Strategic Operational Review

Transcription

1 Office of Environmental Health and Safety The Office of Environmental Health and Safety is dedicated to providing a safe and healthy environment for the students and employees of the Los Angeles Unified School District. This mission is supported through periodic inspections of existing District facilities, and careful evaluation of all school sites to ensure a school environment that is health-protective and conducive to learning. October 2013

2 Table of Contents Part 1 OEHS Overview Vision Mission Key Activities (Core Functions)... FY Workload Indicators.. FY Objectives. Alignment with District of Vision, Mission and Objectives.. Organizational Structure Part 2 Successes, Challenges, and Integration Operational Successes & Challenges. Integration with Other Departments Part 3 Alignment to LAUSD Strategies District Strategy: Budgeting for Student Achievement. District Strategy: Using Data to Drive Standards Based Instruction... District Strategy: Creating and Supporting Quality Schools.. District Strategy: Supporting All Employees. Part 4 Strategic Vision & Action Attachment A: Workload Units for FY Attachment B: Key Objectives for FY Page 2 of 40

3 Office of Environmental Health and Safety Part 1 OEHS Overview VISION We are committed to the health and safety of our students, employees, contractors, and communities. We actively champion environmentally sound practices and safe behaviors. We establish procedures and audits to assess our programs to ensure that we meet best practices and standards. We continuously improve our emergency management procedures and practices to ensure that the District can effectively prepare for and respond to any emergency. We continuously improve our business processes keeping our customers in mind. We strive to eliminate injuries, illnesses and adverse environmental impacts to contribute positively to the learning environment. MISSION Driving World-Class Environmental, Health & Safety Solutions to Support a Safe Learning and Working Environment. KEY ACTIVITIES (CORE FUNCTIONS) OEHS administers a wide range of environmental compliance, environmental health, industrial hygiene and occupational safety and health programs including: indoor environmental quality, odor & other air quality, assessment of new school sites, emergency management/response, workplace injury reduction, training for safe work practices, Safe School Inspections, oversight of safety and environmental conditions at WLAN Modernization project sites, oversight of all California Environmental Quality Act (CEQA) activities for the District, waste management (including solid waste removal, recycling programs and hazardous waste management), design criteria for healthy and sustainable schools, traffic and pedestrian safety, design and management of subsurface methane mitigation systems, evaluation of hazards associated with industrial facilities near schools, drug and alcohol testing, medical surveillance of employees, coordination of the District s Safe Food Inspection Program, compliance during asbestos and lead abatement, management of the Chemical Safety Coordinator Program and testing for lead in drinking water. FY WORKLOAD INDICATORS See attached Workload Units (p ) for Fiscal Year (FY) As a means of comparison, Workload Units for the same time frame during the previous Fiscal Year are included in the Table. FY PERFORMANCE OBJECTIVES See attached (p ) for Personnel Objectives for FY ALIGNMENT WITH DISTRICT VISION, MISSION AND OBJECTIVES The Office of Environmental Health and Safety plays a critical role in supporting the District s primary vision and mission for students and employees. To this end, OEHS has not only aligned its vision and mission, but has incorporated strategic performance objectives and accountability standards that are directly tied to all services provided. Page 3 of 40

4 District Vision Statement: Every LAUSD student will receive a state-of-the-art education in a safe, caring environment, and every graduate will be college-prepared and career-ready. District Mission Statement: The teachers, administrators, and staff of the Los Angeles Unified School District believe in the equal worth and dignity of all students and are committed to educate all students to their maximum potential. District Goals: At the Los Angeles Unified School District, our goals are: percent graduation 2. Proficiency for all percent attendance 4. Parent and community engagement 5. School Safety District Strategies: LAUSD has five strategies that will help us achieve our vision of 100% college-prepared and careerready: 1. Transform teaching and learning so that we prepare all youth to graduate college and be workforce ready. 2. Ensure there is an effective employee at every level of the organization focused on improving student outcomes. 3. Provide a portfolio of high quality schools for youth, families and communities. 4. Ensure a safe, caring and nurturing environment for all youth. 5. Operate an effective, efficient, and transparent organization in order to assure the public trust. Listed on the following pages are examples of measures (reports) utilized to track environmental compliance, waste management activity and occupational safety and health performance within the District. Reports are generated for specific sites, Divisions, Educational Service Centers (ESCs), and the entire District. (Note: Many OEHS measurements are joint efforts supported by District staff, the Facilities Services Division (FSD), the Department of Risk Management and Insurance Services (DRMIS) and The Office of School Operations.) Data are broken down by: 1. Injury/Accident Data Reporting 2. Environmental Program Measurement 3. OEHS Program Measurement Page 4 of 40

5 Injury/Accident Data Reporting LAUSD OSHA Total Incident Rate The following graph represents a measurement of injury frequency (# of recordable injuries). The data are used to analyze overall injury reduction efforts within the District. Total Incident Rate charts are drafted quarterly for Divisions, ESCs and specific sites. LAUSD OSHA Workday Case Rate The following graph represents a measurement of injury severity (# lost time accidents). Specific reports are generated quarterly to determine which locations have higher-than-average lost time rates. Structured prevention intervention occurs at the sites with the highest potential for injuries to occur. LAUSD OSHA Lost Workday Rate The following graph represents a measurement of injury severity (number of days away from work). Specific reports are generated quarterly to determine which divisions/locations have higherthan-average rates, and structured intervention is implemented. Page 5 of 40

