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Thursday, December 10, 2020

Winter Driving Training Opportunities in December - Free Training Through MN Safety Council

Photo credit: City of Keewatin
There was no easing into the first severe winter storm this year as heavy snow measuring 6 to 9 inches blanketed most of southern and central Minnesota on Oct. 20. This storm was by far the heaviest recorded snowfall in Minnesota so early in a season.

While your public works department has had a reprieve from winter storms since then, it is inevitable that the white stuff will make a return soon.

It is not too late to take advantage of some upcoming free winter driving training opportunities for your employees. The MN Safety Council has the following two (did I mention free?) seminars coming soon:

Fatigued at Work and Behind the Wheel?

Virtual Session
Dec. 18 | 8:30 - 9:30 a.m.
Cost: Free
Register here: Registration Link

Course Description: Fatigue is having an impact on portions of every organization's workforce. Worker fatigue can result from prolonged mental or physical work, extended periods of stress, and even increased participation in virtual meetings. This free, one-hour session will review the causes and consequences of worker fatigue and help employers and employees recognize and mitigate fatigue risks at work and on the road.

 
Before the Snow Flies, Are You Ready for the Road?

Virtual Session
Dec. 22 | 8:30 - 9:30 a.m.
Cost: Free
Register here: Registration Link

Course Description: Driving safely in winter weather can be a challenge, even for the most experienced driver. Safe winter driving requires preparation and special care. This free, one-hour session will review steps to ready your vehicle and simple safe driving reminders so you can face winter roads with confidence.

Hopefully, you and your staff can take advantage of these timely driver safety seminars.

Submitted by: Joe Gehrts, Senior Loss Control Consultant

Friday, November 6, 2020

Avoiding Driver Fatigue

While driving, have you ever experienced a lack of concentration, difficulty making decisions, lane drifting, reduced alertness, or tired and blinking eyes?

These are just some of the warning signs when sleep deprivation is starting to kick in, and most of us will answer yes to at least one at some point.  Sleep deprivation can occur at any time of day but is most common during early morning hours or late nights. How can you avoid sleep deprivation and stay energized during long shifts of vehicle operation?

First, and arguably most important, is getting enough rest prior to the start of a shift. If you know you are going to be working extended shifts the next day or night, try to get a healthy sleep. Consider these tips:

  • Have a consistent routine each night with the same bedtime and wake up time and a relax period or nice bath/shower right before.
  • Avoid large meals, alcohol, nicotine, caffeine, and late naps before bed.
  • Try to exercise at least 30 minutes a day, but not ideally within 3 hours of your bedtime.

Another important facet of preparation is nutrition, which includes:

  • Making sure to keep hydrated with water and sports drinks constantly throughout the day.
  • If you are a caffeine drinker (tea/coffee/energy drinks), being aware of your limitations and not to go overboard. Make sure to mix in plenty of water with these types of drinks.
  • Large meals will cause drowsiness to follow, but eating smaller portions of healthier meals throughout the shift will help avoid after-meal sleepiness.

As far as resting goes, there are no hard and fast rules or regulations in place here. Emergency vehicles are not subject to Department of Transportation regulations for hours of service. If so, there would be 14 hours on and 11 hours off. Your body will tell you when you need to take a break and if you also need to take a nap, but a rule of thumb approach is to take some type of break every two hours.  Depending on where you are on your own fatigue cycle, this could mean you are functioning normally for six hours or fatigue could set in within an hour of when your shift begins.

Exercise and stretching can also be a way of combating fatigue. When you’re starting to feel fatigue, drowsiness, or stiffness set in, take short walks round your vehicle. Something as simple as basic neck or arm stretches gets the blood flowing and can be done inside the vehicle itself. 

Lastly, keep your vehicle well ventilated. A warm and stuffy vehicle promotes drowsiness.

Check out these resources to learn more about driver fatigue:

SAFE-D Part 1 of 2: Sleep, Alertness and Fatigue Educationfor Drivers

SAFE-D Part 2 of 2: Sleep, Alertness and Fatigue Education for Drivers


Submitted by: Michael Neff, Loss Control Consultant

Wednesday, October 28, 2020

Roof Inspection for Winter Damage Prevention

The NOAA released its annual weather outlook for Minnesota and it is showing strong signs for a more cold and snowy winter than usual. Looking at this from a loss control perspective, our first thoughts go to maintaining the property of our cities. Specifically, the snow and ice can do a number on roofs over a long freezing Minnesota winter. This article’s purpose is to remind you of some best practices to take when inspecting and preparing your roof for the upcoming snow and ice.

What to Check
Visible damage and debris – The first step to inspecting a roof is looking for obvious signs of damage, including visible structural deformations, dirt and debris, standing water, and blocked or broken gutters and downspouts. Any obvious damage should be repaired immediately.

Exterior structural components – All external structural components of the roof, including chimneys, vents, fascia, drip edges, and decking should be inspected for damage, missing components, rust, and rot. Leaks tend to form around chimneys, vents, and skylights – and if they're not noticed in a timely manner, damage can occur to the underlayment, sheathing, and joists, leading to potentially expensive repair and replacement costs.

