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4.e) Staff Report-LMCIT Loss Control Recommendations �� � 1 � � l, +� �+ ✓ SCANDIA Staff Renort Date of Meeting: February 12, 2013 To: City Council From: Kristina Handt, Administrator Re: LMCIT Loss Control Recommendations Agenda Item#: 4.e) Background: The City has property and liability insurance through the League of Minnesota Cities Insurance Trust(LMCIT). Each year LMCIT loss control staff ineets with City staff and conducts surveys related to loss control and safety issues. They met with me and Tim Kieffer on December 20`h. Included in your packet is a letter that summarizes the meeting and make new recommendations regarding risk management. The City is required to respond to the new recommendations within 60 days. Note, this does not mean that the recommendations have to be completed it could simply be that the Council reviewed them and had discussions about how to proceed. Issue: How should the City respond to the new recommendations in the appendix to the letter dated December 27,2012 from Jackie Torgerson with LMCIT? Proposal Details: 1) Consider installing lifting devices in the city shop Response: This item is included in the 2013 budget and the City anticipates purchase this year. 2) Consider a device to help improve work positioning while working on large vehicles Response: Will be considered when preparing future City budgets. 3) Consider purchasing some kneeling pads or knee pads Response: Will be considered when preparing future City budgets. 4) Consider a tailgate lift on future service trucks Response: Will be considered when preparing future City budgets. 5) Consider adding a hoist or crane to a city truck Response: A Utility Truck with Crane is scheduled for purchase in 2015 in the Capital Improvement Plan. Fiscal Impact: As previously mentioned,the vehicle lift is already included in the 2013 budget at an approximate cost of$15,000. Staff can obtain quotes when the Council decides to pursue other items. The letter from LMCIT notes some rough estimates for the stepper of$229. The estimate for the utility truck with crane is $60,000. Options: After discussing and reviewing the recommendations,the Council can provide a response to LMCIT: 1) As discussed above,most items will be considered during the budget preparation process and as funds are available. 2) Provide a response different from what is stated above such as deciding to purchase some items this year or not pursue some of the items altogether. Recommendation: Option 1. � � C�NNECTING & WNOVATING SINCE 1913 j_,EAGUE oF j�1NNESOTA CITIES December 27, 2012 Kristina Handt—k.handt(�a,ci.scandia.mn.us City Administrator � City of Scandia 14727 209th St.N Scandia, MN 55073 Regarding: Loss Control Meeting and PW Ergonomic Survey -Conducted on December 20,2012 Dear Ms. Handt: On the above date, Tara Bursey, Loss Control Consultant, and I met with you and Tim Kieffer, Public Works Director, to discuss various areas of safety and loss control, and complete the Public Works Ergonomic Survey. This meeting and survey were in conjunction with the City of Scandia's participation in the League of Minnesota Cities Insurance Trust workers compensation and property casualty insurance program. As a result of this meeting and survey, I have reached some general conclusions. Those conclusions and my discussion with you and Mr. Kieffer are outlined below. Conclusions: • The city appears to have a basic amount of material handling equipment available, but staff seem to be thinking of ways to try and prevent sprain and strain type injuries through utilization of ergonomic principles during maintenance activities • As a result of the Public Works Ergonomic Survey,the City may wish to consider implementing the loss control recommendation listed in the Appendix • The City may wish to consider utilizing another OSHA Safety Grant to assist in the cost of future Public Works ergonomic improvements • In the past five years, there have only been 2 total workers' compensation claims and none are considered ergonomic in nature (both were slip and fall claims) Pu rpose: The primary purpose of my visit was to perform a public works ergonomic review. As you may know, ergonomics is the science of designing the job to fit the worker, rather than having the worker adjust to the physical demands of the job. Changes in tools, equipment, or procedures are some of the ways to improve ergonomics, and reduce the potential for future injuries. LEAGUE OF MINNESOTA CITIES INSURANCE TRUST 222 SOUTH 9TH ST.,SUITE 1300 pxoNe:(612) 766-3000 Fnx:(612)766-3199 LOSS CONTROL FIELD SERVICES MINNEAPOL[5,MN 55402-3332 TOLL FREE:(HOO)�9-7�0� WEB:WWW.LMC.ORG City of Scandia 12-27-12 Page 2 of 8 Public Works Discussion: I first provided you and Mr. Kieffer with an overview of the LMCIT and how loss control works with member cities to help reduce risk to the city. I also provided you with an