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HomeMy WebLinkAboutNS ORD-1997-015 Personnel Ordinance Revision - Work place Violence Prevention ® - 9 57 o il- Orange County Board of Commissioners Action Agenda Item Abstract Meeting Date: June 30, 1997 Action Agenda Item No. 9- Subject: Personnel Ordinance Revision -Workplace Violence Prevention Department: Personnel Public Hearing: Yes No X Budget Amendment Needed: Yes No X Attachment(s): Information Contact: Draft Revision to the Orange County Eleanor Green, Personnel Analyst Personnel Ordinance Extension 2556 Telephone Number: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 Purpose: To consider the addition of a Workplace Violence Prevention policy to the Orange County Personnel Ordinance. Background: The Personnel Department is working closely with Risk Management Director Pam Jones and members of the County's Risk Management Team to address employee safety concerns. One of the top employee concerns identified is the increasing incidence of workplace violence. To respond to employee concerns about workplace violence, the Risk Management Team and the Personnel Department are launching a Workplace Violence Prevention initiative. This initiative includes development and communication of policies and procedures, as well as training for employees on workplace violence prevention and incident reporting. The draft new section of the Personnel Ordinance setting out the Workplace Violence Prevention policy (attached) supports this initiative and addresses the following issues related to Workplace Violence: 2 • Expresses concern for the security and safety of all Orange County employees and citizens. • Delineates specific responsibilities for the employee, department head or supervisor, Personnel Department and Risk Management Director in managing and reporting workplace violence. • Provides for reporting and assessment of workplace violence incidents. In the Board of Commissioners' discussion of the draft Workplace Violence policy at the May 21 Board meeting, a concern was expressed that the policy provide for appropriate safeguards in the situation where an employee might be accused falsely of workplace violence. To this end, the draft policy has been restructured to provide two separate tracks for reporting an incident of workplace violence: • For an incident in which a non-employee is the alleged perpetrator, reporting would be from the department head or supervisor to the Risk Management Director and Violence Assessment Team, as provided in the earlier draft policy. • For an incident in which an employee is the alleged perpetrator, reporting would be from the department head or supervisor to the Employee Relations Officer or Personnel Director in the Personnel Department. In follow up and investigation of any workplace violence incident involving an employee as the perpetrator, Personnel would assure appropriate confidentiality in the handling of any such report, including conformance with State requirements as to the confidentiality of personnel records. In any action being taken, Personnel also would assure such action is in conformance with Personnel Ordinance requirements, including those providing for due process in any disciplinary situation. Workplace Violence Prevention awareness training for employees whose jobs are designated as "high risk" began in May. As previously discussed, the"high risk" employees are those employees whose jobs require work in community and home settings away from the Orange County offices (social workers, public health nurses, inspectors, for example). Training will be offered to other employees as requested. 3 After adoption of the Workplace Violence Prevention policy, all employees will receive information on the policy and on the guidelines for managing and reporting workplace violence. As previously discussed, the workplace violence initiative also includes providing safety information to volunteers. Safety awareness materials have been included in the orientation materials for all Orange County Board and Commission volunteers. In addition, written safety materials will be available to department staff working with volunteers who are not members of boards or commissions. In addition to training, the workplace violence prevention initiative will include looking at existing facilities and work practices and making recommendations for any necessary changes in these areas. Recommendation: The Manager recommends the Board approve amending the Orange County Personnel Ordinance to add the attached Workplace Violence Prevention Policy. f:\pens\eleanor\wkviolen\wviolabs.doc June 9, 1997 Attachment -Draft- Orange County Personnel Ordinance Article III, New Section 9.0 9.0 WORKPLACE VIOLENC'_E.PREVENTION 9.1 P=ose Orange County is concerned for the security and safety of its employees and citizens. It is the responsibility of each employee to contribute to the safety of the work environment. No Orange County employee may engage in workplace violence or activities which may provoke workplace violence. Each employee shall report workplace violence and handle conflicts according to established guidelines. To facilitate workplace safety and violence prevention,the County has established this Workplace Violence Prevention policy. In addition,the County provides employees with guidelines to follow when responding to workplace violence and training to educate employees in ways to prevent workplace violence. 9.2 Coveraa This policy applies to all Orange County employees both permanent and temporary. 9.3 Re=nsibilities 9.3.1 Employer, Each employee is responsible for: • Following established guidelines for workplace violence prevention • Reporting any knowledge of a current or potential incident of Arkplace violence to his or her supervisor. 