Safety Audit - Regional District of Okanagan-Similkameen

Regional District of Okanagan-Similkameen
Audit Completion Date: Tuesday, April 30, 2013
Table of Contents
Executive Report Company & Audit Details Auditor Information Justification Information Executive Summary Company Profile Audit Report Audit Results Audit Scoring Summary Return To Work Scoring Summary Pre Audit Meeting Notes Organizational Chart Facility Tour Notes Appendices Post Audit Meeting Notes Conclusion
3 4 5 7 11
12 87 88 89 90 91
92 93
28 May 2013 Regional District of Okanagan-Similkameen
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Company Details
Legal Name: Regional District of Okanagan-Similkameen Trade Name: Address: 101 Martin St City: Penticton Province: British Columbia Postal Code: V2A 5J9
Contact Details
First Name: Dianne Last Name: Pearce Email: dpearce@rdos.bc.ca Phone #: (250) 492-0237 Fax #:
Audit Details
Audit Purpose: Renewal Auditor Role: External Total Facilities: 5 Facilities Audited: 5 WorksafeBC Account Information:
Account Number 112594-AQ Classification Unit 753004 Work Description Local government and related operations
Certificate of Recognition#: 1125940820100713HL C.O.R. Expiry: Wednesday, December 05, 2012
Start Date: Monday, April 22, 2013 Completion Date: Tuesday, April 30, 2013 Submission Date: Monday, May 27, 2013
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Auditor Information
First Name: Dean Last Name: Sinclair Address: 1959 Arnica St City/Town: Kamloops Province: British Columbia Postal Code: V1S 1X8 Team Audit?: No Audit Team Details: Comments: Company: DCS Consulting Ltd. Phone Number: (250) 819-4942 Fax Number: Email: dcsconsulting@telus.net Certification Number: 004
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Justification Information
Site Summary
Site -Operations Visited Managers Supervisors Workers New/Young JHSC employee member Emergency
CAO / Finance / HR / IS Development Services Public Works Community Services (incl. Parks/Rec) VFD
Yes
15
Yes
14
Yes Yes
1 1
3 6
23 19
0 3
4 1
0 1
Yes
Total
0
8
4
15
126
197
3
7
0
10
126
127
Total Employees
220
Total Interviewed Minimum Required Interviews
45 44
Interview Summary
Site Managers Supervisors Workers New/Young employee JHSC member Emergency
CAO / Finance / HR / IS Development Services Public Works Community Services (incl. Parks/Rec) VFD
Total: Total(%):
3 1 1 1 2
8 100
1 1 3 5 2
12 80
4 6 5 2 8
25 13
1 0 1 2 0
4 57
2 1 3 0 1
7 70
3 2 5 4 5
19 15
Does the company run multiple shifts? Are all shifts represented in the interview sampling?
No Yes
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Is interview sampling representative of all departments? Comments
Yes
Development services site observations done at Main Office. Department is office based, but inspectors do go into field. No field sites checked.
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Executive Summary
EXECUTIVE SUMMARY This is a BC Municipal Safety Association Certificate of Recognition (COR) certification audit for the Regional District of Okanagan Similkameen conducted by Dean Sinclair, RPF, CRSP of DCS Consulting Ltd. The audit took place on site April 22 - 26 and April 29 - 30, 2013. The applicable WorkSafeBC account number is 112594 and the classification unit is 753004 - Local Government and Related Operations. The audit document utilized was the BC Municipal Safety Association Large Company Electronic Audit Tool and covered all 8 elements: 1. Organizational Commitment 2. Programs and Procedures 3. Hazard Identification, Risk Assessment and Control 4. Training, Education and Certification 5. Inspections 6. Investigations of Incidents / Accidents 7. Program Administration 8. Joint Health and Safety Committee The Injury Management audit was within the scope of this contract and Element 9 of the audit document was included. The Regional District of Okanagan-Similkameen (RDOS) is located in southern BC and covers approximately 10,400km2 in an area from Manning Park to the west, Peachland to the north, Anarchist Mountain to the east and the United States border to the south. RDOS is responsible for managing and providing a variety of services to a population of approximately 55,000, including economic development, parks and recreation, emergency services and development such as construction. Unique to the Regional District are the peripheral operations associated with Parks and Recreation and Volunteer Fire Departments. The RDOS takes a very hands-off approach to these operations and is not directly involved with the associated employees even though they are employed by RDOS. The Regional District funds 8 Parks and Recreation Commissions who are responsible for ice rinks, community facilities, playgrounds, pools and other recreational assets. As was the case during the 2010 certification audit, the RDOS board appoints the recreation commissions who are responsible for the day-to-day operations of the commissions, but the workforce is employed (paid) by the RDOS and not the commissions. As the employer, the RDOS is responsible for managing the safety of the Parks and Recreation Commission employees, which does not currently meet the requirements. The nature of this relationship has exposed the RDOS should an incident occur. Similarly, the fire departments also act independently in terms of safety management with no guidance or active involvement from RDOS. Neither of the 2 departments audited used the RDOS safety management system, both relying on existing, out of date systems. A recommendation was made in the 2010 certification audit to develop a single safety management system that applied to all Regional District operations, including peripheral operations. Action #7 from the 2010 COR Certification audit action plan states:
A single safety management system should be implemented across all operations where Regional District employee work. Safety Programs should be consolidated, user friendly and readily accessible to all employees. At a minimum, it should include statements about safety responsibilities, written procedures, training and instruction of workers, hazard identification and control, workplace inspections, investigation of incidents and accidents, responsibilities of the joint Health and Safety Committee, and program administration. Update the current RDOS program and roll out to peripheral
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operations.
It was given a B Priority, (moderate - to be completed within 4-8 months) with target implementation date of February 28, 2011. There were no indications during the 2013 audit that any aspect of this significant recommendation have been considered or implemented. The Regional District of Okanagan Similkameen employs approximately 220 people in a wide variety of occupations in 8 departments. Descriptions of responsibilities are from the RDOS website : Office of the CAO: (CAO ~7 employees) - The Chief Administrators Office is responsible for provides legislative and administrative services and support to the Boards, their committees, other departments and the public. Finance (~8 employees) - This department is responsible for the preparation of the annual operating budget that establishes the tax rate for each service the Regional District provides. Human Resources (1 employee) - The Human Resources Department focuses on the Regional Districts most valuable asset - our employees. Through innovation, communication, collaboration and partnership we can provide an outstanding workforce and working environment Information Services (IS, ~5 employees) - Information services staff provide a wide variety of services including: GIS analysis, maintenance and updates of computer applications and network and server support. Development Services (DS, ~16 employees) - This department is responsible for planning for and regulating development in the Regional District. Services include bylaw enforcement and building inspections. Public Works (PW, ~27 employees) - There are 2 divisions in public works. Engineering which is responsible for providing engineering advice to the RDOS board, and planning, budgeting, designing and constructing capital infrastructure projects. Operations manages the water and wastewater treatment facilities and distribution systems, solid waste and pest control programs. Community Services (CS, ~156 employees) - CS is responsible for the Regional Emergency Planning program, including the operations of 7 volunteer fire departments. CS also funds 8 RDOS appointed Recreation Commissions and maintains community assets such as ice rinks, swimming pools, fields and parks. According to audit guidelines each department must be sampled. For the purposes of the audit, officebased departments with similar hazards can be combined; however, departments with higher hazards, such as by-law enforcement, building inspections, surveying, animal control, cant be combined and must be audited independently. For the purposes of the audit, the following departments were audited: CAO+: This combined the departments of Office of the CAO, Finance, IS and HR. DS: Development Services PW: Public works. All public works divisions were included. CS (including Parks and Recreation): This department include the Martin Street office-based RDSO staff and the Parks and Recreation employees associated with the Recreation Commissions. The OK Falls Parks and Recreation and Keremeos Recreation commission employees were audited. VFD: Although part of Community Services, the volunteer fire fighting operations at Kaleden and Naramata were split into their own department as per audit requirements. RDOS employees face a myriad of working environments, many of which are under the scrutiny of the taxpaying public. RDOS employees at the Head office and Recreation staff are the transactional public face of the City and are based at the Head Office on Martin Street in Penticton and the Recreation Centres. These employees deal with the public directly on a daily basis and could be considered as the face of the District. Maintenance crews work in the field to maintain the infrastructure, such as the drinking water and wastewater systems, water treatment, park and building maintenance. The working environment of these employees is mostly outdoors and hazards change frequently as they change sites and tasks. Training for maintenance crews is essential to ensure they have the tools and skills to ensure they can work safely at all times. 28 May 2013 Regional District of Okanagan-Similkameen Page 8 of 93
The RDOS has a complex safety management system in place consisting of many components. The Occupational Health and Safety Manual document is common to all departments, except the fire departments and provides the framework for the key components of the safety program. The sections of the program cover the 8 elements identified in the audit. Supplementing the Program are numerous generic Safe Work Procedures that provide basic operational guidelines for specific tasks, such as confined space entry and operating mobile equipment. Both fire departments audit were using outdated policies and procedures specific to each department. The policies and operational guidelines are not consistent with the RDOS program and no longer accurately reflect or represent the current safety management environment and as such both departments scored poorly in the audit. Despite the poor scoring, it should be noted the Kaleden VFD is very well run operationally. The Naramata department has significant operational management issues and must be addressed immediately to bring it up to standard. Currently, the department is at significant risk if a serious incident involving an RDOS employee occurred. Supporting the entire system and vast amount of documentation is the RDOS network and Intranet site. The common documents are available directly from the Health and Safety section of the intranet. Departmental documents are available on the various shared network drives, but there did not appear to be a standard directory structure in use and some people had minor difficulty finding information when requested. The peripheral operations maintained documentation mostly in hardcopy and the intranet and network resources were not utilized to the potential. As per audit requirements, a representative sample of interviews with managers (8), supervisors (12) and workers (25) were conducted. In all, 25 of 220 employees were selected and interviewed based on length of service and job(s) performed. Documentation reviews and observations were also conducted to verify information required in the audit document. Audit protocol requires observations to be conducted at 33% of normal, active sites, with the sites audited being changed each year so that over the 3 year audit cycle, all sites are visited. In the information provided, 20 sites were identified. For this audit, 7 sites were visited: RDOS Head Office on Martin Street Campbell Landfill Naramata Water Office and Naramata Water Treatment Plant OK Falls Parks and Recreation Keremeos Recreation Centre Kaleden Volunteer Fire Department Naramata Volunteer Fire Department The requirements to pass the audit are for an overall score of eighty percent (80%) or better and not less than fifty percent (50%) in any of the Elements. Scoring on the different elements ranged from a low of 18% on Element 7 - Program Administration, to a high of 89% on Element 1 - Organizational Commitment. The RDOS scored 554 points out of a possible 1000 points, or 55% overall. Three elements scored less than 50%, and the overall score was less than 80%, meaning this audit has not achieved the minimum requirements. This score is a significant drop from the score of 81% in the 2010 audit. The reduction in score is due to a combination of factors; however the most significantly is due to the fact the safety program is not pro-actively managed on an ongoing basis. Other factors may include: Few recommendations from the 2010 audit were implemented, particularly where peripheral operations are involved. Many recommendations made in 2010 were made again in this audit. Updates over the past 3 years to the audit protocol resulted in minor changes to the scoring and guidelines. Volunteer Fire Departments are now required to be audited as a standalone group/department and not combined with other departments. In the 2010 audit the fire departments were included with the rest of the community services department and any deficiencies were watered down by the other 28 May 2013 Regional District of Okanagan-Similkameen Page 9 of 93
community services operations. Positive aspects of the safety management system worth noting are; A strong awareness of safety amongst all departments. Foundation documents and policies are in place and readily available. Safety is a topic on the agenda for most meetings. Continuous improvement opportunities were identified during the course of this audit and recommendations have been made and included as part of this audit report for your consideration. Some of the key recommendations to consider are those also made in 2010: Develop and implement a single, clear, complete safety management system for all RDOS employees, especially those employed in peripheral operations of the Parks and Recreation Commissions and Fire Departments. The existing RDOS system would be the simplest option. A structure to support the safety management system would need to be put in place including clear lines of responsibility and reporting to the RDOS board. (directly from 2010 audit report) Consider providing a dedicated safety resource person to the fire departments to be responsible for developing standards, operating procedures and overall safety management. Although there are few incidents, the ones that do occur are not tracked well and there is no consistent reporting mechanism at any level for leading (e.g. annual reviews completed, number of monthly safety meetings held, safety observations made, inspections completed on time, etc) and lagging (incident statistics) indicators. Processes must be developed and implemented for regular reporting to all levels in the organization on leading and lagging indicators performance. New recommendations to consider from the 2013 audit include: Providing support to the Joint Health and Safety committees at the volunteer fire departments to ensure committees are established, trained and functioning as per WorkSafeBC requirements. Develop a district wide strategic safety plan with annual goals and objectives and track progress on the goals regularly. Thank-you for allowing me to conduct this audit. I look forward to seeing the results from implementation of the recommendations and a renewed commitment by the Regional District of Okanagan Similkameen to protect their workers through the continued development and implementation of an effective safety management system. Regards, Dean Sinclair, RPF, CRSP DCS Consulting Ltd. dcsconsulting@telus.net
Date: May 27, 2013
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Company Profile
Refer to Executive Summary and organizational chart provided separately.
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Element 1. Organizational Commitment [150]

1.1 Written Policy [8]
Question 1.1
Is there a written health and safety policy that is signed or otherwise endorsed by the current CAO, City Manager, or Mayor? (8 points)
Guidelines / References
% Achieved 100% Review Health and Safety Policy to determine if it is signed/endorsed by current management. 100% is awarded Points Awarded 8
if it is produced during the audit and it is current.
I 8/8
O -
Score:
Findings / Notes D: The Health and Safety Policy Mission Statement is dated February 15, 2013 and is signed by the current Chief Administrative Officer, Bill Newell, and the RDOS Board Chair, Dan Ashton. The statement is found on page 1-12 of the Occupational Health and Safety Manual.
1.2 Responsibilities [8]

Question 1.2
Does the policy include health and safety responsibilities for managers, supervisors and workers? (8 points)
Review Health and Safety Policy to see if it addresses the responsibilities of managers, supervisors and workers. Award 100% if all are present, deduct 33% for each level not identified.
D
% Achieved 100% Points Awarded 8
I 8/8
O -
Score:
Findings / Notes D: The Health and Safety Policy Mission Statement specifies responsibilities for the Chief Administrative Officer, Managers, Supervisors, and Employees and Volunteers. Responsibilities noted include active support and promotion of workplace safety, improving the Occupational Health and Safety Program through recommendations from employees and volunteers and enforcement of the program by managers and supervisors.
1.3 Posted [8]

Question 1.3 Guidelines / References
% Achieved Points Awarded
Is the current safety policy Observe locations where the safety policy is in evidence posted at the worksites or made during observational tour. It should be available at all available to workers? (0-8 points) permanent worksites. You may find the policy on bulletin boards, in the employee handbook, posted on the internal website or in the safety manual. Percentage is awarded based on the number of locations it is posted versus the number of locations observed where it was not posted..
D Score:
I -
O 63% 5 5/8
Findings / Notes The current 2013 Health and Safety policy was observed in the lunchroom at the Martin St office, Campbell Landfill, Keremeos Rec Centre and Naramata Water Office. Old, non-current versions were observed at OK Falls Rec Centre and the Kaleden VFD. No policy was observed to be posted at Naramata VFD. Suggestions For Improvement
Recommendation: The current version of the Health and Safety Policy should be posted at all facilities where there are RDOS
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The current version of the Health and Safety Policy should be posted at all facilities where there are RDOS employees, including fire departments and recreation sites. The policy should be signed by the current CAO and dated to the current year. The current version of the policy was only observed at 4/7 facilities checked.
1.4 Available [8]

% Achieved Do all staff know where to find a Interview Managers, Supervisors and Workers to find out if copy of the Safety Policy? (0-8 they know where the Safety Policy is located. Points Awarded
points)
D -
I 87% 7 7/8
O -
Score:
Findings / Notes 39/45 interviewees were aware of where to find a copy of the Safety Policy. Most that responded positively said they could find it on the intranet. Those that responded negatively were primarily from the Naramata volunteer fire department. Suggestions For Improvement
Recommendation: The Health and Safety Policy is a key document for the Regional District safety program and should be made readily available to all RDOS employees, including fire fighters and recreation employees. The current policy should be posted at all staffed facilities and also made readily available on the intranet. Ensure all employees have access to the policy.
Reference: Workers Compensation Act Section 115- 119.
1.5 Content [14]

% Achieved Can workers describe their health Interview workers to determine their understanding of their and safety responsibilities? (0-14 safety responsibilities. Workers should be able to describe Points Awarded
points) their responsibilities as noted in the organization's safety policy.
D -
I 96% 14
O -
Score:
14 / 14
Findings / Notes 24/25 (96%) of workers interviewed could describe their health and safety responsibilities. Responses included reporting hazards, ensuring a safe environment, protecting themselves and others and wearing PPE. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. All Regional District employees, including fire fighters and recreation employees, need to be aware of the Safety Policy, its contents and their responsibilities outlined in the policy. Set up a process to ensure the health and safety policy is reviewed with all employees from time to time.
Reference: Workers Compensation Act Section 115- 119.
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1.6 Supervisors [16]
Question 1.6
Can supervisors describe their health and safety responsibilities? (0-16 points)
% Achieved Interview supervisors to determine their understanding of their safety responsibilities. Supervisors should be able to Points Awarded
describe their responsibilities as noted in the organization's safety policy.
D -
I 92% 15
O -
Score:
15 / 16
Findings / Notes 11/12 (92%) of supervisors interviewed could describe their health and safety responsibilities. Responses included ensuring a safe work environment for workers, ensuring workers are trained and communicating hazards to others. Suggestions For Improvement
Recommendation: Refer to the recommendation in question 1.5.
1.7 Managers [19]

Question 1.7
Can managers describe their health and safety responsibilities? (0-19 points)
% Achieved Interview managers to determine their understanding of their safety responsibilities. Managers should be able to describePoints Awarded
their responsibilities as noted in the organization's safety policy.
D -
I 100% 19
O -
Score:
19 / 19
Findings / Notes All 8 managers interviewed could describe their health and safety responsibilities. Responses included ensuring a safe environment, performing incident investigations and responding to concerns raised by workers.
1.8 Leading [16]

Question 1.8
Are managers and supervisors leading by example (wearing of Personal Protective Equipment, seatbelts, etc.)? (0-16 points)
During observational tour, observe managers and supervisors to see if they are following safety rules and regulations. Points are awarded based on the percent of positive findings.
D -
I O 92% 100% 7 8 15 / 16
Score:
Interview workers to see if they believe supervisors lead by example.
Findings / Notes I: 23/25 workers interviewed confirmed supervisors and managers are leading by example. Examples provided included wearing PPE when necessary and following rules. Those that responded negatively said they rarely saw their supervisors and could not say they led by example. O: One supervisor was observed on-site at the landfill. They were wearing appropriate PPE (hi-viz, boots) and followed radio protocols while walking around on PPE site. and A supervisor at the water treatment and the OK Falls parks supervisor were observed wearing correct using seatbelts while driving. Atplant the fire departments, 28 May 2013 Regional District of Okanagan-Similkameen Page 14 of 93
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parks supervisor were observed wearing correct PPE and using seatbelts while driving. At the fire departments, Captains were wearing correct turn-out gear during the practice. No supervisors were observed not leading by example. Suggestions For Improvement
Recommendation: Most workers interviewed confirmed their supervisors lead by example; however, those that responded negatively said they did not see their supervisors enough to determine if they were leading by example. Ensure adequate supervision is in place for employees to be able to see supervisors and managers are leading by example and upholding the safety program.
1.9 Regulations [22]

Question 1.9
Are applicable health and safety regulations and other relevant resources available to supervisors and workers? (0-22 points)
Observe the worksite to determine if regulatory books are available, in paper, CD or electronic format, etc. A percentage of points is awarded based on positive findings within the department.
D -
I O 100% 75% 14 6 20 / 22
Score:
Interview supervisors and workers to see if they believe they have access to appropriate safety resources.
Findings / Notes I: All 37 supervisors and workers interviewed confirmed health and safety regulations are accessible online. Some interviewees said access was through links on the RDOS website while other said they would go directly to the WorkSafeBC website. O: Online access to the internet was confirmed at all sites visited; however, a notice with a link to the WorkSafeBC website was posted at only 75% of sites visited. No information on how to access the information was posted at the fire halls. Suggestions For Improvement
Recommendation: Employees must be able to easily access relevant legislation. The Workers Compensation Act requires a notice to be posted, and remain posted, advising workers where they can access the information. The notice could reference the specific WorkSafeBC internet address or refer them to the location of current hardcopies. A notice was posted at most sites, but was not observed to be posted at the fire departments. Ensure notices are posted at all RDOS workplaces.
Reference: Workers Compensation Act Section 115(f)
1.10 Review [12]

% Achieved Do managers of the organization Interview managers to determine if they discuss health and discuss health and safety issues safety issues with workers. Points Awarded
with workers at least once each quarter? (0-12 points) Interview workers to determine if managers have discussed health and safety issues within the past 3 months. This may occur through staff meetings, crew meetings, memos, etc.
D -
I 78% 9
O -
Score:
9 / 12
Findings / Notes All 7 managers interviewed confirmed they discuss health and safety at regular meetings with staff. Different 28 May 2013 Regional District of Okanagan-Similkameen Page 15 of 93
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All 7 managers interviewed confirmed they discuss health and safety at regular meetings with staff. Different departments met at different intervals; however, all managers said they met with their staff at least once per month, often 2 - 4 times per month. Fire department managers said they do not meet with RDOS management, but do discuss safety issues internally. Only 18/25 (72%) workers interviewed confirmed management meets with them at least quarterly to discuss health and safety issues. Some workers said safety is on the agenda at regular staff meetings, but that safety is not really discussed. Suggestions For Improvement
Recommendation: The importance of safety must be recognized and regularly discussed at all levels of the organization. Discussions should include updates on safety initiatives, monthly statistics, recent incidents and investigations and any other safety related information.
To promote safety and to demonstrate management commitment to safety, managers and supervisors should discuss the safety topics with all employees in their department at least once per quarter, more frequently (e.g. daily, weekly, monthly) for higher risk departments and with supervisors. This may occur at a general staff meeting, at crew meetings or some other effective means of face -to-face communication. Ensure safety is a standing agenda item on all departmental meetings and appropriate minutes are recorded.
1.11 Sharing [11]

