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CITY OF WEST CHICAGO
FINANCE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE: Resolution No. 20-R-0023
Amending City of West Chicago Loss Prevention Policy. AGENDA ITEM NUMBER: 4. E.
COMMITTEE AGENDA DATE: September 24,
2020
COUNCIL AGENDA DATE: October 5, 2020
STAFF REVIEW: Michael Uplegger, Chief of Police SIGNATURE
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE
ITEM SUMMARY:
Staff is requesting to update the City’s Loss Prevention Policy. The update seeks to improve the effectiveness of the City’s
public service at all levels and to ensure a design that is sufficient to minimize losses due to on-the-job injuries, property
damage and to align with current City operations and safety related practices.
ACTIONS PROPOSED:
COMMITTEE RECOMMENDATION:

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RESOLUTION NO. 20-R-0023
A RESOLUTION AUTHORIZING THE MAYOR TO ADOPT THE AMENDED
LOSS PREVENTION POLICY
BE IT RESOLVED by the City Council of the City of West Chicago, in
regular session assembled, that the Mayor is hereby authorized to adopt the amended
Loss Prevention Policy, in substantially the form attached hereto and incorporated
herein as Exhibit “A”.
APPROVED this 5" day of October, 2020
AYES:
NAYES:
ABSTAIN:
ABSENT:
Mayor Ruben Pineda
ATTEST:
City Clerk Nancy M. Smith

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LOSS
PREVENTION
POLICY
Michael Guttman
CityAdministrator

===== PDF PAGE 64 =====
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Loss Prevention Policy
Table of Contents
I. LOSS PREVENTION POLICY
WI. THELOSS PREVENTION ORGANIZATION RESPONSIBILITIES
(A)
(B)
(C)
(D)
HL.
(A)
(B)
(A)
(B)
(C)
CITY ADMINISTRATOR
SAFETY COORDINATOR
DEPARTMENT HEADS AND SUPERVISORS
EMPLOYEES
EXECUTIVE SAFETY COMMITTEES:
GENERAL
SAFETY SUGGESTION PROGRAM
FACILITY-INSPECTION PROGRAM
GENERAL FACILITY INSPECTION
EMERGENCY EVACUATION TEAMAND PLAN
PURPOSE
NEW EMPLOYEE SAFETY ORIENTATION.
PURPOSE
PROCEDURE
NEW EMPLOYEE SAFETY ORIENTATION PROGRAM
GENERAL RULES
OFFICE SAFETY
HOUSEKEEPING
FIRE PREVENTION
MATERIALS HANDLING
PROTECTIVE CLOTHING AND EQUIPMENT
HAND AND POWER TOOLS
CONSTRUCTION SAFETY ABOVE/BELOW GRADE WORK
WORKING IN CONFINED SPACES
LADDERS AND SCAFFOLDING
MOTOR VEHICLE AND MOBILE EQUIPMENT
ILLINOIS TOXIC SUBSTANCES DISCLOSURE TO EMPLOYEES ACT
EMPLOYEE RIGHT TO KNOW
ON AD
10
11
11
13
13
13
13
14
14
15
16
17
19
19
20
20
20
21
22
22
26
26

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Loss Prevention Policy
VI QCCUPATIONAL INJURYALLNESS CONTROL . 26
(A) WORK RELATED INJURY OR ILLNESS/WORKER’S COMPENSATION 26
(B) RESTRICTED DUTY ASSIGNMENTS 28
VI. ACCIDENTINVESTIGATION, REPORTINGAND REVIEW POLICIES 29
(A) ACCIDENT INVESTIGATION 29
(B) ACCIDENT REPORTING 30
(C) ACCIDENT REVIEW 32
IX. QFFICESAFETY 33
(A) DESK AND FILE CABINET SAFETY 33
(B) OFFICE FURNITURE SAFETY 33
(C) OFFICE EQUIPMENT SAFETY 33
X. HOUSEKEEPING 35
(A) GENERAL RULES AND PROCEDURES 35
(B) STORAGE RULES AND PROCEDURES 35
(C) EXTENSION CORDS AND WORK MATERIALS 36
(D) DISPOSAL 36
(E) ELECTRICAL HOUSEKEEPING 36
(F) CHEMICALS HOUSEKEEPING 36
XI, PERSONALPROTECTIVE EQUIPMENTAND PRACTICES 37
(A) HEAD PROTECTION 37
(B) HAND-ARM PROTECTION 38
(C) HEARING PROTECTION 38
(D) FOOT PROTECTION 38
(E) EXPOSURE CONTROL TO BLOOD BORNE PATHOGENS 39
XI, MEDICAL EMERGENCIES 39
(A) SECURING MEDICAL TREATMENT FOR LIFE THREATENING INJURY OR ILLNESS 39
(B) SECURING MEDICAL TREATMENT FOR NON-LIFE-THREATENING INJURY OR
ILLNESS 39
(C) ADMINISTERING FIRST AID FOR INJURIES AND MEDICAL DISORDERS: 40
XU, BACKINJURY PREVENTION 41
(A) THE PRINCIPLES OF PROPER LIFTING 41

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Loss Prevention Policy
(B)
(C)
BACK SAVING SOLUTIONS
EXERCISES TO ENSURE A HEALTHY BACK
XIV. MOTOR VEHICLE OPERATION
(A)
(B)
(©)
(D)
(E)
(F)
RULES AND PROCEDURES PRIOR TO USE
RULES AND PROCEDURES FOR OPERATION
GUIDELINES FOR LEAVING AN UNATTENDED VEHICLE RUNNING
GAS TANK FILLING PROCEDURE
CITY VEHICLE PARKING PROCEDURES
CITY VEHICLE ACCIDENT PROCEDURE
SMMC NCEE OY ist as Ga Pana a
42.
42
43
43
43
44
44
45
45

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Loss Prevention Policy
I LOSS PREVENTION POLICY
It is the intention of the City of West Chicago to develop, implement and administer an all-
encompassing Loss Prevention Program. The primary goal of the Program is to safeguard the
physical well-being of the City’s employees and residents. Secondarily, the Program seeks to
prevent or reduce damage to City property. To attain the objectives of protecting persons and
property against harm, the Loss Prevention Program establishes the policy goals, procedural
guidelines, program responsibilities and loss prevention methods.
In all of our assignments, health and safety issues should be given the utmost consideration.
Department Heads and supervisory personnel at all levels of the City of West Chicago municipal
workforce are directed to make safety a matter of continuing concern, equal in importance to all other
operational considerations. This program is established to emphasize that effective loss prevention
is an integral part of management procedures designed to fully utilize municipal capital and personnel.
Accidents are clearly unplanned events. ‘They can result in severe bodily injury, reduced services,
wasted resources, lost efficiencies, missed deadlines and other delays. At a minimum, they are time
consuming and disruptive; at a maximum, they may cost a life. To avoid injuries and to prevent
losses, all City employees are directed to make safety a priority.
Empirical evidence shows that continued emphasis on loss prevention techniques, coupled with work
practices refined to correct unsafe working conditions, can significantly reduce the potential for
personal injury, property damage and work disruption. All employees are therefore urged to
incorporate into their daily routines the philosophy that the only acceptable way to perform a task is
to do it safely. To underscore the importance of using safe working practices, the City has made
adherence to loss prevention policies and practices one of the categories which comprise the
performance evaluations of Department Heads, supervisors and all other employees.
To implement the Loss Prevention Policy, the City of West Chicago has adopted such programs as
the Restricted Duty Program, the Drug Free Workplace Policy, Drug and Alcohol Testing Policy,
Employee Assistance Program, and a program implementing an Emergency Management Plan.
Moreover, the City is fully committed to safety training.
This Policy may only serve as an overview of the City’s safety policies and procedures. Departments
have more detailed rules which should be consulted.
Michael L. Guttman
City Administrator

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Loss Prevention Policy
I.
THE LOSS PREVENTION ORGANIZATION RESPONSIBILITIES
(A) CITY ADMINISTRATOR
The City Administrator, as authorized by the Mayor and City Council, directs and supervises the
activities of all Departments which includes the administration of the Loss Prevention Program for the
City of West Chicago. Specific responsibilities include the following:
(1)
(2)
(3)
(4)
(5)
To designate a Safety Coordinator who is responsible for the organization, coordination and
implementation of safety-related programs;
To establish the objectives of the Loss Prevention Program for the City based on the
. recommendations of the Safety Coordinator and the Executive Safety Committee;
To develop in Department Heads a strong commitment to support the City’s loss prevention
objectives and a clear understanding of their respective safety-reiated duties;
To review the minutes of the Executive Safety Committee and to guide the Committee toward
achieving the goals set forth in the Loss Prevention Program; and
To review the annual Loss Prevention Program audits to appraise the effectiveness of the Program.
(B) SAFETY COORDINATOR
The Safety Coordinator is responsible for organizing, coordinating and implementing the City’s
safety-related programs and education. The City Administrator has designated the Human Resources
Coordinator as the Safety Coordinator. Specific responsibilities include the following:
(1)
(2)
(3)
(4)
(5)
To advise the Department Heads and supervisory personnel on accident prevention by
recommending action designed to correct problem areas;
To serve as a member of the Executive Safety Committee, to publish and disseminate an agenda
for each meeting, and to collect and distribute other materials necessary for the discussion
of agenda items;
To secure the assistance of Department Heads, supervisors, State and Intergovernmental
Risk Management Agency (IRMA) officials as is necessary to effectuate the City’s Loss
Prevention Program and to inform the Executive Safety Committee about the status of matters
affecting the Program;
To forward to the Executive Safety Committee recommendations he/she has received for
programs or projects;
To coordinate compliance with federal, state and local safety regulations;