overview of the LMCIT loss costs and compared that to the public works/utilities workers' compensations claims that have taken place in your City. In addition, I provided you with various loss control resources. I spoke about the LMCIT sewer incentive program,which went into effect on November 15, 2010. Basically,there is a per-occurrence deductible rather than a premium incentive on sewer backups. The increased deductible will reduce LMCIT's loss costs, allowing us over time to reduce liability premium rates for all cities. In addition, costs will be shifted from those cities that have well-run low-risk sewer systems to cities that generate losses because of less-than-ideal sewer operation and maintenance practices. The City of Scandia has completed a Sewer Incentive Questionnaire and currently does not qualify for the incentive. If anything has changed since Mr. Kieffer took over, then I would encourage you to fill out another questionnaire and send it into the LMCIT for review. Resources and forms were emailed to you on this, but let me know if you have any questions. I spoke about the Safety Grant Program available through Workplace Safety Consultation. The Safety Grant Program awards funds,with a dollar-for-dollar match up to $10,000, to qualifying employers for projects designed to reduce the risk of injury or illness to their employees. A brochure was left during my visit, but there is also additional information on their website at the following link: http://www.dli.mn.�ov/WSC/Grants.asp In addition to the Safety Loan Program, the MN Department of Labor and Industry also offers free on-site safety and health consultation assistance. You can find additional information on this at the following link: http://www.dli.mn.�ov/W SC/Assistance.asp I wanted to mention to you that the LMCIT just started a new Public Works blog called"The Pipeline." You can access this blog at the following location: http://lmcpipeline.blo�spot.com/ The blog contains a variety of health and safety information geared towards Public Works. Also, you will find that the LMCIT will be offering more webinars for members in the future. This is yet another way to reach a larger audience with important loss control topics. You can check the LMCIT website for upcoming training events by going to the following link: htt�://www.lmc.or�/pa�e/1/upcomin -e�vents.jsp LMCIT Injury Trends in Public Worlcs: The most common causes of employee injury in public works departments across the state of MN are: sprains & strains from lifting, pulling, pushing and manual material handling. It is also generally accepted that job tasks involving one or more of the following ergonomic risk factors can contribute to these types of injuries. Implementing ergonomic improvements that minimize these risk factors can help to reduce employee injuries. • Excessive Force (Weight) • Contact Stress • Awkward Postures • Vibration • Repetition • Poor Work Organization Recommendations and comments are provided for loss controi and risk exposure improvement purposes only in conjunction with the insurance program referenced above. They are not made for the purpose of complying with the requirements of any law,rule or regulation. We do not infer or imply in the making of these recommendations and comments that all sites were reviewed or that all possible hazards were noted. The final responsibility for conducting loss control and risk management programs must rest with the insured. City of Scandia 12-27-12 Page 3 of 8 Ergonomic Review of Public Works: As part of the ergonomic survey, we discussed specific tasks, operations, and procedures performed in the City, and which of these tasks (if any) contain ergonomic risk factors. We then discussed alternative methods and/or tools that could be used to improve ergonomics. Below is a summary of this review: • The City has a basic amount of tools and equipment that reduce the potential for employee injuries caused by sprains and strains from manual material handling, and ergonomic risk factors. This includes: shop mounted crane, vehicle ramps, floor jack, chains and slings, 2 wheel cart,portable shop equipment on wheels, creeper, mechanics stool,trailer ramp with spring assists, powered pole pruner, grapple and more. • Ergonomic improvements to consider include: vehicle lift, wheel step, pads for kneeling, tailgate lift and truck mounted hoist/crane. General Discussion: While I was there, we also discussed some of the changes and improvements that have taken place since my last visit. The following are some notable points: � The City has had some staffing changes, which includes you as the new Administrator and Mr. Kieffer as the new Public Works Director. T'here is also a new attorney and a new office person. • The City (primarily the Fire Department and soon Public Works) is using Sentenced to Serve for tasks such as washing trucks and painting. • The City began contracting with Forest