Question 1.11
Do supervisors regularly share health and safety information relevant to their operation with their workers? (0-11 points)
Sharing of information could be daily, in the office, on the jobsite, or in safety meetings. Interview supervisors and workers to determine if supervisors share health and safety information.
D -
I 83% 9
O -
Score:
9 / 11
Findings / Notes 8/11 interviewed supervisors and 22/25 workers (83% overall) agreed that supervisors regularly share safety related information with them. Those interviewees that responded positively said information was shared at the regular, formal department meetings, but also informally on a daily basis in many cases. Those that responded negatively were mostly in the fire departments and said there was no regular sharing of information. Suggestions For Improvement
1.12 Management Involvement [8]

Question 1.12 Guidelines / References D
% Achieved 70% Is safety a standing agenda item Review meeing documentation to determine if this is on management meeting occurring. Award a percentage of points based on positive Points Awarded 0
agendas? (0-8 points) findings within each department.
I 70% 4 4/8
O -
Score:
Interview managers and supervisors to see if they have attended meetings in the past year where safety was a standing agenda item.
Findings / Notes D: The departments based at the Martin Street office all provided information. The Senior Management Team 28 May 2013 Regional District of Okanagan-Similkameen Page 16 of 93
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D: The departments based at the Martin Street office all provided information. The Senior Management Team folder in the L drive includes a folder for each weekly meeting. Each folder showed the agenda and the topics on the agenda, but did not include the minutes (minutes are not taken due to prevention of FOI obtaining material). In all 12 agendas were reviewed and all included a topic dedicated to safety. Specific safety topics on the agenda include: updates on safety initiatives, monthly statistics, recent incidents and investigations and training. No evidence was provided from either Keremeos or OK Falls recreation departments demonstrating safety is a standing agenda item at management meetings. No evidence was provided demonstrating the Naramata VFD holds regular management meetings internally. Kaleden VFD holds a bi-monthly business meeting and safety is a standing agenda item. Minutes from the last 3 meetings were reviewed and confirmed safety is discussed. No evidence was provided showing regular meetings between RDOS management and RDOS employees that are associated with the Recreation commissions or Fire Departments take place. I: Only 6/8 managers and 8/12 supervisors (70% overall) said that RDOS management meetings include safety as a regular topic. Those that responded negatively were from the fire departments and recreation commissions and said the RDOS management does not meet with them and that safety is rarely, if ever, a topic for discussion. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. The importance of safety must be recognized and regularly discussed at all levels of the organization. To demonstrate leadership, management must set safety goals and targets, regularly measure progress and demonstrate support for safety by discussing safety at regular management meetings. Safety must become a standing agenda for management meetings and it is recommended it is the first item discussed. Discussions should include updates on safety initiatives, monthly statistics, recent incidents and investigations and any other safety related information. It is also recommended that safety continues to be a standard agenda item for all regular meetings throughout the organization at all levels.
There is no regular communication between RDOS management and RDOS employees associated with the fire departments or recreation commissions. RDOS management must take an active role in the safety of all RDOS employees and a process should be set up to include regular meetings with those organizations to discuss safety.
Element: 1. Organizational Commitment [150] Scoring Summary

Total Points Awarded: Total Points Available: Overall % Awarded: 133 150 89 %
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Element 2. Program and Procedures [140]

2.1 Documented [7]
% Achieved 100% Is there a documented health and Look for a document describing all elements of the safety management system? (0-7 organization's Health and Safety management system. At a Points Awarded 7
points) minimum, it should include statements about safety responsibilities, written procedures, training and instruction of workers, hazard identification and control, workplace inspections, investigation of incidents and accidents, responsibilities of the Joint Health and Safety Committee, and program administration. Points are awarded based on the percentage of elements included in the document.
I 7/7
O -
Score:
Findings / Notes The RDOS OHS Manual includes 13 sections: 1. Introduction 2. Roles and Responsibilities 3. Joint Health and Safety Committee 4. Supplementary Instructions 5. Training and Education 6. Hazard Recognition and Control 7. Personal Protective Equipment 8. Inspections and Monitoring 9. Incident Investigation 10. First Aid Services and Equipment 11. Records and Statistics 12. Claims Administration 13. Program Evaluation. All required elements of the safety program are included. 100% NOTE: Neither of the fire departments had a copy of the RDOS safety program on site, nor was there any indication the system is used in any manner. Suggestions For Improvement
Continuous Improvement: This recommendation was made in 2010 and integrated into the action plan submitted to the BC Municipal Safety Association. There was no evidence it has been implemented. Regional District employees employed through the peripheral operations, Fire Departments and Parks and Recreation Commissions, must be included in the Regional District safety management system as per Section 3.1(1.1) of the Occupational Health and Safety Regulations. A single safety management system should be implemented across all operations where Regional District employees work. Safety Programs should be consolidated, user friendly and readily accessible to all employees. At a minimum, it should include statements about safety responsibilities, written procedures, training and instruction of workers, hazard identification and control, workplace inspections, investigation of incidents and accidents, responsibilities of the Joint Health and Safety Committee, and program administration. Update the current RDOS program and roll out to peripheral operations.
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2.2 Non-Conformance [7]
% Achieved Is there a process to address non Interview managers, supervisors and workers to determine if -conformance with safety rules they are aware of the procedure for dealing with safety Points Awarded
and regulations? (0-7 points) violations.
D -
I 56% 4 4/7
O -
Score:
Findings / Notes 7/8 managers, 9/12 supervisors, and 11/25 workers (56% overall) were aware of and able to describe the steps in the disciplinary policy. Most that responded positively said that the process is progressive in nature, beginning with a verbal warning and progressing through written warnings and ultimately termination. Those that responded negatively were not aware of the disciplinary process. Suggestions For Improvement
Recommendation: Although rarely required, the progressive discipline policy is an important tool for ensuring safety requirements are met and all employees should be aware that the policy is in place. Forty-five percent of employees interviewed were not aware there is a policy in place. Ensure all employees are made aware of the progressive disciplinary process.
2.3 Enforcement [14]

Question 2.3 Guidelines / References D I
% Achieved 100% 89% Are safety rules and regulations Review documentation which indicates safety rules and enforced? (0-14 points) regulations are enforced where violations occur. This may Points Awarded 7 6
be found in the Corporate Discipline Policy or Labour Relations process which addresses more than safety violations. If there is proof that safety rules and regulations are enforced, award 100%. If they are not enforced, award 0%. If there are no records of violations within a particular department, identify mark as n/a.
O -
Score:
13 / 14
Interview managers, supervisors and workers to determine if safety rules and regulations are enforced.
Findings / Notes D: Part 2: Roles and Responsibilities, Section D: Enforcement of the Health and Safety Program of the OHS Manual specifies "...corrective disciplinary measures may be required to deal with non-compliance." The manual lists corrective actions, including: review of safe work procedures, re-training, progressive discipline and termination of employment. No violations were reported in any department. I: 8/8 managers, 10/11 supervisors, and 21/15 workers (89% overall) said that safety rules are enforced when necessary. Most said that formal discipline is rarely required. Those that responded negatively tended to be in the field based departments and said supervisors were not in the field enough to ensure and enforce compliance with safety rules and as such were not aware if, when or how safety rules were enforced. Suggestions For Improvement
Recommendation: Several employees interviewed that work in the field said that supervisors were not in the field enough to ensure and enforce compliance withof safety rules and as such particularly were not aware when or how safety rules enforced. Ensure an appropriate level supervision is in place, with if, field based workers such aswere building 28 May 2013 Page 19 of 93 Regional District of Okanagan-Similkameen
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Ensure an appropriate level of supervision is in place, particularly with field based workers such as building inspectors and seasonal mosquito control workers, to ensure safety rules and regulations are enforced.
2.4 Safe Work Procedures [14]

Are safe work procedures written The organization should be able to produce written for identified hazards? (0-14 documentation for the following: points) 1. Confined Space Entry 2. Excavation 3. Lockout and tagout 4. Working in proximity to overhead power lines 5. WHMIS 6. Asbestos management 7. Use of Roll Over Protective Structures and Seatbelts* 8. Toxic Process Gases (ammonia, chlorine, ozone) 9. Biohazard protection 10. Fall protection 11. Working Alone or in Isolation 12. Violence in the Workplace 13. Vehicle & Mobile Equipment use* 14. Respiratory Protection 15. Cold Stress 16. Heat Stress Determine which of these hazards are present in the organization. Auditors should look for supplemental safety programs, safe work procedures, opeartional guidelines, best practice documents, etc. Items with no asterisk require robust programs. A single asterisk will require a policy directive or other written instructions.
I -
O 10 / 14
Score:
Findings / Notes Job and task inventories have not been completed to determine what tasks are performed by RDOS employees and a list of required written safe work procedures was not provided. However, a binder of written Safe Work Procedures was developed in May 2012 and includes 56 procedures. All procedures specified in the audit guidelines were included in the binder except: - asbestos management - a separate, undated "RDOS Sanitary Landfill Asbestos Exposure Control Plan" was provided - ROPS (seatbelts are covered in the Mobile Equipment Operator SWP), - toxic process gases, - biohazard protection, - working alone or in isolation (covered under a separate procedure not included in the SWP binder), - violence in the workplace, - cold and heat stress (the BCMSA Cold and Heat Stress programs are available on the network, but there is no indication they have been rolled out or evaluated by RDOS. Both have the RDOS name added in to the document footer. Neither are in the SWP binders.) Most of the written SWP provide a simple procedure on carrying out the specific task; however, few actually explicitly identified the hazards and appropriate controls for each hazard. 10 SWP were reviewed in detail and none provided specific details. SWP were not noticeably accessible from the Health and Safety Page of the intranet or the RDOS EDMS, but were located by the auditor on the network (G drive) under the Safety Committee Terms of Reference directory. Overall, 11/16 (69%) SWP required by the audit guidelines were in place. Several SWP were noted as absent, including, but not limited to: pesticide application 28 May 2013 Regional District of Okanagan-Similkameen Page 20 of 93
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pesticide application working around helicopters operating / maintaining bowling pin setters at Keremeos recreation complex working in and around the ice refrigeration plant at Keremeos recreation complex current SWP for various fire department operations. Suggestions For Improvement
Recommendation: A similar recommendation was made in 2010. Perform job and task inventories and Job Safety Analyses for all Regional District operations to ensure appropriate written procedures are available. The procedures must include specific Safe Work Procedures (SWP) for all machinery such as mowers, sweepers and hazardous tools and equipment being used by Regional District employees. The SWP should be developed based on the dcoumented results of the hazard and risk assessment process detailed in Part 6 of the OHS manual. The SWP should include identified hazards and controls, operator certification requirements, personal protective equipment requirements, and safe working procedures associated with all RDOS employee operations, including peripheral operations such as fire departments and employees associated with recreation commissions.
A binder of written Safe Work Procedures was developed in May 2012 and includes 56 procedures. Most of the written SWP provide a simple procedure on carrying out the specific task; however, few actually explicitly identified the hazards and appropriate controls for each hazard. Written safe work procedures (SWP) must be regularly reviewed to ensure they are up-to-date and appropriate for current operations and include a list of task specific hazards and control. Best practice is to review every SWP annually and to include Joint Health and Safety Committee members, supervisors and workers/operators in the review and updating of the documents. Tracking updates to SWPs is an important step in showing active management of hazards as they are identified for regular jobs as well as providing a record of who reviewed them and approved the release. A SWP Revisions Tracking system should be established that shows who has reviewed SWPs, when and that management has approved and released them for use. Reference: Workers Compensation Act Section 115 (2) and Occupational Health and Safety Regulations. Section 3.3(c)
2.5 Availability [14]

% Achieved Are written safe work procedures Look for Safe Work Procedures during observational tours. readily available to workers? (0- They may be at individual worksites in paper format, in staff Points Awarded
14 points) rooms, offices, posted on bulletin boards, or on an internal websites. If written procedures are found and available to workers, award 100%. If no, award 0%.
D -
I O 64% 100% 5 7 12 / 14
Score:
Interview workers to determine if they are aware of the existence and location of written safe work procedures.
Findings / Notes I: Only 16/25 (64%) workers interviewed were aware of where they could find the written safe work procedures applicable to their jobs. Those that responded positively said they could find the procedures online or in binders in their work areas. Those that responded negatively were not aware of where they could find written safe work procedures. O: The RDOS Safe Work Procedure binder was available at all sites visited. In addition, Operational Guidelines, albeit out of date, were readily available a both fire departments. 28 May 2013 Regional District of Okanagan-Similkameen Page 21 of 93
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Suggestions For Improvement
Recommendation: A similar recommendation was also made in 2010. Written safe work procedures must be readily available to all employees, and generally are; however, only 64% of workers interviewed were aware of the Safe Work Procedures and how to gain access to them. Ensure each employee is aware of where they can find the appropriate information. This can be done through annual reorientations, department meetings or through posting of the information.
Reference: Workers Compensation Act Section 115(e)
2.6 Compliance [7]

Are workers following written safe Observe a worker performing any of the hazardous tasks work procedures? (0-7 points) listed in question 2.4. Assess how many elements of the procedure the worker follows, and the number of elements that should have been followed. Points are awarded based on the percentage of positive observations.
D Score:
I -
O 100% 7 7/7
Findings / Notes No hazardous tasks were observed during the audit; however, observations were made of several workers and supervisors. Observations included RDOS employees operating vehicles in a safe, appropriate manner. 3 employees were observed working at the landfill and all 3 were wearing appropriate PPE and used correct radio procedures while walking in the area. Fire fighters were observed using a guide to back a truck into the bay. No non-compliances were observed.
2.7 Cooperation [7]

Have supervisors and JOHSC Review safety meeting minutes or safe work procedures. If members had the opportunity to there is documented proof that consultation has occurred, consult in the development or award 100%. If no, award 0%. review of safe work procedures? (0-7 points)
D % Achieved 60% Points Awarded 0
I 64% 4 4/7
O -
Score:
Interview supervisors and workers who are part of the OH&S Committee.
Findings / Notes D: A variety of documents include e-mails, supervisor notes and records and JHSC meeting minutes were reviewed and it was verified that representatives from Development Services, Public Works and Community Services took place in the May 2012 development of the written SWP. No representation was verified for the fire departments, even though several key procedures affect them, or from the CAO, Finance or Information Systems departments. I: 6/10 supervisors and 8/12 committee members (64% overall) confirmed that the Martin St office based Joint Health and Safety Committee was involved in the May 2012 review and update of safe work procedures. Examples provided were recent reviews of the evacuation and confined spaces procedures. Many said the review of procedures is not a regular agenda item. Those that responded positively were in Fire Rescue Services, Engineering and Parks and Recreation. Suggestions For Improvement 28 May 2013 Regional District of Okanagan-Similkameen Page 22 of 93
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2.8 WHMIS Responsibility [3]

Question 2.8
Is there evidence that a WHMIS program is in place? (3 points)
Interview Safety Committee members to determine if they are aware of the existence of a WHMIS program.
D -
I 64% 0 0/3
O -
Score:
Findings / Notes Only 64% of employee interviewed said that a WHMIS program in place. Those that responded positively were generally from employees based out of the Martin Street office. Those that responded negatively were from the fire departments, recreation commissions and development services. Suggestions For Improvement
Recommendation: All workers that work with or in the proximity to a controlled product must be instructed. Only 64% of employees interviewed confirmed a WHMIS program is in place. Ensure all employees that may require WHMIS take the online training available.
2.9 WHMIS Program [6]

Question 2.9
Is there evidence that a WHMIS program is in place? (6 points)
% Achieved During observational tours, look for Supplier and Workplace Labels and other means of identification, and Material Points Awarded
Safety Data sheets, for controlled products. If all elements of a WHMIS program is evident, award 100%. If not, award 0%.
D Score:
I -
O 63% 0 0/6
Findings / Notes The landfill accepts various hazardous and household waste. These products are dropped off by the public and removed into a secure storage area by RDOS employees. The storage areas are all labelled with standard TDG placards. 2 MSD Sheets were observed to be posted in the scale shack, 1 for floor dry and the other for printer toner; however, both were >3 years old and were out of date. No evidence of a WHMIS program was observed at either VFD. At one VFD, gas cans were observed to be leaking and stored indoors and diesel was stored in red gas cans, but labelled as diesel. Diesel should be stored in yellow, diesel containers. In addition, no MSDS were observed to be available on site. There was insufficent evidence to show a WHMIS program had been fully implemented at either VFD. Suggestions For Improvement
Recommendation: The Work Hazardous Materials Information System requires controlled substances be properly labelled and identified and material safety data sheets (MSDS) be readily available. Although several MSDS were available on the RDOS intranet, it was not clear everyone was aware of them. During the observational tour at one fire department, gas cans were observed to be leaking and stored indoors and diesel was stored in red gas cans, but labelled as diesel. Diesel should be stored evidence in yellow, to diesel containers. In addition, MSDS observedat to be available on site. There was insufficent show a WHMIS program hadno been fullywere implemented
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be available on site. There was insufficent evidence to show a WHMIS program had been fully implemented at either VFD. Ensure the WHMIS program is fully implemented at all RDOS sites. Reference: Occupational Health and Safety Regulations Part 5.
2.10 Site Specific ERP [7]

Question 2.10
Have site-specific emergency response procedures - that address health and safety emergencies for staff - been developed? (0-7 points)
% Achieved 40% Procedures need to be site-specific and address: possible emergencies; individual responsibilities; evacuation and Points Awarded 3
rescue procedures; emergency contacts; communication; and transportation of an injured worker. Potential emergencies include: Fire, earthquake, highway accident emergency (if nearby), chemical release or spill, bomb threat, robbery. Points are awarded based on the percentage of procedures developed.
I 3/7
O -
Score:
Findings / Notes A etailed "Employee Emergency Procedures" manual is in place for the Martin Street office. The procedure includes responses for: emergency first aid, fire/evacuation, chemicall spills, bomb threat, earthquake, reporting a crime, crime prevention and assault prevention. The procedures are reflective of the site. No site specific plans are in place for emergencies at the Naramata Water office or the Naramata Water Treatment plant. Written site specific emergency response plans detailing responses to different types of incidents (e.g. injury or natural disaster) were not in place for the OK Falls Parks or Rec Department, although both departments do have lists of emergency contact numbers readily available for employees. A full ERP is in place for the Keremeos pool and includes responses for medical emergency, missing person and natural disasters. No formal plan is in place for Keremeos recreation complex. Neither VFD had a site specific emergency response plan in place. Suggestions For Improvement
Recommendation: Although emergency evacuation plans are in place for the Martin St office, not all buildings and RDOS sites (e.g. Naramata Water Office, VFD, Keremeos rec complex) had emergency response plans directing employees on how to respond to emergencies such as natural disasters or bomb threats. Develop site-specific emergency response plans that address fire, earthquake, highway accident emergency, chemical release or spill, bomb threat, robbery and any other scenario that may require RDOS employees to respond. The plans should provide clear instruction on who to contact and the contact details, procedures and detail specific responsibilities if necessary.
Reference: Occupational Health and Safety Regulations Section 4.14
2.11 Posting of ERP [14]

Question 2.11
Have emergency procedures been posted in appropriate locations throughout the workplace? (0-14 points)
% Achieved During observational tours, look for emergency procedures in appropriate locations (evacuation procedures in hallways, Points Awarded
chlorine release emergency procedures outside chlorine room, etc.)
D Score:
I -
O 44% 6 6 / 14
Award points based on the number of procedures posted compared to the number required.
Findings / Notes Emergency evacuation procedures were observed to be posted only at the Martin Street office and Keremeos recreation centre. Emergency response plans not posted at the Campbell Landfill, either water treatment plant, Naramata water office orwere OK Falls Recreation centre, although there is afire list department, of emergency 28 May 2013 Page 24 of 93 Regional District of Okanagan-Similkameen
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water treatment plant, Naramata water office or OK Falls Recreation centre, although there is a list of emergency contact numbers posted at the door at OK Falls. Ancedotally, the Campbell landfill ERP is currently under revision. Suggestions For Improvement
Recommendation: Ensure all emergency response plans developed as per the recommendation in question 2.10 are readily available in hardcopy at all sites. They should be available in hardcopy and kept current in case the network is not available during an emergency. Consider adding the availability and currency of the emergency response plans as items to check during regular building inspections.
2.12 ERP Lead [3]

Question 2.12
Have responsibilities been assigned to staff in the event of a health and safety emergency? (3 points)
Examples of these roles are first aid attendants, floor wardens for evacuation, or those responsible to contact external resources. If staff have been assigned responsibilities, award 100%. If not, award 0%.
D
I 0/3
O -
Score:
Findings / Notes The "Employee Emergency Procedures" manual assigns task responsibilities to Reception, CAO and Fire Marshal or Alternate for evacuations of the Martin St office and first aid attendants are assigned responsibility to deal with injuries. The Keremeos pool ERP identifies responsibilities for pool attendants. Site specific plans are not in place for the Naramata Water Office, Naramata Water Treatment Plant or either of the fire departments. Suggestions For Improvement
Recommendation: Clear responsibilities must be assigned to appropriate individuals in emergency response plans to ensure the plan is carried out when activated. Ensure specific responsibilities and the necessary training requirements are identified in all emergency response plans.
2.13 ERP Lead Training [4]