Interior roofing components – When roofs are not inspected regularly, interior structural damage can occur. Often, due to lack of regular maintenance, interior damage is the first to be noticed. On sloped roofs, the location of the damage may not directly point to the location of the leak. Water follows the path of least resistance, which means the source of the leak is often not above the visible damage. If a leak has been left to linger, rafter and roof trusses should be checked for evidence of mold, mildew and rot, which could indicate extensive structural damage.

At a minimum, a comprehensive maintenance program for roofing systems should include these basic steps:

• Keep roofs clean and free of debris.

• Keep drainage systems clear and functional.

• Train maintenance personnel on the requirements of working with the roof system.

• Restrict roof access to authorized personnel.

• Limit penetration of the roof system.

• Use professional roofing contractors who stand behind their work.

When to check
While the spring inspection would reveal potential damage that might have occurred from severe winter weather and necessary repairs, a fall inspection would reveal any preventative action that would be required before winter arrives. An inspection should be conducted after any major storm or construction activity that might cause damage to the roof.


Submitted by: Michael Neff, Loss Control Consultant

Monday, September 14, 2020

FirstNet Will Become NeoGov on Jan. 1, 2021

FirstNet Learning will become NeoGov on Jan. 1. These changes apply to existing FirstNet users and individuals currently accessing training courses through the FirstNet learning system who are not a part of a Regional Safety Group (RSG). RSG members, you have already been migrated over to the new NeoGov learning platform, but read on as there are some significant changes to be aware of with the programs we are offering.

What’s behind the change?                                                 

First, a quick background of the two companies. NeoGov was established back in 1999 and is known for HR software solutions, automated recruiting, hiring, onboarding, performance management, and off-boarding processes specific to the public sector as well as higher education organizations. With that comes a more robust learning system software platform. FirstNet Learning has been in business for 19 years and has been a leader in providing online training to thousands of public agencies that are part of over 35 state-wide insurance pools. NeoGov purchased FirstNet back in 2017 and with the combination of these companies, we are able have some of the best features from both.

The League of Minnesota Cities Insurance Trust is currently at the end of the three-year contract we had established with FirstNet and have renewed the contract with NeoGov for another three years. For RSG users, you have undoubtedly seen several of the new and improved features the new platform can provide if you choose to explore them. For those individuals who are new users or will be converting over to NeoGov on Jan. 1, there will be a series of webinars we strongly encourage you to attend that will help speed you through your implementation process. More to come on this as we proceed closer to the transition date.

What do these changes mean for you?

The most noticeable change will be an increase in per user cost. Under the terms of our expiring contract, the current cost per user/seat was a standard $20 and no minimum fee for non-RSG members. With that, we were able to offer limited functionality and 61 online training courses. The majority of these were focused on OSHA and general safety courses.

Under the terms of the new contract, the per user/seat fee will be increasing to $29 for non-RSG members, but will still be free to any RSG member. In addition, there is a new minimum fee of $261 per non-RSG city, and the fee for more than 10 employees will become $29 per user. The question you must be asking yourself is what am I getting with this price increase? Besides a much more robust training and tracking platform than was previously being offered, we have included an additional 150+ online training courses instead of the 61 courses presently being offered. Several new fleet training programs will be available to everyone, as well as a large offering of additional safety and health programs. 

What we are really excited about is a new series of what is commonly referred to as ‘human capital courses.’ These courses cover a wide range of supervisor training, including providing effective feedback and managing change, and courses intended for a wider audience such as focusing on the customer and listening skills. This is in response to general inquiries in the past asking for such programs.

There will be additional announcements coming throughout the rest of the year and updated information on our website regarding these changes, including upcoming training webinars as well as the complete course catalog listing. Please stay tuned for more information on these.

We do understand that this is an increase that always needs to be a part of any budget planning process.  For that reason, we felt the need to give all existing FirstNet users a heads up of what changes are coming your way. 


Submitted by: Joel Muller, Field Loss Control Manager

Thursday, August 20, 2020

How Does Snowplowing Fit Into Your Pandemic Planning?

2020 has been an interesting year for everyone across the globe. Now that summer is coming to an end, we’re thinking about how children will be returning to school and planning other fall activities. As we plan, there will also be a continued focus on how to deal with the on-going COVID-19 pandemic and the health considerations that should be followed.

An important thing to consider as we move into the fall is if your city has a snowplowing policy. And if you have one, is it written? If COVID-19 is still a local pandemic during the upcoming winter season, then you need to plan for the worse-case scenario. What will you do if you have a snowstorm and a plow operator out with a COVID-19 quarantine? What if you have two or three out on quarantine? Do you have a contingency plan to get the streets plowed if you are at 50% staffing?

