 Risk Management and Financing
Effective Date:9-20-2005
Revision Date:
Policy
The City of Huntsville maintains an aggressive Risk Management program. The management of
this program is the shared responsibility of the Aisk Managei the City Managerer and the
Deleted:Tainin/Risk Coordinator
department heads.
The City of Huntsville shall be protected against accidental loss or losses that in the aggregate
during any fiscal year would significantly affect personnel,property,income or the ability of the
City to continue to fulfill its responsibilities to its taxpayers,employees and the public.
The financing of all risk shall be consistent with the resources of the City. All risk financing
decisions shall be coordinated through the City Manage:and the Director of Finance. Deleted:,the uimdor of Adrninistrati e
Scrv;ces
In recognition of its financial resources and the spread of its physical assets,the City will accept
the retention of uninsured losses subject to insurance market conditions.
The level of uninsured losses to be financed each year shall be established by the City Council
upon receipt of the risk financing recommendations of the City Manage:and the Director of (DCleted:,the Uireuor of Administrati t l
Finance. l serviees
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Procedure
A. The City shall continue to apply the risk management process as described in Section 8 of
the Employee Policy and Procedures, which includes a process of continuous
identification of loss exposures, analysis of exposures, examination and selection of
alternative risk management techniques,and implementation and monitoring of the Risk
Management process.
B. The City Manager will have the final responsibility of assuring that a prudent Risk
Management program is in place at all times. A review of the program, including loss
exposures, risk controls, self insurance plans, and appropriate insurance coverage, and
risk retention levels shall be conducted no less than annually at minimum.
C. The day to day administration of the Risk Management program, including emphasis on
coordinated risk control efforts is assigned to the Bk l\IaD i er under the direction of the Deleted:Training Risk Coordinator
City Manner. Deleted:Director of Adodnistnative wrier
D. The assignment of counsel for defense of claims against the City or for recoveries from
third parties shall be done by the City Attorney.
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E. Management at all levels shall continue to provide means for prompt corrective action in
the elimination of unsafe acts,conditions,equipment,or mechanical hazards.
F. The level of financing shall take into consideration an annual analysis of the loss history
of the City of Huntsville Risk Management program accomplished by an independent
actuary.
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8.02 Risk Management Responsibilities
Effective Date:9-20-2005
Revision Date:
Policy
A. l'he Risk Manager, along with the City Manager has the overall responsibility for M Deleted:Tramine/Risk coorainatnr �
planning, organizing, leading, controlling and coordinating risk management activities Deleted:and the Director or Adntinistranve
throughout City employment. services.
B. Department Head-Supervisor shall:
1. Assume full responsibility for safe and or healthy working conditions for all
employees.
2. Insure that all management policies herein are fully implemented for maximum
efficiency of each job.
3. Take the initiative in recommending correction of deficiencies noted in facilities
and work procedures affecting City loss control efforts.
4. Be firm in enforcement of work policies by being impartial in taking disciplinary
action against those who fail to conform,and by being prompt to give recognition
to those who perform well.
5. Insure that each employee is fully trained for the job assigned and that the
employee is familiar with published department work rules.
6. Fully cooperate with the Risk e.r in shutting down operations considered to _ Deleted:Training(Risk Coordinator
pose imminent danger to employees or in removing personnel from hazardous
jobs when they are not wearing or using prescribed protective equipment.
Fully cooperate with the,Risk klanagei in the risk management process of Deleted:Training/Risk Coordinator
identification,selection,implementation,and monitoring of loss exposures. Deleted:I
8. Fully cooperate with the,Risk Manager in gathering loss exposure Deleted:Training/RiskCoordinator
data for commercial insurance procurement and risk financing objectives.
C. Employee - Each City employee shall be fully responsible for implementing the
provisions of the safety program as it pertains to operations. The responsibilities listed
are MINIMUM, and they shall in no way be construed to limit individual initiative to
implement more comprehensive procedures to eliminate hazards.
1. Report all unsafe conditions to the immediate supervisor.
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2. Keep work areas clean and orderly at all times.
3. Report all accidents immediately to the supervisor.
4. Avoid engaging in any horseplay and avoid distracting others.
5. Learn to lift and handle materials properly.
Each employee working at hazardous jobs shall,in addition:
a. Obey all safety rules and follow published work instructions. If any doubt
exists about the safety of doing a job, STOP and GET INSTRUCTIONS
from the supervisor before continuing work.
b. Only operate equipment that has been authorized by the supervisor.
C. Use only the prescribed equipment for the job and handle it properly.
d. Wear required protective equipment when working in hazardous operation
areas.
e. Dress safely and sensibly.
f. Take an active part in the safety program.
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8.03 Risk Management Procedures
Effective Date:9-20-2005
Revision Date: 12-11-2007
Policy
The effectiveness of risk management is directly related to the quality of supervision,a thorough
understanding of potential risk exposures,and daily operations that reinforce safe work practices.
Job Safety Analysis for Hazardous Work-To eliminate accidents in high hazard areas, it is
mandatory that each supervisor thoroughly instruct employees on the hazards that exist and
insure that they understand the methods of doing each job safely when such hazards cannot be
eliminated.
Relying on memory alone during the instruction of an employee is assurance that some important
items will be overlooked. Therefore, it is essential that the supervisor use published work rules
which define each hazardous task and the correct procedures for its safe accomplishment. This
enables the supervisor to attain a consistent quality of instruction that instills employee
confidence in their own capabilities and those of management. Departments will provide a copy ; <.
of the work rules to all employees.
A. Procedures for.lob Safety Analysis are as Follows:
1. The job is broken down into basic steps. These steps describe what is to
be done in sequence. Omit details which have no bearing on the objective.
2. After the steps are listed,each step is analyzed for hazards that could
cause an accident. The purpose is to identify as many hazards as possible,
whether produced by the environment or connected with mechanics of the
job procedure,so that each step of the entire job can be done safely and
efficiently.
3. When the hazards and potential accidents associated with each step are
identified and their causes understood,ways of eliminating them shall be
developed. There are four(4)ways in which this can be handled:
a. Eliminate the process or operation or provide a substitute action which can
be done without the hazard;or
b. Isolate the process operation so as to eliminate or minimize the hazard;or
C. Provide guards or automatic devices to eliminate or minimize the hazard;
or
d. Provide personal protective equipment and enforce its use to eliminate the
possibility of injury.
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B. Job Safety Training-No supervisor shall assume that a newly-hired,newly-assigned,or
reassigned employee thoroughly knows all safe job procedures. They must be trained.
The four-point method of job instruction has been found best suited for all hazardous
operations: Preparation,Presentation,Performance and Follow-up.
1. Preparation:
a. Put employee at ease.
b. Define the job and find out what the employee already knows about it.
C. Instill interest in learning the job.
2. Presentation:
a. Narrate,show and illustrate one important step at a time.
b. Stress each key point.
C. Instruct clearly, completely and patiently, but cover no more than can be
mastered each time.
3. Performance:
a. Have the employee do the job with coaching during performance.
b. Have the employee explain each key point as the job performance is
repeated.
C. Make sure the employee understands.
d. Continue until ou know the employee understands.
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4. Follow-un:
a. Allow the employee to work independently.
b. Designate to whom the employee goes for help.
C. Check frequently;encourage questions.
d. Taper off extra coaching and close follow-up.
C. Personal Protective Eauinment - The designation and use of protective
equipment for all jobs which have an inherent injury potential shall be specified
by the supervisors involved. Detailed specifications for the design, purchase and
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use of all protective equipment shall be coordinated between the Training/Risk
Coordinator and the supervisors and then recommended to the department head.
Specialized protective equipment specified as mandatory on hazardous jobs shall
be provided by the City of Huntsville and employees shall be fully accountable
for its use and condition. Work boots and prescription safety glasses shall be
provided by the City of Huntsville when required.
I. Equipment Listed shall be Worn when Hazards as Described Exist:
a. Hard hats to protect the head against falling objects,head bumping
situations or electrical conductors.
b. Goggles,face shield or safety glasses to guard against airborne
debris,dust,flying particles,chips,chemicals,heat or injurious
rays.
C. Ear plugs or ear muffs to guard against prolonged exposure to
noise exceeding sound levels defined by law.
d. Respirators,gas masks,airline respirators,hose masks and self-
contained breathing apparatus to protect employees against toxic or
abnormal atmospheric conditions.
e. Safety shoes to protect feet against possible injury from articles
that can be dropped,vehicle wheels,machines and nail punctures.
f. Life jackets when working over water,(i.e.reservoirs,rivers,lakes
and tanks).
g. Reflective vests or bright articles to increase worker's visibility
while working in or around traffic lanes.
h. Protective clothing such as gloves,sleeves,aprons,leggings and
full suits to protect against wounds,abrasions,bumps,slag,heat or
melted metals.
2. Mandatory Use of Protective Equipment - When the use of personal protective
equipment has been specified for hazardous work, its use shall be mandatory as a
condition of employment. Supervisors shall be held accountable for employees
allowed to work without compliance. Enforcement can be made easier by
educating employees on the reasons for using or wearing the articles and the
possible injuries that can result when the need is ignored. The monthly review of
injuries by the Safety Committee shall place emphasis on those injuries that
resulted from failure to use protective equipment.
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NOTE: City employees assigned to inspect or work at construction sites or other
areas under the jurisdiction of other employers shall comply with the safety
regulations established by those employers if they exceed City requirements.
D. Proper Dress for Work - Each employee shall wear clothing suitable to the job
he/she is performing at all times. Suitable clothing means clothing that will
minimize danger from moving machinery, hot or injurious substances, sunburn,
etc.
All employees working in the field 50% or greater shall wear work boots
or safety shoes suitable for their particular type of work to avoid possible
falling objects, crush type injuries, nail punctures, weed-eaters, slip and
falls and chemicals. Open toed shoes, high heels, loafers and tennis shoes
will not be permitted on job sites.
Individuals with long hair shall wear a cap or net while working around machines. ,.,
Individuals required to wear breathing devices in toxic atmospheres shall be clean
shaven where the mask makes contact with the face.
Examples: Employees working on construction sites shall not wear tennis shoes,
loafers or sandals; Employees shall not wear high platform sandals or shoes
while working if the thickness of the sole and heel is extreme and causes the
wearer to walk precariously.
E. First Aid Training For Supervisors - All supervisors responsible for hazardous
operations as well as other selected employees shall be trained in First Aid.
1. Purpose of First Aid Guidelines-The purpose of first aid guidelines is to
provide immediate and temporary care for employees who are victims of
an accident or sudden illness until the services of a physician can be
obtained. First Aid does not eliminate the need for medical attention.
2. Trainine-The most important principle of first aid is to know how to
apply it immediately when the need arises. For detailed instructions on
first aid,all supervisors and selected personnel shall know and practice the
standard first aid theory and skills taught in"Standard First Aid"and
found in"The American National Red Cross First Aid Textbook".
3. Equipment Available for First Aid-First Aid kits shall be placed and
maintained in readily accessible locations on every job site and be of
appropriate size for the crew at the site.
9
F. Bloodborne Pathogen - In recognition of the special hazards associated with risk of
exposure to and transmission of bloodborne pathogens, including but not limited to HN
(human immunodeficiency virus),HAV (hepatitis A virus) and HBV (hepatitis B virus),
the following special policies and procedures are adopted for all work entailing such.
This procedure represents a minimum standard and it is recommended that each
department establish specific guidelines to adapt these procedures to operating
conditions.
1. Infection Control Representative(s) - The Risk: ManareT will be designated as ,_ Deleted:Training/Risk coordinator
responsible for the implementation of these policies and procedures.
2. Exposure Control Plan-In conjunction with use of these policies and procedures,
an exposure control plan will be implemented to minimize or eliminate exposure
to bloodborne pathogens.
3. Universal Precautions - All blood and body fluids will be treated as infectious,
although the special hazards and higher risks of transmission with certain body
g
Pe g Y
fluids are recognized. Universal Precautions will be used in all work activities •
with an potential for exposure to blood or other body fluids. Universal
Y P P Y
Precautions defines "allP atients should be assumed to be infectious ectious for
bloodborne diseases such as AIDS and hepatitis A and B."
