HomeMy WebLinkAboutHandbook_Final_Updated 1 30 2018 (002)1CITY OF LANSING
EMPLOYEE HANDBOOK
Welcome aboard!
I am delighted you are joining us. Your role is critical in fulfilling the mission at the
City of Lansing. We are hopeful that your employment with the City will be
rewarding, challenging and meaningful to you and your team.
We understand you will have some questions during your first few weeks of
employment. Your department will assist you with answers to several critical
matters. This Employee Manual is designed to provide you with a general overview
of City policies and standards. These standards are essential tools for every City
employee. The manual will provide you with clarity of the expectations we have
for you as a City employee. As you review the manual, thumb through the topical
search index to view highlights of the subject matter. Learn the important facts
including standards set for your safety.
It is my desire that you will grow professionally as you receive and give your very
best to the City. An atmosphere that creates a healthy workplace begins with you.
I encourage you to make an effort to become the best at what you do for the City.
I hope you will take pride in the work you do to represent Lansing.
FOREWORD Page
Numbers
DIVERSITY 1-5
Equal Employment Opportunity Statement
Sexual Harassment and Non-Discrimination Policy and
Complaint Procedure
Reasonable Accommodations under ADA
EMPLOYMENT 6-8
Background and Reference Checks
Sensitive Information Protection
Internal Transfers/Promotions
Progressive Discipline
Separation of Employment
WORKPLACE EXPECTATIONS 9-35
General Requirements
Confidentiality
Social Security Privacy
Ethics Manual
Outside Employment
Attendance and Punctuality
Computer Usage Policy
GPS Tracking
Employee Personnel Files
COMPENSATION 36-38
Classification and Compensation Plan
Payment of Wages
Time Reporting
Meal/Rest Periods
TIME OFF/LEAVES OF ABSENCE 39-49
Holiday Pay
Vacation
Sick Leave
Family and Medical Leave (FMLA)
Personal Leave of Absence
Sick Leave Donation Program
Bereavement Leave
Jury Duty
TIME AND ATTENDANCE 50-60
Timecard Online
Employee Online
Accessing Employee Information via the City’s Intranet Site
BENEFITS 61-62
Medical and Dental Insurance
Flexible Spending Account
Group Life Insurance
457 Plan
Workers’ Compensation Benefits
Tuition Assistance
Employee Assistance Program (EAP)
SAFETY 63-70
Forward
Definitions
Safety Policy and Responsibilities
Accident Reporting 71-81
Reporting Near Misses & Accidents/Incidents
Sparrow Authorization Form
Accident/Incident Form
Reporting Near Misses & Vehicle Accident
Vehicle Accident Form
First Aid
Personnel Policies 82-90
Workers’ Compensation Claim
Drug Free Workplace
Violence in the Workplace
Smoke Free Workplace
Building Security
Driver’s License Suspension
Employee Suggestions
Emergency Plan 91-92
Emergency Evacuation & Fire Safety
General Safety Rules 93-101
Physical Fitness and Proper Lifting
Clothing
Housekeeping
Contractors
Instruction/Education/Training
Allergies & Irritants
Personal Protection
Medical Surveillance
Placing New Equipment Into Service
Laboratory Safety
Work Area Protection
Office Safety 102-103
Office Safety
Ergonomics
Chemicals and Physical or Biological Agents 104-110
Hazard Communication Program
Bloodborne Pathogens/Infection Control
Vehicle Safety Rules and Procedures 111-117
General Vehicle Safety
Driver’s License
Inspection of Vehicle and/or Equipment
Seatbelt & Harnesses
Transporting Passengers Vehicle Inspections
General Vehicle Practices
Equipment Fueling
Lift Trucks (Powered Industrial Truck/Fork Lift)
Heavy & Specialized Equipment
Backing up Heavy Equipment
Spotter Responsibilities
Fleet Services Garage Employees
Tools & Equipment 118-125
Material Handling & Storage
Hand Trucks
Uncrating and Unpacking
Loading Trucks
Material Storage
Storage Bins, Metal Racks, Pallet Racks
Ladders
Machine Tools & Equipment
Hand Tools
Electric Power Tools
Pneumatic (Air)/Hydraulic – Powered Tools
Machine Tools
Grinding Operations
Specific Hand/Powered Tools
Hazardous Operations 126-137
Lockout Tagout
Confined Space Entry
Traffic Control
Asbestos
Boat/Water Front Safety and Diving Operations
Ropes, Wires, Cables, Slings, Chains
Compressed Air
Compressed Gases
Welding, Cutting, & Brazing
Heating Materials
Working A lot & Aerial Lifts
Miss Dig
Distance to Energized Equipment/Conductors
Excavations and Trenches
FOREWORD
Whether you have just joined our staff or have been at the City of Lansing for a while, we are
confident that you will find our City a dynamic and rewarding place in which to work, and we look
forward to a productive and successful association. We consider the employees of the City of Lansing
to be one of its most valuable resources. This handbook has been written to serve as the guide for the
employer/employee relationship.
There are several things to keep in mind about this handbook. First, it contains only general
information and guidelines. It is not intended to be comprehensive or to address all the possible
applications of, or exceptions to, the general policies and procedures described. For that reason, if
you have any questions concerning eligibility for a particular benefit or the applicability of a policy or
practice to you, you should address your specific questions to the Department of Human Resources.
The procedures, practices, policies and benefits described here may be modified or discontinued from
time to time. We will try to inform you of any changes as they occur.
Some subjects described in this handbook are covered in detail in official policy documents. In the
event of any conflict, the provisions of applicable collective bargaining agreements and personnel
rules control. Refer to these documents for specific information because the handbook only briefly
summarizes those guidelines and benefits. Please note that the terms of the written insurance policies
are controlling and override any statements made in this or other documents.
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DIVERSITY
Equal Employment Opportunity Statement
The City of Lansing provides equal employment opportunities (EEO) to all employees and applicants
for employment without regard to race, color, religion, gender, sexual orientation, gender identity,
national origin, age, disability, genetic information, marital status, in accordance with applicable
federal, state and local laws. The City of Lansing complies with applicable state and local laws
governing nondiscrimination in employment in every location in which the City has facilities. This
policy applies to all terms and conditions of employment, including hiring, placement, promotion,
termination, layoff, recall, transfers, leave of absences, compensation, and training.
The City of Lansing expressly prohibits any form of unlawful employee harassment based on race,
color, religion, gender, sexual orientation, national origin, age, genetic information, disability or
veteran status. Improper interference with the ability of the City of Lansing employees to perform their
expected job duties is absolutely not tolerated.
Sexual Harassment & Non-Discrimination Policy and Complaint
Procedure
It is the policy of the City of Lansing to provide a work environment free of unlawful discrimination.
Sexual harassment in the workplace is a form of unlawful discrimination. The City's 1978 Charter
and the Human Relations Ordinance of 1981 clearly establish that the City's policy prohibits any
illegal discrimination against any employee or applicant for employment with the City. It is the City's
objective to ensure that no employee during the course of employment with the City should be
subjected to illegal discrimination.
In order to enforce this policy, the City has developed a procedure for its employees should they
believe they have been subjected to illegal discrimination. Any employee who believes they are
subjected to any actions or conduct that they consider illegal discrimination, including sexual
harassment, has an obligation to report the activity or conduct. Any employee in a managerial position
who has knowledge of any conduct or activity that may constitute illegal discrimination also has an
obligation to report said conduct or activity. This policy provides a clear and concise procedure for
employees to submit their complaints and provides specific actions that the City will take upon receipt
of the complaint. This policy is meant to apply to every office, agency, department and employee of
the City.
DEFINITIONS
1. Illegal employment discrimination consists of any employment decision, policy or practice that is
impermissibly based on a person's religion, race, color, national origin, gender, sexual orientation,
age, marital status, height, weight, arrest record, disability or genetic information. Illegal
discrimination includes intimidation or harassment on the basis of a person's membership in any
one of these protected classes.
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2. Employment decisions, practices or policies include job advertisements, recruitment, pre-
employment inquiries, hiring processes, job referrals, employment references, job assignments,
promotions, pay, benefits, discipline, discharge, training and any term or condition of employment.
3. Discriminatory intimidation is defined as verbal or written statements or physical acts based on a
person's membership in a protected class that puts that individual in fear of harm or create a
hostile work environment.
4. Sexual harassment is considered a form of illegal discrimination. Sexual harassment is defined as
unwelcome sexual advances, requests for sexual favors, or other verbal, written or physical
conduct when: Submission to such conduct is made, either explicitly or implicitly, a term or
condition of an individual's employment; or Submission to, or rejection of, such conduct by an
individual is used as the basis for employment decisions effecting such individual; or Such conduct
interferes with an individual's work performance and/or creates an intimidating, hostile or offensive
work environment. Examples of such behavior that have been found to constitute sexual
harassment include but are not limited to derogatory comments or slurs based on sex, sexual
jokes, too familiar remarks about appearance or body parts, unwelcome comments of a sexual
nature, repeated unreciprocated requests for dates, sexual gestures, touching, hugging or kissing,
graphic material, objects or written material of a sexual nature and the display in the workplace of
sexually suggestive pictures, requests or demands for sexual favors, or unwelcome sexual
advances.
Harassment that is based upon a person's membership in any protected class is also prohibited.
PROCEDURES
I. General Provisions
A. Complaints or reports of illegal discrimination should be filed as soon as possible regarding
the alleged conduct or activity.
B. This internal complaint procedure is meant to provide employees with an opportunity to
have their complaints resolved internally. If an employee elects to pursue a complaint
of illegal discrimination by filing a complaint with the Michigan Department of Civil
Rights or the Equal Employment Opportunity Commission, or through a civil court
action, the internal complaint procedure may be suspended or terminated.
C. It is the City's intent to handle all complaints and investigations as confidentially as
possible.
D. The City prohibits any form of retaliation against any employee for filing a complaint
under this policy or for assisting in an investigation.
E. If, after investigating any complaint, the City determines that an employee has knowingly
provided false information; disciplinary action may be taken against an individual who
knowingly files a false complaint or who knowingly provides false information.
F. If, after filing a complaint, an individual believes there are additional allegations of illegal
discrimination or any alleged retaliation in response to the filing of the complaint, the
individual must report the additional allegations of retaliatory conduct promptly.
All management and supervisory personnel are responsible for compliance with these
policies.
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II. Complaint Procedure
A. Information/Inquiry Procedure. When an employee is not prepared to file a formal complaint
but is seeking information or advice regarding any conduct or activity that they believe
may constitute illegal discrimination, the individual may make inquiry to the Department
of Human Resources. The Department of Human Resources will assign a member of
the Department to promptly schedule a meeting with the individual to discuss the
individual's concerns and provide counseling, advice or information as necessary. If
information is provided wherein the Human Resources staff member believes that the
conduct or activity may constitute illegal discrimination, the individual will be assisted in
preparing a complaint pursuant to the formal complaint procedure.
B. Formal Complaint Procedure.
1.Any employee who wishes to file a complaint of illegal discrimination may do so with their
supervisor or with the Department of Human Resources. If the complaint involves a staff member
of the Department of Human Resources, the complaint shall be filed with the Office of the City
Attorney. If the complaint is filed with a supervisor, the supervisor shall immediately submit the
complaint to the Human Resources Department.
2.Upon receipt of a complaint, the Department of Human Resources shall immediately institute an
investigation. Upon completion of its investigation, the Department of Human Resources shall
prepare a report with its findings and recommendations and submit it to the Mayor and the City
Attorney for approval. The complainant will then be informed of the final determination.
Questions concerning the application of this policy should be directed to the Director of the
Department of Human Resources.
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Reasonable Accommodation Policy
This policy is adopted pursuant to the Americans with Disabilities Act (ADA), Sections 503 and
504 of the Rehabilitation Act of 1973, the Michigan Elliott-Larsen Civil Rights Act, and the
Michigan Persons with Disabilities Act. It is the policy of the City of Lansing not to discriminate
on the basis of disability against any qualified person. All decisions relating to employment
including, but not limited to recruitment, selection, training, assignment, promotion,
compensation, transfer, benefits, and education, will be determined by the applicant’s or
employee’s ability with consideration of any requested reasonable accommodation. This policy
is applicable to all employment policies and practices.
Definitions:
1.Reasonable accommodation means: a change in the work environment or in the way things
are customarily done that would enable a qualified individual with a disability to enjoy equal
employment opportunities. Reasonable accommodation is not required where the request
is unreasonable or where undue hardship would result to the City of Lansing. Some
examples of a reasonable accommodation may include:
2. A qualified person(s) with a disability is:
a.An individual with a physical or mental impairment/characteristic that substantially limits one
or more major life activities;
b.An individual having a record or history of such an impairment/characteristic; or
c. An individual regarded by others as having such an impairment/characteristic and is
d.An individual satisfies the requisite skill, experience, education and other job-related
requirements of the positions, and is
e.An individual who can perform the essential functions of the position, with or without
reasonable accommodation.
a.modifications or adjustments to a job work station (i.e. ergonomics)
b.modifications or adjustments to a job application process that enable a
qualified applicant with a disability to be considered for the position such
qualified applicant desires; or
c.modifications or adjustments to the work environment, or to the manner or
circumstances under which the position held or desired is customarily
performed, that enable a qualified individual with a disability to perform
the essential functions of that position; or
d.modifications or adjustments that enable a covered entity’s employee with
a disability to enjoy benefits and privileges of employment as are enjoyed
by other similarly situated employees without disabilities; or
e.an adjustment to job duties, performance methods, and/or work setting or
service delivery to meet the individualized need of a qualified applicant or
employee with a disability; or
f.the provision of a reasonable accommodation by removing barriers in a
specific situation which prevent or limit the application process,
recruitment, employment and/or upward mobility of a qualified person
with a disability.
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PROCEDURES FOR REQUESTING REASONABLE ACCOMMODATION
1. Any applicant for employment or current employee may request a reasonable accommodation.
To request an evaluation for a modification or adjustment, the individual shall obtain a
Reasonable Accommodation Request Form from the Department of Human Resources or on
the City’s intranet. It is the responsibility of the applicant or employee to complete in full and
submit the form to the Department of Human Resources, attaching any medical or other
relevant documentation along with a completed Certification of the Release of Medical
Information form to the request. Assistance in completing this form is available from the
Department of Human Resources.
Because of the personal nature of this process every reasonable effort will be made to ensure
confidentiality.
2.The determination whether to provide an accommodation is made on a case-by-case basis.
This is an interactive process through which the City of Lansing and the individual with a
disability discuss and consider any reasonable accommodation(s). Consideration should be
given to the preferences of the individual when deciding on any particular means of
accommodation. However, the Department of Human Resources, in consultation with the
affected Department, has the ultimate discretion to choose an effective accommodation(s). In
addition, an individual with a disability may not be compelled to use an accommodation that is
not necessary to perform the essential functions of the job.
3.Reasonable accommodation is not required where the request is unreasonable or where
undue hardship would result to the City of Lansing.
4.After a completed Reasonable Accommodation Request Form along with a completed
Certification of Release of Medical Information form and any necessary supporting
documentation is received by the Department of Human Resources, the Department of Human
Resources will determine whether or not the request meets the requirements for reasonable
accommodation.
5.After a determination that a request meets the criteria for a reasonable accommodation
review, the Department of Human Resources will work with the affected Department to
determine whether an appropriate accommodation can be made which will effectively
accommodate the individual.
The following factors must be considered when reviewing a request for accommodation:
a. The essential functions of the position.
b. The substantial limitation(s) experienced by the individual in their performance of the
essential functions of the position.
c. Identify possible reasonable accommodation options that may effectively overcome
such limitations.
d. The financial and operational impact on the City of Lansing.
6. The Human Resources Department shall review the matter and inform all parties of his/her
decision within thirty (30) calendar days of receipt. The Department will provide all necessary
information to facilitate this review. The Director of Human Resources or designee may utilize
appropriate resources to investigate potential or possible accommodations. This process
would not obligate the City to utilize any potential accommodation that may cause undue
hardship or which may be unreasonable. After review, a written decision will be issued to the
individual and the affected Department.
7. The decision may be appealed to the Director of Human Resources. All appeals must be in
writing, specifying the reason for the appeal and submitted within five (5) work days of
notification of the decision. The decision of the appeal is final. The individual will be notified in
writing of the appeal decision.
6
EMPLOYMENT
Background and Reference Checks
The City of Lansing conducts background checks and reference checks to ensure candidates are
qualified for the positions. Additionally, we complete thorough checks to maintain a safe and
productive environment. Background checks may include verification of any information on the
applicant’s resume or application form.
All offers of employment are conditional until a background check is completed that is acceptable to
the City of Lansing. All background checks are conducted in conformity with the Federal Fair Credit
Reporting Act, the Americans with Disabilities Act, and state and federal privacy and
antidiscrimination laws. Reports are kept confidential and are only viewed by individuals involved in
the hiring process.
It is our policy to conduct background checks. If information obtained in a background check would
lead the City of Lansing to deny employment, a copy of the report will be provided to the applicant.
The applicant will have the opportunity to dispute the report’s accuracy. Background checks may
include a criminal record check, although a criminal conviction does not automatically bar an applicant
from employment. Additional checks such as a driving record or credit report may be made on
applicants for particular job categories if appropriate and job related.
The City of Lansing also reserves the right to conduct a background check for current employees to
determine eligibility for promotion or reassignment in the same manner as described above.
Sensitive Information Protection
Introduction
The Disposal Rule contained in the federal Fair and Accurate Credit Transactions Act (FACTA)
requires the City of Lansing to protect sensitive information during disposal, including information
typically retained as an employer in personnel, payroll and medical files and well as non-employee
information obtained in the ordinary course of business conducted by the City. This policy sets forth
the standards utilized by the City of Lansing in protecting sensitive information from unauthorized
disclosure during disposal of documentation containing such information in accordance with the
FACTA Disposal Rule.
Disposal Standards
In compliance with the requirements of the Disposal Rule, The City of Lansing takes reasonable and
appropriate measures to prevent the unauthorized access to or use of sensitive information during
disposal of this information. These measures include:
Using reliable methods - such as shredding, burning, or pulverizing, for the destruction of
papers containing such information, so that the information cannot be read or reconstructed.
Destruction of or erasing electronic files or media containing such information so that the
information cannot be read or reconstructed.
In the event a document destruction contractor is hired to dispose of such information, the City
of Lansing will conduct due diligence in hiring the contractor and also monitoring the
contractor’s continued compliance with the Disposal Rule, as required by 16 CFR 682.3(3).
Due diligence includes:
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Reviewing an independent audit of a disposal company’s operations and/or its compliance
with the Disposal Rule;
Obtaining information about the disposal company from several references;
Requiring that the disposal company be certified by a recognized trade association; and/or,
Reviewing and evaluating the disposal company’s information security policies and
procedures.
Internal Transfers/Promotions
Employees with more than twelve months of service may request consideration to transfer to other
jobs as vacancies become available and will be considered along with other applicants.
The City of Lansing offers employees promotions to higher-level positions when appropriate.
Management prefers to promote from within and may first consider current employees with the
necessary qualifications and skills to fill vacancies above the entry level, although this does not mean
that outside recruitment will not be considered.
To be considered, employees must have held their current position for at least 12 months, have a
satisfactory performance record and have no disciplinary actions during the last 12 months.
Management retains the discretion to make exceptions to the policy.
Progressive Discipline
Every employee has the duty and the responsibility to be aware of and abide by existing rules and
policies. Employees also have the responsibility to perform his/her duties to the best of his/her ability
and to the standards as set forth in his/her job description or as otherwise established by supervision.
The City of Lansing supports the use of progressive discipline where appropriate to address issues
such as poor work performance or certain misconduct. Progressive discipline is designed to provide a
corrective action process to improve and prevent a recurrence of undesirable behavior and/or
performance issues. Our support of the use of progressive discipline is consistent with our
organizational values, and is considered a best practice in human resource management.
There are some work rule violations that are so serious that they warrant immediate suspension or
discharge of the employee (for example, assault, destruction of City property, theft, etc.). Please refer
to your collective bargaining agreement or Personnel Rules to review the steps of our progressive
discipline policy and procedure applicable to you.
Separation of Employment
Separation of employment within an organization can occur for several different reasons.
1.Resignation: Although we hope your employment with us will be a mutually rewarding
experience, we understand that varying circumstances cause employees to voluntarily resign
employment. Resigning employees are encouraged to provide at least two weeks’ advance
notice, preferably in writing, to facilitate a smooth transition out of the organization.
2.Retirement: Employees who wish to retire are required to notify their department director and
the City of Lansing Retirement Office in writing at least one (1) month before the planned
retirement date.
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3.Job abandonment: Employees who fail to report to work or contact their supervisor for three
(3) consecutive workdays shall be considered to have abandoned the job without notice,
effective at the end of their normal shift on the third day. The supervisor shall notify the Human
Resource Department at the expiration of the third workday and initiate the paperwork to
terminate the employee.
4.Termination: Employees of City of Lansing may be terminated due to disciplinary reasons.
Please refer to your collective bargaining agreement or Personnel Rules regarding
termination.
Return of City Property
The separating employee must return all City property at the time of separation, including uniforms,
cell phones, keys, PCs and identification cards. Failure to return some items may result in deductions
from the final paycheck. An employee may be required to sign the Wage Deduction Authorization
Agreement to deduct the costs of such items from the final paycheck.
Accrued Leave
Any accrued leave payable to the employee, will be paid in the last paycheck. Please refer to your
collective bargaining or Personnel Rules for what types of accrued leave are eligible for pay out.
Health Benefits (Medical, Dental, Vision)
Health benefits terminate the last day of the month of employment. Information for Consolidated
Omnibus Budget Reconciliation (COBRA) continued health coverage will be provided through the City
of Lansing’s third party administrator, InfiniSource. This information will be mailed to the home
address you have on file with the Department of Human Resources. Employees will be required to
continue to pay their share of the dependent health and dental premiums through the end of the
month.
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WORKPLACE EXPECTATIONS
These General Requirements are applicable to all City of Lansing employees except those covered by
Fraternal Order of Policy or International Association of Fire Fighter Agreements.
Employees who violate any General Requirements subject themselves to formal disciplinary actions,
which may range from written reprimand through discharge, with or without a disciplinary layoff. The
specific type of disciplinary action taken in each instance depends on the nature of the employee’s
offense, the circumstances and the manner it was committed and his/her disciplinary and work record.
Subsequent General Requirements received from this office should be added to this memo.
This memo MUST BE POSTED ON APPLICABLE BULLETIN BOARDS.
GR-1 Employees are required to report on time for work.
GR-2 Unexcused absences are prohibited.
GR-3 Excessive absenteeism is prohibited.
GR-4 Insubordination is prohibited.
GR-5 Traffic in and/or the consumption of an/or any one suffering from the
immediate after effects of dangerous drugs or alcohol while at work is
prohibited.
GR-6 Misappropriation or unauthorized use of City money, property, equipment
or supplies is prohibited.
GR-7 Gambling on City time or property or during lunch or rest breaks is
prohibited.
GR-8 Inefficient, careless, inactive or unproductive work is prohibited.
GR-9 Falsification of City records in prohibited.
GR-10 Fighting, threatening or being disrespectful to other City employees or
members of the public is prohibited.
GR-11 Unsafe acts that can and/or do endanger the person or property of
himself/herself or others is prohibited.
GR-12 Improper personal conduct is prohibited.
GR-13 Employees are not permitted, under any circumstances, to carry or have
in their possession weapons, while either on City property or during work
hours.
Confidentiality
Our clients and other parties with whom we do business entrust the City with important information
relating to their businesses. It is our policy that all information considered confidential will not be
disclosed to external parties or to employees without a “need to know.” If an employee questions
whether certain information is considered confidential, he/she should first check with his/her
immediate supervisor.
This policy is intended to alert employees to the need for discretion at all times and is not intended to
inhibit normal business communications.
All inquiries from the media must be referred to your Department Head and the Director of
Communications.
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Social Security Privacy Policy
Introduction
The Michigan Social Security Number Privacy Act requires the City of Lansing to establish a
privacy policy protecting the confidentiality of social security numbers it obtains in the ordinary
course of business. Accordingly, the City of Lansing has created this Social Security Number
Privacy Policy to be utilized by all authorized individuals having access to information or documents
containing social security numbers, including but not limited to, all employees, officers, agents,
contractors and vendors.
Privacy Policy
1.The City of Lansing ensures to the extent practicable the confidentiality of social security
numbers.
2.The City of Lansing prohibits unlawful disclosure of social security numbers.
3.The City of Lansing limits who has access to information or documents that contain social
security numbers to only those individuals authorized by appropriate supervisory personnel to
access this information in the ordinary course of business in the performance of their assigned
job duties.
Policy Standards
In order to fully implement this policy, all individuals subject to this policy are required to
adhere to the following standards:
a. All paper documents containing a social security number or any portion of a social security
number are to be kept out of view of anyone other than those with a current, legitimate
business need to review the documentation.
b. When not in use, all paper documents containing a social security number or any portion of a
social security number are to be kept secured in a manner which prohibits unauthorized access.
c.All electronic documents containing a social security number or any portion of a social security
number are to be viewed only by an individual with a current, legitimate business need to view
the electronic documents while they are in use. If interrupted while viewing such a document, the
individual must close or minimize the document. Computer monitors must be set to switch to
screen-saver mode and workstations must be set to lock after a reasonable period of
inactivity.
d. All portable data Storage devices (flash drive, disk, etc.) on which electronic documents
containing a social security number, or any portion of a social security number are stored, are to
be kept secured by the authorized user at all times.
Disposal of Information & Documents
All information and documents to be disposed of, whether in paper or electronic form, shall be
disposed of in accordance with the City of Lansing Protection & Disposal of Sensitive Information
procedure.
Penalty for Violation
This privacy policy is established in accordance with the provisions of the Social Security Number
Privacy Act, P.A. 454 of 2004, M.C.L. 445.83. Violation of the Act is a misdemeanor punishable
by imprisonment for not more than 93 days or a fine of not more than $1,000.00 or both and
violators are also subject to civil liability. Violations of this privacy policy will be subject to the
appropriate penalty or penalties as prescribed by state law and/or as determined by the City of
Lansing. Employees in violation of this policy will also be subject to disciplinary action, up to
and/or including immediate termination from employment.
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Ethics Manual
To Employees of the City of Lansing:
On November 8, 1994, the voters of the City of Lansing amended Chapter 5 of Article 5 of the City
Charter regarding the standards of conduct for elected officials and employees of the City. In addition,
the amendment changed the membership of the Board of Ethics and expanded its duties.
On August 26, 1996, the City Council adopted a new Ethics Ordinance (Ordinance No. 953) which
amends Chapter 290 of the City Code of Ordinances. This amendment puts into effect the
requirements of the new Charter amendment passed in 1994.
This manual fulfills the requirements of the Charter to provide information to City officers and
employees about standards of conduct, protection of the public interest, and conflict of interest. It also
explains how an officer or employee can receive assistance from the Board of Ethics.
As elected officials and public employees, we recognize our important responsibility to serve the
public fairly and without self-interest. We are part of a profession that has been both honored and
condemned. In our daily tasks, we each have an opportunity to establish the trust and respect that is
the best of our profession.
With the information provided by this manual, officials and employees together can provide quality
service at the highest ethical standards that enable us and the citizens of Lansing to be proud of
Lansing City Government.
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THE BOARD OF ETHICS
The Board of Ethics of the City of Lansing was established by the City Charter which was adopted by
the voters of Lansing in 1978 and amended on November 8, 1994.
The Board consists of eight members; four of whom are appointed by the City Council and four by the
Mayor.
The Board normally meets once a month. Special meetings may be held when called in the manner
provided in the rules of the Board. The meeting schedule and agendas are posted in the City Clerk's
Office. Proceedings before the Board are subject to the applicable state law regarding the conduct of
public meetings. Records of the Board are placed on file with the City Clerk and are available for
public review as required by state law.
The City Clerk serves as Secretary to the Board of Ethics and provides administrative support. All
items to be forwarded to the Board or placed on the Board Agenda should be sent to the Clerk.
Copies of Affidavits of Disclosure, Statements of Financial Interest and other forms used by the Board
may be obtained from the Clerk's Office.
The City Attorney assists and advises the Board. Individuals desiring clarification or interpretation of
the Ethics Ordinance and the Ethics Chapter of the City Charter may do so in writing to the City
Attorney. The City Attorney will either provide a written response or refer the request to the Board of
Ethics.
Additional copies of this manual are available in the City Clerk's Office and the Personnel Department.
ETHICS ORDINANCE SUMMARY
The following is a summary of the basic provisions of the Ethics Ordinance.
This summary and the "Frequently Asked Questions" sections of this manual are not inclusive. The
full text of the Charter Amendments and the Ethics Ordinance is included and should be read for full
understanding of the provisions.
Purposes of Ordinance
Identifies minimum standards of ethical conduct for public servants.
Establishes penalties for public servants who violate the public trust.
Provides a process for public servants to identify and resolve ethical issues.
Intend to promote public confidence in the integrity of public servants.
Scope of Ordinance
You are covered by this ordinance if you are:
a person who might offer a gift to a city officer or employee
a city officer
a city employee
a candidate for a city elective office
a member of the immediate family of any of the above
a business with which any of the above is associated
*Conflict of interest questions raised by or about a City Councilmember, at a City Council Meeting,
and related to an Agenda Item, will be determined by the City Council at that meeting.
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Prohibitions
If you are covered by this ordinance, you must not:
Accept non-monetary gifts with a value greater than $50 Offer or give (directly or indirectly) any gift,
loan, services, etc., or other thing of value with the agreement or understanding that a vote or official
action of an officer or employee will be influenced.
Solicit (directly or indirectly) any payment, gift, loan, contribution, services, etc., or other thing of value
based on any agreement or understanding with a person, including any administrative board
established under the City Charter with the agreement or understanding a vote or official action will be
influenced .
Falsely represent personal opinions to be those of the governmental body of which you are a member
or employee.
Divulge confidential information before it is authorized to be released.
Use the power of your office to intimidate or threaten other city employees or members of the public.
Use your position to obtain financial gain for yourself or for your immediate family or a business in
which you, or they, are associated.
Use resources, property or funds under official control and care to obtain personal financial gain for
yourself or immediate family members or business in which you, or they, are associated.
Act on behalf of the city by making any policy statements promising to authorize or to prevent any
future action, agreement or contract when you have no authority to do so.
Engage in a business transaction that allows you to profit from confidential information you have
obtained or may obtain because of your position or authority.
Participate in, vote on, or act upon contracts for making loans or grants of public funds, subsidies,
issuing permits or certificates or any other regulations relating to any business you are associated
with or have an interest in.
Participate in, vote on, or act upon any matter if you have a conflict of interest or have a financial
interest, other than as a citizen of the city.
Assist or agree to assist, directly or indirectly, in the violation of this ordinance.
Penalties Violation of this ordinance shall be a misdemeanor.
► If you violate the ordinance, you can be penalized or fired, just as you can for any other
employment violation.
This ordinance does not prohibit anything that is allowed by your collective bargaining agreement.
FREQUENTLY ASKED QUESTIONS ABOUT... GIFTS
What is the rule on accepting gifts while a city officer or employee? First of all, let's define a gift.
A gift is anything of value given without the expectation of receiving something in return. Gifts may
include free meals, tickets to spectator events, free trips and services as well as actual cash gifts.
What if I work in purchasing and a vendor gives me a box of candy at Christmas? Can I accept
this? Probably, this gift would be allowed under the $50 gift exception provided you did not ask for
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the gift, the total gifts from this vendor would not exceed $50 in any year, and if there was no
understanding with the vendor that your receiving such a gift would influence any decision relative to
orders granted to the vendor.
What if I am a city building inspector and, when I'm at a home, the owner gives me $40 in
cash? Can I keep this? No. Even though this would be under the $50 exception, clearly there is an
implied expectation on the part of the homeowner that your acceptance of this gift might influence
your inspection report. Further, the $50 exception only applies to non-monetary gifts.
Examples of prohibited gifts: 1) A representative from a company that is applying for a grant from your
department offers to give you an expensive present if there is an understanding or agreement that
their official action will be influenced, and the value of the gift is greater than $50.00. 2) A salesman
that sells software to your department invites you to dinner at a fancy restaurant if there is an
agreement or understanding that official actions will be influenced, and the dinner costs more than
$50.00. 3) A local theater sends free season tickets to you and all other high-ranking employees in
your section just because you work there if there is an understanding that an official action will be
influenced and the tickets are worth more than $50.00.
So, are there any gifts that I can accept?
Employees can, of course, accept gifts from defined categories of relatives and spouses of such
relatives or gifts that are clearly given because of a family or personal friendship.
Free attendance at city sponsored events such as the Human Services Fair, where lunch or other
services may be included. Snacks like soft drinks, coffee, or donuts that are not offered as part of a
meal. You may accept items of little inherent value, such as plaques, certificates, and trophies.