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Loss Prevention Policy
(6)
(7)
(8)
(2
To coordinate all materials necessary for and assist IRMA with the IRMA Management
Assessment Program (IMAP) evaluation;
To review all accident investigation reports; and
To develop and maintain files of meetings minutes and other correspondence.
DEPARTMENT HEADS AND SUPERVISORS
Department Heads and supervisors have full authority and responsibility for creating and maintaining
a safe and healthful work environment within their Departments. To achieve such a work
environment, it is necessary to put into place working procedures which will promote, to the highest
degree possible, the safety of municipal employees and that of the general public.
Department Heads and supervisors may delegate authority and assign responsibility to designees for
many of the duties. assigned to them. They maiy:not, however, delegate te-another their responsibility
for accident prevention. Other specific responsibilities include the following:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
To develop and actively support a Department safety program that will effectively control
the frequency and severity of accidents. This includes the scheduling of safety training
and the dissemination of safety awareness information to all employees;
To develop and use a New Employee Orientation Program which contains a safety awareness
component;
To develop practical safety rules and regulations compatible with the standard operating
procedures of the Department;
To ensure thorough and consistent job and safety training for all employees assigned to or
working for the Department;
To monitor and enforce compliance with established safety rules and procedures and to
discipline employees in accordance with the provisions of the City of West Chicago’s Personnel
Manual;
To establish, maintain and use a system of job safety analysis to train employees;
To demonstrate, by example, good safety practices and a positive attitude toward safety;
To conduct informal meetings for the purpose of planning and laying out daily work
assignments, and to make frequent, individual contacts with employees emphasizing
potential hazards and identifying proper procedures for avoiding them;
To inspect the design of new equipment and vehicles and to ensure that operators have been
properly trained before they operate them;

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Loss Prevention Policy
(10) To ensure that safety equipment, protective devices and proper clothing are provided:and used
by employees in accordance with City policy;
(11) To ensure a thorough investigation as to the causes of all accidents and to take whatever action
is necessary to prevent their occurrence, even if there was no personal injury. All accident and
on- the-job injury reports and accompanying documentation must be forwarded promptly
to the Administrative Services Department/Human Resources Division. The accurate, timely
and complete preparation and submission of the accident reports are measured along with
other components in evaluating a supervisor’s performance;
(12) To inform all employees, whether on permanent or temporary assignment to the Department,
to immediately report all injuries or accidents; and
(13) To provide first aid as necessary in case of a personal injury and to arrange promptly for whatever
medical attention is necessary to treat the injury.
MO RTS ima 1 Phen “Nee
(D) EMPLOYEES
As a condition of employment, each employee is responsible for securing her or his own safety, the
safety of fellow workers and that of the general public to the extent to which the general public is
affected by an act carried out by a City employee. Specific duties include the following:
(1) To willingly accept and actively support all approved safety rules and/or procedures;
(2) To anticipate safety hazards which can arise out of a particular situation not contemplated by
the written rules or procedures;
(3) Toconsult with a supervisor before proceeding with a particular job, if the appropriate procedure
for handling the job is questionable or unknown;
(4) To concentrate on the job at hand, work on it at a reasonable pace, and use the safety precautions
necessary to avoid exposure to injury;
(5) To notify a supervisor promptly of an unsafe condition, activity, suspect employee behavior
or procedure the employee has observed;
(6) To participate actively in the City’s safety effort by making safety suggestions to a supervisor;
(7) To keep work areas clean and orderly;
(8) To use the proper tool(s) or equipment to do a job;
(9) To not operate equipment without having obtained prior authorization and training;
(10) To refrain from engaging in non-work related activities while at work that may cause serious
injury and result in disciplinary action;
(11) To avoid distracting others while they are at work;
8

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Loss Prevention Policy
(12) To wear personal protective equipment (PPE) as required either by rule (e.g. wearing’ a hard-
hat when working in a designated hazardous operations area), practice or common sense;
(13) To present themselves in suitable work attire for the job(s) to be performed;
(14) To report to a supervisor, as soon as possible after medical aid is rendered, all accidents and/or
injuries that have occurred within the scope of employment;
(15) To cooperate with and assist in accident investigations by identifying correctable causes
and preventing their recurrence;
(16) To never report to work or perform job duties while under the influence of drugs or alcohol; and
(17) To:be aware and. ohey all warning labels, signs, tags,. ete. ..
I. EXECUTIVE SAFETY COMMITTEES
(A) GENERAL
(1) Role and Functions: The Executive Safety Committee develops, implements and oversees the
administration of the City of West Chicago’s Loss Prevention Program as authorized by the City
Administrator. In that role, the Committee’s functions include, but are not limited to, the
following:
(a) Develop and recommend loss prevention programs intended to enhance the personal safety
and well-being of employees and residents, and to control the severity and frequency of
accidents in order to reduce damage to property and equipment;
(b) Coordinate, establish and implement annual loss prevention goals and objectives designed to
meet the contemporary needs of the City;
(c) Review safety-related statistical data, records and reports provided by the Intergovernmental
Risk Management Agency (IRMA), City Departments and other sources for the purpose of
making informed decisions with regard to safety policies and practices; and
(d) Review and act on recommendations submitted by the Departments and safety suggestions
submitted by individual employees.
(2) Structure and Appointment:
(a) The City Administrator determines the Committee’s structure which he may amend at
his sole discretion. At present the Committee consists of the Safety Coordinator and
a management representative from each Department (for the Public Works
Department, a representative from each Division). The management representative from the
Police Department is designated as the Chair of The Executive Safety Committee.

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Loss Prevention Policy ~
(b) A majority of the members shall constitute a quorum.
(3) Meetings: The Executive Safety Committee meets on a monthly basis. The meetings will be
conducted on the second Wednesday of the month. The time will be determined at each preceding
meeting. The Chair may call special meetings, cancel meetings due to lack of business, or
reschedule meetings if the majority of the members are in agreement.
(a) A quorum must be present to convene a meeting. Attendance at meetings is mandatory unless
a member obtains prior authorization from the Committee Chair.
(b) The meeting shall be conducted in accordance with the agenda prepared and published by the
Safety Coordinator in advance of the meeting. The agenda shall include the following items:
(i). The.minutes fromthe. preceding Executive. Safety.Committee meeting.
ii) Accidents which occurred since the previous Executive Safety Committee meeting.
the p y g
(iii) New:business.
(c) Written minutes of each meeting shall be taken by the Safety Coordinator and shall be
distributed with the agenda for the subsequent meeting. All minutes are reviewed and
approved by the Committee.
(d) A record shall be kept of the presence and absence of each member at each meeting.
(e) All actions considered by the Committee shall be accomplished by voice vote.
(B) SAFETY SUGGESTION PROGRAM
The City’s Executive Safety Committee is responsible for administering a Safety Suggestion Program.
The Program is designed to encourage input and suggestions from employees regarding safety and
risk management related improvements and to encourage employees to be aware of the possibility for
operational improvements. The Safety Suggestion Program is as follows:
(1) The Committee will promote the Safety Suggestion Program to all City employees by posting
and distributing notices and minutes of monthly meetings to Division and Department Heads.
(2) The Committee will evaluate all suggestions received to determine if they represent a valid
safety suggestion.
(3) The Committee will select a safety suggestion twice annually, voting in July and December.
(4) The Committee will decide on the safety suggestion that would best benefit the City, awarding
$100 to the winner for the first half of the year and $100 to the winner in the second half of the
year.

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+
(5) A Safety Suggestion Submittal Form is required and may be obtained from the Human. .
Resources Coordinator.
Loss Prevention Policy
(6) Employees are not limited in the number of suggestions they may submit.
(7) All employees with the exception of members of the Executive Safety Committee, City
Administrator and Department Heads are eligible to submit safety suggestions.
(8) Suggestions should pertain to the safety of the City employees or residents, describe an idea
or procedure which is not currently in place that will aid in that safety.
(9) Employees should submit their suggestions to their immediate supervisor.
(10) The Comrnittee. Chair or: his designee will. correspond with:.employees who submitted
suggestions, at various stages, to keep them updated on the status of their suggestions.
(11) The Committee Chair or his designee will notify the winners of the awards.
(12) The Committee will follow-up with recipients to make sure evaluation and implementation
are done in a timely matter, in the event the suggestion results in a change.
All employees who encounter a situation which requires immediate action to prevent danger or hazards
should bring the issue to the attention of a supervisor immediately for corrections. Employees should
not use the Safety Suggestion Program for those types of situations.
IV. FACILITY-INSPECTION PROGRAM
(A) GENERAL FACILITY INSPECTION
(1) Purpose: The Facility-Inspection Program seeks to prevent harm to persons and property by
identifying, through daily observation and monthly inspections, existing or potential hazards,
reporting them to proper personnel, and taking appropriate action to correct or prevent the hazards.
(2) Procedure:
(a) Monthly Inspections: A representative from each Department (or Division where applicable)
shall conduct a monthly safety inspection of its facility. Public Works staff shall conduct City
Hall inspections. If a representative is unable to conduct the inspection, he or she shall make
the necessary arrangement to have another Department employee inspect the area. The
substituting members shall use and complete the Inspection Report as described below. The
(b) inspection should focus on the condition of the facilities, tools, equipment, machines and
people acting in the work environment. It should ensure the following:
(i) Good housekeeping, general order and neatness;
11

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Loss Prevention Policy
(ii) Use of protective equipment;
(iii) Adherence to published City and Department safety rules;
(iv) Proper storage and handling of flammable liquids and chemicals; and
(v) Proper maintenance of electrical equipment, power tools, hand tools, electrical cords,
etc.
(c) Furthermore, in the course of general inspection, employees shall:
(i) Check the condition of the general sprinkler system;
(ii) Checic all Jocked sprinkler control valves; © 0 oe
(iii) Check the condition and accessibility of portable fire extinguishers; and
(iv) Check for proper storage arrangement including adequate clearance for sprinkler heads.
(d) Inspection Report: Inspection assignments are made on a rotating basis. While inspecting the
assigned area, the employee shall use and complete the Inspection Report specifically
designed for that area.
Each item on the Inspection Report shall be inspected and rated either as “satisfactory” (S)
or as “needs attention” (NA) on the form. Unless they pose no immediate danger, “needs
attention” items should immediately be brought to the attention of the Department Head,
immediate supervisor, or the Safety Coordinator.
For each item rated “needs attention”, the inspector should recommend how the condition can be
remedied.
(e) Written and Oral Reports: The Inspection Report shall be submitted monthly to the Safety
Coordinator or her/his designee.
(f) Hazards Requiring Immediate Attention: When a hazard is discovered which requires
immediate correction, the employee shall notify her/his supervisor immediately so that the
proper action can be taken without delay. The employee should complete a Maintenance
Request Form describing the problem, and give the form to the supervisor who will forward
it to maintenance.
(g) Action on “Needs Attention” Type Hazards: A “needs attention” type hazard requires that the
person so notified have the condition corrected within a reasonable time as is determined by
the severity of the condition.
12

