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Safety and Compliance Training

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Nick Van Zant

on 17 January 2017

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Transcript of Safety and Compliance Training

Safety and Compliance Training
- Pesticide Regulations
- Hazardous Spill Cleanup
- Hazardous Materials Storage
- Black Box (O-Doom)
EPA - Environmental Protection Agency
Regulatory Agencies
-Vehicle Maintenance
- Driver Logs (DDL)
- Shipping Paperwork
- Driver Qualification Files (DQF)
- Container Closing Procedures
- Injury and Illness Prevention Program (IIPP)
- Day 20 Safety Trainers
- Safety Meetings
- Worker's Compensation
DOT - Department of Transportation
OSHA - Occupational Safety and Health Assoc.
Hazardous Materials Handling
Breaks and Lunches are not optional !!!
Local Example
Driver's Daily Logs (DDL)
Non-Local Example
Local Exemption
- Must be updated at all breaks and lunches at minimum
- Must meet all four criteria to be considered "Local"
- Shift must be less than 12 hours (11:45 and
- Less than 100 air miles from the shop
- Must begin and end at the terminal
- Entire day is spent servicing one city or area

Pre-Trip Inspections
- A short pre-trip inspection should be completed before the driver leaves for the day. Any issues are be noted on the DDL. Issues fixed immediately (i.e. bulbs) should still be noted and copies of the DDL placed in the vehicle file
- Additional items found throughout the day are to be added as they are discovered
- A copy of the DDL with the discrepancy is to be kept in the vehicle in the Driver's Book until the issue is repaired, at which time the copy goes into the vehicle file along with a copy of the repair invoice

DDL Example #1
6:30am - 7:00am - At shop for meeting, pre-trip inspection, and verifying load sheet
7:00am - 7:30am - Driving to Fremont, CA
7:30am - 12:00pm - Service and Deliveries in Fremont, CA
12:00pm - 1:30pm - Driving to Monterey, CA
1:30pm - 2:00pm - Service Call
2:00pm - 3:15pm - Driving back to shop
3:15pm - 4:00pm - End of day paperwork and load truck

DDL Example #2
6:00am - 6:30am - At shop for meeting, pre-trip inspection, and verifying load sheet
6:30am - 7:00am - Driving to Los Angeles, CA
7:00am - 5:15pm - Service and Deliveries in Los Angeles, CA
5:15pm - 5:45pm - Driving back to shop
5:45pm - 6:15pm - End of day paperwork and load truck

Manager Responsibilities
- Managers are required to check DDLs daily to ensure accuracy and to see that they are filled out completely.
- When completing an in-field inspection, managers should ensure that DDLs have been updated through the most recent break or lunch at a minimum. Managers can set more stringent requirements for updating DDLs
- All noted issues most be handled in a timely manner. A corrective action should be noted as soon as a problem is found

Load Sheets and the DOT
- 1001 pounds and above of hazardous materials
- Placards should be removed or turned over once load is under 900 pounds
- All four sides of the vehicle need to be placarded
- Make sure to check during pre-trip inspections that placards are safely buckled in their correct position, whether blank or displaying the placard
Placarding Requirements
DOT Load Sheet
DOT Load Sheet
- Also referred to as manifests or shipping paperwork
- Required for every vehicle, regardless of size
- All products are listed separately based on packaging
- 1-Gallon containers and corrosive Ultra products (Ultra D-Grease Supreme) are inventoried in case lots. Only the 1-Gallon case lots can be broken and sold as individual products
- All other products, Mach, 2.5 and 5-Gallon containers, are listed as individual containers and sold as such on invoices
It is the driver's responsibility to ensure accuracy
not only before leaving but while delivering and servicing throughout the day
- All loads over 1001 pounds must be approved by a manager, with some branches requiring approval over lower amounts.
- Anyone with a load sheet must understand the Materials of Trade Exemption

