https://sleepyhollow.localarchives.org/files/original/681c7b5aed8aae661889fad53b913fae.pdf 5c1a20d01399180f0514efce7609ced7 PDF Text Text su? Minutes of the Board of Trustees Village of Sleepy Hollow A work session of the Board of Trustees of the Village of Sleepy Hollow was held on Tuesday, November 6th, 2007 starting at 7:00 P.M. in the boardroom at Village Hall, 28 Beekman Avenue, Sleepy Hollow, New York. Present: I Mayor Philip E. Zegarelli Deputy Mayor Mario DiFelice Sandra Morales Andy Murray Ken Wray Kay Gi ala Trustees Also Present: Dwight H. Douglas, Village Administrator Diane Jacobson, Village Treasurer Sean McCarthy, Building Inspector Mayor Zegarelli called the meeting to order at 7:00 p.m. At 7:25 p.m. the Mayor called the Board into special session. On a motion of Trustee Murray seconded by Trustee Grala and subject to the review, and approval of the Mayor, the subject department heads, the trustee subcommittee chairs and the Village Treasurer the warrant of November 6th, 2007 and any vouchers as consolidated in said warrant were unanimously approved. Two items in the subject warrant - payments to the MTA and Women's Training - were held over for additional review. I The attached resolutions were acted upon as shown. At 7:50 p.m. on a motion of Trustee DiFelice, seconded by Trustee Murray and carried unanimously the special meeting was adjourned. Respectfully submitted, DwightrHL Douglas, Village Administrator I O^ �\CA Meeting Date: Resolution #: 11/06/07 11/205/07 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Establishes Special Session to Review Draft Special Permit Conditions for the Lighthouse Landing Project BE IT RESOLVED that the Mayor and Board of Trustees herein establishes a Special Session on Tuesday, November 13, 2007, at 7:00 p.m. to continue the review of the Draft Special Permit Conditions for the Lighthouse Landing project. No formal action on the Special Permit is anticipated for this meeting. Moved: Trustee DiFelice Seconded: Trustee Murray Vote: Unanimous �S^D Meeting Date: Resolution #: 11/06/07 11/206/07 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Confirming the December Meeting Schedule I NOW, THEREFORE, BE IT RESOLVED that the Mayor and Board of Trustees herein establish the following schedule of meetings for December: December 4 Work Session at 7 p.m. December 11 Regular Board Meeting at 8 p.m. preceded by Work Session a t 7 p.m. December 18 Day of Remembrance commencing at 7 p.m. with a potential Special Session of the Board to follow if necessary and subject to due notice. There will be no meeting on December 25, 2007 or on January 1, 2008. Moved: Trustee Murray I I Seconded: Trustee Grala Vote: Unanimous �Meeting Date: Resolution #: 11/06/07 11/207/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Adopting Public Speaking Guidelines WHEREAS, the Mayor and Board of Trustees are desirous to permit, obtain and foster the fullest possible public comment on matters of concern in the Village; and WHEREAS, in order to enable people to speak freely in a timely fashion within the time period set aside for public discussion and comment, it is deemed prudent by the Mayor and Board of Trustees to establish certain policies and procedures; and WHEREAS, on occasion the public may have gone beyond what is commonly considered appropriate and prudent comment designed to inform the Mayor and Board of Trustees to govern effectively; and WHEREAS, it is the Board's policy to ensure reasonable conduct and behavior is demonstrated at the Village's Board Meetings; and WHEREAS, the Mayor and Board of Trustees have reviewed and prepared the draft Public Speaking Guidelines policy attached hereto and wish to adopt same and that these guidelines shall be incorporated into the Village's by-laws to be reviewed and re-adopted as necessary at the annual re-organizational meeting. NOW, THEREFORE, BE I T RESOLVED that the attached Public Speaking Guidelines policy is herein adopted; and BE IT FURTHER RESOLVED that as noted in said policy, the Mayor and Board of Trustees reserve the right to make necessary amendments to this policy to ensure the public at large with the fullest opportunity to voice their opinions. Moved: Trustee Grala Seconded: Trustee Morales Vote: Unanimous �It is the official policy of the Sleepy Hollow Village Mayor and Board of Trustees to seek out and encourage opportunities for public comment and commentary during the ordinary course of governmental business. In balancing this desire in soliciting public comment and discussion, there is also a need for good order in providing for the administration of good government at official Village Board Meetings. The Mayor and Board of Trustees have adopted Robert's Rules of Order for the conduct of business for our Board meetings. Additionally, we have incorporated into our by-laws the following guidelines for when people wish to address the Mayor and Board of Trustees at Official Board sessions: 1. The public is first directed to the posted agenda section indicating the first public comment period. This comment period is provided for in the initial part of the session and is to be limited for public comment on agenda items only. Depending on the question and the nature of the comment, the speakers will be limited to a five (5) minute period of time. The Mayor and Board, at their discretion, reserve the right to permit items of special concern to the public at large to be addressed in this section on a caseby-case basis. 2. All comments or inquires will be made or addressed to the Mayor as Chair of the meeting and be recognized by the Mayor as such. 3. Individuals wishing to address the Board will be requested to state their name, address and the nature of the comment or inquiry. No speaker may be heard a second time until everyone who wishes to speak has spoken a first time. 4. Upon completion of the comments or inquiries and response (if any) by the Mayor or a Trustee, the statement shall be deemed as complete. Any additional statement can be made after all who wish to speak have been heard. These additional statements shall be limited to three (3)minutes. �5. Sleepy Hollow residents and taxpayers take precedence over others in being heard at Board meetings. 6. No speaker may yield time to any other speaker. 7. Public comment is also provided at the end of the official meeting prior to adjournment and interested persons should refer to the published agenda. This period of time is allocated for non-agenda items or other items of concern that the public may desire to share with the Mayor and Board of Trustees. The same limitations noted above will be in effect. 8. The use of profanity or abusive language and/or personal attacks or threats on Sleepy Hollow public officials or employees is strictly prohibited. All speakers will be warned to cease and desist. Failure to adhere to this provision will subject the speaker to forfeiture of speaking privileges. The speaker will be asked to exit the meeting and Mayor shall have the option of referring the matter to the police department for action. 9. Unless otherwise indicated, the provision for public comment is not provided for village work sessions and/or special sessions of the Mayor and Board of Trustees. Public hearings, normally a part of official meetings of the Mayor and Board of Trustees, are separate, special purpose meetings to address the advertised purpose of the hearing. Public comments outside of the purpose of the hearing will not be addressed or accepted. �Meeting Date: Resolution #: 11/06/07 11/208/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow In Opposition to the FAA's Plan to Reroute & Expand Planes Operating In Westchester County WHEREAS, the Federal Aviation Administration is continuing with its plan to reroute and intensify its new Flight Plan regarding aircraft over not only the Village of Sleepy Hollow, but also over the Counties of Westchester and Rockland; and WHEREAS, its latest proposal to reroute planes operating at the Westchester County Airport is still unacceptable and must be changed; and WHEREAS, the proposed reassignment of air traffic could undo decades of hard work, public understanding and good will and is unacceptable not only to the Village of Sleepy Hollow, but to the Counties of Westchester and Rockland; and WHEREAS, in the County of Westchester, and especially in the Village of Sleepy Hollow, hundreds of thousands of people will be affected by the additional noise and pollution if the routes are not only changed, but the attempt to expand is curtailed. NOW, THEREFORE, BE IT RESOLVED, that the Village of Sleepy Hollow is in complete opposition to the FAA's plan to reroute and expand planes operating in and to the Westchester County Airport, and said attempt to reroute and expand is unacceptable and must be changed; and it is further RESOLVED, that efforts be directed to reduce rather than increase the level of noise and pollution presently emanating from the traffic in and to the Westchester County Airport; and it is further RESOLVED, that the Federal Aviation Authority do further research in the New York/New Jersey/Philadelphia Airspace Redesign Draft Environmental Impact Statement issued in December, 2005, regarding the adequacy of the Noise Mitigation Report issued by the FAA on April 6, 2007, since these documents together fail to meet the primary purpose of the DEIS concerning the potential noise impacts and pollution on the hundreds of thousands of interested and affected people in Westchester and the DEIS fails to meet the requirements since its failure is not cured by the Noise Mitigation Report, and the attempted reassignment and increase of air traffic without the legally required level of review could undo decades of work, public understanding and good will, and that deficiencies in the Noise Mitigation Report be addressed regarding our community; and it is further �_r>«^-:^.S RESOLVED, that the Mayor be authorized to contact our representatives, namely Senators Clinton and Schumer and Congresspersons Lowey, Engel and Hall, for the purpose of them taking action to further investigate the devastating plan and the drastic consequences that will ensue should the FAA be permitted to proceed with its plan that will be injurious to not only the hundreds of thousands of persons in this area, but the noise and pollution that will be