1. PURPOSE The purpose of this document is to identify occupational health and safety roles and responsibilities at each function and level within the City of Dallas in accordance with the requirements of the Occupational Health and Safety Assessment Series OHSAS 18001:007, and the Occupational Health & Safety Policy.. SCOPE The roles, structure and responsibilities outlined in this document provide guidance for the management for City of Dallas employees, contractors, visitors and City facilities. 3. ABBREVIATIONS 3.1. OHS - Occupational Health and Safety 3.. OHSAS - Occupational Health and Safety Management System 3.3. OHS Core Team - Occupational Health & Safety Policy Committee 3.4. ORM Office of Risk Management 3.5. SMR Safety Management Representative 4. DEFINITIONS 4.1. DEPARTMENT DIRECTOR is the head of the department undertaking the activity or their designee. 4.. CITY CONTROLLED FACILITY is a facility or work areas where the City directly or indirectly controls decision making and financial and operating policies. Page 1 of 14
4.3. SUPERVISOR the supervisor has a particular responsibility for safeguarding the occupational health and safety of employees in their charge. The supervisor can delegate the supervision or training of a staff member or to a suitably qualified and/or experienced person, as appropriate for the task. The supervisor is, however, responsible for ensuring that the staff member has received appropriate training and has gained sufficient competence to undertake the task. 4.4. SAFETY COMMITTEE where approved, the Safety Committee is a made up of employees who work in a facility, division, a building, or a group of buildings located in the same area and may include employees in more than one department. 4.5. OHS CORE TEAM has been established in accordance with the OHSAS 18001-007. Departmental OHSAS Core Team members are appointed by the affected Department Director and/or department Safety Management Representative when applicable. 4.6. SAFETY OFFICER is the Office of Risk Management employee who provides safety consultation services to the department. 4.7. SAFETY COORDINATOR where applicable, is a designated departmental employee who coordinates safety activities and monitors departmental safety activity and performance 5. FUNCTIONS, ROLES AND RESPONSIBILITIES OF OCCUPATIONAL HEALTH & SAFETY CORE TEAM 5.1. Functions, Roles, Responsibilities of OHS Core Team: Page of 14
5.1.1. Promote and facilitate cooperation between employees and management in the development and implementation of OHSAS programs; 5.1.. Ensure that a uniform approach, based on best practice and continuous improvement, is adopted by the City in all matters of OHSAS; 5.1.3. Review existing OHS policies at least annually to determine whether the policies still meet the needs of the City and to identify and formulate any new policies that may be required; 5.1.4. Monitor and continuously improve City compliance with OHS legislation, standards, codes of practice, policies and procedures; 5.1.5. Review the OHSAS performance of departments and City controlled facilities; 5.1.6. Promote OHSAS awareness and appropriate behavioral /cultural change throughout the City; 5.1.7. Coordinate the development and implementation of planning processes that are consistent and aligned with the City s strategic planning in order to ensure a proactive approach to OHSAS management across all its operations; 5.1.8. Provide advice on OHS priorities and provide recommendations to departments and to the City Manager. Page 3 of 14
6. DEPARTMENT SAFETY COMMITTEES 6.1. Department Safety Committees Where established, provide a consultative forum for the discussion, resolution and implementation of OHS issues. Committee may support or function as the Department OHS Core Team. 6.. The Functions of a Department Safety Committee Include: 6..1. Formulation and implementation of OHS improvement strategies for the department including consideration and implementation of City OHS policies and procedures; 6... Promotion of a strong OHS and environmental culture in the department through regular communication / consultation, promotion of improvements and highlighting of specific hazards or incidents; 6..3. Review and analysis of injury/incident reports and data, implementation and effectiveness of recommended preventive action of incidents as well as development of injury/incident prevention strategies for the department; 6..4. Formulation and implementation of department programs, policies and procedures; 6..5. Monitoring the Department OHS performance with regard to: 6..5.1. Conducting regular workplace inspections; 6..5.. Conducting regular trial evacuations; Page 4 of 14
