Section 3 Personnel


Policy 3-24 HAZARD COMMUNICATION PROGRAM

Administrative Policy 3-24


DISTRIBUTION:    All Departments

SUBJECT:        Hazard Communication Program

PURPOSE:      To identify and properly label hazardous substances used or otherwise present in the workplaces of City employees, to provide information to and educate employees on the chemicals that they are or may be exposed to while on the job, and to record and make available to employees a summary of the exposures they have had to specific hazardous substances in the workplace.

BACKGROUND:       City employees are exposed to a variety of hazardous substances in the workplace.  To minimize the adverse health affects of these chemicals, employee education and prescribed protective procedures and equipment are required.   In 1985 the Oklahoma Hazard Communication Standard was enacted as law and amended in 2000 under the authority of Title 40 O.S. and is enforced by the Oklahoma Department of Labor (ODOL). ODOL basically adopted the OSHA Hazard Communication Standard applying to private industry, extended it to cover public employees, and added provisions recognizing the unique requirements for firefighters and other public safety employees.

APPLICATION:    The rights and responsibilities set forth in this policy apply to all City of Lawton employees. The provisions of this policy apply to hazardous substances that are present in the workplace, as a result of workplace operations, in such a manner that employees may be exposed under normal conditions of work or in a reasonably foreseeable emergency resulting from workplace operations.

Exclusions:
    1.    This policy does not apply to foods, drugs, cosmetics, or tobacco products intended for         personal consumption by employees while in the workplace;  

    2.    Any hazardous waste as such term is defined by the Solid Waste Disposal Act, as         amended, when subject to regulations issued under the Act by the Environmental Protection     Agency;

    3.    Any hazardous substance as such term is defined by the Comprehensive Environmental         Response, Compensation and Liability Act (CERCLA) when the hazardous substance is         the focus of remedial or removal action being conducted under CERCLA in accordance         with Environmental Protection Agency regulations;

    4.    Wood or wood products, including lumber that will not be processed where the only hazard     is the potential for flammability or combustibility.  Wood or wood products that have been         treated with hazardous chemicals, and wood that may be subsequently sawed or cut,         generating dust, are not exempted;

    5.    Article defined as a manufactured item other than a fluid or particle that (a) is formed to a     specific shape or design during manufacture; (b) has end use function(s) dependent in         whole or in part upon its shape or design during end use; and (c) under normal condition of     use does not release more than minute or trace amounts of a hazardous chemical and does     not pose a physical hazard or a health risk to employees;

    
    6.    Any consumer product or hazardous substance, as those terms are defined in the             Consumer Product Safety Act (15 U.S.C. 2051 et seq.) and Federal Hazardous Substances     Act (15 U.S.C. 1261 et seq.) respectively, where it is used in the workplace for the         purpose intended by the manufacturer or importer of the product, and the use results in a         duration and frequency of exposure which is not greater than the range of exposures that         could reasonably be experience by consumers when used for the purpose intended;

    7.    Nuisance particulates where the chemical manufacturer or importer can establish that they     do not pose any physical or health hazard covered under this policy;

    8.    Ionizing and non-ionizing radiation, except that ionizing radiation shall be included in the         placarding requirements of this policy; and

    9.    Biological hazards.

DEFINITIONS:    Terms used in this policy and Material Safety Data Sheets are defined as follows:

    1.    Aggregate amount – any combination of hazardous materials as defined by this policy.
    2.    Asbestos containing material – any material that has been determined by a competent         laboratory facility to contain more than one percent (1%) asbestos by weight.
    3.    Chemical – any element, chemical compound or mixture of elements and/or compounds.
    4.    Chemical name - the scientific designation  of a substance in accordance with the         nomenclature  system developed by the International Union of Pure  and Applied             Chemistry or the Chemical Abstract  Service (CAS) rules of nomenclature or a name     which will clearly identify the chemical for the purpose of conducting a hazard evaluation.
    5.    Combustible liquid – any liquid having a flashpoint at or above 100 ° F (37.8 ° C), but         below 200 ° F (93.3 ° C), except any mixture having components with flashpoints of 100 ° F     (37.8 ° C), or higher, the total volume of which make up 99 percent or more of the total volume of the mixture.
    6.    Common name - any designation or identification used to identify a substance other than     its chemical name.
    7.    Compressed gas – (a) a gas or mixture of gases having, in a container, an absolute         pressure exceeding 40 psi at 70 ° F (21.1 ° C); (b) a gas or mixture of gases having, in a         container, an absolute pressure exceeding 104 psi at 130 ° F (54.4 ° C) regardless of pressure at 70 ° F (21.1 ° C); or (c)  a liquid having a vapor pressure exceeding 40 psi at 100     ° F (37.8 ° C) as determined by ASTM D-323-72.
    8.    Container - any barrel, bottle, box, can, cylinder, drum, pipe or piping system, storage tank,     reaction vessel, or the like that contains a hazardous material.
    9.    Distributor - a business, other than a chemical manufacturer or importer, that supplies         hazardous substances to the employer.
    10.    Employee Exposure Report – a report that must be generated on the appropriate form     when it is confirmed that an employee has been exposed to an unsafe level of a known         hazardous substance which may result or does result in injury to the employee.
    11.    Employee Potential Exposure Report - a report that must be generated on the         appropriate form when an employee may have been exposed to an unsafe level of a known     hazardous substance which may result in the employee sustaining an injury from contact     with the known hazardous substance.
    12.    Employee Representative – any individual or organization to whom an employee gives         written authorization to exercise such employee’s rights under this policy.  A recognized or     certified collective bargaining agent shall be treated automatically as a designated         representative without regard to written employee authorization.
    13.    Explosive – a chemical that causes a sudden, almost instantaneous release of pressure,         gas, and heat when subjected to sudden shock, pressure or high temperatures.
    14.    Facility – all buildings and other stationary items located on contiguous property under         common ownership or control.
    15.    Flammable – a chemical that falls into one of the following categories:
        a.    Aerosol, flammable – an aerosol that, when tested by the method described in 16         CFR 1500.45 yields a flame projection exceeding 18 inches at full valve opening, or         a flashback (a flame extending back to the valve) at any degree of valve opening;
        b.    Gas, flammable – a gas that, at ambient temperature and pressure, forms a             flammable mixture with air at a concentration of thirteen (13) percent of volume or         less; or a gas that, at ambient temperature and pressure, forms a range of flammable mixtures with air wider than twelve (12) percent by volume, regardless         of the lower limit;
        c.    Liquid, flammable – any liquid having a flashpoint between 100 ° F (37.8 ° C),             except any mixture having components with flashpoints of 100 ° F or higher, the             total of which make up ninety-nine (99) percent or more of the total volume of the         mixture;
        d.    Solid, flammable – a solid, other than a blasting agent or explosive as defined in             29 CFR 1910.109(a), that is liable to cause fire through friction, absorption of             moisture, spontaneous chemical change, or retained heat from manufacturing or             processing, or which can be ignited readily and when ignited burns so vigorously as         to create a serious hazard.  
    16.    Flashpoint – the minimum temperature at which a liquid gives off a vapor in sufficient         concentration to ignite when tested according to general industry standards. Organic         peroxides, which undergo auto-accelerating thermal decomposition, are excluded from any     of the flashpoint determination methods specified above.
    17.    Foreseeable emergency – any potential occurrence such as, but not limited to, equipment     failure, rupture of containers, or failure of control equipment which could result in an         uncontrolled release of a hazardous chemical into the workplace.
    18.    Hazardous chemical - any chemical that is a physical hazard or a health hazard.
    19.    Hazard warning – any words, pictures, symbols, or combination thereof appearing on a         label or other appropriate form of warning which convey the specific physical and health         hazard(s), including target organ effects, of the chemical(s) in the container(s).  
    20.    Health hazard – chemicals that are carcinogens, toxic or highly toxic agents, reproductive     toxins, irritants, corrosives, sensitizers, hepatotoxins, nephrotoxins, neurotoxins, and agents     which act on the hematopoietic system, and agents which damage lungs, eyes, skin, or     mucous membranes.  
    21.    Identity  - any chemical or common name that is indicated on the material safety data         sheet for the chemical.  The identity used shall permit cross-references to be made among     the required list of hazardous chemicals, the label and the MSDS.
    22.    Immediate use – the hazardous chemical will be under the control of and used only be the     person who transfers it from a labeled container and only used within the work shift in         which it is transferred.
    23.    Label – any written, printed, or graphic material displayed on or affixed to containers of         hazardous chemicals.
    24.    Manufacturer – a person or establishment where hazardous chemicals are produced,         synthesized, extracted, or otherwise made for use or distribution.
    25.    Material safety data sheet (MSDS) - a document provided by the manufacturer,         importer, or distributor of a chemical product which identifies and describes the             characteristics and hazards of the product and its ingredients, instructions on how to handle     and use the product safely, and instructions on what to do in case of emergency such as         leak or spill of the product or over-exposure to the product by employees.
    26.    Mixture – any combination of two or more chemicals if the combination is not, in whole or     part, the result of a chemical reaction.