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Loss Prevention Policy
V. EMERGENCY EVACUATION TEAMAND PLAN
(A) PURPOSE
To ensure, to the greatest extent possible, the safety and well-being of City employees and residents
who are at or near the City-operated building in which a fire, bomb, tornado, or other threat presents
a danger to lives or property. This section does not intend to establish the response procedures
for City-wide emergencies and/or catastrophes as defined in the City of West Chicago’s Emergency
Action Plan.
VI. NEWEMPLOYEE SAFETY ORIENTATION
(A) PURPOSE
The City of West Chicago believes that expedient and proper training is an effective loss prevention
tool. The City has therefore implemented a New Employee Safety Orientation session, which is
conducted within the first week of employment with the City.
The orientation stresses the City’s commitment to safety and urges employees to be safety conscious
at all times including periods of work preparation, performing on the job, cleaning up and walking to
and from the job.
The orientation is not intended to substitute for job specific training, which must be conducted as soon
as the employee reports to work. Rather, the orientation covers topics which deal with general safety
rules, principles and procedures applicable to most work situations within the City of West Chicago.
The orientation topics include, but are not limited to, the following:
(1) General rules
(2) Office safety
(3) Housekeeping
(4) Fire prevention
(5) Materials handling
(6) Protective clothing and equipment
(7) Hand tools
(8) Power tools
(9) Construction safety- above and below grade work
(10) Working in confined spaces
:

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—
Loss Prevention Policy
(11) Ladders and scaffolding
(12) Motor vehicle and mobile equipment
(13) Illinois Toxic Substances Disclosure to Employees’ Act
(14) Employees Right-to- Know Policy
(B) PROCEDURE
The safety orientation will be administered by the new employees’ supervisor and the human
Resources Coordinator. Attendance is mandatory and is documented.
(C) NEW EMPLOYEE SAFETY ORIENTATION PROGRAM
INTRODUCTION
Safety is an area where there must be constant training. It is necessary for new employees to be made
aware of City safety policies. This can be accomplished in a general fashion by a review of the City’s
Loss Prevention Policy. This introduction to safety and employee welfare will be augmented with on-
the-job training wherein new employees will be introduced to the safe way of doing the jobs to which
they have been assigned.
The goal of this Orientation Program is to familiarize each new employee with general safety
rules and practices. It can be accomplished by having the new employee understand the following:
(1) The City is sincerely interested and concerned with preventing accidents and injuries to property
and persons.
(2) Accidents can be prevented through proper planning, training, and understanding the hazards
inherent in the work environment.
(3) Each employee is required to report to her/his supervisor unsafe working conditions whenever
they are encountered.
(4) Supervisors will give specific job instructions and training. No employee is expected to
undertake a job assignment until he/she has learned how to do it safely as determined by the
supervisor or her/his designee.
(5) No employee should undertake a job that appears to endanger her/his safety or well-being.
The employee should notify the supervisor of the suspected hazard and wait for instructions on
how to proceed.
(6) After medical attention is provided (if needed), every employee is required to report immediately
to the supervisor any job-related injury or illness, or any incident which resulted in property
14
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Loss Prevention Policy
(7)
(8)
(9)
(10)
(11)
damage (e.g. automobile, equipment, tools, structures, etc.), regardless of the severity of the injury
or damage.
Employees must cooperate with and assist in the investigation of accidents to aid in identifying
the causes and to prevent their recurrence.
Employees are expected to keep work areas as clean and orderly as possible.
Employees must wear required protective equipment.
When reporting to work, employees are expected to present themselves suitably attired for the
job they will be performing. Employees who are provided with uniforms are expected to wear
them, unless exceptions apply as determined by their Department Head or his or her designee.
Planning ahead and anticipating events will eliminate the potential for having or causing
an accident.
GENERAL RULES
The employee will become familiar with the general safety procedures as outlined in this Policy.
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
The employee must report all personal injuries, no matter how minor, to the supervisor
immediately. This must be done whether or not the injury resulted in lost work time or required
medical attention. Federal and State laws, including the Workers’ Compensation Act require,
prompt reporting of accidents.
Employees can minimize the frequency and severity of accidents by avoiding horseplay
and_ practical jokes on the job.
Drinking alcoholic beverages before and on the job or on City premises is prohibited. An
employee reporting to work under the influence of alcohol, during working hours, shall be
subject to the Drug/Alcohol Free Workplace Policy outlined in the City of West Chicago’s
Personnel Manual.
Work at a speed consistent with safety.
Keep in good physical condition to perform the duties of the position.
Use the handrails on stairs or elevated places.
Avoid jumping from an elevated surface such as a truck bed, ladder, table, bench or platform.
Always inspect tools and other equipment before use. Do not use tools and equipment that
are defective. Instead, place a “Lock-out” tag on the defective object and notify your supervisor
and other potential users of the defect and of the action you took.
is

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Loss Prevention Policy
(9) Remove splinters from workbenches, tables, bins, shelves, etc.
(10) Remove, cut off, or hammer protruding nails, staples, or steel straps.
(11) Work clear of suspended loads; if a load is moved to the area where you are working, stand
aside until it has passed.
(12) Obey warning signs and tags as they are posted to identify hazards.
(13) Operate only the machinery you are authorized to use.
(14) Remove jewelry such as rings, identification bracelets, etc. before doing work involving
climbing, material handling, or operating equipment. Medical ID tags should be worn on neck
chains under clothing.
(15) Never reach over moving parts of machinery or equipment.
(16) Never operate machinery or equipment without proper safeguards.
(17) Report to work in appropriate clothing suitable for the type of work you perform. This includes
footwear. Avoid wearing loose clothing near machinery or equipment with moving parts.
(18) Wear protective clothing as required.
(19) Common sense, health and sanitation rules must be observed for the welfare and consideration
of fellow employees.
(20) Always turn off mechanical equipment, including office equipment, before making any
adjustments or repairs.
(21) If you must work alone, tell someone where you are and how long you will be.
(22) Ifa floor hatch is removed for any reason, the immediate areas shall be barricaded.
OFFICE SAFETY
The employee shall be made aware of the fact that office work is more dangerous than
commonly supposed and become familiar with accident prevention strategy.
(1) Every employee shall be responsible to see that her/his own desk and work area are kept clean and
orderly. Pick up items such as pencils or paper clips and wipe-up spilled liquids. Good
housekeeping is the key to a safe office environment.
(2) Watch for loose or rough floor covering.
(3) Be extra cautious when you come to a two-way, swing door that can be pushed toward you. Open
it cautiously and be careful when you approach it.
16
i i etl lee