% Achieved Has training been given to Interview staff with assigned emergency responsibilities to employees who have a lead role determine if they have been trained. Points Awarded
in an emergency? (0-4 points)
D -
I 80% 3 3/4
O -
Score:
Findings / Notes 80% of all staff interviewed with assigned emergency responsibilities had been provided training. Those that were interviewed included first responders in Fire Rescue Services, first aid attendants and floor wardens. Those that responded negatively were primarily in the Community Services department and said that even though they had a lead role in an emergency, assigned formally or not, they had not been fully trained. Many interviewees said that drills are not done regularly. Suggestions For Improvement
Recommendation: When people are assigned a lead role, such as floor warden, in an emergency, they must be provide training to
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When people are assigned a lead role, such as floor warden, in an emergency, they must be provide training to ensure they are fully aware of the duties and responsibilities of the role. Only 80% of the people interviewed that said they had a lead role in an emergency said they had been given sufficient training to carry out their duties. The training should include regular drills and include various scenarios such as evacuations, medical emergency or natural disaster. Ensure all employees that have a lead role in an emergency have been given sufficient training in their role.
2.14 Corrective Action [7]

% Achieved Have the emergency response Review records of evacuation drills or other tests of plans been tested for deficiencies emergency procedures. Ensure that any deficiencies have Points Awarded
and corrective action taken? (0-7 been noted and corrective action taken. Drills must be held points) at all permanent sites at least every 12 months, and records kept. If there is documentation of an actual emergency at a site in which the emergency response procedures were used, a drill is not necessary at that particular site. Points are awarded based on the percentage of positive findings.
D 5% 0 Score:
I 0/7
O -
Findings / Notes A note in the OK Falls Recreation supervisor diary showed that a review and test of emergency procedures had been done with employees in January 2013. The notes stated that first aid protocols and emergency situations were reviewed with 2 program leaders. No records of emergency drills were provided for any other site. Suggestions For Improvement
Recommendation: Section 4.14(3) of the Occupational Health and Safety Regulations requires emergency drills to be held at least once per year to ensure awareness and effective of emergency routes and procedures and record of the drills must be kept. Drills must be held for each building and site where RDOS employees work. To further evaluate the effectiveness of the emergency response plans, consider conducting drills for specific situations such as a fatality, bomb threat or earthquake. Document these drills, the outcomes and any recommendations for improvement.
2.15 First Aid Program [7]

Question 2.15
Is there a written first aid program? (7 points)
There should be documentation which directs first aid services, supplies and equipment to be provided, and procedures for rendering and reporting first aid. If there is a written first aid program, award 100%. If not, award 0%.
D
I 0/7
O -
Score:
Findings / Notes Part 10: First Aid Services and Equipment of the OHS Manual specifies the details of the first aid system. RDOS will provide equipment, supplies, facilities and services during working hours. Section G provides details on how employees at Martin Street are to summon first aid. Procedures for obtaining first aid services at other RDOS sites (e.g. landfill, fire department, recreation centres) or for dispatched field workers (e.g. mosquito control, building inspectors, public works) were not part of the program. Suggestions For Improvement
Recommendation: Ensure site specific information for summoning first aid is readily available for all sites and situations where RDOS employees work. Review and update Part 10: First Aid Services and Equipment of the OHS Manual to direct employees on how such to obtain first aid. control The procedure to cover all RDOS sites and must include how dispatched field workers, as mosquito workers,needs building inspectors and public works employees are
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dispatched field workers, such as mosquito control workers, building inspectors and public works employees are able to obtain first aid. Reference: Occupational Health and Safety Regulations Section 3.17 and 3.18
2.16 First Aid Assessment [7]

Question 2.16
Has a first aid assessment been completed for each workplace? (7 points)
A first aid assessment must be completed for each permanent worksite, and for specific work processes (i.e., utilities construction sites). Note: the auditor is not to determine if the assessment reaches the appropriate conclusion, just that it has been completed. If the organization has completed first aid assessments for each permanent worksite, award 100%. If not, award 0%.
D 0% 0 Score:
I 0/7
O -
Findings / Notes The OHS manual provides step-by-step instructions on how to carry out a first aid assessment, but does not specify who is responsible for ensuring the annual assessment is completed. No current first aid assessments were provided. Suggestions For Improvement
Recommendation: No first aid assessments were provided for any RDOS site. The COR audit tool requires that first aid assessments be done at each site; however, there is no currency requirement. WorkSafeBC requires the assessments be updated at least annually. Ensure first aid assessments are completed for all sites where RDOS employees work and are updated annually to meet the WorkSafeBC requirements specified in Section 3.16(3)(a) of the Occupational Health and Safety Regulations.
2.17 First Aid Resources [8]

Question 2.17
Are there adequate first aid attendants, supplies and facilities? (0-8 points)
% Achieved Determine through a review of the first aid assessment if the organization has the correct number and level of first aid Points Awarded
attendants at various worksites. If first aid attendant requirements are met, award 100% for that department. If not, award 0%.
D 0% 0 Score:
I -
O 0% 0 0/8
During the observational tour, examine the first aid supplies and facilities and ensure that they meet the standard required, based on the assessment. A percentage of points is awarded based on the number of sites with adequate supplies and facilities.
Findings / Notes D: A list of designated first aid attendants was available online and was posted on the first aid cupboard in the lunchroom at Martin Street. The "First Aid Procedure" document lists 23 attendants; however, it is dated October 18, 2010. All attendants on the list are shown as having "Industry" level emergency first aid. The list shows attendants only at Martin Street, RDOS Landfills, it does not specify which landfill, and Water/Sewer Plants, again, it does not specify which plants. All attendants listed were cross referenced to staff list provided and all were verified to be current employees. No first aid assessments were provided, therefore it could not be determined if adequate first aid attendants, supplies and facilities were provided and this question must be scored 0. O: No first aid assessments were provided, could not be determined if adequate first first aid attendants, supplies and facilities were provided and thistherefore questionit must be scored 0. It should be noted that aid supplies 28 May 2013 Regional District of Okanagan-Similkameen Page 27 of 93
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supplies and facilities were provided and this question must be scored 0. It should be noted that first aid supplies and equipment were observed at all sites visited. Examples include at the Campbell landfill an emergency first aid kit, blankets and a folder cot were observed. At the Martin Street office, 2 level 1 first aid kits were available in the lunchroom. Both fire departments had multiple first aid kits and first responder kits readily available. Suggestions For Improvement
2.18 First Aid Contacts [4]

% Achieved Do workers know how to contact During observational tours, look for signs or other ways that first aid? (0-4 points) identify how to contact first aid. If there is direction to Points Awarded
workers on how to contact first aid, award 100% for that department. If not, award 0%.
D -
I O 100% 25% 3 0 3/4
Score:
Interview workers to determine if they know how to contact first aid.
Findings / Notes I: All 25 workers interviewed were aware of how to contact first aid. Those based at the Martin St. office said they were to call reception or contact a first aid attendant directly. Some field workers said they were to call 9-1-1 directly, others said they could obtain first aid by calling attendants on a radio or cell phone. O: Only the Martin St office had information posted on how to obtain first aid services. No information was posted any other other site observed. Suggestions For Improvement
Recommendation: Section 3.17(2) of the Occupational Health and Safety Regulations requires employers to conspicuously post or otherwise effectively communicate the procedures for obtaining first aid services to workers. Ensure the procedures are posted and communicated as required.
Element: 2. Program and Procedures [140] Scoring Summary

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Element 3. Hazard Identification and Control [140]

3.1 Process [7]
% Achieved 100% Have processes been developed The documentation must include a form that is used to for identifying hazards and identify the hazards and assess the risks, as well as written Points Awarded 7
assessing risks? (7 points) procedures (instructions) on how to carry out the process. Note: Auditors are not looking for completed hazard identification forms, just ensuring that the framework has been established. If there is documented evidence of a hazard identification and risk assessment process, award 100%. If not, award 0%.
I 7/7
O -
Score:
Findings / Notes Part 6: Hazard Recognition and Control of the OHS Manual outlines the hazard assessment process. It requires hazard assessments be management/supervisor led and requires the workforce be involved, but does not explicitly identify when the assessments must be completed. The process requires identified hazards be controlled by use of elimination or substitution, engineering controls, administrative controls and PPE. 3 forms are available for the process: "Workplace Hazard Assessment", "Workplace Hazard Assessment Corrective Action", and "Job Hazard Analysis". There are no instructions indicating which form must be used, or when.
3.2 Training [7]

Question 3.2
Have the individuals who take lead roles in identifying hazards and assessing risks received training? (0-7 points)
Training could be formal (through courses) or informal (hands-on training from other staff members) Interview supervisors to determine if staff who are leading the hazard identification and risk assessment process, have received training.
D -
I 30% 2 2/7
O -
Score:
Findings / Notes Only 3/10 (30%) supervisors interviewed said they were involved in the risk assessment process and confirmed they had taken training specific to hazard assessment. Those that provided negative responses said they were involved in the process, but had not had any training in hazard assessment of the District processes. Suggestions For Improvement
Recommendation: People that take lead roles in hazard identification and risk assessments must receive appropriate training to ensure they are aware of what to look for when performing a hazard assessment and understand the different control methods available to protect workers. Set up training sessions for those involved and document the training. The training sessions should include a review of Part 6: Hazard Recognition and Control of the OHS Manual and the associated forms.
Reference: Occupational Health and Safety Regulations Section
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3.3 Communication [15]
Question 3.3
Are hazards documented and communicated to workers as they become identified during operations? (0-15 points)
Review minutes of safety meetings, supervisor notes, bulletin boards, internal websites, etc. If documentation proves that hazards are communciated to workers as they become identified, award 100%. If not, award 0%.
D
I 76% 5
O 50% 3
Score:
During observational tours, look for communication of documented hazards on bulletin boards or available in some other format. Points are awarded based on the percentage of positive findings.
8 / 15
Interview supervisors and workers to determine if hazards are communicated.
Findings / Notes D: The "Worksite Safety Inspection Tracking Reports - 2013" spreadsheet is used to track action items arising from inspections. The sheet is available on the network, but it was not determined who has access to the folder or if the actions have been communicated to employees. No completed hazard assessment forms were provided to show hazard assessments have taken place for any department. A review of meeting minutes and other documentation from each department showed that hazards are discussed regularly at Public Works meetings, OK Falls Parks and Recreation, Keremeos Recreation and the Kaleden fire department. Evidence was not available for the Naramata fire department, Office of the CAO, Finance or Information Services. Development services documentation showed that hazards are discussed, but infrequently. 50% of departments showed hazards are communicated. I: 6/12 supervisors and 22/25 workers (76% overall) said that hazard information was communicated to them regularly. Those that responded positively said most information was provided at meetings, whether informally or at regular, formal departmental meetings. Those that responded negatively tended to be from the fire departments and recreation operations. O: Hazard alerts and information on identified hazards was not observed to be posted or otherwise made available at the Naramata fire department at either the Keremeos or OK Falls recreation complexes or at the landfill. Hazards pertaining to the Martin Street office, such as inclement weather risks and the check in/out procedure were recorded the Martin St. Joint Health and Safety Committee meeting minutes which were posted in the lunchroom. Notice of ticks and wildlife hazards were observed to be posted at the Naramata Water office. Overall, hazards were posted at only 50% of sites visited. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. Only 50% of departments could provide documentation verifying that hazards are communicated to employees. Newly identified or changed hazards must be clearly communicated to all affected employees and documented. Communicate with supervisors to ensure they are using the existing process with departmental meetings, tailgate meetings, posting of information or some other means to document that supervisors have informed employees of new or changed hazards.
Reference: Workers Compensation Act Sections, 115, 117 Occupational Health and Safety Regulations Part 4 28 May 2013 Regional District of Okanagan-Similkameen Page 30 of 93
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Occupational Health and Safety Regulations Part 4
3.4 Controls [20]

Question 3.4
Are controls developed for identified hazards and are they implemented? (0-20 points)
Look for five risk assessements completed within the past twelve months on any of the procedures listed in 2.4. Review hazards identified through the formal process and determine if controls have been recommended and implemented. In some cases, the organization may have sufficient controls already in place, so there won't be a risk assessment done in the past 12 months. However, there should be a process in place to review the assessment periodically to ensure the controls are still sufficient. Provide examples of at least one control identified from each department. Percentage is awarded for each completed risk assessment which has controls identified.
D
I -
O 100% 7 11 / 20
Score:
During observational tours, see whether or not identified controls have been implemented. Points are awarded based on the percentage of positive findings.
Findings / Notes D: Other than a confined space assessment that was completed on the Wastewater Treatment Plant by Canada Safety in September 2012, no records were provided from any department demonstrating formal risk assessments have been completed on any tasks in the past 12 months. 10/56 written SWP were reviewed and all showed they were last reviewed and updated in March 2012, but there was no risk assessment documentation to accompany the SWP, No recent hazard assessments were completed at either fire hall; although, evidence of controls for identified, not necessarily documented, hazards were clear at Keremeos. Controls observed included turn-out gear, chock marks on the floor for trucks, signage in the hose tower of the requirement for users to wear head protection and a metal can with lid for oily rags. Overall, only 30% of departments had documented risk assessments (Public Works) or clear control of identified hazards (Kaleden VFD). O: Controls for hazards were observed in all departments. Positive observations included the use of seatbelts by Parks equipment operators, controlled substances in secure containments at the landfill and the controls identified above for the Kaleden VFD. Suggestions For Improvement
Recommendation: Refer to the recommendations in questions 2.4.
3.5 PPE Awareness [7]

Question 3.5
Are workers made aware of the requirements for PPE? (0-7 points)
During observational tours, look for evidence of PPE communication (e.g. signs posted where hearing or eye protection would be required). Points are awarded based on the percentage of positive observations.
D -
I O 100% 92% 3 4 7/7
Score:
Interview supervisors to determine how PPE requirements are communicated.
Findings / Notes interviewed confirmed they communicated PPE requirements to workers. All said it was done I: All 9 supervisors 28 May 2013 Regional District of Okanagan-Similkameen Page 31 of 93
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I: All 9 supervisors interviewed confirmed they communicated PPE requirements to workers. All said it was done as part of the training process. O: All sites observed that required PPE had evidence indicating that PPE was required and what was needed. Positive observations included PPE availability at the OK Falls Parks equipment shed, a hard hat use sign in the hose tower at Kalenden VFD and the PPE policy was observed to be posted at the Campbell Landfill. At the Naramata Water Treatment plant PPE was readily available for use when handling hypochlorite; however, there was no signage or other indication that it should be used. Overall, 100% was awarded to Community Services and VFD, 75% awarded to Public Workers = (100% + 100% + 75%) / 3 = 92% awarded. Suggestions For Improvement
Recommendation: It was clear from interviews that supervisors communicate PPE requirements to workers; however, observations at the Naramata Water Treatment Plant showed there was no signage to remind workers of PPE requirements for some work areas, particularly when using hypochlorite. In order to assist workers in determining PPE requirements consider posting signage clearly indicating the PPE requirements to work in each specific work area. Examples include in the chemical handling areas at the Water and Wastewater Treatment plants and in tool and equipment storage and use areas.
Reference: Occupational Health and Safety Regulations Part 8.
3.6 PPE Availability [7]

% Achieved Is PPE made available to workers Interview managers, supervisors and workers to determine if in accordance with the workers have access to, and know how to get, the Points Awarded
Regulation or Municipal policy? (7 points) necessary PPE. If anyone interviewed responds that PPE is not available, zero points will be awarded for that interview set (Managers, Supervisors, Workers). If all respond positively, 5 points are awarded.
D -
I 100% 7 7/7
O -
Score:
Findings / Notes All 7 managers, 9 supervisors, and 18 workers interviewed that were required to use PPE confirmed that basic PPE, such as safety glasses, hard hats, hi-viz and specialized PPE such as fall restraint harnesses and chainsaw pants, is provided by the RDOS.
3.7 Appropriate PPE [14]

Question 3.7
Is the correct PPE used by employees when required? (14 points)
% Achieved During observational tours, observe the use of PPE. If all staff are found to be wearing appropriate PPE, award 100%. Points Awarded
If it is determined that no staff in that department require PPE, record n/a.
D Score:
I -
O 100% 14 14 / 14
Findings / Notes 5 workers were observed to be wearing proper foot protection, hearing and eye protection as required at the sites visited during the observational tour. No observations were made where workers were not wearing the PPE appropriate for the task or location. 28 May 2013 Regional District of Okanagan-Similkameen Page 32 of 93
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3.8 Specialized PPE [7]

Question 3.8
Is specialized PPE available to workers when required? (7 points)
% Achieved During observational tours, check with purchasing staff to determine what specialized PPE is provided. Note: Regular Points Awarded
PPE includes hard hats, eye protection and hearing protection. Specialized PPE includes respirators, chain saw pants, etc. If specialized PPE is available and provided, award 100%. If not, award 0%. If it is determined that no staff in that department require PPE, record n/a.
D Score:
I -
O 100% 7 7/7
Findings / Notes Although no situations were observed during the audit that required the use of specialized PPE was readily available. Examples included: specialized PPE such as chainsaw chaps and face shields for Parks workers, confined spaces rescue equipment including harnesses, davits and blowers were available for Public Works workers disposable coveralls and respirators for use by landfill workers turn-out gear for firefighters.
3.9 Respirators [7]

% Achieved 50% Are there writtern procedures for Review documentation to determine if there are written the proper fitting, care and use of procedures, and review records in all departments to ensure Points Awarded 0
respirators, and are the written procedures followed? (7 points) they are followed and that annual fit tests occur. Percentage is awarded based on findings.
I 0/7
O -
Score:
Findings / Notes The BC Municipal Safety Association "Respirator Program" document has been provided and is dated as amended December 2011. As far as can be determined the document has only been modified with the RDOS name in the document footer. - 100% awarded to CAO department for policy in place. As far as could be determined the guidelines were not distributed to the fire departments and both fire departments had operational guidelines for respirator use. Fit test records were only provided for the Kalenden fire department. No fit rest records were provided for the Naramata VFD. - 50% awarded to VFD. No fit rest records were provided for landfill workers. - 0% for Public Works. Score = (100% + 50% + 0%) / 3 = 50% Suggestions For Improvement
Recommendation: The BC Municipal Safety Association "Respirator Program" document has been adopted by the Regional District and require fit tests be conducted for those workers requiring the use of respirators. Records were not provided for workers in the Public Works department of Naramata VFD and it could not be confirmed that all employees requiring the use of respirators were provided a fit test. Fit tests should be conducted at least annually. In addition, it could not beProgram determined the "Respirator Program" document hasuse been to any Ensure that Respirator is "rolled-out" to departments requiring the of provided respirators, that department. all employees
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Ensure that Respirator Program is "rolled-out" to departments requiring the use of respirators, that all employees requiring respirators are given an annual fit test and that the results are documented and maintained. Reference: Occupational Health and Safety Regulations Sections 8.32 - 8.45.
3.10 PPE Training [7]

% Achieved When workers are required to Workers must be able to describe the following: When PPE use PPE, have they been trained should be used, how it is to be used, how to inspect the Points Awarded
in the use, maintenance and limitations of it? (0-7 points) equipment, when and how it should be replaced. Note that if a worker is not required to use PPE, this question will not apply to that worker.
D -
I 100% 7 7/7
O -
Score:
Findings / Notes All 18 workers that were interviewed and are required to use PPE confirmed they were trained. Interviewees said that training was done for PPE requirements for respirator use, chainsaw use, fire protection, fall restraint and other PPE.
3.11 Hazard Reporting [14]

Question 3.11
Is there a system for workers to report unsafe/unhealthy conditions or practices? (0-14 points)
% Achieved 50% 100% Review documentation outlining a hazard reporting process. If there is a documented hazard reporting process, award Points Awarded 0 7
100%. If not, award 0%.
O -
Score:
Interview workers to see if they know how to report hazards.
7 / 14
Findings / Notes D: Part 2: Roles and Responsibilities of the OHS Manual requires Workers/Employees to "report any incidents, near misses and/or injuries immediately to their supervisor." Part 6: Hazard Recognition and Control of the OHS manual provides information on assessing and controlling hazards, but does not require employees to report unsafe/unhealthy conditions or practices. Part 9: Incident Investigation, Section F of the OHS Manual states "All serious incidents or injuries must be reported and documented immediately." Workers are required to report to supervisors and supervisors to report to managers. The policy does not state how incidents must be reported and the manual only includes an investigation form. A separate "Potential Safety Concern Reporting Form" was provided, but is not linked to the process in the policy. - 100% awarded. Although applicable to the peripheral Parks and Recreation and Fire Departments, no documentation was provided to show this policy was implemented in either. A recommendation adopted by RDOS from the 2010 audit was to develop and implement a single safety management system across all RDOS operations. This recommendation has not been implemented and as such 0% was awarded to the VFD department. (100% + 0% ) / 2 = 50% awarded. I: All 25 workers interviewed confirmed they were to report all incidents and hazards to their supervisor. Suggestions For Improvement
Recommendation: Parts 2, 6require and 9 of the RDOS OHS Manual requireconditions the reporting of accidents, near the misses, injuries policies but do not explicitly the reporting of unsafe/unhealthy or practices. Update appropriate to
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explicitly require the reporting of unsafe/unhealthy conditions or practices. Update the appropriate policies to require the reporting of unsafe/unhealthy conditions or practices. In addition, the "Potential Safety Concern Reporting Form" is available for reporting, but is not linked to the process in the policy. Update OHS manual to include the reporting form. Although applicable to the peripheral Parks and Recreation and Fire Departments, no documentation was provided to show RDOS OHS manual and policies were implemented in either. A recommendation adopted by RDOS from the 2010 audit was to develop and implement a single safety management system across all RDOS operations; however, this recommendation has not been implemented. Ensure the previous recommendation is implemented.
3.12 Preventiative Maintenance [7]

