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Strategic Operational Review

Office of Environmental Health and Safety

The Office of Environmental Health and Safety is dedicated to providing a safe and healthy environment

for the students and employees of the Los Angeles Unified School District. This mission is supported through periodic inspections of existing District facilities, and careful evaluation of all school sites to

ensure a school environment that is health-protective and conducive to learning.

October 2013


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Table of Contents Part 1 – OEHS Overview

Vision…………………………………………………………………………………………………………………………… Mission………………………………………………………………………………………………………………………… Key Activities (Core Functions) …………………………………………………………………………..………. FY 2012-13 Workload Indicators……………….…………………………………………………………………. FY 2013-14 Objectives…………………………………………………………………………………………………. Alignment with District of Vision, Mission and Objectives …………………..……………………… Organizational Structure………………………………………………………………………………………………

Part 2 – Successes, Challenges, and Integration Operational Successes & Challenges……………………………………………………………………………. Integration with Other Departments……………………………………………………………………………

Part 3 – Alignment to LAUSD Strategies District Strategy: Budgeting for Student Achievement…………….…………………………………… District Strategy: Using Data to Drive Standards Based Instruction.………………………….…. District Strategy: Creating and Supporting Quality Schools……………………….…………………. District Strategy: Supporting All Employees…………………………………………….……………………

Part 4 – Strategic Vision & Action……………………………………………………………………………………… Attachment A: Workload Units for FY 2012-13…………………………………………………….……….. Attachment B: Key Objectives for FY 2013-14……………………………………………….……………….

3 3 3 3 3

3-12 13

14 18

20 21

22-23 33-35

36

37-38

39-40


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Part 1 – OEHS Overview VISION

We are committed to the health and safety of our students, employees, contractors, and communities.

We actively champion environmentally sound practices and safe behaviors.

We establish procedures and audits to assess our programs to ensure that we meet best practices and standards.

We continuously improve our emergency management procedures and practices to ensure that the District can effectively prepare for and respond to any emergency.

We continuously improve our business processes keeping our customers in mind.

We strive to eliminate injuries, illnesses and adverse environmental impacts to contribute positively to the learning environment.

MISSION Driving World-Class Environmental, Health & Safety Solutions to Support a Safe Learning and Working Environment. KEY ACTIVITIES (CORE FUNCTIONS) OEHS administers a wide range of environmental compliance, environmental health, industrial hygiene and occupational safety and health programs including: indoor environmental quality, odor & other air quality, assessment of new school sites, emergency management/response, workplace injury reduction, training for safe work practices, Safe School Inspections, oversight of safety and environmental conditions at WLAN Modernization project sites, oversight of all California Environmental Quality Act (CEQA) activities for the District, waste management (including solid waste removal, recycling programs and hazardous waste management), design criteria for healthy and sustainable schools, traffic and pedestrian safety, design and management of subsurface methane mitigation systems, evaluation of hazards associated with industrial facilities near schools, drug and alcohol testing, medical surveillance of employees, coordination of the District’s Safe Food Inspection Program, compliance during asbestos and lead abatement, management of the Chemical Safety Coordinator Program and testing for lead in drinking water. FY 2012-13 WORKLOAD INDICATORS See attached Workload Units (p. 37-38) for Fiscal Year (FY) 2012-13. As a means of comparison, Workload Units for the same time frame during the previous Fiscal Year are included in the Table. FY 2013-14 PERFORMANCE OBJECTIVES See attached (p. 39-40) for Personnel Objectives for FY 2013-14. ALIGNMENT WITH DISTRICT VISION, MISSION AND OBJECTIVES The Office of Environmental Health and Safety plays a critical role in supporting the District’s primary vision and mission for students and employees. To this end, OEHS has not only aligned its vision and mission, but has incorporated strategic performance objectives and accountability standards that are directly tied to all services provided.


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District Vision Statement: Every LAUSD student will receive a state-of-the-art education in a safe, caring environment, and every graduate will be college-prepared and career-ready. District Mission Statement: The teachers, administrators, and staff of the Los Angeles Unified School District believe in the equal worth and dignity of all students and are committed to educate all students to their maximum potential. District Goals: At the Los Angeles Unified School District, our goals are:

1. 100 percent graduation 2. Proficiency for all 3. 100 percent attendance 4. Parent and community engagement 5. School Safety

District Strategies: LAUSD has five strategies that will help us achieve our vision of 100% college-prepared and career-ready:

1. Transform teaching and learning so that we prepare all youth to graduate college and be workforce ready.

2. Ensure there is an effective employee at every level of the organization focused on improving student outcomes.

3. Provide a portfolio of high quality schools for youth, families and communities. 4. Ensure a safe, caring and nurturing environment for all youth. 5. Operate an effective, efficient, and transparent organization in order to assure the public trust.

Listed on the following pages are examples of measures (reports) utilized to track environmental compliance, waste management activity and occupational safety and health performance within the District. Reports are generated for specific sites, Divisions, Educational Service Centers (ESCs), and the entire District. (Note: Many OEHS measurements are joint efforts supported by District staff, the Facilities

Services Division (FSD), the Department of Risk Management and Insurance Services (DRMIS) and The Office of School Operations.) Data are broken down by:

1. Injury/Accident Data Reporting 2. Environmental Program Measurement 3. OEHS Program Measurement


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Injury/Accident Data Reporting

LAUSD OSHA Total Incident Rate

The following graph represents a measurement of injury frequency (# of recordable injuries). The data are used to analyze overall injury reduction efforts within the District. Total Incident Rate charts are drafted quarterly for Divisions, ESCs and specific sites.

LAUSD OSHA Workday Case Rate The following graph represents a measurement of injury severity (# lost time accidents). Specific reports are generated quarterly to determine which locations have higher-than-average lost time rates. Structured prevention intervention occurs at the sites with the highest potential for injuries to occur.

LAUSD OSHA Lost Workday Rate

The following graph represents a measurement of injury severity (number of days away from work). Specific reports are generated quarterly to determine which divisions/locations have higher-than-average rates, and structured intervention is implemented.


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Leading Causes of Injury The following graph represents a measurement of injury frequency (% of injury type). The data are used to determine where to best focus prevention efforts. Specific programs are designed to address risks based on the type of injuries identified.

Number of Lost Workdays Per Year The following graph represents a measurement of injury severity (amount of time lost due to injury). The data are used to determine the severity of losses. Lost Workday Rate charts are drafted quarterly for Divisions, ESCs, and specific sites. This chart is also used to measure effectiveness of the District’s return-to-work efforts.

Number of Workers’ Compensation Claims Filed The following graph represents a measurement of injury frequency (# of injuries). The data are used annually to compare the performance of the District to previous years.


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Top 10 Injured Body Parts (Total Paid) The following graph represents a measurement of injury frequency (type of injury). The data are used in order to develop Division and site-specific corrective measures.

Accident Prevention Data

Data in this category are related to industrial injuries that have occurred within the District and have been initially accepted as work-related. Data for this section are from the Quarterly OEHS Performance Scorecard.

Environmental Program Management

Total Avoided Annual Disposal Cost The following graph represents a measurement of environmental program management (solid waste landfill cost avoided). The amount of cost avoided by District recycling and avoidance efforts are tracked and reported monthly.


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LAUSD Landfill Diversion Rate The following graph represents a measurement of environmental program management (% of solid waste that did not go to a landfill). This measurement illustrates the amount of District waste that is recycled annually.

LAUSD Waste Reduction Efforts The following graph represents a measurement of environmental program management (tons of waste by type). This measurement illustrates the impact of waste prevention and recycling efforts compared to the total amount of solid waste generated.

Republic Quality Assessment Score The following graph represents a measurement of Republic Services’ (contract waste hauler) ability to deliver on contracted services including waste hauling, education and incentive programs, recycling and overall waste stream management. The scale is 1 to 5, with scores below 3.0 considered inadequate service.


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Waste Disposal Cost Expenditures and Performance Burn Rate The following graph represents a measurement of the actual costs for waste disposal compared to annual budget, and shows a marked decrease in costs with effective management of the new Republic Contract which began in calendar year 2012.

The following graph represents the projected expenditures for the life of the contract measured against the budget and total contract value extrapolated out over the life of the contract.


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OEHS Program Measurement

OEHS Inspection Tracking Report

The following graph represents performance tracking of OEHS resources. OEHS staff work product is tracked daily to determine which type of field activity is conducted to adequately staff and provide site support.

OEHS Management Systems Assessment

The following table represents performance tracking related to the implementation of OEHS management systems and regulatory compliance requirements for the period from July 1, 2012 to June 30, 2013.

OEHS Management Systems Assessment Audit Score

The following table represents the possible span of scores related to the OEHS Management Systems Audit. The intent of the annual audit is to assess OEHS implementation & maintenance of required Occupational Safety & Health, Industrial Hygiene and Environmental Management Programs. The score for FY 2012-13 is 7.10.