4. Engineering and Work Practice Controls-Engineering and work practice controls
shall be used to eliminate or minimize employee exposure. Where occupational
exposure remains after institution of these controls,personal protective equipment
shall be used. Engineering controls shall be examined and maintained or replaced
on a regular schedule to ensure their effectiveness.
a. Hand Washing:
(1) Hand washing facilities which are readily accessible to employees
shall be provided. When provision of hand washing facilities is
not feasible, an appropriate antiseptic hand cleaner in conjunction
with clean cloth, paper towels or antiseptic towelettes will be
provided. When antiseptic hand cleansers or towelettes are used,
hands shall be washed with soap and running water as soon as
feasible.
(2) Employees shall wash their hands immediately or as soon as
feasibly possible after removal of gloves or other personal
protective equipment. Employees shall wash hands and any other
skin with soap and water,or flush mucous membranes with water
immediately or as soon as feasible following contact of such body
areas with blood or other potentially infectious materials.
b. Handling of Shams:
10
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(1) Contaminated needles and other contaminated sharps shall not be
bent,recapped,or removed. Shearing or breaking of contaminated
needles is prohibited. Contaminated needles and other
contaminated sharps shall not be recapped or removed unless no
alternative is feasible or such action is required by a specific
medical procedure which must be documented and approved by
the Training/Risk Coordinator prior to the use of such procedures.
Recapping or needle removal shall be accomplished by a
mechanical device or one-handed technique.
I
(2) Contaminated reusable sharps shall be placed in appropriate
containers (puncture resistant, leak proof on sides and bottom,
Biohazard labeled) and shall not be stored or processed in a
manner that requires employees to reach by hand into the
containers where these sharps have been placed.
C. Personal Habits.Food and Drink:
(1) Eating, drinking, smoking, the application of cosmetics or lip
balm, and the handling of contact lenses are prohibited in work
areas with reasonable likelihood of occupational exposure to
bloodborne pathogens.
(2) Food and drink shall not be kept in refrigerators,freezers, shelves,
or cabinets nor on countertops or bench tops where blood or other
potentially infectious materials are present.
d. Specific Work Practices:
(1) All procedures involving blood or other potentially infectious
materials shall be performed in such a manner as to minimize
splashing, spraying, spattering, and generation of droplets of these
substances. Mouth siphoning of blood or other potentially
infectious materials is prohibited. No objects should be placed in
the mouth. The nose, mouth, and eyes should not be touched
during or after patient contact until proper hand washing
procedures have been followed. Special care and precautions shall
be taken at any time an employee may have open cuts, sores, or
dermatitis that may compromise the barrier protection provided by
skin. Specimens of blood or other potentially infectious materials
shall be placed in a container which prevents leakage during
collection,handling,processing,storage,transport,or shipping.
11
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(2) The minimum number of personnel required shall be involved with
any procedure entailing exposure to bloodborne pathogens and
exposure time should be minimized.
e. Storage and Transfer of Blood and Other Infectious Body Fluids:
(1) The container for storage, transport, or shipping(including freezer
and refrigerators used for storage of blood or other potentially
infectious materials) shall be "Biohazard" labeled or color-coded
with fluorescent orange or orange-red labels with lettering or
symbols in a contrasting color affixed as close as feasible to the
container by string,wire,adhesive,or other method preventing loss
or unintentional removal or otherwise placed in red bags
substituted for labels (except for containers of blood, blood
components, or blood products that are labeled as to their contents
and have been released for transfusion or other clinical use) and
closed prior to being stored,transported or shipped.
(2) If outside contamination of the primary container occurs, the
primary container shall be placed within a second container which
prevents leakage during handling,processing,storage,transport,or
shipping and is labeled or color-coded with fluorescent orange or
orange-red labels with lettering or symbols in a contrasting color
affixed as close as feasible to the container by string, wire,
adhesive, or other method, preventing loss or unintentional
removal,or otherwise placed in red bags substituted for labels.
(3) If the specimen could puncture the primary container,the primary
container shall be placed within a secondary container which is
puncture-resistant in addition to the above characteristics.
f. Equipment Contaminated by Blood or Other Infectious Body Fluids -
Equipment which may become contaminated by blood or other potentially
infectious material(s)shall be examined prior to servicing or shipping and
shall be decontaminated as necessary unless unfeasible. If not feasible,
the reasons for inability to decontaminate the equipment shall be
documented by a designated Infection Control Representative and those
portions that have not been decontaminated shall be labeled. Further, a
designated Infection Control Representative shall ensure that this
information is conveyed to all affected employees, the servicing
representative, or the manufacturer, as appropriate, and prior to handling,
servicing,or shipping,so that appropriate precautions shall be taken.
g. Personal Protective Equipment:
12
(I) All employees performing tasks entailing reasonably anticipated
exposure to blood or other potentially infectious materials will be
provided, and are required to use, appropriate personal protective
equipment, such as, but not limited to, gloves, gowns, laboratory
coats, face shields or masks and eye protection, mouthpieces,
resuscitation bags, pocket masks, or other ventilation devices.
Such equipment shall be repaired or replaced as needed to maintain
its effectiveness, at no cost to the employee. Personal protective
equipment will be considered "appropriate" only if it does not
permit blood or other potentially infectious materials to pass
through to or reach the employee's work clothes, street clothes,
undergarments, skin, eyes, mouth, or other mucous membranes
under normal conditions of use and for the duration of time which
the protective equipment will be used.
(2) Under rare and extraordinary circumstances when it is the
employee's professional judgment that in the specific instance,use
of protective clothing and equipment would have prevented the
delivery of healthcare or public safety services, or would have ;
posed an increased hazard to the safety of the worker or co-worker,
the
employee shall document thesecircumstances circumst n es and inform the
,)tisL Manager, who shall investigate the circumstances and Deleted:Training/Risk Coordinator
determine whether changes can be instituted to prevent such
occurrences in the future. The Risk.Manager shall document all Deleted:Training/Risk Coordinator
such occurrences.
(3) Appropriate personal protective equipment in the appropriate sizes
shall be readily accessible at the worksite or issued to employees.
Hypoallergenic gloves, glove liners, powderless gloves, or other
similar alternatives shall be readily accessible to those employees
who are allergic to the gloves normally provided.
(4) Any garment penetrated by blood or other potentially infectious
materials shall be removed immediately or as soon as feasible. All
personal protective equipment shall be removed prior to leaving
the work area. When personal protective equipment is removed it
shall be placed in an appropriately designated area or container for
storage,washing,decontamination or disposal.
(5) Gloves shall be worn when it can be reasonably anticipated that the
employee may have hand contact with blood, other potentially -
infectious material(s),mucous membranes,and/or non-intact skin.
(6) Disposable (single use) gloves such as surgical or examination
gloves and utility gloves shall be replaced as soon as practical
when contaminated or as soon as feasible if they are torn,
13
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punctured, or when their ability to function as a barrier is
compromised. They shall not be washed or decontaminated for re-
use.
(7) Masks,in combination with eye protection devices such as goggles
or glasses with solid side shields or chin-length face shields, shall
be worn whenever splashes, spray, spatter, or droplets of blood or
other potentially infectious materials may be generated and eye,
nose,or mouth contamination can be reasonably anticipated.
(8) Protective clothing, such as,but not limited to,gowns,aprons, lab
coats, clinic jackets, or similar outer garments shall be worn in
situations with reasonably anticipated exposure to blood or other
potentially infectious material(s). The type and characteristics will
depend upon the task and degree of exposure anticipated.
h. Cleaning and Disinfection:
s�
A.
(1) The worksite shall be maintained in a clean and sanitary condition.
(2) All equipment, as well as environmental and working surfaces,
shall be cleaned and decontaminated after contact with blood or
other potentially infectious materials.
(3) Contaminated work surfaces shall be decontaminated with an
appropriate disinfectant immediately or as soon as feasible when
surfaces are overtly contaminated or after any spill of blood or
other potentially infectious material(s) and at the end of the work
shift if the surface may have become contaminated since the last
cleaning.
(4) Protective coverings, such as plastic wrap, aluminum foil, or
imperviously-backed absorbent paper used to cover equipment and
environmental surfaces shall be removed and replaced as soon as
feasible when they become overtly contaminated or at the end of
the work shift if they may have become contaminated during the
shift.
(5) All bins, pails, cans, and similar receptacles intended for reuse
which have a reasonable likelihood of becoming contaminated
with blood or other potentially infectious material(s) shall be
inspected and decontaminated immediately or as soon as feasible
upon visible contamination.
14
(6) Broken glassware which may be contaminated shall not be picked
up directly with the hands. It shall be cleaned up using mechanical
means,such as a brush and dust pan,tongs,or forceps.
(7) Reusable sharps that are contaminated with blood or other
potentially infectious material(s)shall not be stored or processed in
a manner that requires employees to reach by hand into the
containers where sharps have been placed.
(8) During use, containers for contaminated sharps shall be easily
accessible to personnel and located as close as is feasible to the
immediate area where sharps are used or can be reasonably
anticipated to be found, shall be maintained upright throughout
use,and shall be replaced routinely and not be allowed to overfill
(9) When moving containers of contaminated sharps from the area of
use,the containers shall be closed immediately prior to removal or
replacement to prevent spillage or protrusion of contents during
handling, storage, transport,or shipping and placed in a secondary `
container if leakage is possible. The second container shall be
closable,constructed to contain all contents and prevent leakage
during handling, storage, transport or shipping, and labeled or
color-coded with fluorescent orange or orange-red labels with
lettering or symbols in a contrasting color affixed as close as
feasible to the container by string, wire, adhesive, or other method
preventing loss or unintentional removal or otherwise placed in red
bags substituted for labels.
(10) Reusable containers shall not be opened, emptied, or cleaned
manually or in any other manner which would expose employees
to the risk of percutaneous injury.
i. Medical Waste:
(1) Medical waste shall be considered: any liquid or semi-liquid blood
or other potentially infectious material(s), dried blood or other
potentially infectious material(s) in any form. This includes any
items which may have such material(s) on them in any form with
the exception of reusable equipment, instruments, or personal
protective clothing and equipment which undergoes proper
decontamination procedures.
(2) Medical waste shall be placed in containers which are closable,
constructed to contain all contents and prevent leakage of fluids
during handling, storage, transport or shipping, and labeled or
color-coded with fluorescent orange or orange-red labels with
15
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lettering or symbols in a contrasting color affixed as close as
feasible to the container by string, wire,adhesive, or other method
preventing loss or unintentional removal or otherwise placed in red
bags substituted for labels. These shall be closed prior to removal
or in red bags substituted for labels, to prevent spillage or
protrusion of contents during handling, storage, transport, or
shipping.
(3) If outside contamination of such container(s) occurs, it shall be
placed in a second container. The second container shall be
closable,constructed to contain all contents and prevent leakage of
fluids during handling, storage, transport or shipping, and labeled
or color-coded with fluorescent orange or orange-labels with
lettering or symbols in a contrasting color affixed as close as
feasible to the container by string, wire,adhesive,or other method
preventing loss or unintentional removal or otherwise placed in red
bags substituted for labels. This container shall be closed prior to
removal to prevent spillage or protrusion of contents during
handling,storage,transport,or shipping. Al
(4) Disposal of all sharps and medical waste shall be in accordance
with applicable regulations of the United States, state, and local
ordinances.
j. Laundry Practices: j
i
(1) Contaminated laundry shall be handled as little as possible with
minimum agitation and shall be bagged or contained at the location
where it was used and shall not be sorted or rinsed in the location
of use. Contaminated laundry shall be placed and transported in
bags or containers labeled or color-coded with fluorescent orange
or orange-red labels with lettering or symbols in a contrasting color
affixed as close as feasible to the container by string, wire,
adhesive,or other method preventing loss or unintentional removal
or otherwise placed in red bags substituted for labels. Universal
Precautions shall be used in the handling of all soiled laundry.
(2) Whenever contaminated laundry is wet and presents a reasonable
likelihood of soak-through or leakage from the bag or container,
the laundry shall be placed and transported in bags or containers
which prevent soak-through or leakage of fluids to the exterior.
(3) All employees who have contact with contaminated laundry shall
wear protective gloves and other appropriate personal protective
equipment.
16
(4) Laundry shipped off-site shall be placed in containers which are
labeled or color-coded with Fluorescent orange or orange-red labels
with lettering or symbols in a contrasting color affixed as close as
feasible to the container by string, wire,adhesive, or other method
preventing loss or unintentional removal or otherwise placed in red
bags substituted for labels.
k. Hepatitis A and B Vaccination:
(1) Hepatitis A and B vaccine and vaccination series shall be made
available to all employees with reasonably anticipated exposure to
blood or other potentially infectious material(s) at no cost to the
employee. Such vaccination(s) will be performed at a reasonable
time and place by or under the care of a licensed physician or
under the supervision of another licensed healthcare professional.