Question 3.12
Is there a preventative maintenance program in place for equipment and machinery? (7 points)
The program must include an inventory of equipment, vehicles and tools requiring regular inspection and maintenance, and schedules for their routine maintenance. Do not look for items which are mandated by the Safety Authority (i.e. elevators, boilers). If there is a preventative maintenance program as defined above, award 100%. If not, award 0%.
D 0% Points Awarded 0
% Achieved
I 0/7
O -
Score:
Findings / Notes No documentation was provided demonstrating a preventative maintenance program that includes the inventory of equipment, vehicles and tools requiring maintenance and maintenance intervals was in place. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. Preventative maintenance programs must be in place for all equipment and machinery associated with RDOS operations, including fire departments, parks and recreation commissions and public works infrastructure. The program must include an inventory of equipment, vehicle and tools requiring regular inspection and maintenance and maintenance interval schedules. Examples include fire trucks, specialized PPE such as respirators, SCBA apparatus, ladders, pumps, valves, etc. The program should also include requirements for certifications, such as cranes, commercial vehicles, water treatment systems etc. Information to be tracked for each maintenance action should include the date, nature of the maintenance performed, who did the work, specific parts used, test results, date of next scheduled maintenance, etc. It is recommended that all maintenance be planned and tracked using a software package and many are commercially available.
3.13 Compliance [7]

Question 3.13
Is there evidence that the preventative maintenance program is being followed? (0-7 points)
In order to demonstrate the PM program is followed, maintenance records must be kept and be consistent with the schedules found when answering question 3.12. Points are awarded based on the percentage of positive findings.
D 0% 0 Score:
I 0/7
O -
Findings / Notes No formal maintenance policy is in place, therefore this question must be scored 0. NOTE: Maintenance records were available for various pieces of equipment, including: 28 May 2013 Regional District of Okanagan-Similkameen Page 35 of 93
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UV reactors, pumps, CCTV, HVAC in operation at the Naramata Water Treatment plant. A review showed that regular inspections of the equipment is being done and maintenance is being performed. Maintenance recorded included HVAC servicing, a pump that was cleaned and UV reactor lamps checked. 3 records show maintenance is being done on Parks equipment at OK Falls. At Kaleden VFD each truck and piece of equipment has a log book showing the maintenance that has been performed. Records were reviewed for 2 trucks and the air compressor. Naramata VFD: Maintenance logs for 7 vehicles (6 trucks, 1 boat) were reviewed and no entries had been made since 2011. Ladder certifications expired in March 2012 and were not yet scheduled for 2013. The air compressor was last certified in 2004. Suggestions For Improvement
Recommendation: Refer to the recommendation in question 3.12. Recommendation: There is a critical lack of documentation of equipment maintenance at the Naramata VFD. Maintenance logs for 7 vehicles (6 trucks, 1 boat) were reviewed and no entries had been made since 2011. Ladder certifications expired in March 2012 and were not yet scheduled for 2013. Commercial vehicle inspections have been completed, but records were not available on site. The air compressor was last certified in 2004. Ensure all maintenance is logged for all vehicles and equipment at all times.
3.14 Hazard Awareness [14]

% Achieved Do workers know what they are Workers should know the process. For example, they may to do if they encounter broken or be required to report the damage to someone on an Points Awarded
defective tools or equipment? (0- Equipment Condition Report, and apply a ""do not use"" tag, 14 points) or follow some other process that takes the equipment out of service.
D -
I 96% 14
O -
Score:
14 / 14
Findings / Notes 24/25 (96%) workers interviewed said that any broken tools or equipment are to be immediately removed from service, and depending on the department, tagged, until fixed. This includes office equipment. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. A process must be documented and communicated for removing broken or defective tools and equipment from service. The process should direct employees to remove equipment by taking it to a designated area, sending it out for repair, tagging it as unfit for service or some other method. Ensure a process is in place and communicated to all workers.
Element: 3. Hazard Identification and Control [140] Scoring Summary

Total Points Awarded: 91 Total Points Available: 140 28 May 2013 Regional District of Okanagan-Similkameen
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3. Hazard Identification and Control [140] Element Total Points Awarded:

Total Points Available: Overall % Awarded: 140 65 %
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Element 4. Training, Education and Certification [140]

4.1 Training Matrix [7]
Has the organization determined Review documentation to determine if qualifications have what qualifications are required been established relative to health and safety. The for different jobs? (7 points) information could be in any of the following: hazard assessments, training needs assessments, job descriptions, job advertisements or similar documents. Look for an indication of required certifications or licenses as well as training. If there is evidence that qualifications have been established within the department, award 100%. If not, award 0%.
I 7/7
O -
Score:
Findings / Notes At least 1 position description was provided for each department. Descriptions included lists of "required knowledge, abilities and skills" such as pesticide applicators license, driver's license and various abilities, and a list of "required training and experience" such as certificates and minimum education requirements were included in each.
4.2 Competency [7]

% Achieved How do supervisors determine if Interview supervisors, who should be able to describe the workers can do their jobs safely? steps they take to ensure their workers are competent. At a Points Awarded
(0-7 points) minimum, supervisors should: review training and certification records conduct training observe worker performing the work correct unsafe acts
D -
I 67% 5 5/7
O -
Score:
Findings / Notes Only 8/12 (67%) supervisors interviewed said they ensure workers are competent by observing them from time to time, checking on and reviewing their work and ensuring training is available and completed. Those that responded negatively said they do not have a formal process in place to assess workers. Suggestions For Improvement
Recommendation: The company needs to perform regular worker assessments and observations to show that the supervisors are evaluating worker performance and assessing competency, especially for workers in higher risk occupations. Assessments should be done at the worksite and should clearly indicate the name(s) of the worker(s) being evaluated and the date of assessment. The RDOS should develop a worker assessment form that includes assessments of:
Personal protective equipment worn and/or available Worker understands applicable laws and regulations Worker complying with applicable laws, acts, regulations Worker understands company safety policy Worker aware of on-site hazards Worker aware of hazard reporting requirements Safe work procedures followed Worker knowledgeable of Emergency Response Plan Worker safety training requirements current Work area maintained to maintained safety standards Equipment operationally 28 May 2013 Regional District of Okanagan-Similkameen Page 38 of 93
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Equipment operationally maintained Dangerous goods stored according to regulations Hazardous materials stored according to regulations Spill response equipment requirements met Environmental instructions followed. Declaration of competence The employee and supervisor should identify any areas of improvement, develop recommendations and both should sign in acknowledgement. Assessments should be done at least once per year for each employee.
4.3 Training Tracking [14]

% Achieved 17% Does the organization have a Review training and education records. Documentation may method of tracking education and be in electronic or written format, in simple format (class Points Awarded 0
training? (14 points) sign-in sheets, sorted by course), or complex (computerized data management programs). If there is a tracking system, award 100%. If not, award 0%.
I -
O 0 / 14
Score:
Findings / Notes Anecdotally, an online database is used to track all RDOS employee training; however, only a 1 page screen shot was provided and access to the database was not gained. Copies of certificates for TDG were provided for several employees and a hardcopy of a spreadsheet was provided showing course title, employee name, department, course start and completion dates and duration. The sheet showed training for confined space entry (2007 - 6 people), violence in the workplace (2010 - 29 people) and WHMIS ( 3 in 2011, 7 with no date). The evidence provided does not adequately show there is a coordinated system in use to track training and education. - 0% awarded CAO, Development Services and Public Works departments. Kaleden VFD uses FirePro software to track training for each firefighter and skills practiced are recorded in detail in the software. Naramata VFD does not have a system to effectively track training. - 50% awarded to VFDs. The OK Falls recreation supervisor tracks employee training in a diary. Training is not tracked for Keremeos recreation of OK Falls Parks. 1/3 = 33% (0% + 0% + 0% + 33% + 50%) / 5 = 17%
Recommendation: A similar recommendation was also made in 2010. Training should be tracked for all employees to show who has received what training. Other than Kaleden VFD, and OK Falls recreation groups, no evidence was provided to demonstrate training is tracked. Training tracked should include basic training received at an orientation through to annual worker assessments for understanding of safe work procedures such as dealing with potentially violent confrontations, ergonomics and certifications such as forklift operator, fall protection, first aid and confined spaces.
The tracking system should include: the date of training, a brief description of the training provided, who provided it, and date for retraining/re-certification. A single training tracking should be implemented across all RDOS departments; however, a minimum, ensure trainingdatabase tracking systems are in place for all employees in all departments and thatat someone, 28 May 2013 Regional District of Okanagan-Similkameen Page 39 of 93
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minimum, ensure training tracking systems are in place for all employees in all departments and that someone, either corporately or departmentally, is formally assigned the responsibility for ensuring training records are up to date and that certifications are current.
4.4 On-Going Training [21]

Question 4.4
Is training being conducted with workers on an on-going and asrequired basis? (0-21 points)
% Achieved 10% 100% Review training records to determine if the organization has identified worker training needs for high hazard tasks (see Points Awarded 1 14
2.4) and that those needs are being met. Interview supervisors and workers to determine what training is being given. Training can take place in a classroom setting, in crew meetings, or on-the-job site. Points are awarded based on the percentage of positive findings.
O -
Score:
15 / 21
Interview supervisors and workers to determine that ongoing training is occurring.
Findings / Notes D: The evidence provided does not adequately show there is a coordinated system in use to track training and education or that training is taking place for the CAO, Development Services, Public Works or Community Services departments. Other than pre-requisite training and experience requirements detailed in the job descriptions, there is no training matrix that specifies training that must be completed prior to starting work. - 0% Naramata VFD maintains training sheets for each practice and each sheet describes in 3 - 4 words what training took place each night; however, there is no coordinated system in place to track training for individuals. Kalenden VFD has excellent training records for all training for every person. The training log book provides in-depth description of the training conducted each week, who took part, and what role they played. All training is also entered into the FirePro2 software. - 1/2 halls with good training info = 50% awarded. (0% + 0% + 0% + 0% + 50%) = 10% I: All 26 supervisors and workers interviewed confirmed that training is on-going and available as required. Examples of training available included prevention of violence in the workplace, WHMIS, chainsaw and confined space entry. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. In addition to the training requirements outlined in the job descriptions, a training and education matrix should be developed that identifies specific training and certification requirements that must be completed prior to starting work for each job or task .
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4.5 Training Verification [21]
Question 4.5
Is there a method within the organization to ensure that workers certifications are valid and up to date? (21 points)
% Achieved Review documentation to confirm that a person (manager/supervisor) in the organization is responsible for Points Awarded
ensuring any required certification is valid and up-to-date. Examples: appropriate drivers license, First Aid, Crane Operator, Forklift Operator, TDG, TCP. If someone is assigned the responsibility, either corporately or within the department, award 100%. If not, award 0%.
D 0% 0 Score:
I -
O 0% 0 0 / 21
Observe the worker responsible for verifying certifications, actually performing the task. Award 100% if you are able to observe this taking place, or 0% if not.
Findings / Notes D: No evidence was provided demonstrating any person in any department has been assigned the responsibility for ensuring all certifications are up to date. O: No person has been assigned, therefore this question must be score 0.
Recommendation: Refer to the recommendations in questions 4.3 and 4.4.
4.6 Tailgate Meetings [14]

Are regular pre-job/pre-planning Review minutes of on-the-job tailgate or pre-planning meetings held to discuss safety meetings where safety on the jobsite is discussed. and are they documented? (0-14 points) Interview workers and supervisors to determine if on-the-job tailgate or pre-planning takes place.
I 85% 6
O -
Score:
6 / 14
Findings / Notes D: Pre-job and regular meetings vary by department. For the audit, the following results were found: CAO: No minutes were provided for any of the departments in the CAO Group. - 0% DS: Departmental meetings are to be held monthly; however, minutes were provided for only 6/12 months. 50% PW: Only 6 sets of minutes covering 5 months were provided for the Naramata Water group. Tailgate meeting minutes were provided for 8/12 months for the publics works group, 11/12 months for waste management and 6/12 months for the Naramata Water group. There was no evidence provided that pre-work meetings for held for specific jobs. Overall, minutes for 25/36 (69%) potential meetings were provided. CS (P&R): No documentation was provided for any in OK Falls - 0%. K: Only one set provided for ice rink season. None for bowling or swimming. - 0% VFD: Naramata: Whenresponders. responding the Commander does a 360 survey on-site and verbally passes on the information to other No Incident documentation is maintained for responses. For weekly practices the 28 May 2013 Regional District of Okanagan-Similkameen Page 41 of 93
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the information to other responders. No documentation is maintained for responses. For weekly practices the training sheet does not contain enough information to determine if safety was discussed. - 50% for 360. Kaleden: 360 surveys also done and weekly training sheets have extensive detail on the safety issues. 100%. 75% average awarded. overall score (0% + 50% + 69% + 0% + 75%) / 5 = 39% I: 9/10 supervisors and 19/23 workers (85% overall) interviewed confirmed that pre-work meetings take place when required. Those that responded positively said they are usually part of regular departmental meetings. Building inspectors said meetings take place every 2 weeks, while bylaw inspectors said meetings were held weekly. Public works employees said pre-work meeting take place before jobs commence as did mosquito control workers. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. On-the-job tailgate or toolbox meetings are an important part of a safety management system and should be held frequently by supervisors with workers to discuss such topics as work assignments, hazards and controls, productivity and other relevant information. They do not need to be complex or lengthy, but should be documented in some manner. Documentation could be in a supervisors journal, by using a standard form (many are available), or some other suitable method. Update the Health and Safety Manual to include tailgate meeting expectations and documentation requirements. Only approximately 40% of meetings held had minutes maintained.
4.7 Orientation [21]

Does the employer have a formal The orientation must contain the following general safety orientation program, including the information at a minimum: requirement that an orientation Corporate Safety Policy be provided to all new or newlygeneral safety rules transferred employees, as well as how to contact first aid those returning after a lengthy location of first aid facilities absence? (0-21 points) emergency evacuation procedures right to refuse unsafe work how to report injuries and incidents Joint Occupational Health & Safety Committee Review documentation to see if there is an orientation program containing these items. If the orientation program contains all of these items, and a requirement that it be provided to all new or newly-transferred employees, as well as those returning after a lengthy absence, award 100%. If not, award 0%.
% Achieved 100% 100% Points Awarded 7 14
O -
Score:
21 / 21
Interview new or newly transferred employees to determine if they received an orientation before starting work. A percentage of points are awarded based on the number of positive responses.
Findings / Notes D: Part 5: Training and Education, Section G: Orientation of the OHS Manual provides the details for employee orientations. The policy requires orientations be completed on the first day on the job for hew hires and for workers returning after and absence of 6 weeks or more. Orientations are to be documented on the "New Staff Orientation" and "Return to Work Staff Orientation" forms. The forms are nearly identical and both explicitly include review of: emergency response 28 May 2013 Regional District of Okanagan-Similkameen Page 42 of 93
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emergency response right to refuse unsafe work incident reporting Joint H&S Committee First aid overview - it could not be determined if this topic includes both first aid contact and location, but has been assumed it does. H&S Manual overview - it could not be determined if this topic includes a review of the policy or general safety rules, but has been assumed it does. I: All 11 new workers interviewed confirmed they were provided an orientation prior to starting work.
4.8 Orientation [14]

Question 4.8
Is the Orientation provided in a timely manner? (0-14 points)
% Achieved 88% If there is an orientation program containing all the items in 4.7 documentation, points are awarded based on when it is Points Awarded 7
provided to employees. If initiated on the first day and completed within the first week, 100% is awarded. If completed within the first two weeks, 50% is awarded. If completed within the first month, 30% is awarded. If not completed or completed longer than within the first month, 0% is awarded.
I -
O 7 / 14
Score:
Findings / Notes D: As per question 4.7, the orientation checklist contains the information in the audit guidelines. A review of records for 6 new hires was conducted. 1/2 in the CAO group of departments (50% awarded), 1 in public works (100%), 2 from Kaleden VFD (100%) and 2 from OK Falls Recreation (100%) were all confirmed to be completed on the first day of work. (50% + 100% + 100% + 100%) = 88%
Recommendation: Again, although the 2010 audit recommended a single safety system across all departments, including fire departments and recreation operations, there was no evidence the RDOS orientation process has been implemented at peripheral operations. The orientations completed for fire department and recreation employees were not completed using RDOS forms or policies. Ensure the RDOS policies and procedures are used for all RDOS employees.
4.9 Orientation Checklist [7]

Question 4.9
Is there an orientation checklist form that provides an area for signatures of the person giving, and the person receiving, the orientation? (7 points)
Review documentation. The documentation may be circulated electronically; if there is an electronic trail to ensure all parties had access and accepted it, award points. Note to auditors: This review is to determine if there is a checklist, not to assess the contents. If there is a checklist, award 100%. If not, award 0%.
D
I 7/7
O -
Score:
Findings / Notes The "New Staff Orientation" and "Returnreceiving to Work Staff Orientation" both include areas for the supervisor giving the orientation and the employee the orientation to forms afix their signatures. As previously noted, 28 May 2013 Regional District of Okanagan-Similkameen Page 43 of 93
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giving the orientation and the employee receiving the orientation to afix their signatures. As previously noted, these checklists are not used by the peripheral operations.
4.10 Contractors [6]

Question 4.10
Is health and safety information given to contractors (Prime and day-contractors) before they begin working for the organization? (0-6 points)
Review RFP process, contracts or other information provided to contractors. Look for information on known or forseeable hazards and safety rules which apply to the work the contractors are doing. Review at least four records. Points are awarded based on the percentage of positive findings.
D 0% 0 Score:
I 0/6
O -
Findings / Notes RFP documents were provided for 4 projects: "West Bench Watermain Upgrade", "West Bench Water System Universal Metering". "2013 Naramata Parks Maintenance Contractor" and "Jetco Lawncare Services". None of the documents provided contained information on known or foreseeable hazards or demonstrated this information was provided to contractors. Suggestions For Improvement
Recommendation: RDOS must provide contractors with information on known and foreseeable hazards and applicable safety rules that may apply to the work prior to the work commencing. This should be done at 3 stages, initially during the request for proposal stage, during contract negotiations and at the pre-work meeting. Any hazards discussed or communicated should be documented and included as part of the contract. Ensure hazard communications with contractors take place and are documented as required.
4.11 Prime Contractor [3]

% Achieved Is there a process in place to Review documentation to determine if there is a process in identify Prime Contractors in multi place to identify Prime Contractors. Note: the process could Points Awarded
-employer worksites? (3 points) include a statement that the organization will always maintain Owner Responsibilities and never designate a Prime. If there is a process in place, award 100%. If not, award 0%.
D 0% 0 Score:
I 0/3
O -
Findings / Notes None of the 4 contract documents provided had any indication on who the prime contractor was for the project. The documents did not include any direction on whether RDOS retained prime contractor status or if the contractor was assigned prime status. Suggestions For Improvement
Recommendation: Prime contractors have specific responsibilities for ensuring the coordination of safety on multi-employer worksites and must be formally designated and accepted. All contracts should clearly state which organization is designated the prime contractor, including if the site owner will retain prime contractor status. Ensure all contracts clearly designate the prime contractor and associated responsibilities, duties and expectations.
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4.12 Multi-Employer Sites [1]
Question 4.12
If there should be a Contractor Coordination process in place, and there is a process, is it followed? (1 point)
% Achieved Review one contract to ensure the Prime Contractor is designated. If the document contains the identification of the Points Awarded
Prime Contractor, one point is awarded. If there should be a process and there isn't, award 0. If there is a process and it includes identifying the Prime Contractor, award 100%.
D 0% 0 Score:
I 0/1
O -
Findings / Notes 3 of the contract documents provided would likely result in multi-employer worksites: "West Bench Watermain Upgrade", "West Bench Water System - Universal Metering" and "2013 Naramata Parks Maintenance Contractor". None of the contracts designated the prime contractor. Suggestions For Improvement
Recommendation: Refer to the recommendation in question 4.10 and 4.11.
4.13 Contractor Management [4]

Is there a process in place to Interview whomever is responsible in the organization for ensure contractors, not project management. This may include project managers, designated as Prime Contractors, public works managers and supervisors. are meeting their health & safety obligations? (0-4 points)
D -
I 36% 1 1/4
O -
Score:
Findings / Notes Only 4/11 (36%) of interviewees responsible for project management said there is a process in place to monitor non-prime contractors to ensure they are meeting health and safety obligations. Those that responded positively said they worked alongside contractors and dealt with any safety performance issues on a daily basis and as part of the pre-work meeting process. Those that responded negatively said there is no process in place to monitor contractor health and safety performance. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. About 1/3 of the employees interviewed that had responsibilities for contractors said there was a process in place to monitor non-prime contractors to ensure they are meeting their health and safety obligations. Although contracts state contractors are required to meet regulatory requirements, the Regional District is still obligated to ensure they are meeting the minimum safety requirements. This can be done through regular inspections, meetings and by having the contractor provide evidence they are meeting requirements. A comprehensive contractor management section must be included in the safety program and should include possible pre-contract evaluation criteria such as: absence of WSBC sanctions, MIR below a specific value, safety manual meeting specific Regional District guidelines, Regional District inspection guidelines, reporting requirements and other suitable information.
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Once a contract is awarded, regular monitoring inspections of contractor health and safety performance should be completed. The inspections should include an assessment of: conformance with safety protocols safety meeting documentation reporting of hazards and incidents to RDOS self-inspections completed project plan documents readily available on-site and other relevant information. The policy should clearly define who is responsible for conducting the assessments, the frequency and refer to any checklists of forms that will be used.
Element: 4. Training, Education and Certification [140] Scoring Summary

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Element 5. Inspections [130]