Auto-Chlor MOT Practices

- One-gallon containers of Auto-Chlor products carried as MOT on a regulated vehicle will be listed on a load sheet. For load sheet purposes partially full gallons of Auto-Chlor products are treated as full containers (excludes spray bottles).
- Chemicals drawn from your vehicle inventory and used as MOT during the course of the day must be documented. Do so by entering an appropriate service comment on the customer invoice, for example: “Used .25 gallon Scale Kleen to descale dishwasher”.
- Auto-Chlor products carried as MOT on a non-regulated vehicle do not need to be listed on a load sheet as long as the maximum quantities (discussed in part IV) are not exceeded. In other words, if carefully managed, all products carried on a non-regulated vehicle can be treated as MOT, eliminating the need for a load sheet.
- Each Auto-Chlor vehicle may carry one ‘tote’ designated for transporting MOT. The designated MOT ‘tote’ should be marked with indelible marker: “Materials of Trade (MOT)” and placed in a convenient location of your vehicle cargo area and secured against movement.
- Spray bottles containing Auto-Chlor products intended for use as MOT will be tightly closed, properly labeled, and placed within the MOT designated tote, or in a compartment of a tool tote or tool bag that is itself secured against movement. Spray bottles do not need to be entered on load sheets.
- Alternately, your branch or region may determine that MOT will be treated in the same fashion as non-MOT cargo and subject to standard rules and regulations. For example; you may determine that Scale Kleen used as MOT will be carried in Scale Kleen labeled ‘totes’ rather than a MOT tote, and subject to the provisions of the SP-6614.

Up to $10,000 Fines!!
Who Pays??
You Do!!
Name That Violation!!
Government Inspections
In the event your are inspected by CHP or other authority you should:

- Cooperate fully and provide all information requested.
- Do not volunteer any information. Reply to their
questions respectfully and do not elaborate unless asked
- Give them the driver’s book and point out load sheet.
- Open up the truck if asked and allow them to inspect.
- Answer all questions to the best of your ability. "I don't
know, let me find out" is a perfectly acceptable answer.
- Use reference materials (i.e. spill clean up sheet, MOT trainer)
- Call your manager and notify corporate as soon as possible
- Ensure any issues found are resolved as soon as you return to the branch.
- Make sure the original copy is sent to corporate for logging.
Transporting more than 1001lbs of hazardous materials
a valid commercial driver’s license with hazmat endorsement is against company policy. This can also lead to disciplinary action. Drivers can be held personally responsible for any fines imposed by Highway Patrol, DOT, or other enforcement agencies.
HazMat Endorsement
DOT Record Keeping
- DOT Load Sheets and Driver Daily Logs are kept together in the branch for two years and one period.

- Vehicle files are created for every vehicle once acquired, regardless of size or purpose, i.e. Sprinter, Camry, Tundra, etc. All records or maintenance are kept for the life of the vehicle.

- Records of issues noted on a DDL with repairs are also kept in the vehicle files. During the event of a DOT inspection at a branch, these provide them with proof that our required pre-trip inspections are being done.

- Driver Qualification Files (DQF) are created for every employee that drives a route/install vehicle. Managers can determine whether salespeople and shop/rebuild employees need one as well. All training records, whether related to DOT or otherwise, are kept throughout employment and for 5 years beyond. If no DQF is created, these are to be kept in a personnel or training file.
In-Field Truck Inspections
- Scan a copy to corporate and place the original
into the driver's DQF.
- Depending on the size of the branch, either 8, 4, or 1 of
these are to be turned in every period.
This is our primary form of ongoing training.
These are
used to keep us out of trouble in the event we are
stopped by the DOT.
- Do not view these as "getting you in trouble". They
are to be viewed as "keeping you out of trouble".

Long Form Truck Inspections
- Scan a copy to corporate and place the original
into the vehicle file.
- Depending on the size of the branch, either 1 or 2 of
these are to be turned in every period.