    27.    Organic peroxide – an organic compound that contains the bivalent –O-O-structure and     which may be considered to be a structural derivative of hydrogen peroxide where one or     both of the hydrogen atoms have been replaced by an organic radical.
    28.    Oxidizer – a chemical other than a blasting agent or explosives as defined in 29 CFR         1910.109(a), that initiates or promotes combustion in other materials, thereby causing a fire     either of itself or through the release of oxygen or other gases.
    29.    Physical hazard – a chemical for which there is scientifically valid evidence that it is a         combustible liquid, a compressed gas, explosive, flammable, an organic peroxide, an         oxidizer, pyrophoric, unstable (reactive) or water-reactive.
    30.    Proprietor - the owner, manager, or other person or organization which has control over         any location where hazardous substances are present, and which is subject to the             jurisdiction of employers subject to the provisions of this policy.
    31.    Pyrophoric – a chemical that will ignite spontaneously in air at a temperature of 130 ° F         (54.4 ° C) or below.  
    32.    Responsible party – someone who can provide additional information on the hazardous         chemical and appropriate emergency procedures, if necessary.
    33.    Service contractor – any person, company, or corporation that provides a service to the         employer with or without a written agreement.  
    34.    Significant amount – any amount of hazardous materials meeting the criteria specified in     this policy.
    35.    Specific chemical identity – the chemical name, Chemical Abstracts Service (CAS)         Registry Number, or any other information that reveals the precise chemical designation of     the substance.  
    36.    Specific hazard - a hazard of a chemical substance not adequately described in degrees of     health hazards, flammability, or reactivity.  It may describe important factors to be         considered in a fire emergency; such as, the chemical's reactivity with water, whether or     not the     chemical is radioactive, proper fire extinguishing agents, protective equipment         required, or whether the chemical is an oxidizer, corrosive, acid, alkali, etc.  In the NFPA         704 Placarding system, the specific hazard is indicated by a symbol in the white diamond.
    37.    Trade secret – any confidential formula, pattern, process, device information, or         compilation of information that is used in an employer’s business, and that gives the         employer an opportunity to obtain an advantage over competitors who do not know or use     it.  
    38.    Unstable (reactive) – a chemical which in the pure state, or as produced or transported,     will vigorously polymerize, decompose, condense, or will become self-reactive under         conditions of shock, pressure or temperature.
    39.    Use – to package, handle, react, emit, extract, generate as a byproduct, or transfer.
    40.    Water-reactive – a chemical that reacts with water to release a gas that is flammable or     presents a health hazard.
    41.    Work area – a room or defined space in a workplace where hazardous chemicals are         used and employees are present.
    42.    Workplace - any location away from home, permanent or temporary, where any employee     performs any work related activity in the course of his/her     employment.  This includes         any establishment, job site, or project at one geographical location containing one or more         work areas.  Included are all pertinent conditions, structures, machines, vehicles, apparatus,     devices, equipment and materials therein.