Status Score Description

Superior

10

Fully Implemented & Effective

Superior sustained long-term results (with full system and results)

Exceeds all aspects of the OEHS Management Systems Assessment Criteria

System is robust/ Best in class

Adequate 8 Satisfactory Implemented & Effective

Solid and sustained system/results exists (longer than 6 months)

95% Compliant or Complete

Marginal 6 Implemented but incomplete or partially satisfactory

A system is documented and a system owner has been identified AND is held accountable

Results solid but not yet sustained over time (first 6 months of system implementation)

70% Compliant or Complete

Poor 4 Results are unsatisfactory, much room for improvement

Results are being tracked

A system may exist but it is not widely understood or communicated

No system owner exists/Lack of structured accountability

<50% Compliant or % Complete

Poor 2 Some attempt has been made but no effective implementation

Has been identified as an area that needs to be addressed

May have had some effort/focus in the past, but has been dropped

Activity is not evident

Poor 0 Nothing has been done


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OEHS Quarterly Performance Scorecard: (Administrator of Operations Report) The following table represents performance tracking. Data provided for the period of 4

th

Quarter FY 2012-13.

OEHS Quarterly Corrective Action Plan (CAN) Management Report The following table represents the CAN closure rate. Data provided for the period of 4

th Quarter

FY 2012-13.

OEHS Emergency Response Program

The following pie chart represents the distribution of Emergency Response types for FY12-13.


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LAUSD Chemical Safety Coordinator Program Compliance

The following graph represents a measurement of the quality of the District’s Chemical Safety Coordinator Program. Reports are submitted to Educational Service Centers and sites outlining compliance scores. Chart represents FY 2012-13 performance as of 6/30/2013. LAUSD Emergency Operations Center (EOC) Operability Rate

The following graph represents performance tracking of the rate that equipment and facilities related to the District’s ability to respond to emergency events are operational.


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OEHS ORGANIZATIONAL STRUCTURE

OEHS

Safety and Industrial Hygeine

Environmental Compliance

Business Services Unit


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Part 2 – Successes, Challenges, and Integration

Key OEHS Successes Over the Past 12-18 Months Elements That Lead to Their Success

OEHS staff conducted inspections during the construction of 28 new schools and buildings (including major modernization projects) to identify potential safety hazards. OEHS coordinated with FSD Project Execution staff, contractors and inspectors to ensure that all issues were appropriately addressed. All appropriate safety modifications were completed without impacting the schedule of school openings.

Inspections were supervised by OEHS staff that possessed more than 13 years of experience performing such inspections. Constructive collaboration has been achieved during that time frame in an effort to eliminate roadblocks to project completion.

During the beginning of FY 2012-13, OEHS developed and embedded an OEHS Quality Assurance (QA) Team to provide safety and environmentally related support for ITD LAN Modernization Projects. Secured funding and staffing for environmental health and safety oversight on these projects, as well as for related project management activities. Increased OEHS staff by one new Supervisor and two Safety Officers. Between April and July 2013, the OEHS LAN Modernization QA Team worked with the Facilities Project Execution Team to expand OEHS involvement in this effort to include safety and environmental oversight for approximately 250 more schools over an 18-month time frame. Procedures were modified to accommodate this work-scope expansion, and staffing was increased by 3 to 4 full-time environmental/safety professionals to oversee the additional work scope.

10+ years of successful oversight of similar projects using contract employees led to the development of a similar approach using District employees. Proven, streamlined successes associated with OEHS support of the original ITD LAN Modernization projects led to the expanded work scope with the Facilities Project Execution Team.

Environmental Support to the Common Core Technology Program (CCTP):

Conducted a comprehensive six-month technical evaluation and issued a position paper on the implications of the introduction of wireless technology into the school system, including recommended and regulatory limits for radiofrequency (RF) and electromagnetic field (EMF) exposure, and research on related wireless technologies as they may apply to wireless local access networks (WLANs).

Conducted a comprehensive study utilizing third-party consulting expertise and issued technical memorandum to FSD in December 2012, outlining the specifications for wireless fidelity (WiFi) enabled end devices (tablets, computers, etc.) that was incorporated in to the bid document for the Common Core Technology Project Plan. The outcome of this effort was to establish applicable limits to the power output of these devices in order to be suitably protective of students from potential exposure to RF/EMF.

Successes are attributed to establishing close working relationships with stakeholders (CCTP team members, ITD, FSD, and Procurement Services).

Success was also achieved by selecting a qualified Master Services Agreement (MSA) contractor to develop critical technical information.


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Developed and initiated follow-up strategy to assess Phase I WiFi /WiMAX installations at schools. This in-depth assessment, estimated to cost approximately $225,000 and funded by ITD, will work closely with the CCTP team to perform field-based assessments of RF levels at selected Phase I locations. The results of this effort will provide refined guidelines for Phase II CCTP end-device specifications, including those pertaining to cellular connectivity (e.g., 3G/4G).

Implemented elements of the Republic Waste Management Contract that resulted in significant cost savings to the District. For the three fiscal years prior to the implementation of this contract (January 2012), average annual expenditures for waste disposal equaled approximately $9,000,000, which exceeded the Program’s annual budget by about $2,000,000. Under the new contract, waste disposal costs for FY 2012-13 were $6,887,944, resulting in a cost saving of approximately $2.1 million for the 2012-13 fiscal year. In addition to contract terms that were favorable to the District, OEHS implemented enhanced cost-control measures including:

Management oversight of the vendor, which included an audit process that measured their performance twice each year;

Performance of QA audits by OEHS staff to validate bin counts, bin condition, etc.;

Strict enforcement of contract terms as they pertain to liquidated damages, which has resulted in reduced payment to the vendor of more than $20,000 per month;

Establishment of vendor reporting requirements designed to validate their compliance with the contract.

Full implementation of contract terms resulted in significant cost savings associated with: 1) a Bin Service Reduction Program, whereby collection services were curtailed during periods of school shutdown; and 2) a Bin Optimization Program which, based on subcontractor (Cascadia) audits performed during the Spring of 2012, strategically removed rubbish bins from school sites and replaced them with recycling bins (for which the District is not charged a service fee).

Working with Facilities Services Division (FSD) and Office of School Operations, managed the construction of the new District Emergency Operations Center (EOC). Developed plan and implemented the build-out of the New Southern EOC.

Built upon past experience in developing EOCs both within and external to LAUSD.


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Managed the District’s Site Assessment and Remediation program. Approximately $5M in bond funds were utilized during the review period to support the construction schedule.

Drew upon twelve years of previous successes in performing remediation of proposed school sites.

Engaged Educational Service Center Administrators of Operations, implemented a quarterly meeting/ESC performance scorecard program and provided resources to serve each ESC and associated schools related to safety and industrial hygiene services.

Compiled existing bodies of safety performance measures into a comprehensive report in order to most effectively convey information to District executives.

Worked with the Division of Risk Management and Insurance Services to conduct a comprehensive review and marketing effort to successfully secure pollution liability insurance (PLL) from underwriters. The District’s PLL policy with former underwriter AIG became null and void with the settlement of a $90 million claim. The large claim settlement made marketing a new PLL policy very difficult. The only way the District could obtain coverage was to convince insurance carriers that the District was not the same risk in 2013 as it was in 1999. The District had to demonstrate to insurance carriers an ability to manage the pollution liability risks inherent with their construction programs. The PLL policy was bound with Ironshore Insurance effective April 17, 2013 to April 17, 2016 with a policy limit of $10,000,000 and a deductible of $1,000,000.

Drew upon extensive backgrounds of both District and contract-professional support staff to convey level of environmental management expertise to potential underwriters.

OEHS staff through their knowledge, experience and accumulated data, convinced the carriers that the District had the ability to manage risk and make the risk insurable.

OEHS experienced an increase in the number of emergencies that warranted responses during the past fiscal year, from 215 in FY 2011-12 to 404 in FY 2012-13, which represents an 88% increase. Although this increase was significant, response times were not impacted as evidenced by a continued high level of customer satisfaction. The increase in required emergency responses resulted in a reduction in OEHS’ rate of performing routine Safe School Inspections. This reduction was evident by mid-fiscal year, and a corrective action strategy was developed so that the target number of Safe School Inspections (400) could be performed by the end of the fiscal year. By the conclusion of FY 2012-13, the goal had been met and exceeded, with the final number of routine inspections standing at 421.

A continued high level of success with regard to OEHS emergency responses is attributed to effective communications with School Police, as well as with the School Operations team. The success of the SSIP recovery plan for FY 2012-13 is attributable to establishing a structured strategy and tracking system to ensure that the number of weekly inspections were adequate to ultimately achieve the year-end goal. Success was also achieved by the temporary re-allocation of Environmental Health Specialist resources from the OEHS Environmental Compliance Group to the Safety and Industrial Hygiene team.