Anything for which you pay market value is not a gift.
You may accept gifts between co-workers and supervisors of a department. Key factors are: was the
gift solicited by you; was there an agreement or understanding that any decision you might make as a
city officer or employee will be influenced; and is the gift over $50 in value?
There may be more exceptions than this. If in doubt, ask the City Attorney about your specific case by
calling 483-4320.
FREQUENTLY ASKED QUESTIONS ABOUT FINANCIAL CONFLICTS OF INTEREST
I have stock in a corporation that is involved in a matter for which I have some job
responsibility. Would my official participation in this matter be a problem?
It might be. You may be prohibited from participating in decisions involving this corporation. The
prohibition would also apply when you know that any of the following individuals or organizations has
a financial interest in the corporation, even if you personally don't:
- your spouse
- your minor child
- an organization for which you serve as an officer, director, trustee, general partner, or
employee; and
- a person or organization which you are negotiating with, and/or have an arrangement
concerning prospective employment
If any of these conditions exist, you should file an Affidavit of Disclosure with the Board of Ethics. You
also should report your association with this corporation on your annual financial disclosure form if
you are a reporting individual.
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My wife is the owner of the major local supplier of cellular phones. I work in purchasing and
specifically with the procurement of cellular phones for city departments. Am I restricted from
doing business with my wife's firm?
That depends. Are vendors for cellular phones selected by a blind bid process? Do you write the
specifications for the bids? You should file an Affidavit of Disclosure with the Board of Ethics before
proceeding.
I work in the building department. I also operate a plumbing business in the evenings and on
weekends. Someone told me that I have a big problem doing this. Is this right?
What is your job in the building department? Do you inspect plumbing in residences? Would you be in
the position of inspecting your own work? Depending on your answers to these questions, you may
very well have a problem. To make sure you do not have a problem, submit an Affidavit of Disclosure
to the Board of Ethics.
What kinds of decisions would the Board of Ethics make in these instances?
The Board might ask that you remove yourself from the decision making process for a specific issue;
sell an asset which creates a conflict of interest; resign from an outside position or find that you do not
have a conflict of interest.
FREQUENTLY ASKED QUESTIONS ABOUT IMPARTIALITY IN PERFORMING PUBLIC DUTIES
Do the provisions of the ethics ordinance concerning conflicts of interest cover all potential
conflicts of which I should concern myself?
No. There are many more and it would be impossible to describe all the potential conflicts that might
arise. The Standards of Conduct Provision of the City Charter (Chapter 5, Section 5-501) goes even
further than the conflict of interest provisions. Under Standards of Conduct, situations that give even
the appearance of a loss of impartiality are subject to Board of Ethics scrutiny.
What kinds of situations would come under this "appearance" provision?
Situations in which you, as a city officer or employee, may be called upon to participate in a matter
involving parties and you know that...
► the matter is likely to affect the financial interests of a member of your household; or
► one or more of the parties to the matter is represented by:
a person or organization with whom you have or seek a business relationship that involves something
more than a routine consumer purchase;
a person who is a member of your household, or who is a relative with whom you have a close
personal relationship;
a person or organization for whom your spouse, parent or dependent child is, to your knowledge,
serving or seeking to serve as an officer, director, trustee, general partner, agent, attorney, consultant,
contractor or employee;
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any person or organization for whom you have, within the last year, served as an officer, director,
trustee, general partner, agent, attorney, consultant, contractor or employee; or an organization, other
than certain political organizations, in which you are an active participant.
Give me some examples...
Your spouse is the executive director of a non-profit organization that receives a large grant from the
city each year. You review the grant requests and make recommendations on selection of recipients.
Your daughter is an electrician. You do electrical inspections in the same area as your daughter's
business.
If I think something I am doing creates the "appearance" of a conflict of interest, what should I do?
Discuss the matter with your supervisor and file an Affidavit of Disclosure with the Board of Ethics.
FREQUENTLY ASKED QUESTIONS ABOUT MISUSE OF POSITION OR POWER
I know it would be wrong to use my employment with the city to further my own interests, but
if I can do some good for my friends, relatives or nonprofit organizations, is there any harm in
helping them?
Definitely! The ethics ordinance states that city officers and employees may not use their public
offices for the private gain of others, which means your own gain or the gain of individuals or
organizations with which you are connected.
My supervisor strongly suggested that I have my new home built by a local contractor. I
happen to know that my supervisor's brother owns this firm. I'm afraid that if I don't use this
firm, I may not get the promotion I've been working for. What should I do?
Your supervisor may have violated a provision of the ethics ordinance. This provision states that no
officer or employee shall use the power of his or her office to intimidate or threaten city employees or
members of the public to gain personal, financial or political advantage.
A co-worker of mine has access to confidential information about a sensitive city matter. The
local newspaper printed a big story about this matter and my co-worker admitted they were the
source of the leak. Is this a misuse of access to this confidential information?
Yes. This is a clear violation of the ethics ordinance.
I work very hard but my department has some times of the year when we're really not very
busy. I use these times to catch up on personal correspondence, update my resume, and other
personal items. I figure that I might as well do something worthwhile to keep me busy. My co-
worker filed a complaint with the Board of Ethics. What's wrong with what I did? I didn't
receive any financial gain from it.
Employees must use official time in an honest effort to perform official duties and to conserve
government property (including equipment and facilities) and may not use city property for
unauthorized purposes.
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Give me some other examples of misuse of public office...
1.Writing a personal complaint letter to a merchant on city departmental stationery.
2.Using your work telephone to schedule appointments for your second job.
3.Calling the traffic department to tell them they better do you a favor and void your brother's
parking ticket.
4.Deliberately giving false information to callers because they are rude to you, or for any other
reason.
CITY CHARTER ETHICS PROVISIONS
CHAPTER 5. BOARD OF ETHICS
5-501 Standards of conduct.
.1 The people of this City recognize that the continuation of the proper operation of the City requires
that public officers and employees be independent, impartial and responsible to the people; that
decisions and policies be made in the proper channels of governmental structure; that members of the
public have access to information upon which decisions affecting their City are made; that public office
and employment not be used for personal gain; that the integrity and operation of City government to
be subject to scrutiny of the public; and that acts or actions not compatible with the best interests of
the City be defined and prohibited.
.2 In order to provide an orderly procedure for consideration and review of the issues which may arise
concerning questions of standards of conduct for public officers and employees, a Board of Ethics is
created.
5-502 Membership.
.1 The Board of Ethics shall be, a review board and shall consist of eight members; four members
shall be appointed by the City Council, one from each city ward, and four shall be appointed by the
Mayor. The City Attorney shall assist and advise the Board and the City Clerk shall serve as
Recording Secretary to the Board and provide such administrative services to the Board as may be
necessary; however, neither shall be eligible for appointment as board members.
.2 Of the members appointed to the initial Board, the Mayor and the City Council shall each appoint
members for a one-year, a two-year, a three-year, and a four-year term. A member shall hold office
until a member's successor is appointed. Thereafter each Mayoral-appointed member and each
Council-appointed member shall serve for a term of four years. An appointment to fill a, vacancy shall
be made by the Mayor to fill a vacant Mayoral-appointed member position and by the City Council to
fill a vacant Council-appointed member position. Persons serving as members of the Board of Ethics
on the effective date of this section shall continue as members until the expiration of their original
terms.
.3 Members of the Board of Ethics shall be residents of the City and shall hold no elected public office
and no other City office or employment.
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.4 The Board shall adopt rules governing its procedure and the holding of regular meetings, subject to
the approval of City Council. Special meetings may be held when called in the manner provided in the
rules of the Board. The Board shall select its own presiding officer from among its members.
.5 If any issue before the Board involves any member of the Board, such member may not participate
in Board deliberations pertaining to the member's issue nor shall such involved member be eligible to
vote on any actions concerning the issue.
.6 All City employees and elected or appointed officials of the City shall cooperate with any
investigations by the Board; such cooperation shall include the compilation and production of any
information requested by the Board during an investigation unless the information requested is
exempt from disclosure under the applicable state law.
.7 If any issue before the Board involves the office of the City Attorney, the Board may engage the
services of outside counsel upon terms and arrangements approved by City Council.
5-503 Duties.
.1 At the request of a person, the Board of Ethics may render an informal opinion with respect to the
prospective conduct of such person. An informal opinion need not be written and may be provided
directly to the requestor of such opinion. All written opinions of the Board of Ethics shall be filed with
the City Clerk and are open to public inspection. Written informal opinions shall be drafted in such a
way as not to reveal information exempt from public disclosure under the applicable state law.
.2 The Board of Ethics on its own initiative or upon request may render and publish a formal opinion
on any matter within the scope of the Board's authority which it may deem appropriate.
.3 The Board of Ethics does not have the authority to reverse or modify a prior action of the Mayor,
City Council, or an officer or employee of the City. If the Board finds a prior action of the Mayor,
Council, officer, or employee to have been ethically improper, the Board may advise the appropriate
party or parties that the action should be reconsidered. Upon such advice by the Board, the action
shall be reconsidered by the appropriate person or public body. If the Board determines an existing
City contract to be ethically improper, after such determination and advice from the Board the City
may void or seek termination of the contract if legally permissible. The Board may refer a matter to the
City Attorney for review and consideration for appropriate action. Upon completion of review and
consideration, the City Attorney shall report its findings to the Board.
.4 The Board of Ethics may recommend to the Council standards of conduct for officers and
employees of the City and changes in the procedures related to the administration and enforcement of
those standards.
.5 The Board of Ethics shall review, at least annually, any documents required to be filed under
ordinances adopted by the City for the purpose of establishing standards of conduct for officers and
employees.
.6 The Board, when it deems it appropriate, may request the City Attorney's Office for assistance in
compelling the production of documents and witnesses to assist the Board in the conduct of any
investigation.
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.7 Within one (1) year from the effective date of this section the City shall provide an ethics manual for
the use of all City officers and employees. Such manual shall first be approved by the Board of Ethics
before distribution. Each City officer and employee shall acknowledge receipt of said manual.
.8 Proceedings before the Board are subject to the applicable state law regarding the conduct of
public meetings. Records of the Board shall be filed with the City Clerk and are available for public
review as required by state law.
5-504 Protection of public interest.
.1 The City shall adopt, by ordinance, such standards for the conduct of public affairs as may be
deemed necessary to protect the public, including the ordinances referred to in this section.
.2 The City shall adopt, by ordinance, no later than one year after the effective date of this section,
restrictions similar to those enacted by the State of Michigan by statute,' prescribing standards of
conduct for City officers and employees. To the extent permitted by law, the ordinance shall generally
include, but not be limited to, prohibiting the use of City office or employment for the private benefit of
any person; prohibiting the divulging of confidential information in advance of the time prescribed for
its authorized release to the public; prohibiting the use of City personnel resources for private gain;
prohibiting the profit from an official position and acceptance of things of value by City officers or
employees; requiring the financial disclosure by City officers and employees; and requiring lobbyist
disclosure for all City officers and employees.
.3 Any violations of ordinances dealing with matters in this section shall be punishable to the
maximum extent permitted by law and may be made punishable by forfeiture of office or position.
5-505 Conflict of interest.
.1 At least ten (10) days prior to the first of any of the events set forth in (A), (B), (C), (D), and (E)
below, a City officer or employee who may derive any income or benefit, directly or indirectly, from a
contract with the City or from any City action, shall file an affidavit with the City Clerk detailing such
income and benefit to be derived:
(A) The bidding of the contract;
(B) The negotiation of the contract;
(C) The solicitation of the contract;
(D) The entry into the contract;
(E) Any City action by which the City officer or employee may derive any income or benefit, directly or
indirectly.
The above provisions shall not apply to individual or collective bargaining agreements pursuant to
which a City officer or employee directly or indirectly receives income or benefits in the form of official
remuneration as an officer or employee, or any City action pursuant to which a City officer or
employee directly or indirectly receives income or benefit as a member of the public at large or any
class thereof. At the first regularly scheduled City Council meeting following the filing of an affidavit
pursuant to this section, the City Clerk shall notify the City Council of such filing. In particular cases
and for good cause shown; the Board may waive the ten (10) day prior notice requirement contained
herein.
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.2 An officer or employee who has any other conflict between a personal interest and the public
interest as defined by State law, this Charter, or ordinance shall fully disclose to the City Attorney the
nature of the conflict.
.3 Except as provided by law, no elective officer, appointee or employee of the City may participate in,
vote upon or act upon any matter if a conflict exists.
CITY OF LANSING
ETHICS ORDINANCE ORDINANCE NO. 953
Adopted by the Lansing City Council on August 26, 1996
An Ordinance to amend Chapter 290, Conflicts of Interest, of the Codified Ordinances of Lansing ,
Michigan 1988, to retitle the Chapter "Ethics"; to declare public office and public employment as a
public trust involving a fiduciary duty; to establish a complaint procedure applicable to the Board of
Ethics; to define certain prohibited transactions; to regulate the participation in government decisions;
to provide for financial disclosure by elected and appointed officials; to adopt gift regulations; to
require lobbyist disclosure by city officers and employees; to provide for education concerning the
provisions of this chapter; and to provide whistle blower protection.
The City of Lansing Ordains:
Section One. That Chapter 290 of the Code of the City of Lansing be and hereby is amended to read
as follows:
CHAPTER 290
ETHICS
290.01. DECLARATION OF PURPOSE; FINDINGS.
The People of the City of Lansing declare public office and public employment are held as a public
trust and any effort to realize personal gain through official conduct is a violation of that trust. It is the
finding of Council that all city officers and employees are trusted with public functions for the good of
the public, that their official powers are fiduciary and are to be used to protect, advance and promote
the public interest and not their own; that the people of the City want legislation to ensure that conflicts
of interest of officers and employees are eliminated to the fullest extent possible and. that violations of
rules of ethical conduct are appropriately corrected.
290.02. DEFINITIONS.
As used in this chapter:
(a) "Board of Ethics" means the Board of Ethics created under Chapter 5 of Article V of the City
Charter.
(b) "Business" means a corporation, partnership, sole proprietorship, firm, enterprise, franchise,
association, organization, self-employed individual, holding company, joint stock company,
receivership, trust, activity or entity, excluding a municipal corporation or governmental entity.
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(c) "Business with which an individual is associated" means a business in which any of the following
applies:
- The individual is an owner, partner, director, officer or employee;
- A member of the individual's immediate family is an owner, partner, director or officer;
- The individual or a member of the individual's immediate family is a stockholder of close
corporation stock which is worth at least one thousand dollars ($1,000) at fair market value or
which represents more than a five percent equity interest; or
- The individual or a member of the individual's immediate family is a stockholder of publicly
traded stock which is worth at least twenty-five thousand dollars ($25,000) at fair market value
or which represents more than ten percent equity interest, other than publicly traded stock
under a trading account if the individual reports the name and address of the stockholder.
(d) "Business with which an officer, employee or candidate is associated" means a business with
which the individual is associated.
(e) "Candidate" means an individual who is a candidate for city office, as defined in Public Act 388 of
1976, as amended, being M.C.L.A. 169.201 through 169.282.
(f) "Child" means a son or daughter, whether or not the son or daughter is the natural offspring of the
legal parent or parents and whether or not the son or daughter is financially dependent on the parent
or parents.
(g) "Confidential information" means information which has been obtained in the course of holding
office or employment with the City, and which information is not available to members of the public
under the Freedom of Information Act or other law or regulation and which the employee or officer has
been instructed is being held confidentially. Any information which is disclosed in a meeting open to
the public is deemed not to be confidential.
(h) "Gift" means a payment, subscription, advance, forbearance, rendering or deposit of money,
services or anything of value, made without the exchange of reasonable consideration. Gift does not
include anything of value received as a devise, bequest or inheritance or a loan or credit arrangement
made according to reasonable and prevailing rates and terms, and which does not discriminate
against or in favor of an individual who is an officer or employee because of such individual's status as
an officer or employee. "Gift" does not include a contribution or expenditure required to be recorded or
reported pursuant to Public Act 388 of 1976, as amended, being M.C.L.A. 169.201 to 169.282. "Gift"
does not include a gift received from one or more of the following:
A relative within the fifth degree of consanguinity, under the civil law computation method, to the
officer or employee, or the spouse of such a relative; or
A spouse of the officer or employee, or a spouse's relative within the fifth degree of consanguinity to
the spouse, under the civil law computation method.
(i) "Governmental body" means an authority, department, commission, committee, council, board,
bureau, division, office, legislative body or other agency (as defined in the City Charter) of the City.
(j) "Immediate family" means a child of an individual, a spouse of an individual, or an individual
claimed by that individual or individual's spouse as a dependent under the Internal Revenue Code, or
the parents, parents-in-law, brothers, sisters, sisters-in-law, brothers-in-law, stepparents, stepbrothers
or stepsisters of an individual.
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(k) "Loan" means a transfer of money, property or anything else of ascertainable monetary value in
exchange for an obligation, conditional or not, to repay in whole or in part.
(1) "Officer or employee" means an elected or appointed officer or an employee of a governmental
body of the City.
290.03. COMPLAINTS.
(a) Any person may file a signed written complaint with the City Clerk alleging a violation of Chapter 5
of Article V of the City Charter or of this chapter. Upon receipt of such a complaint, the City Clerk shall
simultaneously forward the complaint to the Board of Ethics, the person named in the complaint and
the City Attorney. The City Attorney shall provide the Ethics Board with a preliminary written analysis
of the complaint no later than thirty (30) days from the date the complaint was filed with the City Clerk.
At the next regular meeting following receipt of the City Attorney's analysis, the Board of Ethics shall
review and consider the complaint and the City Attorney's analysis. At any time after such review and
consideration, the Board of Ethics may do any of the following:
1.Request the City Attorney to investigate the complaint and report all findings back to
the Board; or
2. Schedule the complaint for further review and consideration, or
3.Refer the complaint to the City Attorney for criminal prosecution consideration; or
4.Issue such reports, opinions and findings as the Board deems advisable under the
circumstances and in accordance with the City Charter and ordinances; or
5.Dismiss the complaint based on any of the following grounds:
a)Lack of jurisdiction in the Board of Ethics;
b)Failure of the complaint to state a claim of a violation of the Ethics provisions
contained in the Charter, law or ordinances;
c) Failure of the complainant to cooperate in the Ethic Board's review and
consideration of the complaint; or
6.Take such other action which the Board deems necessary and as authorized by The
Charter or Ordinance.
(a) Pursuant to Michigan Compiled Laws 15.243(b)(I) and (ii), each complaint shall remain confidential
until the meeting at which the Board of Ethics receives the analysis of the City Attorney. Continued
confidentiality of the complaint and any material resulting from the Board's review and consideration
shall be determined on a case-by-case basis in accordance with the Michigan Freedom of Information
Act or any successor law.
(b) No person shall knowingly make a false or misleading statement in any. complaint filed with the
City Clerk pursuant to this Chapter.
(c) Except in the case of dismissal under Section 290.03 (a)(5)(a and b), the Board of Ethics shall not
issue an opinion on any complaint without providing the person(s) charged with written notice of a
complaint and a reasonable opportunity to be heard before the Board.
290.04 PROHIBITIONS.
(a) No person, including any administrative board established under Article V, Chapter 2 of the City
Charter, shall directly or indirectly offer or give to any officer, employee or candidate; a member of the
immediate family of any officer, employee or candidate; or a business with which any officer,
employee or candidate is associated any gift, loan, money, goods, services, contribution, reward,
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employment or other thing of value based on an agreement or understanding that a vote or official
action or decision of an officer, employee or candidate would be influenced .
(b) No officer, employee or candidate; a member of the immediate family of an officer, employee or
candidate, or a business with which an officer, employee or candidate is associated shall directly or
indirectly solicit or accept any payment, gift, loan, contribution, money, goods, services, reward,
employment or other thing of value based on any agreement or understanding with a person,
including any administrative board established under Article V, Chapter 2 of the City Charter, that a
vote or official action or decision of an officer, employee or candidate would be influenced thereby.
(c) It shall be presumed that a non-monetary gift having a value of less than $50 does not evidence a
violation of paragraphs (a) and (b) of this Section or of Code Section 206.15. Paragraphs (a) and (b)
of this Section do not prohibit communication between an individual or organization and a candidate
regarding the candidate's views, record or plans for future action regarding an issue or measure in an
attempt to determine a candidate's viewpoints or how the candidate plans to act in the future, if such
communication results in an endorsement of the candidate, a decision not to endorse the candidate,
or a contribution or expenditure required to be recorded or reported under Public Act 388 of 1976, as
amended.
(d) No officer or employee shall falsely represent his or her personal opinion to be the official position
or determination of the governmental body of which he or she is a member or employee. This
subsection shall not apply to statements by elected officials made in the course of fulfilling the
responsibilities of their office or in running for election to office, nor shall it apply to the professional
opinions of City officers or employees rendered in the course of performing their duties, provided that
such opinions are clearly identified as professional opinions.
(e) No officer or employee shall divulge to any unauthorized person confidential information acquired
in the course of holding his or her position in advance of the time prescribed by the governmental
body of which he or she is a member or employee for its authorized release to the public.
(f) No officer or employee shall use, or allow others to use, the authority, title, or prestige of his or her
public office for the attainment of the officer or employee's, or that of a member of his or her
immediate family's private financial benefit in any manner that is inconsistent with public interests.
(g) An officer or employee shall not use personnel, resources, property or funds under his or her
official care and control to obtain personal financial gain in addition to his or her official remuneration
as an officer or employee for himself or herself a member of his or her immediate family, or a
business with which either is associated.
(h) No officer or employee shall act as an attorney, agent or representative of a person other than
himself or herself, before the governmental body of which such officer or employee is a member or
employee. This provision shall not prevent an officer or employee from performing his or her
responsibilities as an officer or employee.
(i) No officer or employee shall act on behalf of the City by making any policy statements, promising to
authorize or to prevent any future action, agreement or contract, when such officer or employee has,
in fact, no authority to do so.
(j) No officer or employee shall engage in a business transaction in which the officer, employee, a
member of his or her immediate family, or a business with which either is associated, may profit from
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his or her official position or authority, or benefit financially from confidential information which the
officer or employee has obtained or may obtain by reason of that position or authority. This subsection
shall not prohibit employment or a contract to conduct instruction which is not done during regularly
scheduled working hours, except for annual leave or vacation time, if the officer or employee does not
have any direct dealing with or influence on the employing or contracting person or entity in
performing his or her official duties for the city.
(k) Except as otherwise provided by law, no officer or employee shall participate in, vote upon or act
upon, contracts, the making of loans or grants of public funds, the granting of subsidies, fixing of
rates, issuance of permits or certificates, or other regulation or supervision relating to any business in
which the officer or employee, or a member of his or her immediate family, or any business with which
either is associated has a financial or personal interest, other than an interest as a citizen, officer or
employee of the city.
(l) In addition to the provisions set forth in Charter Section 5-505.1, no officer or employee, shall fail to
disclose in writing to the Board of Ethics a conflict of interest or any financial interest other than as a
citizen of the city in any matter prior to any action by the city in that matter. Nothing in this Section
shall prohibit the request of an informal opinion by an officer or employee from the Ethics Board
regarding a potential conflict of interest. Neither the filing of a request for an informal opinion, nor the
making of a statement concerning a potential conflict of interest pursuant to Section 290.05(a), shall
create a presumption or inference that an officer or employee actually has a conflict of interest
concerning the matter filed with the Ethics Board or disclosed on the public record.
(m) No person shall directly or indirectly solicit, agree, aid or assist any officer or employee to violate
this Chapter.
(n) The provisions and prohibitions set forth in this Section 290.04 shall not be construed to prohibit or
restrict city employees from negotiating, entering into or enforcing a collective bargaining agreement
between the city and a labor union to which the employee belongs pursuant to State or federal law.
(o) The provisions arid prohibitions set forth in this Section 290.04 are subject to the applicable
provisions and procedures of the State Statute entitled "Contracts of Public Servants with Public
Entities", being MCI. 15.321, et seq. as the same may be amended from time to time. In the event of a
conflict between this Section 290.04 and the State Statute in any particular case, the State Statute
shall prevail.
290.05 PARTICIPATION IN GOVERNMENTAL DECISIONS.
(a) A member of City Council who is required to make a motion to recuse herself/himself, or who is
the subject of a motion to recuse herself/himself, on any question before the Council shall, before the
matter is brought to a vote, first make a disclosure for the public record to the Council President of the
conflict of interest or the financial interest other than as a citizen of the city, if any, or alternatively
explaining why, despite any potential conflict, such member of Council is able to vote and otherwise
participate fairly, objectively and in the public interest. A statement shall be entered in full in the
minutes or other official record of the legislative body. The Clerk shall forthwith forward any such
statement on to the Ethics Board. Compliance with the provisions of this Section 290.05 (a) by an
elected official shall be deemed compliance with Section 290.04(1).
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(b) The provisions and prohibitions set forth in this Section 290.05 shall not be interpreted to prohibit
or restrict an employee from engaging in negotiations, approval and enforcement of a collective
bargaining agreement between the city and a labor union to which the employee belongs pursuant to
State and federal laws.
(c) The provisions and prohibitions set forth in this Section 290.05 are subject to the applicable
provisions and procedures of the State Statute entitled "Contracts of Public Servants with Public
Entities" being MCL 15.321, et seq., as the same may be amended from time to time. In the event of a
conflict between this Section 290.05 and the State Statute in any particular case, the State Statute
shall prevail.
290.06 INVESTIGATIVE ASSISTANCE.
All city officers and employees shall fully and truthfully respond to any inquiries by the City Attorney or
the Board of Ethics in investigating any complaint of a violation of this Chapter. All city employees and
elected or appointed officials of the city shall cooperate with any investigations by the Board of Ethics;
such cooperation shall include the compilation and production of any information requested by the
Board during an investigation unless the information requested is exempt from disclosure under the
applicable State law.
290.07 DISTRIBUTION OF COPIES OF CHAPTER.
The Department of Personnel and Training shall provide a copy of Chapter 5 Article V of the City
Charter and of this chapter to each officer and employee of the City.
290.08 STATEMENTS OF FINANCIAL INTERESTS.
(a) For purposes of this Section, the following persons shall be referred to as "reporting individuals":
(1) Each elected officer and
(2) Each appointed officer, including appointed officers of the Board of Water and Light, but excluding
members of boards, commissions or agencies of the city.
(b) Each reporting individual shall file by May 1 of each year, a sworn written statement of financial
interests in accordance with the provisions of this Section, unless he/she has already filed a statement
in that calendar year.
(c) Statements of financial interest shall also be filed by the following:
(1) An elected officer at the time of filing her/his oath of office;
(2) A reporting individual whose appointment to office is subject to confirmation by the City Council at
the time when her/his name is submitted to the Council for consideration;
(3) Any other person at the time he/she becomes a reporting individual.
(d) The Department of Personnel Services, the Finance Director's Office, City Council Staff and the
Office of the Mayor shall cooperate with the City Clerk in notifying individuals of their obligation to file
statements of financial interests and in effecting the filing of such statements.
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(e) No appointed officer or employee shall be allowed to take the oath of office of shall enter into or
continue her/his duties, unless he/she has filed a statement of financial interests as required by this
Chapter.
(f) Statements of financial interests shall contain the following information:
(1) The name, address, and type of organization (other than the city) in which the reporting individual
was an officer, director, associate, partner, proprietor or employee, or served in any advisory capacity,
and from which any income in excess of $2,500 was derived during the preceding year.
(2) The identity of any capital asset, located within the City of Lansing, including the address or legal
description of real estate from which the reporting individual realized a capital gain of $5,000 or more
in the preceding calendar year other than the sale of the reporting individual's principal place of
residence.
(3) The name of any unit of government, other than the city, which employed the reporting individual
during the preceding calendar year.
(4) The name of any person, business or organization from whom the reporting individual received
during the preceding calendar year one or more gifts or honoraria having an aggregate value in
excess of $500, but not including gifts from relatives, nor a campaign contribution or expenditure
required to be recorded or reported under Public Act 388 of 1976, as amended.
(5) The name and instrument of ownership in any entity conducting business in the city, in which the
reporting individual or a member of the individual's immediate family had a financial interest during the
preceding calendar year. Ownership interests in publicly held corporations need not be disclosed.
(6) The identity of any financial interest in real estate located in the city or other jurisdictions within
which the city may own real estate or public utility improvements, other than the principal place of
residence of the reporting individual, and the address or, if none, the legal description of the real
estate, including all forms of direct or indirect ownership such as partnerships or trusts of which the
corpus consists primarily of real estate.
(7) The name of, and the nature of the city action requested by, any person which has applied to the
city for any license or franchise, or any permit for annexation, zoning or rezoning of real estate during
the preceding calendar year if the reporting individual or a member of the individual's immediate family
has a financial interest in such person.
(8) The name of any person doing independent contracting business with the city in relation to which
business the reporting individual had a financial interest during the preceding calendar year, and the
title or description of any position held by the reporting individual in such person.
(g) Form for statement of financial interests. Typewritten or printed statements of financial interests
are to be filed with the City Clerk. The statement shall be verified, dated, and signed by the reporting
individual personally. It shall be submitted on a form approved by the Board of Ethics.
(h) Filing of Statements.
(1) The City's Finance Director and the Personnel Director shall certify to the City Clerk a list (current
as of the prior January 1) of the names and mailing addresses of the persons who are required to file
a statement of financial interests in the current year.
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(2) The City Clerk shall, in writing, notify all persons required to file statements of financial interests
under this Section. Notice shall be delivered by first class mail to the last known address appearing in
city records.
(3) All statements of financial interests shall be available for examination and duplication by the public
in the office of the City Clerk during the regular business hours of the City of Lansing, except as
otherwise provided by law. Costs of duplicating the statement of financial interests shall be paid by the
person requesting the duplication.
(4) No person shall use for any commercial purpose information contained in or copied from
statements of financial interests required to be filed by this Chapter or from lists compiled from such
statements.
(i) Failure to file statements by deadline.
(1) The City Clerk shall notify any person who fails to file such a statement by May 1 of each year, by
certified mail of her/his failure to file by the specified date. Such person shall file her/his statement on
or before May 31, along with a -late filing fee of $20.00. Failure to file by May 31 shall constitute a
violation of this Chapter, except as provided in subsection (3).
(2) Any person who first becomes subject to the requirement to file a statement of financial interests
within 30 days prior to May 1 of any year shall be notified at that time by the appointing or employing
authority of the obligation to file and shall file his statement at any time on or before May 31 without
penalty. The appointing or employing authority shall notify the City Clerk of the identity of such
persons. If such person fails to file a statement by May 31, the City Clerk shall-notify such person by
certified mail of her/his failure to file by the specified date. Such person shall file her/his statement of
financial interests on or before June 15, along with a late filing fee of $20.00. Failure to file by June 15
shall constitute a violation of this Chapter, except as provided in subsection (3).
(3) A person who is required to file such statements of financial interest may have one thirty day filing
extension by filing a notice with the City Clerk by the date on which the statement of financial interest
is due. Failure to file by the extended deadline shall constitute a violation of this Chapter.
(4) A statement of financial interest is considered filed when it is received by the City Clerk.
290.09 LOBBYIST AND CONTRACTOR DISCLOSURE.
(a) All city officers and employees shall comply with the provisions of MCL 4.411, et seq., as the same
may be amended from time to time, being the State act regulating lobbyists, lobbying agents, and
lobbying activities, to the extent that the statutory provisions are applicable to the officers or
employees activities.
(b) All contractors or vendors having contractual relationships or open purchase orders with the city
shall fully disclose in writing to the City Clerk and the Board of Ethics the existence of any
employment, partnership or ownership relationship the contractor or vendor has with a former
employee or officer of the city if such relationship was created within one year from the date the officer
or employee terminated employment with the city.
(c) The provision contained in Section 290.09(b) shall be included within every city contract and
purchase order.
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290.10 PENALTIES.
(a) Violation by any person of any provision of this Chapter shall be a misdemeanor.
(b) A violation of any provision of this Chapter may constitute a ground for forfeiture of office in
proceedings brought pursuant to Charter 2-302.
(c) The penalties prescribed in this Section shall be cumulative and not exclusive of each other.
290.11 EDUCATION.
The Board of Ethics shall develop a plan for implementation of a program to educate persons subject
to the terms of this Chapter about their duties and responsibilities hereunder.
290.12 WHISTLE-BLOWER PROTECTION.
(a) The provisions of the Whistle-Blower's Protection Act MCL 15.361, et seq. are intended to apply to
employees who report a violation or suspected violation of this Chapter.
(b) The city shall not discharge, threaten, or otherwise discriminate against an employee regarding the
employee's compensation, terms, conditions, location, or privileges of employment because the
employee, or a person acting on behalf of employee, reports or is about to report, or is perceived to
have reported or be about to report, verbally or in writing, a violation or suspected violation of this
Chapter, unless the employee knows that the report is false, or because an employee is requested by
the city, or any agency or officer thereof, to participate in an investigation, hearing, or inquiry held by
the city, agency or official.
