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HomeMy WebLinkAbout2019 Neville, Elizabeth From: Standish, Lauren Sent: Tuesday,June 18, 2019 3:49 PM To: Neville, Elizabeth Subject: FW: MANDATORY EMPLOYEE TRAINING Attachments: training_20190329152113.pdf Hi Betty, Please see the attached.The first training session for department heads is scheduled for tomorrow at 8:30AM in the meeting hall. Thank you, Lauren 1 yam,. 01. Stat Lauren M. Standish Confidential Secretary to the Supervisor Town of Southold 53095 Route 25 PO Box 1179 Southold, NY 11971 (631)765-1889 CONFIDENTIALITY NOTICE: This communication with its contents may contain confidential and/or legally privileged information It is solely for the use of the intended recipient(s) Unauthorized interception, review, use or disclosure is prohibited and may violate applicable laws including the Electronic Communications Privacy Act. If you are not the intended recipient, please contact the sender and destroy all copies of the communication. From:Standish, Lauren Sent: Friday, March 29, 2019 3:21 PM To: Bunchuck,Jim<ibunchuck(c@town.southold.ny.us>; Collins, Michael<michael.coIli ns@town.southoId.ny.us>; Domino, Michael<_michael.domino@town.southold.ny.us>; Don Wilcenski<don@briarcliffsod.com>; Duffy, Bill <billd@southoldtownny.gov>; Flatley, Martin<mflatley@town.southold.ny.us>; Folk,Amy <amvfo@southoldtownny.gov>; Hansen-Hightower, Kristie<kristieh@southoldtownny.gov>; Hughes, Brian <brianh@southoldtownny.Qov>;Jeffery Standish <Jeff.standish@town.southold.nv.us>;John Bredemeyer <iohn.bredemever@town.southold.nv.us>; Kevin Webster<kevin.webster@town.southold.nv.us>; Lanza, Heather <heather.lanza@town.southold.ny.us>; Mark Terry<mark.terry@town.southold.nv.us>; McLaughlin, Karen <Karen.McLaughlinCa@town.southold.nv.us>; Neville, Elizabeth <E.Neville @town.southoId.ny.us>; Noncarrow, Denis <denisn@southoldtownny.gov>; Nyilas, Lynn <Ivnnn@southoldtownnv.gov>; Reilly, Leanne <leanner@southoldtownnv.gov>; Reisenberg, Lloyd<Lloyd.Reisenberg@town.southold.nv.us>; Richter,Jamie <Jamie.Richter@town.southold.nv.us>;Sepenoski,John <iohnsep@town.southold.nv.us>; Solomon,Connie <Connie.Solomon@town.southo Id.nv.us>; Spiro, Melissa <Melissa.Spiro@town.southold.nv.us>;Sullivan, George <george.sullivan@town.southold.nv.us>;Verity, Mike<Mike.Verity@town.southold.ny.us>;Vincent Orlando 1 <vincent.orlando@town.southold.nv.us>;Weisman, Leslie<lesliew@town.southold.nv.us> Cc: Blasko, Regina<rblasko@town.southold.nv.us>; Cantrell, Elizabeth<elizabethc@town.southold.ny.us>; DeFio, Valerie<Valerie.DeFio@town.southold.nv.us>; Dinizio,James<iames.dinizio@town.southold.nv.us>; Doherty,Jill <iill.doherty@town.southold.nv.us>; Doroski, Melanie<Melanie.Doroski@town.southo Id.ny.us>; Foote, Nancy <nancy.foote@town.southold.ny.us>; Fuentes, Kim<kimf@southoldtbwnny.gov>; Glew, Claire <Claire.Glees@town.southold.ny.us>; Hunt, Kristen <kristenh@southoldtownny.gov>; Louisa Evans <1Peva ns@fishersisland.net>; Martinez,Jacqui<Jacqueline.martinez@town.southold.nv.us>; Rudder, Lynda <Ivnda.rudder@town.southold.nv.us>;Silleck, Mary<marvs@town.southold.nv.us>; Stromski, Loretta <lorettas@town.southold.ny.us>;William Ruland <rulandfarm@yahoo.com> Subject: MANDATORY EMPLOYEE TRAINING Good afternoon, Please see the attached notice from Supervisor Russell regarding Mandatory Sexual Harassment and Workplace Violence Training for all employees. Kindly register your staff's attendance with me at your earliest convenience. Thank you, Lauren 2CKV eri. 01. 05t,14 c�ieft Lauren M. Standish Confidential Secretary to the Supervisor Town of Southold 53095 Route 25 PO Box 1179 Southold, NY 11971 (631)765-1889 CONFIDENTIALITY NOTICE: This communication with its contents may contain confidential and/or legally privileged information. It is solely for the use of the intended recipient(s). Unauthorized interception, review, use or disclosure is prohibited and may violate applicable laws including the Electronic Communications Privacy Act. If you are not the intended recipient, please contact the sender and destroy all copies of the communication. 2 SCOTT A. RUSSELL Town Hall, 53095 Route 25 SUPERVISOR ` V P.O.Box 1179, f Southold,New York 11971-0959 Fax(631)765-1823 C .r Telephone(631)765-1889 . .ri. OFFICE OF THE SUPERVISOR TOWN OF SOUTHOLD To: Town of Southold Employees From: Scott A. Russell, Su ervisor � Date March 29, 2019 Re: MANDATORY EMPLOYEE SEXUAL HARASSMENT TRAINING The Executive Safety Committee, working with EAP and the Town's Workers' Compensation provider, has scheduled the following annual mandator".-sexual•,harassment aetd''workplace violence training for alVemployees: Due to the requirements of New York State this training, specific to the topics of sexual harassment and workplace violence, will be divided into two groups. One program will be for department heads, the other for employees. The general employee training will take approximately two hours. Department head training will be approximately two and a half hours. Please see schedule below: Day/Date Time Staff Place Wed. June 19th 8:30 a.m. to 11:00 a.m, Dept. Heads Town Hall Mtg. Room Thurs. June 201 1 p.m. to 3:00 p.m. Employees Community Center Wed. June 26th 8:30 a.m. to 10:30 a.m., Employees Town Hall Mtg. Room Wed. June 26' 2:00 p.m. to 4:00 p.m. Employees Community Center Thurs., June 271 12:30 p.m. to 3:00 p.m.- Dept. Heads Town Hall Meeting Room .All erimoloyees who receive paytnenf from tt a Toi Vfi,of Southold.are directed to attend one of the•a/sove training sessions: Failure•to attend mandatory-,annual training may result in disciplinary action, unless a,written,excuse/ekplanatibn is_submitted.and,.accepted by the applicable Department Head. If accepted by the.'Departnient Head,, the•_writte6 6Xcuse-mutt be provided to the Office of the Supervisor. It would be appreciated if Department Heads register their staff attendance to the appropriate training session through Lauren Standish of my office. Thank you for your cooperation. All NATIO NAL �"" �' Pca le•Parfners a Prodnetivr 490 Wheeler Road,Suite 102,Hauppauge,NY 11788 n 1.800.624.2593•(t)_631.588 8102•(f)631.588 8143 ri www nationaleap.com What Are the Protected Classes in New York? In all 50 states, federal law makes it illegal to discriminate based on: • Race • Color • National origin • Religion • Sex (including pregnancy, childbirth, and related medical conditions) • Disability (physical or mental) • Age(40 and older) • Citizenship status • Genetic information In addition,New York state law prohibits discrimination based on: • Race • Color • National origin • Religion • Sex (including pregnancy, childbirth, and related medical conditions) • Disability (physical or mental) • Age (18 and older) • Genetic characteristics • Marital status • Familial status (being pregnant, caring for a child under 18, or seeking to adopt a child under 18) • Sexual orientation (includes perceived sexual orientation) • Gender identity • Lawful use of any product or lawful recreational activities when not at work • Military status or service •_ Observance of Sabbath • Political activities • Use of service dog Prior arrests or criminal accusation • Prior convictions (unless certain requirements have been met) • Domestic violence victim status L, Est.1982 WORKPLACE HARASSMENT POST-TRAINING DISCUSSION QUESTIONS 1. All of the following incidents might lead to allegations of sexual harassment except: A. A group of female workers looking at calendar pictures of nude men inside the lunch room. B. It is common knowledge throughout the hospital that the male doctor's lounge has "pinups" on the walls and on the mirrors. A coworker of the opposite sex has asked you out to lunch. D. You have caught a coworker of the opposite sex suggestively looking you over several times. 