5.1 Program [25]
Question 5.1
Does the organization have a safety inspection program? (25 points)
% Achieved 100% The written instruction should identify the intent of inspections, and who should inspect, including a member of Points Awarded 25
the Joint Occupational Health & Safety Committee. If there is written instruction identifying the intent of inspections, and who should inspect, including a member of the Joint occupational Health and Safety Committee, award 100%. If not, award 0%.
I -
O 25 / 25
Score:
Findings / Notes Part 5: Inspections and Monitoring of the OH&S Manual specifies the details for inspections. According to the manual the purpose of inspections is: "...to recognize, identify and control hazards before incidents or injuries can occur." Three different types of inspections are identified: ongoing (informal), planned (formal) and special. The planned inspections are required to be: "conducted by the department manager or supervisor/foreman of the area in conjunction with the Joint Health and Safety Committee."
5.2 Frequency [20]

Question 5.2
Does the inspection program outline what is to be inspected and the inspection frequency? (20 points)
% Achieved 33% An inspection schedule should be developed for all facilities where the employer has workers. You are not assessing if Points Awarded 0
frequency of inspections is correct, just that the schedule has been developed. If it has, and includes all facilities, award 100%. If not, award 0%.
I -
O 0 / 20
Score:
Findings / Notes The policy identifies general requirements of inspections, including regular inspections at all places of employment and the inclusion of buildings, structures, tools and equipment, work methods and practices. Part 5, Section G: Inspection Schedule states that Public Works facilities are to be inspected bi-annually and the RDOS Martin Street Office is to be inspected quarterly. A schedule of inspections is included in the Joint Health and Safety Committee agenda each month and showed the inspections to be completed each month. 100% points awarded for the CAO, Development Services and Public Works Departments. RDOS adopted a recommendation from the 2010 audit to develop and implement a single safety management system across all operations where RDOS employees work. The recommendation included an inspection program for peripheral operations and was targeted to be implemented by February 28, 2011. The recommendation has not been implemented and neither the current policy, nor the list of inspections includes any inspection requirements for the fire departments or recreation commission facilities, nor does it indicate who is responsible for conducting those inspections. No points have been awarded for the Community Services (0%) or Fire Departments (0%) Score: (100% + 0% + 0%) / 3 = 33%
Recommendation: The following recommendation is from the 2010 audit action plan.
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The following recommendation is from the 2010 audit action plan. "A single safety management system should be implemented across all operations where Regional District employee work. Safety Programs should be consolidated, user friendly and readily accessible to all employees. At a minimum, it should include statements about safety responsibilities, written procedures, training and instruction of workers, hazard identification and control, workplace inspections, investigation of incidents and accidents, responsibilities of the joint Health and Safety Committee, and program administration. Update the current RDOS program and roll out to peripheral operations. At the time It was given a B Priority, (moderate - to be completed within 4-8 months) with target implementation date of February 28, 2011. Ensure the inspection policy is updated to explicitly include inspections of on facilities associated with peripheral operations, the frequency of inspections and who is responsible for conducting them. Reference: Occupational Health and Safety Regulations. Section 3.5
5.3 Training [7]

% Achieved Have persons responsible for Supervisors are responsible for conducting inspections on a conducting inspections received regular basis. Interview persons responsible for conducting Points Awarded
training? (0-7 points) inspections.
D -
I 63% 4 4/7
O -
Score:
Findings / Notes Only 5/8 interviewees that said they are responsible for conducting inspections said they had received training in how to conduct inspections. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. Employees responsible for performing inspections must receive adequate instruction on the purpose of inspections, how to conduct them, hazard identification and risk assessment and the process for ensuring identified deficiencies are corrected in a timely manner. Perform a training needs assessment for employees conducting inspections and provide any necessary training.
5.4 Compliance [20]

Are inspections being carried out Compare documented inspections to the inspection as defined in the program? (0-20 program requirements. Points are awarded based on the points) percentage of positive findings.
I -
O 5 / 20
Score:
Findings / Notes The JHSC minutes include a monthly inspection schedule and identify several inspections per month. The list shows a rotating schedule of people responsible for conducting the inspection and the facility to be inspected. The schedule is consistent with the policy frequency requirements. The schedule does not include recreation facilities or fire departments. 20 completed inspection forms covering 17 different buildings or sites were provided for review. Of the inspections, only 2 were completed atNaramata the required frequency specified Wastewater Treatment Plant and the Water Treatment Plant.in the program, those for the OK Falls 28 May 2013 Regional District of Okanagan-Similkameen Page 48 of 93
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Wastewater Treatment Plant and the Naramata Water Treatment Plant. Of the inspections provided, only 4 were completed during the month specified in the schedule in the JHSC meeting minutes dated May 16, 2012 (for the 2012 inspections) and January 9, 2013 (for the 2013 inspections). Martin St office inspections are required to be completed quarterly by policy; however, completed inspections were only provided for May 2012 and January 2013. It should be noted the JHSC inspection schedule requires the office to be inspection monthly. 2/4 inspections completed. - 50% 1 inspection was completed in the Princeton Arena. None were completed on any of the other recreation facilities. No frequency of inspections was noted in the policy, therefore 0 points awarded for the Community Services departments. All other inspection documents provided were for Public Works Facilities including pump stations, landfills and other infrastructure. Only 17/39 (44%) inspections identified in the JHSC were completed. No inspections were provided for either fire department. - 0% Score: (50% + 0% + 44% + 0%) / 4 = 23.5 = 24% awarded. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. Inspections of all facilities must be conducted at a frequency suitable to prevent the development of unsafe conditions. Part 5 of the safety manual specifies clear inspection frequencies. The Joint Health and Safety Committee has provided an annual schedule of inspections with a rotating roster of inspectors and should ensure the inspections are completing the inspections as required. A minimum of 43 inspections were scheduled for the 12 months previous to the audit. Only 20 completed inspection documents were provided and of the 20 provided, only 2 were completed in the month and at the frequency specified as per the annual schedule of inspections.
Tracking the number of inspections completed as per the identified schedule is an excellent leading indicator of safety performance and completion goals should be established and tracked by the safety committee. Ensure all inspections, including those for peripheral operations, are completed on time and at the frequency identified in the policy.
5.5 Checklists and Forms [13]

% Achieved 100% Are inspection checklists or forms There should be a pre-printed checklist, or at the very least, being used? (13 points) a form for use during inspections which identifies hazard Points Awarded 13
levels and assigns responsibility for corrective action. If there is a checklist, award 100%. If not, award 0%.
I -
O 13 / 13
Score:
Findings / Notes The "Worksite Safety Inspection Report" form is available for inspections of Public Works facilities and the Martin Street office. The form includes columns for hazard class (A,B,C), hazard description, the corrective action recommended, who is responsible for the corrective action and target completion date. All completed inspections reviewed were completed on the form. Suggestions For Improvement Continuous Improvement: 28 May 2013 Regional District of Okanagan-Similkameen
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Continuous Improvement: This recommendation was also made in 2010. Consider updating the Worksite Safety Inspection Report checklist to include more specific information on what should be checked in each area, such as guardrails, stairs, cords and hoses, work stations, signage, confined spaces, etc, and provide a checkbox to indicate if the item meets requirements. Creating a checklist with site specific items may assist in providing more complete and consistent inspections.
5.6 Accountable Individual [19]

% Achieved 67% 100% Is there a process in place to Review documentation to determine if deficiencies found ensure that someone is assigned during inspections are brought to the attention of the people Points Awarded 0 6
responsibility to correct any deficiencies found during inspections? (0-19 points) or departments who would be responsible for the correction of deficiencies.
O -
Evidence may be found on the actual inspection forms, or in memos or other proof of communication to those responsible for correcting deficiencies. If there is documented evidence, award 100% for the individual department. If not, award 0%.
Score:
6 / 19
Interview managers to determine who, if anyone, is assigned responsibility when deficiencies are found during inspections.
Findings / Notes D: The "Worksite Safety Inspection Tracking" spreadsheet is used to track action items arising from inspections conducted on Public Works Facilities and the Martin Street office. The tracking spreadsheet includes inspection date, inspectors, hazard class, hazard description, location, supervisor and the recommended corrective action, due date and completion date. A review of all available JHSC meeting minutes showed the tracking spreadsheet is included in the minutes from each meeting and shows they were communicated to those responsible for correction. - 100% awarded to CAO, Development Services, and Public Works. No inspections were provided for the Keremeos Recreation facilities (0%) OK Falls Parks (0%) and OK Falls recreation facilities. It should be noted that although formal inspections are not taking place, the OK Falls recreation supervisor does track identified deficiencies and sends maintenance requests to the school administrator where the rec facility is located. A work order system is used by the school to track action items; however, it is not accessible to the recreation group and there are no "official" maintenance logs. The recreation supervisor does track deficiencies in a diary and at least 4 entries were made in the past 12 months showing this information is documented and crossed off when corrected. (100% awarded to OK Falls Rec) = 33% for Community Services No inspections were provided for either fire department. - 0% Score: (100% + 100% + 100% + 33% + 0%) = 67% Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. Deficiencies and action items identified during inspections must be addressed in a timely manner. Each action item should be properly prioritized, assigned to an individual and have an actual deadline date for completion assigned. Current practice shows this is done reasonably well; however, no system is in place to track deficiencies arising from inspections of peripheral operations. Each action item should be recorded in a corrective action logare of some sort (e.g. database or spreadsheet) andlog. due The dates and responsibilities assigned to each item. As items completed, record the completion date in the corrective action log should be reviewed at
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As items are completed, record the completion date in the log. The corrective action log should be reviewed at each Joint Committee meeting and recorded in the minutes. Setup a corrective action log process to track all action items arising from inspections, hazard analyses, investigations and any other source, to completion.
5.7 Corrective Action [26]

% Achieved 28% Is there a system to ensure that Review several consecutive checklists or inspection reports any deficiencies are corrected in within each department. If a hazard rating system for Points Awarded 2
a timely manner? (0-26 points) prioritizing hazards is in use, and if high hazards are rectified before the subsequent inspection, award 100% for that department. If not, award the percentage of positive findings.
I 79% 10
O 33% 2
Score:
14 / 26
During observational tours, see if high hazard deficiencies have been corrected as shown during documentation review. If they are rectified, award 100%. If any are found still requiring correction, award 0%.
Interview supervisors and safety committee members to see if high hazards are being rectified before the next inspection.
Findings / Notes D: Martin St office showed that no deficiencies were carried through to the next inspection. No high hazard deficiencies were noted in either inspection reviewed. 100% Public Works Inspection records reviewed showed that only 2 sites (OK Falls Wastewater Treatment Plant and Naramata Water Treatment Plant) had been inspected more than twice as required. Neither showed a high hazard and any issues were resolved by the next inspection. 13 other sites were inspected only once, although they are required to be inspected twice per year. Therefore, Only 2/15 (13%) sites with inspection records showed the deficiencies were resolved by the next inspection. - 13% No inspections for Community Services (Parks and Recreation) - 0% or Fire Departments (0%) Score: (50% + 13% + 0% + 0%) / 4 = 16% O: The Martin Street office inspections showed that no high hazard deficiencies were identified. All deficiencies noted were minor in nature and were seasonal and not observable (e.g. slippery parking lot). - 100% No deficiencies were noted in any of the public works inspections. - N/A No inspections were completed for Community Services or Fire Departments therefore it could not be verified they were corrected. - 0% each. Score: (100% + 0% + 0%) / 3 = 33% I: Only 7/12 supervisors and 16/17 workers (79% overall) interviewed confirmed that deficiencies are being corrected. Those that responded positively said deficiencies are corrected promptly, usually at the time they are found. OK Falls Parks workers said deficiencies are tracked on a sheet in the tool shed and then corrected as needed. Firefighters said noted deficiencies are corrected promptly. Those that responded negatively were not sure how the deficiency tracking process worked and were not following up to determine if deficiencies were corrected. 28 May 2013 Regional District of Okanagan-Similkameen Page 51 of 93
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Element: 5. Inspections [130] Scoring Summary

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Element 6. Incident Investigation [130]

6.1 Policy [13]
Is there a written policy or This document may be in a formal written safety program procedure for investigaton of document, or as a stand-alone document. hazards, accidents and near-miss incidents? (13 points) If it exists, award 100%. If not, award 0%.
I -
O 13 / 13
Score:
Findings / Notes Part 9 of the OHS Manual contains information about incident investigations. Section A defines the purpose of investigations as to "...determine the cause and to implement suitable corrective measures." All incidents are required to be reported and the manual provides information on the investigation process.
6.2 Reporting [13]

Question 6.2
Does the written policy or procedure clearly direct what types of incidents are to be reported to WorkSafeBC? (13 points)
Incidents which must be reported include: Any incident that kills or seriously injures a worker A major leak or release of a toxic substance A major structural failure or collapse of a building, bridge, tower, crane, hoist, temporary support system or excavation Any incident requiring medical aid or time loss from work; these must be reported within 3 days and include: o o work-related injuries every disabling occupational disease, or claim for occupational disease or allegation of an occupational disease
D 0% 0 Score:
I -
O 0 / 13
if the written instruction includes all of these, award 100%. If not, award 0%.
Findings / Notes Part 9, Section F: Incident Reporting states incidents must be reported as per section 172 of the Workers Compensation Act, which specifies the accidents that must be reported immediately, including: serious injury or death major structural failure or collapse major release of a hazardous substance, or an incident required by regulation to be reported. The policy also states: "All appropriate WCB documentation must be completed and forwarded to the immediate supervisor" for medical aid injuries. The Supervisor must then forward the completed forms to the HR department. The policy does not clearly require the medical aids to be reported within 3 days, nor does the policy require reporting of disabling occupational diseases, claim for occupational disease or allegation of occupational disease as per audit guidelines, therefore, this question must be scored 0. Suggestions For Improvement
Recommendation: Part 9, Section F: Incident Reporting of the OHS Manual states incidents must be reported to supervisors; 28 May 2013 Page 53 of 93 Regional District of Okanagan-Similkameen
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Part 9, Section F: Incident Reporting of the OHS Manual states incidents must be reported to supervisors; however, it does not include the requirement to report medical aid or loss time injuries, including work-related injuries, disabling occupational disease of claim for disabling disease within 3 days as per audit guidelines. Review and update the policy to ensure it meets audit, and other, guidelines.
6.3 Followed [7]

Question 6.3
Is the policy or procedure being followed? (0-7 points)
Review ten reportable incidents from the past year to determine if the incidents were promptly reported to WorkSafeBC. If the organization has not had ten reportable incidents, review however many there have been in the past year. Points are awarded based on the percentage of incidents that were reported as required.
D
I 7/7
O -
Score:
Findings / Notes No incidents were reported in any department except for Public Works. 4 completed incident investigations were available on the network for the time period covered by the audit; however, a review of JHSC minutes (May 2013 to March 2013) showed that 6 incidents were reviewed. The other 2 were provided in hardcopy. All 6 were reviewed and were relatively minor incidents. None required reporting to WorkSafeBC.
6.4 Forms Availability [13]

Question 6.4
Are standardized incident investigation forms readily available and used? Review forms, if available. (13 points)
% Achieved During observational tours, ensure they are used throughout the organization. If there is a standardized form, award Points Awarded
100% in each department used. If not, award 0%.
D Score:
I -
O 75% 0 0 / 13
Findings / Notes Incident investigation forms were confirmed to be readily available and in use at all departments except for the fire departments. Forms were observed to be available in accident investigation kits at the Naramata Water Office and Landfill. The forms were also available from the RDOS network. Although the fire departments do have access to the forms on the RDOS network, none of the members involved in the audit documentation and observation components of the audit were aware of the forms. 4/5 (75%) sites demonstrated the investigation forms were readily available. Suggestions For Improvement
Recommendation: Incident investigation forms were confirmed to be readily available and in use at all departments except for the fire departments. Forms were observed to be available in accident investigation kits at the Naramata Water Office and Landfill. The forms were also available from the RDOS network. Although the fire departments do have access to the forms on the RDOS network, none of the members involved in the audit documentation and observation components of the audit were aware of the forms. Ensure the fire departments members are aware of the incident investigation forms, when they are required to be used and how to conduct an incident investigation correctly.
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6.5 Awareness [13]
Question 6.5
Are workers aware of the incident/accident reporting process? (0-13 points)
Interview workers to see if they are aware of the incident/accident reporting process.
D -
I 96% 13
O -
Score:
13 / 13
Findings / Notes 24/25 (96%) workers interviewed were aware they are required to report all incidents to their supervisor. Suggestions For Improvement
Recommendation: Ensure all employees are aware of the requirement to report incidents, including near misses/close calls, promptly.
6.6 Involvement [13]

Question 6.6
Are appropriate staff involved in investigations, and have they received training in investigation procedures, and in the organizations policy/procedure for investigations? (0-13 points)
Review the incidents identified for question 6.3, assess whether appropriate employees are participating in the investigation. The investigation should be done by persons knowledgeable in the work, and should include an employer and a worker representative. Points are awarded based on the percentage of positive findings.
O -
Score:
9 / 13
Interview staff responsible for conducting investigations.
Findings / Notes D: All investigations reviewed were completed by the appropriate manager of the department and involved the worker involved in the incident. I: Only 3/5 managers, 1/9 supervisors and 2/5 workers (32% overall) that are responsible for conducting investigations said they had received investigation training. Those that responded negatively said they had not been provided any training in how to conduct investigations. Suggestions For Improvement
Recommendation: Only 32% of those people interviewed that said they were responsible for conducting incident investigations said they had been provided investigation training and clearly understood the investigation process. Incident investigations are critical to ensure prevention of recurrence of incidents and to prevent similar incidents from occurring. Incident investigators should be specifically trained in determining the different cause types (immediate, root) that caused an incident, how to develop appropriate recommendations and the legal obligations of investigators. Ensure all incident investigators are appropriately trained and familiar with the regulatory requirements.
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6.7 Near Miss [13]
Question 6.7
Are "near miss" incidents being reported? (0-13 points)
% Achieved Near miss incidents are those which could have resulted in serious injury or death, but did not result in any injury or Points Awarded
damage to equipment or facilities. Interview Supervisors and Workers to discover if they are aware of the need to report these incidents, and if they are being reported.
D -
I 81% 11
O -
Score:
11 / 13
Findings / Notes Only 8/12 supervisors and 22/25 workers (81% overall) interviewed were aware of the requirement to report close calls / near misses. Even though many knew of the requirement to report close calls, some said they were not reported. Suggestions For Improvement
Recommendation: Although the safety policy requires close calls / near misses to be reported, only 81% of workers and supervisors interviewed were aware of the reporting requirement. In addition, many of those that knew they were to be reported said that they are not reported. Ensure all employees are aware of what a close call /near miss is, that they are required to be reported and how to report them. To raise the profile of close calls consider monitoring the close call reporting rate and report out on it monthly as a statistical indicator. Also consider adding close call reporting as measure in the annual safety objectives tracking the statistics.
6.8 Preventative Action [18]

% Achieved Review the incidents identified in question 6.3, determine if recommendation for prevention or remedial action is Points Awarded
Are recommendations for prevention or remedial action assigned and are the assigned. Points are awarded based on the percentage of recommendations implemented? positive findings. (0-18 points)
D 0% 0 Score:
I -
O 100% 6 6 / 18
During observational tours, determine if recommendations found in selected incident investigations have been implemented. This may require some informal discussions with workers in the field. Points are awarded based on the percentage of positive findings.
Findings / Notes D: 4 investigations completed in the past 12 months were reviewed. 1/4 included recommendations on the actual Incident Investigation form; however, all had a supplemental sheet included and included recommendations. None of the actions were assigned on the investigation form; however, all were identified in the "2012 Incident Investigation Report Tracking" spreadsheet. The tracking spreadsheet identifies the recommended action, but does not assign a person responsible or due date, nor does it include a completion date and it could not be verified the actions were completed. The sheet does include an "Action Taken?" column, but all were empty and it could not be verified the actions were completed. O: Due to the nature of the recommendations, they all involved conversations or discussions, none could be observed to be completed. - 100% Suggestions For Improvement
Recommendation: The 2012 Incident Investigation Report Tracking spreadsheet is used to track recommendations arising from
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The 2012 Incident Investigation Report Tracking spreadsheet is used to track recommendations arising from incident investigations. The tracking spreadsheet identifies the recommended action, but does not assign a person responsible or due date, nor does it include a completion date and it could not be verified the actions were completed. The sheet does include an "Action Taken?" column, but all were empty and it could not be verified the actions were completed. Ensure all recommendations are tracked to completion.

