January 2012 Minutes

SHARP/VPP Meeting

January 20, 2012; 10:00 am

Arkansas Department of Labor, 2nd Floor Training Room

 

Attending:

Deana Dykes, Calion Lumber

Mary Walter, OSHA

Quinton Simison, BASF

Barbie Trammel, Georgia Pacific

Todd Franks, Siplast

Denise Whittaker, Siplast

Beth Holland, BASF

Brian Maxwell, Cintas

Marc Kelley, Cintas

Kortney Atchley, Cintas

Micki Wilbur, Riggs Cat

Mark Howell, Frito Lay

Mike Taylor, Ashland

Joseph Jenko, Ashland

Cody Duren, Cameron Valves

Clark Thomas, ADOL

Ocie Robinson, ADOL

Tonia Cooper, ADOL

Kim Fischer, ADOL

Juanita Matlock, ADOL

Milana Dennis, ADOL

James Salkeld, ADOL

Ed House, ADOL

Quinton Simison opened the meeting with a welcome inviting James Salkeld for remarks. Mr. Salkeld welcomed the group and provided brief remarks regarding the fiscal Legislative Session beginning in January 2012.

Following the Agenda, Quinton asked for corrections to the December 1, 2011 meeting minutes; there were none and they were approved.

Action Items Agenda

Website Coordinator – Tommy Short was absent from the meeting.

SHARP/VPP Website Link addition to Region VI SHARP/VPP website – Quinton requested the link but has had no information as yet.

2012 Conference Location and Planning – Todd Franks and Denise Whittaker reported that the Crowne Plaza in Little Rock is a good venue for the September SHARP/VPP Conference. They have the break out rooms, a large ballroom and the cost of food would offset meeting-room charges. The overall food costs would be approximately $6900.00 including morning break, lunch and afternoon break. A guarantee of 175 attendees at a cost of $40 each would generate $7000 which would cover hotel costs. This would raise the per-participant registration fee by $10 over 2011 conference.

Todd and Denise will meet with last year’s venue, Holiday Inn Airport, with Milana Dennis and Juanita Matlock. The purpose of this meeting is to negotiate prices with Holiday Inn Airport, in attempt to keep the costs as close to last year’s conference ($5900), including a $30 per-person registration fee.  The consensus of the association was to have the meeting at the Holiday Inn Airport in Little Rock, September 13, 2012. The negotiating meeting will be held with Holiday Inn on Friday, January 27 at 11:30 am.

Pulaski Tech was also discussed as a venue. Parking would be a problem there so it was dismissed as unsuitable.

Quinton asked for suggestions of a motivational keynote speaker. Lester Allen, Cintas, suggested Walt Coleman was an excellent speaker and agreed to make initial contact to get on Coleman’s calendar. Kim Fischer, ADOL stated she could make contact with Mr. Coleman also.

OSHA Regulatory Changes for 2012 – NEP, REP and LEP – Mary Walter discussed changes in SHARP/VPP reports stating the reports are due February 17 now. SHARP/VPP verification updates are also due.

Mary Walter informed the SHARP/VPP association today that the VPP meeting at L’Oreal on reporting went well and that SGE Training will be held July 9-13, 2012 and hosted by Ashland in Jacksonville.

Ms. Walter reported on focus and emphasis areas by OSHA, both National and Local.

NEP

Combustible Dust

Hazardous Equipment

Chemical Facility

Process Safety Management

Recordkeeping

Silica

Trenching/Excavation

Grain Handling

Chromium 6

Lead

REP

Confine Space

Construction

Cranes

Falls in General Industry

Heat Illness

High Noise

Marine Operations

Logging

Bed Liners

Oil & Gas

Work Zones

 

LEP

Overhead Power Lines

Incidents involving Vehicles

 

A discussion followed of intervention by OSHA personnel and SHARP/VPP members if safety hazards are observed in; trenching, falls and work zones. OSHA personnel are mandated to stop when they see incidences. The public can report unsafe work by calling Area OSHA office or email Mary Walter (walter.mary@dol.gov) and let them handle the situation.