caused by their plan that will have drastic impact for hundreds of thousands of residents and the environment in general; and it is further RESOLVED, that copies of this Resolution be furnished to the Mayors and Supervisors of the approximately 40 communities in this area that will be affected by the plan so that they may take similar action being taken by the Village of Sleepy Hollow; and it is further I RESOLVED, that copies of this Resolution be sent to the Federal Aviation Authority and County Executives of the Counties of Westchester and Rockland. Moved: Trustee Murray Seconded: Trustee DiFelice Vote: Unanimous I I �STO. Vp Meeting Date: Resolution #: 11/06/07 11/209/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Adopting the Workplace Violence Prevention' Policy WHEREAS, Public Sector HR Consultants LLC has developed a Workplace Violence Prevention Program which complies with the New York State Workplace Violence Prevention Act; and WHEREAS, Public Sector HR Consultants LLC has met with the Village Administrator and Treasurer to assist in the development of this policy; and WHEREAS, Public Sector HR Consultants LLC has completed interviews with employees and training sessions with Department Heads; and WHEREAS, the developed program and policy has been reviewed and suggested amendments made by labor counsel; and WHEREAS, said changes have been incorporated into the attached draft. NOW, THEREFORE, BE IT RESOLVED that the Mayor and Board of Trustees herein adopt the annexed Workplace Violence Prevention Policy and Program. Moved: Trustee Grala Seconded: Trustee Morales Vote: Unanimous �F i n a l Copy (10/17/07) Village of Sleepy Hollow 1 WORKPLACE VIOLENCE PREVENTION PROGRAM I PublicSectorHR —^CONSULTANTS LLC Human Resource Solutions Made Simple Prepared by: Public Sector HR Consultants LLC 14 Knollwood Drive Glen\nlle, New York 12302 Telephone: 518.399.4512 Fax: 518.384.1963 �SD. F I N A L COPY (10/17/07) 1 Village of Sleepy Hollow WORKPLACE VIOLENCE PREVENTION PROGRAM I Copyright © 2007 Public Sector HR Consultants LLC, Glenville, NY This program manual is copyrighted material and is intended only for the internal use of the Village of Sleepy Hollow. The Village of Sleepy Hollow may copy this manual for distribution to its employees. The contents of this manual may not be copied or reproduced in any form or by any means for any other individual or organization without the prior written permission of Public Sector HR Consultants LLC. I �"\ TABLE OF CONTENTS SECTION 1 - INTRODUCTION 1 POLICY STATEMENT 1 OVERVIEW OF THE NEW YORK STATE WORKPLACE VIOLENCE PREVENTION ACT 2 WHAT IS WORKPLACE VIOLENCE? 2 WHAT IS A WORKPLACE VIOLENCE INCIDENT? 3 SAVINGS CLAUSE 3 SECTION 2 - EMPLOYEE AND SUPERVISORY ROLES AND RESPONSIBILTIES _4 EMPLOYEE RESPONSIBILITY 4 DEPARTMENT HEAD / SUPERVISOR RESPONSIBILITY 5 HAZARD REDUCTION TEAM 5 SECTION 4 - RESPONSE PROCEDURES 7 DURING AN INCIDENT 7 POST INCIDENT 7 DEALING WITH CONFLICT 8 DO'S AND DON'T'S FOR DEALING WITH POTENTIALLY VIOLENT INDIVIDUALS 8 SECTION 6-TRAINING AND EDUCATION TRAINING AND EDUCATION 10 10 SECTION 7 - INCIDENT RECORDKEEPING AND REPORTING, INVESTIGATION^ 1 RECORDKEEPING 11 INCIDENT REPORTING 11 INCIDENT INVESTIGATION 12 SECTION 8-WORKPLACE RISK EVALUATION 13 EVALUATION PROCESS 13 EVALUATION OUTCOMES 14 SECTION 9 - F O R M S 39 �S~3G SECTION 1 - INTRODUCTION POLICY STATEMENT The Village of Sleepy Hollow is committed to providing its employees a work environment that is healthy, safe, secure, and free of harassment, threats, intimidation and violence. "Violence" includes physically or emotionally harming another, fighting, shoving, pushing, stalking, harassing, intimidating, coercing, brandishing weapons, and threatening or talking of engaging in those activities. The Village also considers the safety of its residents, vendors, contractors, and the general public ("visitors") to be of paramount importance and strives to provide them the same type of protections while on Village property. The Village will not tolerate any acts of violence and will take all reasonable measures to prevent violence and threats of violence and to protect employees and visitors from acts or threats of violence. This includes but is not limited to threatening or violent actions by: 1. 2. 3. 4. Employees directed against other employees or Village property. Employees directed against visitors. Visitors directed against Village employees or Village property or facilities. Individuals who are conducting Village business in an off-property location. Employees are prohibited from possessing weapons of any kind while on Village premises; in Village vehicles while conducting business for the Village; or at work sites, at Village sponsored functions or any other location during working hours or while representing the Village, regardless of whether the person is licensed to carry the weapon. Weapons include but is not limited to guns, knives, explosives, and other items with the potential to inflict harm. The only exceptions are law enforcement personnel and security personnel. If any employee has knowledge of another employee's possession of a weapon in the workplace, that knowledge should be reported immediately to a supervisor or Department Head. Any and all incidents of workplace violence must be promptly reported in accordance with the reporting procedure outlined in Section 2 (Employee Responsibility) of this manual. Enforcement of this policy will be accomplished through the implementation of a Workplace Violence Prevention Program, and by complying with the requirements of the NYS Workplace Violence Prevention Act, as set forth in NYS Labor Law Section 27-b. A copy of the Village's Program can be obtained from the Village Manager's office. A general review of this program will be conducted every year, upon a workplace violent incident reported or change in operations or physical structure of any building evaluated. Violations of this policy will result in appropriate remedial, disciplinary, and/or legal action, up to and including termination of employment according to the circumstances. Village of Sleepy Hollow Final Program - 10/17/07 I Page 1 �OVERVIEW OF THE NEW YORK STATE WORKPLACE VIOLENCE PREVENTION ACT Based on an increasing awareness of and in response to workplace violence in public sector workplaces, the New York State Workplace Violence Prevention Act was passed in 2006. The Act amended NYS Labor Law by adding a new Section 27-b requiring that all state and local government employers take steps to ensure their employees are provided adequate protection from potential incidents of violence in the workplace. Among other stipulations, Section 27-b requires every public sector employer to: 1. conduct a risk assessment of their worksites to identify and address any existing risk factors that may increase the possibility of workplace violence; 2. provide training for all employees (upon initial assignment and annually thereafter) which informs them of the risk factors that may be present in their workplace(s), measures they can take to protect themselves from such risks, and the steps the employer has implemented to protect employees, such as appropriate work practices, emergency procedures, and use of security alarms and other devices; and 3. develop and implement a written workplace violence prevention program that lists the risk factors and the methods the employer is using to prevent violence and minimize or eliminate identified hazards. (Required if the employer has 20 or more full-time employees). WHAT IS WORKPLACE VIOLENCE? Workplace violence includes but is not limited to any act of physical violence, threats of physical violence, harassment, intimidation, or other threatening, disruptive behavior that occurs in the workplace. Workplace violence can affect or involve employees, visitors, contractors, and others. Workplace violence incidents are generally categorized as: • • • Level I - Disruptive behavior such as verbal abuse Level II - Aggressive or threatening behavior Level III - Physical Assault For purposes of this policy, the workplace is defined as any location, either permanent or temporary, where an employee performs any work-related duty. This includes, but is not limited to, Village-owned buildings and facilities, parking lots, and traveling to and from work assignments. Village of Sleepy Hollow Final Program - 10/17/07 Page 2 �3"3^ Workplace Violence may occur for a number of reasons. It may be the result of nonwork-related situations, such as domestic violence or "road rage." Workplace violence can be inflicted by an abusive employee, a supervisor, member of the public, family member, or even a stranger. Whatever the cause or whoever the perpetrator, workplace violence will not be accepted or tolerated. Workplace violence presents unique challenges for employers who are committed to maintaining a safe and healthy workplace. During the last decade homicide was the third leading cause of death for all workers and the leading cause of occupational death for female workers. The majority of violent type incidents affecting workplaces are cases of assaults, threats, domestic violence, forms of harassment and physical and/or emotional abuse. WHAT IS A WORKPLACE VIOLENCE INCIDENT? A workplace violence incident is defined as one or more of the following according to the NYS Department of Labor: a. An attempt or threat, whether verbal or physical, to inflict injury upon another person. b. Any intentional display of force which would give a person reason to fear or expect bodily harm. c. Intentional and wrongful physical contact with a person without his or her consent that entails some injury or offensive touching. d. Harassment of a nature that would give a person reason to fear escalation or make it difficult to pursue a normal work life or private life when the harassment arises out of or in the course of employment. e. Stalking a person with the intent of causing fear when such stalking has arisen through or in the course of employment. An incident may occur without one person actually touching or striking or doing bodily harm to another person. Sexual Harassment by coworkers as defined in Executive Order #19 and the New York State Human Rights Law is specifically excluded from this definition. SAVINGS CLAUSE The Village of Sleepy Hollow has made every effort to ensure that