Section 2. All ordinances, resolutions or rules, parts of ordinances, resolutions or rules inconsistent
with these provisions are repealed.
Section 3. Should any Section, clause or phrase of this ordinance be declared to be invalid, the same
shall not affect the validity of the ordinance as a whole, or any part other than the part so declared to
be invalid.
Section 4. This ordinance shall take effect on the 30th day after enactment unless given immediate
effect by the City Council.
Section 5. This ordinance shall expire 10 years from the date of its passage by the City Council unless
readopted prior to that time.
Outside Employment
Employees are permitted to engage in outside work or to hold other jobs, subject to certain restrictions
as outlined below.
Activities and conduct away from the job must not compete with, conflict with or compromise the City’s
interests or adversely affect job performance and the ability to fulfill all job responsibilities. Employees
are prohibited from performing any services for customers on nonworking time that are normally
performed by the City of Lansing in violation of the City’s Ethics Policy 1 or the City’s Ethics
Ordinance No. 953, 8-26-96. This prohibition also extends to the unauthorized use of any property,
tools or equipment and the unauthorized use or application of any confidential information. In addition,
employees are not to solicit or conduct any outside business during paid working time.
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Employees are cautioned to carefully consider the demands that additional work activity will create
before accepting outside employment. Outside employment will not be considered an excuse for poor
job performance, absenteeism, tardiness, leaving early, refusal to travel or refusal to work overtime or
different hours. If the City of Lansing determines that an employee’s outside work interferes with
performance, the employee may be asked to terminate the outside employment.
Employees who have accepted outside employment may not use paid sick leave to work on, or
because of work performed on the outside job. Fraudulent use of sick leave will result in disciplinary
action up to and including termination in accordance with the applicable policies, personnel rules and
collective bargaining agreements.
Affidavits of Disclosure must be filed by employees with the Board of Ethics under certain
circumstances to ensure there exist no real or perceived conflict of interest as the result of the outside
employment. Sworn employees of the Lansing Police Department are required to file a Request for
Supplemental Employment and receive approval from the Chief of Police prior to engaging in outside
employment.
Attendance and Punctuality
Regular and reliable attendance is an essential job requirement of all City of Lansing positions.
Vacation must be scheduled with one’s supervisor in advance. Sick leave may be approved for use in
the case of emergency or sudden illness without prior scheduling. Patterns of absenteeism or
tardiness may result in discipline even if the employee has not yet exhausted available paid time off.
Absences due to illnesses or injuries that qualify under the Family and Medical Leave Act (FMLA) will
not be counted against an employee’s attendance record.
Not reporting to work and not calling to report the absence is a no-call/no-show and is a serious
matter. A no call/no show lasting three days will be considered job abandonment and will be
deemed an employee’s voluntary resignation of employment.
Computer Usage Policy
The City of Lansing maintains its computer system and network for official purposes only. This
computer hardware, software and data protection policy reflects the position of the City of Lansing
regarding the use of hardware, software and data in all city offices and departments.
Scope
This policy applies to officers and employees working for the City of Lansing on a permanent or
temporary basis. It refers to all information resources owned or under control of the City, whether
individually controlled or shared. Information resources include any information in electronic or audio-
visual format, or any hardware or software that makes possible the storage and use of information.
Included in this definition are electronic mail, local databases, externally-accessed databases, all city
controlled web sites, CD-ROM, digitized video and photographs and all other digitized information.
II. DATA PROTECTION POLICY STATEMENT
The City of Lansing depends heavily on computer use and information to conduct its business. It is
essential that this information be accurate and protected from unauthorized destruction, modification
or disclosure.
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When using City computers, employees and officers must adhere to the same code of ethics and
personnel policies that govern all other aspects of City government. Any actions performed or initiated
through the City computer system must be done with integrity, honesty, and compliance with the
City’s rule of conduct.
The following rules for computer and data use are intended to supplement existing personnel policies
by clarifying the expected conduct on employees when working with computers and computer data. If
you have a question concerning any computer policy or its applications, consult your department head
or the Department of Human Resources.
III. AUTHORIZED USE
Computing resources are provided by the City to accomplish tasks related to the City’s mission.
These include correspondence, record keeping, administrative support activities, database access
and maintenance and other uses specified by an employee’s supervisor or job description.
IV. RESTRICTIONS
All employees must use City computer resources solely for purposes for which they have been
authorized. Computing resources may be connected to the Internet or a department or City network
for the performance of authorized tasks. Accessing or attempting to access computer resources, the
Internet or network to perform unauthorized tasks is not permitted. Employees shall only access data
stored or entered in the City’s computer systems from their assigned work site during their scheduled
work hours and for an authorized purpose. This provision shall not apply to elected officials or
Executive Management Plan employees.
Using a computer to access the accounts and files of others or to alter the work product of others
without permission is prohibited.
Attempting to subvert network security, impair functionality of the network, or bypass restrictions set
by administrators is prohibited. Assisting others in violating these rules by sharing information or
passwords is also prohibited.
The improper use or distribution of city owned data or information is prohibited.
The unauthorized use of computer resources, as well as providing false or misleading information for
obtaining access to computing facilities, is prohibited. Employees shall not gain unauthorized access
to City computing facilities or use City computer resources to gain unauthorized access to other
institutions, organizations, or individual computers.
An employee may not authorize anyone to use his/her computer or access his/her database for any
reason unless instructed to do so by his/her department head or supervisor. Employees must take all
reasonable precautions, such as password maintenance and file protection measures, to prevent the
use of his/her computer by unauthorized persons. Employees must not, for example, share a
password or dial-in access number with any unauthorized person.
Any use of external networks connected to a department’s network or the city’s network must comply
with the policies of acceptable use promulgated by the Mayor, the employee’s department head and
this policy statement.
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City computer resources may not be used for non-work purposes, commercial activities, financial
gain, or entertainment. However, games, entertainment or other programs may be used for education
or training purposes if authorized by the department head or supervisor.
All employees who have been authorized to use City computing resources shall regard all personal or
proprietary information, which may thereby become available to him/her as confidential. Written
permission must be obtained from the appropriate person or body before copying, modifying or
otherwise using any part of the information.
Employees shall not copy system files or attempt to access or modify such files or software or
computer management programs and data except when authorized to do so by the employee’s
supervisor or department head.
Employees shall not attempt to modify or repair any computer equipment belonging to or under the
control of the City unless authorized to do so by his/her department head or supervisor.
City computer equipment shall remain on City premises at all times, with the exception of laptop
computers assigned for field use and other exceptions authorized by an employee’s department head
or supervisor.
No officer or employee shall install or use any encryption program unless specifically told to do so by
his/her department head.
Employees shall only access data stored or entered in the City’s computer systems from their
assigned work site during their scheduled working hours and for an authorized purpose. This
provision shall not apply to executive plan employees; non-bargaining unit employees designated by
department heads; elected officials; City Council staff; or Mayoral staff.
V. SPECIFIC POLICY ELEMENTS
A. Physical Protection of Information and Equipment
All computer equipment is to be secured as best as possible when not in use or left unattended.
Laptop computers shall not be left in unlocked vehicles.
Employees who will be out of the office for more than three (3) consecutive workdays shall give
his/her assigned laptop computer to authorized personnel for secure storage. (Time out of the office
includes, but is not limited to: vacation, sick leave, bereavement, compensation time and
conferences.)
All non-server computers shall be logged off upon completion of use or at the end of the work shift.
The security of non-assigned computers shall be protected by logging off at the end of the work shift.
B. Deleting Data or Information
All information or data that is removed from the computer shall be approved by the department head
or supervisor. No information shall be permanently deleted from the system without prior
authorization. Individual departments may authorize the routine deletion of specific categories of
information. Backup and archiving procedures for the retention of deleted data may be established by
individual departments.
C. Remote Access Policy
Remote access to city computers by officers, employees and vendors shall be by prior approval of the
department head.
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D. Email
Email is to be used for conducting City business. Email is not to be used as a form of entertainment or
as a forum for political, religious or any other personal expression inconsistent with work place
responsibilities.
The email system and its contents are the property of the City of Lansing and employees have no
expectation of privacy in its use or content. For example, a single email sent to just one person can be
forwarded, without the permission of the sender, to hundreds of others either intentionally or
inadvertently. Employees should also be aware that deleted messages are not always deleted
completely. They may appear on backup tapes, on other computers or in other employee’s email
boxes. In addition, email exchanges are subject to release under the Freedom of Information Act.
Even though there is no expectation of privacy in City email, no City employee is to use his or her
position or access rights to read another employee’s email or personal files. The only people
authorized to do this are individual department heads. The Director of Management Services may
also, in consultation with affected department head(s), direct authorized persons to access individual
email accounts.
E. Privacy Rights and Limitations
No privacy rights exist to any personal files or email created or received on city computer resources.
As stated previously, City computer equipment is to be used to conduct City business and therefore
any personal information stored or created on this equipment is subject to review and elimination by
appropriate authorities.
The City of Lansing is a government unit and is therefore subject to the Freedom of Information Act
(FOIA). As such, electronic information and email created in the performance of employee job duties
may be considered a public record. Therefore, all computer files generated by city officers and
employees are subject to review and possible release. Even personal email or files not related to the
specific issue discussed in the FOIA request may be examined in the course of responding to a FOIA
request.
System administrators or other city personnel may also need to gather information from computers to
ensure the continued functioning of computer resources or to investigate complaints. This may require
the examination of activity logs, files, email, and printer listings to gather information necessary to
diagnose and correct problems with system software or hardware. Individual computer files may also
be examined to determine if policy violations have occurred or are occurring.
Privacy policies contained in other city documents should also be followed when working with
computer data.
F. Password
The purpose of passwords is to protect the City’s database and information from corruption or use by
unauthorized individuals. The issuance of a password to an employee is not consent to develop or
protect personal files.
All passwords are considered confidential information and may not be disclosed. A password may not
be used by anyone other than the person(s) who has been authorized to use it.
All employees must notify their department head or supervisor if they believe their password is being
used or has been compromised by others.
G. Virus Protection
City computers should be protected by software that scans for viruses. Virus detection helps avoid
destruction of computer files and hard drives. However, since virus protection software is not 100%
effective, it is extremely important to follow procedures to protect computer data. This is an important
issue and if a damaging virus were to destroy a hard drive’s contents, the cost to the City of Lansing
could be thousands of dollars.
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The following steps shall be followed when using software on City computers:
•The installation and use of software not owned by the City is prohibited without authorization
from the department head or supervisor.
•Virus scanning programs shall not be disabled.
•Employees who are authorized to transfer data from demo disks or disks brought from home
must follow the virus scanning and installation procedures established by their department.
•Any software downloaded from an outside source shall not be loaded without approval from
the department head or supervisor.
•Network Security
Network security is dependent on employees. Each employee or group of employees has a set of
specific rights on individual computers and file servers. Each Department may establish employee
privileges based on an employee’s job function. Specific user groups and access privileges may be
defined by the department head, supervisor, or system administrator. These access privileges
determine which files or data an employee may access.
I. Software Use
In cases where software is copyrighted or otherwise protected, employees may not copy or distribute
the software unless authorized to make a back-up copy. Furthermore, it is illegal to facilitate access
by others to copyrighted software.
It is the responsibility of each department that maintains a computer system to insure that all software
on that system is appropriately licensed. It is the responsibility of the data processing department to
insure that the software it installs is appropriately licensed.
The City forbids, under any circumstances, the unauthorized reproduction of software or use of
illegally obtained software. Using City equipment to make illegal copies of software is prohibited. City
employees who violate this policy are subject to disciplinary action and/or legal action by the City.
Individuals who violate U.S. copyright law and software licensing agreements may also be subject to
criminal or civil legal action.
City employees are required to follow conditions or restrictions required by the licensing agreements
for software programs purchased by the departments. For commonly used applications, the following
conditions apply:
•It is illegal to copy a software program, such as WordPerfect, Lotus 1-2-3, Norton Utilities, and
install that single program for simultaneous use on multiple machines. (Note: some software
applications allow installation on a home computer as well as a work computer.)
•Unauthorized copies of software programs may not be used on City equipment. This applies
even though you may not have made the illegal copy.
•The purchase of the appropriate number of copies of a software program is necessary for
maintaining legal status, especially if you are using machines connected to a network.
•City employees are prohibited from assisting in making or using illegal copies of City-owned
software.
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•City employees are permitted to make an archival (back-up) copy of a software program.
•Internet Use
Internet access from City computers is to be used for City business. Individual departments may
authorize and define business use.
No program or application shall be downloaded from the Internet and installed on City computers
without prior permission of the department head or supervisor.
VI. VIOLATIONS
The following list of policy violations is not all inclusive but merely illustrative:
•Knowingly accessing or attempting to access any computer system, data or information which
an employee does not have permission or authority to access is a violation of this policy.
• Using, copying, modifying or transferring data that is not part of an employee’s assigned
responsibilities is a violation of this policy.
•Using computer hardware, data or information on City computers for personal or financial gain
is a violation of this policy.
•Accessing a computer or network for the purpose of altering, damaging or destroying software,
data or information, regardless of its location, is a violation of this policy.
•Giving access codes or passwords to any individual not authorized to receive them is a
violation of this policy.
VII. RESPONSIBILITIES AND CONSEQUENCES OF NON-COMPLIANCE
All officers, employees and temporary workers employed by the City are expected to comply with this
policy. Any employee who violates this policy is subject to disciplinary action consistent with personnel
policies and may be subject to criminal or civil prosecution under applicable laws. Any officer or
employee who has reason to believe that a coworker may be misusing City computer resources or
violating any aspect of this policy shall voice his or her concern to his or her department head or
supervisor. Department heads and supervisors are responsible for addressing any policy violations of
which they become aware. Department heads may refer the matter to the Department of Human
Resources if appropriate.
VIII. POLICY MODIFICATIONS OR CHANGES
Individual departments may make additions to this policy and exercise discretionary authority where
indicated as long as the additional policies do not contradict or nullify this policy or other
established personnel policies.
GPS Tracking
OBJECTIVE
It is the policy and responsibility of the City of Lansing to provide for the safety of employees at work
as well as to ensure the security of City-owned vehicles and equipment and engage in efficient and
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cost-effective operations. Toward this end, Global Positioning System (“GPS”) tracking may be
installed and activated on City-owned vehicles and equipment such: as laptops, cell phones, etc.
POLICY
City-owned vehicles or other equipment may be equipped with GPS units or devices. This is to
enhance the safety and security of people and property as well as to enhance the ability of the City to
engage in efficient and cost-effective operations.
Operators of and passengers in City vehicles have no expectation or right to privacy in a City veh icle
and should assume that the City vehicle they occupy is equipped with a GPS unit that is capable of
monitoring their movements, activity and location. This is also the case with City-owned equipment
provided.
Employees are not to violate this policy or remove, disable or otherwise tamper with a GPS unit or
device. Doing so will subject the employee to disciplinary action up to and/or including possible
termination of employment.
Questions concerning the application of this policy should be directed to the Director of the
Department of Human Resources.
Employee Personnel Files
Employee files are maintained by the Human Resource department and are considered confidential.
Managers and supervisors may only have access to personnel file information on a need-to-know
basis.
A manager or supervisor considering the hire of a former employee or transfer of a current employee
may be granted access to the file, or limited parts of it, in accordance with antidiscrimination laws.
Personnel file access by current employees and former employees upon request will generally be
permitted within three days of the request unless otherwise required under state law. Personnel files
are to be reviewed in the Human Resource department. Personnel files may not be taken outside the
department.
Representatives of government or law enforcement agencies, in the course of their duties, may be
allowed access to file information.
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COMPENSATION
Pursuant to Chapter 286.05 of the City’s Code of Ordinance, the Department of Human Resources is
charged with establishing and maintaining a classification plan for all City positions covered by the
chapter except for employees of the Board of Water and Light, 54-A District Court, Lansing Housing
Commission, elected officials, the Deputy City Clerk and employees of the Mayor and City Council
including Internal Audit and those otherwise covered by a collective bargaining agreement.
Classification and Compensation Plan
The City of Lansing establishes and maintains a system for the evaluation and classification of
positions. The Classification Plan is designed to classify and compensate positions according to their
major characteristics so that similar duties and responsibilities of various positions are recognized and
will be fairly and equitably compensated. All positions when established are assigned a specific
classification level, title, and wage range which shall constitute the official classification and
compensation plan. Each classification level carries minimum and maximum rates of pay with a
provision for merit increases according to a uniform schedule. All new employees shall be assigned a
classification and pay range in accordance with the Classification and Compensation Plan.
The authority to make recommendations concerning the classification of new positions and the
reclassification of existing positions is vested in the Department of Human Resources except where
modified by ordinance, personnel rules or collective bargaining agreements.
The Department of Human Resources researches the requirements of the positions and makes
recommendations based on criteria established for City classifications. Although the City supports the
development of job skills and competence, the acquisition of additional employment credentials does
not lead to subsequent reclassification. All requests for reclassification of existing positions or
classifications for new positions are referred to the Department of Human Resources through the
employee or department head. Once a position has been evaluated and the appropriate classification
level has been established according to classification review procedures detailed in applicable
collective bargaining agreements or personnel rules, that position will not be eligible for further
reclassification consideration for a one-year period from the date of the original submission.
Additionally, new employees and employees transferred or promoted to a new position must wait at
least one (1) year before requesting a reclassification of the position
Working Out Of Classification
In special circumstances requiring immediate action, it may be necessary for an employee to be
assigned work at a higher classification and compensated at a rate of pay within the range of that
higher classification. Procedures and compensation for working out of class are specified in the
applicable collective bargaining agreements or personnel rules on file in the Department of Human
Resources.
After an employee has been temporarily assigned, the employee will be compensated, with the
approval of the Director of Human Resources, at the base rate of the salary for the higher
classification or at one pay step higher than the employee’s pay step within his/her regular
classification level, whichever is higher, for the remaining period of out of classification work unless
otherwise specified by a collective bargaining unit agreement or personnel rules.
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Compensation Changes
All changes in compensation shall become effective the next full pay period following the effective
date of the change.
When an employee is promoted or his/her position is reclassified upward, the employee shall receive
the minimum rate of the new classification unless otherwise provided by a collective bargaining
agreement or personnel rules. If said minimum is less than or equal to his/her former rate, the
employee shall be paid at the next increment step above his/her former rate unless otherwise
specified by a collective bargaining agreement or personnel rules. Merit increases shall be awarded
pursuant to applicable collective bargaining agreement or personnel rules.
When an employee accepts a lateral transfer, the employee shall not receive a wage step increase.
The employee shall be transferred at the same rate of pay and the existing merit increase date is
maintained.
When an employee signs a posting and accepts a position at a level lower than his/her current
classification, the employee shall be placed at the step in the new range which corresponds with the
employee’s current salary. Should an employee’s current salary exceed the maximum of the range,
the employee’s salary shall be adjusted to reflect the maximum rate of the new range unless
otherwise provided in an applicable collective bargaining agreement or personnel rules.
Compensation
(A) No employee shall be paid less than the minimum rate or more than the maximum rate for their
applicable classification.
(B) All new employees shall generally be compensated at the minimum rate of pay for their
classification, unless the hiring department recommends to the Director of Human Resources,
accompanied by the appropriate documentation of experience and education, the placement of a new
employee at a higher rate of pay within the classification assigned, up to Step 4 of the pay scale.
Placement beyond Step 4 requires approval by the Mayor based upon recommendations from the
Director of Human Resources and the Finance Director.
(C) Increases for all personnel not covered by a collective bargaining agreement shall be as defined in
the applicable personnel rules.
Payment of Wages
Salary payment is made biweekly for base salary due up to the pay date. Paydays are biweekly on
every other Friday. Please check with your timekeeper on your position pay date.
Overtime payment, which is included with the nonexempt employee's base salary payment, is also
paid biweekly with such payment covering hours worked in the prior biweekly period.
It is the City’s policy that employee paychecks will be mailed to his/her home address. Employees
may be paid by check or through direct deposit of funds to either a savings or checking account at the
financial institution of their choice.
If the normal payday falls on a bank-recognized holiday, paychecks will be distributed one workday
before the aforementioned schedule.
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In the event of a lost paycheck, the Human Resource department must be notified in writing, by the
departmental timekeeper, as soon as possible and before a replacement check can be issued.
Replacement checks will be issued on sooner than the Friday following the pay date. In the event the
lost paycheck is recovered and the company identifies the endorsement as that of the employee, the
employee must remit the amount of the replacement check to the company within 24 hours of the time
it is demanded.
If an employee's marital status changes or the number of exemptions previously claimed increases or
decreases, a new Form W-4 must be submitted to the Human Resource department. You may
access forms via the City of Lansing’s Intranet site or Employee Online.
Time Reporting
A work hour is any hour of the day that is worked and must be recorded to the nearest tenth of an
hour. The workday is defined as the 24-hour period starting at 12:00 a.m. and ending at 11:59 p.m.
The pay week covers seven consecutive days beginning on Saturday and ending on Friday. The
usual pay week period is 40 hours.
Overtime is defined by your collective bargaining agreement or Personnel Rules and should be
recorded to the nearest tenth of an hour. Overtime must be approved in advance by the manager to
whom the employee reports.
Employees will submit their time record weekly as directed by their manager. Each employee is to
maintain an accurate daily record of his or her hours worked. All absences from work schedules must
be appropriately recorded.
Meal/Rest Periods
The scheduling of meal periods and breaks at the City of Lansing is set by the employee’s immediate
manager with the goal of providing the least possible disruption to City of Lansing operations.
Mandatory Meal Period
Employee meal periods are important to City of Lansing productivity and employee health. The meal
period will not be included in the total hours of work per day and is not compensable, unless provided
by your collective bargaining agreement or Personnel Rules.
Impermissible Use of Meal Period and/or Rest Breaks
Neither the lunch period nor the rest break(s) may be used to account for an employee's late arrival or
early departure or to cover time off for other purposes—for example, rest breaks may not be
accumulated to extend a meal period, and rest breaks may not be combined to allow one long break,
unless approved by your supervisor.
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TIME OFF/LEAVES OF ABSENCE
Holiday Pay
The City of Lansing recognizes twelve paid holidays each year:
New Year’s Day
Martin Luther King Jr. Day
President’s Day – FOP NS and FOP Supv ONLY
Good Friday
Memorial Day
Independence Day
Labor Day
Veteran’s Day
Thanksgiving Day
Day After Thanksgiving
The day before Christmas
Christmas Day
The day before New Year’s Day – except for FOP NS and FOP Supv
Should a holiday fall on a weekend, the holiday will be observed on the work day closest to the
holiday.
Vacation
All full- and some part-time employees are eligible for vacation leave benefits. Vacation accrual will
begin after one full year of service. Please refer to your collective bargaining agreement or Personnel
Rules to determine vacation accrual. Vacation can be used only after it is earned. Vacation leave will
not be earned during an unpaid leave of absence.
To schedule vacation time, employees should refer to their collective bargaining or Personnel Rules to
determine when vacation time should be requested. All vacation requests must be approved by your
supervisor. Employees must ensure that they have enough accrued leave available to cover the
dates requested. Requests will be approved based on a number of factors, including department
operating and staffing requirements.
Vacation will be paid at the employee’s base rate at the time the leave is taken. If a holiday falls
during the employee’s vacation, the day will be charged to holiday pay rather than to vacation pay.
If employment is terminated, accrued unused vacation leave earned through the last day of active
employment will be paid at the employee’s base rate of pay at termination. In the event of the
employee’s death, earned unused vacation time will be paid to the employee’s estate or designated
beneficiary.
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Sick Leave
All full-time, regular employees accrue sick leave from the date of hire, on a pay period basis, for a
cumulative total of 12 days per year.
Sick leave may be used for an employee's personal illness and medical and dental appointments.
Sick leave may also be used for illness and well-care in an employee's immediate family in
accordance with applicable collective bargaining agreements and Personnel Rules.
Sick leave may not be used before being accrued. If sick leave is exhausted, any available vacation
hours may be used in its place, if allowable under your collective bargaining agreement or Personnel
Rules.
Family and Medical Leave Act
This procedure was developed to implement the Family & Medical Leave Act of 1993 (FMLA). The
FMLA allows employees to balance their work and family life by taking reasonable unpaid leave for
certain reasons. The FMLA is intended to balance the demands of the work place with the needs of
families, to promote the stability and economic security of families and to promote national interests in
preserving family integrity. The FMLA seeks to accomplish these purposes in a manner that
accommodates the legitimate interests of employers and which minimizes the potential for
employment discrimination on the basis of sex, while promoting equal employment opportunity for
men and women.
The FMLA entitles eligible employees to take up to 12 weeks of unpaid job-protected leave (the City
may substitute paid leave) each year for specified family and medical reasons.
Employee Eligibility
To be eligible for FMLA leave, an employee must:
–Have worked for the City for at least 12 total months; and
–Have worked at least 1,250 hours over the previous 12 months.
Leave Entitlement
The City shall grant an eligible employee up to a total of 12 workweeks of unpaid leave (use of
paid leave will be required during any 12 month period for one or more of the following
reasons:
1)Birth or placement of a child for adoption or foster care and in order to care for such
child;
–Leave for birth or placement for adoption of foster care must conclude within 12
months of the birth or adoption.
–When both spouses work for the City, they are jointly entitled to 12 workweeks
of family leave for the birth and care of a child or placement of a child for
adoption or foster care and to care for such child.
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2)To care for an immediate family member (spouse, son, daughter or parent) with a
serious health condition;
3)When both spouses work for the City, they are jointly entitled to 12 workweeks of family
leave to care for a parent with a serious health condition.
3) The employee is unable to perform the essential job functions because of a serious
health condition, whether or not such serious health condition is work-related.
4)The employee experiences “any qualifying exigency” arising out of the fact that the
spouse, son, daughter, or parent of the employee is on active duty, or has been
notified of an impending call to active duty status, in support of a contingency
operation.
The City shall grant an eligible employee up to a total of 26 workweeks of unpaid leave (use of pai d
leave will be required during any 26 month period for the following reason:
A spouse, son, daughter, parent, or next of kin may take up to 26 workweeks of leave
to care for a member of the Armed Forces, including a member of the National Guard
or Reserves, who is undergoing medical treatment, recuperation, or therapy, is
otherwise in outpatient status, or is otherwise on the temporary disability retired list, for
a serious injury or illness.
FMLA leave may be taken continuously, or on an intermittent basis as provided below.
Intermittent Leave:
Intermittent or reduced leave may be taken under certain circumstances.
–Intermittent or reduced schedule leave will be granted when medically necessary to
care for a seriously ill family member or because of the
– the employee’s own serious health condition for medical treatment of a related serious
health condition by or under the supervision of a health care provider, or for recovery
from treatment or recovery from a serious health condition.
–Intermittent or reduced schedule leave will be granted where the employee or the
family member is incapacitated or unable to perform the essential functions of the job
because of a chronic serious health condition.
–NOTE: Intermittent or reduced schedule leave is not available if the leave is requested
for the birth or placement for adoption or foster care of a child.
–If intermittent leave is granted, the City of Lansing may require the employee to transfer
temporarily, during the period the intermittent or reduced leave schedule is required, to
an available alternative position with equivalent pay and benefits for which the
employee is qualified and which better accommodates recurring periods of leave than
does the employee’s regular position, in accordance with any applicable collective
bargaining agreement or personnel rules.
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Calculation of 12 Week Benefit Period:
An eligible employee is entitled to a total of 12 workweeks of FMLA leave during any 12 month period.
The City shall determine the 12 month period as follows:
– The 12 month period shall be a “rolling” 12 month period measured backward from the date an
employee uses any FMLA leave. Using the “rolling” 12 month measure, each time an
employee takes FMLA leave the remaining leave entitlement would be any balance of 12
weeks which has not been used during the immediately preceding 12 months:
For Example: If an employee has taken eight weeks of leave during the past 12 months, an
additional four weeks of leave could be taken. If an employee used four weeks beginning
February 1, 1994, four weeks beginning June 1, 1994 and four weeks beginning December 1,
1994, the employee would not be entitled to any additional leave until February 1, 1995.
However, beginning on February 1, 1995, the employee would be entitled to an additional four
weeks, etc.
– When an intermittent leave is authorized, only the amount of intermittent leave actually taken
may be counted toward the 12 weeks.
– Should an employee be eligible for Short Term Disability Insurance, under the terms and
conditions of his/her applicable collective bargaining agreement or personnel rules, and the
employee elects to use a disability leave for the birth of a child, the City will count the disability
leave as FMLA leave for a serious health condition. Further, the employee will only be able to
use paid leave time as prescribed by the terms and conditions of the insurance policy, or
applicable collective bargaining agreement or personnel rules.
Serious Health Condition Defined:
A serious health condition means an illness, injury, impairment, or physical or mental condition that
involves:
– Inpatient care (i.e., an overnight stay) in a hospital, hospice, or residential medical care facility,
including any period of incapacity (for purposes of this section, defined to mean inability to
work, attend school or perform other regular daily activities due to the serious health condition,
treatment therefore, or recovery there from) or any subsequent treatment in connection with
such inpatient care;
– Continuing treatment by a health care provider; or
– Any period of incapacity requiring absence of more than three (3) calendar days from work
that also involves continuing treatment by or under the supervision of a health care provider.
Health Care Provider Defined:
– Doctor of medicine or osteopathy authorized to practice medicine or surgery by the state in
which the doctor practices; and
– Podiatrists, dentists, clinical psychologists, optometrists and chiropractors (limited to manual
manipulation of the spine to correct a subluxation as demonstrated by X-ray to exist)
authorized to practice and performing within the scope of their practice, under state law; and
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– Nurse practitioners and nurse-midwives and clinical social workers who are authorized to
practice, and performing within the scope of their practice, as defined under state law; and
– Christian Science practitioners listed with the First Church of Christ, Scientist of Boston
Massachusetts; and
– Any health care provider recognized by the employer or the employer’s group health plan’s
benefits manager; and
– A health care provider listed above who practices in a country other than the United States
and who is authorized to practice in accordance with the law of that country.
Use of Accrued Leave Time:
The City will authorize paid FMLA leave, which will permit the use of accrued paid leave time under
the following circumstances, in lieu of unpaid FMLA leave:
– An employee may use accrued vacation, personal or holiday leave time for all or part of any
FMLA leave relating to the birth of or placement of a child for adoption or foster care.
– A female employee may use accrued sick leave for a period of six (6) weeks following the
normal birth of a child and the father (if, the spouse of the mother) may use two (2) weeks of
sick leave following the normal birth of a child. A female employee may use accrued sick
leave for a period of eight (8) weeks following a cesarean section birth of a child and the father
(if, the spouse of the mother) may use four (4) weeks of sick leave following a cesarean
section birth of a child. An employee may use accrued vacation, personal or holiday leave for
the balance of the remaining FMLA entitlement.
– An employee may use accrued vacation, personal, sick or holiday time for all or part of an
employee’s FMLA leave needed to care for a family member’s or the employee’s own serious
health condition.
– The employee may request the use of compensatory time and the City may grant such a
request. However, the absence, which is paid from the employee’s earned compensatory time
balance, may not be counted against the employee’s FMLA leave entitlement.
– An employee who has exhausted or declines to utilize accrued leave time, as set forth in this
section, shall be granted an amount of unpaid FMLA leave to cover the employees continued
absence from the work place, which when added to the paid FMLA leave equals 12
workweeks, consistent with the “rolling” 12-month calculation.
Continuation of Health Insurance and Other Employee Benefits:
The City is required to maintain group health insurance coverage for an employee on FMLA leave
whenever such insurance was provided before the leave was taken and on the same terms as if the
employee continues to work.
– The City may require employees to pay their share of health insurance premiums, as set forth
in the applicable collective bargaining agreement, while on an FMLA leave or require the
employee to pay for those health care costs upon returning to the work place. The City will
have sole responsibility for making this determination and will notify the employee prior to
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authorizing the FMLA leave of the determination. In making this decision, the City shall take
into consideration whether the FMLA leave will be paid or unpaid.
– Should payments for shared health care premium cost be required while the employee is on
an FMLA leave, the employee must make those payments in accordance with the procedure
established by the Finance Department.
– If the City provides a new health care plan or benefits or changes health benefits or plans
while the employee is on FMLA leave, the employee is entitled to the new or changed
plan/benefits to the same extent as if the employee were not on leave. The City must provide
notice of the coverage change to the employee.
– An employee may elect to terminate health insurance while on an FMLA leave. However, upon
returning to work, the City must reinstate the coverage on the date the employee returns,
without any qualifying period, physical examinations or exclusion of pre-existing conditions.
– An employee’s use of FMLA leave will not result in the loss of any employment benefit that the
employee earned or was entitled to before using the FMLA leave.
– Should an employee fail to return to work following an FMLA leave, the City may r ecover
health care premiums it paid to maintain health coverage for that employee.