2.Which of the following can create a hostile work environment? A. Coworkers B. Customers C. Vendors OAII of the above 3. Jesse had been working in the loan department for 3 %years when the management position became available.The application process required he interview with the department head. Jesse is qualified for the position, but the department head tells him she will consider recommending him for the position only if they became "better friends."Jesse declines the proposal and does not get the job. This is an example of what type of harassment? A. Harassment based on gender B. Hostile work environment harassment C. It is not harassment because the department head did not explicitly ask for sexual favors Quid Pro Quo harassment True or False 4.�An action constitutes sexual harassment only when physical touching occurs during sexual advance. 5. r Laws against harassment do not apply to email messages, calendars, cartoons, or jokes posted in an employee's personal workspace. 6. r Laws against harassment apply onlyto the conduct of employees and supervisors and not to the conduct of customers, contractors, or other third parties. 7. It is best to wait a week or two before investigating harassment complaints to allow the alleged victim's anger to dissipate and opinions to change, and to give the alleged harasser a chance to change his or her behavior voluntarily. National EAP, Inc 800-624-2593 www.nationaleap.com 8. Ann's supervisor pats her on the buttocks. His actions make her uncomfortable. She does not tell him this makes her uncomfortable and does not ask him to stop. Because of Ann's inaction, her supervisor has not created a hostile work environment. 9. Sexual harassment is unlawful, but the harassment laws don't apply to harassment on the basis of race, age, religion, or disability. Answer key 1. (c) 2. (D) 3 (D) 4-9: False National EAP, Inc. 800-624-2593 www.nationaleap.com NATIONAL People•Parlaers•Productivity i 490 Wheeler Road,Suite 102,Hauppauge,NY 11788 u 1.800.624.2593•(t)631.588.8102•(f)631.588.8143 r www.nationaleap com What Are the Protected Classes in New York? In all 50 states, federal law makes it illegal to discriminate based on: • Race • Color • National origin • Religion • Sex (including pregnancy, childbirth, and related medical conditions) • Disability(physical or mental) • Age (40 and older) • Citizenship status • Genetic information In addition,New York state law prohibits discrimination based on: • Race • Color • National origin • Religion • Sex (including pregnancy, childbirth, and related medical conditions) • Disability (physical or mental) • Age (18 and older) • Genetic characteristics • Marital status • Familial status (being pregnant, caring for a child under 18, or seeking to adopt a child under 18) • Sexual orientation(includes perceived sexual orientation) • Gender identity • Lawful use of any product or lawful recreational activities when not at work • Military status or service • Observance of Sabbath • Political activities • Use of service dog • Prior arrests or criminal accusation • Prior convictions (unless certain requirements have been met) • Domestic violence victim status Est.1982 NATIONAL _ t { People<Partners^Pmdw ivily, 490 Wheeler Road,Suite 102,Hauppauge,NY 11788 v 1800.624.2593.(t)631.588,8102-(f)631588,8143 c.www.nationaleap corn What Are the Protected Classes in New York? In all 50 states, federal law makes it illegal to discriminate based on: • Race • Color • National origin • Religion • Sex (including pregnancy, childbirth, and related medical conditions) • Disability (physical or mental) • Age (40 and older) • Citizenship status • Genetic information In addition,New York state law prohibits discrimination based on: • Race • Color • National origin • Religion • Sex (including pregnancy, childbirth, and related medical conditions) Disability(physical or mental) • Age (18 and older) • Genetic characteristics • Marital status • Familial status (being pregnant, caring for a child under 18, or seeking to adopt a child under 18) • Sexual orientation (includes perceived sexual orientation) • Gender identity • Lawful use of any product or lawful recreational activities when not at work • Military status or service • Observance of Sabbath • Political activities • Use of service dog • Prior arrests or criminal accusation • Prior convictions (unless certain requirements have been met) • Domestic violence victim status a Est.1982 w. iV6 Warning Signs..of-Esrcalating.BPehavior :' Warning Signs F Possible Responses, Confusion Behavior characterized by bewilderment or ➢ Listen to their concerns. distraction. Unsure or uncertain of the next ➢ Ask clarifying questions. course of action ➢ Give them factual information. Frustration Behavior characterized by reaction or resistance ➢ See steps above. to information. Impatience. Feeling a sense of ➢ Relocate to quiet location or setting. defeat in the attempt of accomplishment. May ➢ Reassure them. try to bait you. ➢ Make a sincere attempt to clarify concerns. Blame Placing responsibility for problems on everyone ➢ See steps above. else.Accusing or holding you responsible. ➢ Disengage and bring second party into the Finding fault or error with the action of others. discussion. They may place blame directly on you. Crossing ➢ Use teamwork approach. over to potentially hazardous behavior. ➢ Draw client back to facts. ➢ Use probing questions. ➢ Create "Yes" momentum. Anger- Judgment Call Required Characterized by a visible change in body ➢ Utilize venting techniques. posture and disposition.Actions include ➢ Don't offer solutions. pounding fists, pointing fingers, shouting or ➢ Don't argue with comments made. screaming.This signals very risky behavior. ➢ Prepare to evacuate or isolate. ➢ Contact supervisor and/or security. Hostility—Judgment Call Required Physical actions or threats which appear ➢ Disengage and evacuate. imminent.Acts of physical harm or property ➢ Attempt to isolate person if it can be done damage. Out-of-control behavior signals they safely. have crossed over the line. ➢ Alert supervisor and contact security immediately. From A Comprehensive Guide for Employers and Employees, published by MNOSHA National EAP 800-624-2593 www.nationaleap.com 7 � J Workplace Violence Prevention Program 2019 date Department: Town of Southold Workplace Violence Prevention Program Program review Name and Title of Management and authorized employee DATE representative(where applicable) Access to this program: The most current version of this plan will be made available to employees,their authorized representatives, and to representatives of the NYS Department of Labor by contacting the Safety Officer at : Town of Southold Town Attorney's Office 54375 Route 25 P.O. Sox 1179 Southold,NY 11971 (631) 765-1939 2 Table of Contents Introduction• What is Workplace Violence? What is the New York State Workplace Violence Prevention Law? Purpose of this Program Town of Southold Policy Statement Workplace Risk Assessment Hierarchy of Controls Control Methods Implemented Early Warning Signs of Potential Violence Workplace Issues That May Trigger Violence Run, Hide Fight Protocols Reporting An Incident Post-Incident Response Employee Training Outline Recordkeeping Requirements Program Review Appendix: A)WPV Fact Sheet B) WPV Law C) Incident Reporting Forms D)Risk Evaluation and Assessment Forms 3 Introduction What is Workplace Violence? Any physical assault or acts of aggressive behavior occurring where a public employee performs any work-related duty in the course of his or her employment including but not limited to: 1)An attempt or threat,whether verbal or physical,to inflict physical injury upon an employee; 2)Any intentional display of force which would give an employee reason to fear or expect bodily harm; 3)Intentional and wrongful physical contact with a person without his or her consent that entails some injury; 4) Stalking an employee with the intent of causing fear of material harm to the physical safety and health of such employee when such stalking has arisen through and in the course of employment. What is the New York State Workplace Violence Prevention Law? On June 7,2006,New York State enacted legislation creating a new Section 27-b of State Labor Law that requires public employers(other than schools covered under the school safety plan requirements of the education law)to perform a workplace evaluation or risk evaluation at each worksite and to develop and implement programs to prevent and minimize workplace violence caused by assaults and homicides. The Law is designed to ensure that the risk of workplace assaults and homicides are regularly evaluated by public employers and that workplace violence prevention programs are implemented to prevent and minimize the hazard to public employees. Purpose of this Program: The purpose of this Workplace Violence Prevention Program is to provide information to managers, supervisors, employees, and their authorized representatives about preventing and responding to incidents of workplace violence or threats of violence in accordance with the"New York State Public Employer Workplace Violence Prevention Law." The goal of this program is to reduce the probability of threats or acts of violence in the workplace and to ensure that any incident, complaint, or report of violence is taken seriously and dealt with appropriately as expeditiously as possible. This program outlines the major components of our effort to meet these goals. 4 Town of Southold Workplace Violence Prevention Policy Statement The Town of Southold is committed to the safety and security of our employees.Workplace Violence presents a serious occupational safety hazard to our agency,staff, and clients.Workplace Violence is defined as any physical assault or acts of aggressive behavior occurring where a public employee performs any work-related duty in the course of his or her employment including but not limited to: • An attempt or threat,whether verbal or physical,to inflict physical injury upon an employee • Any intentional display of force which would give an employee reason to fear or expect bodily harm • Intentional and wrongful physical contact with a person without his or her consent that entails some injury • Stalking an employee with the intent of causing fear of material harm to the physical safety and health of such employee when such stalking has arisen through and in the course of employment. Acts of violence against Southold Town employees where any work related duty is performed will be thoroughly investigated and appropriate action will be taken,including summoning criminal justice authorities when warranted. All employees are responsible for helping to create an environment of mutual respect for each other as well as clients and visitors,following all policies, procedures and program requirements,and for assisting in maintaining a safe and secure work environment. This policy is designed to meet the requirements of NYS Labor Law 27b and highlights some of the elements that are found within our Workplace Violence Prevention Program.The process involved in complying with this law included a workplace evaluation that is designed to identify the workplace violence hazards our employees could be exposed to.Authorized Employee Representative(s)will,at a minimum,be involved in: • The evaluation of the physical environment; • The development of the Workplace Violence Prevention Program and; • The review of workplace violence incident reports at least annually to identify trends in the types of incidents in the workplace and review of the effectiveness of the mitigating actions taken. All employees will participate in the annual Workplace Violence Prevention Training Program. The goal of this policy is to promote the safety and well-being of all people in our workplace.All incidents of violence or threatening behavior will be responded to immediately upon notification. All Southold Town personnel are responsible for notifying the contact person designated below of any violent incidents,threatening behavior,including threats they have witnessed,received,or have been told that another person has witnessed or received. Designated Contact Person: Name: Damon A.Hagan,Esq. Title: Assistant Town Attorney Department: Town Attorney Department Phone#: 631-765-1939 E-mail: damonh@southoldtownny.gov 5 Workplace Risk Assessment The Department shall be responsible for conducting a workplace risk assessment based upon hazard surveys for each facility and a review of occupational injury and illness logs and incident reports on file from years prior to the development of this program. Risk assessment forms can be found in Appendix E of this program. Any incidents that may occur after the implementation of this program must be carefully documented and analyzed in order to make improvements to this program during the required annual review or as necessary. Hierarchy of controls There are three main types of control measures that may be implemented as part of a safety program to protect employees from recognized hazards including workplace violence. This is referred to as the"hierarchy of control measures". Engineering Controls to Eliminate or Reduce the Hazard Through Substitution or Design. Examples Include: Increased Lighting Designing Secure Building Access Security Hardware Eliminating Isolated Work Areas Eliminating Excessive"Cash on Hand"or Installing Drop Safes Administrative or Work Practice Controls to Eliminate or Reduce the Hazard by Changing Organizational Policies and Procedures. Examples Include: Increased Staffing Employment of Security Personnel Developing Building Access Control Procedures Cross-Shift Communication to Share Information Regarding Agitated Clients Providing Information on Criminal History and Violence Information on Clients Elimination of Long Customer Wait Times Provision of Personal Alarms Provision of Cell Phones for Field Workers Training Personal Protective Equipment (PPE) Every employer has a responsibility to address all risk factors that their employees are potentially exposed to. When considering the most appropriate control measures, an effort must be made to try to eliminate the hazard whenever possible. When total elimination is not feasible, try to change the way the job is being performed, assigned, or scheduled to 6 reduce the hazard. Training or PPE should not be relied upon as the only control measure, and interventions should have a balanced approach to changing individual worker versus organizational behavior. Control methods to prevent workplace violence incidents Prevention of violence in the workplace is the responsibility of every employee. The following section focuses on early warning signs and workplace issues that have the potential to trigger violent behavior. Management, employees, and their authorized representatives should be familiar with the issues below in order to become aware of and to reduce the likelihood of workplace violence. Specific control measures for each Departinent facility can be found in the Appendix Bomb Threats For any bomb threats at a Town Property,the following shall occur: 1. Calmly evacuate personnel and apparatus, if possible,to a safe place. 