MTSD Workplace Safety Committee Bylaws
I. Purpose, Goals and Objectives
The Manheim Township School District Workplace Safety Committee was implemented to be an important avenue for all district employees to contribute towards the accident prevention and workplace safety in order to achieve and maintain a safe and healthful working environment.
The goal of The Manheim Township School District Workplace Safety Committee is to eliminate workplace incidents by involving employees and administrators in identifying hazards and providing suggestions to eliminate and prevent future incidents. The foundation of the committee is monthly meetings, which should be structured to facilitate information exchange and education via reports of safety concerns, district operations and guidance from Committee advisors. Committee members are not designed to be enforcement groups for the district. Enforcement of rules and regulations remains the task of the administrative staff.
The Manheim Township School District Workplace Safety Committee has five primary objectives through its operation:
- Promote a safe and healthful workplace via employee involvement throughout the district
- Promptly review all safety related incidents, injuries, accidents and near misses.
- Facilitate routine hazard identification practices and workplace inspections
- Facilitate prompt correction of identified hazards from inspections or accident reviews and provide follow-up when necessary.
- Facilitate review of The Manheim Township School District Workplace Safety Committee and Health programs and ensures recommendations are addressed by administration.
In the interest of providing a safe school environment and accident prevention, the Board of School Directors and the Superintendent support a formal safety committee.
II. Safety Committee Policy Statement
The district is committed to providing a safe and healthful workplace, through the use of a proactive safety program. The safety committee organization is the first stop in achieving our goal. The safety committee organization is charged with the responsibility of working to reduce employee accidents and injuries. Committee activities will be to:
- Review all accident investigation reports
- Review all existing and newly created safety programs
- Review all safety related training materials
- Actively participate in the design, development, and implementation of safety and related programs
The safety committee will meet on a monthly basis. Part of that work will be to facilitate inspections of the district’s areas to further ensure safe working conditions are maintained. The goal of this committee is not to enforce rules but to assist in the identification and correction of potentially dangerous acts and conditions.
Aside from their duties within the committee meeting structure, members should be willing to avail themselves to other employees who may have questions, concerns, or suggestions that are safety related.
All employees are encouraged to participate in the committee. Input and participation will help strengthen the committee organization and will result in a strong, proactive safety program.
I believe by working together, we can eliminate work related injuries.
III. Safety Committee Structure
The committee will have members representing employees and employer. The committee will be comprised of at least seven members at all times and shall not contain more employer representatives then employee representatives at any time. The committee will be comprised of representatives from the following departments, who meet in the spirit of collaboration as a team to promote workplace safety and health:
Academic Human Resources
Athletic Health Services
Custodial Plant Services / Facilities
Food Service Special Education
- The term of committee members will be for three years.
- One-Third of the membership will rotate out annually.
- Terms will begin July 1 and end on June 30.
- Members may be re-appointed with approval of the Administration to ensure maximum participation and continuity in the Safety and Health Committee and Loss Control/Risk Management program.
- Some administrative members are permanent members and are not subject to being rotated out of the committee.
- In the event that a member cannot fulfill his/her term, a person from the same group or a substitute from another department will serve until the end of that member’s term.
- Committee members may be replaced for failing to attend scheduled meetings.
- All members shall be trained annually by a state-qualified accident and illness prevention instructor prior to renewal of the state certification.
The committee must elect a committee chair and vice-chair. Committee officers can rotate on an annual basis. The election will be held during the monthly meeting the month before the incumbent’s term expires. If the chair or vice-chair leave office before the term expires, an election will be held during the next scheduled safety committee meeting and the elected officer will serve the remainder of the term.
IV. Committee Member’s Responsibilities
A. Chairperson Duties
- Schedule monthly committee meetings
- Prepare agenda for meetings
- Conduct meetings
- Present committee correspondence and reports for approval
- Appoint sub-committees as needed
- Review minutes prior to recorder’s distribution
- Collaboration with HR team is essential
- May delegate any of these duties as needed and appropriate
B. Vice-Chair Duties
- In the absence of the committee chair, assume the duties of the chair
- Perform other duties as directed by the chair
C. Recorder Duties
- Distribute monthly agenda
- Document meeting attendance lists
- Maintain committee membership lists
- Take minutes at each meeting
- Distribute copies of minutes to committee members
- Post minutes or make available to all employees
- Maintain safety committee records for five years
D. Committee Members
- Attend all monthly safety meetings or send trained alternate in their place.
- Notify all employees in their area that they are their safety committee representative and will address their issues and concerns accordingly.
- Solicit safety suggestions from other staff and be responsive to employees concerns, always following up in writing.
- Watch for and report unsafe conditions, and discuss the unsafe practice or behavior with the committee.
- Review all accidents and near misses in their work area.
- Contribute ideas and suggestions for improvement of safety.
- Influence others to work safely.
- Assist with periodic safety inspections as needed and as appropriate.
E. Annual Committee Member Training
Members of the safety committee will be trained on an annual basis. Training will include the following topics:
- Safety Committee structure and operation
- Hazard detection and identification
- Accident and Illness prevention and investigation
- Safety and Health topics specific to the District
Additional training topics will be determined by identified workplace hazards and exposure. Information on training, including dates, attendance, and instructor credentials will be maintained with the Safety Committee recordkeeping file within the Human Resource Dept.
V. Meeting Structure
The agenda will prescribe the order in which business is conducted at monthly committee meetings and should be in the following order:
- Call to Order/Attendance
- Review of minutes from previous meeting
- Unfinished Business / Old Business
- Review New business and Accident reports
- Future meeting dates
- Motion to adjourn
All issues requiring a decision should be voted upon. The majority vote rules.
On some occasions, situations discovered may not be resolved during the meeting. To gain a different prospective of the situation, a sub-committee can be appointed by the chairperson. The committee can be charged with the responsibility of studying or researching the situation and providing the committee with three (3) more options to consider for resolution. Each option would call for a vote.
VI. Safety Log, Identified Concern, and Issue Response
The committee will maintain a log of all employee concerns, including the date received, the date recommendations were made to administration, administration responses and the date the concern was resolved.
The committee will respond to employee concerns in writing and work with administration representatives to resolve them. The committee will present written recommendations for concern/issue resolution to administration. It is suggested that within 30 days of receiving the written recommendations that administration respond in writing to the committee indicating acceptance, rejection or modification to the proposed resolution.
VII. Incident and Accident Investigation
The safety committee will review all safety incidents, accidents and near misses at the next scheduled monthly meeting. Prior to the meeting (as soon as practical after the incident), an investigation by committee representatives should occur using the District Accident Investigation Form. Recommendations resulting from the investigation will be generated from the meeting and distributed appropriately. Where applicable, response activities will be reported to administration. The status of applicable facility work orders shall be discussed at each monthly meeting.
VIII. Workplace Inspections
Part of the committee’s responsibility is to tour the district campus, identify and note the existence of unsafe conditions and unsafe acts. At each monthly meeting, the committee will designate a targeted area of the district campus and respective date(s) for tour/inspection with the district consultant. A report, identifying findings and recommendations will be subsequently generated and presented at the next scheduled meeting.