Job Restoration Following an FMLA Leave:
Upon returning from an FMLA Leave, the employee shall be restored to his/her original job, or to an
equivalent job with equivalent pay, benefits and other employment terms and conditions. If deemed
necessary, the Department of Human Resources, in consultation with the employee’s department,
may consider restoration to an equivalent position rather than the employee’s original position.
The City may refuse to reinstate certain highly paid “key” employees (a salaried “eligible” employee
who is among the highest 10% paid employees employed by the City within 75 miles of the
employee’s work) after using FMLA leave under the following circumstances:
– Job restoration must cause substantial and grievous economic injury to the City’s operations
– The City must notify the employee of his/her status as a “key “employee at the time the
employee requests FMLA leave;
– The City must notify the employee in writing served in person or by certified mail, as soon as
the decision is made, that the City will deny job restoration and explain the reasons for the
decision and notify the employee of the consequences for his or her health benefits; and
– The City must afford the employee a reasonable opportunity to return to work from FMLA
leave after giving this notice.
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Employee Responsibilities
Employees requesting the use of FMLA leave will be required to provide the following:
1) 30-day advance notice of the need to take FMLA leave, when the need is foreseeable; Such
notice shall be submitted to the immediate supervisor, who in turn shall notify the department
head and forward the request to the Department of Human Resources.
2) The Department of Human Resources, in conjunction with the employing department shall
determine whether the employee will be required to submit a medical certification supporting
the need for a leave due to a serious health condition affecting the employee or an immediate
family member. Should a certification be required, the Department of Labor form WH-380 must
be completed by the treating physician and submitted to the Department of Human Resources
within 15 calendar days of receiving notice.
3) If the City has reason to doubt the validity of the certification, the City may require a second or
third medical opinion to support a request for leave.
4) The City may require recertification of a qualifying condition under some circumstances at any
reasonable interval, but not more often than every 30 days, at the employee’s expense unless
the City provides otherwise.
5) When the FMLA leave is needed to care for an immediate family member or for the
employee’s own serious health condition, and is planned-for medical treatment, the employee
must try to schedule treatment so as not to disrupt the employer’s operation.
6) The City may require a fitness-for-duty medical evaluation prior to returning the employee to
work from FMLA leave at the City’s expense.
Management Responsibilities:
1) The City will provide an employee with a written response to a request for FMLA leave. This
response addresses the following issues where appropriate and provides the employee with
notice of their FMLA rights:
a) Date employee requested FMLA leave;
b) Reason for FMLA leave;
c) Date FMLA leave is to commence and date FMLA leave is expected to terminate;
d) Whether the employee and the reason for the request qualifies for FMLA leave and
whether leave will be counted toward the FMLA 12 workweek entitlement period;
e) Whether the employee will be required to furnish medical certification of a serious
health condition and the date by which certification must be received;
f) Whether substitution of paid leave will be required and under what conditions;
g) Whether the employee will be responsible for payment of premiums for health
insurance during FMLA leave and confirmation that the employee understands the
procedure for initiating the payments;
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h)Notification that a 30-day grace period to make required premium payments has been
designated and that failure to make payments could result in the termination of health
insurance. Should the City elect to terminate health insurance, coverage must be
reinstated on the date the employee returns to work;
i)Whether the City agrees to pay the employee’s share of the health insurance
premiums while the employee is on leave and notification that the employee will be
expected to reimburse the City upon returning to work;
k) Whether or not a fitness-for-duty evaluation will be required;
l)Whether the employee is classified as a “key” employee and whether restoration of
employment will be denied;
m)Whether City has determined whether restoration of employment will be denied;
n)Whether the employee will be required to furnish the City with periodic reports of
his/her status and intent to return to work not less than every 30 days or at another
interval appropriate for the particular situation as determined by the City; and/or
o)Whether the employee will be required to furnish the City with recertification at periodic
intervals or no later than every 30 days relating to a serious health condition, as
identified by the employee’s physician.
2)The City will ensure that all departments post a notice approved by the Secretary of Labor
explaining rights and responsibilities under the FMLA, and will make copies of this procedure
available to employees.
3)The City shall keep and preserve records pertaining to their obligations under the Act.
Should you or your staff have any questions regarding the application of the Family & Medical Leave
Act as it applies to eligible employees, please contact the Department of Human Resources.
Personal Leave of Absence
The policy below is the revised personnel procedure formerly numbered 13 – Procedure for
Authorizing Leave of Absence. This revised policy replaces the Procedure for Authorizing Leave of
Absence – XIII with an issue date of October 9, 1985.
The purpose of standardizing personnel procedures is to ensure that all employees are treated
fairly and consistently in the application of rules and regulations that directly impact their
employment relationship with the City. The purpose of this correspondence is to set forth the
procedure and conditions under which “Leave of Absence” requests shall be granted for all city
employees.
(1)Department Heads and/or the Director of Human Resources may authorize a leave of absence
in accordance with the provision of the applicable bargaining unit agreement or personnel
rules. The Department of Human Resources shall be notified in writing of all leave of
absence requests. A Change of Status Notice and supporting documentation must be
submitted to the Department of Human Resources indicating the duration of and reason for
the leave of absence. Should extensions be approved, a Change of Status notice must be
submitted for each extension specifying the duration of the extension.
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(2) An employee requesting a leave of absence must exhaust all accumulated time (i.e. sick
leave, vacation leave, personal leave, comp time, saved holiday time, etc.) prior to being
placed on a leave of absence without pay.
(3) Employee Fringe Benefits coverage while on an approved leave of absence shall be governed
by the provisions of the applicable bargaining unit agreement or personnel rules.
(4) Leave of absence and subsequent extensions shall be granted only when the temporary
absence of the employee will not adversely affect the operations of the department.
Sick Leave Donation Program
The purpose of this procedure is to summarize the method by which the City will credit an employee
with leave time that has been donated in accordance with the applicable Bargaining Unit Contract or
Personnel Rules. Members of Teamster Local #580, Supervisory and CTP; Teamsters Local #214,
Supervisory and Non-Supervisory, UAW Local #2256, F.O.P. 911 Operators Division, Non-
Bargaining Unit and executive Management Plan employees may donate and receive sick leave
donations, as designated as follows, across bargaining unit and non-bargaining unit lines. This means
that employees in these groups will be allowed to donate time to individuals in any of the other
groups when an employee is in need of donated leave time:
1. In accordance with the applicable Bargaining Unit Contract or Personnel Rules, an employee
becomes eligible for sick leave donation when he/she is off work and sick leave time is
exhausted.
2. Requests for “Sick Leave Donation” are submitted in writing to the Department of Human
Resources. Requests must include the following information:
A. The name of the employee eligible to receive sick leave donation,
B. The name and signature of the employee requesting to donate leave time, and
C. The amount and type of leave time designated for donation.
3. The Employee Benefits Administrator will verify that the employee to whom the leave time is
being donated is eligible for sick leave donation in accordance with the applicable
Bargaining Unit Contract and/or Personnel Rules and verifies that the employee requesting to
donate leave time has the amount and type of leave time available for donation within his/her
leave time bank(s).
4. Donated leave time will be credited to an employee’s sick leave bank on a pay period basis
so long as the employee receiving the donation continues to qualify for sick leave donation.
5. The Employee Benefits Administrator will determine in consultation with the appropriate
department the number of donated hours required to complete the balance of the pay period.
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6.Sick leave donations will be considered on a “first submitted, first used: basis until a
sufficient number of hours have been donated to complete the balance of the pay period, or
until all donated leave time has been exhausted, whichever comes first.
7.If the last donated time request is in an amount in excess of what is needed to complete the
balance of the pay period, the employee to whom the time is being donated will be credited
with the total amount of the donated time request. In the event the employee returns to work
and no longer qualifies for sick leave donation, the hours credited to the employee sick leave
bank will remain available for the employee’s use.
8.The Employee Benefits Administrator will enter into the payroll system the leave time
donated by each selected employee for that pay period, reducing their leave balances by the
amount and type of leave time donated.
9.After reducing the leave balances of those employees donating the time, the employee
receiving the sick leave donation will have credited to his/her sick leave bank the number of
leave hours donated.
10.Upon returning to work an employee no longer qualifies for sick leave donation. Each
employee who has placed a request to donate leave time that has not been allocated to the
employee due to the employee’s return to work, will not receive a deduction to their
balances and remains available for their own use.
11.Any written request to donate leave time received after the employee returns to work will be
rejected by the Employee Benefits Administrator and the employee offering the donation will be
so notified.
OTHER SICK LEAVE DONATION TYPES
Council Staff Sick Leave Bank
In accordance with the City of Lansing Council Staff Personnel Rules, Council Staff members may
donate excess accrued compensatory time that would normally be lost at the end of each calendar
year to a Council Staff Comp Time Bank. Official records of this bank shall be maintained by the
Department of Human Resources. Upon finding of hardship by the City Council in any particular
case, the City Council may approve, by resolution, an allocation from the time bank for a Council
Staff member.
F.O.P. Non-Supervisory Sick Leave Bank
The City shall establish a bargaining unit sick leave bank to be used by non-supervisory
employees who have exhausted their own sick leave bank. Upon retirement, any member of the non-
supervisory bargaining unit will be allowed to donate accumulated sick leave hours to the sick leave
bank. The total accumulation in the sick leave bank will be limited to 2,000 hours at any time.
Should the bargaining unit sick leave bank become exhausted any member of the bargaining unit
may donate sick leave time from their personal sick leave bank.
Deductions from the sick leave bank will be limited to situations of serious or catastrophic illness or
injury.
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I.A.F.F.
The City shall establish a bargaining unit sick leave bank to be used by 40 hour bargaining unit
employees who have exhausted their own sick leave bank and all other accrued time which
employee could access. Upon retirement, any member of the bargaining unit will be allowed to donate
accumulated sick leave hours to the sick leave bank. The total accumulation in the sick leave bank
will be limited to 2,080 hours at any time. Should the bargaining unit sick leave bank become
exhausted any member of the bargaining unit may donate sick leave time from their personal sick
leave bank. The IAFF Local 421 Executive Board will review applications for use of the sick bank
hours to make a determination as to whether or not the reason for the request constitutes a serious or
catastrophic illness or injury. The IAFF Local 421 Executive Board will make the final determination
as to the approval or disapproval of the request.
Bereavement Leave
An employee who wishes to take time off due to the death of an immediate family member should
notify his or her supervisor immediately.
Bereavement leave will be granted pursuant to your collective bargaining agreement or Personnel
Rules.
Jury Duty
Upon receipt of notification from the state or federal courts of an obligation to serve on a jury,
employees must notify their supervisor and provide him/her with a copy of the jury summons. The
company will pay regular full-time employees for time off for jury duty.
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Time and Attendance
Some City of Lansing employees are required to enter their time via Timecard Online. You will be
notified by your timekeeper if you are such an employee.
To begin, make sure you are logged into your Timecard Online through IFAS. You will need to enter
your ID number and your password. If you are a new employee, your password is your social security
number. If you have forgotten your password, please contact the IT Department for a replacement.
Here is an overview of Timecard Online.
On this screen you will see your id#, name, and the current
pay period.
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The hour codes that you can use are listed on the left, and the dates
are listed also.
The status of your timecard is shown here, and can be “open”(ready to key in hours),
“submitted” (card has been submitted but not approved by supervisor), “approved”
(submitted and approved by supervisor) or “rejected”(card was submitted, but
rejected by supervisor. Please discuss with supervisor).
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Leave balances are shown on the Leave Info tab.
There are two weeks in each pay period, page 1 is the first week. Click on the “next” button to go to the next page to key i n
hours for week two.
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To key in hours, simply find the type of hours you wish to use on the left side, and put the hours
under the appropriate date. The entry shown above will show you that 1 hour of sick time was
used on December 23rd.
Once all hours are keyed in, hit the submit button and your timecard will be
forwarded to a supervisor for review and approval. Your timecard is now finished.
If you have any questions, please contact your departmental timekeeper.
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EMPLOYEE ONLINE
You will find various information on Employee Online. Below is a presentation on how to access
Employee Online.
If using a work computer, just double click on the
Employee Online icon.
When accessing Employee Online from a home computer,
you must use Internet Explorer. Type this web address:
eportal.lansingmi.gov
Your first screen will look like below. Just click “continue”
to move on to the login screen.
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When accessing Employee Online from a home computer,
you must use Internet Explorer. Type this web address:
eportal.lansingmi.gov
Your first screen will look like below. Just click “continue”
to move on to the login screen.
This is the main screen of Employee Online.On the right you will find a hierarchy of links to
view your personal information including home address, emergency contact information, tax
information, and your check stubs. Simply click on the link to move back and forth between
screens.
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This is the home address screen. This will show the address that we currently have on file for
you. All of your checks/W-2’s will be mailed to this address.
If you wish to change your address, click on the “edit” button, update the
information , then click “save”.
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We encourage you to add an Emergency Contact. To do so, click on the “add” button
and make the addition/change.
This is Tax Info section. This will show the number of exemptions you are currently claiming for
your Federal and State taxes. If you wish to make a change, you will click on the “edit” button ,
make the change and “save” the changes.
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This is the check stub section of Employee Online. If you wish to view and/or print copies of
your check stubs, just click on the appropriate check date .
The “What If” button will assist you in obtaining what your paycheck would look like “IF” you made a
certain change. Click on the “create baseline” to add your wages to the calculator, then make the
appropriate change. The system will then give you an approximate idea of what your check would
look like if you made this change. (Please note, this feature is not currently in operation.)
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The next few selections are for information only. The Direct Deposit and Deferred
Compensation button will show what you are currently doing for both. You can NOT make
changes to this screen. Any changes will need to be done with the Payroll Department.
If you have any questions concerning Employee Online, you may contact
your timekeeper, or Lisa Thelen at (517) 483-4014 or Jim Campbell at (517)
483-4003.
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Accessing Information via the City’s Intranet Site
There is a host of information for employees via the City’s Intranet site. You can access this site on
any City of Lansing computer. There should be an icon on the City’s computer desktop screen
labeled “City Intranet”. The web address is http://intranet/col_intranet/. You may access different
departmental information, find a quick link to Employee Online, Timecard Online, a City directory and
email access.
If you click on Department Listing, then Human Resources you will find different categories that you
may be interested in viewing such as Change of Address procedures, Policies and Procedures,
Forms, Labor Relations, Payroll, and Benefits, to name a few.
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BENEFITS
For more information regarding benefits programs, please refer to the company Summary Plan
Descriptions, which were provided to employees upon hire, or contact the Department of Human
Resources.
Medical and Dental Insurance
The company currently offers regular full-time employees enrollment in medical and dental insurance
coverage options. The effective date of coverage for health care is the first day of the month following
their hire. The effective date of coverage for dental is after they have been employed for 30 days and
then the first day of the month following their 30 day waiting period.
Employees have up to 30 days from their date of hire to make medical and dental plan elections.
Once made, elections are fixed for the remainder of the plan year. Changes in family status, as
defined in the Plan document, allow employees to make midyear changes in coverage consistent with
the family status change. Please contact the Department of Human Resources to determine if a family
status change qualifies under the Plan document and IRS regulations.
At the end of each fiscal year during open enrollment, employees may change medical and dental
elections for the following calendar year. Open enrollment is held during the month of May, for an
effective date of July 1st.
The Department of Human Resources is available to answer benefits plan questions and assist in
enrollment as needed.
Flexible Spending Account
As part of the company's Flexible Benefits Plan (AFLAC), we currently offer an employee-funded
flexible spending account (FSA) to regular full-time employees hired on or before January 1 of a
calendar year. Plan participants may elect an annual amount of flexible dollars to pay for eligible
health care expenses, including medical or dental insurance deductibles, copayments, and out-of-
pocket costs for vision care and other types of care.
If eligible medical or dental expenses are less than the elected annual amount of flex dollars for that
year, the balance will be forfeited.
Group Life Insurance
The company offers regular full-time employees who have been employed by the City of Lansing for
30 days an employer-paid basic group term life policy along with an accidental death and
dismemberment policy. Each policy generally pays a death benefit pf $50,000.
Optional coverage for spouse and dependents, at specific rates, will be made to employees during
their orientation session.
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457 Plan
The company offers a voluntary pretax salary reduction plan in which regular full-time and regular
part-time and UAW seasonal employees, who are 21 years of age or older, may elect to participate
beginning with the first payroll period administratively feasible after employment .
Further details about the Plan may be obtained from the Department of Human Resources and the
Plan document.
Workers’ Compensation Benefits
The company is covered under statutory state workers' compensation laws. Employees who sustain
work-related injuries must immediately notify their department supervisor.
Tuition Assistance
Some bargaining groups and Personnel groups may be eligible to receive some tuition assistance.
Please refer to your collective bargaining agreement or Personnel Rules, under which you are
employed, for your specific benefits under this plan.
Employee Assistance Program (EAP)
Through the employee assistance program (EAP), CARES provides confidential access to
professional counseling services. The EAP, available to all employees and their immediate family
members, offers problem assessment, short-term counseling and referral to appropriate community
and private services. This service is provided on behalf of the City of Lansing by CARES, a division of
Sparrow Health. The telephone number to schedule an appointment is (517) 364-2626.
The EAP is strictly confidential and is designed to safeguard an employee’s privacy and rights.
Contacts to and information given to the EAP counselor may be released to the City of Lansing only if
requested by the employee in writing. There is no cost for an employee to consult with an EAP
counselor. If further counseling is necessary, the EAP counselor will outline community and private
services available. The counselor will also let employees know whether any costs associated with
private services may be covered by their health insurance plan. Costs that are not covered are the
responsibility of the employee.
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City of
Lansing
Safety
Orientation
Manual
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FORWARD
The rules and standards contained herein are considered by the City of Lansing to be the minimum requirements
and the City of Lansing may, in certain cases, impose additional requirements to further insure safe and healthy
working conditions for its employees. The rules contained in this manual are general and intended to cover
normal, day- to- day operations.
Occupations and operations of a specialized nature will be covered by additional rules, policies, and procedures
developed jointly by the Safety Administrator and the operating department.
Employees will have an opportunity to recommend changes to this City Safety Rulebook by submitting to the
attention of the Safety Administrator in the Department of Human Resources who will review the
recommendations with the applicable safety committee and management members.
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DEFINITIONS:
1 Accident--an unplanned event, which frequently results in injury or damage, and is
invariably, proceeded by an unsafe act(s) and/or unsafe condition(s).
2 Approved -- when used in connection with methods, tools or equipment refers to the
methods, tools or equipment approved by the City through committee,
departmental/divisional action or in a safety rule.
1.3 Authorized employee -- an employee who has the authority from the City to perform
specific duties under certain conditions or who is carrying out orders from responsible
authority.
1.4 Barrier -- a physical obstruction such as tapes, ropes screens, cones, flags or other
devices intended to warn and limit access to a hazardous area.
1.5 Combustible liquid -- any liquid having a flash point at or above 100 degrees
Fahrenheit.
1.6 Confined space -- A space that has all of the following: Is large enough and so
configured that an employee can bodily enter and perform assigned work; has limited
or restricted means for entry or exit (for example, tanks, vessels, silos, storage bins,
hoppers, vaults, and pits); and is not designed for continuous employee occupancy.
1.7 De-energized -- disconnected from all sources of energy, including electric,
hydraulic, kinetic, pneumatic, chemical, thermal, or other form of energy.
1.8 Employee -- an y person engaged in, directed by, and/or compensated for work by the
City of Lansing.
1.9 Employee in charge -- any person, regardless of classification, who is directly in
charge of a specific job or jobs.
1.10 Flammable liquid-- any liquid having a flash point below 100 degrees Fahrenheit.
1.11 Hard Hat - all hard hats must meet ANSI standards Z89.1-1989 or Z89.2-1971 for
impact protection. High visibility colors are suggested.
1.12 Hazardous condition -- is a situation or procedure, which increases the normal risk
of accidents. This includes unsafe or defective tools, defective equipment, unsafe
procedures or practices of any City employee or other person.
1.13 Hearing protection - There are many types of hearing protection, such as foam
plugs, ear muffs and hearing bands. All the different types provide excellent hearing
protection. When choosing hearing protection, you should look for the NRR (Noise
Reduction Rating). This number refers to the amount of noise the hearing protection
will reduce the surrounding work environment. In general, the higher the NRR the
better. The type of hearing protection (ear plug, ear muff or ear cap) that works best
depends upon the preference of the worker.
1.14 Leg protection - To prevent injury to the legs, special chaps or leggings should be
worn. The most common types are made of kevlar or ballistic nylon. When choosing
protective clothing, look for equipment which meets American Pulpwood
Association (APA) guidelines.
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1.15 Lockout-Tagout -- means the placement of a lock and/or tag on the energy-isolating
device for worker’s protection.
1.16 Safety Data Sheet -- Sheet(s) (SDS) prepared by a chemical
manufacturer or distributor defining a chemical product’s ingredients and other
pertinent information including: chemical/physical properties, fire/explosion data,
health effects/first aid information as well as proper storage, handling and disposal
information.
1.17 Minimum working distance -- minimum safe distance from an energized
conductor including any extension due to tools, clothing or equipment in use.
1.18 Near Miss -- is an incident wherein no injury results but the potential for injury
exists.
1.19 Non-respirable Atmosphere -- means an atmosphere containing insufficient oxygen
(less than 19.5%) or an elevated level of contaminants that may render a person
incapable of self-rescue.
1.20 Pre-job planning -- an informal discussion of the work to be accomplished and the
safety measures to be incorporated. Normally conducted by the supervisor or
employee in charge/tailgate conference.
1.21 Process space -- means a tunnel, process equipment shaft or enclosed space.
1.22 Qualified employee -- an employee who by reason of experience or training is
familiar with the operation to be performed and the hazards involved.
1.23 Respirable atmosphere -- air with at least 19.5% oxygen and the contaminant level
does not render a person incapable of self rescue
1.24 Safety Footwear - When choosing proper footwear, make sure the footwear is Z41-
1991 compliant. Shoes that meet this standard have been tested for both impact and
compression resistance. In addition, footwear may also provide special protective
qualities such as being conductive, metatarsal protection, electrical hazard protection
or puncture resistance. All footwear meeting the ANSI specifications will be marked
with what portion of the standard it complies with. In addition, American Society for
Testing and Materials (ASTM) has recently published F1818, Standard
Specifications for Foot Protection for Chain Saw Users. This standard has specific
criteria for footwear intended to minimize foot injuries caused by accidental contact
with a running chain saw.
1.25 Safety hazard report -- a form used to report any safety hazards and/or unsafe
work procedures or conditions to supervision.
1.26 Safety glasses and face shields - Safety glasses are considered to be primary
protection and must be worn when eye injury is possible. Proper safety eyewear will
meet ANSI Z87.1-1989. Face shields may be worn to protect the face from wood
chips and other small objects. However, face shields are secondary protection and
safety glasses or goggles (primary protection) must be worn.
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1.27 Safety rule -- is a rule of safe working practice designed to prevent injuries and
accidents. A safety rule shall be applied so that its application does not increase the
probability of injury or accident.
1.28 Safety watcher -- is person specifically delegated work site safety responsibilities
by supervision.
1.29 Shall, Must, Will -- mean mandatory. Should and May -- mean recommended.
1.30 Supervisor -- is any member of the management team or an individual acting as a
supervisor.
1.31 Working aloft -- Work performed from trees, towers, ladders, platforms, buildings,
aerial lift devices, including work performed from areas on vehicles/equipment
surfaces not considered normal walking surfaces such as, but not inclusive of,
hoods, roofs, etc.
1.32 Work site -- means immediate area where work is being performed.
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Safety Policy
It is the intent of the City of Lansing to provide a safety and health program conforming to the best
practices of organizations of this type. To be successful such a program must embody the proper
attitudes toward injury and illness prevention on the part of supervisors and employees. It also requires
cooperation in all safety and health matters, not only between supervisors and employees, but also
between employees and their co-workers. Only through such a cooperative effort can an effective
safety and health program be established and preserved.
The safety and health of every employee is the highest priorit y. Management accepts responsibility for
providing a safe working environment and employees are expected to take responsibility for
performing work in accordance with safe standards and practices. Safety and health will only be
achieved through teamwork. Everyone must join together in promoting safety and health and taking
every reasonable measure to assure safe working conditions in the company.
Safety, hazard prevention, and risk control are the direct responsibility of all supervisors and
employees, and no individual(s) may pose a threat to the health and safety of other individuals in the
workplace. Employees should consider safety as a fundamental part of their job and should always
consider the consequences of their acts as they perform their job duties. All safety rules shall be
followed and personal protective equipment must be used as directed.
The City of Lansing’s accident prevention program requires that Managers and Supervisors give safety
their personal attention, effort and support. Accidents are not inevitable--they can be controlled and
prevented. Safety must be an important consideration in every on the job decision and plan. An
aggressive accident prevention program will enable the City to reach its goal of reducing injuries,
illnesses and equipment damage.
All work related near misses, personal injury, and vehicle accidents shall be reported to the employees’
direct supervisor immediately. A written report shall be submitted to the supervisor and forwarded to
the Department of Human Resources within 24 hours.
All near misses, injuries, occupational illnesses, vehicle accidents, and incidents will be investigated.
Appropriate corrective measures will be taken to prevent reoccurrence, and to continually improve the
safety of our workplace.
Reports are sent to the Department of Human Resources attention:
Health & Wellness Administrator:
Office: 517-483-4012
Fax: 517-377-0039
Email: kathy.woodman@lansingmi.gov
Safety Administrator:
Cell: 269-339-1544
Email: ajhale@compone.net
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Responsibility
Employee Responsibility
(a) Every employee has a personal responsibility for safety. Before starting a job, the
employee shall determine that the task can be performed without injury. When a
hazardous condition or practice is identified, it must be reported to the supervisor.
(b) Employees shall: Not operate tools or equipment without proper safety training
Inspect all protective equipment, tools, and devices for damage or defect before
using and report problems immediately to supervision. Learn and follow all City
safety guidelines, rules and procedures. Whenever necessary for safe job
performance, ask the supervisor to explain any safety rule, practice or procedure.
Resolve questions about the interpretation or application of a safety rule or
procedure before continuing the job. Allow the final interpretation of a rule or
procedure to rest with the supervisor. Follow the department/division’s specific safety
procedures if work or inspection of any premises occurs when an employee is alone.
Establish communication regarding how a job is to be performed safely when two
or more employees are working together. Perform all work procedures with full
consideration for the safety of other employees and the public. Not engage in
horseplay, practical jokes, clowning, or other “rough stuff”.
Report promptly and in writing to supervision any personal condition, which may
impair work performance or anyone’s safety. All injuries occurring on the job and any
illness associated with the job shall be reported promptly and in writing on the City’s
Employee Injury report form to the supervisor.
(c) During working hours and/or while on City premises, City policy strictly prohibits
the use and or possession of alcoholic beverages, illicit drugs and/or controlled
substances.
(d) When taking prescribed medication which impairs or may impair the employee’s
ability to perform their job duties, it shall be reported immediately to supervision.
(e) Failure to comply with safety and health rules and regulations may result in
disciplinary action up to and including discharge.
Supervisor’s Responsibility for Safety
(a) The supervisor shall be responsible for the consistent enforcement of all safety
rules contained herein and safe work practices on the job.
(b) The supervisor shall consider hazards or conditions that could arise on the job,
and conduct adequate briefings. This shall also include routine inspection of tools
and equipment.
(c) Immediate action shall be taken by the supervisor to stop an unsafe act or correct
a hazardous condition.
(d) The supervisor shall assure that each employee is instructed in work procedures,
tools and equipment for any operation they are to perform and that such
instruction is documented. The department and/or division shall maintain
documentation.
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Safety Hazard Report
(a) Employees shall report any safety hazards and/or unsafe work procedures or
conditions to supervision immediately.
(b)If the employee is not satisfied, the “Employee Report of Safety Hazard” form
will be filled out with recommendations, and given to the supervisor. Copies shall
be forwarded to the Safety Administrator and department/division head
immediately.
(c) Action by supervision shall be immediate on reported safety emergencies, and
documented with a copy sent to the Safety Administrator. Resolution or plan of
action on this and other problems should be reported back to the Safety
Administrator within two weeks.
(d) If the employee making the original report feels the resolution of the problem is
not adequate, an appeal can be made to the Union-Management Joint Safety
Committee (If applicable) via the Safety Administrator.
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Accident Reporting
Accident Reporting/Employee
(a) An employee who suffers an on the job injury/illness shall immediately report
such injury/illness to their immediate supervisor or designee.
(b) After the injured person has been provided care, the work area shall be secured
for the investigation that should follow immediately.
(c) The Safety Administrator may assist with the investigation. Report serious or fatal
injuries to the department head and Safety Administrator immediately.
(d) All work related personal injury/illness and vehicle accidents shall be reported to
the Safety Administrator in a manner prescribed by and on forms approved by
that department. Accidents shall be reported in writing within 24 hours to the
Safety Administrator.
(e) Serious accidents, incidents that involve sending three or more employees to the
hospital, or a fatality must be immediately reported to the Safety Administrator.
(f)If medical treatment is required as a result of a work-related injury it shall be
obtained in a manner prescribed by the Human Resources Department policies
and procedures. Supervisor or designee shall complete the appropriate referral
form for medical treatment and accident report.
(g) The employee in charge of the job shall obtain the complete facts of the accident
and assure that the required reports are made.
(h) Lansing Police shall be called for accident investigation when an accident
involves City vehicles. Both drivers shall exchange registration and insurance
information. The employee involved shall fill out the City Vehicle Accident
Report form and submit it to the department/division and Safety Administrator
within 24 hours.
(i) Accidents involving Commercial Driver’s License drivers shall follow of this part.
(g) The driver shall also submit to a drug and alcohol screen if necessary.
Accident Reporting/Supervisor
An investigation may be prompted by an injury to an employee, an incident that
caused delays or damaged material or equipment, a machine breakdown, or just
some condition that is noticed and do not think is as it should be. In any event,
the supervisor’s investigation procedure is the same.
Questioning properly gets answers.
Use the “W” questions: WHY, WHAT, WHERE, WHEN, WHO, AND HOW.
Order of questioning will vary.
Backtracking is frequently necessary.
Find out “What happened.”
Then question “Why it happened.”
This helps decide “What should be done.”
Don’t write down answers, except as notes, until you have reached this point.
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Then complete the accident investigation form.
Identified and recognized hazards shall be corrected immediately if a hazard
exposure to employees exists. If exposure is controlled the hazard shall be
corrected within 30 days of identification.
If not feasible: an action plan describing responsible persons, estimated
timetables regarding corrective actions is due within 30 days of identification.
Accident Investigation & Reporting/Public
(a) All accidents including those where an injury did not occur shall be investigated
by the immediate supervisor to provide a record of the incident when an accident
occurs to members of the public on City property or a works site.
(b) Employees shall offer assistance by summoning an ambulance if necessary, and
gathering all information concerning the accident including witness’ names,
addresses and phone numbers. Forms provided by the City shall be used and one
copy shall be sent to the Department of Human Resources.
(c) All public claims and documents pertaining to an incident or accident shall be
forwarded to the City Attorney’s office.
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Instruction on how to fill out the COL Accident/Incident Form:
All near misses and personal injury/illness must be recorded and reported. The document used
to report near misses and personal injury or illnesses is located on the City’s Intranet and called
City of Lansing (COL) Accident/Incident Form. All COL Accident/Incident Forms must be
filled out by the employee completely and then given to the supervisor to complete their section
and follow up investigation. The completed form must be filled out and filed with the
Department of Human Resources within 24 hours of the accident or incident.
All forms need to be filled out completely and all employees seeking medical services must
have the Sparrow Authorization Form filled out by their supervisor. This form must accompany
them to one of the Sparrow medical treatment facilities listed in the authorization form in order
for authorized treatment to be provided.
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SPARROW OCCUPATIONAL HEALTH SERVICES AUTHORIZATION FOR SERVICES
Occupational Health Services takes the last Drug/Alcohol Test at 4:30pm. Please have your employee here prior to 4:30 pm to ensure
that there is enough time to complete the testing process.
