Agenda Item No. 11 ...._~ CONTRA COSTA WATER DISTRICT Meeting Date: June 5, 2019 -- Resolution: No AGENDA DOCKET FORM

SUBJECT: APPROVE NEW JOB CLASSIFICATION - ENVIRONMENTAL AND SPECIALIST

SUMMARY: The District has made significant progress strengthening its under the leadership of the Manager of Health and Safety (Manager) who joined the District in late 2015. The Manager has made significant strides elevating the District's safety program, securing employee engagement at all levels of the organization, and implementing critical program enhancements. Based upon the Manager's success and improvements within the safety program since joining the District, the Manager's job classification was updated to include additional responsibilities and expectations and the Manager's compensation was adjusted accordingly in December 2018. Specific program improvements implemented since 2015 include a comprehensive incident reporting system, introduction of electronic reporting and tracking for safety training and chemical safety data sheets, and a significant increase in employee participation (such as an increase in the number of in-house safety trainers, successful participation in the Water Research Foundation participatory ergonomics project, highly active Safety and Site Safety Committees, and a high level of engagement during new safety program procedure development). (Continued on page 2)

FISCAL IMPACT: The monthly salary range for this classification is $7,748.00 to $9,417.20, for a maximum annual salary of $113,006.40. This is a permanent position to be filled in FY20 and will receive the benefits provided to Local 21 employees. This position will be accommodated within the existing 299.5 authorized positions by not filling the temporary Engineering and Planning Intern positions which equates to one FTE. This safety position is a higher priority and is supported by a business case. The objectives and business case for resuming intern positions will be discussed at the next PIC committee meeting and will be addressed in the FY21-FY22 budget proposal. Salaries and benefits funding in the adopted FY20 District budget is sufficient to support this position however an adjustment will be needed to place the funding in the Engineering Department which is where the position will reside.

RECOMMENDED ACTION: Approve the creation of an and Safety Specialist classification with a salary range of $7,748.00 to $9,417.20 per month plus benefits.

VaB--- Rachel Murphy Jerry Browu \ Director of Engineering General Manager

RM/SB:mlb Attachments: 1) List of Duties; 2) Job Classification Approve New Job Classification-Environmental Health and Safety Specialist June 5, 2019 Page2

AGENDA DOCKET FORM

SUMMARY (Continued from Page 1):

While the safety culture improvement efforts have elevated the District's safety program, as evidenced by the results of the 2018 safety perception survey, the 38 programs within the safety program require regular monitoring, inspections, and recordkeeping. With the Cal/OSHA rulemak:ing process regularly requiring creation of additional programs, and the regulatory environment becoming increasingly punitive, additional attention to these technical aspects of the District's safety program is required.

The District's safety program includes 38 programs, each requiring a regularly updated written program, training, and inspections, as well as documentation of these activities. A majority of the Manager's time is currently spent between clarifying safety procedures and creating or updating clear procedures. This needed support leaves little time for the Manager to engage in higher value activities such as monitoring high risk job tasks and developing proactive protection measures, influencing Cal/OSHA rulemaking, developing more effective training programs and materials, and leading CCWD to be a world class safety culture through coaching and mentoring with employees throughout the organization. Achieving world class in safety has been well documented in studies to result in improved business productivity and efficiency.

Business Case

Creation of an Environmental Health and Safety Specialist (Specialist) position will provide the needed technical program support. An initial list of duties for this new position is included as Attachment 1. A core duty will be closing regulatory program gaps, particularly creating systems and tracking mechanisms for programs that require physical inspections, such as fall protection, fire safety, and personal protective equipment. Once the gaps are closed the position will maintain compliance with ever-changing rules and regulations, thereby mitigating compliance business risk, as well as assist the Manager in leading safety culture development through the safety committees, training, and plan reviews.

The Specialist will increase staff efficiencies. For example, by having the respirator fit testing process ·in-house, which is currently an outsourced testing program, the 46 respirator-wearing employees that currently go offsite each year will avoid unproductive windshield time to satisfy this requirement.