6..5.3. New employee orientation; 6..5.4. Employee training; 6..5.5. Conducting annual OHSAS assessments of the workplace and activities. 6..6. Auditing and analyzing the OHSAS and environmental legislative compliance: 6..7. Ensuring that a risk management approach is taken to hazardous tasks, new activities, and equipment; 6..8. Ensuring that emergency procedures are developed and implemented; 6..9. Hazardous waste management; and 6..10. Monitoring the implementation of the recommendations of audits. 6..11. Supporting and assisting the work of Safety Officers and Environmental Management Representatives 6.3. Department OHS committee meetings: 6.3.1. Department OHS committees are required to meet at least quarterly. 6.3.. Before each meeting, notice of the next meeting must be circulated to the committee members. The committee members must have adequate notification prior to each meeting. Page 5 of 14
6.3.3. Minutes of meetings must be kept, made accessible to all employees ( May be circulated electronically), only accessible to City employees when posted on web sites; 6.4. OFFICE OF RISK MANAGEMENT SAFETY TEAM 6.4.1. The City has established an ORM Safety Team to provide a source of expertise on all facets of OHS matters. 6.4.. Initiation, development and oversight of overall OHS program are carried out by the ORM Safety Team in conjunction with the OHS Core Team. The City Safety Manager is the designated employer s representative. 6.5. SAFETY MANAGEMENT REPRESENTATIVE (SMR) 6.5.1. The main role of a SMR officer is to act as a focal point for all OHS matters arising in a department. SMR may also be appointed to take on collateral duties of the safety officer. 6.5.. Department directors are responsible for appointing suitable SMR for the areas under their control. 6.5.3. The safety officers are the employer s representative as required by the OHSAS 18001:007. 6.5.4. SMR must: 6.5.4.1. Be free to devote sufficient time to OHS issues; 6.5.4.. Be provided with the resources and time to attend OHS training; Page 6 of 14
6.5.4.3. Be accessible to staff; 6.5.4.4. Have some delegated authority in OHS issues. 6.5.5. The Responsibilities of the Office of Risk Management Safety Officer include: 6.5.5.1. Providing advice, information, instruction, and training on local OHS issues; 6.5.5.. Formulating and implementing OHS policies and procedures; 6.5.5.3. Assisting with risk management of hazards and risks in the area; 6.5.5.4. Investigating the cause of incidents, injuries and hazards; 6.5.5.5. Liaising with the Safety Team and affected department representatives; 6.5.5.6. Consulting with local health & safety representatives on OHS issues; 6.5.5.7. Reviewing and analyzing injury and incident reports and data; 6.5.5.8. Developing injury and incident prevention strategies for the unit or city controlled facility; 6.5.5.9. Direct work to cease where there is an immediate threat to the health and safety of any person; Page 7 of 14
6.5.5.10. Inspect any part of the workplace and give reasonable notice to the appropriate department head immediately in the event of an incident or hazardous situation; 6.5.5.11. Meet standards and be compliant with OHS policies and procedures, including workplace inspections, building evacuations, and safety training; 6.5.5.1. Audit and analyze the department s OHS legislative compliance in regard to risk, emergency and hazardous waste management; 6.5.5.13. Assisting with the promotion of OHS awareness; 6.5.5.14. Liaising with environmental management representatives 7. DEPARTMENT SAFETY COORDINATORS Where applicable, department Safety Coordinator is an employee representative who has been appointed to represent the department safety interests. Employees with day to day experience of a particular work process are a valuable source of information and can advise on situations with the potential to cause injury or illness. These employees can also offer ideas on how the hazards can be best addressed. Department Safety Coordinators should be consulted, so far as is reasonably practicable, on: 7.1. Any proposed changes in the workplace or to the materials, equipment or procedures used that may affect the health and safety of employees; Page 8 of 14
7.. Risk assessment of new and existing materials, equipment or procedures that may affect the health and safety of employees; 7.3. The development of OHS policies and procedures; 7.4. OHS hazard and incident investigation; 7.5. The provision of OHS information, instruction and training. 7.6. Attend workplace inspections and audits, including those carried out by the ORM Safety team or Risk Management contractors. Also attend health and safety training courses as required. 7.7. Department Safety Coordinator should be given access to any information, except that which is medically confidential, on: 7.7.1. The health and safety of the staff in the area they represent; 7.7.. The actual or potential hazards in the workplace; 7.7.3. Have access to the facilities and assistance to enable them to perform their role. 8. DEPARTMENT HEADS AND CITY CONTROLLED FACILITIES: OHS ROLES AND RESPONSIBILITIES 8.1. Department Directors And City Controlled Facilities Department Directors are responsible for managing OHS in areas under their control to ensure a healthy and safe environment for employees, visitors and contractors and that: Page 9 of 14