Are corrective actions Interview workers to determine if corrective actions are communicated to workers? (0-13 communicated. Results can be communicated through points) safety meetings, posted on bulletin boards, distributed to workers involved in the incident, or any other appropriate means.
D -
I 76% 10
O -
Score:
10 / 13
Findings / Notes 19/25 (76%) workers interviewed confirmed that corrective actions from investigations are communicated through regular departmental meetings, memos or by verbal communication. Those that responded negatively were primarily from the Public Works department and said that communication is poor and slow. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. Investigations are done to prevent recurrence of a similar incident. To be most effective, the investigation team should discuss the incident with appropriate people to help in determining the cause(s) and providing recommendations. The outcomes of the investigations must then be effectively reviewed and discussed with employees that may be affected to ensure they are aware of the incident and how the resulting recommendations may change how they perform their jobs. Set up a process to ensure investigations and results are effectively reviewed with employees that may be affected.
6.10 Management Review [14]

% Achieved 100% 75% Are investigation reports An indication that management is reviewing investigations reviewed by management? (0-14 may be evidenced by signatures on the investigation reports Points Awarded 7 5
points) or by minutes of meetings where incidents are reviewed. Points are awarded based on the percentage of positive findings.
O -
Score:
12 / 14
Interview Managers to determine if they are reviewing investigations of incidents within their departments.
Findings / Notes D: All 6 investigations completed in the past 12 months were reviewed and confirmed to be signed off by the manager of the appropriate department. I: Only 6/8 (75%) managers interviewed confirmed they review and sign off all investigations in their department. Those that responded negatively said they do not review incidents from their department and are not clear on who is required to review and sign-off. Suggestions For Improvement 28 May 2013 Regional District of Okanagan-Similkameen Page 57 of 93
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Recommendation: Only 67% of managers interviewed said they review incident investigations that occur in their department. The Workers Compensation Act requires all supervisors to ensure the health and safety of workers under their direct supervision. One method of this is to review incident investigations and communicate any learning information to other employees. Ensure all managers review incident investigations that occur in their department.
Reference: Workers Compensation Act Section 117.
Element: 6. Incident Investigation [130] Scoring Summary

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Element 7. Program Administration [100]

Question 7.1
Are regular discussions or meetings held with workers to discuss current and on-going health and safety issues? (0-20 points)
These could be regular safety meetings, tailgate/toolbox meetings, or on-the job discussions. Ensure that as a minimum, records are reviewed from each of the departments/combined departments identified in the determining interviews section. Points are awarded based on the percentage of positive findings.
D
I 73% 11
O -
Score:
14 / 20
Interview supervisors and workers.
Findings / Notes D: Meetings are required to be held at least monthly with all departments. Minutes are recorded for many and retained digitally; however, the locations vary and there is no consistent or common location. Safety is a standing agenda item for all departments checked, although the level of discussion varied considerably and in most cases little or no recorded discussion took place. Based on minutes found on the network the following meetings took place: CAO+: 4 departments are in this group (CAO, HR, Finance and IS); however, HR is only 1 person, therefore consider 3 groups. Minutes for 24/36 (67%) monthly meetings held. The HR manager would be included in the Senior Management Team, which meets weekly. Development Service: Minutes for 15/24 (63%) meetings were held for the Building inspection (3/12) and Planning (12/12) departments. Public Works: Minutes for 19/24 (79%) meetings were held for the Public Works (8/12) and Solid Waste (11/12) departments. Community Services: No evidence provided for either OK Falls or Keremeos Recreation or OK Falls Parks. 4/12 months had minutes for the Martin St. CS department. 4/48 = 8% VFD: Naramata: Safety is a consideration in all VFD operations; however, there was no explicit documentation to verify that safety is discussed either at weekly practices or at a regular safety meeting - 0%. Kaleden: Bimonthly business meeting minutes show that safety is a regular topic of discussion. Weekly practice training documentation shows that operational safety is discussed weekly. - 100%. 1/2 = 50% Score: (67% + 63% + 79% + 8% + 50%) / 5 = 53% I: Only 9/12 supervisors and 18/25 workers (72% overall) confirmed that regular discussions or meetings are held to discuss health and safety. Those that responded negatively said meetings are not held regularly and safety is not discussed. Suggestions For Improvement
Recommendation: Although regular meetings and safety discussions are scheduled, an average of only 53% are completed as required. Ensure all scheduled meetings are taking place and documented as required.
Every employer must ensure that workers are made aware of all known and reasonably foreseeable hazards they may encounter at work. Supervisors should also discuss safety performance on a regular basis. One method of achieving this is by including safety as a regular agenda item, which is currently the case for all meeting agendas. Develop standard agenda to be discussed at each and ensure attendance and minutes, a including date, timethat andincludes location,topics are taken and documented formeeting each meeting. Suggested agenda 28 May 2013 Regional District of Okanagan-Similkameen Page 59 of 93
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minutes, including date, time and location, are taken and documented for each meeting. Suggested agenda items include: Current safety statistics and progress towards targets A review of applicable recent incidents and investigation outcomes Relevant hazard alerts from other internal and external sources A safety theme (e.g. heat/cold stress, hydration and nutrition, inspections, etc.) Roundtable Any new hazards Recent inspections results, including WorkSafeBC inspections Corrective action status Etc. Similarly, standard agendas including safety topics should also be developed for all management meetings and the minutes documented. For outside workers, all workers, regardless of shift or department, must either attend regular, monthly safety meetings or have the information from the crew talk provided to them individually by their supervisor. If an individual could not attend a meeting the supervisor should ensure they pass on any information from the meeting and have the individual sign off that they have received the information. Set up a process to ensure that if an individual does not attend a crew meeting, their supervisor will review the meeting minutes with them.
7.2 Document Management [10]

Question 7.2
Is there a process to organize and manage program documentation? (0-10 points)
Program documentation includes: safety minutes, inspections, investigations, safe work procedures, risk assessments, training records. If there is a process in place either corporately or within each department, award 100%. If not, award 0%.
D
I -
O 88% 0 0 / 10
Score:
Observe someone in the organization accessing program documentation. If someone can demonstrate how documentation is assessed, award 100%. If no one can demonstrate, award 0%.
Findings / Notes D: Safety related information is available in various locations on the network for all departments (100%) except the peripheral operations. Most safety related information is found in the G:\Administration\Safety Committee directory; however, the directory structure varies by department and is not particularly well organized or intuitive. A new Electronic Document Management System (EDMS) has been implemented; however, no records were yet entered. The OK Falls Parks and Recreation Departments and Keremeos Recreation all have access to the RDOS network, but it appeared that information is not stored on the RDOS network; however, information was readily available when requested (100%). At the Naramata fire department all documents provided were hardcopy and were neat and tidy and well organized; however, none of the information was current. A computer was available on site, but was not able to be accessed during the audit and it could not be determined if it is used (0%). The Kaleden VFD used a well organized combination of digital and hardcopy storage. Information was well organized and readily accessible. (100%) - 1/2 = 50% for VFD. Scoring: (100% + 100% + 50%) / 3 = 83% O: A combination of digital and hardcopy documentation was observed being accessed at the Martin Street office (100%), Public works sites at the landfill and Water office (100%), Community services sites at OK Falls and Keremeos (100%) sites visited. The host at the Kaleden VFD was able to readily access digital and hardcopy information; however, at Naramata, only non-current hardcopy information was able to be provided. 1/2 = 50% Scoring: (100% + 100% + 100% + 50%) /4 = 87.5 = 88% 28 May 2013 Regional District of Okanagan-Similkameen Page 60 of 93
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Scoring: (100% + 100% + 100% + 50%) /4 = 87.5 = 88% Suggestions For Improvement
Recommendation: A system must be in place to organize and manage safety program documentation effectively and efficiently. The system should be well organized and allow anyone to be able to find required information, Information stored digitally was readily available, but the directory structure was inconsistent between departments and information was not easy to find at times. Consider developing and implementing a standard directory structure for storing digital documentation. A new Electronic Document Management System, with a standardized directory structure has been installed and is readily available through the intranet; however, there are no indication it is being used as this time and no records have been entered. In future, the EDMS chould be used as the central repository for safety related documentation. Recommendation: The documentation management system at the Naramata VFD had out-of-date hardcopy information and if any digital information is maintained, it was not accessible during the audit. Ensure the document management system at the Naramata VFD contains up to date, current information and is readily available to all.
7.3 Goal and Objectives [15]

% Achieved Are health and safety goals and Review minutes of management meetings, safety meetings, objectives identified on an annual etc. for an indication of goal and objective setting. If this is a Points Awarded
basis? (0-15 points) re-certification or maintenance Audit, look for documentation in the form of an action plan after the previous audit. If goals and objectives are identified on an annual basis, award 100%. If not, award 0%.
D 0% 0
I 38% 2
O -
Score:
2 / 15
Interview Managers to determine if Corporate and departmental safety goals and objectives are identified on an annual basis.
Findings / Notes D: No explicit health and safety goals and objectives are identified. The Senior Management Team does not record minutes from meetings and a review of JHSC meeting minutes could not verify that annual goals or objectives were set. I: Only 3/8 (38%) managers interviewed said that health and safety goals and objectives are set. Those that responded positively said implementation of annual audit recommendations were set as goals and were tracked by the joint health and safety committee. Those that responded negatively said they were not aware of any health and safety goals. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. Setting of annual safety targets and goals, such as the number of incidents, recordable incident rate of zero, or improving COR audit scores by X%, is essential to having an effective safety program. They provide a tangible target for both management and workers and can be used to influence safety management in general. Develop an annual safety plan with specific, measurable goals and objectives. Statistics should also be analysed to determine such trends as which workers are most at risk, the most
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Statistics should also be analysed to determine such trends as which workers are most at risk, the most hazardous tasks, the most hazardous day of week and time of day with the highest risk of an incident. Leading indicators such as timely completion of inspections, assessments, investigations and corrective actions, training completion rates and competency assessments, and lagging indicators, such as near miss/close calls, first aid, medical aid and lost time statistics should be tracked and compared on a monthly basis. Monthly comparisons should include monthly and year-to-date near misses, first aids, medical aids/treatments and lost time injuries. Statistics should also be compared to the previous year and to the annual targets. Set up a documented process to show what was analysed, the outcomes and trends and any actions arising. Statistics should be reported monthly and made readily available to all employees. Reference: Occupational Health and Safety Regulations Section 3.3(f)
7.4 Record Keeping [10]

Question 7.4
Are records kept of lost time, medical aid, first aid and near miss incidents? (10 points)
% Achieved These records may be kept in a central location or on individual personnel files. If records of all of these are kept, Points Awarded
award 100%. If not, award 0%. These records may only be available in one location, not in every department.
D 0% 0 Score:
I -
O 0 / 10
Findings / Notes No documentation was provided. Suggestions For Improvement
Recommendation: No records were provided for any lost time, medical aid first aid or near miss incidents. The Occupational Health and Safety Regulations require an employer to maintain confidential first aid records at the workplace. Access to the records is to be granted only to those, such as direct supervisor, worker, claims manager or first aid attendant. Ensure all first aid records are kept in a secure location with access limited only to those people that are required to review them.
7.5 Statistics [20]

% Achieved Are health and safety statistical Ongoing could be monthly, quarterly or semi-annually, but reports generated on an ongoing should be more frequently than once per year. If reports are Points Awarded
basis and readily available? (0-20 generated semi-annually or more often, award 100%. If they points) are generated less often, award 0%.
D 0% 0
I 13% 1
O -
Score:
Interview managers and safety committee members to determine if statistical reports are shared.
1 / 20
Findings / Notes D: A review of the past 12 sets of JHSC meeting minutes showed that incident reports are reviewed each month; however, there is no clear statistical analysis of the incident rates. The "Statistical Template" spreadsheet was provided and is maintained on the G drive. The spreadsheet had tabs for each month for July 2012 to April 2013; however, there was only a single entry, in the February 2013 tab. No other months had any information entered. I: Only 2/8 managers, 1/12 supervisors and 3/25 workers (13% overall) said that health and safety statistics are tracked and reported an ongoing basis. Those that responded positively the statistics are tracked by human resources andon the JHSC. Those that responded negatively were notsaid aware of any tracking of safety 28 May 2013 Page 62 of 93 Regional District of Okanagan-Similkameen
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human resources and the JHSC. Those that responded negatively were not aware of any tracking of safety statistics. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. Refer to the recommendation in question 7.3. Recommendation: The "Statistical Template" spreadsheet was provided and is maintained on the G drive and is available to track safety statistics. The spreadsheet had tabs for each month for July 2012 to April 2013; however, there was only a single entry, in the February 2013 tab. No other months had any information entered. If no incidents have occurred, a "0" should be entered into the spreadsheet instead of leaving it blank to show that no incidents have occurred and the statistic has been recorded. The results should be reviewed by the JHSC and made readily available to all employees.
7.6 Performance Review [10]

Question 7.6
Does the organization compare health and safety performance from year to year? (0-10 points)
Look for proof of this occurring, in management or safety committee meeting minutes. If there is documented proof that this is occurring, award 100%. If not, award 0%.
D 0% 0
I 13% 1
O -
Score:
Interview Managers to determine if safety performance is compared from year to year.
1 / 10
Findings / Notes D: No clear evidence was provided demonstrating health and safety performance is compared year-to-year. I: Only 1/8 (13%) managers interviewed said year-to-year safety performance statistics are compared. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. Refer to the recommendation in question 7.3
7.7 Analysis [15]

% Achieved Are annual statistics analyzed Look for evidence in minutes of Safety Meetings, posted on and needs or trends identified? (0 bulletin boards or communicated in some other fashion. If Points Awarded
-15 points) there is evidence that an analysis takes place, award 100%. If not, award 0%.
D 0% 0 Score:
I 4% 0
O 0 / 15
Interview members of the Safety Committee to determine if annual statistial analysis occurs.
Findings / Notes D: No clear evidence was provided demonstrating health and safety statistics are analyzed for trends. I: Only 0/8 managers, 1/12 supervisors and 1/25 workers interviewed said safety statistics are analysed for trends or needs. Those that responded positively were members of the Martin Street JHSC. 28 May 2013 Regional District of Okanagan-Similkameen Page 63 of 93
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Recommendation: This recommendation was also made in 2010. Refer to the recommendation in question 7.3
Element: 7. Program Administration [100] Scoring Summary

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Element 8. Joint Health and Safety Committee [70]

8.1 Committee [9]
% Achieved 50% Has a Joint Health and Safety Determine through documentation if there is a Joint Health Committee been established? (0- and Committee with either equal representation from Points Awarded 0
9 points) workers and management, or at the very least, no more management representatives than worker representatives, and that the JOHSC has been in place for at least one year. Further, if the organization has a Fire Department, determine if there is a separate committee for the Fire Department. If the organization has a fire department and at least two JOHSC's, 100% is awarded. If the fire department does not have a separate JOHSC, 70% is awarded. If the organization does not have a fire department but has a JOHSC, 100% is awarded.
I -
O 50% 0 0/9
Score:
During observational tours, look for committee members names posted on bulletin boards or made available to workers in some other way. If they are communicated, award 100% in each department that safety committee names are posted, otherwise award 0%.
Findings / Notes D: A Joint Health and Safety Committee (JHSC) representing employees in the Martin Street Office has been established and in place for several years. The "Terms of Reference" are in Part 3 of the OHS Manual and show the committee is comprised of 2 employer and 2 worker representatives. 3 alternates have been identified for the employer and 4 alternates for workers. No representation is included for Parks and Recreation employees. At the Kaleden VFD, Operational Guidline 1.01.11 establishes the JHSC and refers to the Terms of reference; however, no terms of reference were provided to verify representation or that the committee has been established for at least 1 year. At Naramata VFD, a committee has ostensibly been established; however, no information, other than 1 set of meeting minutes from October 2012 was provided to verify it has been established. - 0% for VFD. Scoring: (100% + 0%) / 2 = 50% O: Names of committee members and the terms of reference for the Martin Street office joint health and safety committee were observed to be posted in the lunchroom. The committee member names were posted at the Naramata Water office and the on committee meeting minutes posted at the Campbell Landfill. (100%) No information was posted at either the Naramata or Kaleden VFD. (0%) Scoring: (100% + 0%) / 2 = 50%
Recommendation: A similar recommendation was also made in 2010. The names of Joint Health and Safety Committee members must be posted or made readily available to employees. Although committees have been established at both the Kaleden and Naramata VFD, this information was not observed to be posted. Ensure JHSC names are conspicuously posted at each respective fire hall.
Reference: Workers Compensation Act Section 138 28 May 2013 Regional District of Okanagan-Similkameen Page 65 of 93
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8.2 Function [8]
% Achieved 50% Is the function of the Joint H&S Review safety program documentation, the function may be Committee clearly defined in the listed there or in a Terms of Reference document. If the Points Awarded 0
Health and Safety Program? (0-8 function is clearly defined in the program, award 100%. It points) won't be necessary to award points in every department.
I -
O 0% 0 0/8
Score:
During observational tours, look for posted communication regarding the Joint OH&S Committee function, terms of reference, etc. If there is evidence of communication regarding the safety committee purpose, terms of reference, etc., award 100% in that department. If not, award 0%.
Findings / Notes D: For the Martin Street office JHSC, the "Terms of Reference" document clearly states the purpose and duties and functions of the committee. Duties and functions include, but are not limited to, addressing safety related complaints, making recommendations for education, and participating in inspections and investigations. - 100%. No terms of reference documents were provided for either the Naramata of the Kaleden VFD. - 0% Score: (100% + 0%) / 2 = 50% O: An outdated version of the "Terms of Reference" document was observed to be posted at the Martin Street office. - 0% No information was posted at either VFD. - 0% Suggestions For Improvement
Recommendation: The Workers Compensation Act details the requirements for the establishment and functioning of a joint health and safety committee, including specifics on , membership requirements and the member selection process. It also states the requirement for each JHSC to develop and implement it's own rules of procedures (Terms of Reference). Ensure all JHSC develop Terms of Reference that meet audit and WorkSafeBC requirements.
Reference: Workers Compensation Act Part 3, Division 4.
8.3 Involvement [8]

Question 8.3
Are members of the Joint H&S Committee actively involved in health and safety program activities? (0-8 points)
% Achieved 50% Review minutes of the H&S Committee meetings to see if the Committee is actively included in safety activities such Points Awarded 0
as program development, safety program improvements, etc. If the minutes indicate active JOHSC involvement in health and safety program activities, award 100%. If not, award 0%. It won't be necessary to award points in every department.
I 80% 3 3/8
O -
Score:
Interview Safety Committee members to determine if they are actively involved in program activities.
Findings / Notes D: The Martin Street JHSC has met every month over the past 12 months. A review of minutes from each meeting showed the committee is actively involved in the safety program. Examples of involvement include: completion of monthly inspections, reviewing relevant incidents, a recommendation to replace old kitchen equipment and development of a new PPE policy for the landfill. - 100% 28 May 2013 Regional District of Okanagan-Similkameen Page 66 of 93
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No minutes were provided for the Kaleden VFD JHSC. Only 1 set of minutes dates October 2012 were provided for the Naramata VFD. - 0% Score: (100% + 0%) / 2 = 50% I: 8/10 JHSC members were interviewed and said they were involved in safety program activities. All 8 interviewees from the Martin Street committee said they meet monthly and are involved in the process by conducting inspections and reviewing safety related issues. VFD members from both departments said the committees are established, but have not yet done anything. Suggestions For Improvement
Recommendation: Joint Health and Safety Committees have duties and responsibilities to ensure the safety interests of all employees are upheld. In order for the Committees to be effective, Joint Health and Safety Committee members must be held accountable for resolving issues in a prompt and effective manner and proactively meeting the committee duties and responsibilities defined in legislation and the specific Terms of Reference.
It is apparent from the lack of evidence from the Naramata and Kaleden VFD that the committees are not meeting monthly as required and are not upholding the duties specific in the Workers Compensation Act. Each Committee has a duty to ensure they are actively involved in the improvement and development of the safety program and each meeting should be focussed on resolving hazards, promoting safety, reviewing investigations, conducting statistical analyses and regularly reviewing the safety management system. Ensure all joint health and safety committees are meeting requirements. Reference: Workers Compensation Act, Part 3, Division 4.
8.4 Improvement [9]

Question 8.4
If the Joint H&S Committee has made recommendations for improvement in the health and safety program, have they been acted upon? (0-9 points)
Recommendations may have come directly from the Committee, or the Committee may have adopted recommendations from another source such as the Safety Advisor/Manager. If the Committee makes a formal recommendation, it must receive a written response from Management. If there is documented evidence that the JOHSC has made recommendations and they have been acted upon, award 100%. If there is no evidence, award 0%.
D 0% 0
I 67% 4 4/9
O -
Score:
Interview Safety Committee members to determine if they either make recommendations or adopt recommendations from others. This may include BCMSA, managers, etc.
Findings / Notes D: Martin Street JHSC: A form is available for submitted formal recommendations from the JHSC to the CAO; however, no formal recommendations were made in the past 12 months. A review of JHSC meeting minutes showed that several recommendations have been made and completed, including the development and issuance of a new SWP binder to all departments and peripheral operations (From prior to May 2012 - resolved August 2012), researching of TDG requirements (ongoing since October 2012) and Public Meeting Safety (ongoing since prior to May 2012), MSDS updates (from December 2012 to January 2013 - item disappeared from minutes and agenda with no indication of resolution). Of the 4 action items/recommendations randomly chosen for review, none were resolved in a timely manner and it could not be verified they were acted upon. - 0%. No evidence was provided from either the Naramata or Kaleden JHSC. - 0% 28 May 2013 Regional District of Okanagan-Similkameen Page 67 of 93
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I: 6/9 (67%) interviewees involved in the JHSC confirmed the committees make recommendations. Examples provided included a request for a standing desk for an office worker, dealing with asbestos concerns in the landfill and an emergency light in the scale at the landfill. Those that responded negatively were from the VFD committees and both said the committees had not made any recommendations. One JHSC member of the Martin Street committee was new to the committee and had attended only 1 meeting and was not asked this question. Suggestions For Improvement
Recommendation: A similar recommendation was also made in 2010. Joint Health and Safety Committee members must be held accountable for resolving issues in a prompt and effective manner and proactively meeting the committee duties and responsibilities defined in legislation and the specific Terms of Reference. It is apparent from a review of the Martin Street committee meeting minutes that actions are unable to be resolved in a timely manner and some have remained unresolved for many months. (e.g. TDG requirements are ongoing since October 2012. Public Meeting Safety has been ongoing since prior to May 2012). For the committees to be effective they must resolve issues promptly, or if that is not possible or practical, formally refer the issue to management with recommendations for resolution. If provided with a written request for a response from the committee, the employer has 21 days to provide the committee with the written response indicating acceptance of the recommendation, or reasons for not accepting. Whether a written response is requested or not, the employer should consider all recommendations and provide a timely response to recommendations from the committee. In the meeting minutes, track the date recommendations are made to management, the date the response is received and the outcome.
Reference: Workers Compensation Act Sections 132 and 133.
8.5 Minutes [7]