SECTION 1: AUTHORIZING COMPANY
CITY OF LANSING, MICHIGAN 124 W. MICHIGAN AVENUE, 8TH FLOOR CITY HALL LANSING, MI 48933
Department: Telephone Number:
Signature of Authorizing Person: Date:
SECTION 2: BILLING INFORMATION
Workers Compensation Carrier: COMP ONE WC Contact Name: WC CLAIMS PROCESSING
Street Address: PO BOX 2530 City: OKEMOS State: MI Zip 48805
Phone: 517‐913-1701 WC Claim No. (if known):
SECTION 3: PATIENT INFORMATION
Employee Name:
Date of Birth:
SECTION 4: SERVICES AUTHORIZED
SPARROW OHS REQUIRES APPOINTMENT FOR INJURIES OVER 24 HOURS POST INCIDENT CALL 364‐3900 FOR AVAILABILITY
Nature of Injury: Date of Injury:
Time of Injury: First Aid Treatment:
SUBSTANCE ABUSE TESTING (MUST BRING VALID PICTURE ID)
REASON FOR DRUG/ALCOHOL TESTING: Pre‐placement Random Post‐Accident Reasonable Suspicion Return to Duty Follow‐Up
Other_________________
Breath Alcohol Test DOT NON‐DOT Urine Drug Test DOT NON‐DOT
EMPLOYEMENT PHYSICAL EXAMINATIONS (Appointments are required)
Pre‐Placement Physical Material Handling Capacity Test TB Skin Test
Annual Physical Chest X‐ray for Positive PPD Audiogram
DOT Physical Initial Recertification Respirator Fit Testing Vaccination Assessment
Fitness for Duty Exam Other:
Surveillance Exam, Type of Surveillance:_________________________ Initial Periodic Post Exposure Exit
SECTION 5: INSTRUCTIONS FOR PATIENT
Please give 24 hours’ notice if you are unable to keep your appointment by calling 517‐364‐3900. A Late Cancelation/No Show
Fee will be assessed if you miss your appointment without giving proper notice. Please bring eyeglasses, contact lenses, or
hearing aids to your physical exam appointment Please do not bring small children to your appointment unless you bring
someone who can care for them while you are being treated. There are areas of the clinic where you may not bring children for
their own safety. If you are under 18 years of age you will need a parent or legal guardian to sign our Consent Form prior to your
treatment. DOT/CDL EXAMINEES – Please bring any and all relevant medical information with you to your appointment (example
Hemoglobin A1C Results, CPAP Report, Current Medication L ist)
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AFTER HOURS LOCATIONS:
Emergency Department Sparrow St. Lawrence Campus 1210 W.
Saginaw, Lansing Phone: 517.364.7000
AFTER HOURS PAGER FOR DRUG SCREENS AND ALCOHOL TESTING PAGE: 360-2165
GRAND LEDGE URGENT CARE
1015 Charlevoix Drive Grand Ledge, MI 48837(517) 627.0100Mon-
Fri 4:30 p.m. - 8 p.m. Sat/Sun/Holidays 8 a.m. - 8 p.m.
EAST LANSING URGENT CARE
2682 E. Grand River Ave. East Lansing, MI 48823 (517) 333.6562
Mon-Fri 4:30 p.m. - 8 p.m. Sat/Sun/Holidays 8 a.m. - 8 p.m.
MASON URGENT CARE
800 E. Columbia Mason, MI 48854 (517) 244-
8900 Mon-Fri 4:30 p.m. - 8 p.m. Sat/Sun/Holidays
8 a.m. -8 p.m.
OCCUPATIONAL HEALTH MAIN LOCATION:
OCCUPATIONAL HEALTH SERVICES
1322 E. Michigan Ave, Suite 101 Lansing, MI 48912
(517)364-3900 Mon-Fri 7 a.m. - 4:30 p.m
Sparrow
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City of Lansing Accident/Incident Report Form
LAST NAME OF INJURED
PERSON:
FIRST NAME: DATE OF BIRTH: SEX: JOB TITLE:
INCIDENT DATE/TIME/SHIFT: EMPLOYEE NUMBER: DAY OF THE WEEK: DEPARTMENT NAME /DIVISION:
DATE AND SHIFT REPORTED: DATE OF HIRE: TIME SINCE START OF
SHIFT:
WAS THE EMPLOYEE WORKING
OVERTIME?
( ) YES ( ) NO
LOCATION OF INCIDENT: INJURY:
NAME OF SUPERVISOR/MANAGER: SENT OUT FOR TREATMENT - WHERE: DATE/TIME OF
TREATMENT:
TYPE OF TREATMENT: ( ) Report Only ( ) Near Miss ( ) First Aid ( ) Recordable ( ) Restricted Work
(Check all that apply) ( ) Lost Time ( ) Exposure ( ) Fatality _____/_____/_____ date
HR USE
D
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S
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CLEARLY DESCRIBE THE SEQUENCE OF EVENTS LEADING UP TO THE INCIDENT, HOW THE INCIDENT OCCURRED,
AND THE OBJECT OR MATERIALS INVOLVED: (Need More Space Open Blank Page and Attach)
F
A
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T
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S
W
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S
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WHAT PERSONAL, JOB, OR SYSTEM FACTORS CONTRIBUTED DIRECTLY TO THE ACCIDENT? WITNESS STATEMENT?
(Need More Space Open Blank Page and Attach)
Supervisor Report and Corrective Actions PERSON RESPONSIBLE
TO OVERSEE
CORRECTIVE ACTION
TARGET
DATE
COMPLETE
DATE
S
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P
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SUPERVISOR/MANAGER: DATE: EMPLOYEE’S SIGNATURE: DATE:
REVIEWED BY DEPARTMENT OF HUMAN RESOURCES: DATE: REVIEWED BY SAFETY ADMINISTRATOR/
SAFETY COMMITTEE:
DATE:
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EMPLOYEE INFORMATION
STATUS DEPARTMENT:
( ) Salary ( ) Seasonal ( ) City Clerk ( ) Fire ( ) PND
( ) Full Time Hourly ( )Casual ( ) City Council ( ) Human Resources ( ) Police
( ) Part Time Hourly ( ) Other ( ) City Attorney (OCA) ( ) HRCS ( ) Public Service
( ) Temporary ( ) District Court ( ) Mayor ( ) Other
( ) Contract ( ) Finance ( ) Parks & Rec
DESCRIPTION OF INJURY/ILLNESS (MARK X - ONE IN EACH CATEGORY) or (Circle (R) or (L)
NATURE OF INJURY (ACUTE) ACCIDENT TYPE ROOT CAUSES
( ) Amputation, avulsion Exposure to: PERSONAL FACTORS
( ) Fracture, dislocate, crush ( ) Radiation ( ) Failure to recognize or identify hazard
( ) Cut, scrape, puncture ( ) Animal, insect, plant, biological ( ) Improper motivation
( ) Bruise, contusion ( ) Blood, TB Exposure ___________________ ( ) Horseplay
( ) Musculoskeletal disorder ( ) Muscular-skeletal disorder (chronic) ( ) Used defective tool, equipment, material
( ) Hernia, rupture ( ) Lifting ( ) Failure to follow procedure
( ) Sprain, strain ( )
Other________________________________
( ) Failure to follow verbal instructions
( ) Burn - chemical INVOLVED EQUIPMENT/VEHICLES ( ) Failure to wear PPE
( ) Burn - thermal or electrical ( ) Equipment ________________________ ( ) Improper use of PPE
( ) Suffocate, drown, asphyxiate, lack of oxygen ( ) Vehicle accident (more than 1) ( ) Bypassed safety devices
( ) Concussion, unconscious ( ) Refuse vehicle ( ) Purposely violated known safety rule
( ) Poisoning, acute ( ) Backhoe JOB FACTORS
( ) Respiratory ( ) Dump truck ( ) Equipment, machine breakdown
( ) Sting, bite ( ) Floors, working/walking surfaces, stairs ( ) Tight quarters
( ) Other ( ) Snow plowing ( ) Inadequate Stairs
NATURE OF ILLNESS (CHRONIC) ( ) Shoveling ( ) Inadequate maintenance
(These cases are automatically OSHA recordable) ( ) Home/Apartment ( ) Inadequate lighting
( ) Skin disease, disorder ( ) Event __________________________ ( ) Inadequate ventilation
( ) Dust disease of the lung ( ) Street ( ) Inadequate room to work
( ) Respiratory - toxic agents ( ) Hotel or motel ( ) Inadequate safety devices
( ) Poisoning, chronic ( ) Other __________________________ ( ) Inadequate design/layout
( ) Physical agents - radiation, etc. ( ) On City property ( ) Disrepair of equipment, tools, machine
( ) Repeated trauma - noise, etc. ( ) Weight load _____________________ ( ) Abnormal wear of equipment
( ) Body Fluids Exposure __________________ ( ) Ladders, scaffolds ( ) Material weight, configuration, or location
( ) Heat stress, exhaustion, sunstroke, etc. ( ) Powered hand tools – drill, sander, etc. ( ) Slippery surfaces, trip hazards
( ) Other ( ) Hand tools – hammer, saw, punch, etc. ( ) Hand-tools - hammer, saw, punch, etc.
BODY PART AFFECTED ( ) Forearm (R) (L) ( ) Retirement Home or Care Center ( ) Unguarded sharp edges, hot surfaces
Head ( ) Wrist (R) (L) ( ) Office equipment and furniture ( ) Excessive material handling required
( ) Eyes (R) (L) ( ) Hand (R) (L) ( ) Walking working surfaces ( ) Poor ergonomic design
( ) Ears (R) (L) ( ) Finger(s)(R) (L) ( ) Flat Surface ( ) Poor housekeeping in the area
( ) Face ( ) Elbow (R) (L) ( ) Curb SYSTEM FACTORS
( ) Neck Lower Extremities ( ) Stairs #__________________________ ( ) Lack of, missing, or inadequate procedures
( ) Mouth/teeth ( ) Thigh (R) (L) ( ) Delivery of patient ( ) New procedures/changes not communicated
( ) Knee (R) (L) ( ) Pick Up patient ( ) Poor communication
Trunk ( ) Shin, calf (R) ( ) In route ( ) Improper PPE or not provided with PPE
( ) Shoulder (R) (L) ( ) Ankle (R) (L) ( ) Maintenance work ( ) PPE in disrepair
( ) Chest ( ) Foot (R) (L) ( ) Safe rules, practices not developed
( ) Back, spine ( ) Toe(s) Enter object/substance which directly injured ( ) Rules not consistently reinforced, enforced
( ) Abdomen, groin the employee (Exposure): ( ) Issues allowed to interfere w/ safety
( ) Hip (R) (L) Body Systems ______________________________________ ( ) Poor housekeeping standards
( ) Buttock ( ) Circulatory ______________________________________ ( ) Too much rush by supervisor
( ) Respiratory ( ) Lack of, or inadequate training
Upper Extremities ROOT CAUSES (see
next column also)
( ) Improper material provided ( ) Lack of, or inadequate instruction
Upper Arm (R) (L) FOR THE ROOT CAUSES ( ) Inadequate purchasing standards
ACCIDENT TYPE (See next column also) MARK: (√) PRIMARY FACTOR ( ) Lack of employee involvement
( ) Fall from elevation (x) CONTRIBUTING ( MAX. 3) ( ) Lack of, or inadequate inspections
( ) Fall, same level PERSONAL FACTORS ( ) Conditions not repaired in a timely manner
( ) Slip or trip without fall ( ) Lack of knowledge or skill ( ) Ergonomic/Body Mechanics
( ) Struck against object ( ) Physical limitations OTHER
( ) Struck by object ( ) Drugs or alcohol ( ) Error by fellow employee
( ) Caught in, under, between ( ) Communication ( ) Unsafe equipment/actions of 3rd party
( ) Overexertion, strain (acute) ( ) Unsafe speed, haste, short cut ( ) Upset conditions: fire/explosion,/spill
( ) Motor vehicle ( ) Taking unsafe position ( ) Exposure to chemical/physical/biological
( ) Drowning, buried ( ) Improper use of tool, machine agents
Exposure to: ( ) Improper operation of equipment ( ) Weather - rain, snow, ice, wind, etc.
( ) Chemicals ___________________________ ( ) Operating without authority ( ) Other _______________________________
( ) Electricity ( ) Error in decision ____________________________________
( ) Temperature Extremes ( ) Improper body mechanics
( ) Noise
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Instruction on how to fill out the Vehicle Accident Form:
All near misses and vehicle accidents must be recorded and reported. The document used to
report near misses and vehicle accident is located on the City’s Intranet and is called the COL
Vehicle Accident Form. All COL Vehicle Accident Forms must be filled out by the employee
completely and then given to the supervisor to complete their section and follow up
investigation. The completed form needs to be sent to the Department of Human Resources
within 24 hours of the accident or incident.
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CITY OF LANSING VEHICLE ACCIDENT REPORT
IF YOU HAVE AN ACCIDENT
DO:
1.Call 911 immediately if damage or injuries are involved and request
medical assistance and an officer to file a report on behalf of the City of
Lansing. If the vehicle cannot be driven, call the Fleet Services garage
supervisor and they will arrange for a tow truck. If the accident occurs
after hours, contact the on call Fleet Services supervisor, if you do not
know the number the 911 dispatch can assist, they will have the
number. All City vehicles involved in any accident need to report
directly to the Fleet Service garage following the accident.
2.Call or radio your supervisor.
3.Obtain the other driver’s license number, insurance information from
their Insurance verification information and a description of the vehicle
from their registration card.
4.Give other driver your name, address and license number and show
him/her the State of Michigan No Fault Insurance Certificate, which can
be found in the vehicle’s glove compartment.
5.If safe, take photos of all four corners of all vehicles, license plates, skid
marks, all angles of the roadway approach and persons in the vehicles
involved in the accident.
DO NOT:
1.Admit any responsibility or make any statements about the accident to
anyone other than:
o Police Officer
o Your Supervisor
o Human Resources Department
Remember you are an employee of the City of Lansing and need to act
professionally at all times.
ACCIDENT:
Date: ______________ Time: ____________ AM / PM
Location:
YOUR VEHICLE:
Vehicle:
Year Make Body Style
License No. Vehicle No.
Owner:
Driver:
Driver’s License:
Damage:
Passengers:
OTHER VEHICLE:
Driver’s Name:
Address:
City & State:
Phone: # Passengers:
City employees will complete all applicable sections of this form.
Supervisor will complete this form if the injured is unable. Submit this
form to your supervisor the same day but no later than the next
business day after the accident.
Supervisors/Managers will complete an initial investigation, review this
form for completeness, and submit to the Human Resources
Department within 24 hours of the accident for review.
POLICE:
Name: Badge No.
Dept. City:
Who Received Ticket?
INJURED PERSONS:
1.Name:
Address:
City & State:Phone:
Nature and Extent:
2.Name:
Address:
City & State:Phone:
Nature and Extent:
WAS AMBULANCE CALLED? Yes No
Driver’s License No. State:
Vehicle:
Year Make Body Style
Vehicle License Plate No. State:
Owner of Vehicle:
Address:
City & State: Phone:
Insurance Co.
Policy No.
Damage:
WITNESSES:
1.Name:
Address:
City & State:Phone:
Witness Statement:
2.Name:
Address:
City & State:Phone:
Witness Statement:
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INSTRUCTIONS FOR FILLING OUT ACCIDENT DIAGRAM
Indicate compass direction on diagram
Name streets or roads and (if any) railroad tracks
Indicate direction and position of each vehicle involved in the accident
Use the letter (A) to designate City vehicle and (B), (C), etc., for other vehicle(s)
Where were you going to at the time of the accident?
Road Type: Residential Business/Commercial Industrial Freeway Highway Alley
Parking Lot Rural Road
Describe what occurred:
Weather Conditions: Clear Overcast/Foggy Light Rain Medium Rain Heavy Rain Standing
Water
Were seatbelts being worn? Yes ________ No _________
Was CDL holder driving? Yes (If yes, complete the following section) No
Was there a fatality? Yes No Was CDL holder ticketed? Yes No Was any vehicle towed? Yes No
Was anyone taken to the hospital for their injuries? Yes No, if yes to any of these questions: Was the CDL holder tested? Yes
No
Signatures
Employee: By signing this document you are confirming that the information provided is accurate and complete.
Employee/Driver Date
Supervisor: By signing this document, you are confirming that you have reviewed the information on this form with the employee for
thoroughness and accuracy.
Supervisor Date
Supervisor Comments (include info. For Accident Review Committee to consider): _________________________________________
____________________________________________________________________________________________________________
____________________________________________________________________________________________________________
ACCIDENT DIAGRAM
VEHICLE SYMBOL
(A)
(B)
(C)
COMPASS
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First Aid
(a) First Aid is the care given to an injured party in order to prevent an injury from
becoming aggravated or from worsening. Usually includes an assessment of the
seriousness of an injury. First Aid employees are not allowed to treat or apply
care behind their scope or level of training.
(b) Emergency or serious injuries include, but are not limited to:
severe burns, severe fractures, shock, seizure, shortness of breath, uncontrollable bleeding,
chest pain, head injuries, smoke inhalation or loss of consciousness.
(c) Employees should never minimize the seriousness of an injury or illness and if in
doubt as to whether to seek medical attention, do so. Employees should not
attempt to render first aid unless appropriately trained, otherwise injuries may be
aggravated. Do not move the victim unless there is immediate danger to life.
(d) For a life-threatening injury employees should call for an ambulance 911 or 9-
911. Be sure to give name, telephone number calling from, location, nature of
injuries, what is being done and the number of persons injured. Do not hang up
the telephone before the 911 operator hangs up.
(e) Employees shall know where first aid, firefighting, and emergency protective
equipment are located.
(f)On projects, jobs, and activities considered to be “construction” there shall be at
least one person on site certified in administering first aid. As required by the
Construction Safety Manual and MIOSHA Construction Standard Part 1 ( R
408.40114)
First Aid Kits
(a) In order to prevent infection or other complications, minor cuts, scratches, burns,
etc. shall be treated immediately and reported within 24 hours to the immediate
supervisor.
(b) First aid kits, where provided, shall be kept stocked with appropriate items, as
approved by the City’s medical provider and the Safety Administrator, to provide
initial treatment. At no time shall aspirin, cold tablets, salt tablets or any other
similar medication be dispensed.
(c) On projects, jobs, and activities considered to be “construction” there shall be at
least one first aid kit available on site. As required by the Construction Safety
Manual and MIOSHA Construction Standard Part 1 General Rules (R 408.40114)
82
Personnel Policies
Workers’ Compensation
Employees Rights
Medical Care
You are entitled to reasonable and necessary medical care for work-related injuries or diseases.
Employers or their insurance carriers are required by law to provide these servi ces. During the first 28
days of treatment, your employer has the right to choose the physician. After 28 days you are free to
change physicians, but you must notify your employer of the change. If you receive treatment from a
physician of your choice, you shall obtain and promptly furnish a report to your employer. If your
employer refuses to provide medical care, you should contact Michigan’s Workers’ Compensation
Agency at its toll-free telephone number: 1-888-396-5041.
You should not receive a bill from a health care provider for treatment of a covered work-related injury
or illness. If you do receive such a bill, you should contact your employer or the employer’s insurance
carrier.
Wage Loss Benefits
You are entitled to weekly workers’ compensation benefits if you suffer a wage loss for more than
seven consecutive days. These benefits may be claimed as long as a disability and wage loss continue.
Vocational Rehabilitation
If you are unable to perform the work that you have done previously, you are entitled to vocational
rehabilitation. The number one goal is your return to work with your employer. If you cannot do this or
require assistance in finding a new job, vocational rehabilitation services can help.
Drug-Free Workplace
The City of Lansing has a longstanding commitment to provide a safe and productive work
environment. Alcohol and drug abuse pose a threat to the health and safety of employees and to the
security of our equipment and facilities. For these reasons, the City of Lansing is committed to the
elimination of drug and/or alcohol use and abuse in the workplace.
This policy outlines the practice and procedure designed to correct instances of identified alcohol
and/or drug use in the workplace. This policy applies to all employees and all applicants for
employment of the City of Lansing. The Human Resource department is responsible for policy
administration.
Employee Assistance and Drug-Free Awareness
Illegal drug use and alcohol misuse have a number of adverse health and safety consequences.
Information about those consequences and sources of help for drug/alcohol problems is available from
the Human Resource department, whose members have been trained to make referrals and assist
employees with drug/alcohol problems.
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City of Lansing Drug Free Workplace Policy
I. PURPOSE AND INTENT
In November of 1988, the President of the United States signed into law what is commonly called the
“Drug Free Workplace Act”. The purpose of this policy is to implement the requirements of the Act
to cover all persons who work for the City of Lansing in an employment capacity. The City
acknowledges that it receives $25,000 or more in Federal funds. It is intended that this policy will
provide a drug free workplace for City of Lansing employees. It shall be the responsibility of
Department Heads, Division Heads and supervision to administer and enforce the provisions of this
policy.
II. POLICY
The City of Lansing recognizes that substance abuse is a serious problem that may affect, now, or at
some future time, the health, safety, and work performance of its employees and is dangerous for user
and non-user alike. Employees may confidentially seek advice, and assistance from the City’s
designated Employee Assistance Provider or the Department of Human Resource. Accordingly, it
shall be the policy of the City of Lansing to maintain a drug free workplace and to:
A. Implement a drug free awareness program to inform employees of the dangers of drug abuse in
the workplace;
B. Encourage employees through the use of substance abuse awareness and education
programs to voluntarily seek substance abuse counseling and information on a
confidential basis;
C. Authorize appropriate leaves of absence for employees to participate in rehabilitative programs,
approved by the City, in accordance with City policies, procedures and applicable collective
bargaining agreements;
D.Encourage the use of established community resources and the City’s Employee Assistance
Program (EAP) as sources of rehabilitative care for employees whose substance abuse habits have
caused or contributed to job problems;
E. Address drug abuse violations in the workplace through the use of disciplinary procedures
found in collective bargaining agreements, City Personnel Rules for Exempt Employees and/or
the City’s General Requirements.
III. RESPONSIBILITY
It shall be the responsibility of all employees to understand and be familiar with this policy.
Employees must abide by the intent of the Drug Free Workplace Law to ensure that the City’s
workplace if drug free. In accordance with the Drug Free Workplace Law:
A. Employees shall not report for work impaired or under the influence of alcohol, controlled substances, or
illegal drugs, or use alcohol, abuse controlled substances, or use illegal drugs during a work shift
(including paid breaks and/or unpaid meal break when employee is returning to work). Violation of this
rule may be grounds for discipline up to and including discharge;
B. Employees shall not manufacture, distribute, dispense, possess, use, or bring on to City property and/or
controlled substance except when the controlled substance is prescribed for the employee’s treatment.
Violation of this rule may be grounds for discipline up to and including discharge;
C. Employees shall not manufacture, distribute, dispense, possess, use, or bring on to City property and/or to
their work area any alcoholic beverage. Violation of this rule may be grounds for discipline up to and
including discharge;
D. Employees shall notify supervision when taking prescribed medication, as directed by their treating
physician that may impair job performance. Violation of this rule may be grounds for discipline up to and
84
including discharge. No employee who complies with this requirement with respect to a prescribed
medication can be disciplined or required to attend an employee assistance program on account of that
particular prescribed medication.
E. Felony conviction for manufacturing, distributing, dispensing, using or possessing a non-prescribed
controlled substance or illegal drug while on or off duty may be grounds for discharge. Employees must
notify supervision within five (5) days following the conviction of any criminal statute violation occurring
in the workplace.
No. 13
City of Lansing
Workplace Violence Prevention Policy
It is the policy of the City of Lansing to provide a safe work environment, free from recognized
hazards, including workplace violence. The City maintains a "Zero-Tolerance" standard for
workplace violence whether actual, threatened, verbal or physical. Violent or intimidating behaviors,
gestures, acts or verbal assaults will not be tolerated and will be immediately investigated with
necessary action taken in response to any reported threats or apparent acts of violence. This policy
applies to all City of Lansing employees.
Definition
Workplace Violence:
Includes, but is not limited to, physical or verbal threats, assaults, batteries, harassment, stalking and
other forms of intimidation actual or implied. It is defined as any act, gesture or statement that is
interpreted by any employee as threatening or intimidating; any act or omission that is physically
damaging to employees or members of the public while in the workplace, on City property, or that is
related to City business or policy, regardless of the location of such acts.
Reporting Violent or Threatening Behavior
All employees have a responsibility to, immediately, report any act or potential act of violence or
threatening behavior committed in the workplace to or by other employees or members of the
public. Any employee who fails, on a timely basis, to report threats or acts of violence shall be
subject to immediate disciplinary action, up to and including discharge, pursuant to applicable City
policy and procedures, personnel rules, City General Requirements and/or collective bargaining
agreements. Any employee who has knowledge of, witnesses or experiences a violent or
threatening behavior or situation shall call:
I.9-1-1 (dial 9-9-1-1 from internal phone) if you feel in eminent danger, and
2.Your Supervisor, or
3.Department of Human Resources (483-4010)
All supervisors shall immediately report violent or threatening behavior to the Department of
Human Resources after taking action necessary to ensure safety.
Assessment of Reported Behavior
The Director of Human Resources or designee will immediately initiate an appropriate process to
investigate all complaints of activities, which include behaviors detailed above. The Director of
Human Resources or designee shall assess the severity of the reported behavior. The Director of
Human Resources or designee will confer with other appropriate City officials, which may include
No. 13 Workplace Violence Prevention Policy
Page2
Lansing Police Department personnel, to complete the investigation.
Any employee, who engages in conduct in violation of this policy, whether verbal or physical,
shall be subject to disciplinary action, up to and including discharge, pursuant to applicable City
policy and procedures, personnel rules, City General Requirements and/or collective bargaining
agreements.
All investigations will be conducted with sensitivity and confidentially, to the extent that it does
not hinder the investigation.
Resolution
The Director of Human Resources or designee, the Lansing Police Department ( if participating
in the investigation) and the appropriate Department Director will consider all information
gathered in the investigation and determine the proper resolution to the reported threatening or
violent situation. All controls appropriate to ensuring the protection of City employees, citizens
and facilities will be implemented.
Retaliation
The City prohibits any form of retaliation against an employee for filing a good faith complaint
under this policy, or for assisting in an investigation.
False Accusations
If after investigating any complaint, the City determines that an employee has intentionally made
a false accusation or knowingly provided false information, disciplinary action up to and
including discharge will be administered pursuant to City policies & procedures, personnel rules,
City General Requirements and applicable collective bargaining agreements.
Education and Training
Employee education and training are important aspects in the prevention of violence within the
workplace. The City will provide awareness training to all employees and supervisors, which
includes dissemination of this policy.
Employee Assistance
If found during or after any investigation, that a City of Lansing employee or department
requires professional counseling services, the City shall consult with the Employee Assistance
Program provider. Employees may also contact the Employee Assistance Program provider for
services independently of this process.
General Reminder
It is the City's responsibility to provide a safe working environment for all employees by maintaining a
"Zero-Tolerance" Violence Policy.
If any City employee has questions or concerns related to this policy, please contact the Department of
Human Resources at (517) 483-4010.
Issued: 04/17/2002
Reissued: 08/01/2003
Revised: 07/16/2007
Revised: 12/21/2015
Revised: 03/16/2017
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Violence in the Workplace
It is the policy of the City of Lansing to provide a safe work environment, free from recognized hazards,
including workplace violence. The City maintains a “Zero-Tolerance” standard for workplace violence whether
actual, threatened, verbal or physical. Violent or intimidating behaviors, gestures, acts or verbal assaults will
not be tolerated and will be immediately investigated with necessary action taken in response to any reported
threats or apparent acts of violence. This policy applies to all City of Lansing employees.
Definition
Workplace Violence: Includes, but is not limited to, physical or verbal threats, assaults, batteries, harassment,
stalking and other forms of intimidation actual or implied. It is defined as any act, gesture or statement that is
interpreted by any employee as threatening or intimidating; any act or omission that is physically damaging to
employees or members of the public while in the workplace, on City property, or that is related to City business
or policy, regardless of the location of such acts.
Reporting Violent or Threatening Behavior
All employees have a responsibility to, immediately, report any act or potential act of violence or threatening
behavior committed in the workplace to or by other employees or members of the public. Any employee who
fails, on a timely basis, to report threats or acts of violence shall be subject to immediate disciplinary action, up to
and including discharge, pursuant to applicable City policy and procedures, personnel rules, City General
Requirements and/or collective bargaining agreements. Any employee who has knowledge of, witnesses or
experiences a violent or threatening behavior or situation shall call:
1.9-1-1 (dial 9-9-1-1 from internal phone) if you feel in eminent danger;
2.Supervisor, or
3.Health & Wellness Administrator (483-4012), or
4.Director of Human Resources (483-4010), or
5.Safety Administrator (269-339-1544)
All supervisors shall immediately report violent or threatening behavior to the Department of Human
Resources.
Assessment of Reported Behavior
The Health & Wellness Administrator will immediately investigate all complaints of activities, which include
behaviors detailed above. The Health & Wellness Administrator shall assess the severity of the reported
behavior. The Health & Wellness Administrator will confer with the Director of Human Resources or designee
and other appropriate City officials, including the Lansing Police Department, to complete the assessment.
An employee who engages in such acts of violence, whether verbal or physical, shall be subject to immediate
disciplinary action, up to and including discharge, pursuant to applicable City policy and procedures, personnel
rules, City General Requirements and/or collective bargaining agreements.
All investigations will be conducted with sensitivity and confidentially, to the extent that it does not hinder the
investigation.
Resolution
The Human Resources Director or designee, in conjunction with the Health & Wellness Administrator, and, if
necessary, the Lansing Police Department and the appropriate Department Director will consider all
information gathered in the assessment and determine the proper resolution of the reported threatening or
violent situation. All controls necessary to ensure the protection of City employees, citizens and facilities will be
implemented.
86
Retaliation
The City prohibits any form of retaliation against an employee for filing a good faith complaint under this
policy, or for assisting in an investigation.
False Accusations
If after investigating any complaint, the City determines that an employee has falsely accused or provided false
information, disciplinary action up to and including discharge will be administered pursuant to City policies &
procedures, personnel rules, City General Requirements and applicable collective bargaining agreements.
Education and Training
Employee education and training are important aspects in the prevention of violence within the workplace. The
City will provide awareness training to all employees and supervisors.
Employee Assistance
If found during or after any investigation, that a City of Lansing employee or department requires professional
counseling services, the City shall consult with the Employee Assistance Program provider.
General Reminder
It is the City’s responsibility to provide a safe working environment for all employees by maintaining a “Zero-
Tolerance” Violence Policy.
If any City employee has questions or concerns related to this policy, please contact the City Health &
Wellness Administrator at the numbers listed below:
Health & Wellness Administrator – 483-4012
Department of Human Resources – 483-4010
87
Smoke-Free Workplace
Smoking in all City-owned, managed, operated and/or leased, facilities and worksites is prohibited by
City of Lansing Ordinance, the Ingham County Clean Air Regulation and previously issued City of
Lansing personnel procedure. This Smoking Prohibition Policy is being issued in order to explain the
City of Lansing smoking prohibition.
Smoking Prohibition In accordance with the requirements of City of Lansing Ordinance No. 883, 6-6-
94, smoking is prohibited in any City-owned, managed, operated and/or leased facility. In accordance
with the Ingham County Clean Air Regulation, smoking is also prohibited in all enclosed areas within
any City of Lansing worksite, including vehicles. Smoking is only permitted in smoking areas outside
buildings designated at the discretion of management, so long as the designated smoking area is
located at least 20 feet from an entrance. All materials used for smoking, including cigarette butts and
matches, will be extinguished and disposed of in an appropriate container. Supervisors will ensure
periodic cleanup of the designated smoking area. If the designated smoking area is not properly
maintained (for example, if cigarette butts are found on the ground), it may be eliminated.
Application of Prohibition This Smoking Prohibition Policy applies to all City of Lansing employees,
officials, department heads and visitors to City of Lansing managed, operated and/or leased facilities or
worksites.
Definition
1)“City owned, managed, operated and/or leased facility” includes but is not limited to,
private enclosed offices, open space offices, conference rooms, break rooms, lounges,
libraries, mail rooms, elevators, supply or equipment storage areas, inside loading dock
areas, reception areas, rest rooms, hallways, stairways, garages and all lobbies and enclosed
entrances (source: Lansing Code, Chapter 676.04(b)(4).
2)“Smoking means inhaling, exhaling, burning or carrying any lighter cigar, cigarette, pipe,
or other lighted smoking device (source: Ingham County Clean Air Regulation and Lansing
Code, Chapter 676.04(b)(5).
3)“Worksite” includes but is not limited to common work areas, auditoriums, classrooms,
conference and meeting rooms, private offices, elevators, hallways, medical facilities,
cafeterias, employee lounges, stairs, restrooms, vehicles, and all other enclosed facilities
(source: Ingham County Clean Air Regulation).
Violations
Any violations of this policy will be handled through disciplinary action up to and including discharge.
In addition, individuals found in violation of the Ingham County Clean Air Regulation and/or Lansing
Code, Chapter 676.04(b) (5), will be guilty of an infraction punishable by a warning followed by
progressive fines. Retaliation is also a violation of the Ingham County Clean Air Regulation.
88
BUILDING SECURITY
ENTRANCE: All persons entering the City Hall or Police Building, excluding employees displaying City of
Lansing employee identification badges, shall be required to pass through a security alarm entry point that may
include stationary and handheld metal detectors. No one will be allowed to enter the buildings with a weapon
unless they are a law enforcement officer with proper identification.
PROHIBITED WEAPONS:
A.Handguns, Rifles, and all other types of firearms.
B.All Knives regardless of length, including Leatherman-type tools.