8.1.1. Supervisors and managers are held accountable for the management of OHS in areas under their control; 8.1.. A risk based approach is adopted for the management of OHS; 8.1.3. Adequate budgetary provision is made for OHS programs and objectives; 8.1.4. OHS is included on the agenda of management meetings at appropriate regular intervals; 8.1.5. OHS performance is monitored and periodically reviewed. 8.. Leading by example in relation to OHS standards and the promotion of OHS awareness, including ensuring that: 8..1. The risks associated with the activities of the unit are identified and managed effectively; 8... Adequate resources are allocated for OHS matters; 8..3. Local standards and practices comply with legal requirements and City policy. 8.3. Department OHS management structure, including: 8.3.1. Appointing appropriate safety representatives; 8.3.. Ensuring that employees and Safety Coordinators attend recommended OHS training; 8.3.3. Consultation with Safety Coordinators; Page 10 of 14
8.3.4. Provision and maintenance of safety and emergency equipment 8.3.5. Including safety compliance as part of staff performance appraisal. 8.3.6. Monitor and review of the department s OHS performance. 9. SUPERVISORS 9.1. The responsibilities of supervisors include: 9.1.1. Controlling the risks associated with the work that they supervise; 9.1.. Implementing City of Dallas OHS policies and procedures; 9.1.3. Ensuring that employees they supervise, attend mandatory OHS training; 9.1.4. Actively participating in workplace OHS inspections and audits; 9.1.5. Including OHS performance as part of employee performance appraisals. 10. EMPLOYEES Each City employee is responsible for ensuring that his or her practices reflect OHS standards in order to protect their own health and safety as well as the health and safety of others. 10.1. Employees are responsible for: 10.1.1. Minimizing their exposure to OHS risks where appropriate; 10.1.. Complying with OHS instructions, policies, and procedures; 10.1.3. Using and maintaining safety devices and personal protective equipment correctly; Page 11 of 14
10.1.4. Being familiar with emergency and evacuation procedures and comply with the instructions given by emergency response personnel; 10.1.5. Not willfully or recklessly endangering the health and safety of any personnel the workplace. 11. EMPLOYEES WHO MANAGE CONTRACTORS City of Dallas employees who manage contractors are responsible for ensuring that the contractor and the contractor s employees comply with applicable safety requirements while working on City of Dallas jobs or at City owned or City controlled facilities. 11.1. City employees who manage contractors are responsible for ensuring that: 11.1.1. The prequalification process is completed prior to awarding the contract; 11.1.. The equipment and materials used by contractors are safe and are used in a manner that does not pose a risk to the contractors or to City of Dallas employees or visitors; 11.1.3. Contractors use safe work methods; 11.1.4. Contractors have statutory compensation and liability insurance. 1. CONTRACTORS Page 1 of 14
1.1. The City of Dallas regards health, safety and the environment as a shared responsibility between the contractor, their employees or subcontractors, and the City. The responsibilities of contractors are outlined below. 1.. Contractors are responsible to ensure that: 1..1. They are competent to do the job asked of them; 1... They have the qualifications, training, experience and certificates of competency that will be needed for the job; 1..3. They have the OHS and environmental knowledge required for the job; 1..4. They maintain the premises in which they work in a safe and healthy manner for themselves, City employees and visitors to the City of Dallas; 1..5. They employ safe tools and systems of work to do a job; 1..6. They comply with appropriate safety standards; 1..7. Instructions and supervision from the contracting company are adequate. 1..8. Close supervision is provided particularly in the case of young or inexperienced workers; 1..9. They communicate regularly with their City of Dallas contract supervisor/project manager; 1..10. Methods of work are approved by the contract manager; Page 13 of 14
1..11. They raise any issue that is or may become a health, safety, environmental or core business concern. 13. REFERENCES Occupational Health & Safety Policy Safety Policy Contractors and Visitors Brochure Contractors Brochure. pub OHS-MSD-00 Code of Practice for Contractors.doc (draft) COD-MSD-001, City of Dallas - (QMS, EMS, & OHSAS Manual) COD-PRO-010, Planning for Success COD-PRO-01, Purchasing 14. REVISIONS Removal of existing Section 11.1.. Changed document number. Removal of existing Section 6.3.4 and 6.3.5. Revised the wording within Section 4.5 7/10/15 Changes to this procedure reflects implementation of ISO 9001 by The Office of Risk Management. Alteration of control numbers and edits within the procedure determined by document review team are reflected -5-13 - Replaced Human resources (HR) with Office of Risk Management -5-13 - Added ORM Office of Risk Management to Abbreviations - Section 3 Page 14 of 14