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OEHS assumed management oversight of the District’s Underground Fuel Storage Tank (UST) program. The program was successfully transitioned from the Energy Unit to OEHS during December 2012 and January 2013. UST systems for dispensing gasoline and diesel fuels and storing waste oil are located at the Business Division, Gardena, and Sun Valley bus maintenance garages.

Drew upon experience of District staff and contract professionals to minimize uncertainties of transferring such work between divisions.

OEHS Less-Than-Successful Projects - Past 12-18 Months Reasons Why

Increase Lead in Drinking Water Flushing Compliance Rate Limitations of OEHS to directly enforce program compliance

Reduce the number of Workplace Accidents Limitations of OEHS to directly enforce program compliance

Key Operational Challenges Resolutions/Strategies to Overcome

Maintain high level of responsiveness to school sites, given the residual reduced staffing levels and basis changes

Strive to obtain budget sources from project-related work with divisions such as FSD and ITD. Develop strong base of data to justify budget augmentation.

Maintain essential environmental expertise to support Measure Q Modernization projects and existing environmental concerns

Continue to maintain bench of contract professionals to augment peak staffing requirements.

The OEHS Management Systems Assessment Program was developed in FY 2010-11 with the intent of conducting a comprehensive annual survey of selected OEHS statutory programs and related management systems. The score for the FY 2010-11 OEHS Management Systems Assessment was 4.5 out of 10; the score for the FY 2011-12 was 5.7 out of 10; and for FY 2012-13 the score achieved was 7.1. This represents a solid overall Program improvement of 2.6 total points. OEHS will continue to develop and institute a corrective action plan to bring all aspects of the District’s safety and health systems into compliance with statutory requirements.

Enhancements to safety and health-related programs often result in additional resource demands for District divisions and/or facilities. The challenge exists to balance such additional requirements with existing demands of District organizations.


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OEHS INTEGRATION WITH OTHER DEPARTMENTS

Specific Tasks & Activities That Require Integration Departments Involved

Provide direct technical support to school sites in terms of safety, industrial hygiene or environmental compliance. Includes providing senior Certificated management with key safety-related performance measures and reports.

Administrators of Operations (AOOs) and school sites

Safe School Inspection Program – Performs routine inspections at all school sites.

Individual School sites

Maintenance & Operations

School Operations

Liability Loss Prevention – Identification of injury and illness trends and other significant losses in an effort to reduce and resolve future District liability.

Division of Risk Management and Insurance Services (DRMIS)

Accident Prevention/Loss Control – Preparation of periodic comprehensive reports presenting a broad spectrum of safety, industrial hygiene, and environmental compliance data that are grouped by distinct District entities.

Division of Risk Management and Insurance Services (DRMIS)

School Operations

OEHS provides various aspects of training for the Facilities Services Division’s Maintenance and Operations (M&O) Branch. Training pertains to Occupational and Safety-related statutes and requirements.


WLAN Modernization Safety and Environmental Oversight Information Technology Division (ITD)

Facilities Services Division (FSD)

Environmental Support for Common Core Technology Program (device acquisition)

Information Technology Division (ITD)


Procurement Division, Office of the Superintendent

Incident Reporting and Emergency Response School Operations

School Police

FSD Maintenance and Operations Branch

Occupancy Inspection and Design Specifications for New Schools and Major Modernization Projects to be developed via Measure Q.


Asset Management

Project Execution Team

Implementation of School Safety Valet Program School Police


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Management of the District’s Underground Fuel Storage Tank (UST) Program – Enhance compliance with statutory requirements while striving to eliminate subsurface environmental impacts.

Transportation Division Bus Garages

Maintenance & Operations Branch

Individual school sites

Environmental Inspections conducted at District Bus Garages – Enhance compliance with statutory requirements.

Transportation Division

Safe Food Inspection Program - Under the current provisions of Section 111 of the Federal Child Nutrition and Women, Infants and Children Program Reauthorization Act, each school that participates in the National School Lunch or Breakfast Program is required to receive two food safety inspections per school year. Inspections are conducted by the Los Angeles County Department of Public Health, and managed by OEHS and the Food Services Division.

Food Services Division

Construction Safety Support – Provide safety inspections as needed to New School and School Modernization Programs.

Facilities Services Division Project Execution Group


Information Technology Division

CEQA and Site Assessment for construction projects

Facilities Services Division

Effectiveness of Division-to-Division Communications

Staff Responsiveness Standards have been developed to ensure that adequate communication occurs when assisting schools and other District sites with health and safety issues. All possible communication vehicles are used when coordinating activities with other divisions in the identification, assessment and mitigation of conditions that may affect the health and safety of students and staff (e.g., Website, email, radio, cellular/landline phone, etc.). Additionally, regularly scheduled meetings occur with divisions with which regular business occurs (i.e., Maintenance and Operations, Project Execution, Risk Management, Food Services, etc.). During FY 2012-13, OEHS also drafted a Communications and Marketing Plan in an effort to enhance the external visibility of the organization.

Integration/Communication Issues Planned Resolution

Targeted reporting of workers’ compensation data Reinstate monthly meetings

Agree upon terminology used in incident reporting Reinstate monthly meetings


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Part 3 – Alignment to Major LAUSD Strategies

DISTRICT STRATEGY: BUDGETING FOR STUDENT ACHIEVEMENT

FY 2012-13 General Fund (Restricted & Unrestricted) Budgets

FY 2012-13 All Other Fund Budgets

OBJECT CATEGORY OBJECT CATEGORY Salaries $1,307,990 Salaries $2,258,753 Benefits $690,544 Benefits $1,109,279 Overtime $12,137 Overtime $154 “Z” Time $10,983 “Z” Time $26,960 Services $10,485,978 Services $567,309 Supplies and Equipment $307,412 Supplies and Equipment $14,754 TOTAL $12,815,044 TOTAL $3,977,209

GRAND TOTAL: $16,792,253 Other than salaries/benefits, what are some of the other significant expenditures from the Division’s budget (include $ amount, whether one-time or ongoing, etc.)?

District-wide Waste Management $8,400,000/yr. Contract value per year, through 12/31/16

Site Assessment, Remediation Services, and Environmental Monitoring: $2,532,978 Ongoing

Hazardous Materials Management $686,629 Ongoing

Medical Surveillance $374,493 Ongoing

$929,613.96

$10,899,945.48

OEHS 2012-2013 Expenditures by Fund Type

Bond Fund

General Fund


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*Note: Majority of General Fund Budget is management of $8.4M waste management contract. DISTRICT STRATEGY: USING DATA TO DRIVE STANDARDS-BASED INSTRUCTION OEHS Mechanisms used to capture and analyze data OEHS captures data mainly through Adobe forms or .asp web forms on the OEHS Website or LAUSD.net. Data are also gathered from other offices and contractors such as Sedgwick (workers’ compensation claims data), BTS Payroll, and Maintenance and Operations. Data are analyzed primarily in Microsoft Access; Microsoft Excel is often used when charts and graphs are needed to present data. OEHS Key reports used to make strategic decisions The following reports are provided to executive staff for strategic decision-making:

OEHS Scorecard (Worker’s Compensation data) - Quarterly and Annual Reports

OSHA Target Locations Reports - Annual Report

OEHS Management System CAN Report – Annual Report, as needed

Safe School Inspection Program Burn Rate Report

Customer Survey Score and Comments Report

OEHS Quarterly Performance Scorecard – submitted to ESC Administrators of Operations, and the Assistant Superintendent of School Operations – Discloses compliance with mandated District and regulatory statutes, and performance to established goals.