this Workplace Violence Prevention Program complies with NYS Department of Labor regulations. In the event any of the provisions, portions or applications of this program are found to be contrary to or inconsistent with any superseding legal requirements by any forum of competent jurisdiction, then the provisions, portions or applications specified in such decision shall be of no force and effect, but the remainder of this program shall continue to be in full force and effect. Village of Sleepy Hollow Final Program - 10/17/07 I ' Page 3 �SECTION 2 - EMPLOYEE AND SUPERVISORY ROLES AND RESPONSIBILITIES EMPLOYEE RESPONSIBILITY It is the responsibility of every Village employee to assist and cooperate in making our workplace as safe as possible. In order to accomplish this task, all employees need to fully understand and adhere to the provisions of this Workplace Violence Prevention Program. Any employee who witnesses or is the victim of any form of workplace violence as specified in this policy or who notices or perceives any physical condition, procedure, or any other factor which may contribute to the potential risk of workplace violence, should immediately report such to the employee's Department Head. If the Department Head is a party to the violation, the report should be made to the Village Administrator or the Treasurer. Such reports should be documented using the Workplace Violence Incident Report Form (Form-1) or the Employee Security Survey Form (Form-2), as appropriate. A copy of these forms are contained in this Manual. The Department Head is required to submit all reports to the Village Administrator. If an employee properly refers a matter of concern as set forth above, and the Village is given reasonable opportunity to address the matter but fails to resolve the situation, or if the employee believes that an imminent danger exists, the employee has the right to contact the Department of Labor, in writing, to request inspection by the Department of the situation. Individuals who apply for or obtain a protective or restraining order which lists specific workplace locations as being protected areas, must provide their Department Head and the Hazard Reduction Team a copy of the petition and declaration used to seek the order, and a copy of any temporary or permanent protective or restraining order that was granted.. The Village will follow confidentiality procedures that recognize and respect the privacy of the reporting employee. An "Authorized Employee Representative(s)" will be given the opportunity to contribute information, assist with analyzing statistics and conducting the workplace risk evaluation and determination and participate in incident reviews. No employee shall be subjected to or otherwise raising concerns, retaliation or disciplinary action for making a good faith report of acts pursuant to this program. Village of Sleepy Hollow Final Program - 10/17/07 Page 4 �DEPARTMENT HEAD / SUPERVISOR RESPONSIBILITY Department Heads and supervisors have responsibility for ensuring that these policies and procedures are clearly communicated and understood by all employees, as well as enforcing them in a fair and consistent manner. Department Heads and supervisors are accountable for ensuring all aspects of this program under their area of responsibility are properly met. Department Heads and supervisors must carefully review and assess information provided by employees or other sources. If a problem situation or location is identified, appropriate precautions should be taken based on the specific situation. Information about the problem should be communicated to the Hazard Reduction Team for possible notification of other employees who may work in a similar/identical situation and updates to the Workplace Violence Prevention Program. HAZARD REDUCTION TEAM The Hazard Reduction Team's primary responsibility is to conduct the risk assessment. They will have the ongoing task of completing employee surveys and building audits. Once the level of risk is determined, the team will develop risk reduction strategies, which will then be implemented during employee training. A Hazard Reduction Team will be established and part of their duties will be to assess the vulnerability to workplace violence and make determinations on preventive actions to be taken. The team will be responsible for maintaining and monitoring the Village's overall Workplace Violence Prevention Program. The Hazard Reduction Team will consist of: Name Diane Jacobson Dwight Douglas Title Village Treasurer Village Administrator Phone Number (914)366-5104 (914)366-5100 The team will oversee employee training programs in violence prevention and plan for responding to acts of violence. They will communicate this plan internally to all employees. The Hazard Reduction Team will begin its work by reviewing previous incidents of violence at the workplace. They will analyze and review existing records identifying patterns that may indicate causes and severity of the incidents and identify changes necessary to correct any hazards. These records include but are not limited to, SH-900 logs, past incident reports, medical records, insurance records, Workers' Compensation records, police reports, accident investigations, training records, grievances, minutes of meetings, etc. Village of Sleepy Hollow Final Program - 10/17/07 Page 5 �Additionally, they will inspect the workplace and evaluate the work tasks of all employees to determine the presence of hazards, conditions, operations and other situations which might place workers at risk of occupational assault incidents. Employees will be surveyed to identify the potential for violent incidents and to identify or confirm the need for improved security measures. These surveys shall be reviewed, updated and distributed as needed. Village of Sleepy Hollow Final Program - 10/17/07 Page 6 �SECTION 4- RESPONSE PROCEDURES DURING AN INCIDENT If a threatening situation arises: • • • • • Try to remain calm. Remove yourself from the threat as soon as possible. Immediately call ot alert others to call appropriate help (e.g., police, supervisor, and ambulance) to obtain immediate on-site assistance. Refer to the Village's emergency evacuation plan for appropriate emergency contact number. Notify co-workers as soon as practical to enable them to also reach safety if danger is imminent and applicable to them. POST INCIDENT Steps will be taken to review risks and determine whether additional security measures are needed to mitigate a threat or violent incident. An investigation will take place to determine what actions are appropriate to prevent a similar occurrence. The Village will respect privacy and confidentiality rights of employees, as feasible, during investigations. • • • • If warranted, increased worksite protection will be provided when threats of violence have been made, such as additional police or security patrols. Anyone who might be affected if the threat-maker carries out his or her threat will be given proper notification. Increased protection will be provided to threatened employees, such as new phone numbers, relocation, loan of a cellular phone, or a quick-response distress button. Counseling will be provided to potential victims about options available to them, such as obtaining a restraining order, services through EAR. After the occurrence of a threat or an incident of workplace violence, the Village will maintain open lines of communication to alleviate anxiety and reduce misinformation. Employees will be assisted with the possible psychological consequences that may result from a workplace violence incident. Counseling services and follow-up treatment, as needed, will be offered to employees and their families. Village of Sleepy Hollow Final Program - 10/17/07 Page 7 �DEALING WITH CONFLICT There is no sure way to tell whether someone will become violent; however, there are often warning signs before violence occurs. These warning signs do not mean that the individual will actually become violent, but in combination, they shouid be a cause for concern. Warning signs of potentially violent individuals: • • • • • • • • • • • • • • • Written, oral, or implied threats or intimidation Fascination with weaponry or acts of violence Theft or sabotage of projects or equipment Alcohol or drug abuse in the workplace Expressions of hopelessness or heightened anxiety Intention to hurt self or others Lack of concern for the safety of others Externalization of blame Irrational beliefs and ideas Romantic obsession Displays of excessive or unwarranted anger Feelings of victimization Inability to take criticism New or increased sources of stress at home or work Productivity and/or attendance problems DO'S AND DON'T'S FOR DEALING WITH POTENTIALLY VIOLENT INDIVIDUALS Do's 1. 2. 3. 4. 5. 6. Do project calmness. Move and speak slowly, quietly, and confidently. Do listen attentively and encourage the person to talk. Do let the speaker know that you are interested in what he or she is saying. Do maintain a relaxed yet attentive posture. Do acknowledge the person's feelings and indicate that you can see he is upset. Do ask for small, specific favors such as asking the person to move to a quieter area. 7. Do establish ground rules. State the consequences of violent or threatening behavior. 8. Do employ delaying tactics that give the person time to calm down. For example, offer a cup of water. 9. Do be reassuring and point out choices. 10. Do help the person break down big problems into smaller, more manageable problems. Village of Sleepy Hollow Final Program - 10/17/07 Page 8 �'3^ 11.Do accept criticism. When a complaint might be true, use statements such as, "You're probably right" or "It was my fault." If the criticism seems unwarranted, ask clarifying questions. 12. Do arrange yourself so that your exit is not blocked. 1 3. Do make sure there are three to six feet between you and the other person. Don'ts I 1. 2. 3. 4. Don't make sudden movements that may seem threatening. Don't speak rapidly, raise your volume, or use an accusatory tone. Don't reject all demands. Don't make physical contact, jab your finger at the other person, or use long periods of eye contact. 5. Don't pose in challenging stances: directly opposite someone, hands on hips, or with arms crossed. 6. Don't challenge, threaten, or dare the individual. Never belittle the other person. 