6 Leading Causes of Injury The following graph represents a measurement of injury frequency (% of injury type). The data are used to determine where to best focus prevention efforts. Specific programs are designed to address risks based on the type of injuries identified. Number of Lost Workdays Per Year The following graph represents a measurement of injury severity (amount of time lost due to injury). The data are used to determine the severity of losses. Lost Workday Rate charts are drafted quarterly for Divisions, ESCs, and specific sites. This chart is also used to measure effectiveness of the District s return-to-work efforts. Number of Workers Compensation Claims Filed The following graph represents a measurement of injury frequency (# of injuries). The data are used annually to compare the performance of the District to previous years. Page 6 of 40

7 Top 10 Injured Body Parts (Total Paid) The following graph represents a measurement of injury frequency (type of injury). The data are used in order to develop Division and site-specific corrective measures. Accident Prevention Data Data in this category are related to industrial injuries that have occurred within the District and have been initially accepted as work-related. Data for this section are from the Quarterly OEHS Performance Scorecard. Environmental Program Management Total Avoided Annual Disposal Cost The following graph represents a measurement of environmental program management (solid waste landfill cost avoided). The amount of cost avoided by District recycling and avoidance efforts are tracked and reported monthly. Page 7 of 40

8 LAUSD Landfill Diversion Rate The following graph represents a measurement of environmental program management (% of solid waste that did not go to a landfill). This measurement illustrates the amount of District waste that is recycled annually. LAUSD Waste Reduction Efforts The following graph represents a measurement of environmental program management (tons of waste by type). This measurement illustrates the impact of waste prevention and recycling efforts compared to the total amount of solid waste generated. Republic Quality Assessment Score The following graph represents a measurement of Republic Services (contract waste hauler) ability to deliver on contracted services including waste hauling, education and incentive programs, recycling and overall waste stream management. The scale is 1 to 5, with scores below 3.0 considered inadequate service. Page 8 of 40

9 Waste Disposal Cost Expenditures and Performance Burn Rate The following graph represents a measurement of the actual costs for waste disposal compared to annual budget, and shows a marked decrease in costs with effective management of the new Republic Contract which began in calendar year The following graph represents the projected expenditures for the life of the contract measured against the budget and total contract value extrapolated out over the life of the contract. Page 9 of 40

10 OEHS Program Measurement OEHS Inspection Tracking Report The following graph represents performance tracking of OEHS resources. OEHS staff work product is tracked daily to determine which type of field activity is conducted to adequately staff and provide site support. OEHS Management Systems Assessment The following table represents performance tracking related to the implementation of OEHS management systems and regulatory compliance requirements for the period from July 1, 2012 to June 30, OEHS Management Systems Assessment Audit Score The following table represents the possible span of scores related to the OEHS Management Systems Audit. The intent of the annual audit is to assess OEHS implementation & maintenance of required Occupational Safety & Health, Industrial Hygiene and Environmental Management Programs. The score for FY is Status Score Description Superior 10 Fully Implemented & Effective Superior sustained long-term results (with full system and results) Exceeds all aspects of the OEHS Management Systems Assessment Criteria System is robust/ Best in class Adequate 8 Satisfactory Implemented & Effective Solid and sustained system/results exists (longer than 6 months) 95% Compliant or Complete Marginal 6 Implemented but incomplete or partially satisfactory A system is documented and a system owner has been identified AND is held accountable Results solid but not yet sustained over time (first 6 months of system implementation) 70% Compliant or Complete Poor 4 Results are unsatisfactory, much room for improvement Results are being tracked A system may exist but it is not widely understood or communicated No system owner exists/lack of structured accountability <50% Compliant or % Complete Poor 2 Some attempt has been made but no effective implementation Has been identified as an area that needs to be addressed May have had some effort/focus in the past, but has been dropped Activity is not evident Poor 0 Nothing has been done Page 10 of 40

11 OEHS Quarterly Performance Scorecard: (Administrator of Operations Report) The following table represents performance tracking. Data provided for the period of 4 th Quarter FY OEHS Quarterly Corrective Action Plan (CAN) Management Report The following table represents the CAN closure rate. Data provided for the period of 4 th Quarter FY OEHS Emergency Response Program The following pie chart represents the distribution of Emergency Response types for FY Page 11 of 40

12 LAUSD Chemical Safety Coordinator Program Compliance The following graph represents a measurement of the quality of the District s Chemical Safety Coordinator Program. Reports are submitted to Educational Service Centers and sites outlining compliance scores. Chart represents FY performance as of 6/30/2013. LAUSD Emergency Operations Center (EOC) Operability Rate The following graph represents performance tracking of the rate that equipment and facilities related to the District s ability to respond to emergency events are operational. Page 12 of 40

13 OEHS ORGANIZATIONAL STRUCTURE OEHS Safety and Industrial Hygeine Environmental Compliance Business Services Unit Page 13 of 40