Semiannual Safe School Inspection Scorecard Report

$0

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

Salaries Benefits Supplies Services

OEHS Category Budgets by Fund 2012 - 2013

All Other Funds

General Fund


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OSHA 300 Log Reports – Annual, to School Sites

Lead in the Drinking Water Flushing Certification Exception Report –Monthly & Quarterly

Safe Food Inspection Program – Quarterly and Annual Reports

Monthly Workload Units Report

OEHS Monthly Budget Summary Report

P-Card Transaction Monthly Report

CAN Closure Rate and Lag Time Report

COLIN Monthly Audit Report

EOC Operability Rate Report (All Up)

Director’s Monthly Rubbish Report

Hazardous Waste Pick-up Monthly Status Report

California Environmental Quality Act (CEQA) Projects – Monthly Status Report

iSTAR Reports Data accuracy OEHS has controls in place to ensure that data received are as accurate as possible. The only improvement in this area would be to integrate claims data received from Sedgwick into the online Injury/Accident Investigation form so that accidents can be more accurately tied to claims. Data needs Data that are gathered, analyzed and presented by OEHS currently reside on more than a dozen databases, some of which are more than 10 years old. Ongoing issues are currently experienced regarding the operability of these databases, and require near-constant attention by external technical staff (ITD) to maintain their operability. Significant capital investment will be required during the next five years to migrate the various stand-alone OEHS databases to a unified, web-based system. DISTRICT STRATEGY: CREATING AND SUPPORTING QUALITY SCHOOLS

OEHS supports school sites with a multidisciplinary approach focusing on: 1. Safety and Industrial Hygiene: OEHS provides support related to occupational safety and health

regulatory program compliance, loss control, accident management, workers’ compensation cost reduction, industrial hygiene, liability loss control, ergonomic support, safety and industrial hygiene training, traffic/pedestrian safety, asbestos compliance oversight, chemical product evaluation, regulatory agency support and citation management, and equipment approval. In addition, OEHS staff works on District-wide design standards and policies, conducts comprehensive analyses of all major Facilities projects, and approves occupancy for new construction and significant site modifications and modernization projects.

Safe School Inspection Program: OEHS staff conducts Routine Safe School Inspections at all school sites. This comprehensive inspection evaluates the extent to which school conditions and operating practices are in compliance with regulatory standards and District policies. A Corrective Action Notice is provided to each school indicating actions necessary to achieve compliance. Schools are also given a Health and Safety Compliance Scorecard, which includes a rating of “Good”, “Fair”, or “Poor” based on the findings of the inspection. The goal is to conduct these inspections annually. Due to reductions in force over the past several years, the frequency of these inspections decreased to approximately once every 2.6 years; near the close of the current fiscal year (FY 2012-13); such inspections now occur at an improved rate of slightly less


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than once every two years. All SSIP inspection-related documentation are available for staff and parents on the OEHS website.

New School or Building Addition Inspections: OEHS staff conducts periodic inspections during the construction of new schools and buildings (to include modernization projects) to identify potential safety hazards using the Essential Safety Checklist and Approval Form. OEHS also coordinates with the principals, inspectors, contractors, and project management staff to ensure that all concerns are appropriately addressed. OEHS approves occupancy only when these essential safety requirements have been met.

Other Inspections and Audits: In addition to routine inspections, OEHS conducts inspections associated with complaints, incidents (emergency response), construction activity, proposed leased and permitted sites, accidents and injuries, high workers’ compensation claims rates, ergonomic issues, playground equipment installation, traffic safety requests, asbestos-related activities, citations and complaints by such regulatory agencies as the California Occupational Safety and Health Administration (Cal/OSHA), California Environmental Protection Agency (Cal/EPA), South Coast Air Quality Management District (SCAQMD), local fire authority and Los Angeles County Public Health Department (i.e. Safe Food Inspection Program).

Regulatory Compliance: OEHS reviews regulatory requirements and develops programs to ensure District compliance with applicable standards (e.g. Forklift Safety, Hazard Communication, Injury and Illness Prevention, Fall Protection, Respiratory Protection, etc.). OEHS provides assistance to schools in the implementation of these programs. OEHS estimates that over 30 significant Cal/OSHA required programs apply to District operations. OEHS manages Cal/OSHA site inspections, coordination of citation/hazard abatement with schools and Facilities Services Division, appeals, legal hearings, and reimbursement of monies paid as a result of citations.

Training: OEHS develops and conducts trainings for regulatory required/mandated programs (i.e., Cal/OSHA, Cal/EPA, etc.) and other safety-related topics. OEHS staff provides training materials to school sites for Injury and Illness Prevention, Hazard Communication, Bloodborne Pathogens, Chemical Hygiene, and Emergency Preparedness in addition to topics, as requested. OEHS also manages the District’s Chemical Safety Coordinator (CSC) program, where OEHS staff trains CSCs two times a year in chemical safety in an effort to ensure that chemical inventories are safely maintained at school sites. In an effort to better equip ESC and site staff with safety and loss control strategies, OEHS is in the process of developing a series of modules, deemed the “OEHS Academy Program”, to provide specific training programs for division/site representatives.

Industrial Hygiene: OEHS Industrial Hygiene staff monitors and oversees situations that involve outdoor air quality (as a result of air pollutants), indoor air quality (as a result of mold, fire, water damage, sewage spills, etc.), indoor environment (such as noise pollution), environmental hazards (such as monitoring of methane levels and clean up of mercury spills), and lead in drinking water. OEHS evaluates all chemical products prior to authorizing purchase or use at District sites. OEHS staff also works with the Facilities Services Division to provide independent and impartial oversight of District asbestos and lead abatement activity. In addition, OEHS staff conducts comprehensive ergonomic assessments of work stations and new/modified equipment, and provides technical analyses and consultation to minimize workplace injuries.

Accident Management (employees, students, and visitors): OEHS staff manages the District’s accident management program, including the development of accident investigation tools (on-line forms, investigation procedures, etc.), training of staff, completion of Cal/OSHA logs, dissemination of accident-related data, development of specific programs to reduce the frequency and severity of injuries (i.e. identification of locations with elevated claims rate) and


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site specific consultation activity. OEHS staff conducts accident investigations for serious or fatal injuries and audits investigations conducted by schools.

Loss Control: OEHS staff develops programs, procedures, and specific technical loss prevention solutions for sites. In the event of a complaint, regulatory citation, injury, lawsuit, or property loss, OEHS staff provides technical and consultative support to sites to abate and/or mitigate recognized hazards.

Consultation and Technical Support: OEHS staff provides a wide variety of technical and consultative support, including construction safety support, consultation at construction job start meetings, school traffic/pedestrian safety studies and support, equipment reviews, playground safety reviews, occupancy approvals, fire and life safety surveys, lease facility reviews, review/analysis of activity on District property (e.g. fairs, carnivals, skateboard parks, etc.) and support for corrective action notices (CANs) for liability issues or other hazards that may be present at District sites. OEHS also offers expertise and a full range of services to charter schools.

2. Environmental Programs: OEHS provides support related to California Environmental Quality Act

compliance, new construction site assessment and remediation, the development and maintenance of site environmental surveillance systems (i.e. methane systems), hazardous/universal waste management, solid waste management, recycling programs, District environmental design standards, storm water compliance, auditing and program compliance, permitting, coordination between environmental regulatory agencies, environmental training programs, and the development and implementation of District-wide environmental compliance and sustainability programs.

California Environmental Quality Act (CEQA): OEHS staff oversees and coordinates District-wide activities related to the requirements of CEQA in order to effectively disclose potential impacts related to project development at District sites. OEHS staff works with contractors, Facilities Services Division, and District staff to coordinate the required provisions of CEQA for new school sites and existing school site modifications, which involves the development of appropriate CEQA documents up to and including Environmental Impact Reports. The Director of OEHS serves as the CEQA Officer for the District.

Site Assessment and Remediation: OEHS staff works with the Department of Toxic Substances Control (DTSC) branch of CalEPA to ensure that schools are safe from the effects of underground contamination. Using its cadre of Master Services Agreement professional consultants, OEHS staff oversees this process by starting with the performance of Phase I Environmental Site Assessments and, depending on the results, may employ the development of Preliminary Environmental Assessments, Removal Action Plans, or Remedial Action Plans to bring about remediation of a site. In addition to new school sites, OEHS staff reviews and supports existing Facilities projects and monitors the ongoing land use surrounding more than 1,000 schools and other sites operated by the District.

Inspection and Auditing: OEHS staff conducts periodic environmental audits of school sites, Maintenance and Operations locations, fleet maintenance and servicing locations and other District sites (e.g. Food Services locations, etc.). OEHS staff conducts environmental audits of new construction sites, focusing on storm water pollution and hazardous waste storage activities.

Regulatory Compliance: OEHS reviews regulatory requirements and develops programs to ensure District compliance with applicable environmental standards and site permit requirements including those pertaining to underground fuel storage tanks. In addition, OEHS coordinates site business plan development activities and the submission of consolidated


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contingency plans to the fire department. OEHS manages environmental site inspections, citation/hazard abatements, citation challenges, and legislative activity relating to District environmental compliance.

Training: OEHS develops and conducts training for required/mandated environmental programs. In addition, OEHS staff provides training materials to school sites for solid waste and hazardous waste management, recycling programs, storm water pollution prevention, etc.

Hazardous Waste Management: OEHS manages the District’s Hazardous Waste Program, which involves waste stream analysis and classification, packaging waste, manifesting waste, transportation, storage, disposal, reporting, budgeting, and recordkeeping activity. OEHS manages the District’s hazardous waste warehouse, waste yards, hazardous waste contractors, and conducts training and audits of District programs and procedures related to the management, storage, and disposal of hazardous waste.