The creation of the Specialist position ensures that administration of these programs is performed and retained by a District employee with specific knowledge of past safety incidents and District specific and risks, and strengthens relationships between safety staff and the District team. While the District has utilized consultant services to supplement internal technical expertise, implementation of an effective safety program relies upon a thorough understanding of the District's specific safety culture in order to fully integrate safety into daily work activities and develop trust in the safety program. The cost of services required to fill the identified gaps and provide the continuing safety support as identified in this summary well exceeds the costs of this new position on a continuing basis. Approve New Job Classification- Environmental Health and Safety Specialist June 5, 2019 Page 3

The creation of the Specialist position creates capacity for the Manager to engage at a higher level and on more complex tasks. Areas the Manager will expand into include participating in Cal/OSHA' s rulemaking processes and conducting complex analyses. Upcoming Cal/OSHA rulemaking procedures include naturally-occurring asbestos, lead exposure limits, and workplace violence prevention. Each of these rulemaking procedures will result in the requirement for a new program, regular training, periodic inspections, and recordkeeping. The payback to the District from influencing efficient and effective rulemaking, such as the Manager's recent involvement in the new indoor heat illness and wildfire smoke regulatory proposals, provides continuing cost savings.

Another area requiring the Manager's leadership and expertise relates to cumulative stress/strain injury reduction. With the creation ofthe Specialist position, the Manager will identify different work practices and evaluate alternative tools and equipment to reduce stress/strain injury risks, which will have long-lasting benefits to employee safety and injury reduction. In addition to these benefits, a greater focus in these areas will reduce costs; estimates of the medical costs associated with each lost time injury are at least $50,000 with additional indirect costs due to lost productivity, incident investigation, and retraining. Various safety studies, including the recent Water Research Foundation ergonomic study led by the District, support the conclusion that safety programs focused on ergonomic and repetitive motion injury reduction provide a more than offsetting benefit in reduced injury costs through the employment life of staff.

Finally, with the creation of the Specialist position, the Manager will devote more time to overall safety program leadership, lead cross-functional work teams, coach and mentor employees at all levels of the organization, and develop continual performance improvement strategies. Examples of improvement strategies that will be evaluated include establishing a regular coordinated safety program and training material review process, enhancing the root cause analysis process by integrating analysis of human behaviors as part of the review, and conducting regular regulatory gap analysis to identify program and compliance deficiencies. Additionally, the development of new proactive safety metrics, including tracking employee and management participation in safety and facility and equipment inspection rates, will augment the District's current safety metrics to provide confirmation of the success of these efforts.

Job Description

The job classification description for the Specialist position is included as Attachment 2. The duties to be performed by the Specialist are currently being performed by the Manager, other decentralized staff throughout the District, or not at all. Consolidating the individual program tasks under one person frees up other staff to focus on core duties while also addressing safety program gaps.

Human Resources staff surveyed the safety program staffing of ten local public agencies that have comparable safety positions, many of which compete within the District's labor market, including Contra Costa County, East Bay Municipal Utility District, and Dublin San Ramon Services District. Based on this survey, creation of a Specialist position and placement of the position in the Local 21 bargaining unit is recommended. Determination of the recommended salary range included an internal salary comparison and is consistent with positions of similar qualifications and responsibilities. Local 21 representatives have reviewed the job classification description. Attachment 1

List of Duties - Environmental Health and Safety Specialist

Full Program Management Facility Safety Program 1. Conduct annual staffed building safety inspections 2. Conduct annual shop inspections 3. Provide inspection monitoring support (pressure vessels, underground tanks, etc.) 4. · Monthly post indicator valve inspections 5. Manage safety signage program-initial project will be to identify applicability of new American National Standards Institute signage requirements Emergency Response - Evacuation Program 1. Coordinate written Emergency Action Plan document and update as needed 2. Act as back up Incident Command System Safety Officer 3. Recruit· zone captains and building wardens 4. Coordinate annual fire drills and great shake-out 5. Conduct fue extinguisher inspections for District campus 6. Conduct emergency lighting inspections 7. Coordinate annual fire extinguisher inspections Personal Protective Equipment (PPE) Program 1. Coordinate PPE written program and update as needed 2. Conduct PPE assessments 3. PPE Stores inventory Respiratory Protection Program 1. Coordinate written respiratory protection program and update as needed 2. Conduct respirator fit testing 3. Coordinate medical clearances 4. Coordinate self-contained breathing apparatus maintenance and flow tests Excavation and Shoring Program 1. Act as shoring subject matter expert 2. Coordinate annual shoring inspection and maintenance Driving Safety Program 1. Conduct Department of Transportation driver proficiency tests Laboratory/ Chemical Safety Program 1. Coordinate Chemical Hygiene written plan and annual review 2. Maintain chemical inventory and conduct annual chemical inventory 3. Conduct annual eyewash and safety shower inspections 4. Track weekly eyewash and safety shower inspections 5. Perform training for District eyewash and safety shower inspectors List of Duties - Environmental Health and Safety Specialist Page2