7. Don't criticize or act impatient. 8. Don't attempt to bargain with a threatening individual. 9. Don't try to make the situation seem less serious than it is. 10. Don't make false statements or promises you cannot keep. 11. Don't try to impart a lot of technical or complicated information when emotions are high. 12. Don't take sides or agree with distortions. 1 3. Don't invade the individual's personal space. I Village of Sleepy Hollow Final Program - 10/17/07 I 1 Page 9 �SFXTION 6 - TRAINING AND EDUCATION TRAINING AND EDUCATION No matter what level of risk an employee is faced with, all employees are trained in techniques for recognizing the potential for violence, cash-handling procedures, travel safety, proper use of security hardware, and appropriate response to incidents cf violence or emergency situations. Specific training content will be based upon the results of the risk-evaluation process. Procedure, policies and work environment accommodations, which were developed to control the risk to workers, as well as procedures for reporting, investigating and documenting incidents of violence, are included in the training. How to obtain medical assistance and follow-up are included as well. This training will be given during regular working, hours. Time will be set aside for questions and answers. Additional training may be warranted before an employee starts a new job assignment, annually, or when laws or procedures change. Specialized training is provided for department heads and supervisors and those at higher risk. Training for all employees, including managers and supervisors, will be repeated every year. Workplace Violence Prevention training will be given to new employees as part of their new employee orientation. Training will address the following: 1. An overview of any risk factors identified during the Workplace Risk Evaluation. 2. A review and definition of the three levels of workplace violence. 3. A full explanation and full description of this program (all employees will be given a copy of this program at the time of training or orientation). 4. Instructions on how to report all incidents, including threats and verbal abuse. 5. Methods of recognizing and responding to the three levels of violence. 6. Review of measures that have been instituted in this organization to prevent workplace violence. 7. Use of security equipment and procedures. 8. How to attempt to diffuse hostile or threatening situations. 9. How to summon assistance in case of an emergency or hostage situation. 10. Post-incident procedures, including medical follow-up and the availability of counseling and referral. At the end of each training session, employees are asked to evaluate the session and make suggestions on how to improve the training. Employees will be required to sign a training acknowledgement form, which will be placed in the employee's personnel folder. Village of Sleepy Hollow Final Program - 10/17/07 Page 10 �SECTION 7 - INCIDENT RECORDKEEPING AND REPORTING, INVESTIGATION RECORDKEEPING Accurate records will be maintained regarding any workplace violence incidents. The Village will adhere to all of the requirements of 12 NYCRR Part 801, known as the Public Employer Recordkeeping Rule, which is implemented pursuant to Section 27-a of the Labor Law, for recording of employee injuries or illnesses due to workplace violence incidents. All incident report forms will be kept according to the applicable retention and disposition schedules. If an injury requires more than first aid or is a lost-time injury, it requires a record to be made to the SH-900 log. If an injury requires modified duty or there was loss of consciousness, a record needs to be made to the SH-900 log. Doctors' and supervisors' reports will be kept on each recorded incident, if applicable. Incidents of verbal attack, aggressive behavior, and abuse that is threatening to the employee but does not result in injury, must also be recorded using the Workplace Violence Incident Form. These records will be reviewed by the hazard reduction team on a regular basis. INCIDENT REPORTING The Village will follow all federal, state and local laws and procedures in the reporting of workplace violence incidents. Any workplace violence incident that may be of a criminal or domestic violence nature will be immediately reported to the appropriate police authorities or be handled in accordance with accepted operating procedures. Village Incident Reporting Procedures - All incidents of Level I violence must be reported within 48 hours of occurrence. All Level II and Level II! incidents must be reported immediately. The reporting structure is outlined in Section II (Employee Responsibility) of this Manual. An "Incident Report Form" will be completed for all incidents. One copy will be forwarded to the Hazard Reduction Team for their review and a copy will be filed with the Village Administrator. The report will include at a minimum the following information: (a) Workplace Location, (b) Date of Incident, (c) Time of Day, (d) Incident Description, (e) Names of involved employees, (f) Extent of Injuries, (g) Names of witnesses, and (h) Information on preventative actions that the Village has taken or is considering as a result of the incident to mitigate against further like occurrences. Such reports shall Village of Sleepy Hollow Final Program - 10/17/07 Page 11 �be maintained for use when the program is reviewed and updated. The Incident Report Form contained in this manual or the DOSH (Division of Safety and Health) SH-900.2 form or C-2 form with the required information added may be utilized. The Village is also required to report any workplace violence related fatalities and multiple hospitalizations to the DOSH District Office within 8 hours of the incident. The nearest DOSH District Office, which is located at: White Plains District Office 120 Bloomingdale Road, Room 250, White Plains, NY 10605 Tel. (914)997-9514 Workplace violence complaints received by the Department of Labor will be evaluated by the Division of Safety and Health using the same criteria as that utilized by the PESH (Public Employee Safety and Health) Program. Valid complaints may result in a worksite inspection to determine if the Village has implemented the requirements of the Workplace Violence Prevention Act. In the event of an employee fatality or multiple employee hospitalizations resulting from a workplace violence incident, the Department will conduct a worksite inspection using the same criteria as that of the PESH Program. INCIDENT INVESTIGA TION Each incident will be investigated by the Hazard Reduction Team. The investigation may take various forms, depending upon the type of incident (e.g. Threat Assessment, Administrative, Criminal). The team will discuss the causes of the incident and will make recommendations on how to revise the Workplace Violence Prevention Program, if necessary, to prevent similar incidents from occurring. All revisions of the Program will be put into writing and made available to all employees. After the occurrence of a workplace violence incident, the Village will consider global (all worksites) prevention enhancements which may be necessary to properly protect employees. Village of Sleepy Hollow Final Program - 10/17/07 Page 12 �SECTION 8 - WORKPLACE RISK EVALUATION EVALUATION PROCESS As required by Section 27-b of NYS Labor Law, in February 2007 the Village performed an evaluation of the workplace in general, and each worksite specifically, to identify existing or potential hazards that might place employees at risk of workplace violence. The risk evaluation process included: • A review of occupational injury and illness records (e.g. SH-900 and SH-900.2, C-2 forms) and any available insurance, police, or other incident reports to identify injuries that may have resulted from workplace violence incidents • An examination of the history of past incidents to identify patterns or trends which occurred in the workplace • A survey of employees regarding details associated with the potential for or the occurrence of workplace violence incidents • An examination of the workplace to determine existing or potential hazards that may place employees at risk for incidents of workplace violence In accordance with Department of Labor guidelines, the Village will perform a risk evaluation and determination at least annually and immediately after the occurrence of a workplace violence incident. Participation of an Authorized Employee Representative will be encouraged. Village of Sleepy Hollow Final Program - 10/17/07 Page 13 �EVALUATION OUTCOMES RECORDS REVIEW - This part of the evaluation included a review of current policies and procedures, completed employee surveys, and interviews with select Department Heads and employees. There were no recorded incidents of workplace violence contained on occupational injury and illness records for 2006 (C-2 forms). Village Hall (Includes Police, Fire, Ambulance Departments) 1. No pre-employment background checks conducted except for police. 2. Members of the public using intimidating language, aggressive and threatening behavior towards elected officials at Village meetings and while conducting business in departments. 3. No procedures on how to handle violent situations that occur in the workplace. 4. Employees feel that better security is needed during court sessions as case loads are increasing. 5. No procedures or supervisory training on how to handle difficult employee terminations that may have a potential for violence. 6. Employees, department heads, elected officials sometimes use intimidating and aggressive behavior towards each other. 7. Threats of assault, obscene calls and stalking have occurred to elected officials. 8. Pushing and grabbing has occurred towards elected officials by residents. 9. Employees, department heads, and elected officials feel unsafe at times while working alone. 10.Intimidating and aggressive behavior has occurred towards employees and department heads while working off-site. 11. Recreation staff note feeling unsafe at times while working alone. DPW (Includes parks, water/sewer, highway, sanitation) 1. No pre-employment background checks conducted. 2. Employees sometimes use inappropriate and intimidating language and aggressive behavior towards each other, on the road and in the facility. 