14 Part 2 Successes, Challenges, and Integration Key OEHS Successes Over the Past Months OEHS staff conducted inspections during the construction of 28 new schools and buildings (including major modernization projects) to identify potential safety hazards. OEHS coordinated with FSD Project Execution staff, contractors and inspectors to ensure that all issues were appropriately addressed. All appropriate safety modifications were completed without impacting the schedule of school openings. During the beginning of FY , OEHS developed and embedded an OEHS Quality Assurance (QA) Team to provide safety and environmentally related support for ITD LAN Modernization Projects. Secured funding and staffing for environmental health and safety oversight on these projects, as well as for related project management activities. Increased OEHS staff by one new Supervisor and two Safety Officers. Between April and July 2013, the OEHS LAN Modernization QA Team worked with the Facilities Project Execution Team to expand OEHS involvement in this effort to include safety and environmental oversight for approximately 250 more schools over an 18-month time frame. Procedures were modified to accommodate this work-scope expansion, and staffing was increased by 3 to 4 full-time environmental/safety professionals to oversee the additional work scope. Environmental Support to the Common Core Technology Program (CCTP): Conducted a comprehensive six-month technical evaluation and issued a position paper on the implications of the introduction of wireless technology into the school system, including recommended and regulatory limits for radiofrequency (RF) and electromagnetic field (EMF) exposure, and research on related wireless technologies as they may apply to wireless local access networks (WLANs). Conducted a comprehensive study utilizing third-party consulting expertise and issued technical memorandum to FSD in December 2012, outlining the specifications for wireless fidelity (WiFi) enabled end devices (tablets, computers, etc.) that was incorporated in to the bid document for the Common Core Technology Project Plan. The outcome of this effort was to establish applicable limits to the power output of these devices in order to be suitably protective of students from potential exposure to RF/EMF. Elements That Lead to Their Success Inspections were supervised by OEHS staff that possessed more than 13 years of experience performing such inspections. Constructive collaboration has been achieved during that time frame in an effort to eliminate roadblocks to project completion. 10+ years of successful oversight of similar projects using contract employees led to the development of a similar approach using District employees. Proven, streamlined successes associated with OEHS support of the original ITD LAN Modernization projects led to the expanded work scope with the Facilities Project Execution Team. Successes are attributed to establishing close working relationships with stakeholders (CCTP team members, ITD, FSD, and Procurement Services). Success was also achieved by selecting a qualified Master Services Agreement (MSA) contractor to develop critical technical information. Page 14 of 40

15 Developed and initiated follow-up strategy to assess Phase I WiFi /WiMAX installations at schools. This in-depth assessment, estimated to cost approximately $225,000 and funded by ITD, will work closely with the CCTP team to perform field-based assessments of RF levels at selected Phase I locations. The results of this effort will provide refined guidelines for Phase II CCTP end-device specifications, including those pertaining to cellular connectivity (e.g., 3G/4G). Implemented elements of the Republic Waste Management Contract that resulted in significant cost savings to the District. For the three fiscal years prior to the implementation of this contract (January 2012), average annual expenditures for waste disposal equaled approximately $9,000,000, which exceeded the Program s annual budget by about $2,000,000. Under the new contract, waste disposal costs for FY were $6,887,944, resulting in a cost saving of approximately $2.1 million for the fiscal year. Full implementation of contract terms resulted in significant cost savings associated with: 1) a Bin Service Reduction Program, whereby collection services were curtailed during periods of school shutdown; and 2) a Bin Optimization Program which, based on subcontractor (Cascadia) audits performed during the Spring of 2012, strategically removed rubbish bins from school sites and replaced them with recycling bins (for which the District is not charged a service fee). In addition to contract terms that were favorable to the District, OEHS implemented enhanced cost-control measures including: Management oversight of the vendor, which included an audit process that measured their performance twice each year; Performance of QA audits by OEHS staff to validate bin counts, bin condition, etc.; Strict enforcement of contract terms as they pertain to liquidated damages, which has resulted in reduced payment to the vendor of more than $20,000 per month; Establishment of vendor reporting requirements designed to validate their compliance with the contract. Working with Facilities Services Division (FSD) and Office of School Operations, managed the construction of the new District Emergency Operations Center (EOC). Built upon past experience in developing EOCs both within and external to LAUSD. Developed plan and implemented the build-out of the New Southern EOC. Page 15 of 40