RESPONSIBILITIES:

A.        Supervisors:  Supervisory responsibilities will include the following:

    1.    Ensuring that employees are properly trained in the provisions of this Policy and on the         hazards of the chemicals they use or are exposed to in the workplace.
    2.    Ensuring that documentation required by this policy, including material safety data sheets         and Chemical Inventory List, is current and readily available to employees in all workplaces     under their control.
    3.    Establishing safe handling procedures and providing required personnel protective         equipment to allow employees to work safely with the chemical used in their workplace(s).

B.        Safety & Risk Officer:

    1.    Will function as the City's Hazard Communications Program Coordinator.
    2.    Will maintain the Master Material Safety Data Sheet file and Master Chemical Inventory         List for the City.
    3.    Will provide technical assistance to supervisors and HAZCOM Coordinators as necessary.

C.        HAZCOM Coordinators:  This policy establishes the function of Hazard Communications         (HAZCOM) Coordinator that will be assumed as an additional duty for employees in various         workplaces. The HAZCOM Coordinator must be knowledgeable of the chemicals and job tasks         performed in the work unit he represents.  Department heads shall appoint HAZCOM Coordinators     for their assigned department/divisions as appropriate.

    1.    Assisting in and documenting training of employees as required.
    2.    Inventorying all hazardous chemicals and products containing hazardous chemicals in the         workplace(s) for which they are responsible.
    3.    Maintaining documentation required in the workplace by this policy, including a copy of this     policy, material safety data sheets and chemical inventory lists.
    4.    Updating MSDS files and CIL lists whenever new chemicals are introduced in the         workplace or MSDS’s are revised.  Providing copies of new or revised MSDS’s to the         Safety & Risk Officer.
    5.    Perform and document annual review of the Hazard Communication Program, chemical         inventory lists, and MSDS files.

D.        Employees:

    1.    Will be responsible for knowing about the City’s Hazard Communication Program, the         chemicals used in their workplaces, the location and use of workplace material safety data     sheets and the chemical inventory list, and the handling procedures and personal protective     equipment required to safely work with the chemicals.
    2.    Following safe handling procedures for the chemicals and properly using personal         protective equipment as directed.
    3.    Reporting any over-exposure or potential over-exposure to hazardous chemicals to         supervisory personnel.
PROCEDURES:
A.    Appointment of HAZCOM Coordinators:  HAZCOM Coordinators, at a minimum will be appointed by department directors as follows:

1.    One each from the following departments:  Fire, Police, Legal Services, Community Services, Finance

2.    One each from the following divisions:  Street (including Drainage Maintenance), Water Distribution, Electronic Maintenance, Sewer Construction, Wastewater Treatment Plant, Water Treatment Plant, Electronic Maintenance, Equipment Maintenance, Animal Welfare, Solid Waste Collection, Solid Waste Disposal, Wastewater Collection/ Maintenance, Parks & Grounds, Lakes, and Recreation Services.

3.    Additional HAZCOM Coordinators may be appointed as determined appropriate by department directors.
B.    Chemical Inventory Lists:

1.    Chemical Inventory Lists (CIL's) are lists of chemicals used or present in the workplace.

2.    A chemical inventory list will be prepared and maintained in each workplace by the assigned HAZCOM Coordinator(s). These lists will be filed in the binder with the Material Safety Data Sheets for all chemicals used or present in the workplace. The CIL will list substances by common and trade names. The substances will be listed in order according to the numbers assigned to their material safety data sheets.   Each will be alphabetized, and will be updated no less than annually.

3.    A master list (CIL) of all chemical substances present in any City of Lawton workplace will be maintained and updated annually by the Safety and Risk Officer.  The CIL will list the chemical substances by the common names or trade named of the substances cross-referenced to their chemical names.  The CIL numbers must correspond to the numbers assigned to the applicable Material Safety Data Sheets.

C.    Material Safety Data Sheets:

1.    No hazardous chemical or product containing hazardous chemicals will be used by City employees prior to receipt and review of a Material Safety Data Sheet (MSDS) for the chemical or product.

2.    Financial Services Division Buyers will specify that MSDS's must precede or accompany all hazardous substance shipments received by the City.  Such shipments will not be accepted unless this requirement is met.  Manufacturers, importers, and distributors are required by law to provide MSDS's to purchasers of their products.