Your city may already have a backup operator in place, while some of you are laughing at 50% saying there is only one person that operates the plow. When working on your plan, some questions to consider include:

  • When do you need to start looking at the winter season and planning for these scenarios?
  • Is your plan laid out for 14 days or more? Should it be?
  • Should you look at mutual aid agreements with neighboring communities, county services, or even private contractors to pick up if the pandemic takes your staff away?
  • Is cross-training other staff to plow an option? (I know of building inspectors that plowed snow for public works when they were short staffed!)
  • Are there union contracts that need to be reviewed when working with other agencies or departments?
  • When was the last time that you reviewed the plan to make sure it will still function as when the plan was first developed?

Having a contingency plan for staff is always a best practice, but this becomes magnified if the pandemic is still around through winter. When you have a policy, you can use that as a guide to make contingency plans in case of an emergency. It’s a baseline to guide staff and can lay out when plowing operations will start, what routes are priority routes, and what gets plowed last.

I developed a snowplow policy many years ago that laid out staff routes with full staff, two-thirds staff, half-staff, and quarter staff. Having this in the policy helps guide staff and administration to what needs to get completed when people are sick, late, stuck in their own driveways, or, now in 2020, possibly in quarantine. Without a written policy, staff may be plowing trails in parks while the priority emergency routes aren’t even opened to traffic.

If you are at full staff its typically easy. What about if you are half-staff, one private contractor, a county plow operator, and the finance clerk? What type of plan can you have for them once they arrive to start plowing and how the operation should flow? Is it going to be flawless? Not likely. But did the priority/emergency routes get opened in a timely fashion, did the priority facilities get plowed next, and so on?

Nothing ever works when you’re scrambling at 2 a.m. for a plow operator and you tell them to just go push the snow when they don’t even know the streets. Have a policy that provides a baseline for operations, allows for flexibility, and plans for staffing shortages.

I know we are all hoping that COVID-19 goes away soon, but what if it’s here through the winter? How will your operations get affected and what plans do you have in place?


Submitted by: Troy Walsh, Loss Control Consultant

Thursday, August 6, 2020

Considerations for Wearing Masks and Face Shields During COVID-19

People in Minnesota are now required to wear a face covering in all indoor businesses and public indoor spaces, unless alone. Additionally, workers are required to wear a face covering when working outdoors in situations where social distancing cannot be maintained.

That’s all according to Gov. Walz’s Executive Order 20-81, effective July 25, 2020.

The League of Minnesota Cities team has received many questions about face coverings. Where they need to be worn, what is allowed for face coverings, and when does a face shield become an option over a face mask? The Centers for Disease Control and Infection (CDC) and the Minnesota Department of Health (MDH) provide best practice guidance and are great resources for any COVID-19 pandemic questions you may have.  We follow the CDC and MDH guidance on wearing of face masks and the option of a face shield.  

What CDC and MDH say about face shields
The MDH has provided face covering requirements and recommendations under the Executive Order. 

  • What they say: It is not known whether face shields (a clear plastic barrier that covers the face) provide the same source control for droplets as face masks, but they may be an option in situations where wearing a face mask is problematic. For optimal protection, the shield should extend below the chin and to the ears, and there should be no exposed gap between the forehead and the shield's headpiece.

The CDC has also provided considerations for wearing masks.

  • What they say: It is not known if face shields provide any benefit as source control to protect others from the spray of respiratory particles. CDC does not recommend use of face shields for normal everyday activities or as a substitute for masks. Some people may choose to use a face shield, in addition to a mask, when sustained close contact with other people is expected. If face shields are used without a mask, they should wrap around the sides of the wearer’s face and extend to below the chin. Disposable face shields should only be worn for a single use. Reusable face shields should be cleaned and disinfected after each use.

City of Cologne

Face shield protection study
Here’s what we know and what we don’t about how face shields can protect us from contracting the coronavirus: Researchers put a face shield on a head form encasing a breathing machine and placed it a few feet from another head form spewing droplets of influenza. They measured how much influenza made it behind the face shield, into the mouth of the head form, and down the breathing machine. The face shield did a good job of blocking the cough at first, catching the big droplets. But as the minutes went on, smaller droplets — aerosols — made their way behind the shield.

Masks are recommended as a simple barrier to help prevent respiratory droplets from traveling into the air and onto other people when the person wearing the mask coughs, sneezes, talks, or raises their voice. Face shields may not provide as much protection to respiratory droplets but are an option, especially if there are medical issues involved with the wearer.  


Submitted by: Troy Walsh, Loss Control Consultant

Wednesday, July 8, 2020

COVID-19 reminder: reopening building facilities with caution

While some city facilities have reopened, others remain closed. Microbial hazards such as mold and Legionella, the cause of Legionnaires’ disease, can develop in facilities without proper care during the shutdown or without proper precautions prior to reopening.

Potential Hazards


Mold and Bacteria:

Mold and bacteria thrive in moist conditions. When buildings are unoccupied for long periods of time moisture problems may go undetected allowing mold and bacteria to spread. Leaks from roofs and plumbing can deposit moisture and remain undetected while buildings are unoccupied if not inspected on a regular basis. Additionally, traps in floor drains, toilets, and sinks can dry out allowing moist, bacteria-infested sewer gas to flow into a building and collect on ceilings, walls, floors, curtains, and furniture.