C. Any other object or substance capable of inflicting serious injury, including pepper spray.
TRIPPED ALARM: Persons who set off the metal detector alarm or are suspected/identified to be carrying
weapons must:
A. Show identification that they are a law enforcement officer or show written authorization from a
Department Head to possess a prohibited weapon.
B. Empty their pockets or otherwise be subject to search to ensure that no weapons are being brought into
the building.
C. Leave and not return until they are able to pass through the security alarm or be checked with the
handheld detector without setting off the alarm or can otherwise meet the requirements of this section.
PROPERTY BASKETS: Shallow bowls/baskets will be available for persons to place their articles in to be
checked prior to going through the alarm or being checked with handheld wands.
SEARCH OF BAGS/BRIEFCASES: Searches of purses, briefcases, bags and other containers will be conducted
to ensure no weapons are being brought into the building.
City of Lansing Driver’s License Suspension Policy
There are positions within the City of Lansing that require employees to maintain a valid Michigan
driver’s license or endorsement. When an employee’s license is suspended, restricted or lost and the
employee’s position with the City requires a driver’s license or endorsement, that employee may be
subject to layoff for failure to meet the minimum requirements of his/her position until the license is
restored.
First and foremost, employees are expected to avoid circumstances that lead to loss of driving
privileges. The City of Lansing receives information regarding employees’ driver’s license status.
However, the employee will always receive notice of the suspension before it is reported to the City
including specific notice from the Secretary of State or general notice provided on a ticket or fee notice
that a suspension will result if payment is not made by the due date. An employee who has their
driver’s license suspended must inform his/her supervisor immediately, who will then report it
immediately to the Labor Relations Specialist. Under no circumstances is an employee to drive a
City vehicle without a valid driver’s license. An employee who fails to report a suspended license or
who drives a City vehicle without a valid driver’s license will be subject to disciplinary action, up to
and including discharge.
89
When the suspension of a driver’s license is reported, the supervisor will meet with the employee to
determine an appropriate course of action, in consultation with the Department of Human Resources. If
the use of a City vehicle is essential to the employee’s job duties, the employee will immediately be
placed on “lay-off” status for “failure to meet minimum job requirements.” Several factors will be
examined before determining a course of action, including, but not limited to:
• Nature of the suspension
• Anticipated duration of the suspension
• Plan for resolution of the suspension
Upon resolution of the suspension, the employee may be returned to duties upon presentation to the
City of proof that driving privileges have been restored and upon verification of driving privilege
restoration by the City.
The above policy applies to an employee who has had their driver’s license suspended and has no
alternate recourse other than completion of the suspension period.
In situations where an employee has lost their driver’s license due to their own action/inaction, (e.g.,
failure to pay a fine, failure to attend classroom instruction, etc.), the employee will not be allowed to
work. Additionally, failure to rectify the problem and present proof of restoration of driving privileges
within three (3) work days of driver’s license suspension will result in the employee being considered
to have voluntarily resigned from the City.
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Safety Suggestion Form
The guidelines for our company safety program include providing the opportunity for all employees to
make suggestions and recommendations concerning safety and health.
To submit a safety suggestion or report an unsafe condition in the work environment, complete this
form and forward it to the Department of Human Resources. (This form is for items not requiring a work order.)
Date: ___________________________
Description of potentially unsafe condition: ______________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Causes or contributing factors: _________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Your suggestion for improving safety: ___________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Has this issue been reported to a supervisor? ________ Yes _________ No
If yes, please provide the supervisor’s name:
_____________________________________________________
Printed Employee Name (Optional):
____________________________________________________________
Department and Division or site Location:
_______________________________________________________
It is illegal for an employer to take action against any employee for exercising his/her right to communicate unsafe conditions.
**********************************************************************************
Action taken to correct unsafe condition or information provided to employee as to why condition was
unsafe: ____________________________________________________________________________
__________________________________________________________________________________
Date of response to employee: _______________________
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Emergency Evacuation
Fire Protection/Emergency Evacuation
(a) Each occupied City facility shall have a Fire/Emergency Protection Plan which shall include the
following parts:
1. Evacuation procedures that shall be posted on the bulletin boards for employee and visitor
information.
2. Employees shall be familiar with the fire alarm signal, how to send and receive fire emergency
notifications, and applicable evacuation procedures.
3. All employees shall maintain clear access to fire-fighting apparatus and designated exits.
4. Periodic drills shall be held to practice evacuation procedures.
(b) Supervision shall assure employees know the evacuation plan, the evacuation procedure and
location of alarm boxes.
(c) Employees shall not use elevators in the event of a fire when evacuating a building.
(d) Employees shall always evacuate when an alarm is activated and escort visitors from the building.
(e) Employees shall not re-enter an evacuated building until they have been instructed by supervision.
(f) Employees with special needs may contact the Safety Administrator and/or a confidential coworker
for evacuation accommodations
Fire Safety Responsibility and Fire Protection (non-fire personnel)
(a) Employees may combat small fires with an available and appropriate fire extinguisher if it can be
done safely. The City Fire Department shall be called for all fires or suspected fires.
(b) Supervision shall assure that all employees know the location of all firefighting apparatus and
understand emergency procedures for reporting fires and evacuation.
Inspection of Fire Extinguishers
(a) Extinguishers shall be visually inspected monthly and serviced by qualified personnel annually.
(Monthly = Located where designated, hose, gauge, pin, tag, obvious defects, etc.)
(b) A partially or completely discharged extinguisher shall be removed from service and replaced with
a fully charged extinguisher of equal rating.
(c) Approved fire extinguishers shall be located in accordance with state law and city fire codes, as
required by Department of Labor-Part 8, Rule 808(1). They shall bear a label clearly indicating the
type of fire on which they are to be used and the respective rating.
(d) An extinguisher shall be located where it will be readily seen and accessible along normal paths of
travel.
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(e) In a location where a visual obstruction cannot be avoided, a sign, color symbol or other means
shall be used to indicate the location.
(f) Extinguishers shall be mounted securely on a wall or column or at an appropriate place in a vehicle
or on portable equipment.
(g) Access to firefighting equipment shall be kept clear at all times.
Fire Control, Prevention and Evacuation
(a) Signs shall be posted forbidding smoking or open flames in all areas containing fast
burning combustible materials or flammable vapors. Examples of such areas include
record storage areas, oil and paint storage rooms, various areas in garages, fuel
dispensing areas, and hydrogen storage or compressed gas storage areas.
(b) Employees shall not smoke or use open flames (matches, torch, welding, etc.) at any
posted location.
(c) Fire exits, and the access thereto, shall be clearly marked with signs. They shall be
kept free of obstructions, and kept unlocked in the exiting direction at all times.
(d) Supervisors shall give occupants of City buildings instructions on the building
evacuation procedures.
(e) Periodic drills shall be held for fire and other plans of evacuation.
(f) Supervisors should assure that employees know: the evacuation plan; the evacuation
procedure from a building; and the location of alarm boxes or means of reporting a
fire or emergency.
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General Safety Rules
Physical Fitness and Proper Lifting
Basic Rules for Back Health
(a) Employees should lift with their legs as much as possible and warm up before
performing physically demanding tasks.
Always think before you lift. Bend your knees both when picking objects
up and when setting them down.
Avoid twisting, bending at the waist, and excessive reaching while
handling heavy objects.
Ease into physically demanding tasks. Change your posture frequently and
don't overdo it.
When standing for long periods, place on foot on a low stool to reduce
stress on your back.
Always take the shortest feasible route.
Always use three points of contact when climbing (ie. Ladders, stairs, into
or out of a vehicle.) Three points of contact means 2 hands and a foot, or 2
feet and a hand.
(b) Employees shall lift heavy materials with the appropriate equipment (hoist, block,
winch, etc.)
(c) Employees should: carry large and bulky loads in such a way as to permit an
unobstructed view; get help for heavy awkward loads; never twist while lifting or
carrying a load; never change direction by planting the foot and turning the body.
(d) One employee should give directions for the group when two or more are lifting
or pulling together.
(e) Employees should: avoid straight-arm lifting and carrying; keep load chest-high
when possible; not to lift or place an object over shoulder height, without
assistance.
Clothing
(a) Employees shall wear clothing appropriate for the job to be performed at all
times.
(b) Employees shall wear a shirt at all times. Torn, ragged or sleeveless shirts
specifically “tank tops” shall not be permitted. On most job duties, shorts shall not
be permitted.
(c) The employee shall wear work clothes provided by the City unless otherwise approved by
Supervisor
(d) Clothing seriously soiled by grease, oil or flammable solvents must be changed.
(e) Dangling sleeves or any loose ends shall not be permitted when working on or
near machine tools or moving or rotating equipment.
(f)Close fitting or guarded clothing shall be worn.
(g) Footwear appropriate for the job being performed shall be worn at all times.
(h) Safety toe shoes/boots shall be worn when the possibility of a crush type injury
exists. Toe protectors shall be provided where injury may occur and safety toe
shoes/boots are not normally worn.
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Housekeeping
Employees shall maintain the workplace or area as follows:
(1) Stack, pile or place materials, including scrap and debris, in proper containers in a
manner that does not create a hazard. All City facilities, aisles, passageways,
storerooms and service rooms shall be kept clean and orderly.
(2) Place garbage capable of rotting or becoming putrid in a covered container.
(3) Container contents shall be disposed of at frequent and regular intervals.
(4) Maintain the floor of a work area, passageway or aisle in a manner that does
not create a hazard to other employees, i.e. free of accumulations of scrap,
debris, water or grease and other slip/trip hazards.
(5) Drainage shall be maintained by raised floors, platforms or mat used where a wet
process is involved. Where an employee is required to work on a wet surface in a
wet process the surface shall be slip-resistant.
(6) Spilled grease and oil shall be immediately wiped up or absorbent material shall
be used to minimize a slipping hazard. Mark the location of oil spills, drip pans,
and “Oil Dry” on floors with traffic cones until area is dry or made safe.
(7) Clean work areas promptly after a job is completed and when necessary, while the
work is in progress.
(8) Remove nails from boards before storing or discarding.
(9) Employees shall wear gloves when handling rough and sharp materials.
(10) Dispose of smoking materials (cigarettes, pipes, ashes, etc.) in provided ashtrays
or containers. Smoking is permitted in designated and/or signed areas only.
(11)Vehicles shall remain clean and orderly at all times. Trash, disposable cups, food
items, etc. will not be allowed to accumulate.
Contractors and Visitors
(i)The contractor or contractor’s representative shall be warned of identified
equipment and work location hazards known to the City of Lansing. However no
representation shall be made that all hazards have been identified or that the
worksite is guaranteed as a safe work location.
(j) Each contractor shall adhere to the terms of the agreement, all City of Lansing
safety rules and regulations, all safety and health standards affecting the
workplace including but not limited to the Michigan Occupational Safety and
Health Act (MIOSHA), and where applicable, the federal Occupational Safety
and Health Act (OSHA). Failure to comply shall constitute a breach of contract.
(k) Hazardous waste shall be disposed of in accordance with applicable EPA/MDEQ
regulations.
(l) Only those persons employed by the City shall be permitted on City work sites.
On those sites, employees shall adhere to safety rules and protective equipment
requirements of the City. All visitors shall be accompanied by a City
representative to advise of hazards and promote compliance.
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(m) Work sites and operations shall be arranged, guarded and maintained so as not to
constitute a hazard to the general public.
(n) Particular attention shall be given when working in areas where children may be
present.
Instruction/Education/Training
(a) All employees shall receive instructions on how the job is to be performed, and may be
required to show competence, to the supervisor or designee before engaging in work activities
or using tools and equipment in the performance of jobs in the City of Lansing.
(b) Instruction that includes safe work practices and proper use of personal protective equipment
shall be required for all employees as directed by departments/divisions and the Safety
Administrator.
(c) Employees whose work involves entering manholes, water shutoffs, tanks, vessels or any other
type of confined entry shall attend Confined Entry Procedure review sessions annually.
Allergies and Irritants
(a) Employees can prevent irritations or dermatitis (skin disease) by avoiding direct, unprotected
contact with chemicals, solvents, poisonous plants, waste materials and other liquids and solids.
(b) Employees shall use personal protective clothing provided such as gloves, aprons, face
shields/glasses and protective creams to reduce skin contact. Sun-block and hats are
recommended for use by employees who generally work outside.
(c) Upon exposure to a skin irritant, employees should wash thoroughly several times with water
and soap; then protect themselves from further exposure. Employees are required to report the
exposure to their supervisors immediately. If symptoms become more serious or do not
improve, make arrangements with supervision to consult with the City’s medical provider.
(d) Employees working in areas where they are likely to come in contact with poison ivy and
poison sumac shall learn to identify these plants. Skin cream provided by the City should be
used to protect exposed skin surfaces.
(d) Avoid breathing smoke from burning brush as fumes may contain residue from poisonous
plants and cause irritation.
(f) How to prepare and prevent bee and hornet stings:
Be Aware. Honey bees nest in trees. Wasps and yellow jackets nest in the ground, trees, roof
eaves or similar environments. Be vigilant during ground inspections prior to lawn mowing
incidents, during river-walk and other structure inspections.
Stings. If you are stung by a honeybee the stinger will remain in your skin.
Wasp, yellow jackets, hornets do not leave a stinger behind. Move away from the nest area
immediately. The stinger of the honeybee releases a substance that will attract other bees to
you. Once you are away from the nest, and then remove the stinger as quickly as possible.
After the sting, you may apply ice and take Benadryl or other antihistamine. If you develop any
of the warning signs below, seek help immediately.
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If you are high risk for another sting or if your reaction included dizziness, fainting or trouble
breathing or swallowing, ask your doctor for an Insect Allergy Kit.
Follow up with your doctor if symptoms do not improve.
Contact Doctor. Promptly if:
Spreading of areas of itching, redness, or swelling
New or worse swelling in the face, eyelids, lips, mouth, throat, or tongue
Trouble swallowing or breathing
Dizziness, weakness, or fainting
Signs of infection
Spreading redness
Increased pain or swelling
Fever over 100F
Colored fluid draining from the wound.
First Aid Instructions
1.If itching is a problem, avoid things that heat up your skin (hot showers or bath’s, direct
sunlight) since this will make itching worse.
2. An ice pack will reduce local areas of redness and itching. Lanacaine cream or Solarcaine spray
(product containing benzocaine) will reduce itching.
3. If large areas of the skin are involved and if not other antihistamine was prescribed, oral
Benadryl my e used to reduce itching. This over the counter drug may make you sleepy.
4. If the area becomes red, wash with soap and water daily. Apply antibiotic cream.
5. If oral antibiotics have been prescribed, be sure to take them as directed until they are finished.
Personal Protection
General -- All employees shall wear and use safety equipment, tools, apparel, and devices for
personal protection when directed.
No protective equipment shall be reissued to another employee unless it has been properly sanitized.
Head Protection
(a) City-approved head protection shall be worn when the probability exists that an injury may occur as
the result of falling or flying objects, contact with electricity, contact with chemicals or hair
entanglements or as directed by supervision.
Examples of activities requiring head protection are as follows:
1. Administrative, engineering and inspection personnel while on the job site or any construction or
maintenance project.
2. All Public Service Department personnel while on the job site for street maintenance, curb and
gutter construction, storm and sanitary sewer maintenance or other construction and maintenance
projects.
3. All Parks and Recreation Department personnel while on the job site for any park construction
project, tree trimming and removal activity, tree planting activity, or cemetery excavation.
4. All Traffic Division personnel while on the job site for the installation and maintenance of traffic
control devices and traffic enforcement officers using scooters.
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5. Any employee when working with or near construction equipment such as digging, hoisting or
towing equipment.
6. Any employee, who by the nature of the work could sustain a head injury due to falling or flying
objects, low clearances, etc.
(b) Visitors to hard hat areas shall also be required to wear head protection or be restricted to a non-
hazardous area.
(c) Headgear shall be regularly inspected and immediately replaced if there is any sign of defect or
deterioration.
Eye and Face Protection
(a) Approved eye and face protection shall be worn whenever the probability exists that
an injury may occur as the result of the work being performed or as directed by
supervision. Approved eye protection shall have ANSI Z87.1 marking placed on the
eye wear by the manufacturer.
Examples of activities requiring eye and face protection are as follows:
1. Employees when doing the following shall wear safety glasses with side-shields:
a. Vehicle and equipment maintenance;
b. Building and facility maintenance personnel when the operation presents the possibility of an eye
injury;
2. Goggles or glasses with face-shields shall be required when:
a. Drilling, chipping and breaking concrete;
b. Engaged in tree trimming and removal;
c. Grinding, milling, or drilling with power tools;
d. Using metal cutting lathes, shapers, drill presses, power hacksaws and other metalworking tools;
e. Using power woodworking tools -- either fixed or portable;
f. Using compressed air for cleaning;
g. Using punches, chisels or other impact tools;
h. Operating powered grounds-keeping equipment;
i. Cleaning parts or equipment with steam, soap or solvents.
3. Full-face shields shall be used in conjunction with safety glasses when:
a. Operating brush chippers and stump cutters (plastic or mesh);
b. Handling acids, caustics and other harmful agents (plastic);
c. Arc and gas welding as well as cutting operations as required (along with properly colored lenses);
d. Maintaining acid battery storage and performing maintenance (plastic).
e. Operating a pressure washer to clean objects and vehicles.
4. Contact lenses are not considered protective equipment.
Hearing Protection
(a) When employees are subjected to sound exceeding the levels set by MIOSHA health standards, as
directed by labels on tools and equipment, or as directed by supervision, hearing protection shall be
worn by employees to reduce exposure to excessive noise levels.
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(b) Types of operations that may require the use of hearing protection are brush-cutting, working with
compressed air, grounds-keeping equipment, fire vehicle pump apparatus, chain saws, etc. or any place
that is posted with a hearing protection sign.
Respirators & Breathing Apparatus
Departments and Divisions of the City of Lansing shall protect employees exposed to air contaminated
with harmful dusts, fogs, fumes, mists, gases, smokes, sprays, or vapors. Refer to the applicable City of
Lansing Respiratory Protection Plan for further guidance and information.
Foot Protection
(a) Footwear appropriate for the job being performed shall be worn at all times. Safety toe shoes/boots
with the appropriate marking are recommended when the possibility of a crush type injury exists. Toe
protectors shall be provided where injury may occur and safety toe shoes/boots are not worn.
(b) The wearing of cowboy boots, sandals, cloth, or canvas shoes, soft leather sports shoes designed for
jogging, basketball or tennis, or other sports footwear of similar construction is prohibited for
employees engaged in outdoor service, maintenance, custodial, repairs, and most plant operations.
1. These employees are expected to wear substantial leather shoes or boots which provide adequate
support and stability for all environments in which they work.
2. Inappropriate footwear presents a high risk of sprains from unstable or uneven surfaces, puncture
wounds from stepping on sharp objects, or bruises and fractures from impacts.
3. In special circumstances, a supervisor may modify this rule when an employee is assigned a task for
which rubber soled shoes may be more appropriate, such as those employees involved in recreational
programs when working in constantly wet areas.
(c) Rubber boots and other specialized footwear as may be deemed appropriate by supervision for
certain jobs.
Hair Protection
(a) Head coverings such as hats, caps, and hair nets shall be worn or hair shall be tied back by all
employees with long hair where there is danger of exposing the hair to any moving part of equipment,
hooks, and machinery or when directed by supervision.
Hand Protection
(a) Appropriate gloves shall be worn when the possibility of injury exists from cuts, burns, or handling
hazardous chemicals. When protective gloves are provided, they shall be worn by all employees when
engaged in work requiring such protection.
(b) When gloves are impractical, protective creams where provided, shall be applied to the skin when
working with substances known to be skin irritants.
(c) Gloves are not to be worn where their use may cause hand(s) to be caught in moving machinery
(d) Rings are not to be worn when using tools, machinery or ladders or in any circumstances where
there is a possibility of catching the ring. Rings can be worn if covered with a glove or taped.
Body Protection
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(a) If required work causes an employee’s clothes to get wet due to a condition other than the weather
or perspiration the department responsible for completing the work shall provide the employee with the
appropriate personal protective equipment such as jackets, sleeves, coats or aprons which will repel or
prevent the substance from penetrating to the employees skin.
(b) Where unprotected abrasive blasting occurs the department shall provide heavy canvass or leather
gloves and aprons appropriate to the activity to protect from the impact of abrasives.
(c) If an employee’s clothing becomes contaminated with blood, other potentially infectious materials,
harmful chemicals, or any hazardous material, the employee shall be required to change the
contaminated clothing.
Medical Surveillance
(a) Employees engaged in certain operations will be offered medical surveillance. In some cases it
shall be a requirement of the job.
(b) Hepatitis vaccination shall be required for fire and may be a condition of employment for police,
court officers and central garage employees. Employees must provide evidence of all three-vaccination
treatments.
NOTE: Employees receiving a workplace exposure to body fluids shall report such incident immediately
to supervision and the Human Resources, Safety and Training Department; and submit to treatment in
line with established medical protocol.
(c) Any employee required to wear a respirator in the course of the job shall submit to and pass a
physical examination performed by the City’s medical director to determine their ability to wear such
equipment prior to assignment. The respirator user’s medical status shall be reviewed periodically.
(d) Those employees engaged in asbestos maintenance or abatement work shall be medically assessed
prior to assignment to that job, annually, and within 30 days after an employee is no longer engaged in
an occupation exposed to airborne concentrations of asbestos fibers.
(e) Employees required to be exposed to lead, lead dust, or firearms discharge smoke more than once
in a six month period shall submit to blood lead level monitoring.
Placing Equipment in Service
(a) When new equipment, apparatus or systems are to be placed in service for the first time, special
precautions shall be taken.
(b) Such equipment shall be carefully tested or inspected to determine that it is not faulty and shall
perform its function in a safe and reliable manner. This rule also applies to equipment to be returned to
service after major repair or modifications and shall apply to both electrical and mechanical
installations.
(c) Should a potential hazard be determined to exist, supervision shall be notified before proceeding to
place equipment in service. Practical safety precautions shall be taken and personal protection shall be
used, as needed, when placing equipment in service.
(d) Additional protection, instruction or procedures may be required the first time equipment is placed
into service.
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Laboratory Safety
(a) Employees shall never smoke, eat, or drink in the laboratory.
(b) Employees should exercise great care in noting odors or fumes. Use a wafting motion of the hand.
(c) Using mouth suction to fill pipettes with chemical reagents shall never be done by employees (use a
suction bulb or other mechanical device).
(d) Employees shall never “force” glass tubing into rubber stoppers due to the possibility of breakage.
(e) Employees shall use only heat-resistant items such as safety tongs, mittens, aprons, and gloves
when handling hot materials.
(f) All containers containing hazardous substances shall be labeled.
(g) Employees shall confine long hair and loose clothing.
(h) Employees shall use a safety shield or screen whenever there is potential danger that an explosion
or implosion of apparatus might occur.
(i) Proper eye protection devices (safety glasses w/side shields) shall be worn when employees are
engaged in, supervising, or observing activities involving potential hazards to the eye; this also applies
to anyone entering, walking through or working in the laboratory.
(j) Goggles and face shields shall be worn by employees when further protection is needed over safety
glasses, or when the possibility of splashing exists.
(k) All hot plates and open burners shall be turned off when leaving the laboratory.
(1) Fume hoods shall be used for hazardous substances and doors kept all the way down when
required. Check hoods for proper draw on a regular basis (for example, monthly).
(m) The means of access to an exit shall be maintained at all times.
(n) Employees shall not store food in refrigerators with hazardous materials.
(o) All hazardous waste shall be properly labeled for disposal.
(p) Chemicals shall never be flushed ‘down sinks not designed for hazardous waste disposal.
Work Area Protection
(a) Adequate lighting shall be used at all work locations. Flashlights can be used until lighting is
provided.
(b) Before starting work, the supervisor or employee in charge shall inspect the area to assure that
personal protection is adequate.
(c) Only personnel authorized by the City shall be permitted in a City work area. Only workers with
proper authorization may enter or exit a danger area to carry out necessary duties.
(d) Any openings in barriers shall be immediately restored. Openings shall be barricaded to prevent
any persons from falling
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(e) Employees below any elevated work level shall remain clear and alert to falling objects, and
employees working above shall be aware of persons below and take precautions to protect their safety.
(f) Proper personal protective equipment shall be worn in areas where overhead work is being
performed.
(g) Energized electrical equipment shall be barricaded adjacent to work area.
(h) Employees should avoid putting materials and tree limbs on the sidewalk or street unless
barricaded to passersby until removed. Materials and debris shall be kept within the barricaded work
area.
Public Safety
(a) Work sites shall be defined by the use of signs, tape, fencing, barricades, flags, vehicles or any
combination thereof.
(b) Particular attention shall be given when working in areas where children may be present.
(c) Any incident resulting in personal injury or property damage to the general public shall be reported
to supervision immediately.
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Office Safety
Office Safety
To promote office safety, check out the following precautions you should take while doing
everyday tasks.
(a) Electrical cords, phone cords, etc., shall be arranged so as not to constitute a tripping hazard.
(b) Never run, always walk in the hallways
(c) Replace frayed electric cords.
(d) Floors shall be kept in a slip-resistant condition. Water, oil or other liquids, dirt or any other debris
spilled on floors shall be immediately cleaned up.
(e) Hold on to handrails as you walk down stairs.
(f) Only one drawer in a file cabinet shall be opened at a time. Drawers shall be kept closed when not
in use.
(g) Do not place file cabinets near doors or in high traffic areas of the office.
(h) Supplies, records, etc., shall be stored so as not to constitute a fire hazard or an obstruction to a fire
exit or the access thereto.
(i) Place heavy loads on the bottom shelves of file cabinets and open one drawer at a time when
retrieving items.
(j) Scissors, paper cutters and other pointed or sharp objects shall be used only as intended. They shall
be maintained in a safe condition and stored when not in use. Hand operated paper cutters shall be
equipped with a guard to keep fingers away from the cutting surface.
(k) The cutting knife of a paper cutter shall never be left raised while unsupported; it shall always be
closed and hooked when not in use.
(l) Office furniture and equipment shall be maintained in a safe condition. Hazardous furniture or
equipment shall be removed from service until repaired or replaced.
(m) Loose objects such as pencils, paper clips, papers etc., shall not be left on floors or stairs.
(n) Doors should be opened slowly to avoid striking anyone on the other side. Door openings shall
never be blocked by any object.
(o) Employees should use a handrail when going up or down stairs and stay to the right when walking,
especially at blind corners.
(p) Conservative shoes are recommended to prevent slipping on floors or stairways. Do not run.
(q) Employees shall not use boxes, furniture or other makeshift platforms to reach objects. A ladder or
stool designed for that purpose shall be used.
(r) Employees should not lean back or sideways on chairs or stools to a point where all legs or casters
are not in contact with the floor.
(s) The tops of file cabinets shall be kept clear of any loose items or materials, such as catalogs or
manuals, which may fall, if not supported with bookends.
(t) All power-operated office machines shall be grounded through the use of a three-wire cord and
outlet or by a separate ground wire.
(u) Any defects in cords or machines shall be promptly reported and repaired.
(v) Where flammable liquids must be kept in office buildings, they shall be kept in approved
containers and storage places.
(w) Broken glass, sharp objects and emptied pressurized containers shall be cleaned up immediately
and disposed of in a manner so as not to create an additional hazard.
(x) Desk spindles shall not be used with point exposed. They shall be bent in a 90- degree angle.
(y) Material shall be stored on shelves in a manner to prevent falling; heavy objects shall be placed on
lower shelves. No overhead stacking/storing is allowed unless a guard bar or rail is in place on the
front of the shelf.
(z) Employees shall report loose tile, loose/missing electrical covers and poorly lighted areas to their
supervisor who will make arrangements for repair.
(aa) When carrying a load, employees should position the load so that it can be seen over.
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(bb) When operating machinery, loose jewelry or ties shall be secured or removed and long hair tied
back.
Ergonomics
Departments should insure, as much as possible, that work stations are designed to allow maximum
flexibility to suit body size and personal preferences.
1. Seating should be adjustable when possible for body height, back height, and tension to maximize a
comfortable working position.
2. Screens should be adjusted and positioned as much as possible around eye level for the user.
3. Keyboards that are detachable should be positioned by the user before use to prevent flexing of the
wrists while typing.
4. It is recommended that adjustable copy stands be used to hold input materials at eye level to reduce
eyestrain and fatigue. Paper clipped to notebooks and books can be utilized to create a copy stand.
5. A footrest is recommended for users so that their feet will be supported. Books or boxes may be
used.
6. Users should be aware that frequent position changes are recommended after continuous VDT/CRT
work requiring more than five hours of viewing time, constant rapid muscular action, fixed positions
for extended periods of time, or for jobs that are highly repetitive.
a. Employees should work with supervision to schedule non-VDT work breaks for alternative tasks
(filing, taking phone calls, etc.) when conditions warrant.
b. Every 15 or 20 minutes of VDT work employees should shake out hands and wrists, change
position, and stretch muscles to help eliminate fatigue from staying in one position.
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Physical, Biological Agents, or Chemical Exposure and Chemical Storage
Hazard Communication Program
General
The following hazard communication program has been established for the City of Lansing. This
program as well as the local area supplements will be available for review by all employees.
Hazard Determination
The City of Lansing will rely on Safety Data Sheets obtained from product suppliers to meet hazard
determination requirements.
Labeling
A. The person responsible for seeing that all containers entering the workplace are properly labeled
will be described in the local hazardous communication supplement. Per the GHS/MIOSHA Labeling
Requirement.
B. All labels shall be checked for:
Identity of the material.
Appropriate hazard warning for the material.
Name and address of the responsible party. (Only if the container is received from the
manufacturer, distributor, or importer.)
C. Each employee shall be responsible for ensuring that all portable containers used in their work area
are labeled with the appropriate identity and hazard warning.
Safety Data Sheets (SDSs)
A.The local Superintendent/Manager shall be responsible for compiling and maintaining
the master SDS file for each workgroup or location of responsibility. The file, along
with supplemental hazardous communications information will be kept in/at a readily
accessible location described in the Hazardous Communication Supplement for the
designated location.
B.Contact the Superintendent/Manager or City Safety Administrator if a hazardous
material is discovered in the work space, may pose a hazard to the employee of the local
workgroup or another workgroup and an SDS cannot be located.
C.Additional copies of SDSs for employee use are located in the
Superintendent/Manager’s office.
D.SDSs shall be available for review to all employees during each work shift. Copies will
be available upon request to the local Superintendent/Manager or the Safety
Administrator.
E.Posters identifying the person responsible for maintaining SDSs and where the SDSs
are located are posted and shall be described in detail in the local hazardous
communication supplement. Posters notifying employees when new or revised SDSs
are received will be located in the same location(s).
F.If a required SDS is not received, the supervisor, superintendent/Manager or Safety
Administrator shall be notified and they shall contact the supplier, in writing, to request
the SDS.
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Employee Information and Training
A.The Department of Human Resources shall coordinate and maintain records of employee
hazard communication training, including attendance rosters.
B.Before their initial work assignment, each new employee will attend two (2) hazard
communication training classes. The initial class will be held during the City Hall Human
Resources Orientation session (or Seasonal Orientation if applicable) and shall provide the
following information and training:
Information:
1. The requirements of the MIOSHA Part 92 Hazard Communication Standard
2. Location and availability of the written hazard communication program, the list of hazardous
chemicals, and the SDS
General New Hire Training:
1. General methods and observations that can be used to detect the presence or release of
hazardous chemicals in the work area
2. General measures the employees should take to protect from these hazards
3. Details of the hazard communication master program--including explanation of labeling system and
SDSs and how employees can obtain and use hazard information.
The job specific training shall be held at the local work site and shall include the following information
and training:
Information:
1. Notification of all operations in their work area where hazardous chemicals are present
2. Location and availability of the local written hazard communication program, the list of hazardous
chemicals, and the SDS
3. Physical and health hazards of the hazardous chemicals
Training:
1. Methods and observations that can be used to detect the presence or release of hazardous chemicals
in the work area
2. Measures the employees should take to protect from these hazards
3. Details of the hazard communication program--including explanation of labeling system and SDSs
and how employees can obtain and use hazard information.
C.The employee shall be informed that:
(1) The employer is prohibited from discharging, or discriminating against, an employee who
exercises his/her rights to obtain information regarding hazardous chemicals used in the
workplace.
(2) As an alternative to requesting an SDS from the Superintendent/Manager, the employee can
seek assistance from the Department of Human Resource 517-483-4012.
D.Before any new physical or health hazard is introduced into the workplace, each employee who
may be exposed to the substance shall be given information in the same manner as during the
hazard communication training class.
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Hazardous Non-routine Tasks
Occasionally, employees are required to perform non-routine tasks (i.e., clean reactor vessels,
enter confined spaces, etc.). Prior to starting work in such areas, each employee shall be given
training on the hazards of the area or procedure.
This information will include:
Specific chemical hazards.