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Loss Prevention Policy
(4) Hastily walking between desks can result in bruises and falls. Watch out for trip hazards and keep
them out of aisles.
(5) All file, desk, and table drawers shall be kept closed when not in use. Never leave an open drawer
unattended and never open more than one file drawer at a time.
(6) Overloading the top drawer of an unsecured file cabinet can cause it to fall over. If you are
unfamiliar with the file cabinet, test the drawers and be careful not to pull them out too far if you
are uncertain as to whether they have a locking device on them.
(7) Furniture such as tables, desks and chairs must be maintained in good condition and free from
sharp corners, projecting edges, wobbly legs, etc. Make your supervisor aware of defective
furniture.
(8) Tilting chairs, when improperly used, can be hazardous. Make sure that your chair is in good
condition and located behind you before you sit down, «=
(9) Never use chairs, desks or other office equipment as a makeshift ladder. Use a stepladder. Do not
overreach as you may strain a muscle or lose your balance.
(10) Keep the blades of paper cutters closed when not in use.
(11) Pencils are safest when carried point down in pockets.
(12) Use proper care when using scissors, paper cutters, glass and razor blades.
(13) Keep hands clear of electric typewriter carriages.
(14) Use a sponge or other wetting device for envelopes. Use rubber finger guards when working
with stacks of paper.
(15) Keep paper clips, thumb tacks and pins in places where they will likely not be an immediate
source of injury.
(16) Be sure electrical office equipment is grounded and that the cord is in good condition. Ifa
machine gives you a shock and/or starts smoking, unplug it and report it.
Employees will understand the importance of Office Safety and will become familiar with the
safety procedures as established in Section IX of this Policy.
HOUSEKEEPING
Discussion under this section will include good housekeeping techniques and prevention of
injuries that can be caused by falling objects or tripping over objects.
Good housekeeping means efficient performance. When materials, tools and equipment are
stored, they are easier to find for use and inspection.
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The following are good housekeeping practices:
(1) Keep work areas and storage facilities clean and orderly.
(2) All aisles, stairways, passageways and exits to buildings should be kept free from obstructions
at all times. All grease and water spills should be cleaned at once to avoid slipping hazards.
When clean up cannot be done immediately, the area should be appropriately guarded, signed
or roped off.
(3) Do not place supplies on top of lockers, boxes, hampers or other movable containers at a height
where they are not visible from the floor.
(4) When stacking boxes and other materials for storage, make sure that the base is firm and
level. Cross tie each layer. Keep stacks level and at a reasonable height. Keep aisles clear and
provide adequate space to work between stacks.
(5) When storing materials suspended from racks or hooks, secure them from falling and
route walkways a safe distance from the surface beneath.
(6) When storing materials overhead on balconies, provide adequate toe boards to prevent
objects from rolling over the edge.
(7) Do not allow food and drink containers, soiled clothing, etc., to accumulate in lockers and/or
work places.
(8) Tools, equipment, machinery and work areas are to be maintained in a clean, safe manner.
Defects and unsafe conditions should be reported to your supervisor.
(9) Return tools and equipment to their proper place when not in use.
(10) Lay out extension cords, air and water hoses, ladders, pipes, tools, etc., in such a way to
minimize tripping hazards or obstructions to traffic.
(11) Nail points, end of loop wires, etc., should not be left exposed when packing and unpacking
boxes, crates, barrels, etc. Nails are to be removed as soon as lumber is disassembled.
(12) Wastebaskets are to be emptied daily into approved containers.
(13) Oily and greasy rags should be put in a metal container expressly provided for that purpose,
clearly marked and emptied daily.
(14) Obscure areas should be properly lighted.
(15) Employees should wash hands before and after handling food, tobacco, etc.
(16) Employees should not handle motor fuel without proper PPE.
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(17) All switches or drives on machinery should be shut down, locked out and tagged with a sign
before cleaning, greasing, oiling, making adjustments or repaired.
(18) Control or fuse boxes should be kept closed at all times and clear of debris.
(19) Extension cords should not be run across aisles or through oil or water. Cords should be
inspected for kinks, worn insulation and exposed strands of wire before each use.
(20) When fuses continually burn out, it is an indication of an overload or short circuit. This
condition should be reported to your supervisor.
(21) Keep electrical equipment properly oiled and free of grease and/or dirt.
(22) To prevent static sparks, keep drive belts dressed. Also check belts for proper tension to
prevent overloading motors.
(23) Fire inspections and preventative measures should be maintained.
(24) Keep safety in mind when selecting housekeeping supplies and equipment — try to minimize
the use of chemicals that cause skin irritations, have harmful vapors, are combustible or
otherwise harmful to the user. Read the SDS before use.
(25) All chemicals, solvents and fuels will be clearly marked on the container.
(26) All containers of chemicals should be clearly labeled so as there is no question of what
they contain.
Employees will understand the importance of Good Housekeeping and will become familiar with the
safety procedures as established in Section X of this Policy.
FIRE PREVENTION
Fire is one of the most damaging disasters that can occur. A variety of activities are performed during
operations within the City where potential fire hazards exist. Planning and using common sense in
situations where combustible materials are present can prevent fire. Remind new employees that
smoking is prohibited in City buildings as stated in the Personnel Manual.
MATERIALS HANDLING
The type of injuries that have been experienced handling materials include strains, sprains, hernias,
ruptures, punctures, fractures and lacerations.
Accidents of this nature can be avoided by planning, using Personal Protective Equipment (PPE) and
mechanical equipment when possible, and thinking about the proper way to complete the task and the
proper tools needed to perform it.
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Operating special equipment, as outlined in this section, will be the responsibility of the Department
members using the equipment.
PROTECTIVE CLOTHING AND EQUIPMENT
The importance of PPE and clothing will be emphasized.
During this instruction, new employees will become familiar with the various examples of protective
equipment available, and the appropriate general clothing, its conditions and how it should be worn.
The instruction will further include discussion on:
(1) head protection;
(2) face and eye protection;
(3) hearing protection;
(4) foot protection;
(5) hand protection; and
(6) respiratory protection.
Employees will understand the importance of PPE and will become familiar with the safety procedures
for using PPE as established in Section XI of this Policy.
HAND AND POWER TOOLS
A brief overview of hand and power tools will be given during the discussion of this section.
Since each Department’s staff may or may not be involved in the use of this equipment, this instruction
should be conducted as the need arises at the Department level.
CONSTRUCTION SAFETY ABOVE/BELOW GRADE WORK
During this instruction, the principal hazards affecting City employees and/or public safety will be
discussed.
(1) Excavation resulting in gas explosion, electrocution, flash burns, etc.
(2) Rupture of gas, water and sewer facilities from using mechanical compacting, boring or digging
equipment.
(3) Electrocution resulting from contact with buried or overhead electrical wires.
(4) Interruption of electrical services of communications lines from dig-ups, pole collapse, etc.
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(5) Fractures, contusions, crushes, etc., from being struck by or caught in materials and/or machinery
or cave-ins.
(6) Strains from lifting and materials handling tasks.
(7) Eye injuries from dust and debris propelled by machinery and tools used in those operations.
(8) Construction accidents can be prevented by planning every job, reading the Job Safety Analysis
(JSA), coordinating with J.U.L.LE. and other local utilities to locate services near the job site,
instruction of workers about hazards as each job is explained to them, use of approved protective
clothing and equipment, and adherence to approved safe job procedures.
The employee will also be made aware of the utilities a City employee must be aware of at a job site.
The remaining areas of this section, such a supervisor responsibilities and training about each type of
service, should be done at the Departmental level.
WORKING IN CONFINED SPACES
Safety precautions when working in these areas will be described and the employee will be made
aware of potential hazards such as dangerous air contamination. Individual Department members will
provide employees with OSHA approved training. The safety procedures recommended for this
section will be as follows:
(1) Before entering confined spaces, a test should be made to determine whether explosive/toxic gases
are present and also if sufficient oxygen is present.
(2) Venting of hazardous atmospheres should be performed before entering.
(3) Maintain adequate ventilation while working.
(4) When using portable blowers to ventilate, make sure that air intake will not pick up carbon
monoxide fumes from the engines of nearby vehicles.
(5) Adequate respiratory equipment should be available for use if necessary and all potential users
shall be instructed in the proper use of such equipment.
(6) No employee should enter an underground confined space without a safety belt or harness
attachment to a lifeline that is tended by another employee at the point of entry using an inspection
certified tripod and winch retrieval system.
(7) Smoking and open flames are prohibited in and around an underground operation or confined
space. ;
(8) When opening manholes in streets, use barricades and warning signs to protect pedestrian traffic
and to alert vehicle traffic to the hazard.
(9) Do not allow exits to be blocked.
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(10) Ladders should be used as the second escape route when entering manholes, sewers, tanks or other
underground confined spaces unless steps are available. Also, the top of the ladder should be tied
to something secure when possible to prevent it from slipping.
(11) Only lights approved and provided by Department Supervisors should be used in manholes and
sewers.
(12) Air supply should be shut off at the supply source when changing air tools (shutting off air
supply by bending or pinching air hoses is prohibited)
(13) No gasoline or diesel engine should be operated in the shop or other enclosed places unless the
exhaust is connected to the proper outlet.
(14) Before entering any confined space, the supervisor should be notified of:
(a) The people involved in the operation;
(b) The location of the confined space entry; and
(c) The estimated amount of time the entry should take.
(15) When the confined space work has been completed, the supervisor should be notified.
LADDERS AND SCAFFOLDING
Proper care in placement and use of ladders and scaffolding will be discussed. Explanation of
preventing electrocution and falls will be covered. Individual Department members using this
equipment will provide employees with OSHA approved training.
MOTOR VEHICLE AND MOBILE EQUIPMENT
During this period of instruction, safe operation and the responsibilities of operating City-owned
vehicles will be stressed. The importance of operating a vehicle in a safe manner is imperative since
it will project an image to members of the community. Also, during this period of instruction, a
verification of possession of a valid driver’s license will be done.
The following safety procedures are recommended, along with an explanation of relevant areas of
the Illinois Vehicle Code:
(1) All employees should be responsible for a safety check; a Pre-and Post-Trip Inspection Form
will be completed each day for any vehicle or mobile equipment they are assigned to drive.
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(2) Safety checks for vehicles requiring a CDL license shall include the following:
Lights Power steering fluid reservoirs Motor Oil
Horn Windshield washers — wipers Hydraulic systems
Directional signals Tires and lug nuts Belt hoses
Brakes and brake fluid Clutch travel Heavy equipment
Safety checks for passenger vehicles, at a minimum shall include the following:
Lights Horn
Directional signals | Windshield washers and
wipers Tires Brakes
Clutch travel Motor oil gauges
Updating driving skills yearly is encouraged by participation in the Intergovernmental Risk
Management Agency’s NAPD driver’s training or other approved training.
(3) Position all adjustments for safe driving before putting the vehicle into gear, such as seat, inside
and outside mirrors and sitting positions.
(4) Drivers of City vehicles must possess a valid driver’s license and they must be thoroughly
familiar with State and local regulations governing motor vehicle operation. The fact that an
employee may be operating an emergency vehicle does not exempt the employee
from civil or criminal liability for the consequences of wantonly reckless driving. Even though
emergency equipment has warning devices, the drivers are expected to proceed with caution.
(5) All slow-moving equipment operated in public rights-of-way should be equipped with a
triangular-shaped reflective sign in accordance with the Illinois Motor Vehicle Code.
(6) Load security:
(a) Supplies transported in motor vehicles should be secured in such a manner that they will
not be dislodged or fall out or forward during transit or sudden stops.
(b) Drawers in trucks should always be secured before driving the truck.
(c) All tower equipment (ladder trucks, aerial buckets, etc.) should be checked and secured
prior to the movement of the vehicle.
(d) Only materials and equipment necessary to carry out City business should be transported in
or on City vehicles.
(7) Do not operate a vehicle after taking prescription medication or strong over-the-counter
medication that warns against its use and operating machinery. Remember that drugs, illness
or extreme fatigue may affect your ability to judge distances, speeds and driving equipment.
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(8)
(9)
All persons who drive or ride in City vehicles are required to wear the installed seat belts at
all times that the vehicle is in gear.
Not more than three persons should be permitted to ride in the front seat of any vehicle. Persons
should not be transported in any vehicle unless safe and secure seating is provided for each
person. Riding on the back of trucks is expressly prohibited.
(10) City vehicles may not be used to transport hitchhikers, except police vehicles.
(11) All motor vehicle laws — Statute or Ordinance — should be adhered to at all times.
(12) Parking vehicles:
(a) Except when working conditions require otherwise, parked vehicles should have the motor
stopped, keys removed and emergency brakes set, placed in Park, or left in gear for manual
transmissions.
(b) If on a downgrade, turn front wheels towards the curb. If on an upgrade, turn away from the
curb, Set brakes and leave transmission in park, or left in gear for manual transmissions, before
leaving the driver’s seat.
(c) Vehicles will not be parked in posted or non-posted fire or safety zones or on the wrong side
of the street facing traffic except in case of emergency.
(d) When trucks or vehicles must be stopped on streets or highways, adequate warning signals
must be used including a person to control traffic if necessary.
(e) Turn signals should not be used as a parking warning.
(f) Before leaving the curb, look to see that no cars are approaching from either direction and
signal your intention.
(13) When backing up a vehicle, be sure the way is clear. Get out of the vehicle when necessary,
and inspect the area to be backed into. Back up slowly. Sound horn while backing when
necessary. If there is another employee along, this person should get out and direct the backing.
(14) Drivers must be alert while driving near children. Children must be kept from playing in or
on City equipment. While working in areas such as schools, parks, playgrounds, etc., drivers
must be especially watchful for children and drive carefully and slowly at all times.
(15) Stay within posted speed limits. Slow down to suit conditions.
(16) Do not assume right of way. The driver who has the last chance to avoid an accident may be
the driver in the legal right. Therefore, always be prepared to yield or stop.
(17) Keep a safe distance behind other vehicles. Do not allow others to follow too closely by slowing
down the vehicle and allowing the other vehicle to pass alongside you.
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(18) Signal intentions at least 100 feet in advance, including lane changes and actual changes
in direction. Do not allow yourself to be in a position that requires sudden backing.
(19) Turn on low beam headlights whenever weather conditions require the use of windshield
wipers. Never drive with only the vehicles parking lights on.
(20) Filling tanks:
(a) No smoking.
(b) Shut off motor.
(c) Discharge your static electricity.
(d) To prevent static charge do not reenter your vehicle while gasoline is pumping.
(e) Ifa fire starts, do not remove nozzle — back away immediately.
(f) It is unlawful and dangerous to dispense gasoline into unapproved containers.
(g) No filling of portable containers in or on a motor vehicle. Place the container on the
ground before filling.
(h) Don’t use a cell phone.
(21) In the event of an accident involving City-owned vehicles, the following procedure will
be followed:
(a) Immediately arrange for first aid or other medical treatment if necessary.
(b) Notify the Police Department having jurisdiction immediately and request an officer at
the scene.
(c) In the event the Police Department having jurisdiction fails to appear within a reasonable time,
exchange names, addresses, phone numbers, vehicle serial numbers and insurance company
information. Never express an opinion as to fault or how the accident may have been avoided.
(d) The driver of the City vehicle must report the accident to her/his supervisor as soon as
possible. The supervisor shall report this accident to the proper authorities as soon as
possible.
(e) All claims against City insurance policies are to be forwarded to the appropriate
Department Head and Administrative Services Department/Human Resources Division.