9.3.2 Department HeadlSu,.- rvisor Each department head and supervisor is responsible for: • Following the guidelines for workplace violence prevention. • Reporting any knowledge of a current or potential incident of workplace violence involving: * A non-employee as the perpetrator to the Risk Management Director as instructed by the reporting procedures, including completion of the Workplace Violence Reporting form,or * An employee as the perpetrator to the Employee Relations Officer or Personnel Director in the Personnel Department. • Communicating the Workplace Violence Prevention Policy and Workplace Violence Prevention guidelines to employees. 9.3.3 Risk Management Director(Purchasing and Central Services Director) The Risk Management Director is responsible for: • Establishing and maintaining the workplace violence prevention policy and guidelines. • Reviewing and facilitating the evaluation of all incident reports of workplace violence. • Coordinating the Violence Assessment Team to review and respond to any incidents as necessary. • Initiating any necessary changes to enhance workplace safety and communicating the planned changes to involved employees. 9.3.4 Personnel Department The Personnel Department is responsible for: • Planning and coordinating training for department heads, supervisors and employees in building understanding of what workplace violence is and how to recognize and respond to a potentially violent or threatening incident. • Communicating to employees and supervisors the County's policies and guidelines relating to workplace violence prevention. • Investigating any report of workplace violence involving an employee as the perpetrator and treating such report with appropriate confidentiality. 9.3.5 Violence Assessment Team The Violence Assessment Team is appointed by the Risk Management Director and is responsible for: • Assessing the vulnerability to workplace violence and making recommendations on preventive actions. • Reviewing and responding to any workplace violence incidents as necessary. 9.4 Definitions Workplace Violence includes, but is not limited to,verbal abuse, harassment, intimidation,threats,physical attack,carrying or possession of a prohibited weapon, or inflicting property damage as a result of an intentional act. Harassment/Indmidation includes,but is not limited to, stalking or engaging in actions intended to frighten or coerce. Threat is an expression or action showing intent to inflict harm. This includes the giving of signs or warnings of violence. An expression constitutes a threat without regard to whether the party communicating the threat has the present ability to carry it out and without regard to the overt or subtle nature of the expression. Physical Attack is unwanted or hostile physical contact such as hitting, fighting, pushing, shoving or throwing objects at a person. Prohibited Weapons-A firearm; an explosive,corrosive, inflammable or radioactive substance or any instrumentality of mass death and destruction; a knife(other than a pocket knife with a blade not exceeding four inches long which provides for its point and cutting edge to be entirely enclosed by its handle and which may not be opened by any throwing,explosive or spring action)not furnished or approved by the employee's department for the accomplishment of the job; and any other object used or which reasonably could be used to cause bodily harm. A small container of tear gas,pepper spray, or mace used or intended to be used for personal defense is not a prohibited weapon for the purposes of this policy. 8. ITEMS FOR DECISION -CONSENT AGENDA A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to approve the Consent Agenda as stated below: A. APPOINTMENTS The following appointments were approved: Personnel Advisory Board Barbara Delon, new appointment for a term ending June 30, 2000. Workplace Development Board Marti Pryor-Cook, reappointed for a term ending June 30, 2000 Jake Rijdes, reappointed for a term ending June 30, 2000 Advisory Board on Aging Mary Bacon, reappointed for a term ending June 30, 2000 Commission for Women Deborah Van Dyken, reappointed for a term ending June 30, 2000 Human Relations Commission Mary D. Rogers, unexpired term ending December 31, 1998 Human Services Transportation Board Linda Oldham, new appointment for an unspecified term Nursing Home Community Advisory Committee Rebecca H. Bradley, reappointed for a term ending June 30, 2000 Brian Schulten, reappointed for a term ending June 30, 2000 B. MINUTES The County Commissioners approved the minutes as presented for June 3, 1997. C. PUBLIC SCHOOL BUILDING FUND APPLICATION The Board approved and authorized the Chair to sign two applications to the State to draw down Public School Building Capital Fund appropriations for school capital projects. D. RENEWAL OF EMS TRANSPORTATION AGREEMENT WITH SOUTH ORANGE RESCUE SQUAD This item was moved to the end of the Consent Agenda for separate consideration. E. PERSONNEL ORDINANCE REVISION -WORKPLACE VIOLENCE PREVENTION The Board approved amending the Orange County Personnel Ordinance to add a policy on Workplace Violence. F. EMPLOYEE ASSISTANCE PROGRAM CONTRACT RENEWAL The Board approved and authorized the Chair to sign the continuation contract with Human Affairs International for the period July 1, 1997 through June 30, 1998. G. WRITING AND PRESENTATION TRAINING AGREEMENT The Board approved and authorized the Chair to sign a contract with Dr. Catherine Smith for training in improving the quality of written materials and oral information provided to elected officials and citizens. H. CONTRACT RENEWAL -JAIL MEDICAL SERVICES