16 Managed the District s Site Assessment and Remediation program. Approximately $5M in bond funds were utilized during the review period to support the construction schedule. Engaged Educational Service Center Administrators of Operations, implemented a quarterly meeting/esc performance scorecard program and provided resources to serve each ESC and associated schools related to safety and industrial hygiene services. Worked with the Division of Risk Management and Insurance Services to conduct a comprehensive review and marketing effort to successfully secure pollution liability insurance (PLL) from underwriters. The District s PLL policy with former underwriter AIG became null and void with the settlement of a $90 million claim. The large claim settlement made marketing a new PLL policy very difficult. The only way the District could obtain coverage was to convince insurance carriers that the District was not the same risk in 2013 as it was in The District had to demonstrate to insurance carriers an ability to manage the pollution liability risks inherent with their construction programs. Drew upon twelve years of previous successes in performing remediation of proposed school sites. Compiled existing bodies of safety performance measures into a comprehensive report in order to most effectively convey information to District executives. Drew upon extensive backgrounds of both District and contract-professional support staff to convey level of environmental management expertise to potential underwriters. OEHS staff through their knowledge, experience and accumulated data, convinced the carriers that the District had the ability to manage risk and make the risk insurable. The PLL policy was bound with Ironshore Insurance effective April 17, 2013 to April 17, 2016 with a policy limit of $10,000,000 and a deductible of $1,000,000. OEHS experienced an increase in the number of emergencies that warranted responses during the past fiscal year, from 215 in FY to 404 in FY , which represents an 88% increase. Although this increase was significant, response times were not impacted as evidenced by a continued high level of customer satisfaction. The increase in required emergency responses resulted in a reduction in OEHS rate of performing routine Safe School Inspections. This reduction was evident by mid-fiscal year, and a corrective action strategy was developed so that the target number of Safe School Inspections (400) could be performed by the end of the fiscal year. By the conclusion of FY , the goal had been met and exceeded, with the final number of routine inspections standing at 421. A continued high level of success with regard to OEHS emergency responses is attributed to effective communications with School Police, as well as with the School Operations team. The success of the SSIP recovery plan for FY is attributable to establishing a structured strategy and tracking system to ensure that the number of weekly inspections were adequate to ultimately achieve the year-end goal. Success was also achieved by the temporary reallocation of Environmental Health Specialist resources from the OEHS Environmental Compliance Group to the Safety and Industrial Hygiene team. Page 16 of 40

17 OEHS assumed management oversight of the District s Underground Fuel Storage Tank (UST) program. The program was successfully transitioned from the Energy Unit to OEHS during December 2012 and January UST systems for dispensing gasoline and diesel fuels and storing waste oil are located at the Business Division, Gardena, and Sun Valley bus maintenance garages. OEHS Less-Than-Successful Projects - Past Months Increase Lead in Drinking Water Flushing Compliance Rate Reduce the number of Workplace Accidents Key Operational Challenges Maintain high level of responsiveness to school sites, given the residual reduced staffing levels and basis changes Drew upon experience of District staff and contract professionals to minimize uncertainties of transferring such work between divisions. Reasons Why Limitations of OEHS to directly enforce program compliance Limitations of OEHS to directly enforce program compliance Resolutions/Strategies to Overcome Strive to obtain budget sources from project-related work with divisions such as FSD and ITD. Develop strong base of data to justify budget augmentation. Maintain essential environmental expertise to support Measure Q Modernization projects and existing environmental concerns The OEHS Management Systems Assessment Program was developed in FY with the intent of conducting a comprehensive annual survey of selected OEHS statutory programs and related management systems. Continue to maintain bench of contract professionals to augment peak staffing requirements. Enhancements to safety and healthrelated programs often result in additional resource demands for District divisions and/or facilities. The challenge exists to balance such additional requirements with existing demands of District organizations. The score for the FY OEHS Management Systems Assessment was 4.5 out of 10; the score for the FY was 5.7 out of 10; and for FY the score achieved was 7.1. This represents a solid overall Program improvement of 2.6 total points. OEHS will continue to develop and institute a corrective action plan to bring all aspects of the District s safety and health systems into compliance with statutory requirements. Page 17 of 40

18 OEHS INTEGRATION WITH OTHER DEPARTMENTS Specific Tasks & Activities That Require Integration Provide direct technical support to school sites in terms of safety, industrial hygiene or environmental compliance. Includes providing senior Certificated management with key safety-related performance measures and reports. Departments Involved Administrators of Operations (AOOs) and school sites Safe School Inspection Program Performs routine inspections at all school sites. Liability Loss Prevention Identification of injury and illness trends and other significant losses in an effort to reduce and resolve future District liability. Individual School sites Maintenance & Operations School Operations Division of Risk Management and Insurance Services (DRMIS) Accident Prevention/Loss Control Preparation of periodic comprehensive reports presenting a broad spectrum of safety, industrial hygiene, and environmental compliance data that are grouped by distinct District entities. Division of Risk Management and Insurance Services (DRMIS) School Operations OEHS provides various aspects of training for the Facilities Services Division s Maintenance and Operations (M&O) Branch. Training pertains to Occupational and Safety-related statutes and requirements. Maintenance & Operations WLAN Modernization Safety and Environmental Oversight Environmental Support for Common Core Technology Program (device acquisition) Incident Reporting and Emergency Response Occupancy Inspection and Design Specifications for New Schools and Major Modernization Projects to be developed via Measure Q. Information Technology Division (ITD) Facilities Services Division (FSD) Information Technology Division (ITD) Facilities Services Division (FSD) Procurement Division, Office of the Superintendent School Operations School Police FSD Maintenance and Operations Branch Facilities Services Division (FSD) Asset Management Project Execution Team Implementation of School Safety Valet Program School Police Page 18 of 40