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ILLINOIS TOXIC SUBSTANCES DISCLOSURE TO EMPLOYEES ACT
During this period of instruction, the employees will receive a thorough explanation of the law
regarding the potential health hazards from working with toxic substances.
Discussion will be specific regarding:
(1) Signs
(2) Safety Data Sheets
(3) Labels
(4) Training
Basic precautions regarding the employee’s safety by preventing contact with eyes, skin or clothes
will be stressed. Instruction regarding specific substances and their handling should be done at the
Department level.
EMPLOYEE RIGHT TO KNOW
The Right-to-Know refers to workers’ rights to information about chemicals in their workplaces. The
federal law that provides these rights is the OSHA Hazard Communication Standard (29CFR
1910.1200)
VII. OCCUPATIONAL INJURYAILLNESS CONTROL
(A) WORK RELATED INJURY OR ILLNESS/WORKER’S COMPENSATION
(1) Definition: Work related illness or injury means illnesses or accidental injuries which arise in the
course of or as the result of employment with the City. The determination of compensability for
a work-related injury or illness shall be made by the Intergovernmental Risk Management Agency
(IRMA), the City workers’ compensation carrier and claims adjudicator, as prescribed by State
law. If an injury or illness is determined to be compensable, the medical bills shall be processed
and paid for as provided under the Illinois Workers’ Compensation Act or the Illinois Occupational
Disease Act, whichever is applicable.
(2) Lost Time Resulting from a Work-Related Injury: The first three days of lost time resulting from
a work-related injury shall not be paid by the City and the time lost shall be deducted from the
injured employee’s accumulated sick leave time, unless the disability continues for 14 calendar
days or more. Any additional time lost due to the same work-related injury shall be compensated
as provided under the Illinois Workers’ Compensation Act or the Illinois Occupational Disease
Act, whichever is applicable.
(3) Compensation: Workers’ compensation payments are paid per by State law. As the City receives
the workers’ compensation payments from IRMA, the Administrative Services Department
will process accordingly.
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(4) Accident Reporting Procedures
(a) Employee’s Responsibility: An employee who becomes ill or injured in the line of duty shall:
(i) Notify her or his supervisor immediately of the injury or illness. Failure to do so may result
in disciplinary action up to and including termination.
(ii) Obtain a Physician’s Release Form from the treating physician whenever the employee
leaves work, due to an injury or illness. An employee should obtain a Physician’s release
form whenever the employee seeks medical treatment for an injury or illness even if the
medical treatment was administered outside of normal working hours and/or the employee
misses no work as a result of the injury or illness.
(iii) Submit the Physician’s release form to the supervisor at the beginning of the shift on
which the employee reports back to work. No employee can resume work without
having submitted a medical release form.
(iv) When the physician does not release the employee for work, the employee shall:
1. Submit to her or his supervisor a physician’s report showing the date of the next
examination, or the date on which the employee will be released for full duty. The
employee is expected to report for work on the date indicated on the Physician’s
release form. Failure to report leads to forfeiture of pay, unless the employee submits
another physician’s report reflecting continued disability until some other specified date.
2. Keep the supervisor advised of the employee’s progress between doctor’s visits.
3. Inform the supervisor immediately of the outcome of a follow-up medical examination.
4. Not engage in any activity that may prolong the recuperation process.
5. Discuss with the supervisor and the treating physician the City’s Restricted Duty Policy
and seek to return to restricted duty if an assignment is available that can accommodate
the physical and/or medical restrictions imposed on the employee by the treating
physician,
(b) Supervisor’s Responsibility
(i) Ask the employee for a physician’s release form and permit the employee to work only
if he or she has furnished the supervisor with a full release. Forward the release to the
Administrative Services Department/Human Resources Division.
(ii) Monitor the progress of employees who are absent for extended periods of time and advise
the Administrative Services Department/Human Resources Division of their status.