These shall be provided according to current recommendations of
the U.S. Public Health Service at the time these evaluations and
procedures take place. All laboratory tests are conducted by an
accredited laboratory at no cost to the employee.
(2) Hepatitis A and B vaccination shall be made available after the
employee has received the Bloodborne Pathogens Education
Program and within ten (10) working days of initial assignment to
duties with reasonably anticipated exposure to blood or other
potentially infectious material(s) unless the employee has
previously received the complete hepatitis A and B vaccination
series,antibody testing has revealed that the employee is immune,
or the vaccine is contraindicated for medical reasons. Prescreening
is available to,but not required of such employees and is provided
at no cost. Employees initially declining hepatitis A and B
vaccination but at a later date decide to accept the vaccination the
hepatitis A and B vaccination shall be made available according to
the provisions of this policy at that time.
(3) All employees who decline to accept hepatitis A and B vaccination
offered by the employer shall sign the Hepatitis A and B
Vaccination Refusal Form.
(4) Routine booster dose(s)of hepatitis A and B vaccine,
recommended by the U.S.Public Health Service,shall be made
available to employees who at the time such recommendations are
applicable have reasonably anticipated exposure to blood or other
potentially infectious material(s)at no cost to the employee.Such
doses shall be made available to the employee at a reasonable time
17
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and place,and performed by or under the supervision of a licensed
physician or by or under the supervision of another licensed
healthcare professional.
1. Bio Hazard Labeling - Warning labels shall be affixed to containers of
regulated waste, refrigerators, and freezers containing blood or other
potentially infectious material(s); and other containers used to store,
transport, or ship blood or other potentially infectious material(s), except
that red bags or red containers may be substituted for labels. Containers of
blood, blood components, or blood products that are labeled as to their
contents and have been released for transfusion or other clinical use are
exempted from these labeling requirements. Individual containers of
blood or other potentially infectious material(s)that are placed in a labeled
container during storage,transport, shipment or disposal are exempt from
the labeling requirement. Labels shall be fluorescent orange or orange-red '
or predominantly so, with lettering or symbols in a contrasting color.
Labels are required to be affixed as close as feasible to the container by
string, wire, adhesive, or other method that prevent their loss or
unintentional removal. Such labels are required for contaminated
equipment and shall also state which portions of the equipment remain
contaminated.
M. Post-Exposure Evaluation and Follow-up:
(1) In the event of employee exposure, Human Resources is
responsible to execute medical evaluation and follow-up
immediately following any exposure.
(a) The City can request that the source individual consent to
serologic testing for evidence of HIV/HBV infection.
(b) If the source person consents to serologic testing and is
seronegative and has no evidence of HIV/HBV infection.
(i) The employee and the source person
are to be informed of the test results.
(ii) A record is to be maintained of those
results and in such matters there will
be no follow-up. i
(2) If a City employee is involved in an exposure incident, the
employee is to report the potential exposure to their supervisor
immediately. The supervisor will contact the Risk Manages or Deleted:Training/Risk Coordinator
his/her representative immediately. It is the responsibility of the j
18
department head or his/her representative, working in cooperation
with thegisk ManaLer,to obtain the following information: Deleted;TraininglRisk Coordinator )
(a) Nature of the exposure
(b) Extent of the exposure
(c) Suspected source and witness information
(3) The employee is required to immediately go for a medical
evaluation at Huntsville Memorial Hospital. The testing and
medical evaluation will be conducted to determine seronegativity
by a consulting physician based on the following schedule listed
below. Should a test be found to be positive additional testing will
be conducted as ordered by the consulting physician. Human
Resources shall be responsible for maintaining all records.
(a) The employee will be medically evaluated for evidence of
infection immediately.
(b) The employee will be medically evaluated for evidence of
infection at six(6)weeks after the first test.
(c) The employee will be medically evaluated for evidence of
infection at twelve(12)weeks after the first test.
(d) The employee will be medically evaluated for evidence of '
infection at six(6)months after the first test.
(e) The employee will be medically evaluated for evidence of
infection at one(1)year after the first test.
(f) If all the above tests are negative no further follow-up will
be conducted.
(g) Medical and Psychological consulting will be made
available for both the employee and their family, when
appropriate.
(h) The requirements of the Worker's Compensation Act will
be followed if the exposure incident and subsequent
conversion is determined to arise out of and be in the scope
of employment. All costs related to the regimen of testing
will be paid by the City of Huntsville. The City will make
reasonable efforts to maintain the confidentiality
concerning an employee's exposure to any communicable
19
disease.
n. Education and Training - All employees with reasonably anticipated
exposure to blood or other potentially infectious material(s) shall
participate in the Bloodborne Pathogens Education Program at no cost to
the employee and during working hours. This shall occur at the time of
initial assignment to tasks where occupational exposure may take place
and at least annually thereafter. Additional training,when changes such as
modification of tasks or procedures or the institution of new tasks or
procedures affect the employee's occasional exposure, shall be provided
which may be limited to addressing the new exposures created.
o. Record Keeping:
(1) An accurate medical record for each employee with occupational
exposure,in accordance with 29 CFR 1910.20.shall be maintained
by the Aisk Manager. This record shall include the name and Deleted:Training/Risk Coordinator
social security number of the employee, a copy of the employee's
hepatitis A and B vaccination status including the dates of all the „
hepatitis A and B vaccinations and any medical records relative to
the employee's ability to receive vaccination, a copy of all results
of examinations, medical testing, and follow-up procedures
required as part of any post-exposure medical evaluation including
the employer's copy of the healthcare professional's written
opinion and a copy of the information provided to the healthcare
professional as part of that evaluation.
(2) Employee medical records will be kept confidential and not
disclosed or reported without the employee's express written
consent to any person(s) within or outside the workplace except as
required by this section or as may be required by law. Such
records shall be maintained for at least the duration of employment
plus thirty (30) years, except as provided in accordance with 29
CFR 1910.20.
(3) Training records shall be maintained and shall include the dates of
the training sessions, contents or a summary of the training
sessions, the names and qualifications of persons conducting the
training, the names and job titles of all persons conducting the
training, and the names and job titles of all persons attending the
training sessions. Training records shall be maintained for three
(3)years from the date on which the training occurred.
(4) All employee medical records or training records shall be made
available upon request to the Assistant Secretary of OSHA and the
20
Director of the Occupational Safety and Health Administration
(OSHA)for examination and copying.
(5) Employee training records shall be provided upon request for
examination and copying to employees, to employee
representatives,and to the Director or Assistant Secretary(OSHA)
in accordance with 29 CFR 1910.20.
(6) Employee medical records shall be provided upon request for
examination and copying to the subject employee, to anyone
having written consent of the subject employee,and to the Director
or the Assistant Secretary (OSHA) in accordance with 29 CFR
1910.20(h).
(7) Requirements involving transfer of records set forth in 29 CFR
1910.20(h)shall be followed.
(8) The Director of OSHA shall be notified at least three (3) months
prior if cessation of business occurs and there is no successor
employer to receive and retain the records for the prescribed
period. Such records shall be transmitted to the Director, if
requested by the Director to do so, within that three (3) month
period.
P. Employee Responsibilities:
(1) In addition to specific responsibilities outlined above, employees
performing tasks with reasonably anticipated exposure to blood or
other potentially infectious material(s) are required to inform a
designated Infection Control Representative if proper protective
clothing and equipment is unavailable or appears inadequate to
provide appropriate protection from such exposure. Employees are
required to report to a designated Infection Control Representative
any incidents or observations suggesting inadequate use of
personal protective clothing and/or equipment or other control
measures by any employee.
(2) Employees are required to follow the requirements of these
policies and procedures, including all work practice requirements.
The use of Universal Precautions and the use of specific
engineering controls and protective equipment outlined is
mandatory.
(3) Employees that do not follow these requirements are subject to
disciplinary action up to and including discharge.
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q. Department Policies-Selected departments in the City of Huntsville will
implement an operational policy for dealing with exposure to bloodborne
pathogens to attach to and supplement the general City policy.
G. Hazard Communications Safety Procedure - The Federal Emergency Planning and
Community Right to Know Act(42 U.S.C.Section 11001- 11050).
1. Overview:
a. As part of a policy that every employee is entitled to work in a reasonably
hazard free environment, The City of Huntsville has adopted this
procedure to ensure that every employee is aware of the safety and health
hazards associated with the chemical products used within their operating
departments.
b. The Hazard Communications Safety Procedure (HCSP)is under the direct _
supervision of the.Risk Manage The procedure is intended to ensure that: D_eieted:Training/Risk Coordinator
Deleted: oC Administrative Services.
(1) All hazardous chemicals are properly identified and labeled
upon entry into the work place.
(2) Material Safety Data Sheets (MSDS) for hazardous
chemicals are maintained in each department and are
readily available to the employees working with those
chemicals.
(3) Employees working with hazardous chemicals are
properly instructed about the hazards of those chemicals,
how to work safely with them and what special precautions
are required.
(4) Compliance is maintained with State and Federal law as it
Relates to employee and community right-to-know
requirements.
2. Compliance Procedures:
a. The isk Mann zer will conduct a yearly survey of chemicals in use within Deleted:Training/Risk Coordinator
City departments. User departments are to submit an updated list to the
Training/Risk Coordinator.
b. The Mick Managei will maintain a central training record by employee, ', Deleted:Training/Risk Coordinator
date,trainer and department for all City operations.
22
C. The JZisk Manan*ei will submit to each department a previous list of �eieted Training Risk Coordinator
chemicals reported in use. Upon receipt a review is to be made for
changes, additions and deletions. The responsibility to complete the
yearly chemical survey and update the chemical list is that of the
department head.
H. Material Safety Data Sheet Requirements:
1. Purchasing will be responsible for obtaining Material Safety Data Sheets on all
chemicals for which it purchases.
2. Purchasing will be responsible to distribute the Material Safety Data Sheets as
follows:
a. One copy to Human Resources.
b. One copy to the user department.
3. Departments that purchase their own chemicals shall be responsible for obtaining
those particular Material Safety Data Sheets.
Departments procuring their own Material Safety Data Sheets shall distribute one
copy to Human Resources.
4. Each department will maintain copies of the Material Safety Data Sheet for
hazardous chemicals at each work site in a manner readily accessible to
employees in the area during every work shift.The department will:
a. Check each Material Safety Data Sheet to verify that it
contains the required information.
b. Contact the vendor,in conjunction with Human Resources,
immediately if the information is inadequate.
C. Maintain a master list of all Material Safety Data Sheets for
hazardous chemicals used in the department.
d. Direct copies of the Material Safety Data Sheets to each
supervisor using that particular hazardous chemical.
e. Be responsible for disbursing copies of Material Safety
Data Sheets to medical personnel, employees or their
designated representatives and authorized governmental
representatives.
1. ,Risk Manager will be responsible to maintain a City-wide deleted:Training/Risk coora;namr
23
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master inventory of Material Safety Data sheets for hazardous chemicals.
6. It is the joint responsibility of the 12i,,k i�1ana«er and the user department C-�eieted Training/Risk Coordinator
_ ._
to ensure that the following minimum data is made available on the Material Safety
Data Sheets.
a. Identity used on the label.
b. Physical and chemical characteristics.
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C. Physical hazards.
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d. Health hazards, including signs and symptoms of exposure, and any
medical conditions which are generally recognized as being aggravated by
exposure to the chemical.
e. Primary routes of entry.
f. OSHA permissible exposure limit,American Conference of Governmental;
Industrial Hygienist,Inc. (ACGIH)threshold limit value and manufacturer
recommended limits.
g. Whether the subject material is listed in the latest edition of the National
Toxicology Program (NTP) Annual Report on Carcinogens, and
International Agency for Research on Cancer (IARC) Monograph as a
potential carcinogen or an OSHA potential carcinogen.
h. Generally recognized precautions for safe handling and use (which are
known to the Material Safety Data Sheet preparer).
i. Generally applicable control measures such as appropriate engineering
controls,work practices and personal protective equipment.
j. Emergency and first aid procedures.
k. Procedures for cleanup of leaks or spills.
1. The date of preparation of the Material Safety Data Sheets or the last
change to it.