Solid Waste and Recycling of Non-Hazardous Waste: OEHS staff oversees the District-wide solid waste contract. Staff develops procedures and programs to facilitate the management of non-hazardous solid waste to meet District reduction and recycling goals, while also bringing about cost savings to the District’s General Fund. OEHS staff works closely with the Facilities Services Division and sites to ensure that solid waste collection and recycling services are effectively provided by the vendor.

District High Hazards Program: OEHS manages a current inventory of high-risk facilities, within 500 feet of schools, with the potential to adversely impact school sites by their operations. OEHS works with representatives from sites, local municipalities, County, State, other regulatory agencies, and neighboring facilities to abate/mitigate potential hazards to school sites.

Underground Storage Tank (UST) Compliance Program: Management of the District’s UST program was successfully transitioned from the District’s Energy Unit to OEHS during December 2012 and January 2013. UST systems for dispensing gasoline and diesel fuels and storing waste oil are located at the Business Division, Gardena, and Sun Valley bus maintenance garages. Tasks completed to date include: completion of annual UST compliance testing and certification per regulatory requirements at the three bus garages in December 2012; completion of annual UST training for bus garage personnel in January 2013 concurrent with monthly Designated Operator (DO) inspections; and completion of an update of UST design and construction guidelines that ensures compliance with industry and regulatory requirements in February 2013.

3. Emergency Management: OEHS manages the District’s Emergency Operations Centers (EOCs),

responds to District emergency response situations (e.g. hazardous materials, fires, chemical spills, sewer overflows, vandalism, etc.), provides emergency response training, coordinates the District emergency response equipment inventory, responds to catastrophic emergencies, work with local, State and Federal emergency management agencies, communicates with District executive management during large-scale emergencies, and conducts post-event analyses of District response activities.

Management of District EOCs: OEHS staff manages four District EOCs, which includes keeping technology current/functional, developing and maintaining communications systems, and providing liaison support with City, County, State, and Federal agencies. District EOCs are maintained in a “constant-ready” mode for potential 24-7 operation. OEHS staff facilitates the distribution of emergency equipment (radios, hazmat equipment, mobile EOC, and critical District information) in a “constant-ready” state.

24-7 response to OEHS-Related Emergencies: OEHS staff maintains response equipment, contractors, and District resources for events that have a potentially adverse environmental or


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safety impact to District sites and/or surrounding communities. In addition, OEHS provides 24-7 response to sites for incidents, events, complaints, and regulatory compliance concerns.

Maintain Compliance with Emergency Management Requirements: OEHS staff works with School Operations and School Police to assure that required District emergency response/management processes are in place and functional.

Specific examples of OEHS programs and/or activities that have been underway over the past 12-18 months that directly (or indirectly) serve schools (be specific)

OEHS provided exceptional support to the Superintendent’s Office, Office of the Deputy Superintendent of Operations, Office of School Operations, FSD, COO and Board-related Requests. In addition, OEHS staff provided exceptional technical and emergency support to customer requests within the school network. The office maintained a 100% response rate for significant concerns and received no significant quality complaints during the reporting period. OEHS received praise at Board meetings, ribbon cuttings and in small group sessions by Board members and staff.

OEHS was able to provide exceptional support to School Operations regarding emergency response support (both during school and after hours). Staff received zero quality complaints and received accolades from the Deputy Superintendent of Operations, Chief Facilities Executive, Assistant Superintendent of School Operations, Chief Counsel, Chief Risk Officer, Chief Strategy Officer, Administrator of Operations, Director of Project Execution and Director of Information Technology Division for prompt and professional response to numerous emergencies and technical interventions during the review period.

Working in concert with the FSD Project Execution Group, the OEHS New School Inspection team successfully approved the occupancy of 28 new schools for the start of the 2012/13 school year in August 2012. As a result of this significant effort, all new school sites opened on time and five OEHS staff members received certificates of recognition from Facilities Services Division Senior Management for outstanding effort and support during the push to open the new schools.

OEHS implemented elements of the Republic Services Waste Management Contract, which consisted of providing a District-wide approach to rubbish collection and recycling. A “waste management hotline”, which is operated by OEHS, was provided to all schools and District sites in order to manage service issues in a timely manner. Implementation of this contract resulted in a cost savings to the District of approximately $2.1 million for the 2012-13 fiscal year. Savings were primarily achieved via: 1) a Bin Service Reduction Program, whereby collection services were curtailed during periods of school shutdown; and 2) a Bin Optimization Program which, based on Cascadia audits performed during the Spring of 2012, strategically removed rubbish bins from school sites and replaced them with recycling bins (for which the District is not charged a service fee). Through aggressive and consistent contract monitoring activity OEHS staff assessed $162,050 in liquidated damages during FY 2012-13 for contract non-compliance events. In addition to the assessment of liquidated damages, OEHS successfully managed a number of contract compliance issues and coordinated an audit of the contract by the Office of the Inspector General.


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Working with Food Services Division OEHS completed a three-year project related to the implementation of the District’s Comprehensive Food Safety Inspection Program with the County Department of Public Health. Program involved the coordination and oversight of biannual food safety inspections at 700 schools a year. In addition OEHS published a Reference Guide on the Safe Food Inspection Program to provide information regarding the Office of Environmental Health and Safety and the Food Services Division’s management of food safety inspections.

OEHS worked with LAUSD’s Maintenance and Operations (M&O) team and the Los Angeles City and County Fire Departments to develop a comprehensive approach to addressing concerns raised regarding mandatory site fire system certifications. As a result of the activity, we revised and published an updated Reference Guide on Fire Protection Systems. M&O and OEHS developed a program whereby issues concerning fire protection systems at school sites would be identified, and forwarded to stakeholders for resolution on a quarterly basis.

Increased the District’s Safety Valet participation by adding 105 school sites to the program.

Working with Facilities Services Division and the Office of School Operations, OEHS managed the construction of the new Roybal Emergency Operations Center (EOC); developed the plan and implemented the build-out of the New Southern EOC (estimated operational date: August 2013). OEHS is responsible for operating the District EOC’s and will be responsible to find funding sources for the necessary equipment to maintain the centers at an acceptable level of operability.

Worked with School Operations to provide funding to develop and implement an enhancement to the District’s online system for managing the site administrators’ annual reporting of mandatory certification requirements. From an OEHS perspective, this system is intended to enhance school-site compliance with important safety and health mandates.

Developed and implemented a quality control program for the Safe School Inspection Program (SSIP) and introduced significant changes to the reporting of SSIP performance, including issuance of a biannual performance report.

OEHS successfully implemented the FY2012-13 Target Location Program where staff conducted targeted meetings at 40 District sites to assess and provide guidance in preventing worker injuries. The sites were selected based on previous fiscal-year data, which indicated that those facilities experienced higher numbers of safety-related challenges when compared with other District sites.

OEHS has developed and embedded an OEHS Quality Assurance (QA) Team to provide safety and environmentally related support for both the ITD and FSD LAN Modernization Projects. OEHS secured funding and staffing for environmental, health and safety oversight on ITD LAN Modernization projects and ITD QA/QC project management. This phase of the work, which was implemented during Fall 2012, resulted in an increase of OEHS staff by one new Supervisor and two Safety Officers. The success of OEHS’ role in the ITD LAN Modernization projects led to an expansion of similar services to be provided to FSD’s Project Execution Team, who will be performing similar activities at school sites during FYs 2013-14 and 2014-15. The expanded effort, which was


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initiated during July 2013, will result in the addition of OEHS staff to support more than 250 projects to be implemented during an 18-month time frame.

OEHS has worked successfully with the School Operations Team from the beginning of the existence of the ESC organizations in July 2012 to educate the new ESC leadership regarding key safety, industrial hygiene, and environmental compliance issues.

OEHS has developed numerous training programs, established quarterly reporting and management meetings, and assigned OEHS supervisory-level support to assist AOOs and the School Operations team.

OEHS engaged Educational Service Center AOOs by implementing a quarterly meeting, and by developing an ESC performance scorecard program. Each ESC Scorecard consists of a compilation of critical safety, health and environmental performance data, and is intended to provide the senior ESC leadership team with a perspective as to how their region has performed with respect to these criteria.

An “OEHS Academy” has been initiated, which comprises training programs designed to assist LAUSD in assuring safety and environmental compliance and to make the safe operations of our schools a priority. This program is intended to provide content for site administrators, District staff and parents to facilitate discussions, communicate critical messages and to assist in developing site-specific safety and environmental training programs. OEHS staff can develop training content, modify existing material and/or work with site staff to address specific training needs.

Staff worked with the Facilities Services Division, Los Angeles Department of Transportation and the Los Angeles City Council to ensure improvements to pedestrian and traffic safety were implemented in support of the Porter Ranch Community School.