Mold and bacteria can also spread throughout a building if furnace filters became damp and contaminated during shutdown and the HVAC system is put back in use before replacing the filters. If HVAC systems with manually adjusted humidifying units have been operating during the shutdown with limited supervision, the humidifier may still be at winter settings introducing excessive moisture through the air distribution network.

People can be exposed to mold through skin contact, inhalation, or ingestion. Individuals who are immunosuppressed are at increased risk for infection from mold.

Legionella:

Legionella is a naturally occurring bacteria that can be found in lakes, rivers, ground water, and thus water distribution networks, and, if present, it bacteria is normally found at a very low level. Legionella grows best in large, complex water systems that are not adequately maintained at temperatures between 77-108 o F. During prolonged facility shutdowns hot water lines are idle for long periods of time and the water temperature can fall into the Legionella growth range. Additionally, building operators may lower the temperature level of water heaters trying to save on fuel costs, but in doing so may be creating an environment where Legionella or other bacteria can multiply. In cold water lines where building air conditioning systems are not operating during shutdowns the ambient temperature around stagnant water lines and cooling towers can also fall into the Legionella growth temperature range.

Inhalation is the most common route of exposure for Legionella. The breathing in of small water droplets containing Legionella allows the microbes to enter the respiratory system. This transfer of water into a breathable source can include cooling towers, sinks, toilets, showers, decorative fountains, and hot tubs.

Double Jeopardy


Coronavirus is a respiratory virus usually affecting the lungs and weakening the immune system. Combining the respiratory hazards and immune deficiency issues created from the COVID-19 pandemic with an additional respiratory infection hazard from mold, Legionella, or other forms of bacteria can only make a bad situation worse. The most at risk individuals are people with pre-existing conditions like asthma, have allergies to mold, or have a weakened immune system.

Guidance


Fortunately, there is no need to reinvent the wheel as you plan to safely reopen your buildings. You can refer to the CDC Guidance for Reopening Buildings After Prolonged Shutdown or Reduced Operations. This CDC guide will cover minimizing mold and Legionella as buildings reopen risk in significant detail.

Looking for more information? Here are more resources you can explore:



Submitted by: Joe Gehrts, Senior Loss Control Coordinator

Monday, June 1, 2020

Fleet Safety: Evaluating Driver Quality in New Hires

Keeping things in perspective

In real estate the common saying is “Location, location, location!” After several years with one of the nation’s largest commercial vehicle insurance carriers, I have come to understand that managing vehicle safety results is often about “Driver quality, driver quality, driver quality!”

When hiring a driver, it would be nice to have a crystal ball to see into the future. Barring an intervention from the spirit world, the best available predictor of future performance is evaluating past performance. However, in making this evaluation you need to interpret the historical data in its proper context to achieve a high level of confidence more accurately predicting future performance. Driver quality metrics used in this analysis include: 

  • Experience driving                   
  • Experience with similar equipment
  • Driving record
  • Accident history

These metrics must not just be considered individually, but on a combined and interrelated basis.

Experience driving – The longer a person has been driving, the more situations that person has encountered. These situations sometime require quick and almost instinctive responses. Critical decision errors due to lack of driving experience can lead to serious crashes. When evaluating any driver candidate be sure to determine how long the person has been driving. The length of time a person has been driving will also have an impact on how the applicants driving record and accident history should be interpreted. Not all motor vehicle reports (MVRs) should be weighted equally. You cannot equally compare the driving history of a driver who has only had a driver’s license for a year to a more experienced driver as the exposure level is much different. Keep in mind the less experienced driver's safety performance may be for a limited driving exposure of possibly 10,000 miles or less. The confidence level for correlating past performance to future results is reduced when the candidate has only been driving a short period. When you run an MVR and see no citations, be sure to put it into perspective relative to how long they have been driving.

Experience with similar equipment – Experience refers to actual time operating similar equipment of the same size and arrangement you are hiring them for. If a driver applicant will be required to have a commercial driver’s license (CDL), determine how long the driver has had the required license type and endorsements. Driving a 50,000-pound snowplow in foul weather is a far different experience than driving a passenger car. In evaluating experience, you need to carefully look at the driver’s application to see what type of equipment they were operating. Also consider how long it has been since they have operated the equipment. Determine the percentage of time spent driving versus other duties. Consider the driving environment the applicant was operating in. Factor in if the driving results were compiled in rural areas or highly congested urban areas and what environment they will be driving in for you.