Question 8.5
Are safety committee meeting minutes posted or made readily available to all employees? (7 points)
% Achieved Minutes may be posted on bulletin boards, on the organization's internal website, or other means. If they are Points Awarded
posted and readily available, award 100%, in each department they are observed. If not, awarded 0%.
D Score:
I -
O 0% 0 0/7
Findings / Notes No minutes were posted at either fire department. At the Martin Street office, the most current minutes posted were December 2012. At the Campbell landfill, minutes from the Martin St JSHC for January to March 2013 were posted and at the Naramata Water Office minutes from November 2012 to January 2013 were posted. The committee was confirmed to have met monthly from January to April 2013. The most current minutes were not posted. - 0% Suggestions For Improvement
Recommendation: Minutes from each Joint Health and Safety Committee meeting must be posted or otherwise made available to all employees. No minutes were posted for either the Kaleden or Naramata VFD. The most current minutes observed to be posted for the Martin Street JHSC were dated January 2013 and were observed at the Naramata Water Office. The most current set of minutes posted at Martin Street were dated December 2012. The Workers Compensation Act requires committees post "the reports of the 3 most recent joint committee meetings." Ensure minutes from JHSC meetings are posted as required.
Reference: Workers Compensation Act Section 138. 28 May 2013 Regional District of Okanagan-Similkameen Page 68 of 93
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8.6 Duties and Functions [7]
% Achieved Are committee members familiar Interview Safety Committee members, who should be able with their duties and functions? (0 to describe their responsibilities as listed in their Terms of Points Awarded
-7 points) Reference or Program document.
D -
I 90% 6 6/7
O -
Score:
Findings / Notes 9/10 (90%) committee members interviewed were aware of their responsibilities are committee members. Those that responded positively said their responsibilities include the review of incident investigations, conducting inspections and tracking action items and deficiencies. Suggestions For Improvement
Recommendation: All Joint Health and Safety Committee (JHSC) members must be familiar with and understand the duties and functions of a JHSC and their role as a member of the committee. Ensure all JHSC members are provided JHSC training. Courses on the duties and functions of JHSC are available from WorkSafeBC, the Employer's Advisor's Office and other training providers.
8.7 Training [8]

Have committee members received any training in how to carry out their duties? (0-8 points) records to see how many members have received training. Points are awarded based on the percentage of positive findings.
% Achieved 32% Committee members should be knowledgeable in the committee responsibilities they carry out. Review training Points Awarded 1
I 80% 3 4/8
O -
Score:
Interview Safety Committee members to determine if they have received training in how to carry out their responsibilities.
Findings / Notes D: Each set of Martin Street JHSC minutes includes a section on committee member training that is updated each month. A review of the training section in the December 2012 minutes showed that 1/2 employer representatives and 2/2 worker representatives received safety training in 2012. In addition, 1/3 employer alternates and 3/4 worker alternates also received training. 2012 training course included emergency preparedness, supervisors safety and OH&S Part 2. Overall, 7/11 (64%) designated JHSC members have received training. No evidence was provided demonstrating any members of either the Kaleden or Naramata VFD JHSC had received any committee training. - 0% Scoring: (64% + 0%) / 2 = 32% I: 8/10 (80%) JHSC members said they had been provided JHSC training. Those that responded positively were all from the Martin Street JHSC and said they had received training provided by the Employer Advisors Office. Suggestions For Improvement Recommendation: 28 May 2013 Regional District of Okanagan-Similkameen Page 69 of 93
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Recommendation: This recommendation was also made in 2010. An employer is required to provide an educational leave of a minimum of 8 hours per year for each member of the joint committee for safety training course conducted by or approved by WorkSafeBC. Training can include such topics as incident investigation, duties of joint committee members or other safety related training. In addition, the employer is required to ensure the committee has sufficient resources to carry out its duties effectively. Ensure members from all committee receive training.
8.8 Incident investigation [10]

Question 8.8
Are committee members performing or reviewing incident/accident investigations and/or inspection reports? (0-10 points)
Committee members should be conducting or reviewing workplace inspections, and should be conducting or reviewing incident and accident investigations. Review documentation. If members are fulfilling these responsibilities, award 100%. If not, award 0. It will not be necessary to record these findings in every department.
D
I 60% 4
O -
Score:
4 / 10
Interview Safety Committee members to determine if they have conducted or reviewed incident/accident investigations or inspections, and if they are trained.
Findings / Notes D: A review of all Martin Street JHSC minutes (May 2012 to March 2013) showed that 6 incidents were recorded in the past 12 months. All 6 incidents were reviewed by the JHSC. - 100% No minutes were provided from either the Kaleden or Naramata VFD. - 0% Score: (100% + 0%) / 2 = 50% I: Only 6/10 (60%) of committee members said they were involved in conducting inspections of conducting and reviewing incident investigations. Suggestions For Improvement
Recommendation: Joint Health and Safety Committee members are required to participate in incident investigations and inspections; however, only 6/10 Joint Health and Safety Committee members said they had been trained. All people conducting investigations should be trained in how to conduct an investigation to ensure the root causes are determined and appropriate recommendations are made to prevent recurrence of similar incidents. The training need not be a formal course or training session, but should be done by a someone with experience in conducting investigations and include key topics such as data/evidence collection, differences between root and contributing causes, recommendation preparation and ensuring recommendations are implemented.
8.9 Resources [4]

% Achieved Are adequate resources provided Resources include time to perform their tasks, as well as to the Safety Committee for them resources such as copies of the OH&S Regulation, Workers Points Awarded
to adequately fulfill their responsibilities? (0-4 points) Compensation Act, safety publications, etc. Interview safety committee members to determine if they believe they have sufficient resources.
D -
I 50% 2 2/4
O -
Score:
Findings / Notes Onlyresources 5/10 (50%) joint health and safety related committee members interviewed felt they were provided enough time and to of perform their committee tasks. 28 May 2013 Regional District of Okanagan-Similkameen Page 70 of 93
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and resources to perform their committee related tasks. Suggestions For Improvement
Recommendation: Only 5/10 (50%) of joint health and safety committee members interviewed felt they were provided enough time and resources to perform their committee related tasks. The employer is required to ensure the committee has sufficient resources to carry out its duties effectively. Poll committee members from all Joint Health and Safety Committees to see what they need to allow them to effectively carry out their duties as committee members.
Element: 8. Joint Health and Safety Committee [70] Scoring Summary

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Element 9. Stay at Work / Return to Work [400]

9.1 Policy, Management and Leadership [100]
Question 9.1.1
Is there a written policy or statement regarding the Stay at Work/Return to Work Program? (15 points)
% Achieved 100% Review policy or letter of intent. If there is a policy or letter of intent, award 100%. It is not necessary to record this in Points Awarded 15
every department as it will be a corporate policy. Note: Some employers may include their SAW/RTW policy as part of their overall Safety Management Policy or as a component of an Attendance or Disability Management Program.
I -
O 15 / 15
Score:
Findings / Notes The "RDOS Disability Management Return to Work Program" administrative directive provides details on the program.

Question 9.1.2 Guidelines / References D
% Achieved 100% Does the statement or policy set Review the policy statement to see if values and philosophy the values and philosophy within are explained. Points Awarded 10
which the program will operate? (10 points) Award 100% if both values and philosophy are present.
I -
O 10 / 10
Score:
Findings / Notes The administrative directive states: "The purpose of the Return to Work program is to return workers to employment at the earliest date following an injury or illness." Stated goals include, but are not limited to: foster and enhance the physcial and psychological recover process for ill or injured workers reduce medical, disability and lost time costs enhance ill or injured employees' sense of confidence and well being.

Question 9.1.3 D 0% Is there a written Stay at Review the policy, email verification, minutes from a meeting Work/Return to work policy that is or a posting on the intranet to determine if it is Points Awarded 0
% Achieved
signed or otherwise endorsed by signed/endorsed by current Management. the current CAO, City Manager or Mayor? (10 points) If it is signed or otherwise endorsed, award 100%.
I -
O 0 / 10
Score:
Findings / Notes The policy was not signed or otherwise endorsed by current management. The document did indicate it was reviewed by the "Labour/Management Committee", but there was no indication who was on the committee or if the current CAO or Mayor was a member. Suggestions For Improvement Recommendation: 28 May 2013 Regional District of Okanagan-Similkameen Page 72 of 93
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Recommendation: The "RDOS Disability Management Return to Work Program" administrative directive must be formally endorsed by the current CAO or Mayor. The document did indicate it was reviewed by the "Labour/Management Committee", but there was no indication who was on the committee or if the current CAO or Mayor was a member. Review the directive and ensure it is formally endorsed by senior management.

Question 9.1.4
Is there a written Stay at Work/Return to Work program? (0-30 points)
% Achieved 50% Look for a document describing all elements of the organization's Stay at Work/Return to Work Program. At a Points Awarded 5
minimum, it should include statements about Management and Leadership, Education and Training, Communication and the Stay at Work/Return to Work process. A percentage of points is awarded based on the number of elements present.
I 82% 16
O -
Score:
21 / 30
Interview all levels of the organization to ensure they are aware of a formal written program.
Findings / Notes D: The "RDOS Disability Management Return to Work Program" administrative directive is short and provides little information about the program other than listing responsibilities; The following 4 components are required to be included: Management and Leadership: The purpose of the program is identified as noted previously. - 25% Communication requirement: The document details responsibilities for each group and include the requirement to coordinate with other groups involved in each case to keep other groups informed. - 25% Education and Training: The document does not address Education and Training requirements for any group involved in case management. - 0% Stay-at-Work / Return-to-Work Process: The document does not provide any indication of process flow, how workers are to obtain access to the program or how the program works. Anecdotally, a third party is involved in the process; however, the role of that organization is not mentioned or detailed in the documentation. - 0% I: 7/8 managers, 10/12 supervisors and 20/25 workers (82% overall) said they were aware of the return to work program. Many that responded positively said the program was reviewed recently. Those that responded negatively were from the fire departments. Suggestions For Improvement
Recommendation: At a minimum, the RDOS "Disability Management Return to Work Program" administrative directive must address 4 topics: management and leadership, communication, education and training and the stay-at-work / return-towork process. The directive only addresses the first 2 topics, but provides no information on the education and training requirements for those involved in administering the program and working with employees on the program or how the process works. Several human rights and privacy issues can arise during a return-to-work case and education and training is essential to those involved in the process to ensure the program is successful. The document does not provide any indication of process flow, how workers are to obtain access to the program or how the program works. A clear explanation or flowchart of the process flow from start to finish of the process, including the use of any third party organization to manage cases, should be clearly specified in the program. Review andon update the program of to the ensure it covers and will provide comprehensive, clear information the requirements program and these how ittopics works.
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information on the requirements of the program and how it works.
Recommendation: Most employees interviewed were aware of the RDOS "Disability Management Return to Work Program"; however, those employees in peripheral operations (parks and recreation, and fire departments) were not aware of the program and/or how it would apply to them. Ensure the program is reviewed with all RDOS employees and they are clear on how to access the program and how it will apply to them.

Question 9.1.5 Guidelines / References
Is someone assigned the Review written program to determine if program responsibility of overseeing the coordination duties have been assigned. SAW/RTW Program? (10 points) If duties have been assigned to someone, award 100%.
D 0% 0 Score:
I -
O 0 / 10
Findings / Notes Although the responsibilities of the Return-to-Work Coordinator have been specified in the administrative directive, no documentation, such as a position description, was provided demonstrating a position or individual responsible for that role has been formally identified. In reality, a person has been assigned the role, it has just not been documented. Suggestions For Improvement
Recommendation: Although the responsibilities of the Return-to-Work Coordinator have been specified in the administrative directive, and a person has been assigned the role, no evidence was provided demonstrating a position or individual responsible for that role has been formally identified and assigned. Update the policy to clearly identify a person or position that will be the designated Return-to-Work coordinator. Ensure information is posted or otherwise provided to employees identifying the RTW Coordinator and providing information on their role.

Question 9.1.6
Does the program detail the responsibilities for the participants in the SAW/RTW Program? (0-25 points)
Review the written program. Participants may include the RTW Coordinator, Manager, Supervisor, Occupational Health Nurse, Consultant, Injured Worker, or other Participants. If the written program outlines responsibilities for participants in the program, award 100%. If not, award 0%.
D
I 71% 7
O -
Score:
7 / 25
Interview participants with responsibilities in the SAW/RTW Program to determine if they are aware of their responsibilities.
Findings / Notes D: Responsibilities are listed in the administrative directive for: Department Manager/Supervisor Return-to-work Coordinator Employee Human Resources Department No responsibilities were listed(from in theWorkSafeBC document for: Occupational Health Nurse or other organization) 28 May 2013 Regional District of Okanagan-Similkameen Page 74 of 93
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Occupational Health Nurse (from WorkSafeBC or other organization) First aid attendants Medical practitioners Consultant. Anecdotally, a third party case management company is involved; however, there is no documentation in the policy to indicate their role and responsibilities. 4/7 (57%) participants identified in the audit guidelines have responsibilities identified. I: 7/8 managers, 10/12 supervisors, but 0/4 workers (71% overall) with responsibilities identified in the program were aware of their responsibilities. Those that responded positively said they are required to maintain regular contact with the injured employee, working closely with the injury management coordinator and accommodate restrictions. Those that responded negatively had roles such as first aid attendant or supervisor, but were not aware of their role in the process. Suggestions For Improvement
Recommendation: A similar recommendation was also made in 2010. The "RDOS Disability Management Return to Work Program" administrative directive lists responsibilities for various groups involved in the process, but does not identify responsibilities for others key to the program including: first aid attendants, medical practitioners, consultants or occupational health nurses (WorkSafeBC or other organization). Review and update the policy to ensure all responsibilities for all those required to be involved in managing a case are identified. Ensure all that have a role to play are trained.
9.2 Resources, Education and Training [100]

Question 9.2.1
Has education been provided to ensure the coordinator has an understanding of SAW/RTW Programs, privacy laws and duty to accommodate legislation? (025 points)
Review training records, credentials or work history of the coordinator to determine if external or on-the-job training has taken place. Education could be in the form of diploma programs, workshops, seminars or conference sessions. If training or education has taken place, award 100%.
D 0% 0
I 100% 10
O -
Score:
10 / 25
Interview RTW Co-ordinator to assess how he/she has obtained an understanding of the SAW/RTW Program, privacy laws and duty to accommodate legislation - through training, education or on-the job experience. If the RTW Coordinator is able to relate how he/she has gained an understanding of SAW/RTW Programs, privacy laws and duty to accommodate legislation, award 100%. If not, award 0%.
Findings / Notes D: No evidence was provided that would verify the Return to Work Coordinator has received and training or education in return to work case management. I: The RTW coordinator was interviewed and was well versed in the process and requirements to manage RTW cases. They had received understanding of the process by being involved in it and managing files. They said they work with the Disability Management Institute to manage the cases. Suggestions For Improvement
Recommendation: People in contact roles designated in the RDOS Disability Management Return to Work Program, especially the RTW Coordinator, must be provided training regarding the program itself, but also around the privacy issues that arise when to managing cases. such The training can be Rights in-house, but should, atRights a minimum, references abide byReturn-to-Work appropriate legislation as the Human Act, BC Human Code, include Workers 28 May 2013 Page 75 of 93 Regional District of Okanagan-Similkameen
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references to abide by appropriate legislation such as the Human Rights Act, BC Human Rights Code, Workers Compensation Act and Freedom of Information and Protection of Privacy Act. The training should also include a specific review of the entire IM/RTW process from when an incident is reported through development and implementation of RTW plans to a full return to work. Set up training to ensure this occurs, ideally every 1 -2 years.

Does the RTW coordinator Interview RTW coordinator, if true, award 100%. understand the physical demands of the workplace, and/or have access to Physical Job Demands Analysis' for positions, or the ability to obtain them? (15 points)
D -
I 100% 15
O -
Score:
15 / 15
Findings / Notes The RTW Coordinator said the third party consultant, DMI, develops the return to work place and the role of the RTW Coordinator is to provide the employee the necessary forms, arrange updates and collect and provide job task information to DMI.

Have statistics been analyzed to Review documentation to determine if statistics are determine trends related to reviewed, such as return to work trends and duration of claims duration? (10 points) absence. If documetnation exists for any of the above mentioned statistic, award 100%.
D 0% 0 Score:
I -
O 0 / 10
Findings / Notes The program is used infrequently and no statistics were provided. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. Although injury management cases are rare, consider adding them to the safety statistics being tracked. Statistics that could be tracked include the number of cases, number of days absent, number of days on reduced work week, costs saved by using the RTW program and other relevant statistics.

Are statistics kept related to the number of SAW/RTW opportunities established? (0-20 statistics are maintained, award 100%. points)
% Achieved 100% Review documentation, records should have been kept for all employees that participated in the SAW/RTW program. If Points Awarded 10
I 5% 1
O -
Score:
Interview managers and supervisors to determine if statistics are used and shared to evaluate the success of the program.
11 / 20
Findings / Notes 28 May 2013 Regional District of Okanagan-Similkameen
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Findings / Notes D: An "Employee Trans Report - Detail" report was provided that showed pay periods and "Disability 70%" for 2 employees that were on the RTW program. I: Only 1/19 (5%) interviewees said statistics relating to injury management cases are maintained. Suggestions For Improvement
Recommendation: Refer to the recommendation in question 9.2.3.

Question 9.2.5
Is there a way to determine the injured workers functional abilities and/or what possible alternate duties are appropriate? (0-30 points)
Review documentation to determine the presence of an Occupational Fitness Assessment, consultation with an Occupational Health Nurse or consultant, etc. If documentation shows that functional abilities assessments are conducted and alternate duties are provided as a result of the assessment, award 100%.
O -
Score:
25 / 30
Interview Supervisors to determine if alternative work can be identified by the Department Supervisors if and when needed?
Findings / Notes D: The "Physician's Assessment" questionnaire and a cover letter are available for medical professionals to provide an assessment. A review of case files confirmed assessments are occurring. I: Only 8/12 (67%) supervisors interviewed confirmed alternative work is provided and available. Those that responded positively said alternative work is assigned based on the functional ability assessment or that a Doctor will provide recommendations. Those that responded negatively were not clear on how the process worked. Suggestions For Improvement
Recommendation: Only 67% of supervisors interviewed were aware of and could explain the process in the Return-to-work program for assessing functional abilities and assigning appropriate work based on the results of the assessment. Ensure all those involved in the process, particularly those responsible for determining and assigning alternate duties, are trained in the details of the program. Also refer to the recommendation in question 9.2.1.
9.3 Stay at Work / Return to Work [200]

Question 9.3.1
Are steps in the program clearly defined? (0-20 points)
Steps to the program should be outlined and may include: 1st response to injury or illness o Workers reporting requirements (incident/accident report, sick leave form) Contact with worker, providing the SAW/RTW package Supervisors/managers responsibilities Reintegrating employee back into workplace
D 0% 0 Score:
I -
O 0 / 20
Review documentation to see if these steps are defined. Award a percentage of points based on the number of steps present.
Findings / Notes D: A clear, step-by-step process is not defined in the Administrative Directive document. 28 May 2013 Regional District of Okanagan-Similkameen Page 77 of 93
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D: A clear, step-by-step process is not defined in the Administrative Directive document. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. A clear, explicit, step-by-step process from injury to return to work must be provided in the RTW program. The process should clearly identify each step in the process (refer to the audit document for the minimum steps required) and responsibilities at each step.

Question 9.3.2
Is early intervention, following illness or injury noted as a key element of the program? (10 points)
Review program and procedures to ensure that early intervention is identified as a key. If it is a key element, award 100%. If not, award 0%.
D
I -
O 10 / 10
Score:
Findings / Notes D: The Administrative Directive states the purpose is: "...to return workers to employment at the earliest date following an injury or illness."

Question 9.3.3
Are early intervention attempts made, based on the severity of the injury? (0-20 points)
% Achieved 100% 62% Review documentation to determine if early intervention has occurred, taking into consideration the severity of the injury. Points Awarded 10 6
For instance, with a strain or sprain, is the Occupational Fitness Assessment form provided within three days of notification of injury? If early intervention occurs, award 100%.
O -
Score:
16 / 20
Interview Managers, Supervisors and RTW Coordinator to determine if early intervention occurs.
Findings / Notes D: No injuries have occurred that required intervention. All RTW cases were resulting from non-work related conditions. - 100% Case 1: Early Intervention Contact Sheet from DMI (Disability Management Institute) in file. Case 2: The file showed initial contact with the employee by RDOS and DMI. A medical questionnaire was completed and a GRTW plan lasting 3 weeks was implemented. The employee had only returned to work on April 29th and the program was just underway. Case 3: The claim was a non-work related condition and the diagnosis indicated a non-physical condition and, although DMI offered to refer the employee to a specialist, the employee abandoned the claim. I: Only 13/21 (62%) interviewees said that early intervention takes place. Those that responded positively said they get involved as soon as they know there is an issue. Others said that few cases have been done and that they would get involved when needed. Those that responded negatively were not aware of the process. 28 May 2013 Page 78 of 93 Regional District of Okanagan-Similkameen
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Recommendation: In an effort to reduce the severity of injuries functional assessments should be completed as soon as possible of the employee if unable to return to work immediately. Consider providing the functional assessment package to injured employees when the injury is reported and instruct them to have their Doctor complete the form during the initial visit and have the employee return the completed form as soon as possible. The assessment can then be used immediately to develop an injury management plan.

Question 9.3.4
Is there evidence that the continuum of care protocol is followed? (20 points)
% Achieved 100% Review documentation to determine where most employees are placed, taking into consideration the severity of the Points Awarded 20
injury. Determine if they are placed into alternate positions based upon the continuum of care model. Award 100% if the continuum of care is followed.
I -
O 20 / 20
Score:
Findings / Notes All 3 RTW cases that occurred during the past 12 months were provided for review. Case 1: Process followed, but normal duties were sedentary and no GRTW was required. the employee returned to full, normal duties. Case 2: The file showed initial contact with the employee by RDOS and DMI. A medical questionnaire was completed and a GRTW plan lasting 3 weeks was implemented. The employee had only returned to work on April 29th and the program was just underway. Case 3: The claim was a non-work related condition and the diagnosis indicated a non-physical condition and, although DMI offered to refer the employee to a specialist, the employee abandoned the claim.

