Untitled Document

SUBJECT: Amendment to the Classification and Pay Ordinance Dividing Safety Position; and Requesting Authority for Interlocal Agreement with Carrboro on Shared Safety Services

The attached ordinance would amend the Classification and Pay Plan to split the current full-time Wellness and Safety Officer position into two parts:

· one 20 hour position would be transferred to the Public Works to enhance safety programs and Occupational Health and Safety Administration (OSHA) compliance in that department

· the other 20 hour position would continue to be divided between the Personnel, Police, and Fire Departments.

Although the split in positions would add 2.5 hours for Town safety programs – 40 instead of the current 37.5 hours a week – salary and benefits costs from the recommendations would be the same as current costs. Equipment and related costs of approximately $2500 would be paid in the Public Works Department budget.

In addition, we propose that the Towns of Chapel Hill and Carrboro would work together to share funding of a safety position. The attached resolution would authorize the Town Manager to enter into a two year Interlocal Agreement with Carrboro. Under the contract Carrboro would pay the Town for 20 hours of safety services. An employee hired by the Town would work 20 hours of his or her time in the Town’s Public Works Department and 20 hours in the Town of Carrboro. Carrboro would pay all salary, benefits and equipment costs associated with services provided to them.

In 1989 the Council established a 20 hour a week part-time position of “Wellness Coordinator” to work with Town employees, especially those in the public safety occupations, on health and wellness issues. The position became full-time in 1990 with primary emphasis on injury prevention and on maintenance of health and fitness for duty.

Although safety for employees had been an on-going concern for the Town, it became a higher priority in the mid-90’s. The North Carolina General Assembly changed the law so that local governments became subject to fines from the Occupational Safety and Health Administration (OSHA) if safety violations were found. The Wellness Coordinator position’s duties were expanded and the position was retitled “Safety and Wellness Coordinator”, reflecting broadened responsibilities for coordination of safety training and compliance with regulations.

For several years this position has worked with departments as they developed safety policies applicable to their individual work programs, and helped departments set up training programs for employees in safe work practices. Currently the funding for the Safety and Wellness Coordinator position is split between three departments:

· 50% funding from the Personnel Department, reflecting work with employees in all departments in areas such as worksite inspections for compliance with OSHA rules, safety training and orientation, safety policy and procedure development, coordination of the two Town Safety Committees, health education programs such as smoking cessation and high blood pressure prevention, and coordination with a local physician to advise departments on fitness for duty and disability situations

· 35% funding from the Police Department, with duties such as training new Police Officers during Basic Law Enforcement Training to assure ability to complete state-mandated fitness tests, working with existing officers on the Special Tactics team, training officers in complying with OSHA Bloodborne Pathogens regulations (examples: exposure to body fluids during an enforcement situation, assuring follow-up to hepatitis exposure), and advising the Police Chief on fitness for duty and disability situations.

· 15% funding from the Fire Department, with duties such as overseeing departmental employees in on-duty fitness programs and advising the Fire Chief on fitness for duty and disability situations.

The broad range of OSHA regulations and the variety of types of employee exposure to potentially unsafe working conditions in Town programs makes it difficult for one person to adequately cover both safety compliance and health related issues. We believe that it would be beneficial to split the current Safety and Wellness Coordinator position into two halves, and to employ safety and health professionals with two different kinds of expertise to work with our safety and employee health programs.

Therefore, we propose that the current full-time Coordinator position be split into two 20 hour a week positions, each called Occupational Health and Safety Officer. If approved

· One 20 hour position would continue to work closely with the Police and Fire Departments, and providing some services in other departments working with the more health-oriented aspects of some OSHA regulations such as

- “Bloodborne Pathogens” (protection from body fluids to avoid exposure to bloodborne diseases such as HIV-AIDS or Hepatitis),

- “Respiratory Protection” (which requires medical clearance for use of any type of respirator used to protect lungs from air-borne hazards), and

- “Ergonomics” (to avoid repetitive stress or strain injuries through better engineering of offices or worksites)

The employee would also continue to work closely with the training of new Police Officers to meet State of NC-mandated physical requirements, and with the Fire Department on fitness for duty issues.

· The other 20 hour position would work in the Public Works Department with the variety of technical and field-oriented OSHA regulations relevant to that department such as

The employee would provide a variety of training and orientation to employees , assist in the development of safety policies and procedures tailored to the particular jobs in the Public Works Department, do safety inspections, and work with accident investigations. .