19 Management of the District s Underground Fuel Storage Tank (UST) Program Enhance compliance with statutory requirements while striving to eliminate subsurface environmental impacts. Transportation Division Bus Garages Maintenance & Operations Branch Individual school sites Environmental Inspections conducted at District Bus Garages Enhance compliance with statutory requirements. Transportation Division Safe Food Inspection Program - Under the current provisions of Section 111 of the Federal Child Nutrition and Women, Infants and Children Program Reauthorization Act, each school that participates in the National School Lunch or Breakfast Program is required to receive two food safety inspections per school year. Inspections are conducted by the Los Angeles County Department of Public Health, and managed by OEHS and the Food Services Division. Food Services Division Construction Safety Support Provide safety inspections as needed to New School and School Modernization Programs. CEQA and Site Assessment for construction projects Facilities Services Division Project Execution Group Maintenance & Operations Information Technology Division Facilities Services Division Effectiveness of Division-to-Division Communications Staff Responsiveness Standards have been developed to ensure that adequate communication occurs when assisting schools and other District sites with health and safety issues. All possible communication vehicles are used when coordinating activities with other divisions in the identification, assessment and mitigation of conditions that may affect the health and safety of students and staff (e.g., Website, , radio, cellular/landline phone, etc.). Additionally, regularly scheduled meetings occur with divisions with which regular business occurs (i.e., Maintenance and Operations, Project Execution, Risk Management, Food Services, etc.). During FY , OEHS also drafted a Communications and Marketing Plan in an effort to enhance the external visibility of the organization. Integration/Communication Issues Targeted reporting of workers compensation data Agree upon terminology used in incident reporting Planned Resolution Reinstate monthly meetings Reinstate monthly meetings Page 19 of 40

20 Office of Environmental Health and Safety Part 3 Alignment to Major LAUSD Strategies DISTRICT STRATEGY: BUDGETING FOR STUDENT ACHIEVEMENT FY General Fund (Restricted & FY All Other Fund Budgets Unrestricted) Budgets OBJECT CATEGORY OBJECT CATEGORY Salaries $1,307,990 Salaries $2,258,753 Benefits $690,544 Benefits $1,109,279 Overtime $12,137 Overtime $154 Z Time $10,983 Z Time $26,960 Services $10,485,978 Services $567,309 Supplies and Equipment $307,412 Supplies and Equipment $14,754 TOTAL $12,815,044 TOTAL $3,977,209 GRAND TOTAL: $16,792,253 Other than salaries/benefits, what are some of the other significant expenditures from the Division s budget (include $ amount, whether one-time or ongoing, etc.)? District-wide Waste Management $8,400,000/yr. Contract value per year, through 12/31/16 Site Assessment, Remediation Services, and Environmental Monitoring: $2,532,978 Ongoing Hazardous Materials Management $686,629 Ongoing Medical Surveillance $374,493 Ongoing OEHS Expenditures by Fund Type $929, Bond Fund General Fund $10,899, Page 20 of 40

21 OEHS Category Budgets by Fund $12,000,000 $10,000,000 $8,000,000 $6,000,000 All Other Funds General Fund $4,000,000 $2,000,000 $0 Salaries Benefits Supplies Services *Note: Majority of General Fund Budget is management of $8.4M waste management contract. DISTRICT STRATEGY: USING DATA TO DRIVE STANDARDS-BASED INSTRUCTION OEHS Mechanisms used to capture and analyze data OEHS captures data mainly through Adobe forms or.asp web forms on the OEHS Website or LAUSD.net. Data are also gathered from other offices and contractors such as Sedgwick (workers compensation claims data), BTS Payroll, and Maintenance and Operations. Data are analyzed primarily in Microsoft Access; Microsoft Excel is often used when charts and graphs are needed to present data. OEHS Key reports used to make strategic decisions The following reports are provided to executive staff for strategic decision-making: OEHS Scorecard (Worker s Compensation data) - Quarterly and Annual Reports OSHA Target Locations Reports - Annual Report OEHS Management System CAN Report Annual Report, as needed Safe School Inspection Program Burn Rate Report Customer Survey Score and Comments Report OEHS Quarterly Performance Scorecard submitted to ESC Administrators of Operations, and the Assistant Superintendent of School Operations Discloses compliance with mandated District and regulatory statutes, and performance to established goals. Semiannual Safe School Inspection Scorecard Report Page 21 of 40

22 OSHA 300 Log Reports Annual, to School Sites Lead in the Drinking Water Flushing Certification Exception Report Monthly & Quarterly Safe Food Inspection Program Quarterly and Annual Reports Monthly Workload Units Report OEHS Monthly Budget Summary Report P-Card Transaction Monthly Report CAN Closure Rate and Lag Time Report COLIN Monthly Audit Report EOC Operability Rate Report (All Up) Director s Monthly Rubbish Report Hazardous Waste Pick-up Monthly Status Report California Environmental Quality Act (CEQA) Projects Monthly Status Report istar Reports Data accuracy OEHS has controls in place to ensure that data received are as accurate as possible. The only improvement in this area would be to integrate claims data received from Sedgwick into the online Injury/Accident Investigation form so that accidents can be more accurately tied to claims. Data needs Data that are gathered, analyzed and presented by OEHS currently reside on more than a dozen databases, some of which are more than 10 years old. Ongoing issues are currently experienced regarding the operability of these databases, and require near-constant attention by external technical staff (ITD) to maintain their operability. Significant capital investment will be required during the next five years to migrate the various stand-alone OEHS databases to a unified, web-based system. DISTRICT STRATEGY: CREATING AND SUPPORTING QUALITY SCHOOLS OEHS supports school sites with a multidisciplinary approach focusing on: 1. Safety and Industrial Hygiene: OEHS provides support related to occupational safety and health regulatory program compliance, loss control, accident management, workers compensation cost reduction, industrial hygiene, liability loss control, ergonomic support, safety and industrial hygiene training, traffic/pedestrian safety, asbestos compliance oversight, chemical product evaluation, regulatory agency support and citation management, and equipment approval. In addition, OEHS staff works on District-wide design standards and policies, conducts comprehensive analyses of all major Facilities projects, and approves occupancy for new construction and significant site modifications and modernization projects. Safe School Inspection Program: OEHS staff conducts Routine Safe School Inspections at all school sites. This comprehensive inspection evaluates the extent to which school conditions and operating practices are in compliance with regulatory standards and District policies. A Corrective Action Notice is provided to each school indicating actions necessary to achieve compliance. Schools are also given a Health and Safety Compliance Scorecard, which includes a rating of Good, Fair, or Poor based on the findings of the inspection. The goal is to conduct these inspections annually. Due to reductions in force over the past several years, the frequency of these inspections decreased to approximately once every 2.6 years; near the close of the current fiscal year (FY ); such inspections now occur at an improved rate of slightly less Page 22 of 40