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(iii) Monitor the dates of follow-up medical examinations, restricted duty assignments, and
dates on which employees are expected to return to full duty as stated on the physician’s
report.
(iv) Discuss the City’s Restricted Duty Policy with employees and encourage them to ask the
treating physician about returning to a restricted duty assignment.
(v) Immediately advise the Administrative Services Department/Human Resources Division
staff of any changes in the employee’s status, such as delayed return dates, changes in
medical examination dates and other changes in status.
(B) RESTRICTED DUTY ASSIGNMENTS
(1) Purpose: The purpose of this Policy is to clarify the conditions under which the City will place an
employee on restricted duty, and to provide guidance to the Department Staffs for administering
the Policy consistently. For employees covered by a Collective Bargaining Agreement, the
provisions of the Agreement shall control the application of restricted duty assignments.
(2) Responsibility: All requests or requirements for a restricted duty assignment based on physical or
medical restrictions must be approved by the Department Head upon consultation with the City
Administrator. In the event the restricted duty assignment is for 10 working days or more, written
approval of the City Administrator is required. Under no circumstances will an employee perform
restricted duty without a written medical opinion from a physician stating that the employee is able
to return to work and perform restricted duty without significant risk that such return to work will
aggravate the employee’s condition. Nothing in this Policy shall be construed to require the City
to create restricted duty assignments for an employee. Employees will only be assigned to
restricted duty when the City determines that City operations permit it.
(3) Restricted Duty Defined: Restricted duty is defined as work which can be accomplished by an
injured or ill employee within the stipulated medical or physical limitations, and without exposing
others to the risk of being harmed. Restricted duty may consist of work which is performed for
less than a full work day by an employee whose medical or physical restriction prohibits her or
him from working a full day, as evidenced by a physician’s report. Restricted duty as defined
herein excludes assignments requested for reasons other than to accommodate a medical or
physical restriction.
(4) It is the policy of the City to provide restricted duty work for reasons including, but not limited to,
the following:
(a) To assist employees in recuperating from a temporary illness or injury by reintroducing them
gradually to the demands of full duty work.
(b) To conserve resources by having recuperating employees accomplish meaningful work that is
otherwise performed by the regular work force.
(c) To prevent or discourage the abuse of sick leave or workers’ compensation benefits.
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(d) To assist in determining an employee’s fitness for duty.
(5) Duration: Restricted duty assignments will not be made permanent and may be denied if an
employee does not reasonably expect to return to her or his regular duty within six (6) months
from the date he or she applies for restricted duty. Only in the most unusual circumstances, and
at the sole discretion of the City will restricted duty be extended beyond the six (6) months and
only if the employee can reasonably and at the direction of the City, be expected to return to full
duty thereafter.
(6) Case by Case Consideration of Requests: Each restricted duty request is considered independently
of any other past or present request. Thus, the circumstances of each case and the needs of the
City and the relevant Department at the time the request is made shall determine the outcome.
(7) Examination by City Selected Physician: The City may require any employee who is either
requesting or performing a restricted duty assignment to submit to an examination by a City chosen
physician at the City’s expense. Ifthe treating physician’s recommendation differs from the City’s
physician, the City may seek the opinion of a third physician mutually acceptable to the employee
and the City.
(8) Forfeiture of Workers’ Compensation Benefits: An employee who is released for restricted duty
must notify her or his supervisor of the release immediately.
(9) Employees Not Released for Restricted Duty: When the employee is not released for restricted
duty, the general provisions in the Personnel Manual on work-related disability leave apply
specifically.
(10) Restricted Duty — Pregnancy: The policies governing restricted duty will apply equally to
pregnancy. Prenatal job restrictions imposed by either the treating physician or the City’s
physician are reviewed to determine whether assignments within the restrictions are available.
VU. ACCIDENT INVESTIGATION, REPORTINGAND REVIEW POLICIES
(A) ACCIDENT INVESTIGATION
(1) Responsibility: The supervisor responsible for the injured worker or driver involved in an accident
or disruption to operations is responsible for conducting an investigation and completing the
accident reports.
All occupational injuries or vehicle accidents resulting in property damage and/or personal injury
or illness must be reported immediately by the employee involved and investigated by her or his
supervisor, Please note that any driver operating a vehicle requiring a CDL will be subject to the
City’s Drug and Alcohol Testing Policy as required by federal law.
(2) Guidelines: An investigation must begin as soon as possible after the occurrence, or as soon as
possible after learning of the occurrence. The supervisor should expect to:
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(a) Make a personal inspection of the location of the accident area and/or working conditions.
(b) Ask questions of those involved and co-workers that witnessed the occurrence concerning
the events and conditions immediately prior to the accident and what they may have seen or
heard.
(c) Inspect the tools, materials, equipment or vehicles involved in the accident.
(d) Compile essential information that answers to the following: Who, What, When, Where,
Why and How.
(e) Complete all necessary reports.
In no way shall the supervisor’s investigation impede the investigation of any police
agency investigating the accident.
(B) ACCIDENT REPORTING
(1) Purpose: The purpose of reporting accidents is two-fold. Complete and accurate reporting assists
in prompt payment for replacement or repair of damaged equipment and in documenting accident
investigations.
(2) Reporting Procedures:
(a) Job-Related Injury/Illness: An employee shall report any job-related injury or job-related
illness immediately. Failure to report job-related injuries or illnesses on time may result in
disciplinary action.
(b) Property Damage and Other Work-Related Accidents: Employees shall notify their
supervisors as soon as possible of any work-related accident involving either damage to City
property, another person or her/his property. In no event shall such an accident go unreported for
more than 24 hours.
(c) Reporting Responsibilities of Department Heads: The Department Head or her/his designee
shall notify the Administrative Services Department/Human Resources Division Staff of an
accident as soon as possible. Subsequently, he or she shall complete and forward the forms
to the Administrative Services Department/Human Resources Division as soon as possible:
(i) Incident/First Aid Report or Employer’s First Report of Injury or Illness (Form 45),
(ii) Physician’s Report (if applicable).
(iii) Supervisor’s Investigation Report
(iv) Property Accident/Damage Report
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(v) Vehicle Accident/Damage Report
(vi) General Liability Accident Report
(vii) Incident/Accident Investigation Report
(viii) Any other documentation that the supervisor believes is pertinent to documenting the
accident and easing claims processing
(d) Reporting Responsibilities of the Human Resources Coordinator: The Human Resources
Coordinator or her/his designee is responsible for submitting the Form 45 and all other Reports
and documentation relevant to a personal injury accident to IRMA. If applicable, the injury
shall be reported on the OSHA Log 300. The Human Resources Coordinator also handles all
the accidents not involving job-related injuries or illnesses.
(3) Accident Forms
(a) Incident/First Aid Report: Employees will complete this form for any accident that may or
may not have required first aid, but did not require clinic or hospital treatment.
(b) Employer’s First Report of Injury or Illness (Form 45): Employees shall assist their
supervisors in completing the Employer’s First Report of Injury or Illness form. The
supervisor shall forward the completed form to the Administrative Services
Department/Human Resources Division.
(c) Physician’s Report: The employee’s physician must complete this form before the employee
is allowed to return to work. The form indicates that an employee is or is not able to return to
full-time work with or without restrictions.
(d) Supervisor’s Investigation Report: The employee’s supervisor must complete this form. All
questions must be answered including how the injury/illness could have been prevented and
what remedy the supervisor suggests. The completed form will be forwarded to the
Administrative Services Department/Human Resources Division.
(e) Property Accident/Damage Report: Section one of this form must be completed by the
employee responsible for the property involved in the loss. Ifa police report is attached to the
form, items on the police report need not be completed on the property accident/damage report.
The supervisor or Department Head of the employee who completed section two of the form.
Upon completion, the form will be forwarded to the Administrative Services
Department/Human Resources Division.
(f) Vehicle Accident/Damage Report: Section one of the form must be completed by the
employee involved in the accident. Ifa police report is attached, the items covered in the police
report need not be filled out on the form. The supervisor or Department Head of the employee
involved in the accident shall complete section two of the form. The completed form should
be forwarded to the Administrative Services Department/Human Resources Division.
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(co
(1)
(2)
(g) General Liability Accident Report: The employee who was involved in or witnessed the
accident must complete section one of the form. If no employee is involved, the person who
is responsible for reporting the accident should complete section one. If a police report is
attached, the items covered on the police report need not be covered on the form.
(h) Incident/Accident Investigation Report — The employee and any witnesses must complete this
form for all incidents/accidents related to vehicle and property damage or injury/illness of a
work-related nature. The form will be reviewed by the employee’s supervisor.
The supervisor or Department Head of the employee who completed section one should fill
out section two. The report should then be forwarded to the Administrative Services
Department/Human Resources Division.
(i) Authorization and Release: The employee’s name must be added and the employee must sign
and date the form.
ACCIDENT REVIEW
Purpose: As part of its function, the Executive Safety Committee reviews all work-related
personal injury accidents, as well as incidents and accidents resulting in, or having the potential
to cause, damage to motor vehicles, equipment or other property which occur in the department.
The Committee identifies the causes, determines preventability and takes whatever action is
necessary and appropriate to prevent recurrence.
Procedure
(a) The focus of the accident review is to analyze incidents and accidents from the perspective of
loss prevention and preventability. The accident review, at a minimum, should include
consulting the supervisor(s) of any and all employees involved in an accident or illness arising
during the performance of their duties as a City employee. The Committee should also review
all pertinent reports regarding the accident/illness.
(b) The Committee reviews personal injury accidents involving City employees resulting in one
or more lost workdays or medical treatment beyond first aid. It also reviews vehicle/property
damage accidents.
(c) The Executive Safety Committee determines avoidability on the basis of all the facts. In the
case of a tie vote, the Department Head of the employee involved in the accident shall make
the decision about avoidability. When the Executive Safety Committee makes a decision, the
Committee Chair is responsible for notifying the employee(s) of the Committee’s decision.
The decision is communicated to the Department Head who receives a copy of the accident
review report.
The form states whether the Committee determined that the accident was to have been preventable or
non-preventable. The Department Head or her/his designee, explains to the employee what action
he/she should take to prevent the accident from recurring. The explanation shall be based on the