3.    Each workplace will have available current copies of MSDS’s for all chemicals present in the workplace.  These will be maintained in clearly marked, loose-leaf binders.  The binders will be readily available for review and use, such as in a medical emergency, by any and all employees in the workplace. Employees training will include instructions on the location and use of the MSDS file (binder) and the information contained in MSDS’s.

4.    Where employees work is carried out at more than one geographical location, the material safety data sheets may be kept at the primary workplace facility.  In this situation, supervisors shall ensure that employees can immediately obtain the required information in an emergency.

5.    The workplace HAZCOM Coordinator will update the MSDS file and Chemical Inventory List as new or revised MSDS’s are received.  

6.    Periodically, but no less than once every twelve (12) months, the HAZCOM Coordinator will re-inventory chemicals used in the workplace and check to ensure that all required MSDS’s are available for all chemicals present.  A written record of the inventory and MSDS review will be maintained in the MSDS binder.

7.    A master file with copies of MSDS's for all chemical substances present in the City of Lawton workplaces will be maintained by the Safety and Risk Officer.  Each MSDS will be assigned a unique identifying number and cross-referenced with the chemical names for the substances and included in the master Chemical Inventory List.  

8.    Hazard Communication (HAZCOM) Coordinators will send copies of MSDS’s for chemicals newly introduced in the workplace or updated MSDS’s to the Safety & Risk Officer for inclusion in the master file within five (5) works days after the MSDS’s are received.

9.    Material safety data sheets shall also be made readily available, upon request to employee representatives and to authorized employees of the Oklahoma Department of Labor.

D.    Education and Training of Employees:

1.    All employees will receive chemical hazard communication training within 30 days of hire and on an annual basis throughout their tenure. This training will include the provisions of this policy, the location and use of Material Safety Data Sheet files and Chemical Inventory Lists; the hazards of the specific chemicals with which they are or may be exposed to; methods or observations that may be used to detect the presence or release of a hazardous chemical in the workplace; the precautions, procedures, and personal protective equipment that must be used to safely work with the chemical(s); and emergency and first-aid procedures to use in case of spill or over-exposure.  Prior to receiving this training, employees should be allowed to handle hazardous chemicals only under close, direct supervision of trained personnel.

2.    Courses of instruction will be modified accordingly whenever job procedures involving hazardous substances change or whenever different or additional hazardous substances are introduced into the workplace.  This information will be provided by division supervisors or department directors to the HAZCOM Coordinators.

3.    Training Responsibilities:

a.    Hazard Communication (HAZCOM) training courses for Fire Department personnel will be conducted by the Fire Training Officer.
b.    HAZCOM training for Police personnel will be provided through the Police training section.  The annual training will be provided during in-service training.
c.    HAZCOM training for all general employees will be conducted as follows:
1)    The Department/Division Hazard Communications (HAZCOM) Coordinator or appropriately trained supervisory personnel will conduct HAZCOM training for new employees within 30 days of their hire dates.  
2)    The HAZCOM Coordinator or appropriately trained supervisor will train all affected employees on revised procedures and precautions necessitated by the introduction of a different chemical substance into the work environment.
3)    The Safety & Risk Officer will schedule the required annual HAZCOM training.  The Safety and Risk Officer will provide general HAZCOM program training.  The HAZCOM Coordinator or trained supervisory personnel will instruct on the specific handling and storage procedures for the particular chemicals used in the workplace of the employees being trained.
4)    The Safety & Risk Officer will provide HAZCOM training to the HAZCOM Coordinators in the various departments/divisions as required.

4.    Training Documentation:  All HAZCOM training must be documented and recorded.

a.    For each course conducted, the following information must be recorded by the person conducting the course:
1)    Date and time of training.
2)    Length of the course.
3)    Instructor's name.
4)    Synopsis of the material covered.
5)    Sign in rosters with names of all employees who attended.
b.    This information will be provided in a report to the Safety and Risk Officer who will record and file the information.
c.    HAZCOM Coordinators will also file a copy of HAZCOM training records.
d.    Written tests should be administered and filed to indicate employee understanding of course content.