Protection/safety measures the employee can take to lessen risks of performing the task.
Measures the company has taken to eliminate or control the hazard, including:
air monitoring,
ventilation requirements,
use of respirators,
use of attendants to observe procedures, and
emergency procedures.
It is the policy of the City of Lansing that no employee shall begin performance of a non-routine task
without first receiving appropriate safety and health training.
Hazardous non-routine tasks at each facility shall be listed and described in the local hazardous
communication supplement available at the assigned worksite.
Multi-Employer Worksites -- Informing Contractors
Occasionally, the City of Lansing may expose an employee of another employer to a hazardous
chemical that we use, or store. If this situation is recognized, the following information shall be
supplied to that Employer by the City of Lansing Department designee responsible for coordinating the
work or project:
The hazardous chemicals they may encounter.
Measures their employees can take to control or eliminate exposure to the hazardous chemicals.
The container and pipe labeling system used on-site.
Where applicable SDSs can be reviewed or obtained.
Periodically, our employees may potentially be exposed to hazardous chemicals brought on our site by
another employer:
When this occurs, we shall obtain from that Employer information pertaining to the types of
chemicals brought on-site, and measures that should be taken to control or eliminate exposure
to the chemicals.
Responsibility for obtaining this information shall be described in the local hazardous communication
supplement:
This person shall be responsible for ensuring that such information is provided and/or obtained
prior to any services being performed by the off-site employer.
To ensure that this is done, the mechanism described in the local hazardous communication
supplement shall be followed.
Pipes and Piping Systems
Information on the hazardous contents of pipes and piping systems shall be identified by:
WWTP
Gas= red
Compressed air =yellow
Does not match requested markings communicated to contractors (Miss Dig and ANSI A13.1-1981)
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Yellow = Oil and Gas
Orange = Phone and TV
Red = Electric
Blue = Water
Green = Storm drain
Brown = Sewer
*No potable water designation
*No compressed air (pressures exceeding 25 psig)
List of Hazardous Chemicals
A list of all hazardous chemicals used by the City of Lansing’s specific departments and work groups
are available in the local hazardous communication supplement. Further information regarding any of
these chemicals shall be obtained by reviewing its respective SDS.
The list shall be alphabetical by the manufacturers name and shall include the emergency contact
number, and any “slang” or nick-name given to the material that is used on site.
Materials which can be purchased by the ordinary household consumer, and which are used in the
same fashion and amount as by the ordinary household consumer, are not required to be included in
this list. A separate list of all materials we consider to be "consumer use" materials shall be maintained.
Program Evaluation
At least annually, the program shall be evaluated for effectiveness and appropriate maintenance. Based
on results of evaluation, it will be determined if additional training is necessary, the SDS’ records are
up to date and available, and the labeling system is followed. Specific focus shall be placed on
employee information and knowledge to ensure appropriate hazard communication is occurring.
Compliance Check list:
The following checklist will help to ensure you are in compliance with the rule:
Obtained a copy of the rule..............................................._____
Read and understood the requirements............................._____
Assigned responsibility for tasks. ...................................._____
Prepared an inventory of chemicals.................................._____
Ensured containers are labeled.........................................._____
Obtained SDS for each chemical......................................._____
Prepared written program.................................................._____
Made SDSs available to workers......................................_____
Conducted training of workers.........................................._____
Established procedures to maintain current program........_____
Established procedures to evaluate effectiveness............._____
Do not use any known hazardous material or unlabeled material without consultation with the
supervisor and/or SDS on proper use and handling.
Storage/Handling/Labeling and Use of Materials
Flammable and Combustible Liquids
Flammable and combustible liquids shall:
1) Be stored and dispensed from approved containers;
2) Be stored in areas or rooms and in quantities in accordance with local and state fire codes;
3) Never be stored near or exposed to open flames or other sources of ignition;
When employees are transferring or dispensing flammable liquids from one container to
another, appropriate bonding or grounding strap shall be used to connect the containers.
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Smoking or other sources of ignition shall be prohibited during transfer or dispensing
operations.
A fire extinguisher shall be available greater than 25 feet but not less than 75 feet away
from activity.
Refueling areas:
1) Fueling shall be done by using only approved pumps, hoses, nozzles and portable containers;
2) Smoking or other sources of ignition in the refueling area shall be prohibited;
a.within 25 feet of a refueling pump or island
b. while refueling portable or auxiliary engines.
3) Extra caution shall be taken while refueling portable or auxiliary engines so that the fuel does
not splash or drip on hot engine parts.
Hazardous Materials
Hazardous materials shall be handled and used only by authorized persons who are trained
and instructed in their handling and use.
Persons handling or using hazardous materials shall wear appropriate personal protective
equipment such as, but not limited to, eye protection, face protection, respiratory protection
and hand and body protection.
Containers, other than the original, being used to store hazardous chemicals shall be
properly labeled as to their contents.
Hazardous materials may be found in the following forms:
1. Liquids - solvents, fuels, acids, etc.
2. Gases - chlorine, butane, LPG, etc.
3. Dusts and mists - paint spraying, insecticide spraying, asbestos, dust
Hazardous materials can cause injury or illness in the following manner:
1. Direct contact with the skin,
2. Eyes,
3. Absorption through the skin,
4. Inhalation
5. Ingestion
Chemicals
(a) Chemical containers shall be clearly labeled to identify the contents.
(b) Properly marked first aid and eyewash stations/showers will be located where the possibility of
chemical splashing exists.
(c) Adequate ventilation shall be required when using materials that may produce hazardous,
poisonous or corrosive fumes or these materials shall be used under a fume hood.
(d) As directed by SDS, labeling or supervision, employees shall use personal protective equipment
identified.
(e) Chemicals and chemical waste shall be properly handled and disposed of by trained employees as a
precaution to prevent injury or damage.
Cleaning Solvents
(a) Only solvents provided by the City of Lansing shall be used for cleaning purposes.
NOTE: Gasoline or naphtha shall never be used as a cleaning or degreasing agent.
(b) Safety Data Sheets for new or re-purchased items that fall under the “Right to Know” definition
shall be available at the worksite.
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(c) All containers, including temporary containers, shall be plainly labeled to identify the contents per
GHS/MIOSHA Labeling.
(d) Employees shall not use cleaning solvents in confined areas without adequate ventilation without
approval from Department Supervision and the Safety Administrator.
(e) Flammable solvents shall be handled only in approved safety containers. No smoking or open
flames shall be allowed where flammable solvents are being used.
Paint/Epoxies/Varnish
(a) Adequate ventilation shall be maintained to keep employee exposure to fumes below recommended
safe limits. If safe limits cannot be maintained NIOSH approved respiratory protection as provided by
the City will be used.
Chlorine
(a) Persons handling chlorine shall have annual chlorine training which shall include:
Personal Protection Equipment
Safe procedures for loading and unloading of cylinders
Connect and disconnect of the system.
(b) When a leak is discovered or strongly suspected,
Only qualified persons equipped with proper breathing apparatus shall be permitted to enter the
area.
Isolation of the area shall be achieved immediately. Call 911 immediately.
(c) No person shall work alone when:
Loading or unloading cylinders
Connecting or disconnecting a chlorine system
Waste Chemical Disposal
All Chemicals shall be disposed according to Federal, State and Local Regulations. If you have any
questions as to the potential hazard of a chemical, please contact:
Safety Administrator City Wide (x4007) or Supervisor
We shall also ensure that all chemicals are disposed properly.
ALL WASTE CHEMICAL CONTAINERS SHALL BE LABELED CORRECTLY
Per. GHS/MIOSHA Standards.
IDENTIFYING THE CHEMICAL CONTENTS.
Please note that absolutely no items from our homes shall be brought into any City owned buildings for disposal.
Latex Paint Disposal Procedure
Latex Paint can be placed in the regular trash, but it must be solid. To solidify latex paint, you must:
Remove the lid
Add enough cat litter to the paint to absorb all of the liquid
Make sure the cat litter is mixed down to the bottom of the can
Leave the lid off, place the paint can in a sunny location, out of the reach of
children and animals, and let it sit until it hardens
Once the paint. cat litter mixture is hard, it can be thrown in the trash
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If you have a full can of paint, simply take a box and line it with a trash bag. Solidify half of the paint
with cat litter in the box and solidify the remaining paint with cat litter, right into the can following the
instructions above.
Under no circumstances can enamel paint be thrown in the trash or poured down the drain. It must be
disposed of properly as a hazardous waste.
Blood Borne Pathogen Exposure
If an exposure to blood or other potentially infectious material occurs through, but not
limited to, puncture wounds from needles, bites and scratches, inflicted from unknown
carriers, clean-up, or other body fluid exposures, the following actions will be
immediately followed:
Wash the exposed area with soap and water as soon after exposure as possible.
Seek immediate medical evaluation through the City’s medical provider.
The City of Lansing’s medical providers will provide follow-up treatment and counseling.
Cleaning up potential body fluids
Appropriate Disinfectants
Bleach
One of the most commonly used chemicals for disinfection is a homemade solution of household
bleach and water. Since a solution of bleach and water loses its strength quickly, it should be mixed
fresh before each clean-up to make sure it is effective.
***If blood is visible or suspected call your supervisor to have a qualified cleaning
company complete the cleanup***
Clean-up Procedure Using Bleach Solution
1. Block off the area of the spill from patrons until clean-up and disinfection is complete.
2. Put on disposable latex gloves to prevent contamination of hands.
3. Wipe up the spill using paper towels or absorbent material and place in a plastic
garbage bag.
4. Gently pour bleach solution onto all contaminated areas of the surface.
5. Let the bleach solution remain on the contaminated area for 20 minutes.
6. Wipe up the remaining bleach solution.
7. All non-disposable cleaning materials used such as mops and scrub brushes should be
disinfected by saturating with bleach solution and air dried.
8. Remove gloves and place in plastic garbage bag with all soiled cleaning materials.
9. Double-bag and securely tie-up plastic garbage bags and discard.
10. Thoroughly was hands with soap and water.
Recipe for Bleach Disinfecting Solution
9 parts cool water
1 part household bleach
Add the household bleach
to the water. Gently mix the solution.
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Vehicle Safety Rules and Procedures
Vehicle Use Policy
Reference City of Lansing Vehicle Usage Policy No. 15
Guidelines for Accident Prevention
The following are procedures to identify accident producing situations where pre-planning may enable
a City driver to respond appropriately.
(a) Intersections- Approach, enter and cross intersections prepared to avoid
accidents that might occur through the action of other drivers in the
intersections. Complex traffic movement, “blind” intersections, or failure of
other driver to conform to law or traffic control devices will not remove City
driver responsibility to prevent an accident. When the other driver indicates
possible problems by reason of excess speed, crossing the lane in turning or
coming from behind a blind spot, City drivers must take these actions into
consideration to avoid a potential accident.
(b) Backing- Whenever possible, position vehicle so that backing is not necessary.
Whenever possible get another person to help guide the maneuver. A driver is
not relieved of the responsibility to back safely when a guide is involved in the
maneuver. A guide cannot control the movement of the vehicle; therefore, a
driver must check all clearances (walking around the vehicle, position and
check mirrors, etc)
(c) Front End Collision- Maintain safe following distances at all times. Be
prepared for possible obstructions in the roadway. Do not overdrive headlights
in periods of low light. The vehicle should be able to stop within the forward
distance illuminated by the vehicles headlights.
(d) Rear end Collisions- Maintain a margin of safety in following distance. Rear
end collisions preceded by a roll back, abrupt stop at a grade crossing, when a
traffic signal changes, or when the driver ahead fails to signal a turn at an
intersection can be prevented. Use turn signals to indicate intentions and slow
down gradually.
(e) Passing- Use good judgment in determining whether to pass. Anticipate
unexpected maneuvers by vehicle being passed or on the part of oncoming
traffic. If a pass cannot be made in total safety, do not pass.
(f) Being passed- “Sideswipe” and “cut off” type collisions can be prevented by
slowing down or moving to the right where possible.
(g) Lane Encroachment- Be willing to yield to other vehicles or wait for a break in
traffic. Make extra allowances in areas of limited sight distances. Drop back
when it is apparent the other driver is forcing the issue or contesting a common
portion of the road.
(h) Opposing Vehicles (head-on and Sideswipe)- Maintain speed and alertness to
your surroundings to be able to take evasive action when a vehicle enters your
traffic lane. Signal the opposing driver with lights or horn if possible to warn of
possible encroachment.
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(i) Turning- Avoid squeeze plays at left or right turns involving other vehicles,
scooters, bicycles or pedestrians. Always signal, properly position vehicle for
turn, check rearview mirrors, and check pedestrian lanes. U-turns that result in
an accident are preventable.
(j) Pedestrians- Traffic regulations and court decisions generally favor the pedestrian. Be aware of
pedestrians taking unusual routes through traffic. School zones, shopping areas, residential streets must
be traveled at reduced speeds to equal the particular situation. Many bicycles, motor scooters and
similar equipment may be operated by young and inexperienced operators. Keeping within posted
speed limits is not taking proper precaution when unusual conditions call for a voluntary reduction of
speed.
(k) Weather- Adjust driving to adverse weather conditions (rain, snow, fog, sleet or icy pavement). Be
sure wipers are working properly and all windows are kept clean.
(l) Fixed Objects- Check and properly judge clearances. Take extra precautions on new routes,
resurfaced pavements under viaducts, inclined entrances, marquees projecting over traveled sections of
road and similar situations.
(m) Properly block wheels, turn them into the curb, and lock the vehicle when parking.
(n) Miscellaneous- Take extra precautions with a projecting load, secure loose objects, loose
tarpaulins, covers, chains, and doors.
Driver’s License
(a) Operators of City-owned vehicles or City employees using personal vehicles on
City business shall possess a valid Michigan Operator’s license and shall obey all
state and local traffic laws and ordinances.
Every operator of City of Lansing Vehicles shall be registered with the Safety Administrator which
consists of being in the City of Lansing’s Secretary of State Driver’s License subscription service.
(b) A Commercial Driver’s License (CDL) and proper endorsements shall be required for operators of:
1. A single vehicle with a gross vehicle weight rating (GVWR) of more than
26,000 pounds;
2. A trailer with a GVWR of more than 10,000 pounds if the gross combination weight rating is more
than 26,000 pounds;
3. A vehicle designed to transport more than 15 persons (including the driver); and any size vehicle
which requires hazardous materials placards;
(c) Operators of vehicles classified as motorcycles (including scooters operated on the roadway) shall
obtain a motorcycle endorsement as required by Michigan Law.
Inspection of Vehicle and/or Equipment
(a) The operator shall be responsible for the proper inspection of the vehicle. The inspection shall
occur before the vehicle is moved from its parking area. Defects or damage shall be reported to
supervision as soon as discovered. Defects of damage which in the opinion of management would
render the vehicle unsafe to operate
shall be corrected before the vehicle is returned to service.
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(b) Vehicles with steering and brake defects shall not be driven.
(c) All load and lifting limits shall be posted on equipment
(d) Inspection form, check list instructions or any form provided for a vehicle shall not
be removed unless directed by supervision.
(e) Pre-trip inspections will be carried out, in accordance with, the Commercial Driver’s
Licensing procedure, on those vehicles requiring such an inspection.
Seat belts & Shoulder harnesses
(a) All occupants of City owned vehicles and privately owned vehicles being used on City business
shall comply with the Human Resources Procedure 15 – Vehicle Use Policy Section P which states
“All drivers and passengers in city vehicles (both front and back seats) must wear a properly adjusted
and fastened safety belt at all times.”
(b) The City employee operating such a vehicle shall be responsible for compliance by all other
occupants.
Transporting Passengers
(a) Employees shall be transported in City vehicles only as directed by supervision and shall ride only
in a truck cab, crew compartment or other approved places. No other positions shall be permitted (such
as running boards, trailers, and beds of pickup trucks).
(b) No one shall get on or off the truck while it is in motion.
(c) Employees should get on and off the truck at the right or curb side (passenger side) when practical.
(d) No unauthorized personnel shall be transported in a City vehicle or in a private vehicle when on
City business.
(e) Employees shall always stay clear of trailers maneuvering in loading areas or yards.
(f) A City of Lansing vehicle shall only transport a number of passengers equal to the number of
manufacturer installed seat belts in the vehicle (motorcycles excluded).
General Vehicle Practices
(a) Cell phone and personal music/media device use- may be used when necessary for conducting City
business. To decrease the risk of accident or injury, users must follow these guidelines:
i. Only make calls when stopped and out of traffic;
ii. If possible use a hands free model or attachment;
iii. Do not use while fueling vehicle;
iv. Do not use while operating equipment, apparatus or when using vehicle for safety purposes (i.e.
raising or lowering dump or trailer, hooking up to trailer, using vehicle as a traffic deterrent or barrier,
etc.)
(b) Operators shall turn engines off, lock ignition, remove keys, put vehicle in gear or park and set the
emergency break securely every time upon leaving the vehicle, except for diesel powered units. An
exception shall be permitted when auxiliary equipment is needed, such as emergency equipment,
warning devices, or radios.
(c) When parking downhill or on a grade, operators shall turn the wheels toward the curb. When
parking uphill on a grade wheels shall be turned away from the curb.
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(d) Employees shall not permit the public to climb on vehicles and equipment or handle tools or other
City apparatus.
(e) Projecting loads shall have a warning flag placed at the end of the load.
(f) All items on or in the truck cab or bed shall be secured for unanticipated shifting of movement due
to turns, fast stops, accelerations, etc.
(g) Truck bins and truck cabs shall be kept free of dirt and unnecessary items.
Equipment Fueling
(a) There shall be no smoking or other forms of ignition present when employees are handling any
type of combustible fuel.
(b) Firefighting equipment shall never be removed from any fueling location.
(c) Engines and lights shall be shut off prior to fueling.
(d) Flammable liquid fuels such as gasoline and cleaning solvents shall be stored only in standard
safety containers approved for that purpose. Fueling of storage containers shall occur on the ground
and not in truck beds or trunks.
(e) To prevent a static spark, contact the nozzle, spout or metal part of the can with the equipment
before removing cap from the fuel tank. The pouring spout should be kept in contact with the tank
while pouring.
(f) Mobile equipment shall be moved outdoors before fueling.
(g) If fuel is spilled on equipment, the spilled fuel shall be completely cleaned up, evaporated or free
from ignition before starting equipment.
(h) As much as possible, employees should not fuel or “refuel” hot equipment. Use extreme caution
when equipment is still “hot” to prevent a fire.
(i) Employees shall be sure hose and nozzles are disconnected from vehicle or equipment before
pulling away from the refueling station.
Lift Trucks (Powered Industrial Trucks)
(a) Operators shall have a valid forklift license, issued by the City, in order to operate a forklift or other
vehicles equipped with “forks”.
(b) The license shall be in the possession of the operator when operating this type of equipment.
(c) The lift truck shall not be driven in aisles, etc., with the load elevated, and shall always be driven at
safe speeds.
(d) Employees shall not stand under elevated loads.
(e) All loads shall be securely balanced and loose materials restrained.
(f) Operators shall not pick up loads with one fork unless it is with a special sling arrangement.
(g) Operators shall not allow other people to ride on lift trucks or forks.
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(h) The operator shall face or look in the direction the forklift is traveling. Look to the rear before
backing up, always approach doors, blind corners, and intersections cautiously.
(i) When a load on a fork truck obstructs the vision of the operator, the operator shall drive in reverse.
(j) Operators shall not brake more sharply than necessary.
(k) Operators shall always back down inclines in low gear and never turn sideways on an incline.
(l) A truck shall not be left unattended with motor running.
(m) The operator shall keep to the right in operation whenever possible. The truck shall be slowed
down and horn sounded at cross aisles and exits.
(n) Parked lift trucks shall have the mast tilted forward and forks flat on the floor. Forks on a moving
truck shall be elevated only high enough to clear obstacles on the floor.
(o) Before loading or unloading any vehicle with a lift truck, the vehicle’s brakes shall be set and
wheels blocked to prevent movement.
(p) No fork truck shall be driven onto any vehicle without a visual safety inspection of the condition of
the dock plate and flooring of said vehicle.
(q) Rated working height and weight limitations of the truck shall not be exceeded.
Heavy and Specialized Equipment
(a) Only qualified and authorized employees shall operate motorized equipment, which shall be
equipped with the triangle “Slow Moving Vehicle” warning sign.
(b) The manufacturer’s recommendations regarding operation, maintenance, adjustments, and repairs
shall be followed.
(c) Before starting, the operator is responsible for the inspection and testing of controls, brakes,
hydraulic lines, connections, cables, etc.
(d) Before operating, the operator shall assure everyone is clear of the machine and work area.
(e) Operators shall be familiar with the location and content of the manufacturer’s informational
manuals.
(f) Traveling speeds shall be consistent with posted signs and state and local regulations.
(g) Outriggers shall be firmly placed when extended and they shall be inspected to be sure they are
secure.
(h) A machine shall never be left unattended with the motor running.
(i) After parking the machine, the blade, scoop, etc., shall be secured by resting it at ground level.
When required, the machine shall be blocked and the ignition key removed.
(j) Before any maintenance or repair work begins, proper safeguard procedures shall be taken for any
power driven equipment.
(k) All activating apparatus shall be tagged and blocked to prevent the equipment from accidentally
being started or put in motion.
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(1) Where required, danger signs shall be posted to restrict the area and equipment.
Backing up heavy equipment
Keeping employees out of harm’s way requires ongoing education, supervision, and vigilance: there
simply is no single fail-safe solution. However, the City’s Safety Administrator and Risk Manager
advise employing the following strategies to help reduce the risk of a back-over tragedy occurring:
(a) Ensure employees are properly supervised and protected at all times, especially wherever motor
vehicles might be present. A Spotter shall be designated and used at all vehicle backing situations.
(b) Spotters and operators shall agree upon designated hand signals before attempting back up
activities.
(c) Always assume pedestrians could be present and carefully check the street, driveway, and area
around your vehicle before backing.
(d) When backing up, always know where all employees are and have them stay in your full view and
well away from the vehicle.
(e) Look behind you as you back slowly with windows rolled down to listen for employees and
pedestrians who may have entered the activity zone. Be prepared to stop.
(f) Remember that the blind spot behind your vehicle can be especially large: use extreme care
whenever you back up.
Spotter Responsibilities
1. Communicates with Operator.
2. Spotter is responsible for safety of individuals in the area.
3. One signal person shall be utilized. Position for Spotter shall be rear passenger or
drivers side of vehicle and in the clear site of the operator.
4. Additional spotters may be used but they are to report progress to the primary spotter
only. At no time are they expected to communicate with the operator.
5. Leave all windows down, radios at lowest volume, and spotters in view.
6. Operator is to proceed as directed and prepared to stop at any time.
7. Continue until spotter has directed to an appropriate position.
8. Shut down vehicle as necessary.
Fleet Services Garage Employees Work Practices
(a) Only authorized personnel wearing required safety equipment will be allowed in the garage
servicing areas.
(b) Safety glasses with side-shields will be required in the service garage. Employees shall use any
other protective equipment as required.
(c) Only authorized employees who have been trained in their use shall use tools and equipment; and
defective tools, equipment and hazardous conditions shall be reported immediately to supervision.
(d) Employees shall not smoke or create a spark or flame within 50 feet of an exposed flammable
liquid or articles that have been wetted by a flammable liquid.
(e) Cloth shoes, open sandals and exposed rings and necklaces shall not be worn in the work area. A
ring may be worn if covered by a glove or tape.
(f) Belts shall be serviced only when the motor is shut off and without turning the engine over.
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(g) An employee shall not place any body part under a vehicle supported only by a jack, overhead hoist
or chain fall. No vehicle shall be serviced with the motor running unless 2 wheels are chocked from
front and rear or parking brake set or other vehicle restraint controls provided.
(h) Only qualified employees who demonstrate their ability to service multi-piece or single piece rim
wheels safely to management shall service such rims.
(i) Hydraulic lifts shall be inspected annually by an outside servicing company.
Authorized personnel shall conduct monthly inspections. Any defects or problems with hydraulic lifts
shall be reported to supervision immediately.
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Tools & Equipment
Material Handling and Storage Handling
(a) All material handling equipment shall have adequate capacity for the load to be lifted. Load
capacity shall be posted on the machine and the operator shall assure that the load is within the
limits designated by the posting. Supervision shall determine that the operator is qualified and
licensed, if required, in the use of the lifting equipment.
(b) Employees shall not stand under suspended loads. Employees should never remain in a position
where a suspended load will pass over their head.
(c) Employees shall stand clear of moving equipment or backing trucks and trailers, especially
loads with overhanging ends, which may swing in a wide arc if the truck is turned.
(d) Loads lifted shall be controlled to regulate swinging.
(e) All aisles, walkways and normal vehicle routes shall be kept clear of stored materials,
equipment, etc.
Hand Trucks
(a) Hand trucks shall be maintained in good repair and parked where they shall not create a hazard
or interfere with operations.
(b) Hand trucks not equipped with brakes shall be blocked to prevent movement.
(c) Balance the load as much as possible when using a two-wheel hand truck so that the weight
rests in the axles, not on the handles.
Uncrating and Unpacking
(b) Employees shall follow manufacturer’s printed instructions on cartons and crates.
(c) Employees should protect themselves and others when cutting banding. A safety-type band
cutter shall be used to keep ends from flying apart.
(d) The employee shall safely remove all staples and nails that may pose a hazard after uncrating.
Loading Trucks
(a) Employees shall secure the load to prevent shifting.
(b) Long objects protruding beyond a truck or trailer bed shall be identified with a red flag or
lantern.
(c) Employees who use a Powered Industrial Truck shall be authorized, trained and permitted
before using equipment.
Materials Storage
(a) All items shall be properly stored in the provided areas, compartments and canisters.
(b) The handling and storage of construction materials will be in compliance with Part 8 Handling
and Storage of Material, MIOSHA Construction Standard.
(c) Oils, grease, paints and flammable materials shall never be stored in open containers in
compliance with MIOSHA Part 75 Flammable & Combustible. Liquids and Labeled in
compliance with MIOSHA Part 92 Hazardous Communication
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(d) Barrels and drums with dispensing spigots shall be placed on a drum truck or with appropriate
blocking when placed on their sides.
(e) Material weight shall be equally distributed.
(f) Sheeted/flat materials shall be safely secured when placed on edge and leaned against walls or
railings.
Storage Bins, Metal Racks, Pallet Racks
(a) Materials shall be stored in such a manner that they do not constitute a hazard to anyone.
(b) Only light material shall be stored on the top of bins or metal racks. Top racks used for storage
must be equipped with a barrier edging.
(c) Bin and shelve racks shall never be used as ladders
(d) Stored materials shall be placed in such a way that they do not constitute a falling hazard and
shall not block aisles, walkways or vehicle travel routes.
(e) Material stored on racks shall be within weight limits for the racks as determined by the
manufacturer.
(f) Materials on racks shall be kept at least 18 inches from any sprinkler heads and at least a 6-inch
space shall be maintained between rows of adjacent racks.
Ladders MIOSHA Part 03 Fixed Ladders, Part 04 Portable Ladders and
CS MIOSHA Part 11 Fixed and Portable Ladders
General Use
(1) A ladder shall not be placed in front of any door which opens toward the ladder unless the door
is blocked open, locked, guarded by a person or protected by a barricade.
(2) A ladder shall not be placed on a box, barrel or other unstable base.
(3) A climber shall face the ladder when ascending or descending.
(4) A ladder shall not be used as a brace, skid, guy, gin pole, gang way, or for any other use than
that for which it is intended.
(5) A person on a single or sectional ladder shall not over-reach, nor do any pushing or pulling that
may cause the ladder to move or topple. If both shoulders are outside the side rail, the user is
over-reaching.
(6) The user shall not stand astride a ladder and another object.
(7) A single or sectional ladder manufactured pursuant to these rules shall not be used by more
than 1 person at a time.
Step Ladders
(1) A step ladder which is being used shall be opened fully and its spreaders locked.
(2) Each leg of a step ladder shall be in contact with solid footing. A board or plank may be used to
secure footing on uneven ground.
(3) If a step ladder does not have a guard rail, the top step and cap shall not be used to work from
or to climb on.
(4) A folded stepladder shall not be used as a straight ladder by leaning it against a wall or other
support.
(1) When carrying objects up ladders, 1 hand should be kept free to maintain balance and security.
(5) The bracing on the back legs of a stepladder shall not be used for climbing, except as provided
in MIOSHA Part 03 Fixed, 04 Portable Ladders and Construction Part 11 Fixed/Portable
Ladders Standards R 408.10431.
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Straight and Extension Ladders
(1) A straight, sectional or extension ladder shall be placed so that the side rails have a secure
footing. Where the surface is uneven, boards, planks, or leveling jacks may be used to create an
even surface. A straight, sectional, or extension ladder shall have safety feet. The ladder shall
be placed as to prevent slipping or it shall be lashed or held in position.
(2) A portable non-self-supporting ladder should be erected at a pitch of 75 ½ degrees for
maximum balance and strength. This shall be accomplished by placing the base out from the
wall or other support ¼ of the working length of the ladder.
(3) Ladders shall not be tied or fastened together to provide longer sections other than with the
hardware provided by the manufacturer.
(4) A person using a straight or extension ladder shall not stand on the top 2 rungs or within 3 feet
from the top of the ladder.
(5) If the top of the ladder is secured to an object, the user may secure himself to the ladder by
placing 1 leg over the second rung above the rung on which he is standing.
(6) When using a ladder to go from 1 landing to another, the ladder shall extend above the upper
landing by not less than 3 feet.
(7) The top rest for a straight or extension ladder shall be reasonably rigid and shall have ample
strength to support the applied load.
Ladder Maintenance
A ladder shall be inspected prior to use.
A ladder shall not be painted. Rungs and steps shall be kept clean and free of grease and oil.
The side rails and legs of a ladder shall be kept free from splinters.
The joint between the side rail and step shall be kept tight and metal hardware and fittings
secured.
Metal Ladders shall be free of any faults or defects to Rungs and Side Rails that would deem
the ladder un-safe to use
A rope used on a ladder shall not have a long or loosely twisted lay,
A Rope shall be free of burns and cuts and shall
A Rope shall not show evidence of weakness resulting from fraying, wear, mildew or rot.
Frayed rope ends shall not be allowed.
Ladders shall not be used in excess of their rated capacity.
NOTE: A ladder that has any of the following faults and defects shall be
immediately tagged DANGEROUS-DO NOT USE” and shall be
withdrawn from service:
(a) Broken, worn, or missing rungs, cleats, or steps.
(b) Broken or split side rails.
(c) Broken or bent guides or iron spreaders.
(d) Broken or bent locks.
Machines, Tools and Equipment
Read and understand the Operation Manual and all safety labels before operating this machine.
Only a trained person is to be permitted to operate this machine.
Training shall include instruction in operation under normal conditions and emergency
situations.
This machine is to be serviced only by trained and authorized personnel. Follow City of
Lansing lockout procedures before servicing.
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Never reach into the machine for any reason unless the machine is at a COMPLETE STOP and
Locked Out.
Never leave the machine stopped in such a manner that another worker can start the machine
while you are working on or within the machine.
Never change or defeat the function of electrical safety interlocks or other machine "shutdown"
switches.
Before starting this machine, check that: - All persons are clear of the machine. – No
maintenance work is being performed on the machine. - All guards are in place.
Routine inspections and corrective/ preventative maintenance measures shall be conducted to
ensure that all guards and safety features are retained and function properly.
Hand Tools
Employees shall keep tools and equipment in good condition, use them only for the purpose for
which they are designed, and store them in designated areas.
Employees shall inspect all tools before using. Any tool with defects shall be removed from
service immediately.
Employees shall remove from service mushroomed heads located on impact tools such as
chisels, drills, hammers and wedges. Hammers, axes, shovels and similar tools shall not be
used if the handles are loose, cracked or splintered.
Adjustable wrenches with spread jaws or pipe wrenches with dull teeth shall not be used.
Pipe or other extensions, to increase leverage, shall only be used by employees on wrench
handles designed for such extension.
Employees shall never use metal rulers, metal tapelines or tapelines containing wires around
electrical conductors or equipment.
Tools shall never be thrown or tossed to an employee and shall be restrained to prevent falling
to any lower levels. Hand lines and tool bags shall be used to transport tools.
Electric Power Tools
Employees shall be instructed in the use of any portable powered tool prior to being allowed to
use it and shall inspect the tool before use for frayed cords, cracked housing, etc.
All employees shall be properly clothed and shall use appropriate protective equipment
(goggles, gloves, etc.) when operating power actuated tools.
All power tools shall be maintained in good operating condition and shall be serviced only by
qualified employees.
All electric hand tools used are required to be Underwriter’s Laboratories approved three-wire
cord with the ground wire solidly connected to the tool frame; or Underwriter’s Laboratories
approved double insulation with the tool housing separately insulated.
Electrical cords shall be UL approved type and maintained in good condition. Worn or frayed
cords and broken plugs shall not be used.