OEHS identified strategies, secured funding and initiated the development of a Program Environmental Impact Report (EIR) and a Historic Resources Inventory (HRI) in support of the FSD’s District-wide redevelopment program, including projects that will be funded under Measure Q. The primary goal of the Program EIR and Inventory is to ensure that LAUSD’s redevelopment program effectively complies with CEQA using an approach that is endorsed by regional stakeholders. The Program EIR and Inventory also are intended to reduce the time and cost required to prepare project-level CEQA documents as specific redevelopment projects are proposed by FSD. Other advantages to conducting a program-level CEQA review and HRI include:

Ensures exhaustive consideration of cumulative impacts that might be slighted in case-by-case analyses;

Avoids duplicative reconsideration of the basic policy considerations; Provides a consistent framework for evaluating individual projects; and Allows the lead agency (e.g., the Board of Education) to consider broad policy

alternatives and program-wide mitigation measures at an early time when the agency has greater flexibility to deal with basic problems or cumulative impacts.

OEHS staff implemented an expedited analytical turnaround time (48 hours) for environmental sampling analysis in response to sewage spills by securing funding from the Facilities Services Division. This strategy provided a more expeditious service to schools to resume their normal operations. This undertaking also involved the research and evaluation of laboratory analytical methods for mold spores and bacterial contamination of E. Coli and Enterococci in an effort to reduce turnaround time while maintaining a high level of quality.


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Staff provided superior customer service in responding to major flooding, mold intrusion, asbestos releases, pedestrian traffic accidents, indoor air quality issues and sewage spills at schools to ensure the safety of students, staff and the public while minimizing interruption to school operations. Staff received high customer service ratings and received no quality complaints during the reporting period. During the FY 2012-13, there was an 88% overall increase for all emergencies as compared with the previous fiscal year, and a 140% increase in biohazard responses. In addition to the significant increase in the number of emergency responses, an overall reduction in the OEHS response time was experienced for these efforts.

Secured funding for the mandatory, regulatory-required Chemical Safety Coordinator (CSC) Program, which helps to ensure that school-site chemicals are managed by knowledgeable, on-site staff in a responsible manner. A budget augmentation request was approved and is currently being processed for inclusion in the FY 2013-14 budget. OEHS maintained oversight of this program by conducting three sets of mandatory meetings for the Chemical Safety Coordinators, and by reviewing and approving all of the required documents as specified in the District Reference guide and coordination of the stipend payments. In addition, OEHS developed a quarterly Compliance Report for the CSC Program to be distributed to District leadership; enhanced and expanded training-program materials; and added an additional annual training session to enhance compliance with the Program’s annual training requirements.

The OEHS Environmental Compliance Team completed storm water regulatory compliance audits at 30 District construction sites, and completed equipment inventory/South Coast Air Quality Management District (SCAQMD) permit compliance audits at 25 District schools.

The OEHS Industrial Hygiene group completed 129 chemical product evaluations to ensure that products used on District sites are the least toxic available.

OEHS Site Assessment staff responded to urgent developments regarding contaminated spring water that was found on the University HS campus. The OEHS team acted swiftly to isolate the water from potential exposure to students, staff and on-campus Native Americans. Rapid indoor-air and subsurface assessments were performed to ensure that occupants were not being exposed to contaminants. This information, which was collected largely during the Winter 2012 break, was conveyed to school occupants soon after the New Year, and did not result in any impacts to the operations of the school.

OEHS is engaged in the mitigation and testing of drinking-water sources at school sites, with the goal of removing lead from fountains.

OEHS worked with the FSD Maintenance and Operations team to install drinking-water

filtration systems at all Early Education Centers. OEHS will be developing a plan for FY 2013-14 to evaluate the need for, and potentially remove middle schools and high schools from flushing requirements.

As part of the protocol, sampling is performed by OEHS following the installation of filters on drinking fountains to ensure that lead concentrations have been reduced to acceptable levels. By the conclusion of FY 2012-13, such sampling had been performed at 24 school sites, with the goal of sampling 100 schools by the end of FY 2013-14.


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During FY 2012-13, OEHS has either developed, revised or submitted for Executive Review the following Bulletins, Reference Guides and Safety Alerts:

Document Name

Document Number

Document Type Date of Issue or Revision

School Traffic Safety REF-4492.1 Reference Guide 7/23/12 West Nile Virus Precautions 04-07 Safety Alert Aug-12 (Rev.) Back-To-School Heat Stress Prevention 12-03 Safety Alert Aug-12

Safe Food Inspection Program REF-5830.0 Reference Guide 8/27/12

Environmental Hazards in Proximity to Schools REF-5892.0 Reference Guide 10/8/12

Trash Dumpster Maintenance & Sanitation 12-05 Safety Alert Oct-12

Use of Clear Bags for Recycling 12-06 Safety Alert Nov-12

Holiday Safety 04-11 Safety Alert Nov-12 (Rev.)

Procedures for Fire Protection Systems REF-1909.2 Reference Guide 2/25/13

Machine Guarding REF-6007.0 Reference Guide 3/11/13

Heating, Ventilation, and Air Conditioning Systems & Indoor Air Quality

13-02 Safety Alert Jun-13

Water Intrusion Issues in School Buildings 13-01 Safety Alert Jun-13

Hazard Communication Program Requirements TBD Bulletin Under Review*

Injury and Illness Prevention Program (IIPP) Requirements

3772.3 Bulletin (revised) Under Review*

Personal Protective Equipment TBD Bulletin Under Review*

Daily Flushing Requirements for Drinking Fountains and Faucets

REF-3930 Reference Guide (revised)

Under Review*

Disposal Procedures for Hazardous Waste and Universal Waste

REF-4149.1 Reference Guide (revised)

Under Review*

Land Use Restrictions and Subsurface Monitoring at District Facilities

TBD Reference Guide Under Review*

Implementation of Ergonomics Program to Minimize Repetitive Motion Injuries


Procedures for School Safety Representatives TBD Reference Guide Under Review*

Liability Loss Prevention Corrective Action Program TBD Reference Guide Under Review*

South Coast Air Quality Management District (SCAQMD) Equipment Permits/Registrations


Storm Water Discharges Associated with Construction and Land Disturbance Activities


Sewage Spill Response Procedures TBD Bulletin Under Review*

Powered Industrial Truck (Forklift) Program TBD Reference Guide Under Review*

Safe, Healthful Use of Recycled Water at Schools TBD Reference Guide Under Review* *Document has been submitted to the Office of the Chief Operating Officer for review and approval.

In FY 2012-13, OEHS staff has specifically supported school sites, as reflected by the following performance data:

a. Conducted 421 routine health and safety compliance inspections at District schools; b. Provided 24-hour response to health and safety-related incidents and complaints in order to

prevent injuries, reduce cost, and avoid citations from regulatory agencies; OEHS responded to 299 health and safety complaints, 404 emergencies, 289 traffic and pedestrian complaints


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and conducted 609 industrial hygiene surveys to address issues such as indoor air quality and ergonomics;

c. Provided safety training to District employees to prevent injuries and to comply with regulatory requirements; OEHS conducted 614 safety and health compliance training sessions;

d. Conducted inspections at new schools and building additions to ensure that they were safe prior to occupancy by students and staff; OEHS conducted 183 new school and building addition compliance inspections;

e. Managed the District hazardous waste program, which included over 480 hazardous waste pick-ups;

f. Conducted environmental compliance inspections at 212 District facilities; g. Conducted 185 environmental compliance training sessions for Maintenance and

Operations personnel, garages, plant managers, and Chemical Safety Coordinators; h. Prepared and submitted environmental compliance reports to local, State and Federal

regulatory agencies; OEHS produced 159 of these reports; i. Provided environmental oversight and regulatory clearance on approximately 33 new school

and major modernization projects to ensure that sites are safe from an environmental perspective;

j. Provided environmental oversight and regulatory support on 51 existing and Charter School projects;

k. Conducted and issued California Environmental Quality Act (CEQA) Determinations for 99 Facilities Services Division construction projects; and

l. Completed approximately 190 environmental determinations for the management of excavated / imported soil associated with identified earthwork activity.

Planned OEHS projects that focus on providing services in support of quality schools for FY 2013-14

Complete OEHS occupancy approval for three new school sites, Dorsey Classroom/Gymnasium

and Garfield HS (Classroom/Adm. buildings) in addition to the multiple modernization project occupancies.

Complete a Program Environmental Impact Report (PEIR) in support of the upcoming school modernization projects to be conducted through the implementation of Measure Q.

Complete a study of the District’s Historic Resources in an effort to streamline the school modernization process conducted as part of Measure Q.

Initiate the second phase of investigation related to school-based Radio Frequency (RF) exposures in support of the Common Core Technology Project.