2. Contact the 911 Center by telephone with any available information. 3. Request the Department Head contact the officer by cell phone. Domestic Disputes and/or Violence Domestic violence,while often originating in the home, can significantly impact workplace safety. If safety at work is affected by a domestic dispute,the police will be notified and the department and town property shall be secured. ALARM RESPONSES: Road Rage If road rage is encountered while driving a department owned vehicle, you shall pull over and allow the person to pass. Do not challenge or confront any person or vehicle involved in road rage.Notify police with vehicle or driver information and last known location/direction of vehicle. Response to Violent Alarms Including Domestic Violence All responses to violent alarms, including domestic violence, employees are not to engage with the individual to avoid escalation of an incident. Violent or Intoxicated Persons or Persons With a Weapon If personal safety is threatened, follow procedure for Run,Hide,Fight Protocols and emergency button activation. 7 Run, Hide, FiLyht Protocols Profile of an Active Shooter An active shooter is an individual actively engaged in killing or attempting to kill people in a confined and populated area, typically through the use of firearms. Characteristics of an Active Shooter Situation • Victims are selected at random • The event is unpredictable and evolves quickly Coping with an Active Shooter Situation • Be aware of your environment and any possible dangers • Take note of the two nearest exits in any facility you visit • If you are in an office,stay there and secure the door •Attempt to take the active shooter down as a last resort How to Respond When an Active Shooter Is In Your Vicinity LRUN • Have an escape route and plan in mind • Leave your belongings behind •Keep your hands visible 2.HIDE • Hide in an area out of the shooter's view • Block entry to your hiding place and lock the doors • Silence your cell phone and/or pager 3. FIGHT • As a last resort and only when your life is in imminent danger • Attempt to incapacitate the shooter • Act with physical aggression and throw items at the active shooter How to Respond in Your Town Building Town Hall Lockdown Drill- (If there is a threat within the building) • Immediately make a notification using the panic button on the Town's telephone system to alert the rest of the offices of a threat within the building. Employees not familiar with using the intercom feature on the telephone system should ask their Department Heads for instruction.The Little Green Button on desktops can also be activated to serve as an additional alarm. • Once made aware of a threat within the building,employees must find a good place to hide within their respective offices in a room that can be locked.If an office does not have this ability,an alternate site must be chosen.Avoid movement in open hallways. 8 • Employees with locking offices for safety should attempt to scan the hallway and bring anyone caught in open spaces into their office. • Employees should remain totally silent and out of view in their hiding spaces and not come out until there is some type of code word uttered by officials clearing the building after the threat is over. • Silence your Cell Phones. • The open space in the Meeting Room/Court House should look to exits and the Justice Court Offices for shelter. • Each department head should develop a plan for their respective employees detailing where employees would likely hide for submission to the Police Department Lockout Drill-(There is a threat outside of the building) • Notification of a lockout drill would be made over the intercom system,at this point all employees will try to secure the building so the threat is unable to get inside(ex.subject robs the Bank of America and is running out of the bank with a gun toward Town Hall). • Blinds should be pulled and all exterior doors should be secured and locked. • Employees would then follow the same steps above by hiding in a locked compartment in their offices until the threat is over. Town Hall Annex Lockdown Drill- (If there is a threat within the building) • Immediately make a notification using the Little Green Button desktop panic button to alert the rest of the offices of a threat within the building. Employees not familiar with using the Little Green Button feature on the telephone system should ask their Department Heads for instruction. • Once made aware of a threat within the building,employees must find a good place to hide within their respective offices in a room that can be locked. If an office does not have this ability,an alternate site must be chosen.Avoid movement in open hallways. • Employees with locking offices for safety should attempt to scan the hallway and bring anyone caught in open spaces into their office. • Employees should remain totally silent and out of view in their hiding spaces and not come out until there is some type of code word uttered by officials clearing the building after the threat is over. • Silence your Cell Phones. • Each Department head should develop a plan for their respective employees detailing where employees would likely hide for submission to the Police Department Lockout Drill-(There is a threat outside of the building) • External access doors next to the Building Department are to be locked. Then all Lockdown procedures are to be followed. Highway Department, Landfill Site, Recreation Department and Other Town-Owned Buildings • Immediately snake a notification using the Little Green Button desktop panic button to alert the rest of the offices of a threat within the building. Employees not familiar with using the Little Green Button feature on the system should ask their Department Heads for instruction. 9 • In limited indoor building space their employees should identify a safe place to retreat to and hide in a locked compartment/room, communicate the threat to fellow employees and remain in place until a code word is given. • Silence your Cell Phones. Human Resource Center, Mattituck Lockdown Drill- • Immediately make a notification using the Little Green Button desktop panic button to alert the rest of the offices of a threat within the building. Employees not familiar with using the Little Green Button feature on the telephone system should ask their Department Heads for instruction. • In limited indoor building space their employees should identify a safe place to retreat to and hide in a locked compartment/room,communicate the threat to fellow employees and remain in place until a code word is given. Silence your Cell Phones. Lockout Drill- All exterior doors should be checked for their locking ability and the building made secure. Common areas that are left unlocked are cafeterias,kitchens,work areas,etc. AFTER YOU ARE IN A SAFE LOCATION CALL 911 INFORMATION YOU SHOULD PROVIDE TO LAW ENFORCEMENT OR 911 OPERATOR • Location of the active shooter •Number of shooters • Physical description of shooters •Number and type of weapons held by shooters •Number of potential victims at the location