Driving record – Past moving violations and citations should also be evaluated in context. Be sure to look at the type of citation and give a heavier weighting to more serious violations. Citations that may be considered more serious include:

  • Operating a vehicle under the influence of alcohol or narcotics (DUI or DWI)
  • Refusal to submit to substance testing
  • Felony traffic violations
  • Driving with a suspended, revoked, or invalid license
  • Reckless driving or negligent driving
  • Drag racing
  • Hit and run, leaving the scene of an accident
  • Eluding a law enforcement officer

Accident history – A driving record with no accidents is even more impressive if it was accomplished over a longer time period while driving similar equipment and under similar conditions for the driving position you are trying to fill . The required safe vehicle stopping times and distances are significantly different between a passenger vehicle and a commercial vehicle requiring a CDL. The maneuverability and obstructed views are also more challenging with a larger vehicle. Also, look at the driver action that contributed to the accident and don’t overlook the significance of past incidents that resulted in minor repair costs. Give a heavier weighting for accidents that had the potential for a more serious outcome. For example, an accident involving improper lane change, failure to yield, or running a red light may easily have resulted in a much more serious outcome under slightly different circumstances.

In conclusion - Using driver quality hiring standards is not a new concept. However, making sure the data is analyzed in the proper context can improve the probability of making a successful hiring decision. When evaluating candidates for a driving position, make sure you are comparing apples to apples. Be sure to consider if the candidate’s driving history has been achieved while driving under relevant conditions, for an adequate time period, and at a higher level of performance.


Submitted: Joe Gehrts, Senior Loss Control Consultant


Wednesday, May 20, 2020

Clear Communication at Yard Waste and Organics Recycling (Compost) Sites

“What we’ve got here is failure to communicate…”

That iconic line from the movie “Cool Hand Luke” can be the root of frustration for both the workers and the residents dropping off materials at municipal yard waste and organics recycling sites. Clearly communicating the site’s rules and regulations on both the city’s website and on signage displayed at the compost site can:
  • Reduce frustration for citizens who were unaware of restrictions.
  • Reduce time and resources spent removing unauthorized materials.
  • Reduce confrontations between city employees and the residents.
  • Provide a more enjoyable/hassle-free experience for the workers and visitors.

COVID-19 pandemic safety considerations
While operating during the COVID-19 pandemic the city should make the public aware of the following procedures that will be required for the safety of the workers and the public.
Visitors to the site should:
  • Practice social distancing and stay at least six feet away from others at compost sites.
  • Plan for extra time as social distancing measures may restrict the number of people who can safely unload at one time and may create delays during peak hours.
  • Stay in vehicles until they reach the unloading site and it is their turn to unload.
  • Stay in designated areas and avoid the six-foot restricted areas painted on pavement at dump area (if applicable and more than one party is allowed to unload at a time).

Resident FAQS for yard waste sites
Q.  Is this compost site for me?  When are you open?
Let the residents know in advance:
  • What identification is required to use compost site.
  • Your operating hours and seasonal fluctuations to hours.
  • Whether commercial use is allowed or not.

Q. What can I drop off?
Clearly communicate the acceptable versus unacceptable materials. Make sure unloading sites are clearly marked with what item is accepted and where. Acceptable materials will vary from city to city, but once you determine your policy clearly communicate:
How items are sorted.
  • What is accepted.
  • What is prohibited.
  • What fees will be charged broken down by material and quantity.

    For example, some cities may have the following policy on accepted and prohibited items:

Acceptable Materials
Unacceptable Materials
Spring and fall lawn rakings and thatch
Grass clippings, lumber, sod, and soil
Leaves
Stumps
Soft, vegetative garden waste
Christmas trees
Tree waste
Retaining wall blocks, lumber, rocks, and dirt


Q. What else do I need to know?
Post any additional yard waste site policies on both the website and at the site. For example:
  • Paper leaf bags need to be hauled away by visitor.
  • No plastic bags may be left on site.
  • No yard waste may be left outside facility.
  • No chain saws or wood splitters may be used on site.

Q. But why?
Knowing the reasoning behind why items are prohibited, or some restriction are in place can reduce complaints from yard waste site visitors. To ease frustration for users, post why these policies are in place. For instance:
  • During early spring and late fall, the amount of available daylight is decreased, especially when daylight saving time ends in early November. The site closes earlier during those seasons for the safety of residents who may be backing up vehicles and trailers in the dark.
  • Dirt, rocks, and lumber can cause damage to equipment.
  • Compost site size limitations does not allow for the accommodation of grass clippings.

Provide solutions when possible for alternative disposal options for restricted materials. Suggestions may include:
  • Contract your waste hauler to see if Christmas trees can be collected at curbside.
  • Contact forestry staff at (###) ###-#### about diseased tree disposal.
  • Grass clippings can be disposed of at ….

Q. How do I contact you? Where are you located?
Your website should provide the visitor contact information including:
  • Site names
  • Addresses
  • Phone numbers
  • Map graphics

Keeping your yard waste site secure
In addition to improved communication, here are a few measures your city might consider that could deter after-hours dumping and unauthorized site access:
  • Install a gated entrance to compost site.
  • Fence in the compost site.
  • Only open during staffed hours.
  • Operate security cameras at the compost site.

In summary
Clearly communicating the city yard waste and organics recycling site’s scope of operations, policies, and restrictions will set accurate expectations, reduce confusion, avoid confrontations, and provide a more enjoyable experience for all. 