E.    Employee Exposure and Potential Exposure Reports: Written reports are required whenever an employee is exposed or may have been exposed to hazardous concentrations of a chemical substance.  This exposure may be contact by inhalation, ingestion, or on the skin.  Of concern are contacts with chemicals that may cause either acute or chronic health problems for the employees.

1.    Employee Exposure Reports are required when an employee is exposed to concentrations of a hazardous chemical known to be above the permissible exposure levels specified in the MSDS for the chemical, or the employee ingests or comes into skin contact with the chemical contrary to MSDS recommendations, or the employee claims a chronic or acute health affect from the exposure (i.e. irritation, dizziness, rash, breathing difficulty, etc.).  For each exposure of each employee, a separate form (See Exhibit #1) will be completed.  The completed form will be forwarded to the Safety and Risk Officer within 72 hours after the exposure.  After reviewing the exposure, the Safety & Risk Officer will forward for filing in the employee's personnel file at the Human Resources Department.

2.    Employee Potential Exposure Reports are required when the employee may have been exposed to concentrations of hazardous chemicals above permissible levels.  Each such exposure will be recorded on a separate form (see Exhibit #2) for each employee so exposed.  The completed form will be forwarded to the Safety and Risk Officer within two weeks of the potential exposure.  After reviewing the potential exposure, the report will be forwarded for inclusion in the employee’s personnel files in the Human Resources Department.

3.    When supervisory personnel become aware an employee has received a hazardous or potentially hazardous exposure to any chemical or product covered by this policy, the supervisor will immediately inform the employee and arrange for any necessary medical care.  If the employee obtains professional medical treatment as a result of the exposure, a City of Lawton Report of Injury form must also be completed.

4.    Exposure reports and potential exposure reports will be maintained for forty (40) years to adequately make any necessary medical determinations should medical problems arise in the future.  Upon the employee’s request at time employment is terminated, the Human Resources Department will provide summaries of the employee’s reported exposures throughout the course of employment

F.    Labeling.

1.    All containers will be labeled as to content and the hazards of the substances contained therein.  The label shall include (1) the identity of the hazardous chemical(s); and (2) the appropriate hazard warning, or alternatively words, pictures, symbols or combination thereof, that provide at least general information regarding the hazards of the chemical(s), and that, in conjunction with other information immediately available, such as material safety data sheets, will provide employees with the specific information regarding the physical and health hazards of the chemical or product.

2.    Supervisors will require and ensure that all containers of hazardous chemicals received in the workplace are properly labeled in accordance with 29CFR 1910.1200(f) at time of receipt.

3.    Supervisors shall ensure that labels on containers are not defaced or removed and that the labels are legible, in English, and prominently displayed on the containers. Missing or illegible labels are to be replaced with appropriate labels.

4.    Piping systems containing hazardous materials must be labeled at the valve or valves located at the point at which the material enters the workplace’s piping system, and at normally operated valves, outlets, vents, drains and sample connections designed to allow the release of the material from the piping system.

5.    Labels are not required for portable containers into which hazardous substances are transferred from labeled containers if they are intended only for the immediate use of the employee who performs the transfer during the employee’s work shift. This exception does not apply to portable containers used to store gasoline and other fuel.

6.    Should a labeled container be re-used to contain a substance other than that indicated on the label, the label must be removed or obliterated and replaced with the appropriate label.  This includes containers re-used for waste (used oil, trash, etc.). Containers are to be re-used only if MSDS or label for the chemical substance previously contained therein does not warn against re-use of the container.

G.    Placarding.

1.    Divisions that store "significant amounts" of hazardous chemicals are required  to post signs (placards) to identify storage locations.