Other Program Duties and Support Tasks Safety plan review and approval 1. Engineering design safety review - applicant projects 2. Lockout/Tagout annual inspections 3. Verify equipment inspections, including forklift, crane, and other equipment Site Safety Committee Program 1. Central County and East County site safety committee support Industrial Hygiene Program - field surveys 1. Conduct noise dosimetry as needed 2. Coordinate annual asbestos cement pipe negative 3. Conduct other industrial hygiene monitoring as needed Training Program 1. Serve as in-house trainer for at least one topic 2. Support hands-on training exercises (meet trainers, set-up equipment, etc.) 3. Tailgate topic coordination and tracking California Accidental Release Program (CalARP) 1. Provide on-site support to county auditors during formal audits 2. Manage Process Safety Management and CalARP updates as needed Fall Protection Program 1. Coordinate quarterly portable ladder inspections 2. Coordinate biannual fall protection PPE inspections Contractor Safety Program 1. Coordinate contractor safety orientation program i Confined Space Program 1. Coordinate semi-annual confined space rescue drills 2. Maintain confined space. rescue trailer inventories and inspection records · Safety communication 1. Assist with creating content for monthly safety newsletter 2. Conduct follow-up activities and tracking for safety events Attachment 2

CONTRA COSTA WATER DISTRICT ENVIRONMENTAL HEALTH AND SAFETY SPECIALIST JOB CLASSIFICATION

DEFINITION Under general supervision, performs a variety of, technical, and administrative duties for the District's environmental health and safety programs in an effort to achieve a world-class District­ wide safety culture. This position provides support to ensure that the District's safety program is in compliance with all applicable local, state, and federal safety requirements.

DISTINGUISHING CHARACTERISTICS This is a journey-level, single-position classification which performs a wide variety of technical support duties related to the administration of the District's environmental, health, and safety programs. This position serves as an active and visible proponent of safety, fostering a safety culture that values and respects all contributions, ensuring the District's compliance with all applicable health and safety regulations.

SUPERVISION RECEIVED AND EXERCISED 1. Receives direction from the Manager of Health and Safety and other management staff. 2. Exercises technical supervision over programs to which they are assigned.

EXAMPLES OF DUTIES 1. Duties may include, but are not limited to, the following: 2. Assists in the development and implementation of goals, objectives, policies, procedures, and priorities in support of the District's health and safety program. 3. Coordinates various safety-related programs including, but not limited to, the District's personal protective equipment, respiratory protection, excavation and shoring, hearing conservation, and facility safety programs. 4. Conducts or coordinates a variety of field sampling, including annual asbestos negative exposure assessments. 5. Reviews safety events to identify causal factors; consults with supervisors and employees to make recommendations for implementing safety changes; recommends corrective actions to reduce potential for future incidents. 6. Assists with implementing biennial safety perception survey and its follow-up actions. 7. Understands, interprets and applies federal, state, local and District rules and regulations related to environmental health and safety regulations, including Cal/OSHA. 8. Monitors, evaluates and interprets data for assigned projects and programs; prepares accurate and complete calculations and technical reports; conducts field sampling and analysis. 9. Researches, organizes, and analyzes information; prepares specialized analytical reports relating to and safety statistics, including program regulations, policies and procedures, Cal/OSHA, safety monitoring, hazardous material pickups, and safety equipment. 10. Assists with various safety related duties, including inspection and monitoring of District facilities and equipment for compliance with federal, state, local safety, health, and Environmental Health and Safety Specialist Job Classification June 6, 2019 Page 2 of 4

environmental regulations, as well as industry standards, analyzing causes of work-related accidents and injuries, and recommending and implementing measures of work-related accident and injury prevention 11. Tracks inspection forms, corrective action plans, and supporting documentation; ensure unsatisfactory conditions are addressed; meet both District and regulatory agency requirements within the required timeframe. 12. Monitors, inspects and observes condition of safety equipment, work practices, and physical conditions to identify potential hazards and verify compliance with regulations; develop controls or work practices to minimize or eliminate identified hazards. 13. Responds to inquiries regarding safety equipment including proper use, safety procedures and practices in use of equipment, vehicles, heavy equipment, forklifts and other machinery. Assess and recommend equipment, furniture, and materials to ensure safe work environment and conditions. 14. Conducts on-site and classroom training and instruction on general and technical safety topics, policies, procedures, and practices, such as personal protective equipment, confined space entry, respiratory protection, laboratory safety and hearing conservation. Assists in development of technical training programs; conducts on-site and classroom safety training; evaluates training materials. 15. Acts as safety representative for site safety committees; participates in District Safety Committee; conducts safety meetings. 16. Builds and maintains positive working relationships with co-workers, other District employees, and the public by participating in solutions to problems as they occur. 17. May need to be available after normal working hours, on-call by cell phone. May be called upon to respond to or support emergencies during normal or off-hours. 18. Performs related duties as assigned.