Submitted by: Joe Gehrts, Senior Loss Control Consultant

Monday, May 18, 2020

Playground Equipment Sanitizing and Signage

As parks begin to reopen, we still need to take precautionary measures to keep the public safe during the COVID-19 pandemic. Posting signs is one way the city can provide additional information on how to reduce the risk of contracting or transmitting the virus.

Regardless of whether the equipment is sanitized or not, a sign posted onsite where it can be easily seen by visitors is appropriate. The sign should simply state:

“Equipment is not/is sanitized.

Play at own risk.”

Even if the city is disinfecting the equipment, it’s not a guarantee the equipment is safe. Consider adding an informational reference about coronavirus on your sign for visitors to review, such as http://www.cdc.gov/coronavirus or https://mn.gov/covid19/.
Photo Credit: Sarah Soucie Eyberg

You may also want to consider translation of these simple messages into any languages that may better serve your community.

If your city is sanitizing your playground equipment, follow the CDC guidelines on cleaning the equipment prior to disinfecting as a best practice. The League has a blog on Sanitizing your Playground Equipment During COVID-19 for additional guidance. If there is a concern of damaging the playground equipment, refer to the manufacturer for guidance and warranty information. 

If you need design or production assistance, check with your local businesses for a sign company that can offer a template or who can make one for your city. There are also free templates available online. If you have additional questions, please reach out to your city’s loss control consultant.


Submitted by: Julie Jelen, Loss Control Consultant

Public Works Week May 17-23, 2020

It's Public Works Week, and that means around the state, cities and residents are celebrating all of the things you do to keep our cities functioning. We at the League of Minnesota Cities would like to once again thank you for taking care of our streets, sidewalks, water, wastewater, and parks.
Thank you!

Friday, May 15, 2020

Understanding the Difference Between Alternative Masks and Respirators

As city facilities and businesses begin to reopen, the question of whether to require people to wear a mask or allow it to be voluntary becomes particularly important, as does the difference between “respirators” and other cloth filter masks.

Because of the short supply of surgical masks and high-efficiency respirators (N95 and higher), the CDC has recommended using cloth masks as an alternative to allow for the short supply to go to medical personnel and first responders. These cloth filter masks are not intended to replace or be substituted for the other masks, but are the second best option available to protect the general public.

Commonly asked questions about cloth masks, respirators, and OSHA


Q1. What does OSHA consider to be a mask or a respirator, and does this cover simple cloth or surgical masks?

A1. First, OSHA breaks down masks into two categories:
  • Respirators: A respirator is a device that protects employees from inhaling particles or other dangerous substances. Typically, these are fitted closely to the wearer’s face and do not allow air to flow between the sides of the mask and the user’s nose and mouth. Facial hair is not permitted when respirators are required because it prevents a tight seal from occurring. With these types of masks, any air movement is required to pass through the filters. When respirators are mandatory, then all of the OSHA Respiratory Standard requirements must be followed. Granted, OSHA has made some temporary exceptions to fit testing and extended use, but these are also just temporary.
  • Personal Protective Equipment (PPE): Loose-fitting masks which are not intended to filter air are PPE. A surgical mask or the masks that individuals are making at home in response to COVID-19 are not considered respirators because they do not filter the air. These loose-fitting masks, however, are still subject to the OSHA PPE Standard, which requires proper protection if necessary to prevent a job related injury or impairment.

Q2. Is there a difference if an employer requires employees to wear a loose-fitting face mask or merely permits employees to wear a loose-fitting face mask?


A2. Yes – there are significant differences between requiring employees to wear a mask and permitting an employee to wear a mask, even if the employer provides the mask to the employees.

Under the OSHA PPE Standard, which applies to all PPE including loose-fitting cloth face masks, if an employer requires employees to wear PPE, the employer must perform a hazard assessment, consider other alternative options to protect employees such as installing a barrier between workers or workers and customers, identify and provide appropriate PPE for employees, train employees in the use and care of PPE, clean and replace PPE as needed, and create a plan that is periodically reviewed. If employees are considered “medium risk” for COVID-19 exposure because, for example, they have frequent contact with individuals within six feet, then using a mask may be required. This decision is based on your own hazard assessment of the job being performed.

However, if the employer allows the employees to voluntarily wear a loose-fitting mask, none of these rules apply. Even if the employer pays for the masks and provides them to employees, it can still be a voluntary program. The employer should tell the employees, preferably in writing, that the masks are not required and that wearing one is voluntary on the part of the employee.

Q3. What is the actual difference between respirators identified in the OSHA standard and all the masks and homemade masks that the CDC is recommending?

A3. First it is important to understand what a cloth filter mask can and cannot do. 

The primary purpose of a cloth face mask is really to limit the individual from spreading the COVID-19 virus to other people and nearby surfaces by containing the individual’s coughs and sneezes within the mask. That is not to say that these do not also provide a basic level of protection to the wearer if exposed to an individual who has or may have COVID-19, but that is not their primary function.