2.    For the purpose of this policy, "significant amount" is defined as follows:
a.    An amount of hazardous chemicals that is classified according to the U.S. Department of Transportation as:
1)    A Class 1, Division 1.1, 1.2, and 1.3 – Explosives with a mass explosion hazard, a projection hazard or predominantly a fire hazard;
2)    A Class 6, Division 6.1 – Toxic Materials;
3)    A Class 5, Division 5.2 – Organic peroxides;
4)    A Class 4 – Flammable solids, spontaneously combustible materials and dangerous when wet materials;
5)    Gases (stored in cylinders) toxic by inhalation; or
6)    Any radioactive material requiring a license under the atomic energy act.
b.    The aggregate of the amount of hazardous chemicals store, placed, or used at the workplace is greater than or equal to fifty-five (55) gallons of liquid, five hundred (500) pounds of non-liquid, or eight hundred (800) cubic feet of compressed gas where the numerical rating of the hazardous chemical based on NFPA 704-1985 system results in:
1)    Health rating greater than or equal to 2, or
2)    Flammability rating greater or equal to 2, or
3)    Reactivity rating greater than or equal to 1.  If the hazardous chemical is a combination of the liquid and non-liquid states, the aggregate amount measurement shall be made based on the combined poundage.





3.    The National Fire Protection Association provides a simple system of readily recognizable and easily understood markings which will give at a glance a general idea of the inherent hazards of any material and the order of severity of these hazards as they relate to fire prevention, exposure, and control:  The NFPA 704 Placarding System.  This system will be used in marking storage areas where hazard chemicals are stored.

4.    For buildings of 5,000 sq. ft. or less, placards shall be placed on every side of the outside of the building or structure identifying the highest degree of hazard in each category, as defined in NFPA 704, contained in the building or structure.  For buildings larger than 5,000 sq. ft., in addition to the placards placed outside, a sign shall be posted at the place(s) within the building where significant amounts of hazardous chemicals are stored.

5.    The placards will be diamond shaped at least 7 and 1/2 inches on each side.  The placards will be in NFPA Standard 704 format, color and number coded to identify the greatest health, flammability, reactivity, and specific hazards of the chemical(s) stored in the facility.

6.    Department directors or division superintendents will coordinate with the Fire Department to determine if placarding is required for a particular storage area and to determine hazard codes to be used on any required placarding and to familiarize Fire Department personnel with the layout of facilities where hazardous materials are stored.

H.    Employee Right of Access to Records:  Employees or their designated employee representatives have right of access to Exposure Reports maintained on them and to Chemical Inventory lists and Material Safety Data Sheets for the hazardous substances covered by this policy. Requests for copies of exposure reports must be made to the Safety and Risk Officer who will provide copies of the documents within 15 days of receipt of the request.  Material safety data sheets and Chemical Inventory Lists must be available at the workplace for immediate review by the employees or their representatives. If a copy of a MSDS or CIL is requested by the employee or representative, it must be provided within 24 hours.  In case of medical emergency, the requested documentation will be provided immediately.  

I.    Asbestos Notice and Labeling:  For City of Lawton facilities where asbestos containing materials are present, the following notice and labeling requirements apply:

1.    Labeling:  Pipes, boilers, storage vessels, structural members, or equipment with insulating material containing asbestos that might be removed, penetrated, damaged, or otherwise disturbed by repair, remodeling, renovation, maintenance, or other activity, shall be labeled with cautionary labels.  Such caution labels shall be printed in letters of sufficient size and contrast as to be readily visible and legible.  Each room or area where the conditions requiring such labels exist shall have a minimum of one such label, and such additional labels as may be necessary to ensure ready visibility and legibility.  Such equipment with asbestos containing material shall bear the following label:

DANGER
CONTAINS ASBESTOS FIBERS
AVOID CREATING DUST
CANCER AND LUNG DISEASE HAZARD

Notice:  For City facilities with asbestos containing materials used as acoustical material on ceilings or walls, supervisors having jurisdiction over such facilities shall ensure that a notice is posted informing employees of the presence of asbestos in the workplace and which contains at least the following:

NOTICE TO EMPLOYEES
This facility has been inspected for the presence of asbestos containing material
Asbestos containing material is present in this facility
Asbestos containing material may cause health problems

J.    Fire Safety:  In accordance with state law, each proprietor within the service area of the Lawton Fire Department (LFD) is required to provide to the LFD the names and locations of any significant amounts of hazardous chemicals stored, placed, or used in the proprietor’s facility. Further, proprietors are required to properly label containers and provide warning signs (placards) at locations where such chemicals are stored or used.  Actual procedures for the receipt, maintenance, and use of the required information from proprietors and for assuring proprietor compliance will be established by the Fire Department.