HOW TO RESPOND WHEN LAW ENFORCEMENT ARRIVES • Remain calm and follow instructions • Law Enforcement will announce themselves, provide identification and code word authenticate • Put down any items in your hands (i.e., bags,jackets) • Raise hands and spread fingers • Keep hands visible at all times • Avoid quick movements toward officers such as holding on to them for safety • Avoid pointing, screaming or yelling • Do not stop to ask officers for help or direction when evacuating 10 ReportinLy an Incident At the core of this Workplace Violence Prevention Program is the Town of Southold's commitment to work'with its employees to maintain a work environment free from violence and other disruptive behavior to the greatest degree possible. Any Department employee,upon becoming aware of an instance of physical assault, threatening behavior, or verbal abuse occurring in the work setting must immediately report the facts and circumstances of said incident to their supervisor. In the event that employees observe or experience an incident of violence involving an employee or visitor to a Department workplace in which there is an immediate threat to their safety or the safety of others or an injury has occurred,the employee will immediately obtain law enforcement and medical assistance by calling 911 and in addition notify their immediate supervisor. The supervisor will immediately conduct a preliminary inquiry into the facts and circumstances of the incident and make a prompt report to the Director of Personnel. (See Appendix C for a copy of an Incident Reporting Form) Retaliation against an employee who makes a good faith report of violence or other disruptive behavior is strictly prohibited. 11 Post-Incident Response The Town of Southold Will: ■ Assure that injured employees receive prompt and appropriate medical care (This includes,but is not limited to,providing transportation of the injured to medical care.Prompt first aid and emergency medical treatment can minimize the harmful consequences of a violent incident.) ■ Report the incident to the appropriate authorities as required by applicable laws and regulations ■ Inform management about the incident in writing ■ Secure the premises to safeguard evidence and reduce distractions during the post incident response process ■ Prepare an incident report immediately after the incident,noting details that might be forgotten over time(Appendix C contains a sample incident report form) ■ Address the need for appropriate treatment for victimized employees(In addition to physical injuries,victims and witnesses may suffer psychological trauma, fear of returning to work, feelings of incompetence, guilt, powerlessness,and fear of criticism by supervisors or managers.) A thorough review of this Workplace Violence Prevention Program will be performed after the occurrence of a workplace violence incident or annually along with the participation of the Authorized Employee Representative. In the event that critical incident management or crisis counseling is needed following a workplace violence incident in a Department workplace,arrangements will be made through management, employee unions,or the Safety Officer. 12 Employee Information and Training Training of affected employees will be performed upon initial assignment and annually thereafter.Retraining is required any time there is a significant change to the program, a risk factor, or work control. Training topics will include the following: • Requirements of the New York State Workplace Violence Prevention Law • Details of the risk factors identified in the risk assessment and our organization's procedures for conducting the risk assessment • How employees can protect themselves, summon assistance, report threats and incidents, and how to suggest improvements to the program • Description and review of our written Workplace Violence Prevention Program • How to obtain a copy of the Workplace Violence Prevention Plan and where it is kept. • How to obtain post-incident crisis counseling • Training on dealing with potentially violent clients, citizens,and co-workers. 13 Recordkeepin2 Requirements The record keeping requirements outlined in 12 NYCRR Part 801, Recording and Reporting Public Employees' Occupational Injuries and Illnesses,must be used to document recordable injuries sustained during workplace violence incidents. In addition to Part 801, all incidents will be investigated and documented to ensure that all threats and workplace violence incidents are reported to management. These reports will provide written notification when a violence incident occurs so that management can develop an appropriate response. The Incident Report will also create a historical record that can be used in the annual risk assessment and program evaluation. (A sample incident reporting form is attached as Appendix C of this document.) For more information on recordkeeping requirements the NYS DOL Public Employee Safety and Health(PESH)bureau may be contacted as follows: NYS DOL Public Employee Safety and Health State Office Campus Bldg#12 Rm. 158 Albany,NY 12240 Tel: (518) 457-5508 FAX: (518)485-1150 14 Program Review The Safety Officer,with the Authorized Employee Representative, shall evaluate the effectiveness of this Workplace Violence Prevention Program, at least annually or after any serious incident. The review will focus on incident trends, addressing root cause, and the effectiveness of the control measures in place or the need to make changes. The review will also assess whether the reporting and record keeping systems have been effective in collecting all relevant information. Annual risk evaluation and assessment will be performed using forms in the Appendix of this document and kept on file with this program. The cover sheet of this program will be updated with the names and titles of those who perform the review and the date of completion. 15 Appendices: A)Risk Assessment Forms B) Findings of Risk Assessment Q Incident Reporting Form 16 Appendix A: Records Examination 800.6(fl(1) Location: Date of Assessment: Iiistrubtions:Examine records:below-=froixithe,pTevious,,year.Exatnirie,tgadentify>p iternsNof.injuiries;inw, :s p"articular areas ofthc ivorkp!ace or mc?defits which involve specific operations or specific andii dua s.R& rd ..theresulfsu'the:coluirin,to>tiie"nglit,:� - �"' s' 1.Record Examination Results of the examination • Log of Work Related Injuries and Illnesses (Form SH900) • Summary of Work Related Injuries and Illnesses(Form 900.1) • Injury and Illness Incident Report(Form SH900.2) Workplace Violence Incident Reports J Personnel Disciplinary Reports 17 ' / � 18 2.Results of the Assessment: 19 ' ^ ` 20 ' ' 21 ' 22 v v c I A H, cti6fi:Vfinglhe; atkjvfiri�fi!Section nsp thein I ca.ny 'Iona -Ins" Q "win MIA 23 Appendix B: Facility Risk Evaluation and Assessment This workplace risk assessment is based upon hazard surveys for each Department, facility and a review of occupational injury and illness logs and incident reports on file from years prior to the development of this program. Any incidents that may occur after the implementation of this program must be carefully documented and analyzed in order to make improvements to this program during the required annual review or as necessary. The Town of Southold has taken the following measures at the listed facilities and off-site workplaces to reduce the threat or likelihood of incidents of workplace violence. -HazardsIdendiedin°the'RiWEvaluationvand":. •11'Iefhods`4aud.ineatmjbyv