400-1 Supervision of Works (Council)

 

Each councillor is appointed a committee of one to supervise road work in his/her division.

All supervision is to be done under the direction of the Reeve.

All members of Council shall be paid fees and mileage for supervision of roads and public works within their respective divisions at a rate of $18.75 per hour so occupied and fifty cents ($0.60) for every kilometer necessarily traveled.

Each councillor shall be responsible to maintain a log stating the date, time and observation of road inspected or any other public works supervision conducted.

One third of all payments to the council shall be designated as being paid in respect of expenses in compliance with Revenue Canada regulations.

 

 

400-1.1 Road Pre-Construction Procedural Checklist

  • The Administration is responsible for:
    • mailing out the form letter of notification of construction to land owners affected by the construction (see appendix F-400-1.1).
    • preparing the agreements for sale of right of ways
    • notify utility and pipeline companies (Sask Tel, Sask Power and Sask Energy) of construction and request locates, depths and flagging of underground facilities
  • The supervising councillor shall meet with owners and obtain signatures on right of way sale agreements rates to be as set out in municipal polices.
  • The Construction Committee shall:
    • tour the proposed construction area with the R.M. foreman
    • tour the proposed construction area with the engineer; inform the engineer of any unusual run-off problems, any known clay deposits, the nature of the land owners, etc.
    • Note above ground obstructions and their location:
      • Texas gates
      • Power poles
      • Sask Tel facilities
        • i.e. - are utilities in a cut or fill area?
        • are utilities in a back slope area?
        • are utilities running parallel to road?
      • Rock piles
      • Trees
      • Building
      • Old or existing water wells
      • Dugouts
  • Buried utilities (telephone & power):
    • The supervising councillor must:
      • confirm that the utility companies have been notified
      • confirm if utilities are located and flagged and depths known
      • notify the administrator if lines require moving
  • Pipelines:
    • The supervising councillor:
      • should verify that the pipeline companies have been notified
      • confer with engineer into depth of pipelines
      • are pipelines high pressure or not
      • what special precautions must be taken
         
  • General duties of Supervising Councillor
    • locate place to dispose of rocks
    • if rip rapping is necessary, locate source of rocks
    • are borrow pits necessary, if so, locate where
    • if clay capping is necessary, locate source of clay (this may involve testing potential sites with backhoe)
    • identify any new or altered water courses (engineers will usually point them out)
    • locate construction camp site
    • examine road approach requirements (i.e. replace in existing location, relocates, removals, any new approaches)
    • confer with land owners on approach issue and requirements
    • report all above ground and buried obstructions, all arrangements made for rocks, borrow pits, clay deposits, etc. to the administrator.
    • water source if watering is required

 

400-1.2 Road Construction Procedure

 

  • The contractor is directly responsible to the engineer in regards to the plan, design and construction standards.

  • The engineer is responsible to the supervising councillor, any additional approaches or re-locations must be submitted to the engineer for inclusion in the project design.

  • The supervising councillor is responsible for:
    •  limiting interference with the contracting engineer by the land owners,
    • ensuring that land owners needs are met, i.e.: approaches,
    • ensuring fences are removed, and culverts are on site when needed,
    • provide a location for culvert storage,
    • be on site to take inventory when culverts are delivered,
    • arranging for traffic detours,
    • arranging for water haulers if required,
    • notify the administrator when project is nearing completion so that gravel haul may be co-ordinated.
    • participate in the final inspection of the road upon completion of the construction for clearance to apply gravel. Note: that once the project is released for gravel, the contractor is released from his obligation for repairs on the road due to weather conditions.
    • sign the project release form once you have inspected the road with the foreman, engineer, and the contractor and are in agreement that the road is completed to satisfaction and ready for graveling.

 

400-1.3 Council/Employee Communications Policy

 

The purpose of the policy is to:

  • clearly enunciate councils communication practices and procedures,

  • maximize the efficient use of time, human and capital resources,

  • minimize the need for council member involvement in the day to day operations of the municipality,

  • enhance employer/employee relations, by minimizing confusion and potential areas of conflict.

The council/employee liaison shall be a two-way communications link conducted by and through the Reeve.

  1. The Reeve shall communicate the council’s plans, programs, direction, and matters pertaining to the day to day operations of the municipality expediently and directly to the foreman.