Costs: Town salary and benefits costs for the two 20 hour positions would be almost identical to the current expenditures for the current full-time Safety and Wellness Coordinator position (approximately $57,000 total annually). The Public Works Department would provide about $2,500 funding to provide a vehicle and to pay for fuel and maintenance. In the initial year there would be small additional Town expenses for office equipment.

Copies of the proposed job descriptions of the two Occupational Health and Safety Officer positions are attached.

Advantages: We believe the Public Works Department has the greatest amount of potential employee exposure to accidents and safety concerns because of the variety of field operations and services in which employees are involved. Having 20 hours weekly specifically devoted to safety operations in the Public Works Department would allow that department to better address their safety concerns and exposures.

The recommended arrangement would assign two different half-time positions where the different kinds of safety exposures are greatest, with one part-time position concentrating on issues such as bloodborne pathogens and health exposures (Town-wide, but especially in the Police and Fire Departments), while the other focuses on field-oriented regulations in Public Works. This arrangement would allow for a greater concentration of expertise in areas of greatest need.

Disadvantages: Focusing the time and attention on the 3 departments which we believe have the greatest potential exposure to safety and health-related concerns (Public Works, Police, and Fire Departments) will mean that other departments will have less attention to their safety needs.

On balance, we believe that the recommended new arrangement will lead to enhanced safety services for the Town, and recommend splitting the current full-time position into two part-time ones.

The Town of Carrboro has expressed interest in enhancing their safety program and in working with the Town to employ a safety officer. We believe that such an arrangement could be beneficial to both organizations and could provide a better opportunity for recruiting by offering a full-time position. We propose the following arrangement:

· As discussed above, the Town of Chapel Hill would employ an Occupational Health and Safety Officer to work 20 hours a week in the Public Works Department. The employee would work on a variety of safety training and inspections issues under the direction of the Chapel Hill Public Works Director.

· The same person who works for the Chapel Hill Public Works Department would also work 20 hours a week in Carrboro, with duties as determined by Carrboro officials. Although the employee filling the shared position would be considered a Town of Chapel Hill employee with Town of Chapel Hill benefits, Carrboro would pay for half of the cost of the position.

· After an Interlocal Agreement between the two communities is executed, Carrboro would pay the Town periodically for half of the cost of the salary and benefits. Each Town would provide its own office space and office equipment for the employee’s use .

· Because of the overlap in some of the OSHA rules and regulations applicable in both communities, there would be opportunities for joint training sessions or other similar joint efforts between our two towns.

· If Carrboro eliminates its funding for the 20 hours of contracted safety, the Town’s position would revert to a 20 hour part-time safety position.

· the attached ordinance amending the current Classification and Pay Plan (to change the title of the position from “Safety and Wellness Coordinator” to “Occupational Health and Safety Officer”, and to split the current full-time position into two part-time 20 hour a week positions).

· the attached resolution authorizing the Manager to enter into an Interlocal Agreement with the Town of Carrboro for shared funding of an Occupational Health and Safety Officer position.

Proposed job descriptions of two part-time Occupational Health and Safety Officer positions.

A RESOLUTION AUTHORIZING AN INTERLOCAL AGREEMENT WITH THE TOWN OF CARRBORO AND BUDGET AMENDMENTS FOR SAFETY SERVICES (2000-06-12/R- 4)

BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council hereby authorizes the Town Manager to enter into an Interlocal Agreement with the Town of Carrboro to share equally in the costs of a Safety Officer employee with the Town of Chapel Hill.

That the Council hereby amends the "Ordinance Establishing a Position Classification and Pay Plan and Longevity Plan for Employees of the Town of Chapel Hill and Bonds of Officials beginning November 1, 1999 (99-6-14/O-9) " as follows:

(in the Management and Support Services Division of the Public Works Department):

Public Works Department (employee also works under contract with the Town of Carrboro for 20 hours a week with their safety program )

An employee in this class is responsible for loss prevention and safety training for the Public Works Department. Work includes the design and implementation of a loss prevention program and safety training, which includes all aspects of Public Works operations as outlined in federal OSHA (Occupational Safety and Health Administration) regulations. Additionally, the employee should be familiar with Department of Transportation (DOT) regulations relating to Commercial Driver Licensing (CDL) requirements.