M. The name, address and 24-hour telephone number of the preparing or
distributing manufacturer who can provide additional information.
7. Training Procedures:
24
a. Each employee who is or may be exposed to a hazardous chemical(s)shall
be provided with information regarding the requirements of the MSDS and
any operations which use hazardous chemicals and the location(s) of this
written procedure. Additionally, each employee shall be trained as to the
detection methods, physical and health hazards, protection methods, as
well as labeling and Material Safety Data Sheet provisions for hazardous
chemicals in use.
b. Every current employee shall be so informed and trained annually
thereafter. When a new employee is hired or transferred, that employee
will receive information and training at the time they are assigned to work
in an area which may expose them to a hazardous chemicals.
C. Whenever a new chemical or toxic substance is introduced into the work
place,all affected employees shall be trained as to the hazard(s)involved.
d. All employee information and training shall be conducted by, and be the
responsibility of the department and all training information will be
forwarded to the ,k Manager. A written record shall be kept which Detete t.Training/Risk Coordinator
identifies the names of persons trained,the date of training,the trainer and
training outline. Information and training shall include as a minimum the
following elements:
(1) Information on the requirements of the Material Safety Data
Sheets, which includes availability of information, exemptions
from the standard, interpretation of key definitions and how a
chemical is deemed hazardous.
(2) The employees shall be informed of the hazardous chemicals
within their work areas and as to where these chemicals are
located.
(3) The employees shall be informed of the location of the MSDS
Manual. They shall also be informed that this procedure contains a
list of all hazardous chemicals on site as well as a copy of each
pertinent Material Safety Data Sheet.
(4) Employees shall be trained to understand how a self-monitoring
system works, how an alarm system works and how the labels on
containers identify the location of and the hazardous nature of
chemicals.
(5) The employees shall be trained as to the details of this Hazard
Communication Program, including a review of each section of
this program. Particular attention shall be given to the explanation
as to how a Material Safety Data Sheet is constructed and what the
25
various sections contain. Attention is to be given to the labeling
program and how names on labels key to the specific Material
Safety Data Sheet. Coding stationary containers is to be explained.
At this time employees must be told exactly how they can obtain
copies of a Material Safety Data Sheet.
(6) Employees shall be informed of the hazards of specific chemicals
to which they are exposed. This may be done either by individual
chemical or by class of chemical hazard. Information on such
hazards,both health and physical, shall be taken from the Material ,
Safety Data Sheet for that chemical or class of chemicals.
(7) Utilizing information from the Material Safety Data Sheets,every
employee shall be trained as to how they may protect themselves
from exposure. This must include all safety supplies and
equipment to be used. Specific items to be covered include, but
are not limited to:
(a) Cleaning of tanks and reactors.
(b) Changing hoses and pipes which may contain hazardous
chemicals.
(c) Other activities as required.
8. Information for Contractors:
a. It shall be a condition of any contract issued for services by another
employer that the contractor's employees be properly trained. This can be
accomplished by arranging a meeting with the contractor prior to initiation
of contract work. At such a meeting the contractor will be informed of the
specific chemicals to which their employee will be exposed,will be given
copies of pertinent Material Safety Data Sheets, and will be advised of ;
safety procedures. The contractor must supply like information and
training for City employees when chemicals are used in their process and
or work.
b. At the conclusion of any information and training session an opportunity
for QUESTIONS must be conducted. If an answer is not known, the
instructor will obtain the answer. Once the answer is obtained it will
immediately be conveyed to the employee in writing.
I. Procedure to Ensure Proper Labels - All containers which contain hazardous
chemicals shall be labeled in accordance with the OSHA regulations (29 CFR Part
1910.120). In order to ensure that this is accomplished,the following steps will be taken:
26
I Purchasing will notify suppliers outlining directions for proper labeling.
2 The departments receiving chemicals are instructed as follows:
s.
a. Determine whether incoming orders contain hazardous chemicals.
b. Inspect those containers to determine if labels are affixed.
C. Make sure that labels contain the name of the material, an appropriate
hazard warning, the name and address of the manufacturer, importer, or
other responsible party.
d. If you are unsure as to whether the hazard warning is appropriate,contact
the gisk Manager. Deleted:Training/Risk Coordinator
e. In the event that labels are not affixed it shall be the responsibility of the
department receiving the chemicals to see that the proper labels are affixed
to the containers. Contact Purchasing prior to unloading the shipment for ;t
use,if there is a problem in this regard.
f. In the event that Purchasing is notified that labels are not present, the
Purchasing Agent shall immediately contact the supplier to make
arrangements to obtain labels.
J. Procedure to Ensure that Labels Contain Required Information:
I. All containers of hazardous chemicals must be labeled in accordance with OSHA
regulations. Specifically, each required label must contain the following
information:
a. The identity of the hazardous chemical.
b. Appropriate hazard warning.
C. Name and address of the chemical manufacturer, importer or other
responsible party.
2. In order to assure that this is accomplished, an appropriate hazard warning must
clearly and concisely identify the hazard. Examples of appropriate hazard
warnings are:
a. Physical hazards classified and listed as:
Corrosive
-Irritant
Reactive
27
Oxidizers
Flammable/combustible
Explosive
b. Health hazards,classified and listed as:
Aacutely toxic
-Chronically toxic
Carcinogenic
Mutagenic
Teratogenic
Sensitizing agent
C. Route of entry.
d. Symptoms,acute and chronic exposure.
e. Safe handling procedures.
f. Emergency procedures.
3. The name and address of the manufacturer, importer or other responsible party.
This name should be the same as found on the bill of lading received with the
shipment. In the event that labels do not contain the required information,
employees are instructed to contact the Purchasing Department and not unload or
distribute the materials.
K. Procedures to Ensure that Labels are Properly Displayed:
1. All containers of hazardous substances shall be labeled and such labels shall
remain on the container for the life of the container.
2. All employees are to be instructed that labels are not to be removed.
3. If labels are destroyed or removed, the container's contents are to be identified
and marked with the required information which may be copied from another
identical container.
L. Procedures for Labeling Stationary Containers- Stationary containers will be labeled
by the using department. When such systems are used,written information such as:
1. Color code identification;
2. Placard explanations;and
3. Process sheet details and identifiers,
28
will be compiled into clearly marked manuals and made available in central locations
within the work area. All employees will be notified of the existence and location of
such material(s)by their supervisors.
' I
M. Identification of Transfer Containers:
1. Transfer containers need not be labeled if hazardous material(s) transferred in
them are immediately and completely used by the employee conducting the
transfer. The transfer shall not be made until all necessary information regarding
possible hazards of transfer have been explained to the employee.
2. Operations personnel are to be instructed about this option. Questions as to
whether a container qualifies for this exemption shall be referred to the isk Deleted:Training/Risk Coordinator
Mann cr. If a question arises,the container will be labeled.
N. Respiratory Protection Program:
Overview:
i
1. When it is not feasible to render the environment completely safe it may be
necessary to protect the worker from contact with airborne contaminants.
Personal protective equipment should be provided and used when:
I
a. It is not possible to enclose or isolate the process or
equipment,provide ventilation,or use other control
measures;and/or
b. There are short exposures to hazardous airborne
concentrations of contaminant.
2. Design of respiratory protective devices varies in application and protective capability. .
The department head or his designate and the „R.isk Manager are to assess the Deleted Training/RiskCoordinator
inhalation hazard to assure proper selection.
O. Responsibility-Program Administration:
1. Formulation and coordination of the Respiratory Protection Program is the
responsibility of the department head or his/her designee and the,Risk Manures. Deleted:Traininoisk Coordinator
These responsibilities include:
a. Formulating and making necessary changes in the respiratory protection
program to adapt it to departmental use.
29
b. The Risk Manager and the department head or his/her designate will make { Deleted:Training/Risk Coordinator
certain the program complies with federal,state,and local regulations and
ordinances.
C. The isk Manager will arrange periodic monitoring and advise Deleted:Training/Risk coordinator
appropriate departments/divisions of potential hazards arising out of any
current or proposed process or operation.
d. The department head and the tisk NIgnagei will specify engineering and Deleted:Training/Riskcoordinator
management controls necessary to minimize employee exposure to ,
potentially harmful air contaminants,and specify the design and quality of
the respiratory protective equipment.
e. The gisk Manager and the department head will periodically measure the Deleted:Training/Risk coordinator
program's effectiveness by conducting random inspections to assure that
respirators are properly selected,used,cleaned,and maintained.
2. Each City supervisor will understand the Respiratory Protection Program.
a. They will maintain a work environment that assures the maximum safety
and health of employees.
b. The supervisor shall furnish employees with the proper personal
respiratory protective equipment, ensure proper use, and enforce the
wearing of such equipment.
3. The employee should notify his/her supervisor or department head immediately
when certain conditions or practices may cause personal injury or illness as it
relates to respirator use.
4. The employee shall make use of all prescribed respiratory protective equipment,
and follow established practices and procedures.
P. Medical Evaluation:
1. Employees should not be assigned to tasks requiring use of respirators unless it
has been determined that they are physically able to perform the assigned tasks
requiring respirators.
a. Human Resources will arrange for Pulmonary Function Screening for
respirator users under the supervision of a physician.
b. The respirator user's medical status will be reviewed periodically by a City
designated physician.
30
C. The results will be reported to the department, the employee, and Human
Resources.
d. Procedures for confidentiality and access standards for the actual medical
records of the Pulmonary Function
2. Screening for respirator users will be maintained by the,Risk Manage Deleted Tratmng/Risk Coordinator
Q. Minimal Acceptable Respirator Program - Any department finding it necessary to
supply respiratory protective equipment will have written procedures governing the
selection,use,and care of respirators with the assistance of the,Risk Manager. Deleted:Training Risk Coordinator.
1. This procedure shall be provided to every respiratory user.
...._.....
_
2. Risk Is an•I rei will approve the written rocedure. Deleted'1ratNng Risk Coordinator
.. € PP P_
R. Training-Minimum training for both respirator user and supervisor will include but is l
not limited to the following: ,
1. Instruction in the nature of the hazard, whether acute, chronic or both, with an
honest appraisal of what may happen if the respirator is not used properly;
2. A discussion of the selection of the type of respirator for the particular purpose;
3. A discussion of the respirator's capabilities and limitations;
4. Instruction and training in actual use of the respirator, especially a respirator for
emergency use. This is to include having the respirator fitted properly,testing the
face piece to face seal, and cleaning. The testing is the responsibility of isk Deleted:Training/Risk Coordinator
Manager;and
5. Special training such as field training to recognize and cope with emergency
situations,which is the responsibility of theRisk Managei. Deleted:Training/RiskCoordinator
S. Maintenance and Care of Respirators:
1. Inspection:
a. All respirators shall be inspected routinely by the user before and after
each use.
b. A respirator that is not routinely used but is kept ready for emergency use
shall be inspected after each use and monthly at minimum.
31
C. Self-contained breathing apparatus/gear shall be inspected monthly by the
department. Air and oxygen cylinders shall be fully charged according to
the manufacturer's instructions. It shall be determined that the regulator
and warning devices function properly.
A record shall be kept of inspection dates and findings for respirators
maintained for emergency use. The records will be maintained by the
Icpartnlent assigned the respirator equil2nient. Deleted:Training/Risk Coordinator
d. Respirator inspection shall include a check for the tightness of connections
and the condition of the face piece, headbands, valves, connecting tube,
and canisters. Rubber or elastomer parts shall be inspected for pliability
and signs of deterioration. Stretching and manipulating rubber or
elastomer parts with a massaging action will keep them pliable and
flexible thus preventing them from setting during storage.
e. Random inspections shall be conducted by a qualified individual to assure
that respirators are properly selected,used,cleaned and maintained. These
will be scheduled by the isle&lanager. Detetegl TrainirtWM k coordinator
2. Cleaning and Disinfection - The following procedure is recommended for
cleaning and disinfecting respirators unless the manufacturing representative
recommends another procedure:
a. Remove any filters,cartridges,or canisters;
b. Wash face piece and breathing tube in cleaner-disinfectant or detergent
solution. (The bactericidal agent is generally quaternary ammonium
compound and may be available from the manufacturer of the respirator.)
Use a hand brush to facilitate removal of dirt;
C. Rinse completely in clean,warm water;
d. Air-dry in a clean area;
e. Clean other respirator parts as recommended by the manufacturer;
f. Inspect valves, head straps, and other parts; replace with new parts if
defective;
g. Insert new filters,cartridges,or canisters;make sure seal is tight;and
h. Place in plastic bag or container for storage.
