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In this edition of eBulletin, we’ll discuss some of the methods of risk management and the best ways to ensure safety in the workplace. We’ll cover the basics from board members to pipe layers, and we’ll offer a tool to help organize your contacts in case of any emergency.

Write It Down
There are, of course, some basic ways to improve risk management, including regular vehicle inspections and maintenance; employee training, first-aid training and seat-belt requirements. Keeping on top of these safety tasks can help prevent accidents, or at least lessen their impact.
The best solution is a simple one – have written policies for everything, from construction safety to board liability. Make sure your employees have copies of the policies and understand them. Most importantly, make sure the policies are followed and enforced. A lax in written procedures can lead to accidents, complications or even lawsuits.

The Buck Stops Here
At first glance, a seat on a small-town water board may seem to be an easy job. Meet once a month or so, listen to what the operator has to say, decide whether to replace this pipe or add that tank, and go about your merry way. But anyone who’s sat on a water board knows there’s a lot more to the job than just a meeting or two. In fact, it’s a position of great responsibility. Not only are you in charge of making decisions that will affect the entire town, but you’re also liable for those decisions and their results, good or bad.
Some states have passed laws limiting liability of water boards and other forms of local government. However, some lawsuits are still possible, so it’s best to set the right policies and follow them to ensure you don’t end up in litigation.
Board members can be held responsible for mishandling of finances or misrepresenting financial conditions. Unacceptable hiring, firing or treatment of employees, conflicts of interest, lack of supervision of employees and poor attendance at board meetings are other actions that can lead to sticky legal situations.
There are simple steps to take to avoid these situations.

• Attend all board meetings.
• Know the water systems regulations and bylaws, as well as the standard operating procedures.
• Be sure all local, state and federal legal requirements are met, from water quality to tax withholdings.
• Document all board meetings, especially those involving votes or controversial issues.
• Seek experts for advice on laws, finances, regulations, etc.
• Make sure the water operator is well trained and certified.
• Keep a close eye on the finances, including performing an annual audit, and make sure all policies and procedures are followed closely.
• Keep all system vehicles well maintained, and keep accurate records of all maintenance.
• Keep properties secure by installing burglar alarms and locking doors, windows and storage facilities.
• Make sure fire equipment, including extinguishers and sprinkler systems, are professionally inspected annually and checked regularly.
• Make sure maintenance and operations practices are detailed in written policies, and make sure safety guidelines are outlined.
• Ensure all employees undergo safety training.
• Inspect equipment regularly and carefully, from chemical storage devices to electrical equipment.
• Make sure any electrical repairs and proper inspections are carried out by a licensed electrician.
• Write out personnel policies and procedures, and make sure they are followed. Keep federal and state civil rights and other laws in mind when making such policies.
• Keep records of employee evaluations, hirings, firings and discipline.
• Screen financial applicants carefully, take regular inventories, spread financial duties among several employees and establish checks and balances in your financial system to protect from loss, theft or fraud.

These are a few basic tips to keep your system on a smooth regulation road, a road accessed by a good, old-fashioned paper trail. There’s just one more suggestion: Make sure the paper in your paper trail, be it digital or on actual paper, is kept in a safe, secure, fire/flood-protective area.

Caring for the Chlorine
One of the most dangerous aspects of working at a water system is the handling of dangerous chemicals, particularly chlorine. There are several federal regulations dictating how this chemical must be handled. It’s vital to make sure employees are well trained on storage and handling of chlorine. The Occupational Health and Safety Act (OSHA) requires that employers make employees aware of the risks involved in handling dangerous chemicals. Neglecting these duties could lead to accidents, injuries or lawsuits later.
Here are some basic rules on storing and handling chlorine.

