ib-or-2003-229-Oregon/Washington State Safety Council Meeting Minutes
UNITED STATES DEPARTMENT OF THE INTERIOR
BUREAU OF LAND MANAGEMENT
Oregon State Office
P.O. Box 2965
Portland, Oregon 97208
In Reply Refer to:
1112 (OR-950) P
August 22, 2003
EMS TRANSMISSION 08/22/2003
Information Bulletin No. OR-2003-229
To:
DMs, DSDs, Staff and Branch Chiefs
From:
Deputy State Director for Management Services
Subject:
Oregon/Washington State Safety Council Meeting Minutes
Attachment (1) is the minutes from the July 14, 2003 meeting held at the Burns District Office. Any questions
concerning these minutes should be directed to Jim Chandler, Oregon/Washington State Safety Manager, at 503-8086249
Signed by
John K. Keith
Associate Deputy State Director
For Management Services
1 Attachment
1 - July 14, 2003, State Safety Council Minutes (6pp)
Distribution
WO-740
OR-910 (Chuck Wassinger)
OR-950 (Kathy Eaton, James Chandler)
OR-090 (Julia Dougan)
OR-050 (Barron Bail)
OR-117 (Doug Parker)
OR-130 (Mike Sweeny)
OR-030 (Steve Coley)
OR-934 (Bill Bulger)
OR-934 (Shelby Gales)
Authenticated by
Mary O'Leary
Management Assistant
STATE SAFETY COUNCIL MEETING MINUTES
Host: Burns District Office July 14, 2003
Attendance:
Chuck Wassinger - Associate State Director
Julia Dougan - Eugene District Manager (Chairperson)
Barron Bail – Prineville. East Side District Manager
Sandy Berain – Burns Associate District Manager
Steven Coley – Vale. East Side Non Supervisor Representative
Michael K. Williams – Burns District Safety Manager
James Chandler - State Safety Manager (Recorder)
Agenda
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Introductions
Accident Trend Analysis/Cumulative Comparison
CASHE Update/FY 2002 Unit Status updates & proposed changes to the program
COOP Requirements Review, WO IM 2002-181, OR/WA IM 2003-085.
OR/WA Supplement to BLM Manual 1112-1
Range/Forestry Technician Accident Prevention Plan
Non-Punitive Close-Call Reporting Initiative
Relationship with OR – OSHA
Safety Suspenses
State Safety Managers Slide
Burns Risk Management Program
Chuck Wassinger opened the meeting at 2:00 p.m. at the Burns District Office.
Attachment 1-1
DISCUSSION
Accident Experience Review/Cumulative Comparison, 2nd Quarter FY 2003.
Note: All Statistical Data is drawn from the DOI SMIS database.
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Personal Injury/Illness
Total Injury Cases
Total Illness Cases
Fatalities
Lost Time Cases
No Lost Time Cases
Days Away From Work
01 Apr 03 30 Jun 03
39
2
0
2**
9**
13
01 Apr 02 31 Jun 02
64
9
0
7
66
49
** Numbers do not represent total cases because they were extrapolated from
pending (backlogged) cases. Actual numbers will be reported at the next meeting.
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Vehicle Accident Experience
Accident Experience Cumulative Comparison 2nd QRT FY 2003
Total Incidents
Total Costs
Average Cost
01 Apr 03 30 Jun 03
15
$21,848
$1,456
01 Apr 02 30 Jun 02
25
$38,679
$1,547
Inattention and speed[ing] to fast for conditions are still the primary cause of our traffic
accidents. Supervisors must lead by example and safety briefings must include warnings about
excessive speed and situational awareness.