  1. When assigning tasks or projects to the Foreman, the Reeve shall stipulate the degree of urgency and a reasonable time frame for completion.(res.221-09)

  1. The Reeve shall communicate employee concerns and suggestions regarding the councils plans, programs, direction, scheduling or any matter pertaining to the day to day operations of the municipality expediently and directly to council or appropriate committee.

  1. Any need by council members or employees to deviate form a) or b) shall be communicated to the Reeve.

 

This is a council operations policy; it does not supercede the role and responsibilities of the administrator or council committees, nor the rights and responsibilities of individual council members.

 

400-1.4 Personal Protective Apparel

 

PROTECTIVE FOOTWEAR, PROTECTIVE HEAD WEAR

POLICY: The Rural Municipality of Gull Lake No. 109 shall ensure a process to eliminate or decrease the risk of work related foot and head injuries in accordance with the Occupational Health and Safety Regulations (1996)

All employees must supply their own protective footwear.

PURPOSE: To ensure that a worker uses footwear and head wear that is appropriate to the risks associated with the workers place of employment and occupation.

  • To protect a worker who may be at risk from a falling object or who may tread on a sharp object.
  • To prevent foot and head injuries to the employees of the Rural Municipality of Gull Lake No. 139.
  • To assist supervisors and employees in determining when hard hat use is mandatory.
  • To minimize or eliminate hazards/risks which may result in personal injuries/illnesses, service interruption, or loss
  • To promote and maintain a safety program based on the “Internal Responsibility System” where roles, responsibility and account abilities are known and implemented.

APPLICATION: This policy applies to all employees including contractors and consultants providing services to the R.M. of Gull Lake no. 139.

COUNCIL TO: Ensure all workers use approved protective footwear/head wear as required in mandatory protective footwear/head wear areas.

  • Authorize expenses for the approved head wear
  • Ensure that all employees are aware of the protective footwear requirement.

SUPERVISOR TO:

  • Ensure all workers use approved protective footwear or head wear as required in mandatory protective footwear/head wear protection areas.
  • A supervisor may direct an employee to wear a hard hat at any time when in their opinion there is a risk of head injury.

WORKERS TO:

  • Ensure that they use approved footwear as required in mandatory footwear areas.
  • Ensure that they use approved protective head wear as required in mandatory head protection areas.

DEFINITIONS:

Construction - The erection, renovation, repairs, dismantling and painting of a structure, clearing, earthmoving, grading, trenching digging, boring, drilling, blasting and concreting.

Hard Hat - means protective head wear

Color - means flourescent orange or other high visibility color

Mandatory - condition of employment in mandatory protective footwear areas or mandatory head wear protective areas.

Approved -means CSA (Green Triangle) approved having a safety toe, puncture resistant soles with boot height appropriate to the work to be performed.

Risk - shall be interpreted to mean all areas where hard hats are mandatory as per this policy or where in the opinion of the Employer or supervisor protective head wear is warranted.

MANDATORY FOOTWEAR AREAS

  • When working between construction ahead, survey crew or road work signs where road maintenance or construction is taking place.
  • When engaged in the repair/maintenance/construction of bridges.
  • When working in the vicinity of equipment capable of propelling objects at high speeds (eg mowers, hand operated weed whacker)
  • When bush clearing
  • While working in repair shops while repairing and or maintaining equipment.
  • While working in and around equipment such as loaders, backhoes, crushers, graders and all heavy equipment.
  • When working in and around excavations, trenches, culverts, post hole augers..

MANDATORY HEAD PROTECTION AREAS

  • When working between construction ahead, survey crew or road work signs where road maintenance or construction is taking place.
  • When working on the side slope or the road surface
  • When erecting and repairing signs
  • When engaged in the repair/maintenance/construction of bridges
  • When working in the vicinity of equipment capable of propelling objects at high speeds (eg. mowers/hand operated weed whackers)
  • When bush clearing
  • When using the shop overhead cranes
  • While working in the area of overhead equipment such as cranes, backhoes, crushers, loaders.
  • When working in and around excavations, trenches, culverts.
  • At all times when operating power equipment unless an enclosed cab is provided.
  • When working where heavy equipment/trucks are operating (eg. Pits)
  • When engaged in the repair/maintenance of equipment inside the right of way.