Lake for building inspections in early 2012. • The City has spent approximately $127,000 for improvements of the Uptown Sewer System. They are no longer using Washington County for inspections and maintenance, but rather Eco Check Natural Systems. • The City hopes to update the Human Resources policies in 2013. Future Service: As we discussed during our meeting, I will tentatively plan to complete our new Slip Trip and Fall Survey during my next visit to the City. I'll plan to contact you in approximately one year to schedule this meeting, but if you should need assistance prior to that time, please feel free to contact me. When completing the Slip, Trip and Fall Survey, I can also address any other safety or loss control concerns the City might have and provide resources. Of course, if there is something more important to address during the next meeting, I can certainly change the agenda. Recommendations and comments are provided for loss control and risk exposure improvement purposes only in conjunction with the insurance program referenced above. They are not made for the purpose of complying with the requirements of any law,rule or regulation. We do not infer or imply in the making of these recommendations and comments that all sites were reviewed or that all possibie hazards were noted. The final responsibility for conducting loss control and risk management programs must rest with the insured. City of Scandia 12-27-12 Page 4 of 8 Status of Past Recommendations: Rec# Recommendation Status Comments All sewer recommendations Produce a formal written sanitary are being considered and 2-OS/10 sewer collection system maintenance (in process) addressed. $127,000 in policy improvements were made to Uptown Sewer System. Develop and Implement a Plan to 3-OS/10 Flush, Jet, and/or Rod the Sewer (in process) See Above Lines at Least Every Three to Five Years 4-OS/10 Televise Sewer Collection System at (in process) See Above least Every Ten Years 5-OS/10 Maintain Comprehensive Sewer (in process) See Above Cleaning Records Produce and keep an up-to-date record 6-OS/10 that tracks maintenance activities (in process) See Above 7-OS/10 Provide "as built" plans in the office (in process) See Above and the field Establish a Formal Fleet Program—In Some of what is recommended is covered in 2-06/07 Progress (some is covered in personnel (unknown) the City's Personnel Policy, policy) but this should be verified. 60 Day Response: I have submitted new recommendations for your consideration as a tool to help guide your risk management efforts. The decision to complete the recommendations, either in part or in full or the decision not to complete the recommendations lies entirely with the insured. The League of Minnesota Cities Insurance Trust believes completion of recommendations can ultimately reduce property, liability or workers' compensation losses as the case may be. I am available to offer additional assistance if needed. Please contact me by mail, fax, telephone or e-mail within the next 60 days to let me know what, if any progress you are making on the recommendations. I look forward to hearing from you. Recommendations and comments are provided for loss control and risk exposure improvement purposes only in conjunction with the insurance program referenced above. They are not made for the purpose of complying with the requirements of any law,rule or regulation. We do not infer or imply in the making of these recommendations and comments that all sites were reviewed or that all possible hazards were noted. The final responsibility for conducting loss control and risk management programs must rest with the insured. City of Scandia 12-27-12 Page 5 of 8 Thanks again to you and Mr. Kieffer for your time and courtesy during my visit. As always, if you have safety or loss control related questions,please don't hesitate to contact me. Sincerely, . �j' �� Jackie L. Torgerson, CSP Senior Loss Control Consultant Phone: 612-766-3170 Email: jtor erg son(c�berkleyrisk.com Copy: Tim Kieffer, PW Director, City of Scandia,t.kieffer(c�ci.scandia.mn.us Joann Buse, Agent, Security State Agency,jbuse(a�themarinebank.com Resources provided the day of my visit: • OSHA Safety Grant Brochure • LMCIT Shop Ergonomics Memos (2) • Ergonomic Risk Factors Handout • LMCIT WC Injury Overview • LMCIT"The Pipeline" PW Blog Information • Workers' Compensation Claims Overview Resources provided via email after the visit: • Old Loss Control Letter • LMCIT Memos on City Volunteers • LMCIT Sewer Incentive Information and Forms Recommendations and comments are provided for loss control and risk exposure improvement purposes only in conjunction with the insurance program referenced above. They are not made for the purpose of complying with the requirements of any law,rule or regulation. We do not infer or imply in the making of these recommendations and comments that all sites were reviewed or that all possible