Continue to enhance performance of the District-wide waste management program.

Direct the actions of the District’s waste management contractor in order to maximize recycling training efforts at school sites.

Work with the Food Services Division and the Los Angeles County Department of Public Health to continue the environmental health inspection program for school cafeterias in an effort to reduce the number of serious health-code violations.

Conduct planning strategies and implement groundwater remediation efforts at select school sites, especially at the Carson-Gore Academy of Environmental Studies, Gratts Elementary School, and South Region High School #9.

Continue to implement a program to maintain an increased frequency of the District Safe School Inspection Program of at least one assessment every two years for every school.


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Develop revised strategy for focusing efforts to increase Lead in Drinking Water Program Compliance. Key to this effort will be to participate in ESC meetings to promote compliance with requirements.

Continue to support the Facilities Services Division to develop and implement the Lead in Drinking Water Program with the goal of eliminating the need for flushing at schools.

Using technical resources possessed by our Master Services Agreement contractors, OEHS will conduct an independent study of lead in drinking water requirements in an effort to update the District’s current flushing policies.

Develop and release and/or revise environmental and safety procedures manuals, Reference Guides, Bulletins, and Safety Alerts. Specific documents to be developed during the upcoming year include Reference Guides or Bulletins pertaining to Air Compressor Safety, Ladder Safety, Confined Space, and Mold Issues at District Facilities.

Evaluate the current state of OEHS and Maintenance and Operations Branch playground equipment policies, and issue a white paper with recommended improvements. Issue a Reference Guide or Bulletin on Procurement and ongoing maintenance of playground equipment. Develop a Safety Audit form for inspection of playground equipment and composite structures.

Continue to implement corrective action plan resulting from the FY 2010-11 comprehensive third-party review of District OEHS related regulatory compliance activity.In conjunction with the Division of Risk Management and Insurance Services, implement the Liability Loss Prevention Corrective Action Program, which specifies requirements for the implementation of a program to recognize, evaluate and mitigate significant losses experienced by the District.

Continue the implementation and expand the OEHS Scorecard Program, which provides OEHS related performance data to divisions and sites.

Continue to provide project management oversight of the District’s two new Emergency Operations Centers (EOC) through occupancy; continue to provide oversight of the two existing District EOC’s.

Implementation of the District’s FY 2013-14 Injury Reduction Strategies - The Safety and Health Accident Reduction Plan (SHARP) is intended to provide the District’s management with an objective method to evaluate its Environmental Health and Safety and Risk Management programs, including liability claims, occupational safety, and workers’ compensation claim performance. In addition, SHARP provides District management with a systematic risk-based planning process. The program involves the development and implementation of an annual occupational safety and health and liability loss control planning and objective completion-tracking tool. The development of the SHARP is a joint effort by OEHS and each Division management team.

Continue implementation of the District-wide valet program (student drop-off) for elementary schools.

Work with Facilities Services Division to expand Essential Safety Checklist & Approval form to include DSA approved school modernization and other school construction projects.

Implement District-wide Methane Safety Program as new schools with such systems come on-line. Continue to provide coordination and quality control of site activity related to managing methane exposure at existing LAUSD sites with active and passive methane safety systems.

With respect to OEHS oversight of LAN Modernization projects: develop and clarify procedures that meet LAUSD’s expectations for Negative Exposure Assessments (NEAs) performed by the environmental consultants for contractors. NEAs allow employers to demonstrate that with proper work methods, exposure to contaminants is minimized. Once an NEA is approved, work can be conducted with minimal Personal Protective Equipment and/or Engineering Controls.


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Enhance District High Hazards Program related to managing significant third-party environmental and safety risks within 500 feet of school sites.

Evaluate the feasibility of integrating the Injury and Illness Prevention Program into the Administrator’s Certification and Safe School Plans.

Ensure all Material Safety Data Sheets (MSDSs) provided for chemicals approved to be purchased by or used on District sites comply with the recent changes to the federal Hazard Communication Standard.

Develop and implement a training needs assessment and training matrix to assist sites in determining the necessity and frequency of required environmental, health and safety training.

Perform updates to the OEHS Web Page, especially with regard to the areas pertaining to the Administrator’s and Parent’s Portals.

DISTRICT STRATEGY: SUPPORTING ALL EMPLOYEES We are all advocates for our students’ success. We will use data to personalize the supports our employees need in order to ensure our students are college-prepared and career-ready. OEHS employee development process

OEHS provides cross-training to all employees to ensure that they are promotable if desired. Employees are trained in accordance with the regulatory requirements to perform the duties.

OEHS established and published the OEHS training matrix outlining critical training for all OEHS staff. OEHS training programs provided to help build skills

Within the Division: Hazardous Waste Operations and Emergency Response

District: ESC Leadership Training (as part of ESC Leadership Academy) regarding key safety, industrial hygiene, and environmental compliance issues; Annual UST Training for Bus Garage personnel; Methane System Awareness Training for school-site staff where such systems have been installed; Industrial Truck Safety Training; Hazardous Waste Packaging training for Plant Managers and Grounds Workers; Stormwater Compliance Training for Bus Garage personnel; Permit-by-Rule training for Maintenance and Operations facilities personnel.

District: Through the OEHS Academy, Training Programs are designed to assist LAUSD in assuring safety and environmental compliance and to make the safe operations of our schools a priority. The training materials are intended to provide content for site administrators, District staff and parents to facilitate discussions, communicate critical messages and assist in developing site-specific safety and environmental training programs. OEHS staff can develop training content, modify existing material and/or work with site staff to address specific training needs.

External: Lead inspector, Asbestos 2- and 16-hour trainings, emergency management training offered through the California Emergency Management Agency, Microsoft Access.

OEHS FY 2013-14 Hiring Plan

Because of reductions in force, OEHS has had to reduce the frequency of Safe School Inspections from annually to approximately once every two years. The five-year plan includes the hiring of more Environmental Safety Officers and Industrial Hygiene personnel so that OEHS can meet the program goal of inspecting every school once a year and performing advanced industrial hygiene activity.

During FY 2012-13, OEHS worked with the Information Technology Division (ITD) to identify, recruit and employ staff to monitor environmental health and safety conditions at school sites undergoing WLAN Modernizations; during Fall 2012, a total of three OEHS staff were brought on board and


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embedded within the ITD organization to oversee these efforts. For FY 2013-14, OEHS is evaluating the staffing requirements necessary to expand this program to include similar site improvements that will be performed by the FSD. Initially, three to four Contract Safety professionals will be brought on to support these efforts. Staffing requirements will be reviewed during the fiscal year to evaluate the suitability of converting these positions to District positions.

When OEHS accepted oversight responsibilities for the District’s Waste Management contract in January 2012, two staff positions were to be funded via the contract. Subsequent budgetary considerations resulted in OEHS providing two of its existing positions to staff this effort. Having now managed the contract for more than one year, OEHS has developed budgetary justifications to again seek to add two contract-funded staff to perform these functions.

OEHS employee succession planning activity

The Deputy Director acts on the Director’s behalf in the Director’s absence and in the exercise of delegated authority. Managers act on the Deputy Director’s behalf in the Deputy Director’s absence.

Office Managers and Supervisors are cross-trained within specific disciplines (e.g. Safety and Industrial Hygiene, Environmental Programs, etc.) in order to be competitive for promotional opportunities.

OEHS support of District employees

OEHS provides ergonomic evaluations of individual work stations.

OEHS conducts routine Safe School Inspections that identify hazards to employees and also provides guidance to mitigate these hazards.

OEHS responds to employee complaints and investigates anonymous tips.

OEHS provides employee training to such groups as Plant Managers, Maintenance and Operations trades, and certificated staff. These training topics typically focus on employee protection and safe work practices, including respiratory protection, safe lifting techniques, fire extinguishers, environmental compliance, ladder safety, lock-out/tag-out, etc. OEHS also presents information on current safety-related topics such as West Nile virus or H1N1 outbreaks. One-on-one training is provided to employees after hearing shifts or potential exposures to occupational hazards. OEHS also meets with school principals and administration to instruct and assist with the implementation of safety programs.

OEHS conducts Industrial Hygiene monitoring for known or suspected contaminants in the workplace such as asbestos, mold, and lead. Individual exposure is evaluated and communicated to each employee.

OEHS coordinates the District’s medical surveillance program.

OEHS provides consultative services to all employees and parents seeking information on environmental health and safety pertaining to schools.

OEHS manages the District’s Methane Safety Program, which maintains, monitors, and provides on-site training pertaining to schools and other facilities that have systems in place to protect site occupants from exposure to subsurface gases.

OEHS manages the District’s waste management program to include, solid waste, hazardous and non-hazardous (universal) waste and recycling programs.