Question 9.3.5
Are return to work duties transitional? (0-20 points)
% Achieved 100% 62% Review documentation outlining the SAW/RTW process to determine if work is transitional in nature. Consider looking Points Awarded 10 6
at any SAW/RTW plans, policies and procedures, past injury reports, or individual return to work plans. Award 100% if transitional return to work programs are established.
O -
Score:
16 / 20
Interview all parties (managers, supervisors and RTW Coordinator) to determine that work is truly transitional.
Findings / Notes D: Case 1: Process followed, but normal duties were sedentary and no GRTW was required. the employee returned to full, normal duties. 2: The GRTW program showed a phased return to not work over 3 weeks, with 4, 5 and 6 hour shifts each CaseSince week. the GRTW plan has just commenced, it could be verified the duties were transitional. 28 May 2013 Regional District of Okanagan-Similkameen Page 79 of 93
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week. Since the GRTW plan has just commenced, it could not be verified the duties were transitional. Case 3: Claim was abandoned by the employee. I: 7/9 managers and 6/12 supervisors (62%) said that work for injured employees is transitional, usually in the form of reduced hours of their normal job. Those responding negatively were not clear on the process. Suggestions For Improvement
Recommendation: Although most interviewees were aware that transitional work duties could be assigned, only 6/12 supervisors interviewed were aware the process is in place and is actively used to ensure injured employees are reintroduced in a graduated manner. Ensure all supervisors are fully aware of the full injury management process, including a transitional, graduated return to work. Provide specific injury management training to all supervisors.

Are end dates established for all Review documentation to see if end dates are clearly transitional work assignments? defined. If end dates are clearly defined, award 100%. (10 points)
I -
O 10 / 10
Score:
Findings / Notes Case 1: Process followed, but normal duties were sedentary and no GRTW was required. the employee returned to full, normal duties. No end date required. Case 2: The GRTW was dated to commence April 29th and end May 18th, 2013. Case 3: Claim was abandoned by the employee.

Question 9.3.7
Are SAW/RTW plans reviewed and modified to reflect progression of healing? (0-20 points)
% Achieved Interview Managers, Supervisors and RTW Coordinator to determine if plans are reviewed and modified. Points Awarded
D -
I 53% 11
O -
Score:
11 / 20
Findings / Notes 10/19 (53%) people interviewed were aware of the process for reviewing and modifying return to work plans. Some that responded positively said RDOS works with the employee, RTW Coordinator and the insurer to make sure the plan is up to date and modified as needed, others said DMI works with RDOS and Doctors to ensure the plan is current. Those that responded negatively were not clear on the process Suggestions For Improvement
Recommendation: Managing injured workers on graduated return-to-work and stay-at-at work programs requires the healing process
635010206488217872

Managing injured workers on graduated return-to-work and stay-at-at work programs requires the healing process to be monitored and, where necessary, re-assessments done and formal graduated plans modified and updated. Several of the supervisors interviewed were not aware of the process required. Provide training to all supervisors on the injury management process and ensure they have a clear understanding of how the process works and their responsibilities in the process.

Question 9.3.8
Are modified duties productive and meaningful? (20 points)
Review existing modified duty inventories, walk around to look at the modified duties that are available. If modified duties appear to be productive and meaningful, award 100%.
D Score:
I -
O 0% 0 0 / 20
Findings / Notes A list of potential modified and alternate duties was not provided. Suggestions For Improvement
Recommendation: A pre-determined list of meaningful and productive alternative and modified return to work duties should be developed and included as part of the RDOS Disability Management Return to Work Program administrative directive. This will assist program administrators in understanding the different potential options available.

Question 9.3.9
Is the Stay at Work/Return to Work program available to all employees? (20 points)
% Achieved 100% Review accident records and SAW/RTW records to see if all employees have been given the opportunity to participate in Points Awarded 20
the SAW/RTW program. If all employees have been included in the SAW/RTW program, award 100%.
I -
O 20 / 20
Score:
Findings / Notes No injuries have occurred that required intervention. All RTW cases were resulting from non-work related conditions and all injured employees were offered RTW.

% Achieved Are First Aid Attendants aware of Interview First Aid Attendants to determine their knowledge the program? (0-20 points) of the program. They should be able to identify the purpose Points Awarded
of the program and their role and responsibilities. Points are awarded based on the percent of positive responses. A positive response is achieved if the first aid attendant could identify at least two aspects of the program.
D Score:
I 6% 1
O 1 / 20
Findings / Notes Only 1/16 (6%) first aid attendants interviewed provided a positive response. The person that responded positively said they did not play a significant role in the programThose other than providing initial first aid treatment and, if required, referring injured workers to a medical professional. that responded negatively were not aware 28 May 2013 Regional District of Okanagan-Similkameen Page 81 of 93
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if required, referring injured workers to a medical professional. Those that responded negatively were not aware they had a role in the program. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. First aid attendants can play a key role in the initial phases in speeding up the injury management process by providing documentation for functional assessments and information on the injury process at the time of injury. Ensure all first aid attendants are trained in their responsibilities and functions in the injury management program.

% Achieved Do First Aid Attendants have a Interview First Aid Attendants to determine if they advocate role to play in the program? (0-20 the program to injured workers, provide information to the Points Awarded
points) Worker to take to the Doctor, and/or contact the workers manager and/or the SAW/RTW Co-ordinator to advise that the worker has gone to the doctor. A positive response is achieved if the first aid attendant could identify at least two aspects of the role they play in the program
D Score:
I 6% 1
O 1 / 20
Findings / Notes Only 1/16 (6%) first aid attendants interviewed provided a positive response. The person that responded positively said they did not play a significant role in the program other than providing initial first aid treatment and, if required, referring injured workers to a medical professional. Those that responded negatively were not aware they had a role in the program. Suggestions For Improvement
Recommendation: This recommendation was also made in 2010. Refer to the recommendation in question 9.3.10.
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Question 9.4.1 Guidelines / References D I
Have SAW/RTW Policies and Review documentation (training records, shop safety procedures been effectively meeting minutes, safety committe minutes) to determine if communicated to all workers, policies and procedures have been communicated to all supervisors and managers? (0-40 employees. Communication must also include steps in the points) program. The following methods of communication may be identified: Staff meetings, one-on-one discussions, tool box meetings Newsletters Bulletin Boards Memos Intranet/websites
O 75% 0
Score:
27 / 40
If there is documented proof of communication to all employees, award 100%. If any department or group of employees have not received appropriate communication, award 0%
Interview Managers, Supervisors and Workers to determine if they are aware of the policies and procedures of the RTW/SAW Program.
During the observational tour, determine if policies and procedures have been posted on bulletin boards or on the intranet /website. Award 100% in any department where the policy is posted.
Findings / Notes D: A list of dates was provided showing the program has been communicated to employees in each department. I: 6/8 managers, 10/12 supervisors and 21/25 workers (82% overall) interviewed were aware of the RTW program. Many of those that responded positively said it was reviewed recently at department meetings. Those that responded negatively were not aware of the program. O: No information about the program was observed to be posted at any of the sites visited; however, it was readily available on the RDOS intranet and was confirmed to be accessible to those at the Martin Street office, landfill and Naramata Water Office. (100% awarded to CAO and Public Works Departments). The policy was confirmed to be available at the OK Falls and Keremeos recreation centres (100% for Community Services). Neither the Kaleden or Naramata VFD were aware of the program (0%) Scoring: (100% + 100% + 100% + 0%) / 4 = 75% Suggestions For Improvement
Recommendation: A similar recommendation was also made in 2010. Only 82% of employees interviewed were aware of the Return to Work Program. Those that responded negatively wereto mostly from operations. For the program be effective, it must be communicated workers soperipheral they are aware of the program. Ensureto the program continues toclearly be reviewed at
635010206488217872

communicated to workers so they are aware of the program. Ensure the program continues to be reviewed at meetings, at annual one-on-ones and at other times. In addition, the policy and process must be posted and available at each site. Ensure the program is posted and available.

Question 9.4.2
Is information on the SAW/RTW program provided in the employee orientation package? (10 points)
Review orientation records to see if all employees have been provided the information. Award 100% if the SAW/RTW information is in the orientation package. It is not necessary to score in each department.
D
I -
O 10 / 10
Score:
Findings / Notes D: A review of the RTW Administrative Directive is included on the "New Staff Orientation" form as a topic that must be covered on day one.

Question 9.4.3
Are regular updates provided to employees on new information or progress, as appropriate? (0-20 points)
Review meeting minutes to determine if new information related to SAW/RTW programs is communicated to employees. If there is documented evidence that updated information is provided to employees, award 100%. Confirm through interviews that new information or progress is provided to all employees.
O -
Score:
18 / 20
Findings / Notes D: A list of dates was provided showing the program was communicated to employees in each department. A review of 3 randomly selected departmental meeting minutes corresponding to the dates provided verified the program was reviewed for: Finance and Engineering Services Public Works Development Services I: Only 4/8 managers, 9/11 supervisors and 21/25 workers (77% overall) said information and updates for the injury management program were communicated, usually at meetings. Recent hires said the program was reviewed at the orientation. Those that responded negatively said they were not aware of any communication about changes to the program. Suggestions For Improvement
Recommendation: Refer to the recommendation in 9.4.1.
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% Achieved Is a SAW/RTW package provided Interview supervisors, RTW coordinator and any injured to all affected workers as soon as workers to ensure that an information package is provided toPoints Awarded
practical? (0-15 points) workers.
D -
I 37% 6
O -
Score:
6 / 15
Findings / Notes 5/8 managers and 2/11 supervisors interviewed (37% overall) said the injury management package was provided when they were injured or when RDOS became of aware of a health concern that may require the use of the program. Most said the package was provided by the nurse or HR representative. Those that responded negatively were not sure when the package was provided or who was responsible for providing it. Suggestions For Improvement
Recommendation: A similar recommendation was also made in 2010. The sooner an injured employee is provided an injury management package, the higher the likelihood their injury can be accommodated in the injury management program. In addition to making all employees aware of the program, supervisors must be aware of the process including how and when the RTW package is provided to injured employees. Review the forms and process with all employees, especially those that have responsibilities to ensure the program is implemented when required. Consider having the injury management package provided to injured workers at the time of injury.

Question 9.4.5
Does the SAW/RTW package include (0-15 points): A letter to the employee outlining the SAW/RTW program, and defining the expectations of the employee, identifying key contact names and numbers A letter to the workers physician, introducing the program, identifying what work is available, providing contact names and numbers and informing the physician that the worker will be reimbursed for any costs related to completing the form Functional capacity analysis form
Review the current SAW/RTW package. Award a percentage of points based on how many of the above elements are present.
D
I -
O 15 / 15
Score:
Findings / Notes A package is available for the program. The package includes a cover letter to the attending physician and includes aincludes brief description of the employee's job, and a request an to assessment of the employee's capabilities. The letter the contact details for the HR Coordinator. A for letter the employee covering expectiations, 28 May 2013 Regional District of Okanagan-Similkameen Page 85 of 93
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The letter includes the contact details for the HR Coordinator. A letter to the employee covering expectiations, expected duties and contact details for the HR Coordinator. The "Physician's Assessment" questionnaire is included in the package.
Element: 9. Stay at Work / Return to Work [400] Scoring Summary

Page 86 of 93
Audit Scoring Summary

Element
1. Organizational Commitment [150] 2. Program and Procedures [140] 3. Hazard Identification and Control [140] 4. Training, Education and Certification [140] 5. Inspections [130] 6. Incident Investigation [130] 7. Program Administration [100] 8. Joint Health and Safety Committee [70]
Total: Total Points Not Points Applicable Available Points Final Awarded Score %
150 140 140 140 130 130 100 70

1000
0 0 0 0 0 0 0 0
0
150 140 140 140 130 130 100 70

1000
133 72 91 69 67 81 18 23
554
89 51 65 49 52 62 18 33
55 %
Audit Scoring Graph
1. Organizational Commitment [150] 2. Program and Procedures [140] 3. Hazard Identification and Control [140] Elements 4. Training, Education and Certification [140] 5. Inspections [130] 6. Incident Investigation [130] 7. Program Administration [100] 8. Joint Health and Safety Committee [70] 0 10 20 30 40 50 60 Percentage (%) 70 80 90 100
Page 87 of 93
Return To Work Scoring Summary

Element
9.1 Policy, Management and Leadership [100] 9.2 Resources, Education and Training [100] 9.3 Stay at Work / Return to Work [200] 9.4 Communication [100]
Total: Total Points Not Points Applicable Available Points Final Awarded Score %
100 100 200 100

500
0 0 0 0
0
100 100 200 100

500
53 61 105 76
295
53 61 53 76
59 %
Audit Scoring Graph
Elements
9.4 Communication [100] 0 10 20 30 40 50 60 Percentage (%) 70 80 90 100
Page 88 of 93
Pre Audit Meeting Notes

Minutes have been provided in a separate document.
Page 89 of 93
COR Audit Meeting Agenda

Meeting Type (check appropriate)
Pre-audit Post audit
Date:
Time:
Project:
April 22, 2013

Location:
0905 - 0940
RDOS COR Re-Certification audit

Meeting Chair (name and signature:
RDOS Head Office

Attendees: See separate sheet Department:
Dean Sinclair
Attendees: Department:
Typical Agenda Items (add / delete items as necessary.)

Agenda Item description Introductions COR Program Objectives of the project Scope of the project Timeframe Benefits of the project How the audit will be conducted ODI Methodology Agenda Item description Audit elements Confidentiality Imminent Danger Issues Knowledgeable Person / Guide Closing meeting Confirmation General discussion
Minutes/Notes
Agenda Item 1. Description Thank-you to RDOS for engaging DCS Consulting Ltd. Introductions were made of all people at the meeting Dean provided information on his background certified external auditor for 4 COR protocols Done over 300 audits of large and small companies Clients include BCFSC, TSCBC, Tolko, Skytrain, City of Salmon Arm, RDOS Auditing provides excellent background for consulting as see many operations of different types Experience tells me safety is safety no matter the industry. The methods might be different, but the basics are the same.
2.
COR Program If company can show have safety program, meets requirements and works, then may be eligible
DCS Consulting 14Aug09

Minutes/Notes
Agenda Item 3. Description for rebates of 10% or 15% from WSBC WSBC sets guidelines Certifying partner develops audit to meet WSBC guidelines, trains auditors and administers audit 2 audits, OHS (10%) and IM/RTW (5%)
Objectives of Project Follow on from the audit process completed over the past 3 years Re-certification audit Scope of the project Documentation, interview and observations Interviews will be grouped into Managers, Supervisors and Workers Interview groups will be grouped in the following departments: i. CAO/ Finance/HR/IS ii. Development Services iii. Public Works iv. Community Services Parks and Rec v. Community Services - VFD Observations required to be done at minimum 33% of active sites. Obs will be done at the following sites: i. Main office ii. Keremeos Landfill iii. Naramata Water Office iv. Naramata Parks/Rec v. Kaleden Parks/Rec vi. Kaleden VFD vii. Naramata VFD Time period for May 2012 to April 2013. Includes all safety related information from that time period for the sites visited. Timeframe
4.
5.
Monday/Tuesday: Head office doing documentation review Wednesday Friday: Interviews and site documentation at different sites Monday/Tuesday (April 29/30): Interviews and site documentation at different sites Tuesday April 30: Wrap up meeting 30 days after completion of on-site to complete and submit write-up to BCMSA for review.
6.
Benefits of the project Will assess current status Projects a benchmark for future work Will result in a clear roadmap to certification Establish baseline for future evaluations Be leaders in the industry Determine continuous improvement Measure successes

Minutes/Notes
Agenda Item 7. Description Identify health and safety opportunities Assess program after a serious incident Show concern for workers
How the audit will be conducted Discussed that will be on site to review documents, make observations and interview people Goal at Head Office is to review the common safety program and whatever site documentation can be provided. At each site will need to review site specific documentation Observations involve primarily a tour to observe workers much like a supervisor would and to assess availability of information. Interviews will be done with semi-randomly selected employees need managers, supervisors, workers 10% must be JHSC members, new employees and anyone with specific emergency responsibilities. All interviews are 1:1 with the auditor and are confidential
8.
ODI Methodology and Scoring Explained the ODI methodology in detail Explained how the scoring works and the 3 ways of scoring points All or nothing Threshold for positive responses/ observations/ documentation % score = % positive Must achieve minimum 50% in each applicable element and 80% overall to pass that audit. Audit Elements Organizational Commitment Programs and Procedures Hazard ID, Risk Assessment and Control Training, Education and Certification Inspections Investigations of Incidents/Accidents Program Administration JHSC IM/RTW Confidentiality Discussed that interviews are private, one-on-one, confidential interviews with only the interviewee and the auditor All interview comments are sanitized in the report so no individuals could be identified All documents and notes are treated confidentially Imminent Danger Issues
9.
10.
11.

Minutes/Notes
Agenda Item Description Unlikely, but if any imminent danger situations are encountered, then will cease auditing until the issue is resolved.
12.
Knowledgeable Person / Guide Explained that a guide is required to accompany me to each site and is my contact. Also told people that if they had any questions, dont hesitate to ask me. Closing meeting Will provide closing meetings when done on each site. General discussion Interviews 20 minutes duration Can suggest sites they want me to visit Bill Newall
13.
14.
Organizational Chart
Refer to separate document.
Page 90 of 93
Facility Tour Notes

Refer to separate document.
Page 91 of 93
Post Audit Meeting Notes

Minutes have been provided in a separate document.
Page 92 of 93

Meeting Type (check appropriate)
Pre-audit Post audit
Date:
Time:
Project:
April 30, 2013

Location:
1600 - 1700
RDOS COR Re-Certification audit

Meeting Chair (name and signature:
RDOS Martin St. offices.

Attendees: Dale Kronebusch Dianne Pearce Wendy Bennett Department:
Dean Sinclair
Attendees: Department:
Typical Agenda Items (add / delete items as necessary.)

Agenda Item description Introductions X COR Program Objectives of the project Scope of the project Timeframe Benefits of the project How the audit will be conducted ODI Methodology Agenda Item description Audit elements Confidentiality Imminent Danger Issues Knowledgeable Person / Guide Closing meeting Confirmation General discussion
Minutes/Notes
Agenda Item Description Thank-you to RDOS for engaging DCS Consulting Ltd.
ODI Methodology and Scoring Explained the ODI methodology in detail Explained how the scoring works and the 3 ways of scoring points All or nothing

Minutes/Notes
Agenda Item Description Threshold for positive responses/ observations/ documentation % score = % positive Must achieve minimum 50% in each applicable element and 80% overall to pass that audit.
Strengths Presented at GM Strong awareness of safety amongst all departments Basic SWP have been written and cover most common tasks Foundation documents in place and widely available Safety on the agenda for dept mtgs.
Opportunities Peripheral ops (P&R, VFD) need to be more involved in RDOS safety program Need to set annual, measurable safety goals and objectives. Report monthly. Use Hazard assessment process Reviewed necessity for job and task inventory and then JSA for each job Review SWP on a regular basis Must be able to back-up and enforce everything thats written Inspections not done at frequency and schedule. If cant live with it then change the rules. Due diligence discussed need for due diligence at all levels Need more safety resources suggested 2 people, Reviewed orientation requirements especially for new hires in peripheral operations
Whats next Dean to do write up and submit to BCMSA for QA review. To pass need score of 50% in each element and 80% overall Will be 4 5 weeks for results can be made available
General discussion None.
Conclusion
Refer to executive summary.
Page 93 of 93

Safety Audit - Regional District of Okanagan-Similkameen

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Regional District of Okanagan-Similkameen

Audit Completion Date: Tuesday, April 30, 2013

28 May 2013 Regional District of Okanagan-Similkameen

Certificate of Recognition#: 1125940820100713HL C.O.R. Expiry: Wednesday, December 05, 2012

28 May 2013 Regional District of Okanagan-Similkameen

28 May 2013 Regional District of Okanagan-Similkameen

Total Interviewed Minimum Required Interviews

28 May 2013 Regional District of Okanagan-Similkameen

Is interview sampling representative of all departments? Comments

28 May 2013 Regional District of Okanagan-Similkameen

Date: May 27, 2013

28 May 2013 Regional District of Okanagan-Similkameen

28 May 2013 Regional District of Okanagan-Similkameen

Element 1. Organizational Commitment [150]

1.2 Responsibilities [8]

1.3 Posted [8]

Element 1. Organizational Commitment [150]

1.4 Available [8]

1.5 Content [14]

28 May 2013 Regional District of Okanagan-Similkameen

Element 1. Organizational Commitment [150]

Recommendation: Refer to the recommendation in question 1.5.

1.7 Managers [19]

1.8 Leading [16]

% Achieved Points Awarded

Element 1. Organizational Commitment [150]

1.9 Regulations [22]

% Achieved Points Awarded

1.10 Review [12]

Element 1. Organizational Commitment [150]

1.11 Sharing [11]

% Achieved Points Awarded

Recommendation: Refer to the recommendation in question 1.10.

1.12 Management Involvement [8]

Element 1. Organizational Commitment [150]

Element: 1. Organizational Commitment [150] Scoring Summary

28 May 2013 Regional District of Okanagan-Similkameen

Element 2. Program and Procedures [140]

28 May 2013 Regional District of Okanagan-Similkameen

Element 2. Program and Procedures [140]

2.3 Enforcement [14]

Element 2. Program and Procedures [140]

2.4 Safe Work Procedures [14]

Element 2. Program and Procedures [140]

2.5 Availability [14]

Element 2. Program and Procedures [140]

2.6 Compliance [7]

2.7 Cooperation [7]

D % Achieved 60% Points Awarded 0

Element 2. Program and Procedures [140]

Recommendation: Refer to the recommendation in question 2.4.

2.8 WHMIS Responsibility [3]

% Achieved Points Awarded

2.9 WHMIS Program [6]

Element 2. Program and Procedures [140]

2.10 Site Specific ERP [7]

2.11 Posting of ERP [14]

Element 2. Program and Procedures [140]

2.12 ERP Lead [3]

2.13 ERP Lead Training [4]

Element 2. Program and Procedures [140]

2.14 Corrective Action [7]

2.15 First Aid Program [7]