MISCELLANEOUS PROTECTIVE APPAREL

POLICY: The Rural Municipality of Gull Lake NO. 139 shall ensure a process to eliminate or decrease the risk of work related injuries

PURPOSE:

  • To prevent injuries to the employees of the Rural Municipality of Gull Lake No. 139
  • To ensure that all employees protective apparel or supplies that are appropriate to the risks associated with the work being done.

COUNCIL TO: Ensure resources are provided for the use of fluorescent safety vests, rubber gloves, safety glasses and ear plugs.

FOREMAN TO: Ensure all workers use approved protective safety equipment as required in mandatory work areas.

EMPLOYEES TO: Ensure that they use approved safety equipment as required in mandatory work areas.

OPERATING GUIDELINES:

MANDATORY AREAS:

  • When working between construction ahead, survey crew or road work signs where road maintenance or construction is taking place (vests)
  • When engaged in the repair/maintenance of bridges (vests)
  • When working in and around excavations, trenches, culverts etc. (i.e. vests)
  • When driving equipment (i.e. earplugs)-according to OH & S noise guidelines
  • When working with hazardous products as listed in the MSDS manuals (ie gloves and safety glasses).

NOTE:

Clarification of concerns regarding the intent of the policy should be addressed in the following manner:

  1. Every attempt should be made to resolve the issue with the local Supervisor.

  2. Persistent concerns should be raised to the Council

NON COMPLIANCE:

It is the responsibility of all employees to ensure the provisions of this policy are followed and adhered to. Supervisors and employees will be held responsible and accountable for non compliance. If in doubt, supervisors and employees should err on the side of safety.

Note: All requirements of this section are conditions of employment. Visitors to a work site where Personal Protective Apparel is required must comply by using the necessary Personal Protective Apparel. Enforcement lies with the supervisor and Council.

400-1.5 Fire Safety Policy

 

POLICY: A process to prevent the outbreak of fire at any work site of the Rural Municipality of Gull Lake No. 139 and to provide effective means to protect workers from any fire that may occur.

 

PURPOSE: To prevent fires and any harm that could result to the workers, public and property and to provide effective means to protect from any fire that may occur.

 

COUNCIL TO:

  • Ensure that the fire safety plan is posted in a conspicuous place for reference by workers and locations of all fire extinguishers.
  • Ensure that the fire safety procedures and training is carried out.
  • Ensure that all portable fire extinguishers are inspected, maintained and tested on a regular basis.

FOREMAN TO:

  • Document and have a copy offsite of all locations and storage methods of flammable substances present in the workplace assist in development of a plan to include notification of fire department, evacuating endangered workers. Train all workers to know who is designated to carry out the fire safety plan and their duties.
  • Ensure that all equipment is equipped with fire extinguishers.

WORKER TO: 

  • Take all reasonable and practicable steps to prevent the outbreak of a fire at their place of employment.
  • Familiarize themselves with the locations of all hazards and fire safety plans within their place of employment and their duties and responsibilities in carrying out the fire safety plan.

400-1.5 Fire Safety Policy

 

POLICY: A process to prevent the outbreak of fire at any work site of the Rural Municipality of Gull Lake No. 139 and to provide effective means to protect workers from any fire that may occur.

 

PURPOSE: To prevent fires and any harm that could result to the workers, public and property and to provide effective means to protect from any fire that may occur.

 

COUNCIL TO:

  • Ensure that the fire safety plan is posted in a conspicuous place for reference by workers and locations of all fire extinguishers.
  • Ensure that the fire safety procedures and training is carried out.
  • Ensure that all portable fire extinguishers are inspected, maintained and tested on a regular basis.

FOREMAN TO:

  • Document and have a copy offsite of all locations and storage methods of flammable substances present in the workplace assist in development of a plan to include notification of fire department, evacuating endangered workers. Train all workers to know who is designated to carry out the fire safety plan and their duties.
  • Ensure that all equipment is equipped with fire extinguishers.

WORKER TO: 

  • Take all reasonable and practicable steps to prevent the outbreak of a fire at their place of employment.
  • Familiarize themselves with the locations of all hazards and fire safety plans within their place of employment and their duties and responsibilities in carrying out the fire safety plan.