OEHS coordinates the District’s Chemical Safety Coordinator Program, which provides structure for the handling, storage, usage and disposal of classroom science chemicals.

OEHS provides quality control and regulatory compliance monitoring for District asbestos removal projects.

OEHS conducts biannual environmental compliance inspections at each of the District’s bus garages.


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OEHS provides periodic reports to sites/divisions related to injury frequency/severity, cost of loss, regulatory compliance and waste management activity.

OEHS reviews new equipment, new chemicals, and major modernization projects for potential environmental, health and safety impacts.

OEHS administers the Drug and Alcohol Testing Program, which provides such testing for District employees, who perform safety-sensitive functions and who drive commercial motor vehicles requiring a commercial driver’s license. The District’s Drug and Alcohol Testing Program covers approximately 1,400 Transportation Services employees, 20 Maintenance and Operations Branch employees, 130 Materiel Management Branch employees, and 20 Food Services Division employees.


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Part 4 – Strategic Vision & Action OEHS activities implemented within the past year to increase efficiency and effectiveness

Develop Emergency Operations Center (South) Utilizing Existing Facilities Factor Savings Additional Cost Labor $20,000

$5,000 Some refurbishment required - paint and new flooring.

Facility Construction $1,000,000

$0 Utilization of existing bungalow on school site.

Equipment and Supplies

$75,000 $5,000 Utilization of existing furniture and salvage, to the extent possible

Total $1,095,000 $10,000 ROI = 10,950%

Minimize Ongoing Environmental Monitoring at Germain ES Factor Savings Additional Cost Annual Monitoring Cost $51,000 (Annually, from General

Fund budget) $2,500 Agreement with DTSC to place Land Use Covenant on portion of property in lieu of performing physical subsurface sampling.

Labor $6,000 (Annually, from General Fund budget)

$500

Total $57,000 (Annually, from General Fund budget)

$3,000

ROI = 1,900% OEHS activities planned over the next 12-18 months to increase efficiency and effectiveness

Provide Funding for Two Full-Time Waste Management Program Positions Factor Savings Additional Cost Labor $1,200,000

Annual cost savings that have been demonstrated to have been gained by aggressive Contract oversight.

$190,000 Annual cost incurred to employ two full-time District Staff to aggressively oversee Waste Management Contract.

Supplies $0

$5,000 Support equipment and supplies.

Total $1,200,000 $195,000 ROI = 615%


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Attachment A: OEHS Workload Units for FY 2012-13 The following table represents specific workload indicators that are tracked by OEHS Business Services. The data presented are current as of the conclusion of FY 2012-13, and are compared with results from the similar time period for FY 2011-12. The numeric differences between the two fiscal years, for each workload indicator, are shown in the far right column.

OEHS Workload Category FY 2012-13 FY 2011-12

Change From Previous Year

Accident Prevention - Investigation1 106 132 -26

Accident Prevention - Target Location Meeting2 40 40 0

Asbestos Reports Review3 190 403 -213

Chemical Product Determinations4 129 143 -14

Environmental Reports5 159 215 -56

Hazardous Material Pick-up6 480 536 -56

Hazardous Waste Manifest Review7 2604 3012 -408

Industrial Hygiene Lab Analysis8 565 301 264

Inspection - Asbestos Compliance9 120 262 -142

Inspection - Complaint10 299 248 51

Inspection - Construction Safety11 43 32 11

Inspection - Emergency Response12 404 215 189

Inspection - Environmental13 212 247 -35

Inspection - Ergonomic Evaluation14 44 39 5

Inspection - Leased / Permitted Sites15

0 69 -69

Inspection - New Schools / Additions16 183 266 -83

Inspection - Routine Health & Safety17 421 358 63

Inspection - Traffic Safety18 289 257 32

Playground Safety Evaluation19 21 17 4

Site Assessment - CEQA Determinations20 99 75 24

Site Assessment - CEQA EIR & MND Approvals21 7 2 5

Site Assessment - DTSC Determinations22 89 114 -25

Site Assessment - Ongoing CEQA Evaluations23

16.1 (avg./mo.)

25.8 (avg./mo.)

-9.7 (avg./mo.)

Site Assessment - Ongoing Site Evaluations24

51.0 (avg./mo.)

54.7 (avg./mo.)

-3.7 (avg./mo.)

Training - Environmental Compliance25 185 171 14

Training - Safety and IH26 614 534 80

Medical Surveillance Program27 2324 2893 -569

Regulatory Agency Citations28 45 24 21

1 Audit of accident investigation conducted by District staff


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2 Meeting with school administrator or Division with high claims rate to develop strategies to reduce claims and costs 3 Review of laboratory results for occupancy and/or employee exposure from asbestos 4 Review and determination of chemical products proposed for District use 5 Prepare and submit environmental compliance reports to regulatory agencies, i.e. biannual reports, business plans, SWPPP 6 Pick-up and disposition of hazardous materials from District facilities by staff/contractors 7 Centralized manifest review, data entry and approval 8 Industrial hygiene survey conducted by OEHS staff requiring laboratory analysis 9 Inspection of District and contractor asbestos removal work 10 Inspection of site or facility in response to complaint, which may include industrial hygiene surveys 11 Inspection of construction job site in response to complaints 12 Inspection of site following emergency incident 13 Inspection of site or facility to review compliance with environmental requirements 14 Inspection and ergonomic evaluation of work station or activity 15 Inspection of leased or permitted site in response to request from Asset Management or Adult Education Division 16 Inspection of new schools and existing school additions to assess compliance prior to occupancy 17 Routine inspection of site or facility including Safe School Inspection to review compliance with health and safety requirements 18 Traffic safety surveys resulting from accidents, complaints or requests 19 Evaluation and approval of playground equipment at primary centers and K-5 20 Preparation and distribution of CEQA determinations, including NOEs 21 Board certification of final CEQA documents 22 DTSC issuance of NFA determinations (NFAs, Workplans, Investigations, Remediation Plans, and RACR Reports). 23 Number of ongoing District CEQA evaluations 24 Includes Phase I ESAs, PEAs, SSIs, RAWs, RAPs, and RACRs 25 Training session provided by OEHS staff to other District employees on environmental compliance, recycling and CSCs 26Training session provided by OEHS staff to other District employees on safety, IH and workers' compensation or emergency management 27 Number of employees tested to meet medical monitoring requirements 28 Number of complaints or citations issued by outside regulatory agencies


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Attachment B: OEHS Key Objectives for FY 2013-14

OEHS Objective Unit assigned to: Completion Date:

Establish program to conduct periodic planned safety inspections (annual at a minimum) at District-owned non-school sites (transportation, M&O, offices, etc.)

Safety and Industrial Hygiene

11.15.13

Identify processes and/or technologies available to minimize organic waste streams. Assess viability of implementation of such processes/technologies on a large-scale (District-wide) basis.

Environmental Programs

03.15.14

Update October 1994 EMF guidelines. Incorporate / develop guidance/informational document for schools and offices which addresses RF exposures within a regulatory context and defines District policy.


12.31.13

Prepare guidelines describing Unfired Pressure Vessel regulatory compliance requirements, permitting requirements, and periodic inspection requirements.


11.30.13

Solicit proposals from MSA Contractors with Historic Resource Assessment capabilities for preparation of a District-wide Historic Resource Inventory.


05.31.13

Implement annual environmental compliance inspection of M&Os facilities.


02.28.14

Develop OEHS landfill diversion rate calculation procedures.


04.30.14

Evaluate ISO 14000 to plan a course of action to move OEHS towards ISO certification in Safety, Environmental Compliance, and Site Assessment.


12.31.13

Implement OEHS Management System Assessment Corrective Action Plan to assure mandatory compliance programs are functional within LAUSD.


05.30.14

Continue implementation of the OEHS Academy Program


05.30.14

Develop inspection program for Transportation Services Division garages.


11.07.13

Develop inspection program for M&O Areas.


02.15.14

Enact measures to improve District compliance with the Injury and Illness Prevention Program.


09.15.13

Identify and implement enhancements for OEHS oversight for the ITD LAN MOD Project.


10.15.13


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Increase Elementary School Safety Valet Program Participation Rate.


06.15.14

Evaluate and Implement enhancements to the Traffic and Pedestrian Safety Program to provide safe passage to and from school.


12.12.14

Evaluate Drinking Water Flushing Compliance Program and develop strategy to reduce flushing requirements.


09.30.13

Implement enhancements to the Safe School Inspection Program (SSIP) and OEHS data reporting, to better manage school site regulatory compliance and accident prevention initiatives.


10.30.13

Implement improvements to OEHS oversight of asbestos program management


12.15.13

Implement improvements to Chemical Safety Coordinator Program


10.30.13

strategic operational revie...strategic operational review page 4 of 40 district vision statement:...

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