23 than once every two years. All SSIP inspection-related documentation are available for staff and parents on the OEHS website. New School or Building Addition Inspections: OEHS staff conducts periodic inspections during the construction of new schools and buildings (to include modernization projects) to identify potential safety hazards using the Essential Safety Checklist and Approval Form. OEHS also coordinates with the principals, inspectors, contractors, and project management staff to ensure that all concerns are appropriately addressed. OEHS approves occupancy only when these essential safety requirements have been met. Other Inspections and Audits: In addition to routine inspections, OEHS conducts inspections associated with complaints, incidents (emergency response), construction activity, proposed leased and permitted sites, accidents and injuries, high workers compensation claims rates, ergonomic issues, playground equipment installation, traffic safety requests, asbestos-related activities, citations and complaints by such regulatory agencies as the California Occupational Safety and Health Administration (Cal/OSHA), California Environmental Protection Agency (Cal/EPA), South Coast Air Quality Management District (SCAQMD), local fire authority and Los Angeles County Public Health Department (i.e. Safe Food Inspection Program). Regulatory Compliance: OEHS reviews regulatory requirements and develops programs to ensure District compliance with applicable standards (e.g. Forklift Safety, Hazard Communication, Injury and Illness Prevention, Fall Protection, Respiratory Protection, etc.). OEHS provides assistance to schools in the implementation of these programs. OEHS estimates that over 30 significant Cal/OSHA required programs apply to District operations. OEHS manages Cal/OSHA site inspections, coordination of citation/hazard abatement with schools and Facilities Services Division, appeals, legal hearings, and reimbursement of monies paid as a result of citations. Training: OEHS develops and conducts trainings for regulatory required/mandated programs (i.e., Cal/OSHA, Cal/EPA, etc.) and other safety-related topics. OEHS staff provides training materials to school sites for Injury and Illness Prevention, Hazard Communication, Bloodborne Pathogens, Chemical Hygiene, and Emergency Preparedness in addition to topics, as requested. OEHS also manages the District s Chemical Safety Coordinator (CSC) program, where OEHS staff trains CSCs two times a year in chemical safety in an effort to ensure that chemical inventories are safely maintained at school sites. In an effort to better equip ESC and site staff with safety and loss control strategies, OEHS is in the process of developing a series of modules, deemed the OEHS Academy Program, to provide specific training programs for division/site representatives. Industrial Hygiene: OEHS Industrial Hygiene staff monitors and oversees situations that involve outdoor air quality (as a result of air pollutants), indoor air quality (as a result of mold, fire, water damage, sewage spills, etc.), indoor environment (such as noise pollution), environmental hazards (such as monitoring of methane levels and clean up of mercury spills), and lead in drinking water. OEHS evaluates all chemical products prior to authorizing purchase or use at District sites. OEHS staff also works with the Facilities Services Division to provide independent and impartial oversight of District asbestos and lead abatement activity. In addition, OEHS staff conducts comprehensive ergonomic assessments of work stations and new/modified equipment, and provides technical analyses and consultation to minimize workplace injuries. Accident Management (employees, students, and visitors): OEHS staff manages the District s accident management program, including the development of accident investigation tools (online forms, investigation procedures, etc.), training of staff, completion of Cal/OSHA logs, dissemination of accident-related data, development of specific programs to reduce the frequency and severity of injuries (i.e. identification of locations with elevated claims rate) and Page 23 of 40