CASHE Condition Assessments
The FY 2002 update to CASHE audits in OR/WA completed in October 2002 shows that three
of our Districts were reported in “good” safety, health, and environmental condition as defined in
the Performance Measure Data Specification 01.04.01.04. For a District to be reported in “good”
condition, they must have had no more than 3 high priority CASHE findings open. For FY 2003
that number will fall to 2 high priority findings; for FY 2004 to one and finally to zero in FY
Attachment 1-2
2005. All findings during a CASHE audit are prioritized with Risk Assessment Codes (RAC
Codes) for Safety findings and Priority Level Codes for Environmental findings. More serious
findings are given a higher RAC Code or Priority Level Code.
In accordance with OR/WA IM No. OR-2003-039, the State Safety Council reviewed the status
of open high priority CASHE findings. The table below reflects what was reported to the State
Safety Manager as the current status of open CASHE findings. NOTE: In some cases these
numbers have been updated since this meeting.
Office
Priority IB
RAC 2
6
4
0
13
1
2
3
0
1
20
N/A
0
0
2
3
1
0
0
0
0
2
N/A
Burns
Coos Bay
Eugene
Lakeview*
Medford
Prineville*
Roseburg
Salem
Spokane
Vale*
OSO
Forecast “Good” for
FY 2003
NO
NO
YES
NO
YES
YES
NO
YES
YES
NO
N/A
* These Districts have had CASHE audits since the last reporting period. The high numbers
represent hazards or deficiencies identified in that inspection.
Jim Chandler briefly discussed the future of funding for the CASHE Program. There is some
concern from WO 360 over the funding of the CASHE since it is now seen as largely a safety
function. The WO has been meeting on this issue to come up with a funding strategy that will
allow CASHE assessments to continue of the current three-year cycle. More to follow on this
issue.
The CASHE and Safety Management System (CSMS) program is being reviewed and was
recently field-tested. The CSMS will provide a database of CASHE findings that will allow
users to view trends in hazard abatement, input annual inspection results into the database, and
allow District inspection findings to compete with CASHE findings for abatement dollars.
Hopefully the CSMS will be on-line this year.
Continuity of Operations
District COO Plans are due this year by September 15. They must be certified as viable by the
SD and forwarded to the WO COOP Coordinator prior to the September 12, 2003, suspense.
OR/WA IM 2003-085 has been issued requiring District Plans to be complete, certified by the
District Manager, and forwarded to the State COO Coordinator, Jim Chandler, by August 15,
2003. This will allow sufficient time for the State COO Coordinator to review the plans and
have the State Director certify them as required by WO IM 2002-181. COO Plans must be
exercises to determine viability; the exercise should be from the designated alternate location,
Attachment 1-3
but there is no requirement to do so. New templates and tables from the WO COO Coordinator
have been distributed to all Safety Managers (COO Coordinators) and must be used to develop
District COO Plans. Please address any questions to Jim Chandler at (503) 808-6249.
OR/WA Supplement to the BLM Manual 1112-1
Our intention is to review and publish all of our current and future safety policies in an OR/WA
Supplement to the BLM Manual 1112-1. This will allow them to be consolidated in one manual,
eliminate the requirement to periodically reissue them, and comply with current BLM records
management policies.
Develop Accident Prevention Plan for Range and Forestry Techs
At the last meeting, the Council discussed the high accident rates associated with Field workers.
Specifically Range and Forestry Techs. This is true for the Bureau at large as well as OR/WA.
Steve Hennessey, Coos Bay Forestry Technician, attended the meeting at Coos Bay to give the
Council his perspective and participate in the discussion.
OR/WA IB 2003- 211, dated July 24, 2003, outlines the requirements for the Accident
Prevention Plan. Plans must be in developed by February 1, 2004, and must be included as an
action item in District Safety Action Plans for FY 2004.
The plans, in fact, are likely to encompass many more field going employees than Range and
Forestry Technicians. Districts should consider all of their field going employees when
developing the plan.
Non-Punitive Close Call Reporting
This proposed program will give employees the opportunity to report close calls without fear of
reprisal. Tracking close calls will expand the database of lessons learned and increase our
understanding of the types of hazards our employees are exposed to and what triggers accidents
in the workplace.