This form is a complete audit of the truck. This is
completed to ensure that all safety needs for the
vehicle are at hand, as well as updated copies of
exemptions and licenses. All SDS sheets should be
on hand for any chemical you may carry.
- The Driver's Book is YOUR responsibility to keep
updated. That includes licenses, SDS, and
exemptions. The truck is also your responsibility to
maintain. If you have not completed one of these on
your truck, volunteer for one this period!!
Load the truck for only the days route and emergencies.
- Overloading your truck causes:
- Reduced fuel economy
- Increased scrutiny by law enforcement officials
- Increased wear and tear on the vehicle
- All products, tools and parts need to be secured properly. This
includes hand trucks, garbage cans, parts boxes, etc.
- The entire vehicle should be locked when not actively loading or
Transporting HazMat
- The SP-6614 exemption allows us to carry 1-gallon
containers of hazmat in totes.
- An updated copy of the exemption must be carried on every
vehicle transporting hazmat in totes (Driver's Book).
- Totes must be in whole and sound condition (No cracks)
- Totes must be secured against movement.
- Totes must be labeled with specific product label.
SP-6614 Exemption
The following items need to be on your truck at all times:
- Complete spill kit
- 2 fire extinguishers, one in the cab and one in the bed/rear
- 3 Warning Triangles. Correct placement is 10', 100', and 200'
- Emergency Response Guidebook. Should be dated within 5 years
- Accident Package
- Auto Accident Investigation Form
- Employee Injury Investigation Form
- Other Incident Investigation Form
- Federal & Forensic Drug Test forms
- Disposable Camera (Use of cell phone camera is ok)
- Guide to Drug Test Form (Federal form is used only in rare instances)
Safety Materials
Driver Records
Vehicle Files
The following are some of the items kept for the life of your employment and for 5 years beyond:
- New Hire IIPP Trainers (Yellow Binder)
- HazCom Renewals
- DOT Primers and yearly renewals
- Driver Skills Assessments
- In-Field Inspections
- Day 20 Safety and Security Trainers
- Forklift Certification
- Driver's License and Med Cert copies
- Drug Test results
The following are some of the items kept for the life of your vehicles:
- Bit Inspections (CA Only)
- DOT Inspections (Outside of CA)
- Pre Trip Inspection Issue Resolutions
- Service Records
- Long Form Vehicle Inspections
- Fleet Maintenance Program emails with repair invoices attached
Ensure mileage and date are on the Invoice
Invoice should have the correct license plate info
- The driver’s book holds all licenses, Hazmat information and SDS for
all chemicals on the vehicle. The full list is available on the portal.
- Licenses, exemptions, insurance cards and medical cards expire and
must be updated regularly.
- Driver’s books should be reviewed and updated each period. This can
also be accomplished during a long form inspection as noted earlier.
- It is the driver’s responsibility to ensure their driver’s book is
complete and up to date.
- Items in the Driver's Book include:
- Proof of Insurance - Vehicle Registration
- Blank DOT load sheet - SDS for all products
- Blank DDL - HazMat Transportation License
- Hazardous Materials Certificate Registration
- DOT SP-6614 exemption w/ SP-14994 extension to the
- Branch Emergency Notification phone numbers

Driver's Book
The following items are monitored by our Vehicle Maintenance Program:

- Vehicle Upkeep/Maintenance
- Vehicle Licensing
- Employee Licensing
- Driver Certifications
- Forklift Maintenance
- Forklift Certification
- I.B.C. Certification

All of these items are time sensitive!! They need to be taken care of as soon as they appear on the list!!
Vehicle Maintenance Program
Foam Surround Safety Glasses are the most basic form of protection for Auto-Chlor System. These are mandatory whenever there is a possibility you will come into contact with chemicals.
For those who wear prescription glasses, we have set up a program to get a free pair as long as you have a valid prescription (within 6 months). The only other option would be an "Over-the-Glasses" style of foam surround glasses.
PPE Requirements for pouring non-corrosive chemicals
PPE Requirements for pouring corrosive chemicals
Non-slip shoes are required at all times
and for all job positions!!
Safety Inspections
Branch Managers conduct safety walks every period.
Separate and more thorough Quarterly Inspections are conducted Regional Management and the Safety and Compliance Manager will conduct one per branch every year at a minimum.
Day 20 Safety Meetings are the best way to keep training up to date for our employees. With constantly changing regulations, we have to make sure you all have the newest information available to you. It is important that you not only learn the content of our trainers but
the content is important to you. These are designed to keep us all safe. If you feel you can improve or add to your meetings, speak to your manager about how.
Top 10 OSHA Violations for 2012-13
Questions? Issues? Problems?
Anything else that needs to be clarified?

Home Terminal is Santa Clara, CA
Home Terminal is Los Angeles, CA
Full transcript