REFERENCES:    Oklahoma Hazard Communication Standard (Title 380, Chapter 45, Oklahoma Administrative Code) and U.S Department of Labor OSHA Hazard Communication Standard, 29 CFR 1910.1200.

RESPONSIBLE
DEPARTMENT:    Human Resources

RECISSION:    This policy rescinds Administrative Policy 2-8 dated March 12, 1990 and is effective on July 6, 2005 and will remain in effect until rescinded.


_______________________________
LARRY S. MITCHELL
CITY MANAGER

July 6, 2005



























EXHIBIT # 1
Administrative Policy 3-21
City of Lawton
Hazard Communication Program

EMPLOYEE EXPOSURE REPORT


This form is to be used to record employee exposure to hazardous chemicals or compounds above the maximum safe level specified by the MSDS for the chemical or compound.  Use a separate form for each exposure.  Forward completed report to the Safety & Risk Officer, Human Resources Department.

Name of Exposed Employee: _____________________________________________________

Department/ Division ____________________________ Supervisor ____________________


EMPLOYEE INFORMATION:


Job Title ________________________ Date of Birth ____________ Phone _______________

Address _________________________ City ______________ State ______ Zip ___________


EXPOSURE INCIDENT:


Date of Exposure _________________ Location _____________________________________
Name (Common/ Chemical) of Hazardous Chemical to Which the Employee was Exposed:

Type of Exposure:    Ingestion _____ Absorption _____ Inhalation _____

Length of Exposure:    _________ Hours,  _________ Minutes

Was Personal Protective Equipment Used?  Yes ___ No ___.  If “yes”, describe the protection that was used:

Describe How Exposure Incident Occurred: _______________________________________

______________________________________________________________________________

MEDICAL ATTENTION:   If professional medical treatment is or will be obtained, a City of Lawton Report of Injury Form must also be completed.  

Describe any acute reaction or symptoms suffered by the employee due to the exposure:

______________________________________________________________________________  

If treatment was obtained, Provide Name of Treatment Facility _______________________,

Name of Treating Physician ________________________, Date of Treatment ____________


SIGNATURES:


Person Completing Report _______________________________ Date __________________

Safety & Risk Officer ____________________________________ Date __________________








EXHIBIT # 2
Administrative Policy 3-21
City of Lawton
Hazard Communication Program

EMPLOYEE EXPOSURE REPORT


This form is to be used to record employee exposure to hazardous chemicals or compounds that may be above the maximum safe level specified by the MSDS for the chemical or compound. Use a separate form for each exposure.  Forward completed report to the Safety & Risk Officer, Human Resources Department.

Name of Exposed Employee: _____________________________________________________

Department/ Division ____________________________ Supervisor ____________________


EMPLOYEE INFORMATION:


Job Title ________________________ Date of Birth ____________ Phone _______________

Address _________________________ City ______________ State ______ Zip ___________


EXPOSURE INCIDENT:


Date of Exposure _________________ Location _____________________________________
Name (Common/ Chemical) of Hazardous Chemical to Which the Employee was Exposed:

Type of Exposure:    Ingestion _____ Absorption _____ Inhalation _____

Length of Exposure:    _________ Hours,  _________ Minutes

Was Personal Protective Equipment Used?  Yes ___ No ___.  If “yes”, describe the protection that was used:
      

Describe How Exposure Incident Occurred: _______________________________________

______________________________________________________________________________

MEDICAL ATTENTION:   If professional medical treatment is or will be obtained, a City of Lawton Report of Injury Form must also be completed.  

Describe any acute reaction or symptoms suffered by the employee due to the exposure:

______________________________________________________________________________  

If treatment was obtained, Provide Name of Treatment Facility _______________________,

Name of Treating Physician ________________________, Date of Treatment ____________


SIGNATURES:


Person Completing Report _______________________________ Date __________________

Safety & Risk Officer ____________________________________ Date __________________

8

(3024, Added, 07/26/2005)