MINIMUM QUALIFICATIONS: Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience Four years of experience performing technical duties within safety, risk management, occupational health, environmental health, industrial hygiene, or hazardous materials or four years of experience performing construction or maintenance duties which included implementing environmental health and safety regulations. Experience . working in water/wastewater industry is preferrec;l but not required.

Education Equivalent to an Associate's Degree with major course work m industrial safety, environmental health sciences or closely related field. Environmental Health and Safety Specialist Job Classification June 6, 2019 Page 3 of 4

Knowledge of: 1. Applicable federal, state, and local laws; District, Department, and Division regulations, codes, policies, and procedures; Cal/OSHA regulations including the Injury and Illness Prevention Program, construction practices, excavation safety, and hazard communication. 2. Common technical safety programs (e.g. confined space entry, hearing conservation, respiratory protection, chemical hygiene, hazardous materials, and personal protection). 3. Construction practices and procedures for above and below ground work. 4. Computers and word processing, spreadsheet, visual presentation software used in conjunction with contemporary business practices. 5. Principles and practices of assessment and inspections as related to job responsibilities. 6. Business letter writing and report preparation. 7. Business arithmetic and basic statistical techniques. 8. Techniques for providing a high level of customer service to the public and District staff, in person and over the telephone.

Skill in: 1. Effectively relating with the public and employees. 2. Applying District policies and procedures relating to departmental programs. 3. Developing and maintain organized systems and procedures for conducing departmental programs. 4. Conducting administrative research and analysis. 5. Using judgment and discretion to integrate safety and technical knowledge with interpersonal and communication skills when dealing with employees, management personnel, consultants, agents from regulatory agencies, providers and others. 6. Communicating clearly and concisely both verbally and in writing. 7. Establishing, developing, and maintaining effective cooperative and collaborative working relationships with employees, regulatory agencies, the public and those contacted during the course of performing the job. 8. Researching, understanding, interpreting and applying specific rules, laws, ordinances and policies to applicable safety management programs. 9. Organizing and prioritizing work to meet deadlines and provide timely action and resolutions to safety issues. 10. Remaining current regarding trends and job-related information related to occupational safety, industry specific technology, federal, state, and local safety regulations and standards.

OTHER REQUIREMENTS

Physical Demands 1. Work is performed in a normal office environment and outside in all weather conditions. 2. The position requires the ability to talk, listen, observe, stoop, reach, sit, stand, move, used repetitive motions, climb, and may traverse uneven terrain. Environmental Health and Safety Specialist Job Classification June 6, 2019 Page 4 of 4

3. The position requires the ability to operate a computer keyboard and printer, copiers, telephone, and motor vehicle. 4. Work requires lifting or moving up to 30 pounds.

License or Certificates Possession of a valid California driver's license and a satisfactory driving record is required. A valid out-of-state license will be accepted during the application process. Must possess a valid California driver's license within 90 days of appointment.

Disaster Service Worker

All Contra Costa Water District employees are, by state and federal law, Disaster Service Workers. The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and are defined in the California Labor Code. In the event of a declaration of emergency, any employee of the District may be assigned to perform activities which promote the protection of and safety or the preservation of lives and property. Such assignments may require service at locations, times, and under conditions that are significantly different than the normal work assignments and may continue into the recovery phase of the emergency. If a "Local Emergency" is declared during the employee's normal work day, employees will be expected to remain at work to respond to the emergency needs of the community. If a "Local Emergency" is declared outside of the employee's normal work day, employees must make every effort to contact their direct supervisor or department head to obtain reporting instructions as Disaster Service Workers.

EEOC Job Category: Technician FLSA Designation: Exempt Employee Group: IFPTE, Local 21 Classification Created: June 2019 Salary Range: $7,748 - $9,417.20 Approved by Human Resources & Risk Manager: ______