 OSHA had 13 fatalities reported this fiscal year in Arkansas with 6 fatalities being work related:

Branch Fell from tree over picnic table

Log Rolled off after loosening chain binder

Backed over by Truck

Drown while working irrigation pump

Fall from Ladder

Engulfed in Rice Bin

 

Unique Reward and Recognition Guidelines

Memo #5 attached to these minutes

Cannot have Rewards or Recognition tied to recordkeeping

 

Incident Sharing

  • Window Lock Safety – window fell on hand – is there a safety device available? – Quick grip bar clamp was recommended for use to prevent window sash from falling
  • Distracted Driving – Road Grader Operator on cell phone – law allows OSHA to subpoena cell phone records following an incident
  • Drivers License renewal – sign form – liability on the distracted driver if using a cell phone.
  • Arkansas law – cell phone use is prohibited in school and work zones.
  • Mechanic hit  head on conveyor belt, not injured but taken to ER by company, documented as a recordable because the ER doctor insisted on writing a prescription “just in case” the employee felt bad later.

 

New Business

Clark Thomas gave the dates and locations of ADOL Safety conferences See Attached List

 

Action items

  1. Quinton is to ask Consolidated Grain, West Memphis to work with big Grain Farmers who hire non-family members to work in grain operations. This brought about by recent Arkansas farm owner fatality.
  2. Clark Thomas to check with Little Rock Wastewater about hosting the February 17 meeting.
  3. Lester Allen to contact Walt Coleman to be Keynote Speaker at Fall conference. Kim Fischer to act as back-up.

 

Meeting Adjourned

Milana Dennis

Arkansas Department of Labor                                                                      10/30/2012 10:04 PM

 

 

Arkansas SHARP / VPP Association Meeting Schedule

Date Topic Speaker Location
1/20/12 OSHA Regulatory changes for 2012, NEP, REP, LEP OSHA Representative ARDOL Office
2/17/12 Changes to SHARP Program ARDOL Representative Little Rock Waste Water, Shackleford Rd
3/16/12 Earthquake Planning SERI/CERT ARDOL Office
4/20/12 Work Zones in General Industry Andy Kellom ARDOL Office
5/15-18/12 Region VI VPPA Conference Forth Worth Texas
6/15/12 TBA Rusty Cameron Facility
7/20/12 TBA ARDOL Office
8/20-23/12 National VPPPA Conference Anaheim, CA
9/13/12 SHARP / VPP State Conference Holiday Inn, Little Rock
10/19/12 TBA ARDOL Office
11/16/12 TBA ARDOL Office
12/6/12 Annual Planning Mtg ARDOL Little Rock Waste Water, Shackleford Rd

 

2011 Safety and Health Conferences

Private Sector

Little Rock  March 3

Pine Bluff  March 24

Russellville May 26

Ft. Smith June 9

West Memphis June 16

Monticello July 14

El Dorado July 28

Bentonville August 11

Ashdown August 18

Jonesboro Sept. 7

Batesville Sept. 29

Hope October 13

Blytheville October 27

Contact Nita Matlock at 501-682-9092 for information concerning the Private Sector

 

Conferences. 

 Public Sector

Johnson March 10

El Dorado March 16

Hot Springs March 17

West Memphis April 21

Bentonville TBD

Jonesboro May 18

Hope  TBD

Ft. Smith Sept. 21

Bella Vista November 1

Above dates are tenative.

 

Contact Mark Lawrence at 501-682-9091 for information concerning the Public Sector Conferences.

 

Construction Safety and Health Conference

February 15, 2012

Northwest Arkansas Community College

Contact Nita Matlock at 501-683-9092

 

Grain Industry

February 3, 2012

University of Arkansas

McGehee, Arkansas

Contact Nita Matlock at 501-683-9092

 

Grain Industry

February 9, 2012

Chamber of Commerce

Jonesboro, Arkansas

Contact Mark Howell at 870-910-3425
Further Improvements to VPP – 6/29/11

 

——————————————————————————–

June 29, 2011

MEMORANDUM FOR: REGIONAL ADMINISTRATORS, DIRECTORATES, AND FREE STANDING OFFICES

 

FROM:

DAVID MICHAELS, PhD, MPH

 

SUBJECT:

Revised VPP Policy Memorandum #5: Further Improvements to the Voluntary Protection Programs (VPP)

This memorandum replaces VPP Policy Memorandum #5: Further Improvements to the Voluntary Protection Programs (VPP) dated April 22, 2011.