This initiative was overcome by other priorities but is being worked as time permits. It will
likely be web based and tied loosely to the existing Employee Report of Unsafe or Unhealthful
Working Condition reporting program required by 29 CFR 1960.
Relationship with OR-OSHA
Craig Beyer, Coos Bay Safety Manager, represents OR/WA BLM in Oregon OSHA Safety
matters. Craig has been working closely with OR-OSHA for the past several years. Currently
Craig is the Chair of the OR-OSHA Forestry Advisory Committee that has recently rewritten the
Oregon OSHA rules on Forestry Activities. This important relationship helps to ensure that the
Federal Governments concerns are addressed and employee protection is maximized.
Attachment 1-4
Safety Suspenses
There are several outstanding safety suspenses that District Managers need to be aware of:
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CASHE Update to Aarcher
District COO Plans
District Annual Reports
July 31, 2003
WO IM 2003-167
August 15, 2003
WO IM 2002-181
September 30, 2003 OR/WA IB 2002-277
Safety Managers Slide
The State Safety Manager reviewed several issues that he is working on:
• Budget – as budgets decline there is potential for increased risk to employees. Managers
must keep in mind that as Safety Budgets decrease the safety program may suffer, just as in
any other program. We must remain focused on managing the risk our employees are
exposed to and make sound Risk Management decisions.
• Competitive Sourcing – We are currently reviewing mandatory training requirements to
ensure that mandated training considered in any future contracts meet the BLMs training
requirements but do not put our employees at an unnecessary disadvantage.
• Suspenses – Managers are asked to carefully review IMs and IBs that are issued for
suspense dates so that we can meet our reporting requirements, close out pending/open
reports, and meet our annual State and National reporting requirements.
• HAZMAT/Safety – The CASHE has brought these two programs closer together in the
past several years. Safety and HAZMAT must continue to work closely together,
communicate about hazards and abatement projects, and work closely together on annual
facilities inspections and reporting requirements.
• COO Plans – This is the year for District COO Plans. Due date is August 15 to the State
Office. If there are any questions please contact the State COO Coordinator, Jim Chandler.
• Accretion for Safety Managers – This has been an ongoing issue. The State Safety
Manager, as well as the Bureau Safety Manager, strongly believes that the positions should
be reclassified at the GS-12 level. In fact, in other States there are Field Office Safety
Managers at the GS-12 level. Currently the State Safety Manager is working on writing a
standard (core) PD that includes language about the new duties that safety managers have.
Specifically, Continuity of Operations/Emergency Management and CASHE responsibilities
will be added. The PDs may not be used as a standard PD; however, the COOP and CASHE
portions will be helpful when updating District Safety Manager PDs.
• CSMS – This program was talked about earlier in the CASHE Discussion. Several
weeks ago the State Safety Manager participated in an live on-line demonstration of the
system – it is user friendly and will be beneficial to the safety and health of our employees.
• OR/WA PMR – OR/WA is scheduled for a Program Management Review October 27 –
31. The review will focus on the State Safety Program and visit some (or all) of the District
to validate the effectiveness of the State Program. Preparations are underway.
Attachment 1-5
Burns Risk Management Program
Michael K. Williams, Burns District Safety Manager, was invited to review his unique Risk
Management program for the Council. The Burns program includes formal classroom
instruction and a major project to get a certificate in Risk Management. Several managers
participated in the training and have learned that many of the lessons can be adopted for use in
programs other than safety.
SORO Fire and Aviation
Due to ongoing commitments and preparedness review, Shelby Gales, SORO Safety Manager
was unable to attend the meeting.
Closing Remarks
Brief closing remarks were made. Jim Chandler thanked Michael K. Williams for coming and
his great presentation on the Burns District Risk Management program. The next meeting will
be at the OSO on Friday, October 17, 2003. Exact time and location is to be determined.
Attachment 1-6