32
3. Repair- Replacement or repairs shall be done only by experienced persons with
parts designed for the respirator. No attempt shall be made to replace components
or to make adjustment or repairs beyond the manufacturer's recommendations.
4. Storage:
a. After inspection,cleaning and necessary repair,respirators shall be stored
to protect against dust,sunlight,heat,extreme cold,excessive moisture,or
damaging chemicals.
b. Respirators should be packaged or stored so that the face piece and
exhalation valve will rest in a normal position and function will not be
impaired by the elastomer setting in an abnormal position.
r�.
33
j. Condition of power and hand tools;
k. Proper guarding of powered equipment and machines;
1. Excessive noise levels;
M. Excessive dust levels;and
n. Administrative compliance with these policies and practices and other
pertinent directives.
5. Inspection reports shall be kept in departmental files on all inspections and shall
show the following:
a. Date of inspection;
b. Inspector's name;
C. Written list of deficiencies;
d. Recommendations for correction of deficiencies;and
e. Action date for correction of deficiencies.
6. A copy of all formal inspection reports shall be furnished to the following:
a. City Manager
b. Department head
C. Safety Committee
7. Facilities and equipment noted to be unsafe for use shall be tagged on the spot by
the inspector. Personnel who continue to use any item that has been so tagged or
who willfully remove the tag before the unsafe condition is corrected shall be
subject to disciplinary action.
8. Deficiencies shall be posted for review by all employees and corrected as quickly
as feasible. In the case of imminent danger hazards, satisfactory correction shall
be completed before work is resumed in the hazard area. Corrections requiring `
special monetary funds or those beyond control of the department shall be
presented to the City Manager.
9. Supervisors shall inform all employees of any unsafe conditions that cannot be
immediately corrected and insure that all necessary precautions are taken to
prevent mishaps.
35
B. Informal Inspections - Informal inspections shall be conducted whenever the need
arises. Department heads, supervisors and any employee may request inspections when
an unsafe condition or practice is noticed. The Bisk Manager shall make Deleted:Training/Risk coordinator
recommendations for corrective action or consult with the insurance company's safety
engineer for guidance. A record of the visit and discrepancies shall be taken to insure
that corrective measures are taken.
C. Insurance Company Inspections:
1. Purpose and Scope of Inspections:
In order to insure the City's compliance with safety standards, the City's
insurance company may independently inspect periodically. Inspections will be
made to determine conformance with American National Standards Institute and
National Fire Protection Association as they pertain to conditions of building and
other facilities,equipment,operational practices and record-keeping procedures. e;
2. A copy of all inspection reports shall be furnished to the following:
a. City Manager
b. Department head
C. Safety Committee
36
8.05 Safety Committee
y
Effective Date:9-20-2005
Revision Date:
Policy
To effectively involve employees in the application and development of safety rules,regulations
and procedures, City departments are encouraged to participate in the Safety Committee. This
committee should have representation from a reasonable number of employees,supervisors,and
departmental management. While representation on the Safety Committee is encouraged, the
manner of selection shall be decided upon by the department head. The Safety Committee is
encouraged to meet with reasonable frequency in the course of each year. The deliberations on
recommendations of any Safety Committee shall be held in confidence and no evidence; either
testimonial or documentary, relating to the deliberations of any Safety Committee shall be
admissible in any grievance proceeding conducted pursuant to Section 12 of this ordinance.
Procedure
A. The purpose of the Safety Committee is as follows:
1. To arouse and maintain the interest of ees superintendents,supervisors and employees
P P P Y
and keep them informed on safety matters;
2. To arouse and maintain the interest of workers and convince them that their
cooperation is needed to prevent accidents;
3. To make safety activities an integral part of operating policies, methods and a
function of operation;
4. To provide an opportunity for free discussion of accident problems and
preventative measures;and
5. To help the department heads evaluate safety suggestions.
B. The.Risk Manager Will serve as a permanent resource person to all Safety Committee E--D.I et ed:Lre�����w�c��a�eaio�
members.
37
8.06 Injury Reporting and Follow-up
Effective Date: 9-20-2005
Revision Date: 12-11-2007
Policy
A. The City of Huntsville will investigate all work-related accidents or incidents that result
in or could potentially have resulted in injury or property damage. All accidents and
incidents have their own unique characteristics.
B. Employees must immediately report to their supervisor any on-the-job injury or illness
they sustain or suspect they have sustained,no matter how minor. They must also report
any incidents that had the potential for injury to employees or third parties and any
instances where property damage occurred.
C. Failure to report any injury or incident may be cause for disciplinary action.
Procedure
A. Procedures for Reporting Employee Iniuries:
1. Employees must immediately report to their supervisor any on-the-job injury or
illness they sustain or suspect they have sustained, no matter how minor.
2. Supervisors shall first respond to the immediate medical needs of any
injured person(s). This could mean , calling for the Emergency Medical
Service, or driving the injured person to the hospital themselves. '
The incident must be reported to their Superintendent. The supervisor
shall immediately notify the ,Risk Manager in the event Deleted:Training/Risk Coordinator
medical attention is needed. The Superintendent must inform the
injured employee that he/she must choose a Treating Doctor from
the Alliance list of doctors. If an injured worker chooses to treat with a non-
Alliance doctor, he/she assumes risk of payment for the medical
treatment and potential loss of income benefits. The JtJsk ;Manager Deleted:Training/Risk
will coordinate and assist the injured worker in making a Deleted:Coordinator
appointment for the employee.
3. The Superintendent must ensure that the injured employee fills out the
Injury Investigation Report. The immediate supervisor must sign the
Injury Investigation Report along with the employee involved.
This form is to be turned into the Superintendent immediately and then to
the tisk 1-tanager within twenty-four (24) hours of the- IDeleted.Training/Risk Coordinator
injury. It is the responsibility of the Superintendent to notify their
department head of any injury.
38
4. The Superintendent must ensure that the injured employee fills out the
Accident/Incident Investigation Report - Employee's Statement and that the
immediate supervisor fills out the Accident/Incident Investigation Report
Supervisor/Department Head's Statement. Both of these forms are to be turned in
to the Superintendent immediately and then to the sk Nlanarrer within twenty- Deleted:Training/Risk Coordinator
four (24) hours of the injury. It is the responsibility of the Superintendent to
notify their department head of any injury.
5. If an employee does not seek medical attention at the time of the injury and the
pain worsens during the evening hours,the employee must call their supervisor or
the,Risk Manager before going to the emergency room or soon thereafter. The Deleted:Train Wng sk Coord natnr
visit must be verified as a Workers' Compensation claim.
6. Thegisk Mjnagu will set up the initial non-emergency medical visit.Immediate Deleted:Training/Risk Coordinator
notification to the tisk Manager is required for any emergency room visit. Deleted:Trzmin&/Risk Cnnrdinatnr
7. The,ljsk Manage will serve as the injured employee case manager. The injured Deleted:Training/Risk coordinator I
employee is required to report to thej3isk Manage with original paperwork after Deleted:Training/Risk coordinator
each doctor's appointment.
I'
8. The supervisor/department head shall arrange a light duty assignment for the
injured employee either in their department or in another after discussing such
with the Risk Manager. The light duty assignment would be under the { Deleted: Tratmng/Risk Coordinator
---------------------. ........
advisement of the physician as described in the Texas Department of Insurance
Division of Workers' Compensation;- Form 73. (This form is filled out by the Deleted:Commission
physician and a copy is provided to the J2i,;k Mana< .) Deleted: Training/RiskCoordinator
B. Procedures for Reportine Damaeed Property:
1. Employees must immediately report any damage to City property, as well as
damage to private citizen's property,to their supervisor.
2. After reporting the incident that caused the property damage to the
Superintendent; the supervisor must fill out the Property Damage Investigation
Report-Supervisor/Department Head's Statement. This form is to be turned in to
the jZisk Manmt er within twenty-four(24)hours of the incident. isk coordinator
C. Procedures for Reportine Vehicle Accidents:
1. In the event of a vehicle accident, the local police department must be
called to investigate the incident. If the accident is in Walker
County, the Risk Manager must be called in addition to the Police
Department.
2. Collision Reporting Requirements - Any collision involving a City-
owned, rented or leased vehicle or privately-owned vehicle used in
39
service to the City shall be reported as follows:
1.Summon medical care for any injured parties;
2.Notify appropriate law enforcement authorities;
3.Notify employee's immediate supervisor;where as
4.The supervisor shall immediately notify the Risk Manager.
The supervisor shall be responsible for initiating the departmental
investigation of the collision, completing all required City reports and
recommending any follow-up preventative actions. Reports shall be _
provided to _the isle Manarrer within forty-eight (48) hours Deleted received by
of the collision. - Deleted.Training/Risk Coordinator
3. If an injury to the employee occurs as a result of the vehicle accident,
refer to this Section under A, Procedures for Reporting Employee
Injuries.
40
Employee Policies and Procedures,Section 9
9.01 Vehicle Operation Policy
Effective Date: 9-20-2005
Revision Date: 12-11-07
Policy
The operation of vehicles is indispensable in conducting City business, and how each vehicle is
handled directly affects the production of each respective City department. Vehicular collisions
are potentially the most costly losses that can occur when the summation of property damage,
bodily injury,fatalities, and liability suits is considered. Such costs can adversely affect every
department in efforts to accomplish its mission and maintain good public relations.
Responsibilities/Procedure
A. Department heads-Having a need for the use of City vehicles shall:
1. Establish firm internal requirements for personnel to fully adhere to the policies
established herein and frequently evaluate their compliance.
2. Establish firm disciplinary action policies that will be taken against employees
and their supervisors who show a disregard for good driving practices,and insure
it is applied consistently.
3. Insist that all assigned vehicles are maintained adequately for safe operations.
4. Establish periodic inspections of assigned vehicles for malfunctions, signs of
abuse, unreported damage and cleanliness. If repairs are necessary, such repairs
shall be made as soon as possible.
5. Review each preventable vehicle collision and unsafe driving report with the
employee and his/her supervisor to emphasize management's intolerance of
irresponsibility behind the wheel.
6. Establish an aggressive campaign to enforce the wearing of seat belts on all trips.
B. Supervisors-Having direct authority over employees,shall:
1. Ensure that employees do not drive any City vehicle unless they have valid State
of Texas driver's licenses and are familiar with State driving rules and regulations.
An employee having driving as a primary duty shall be required to have a valid
license of the proper class.
2. Ensure that only authorized personnel be allowed to operate City vehicles,special
purpose vehicles and trucks.
2
Employee Policies and Procedures,Section 9
a. An employee shall not be certified as authorized to operate a special
purpose vehicle until he/she has satisfactorily demonstrated hislher
complete familiarity with its functions. The employee shall thoroughly
understand the manufacturer's operating instructions, vehicle limitations
and emergency procedures.
b. These procedures shall be accomplished for each type of special purpose
vehicle and truck the operator is required to operate.
C. A record of each vehicle checkout shall be dated and recorded on the
individual's Vehicle Operator's Record card,together with signature of the
i
certifying instructor. Re-checks shall be of a frequency deemed necessary
by the operator's supervisor to ensure maximum proficiency.
3. Remain alert in observing unsafe driving practices of Cityemployees and ensure
that action is taken immediately to correct the driver.
4. Review all preventable vehicle collisions with employees at Safety Meetings and ,
discuss each unsafe act that was responsible so that something can be gained from �.
the loss.
5. Periodically ride with special purpose vehicle and truck drivers to evaluate
compliance with operating instructions and traffic regulations.
6. Ensure that unsafe vehicles are not driven until safety issues have been corrected
by the Fleet Division.
7. Ensure that all employees understand that the use of seat belts while driving or
riding in a City vehicle is mandatory.
C. Employees-Are required to follow defensive driving practices which are established for
the protection of employees and the citizens of Huntsville. Each employee driving a City
vehicle shall:
1. Inspect the vehicle which he/she is about to drive in accordance with established
work rules.
a. If there is evidence of accident damage,the employee shall
report it to his/her supervisor. Otherwise,he/she will be
charged for the accident whether or not they were involved. '
b. If the vehicle is found to be unsafe,the employee shall
report it to his/her supervisor and request another vehicle.
C. Vehicles having steering or braking defects shall not be
driven. They shall be towed to the garage and repaired
3
Employee Policies and Procedures,Section 9
i
before being returned to service.