3. Water Department employees note feeling unsafe at times while working alone. 4. General Foreman cannot see who enters the building from his office. He is often alone in the office. Non-employees entering the building cannot be identified . Fire Houses (2) No risk factors identified or communicated. Parks No risk factors identified or communicated. Pump Station No risk factors identified or communicated. Village of Sleepy Hollow Final Program - 10/17/07 Page 14 �•srVV INSPECTION - This part of the evaluation included an inspection of the workplace to determine the presence of hazards, conditions, operations and situations which might place workers at risk of occupational assault incidents. Some of the factors considered in this inspection include the following: I • • • • Exchange of money with the public Working alone or in small numbers Working late at night or early in the morning Working in community settings From this inspection the following issues have been identified: Village Hall (Includes Police, Fire, Ambulance Departments) 1. No countertop or barrier in Registrar, Building and Recreation Departments between employees and the public. 2. No clear evacuation procedures and/or plans posted. 3. No assessment or exit interviews given at the time of an employee's separation to determine their potential for future workplace violence. 4. Door to Clerk's office can be locked but is kept unlocked as there is high traffic in and out of office. Unauthorized individuals have walked in making personnel feel unsafe. 5. Panic button in Boardroom but not known if operational. 6. No metal detectors; either walk through or wand for the court. 7. No secondary exit for personnel on the top floor in the event they cannot leave through the front door. DPW (Includes parks, water/sewer, highway, sanitation) I 1. Two video cameras viewing areas outside the building are not in operation. Fire Houses (2) No risk factors identified. Parks 1. Signage at every park lists rules and regulations but no wording for zero tolerance to violence. Pump Station No risk factors identified. Village of Sleepy Hollow Final Program - 10/17/07 I Page 15 �SL\ RECOMMENDATIONS - In order to reduce the risk of workplace violence., the following measures are recommended. It must be recognized, however, that there are no certain means by which workplace violence can be completely prevented, that no process can wholly identify any and all conditions and risk factors that may exist in the Village of Sleepy Hollow's workplace, and that the Village's ability to mitigate those conditions and risk factors may be limited by fiscal and administrative constraints. A. Engineering Controls, Building and Work Area Design: Village Hall (Includes Police, Fire, Ambulance Departments) 1. 2. 3. 4. 5. 6. 7. 8. Post the Workplace Violence Prevention Policy Statement in each Department where it is easily visible to employees and members of the public. Install a push button lock that requires a code that can be changed regularly in the Clerk's office. A panic button will allow any personnel the ability to alert police that a situation needs immediate attention. In the office of the Village Clerk, such a button would be recommended. Test all panic buttons once a year. Post signs indicating nearest exits and alarms in each room. Use a metal detector wand on individuals entering the court. Post signs stating that "Minimal or No Cash on Premises" in Village Hall reception area and on the front entrance door. Provide an escape for personnel on the top floor in the event they cannot exit through the front door. I DPW (Includes parks, water/sewer, highway, sanitation) 1. 2. Install mirror so that the General Foreman can identify anyone entering the building from his office. Repair video cameras outside the building that are not operating. Fire Houses (2) I No recommendations. Parks 1. Add wording to signage that the Village has a, "Zero Tolerance to Workplace Violence". Pump Station No recommendations. Village of Sleepy Hollow Final Program - 10/17/07 Page 16 I �sMio B. Administrative Policies and Procedures: It is recommended that the Village develop and implement the following administrative policies and procedures that would be applicable to ajj departments. Conduct training on the Village's Workplace Violence Prevention Program. This training should include: I • • • • • • • • • • Information about the Workplace Violence Prevention Act What is Workplace Violence The Village's commitment to Zero Tolerance of Workplace Violence Techniques on how to recognize and avoid Workplace Violence situations Roles and responsibilities of supervisors and employees How to report a Workplace Violence incident and complete an incident report The importance of reporting all incidents How and when incidents will be investigated by the employer Where employees can go for assistance Review of the Village's Workplace Violence Prevention Policy Implement a Corrective Discipline Program, including supervisory training, so that employees are held accountable for violations of the Workplace Violence Prevention Program. This Corrective Discipline Program should include how to conduct workplace investigations, when to use counseling versus formal discipline, how to develop a counseling memo, and how to apply formal disciplinary procedures in accordance with Civil Service Law Section 75 and collective bargaining agreements. I Ensure that a comprehensive policy prohibiting all forms of workplace harassment is in place and enforced. Provide training so that supervisors are informed as to how to recognize and deal with workplace harassment and employees are aware of their role in creating a harassment-free workplace. Develop a Workplace Harassment Complaint Form and train supervisors on how to receive and document complaints. Train all personnel on basic conflict resolution techniques, including methods for dealing with violent co-workers and residents, and when to call for assistance. Develop a pre-employment drug testing procedure and background and reference checking program so that all candidates are thoroughly screened prior to employment with the Village. Implement proper procedures to ensure that such background and reference checks comply with employment regulations. Develop necessary forms to administer this process, such as Hold Harmless Agreements and Reference Checking Questionnaires. Village of Sleepy Hollow Final Program - 10/17/07 1 Page 17 �7. Develop proper procedures and provide supervisory training on terminating employees. When dismissing an employee, make sure a third person is in the room and perform it at the end of the day if possible. 8. The Village should implement a policy regarding Exit Interviews upon separation. This policy should be uniformly applied so that employees return all keys, uniforms, ID badges, etc. This also provides the opportunity to gauge the individual's demeanor and assess potential risks. 9. Develop an internal procedure that employees who work alone (including external locations) must notify their Department Head when shifts are completed. 10. Develop evacuation procedures and conduct periodic exercises. 11. Post on the Village's website the Policy Statement so that employees, residents, vendors, and visitors are made aware of the Village's position on workplace violence. RESULTS OF INDIVIDUAL WORKSITE EVALUATIONS - Physical inspections were performed of each location where a Village employee performs any duties pertaining to the employee's assigned job functions. The results of these inspections are detailed in the following pages. Village of Sleepy Hollow Final Program - 10/17/07 Page 18 �^> WORKPLACE RISK EVALUATION SECURITY CHECKLIST Facility: Evaluation Done By: Date of Evaluation: Village Hall Public Sector HR Consultants April 17, 2007 YES I A. Work Area Evaluation Are all areas being evaluated? B. Control measures NO COMMENT X Three floors. Includes Police, Fire and Ambulance Departments. ' • : * ' ' ' ' " ' ' " 1. Engineering .-' /•.•'•.' . ' • ' . : - • - , ' • ' ; : • " . ' ' • " •' .•'•' •• .-''; • '; '.' X Key entry system. B. Panic buttons X The Boardroom has a panic button but it is not known if it is operational. A panic button in the Clerk's office is recommended as they deal heavily with the public. D. Closed circuit X Cameras are located throughout the facility and are viewed in the Police Department. X E. Stationary metal detector F. Sound detection X G. Intrusion panel X H. Monitors X I. Video tape recorder X X J. Switcher X K. Hand-held metal detector X L. Motion detectors X Village of Sleepy Hollow Final Program - 70/7 7/07 1 •' ' " ' A. Door Control(s) C. Door detectors I . . • . ' " ' • There are no automatic controls set up to turn lights on. The Court Officer should have a wand to detect people entering court with a weapon. Page 19 ^/£> �Engineering Controls (cont.) M. Parking lot well lit YES N. Interoffice phone system used O. Have structural modifications been implemented, such as: 1. Plexiglass X 2. Partitions COMMENT NO X : . • ' • ' ' ' . ' ' • ' ' ' : '^V:'< '''-:-'':: '..-.••( ^.'y'':^^.