ichthis.;`- :DeterininatioinF hazaxd'isbein ,addre"s"s`eda: f .r Identified Risk# Identified Risk# 24 -Hazards,Identified,iii,tlie,-OiskEvaluaii4i ' .'Methodsand<meal s,liywhich.thishazard `arid Determinatiop= , :teing.adciressecl Identified Risk# Identified Risk# Identified Risk# 25 Appendix C: Southold Town Workplace Violence Incident Report Today's Date Date of Incident: Time of Incident: Case/Report Number: Police called? Y/N Police report number: Employee Name: Title: Location where incident occurred: Names and job titles of involved employees: Names of other involved individuals: Names of witnesses: Incident Description(Include events leading up to the event and how it ended): Were there injuries resulting from the incident? Y/N If yes, describe the nature and extent of injuries: ,f i I j 26 L ®StFFOUrd®eld � L 0 TOWN OF SOUTHOLD NETWORK-BASED PANIC BUTTON POLICY Updated June 2019 Introduction: The Town of Southold Executive Safety Committee strives to promote safety within the workplace and is charged with implementing the Town's Workplace Violence Prevention policy. Annually, the Executive Safety Committee issues surveys to employees to assess their perception of safety in the workplace. Information received is confidential and reviewed by the committee and prioritized according to importance of safety. In addition to disseminating surveys, all Town facilities are evaluated in person by a member of the Executive Safety Committee, the Town's Workmen's Compensation Provider and PBA and CSEA designees. Several surveys expressed concern from employees who requested the ability to immediately contact the Police Department in the event of a perceived threat or emergency when it is impractical or unsafe to dial the Police via 911. In response to this concern, the Executive Safety Committee is working in conjunction with the Information Technology Department to install network-based panic buttons that are centrally located throughout Town facilities. The activation of the panic button will notify the Dispatch Center at Police Headquarters and indicate the requestor's name, category of the alert, date and time of activation as well as the location of requestor. Intent: Ensure the safety of employees and visitors within Town facilities through providing an expeditious response to potential workplace violence incidents. In addition the policy regulates the procedures for utilizing network-based panic buttons and articulates expectations of Town employees when an alarm is activated. Criteria for Utilizing Network-based Panic Buttons: Employees could utilize the network-based panic button not only for EMS or Fire related incidents but should use it when they perceive that workplace safety is seriously threatened by a disturbance of hostile and aggressive behavior that could potentially lead to violence in the workplace. This would include actions of someone wielding a weapon, physical touching and/or hitting, attempted robbery, arson, threatening statements, etc. Location of Network-Based Panic Buttons: The following Town facilities have been appropriated with network-based panic buttons to be utilized during an extreme emergency: Town Hall: • Supervisor • Town Clerk • Tax Receiver • Town Hall Meeting Room • Assessors • Information Technology • Public Works • Justice Court Annex: • Building • Trustees • Zoning Board of Appeals • Planning • Land Preservation • Town Attorney • Accounting Police Highway Recreation Solid Waste District Human Resource Center How to Activate and De-activate the Network-Based Panic Button: To activate, employees should locate and double click the square green icon with the label "PANIC" on the desktops of their workstations. Users have the option to drag the button to any location on their desktops. The button will always remain in the forefront and therefore will always be visible. P&NIC At this point the user will be presented with a menu containing selections for the category of the emergency presented and a cancel option. • Yes., Yes_ EMSActive S�hootel Yes_ Camel _UK When the button is activated it will immediately sound an alert and alert the police dispatchers as well as the other workstations as noted above that have network-based buttons installed that an emergency exists. ® e�ALE RIT 5/28 010. 1` Location Town Hatt In the event that the button is pressed by mistake or the situation immediately resolves itself click on the cancel option. Upon activation, a police dispatcher will immediately dispatch a police car with urgency to seek out the scope of the problem. Police staff will act accordingly when they arrive at the site. The police dispatchers will clear the alert notification-when they determine that the situation is being handled. The dispatchers along with certain members of the Executive Safety Committee are the only individuals that have the ability to clear an alert. The notification of the alarm is to expeditiously notify the Police to generate an immediate response. However, because employees will also be notified of co-workers in "distress" it is extremely important for employees to understand that Police Department assistance is the appropriate intervention to resolve the emergency. However, if employees feel inclined to render assistance they do so at their own risk and should recognize their limitations in providing assistance to resolve an emergency. Department Heads should ensure that all employees know where network-based panic buttons are installed as well as policy and procedures for operation. ` IA Town of Southold Hazard Communication Standard Written Program INDEX TITLE PAGE I. Policy Statement for Employee Health and Safety B2 II. Hazard Communication Program Purpose B3 III. Safety Data Sheets (SDS) B4 IV. Responsibilities for Upholding the Hazard Communication Standard- B5 — B7 *Now referred to as the Globally Harmonized System of Classification and Labeling of Chemicals or GHS. V. Procedures 1. Container Labeling B8 2. Safety Data Sheets(SDS) B8 3. Employee Communications B8 4. Hazardous Non-Routine Tasks B8 5. Informing Contractors B8 6. Purchase Orders B8 7. Emergency Treatment B9 VI. Effective Date B9 VII. Revisions B9 I.POLICY STATEMENT FOR EMPLOYEE HEALTH AND SAFETY The Town of Southold is committed to protecting its human resources by assuring that: 1. The work environment is free from recognized hazards that could cause injury, illness or death. 2. Safety and health factors have priority when in competition with economic factors. 3. Professional expertise is obtained, or on staff, to maintain and support the Safety and Health Programs of the Town of Southold. 4. Each Supervisor and Department Head is accountable for the safety performance of his/her activity and this performance is measured regularly against the goal of zero (0) accidents and losses. 5. Each employee is trained and educated in safety procedures and performs their work in compliance with these safety measures. 6. The work environment is monitored on a regular basis by the Executive Safety Committee to assure a safe and healthy workplace. 7. Each employee assumes personal responsibility for the development and support of a safe workplace. -2- C II. PURPOSE FOR THE HAZARD COMMUNICATION STANDARD (HCS) /GLOBALLY HARMONIZED SYSTEM OF CLASSIFICATION AND LABELING OF CHEMICALS (GHS). The Hazard Communication Standard places the needed emphasis on identifying and communicating the presence of hazardous substances in the products and processes used in the work environment of the Town of Southold. This Hazard Communication Standard (HCS) is aligned with the Globally Harmonized System of Classification and Labeling of Chemicals (GHS). This program meets the requirements of the Hazard Communication Standard in the areas of: ❑ Hazard Evaluation ❑ Labels and Warnings ❑ Safety Data Sheets .