2. Report to the supervisor,in writing,all defects noted during the trip.
3. Wear seat belts at all times while driving.
4. Call police in the jurisdiction responsible to investigate all collisions
involving City vehicles and report details to immediate supervisor as
soon as possible. In the instance that a collision occurs on private
property, Risk Management should be contacted instead of the Police
Department as the Police Department will not investigate on private
property.
5. In addition to Section 10-01, On the Job Employee Behavior, employees
operating a City vehicle or operating a vehicle in service to the City shall
follow those operating rules.
6. Removal of any equipment from a vehicle without written permission of Fleet
Services,the department head and the Risk�tana er is prohibited. Deteted:rraininWRisk cwm gator
7. Operating a City vehicle while under the influence of alcohol or non-prescription
narcotics as identified by State statutes is prohibited.
8. No alcoholic beverage (whether opened or unopened), narcotics, firearm or
explosive material may be transported in a City vehicle unless designated as part
of the driver's responsibility.
9. City vehicles shall not be parked in front of or in parking areas associated with
taverns or liquor stores unless employee is on official City business. (Restaurants
serving liquor are not included in this prohibition.)
10. Each driver who operates his/her personal vehicle in service to the City must
present his/her supervisor with a valid certification of insurance. The certificates
are to be forwarded to the,RJA Mana<ger. Deleted:Training/Risk coordinator
11. Private vehicles operated in service to the City may only be operated by the owner
of said vehicle.
12. Modification of any vehicle or of any equipment in a vehicle without the written
permission of Fleet Services, the department head and the Risk, Manager is Deleted:coordinator
prohibited.
13. Employees who operate a City vehicle shall restrict use of the vehicle to official
City business. Personal use other than authorized commuting as defined by the
Internal Revenue Service is prohibited.
4
Employee Policies and Procedures,Section 9
14. Employees that require operation of a City vehicle shall not be eligible for
driving/operating privileges if the total points assigned to their driving record is
10 or more over a 3 year(36 month)period.
OffencesNiolations Points
• Conviction of an alcohol or substance abuse related driving offense 10
• Conviction of Failure to Stop and Give Information 10
• Conviction of Failure to Stop and Render Aid 10
• Conviction of any serious violation-e.g.reckless driving,
endangering lives of others,racing 10
• License Suspension/Revocation 10
• Refusal to submit to a Blood Alcohol Content(BAC)test 10
• Driving without a Valid Drivers License 7
• Conviction for failure to report accidents 5
• Speeding 3
• Any chargeable bodily injury or property damage accident 3
• Conviction of a moving violation 1
• Failure to pay for violation or ticket for no valid insurance 1
All Points will remain on the driver's record for a period of thirty-six (36) months before
they are removed. Infractions that have been removed from the driver's current record
shall,however,still be considered when driver record reviews are performed.
•
Disciplinary Actions for Driving Infractions:
Allowable Points Time Period City Action
(Months)
2-3 points 1 to 12 Verbal Warning
• Discussion between Manager and employee
• Discuss employee's record with employee
• Discuss desired improvement
4-6 points 1 to 12 Written Warning
• Discussion between Manager and employee
• Discuss employee's record with employee
• Discuss desired improvement
5
Employee Policies and Procedures,Section 9
7-9 points 1 to 24 Written Warning ar ng or
Suspension
• Discussion between Manager and employee
• Discuss employee's record with employee
• Discuss desired improvement
10 or more points 1 to 36 Suspension or
Termination
• Discussion between Manager and employee
• Discuss employee's record with employee
• An employee identified as being in or reaching this threshold may be
subject to termination.
D. Risk Management shall:
1. Maintain and administer an aggressive program for City employees that seeks to
reduce vehicular collisions and liability claims against the City.
2. Periodically check drivers'qualifications and validity of license.
3. Maintain complete records on City collisions, property damage, and liability
claims, and provide the City Manager with appropriate reports on program
progress.
E. Take-Home Policy - Decisions regarding assignment of City vehicles to employees
allowed to be driven to and from work shall be made by the City Manager. Examples of
situations warranting a City vehicle to be taken home include the following:
1. Managerial employees whose personal use of a City-owned vehicle is consistent
with the requirements of the position.
2 Employees who are subject to 24-hour call out or have job responsibilities
requiring highly irregular work hours.
3. Duty vehicles designed or equipped for urgent response where response time will
be enhanced by allowing the vehicle to remain in custody of individual
employees. Employees assigned to duty vehicles which are taken home must be
available to respond upon request on a 24-hour basis any time the employee has
custody of the vehicle.
Take home vehicles must not leave the City limits of Huntsville unless the department
has received approval from the City Manager. City vehicles taken home over night shall
be locked and secured in the responsible employee's driveway or other designated
parking space which is in close proximity to the employee's residence.
6
Employee Policies and Procedures,Section 9
F. Collision Reporting Requirements - Any collision involving a City-owned, rented or
leased vehicle or privately-owned vehicle used in service to the City shall be reported as
follows:
1. Summon medical care for any injured parties;
2. Notify appropriate law enforcement authorities;
3. Notify employee's immediate supervisor;where as
4. The supervisor shall immediately notify the.Risk Manager. Deleted:Trammg/Risk Coordinator
The supervisor shall be responsible for initiating the departmental investigation of the
collision, completing all required City reports and recommending any follow-up
preventative actions. Reports shall be received by the sk ARanaser within forty-eight , . Deleted:Trainmg/Rnk Coordinator
Ri
(48)hours of the collision.
G. Personally Owned Vehicles Used in Service to the City - The City's self-insurance
program provides for excess liability coverage but does not cover physical damage to an A
employees' personal vehicle. For excess liability coverage to apply,the collision must be Deleted:I
determined by the Risk Manager to have occurred during the course and scope Deleted:Training/Risk coordinator
_.__._.. ..............
.._..
of the employee's work duties.
An employee's personal automobile insurance policy is primary to any City coverage.
Employees who use personally-owned vehicles for City business should confirm that
their personal automobile insurance policy provides coverage for this use.
7
Employee Policies and Procedures,Section 9
9.04 Drug and Alcohol Testing
Effective Date:9-20-2005
Revision Date:12-11-2007
Policy
The City of Huntsville recognizes that drug and alcohol abuse ranks as one of the major health
problems in the world and affects an employee's performance and safety on the job. It is
therefore necessary and required by law that the City provide a drug-free working environment
for its employees.
It is the City of Huntsville's intention to comply fully with the Department of Transportation's
(DOT) regulations governing drug and alcohol use and testing, by incorporating them in this
policy. In the event that federal and state regulations are amended,this policy and its applicable
terms,conditions and/or requirements shall be deemed amended automatically in order to reflect
and be consistent with said regulations.
A. Definitions and Terms Applicable to This Policy:
.
na :v
1. Safety - sensitive function, for the purpose of this Policy, means any of the
following:
a. Driving or operating any City owned motor driven equipment on a full
time,part time or temporary basis;
b. Inspecting,servicing,repairing,or conditioning motor equipment;
C. Loading or unloading, giving or receiving shipments being loaded or
unloaded.
2. DOT driver - Any current or prospective employee who may be required to
operate a motor vehicle having a gross vehicle weight rating in excess of 26,000
pounds in interstate or intrastate commerce; driver of a motor vehicle used to
transport hazardous material(s) in quantities which require the vehicle to be
placarded,regardless of the vehicle's size.
3. Safety-sensitive worker-Any current and/or prospective employee who falls into
the category of:
a. Performers of safety-sensitive functions as described in this Section under
item 1,Safety—sensitive function;
b. Operators of personal vehicles which are used for city business(including,
but not limited to, employees receiving car allowances from the City of
13
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Employee Policies and Procedures,Section 9
Huntsville or receiving mileage reimbursement from the City of
Huntsville);
C. Public safety personnel(Police,Fire,etc.);and/or
d. Public safety communications personnel.
4. City business - Includes, but is not limited to, work performed on or in City
property including a City vehicle,and work performed on or in a non-City vehicle
being used for City business.
i
5. Refusing to be tested means:
i
a. Failing to provide an adequate urine specimen for a drug test without a
valid medical explanation;
b. Failing to provide adequate breath for an alcohol test without a valid
medical explanation;and/or
C. Failing to submit to a test as directed, or engaging in conduct which
clearly obstructs the testing process.
Examples of obstructing the testing process include:
(1) Leaving the scene of an accident without a valid medical or safety
reason;
i
(2) Not presenting for a test at the time directed without a valid
excuse;
(3) Tampering with a urine specimen;
(4) Tampering with an alcohol testing device;
(5) Failing to provide required identification;and/or
(6) Failing to cooperate with federal, state or local law enforcement
officer at the scene.
6. Positive alcohol breath test-Alcohol concentration level registers 0.02 or greater.
B. Prohibited Drue and Alcohol Use and Activities:
1. The City of Huntsville prohibits its employees from:
a. Using,being under the influence of,or possessing illegal drugs;
14
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Employee Policies and Procedures,Section 9
b. Using or being under the influence of legal drugs that are being used
illegally;
C. Using or being under the influence of legal drugs which use can affect the
ability of the driver to perform his or her job safely;and/or from
d. Selling, buying, soliciting to buy or sell, transporting, or possessing
illegal/legal drugs in an illegal manner, while on City time or property
(Except for approved law enforcement activities).
2. Employees are prohibited from:
a. Using alcohol intoxicants within four(4)hours of reporting for work;
I g P g
b. Being under the influence of alcohol at any time while at work;
C. Possessing any amount of alcohol intoxicants on City property or in City
vehicles(Except for approved law enforcement activities); W
d. Testing positive for alcohol;
e. Refusing to be tested for drugs and alcohol as defined in this Section
under A-5,of this policy;and/or from
f. Violating any applicable federal and/or state requirement governing the
use of drugs or alcohol.
C. Required Tests:
1. Pre-Employment/Transfer Testing-Once a job offer has been made,the applicant
will be required to submit to a drug and alcohol test as part of his/her post-job
offer physical.This is to be completed before the applicant is allowed to report for
work.This also applies to an employee who transfers from a non-covered position
into a position which is covered by this policy on or after May 17,2005.
Prior to taking a pre-employment drug and alcohol test, the applicant will be
given forms notifying him or her of the collection procedures for each test. The
applicant will also be asked to execute a general consent and release form to be
tested for drugs and alcohol.
All employment offers made by the City of Huntsville or to transfer a current
employee are conditioned upon the applicant:
a. Completing all of the"consent to be tested"forms;
15
Employee Policies and Procedures,Section 9
b. Taking and passing the drug and alcohol test as described by this policy;
and
C. Signing the authorization form for the City of Huntsville to obtain all of
the applicant's past drug and alcohol test results, including any refusals to
test, from each of his or her previous employers for the previous two
years.
Any applicant who refuses or fails to comply with this policy will not be
considered qualified for the position for which they have applied and will also be
subject to disciplinary action,up to and including termination.
2. Post-Collision Drug and Alcohol Testing - Any employee who is involved in a
collision while operating a City vehicle or a personal vehicle for city business
must submit to a post-collision drug and alcohol test when:
a. It involves the death of a human being;or
b. The employee receives a citation for a moving violation (or the
employee's actions are cited in the official Peace Officer's Report as a
contributing factor) and either a person requires immediate medical
attention away from the scene or one or more of the vehicles must be
towed away from the scene because of disabling damage. The drug and
alcohol test is to be conducted within two(2)hours post-collision,or eight
(8)hours in unusual circumstances.
An employee who is required to take a post-collision drug and alcohol test will,at
the City's discretion,either be assigned to a non safety-sensitive or safety-related
function,or placed on leave with pay,while awaiting the results of the tests.
An employee who refuses or fails to submit to a post-collision drug and alcohol
test, which tests positive for drugs and/or alcohol, who unnecessarily delays
reporting to the test site following an accident, or who fails to comply with the
City's post-collision testing procedures will be subject to disciplinary action,up to
and including termination.
3. Reasonable Suspicion Testing-An employee will be required to submit to a drug
and/or alcohol test when the City has reasonable suspicion that an employee has
used drugs and/or alcohol in violation of these policies.
Reasonable suspicion shall be based on specific, objective facts and reasonable
inferences drawn from those facts.