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Extension cords with attachments and electric hand tools with cords shall not come in contact
with energized or operating equipment and machinery.
Ground fault circuit interrupters shall be used where the potential for grounding or water is
present
Pneumatic Air/Hydraulic-Powered Tools
Pneumatic/hydraulic powered tools shall be equipped with a tool retainer.
Hose and hose fittings used with pneumatic powered tools shall have a pressure rating not less
than the supply source.
Hose connections shall have a positive locking action and the connecting sections shall have a
safety chain to restrain any whipping action if the sections become disconnected.
An air supply line shall be regulated to maintain the pressure at not more than the pneumatic
tool rating.
Nozzles on air tools shall not be covered or adapted from the original design without the
approval of supervision.
Machine Tools
(a) All such tools shall be shut off, when not operating.
(b) Adjusting, gauging or work being done shall not be permitted while the machine is running. Guards
may be removed only after the machinery is locked out.
(c) When operating, do not place hands between the tool and the material, always keep hands clear.
(d) Employees shall always check to make sure the rated speed of the grinder motor does not exceed
the rated speed of the wheel. Operators shall stand to one side, out of line of flying particles until the
wheel reaches top speed.
Grinding Operations
(a) All employees involved in grinding operations shall wear approved eye and face protection.
(b) All activities involving dry grinding, buffing, and polishing of ferric and non-ferric metals shall
utilize an enclosure or suitable hood connected to an exhaust system for the purpose of preventing
contaminants from entering the breathing zone of employees.
(c) Grinding wheels shall be inspected by the user prior to being used. Those found to be defective
shall not be used. Grinding wheels and discs shall not be used at speeds, which exceed their rating. All
guards shall be in place and properly adjusted prior to grinding operations. Discard any wheel, which
has been dropped.
(d) Bench and pedestal grinders shall be securely attached to the surface on which they are placed. On
bench grinders the following adjustments shall be maintained at all times:
Tongue Guard – 1/4 inch from wheel
Tool Rest- 1/8 inch from wheel
Specific Hand/Powered Tools
(a) Hand Saws
1. Saws shall always be kept sharpened and properly set so they will not jump out of the cut.
2. Employees shall keep hands free from under cutting edge of saw when making saw cut.
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3. Employees shall not “ride” the saw with both hands when completing a cut.
4. Handsaws not in use shall be carried in scabbards attached to the harness.
(b) Axes
1. Before use, an axe shall be inspected to be sure it is sharp, the head is firmly secured and the handle
is in good condition.
2. A clear working space shall be provided. The user shall check for any small brush or branches that
might interfere with the swing of the axe. Overhead obstructions shall be cleared.
3. The user shall always work from a good firm footing.
4. Before swinging an axe, employees shall assure that other workers are in the clear.
5. Carry axes carefully, preferably grasping the handle close to the head of the axe.
6. Axes shall never be taken aloft except by employees who have received specialized training
(forestry, fire Human Resources).
(c) Sledges and Wedges
1. Employees shall use only equipment in good condition. Weakened sledge handles shall be replaced
and mushroomed heads on wedges shall be replaced.
2. Workers not engaged in actual use of equipment shall stand clear of any operation in progress,
outside of the designated work zone or danger area.
(d) Chain Saws Introduction
Chain saws are one of the most widely used power tools at home and in the workplace. They also have
the potential to be among the most lethal.
Most chain saw injuries involve contact with the cutting chain, which results in severe injury to the
hands, legs, feet and head.
Preventing such injuries in the workplace requires a joint effort on the part of both employee and
employer. Employees should use proper personal protective equipment, chain saws with the latest
safety equipment and proper techniques when cutting. Employers must provide training and
supervision.
Training and Supervision
Chain saw operators shall receive training prior to use. The most effective training includes a
combination of classroom and hands-on instruction. Depending on the experience of the chain saw
operator, training should include instruction on:
safe working techniques
basic information about the chain saw, components, design, design and limitations
stopping and starting
cleaning and servicing
kick back prevention
chain sharpening
PPE use and limitations
General Safety Precautions
Before using a chain saw it is important to read the owner’s manual and familiarize yourself with safe
operation. Giving a chain saw to an inexperienced worker without proper training and personal
protective equipment is an injury waiting to happen. Before each use, check that:
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No employee shall be allowed to operate a chain saw under any circumstance without proper
personal protective equipment which includes:
Hard hat,
Safety glasses,
Ear protection,
Approved chaps,
Substantial footwear
Chain saw is in good general condition (no leaks or damage)
The throttle, safety throttle lock and stop switch operate correctly
The chain brake works
he chain is lubricated, sharp and tensioned correctly
he sprocket and bar are in good condition
The idle is properly adjusted
When starting a chain saw, it should always be started on the ground or on a well-supported and stable
surface. Drop starting a chain saw is dangerous and prohibited by MIOSHA and City of Lansing
Safety Rules. A drop start is done by thrusting the saw down with your left hand and pulling the starter
cord up with your right hand.
A chain saw operator shall clear working space of all brush and obstacles. When felling trees, always
check area for clearance. The operator shall have a preplanned escape route
Cutting above the shoulder shall be limited to members of the Forestry Department only.
A chain saw shall not be raised to or lowered from a height with the motor running.
A separate work rope shall support a chain saw that is used in a tree, especially when working
from an aerial lift. When the saw is attached to a work rope, the assisting workers shall
maintain control of the work rope while the saw motor is operating.
The chain saw shall be shut down whenever a saw is carried. Whenever possible, use the bar cover. A
saw should be carried by its front handle with the chain bar pointing to the rear. Do not carry the chain
saw on your shoulder. If you lose your balance, you will not be able to use your arm to break your fall.
After completing work, the following maintenance needs to be completed:
Clean the saw, especially the air filter, cooling inlets, and sprocket.
Reverse chain bar, top to bottom, to prevent wear and burring
Clean chain break
Clean out chain bar groove
Sharpen saw chain
Chain Saw Kickback
Kickback occurs when the upper portion of the tip comes in contact with another object or the chain is
pinched in a cut. As a result the chain saw will violently jump or kick back towards the operator. To
prevent kickback injury the following precautions should be taken:
Buy chain saws with or install chain brake (preferably inertia activated)
Check brake mechanism before each use for effective operation
Use a low kickback chain (meets American National Standards Institute B175.1-1991 Safety
Requirements for Gasoline Powered Saws)
Sharpen the saw chain frequently; a sharp saw chain is safer than a dull one (if wood shavings
become dusty the chain is dull and needs to be sharpened)
Hold chain saw firmly
Check chain tension
Never bend over the saw, if you stand up straight and to the left of the bar any
kickback should go over your right shoulder
Wear protective equipment -especially head protection and chain saw chaps or leggings
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Don't cut above shoulder height
Never hold saw with one hand or by one handle
Always begin the cut at peak revs
Clear brush and debris from area
(e) Power-Driven Winch
1. Winches are designed primarily for handling heavy loads, and shall be used whenever
practicable.
2. The employee directing the over-all operation shall be in a position that can be clearly
seen and understood while giving instructions.
3. Always check the position of a winch line and the security of chains and other slings
before applying a load or moving the truck. Do not overload at any time.
4. Gloves shall be worn at all times when handling winch lines.
5. Overloading devices shall be used on all winch line operations.
6. All workers shall stand clear of any winch line before it is placed under strain. Ample
warning of a hoist about to go into operation shall be clearly given by the employee in
charge of the operation.
7. Employees shall always avoid contact with energized wires or equipment.
8. Winch equipment shall be inspected frequently. Maintenance work shall be performed
promptly and as needed
(f) Powered Grounds Equipment:
1. Employees shall be instructed in the use of powered grounds-keeping equipment prior
to operating such equipment. Training shall include but not be limited to:
Fueling
Starting engines
Striking a foreign object or vibration
Clearing a clog or jam
Pre-mow inspection
Mowing rules
Electrically powered equipment
Walk behind mowers
Riding vehicles
Shredder baggers and compost mills
Edger Trimmer
Rotary Tillers
2. Employees shall wear approved eye and hearing protection when operating powered
Grounds-keeping equipment. Toe protection shall be required for walk-behind mowers
and for any riding mower whose blade does not automatically shut off upon operator
exiting the machine.
3. Powered grounds-keeping equipment shall be shut off or disconnected during
lubrication and maintenance, except when it is necessary to make adjustments with the
power on. Qualified personnel shall perform maintenance.
4. All powered grounds equipment shall have the appropriate hazard labels according to
MIOSHA Part 54 Powered Grounds-Keeping Equipment.
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Hazardous Operations
Lockout Tagout Procedure for the City of Lansing Hazardous Energy Control Policy
This Policy refers to specific practices and procedures to safeguard all employees from the unexpected
energization or startup of machinery and equipment, or the release of hazardous energy during service
or maintenance activities.
Lockout Procedure
Lockout protects employees who service and maintain equipment by placing a lock on a device that
prevents the energy from reaching the machine that is being serviced or maintained. This lock ensures
that the equipment cannot be turned on while the work is occurring. Tagout is the placement of a tag
on the energy isolating device to warn others that you are working on the equipment and it shall not be
started.
This procedure applies to:
Employees who service and maintain equipment.
Any employee who may reasonably be expected to face comparable risk of injury due to
electric shock or other electrical hazards.
Employees who are exposed to parts of electric circuits operating at 50 volts or more.
General Rules
This section explains minimum rules that can be applied to any City of Lansing Department in a
general sense. Divisions and Departments of the City of Lansing may and are encouraged to devise
specific Lockout directives and procedures for specific equipment and activities as long as the
directives or procedures are written,
appropriate, and communicated to all affected employees prior to start of work. In the absence of
specific directives or procedures the following General Rules apply:
For Electrical Hazards
1. Announce lockout to all affected personnel.
2. Turn power OFF at main panel.
3. Lockout power in OFF position.
4. Put key in pocket.
5. Clear machine of all personnel.
6. Test lockout by hitting RUN button or release stored energy.
7. Block, chain or release stored energy sources.
8. Perform work.
9. Clear machine of personnel before restarting machine.
10. Take the key from pocket.
11. Unlock the lockout device.
12. Turn power on at main panel.
13. Announce machine is ON to other personnel.
For Pneumatic and Pressurized Liquid Hazards
1. Announce lockout to all affected personnel.
2. Shut off two valves both upstream and downstream of area to be worked.
3. Lock out valves. Put key in pocket.
3a. Double block and bleed pipes in both directions if work area is a confined space.
4. Clear or bleed liquid or gas from pipes.
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5. Perform work.
6. Return plumbing to pre-service state.
7. Clear workspace of employees, tools and equipment.
8. Announce re-pressurization of system to all affected employees.
9. Recharge system.
For Kinetic or Gravitational Energy
1. Announce lockout to all affected personnel.
2. Remove kinetic or gravitational energy to as low a state as possible. (Lower to
ground, run cycle to lowest point, etc.)
3. Install blocks, jack stands, blocks, chains, cables, or other appropriate items to ensure
moving parts or items will not move or shift.
4. Lock as applicable. Put key in pocket.
5. Perform work.
6. Clear workspace of employees, tools and equipment.
7. Announce lock out removal to all affected personnel.
8. Remove blocks, jack stands, blocks, chains, cables, or other appropriate items.
9. Return equipment to service.
Lock Removal
Locks may only be removed by the person who applied the lock. If extenuating
circumstances are realized and a lock needs to be removed by someone other than the
person who applied it, the person’s immediate supervisor along with the Safety
Administrator shall evaluate the hazards, communicate intentions to all effected
employees and remove the lock. All other incidents of lock removal may be subject to
progressive disciplinary action including termination of employment.
Confined Space Entry Procedure
(MIOSHA Part 90 and 490 Confined Space and Permit Required Confined Space )
No employee shall enter areas defined below without Authorization and Training:
1. A space that is NOT DESIGNED FOR CONTINUOUS employee OCCUPANCY; and
2. Is large enough and so configured that a person can bodily enter into and perform
assigned work; and
3. Has LIMITED or RESTRICTED means for ENTRY or EXIT; and
4. May have a CONTAINS OR HAS POTENTIAL HAZARDOUS ATMOSPHERE that
may expose employees to the risk of death, incapacitation, impairment of ability to self
rescue caused by:
A. Flammable gas
B. Airborne combustible dust
C. Atmospheric oxygen concentration below 19.5 or above 23.5%
D. A toxic atmosphere or substance
E. Danger of engulfment
GENERAL CONFINED SPACE ENTRY PROCEDURE
1. There shall be no unauthorized entry into a confined space by any person.
2. An authorized person shall examine, test and evaluate a potential entry space and determine if it is a
"NON-PERMIT SPACE" and meets the following requirements:
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A.It does NOT contain or potential atmospheric hazards or dangers of engulfment capable
of causing death or serious physical harm;
B.The space has been PROVEN SAFE, has been VERIFIED, DOCUMENTED, and has a
CERTIFIED GUARANTEE of a safe Environment and Signed by Certifier.
3. If the conditions in #2 have been satisfied, the ALTERNATE ENTRY PROCEDURE may be
followed.
4. If conditions in #2 are not met and has any of the following, the PERMIT ENTRY PROCEDURE
must be followed:
THE SPACE:
A. Contains or has a potential to contain a HAZARDOUS ATMOSPHERE.
B. Contains a material that has a potential for ENGULFING an entrant.
C. Has an internal configuration such that an entrant could be trapped or asphyxiated by inwardly
converging wall or by a floor which slopes downward and tapers to a smaller cross section; or
D. Contains any other recognized serious safety or health hazard.
Follow the City of Lansing’s Confined Space entry procedures as described in the City of
Lansing’s Permit Required Confined Space Program.
Traffic Control Safety & Temporary Traffic Control (TTC)
***For more guidance and information consult the Michigan Manual of Uniform
Traffic Control Devices ***
All employees and support staff in a City of Lansing work zone shall follow the rules and requirements
set forth here.
All workers shall wear fluorescent colored high –visibility
apparel (Class II for Daytime, Class III for Night) containing retro-reflective material that is visible at
360 degrees through full range of body motion. The use of colors such as strong yellow-green for the
worker apparel may help differentiate the worker from the orange colored work vehicles, signs, drums,
etc.
I. Fundamental Principles-
A. Safety and accessibility of motorists, bicyclists, pedestrians (including persons with disabilities as
per ADA) and workers shall be considered at all times.
1. Commercial vehicles might need to follow different route due to bridge, weight, clearance, or
geometrical restrictions.
2. Hazardous materials vehicles
3. Coordination with railroad crossings if applicable.
4. Emergency/ Enforcement vehicles
B. Guidelines and/or general plans should be developed for Temporary Traffic Control (TTC)
C. Road user movement should be inhibited as little as practical.
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D. All signs and direction control devices shall be in place before detour or temporary route is opened
to traffic.
E. Avoid frequent speed limit changes. Reduction should be no more than 10 mph.
1. If more than 10 mph’s is needed additional driver notification is required.
2. Speed should be stepped down in advance of location requiring lower speed
II. Traffic Control Zone
A. Designated by a “Work Zone Begins” and “End Road Work” signs –or-
“Begin Work Convoy” and “End Work Convoy” signs if activities are conducted by
more than 1 moving vehicle.
B. Divided into 4 sections: Advance Warning area, Transition Area, Activity Area,
Termination area
III. Advance Warning Area
A. Dedicated to informing road users of upcoming work or incident areas.
1. Examples could include: single sign, high intensity rotating, flashing, oscillating or strobe lights, on
a vehicle, or a series of signs
2. Distances: a) Freeways = 0.5 miles
b) Urban streets = 1st warning sign 4-8 times the speed limit in feet
c) Low speed residential streets = no less than 100 feet
d) Rural highways = 8 to 12 times speed in feet with a minimum of 2 advanced warning signs
3. Recommended Sign Placement (see table 6C-1, Appendix D)
IV. Transition Area
A. Section of road where road users are re directed out of their normal path.
B. Usually by way of tapers and channelization.
C. Moves with mobile operations. (Still required)
V. Activity Area
A. Where work activity takes place
B. Made up of work space traffic space and the buffer space
1.Work space = closed to road users, set aside for workers, equipment, materials, and shadow
vehicle (if applicable)
2.May be stationary or move as work progresses
3.Beginning of channelization (end of taper)
4.Traffic Space = portion of road where road users are routed through activity area
5.Buffer space = lateral or longitudinal area that separates road user flow from work space
recommended to provide some recovery space for an errant vehicle.
a) No activity or storage of equipment, vehicles, or material shall be occur
VI. Termination area
A. Return road users to normal path
B. Usually identified by “End Road Work” signs or speed limit sign
VII. Tapers
A. Created by installing channelizing devices to move traffic out of or into normal path
B. Influencing factors including but not limited to: interchange ramps, crossroads, curves,
etc must be considered
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C. Appropriate length determined by MMUTCD tables 6C-3 and 6C-4
D. Maximum distance between channelizing devices in a taper should not exceed 1.0
times the mph speed limit.
E.A merging taper shall be long enough to enable merging drivers to have adequate
advance warning and sufficient length to adjust their speed and merge into a single
lane before the end of the transition.
F.The one-lane, two-way taper is used in advance of an activity area that occupies part
of a two-way roadway in such a way that a portion of the road is used alternately by
traffic in each direction. **Traffic should be controlled by a traffic regulator or
temporary traffic control signal (if sight distance is limited), or a STOP or YIELD
sign. A short taper having a maximum length of 30 m (100 ft) with channelizing
devices at approximately 6.1 m (20 ft) spacing’s should be used to guide traffic into the
one-way section.
VIII. High Visibility Safety Apparel
A. For daytime and nighttime activity:
B. Must meet the requirements of ISEA “American National Standard for High-Visibility
Apparel” and labeled as meeting the ANSI 107-2004 standard performance for Class 2
risk exposure.
C. The apparel background (outer) material color shall be either fluorescent orange-red or
fluorescent yellow-green as defined in the standard. The retro reflective material shall
Be orange, yellow, white, silver, yellow green, or a fluorescent version of these colors,
and shall be visible at a minimum distance of 300 m (1,000 ft). The retro reflective
safety apparel shall be designed to clearly identify the wearer as a person.
a. For nighttime activity, safety apparel meeting the requirements of ISEA
“American National Standard for High-Visibility Apparel” and labeled as
meeting the ANSI 107-2004 standard performance for Class 3 risk exposure
should be considered for traffic regulator wear (instead of the Class 2 safety
apparel in the Standard above).
Asbestos
(a) Asbestos was used in numerous applications such as pipe insulation, sprayed on
thermal or acoustical treatment of walls and ceilings, and brake shoes. Asbestos fibers
are hazardous if they become airborne and are breathed.
(b) Do not work on any asbestos containing materials without contacting your supervisor
who will contact the Administrative Services Department for approval and direction.
(c) The Safety Administrator shall approve any procedures for removal, handling or
containment of materials containing asbestos.
Boat/Water Front Safety and Diving Operations
(a) Boats and barges shall be operated only by knowledgeable people as specified by the
OSHA CFR Part 1504, “Safety and Health Regulations for Long shoring”
(b) Employees shall wear weight appropriate Coast Guard Class II approved life jackets or personal
flotation devices when working in watercraft or around water where drowning hazards exist.
(c) Life rings shall be available at City of Lansing structures within 50 feet of the water
where drowning hazards exist.
(d) Safe loading of watercraft shall be observed at all times.
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(e) Only knowledgeable employees as specified by MIOSHA Part 31 for “Diving
Operations” shall conduct diving operations
Rigging, Hoisting and Crane Operations
(a) Hoists, chain falls and cranes shall bear a permanent tag or marking stating the lifting
capacity of the device and this capacity shall not be exceeded.
(b) The user shall inspect ropes, slings, hooks and other fittings for kinks, cuts, wear,
weak points and load limit tag before using. Defective materials shall be discarded.
(c) The hook of a hoist or chain fall shall be replaced if either of the following conditions
exists:
1. The throat opening on a hook to which a load is attached is more than 15% greater
than the manufactured size, that is, any noticeable wear, stretch or variance from
original size.
2. The hook has more than a ten degrees twist from a vertical centerline drawn
through the hook socket.
(d) Inspection of supporting members for chain falls, etc. shall be performed prior to
using to assure adequate strength for the load.
(e) Proper rigging procedures shall be followed.
(f) Hooks shall have a safety device to prevent accidental detachment of the load.
(g) Employees shall stay clear or from under any part of the load being lifted or
transported.
(h) Slings being used to attach a load to a hoist or chain fall shall be inspected for wear
prior to use. If any defects are found the sling shall not be used.
(i) Proper clearance shall be maintained when working near energized electrical equipment.
Ropes, Wire Ropes, Cables, Slings, Chains
Ropes
(a) New rope shall be inspected by the user throughout its length before being placed into
service and shall be inspected on a periodic basis.
(b) Rope reinforced with metal strands shall not be used.
(c) Wet rope shall not be stored where it may freeze.
(d) Rope shall not be left in contact with heat sources or be exposed to acid or acid
fumes.
(e) When lengths of rope must be joined, a square or reef knot shall be used.
(h) Ropes frequently used shall be inspected before using and all ropes shall be inspected
for deterioration, wear, age and general condition. Defective ropes shall be
immediately discarded.
(i) Ropes used in specialized applications, such as, but not limited to, forestry or
personnel lifting during confined entry may have more intensive inspections and rules
related to their use, in addition to these general rules.
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Wire Rope
(1) Wire rope shall be taken out of service if any of the following conditions exist:
(a) In running ropes, 6 randomly distributed broken wires in 1 lay or 3 broken wires in
1 strand in 1lay.
(b) Wear of 1/3 the original diameter of outside individual wires. Kinking,
crushing, bird-caging, or any other damage resulting in distortion of the rope
structure, except for deformation caused by normal methods of attachment to
drums, hooks, shackles, or other accessories.
(c) Evidence of any heat damage from any cause.
(d) Reductions from nominal diameter of more than 1/64-inch for diameters up to
and including 5/16-inch, 1/32-inch for diameters 3/8-inch to and including
1/2-inch, 3/64-inch for diameters 9/16-inch to and including 3/4-inch, 1/16-
inch for diameters 7/8-inch to 1-1/8-inches inclusive, 3/32-inch for diameters
1-1/4 to 1-1/2 inches inclusive.
(e) In standing ropes, more than 2 broken wires in 1 lay in sections beyond end
connections or more than 1 broken wire at an end connection.
(f) Wire rope shall not be used if, in any length of 8 diameters, the total number of
visible broken wires exceeds 10% of the total number of wires, or if the rope
shows other signs of excessive wear, corrosion, or defect.
(2) The defective portion of a wire rope and any areas of deformation caused by normal
methods of attachment of a wire rope shall not be used for other load carrying
service.
(3) A wire rope used for hoisting, lowering, or pulling shall consist of 1 continuous piece
without a knot or splice, except an eye splice at the end of a wire rope.
(4) If wire rope clips are used to form eyes in a wire rope, MIOSHA CS Part 8 Handling
and Storage of Material (R 408.40834) shall be followed as to numbers and spacing to
be used. The "u" section shall be on the dead end side.
(5) An eye splice made in any wire rope shall have not less than 4 full tucks.
(6) A wire rope eye shall be equipped with a thimble if the eye is placed over or around
an object with a sharp corner.
(7) Protruding ends of strands in splices on slings and bridles shall be covered or blunted.
(8) Shock loading is prohibited.
Cables and Wire Rope Slings
(a) New cable/sling shall be inspected before being placed in service and shall be
inspected on a periodic schedule. A kinked cable shall never be placed in service.
(b) A kinked cable shall be destroyed.
(c) Slings shall be inspected before being used to attach loads to a hoist.
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Chains
(a) Chains shall be used around sharp edges and used where rope would cause undue
kinking or cutting (do not use chain in place of wire rope to extend a wire rope in a
winch application).
(b) Inspect new chain before putting it in service. Never splice a chain by inserting a
bolt between two links. Never put a strain on a kinked chain. Check for wear, cracks
or elongation of links, and the load limit tags. Discard if necessary.
(c) In addition chains shall be inspected for:
1. Excessive corrosion;
2. Diameter reducing in link bearing areas; and
3. Defective weld joints on links.
(d) Care shall be taken to avoid “shock” tension being applied on chains.
(e) All lifting chain shall be of alloy welded construction, proof test, and certified with a
load limit tag, and shall be inspected with documentation annually.
(f) All overhead-lifting chains shall have a load limit tag.
Compressed Air
(a) Employees shall not exceed air pressure of 30 PSI (pounds per square inch) when
compressed air is used for cleaning, chip blowing, etc.
(b) Compressed air shall not be directed at the skin and shall not be used to clean
clothing while it is being worn.
(c) When using compressed air, proper protective equipment (safety goggles, face
shield, gloves, hearing protection, etc.) shall be worn.
(d) Hoses and hose couplings shall be checked for loose connections, defects, etc.,
before using.
(e) Only air hoses and couplings with safety chains or the equivalent designed for
compressed air, shall be used in connection with compressed air lines.
Compressed Gases
(a) Compressed gas cylinders can be explosive if the regulator is damaged. Therefore
cylinders shall not be dropped, struck, rolled or exposed to excessive heat (direct
sunlight, radiators, and furnaces, etc.)
(b) Compressed gas cylinders shall not be stored or used at a temperature exceeding 125
degrees Fahrenheit and shall be stored and transported in an upright position with caps
in place and under well ventilated conditions (not in basements or pits unless forced
ventilation is provided as specified by the department of public health-MIOSHA, Part
12) Welding and Cutting.
(c) When not in use, compressed gas cylinders shall be stored as follows:
1. Oxygen cylinders shall not be stored with fuel gas cylinders;
2. All empty cylinders shall be marked or tagged as empty and secured;
3. Protective valve caps shall be in place during storage or shipment;
4. Oxygen and fuel gas cylinder storage areas shall be separated by 20 feet unless separated by a non-
combustible wall five feet high;
5. Cylinders shall be secured by a chain or other device to prevent them from falling.
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(d) Oil shall never be applied to lubricate valves on compressed gas cylinders
(e) No one shall stand in front of a regulator when compressed gas cylinders are being
opened.
(f) Only persons instructed in the use of compressed gases shall use or handle compressed
gases. The user will inspect all hoses and fittings for holes and thread conditions
before connections are made.
(g)Warning signs stating “danger”, “no smoking”, etc. shall be placed in areas where
flammable gases are stored or permanently located.
(h) Cylinders shall be marked so that they are easily identified.
(i) When regulators are used on compressed gas cylinders, the gauge pressure shall be released before
the cylinder valve is opened.
Welding, Cutting and Brazing
(a) Only employees properly trained or tested and authorized by supervision, wearing the
appropriate personal protective equipment, shall use arc and gas welding and cutting
equipment. (MIOSHA Part 12 Welding and Cutting).
(b) Welding shall not be performed on closed vessels such as drums and automotive
gasoline tanks or any other tank that has contained flammables until it has been
thoroughly cleaned, filled with water and adequately vented. Properly trained and
authorized welders shall only perform Work of this type.
(c) Tanks, containers or pipelines shall not be welded or cut until proof is obtained that it
is free from any explosive mixture (cleaning; blanking, disconnecting, venting, air
testing and/or, etc.)
(d) Appropriate protection or tagging shall be placed on the opposite pipe end that is
being welded.
(e) Fire extinguishers of the proper class and rating shall be readily available during the
welding and cutting operations.
(f) Protective equipment to be worn includes eye protection, face protection, hand, arm
and body protection. Clothing should be free of excessive oil or grease.
(g) Adequate ventilation/exhaust shall be provided when welding in confined spaces or
while brazing, cutting or welding any zinc, brass, bronze, galvanized or lead-coated
material to eliminate the hazard or a suitable respirator shall be worn.
(h) The welder shall shield or barricade the welding operation to protect other employees
from the harmful rays and sparks produced by the process and to prevent ignition of
flammable materials.
(1) A torch shall not be re-lit from hot work, and only an approved igniter shall be used to light the
torch.
(2) Hot materials should be labeled “HOT” until cooled to prevent accidental
burns to other persons in the area.
(k) Regulators shall be equipped with check valves to prevent accidental backflow of
gases. Regulators, valves, cylinders or hose connections shall not be allowed to come
in contact with oil and grease or other contaminants.
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Heating Materials
(a) Metals, insulating compounds, asphalt, tar, etc., shall be heated and handled in such a
manner as to prevent burn and fume hazards to the employees working around the
materials. Protection may include, but is not limited to, respirators, gloves, ventilation,
barriers, signs, enclosures, etc.
(b) Gauntlet gloves shall be worn while heating or handling hot materials.
(c) Torches, igniters and heated materials shall be kept within the barricaded work area to
guard against spills. When necessary to leave molten materials unattended, adequate
safety precautions shall be taken.
(d) Adequate ventilation shall be maintained to keep fume concentrations from reaching a
hazardous level.
Working Aloft and Aerial Lifts
Working aloft includes work performed from ladders, platforms, structures and aerial basket
devices.
Working Aloft
(a) Employees shall not place portable ladders until dangers have been assessed in the
work area and neutralized.
(b) Employees shall only climb to a working position aloft by means of approved ladders.
(c) While working aloft on a structure, an approved platform equal to a safety factor of
four times the bearing weight shall be used or a safety belt and strap or rope lifeline
shall be worn. Construction of scaffolds shall comply with MIOSHA Standard Part 12
Welding and Cutting
(d) Safety straps or lifelines shall be secured around the rigid part of a structure, never
around energized installations.
(e) Employees shall not climb by any means besides ladders without specific permission
of the supervisor.
(f) When aloft, tools and materials shall be secured at all times. Tool bags and hand lines
shall be used when sending tools and equipment to an employee who is aloft. No
object shall be thrown to a worker aloft, or dropped to a worker below.
(g) At the work level, adequate protection shall be made to protect the level immediately
below from falling objects.
Aerial Lift
(a) Employees shall be; authorized, trained, and certified with a City of Lansing or MIOSHA
Permit, familiar with and follow the manufacturer’s instructions before operating a
powered aerial lift, bucket truck, or other mobile lift.
(b) Outriggers shall always be extended and positioned accurately. When necessary, pads
shall be placed to support the outriggers on uneven ground, soft ground, snow, and
iced ground. The operator shall be certain other workers are clear before extending
the outriggers
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(c) Power tools must be kept in their basket sheath when not in use.
(d) Only the number of persons for which a basket is designed shall be permitted to work
from a basket. Employees shall be secured to the bucket with the approved safety
harness and fall protections.
(e) Entrance and exit from the basket shall be at ground level or the rest position, and
riding in the basket with the boom extended shall not be permitted.
(f) When working aloft employees shall always be looking in the direction of the boom
movement to avoid any basket or boom contact.
(g) The bucket shall be controlled by the operator in the bucket at all times except in an
emergency or when testing bucket operations from the pedestal.
(h) An aerial device shall be inspected and tested at least annually for permanent
deformation and cracks by using 1 1/2 times the rated load; and for defects by visual
inspection during and following the load test.
(1) Field inspection and tests will be performed only by an authorized and trained employee or outside
service
(2) Lift controls shall be tested each day before use to determine that the controls are in a safe working
condition. An aerial device with defective controls shall
Miss Dig
(a) Employees shall follow the “Miss Dig” staking request procedures prior to excavating.
(b) The supervisor or employee in charge shall advise equipment operators of the available information
that relates to the depth and location of utility services.
(c) Employees shall use hand digging to locate underground utilities. not be used until repaired.
Distance to Energized Equipment/Conductors
(a) Workers (except for qualified tree trimmers or forestry workers) shall not approach
any exposed energized equipment or conductors closer than the distance specified
below. The distance specified must be increased by the appropriate amount whenever
conducting tools or materials are used to extend the reach of a worker.
VOLTAGES WITH BOOM RAISED BOOM LOWERED & NO LOAD IN TRANSIT
To 50 kv 10 feet 4 feet
Over 50 kv 10 feet + 4 inch 10 feet per each 1 kv over
50 kv
50 to 345kv 10 feet
346 to 750 kv 10 feet
Excavations and Trenches
(a) The sides of an excavation or trench more than five (5) feet deep shall be properly
sloped unless supported by a City provided and approved support system in
accordance with MIOSHA Construction Standard, Part 9 Excavation, Trenching and
Shoring.
(b) Portable trench boxes or sliding trench shields may be used for the protection of
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personnel in place of a shoring system or sloping. Where such trench boxes or shields
are used, they shall be designed, constructed, and maintained in a manner that
provides protection equal to or greater than the sheeting or shoring required for the
trench.
(c) An excavation less than five (5) feet in depth shall also be effectively protected when
examination of the ground indicates hazardous earth movement may be expected (wet
conditions, dissimilar soils such as gravel on clay, etc.)
(d) Soil and spoil shall be placed at least four (4) feet away from the edge of the trench.
(e) A City of Lansing Construction Safety Program must be present on site and all
requirements contained therein shall be followed.