❑ Employee Information and Training This written program is posted on all official bulletin boards and at each remote worksite in the Town of Southold. Copies of the written program are available for review by any interested party. For additional information, contact the following: Contact: Location: Damon Hagan, Esq., Chairperson Southold Town Hall Annex Executive Safety Committee 54375 Main Road Southold, NY 11971-0959 (631) 765-1939 -3- v III. SAFETY DATA SHEETS (SDS) Safety Data Sheets (SDS) are a key element in the Hazard Communication Standard Program. They provide the information about the chemical substances within a product, how to handle and store the product, and first aid measures to be taken when the product is accidentally released or spilled. The SDS meet the Globally Harmonized System of Classification and Labeling of Chemicals (GHS) as adopted by the United States Department of Labor Occupation Safety and Health Administration (OSHA). The responsibility for developing a SDS is that of the manufacturer, supplier or importer. Safety Data Sheets may be kept in any form, including operating procedures. However, the employer is to ensure that all required information is provided for each product. Information on any data sheet is to be organized into sixteen sections. These are: Section 1. Manufacturer/Component Information Section 2. Hazardous Ingredients/Identity Information. Section 3. Physical Composition/Chemical Characteristics Section 4. First Aid Measures Section 5. Fire-Fighting Measures Section 6. Accidental Release Measures Section 7. Handling and Storage Section 8. Exposure Controls/Personal Protection Section 9. Physical and Chemical Properties Section 10. Stability and Reactivity Section 11. Toxicological Information Section 12. Ecological Information Section 13. Disposal Considerations Section 14. Transport Information Section 15. Regulatory Information Section 16. Other Information -4- MRES'PONSIBILITES FOR EXECUTING THE HAZARD COMMUNICATION STANDARD/GHS A. Executive Safety Committee 1. The Executive Safety Committee is responsible for the implementation of the Hazard Communication Standard/GHS Program and will be responsible to oversee that all related programs are properly executed throughout the Town of Southold. The Executive Safety Committee will also delegate other individuals as necessary, to assist in upholding the Hazard Communication Standard/GHS Program. 2. The Executive Safety Committee will also be responsible for assembling one master file of all SDS and product letters. Any employee may review the master file of SDS by contacting the Chairperson of the Executive Safety Committee. 3. The Executive Safety Committee will have the responsibility for the development and presentation of training and education programs that: (a) Provide general awareness of the Hazard Communication Standard/GHS to all employees. (b) Review the chemicals present in the work place and show the employees how to handle and store them properly. (c) Show how to use special equipment and wearing apparel when handling chemicals. (d) Provide general training on chemicals in specific classes or families. (e) Show employees how to use special monitoring equipment and the methods and observation techniques used to determine the presence of hazardous chemicals in the work area. (f) Develop employee skills for emergency handling of hazardous substances that are released or spilled. (g) Develop work habits and procedures to lessen exposure to hazardous substances. -5- 1 (h) Show how to read labels and SDS to obtain appropriate hazard information. (i) Provide information on new products that have hazardous substances. B. Departmental Coordinators The following Departmental Coordinators will directly assist the Executive Safety Committee in the performance of its duties: Department Head Department/Building Phone # Jeff Standish DPW 765-1283 Janet Douglass -Recreation Center 765-5182 Karen McLaughlin Human'Resource Center 298-4460 Vincent Orlando Highway 765-3140 James Bunchuck Solid Waste 734-7685 Kristie Hansen-Hightower Town Hall Annex 765-4333 The Departmental Coordinators will be responsible for: 1. Obtaining and maintaining the (SDS) system for the Town of Southold. They will review incoming data sheets for new and/or changes in significant health or safety information. This new or significant information will be disseminated to affected employees and forwarded to the Executive Safety Committee, as necessary. 2. Keeping a complete list of all products that contain chemicals. SDS will be obtained for all products that contain hazardous substances. ,Letters (SDS) will also be obtained and kept on file for products not containing hazardous substances, the letter will so state. 3. Departmental Coordinators will also assemble the appropriate SDS for work areas and remote projects. These SDS will be kept by the Work Area Supervisor or Department Head and made available to the employees on request. 4. Compiling and posting, in each work area, the list of hazardous chemicals used within that work area. The list will contain: Trade Name Hazardous Chemical SDS # 5. Assuring the Written GHS Hazard Communication Standard is posted on each official bulletin board and at each remote worksite. -6- C. Departmental Coordinators, in coordination with the Executive Safety Committee, will also be responsible for maintaining records to assure that all employees receive the necessary training and for new employee orientation. Such records shall be forwarded to the Accounting and Finance Department. The orientation will include: 1. An overview of the requirements of the program. 2. A copy of the written program. 3. Assigning the new employees to the appropriate training session if the employee will be working with products that contain hazardous substances. 4. A review of the work areas within the Town that use products with hazardous substances and/or are restricted because of potential hazards. 5. Where the list of hazardous'chemicals is posted within the work area. Temporary Help - Will be treated as new employees and will be provided all of the orientation and training required of a new employee that is placed in a work area where products containing hazardous substances are used. D. Department Heads and Supervisors All Supervisors in each work area, and the Project Supervisor on a remote project, will ensure that all secondary containers are labeled with either an extra copy of the original manufacturer's label or with the central store's generic labels which have a blank for substance identity and blanks for the hazard warning. All Supervisors are responsible for the labeling of all in-plant containers. They will assist any work area or remote project site with special labeling. They are also responsible for reviewing and updating the labeling when required. This review will be conducted every six (6) months. All Supervisors are responsible for providing contractors with a copy of the Written Hazard Communication/GHS Program and information about any hazardous chemicals to which contractors and their employees or subcontractors may be exposed to while on the job. -7- V. PROCEDURES The following procedures shall be enforced: 1. Container Labeling - All employees shall verify that all containers received for use within the Town of Southold will: A) Be clearly labeled as to the contents. B) State the appropriate hazard warning. C) Have all accompanying SDS forwarded to the appropriate Departmental Coordinator and/or the Executive Safety Committee Safety Data Sheets - SDS will be obtained and kept for all products that contain hazardous substances as outlined in Section IV, B. SDS shall be made available to all employees upon request. 