400-1.6 Working Alone Policy

 

POLICY: A process to protect workers who must work alone

PURPOSE:

  • To provide a process that identifies the risks arising from working alone.
  • To provide an effective communication system that consists of:
    • Radio/telephone communication
    • Provide a process for regular contact with the worker
  • To ensure workers meet or exceed first aid qualifications for working alone.
  • To ensure first aid supplies meed or exceed the Occupational Health and Safety Regulations (1996)
  • To ensure emergency response plans are established prior to the start of work (eg. RCMP contacts, locations of nearest health facility, emergency transportation availability).
  • To put forth guidelines when working in a hazardous situation where the workplace risk assessment requires the use of more than one worker.

RESPONSIBILITIES:

COUNCIL TO:

  • Ensure resources, training and emergency response plans are in place where workers are alone.
  • Ensure an effective communication system is in place for workers who are alone.
  • Ensure a process to establish and review standard operating procedures.

FOREMAN TO:

  • Ensure workers have the appropriate first aid training, certification and supplies.
  • Actively participate in the identification of risks associated with each activity before it starts and establish safe work procedures.
  • Once they have been identified all documentation will be given to the worker to ensure they are familiar with the proper procedure.
  • Make sure emergency response plans are prepared with the necessary contacts and that all workers have copies of the plans.
  • Ensure that the communication system is operational and workers have received adequate training.
  • Read, review, revise and understand applicable standard operating procedures.

WORKERS TO:

  • Actively participate in the identification of risks associated with each activity prior to commencement and establish safe work procedures.
  • Read, review, understand and follow the established working alone policy, procedures and necessary emergency response plan.

OCCUPATIONAL HEALTH AND SAFETY CONSULTANT/COORDINATOR:

  • Recommend minimum training standards for workers who work alone.
  • Assist and advise with process, procedures and equipment to minimize or eliminate the hazards.
  • Assist and advise with preparing of emergency response plans.

400-1.7 Lock Out Policy

 

POLICY: A process to protect workers who undertake the maintenance, repair, test or adjustment of a machine.

PURPOSE: To provide a written lock out process to each worker to ensure theirs and others safety when repairing, testing, adjusting or maintaining a machine.

COUNCIL TO:

  • Provide a written lockout process to each worker who is required to work on a machine either repairing, testing, adjusting, or maintaining a machine.
  • Ensure the purchase of the lockout tags for the workers to use to ensure safety while performing maintenance, repair, testing, or adjusting of a machine.
  • Ensure the workers understand that if the lockout tags are not being used the keys must be removed from the machine to ensure that it cannot be used while under lockout.

FOREMAN TO:

  • Ensure all workers are adequately informed of the process for lockout.

WORKER TO:

  • Ensure the safety of themselves and others by following the written lockout process.

 

 

 

 

400-1.8 Disciplinary Procedures (Res. 221-08)

The nature of discipline is corrective and its purpose is to motivate employees to accept rules and standards of conduct which are necessary to achieve the goals and objectives of the municipality.

The Municipal Council agrees to act reasonably in all circumstances in applying disciplinary procedures. In the event the Municipal Council initiates a disciplinary action against an employee the following procedure shall be followed:

  1. Oral Reprimand - The employee shall be interviewed by the Employee Committee and made aware of the performance problem. The employee shall be heard and any explanation considered. The employee shall be made aware of the improvement expected. The date and con tent of the discussion are to be recorded in a memo to be retained in the employee’s personnel file.
  2. Written Reprimand -If the desired degree of improvement does not follow the verbal warning or if a further incident occurs, whether it is a repetition of the first or a different infraction, a written warning is to be given to the employee by the Reeve. The written warning shall include:
    1. Confirmation of the warning discussion
    2. Statement of the rule or standard abused or the nature of the unsatisfactory performance.
    3. Statement describing the improvement that is required.
    4. State consequences should situation not be rectified.
    5. Written warning to be acknowledged by the employee in writing and a copy retained in the individual’s personnel file.

The Municipal Council has the right to bypass discipline steps, depending on the type and severity of action and the impact on the job and fellow employees. Council may go directly to suspension if necessary.

 

 

 

400-1.9 Drug & Alcohol Policy (Res. 177-10)

Refer to Policy 200-97