Reasonable suspicion shall exist when an employee's behavior, appearance,
speech and/or body odors indicate drug and/or alcohol use. If the test is requested
for compliance with D.O.T. regulations (in addition to compliance with this
16
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Employee Policies and Procedures,Section 9
policy),then such observations must be personally made and documented by City
of Huntsville supervisory personnel who have received training involving the
physical, behavioral, speech and performance indicators of probable drug and
alcohol use. When an employee is notified that there is reasonable suspicion to be
tested,the employee shall also be informed that he or she may:
a. Comply with the requirement;
b. Appeal the requirement to another supervisor (starting at the department
head level);or
c. Refuse the requirement and be subject to disciplinary action, up to and
including termination.
If the effected employee requests an appeal, a hearing will be conducted
immediately(within two(2) hours,if possible)with the supervisor requesting the
reasonable suspicion test,,Human Resources_ or The City Mana_(er's sJesignee, Deleted:the Administrative services
and the employee present. DireCtor
Deleted:his/her
Human Resources or the City Manager,designeeshall determine whether there is Deleted:The Administrative Services
reasonable suspicion that the charges against the employee are true and whether Direc1o`
the charges support the employee's proposed testing. Human Resources or the Deleted:his/her
Cit, Manager'sdesignee shall have the authority to order the employee to submit Deleted:The Administrative services
to testing for the presence of alcohol and/or illegal drugs or order that the Diec
allegations against the employee be dismissed. Delettee
d: or his/her ,v
Employees who are required to submit to a reasonable suspicion test will be
escorted by supervisory personnel to the testing site.
Once the reasonable suspicion test has been completed, the employee will be
transported home or given an opportunity to contact someone else to take him/her
home.
An employee who is required to take a reasonable suspicion test will be
considered unqualified to work and placed on leave with pay pending the results
of the test.
Any employee who tests positive in a reasonable suspicion drug and alcohol test,
who refuses or fails to submit to a reasonable suspicion test, will be subject to
disciplinary action up to and including termination.
4. Random Testine — DOT drivers and safety-sensitive workers are subject
to random drug and alcohol testing.
The City of Huntsville will conduct drug and alcohol testing on a
random basis at the beginning, during or end of a regularly scheduled
17
Employee Policies and Procedures,Section 9
work shift. The testing dates and times will be unannounced and with
unpredictable frequency throughout the year. The number of random
tests conducted will, at a minimum, equal the amount required by
federal and/or state regulations.
Every employee will have an equal probability of being selected every
time the selection is conducted. Appropriate safeguards will be present
to ensure that the identity of individuals cannot be determined prior to, or
at the time of their selection. Whenever an employee is randomly selected
to be tested, he or she will be notified of this, just prior to the
test and instructed to report to the collection site immediately. Any
employee who tests positive or who refuses to submit to a test is subject
to disciplinary action up to and including termination.
5. Return to Duty Testing - Should the City of Huntsville elect to consider
reinstating or rehiring an employee who violates this policy, he or she will be
required to submit to and pass a drug and alcohol test before he or she will be
permitted to return to duty.For a return to duty alcohol test,the alcohol level must ,
be less than.02.
Before being permitted to return to work, the employee must execute a "last
chance"agreement and submit to at least six unannounced follow-up tests during
the next 12 months.
Any employee who refuses to comply with the return-to-duty requirements, or
who tests positive will be considered unqualified to perform his or her job and
subject to disciplinary action up to and including termination.
6. Follow up Testing-An employee who is returned to duty after a positive drug or
alcohol test is required to submit to unannounced follow-up testing as one
condition of continued employment.
At a minimum,the employee will be required to submit to at least six tests during
the first twelve(12)months following the employees' return to duty.The date and
time of such tests will be at the discretion of the Division and/or department head
and Human Resources conducted at random, without prior notice being given to
the employee.
An employee who tests positive or who refuses to submit to a test, will be
considered unqualified to perform his or her job and subject to disciplinary action
up to and including termination.
D. Testing Methodology and Integrity:
1. To insure the integrity of each test, all specimen collection, analysis, and
18
Employee Policies and Procedures,Section 9
laboratory procedures shall be conducted in accordance with DOT procedural
protocols and safeguards. This includes,but is not limited to:
a. Procedures to insure the correct identity of each employee at the time of
testing;
b. Strict chain of custody procedure to ensure that the specimen is not
tampered with by the collection agency;
C. The use of a trained breath alcohol technician (BAT) and DOT approved
testing devices for conducting alcohol tests;
d. The use of a laboratory which has been certified by the National Institute
for Drug Abuse(NIDA);
e. The confirmation of an initial positive drug screen by a second analysis
using gas chromatography/mass spectrometry(GCMS)
f. The confirmation of an initial positive alcohol screen by a second analysis;
and
g. The City's appointment of a qualified Medical Review Officer(MRO) to
review positive drug test results before they are reported to the City of
Huntsville's designated representative.
2. The City of Huntsville will provide employees with written and/or oral
instructions regarding the conduct of the specific test before each testing event.
E. Drug Testing Procedures:
1. Drug testing will require that the employee provide a specimen of his or her urine.
2. At a minimum urine specimens will be analyzed for the presence of the following
g
drugs:marijuana,cocaine,opiates,amphetamines,and phencyclidine(PCP).
3. All drug tests will be administered using the split sample methodology required
by DOT. Under this methodology, the employee must provide at least forty-five
(45)milliliters (ml)in a specimen container. The specimen will then be divided
into two specimens. The container containing thirty (30) ml will be analyzed as
the employee's primary specimen. The second container will be held by the
laboratory and sent to another lab at the employees request in the event that the
primary specimen is verified positive. In,the event the primary specimen is
verified positive, the employee will be notified by the City's MRO or by the
City's designated representative of the positive test and given the option to have
the second container sent to a different laboratory for analysis. To exercise this
option, the employee must advise the City's MRO or designated representative
19
Employee Policies and Procedures,Section 9
within seventy-two (72) hours of being informed of the primary positive result.
The employee will be responsible for the cost of having the second sample
analyzed.
4. Except for the use of methadone and medications containing alcohol, nothing in
this policy prohibits the employee's use of a medication legally prescribed by a
licensed physician who is familiar with the employee's medical history and
specific job duties and who has advised the employee that the prescribed
medications will not affect the employee's ability to perform his job safely.
Medications prescribed for someone other than the employee, however, will not
be considered lawfully used when taken by the employee under any
circumstances.
5. Before being tested for drugs and/or alcohol, an employee will be given an
opportunity to list, on his or her copy of the chain of custody form, any
prescriptions and non-prescription medications he or she is taking at the
time of the test. A "positive" drug test may be declared "negative" by the
MRO, if the employee can prove with clear and convincing evidence that .
the drug was prescribed by a licensed physician within the last two (2)
years, who is familiar with the employee's medical history and specific
job duties. This determination will be made by the MRO.
6. In the event that an employee's primary specimen tests positive, the employee
will be notified by the city or the MRO and advised that he or she has seventy-two
(72) hours to request that the MRO send the secondary specimen to a second,
NIDA approved laboratory for analysis.The employee will be responsible for the
cost of the second test.
7. Before an employee's test result will be confirmed positive for drugs, the
employee will be given the opportunity to speak with the City's MRO and
demonstrate that there was a legitimate medical explanation for the positive test
result.If the MRO determines that a legitimate medical reason does exist,the test
result will be reported to the City as a"negative". If the MRO determines that a
legitimate medical reason does not exist,the test result will be reported to the City
as a"confirmed positive".
F. Alcohol Testine Procedures:
1. Alcohol testing under this Policy requires that an employee must provide a breath
specimen for any test conducted by or for the City of Huntsville.
2. In addition to this policy, an employee could be subject to alcohol testing
conducted by a federal, state or local law enforcement officer following an
accident. The employee must provide either a breath or blood specimen, as
directed by the law enforcement officer.
20
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Employee Policies and Procedures,Section 9
3. Alcohol tests will be administered using a breath specimen, taken by a breath
alcohol technician(BAT)using an approved breath testing device(EBT).
4. Before being tested by the City, each employee will be required to present his or
her personal identification, and execute a DOT "Breath Alcohol Test Form"
provided by the BAT. An employee who refuses to provide proper identification,
provides false identification, refuses to execute the forms or who otherwise
refuses or fails to cooperate will be treated as though he or she had tested positive
and will be subject to disciplinary action,up to and including termination.
5. Prior to each alcohol breath test,the BAT will instruct the employee how the test
will be performed.
6. To protect each employee, the BAT will open and attach to the testing device an
individually sealed mouthpiece in the employee's view. The employee will then
be directed to blow forcefully into the breath testing device until an adequate
amount of breath has been maintained.
7. In the event that the employee is unable to provide an adequate amount of breath
for the initial or confirmatory test, the employee will be required to submit to an
evaluation by a licensed physician to determine whether a valid medical condition
exists. If the physician determines that a valid medical condition does exist,the
test result will be considered a"negative". If the physician determines that a valid
medical condition does not exist, the test result will be considered a "confirmed
positive".
8. In the event that an employee provides an adequate breath specimen and the
initial test registers an alcohol concentration level that is less than .02, the test
results will be reported as"negative"and no additional testing will be required at
that time.
9. In the event that an employee provides an adequate breath specimen and the
initial test registers an alcohol concentration of .02 or greater, a second
confirmatory test will be performed. If the confirmatory breath test registers less
than.02,the test results will be reported as a"negative". The confirmation breath
test will be administered no sooner than fifteen (15) minutes from the initial
breath test and no longer than twenty (20) minutes from the initial breath test.
During the wait period for the confirmation test,the employee is not allowed to
put anything into his mouth and should be discouraged from belching or burping.
G. Test Results-Discinlinary Action:
L An employee who violates these prohibitions will be subject to restrictions
mandated by the DOT as described in part C-6 of this Section and subject to
disciplinary action,up to and including termination.
21
Employee Policies and Procedures,Section 9
2. Any employee whose test result is confirmed positive for drugs will be considered
unqualified to perform or continue to perform his or her functions safely and
subject to disciplinary action up to and including termination. The employee may
also be subject to civil and criminal penalties imposed by DOT.
3. An employee whose confirmatory test registers .02 or more but less than .04 will
be removed from service and placed on leave for a minimum of twenty-four(24)
hours. The employee will be subject to return-to-duty testing and follow-up
testing and may be subject to disciplinary action up to and including termination.
4. An employee whose confirmatory test registers .04 or greater will be removed
from service and placed on leave for a minimum of twenty-four(24) hours and
referred to a Substance Abuse Professional(SAP). The employee may be subject
to disciplinary action up to and including termination.
5. Before consideration can be given to returning an employee to duty who has had a
BAC (breath alcohol concentration) of .04 or greater, the employee must
complete the rehabilitation program as prescribed by the SAP and be subject to ;
return-to-duty and follow-up testing.
H. Confidentiality:
The results of all individual drug and alcohol tests will be kept in a secure location with
controlled access.
All individual test results will be considered confidential. Individual employee's results
will only be released with that employee's written authorization,as is otherwise required
by DOT regulations,or by other applicable federal or state law.
22
Employee Policies and Procedures,Section 9
9.06 Catastrophic Leave Program
Effective Date:9-20-2005
Revision Date:08-15-2006
Scope
This directive establishes procedures for the contribution of vacation leave by City employees
for the use by catastrophically ill employees through the creation and administration of a
Catastrophic Leave Fund.
Purpose
It is the policy of the City of Huntsville to establish a program that allows employees to donate
vacation leave to fellow employees who have exhausted all paid leave as a result of a non-job
related catastrophic injury or illness to one self or a member of his/her immediate family.
Policy
t
Establish written administrative policy to ensure proper administration of the Catastrophic Leave
Program.
A. Definitions:
1. Catastrophic Medical Conditions — A "serious health condition" as defined in
section 4.06 of these policies. This specifically excludes any intentionally self-
inflicted injury or illness,including that related to substance abuse.
2. Financial Necessity - As a direct result of a catastrophic medical condition, an
employee has exhausted all paid time (vacation, sick leave, eligibility for short-
term disability,etc.).
3. Paid Time - Applies only to an employee's accrued vacation time that is to be
donated to or distributed from the Catastrophic Leave Fund.
4. Permanent Full-Time Employee - When appointed on a work schedule which
corresponds to the usual work schedule of the unit to which the employee is
assigned.The schedule is at least forty(40)hours per week or averages forty(40)
hours per week.