Establish, coordinate and help implement hazard identification program and follow-up mitigation program.

Review key concepts of accident investigation, primarily from a Worker’s Compensation standpoint.

Coordinate defensive driver training for all employees who routinely drive municipal vehicles.

Provide an understanding of the basic concepts of “ergonomics” as this relates to Public Works operations.

Prepare employees to properly use and care for personal protected equipment in their work areas.

Regular direct contact with employees, the Town’s medical director, other health professionals, equipment vendors, risk managers, safety professionals and experts, consultants, trainers, OSHA officials.

Hazards – Usual traffic hazards in driving from site to site; possible injuries due to proximity to heavy equipment; employee may be exposed to blood during performance of duties (for example, while rendering first aid).

Physical effort – Mobility to visit all work sites; visual acuity to observe health and safety concerns.

Experience working in general industry or construction safety, preferably directing an organizational safety and loss prevention program, graduation from a four-year college or university with a degree in Industrial Hygiene or related field, or an equivalent combination of experience and education. Possession of a valid North Carolina driver’s license required.

Part-time position: funding split between the Personnel, Police and Fire Departments

An employee in this class is responsible for developing and implementing occupational health and safety programs primarily in the public safety departments of the town, with Town-wide responsibilities for OSHA regulations in health-related areas. Work includes facilitating, training, and coaching others, as well as the establishment of standards and policies pertaining to fitness within the Police and Fire Departments. This employee may oversee the work of a contracted safety firm to augment safety programs. Work is performed independently and under the general supervision of the Personnel Director, Police Chief, and Fire Chief.

Trains or coordinates training of employees in compliance with OSHA Bloodborne Pathogens and respiratory protection regulations; works with departments to assure job-specific policies and procedures are developed and implemented.

Manages public safety immunization program; keeps records and schedules vaccinations.

Oversees fitness training for police and fire trainees; participates with pre-hire agility testing.

Develops written standards and policies for the police and fire departments regarding fitness for duty; administers fitness evaluations and develops fitness profiles; develops recommendations for improving fitness.

Oversees required on-duty fitness program for public safety departments; researches and makes recommendations on fitness equipment purchases; leads exercise sessions.

Provides individual consultations for employees in the areas of personal fitness and issues surrounding light duty and return-to-work which could interfere with work performance.

Meets and corresponds with the town's medical director on medical program; tracks medical exam schedule; supervises maintenance of health file on individual employees in public safety departments.

Occasionally coordinates group education programs in areas of fitness, nutrition, weight control, first aid/CPR, and other wellness subjects.

Regular direct contact with employees, the town medical director, the media, other health professionals, equipment vendors, risk managers, safety professionals and experts, consultants, trainers, OSHA officials.

Working environment - In an office setting and, frequently out in the field and in all departments. Work environment varies.

Hazards - May be subject to injury in leading exercise programs; employee may be exposed to blood during performance of duties (for example, while rendering first aid); usual traffic hazards in driving from site to site.

Physical effort - Physical effort is extensive and requires the employee to be in excellent health and physical condition. Mobility to visit all work sites. Visual acuity to observe health and safety concerns. The employee may not have limitations of any major life functions in that the job requires considerable physical endurance and flexibility in leading programs and demonstrating physical fitness principles.

Blood pressure equipment, skinfold calipers, bicycle ergometer, treadmill, computer, weight training equipment, audiovisual equipment, and telephone.

Experience working in organizational and occupational health and safety, preferably directing an organizational safety and/or wellness program; graduation from a four-year college or university with a degree in exercise physiology, health education, or related field; or an equivalent combination of experience and education. Certification as an exercise tester required. Possession of a valid North Carolina driver's license required.

Carrboro requested that the Town consider this item on June 12, so that its Board of Aldermen can consider the safety item at its meeting on June 13^th.

After working in the Safety and Wellness Coordinator position for ten years, the current incumbent has requested to work fewer hours, so the reduction in hours from full-time to part-time would be voluntary.

The position in the Public Works Department has 20 hours of work performed with the Town of Chapel Hill and, by contract, 20 hours of work performed with the Town of Carrboro. If the Town of Carrboro eliminates funding for its 20 hours, the Town’s position will revert to a part-time 20 hour position.