--'- Police Department entrance door and front window. X I X 3. Other 2. Work practice Controls A. Desks clear of objects B. Are exits kept clear C. SH-900, 900.1, 900.2 forms complete D. Money kept on premises E. Reception area available F. Visitor sign in/out Most are clear. By day's end, all files, papers, etc., should be returned to proper areas. Letter openers and scissors should be kept within the desk when not in use. X X X X The SH-900.1 needs to be posted between February 1 and April 30. SH900 log needs to be maintained. No more than $500 cash should be kept on the premises at any time. Regular deposits are made each day. Signs posting that minimal or no cash is kept on premises is recommended. X X G. Visitor escorted X H. Countertops to separate visitors from work areas X I. One entrance used X Village of Sleepy Hollow Final Program - 10/17/07 Due to the size of this facility, not recommended. Due to the size of this facility, not recommended. Separations help to avert complete access to Village Personnel. The Registrar, Recreation and Building Departments should have a barrier such as a countertop. Three are used. Police, Fire and Administrative offices Page 20 I �3"SO Work Practice Controls (cont.) J. Separate interview area K. Exit interviews performed YES NO COMMENT X L. ID badges used X Should be performed to gauge demeanor of employee and to make sure all keys, ID badges, uniforms, etc. are returned. By Police Officers. M. Emergency phone numbers posted N. Internal procedures for conflict situations X 911 system in effect. X 0. Security Guard usage: 1. Employed ; 2. Contracted from agency 3. At entrances 4. Local Law enforcement considered C. Floor/Evacuation Plan Clear guidelines for different levels of violence are recommended to deescalate aggressive behaviors. X , . . : .. , • ; • . . • . ' ; . ' ' , . . ' • ' ' ; " • ' ' • ; , X Not recommended at this time. X Not recommended at this time. X Not recommended at this time. X , • : One Office is assigned to the Court on Mondays. ' A. Are evacuation plans current X B. Are floor plans posted showing entrance / exits, area of security equipment X D. Training Has training been conducted . • . " ' • • • • Village of Sleepy Hollow Final Program - 10/17/07 . : • • ' • • ' " ' ' ' ' . • ' • ' " . : ' : ' • ' • • • Plans should be developed, implemented and communicated to all personnel. Once a year, a practice drill should be performed. A posting of the floor plan and where the nearest exits are not only aids Village personnel but visitors as well. Each office, hallway, and the elevator should be equipped with this information. " X " ', • • '• • ' . ' . " ' . ' " !• All employees, supervisors, department heads and elected officials should be trained in risks identified at the Village Hall, ways to report it and ways to avoid it. Page 21 �Training (cont.) YES NO A. Prior to initial assignment X B. Annually thereafter X COMMENT A review of the program should be mandatory upon the start of their assignment. Per the Workplace Violence Prevention Law, annual training is required. • , . . , . , , Does training include: i ... -, j . , _,. ^ .... ^ ,.- ,;, j . A. Components of Workplace Violence Prevention Program B. Engineering controls X Each area of the program manual should be reviewed. X C. Work practice controls X D. Techniques to use in potentially volatile situations E. How to read/anticipate behavior F. Procedures to follow after an incident X Personnel should be advised of where and how to use safety devices. Personnel should be trained in procedures that lessen risk of violence. Personnel should be given techniques to de-escalate situations. G. Periodic refresher for on-site procedures X H. What constitutes workplace violence X J. Are training records kept X X X Village of Sleepy Hollow Final Program - 10/17/07 Training on what is violence is essential in determining inappropriate behavior. A clear line of communication and forms to complete after an incident should be included in training so no time is wasted, evidence is preserved, and working toward the incident not occurring again is achieved. The Workplace Violence Prevention Act requires annual review, but it is recommended that any change in workplace, job, or upon an incident of violence, a review of the program and procedures takes place. Not all forms of violence are recognized; a thorough training of what constitutes workplace violence is a requirement of the WVP Act. When training is performed, each person involved is recorded and when it occurred. A log is kept of this information, as well as the outcome of such training. This will be necessary if/when PESH performs an audit. Page 22 �WORKPLACE RISK EVALUATION SECURITY CHECKLIST Facility: Evaluation Done By: Date of Evaluation: DPW Public Sector HR Consultants May 10, 2007 YES A. Work Area Evaluation Are all areas being evaluated? NO COMMENT . The office, main garage and salt shed are included. Parks, water/sewer, highway and sanitation are part of the DPW. X B. Control measures 1. Engineering A. Door Control(s) Standard key entry locks. X B. Panic buttons X C. Door detectors X D. Closed circuit X There are two camera positioned to view the outside of the building but they are not operational. E. Stationary metal detector F. Sound detection X G. Intrusion panel X H. Monitors X I. Video tape recorder X J. Switcher X K. Hand-held metal detector L. Motion detectors X M. Parking lot well lit X The video cameras are not operational and therefore are not recording. X X Village of Sleepy Hollow Final Program - 10/17/07 No complaints of poor lighting. ~ Page 23 �Engineering Controls (cont.) N. Interoffice phone system used 0 . Have structural modifications been implemented, such as: 1. Plexiglass YES NO COMMENT X '."•: ' '': '., • : ••• . •'"••• ^ { '\^ : > ^:'l^&cy. X X 2. Partitions 3. Other 2. Work practice Controls A. Desks clear of objects B. Are exits kept clear X Most are clear. By day's end, all files, papers, etc., should be returned to proper areas. Letter openers and scissors should not be kept on the desk when not in use. Three exits in the main office. X C. SH-900, 900.1, 900.2 forms complete X D. Money kept on premises E. Reception area available F. Visitor sign in/out X X G. Visitor escorted X H. Countertops to separate visitors from work areas I. One entrance used J. Separate interview area K. Exit interviews performed Village Hall should have the log of the occupational injury and illnesses that have occurred at this facility. It is not available in Village Hall however. X Few visitors to this facility X Separations help to avert complete access to Village Personnel. This facility has few visitors so not recommended. X X X Village of Sleepy Hollow Final Program - 10/17/07 Page 24 �s.s<y Work Practice Controls (cont.) L. ID badges used I M. Emergency phone numbers posted N. Internal procedures for conflict situations 0. Security Guard usage: 1. Employed 2. Contracted from agency 3. At entrances I YES NO Employee's name is on their shirt along with colors identifying them to show which department they work in. 911 system in effect. X X X ' ' ' • . ' ' • • • ' : * ' ' ' ' • M ' ' ; " • X Not recommended at this time. X Not recommended at this time. X Not recommended at this time. X A. Are evacuation plans current B. Are floor plans posted showing entrance / exits, area of security equipment D. Training X Has training been conducted X A. Prior to initial assignment X B. Annually thereafter X ' ' •• " • • ' : ' • The office is small with three exits available. X Does training include: X Village of Sleepy Hollow Final Program - 10/17/07 I Clear guidelines for different levels of violence are recommended to deescalate aggressive behaviors. ' 4. Local Law enforcement considered C. Floor/Evacuation Plan A. Components of Workplace Violence Prevention Program COMMENT All employees, supervisors, department heads and elected officials should be trained in risks identified, ways to report it and ways to avoid it. A review of the program should be mandatory upon the start of their assignment. Per the Workplace Violence Prevention Law, annual training is required. •' ' •':''. Each area of the program manual should be reviewed. Page 25 �Training (cont.) YES NO B. Engineering controls X C. Work practice controls X D. Techniques to use in potentially volatile situations E. How to read/anticipate behavior F. Procedures to follow after an incident X G. Periodic refresher for on-site procedures X H. What constitutes workplace violence X J. Are training records kept X X X Village of Sleepy Hollow Final Program - 10/17/07 COMMENT Personnel should be advised of where and how to use safety devices. Personnel should be trained in procedures that lessen risk of violence. Personnel should be given techniques to de-escalate situations. Training on what is violence is essential in determining inappropriate behavior. A clear line of communication and forms to complete after an incident should be included in training so no time is wasted, evidence is preserved, and working toward the incident not occurring again is achieved. The Workplace Violence Prevention Act requires annual review, but it is recommended that any change in workplace, job, or upon an incident of violence, a review of the program and procedures takes place. Not all forms of violence are recognized; a thorough training of what constitutes workplace violence is a requirement of the WVP Act. When training is performed, each person involved is recorded and when it occurred. A log is kept of this information, as well as the outcome of such training. This will be necessary if/when PESH performs an audit. Page 26 �3~iSG WORKPLACE RISK EVALUATION SECURITY CHECKLIST Facility: Evaluation Done By: Date of Evaluation: I Fire Houses (2) Public Sector HR Consultants May 10, 2007 YES A. Work Area Evaluation Are all areas being evaluated? NO X COMMENT There are two fire houses separate from the main department iocated in the Village Hall. One facility was partially inspected closest to the Village Hall. A full inspection was not possible however as certain areas inside the facility required push button lock codes and they were not provided. An inspection was performed of the outside and the main area where the fire truck is kept. B. Control measures 1. Engineering A. Door Control(s) i X D. Closed circuit X . • . , Two in main area inside the facility E. Stationary metal detector F. Sound detection X G. Intrusion panel X H. Monitors X X X Village of Sleepy Hollow Final Program - 10/17/07 I . X C. Door detectors I. Video tape recorder ".•• Standard key entry lock to enter building. Push button locks to the upstairs sleeping quarters and the basement. X B. Panic buttons I ' Page 27 �Engineering (cont.) J. Switcher Controls YES COMMENT NO X X K. Hand-held metal detector L. Motion detectors X M. Parking lot well lit X N. Interoffice phone system used 0 . Have structural modifications been implemented, such as: 1. Plexiglass X Personnel equipped with two-way radios as well. • ' . ; , , ,(' • • 1 ' ' , ' , • " ' ' , ' • ' • . ' ' . * ' ' ,'"'• ' •" • ' ,' ' '• (C ' X 2. Partitions X 3. Other 2. Work practice Controls A. Desks clear of objects B. Are exits kept clear C. SH-900, 9 0 0 . 1 , 900.2 forms complete D. Money kept on premises E. Reception area available F. Visitor sign in/out .''''.' .