These cloth face masks do not function like conventional respirators because they are not tight fitting, do not prevent leakage, nor are they designed to filter air. The cloth filter masks, whether commercially purchased or made at home, do not require any type of medical evaluation or fit testing to make sure they work for the individual wearer.

To add to this confusion, some of the terminology used in the OSHA standard can be confusing.  A basic paper dust mask is considered a respirator because it is tight fitting and by design also filters air. 

Q4. But I thought that cloth filter masks are considered an administrative control and not PPE?

A4. That is partially correct. If you look at OSHA’s hierarchy of controls, at the base is PPE and the next step in the hierarchy is administrative.  When reading the description of administrative control, it would appear as though cloth filter masks could be viewed more as an administrative control because of how they are being used to help protect the workforce.  But many administrative controls also involve other aspects of the hierarchy of controls, in this case PPE. Again, this falls back to your hazard assessment conclusions. If your hazard assessment does not indicate that masks are needed but you mandate the use of these anyway you will, in all likelihood, fall under OSHA obligations and will need to comply with those training requirements. That is one reason some businesses have made wearing cloth filter masks a voluntary option but are strongly encouraging their employees to wear them. 

Q5. OSHA recommends extended use and only basic cleaning of a respirator, while you can and should launder cloth filter masks regularly. Why is that?

A5. Regular respirators have a lot of components. Any excessive cleaning can damage the straps, the molded seals around the edge of the respirator etc., which in turn can negatively impact the air filtering capabilities of the respirator to form a tight seal. That is why you cannot have facial hair if wearing a respirator with few exceptions. But these still require some very basic cleaning, disinfecting, and storage practices which should be followed as outlined in your respiratory protection program.

Cloth filter masks, by contrast, do not have many of these components and by design are not tight fitting, so washing these will not create any deformation or negative consequences. Quite the opposite applies here. The wearer may have unknowingly contacted the COVID-19 virus at some point in time during the day — proper cleaning removes the contaminant. 

There are several very good YouTube videos dealing with how to properly clean cloth filter masks. In reality, many of these masks require nothing more than a simple laundering. The key thought is to not just continue to reuse a cloth mask without laundering or using another disinfecting option as shown.



REMINDER: These types of face coverings supplement other preventive measures, they are not intended as a substitute. They provide an added layer of protection on top of social distancing, good personal hygiene, and other precautions that could be taken.

Q6. I want to mandate the use of cloth filter masks for my employees returning to work. Do I need to comply with all the OSHA requirements concerning fit testing, medical screenings, etc.?

A6. The direct answer to your question is no. Cloth filter masks do not fall into OSHA’s definition of what a respirator is. Therefore, they do not have the same medical screening and fit testing requirements. There still is a level of training and general information sharing which is outlined in the OSHA standard.

We all understand that the intent of cloth filter masks is to really protect the general public more than just the wearer. Recent studies have shown that a significant portion of individuals with coronavirus lack symptoms (“asymptomatic”) and that even those who eventually develop symptoms (“pre-symptomatic”) can transmit the virus to others before showing symptoms. This is why the CDC recommends wearing cloth face coverings in public settings, at work, and during activities when social distancing measures are difficult to maintain.

Most cloth filter masks and any homemade masks are not regulated by the FDA. Remember the CDC has come up with these alternatives in response to a shortage of available respirators and surgical cloth masks, but these alternatives were never intended as a replacement if and when those other forms of PPE are available. If you are requiring these as part of your return to work program, they would then be considered an administrative control and as such, it is reasonable to think that you will need to provide information on the safe use, storage, cleaning, etc. of these masks that is part of the OSHA standards. 

As the employer, when using them as a form of administrative control you would still have obligations
to ensure employees use them safely and understand that these types of masks do not prevent particles from passing through any openings in the mask that occur with or without any facial hair.

If you are purchasing commercially manufactured cloth filter masks, make sure to read the labels. While the vast majority of these are not designed to be “tight fitting,” some are being designed or advertised as such and even have warning labels on the packaging as to who can and cannot wear them without medical screenings.  

Submitted by: Joel Muller, Field Loss Control Manager




Thursday, April 30, 2020

Mother Nature Won’t Stay Home — Flood and Tornado Considerations During the Pandemic

Note: A city should always be reviewing emergency preparedness plans at least annually. The scope of this article is not to be a comprehensive discussion of emergency preparedness plans for tornadoes and floods, but rather to bring attention to how your existing preparedness plans may need to be modified while responding during the COVID-19 pandemic. Operating during the COVID-19 pandemic will present unique challenges and considerations that will have to be accommodated for.

It has not been “business as usual” for some time now and responding to emergencies such as floods and tornadoes during the COVID-19 pandemic will be anything but usual. Cities should be reassessing emergency preparedness plans to determine what alterations may be required under the current environment to effectively respond to floods and tornadoes.   
                                                                              
Here are some items to consider: 

Cities have been operating with skeleton crews and many employees are working off-site. Schedules and priorities have shifted. Will resources including chain saws, pole saws, generators, and mobile equipment be in good operating order? Cities should verify that:

  • Equipment kept in dry storage over the winter are operational and well maintained.
  • Fresh fuel is provided in mobile and portable equipment.
  • Fuel tanks for generators are topped off (take advantage of the record low fuel prices).
  • Chainsaw and pole saw blades have been sharpened, and spare blades available.