hazards were noted. The final responsibility for conducting loss control and risk management programs must rest with the insured. City of Scandia 12-27-12 Page 6 of 8 APPENDIX New Recommendations: The referenced products andlor services are provided solely as a source of general assistance and should not be taken as the League's endorsement of the particular product or service or a recommendation that it will meet your unique needs. NOTE: You may wish to consider applying for an OSHA safety grant for equipment related to employee safety. Many MN cities have been successful in obtaining an OSHA grant for equipment and tools that improve employee safery and reduce the risk for injury. I provided information during my visit, but ifyou have questions,please contact me. 1-12/12 Consider installing lifting devices in the city shop Raising trucks and mowers off the shop floor to conduct repairs and maintenance such as tire rotation, change oil, removing mower blades, etc. minimizes awkward postures and reduces the potential for sprain and strain injuries. To help prevent the risk of injury and get employees in a more neutral position, the City should consider installing some sort of lift to help with vehicle and mower maintenance. Vehicle Lift (Northern Tool and Equipment) http://www.northerntool.com/shop/tools/product 200330404 200330404 ��i � � Vehicle Lift with ada ter for mower) ��'� � y�. Recommendations and comments are provided for loss control and risk exposure improvement purposes only in conjunction with the insurance program referenced above. They are not made for the purpose of complying with the requirements of any law,rule or regulation. We do not infer or imply in the making of these recommendations and comments that all sites were reviewed or that all possible hazards were noted. The final responsibility for conducting loss control and risk management programs must rest with the insured. City of Scandia 12-27-12 Page 7 of 8 2-12/12 Consider a device to help improve work positioning while working on large vehicles Consider acquiring the"The Stepper" (or a similar product)to provide a stable stepping platform during large vehicle engine maintenance. This will allow employees to access the engine compartments of larger vehicles more easily and will help to reduce the potential for injury. Another option would be portable stairs, so that mechanics have easier access to the engine compartment. http://directorv.fleetma .�com/product/10124171/Safe Shop Tools Inc Stepper II The Stepper Big Step � �y.a + �f • � City of New Brighton -Northern Tool,MN REL Stapleton Topsider Creeper,Model#0- 00019, $229 3-12/12 Consider purchasing some kneeling pads or knee pads There currently aren't any pads for keeling or knee pads. Kneeling on hard surfaces adds significant contact stress to the musculoskeletal system. Kneeling pads relieve the contact pressure associated with kneeling. Consider purchasing ergo kneeling pads to reduce the potential of contact stress from kneeling. http://www.softknees.com/ergokneel.html Many types of pads are available, including boat cushions,which may be a low-cost solution. �,. . I � r +�� ' � � � ��, i '�.. Recommendations and comments are provided for loss control and risk exposure improvement purposes only in conjunction with the insurance program referenced above. They are not made for the purpose of complying with the requirements of any law,rule or regulation. We do not infer or imply in the making of these recommendations and comments that all sites were reviewed or that all possible hazards were noted. The final responsibility for conducting loss control and risk management programs must rest with the insured. City of Scandia 12-27-12 Page 8 of 8 4-12/12 Consider a tailgate lift on future service trucks In the long-term (3-5 years), you might want to consider adding a tailgate lift to a service truck when one is replaced. A tailgate lift reduces the risk of back strain when loading pumps, generators, equipment, and other heavy materials into a service truck. Tail ate Lift examples: Ci of Clearbrook (City of Detroit Lakes) j h 5-12/12 Consider adding a hoist or crane to a city truck A truck mounted jib hoist or a crane would help reduce manual material handling specifically for pulling sewer pumps. This would be a very beneficial tool for Public Works, and could be used for many tasks that involve lifting. � ��� ,____----- _ Recommendations and comments are provided for loss control and risk exposure improvement purposes only in conjunction with the insurance program referenced above. They are not made for the purpose of complying with the requirements of any law,rule or regulation. We do not infer or imply in the making of these recommendations and comments that all sites were reviewed or that all possible hazards were noted. The final responsibility for conducting loss control and risk management programs must rest with the insured.