• .. * X , ' v . - • ; ' ( ' ' / ' ' . ' " , • ' ' < \ • ; » I ' ,,', Most are clear. By day's end, all files, papers, etc., should be returned to proper areas. X X X Occupational injury and illness records for this facility should be available at the Village Hall but were not provided. No more than $500 cash should be kept on the premises at any time. X X G. Visitor escorted X H. Countertops to separate visitors from work areas I. One entrance used X X Village of Sleepy Hollow Final Program - 10/17/07 ~ Page 28 I �NO COMMENT Work Practice Controls (cont.) J. Separate interview area K. Exit interviews performed YES L. ID badges used X M. Emergency phone numbers posted N. Internal procedures for conflict situations X 911 system is in effect. X Board of Fire Wardens handle complaints. The Chief brings the complaints to the Board. X X 0 . Security Guard usage: 1. Employed •' ' ' '' • '',., .,.'•'/ ' ' • - ' • ' . ' i • ' '.'>..' X 2. Contracted from agency 3. At entrances X X 4. Local Law enforcement considered C. Floor/Evacuation Plan A. Are evacuation plans current B. Are floor plans posted showing entrance / exits, area of security equipment D. Training Exit interviews provide the opportunity to gauge employees demeanor and to have ID badges, uniforms, etc. returned. X X X Has training been conducted X A. Prior to initial assignment X B. Annually thereafter X Village of Sleepy Hollow Final Program - 10/17/07 All employees, supervisors, department heads and elected officials should be trained in risks identified, ways to report it and ways to avoid it. A review of the program should be mandatory upon the start of their assignment. Per the Workplace Violence Prevention Law, training is required each and every year. Page 29 �T r a i n i n g (cont.) YES NO Does training include: C O M M E N T -VJV, '. - /£>••..:«>$:,-.; W~•'$$$.. . ;: /•••'^ ' i^ \\;'f-l'r '•''••''} ' ' " I v ' v v ' K . ' ^ ' ' ' ' A. Components of Workplace Violence Prevention Program B. Engineering controls X Each area of the program manual should be reviewed. X C. Work practice controls X D. Techniques to use in potentially volatile situations E. How to read/anticipate behavior F. Procedures to follow after an incident X Personnel should be advised of where and how to use safety devices. Personnel should be trained in procedures that lessen risk of violence. Personnel should be given techniques to de-escalate situations. G. Periodic refresher for on-site procedures X H. What constitutes workplace violence X J. Are training records kept X X X Village of Sleepy Hollow Final Program - 10/17/07 Training on what is violence is essential in determining inappropriate behavior. A clear line of communication and forms to complete after an incident should be included in training so no time is wasted, evidence is preserved, and working toward the incident not occurring again is achieved. The Workplace Violence Prevention Act requires annual review, but it is recommended that any change in workplace, job, or upon an incident of violence, a review of the program a n d procedures takes place. Not all forms of violence are recognized; a thorough training of what constitutes workplace violence is a requirement of the WVP Act. When training is performed, each person involved is recorded and w h e n it occurred. A log is kept of this information, as well as the outcome of such training. This will be necessary if/when PESH performs an audit. Page 30 �WORKPLACE RISK EVALUATION SECURITY CHECKLIST Facility: Evaluation Done By: Date of Evaluation: Parks Public Sector HR Consultants May 1 0, 2007 YES A. W o r k Area Evaluation Are all areas being evaluated? B. Control measures 1. Barnhardt, Devries, Douglas, Kingsland and Sykes. X . ! Engineering M A. Door Control(s) X B. Panic buttons X C. Door detectors X D. Closed circuit X E. Stationary metal detector F. Sound detection X G. Intrusion panel X H. X Monitors • ' • • ' ' . Open facilities. X I. Video tape recorder X J. X Switcher COMMENT NO K. Hand-held metal detector L. Motion detectors X M. Parking lot well lit X N. Interoffice phone system used X X Village of Sleepy Hollow hinal Piogiam - 10/17/07 Street lighting u s e d . No park has flood lighting. Parks are closed at dusk. Page 31 �Engineering Controls (cont.) O. Have structural modifications been implemented, such as: 1. Plexiglass YES NO | COMMENT • '•' •' > •••'•'• ': '"' '^'•i^'/'liM^':^^. X X 2. Partitions 3. Other 2. Work practice Controls A. Desks clear of objects B. Are exits kept clear . • ..';• .•' • , • -..' .-" ••'*•"...> ^ ' : v / ; \ ' % > V X X D. Money kept on premises E. Reception area available F. Visitor sign in/out X X G. Visitor escorted X H. Countertops to separate visitors from work areas I. One entrance used X M. Emergency phone numbers posted N. Internal procedures for conflict situations ••' Not applicable. C. SH-900, 900.1, 900.2 forms complete J. Separate interview area K. Exit interviews performed L . ID badges used '•••'•'•.':•'• Village Hall should have the log of the occupational injury and illnesses that have occurred at these facilities. It is not available in Village Hall however. Not applicable. There are many ways to enter the park. X Not applicable X X Names are on shirts provided by the Village. X X Clear guidelines for different levels of violence are recommended to deescalate aggressive behaviors. Village of Sleepy Hollow Final Program - 10/17/07 Page 31 �Work Practice Controls (cont.) O. Security Guard usage: 1. Employed YES ; •'.' A. Are evacuation plans current B. Are floor plans posted showing entrance / exits, area of security equipment D. Training • ; • ' ' : • • : • COMMENT . • • • •• •'• ' • ' • ' ' . • . ' . ' " • • • • • ' • • • ' • ; . . ( - X 2. Contracted from agency 3. At entrances 4. Local Law enforcement considered C. Floor/Evacuation Plan NO X X Local police perform periodic drive by inspections. X X Open areas. X Open areas. ,. • ' . Has training been conducted X A. Prior to initial assignment X B. Annually thereafter X ' ':'. ' , " ' ' ' " " ' ' - . • ' • ' . " " All employees, supervisors, department heads and elected officials should be trained in risks identified, ways to report it and ways to avoid it. A review of the program should be mandatory upon the start of their assignment. Per the Workplace Violence Prevention Law, annual training is required. Does training include: A. Components of Workplace Violence Prevention Program B. Engineering controls X C. Work practice controls X D. Techniques to use in potentially volatile situations X Each area of the program manual should be reviewed. X Village of Sleepy Hollow Final Program - 10/17/07 • Personnel should be trained in procedures that lessen the risk of violence. Personnel should be given techniques to de-escalate situations. Page 33 ' �(p^> Training (cont.) YES NO E. How to read/anticipate behavior F. Procedures to follow after an incident X G. Periodic refresher for on-site procedures X H. What constitutes workplace violence X J. Are training records kept X X COMMENT Training on what is violence is essential in determining inappropriate behavior. A clear line of communication and forms to complete after an incident should be included in training so no time is wasted, evidence is preserved, and working toward the incident not occurring again is achieved. The Workplace Violence Prevention Act requires annual review, but it is recommended that any change in workplace, job, or upon an incident of violence, a review of the program and procedures takes place. Not all forms of violence are recognized, so a thorough training of what violence is, is a requirement of the WVP Act. When training is performed, each person involved is recorded and when it occurred. A log is kept of this information, as well as the outcome of such training. This will be necessary if/when PESH performs an audit. I I Village of Sleepy Hollow Final Program - 10/17/07 Page 34 I �^S (ot-\ WORKPLACE RISK EVALUATION SECURITY CHECKLIST Facility: Evaluation Done By: Date of Evaluation: Pump Station Public Sector HR Consultants May 1 1 , 2007 YES A. Work Area Evaluation Are all areas being evaluated? B. Control measures NO COMMENT One floor for office and equipment. X 1. Engineering A. DoorControl(s) '..••• X B. Panic buttons Standard key entry with security code required. X C. Door detectors X Alarmed for security. D. Closed circuit X Three cameras utilized at facility. E. Stationary metal detector F. Sound detection X G. Intrusion panel X X H. Monitors X I. Video tape recorder X Sensophone for PH levels. J. Switcher X K. Hand-held metal detector L. Motion detectors X X M. Parking lot well lit X N. Interoffice phone system used X Village of Sleepy Hollow Final Program - 10/17/07 Hours are 7:00 am to 2:30 p m . Only in an emergency is someone there at night. Lights outside the building come on with darkness. 911 system is in effect. Page 35 �Engineering Controls (cont.) 0 . Have structural modifications been implemented, such as: 1. Plexiglass YES 2. Partitions X COMMENT NO ' • ' , • , ; . • v f > ' v ' ' i r ; ; - : _ . ? ' • " • '."•'.•••.'''•'•':''_ ' ••/ ?Y;:'>^:.'.'.V' Front entrance door. X I 3. Other 2. Work practice Controls A. Desks clear of objects B. Are exits kept clear •', . '. X X X C. SH-900, 9 0 0 . 1 , 900.2 forms complete D. Money kept on premises E. Reception area available F. Visitor sign in/out G. Visitor escorted H. Countertops to separate visitors from work areas I. One entrance used J. Separate interview area K. Exit interviews performed L . ID badges used M. Emergency phone numbers posted N. Internal procedures for conflict situations '•;: . - • ' " , ' ' •' , 'I.1' ''•',' ."• ,V ''\'. • Most are clear. By day's end, all files, papers, etc., should be returned to proper areas. There are t w o additional exits besides the front door. Village Hall should have the log of the occupational injury and illnesses that have occurred at these facilities. X X X Very few visitors to this facility. X I X X X X X X 911 system is in effect. X Village of Sleepy Hollow Final Program - 10/17/07 Clear guidelines for different levels of violence are recommended to deescalate aggressive behaviors. Page 36 �S<PCO Work Practice Controls (cont.) O. Security Guard usage: 1. Employed I 2. Contracted from agency 3. At entrances 4. Local Law enforcement considered C. Floor/Evacuation Plan YES :. '. .' COMMENT NO ' • " ' . ' . ' 1 - ' • • ' ' ' ' • ; , ' " " ' " » ' • ' • ' • ' ' • ' ' . ' , ' . ' : ' ' . ' Not recommended at this time. X Not recommended at this time. X Not recommended at this time. ; ' ' • ' ' '.'