• Never store chlorine with flammable products or in areas with excessive moisture or heat.
• Mark the area with “Danger-Chlorine.”
• Store the chlorine in a fire-resistant or fireproof room or facility.
• Keep the storage area well secured.
• Keep a fan overhead and at ground level, since chlorine gas is heavier than air and will sink.
• Chlorine tanks of 150 pounds or more should be stored upright and secured to a wall.
• Chlorine tanks of a ton or more should be stored on their sides and secured by blocks.
• Valve protection hoods should be in place on all stored cylinders, and the containers should NEVER be picked up by these hoods.
• Full and empty containers should be separated and checked often for leaks.
• Store chlorine containers for no more than six months, and always use the oldest tanks first.
• Make sure your Material Safety Data Sheet is displayed in the storage area. Links to an explanation on this OSHA requirement and MSDS resources are available below.
• Cylinders should be moved securely on sturdy carts or strapped down so they cannot roll and get damaged.
• Protective equipment should be given to each employee that handles chlorine, and the equipment should be inspected and tested monthly.
• Protective equipment should be stored outside the chlorine room, and employees should never inspect possible leaks without putting on the equipment first.
• Make sure connection equipment such as valves, gauges, piping and regulators are made specifically for use with chlorine.
• Employees should not apply heat to chlorine valves, which melt as a safety measurement to prevent container explosion.

These are some of the basic rules for handling chlorine containers. Be sure to check with federal and state regulations for other rules that must be followed.
Following these rules can help prevent chlorine accidents and injuries, but leaks occasionally occur. Any leaks should be tended by trained workers using safety equipment, and cylinders with large leaks should be moved to open areas. Water should NEVER be used on chlorine leaks, because it creates hydrochloric acid, which will corrode the container and make the leak worse.
In the rare event of a major chlorine leak or accident, emergency steps should be taken immediately. The chlorine supplier should be called first, but if the leak cannot be contained, then the police or fire department should be called in to help handle any evacuations. First aid should be given IMMEDIATELY to anyone exposed to chlorine, either directly or through breathing chlorine gas or fumes.
In such cases, members of the press may be made aware of the situation. Have a single board member serve as the liaison for the press, and make sure they are kept at a safe distance from the contaminated area.

Additional Resources
OSHA – Hazard Communcation
http://www.osha.gov/SLTC/hazardcommunications/index.html
MSDS Resources online
http://www.ilpi.com/msds/index.html

Safety in the Field
Safety may start at home, but in the case of water systems, safety must extend to those working outside the system’s home base as well.
Pipe laying and excavations can offer as much danger and the handling of the chemicals. Will you be digging around high-traffic areas? Will the ditch or trench be a couple or several feet deep?
These issues must be addressed to ensure the safety of the workers.
If the excavations are taking place near roadways, chances are a flagger will be needed to direct traffic around the work. Motorists should be warned of flaggers and excavations by signs placed several feet away on either side of the excavation. Check with your local and state regulations on how many feet are needed for the signage. Traffic cones should mark the work zone and move traffic around it.
If flaggers are needed, they should wear orange vests during the day and reflective clothing at night so they are easily visible. Workers, including the flaggers, should wear hard hats at all times. Police and fire departments should be notified if the work is expected to take more than an hour. If equipment must be left overnight in the area, it should be well secured. Any holes in the road should be covered by plates that are spiked into place to prevent damage to vehicles.
Another danger in the field is confined spaces, from manholes to ditches. Any worker planning to enter a confined space should first ensure the space does not contain toxic vapors or does not lack oxygen. Equipment should be used to test for these, and a worker should stand by outside the area in case the tester gets into trouble and needs rescuing. Make sure the workers have proper equipment available in case of an emergency, including a breathing apparatus and a reliable method of communication.
Excavations more than five feet deep should include protection for the digger. The sides of the trench should be shored up with constructed walls or sloped so they cannot cave in. Otherwise, a shielding device should be used to protect the worker. Cave-ins can suffocate a worker quickly, before he can be dug out by fellow workers. It may take longer to shore, shield or slope the trench walls, but it is well worth the time.

Making a List, Checking It Twice
These tips may seem pretty basic, but they can help prevent accidents or injures that could put water system employees – and the water system itself – in danger.
There’s one other tip to help your water system – have good insurance. If something does occur, the proper insurance policy can save your system from serious financial liabilities.
Keeping a close eye on finances, maintenance, training and safety procedures can help prevent accidents or legal headaches, but what happens if something occurs? It’s important to maintain a detailed list of contacts in case something happens.
To help with this, we’ve prepared a checklist in PDF form that can be printed and filled out. The checklist provides areas for several types of emergency contacts, from local police and fire departments to backhoe services, insurance carriers and neighboring systems. A link is provided below.
So if reducing the risks is part of your New Year’s resolutions, try some of these tips, and relax over the holidays knowing your system is in good, secure hands.