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Committee’s decision as expressed in a motion that is recorded in the minutes of the meeting wherein
the accident was discussed.
IX. OFFICE SAFETY
All employees must be aware that office work is more dangerous than commonly supposed. Many
accidents occur during ordinary office work. These rules and procedures will aid in reducing office
accidents, and will help in providing a safe work environment.
(A) DESK AND FILE CABINET SAFETY
(1) Keep your own desk and work area clean and orderly.
(2) Keep all file, desk, and table drawers closed when not in use. Be sure to close drawers when you
are finished.
(3) Never open more than one file drawer at a time.
(4) Do not overload the top drawer of an unsecured file cabinet. If unfamiliar with a file cabinet, test
the drawers and be careful not to pull them out too far.
(B) OFFICE FURNITURE SAFETY
(1) Visually inspect office furniture such as tables, desks and chairs to ensure that they are in good
working condition. They should be free of sharp corners, projecting edges, wobbly legs or other
defects which could cause injury.
(2) Do not tilt chairs that are not made to tilt.
(3) Make sure that your chair is behind you before you sit down.
(4) Never use chairs, desks or other office equipment as a make-shift ladder.
(5) Report all inadequate or unsafe office furniture to a supervisor and do not use it until it has been
repaired.
(C) OFFICE EQUIPMENT SAFETY
(1) Electrical Equipment
(a) Ensure that electrical equipment is grounded, and the cord is in good condition. Ask your
supervisor if you are uncertain as to whether or not the equipment is grounded.
(b) Immediately unplug a machine that gives you a shock and/or begins to smoke, and notify a
supervisor. Ifno supervisor is in the area, put a sign on the machine saying “Out of Order”.
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(c) Keep hands, hair and clothing clear of electric typewriter carriages while they are in motion.
(d) Follow the instructions for operating all office equipment. If a problem occurs, ask for
assistance.
(2) Sharp or Pointed Instruments
(a) Keep thumbtacks, pins, paper clips or other similarly sharp or pointed utensils covered in a
container.
(b) Keep the blades of paper cutters and scissors closed when not in use.
(c) Carry pencils, pens or sharp objects point-down to minimize risk of injury to yourself or others.
(d) Never remove guards, safety tags, or signs from switches or machines or attempt to make
mechanical or electrical repairs unless authorized to do so.
(e) Turn off the switch when finished using the equipment for the day, or, if appropriate, unplug
it. Never unplug a surge protector.
(3) General Office Safety
(a) Be observant for loose or rough floor covering.
(b) Watch out for electrical cords, or other materials which do not belong in aisles.
(c) Be cautious when walking between desks.
(d) Slow down when coming to a blind corner.
(e) Exercise caution when using stairwells. Always use handrails.
(f) Be extra cautious when you come to a door that can be pushed toward you, and exercise caution
when opening doors.
(g) Do not run in the office area.
(h) Smoke only in designated smoking areas which is at least 10 feet from entrance to City
buildings. Smoking is prohibited in all City buildings.
(i) Lift objects with your legs, not with your back. Use dollies, hand trucks, or other mechanical
means whenever you must move or lift heavy objects and ask a co-worker to assist you.
(j) Do not overreach. Overreaching commonly causes injury. Either step closer to the object you
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(k) Keep your work area safe. Be safety conscious as you do your own work, look out for your
co-workers, and report all unsafe conditions to your supervisor.
(1) Report all injuries, even minor ones, immediately.
X. HOUSEKEEPING
This section applies to good housekeeping practices intended to facilitate a safer, more efficient work
environment.
(A) GENERAL RULES AND PROCEDURES
(1) Keep work areas and storage facilities clean and orderly.
(2) Keep all aisles, stairways, passageways, and exits from buildings free from obstructions at all
times.
(3) Clean up all grease and water spills immediately. When clean-up cannot be done immediately,
notify a supervisor. The supervisor should have the area appropriately guarded, signed or roped
off.
(4) Snow shall be removed from all sidewalks and exterior stairways around City buildings as soon as
possible. In the event that the snow cannot be quickly removed, the area should be sanded, salted
or roped off.
(5) Maintain all tools, equipment, machinery and work areas you use in a clean and safe manner.
(6) Return tools, equipment, machinery, and work areas you use in a clean and safe manner.
(7) Report to your supervisor areas where lighting is inadequate. These include work areas, hallways,
stairways, storage areas, break areas, areas immediately surrounding the building and parking lots
designated for employee parking.
(8) Obtain Safety Data Sheets (SDS) from vendors when purchasing chemicals or other potentially
hazardous materials.
(B) STORAGE RULES AND PROCEDURES
(1) Do not place supplies on top of lockers, boxes, hampers or other movable containers at a height
where they are not visible from the floor.
(2) Do not store materials on top of a fire safe cabinet.
(3) When storing materials overhead on balconies, provide adequate space to prevent objects from
rolling over the edge.
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(4) When suspending materials from racks or hooks, secure them from falling and route walkways a
safe distance from these objects.
(5) When putting materials into a pile, make sure that the base is firm and level. Keep piles level and
not stacked too high, and keep aisles clear with adequate space in which to walk
(6) Sharp or pointed objects should be stored in a way that prevents persons from coming in contact
with them.
(CQ) EXTENSION CORDS AND WORK MATERIALS
(1) Lay out air and water hoses, extension cords, ladders, pipes, tools, etc., so as to keep yourself and
others from tripping over them and to keep a clear path for traffic.
(2) Do not run extension cords across aisles (unless covered by a “trip strip”), or through oil or water.
Extension cords should be inspected for kinks, worn insulation, and exposed strands of wire before
use. Notify your supervisor if the cord you use shows signs of these defects.
(D) DISPOSAL
(1) Wastebaskets are to be emptied on a daily basis into approved containers.
(2) All packing materials should be properly disposed to prevent fires.
(3) Oily and greasy rags should be put in a metal container expressly for that purpose and emptied
daily.
(4) Sharp objects should not be left exposed when packing and unpacking boxes, crates, barrels, etc.
(5) Exposed nails and screws are to be removed from lumber as soon as it is disassembled.
(E) ELECTRICAL HOUSEKEEPING
(1) Control or fuse boxes should be kept closed at all times and kept clear of debris.
(2) Keep electrical equipment properly lubricated and free of excess grease and/or dirt.
(3) When fuses burn out, it is an indication of an overload or short circuit. Be sure to report these
types of situations to your supervisor.
(F) CHEMICALS HOUSEKEEPING
(1) Keep safety in mind when selecting chemical housekeeping supplies and equipment.
(2) Try to minimize the use of chemicals that cause skin irritations, have harmful vapors, are
combustible, or otherwise harmful to the user.
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(3) All containers holding chemicals, solvents and fuels will be clearly marked.
(4) Ensure that chemicals are properly disposed when they are no longer useful.
XI, PERSONAL PROTECTIVE EQUIPMENTAND PRACTICES
(A) HEAD PROTECTION
Many activities performed by City employees involve exposure to head injury. Hard hats are an
effective way to protect yourself against serious injury, while providing for a safer work environment.
The City has adopted the following procedures designed to enhance your safety:
(1) Wear hard hats on construction sites where above or below ground work is being done, where
materials are being moved, when you are near construction machinery, or in any situation where a
potential head injury may occur.
(2) Wear the type of hard hat your supervisor assigns to you.
(3) Wear your hard hat consistently.
(4) Do not engrave, drill ventilation holes, place stickers on, paint or do anything which might
change the hard hat’s ability to protect against head injury.
(5) Keep your hard hat out of direct sunlight and away from heat sources when you are not
wearing it.
(6) Do not wear metal hard hats as they may attract lightning.
(7) Replace your hard hat when it is damaged.
(8) Make periodic inspections of your hard hat. Check for:
Holes Stiffness Inside straps and suspension
Cracks Brittleness Surface Texture
Dents
(9) Do not put anything underneath your hat (in the clearance space) when you are wearing it.
(10) Do not cut or tamper with the inside suspension system.
(11) Clean the interior and exterior of your hard hat periodically with a mild soap and water. Do
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(B) HAND-ARM PROTECTION
The City of West Chicago recognizes that a safety program which promotes hand and arm safety may
prevent accidents from occurring. To prevent serious injury, employees should adhere to the following
rules and procedures:
(1) Jewelry should be removed or not worn to work if there is the slightest chance of getting it
caught on equipment or machinery.
(2) Proper hand protection (gloves, etc.) should be worn when handling rough-edged, abrasive,
corrosive, or potentially hazardous materials. Hand protection shall also be worn when the work
subjects the hands to possible lacerations, punctures, or burns.
(3) Skin irritations should be prevented by washing with soap and water.
(4) Stay alert while operating machines or equipment.
(5) Do not use broken, defective machines or equipment. Report and/or turn off any machines
or equipment which sound or act differently than usual. Put a “lock out” tag on it.
(6) Only use machines or equipment which have proper safety guards. If you are uncertain
about whether the proper safety guards are in place, check with a supervisor.
(7) Wear arm and/or hand protection every day if your job requires it. Your supervisor will furnish
or recommend the proper type of equipment you should use.
(C) HEARING PROTECTION
Some City machines and equipment are capable of producing sound levels which may impair hearing.
To ensure that employee hearing is not damaged, the following rules and procedures are to be
followed:
(1) Ask your supervisor whether and how you can reduce the noise generated by a particular machine.
(2) Ifnoise levels cannot be reduced, your supervisor will furnish you with ear protection equipment.
(3) Ear protection equipment may consist of either ear muffs or disposable ear plugs.
(4) Cotton will not be used as a noise reduction device.
(D) FOOT PROTECTION
Whenever job duties involve the manual lifting or handling of heavy objects, there is a danger of
dropping the object on one’s foot and sustaining a serious injury. Bruises, dislocations, puncture
wounds, fractures, crush wounds, or even severance of a toe, toes, or part of a foot can occur when the
person handling the heavy or pointed object fails to wear protective footwear. Recognizing these
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dangers and seeking to protect employees against them, the City has adopted a policy making it
mandatory for all employees designated by the Department Head to wear safety shoes of an approved
design.
(E) EXPOSURE CONTROL TO BLOOD BORNE PATHOGENS
Whenever job duties involve the possibility of exposure to communicable and/or blood borne
pathogens, there is a danger of becoming infected by those pathogens. Recognizing these dangers and
seeking to protect employees against them, the City has adopted a comprehensive exposure control
program making it mandatory for all employees designated by the Department Head to take universal
precautions, Universal precautions is an approach to managing infectious substances which includes
the use of heavy-duty rubber gloves, disposable latex gloves, face shield, goggles, mouth respirators,
disposable gowns, disposable foot guards, liquid treatment systems, reusable scrapers, reusable dust
pans, bleach, disposable towels, five-gallon reusable buckets and biohazard bags.
XII. MEDICAL EMERGENCIES
The purpose of this chapter is to provide guidance to employees who may be faced with handling a
medical emergency. Employees are urged to call for paramedic assistance by dialing 911 when dealing
with a medical emergency. If an employee is in doubt whether paramedic assistance is required, the
employee should err on the side of caution and request assistance.
(A) SECURING MEDICAL TREATMENT FOR LIFE THREATENING INJURY OR
ILLNESS
In the event of a life-threatening injury or illness, the injured/ill person shall be transported to a nearby
hospital. The responding paramedics will determine the facility to which the person is transported.
(B) SECURING MEDICAL TREATMENT FOR NON-LIFE-THREATENING INJURY OR
ILLNESS
(1) An employee requiring medical attention which is the result of the performance of her or his duties,