5. Catastrophic Fund-The fund to which employees contribute vacation leave.
6. Distribution-Receiving paid leave from the Fund by an eligible employee.
29
Employee Policies and Procedures,Section 9
B. Elieibility:
1. All permanent full-time employees must have completed six (6) months
continuous service before being eligible to receive Catastrophic Leave,and have
exhausted all other leave entitlements.
2. Employees may receive leave distributions from the fund for up to four hundred
and eighty(480)hours.
3. Eligible employees, who do not donate at least once every other year, may not
receive Catastrophic Leave for personal or family illness/injury.
C. Donations:
1. An employee wishing to contribute vacation, sick and/or holiday hours to the
Catastrophic Leave fund should see the Human Resources Department for the
contribution forms.
fi
2. The completed form should be returned to the Human Resources Department.
3. Contributions may only be in eight(8)hour increments.
4. No employee may transfer vacation hours in excess of total numbers of hours
accrued as of the date of transfer.
5. The Human Resources Department will forward the donation forms to the
Finance Department for entry into the payroll system.
6. Contributions may not be limited to the use of a specific person. Donor may not
specify who receives contributions.
7. A separate fund established to debit and credit hours contributed and distributed
will be monitored to reconcile all transactions. The leave time will be deducted
from the records of the contributing employee and credited to the Catastrophic
Leave Fund for further distribution.
D. Withdrawals:
1. An employee must make request for Catastrophic Leave to the Human Resources
Department through his/her department.
2. Employees must make application for Catastrophic Leave by filling out the
appropriate paperwork. Paperwork may be obtained from the Human Resources
Department.
30
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Employee Policies and Procedures,Section 9
3. An employee should, when possible,request leave from the program at least ten
(10)work days prior to exhausting all paid leave.
4. No vacation hours may be transferred to any employee on disciplinary leave or
suspension.
E. Approval:
I. Employee will receive approval from Human Re,;otirces. Deleted:the Administrative services Director
2. Human Resources may request a physician's statement to support the employee's Deleted:The Administrative services
disability and eligibility. Director 1
F. Appeals-An appeal of the decision by Human Resources shall be made within five (5) Deleted:the Administrative services Director
work days after receiving the decision. Employees may request that the City Manager
review the decision. The City Manager's decision will be final.
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Employee Policies and Procedures,Section 10
10.02 Outside Employment
Effective Date:9-20-2005
Revision Date:
Policy
No permanent full-time or part-time employee shall engage in outside employment which is not
compatible with the full and proper discharge of duties and responsibilities of his/her position or
which tends to impair the capacity to perform his/her duties and responsibilities in an acceptable
manner.
Department heads desiring to engage in outside employment must make written requests to the
City Manager. Any other employee desiring to engage in outside employment shall request in
writing to his/her department head concerning the duties and hours of employment. Department
heads may notify the employee that such outside employment is unacceptable and that the
employee must discontinue or modify the outside employment or any reason including the
following:
A. If such employment has actual or potential conflict between it and an employee's official x<
duties.
B. If the outside employment would require an amount of time or effort which will prevent
the employee from rendering good service in his/her position with the City.
C. If the outside employment would ever conflict with arequest by the
department to work overtime.
D. If the employment or the place where it is performed are such as to bring either the City
or the employee into disrespect or disrepute.
E. If the employment would require the employee to appear in any City uniform or avail
themselves of City equipment, records, documents, files or involve any service being
performed by the City.
F. If it appears from the employee's sick record or other evidence that outside employment
might impair his/her ability to discharge his/her obligation with the City.
G. Employees who are on light duty status are prohibited from having outside employment.
Outside employment shall be subject to the conditions and limitations stated in the employee's
notifications or imposed by the department head, Human Resources, City Manager or the City
Council.
Also, any injury occurring during outside employment must be reported to the department head
and made a matter of record. Copies of the report shall be sent to thejf isk Manager and Human Deleted:Training/Risk Coordinator
Resources. Failure by the employee to report such injury may be cause for dismissal.
8
Employee Policies and Procedures,Section 10
Purpose
The purpose of this policy is not to discourage outside employment but to formally state
conditions under which such outside employment may be unacceptable. Certain positions are of
a sensitive nature requiring public trust; the City must assure that no conflict occurs, that no
unauthorized use of position or City facilities or property takes place and that all employees are
able to fully discharge all duties and responsibilities for which they are being paid. Department
heads are responsible for assuring that outside employment is compatible with full discharge of
all duties and responsibilities.
Procedure
A. An employee wishing to engage in outside employment or an employee not employed
outside wishing to begin his outside employment shall send a written request to his/her
department head. The notice shall state the hours and duties of the employment as well
as the employer and place of employment.
B. The department head shall evaluate the notice and determine its compatibility with the
employee's full discharge of current duties and responsibilities. .a
V
C. If the department head disapproves of the outside employment, a copy of the notice and
reasons for disapproval shall be sent to the employee and to Human Resources for
inclusion in the employee's personnel file.
D. Department heads desiring to engage in outside employment shall submit a written
request to the City Manager stating the hours and duties of employment, the employer
and the compensation to be received. The City Manager shall evaluate the request.
E. The department head, Human Resources or the City Manager and the City Council
(where applicable) may establish conditions for approving such employment. Such
conditions may be limitations on the outside employment or may approve the
employment subject to periodic reviews.
9
Employee Policies and Procedures,Section 10
10.10 Cellular Telephones
Effective Date:9-20-2005
Revision Date:08-15-2006
Policy
The City of Huntsville recognizes that a cell phone can enhance an employee's ability to perform
their job responsibilities, and, thus,benefit the employee's department and the City. The City's
cellular service shall be monitored and evaluated on a regular basis by a Plan Administrator in
order to ensure compliance with established use policies and budgetary restraints. , Deleted:The pian Administrator shall be assigned
by the Administrative Services Director for that
deparlment.1
Purpose
A. To establish a City policy regarding the use of City cell phones and the
reimbursement of business related calls on personal cell phones.
B. To ensure that this service remains efficient and effective to include review of
employee utilization of their City-issued phone in accordance with policy,
overages are addressed in a timely manner,etc.
C. To evaluate service plan levels according to use and recommend changes to
increase or decrease service levels based on use,cost,etc.
Procedure
A. City Purchased Cell Phones:
1. Contracts. Policies and Procedures - The City may, at its discretion, enter into
contracts with cellular telephone service providers. During the period when one
or more of these contracts is in force, the City will only purchase cellular
telephones or cellular telephone service agreements for employee use on the basis
of these contracts, unless a specific exception is granted. Procurement of cell
phones and plans shall be administered by the Information Technology Division.
Cell phones purchased for employee use should be based on the following
criteria:
a. The employee's position requires timely two-way business
communication while out of the office.
b. Phone service plans should be selected to reflect the estimated business
use.
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Employee Policies and Procedures,Section 10
2. Eligibility and Approval - Cellular telephones and services may be provided to
certain City employees to conduct activities incident to their City employment
that either cannot be conducted on a land-line telephone or for which it would be
inefficient to use a land-line telephone. Requests for cell phones must be
approved by the employee's supervisor (who will determine need), the
department director, the IT Division (who will provide advice on the most
appropriate equipment and plans),and the City Manager.
3 Monthly Billing-,The Plan Administrator will be required to review and approve Deleted:Invoices for city cell phones are to be
the summary. The department head will be responsible to either require the directed to the
: Administrative Services Department.
employee to reimburse the City or approve for payment.,The validity of the cell Deleted:The Administrative services Department
phone use for professional vs.personal reasons is subject to audit at any time. Director will review all invoices and detail dna
authorize payment in addition to the plan
administrator.
4. Cell Phone Restrictions:
a. Employees must use a hands free device while driving on City business.
b. If an employee does not have a hands free device,he/she should let voice
mail answer and/or call back when he/she is able to stop at a safe area.
C. An employee may not operate a personal business from a City cell phone.
5. Personal Calls-The City of Huntsville provides cellular telephones to employees
for the purpose of conducting City business. The use of City-owned cellular
equipment to make or receive personal calls is discouraged, although it is
understood that usage for personal reasons may be necessary in emergency
situations. Employees must realize that although personal calls made within the
local calling region and under the usage limits provided by the employee's plan
do not result in additional charges, they do count toward the overall time limits
established under the service agreement. Any overage,long distance,roaming or
other charges incurred by the employee for personal calls shall be the
responsibility of the employee.
6. Damage. Loss or Theft - Handsets or other equipment that is damaged in the
course of business should be brought to the IT Division, who will contact the
vendor for replacement or repair. Lost or stolen cellular equipment should be
immediately reported to the employee's supervisor and to the IT Division so that
the service can be cancelled. All costs incurred for replacement or repair will be
the responsibility of the employee's department. If an employee consistently
loses or damages his/her cell phone, the employee will be required to reimburse
the City for purchasing/replacing the cell phone.
7. Program Mana eg ment-The relationship with cellular providers shall be managed
through the IT Division. IT Division staff will place all orders for cellular
telephones and services with the contracted vendor and take delivery of
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i
I.
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Employee Policies and Procedures,Section 10
equipment. IT staff will contact employees ordering equipment when it arrives
and provide necessary orientation and training. The Plan Administrator, along
with the department heads, will monitor plans and overall usage and suggest
changes in service agreements to provide the most convenient and economical
plan to the employee.
B. Plan Administration:
1. The Plan Administrator will be the contact point for supervisors to turn in
requests for new or upgraded service plans as well as discontinued service
requests. The Plan Administrator will then forward these requests to the City
Manager for approval before completing such service request. When an
employee terminates or changes to a position that no longer requires a City-issued
cell phone,that employee's cell phone must be turned in along with a justification
for indicating the change to the Plan Administrator by the end of the employee's
last working day(or in that position).
2. The Plan Administrator will receive the monthly statement from the service
provider and within three (3) business days will transfer the information to a
spreadsheet for evaluation and payment purposes.
3. The Plan Administrator will then forward a copy of the statement and backup
spreadsheet delineating charges to the appropriate fund-department/division-
object code to Finance as authorized to be processed for payment.
4. The Plan Administrator will review the statement for overages and notify the
employee's department head (or their authorized designee) of the total owed to
the City. Reports will be provided for reviews to take place at the first City
Manager Staff Meeting following receipt of the monthly statement.
a. Monthly Review:On a monthly basis,department heads will be notified of
their departmental service plan amounts,by user. It is the department
head's responsibility to ensure that both the employee is notified and that
reimbursement is made to the appropriate account in a timely manner.
b. Quarterly Review:The Plan Administrator will prepare a comparison
spreadsheet on a quarterly basis to(1)provide department heads with
overage amounts,and(2)review service plan levels in order to make
recommendations for changes in service plan levels to the department
heads. In addition, the Plan Administrator will produce a report to
demonstrate reimbursements and delinquencies.
5. If any employee's monthly service charge exceeds the plan by$5.00 or more or if
an employee's quarterly service charge exceeds their plan by$10.00 or more,for
non-business-related calls, the employee is responsible for reimbursement to the
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Employee Policies and Procedures,Section 10
City. The employee is responsible for reimbursement to the appropriate account
for the charges owed by the end of the month in which they were notified of the
overage. (A form is available for submission with payment to ensure accuracy in
accounting—see the Plan Administrator.)
6. Service plan level changes will only be authorized by the City Manager.
C. Employee Purchased Cell Phones:
Policies and Procedures - City employees may submit a request for
reimbursement when their personal cellular phone is used for business related
calls. Employees will be reimbursed a flat rate per minute for local calls. A
reimbursement request cannot exceed the amount paid by an employee for a
monthly service plan. Taxes,surcharges, late fees and miscellaneous assessments
are non-reimbursable. Additional fees related to long distance business calls will
be reimbursed per billing detail. Employees must submit their requests for
reimbursement on a City of Huntsville Travel and Business Expense Report.
Attachments must include a copy of the bill detail with business related calls
highlighted, as well as an account summary page detailing monthly package
charges. Reimbursement requests must be submitted to Accounts Payable within
30 days following the end of each quarter. Department heads who report to the
City Manager shall submit a copy of their Expense Reimbursement Form with
copies of billing and account summary detail to the City Manager's Office for
review.
The City encourages employees to submit this expense with other employee
expense reimbursement requests to reduce unnecessary transactions.
Cell Phone expenses incurred Must be submitted no later
in: than:
October-November-December January 31
January-February-March April 30
April—May-June July 31
July—August-September
October 31
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