• x A. Are evacuation plans current X B. Are floor plans posted showing entrance / exits, area of security equipment D. Training X Has training been conducted X A. Prior to initial assignment X B. Annually thereafter X Small facility but a plan should be developed, implemented and communicated. A posting of the floor plan and where the nearest exits are not only aides Village personnel. ,••'.•'""•',' .•' .''••.' .\:" . • , •. .' All employees, supervisors, department heads and elected officials should be trained in risks identified, ways to report it and ways to avoid it. A review of the program should be mandatory upon the start of their assignment. Per the Workplace Violence Prevention Law, annual training is required. Does training include: A. Components of Workplace Violence Prevention Program B. Engineering controls X Each area of the program manual should be reviewed. X C. Work practice controls X D. Techniques to use in potentially volatile situations X Personnel should be advised of where and how to use safety devices. Personnel should be trained in procedures that lessen risk of violence. Personnel should be given techniques to de-escalate situations. Village of Sleepy Hollow Final Program - 10/17/07 I • X ...V i ' \ Page 37 ' �Training (cont.) YES NO E. How to read/anticipate behavior F. Procedures to follow after an incident X G. Periodic refresher for on-site procedures X H. What constitutes workplace violence X J. Are training records kept X X COMMENT Training on what is violence is essential in determining inappropriate behavior. A clear line of communication and forms to complete after an incident should be included in training so no time is wasted, evidence is preserved, and working toward the incident not occurring again is achieved. The Workplace Violence Prevention Act requires annual review, but it is recommended that any change in workplace, job, or upon an incident of violence, a review of the program and procedures takes place. Not all forms of violence are recognized; a thorough training of what constitutes workplace violence is a requirement of the WVP Act. When training is performed, each person involved is recorded and when it occurred. A log is kept of this information, as well as the outcome of such training. This will be necessary if/when PESH performs an audit. I I Village of Sleepy Hollow Final Program - 10/17/07 Page 38 �SECTION 9 - FORMS The following forms are to be used in administering the Workplace Violence Prevention Program. FORM-A - Workplace Violence Incident Report Form FORM-2 - Employee Security Survey Form FORM-3 - Policy Acknowledgment Form FORM-4 - Training Acknowledgment Form Village of Sleepy Hollow Final Program - 10/17/07 Page 39 �c \ Workplace Violence Incident. Report Form Viti.A6#6F6LEEPY HOLLOW This form is to be used to document any reportable workplace violence incident. This form is to be completed and forwarded to the Village Administrator's Office for determination of investigation. Vic f im Name Job Title Department / Location Date and Time of Incident Name / Title of Individual Completing this Report Date Incident Report Completed Date Incident Report Received by Village Administrator Village Administrator's Name / Signature Date Report Submitted to the Local Office of the D e p t . o f L a b o r . (If required - reter to Reporting Requirements in Section 7 of the Workplace Violence Prevention Manual) List any individuals who may have witnessed this incident: Witness Name Witness Job Title Witness Work Phone Number Check the Type of Violence the victim experienced (Levels I, II, or III): Level I Violence • O Intimidation Shouting • L) Bullying Swearing • O Verbal abuse 1 Z] Minimal harassment Obscene gestures | I ] False statements O Suicide threat • Threats of assault [ ] Advanced harassment • Swore at directly • Obscene calls [~1 Being followed or stalked Level III Violence • Shooting • Stabbing • 1 1 Sexual assault | I Pushing • Grabbing • Striking with an object Throwing objects Level II Violence • Psychological Trauma LJ Shouted at directly r-ORM-1 • Homicide Page 1 of 2 �Please provide a detailed description of the incident. I Assailant / Perpetrator Member of the Public Employee's Spouse Employee's Significant Other Employee's Supervisor Co-worker Former employee Other (specify) V Name City Address State n 3 3 3 3 3 3 Did police respond to the incident? • Yes Q No If yes, please specify the name of the Police Department Was a police report filed? Were you injured? • • Yes Yes • • No Police Report Number No If yes, please specify your injuries and the name / location of any treatment that you received. I Did you lose any work days? • Yes • Have you received counseling since this incident? No If yes, how many days_ • Yes Did you have any reason to believe that this incident might occur? • No • Yes D No Has the employer taken measures to avert this incident from occurring in the future that you are aware of? • Yes • No Please describe: Has the Union Representative been notified? FORM-1 I • Yes (Date)_ CJNo Page 2 of 2 �?VtLp6f :dl=:'3LEBPY: HOIJbOW. Employee Security Survey Form As part of the Village's effort to minimize the potential for workplace violence, we are requesting your feedback by completing the following survey. Although providing your name is optional, if further clarification is needed, it allows the surveyor to contact you directly. Please complete this survey and return it to the Village Treasurer in a sealed envelope. I Name / Job Title: (optional) Department: Work Location: The following are examples of Level I types of workplace violence. Please check if during the last twelve months of your employment, you have been the victim of or have witnessed an incident of this nature. • None • Verbal threat • Harassment of any kind • Shouting • Intimidation/bullying • Obscene language/gestures Please describe any incident in greater detail: The following are examples of Level II types of workplace violence. Please check if during the last twelve months of your employment, you have been the victim of or have witnessed an incident of this nature. • None • Threats of assault • Obscene calls • Being followed or stalked Please describe any incident in greater detail:. FORM-2 Page 1 of 2 I �sn^ The following are examples of Level 111 types of workplace violence. Please check if during the last twelve months of your employment, you have been the victim of or have witnessed an incident of this nature. • None • Sexual assault • Striking with hands or feet • Pushing or grabbing • Shooting • Striking with an object • Assault with biological or chemical material • Stabbing • Poor security in and around building and parking lots Poor lighting in or around building and parking lots Please describe any incident in greater detail: I Have you experienced any of the following: • Working alone in off hours where you felt unsafe • Working in isolated areas or where your whereabouts are unknown to coworkers • What training do you feel would help create a more productive and safer work environment? I • • Conflict Resolution • Other (please specify) What to do if Subjected to Workplace Violence • How to Prevent Harassment in the Workplace • How to Implement Effective Counseling and Corrective Discipline Do you have any other concerns with respect to workplace violence that you would like to address:. Thank you for completing this survey. FORM-2 Page 2 of 2 �VILLAGE OF SLEEPY tipLLOW Policy Acknowledgment Form I hereby acknowledge that I have received a copy of the Village of Sleepy Hollow's Workplace Violence Prevention Program manual outlining the Village's policy, objectives, procedures, and regulations regarding violence in the workplace. I further acknowledge that I have read or will read the contents of the program manual and will contact rny Department Head or supervisor with any questions. I understand that the objectives, procedures and regulations in this manual will remain in effect unless changes become necessary. I understand that the Village of Sleepy Hollow reserves the right to interpret, add to, or revise any part of this manual, consistent with statutory requirements in its sole and exclusive or discretion. Moreover, this manual may be subject to alteration by changes in federal or state legislation, rules, and/or regulations. I agree to abide by the Village of Sleepy Hollow's Workplace Violence policies and procedural requirements. EMPLOYEE NAME (PLEASE PRINT) EMPLOYEE SIGNATURE DATE OF SIGNATURE A copy of this form is to be placed in the employee's personnel file. FORM-3 Page 1 of 1 �i\rt|ipss: -OF:'si^)ij^'l«3^tijw;: I Training A c k n o w l e d g m e n t Form I hereby acknowledge that I have received training on the dangers of workplace violence, identified risk factors and available prevention methods, my responsibilities and rights with respect to addressing potentials for workplace violence. I have been informed of the Village's policy regarding workplace violence and the program and procedures in place to minimize risks. DATE OF TRAINING EMPLOYEE NAME (PLEASE PRINT) SIGNATURE OF EMPLOYEE DATE OF SIGNATURE I A copy of this form is to be placed in the employee's personnel file. FORM-4 Page 1 of 1 �Meeting Date: Resolution #: 11/06/07 11/210/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Authorizing the Payment of an Emergency Claim WHEREAS, the Village of Sleepy Hollow is required by municipal law to follow purchasing policies which includes guidelines for emergency services and purchases; and WHEREAS, an emergency situation occurred at Rescue Hose on Lawrence Avenue where damage to the roof caused flooding in the meeting room of Rescue Hose on Lawrence Avenue after the last torrential downpour. NOW, THEREFORE, BE IT RESOLVED that the Board of Trustees declares this an emergency and authorizes the payment of the claim to George's Seamless Gutters for $4980.00. Moved: Trustee Morales Seconded: Trustee Murray Vote: Unanimous � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Board of Trustees Meeting Minutes & Resolutions-2007 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource MINS_TRUST_2007-11-06 Subject The topic of the resource Board of Trustees Minutes-2007 Date A point or period of time associated with an event in the lifecycle of the resource 2007 Rights Information about rights held in and over the resource Village of Sleepy Hollow All Rights Reserved. Type The nature or genre of the resource Text