24 site specific consultation activity. OEHS staff conducts accident investigations for serious or fatal injuries and audits investigations conducted by schools. Loss Control: OEHS staff develops programs, procedures, and specific technical loss prevention solutions for sites. In the event of a complaint, regulatory citation, injury, lawsuit, or property loss, OEHS staff provides technical and consultative support to sites to abate and/or mitigate recognized hazards. Consultation and Technical Support: OEHS staff provides a wide variety of technical and consultative support, including construction safety support, consultation at construction job start meetings, school traffic/pedestrian safety studies and support, equipment reviews, playground safety reviews, occupancy approvals, fire and life safety surveys, lease facility reviews, review/analysis of activity on District property (e.g. fairs, carnivals, skateboard parks, etc.) and support for corrective action notices (CANs) for liability issues or other hazards that may be present at District sites. OEHS also offers expertise and a full range of services to charter schools. 2. Environmental Programs: OEHS provides support related to California Environmental Quality Act compliance, new construction site assessment and remediation, the development and maintenance of site environmental surveillance systems (i.e. methane systems), hazardous/universal waste management, solid waste management, recycling programs, District environmental design standards, storm water compliance, auditing and program compliance, permitting, coordination between environmental regulatory agencies, environmental training programs, and the development and implementation of District-wide environmental compliance and sustainability programs. California Environmental Quality Act (CEQA): OEHS staff oversees and coordinates District-wide activities related to the requirements of CEQA in order to effectively disclose potential impacts related to project development at District sites. OEHS staff works with contractors, Facilities Services Division, and District staff to coordinate the required provisions of CEQA for new school sites and existing school site modifications, which involves the development of appropriate CEQA documents up to and including Environmental Impact Reports. The Director of OEHS serves as the CEQA Officer for the District. Site Assessment and Remediation: OEHS staff works with the Department of Toxic Substances Control (DTSC) branch of CalEPA to ensure that schools are safe from the effects of underground contamination. Using its cadre of Master Services Agreement professional consultants, OEHS staff oversees this process by starting with the performance of Phase I Environmental Site Assessments and, depending on the results, may employ the development of Preliminary Environmental Assessments, Removal Action Plans, or Remedial Action Plans to bring about remediation of a site. In addition to new school sites, OEHS staff reviews and supports existing Facilities projects and monitors the ongoing land use surrounding more than 1,000 schools and other sites operated by the District. Inspection and Auditing: OEHS staff conducts periodic environmental audits of school sites, Maintenance and Operations locations, fleet maintenance and servicing locations and other District sites (e.g. Food Services locations, etc.). OEHS staff conducts environmental audits of new construction sites, focusing on storm water pollution and hazardous waste storage activities. Regulatory Compliance: OEHS reviews regulatory requirements and develops programs to ensure District compliance with applicable environmental standards and site permit requirements including those pertaining to underground fuel storage tanks. In addition, OEHS coordinates site business plan development activities and the submission of consolidated Page 24 of 40

25 contingency plans to the fire department. OEHS manages environmental site inspections, citation/hazard abatements, citation challenges, and legislative activity relating to District environmental compliance. Training: OEHS develops and conducts training for required/mandated environmental programs. In addition, OEHS staff provides training materials to school sites for solid waste and hazardous waste management, recycling programs, storm water pollution prevention, etc. Hazardous Waste Management: OEHS manages the District s Hazardous Waste Program, which involves waste stream analysis and classification, packaging waste, manifesting waste, transportation, storage, disposal, reporting, budgeting, and recordkeeping activity. OEHS manages the District s hazardous waste warehouse, waste yards, hazardous waste contractors, and conducts training and audits of District programs and procedures related to the management, storage, and disposal of hazardous waste. Solid Waste and Recycling of Non-Hazardous Waste: OEHS staff oversees the District-wide solid waste contract. Staff develops procedures and programs to facilitate the management of nonhazardous solid waste to meet District reduction and recycling goals, while also bringing about cost savings to the District s General Fund. OEHS staff works closely with the Facilities Services Division and sites to ensure that solid waste collection and recycling services are effectively provided by the vendor. District High Hazards Program: OEHS manages a current inventory of high-risk facilities, within 500 feet of schools, with the potential to adversely impact school sites by their operations. OEHS works with representatives from sites, local municipalities, County, State, other regulatory agencies, and neighboring facilities to abate/mitigate potential hazards to school sites. Underground Storage Tank (UST) Compliance Program: Management of the District s UST program was successfully transitioned from the District s Energy Unit to OEHS during December 2012 and January UST systems for dispensing gasoline and diesel fuels and storing waste oil are located at the Business Division, Gardena, and Sun Valley bus maintenance garages. Tasks completed to date include: completion of annual UST compliance testing and certification per regulatory requirements at the three bus garages in December 2012; completion of annual UST training for bus garage personnel in January 2013 concurrent with monthly Designated Operator (DO) inspections; and completion of an update of UST design and construction guidelines that ensures compliance with industry and regulatory requirements in February Emergency Management: OEHS manages the District s Emergency Operations Centers (EOCs), responds to District emergency response situations (e.g. hazardous materials, fires, chemical spills, sewer overflows, vandalism, etc.), provides emergency response training, coordinates the District emergency response equipment inventory, responds to catastrophic emergencies, work with local, State and Federal emergency management agencies, communicates with District executive management during large-scale emergencies, and conducts post-event analyses of District response activities. Management of District EOCs: OEHS staff manages four District EOCs, which includes keeping technology current/functional, developing and maintaining communications systems, and providing liaison support with City, County, State, and Federal agencies. District EOCs are maintained in a constant-ready mode for potential 24-7 operation. OEHS staff facilitates the distribution of emergency equipment (radios, hazmat equipment, mobile EOC, and critical District information) in a constant-ready state response to OEHS-Related Emergencies: OEHS staff maintains response equipment, contractors, and District resources for events that have a potentially adverse environmental or Page 25 of 40