This memorandum, which supplements the August 3, 2009 memorandum, “Improving the Administration of the Voluntary Protection Programs (VPP),” and subsequent VPP policy memoranda, clarifies actions for the Occupational Safety and Health Administration’s (OSHA) Regions in implementing the Agency’s continuing efforts to improve the administration of the VPP.  The following instructions clarify policy and procedures for the review and evaluation of safety and health incentive programs at VPP applicant and participant worksites.  These instructions are effective immediately.

OSHA Instruction CSP 03-01-003, VPP Policies and Procedures Manual, which became effective on April 18, 2008, addresses incentive programs within the context of an employer’s proper and accurate recording of injuries and illnesses.  Chapter VI Onsite Evaluations, Section III.B.1. Subsections b. and g. stress that incentive programs should promote safety awareness and worker participation in safety-related activities, and must not be the cause of under-reporting of injuries and illnesses.  This memo clarifies implementation of this policy to ensure its consistent administration among the Regions.

Incentives That Promote Injury and Illness Reporting and Worker Involvement

A positive incentive program encourages or rewards workers for reporting injuries, illnesses, near-misses, or hazards; and/or recognizes, rewards, and thereby encourages worker involvement in the safety and health management system.  Such an incentive program can be a good thing and an acceptable part of a VPP-quality safety and health management system.  Examples of such positive incentives include providing tee shirts to workers serving on safety and health committees; offering modest rewards for suggesting ways to strengthen safety and health; or throwing a recognition party at the successful completion of company-wide safety and health training.

Disincentives That Discourage Injury and Illness Reporting and Worker Involvement

An incentive program that focuses on injury and illness numbers often has the effect of discouraging workers from reporting an injury or illness.  When an incentive program discourages worker reporting or, in particularly extreme cases, disciplines workers for reporting injuries or hazards, problems remain concealed, investigations do not take place, nothing is learned or corrected, and workers remain exposed to harm.  Disincentives to reporting may range from awarding paid time off to a unit that has the greatest reduction in incidence rates to rewarding workers with a pizza party for achieving an injury/rate reduction goal or maintaining an injury- and illness-free worksite for a period of time. A company whose incentive program has the potential to discourage worker reporting fails to meet the VPP’s safety and health management system requirements.

Policy Implementation

New Applications.  When faced with a VPP applicant’s incentive program containing provisions that could discourage injury and illness reporting, the Regional VPP Manager during the initial application review or the VPP Evaluation Team during the onsite evaluation will advise the applicant of OSHA’s position and VPP policy.  The applicant may choose to make an immediate change to its incentive program that will bring the program in line with VPP policy.  If the applicant needs more than a short/nominal period of time to eliminate the disincentive and/or to revise its program, it would be appropriate to designate this needed improvement as a Merit goal, assuming the applicant qualifies for Merit participation.  If the applicant refuses to make the needed change, the Region will recommend that the applicant withdraw its VPP application.

Reapprovals.  If the Regional VPP Manager during review of a Star participant’s annual self-evaluation identifies a problem in the participant’s incentive program, or if a VPP Evaluation Team uncovers disincentives to injury and illness reporting during its document review and employee interviews, the participant will be given the opportunity to bring its incentive program in line with VPP policy consistent with a 90-day item.  Following the 90-day period during which the participant must eliminate the disincentive and/or revise its program, the Regional Administrator may choose to place the participant on Star One-Year Conditional status and require the participant to demonstrate one year of effective implementation of the program change.  A participant’s refusal to make the recommended improvement to its incentive program is grounds for VPP termination.  The established termination procedures will apply, including the Regional Administrator’s written notice of intent to terminate and the participant’s right to appeal in writing to the Assistant Secretary.

VPP and its participants have the opportunity to lead the way by example and to effect positive and creative change throughout their industries.  By working cooperatively, OSHA and its VPP partners can demonstrate that good incentive programs, which emphasize positive worker involvement in safety and health activities and conscientious hazard reporting and correction, can be one element in an effective injury and illness prevention program.

Further discussion and guidance on implementation of this memorandum will follow.




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