and not requiring transportation by ambulance to a hospital must immediately inform her or his
supervisor. Employees will be sent to the City’s current Occupational Health care Facility. After
hours employees shall be taken to:
Northwestern Medicine/Central DuPage Hospital
25 E. Winfield Road
Winfield, IL
630-682-1600
The City reserves the right to require employees to submit to a second opinion by a physician
designated by the City.
(2) Procedure: The following procedure should be used when an employee requires medical treatment:
(a) Call 911 to reach the emergency dispatch center.
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(b) Send or take the employee to a medical facility.
(c) Whenever possible, have a supervisor or co-worker accompany the injured employee.
(d) Notify the Administrative Services Department/Human Resources Division Staff, at
the first opportunity, that an employee is en route to the hospital.
(e) If the injury or illness is not life threatening, have the person accompanying the injured
employee do the following:
(i) Drive the employee to the occupational medical facility.
(ii) Make sure the employee receives a Work Status Report signed by a physician.
(iii) Take along any documentation that may help the physician treat the injured employee
(e.g. Safety Data Sheets).
(iv) Drive the injured employee home or back to work (as determined by the
examining physician).
(v) Report to the Department Head or the Administration Services Department/Human
Resources Division Staff the injured employee’s status after the examination.
(f) Physician’s Report: Employees must have a physician’s release to return to work after a work-
related injury or illness when:
(i) The employee leaves work to go to the doctor.
(ii) The employee misses work.
(iii) The employee leaves work before the end of the shift due to an on the job injury or
illness, but does not immediately seek medical assistance.
(g) The physician’s release must, at minimum, contain the following information:
(i) The date on which the employee can return to full duty.
(ii) The physical restrictions, if restricted duty is recommended. It must also state when the
employee is released for full duty, or scheduled to be re-examined by the physician, if he
or she is not released.
(iii) Release must be signed by a physician.
(CQ) ADMINISTERING FIRST AID FOR INJURIES AND MEDICAL DISORDERS:
Employees are not required to perform first aid for injuries and medical disorders when encountered.
However, if an employee feels compelled to assist an injury victim, the employee should follow the
procedures below. Any time an employee encounters a person with an injury or medical disorder, the
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employee should call the emergency dispatch center (911). In all instances of administering first aid,
employees should tell the victim to remain calm while help is on the way. When providing any medical
treatment, the provider should take “Universal Precautions” whenever possible. Examples of
“Universal Precautions” include, but are not limited to, the use of latex or non-latex gloves, or a CPR
mask. In all instances, remain with the victim until the paramedics arrive.
XU, BACKINJURY PREVENTION
Statistics show that the back injuries of more than one million workers account for nearly 20 percent
of all injuries and illnesses in the workplace. https://www.blr.com/safetytips/back-safety Therefore,
the City of West Chicago places a high priority on preventing these injuries by including this chapter
in the Loss Prevention Program. Back injury prevention techniques include the following:
(1) Proper lifting techniques
(2) Proper material handling techniques
(3) Eliminating excess body weight
(4) Strengthening neglected back muscles
(5) Adopting good posture habits
(A) THE PRINCIPLES OF PROPER LIFTING
(1) Evaluate the bulk and weight of the load that is to be lifted. If the load is too big or bulky, you
may require the assistance of a co-worker or mechanical devices such as a cart, a hand truck, wheel
barrow, or pulley.
(2) Review the path you plan to take to ensure it is unobstructed.
(3) Maintain a comfortable stance when lifting by keeping your feet shoulder distance apart when
lifting.
(4) Establish a firm grip by using the length of your extended fingers for grasping and gripping. Have
the weight of the object rest on your palm, not your fingers.
(5) Bend your knees to keep your back straight. This will allow you to lift with your legs and not your
back. Pull your chin in and keep your back straight.
(6) Carry the load close to the center of the body. Do not leave a gap between you and the load you
carry.
(7) Do not twist when lifting a load. To turn, use your feet and not your torso.
(8) When setting down the load, slowly bend the knees and lower the load using the legs. Once the
load is securely positioned, release your grip.
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(9) Use proper transporting techniques:
(a) When using a cart, be sure to push and not pull. Pushing is more effective and decreases the
risk of injury.
(b) Maintain footing by wearing non-slip shoes, taking small steps and proceeding with caution.
(B) BACK SAVING SOLUTIONS
Good posture is vital to having a healthy back. Even with the proper posture, sitting is much more
stressful for your back than standing or walking.
(1) Sitting: Sitting tends to tilt the pelvis and thereby puts stress on the spine. Stretch, stand, or walk
around periodically. While sitting, it is best to use a chair with a backrest that gives your back
proper support. You may substitute a pillow for a backrest. Your desk should allow you to work
at a comfortable height that does not make you slouch or reach. If possible, adjust your chair
height to keep your knees level with your hips.
(2) Standing: If you stand for prolonged periods, elevate one foot to a comfortable level. Alternate
feet approximately every half hour.
(3) Sleeping: Use a firm mattress (or a firm waterbed) to support your weight. To relieve back stress,
sleep on your side with your knees bent, or on your back with your knees elevated.
(CQ) EXERCISES TO ENSURE A HEALTHY BACK
One of the best techniques for relieving and preventing back pain is regular conditioning of the muscles
supporting the back. Since most back problems are caused by poor posture and weak muscles, the
exercises described below may strengthen your muscles and thereby relieve back pain.
(1) Neck Roll: Let your head roll forward and slowly rotate it without straining the neck. Repeat five
times, then rotate in the opposite direction.
(2) Stomach Strengthener: Sit with your feet flat on the floor. Then, with your hands on a chair or
desk for support, slowly raise your thighs a few inches above your chair seat. Repeat five times.
(3) Upper Back Stretch: Clasp your hands behind your head and push your elbows back. Release the
tension. Repeat five times.
(4) Bent-knee Sit-ups: Lie on your back with knees bent and feet spread approximately a foot apart.
Cross your arms over your chest and slowly raise your shoulders eight to twelve inches above the
floor using the stomach muscles. Hold for 10 seconds and relax. Repeat five times.
(5) Leg Lift: Lie on the floor with one leg straight in front of you and the other bent. Slowly raise
your straightened leg as far as you can. Hold for ten seconds. Then, slowly lower the leg to the
floor. Repeat five times. Relax. Switch positions and repeat the same sequence with the other
leg.
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XIV.
City
MOTOR VEHICLE OPERATION
of West Chicago employees are charged with the responsibility of safely operating City-owned
vehicles. The following safety procedures are provided as a general rule to operating City-owned
(A)
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
vehicles. Department Supervisors who have employees who operate motor vehicles other than
standard passenger cars, vans and trucks will provide further instructions specific to the operation of
those vehicles.
RULES AND PROCEDURES PRIOR TO USE
Employees operating City vehicles must possess a valid driver's license.
Only City employees are authorized to operate City vehicles.
Employees must follow state and local regulations governing motor vehicle operation.
Before operating a vehicle, employees must ensure that any City vehicle is in proper working
condition. This may be accomplished by performing an inspection of each vehicle prior to
operation. A Vehicle Inspection Form must be completed for each inspection.
(a) Any previous damage or existing defect or problem must be reported to a supervisor.
(b) Employees must use sound judgment in deciding whether a City vehicle is safe to use.
Prior to using a City vehicle, employees should adjust the mirrors and seats in order to
enhance the driver’s vision.
All persons driving or riding in City vehicles must wear the installed seat belts.
No more than three people are allowed to ride in the front seat of any City vehicle. People
should not be transported in a vehicle unless safe and secure seating is provided for each
person.
Riding on the back of trucks is prohibited.
No hitchhikers may be transported in any non-emergency vehicles at any time.
Use of strong medication, illegal drugs or intoxicating liquors is prohibited prior to or during
the operation of any vehicle.
Employees, who are recalled to duty while they are under the influence of either alcohol or
strong medication should inform their supervisors and decline to return to work.
(B)
(1)
PO
RULES AND PROCEDURES FOR OPERATION
Stay within posted speed limits. Slow down to suit weather and road conditions when necessary.
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(2) Stay alert while driving City vehicles and be aware of pedestrians, hazards and traffic conditions.
(3) Signal intentions to turn at least 100 feet in advance, including lane changes, and changes
in direction.
(4) Avoid situations that require sudden braking and turns.
(5) Do not follow other vehicles or allow other vehicles to follow too closely. Allow other
vehicles that are following too closely to pass when necessary.
(6) Secure equipment and supplies to be transported in motor vehicles so that they will not be
dislodged during transit.
(7) Use caution when backing up a vehicle. Be sure the way is clear, and have passengers assist
in maneuvering.
(CQ) GUIDELINES FOR LEAVING AN UNATTENDED VEHICLE RUNNING
Any vehicle or piece of equipment which can be driven will be considered unattended when the
operator is not within 50 feet of the vehicle and in line of sight of the vehicle. Employees should
follow these guidelines.
(1) Whenever possible, the vehicle or equipment should be turned off and the key removed.
(2) Vehicles that must be left running (e.g. emergency vehicles or vehicles operated in extreme
weather):
(a) For police vehicles, engage vehicle lockout switches and remove the key.
(b) If the door lock key is different than the ignition key, lock the doors after exiting the vehicle
while keeping the door lock key with you.
(D) GAS TANK FILLING PROCEDURE
(1) No Smoking.
(2) Shut off motor.
(3) Discharge your static electricity.
(4) To prevent static charge do not reenter your vehicle while gasoline is pumping.
(5) Ifa fire starts, do not remove nozzle — back away immediately.
(6) It is unlawful and dangerous to dispense gasoline into unapproved containers.
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(7) No filling of portable containers in or on a motor vehicle. Place the container on the ground before
filling.
(8) Do not use a cell phone.
(E) CITY VEHICLE PARKING PROCEDURES
(1) Parked vehicles must have the motor stopped, and the key removed. The transmission shall be left
in gear when the vehicle has a manual transmission, and placed in park for vehicles with automatic
transmissions.
(2) If parking on a downgrade, turn the front wheels toward the curb. If parking on an upgrade, turn
wheels away from the curb, Set brakes and leave transmission in park (in gear for manual
transmissions) before leaving the driver’s seat.
(3) Vehicles shall not be parked in fire or safety zones (posted or non-posted) or on the wrong side of
the street facing traffic, except in case of emergency.
(4) When trucks or vehicles must be stopped on streets or highways, adequate warning signals must
be used including a flag-person, if traffic warrants.
(5) Turn signals should not be used as a warning that the vehicle is parked. Instead, the vehicle’s
hazard lights should be used.
(6) Before leaving the curb, make sure that no cars are approaching from either direction and signal
your intention before merging with traffic.
(F) CITY VEHICLE ACCIDENT PROCEDURE
In the event of an accident involving City-owned vehicles, the procedure below will be followed:
(1) Arrange for emergency medical assistance, if necessary.
(2) Notify the Police Department having jurisdiction immediately.
(3) Do not offer an opinion as to fault or express your opinion as to how the accident could have been
avoided,
(4) In the event the Police fail to appear, exchange names, addresses, phone numbers, vehicle
identification numbers, and insurance company information.
(5) The driver of the City vehicle involved in an accident must report the accident to her or his
supervisor as soon as possible.