26 safety impact to District sites and/or surrounding communities. In addition, OEHS provides 24-7 response to sites for incidents, events, complaints, and regulatory compliance concerns. Maintain Compliance with Emergency Management Requirements: OEHS staff works with School Operations and School Police to assure that required District emergency response/management processes are in place and functional. Specific examples of OEHS programs and/or activities that have been underway over the past months that directly (or indirectly) serve schools (be specific) OEHS provided exceptional support to the Superintendent s Office, Office of the Deputy Superintendent of Operations, Office of School Operations, FSD, COO and Board-related Requests. In addition, OEHS staff provided exceptional technical and emergency support to customer requests within the school network. The office maintained a 100% response rate for significant concerns and received no significant quality complaints during the reporting period. OEHS received praise at Board meetings, ribbon cuttings and in small group sessions by Board members and staff. OEHS was able to provide exceptional support to School Operations regarding emergency response support (both during school and after hours). Staff received zero quality complaints and received accolades from the Deputy Superintendent of Operations, Chief Facilities Executive, Assistant Superintendent of School Operations, Chief Counsel, Chief Risk Officer, Chief Strategy Officer, Administrator of Operations, Director of Project Execution and Director of Information Technology Division for prompt and professional response to numerous emergencies and technical interventions during the review period. Working in concert with the FSD Project Execution Group, the OEHS New School Inspection team successfully approved the occupancy of 28 new schools for the start of the 2012/13 school year in August As a result of this significant effort, all new school sites opened on time and five OEHS staff members received certificates of recognition from Facilities Services Division Senior Management for outstanding effort and support during the push to open the new schools. OEHS implemented elements of the Republic Services Waste Management Contract, which consisted of providing a District-wide approach to rubbish collection and recycling. A waste management hotline, which is operated by OEHS, was provided to all schools and District sites in order to manage service issues in a timely manner. Implementation of this contract resulted in a cost savings to the District of approximately $2.1 million for the fiscal year. Savings were primarily achieved via: 1) a Bin Service Reduction Program, whereby collection services were curtailed during periods of school shutdown; and 2) a Bin Optimization Program which, based on Cascadia audits performed during the Spring of 2012, strategically removed rubbish bins from school sites and replaced them with recycling bins (for which the District is not charged a service fee). Through aggressive and consistent contract monitoring activity OEHS staff assessed $162,050 in liquidated damages during FY for contract non-compliance events. In addition to the assessment of liquidated damages, OEHS successfully managed a number of contract compliance issues and coordinated an audit of the contract by the Office of the Inspector General. Page 26 of 40

27 Working with Food Services Division OEHS completed a three-year project related to the implementation of the District s Comprehensive Food Safety Inspection Program with the County Department of Public Health. Program involved the coordination and oversight of biannual food safety inspections at 700 schools a year. In addition OEHS published a Reference Guide on the Safe Food Inspection Program to provide information regarding the Office of Environmental Health and Safety and the Food Services Division s management of food safety inspections. OEHS worked with LAUSD s Maintenance and Operations (M&O) team and the Los Angeles City and County Fire Departments to develop a comprehensive approach to addressing concerns raised regarding mandatory site fire system certifications. As a result of the activity, we revised and published an updated Reference Guide on Fire Protection Systems. M&O and OEHS developed a program whereby issues concerning fire protection systems at school sites would be identified, and forwarded to stakeholders for resolution on a quarterly basis. Increased the District s Safety Valet participation by adding 105 school sites to the program. Working with Facilities Services Division and the Office of School Operations, OEHS managed the construction of the new Roybal Emergency Operations Center (EOC); developed the plan and implemented the build-out of the New Southern EOC (estimated operational date: August 2013). OEHS is responsible for operating the District EOC s and will be responsible to find funding sources for the necessary equipment to maintain the centers at an acceptable level of operability. Worked with School Operations to provide funding to develop and implement an enhancement to the District s online system for managing the site administrators annual reporting of mandatory certification requirements. From an OEHS perspective, this system is intended to enhance school-site compliance with important safety and health mandates. Developed and implemented a quality control program for the Safe School Inspection Program (SSIP) and introduced significant changes to the reporting of SSIP performance, including issuance of a biannual performance report. OEHS successfully implemented the FY Target Location Program where staff conducted targeted meetings at 40 District sites to assess and provide guidance in preventing worker injuries. The sites were selected based on previous fiscal-year data, which indicated that those facilities experienced higher numbers of safety-related challenges when compared with other District sites. OEHS has developed and embedded an OEHS Quality Assurance (QA) Team to provide safety and environmentally related support for both the ITD and FSD LAN Modernization Projects. OEHS secured funding and staffing for environmental, health and safety oversight on ITD LAN Modernization projects and ITD QA/QC project management. This phase of the work, which was implemented during Fall 2012, resulted in an increase of OEHS staff by one new Supervisor and two Safety Officers. The success of OEHS role in the ITD LAN Modernization projects led to an expansion of similar services to be provided to FSD s Project Execution Team, who will be performing similar activities at school sites during FYs and The expanded effort, which was Page 27 of 40