2. Employee Communications - Each employee is responsible to inform co- workers and Supervisors of any hazardous substance or situation that could affect the health and safety of personnel in the work environment or remote areas. 3. Each employee is responsible to meet the compliance of all safety procedures and training instruction required. 4. Hazardous Non-Routine Tasks - Each Work Area Supervisor and Remote Project Supervisor is responsible for providing information about any hazardous chemicals that an employee may be exposed to during the performance of a non-routine task. A non-routine task is defined as one that is performed as, but not part of, the usual daily or weekly work routine. An example would be: chemically washing down walls of a workspace, which may be required only twice a year. 5. Informing Contractors - A copy of the GHS Written Hazard Communications Program, and information about any hazardous chemicals to which contractors and their employees or subcontractors may be exposed to while'on the job, shall be forwarded to them by the responsible Supervisor or Department Head. 6. Purchase Orders - All purchase orders must have a request for the appropriate SDS and Hazard Warnings. All employees filling out requisitions for any chemical, or potentially hazardous material, must include a statement requesting SDS and Hazard Warnings. -8- i All Supervisors approving requisitions must verify the SDS and Warning Statement where applicable. 7. Emergency Treatment - All employees are to read the appropriate SDS before any hazardous chemical is used. This will inform the employee as to proper measures to be taken in cases of emergency. In all cases of accidents or emergency situations, the employee, or a co-worker if necessary, must immediately notify his Supervisor. The Supervisor shall fill out the appropriate accident form and notify the Accounting and Finance Department and the Executive Safety Committee. All employees shall be responsible for knowing the location of First Aid Stations and Eye Washes in their work area. VI. EFFECTIVE DATE: This Hazard Communication Standard/GHS Program is effective as of June 1, 1990, as amended March , 2019, and remains in effect until further notice. VII.REVISIONS: Revisions to the Hazard Communication Standard/GHS Written program will be made as required. -9- l J cm COD x Ax TOWN OF SOUTHOLD NETWORK-BASED PANIC BUTTON POLICY Updated June 2019 Introduction: The Town of Southold Executive Safety Committee strives to promote safety within the workplace and is charged with implementing the Town's Workplace Violence Prevention policy. Annually, the Executive Safety Committee issues surveys to employees to assess their perception of safety in the workplace. Information received is confidential and reviewed by the committee and prioritized according to importance of safety. In addition to disseminating surveys, all Town facilities are evaluated in person by a member of the Executive Safety Committee, the Town's Workmen's Compensation Provider and PBA and CSEA designees. Several surveys expressed concern from employees who requested the ability to immediately contact the Police Department in the event of a perceived threat or emergency when it is impractical or unsafe to dial the Police via 911. In response to this concern, the Executive Safety Committee is working in conjunction with the Information Technology Department to install network-based panic buttons that are centrally located throughout Town facilities. The activation of the panic button will notify the Dispatch Center at Police Headquarters and indicate the requestor's name, category of the alert, date and time of activation as well as the location of requestor. Intent: Ensure the safety of employees and visitors within Town facilities through providing an expeditious response to potential workplace violence incidents. In addition the policy regulates the procedures for utilizing network-based panic buttons and articulates expectations of Town employees when an alarm is activated. Criteria for Utilizing Network-based Panic Buttons: Employees could utilize the network-based panic button not only for EMS or Fire related incidents but should use it when they perceive that workplace safety is seriously threatened by a disturbance of hostile and aggressive behavior that could potentially lead to violence in the workplace. This would include actions of someone wielding a weapon, physical touching and/or hitting, attempted robbery, arson, threatening statements, etc. Location of Network-Based Panic Buttons: The following Town facilities have been appropriated with network-based panic buttons to be utilized during an extreme emergency: Town Hall: • Supervisor • Town Clerk • Tax Receiver • Town Hall Meeting Room • Assessors • Information Technology • Public Works • Justice Court Annex: • Building • Trustees • Zoning Board of Appeals • Planning • Land Preservation • Town Attorney • Accounting Police Highway Recreation Solid Waste District Human Resource Center How to Activate and De-activate the Network-Based Panic Button: To activate, employees should locate and double click the square green icon with the label "PANIC' on the desktops of their workstations. Users have the option to drag the button to any location on their desktops. The button will always remain in the forefront and therefore will always be visible. PANIC At this point the user will be presented with a menu containing selections for the category of the emergency presented and a cancel option. • Yes_... Yes EMS Yes ActiYe Shooter Yes Cancel pK , When the button is activated it will immediately sound an alert and alert the police dispatchers as well as the other workstations as noted above that have network-based buttons installed that an emergency exists. b ® . - Fira ALERT 519 Location ® s In the event that the button is pressed by mistake or the situation immediately resolves itself click on the cancel option. Upon activation, a police dispatcher will immediately dispatch a police car with urgency to seek out the scope of the problem. Police staff will act accordingly when they arrive at the site. The police dispatchers will clear the alert notification when they determine that the situation is being handled. The dispatchers along with certain members of the Executive Safety Committee are the only individuals that have the ability to clear an alert. The notification of the alarm is to expeditiously notify the Police to generate an immediate response. However, because employees will also be notified of co-workers in "distress" it is extremely important for employees to understand that Police Department assistance is the appropriate intervention to resolve the emergency. However, if employees feel inclined to render assistance they do so at their own risk and should recognize their limitations in providing assistance to resolve an emergency. Department Heads should ensure that all employees know where network-based panic buttons are installed as well as policy and procedures for operation.