Has the city been maintaining emergency alert systems? Make sure to continue:
  • Providing public service announcements regarding municipal weather alerts
  • Testing alert systems on the first Wednesday of each month
  • Verifying the reliability of emergency alert equipment. Check that:
    • Branches are not obstructing sirens.
    • Sirens were not damaged over the winter.
    • Generators and battery backups for alert systems are operational.

Have you considered the impact on human resources available for responding to emergencies? Social distancing measures will need to be incorporated. For example, you may only be able to use one chute of a dual chute sandbagging machine or just the outside chutes of a quad sandbagging machine. Will you still be able to meet sandbagging capacities under these restrictions, or will additional devices be required? Some additional human resource items to consider doing in advance:

  • Verify if mutual aid agreements will still be honored during the pandemic.
  • Identify and provide alternates for key personnel who may not be available during the emergency response event due to illness.
  • Accommodate for the change in availability of volunteers which may be needed for sandbagging and other activities:
    • Determine how to accomplish social distancing with employees and volunteers for various response activities.
    • Identify potential areas of congregation during response.
    • Seek alternative methods such as using mechanical means where possible.
    • Have emergency inventory of face masks and gloves in stock for volunteers and employees.
    • Provide portable hand wash stations with soap or sanitizer dispensers at emergency sites. 

We can’t control natural disasters from happening, but we can control how prepared we are to respond to them.

Additional Resources:


Submitted by: Joe Gehrts, Senior Loss Control Consultant


Friday, April 24, 2020

Facing a Shortage of N95 Masks During COVID-19?

“Disposable filtering facepiece respirators (FFRs) are not approved for routine decontamination and reuse as standard of care. However, FFR decontamination and reuse may need to be considered as a crisis capacity strategy to ensure continued availability. Based on the limited research available, ultraviolet germicidal irradiation, vaporous hydrogen peroxide, and moist heat showed the most promise as potential methods to decontaminate FFRs.” -  Centers for Disease Control and Prevention (CDC)

What used to be routine and disposable, is now of concern to those that depend on single use N95 respirators (masks) to protect themselves from airborne infections, such as COVID-19. Wearing an N95 respirator for hours at a time (extended wear) or reusing a respirator several times (removing between uses) are practices used to ease shortages.

The National Institute for Occupational Safety and Health (NIOSH), along with the CDC, recognizes the possibility of N95 respirator depletion during a pandemic and developed recommended guidance for extended use and limited reuse of N95 filtering facepiece respirators. The CDC favors extended use over reuse as it involves less touching of the respirator and less risk of contact transmission.  To make sure employees are following proper protocol, cities should have clearly written procedures in their respirator programs.

Current CDC guidelines on extending respirator supply:
  • Minimize the number of staff who need to use respiratory protection through engineering and administrative controls.
  • Use alternative respirators where feasible.
  • Implement practices allowing the extended use and reuse of N95 masks when acceptable.
  • Prioritize the use of N95 respirators for staff at the highest risk of contracting infection.

Reuse recommendations:
  • Hang used respirators in a designated storage area where they cannot come into contact with each other or in a clean, breathable container like a paper bag.
  • Avoid touching the inside of the respirator and if you do touch it, wash your hands.
  • Use a pair of clean gloves when putting on a used respirator and performing user seal checks, then discard the gloves.
  • Follow manufacturer guidelines on how many times a respirator can be worn, if no guideline exists use no more than five times.
  • Follow the manufacturer’s user instructions for the respirators.Label containers used for respirators or the respirator itself (on the strap) with the user’s name.

As a last resort, the recommendation would be to decontaminate N95 filtering facepieces. This would make the mask safer, but not necessarily safe. There are three approved methods to decontaminating a mask:
  • UV-C light
  • Hydrogen peroxide vapor
  • Moist heat
There are many consumer, and medical products out there that claim to decontaminate masks that are ineffective, so it’s important to follow the CDC guidelines on proper cleaning. Cleaning with alcohol, dunking the mask in hydrogen peroxide or other chlorine types of solutions will damage the masks and should not be used.

The following precautionary measures are to be used prior to using a decontaminated FFR:
  • Clean hands with soap and water or an alcohol-based hand sanitizer before and after touching or adjusting the FFR.
  • Avoid touching the inside of the FFR.
  • Use a pair of clean (non-sterile) gloves putting on a mask and perform a user seal check.
  • Visually inspect the FFR to determine if its integrity has been compromised.
  • Check that components such as the straps, nose bridge, and nose foam material did not degrade, which can affect the quality of the fit, and seal.
  • If the integrity of any part of the FFR is compromised, or if a successful user seal check cannot be performed, discard the FFR and try another FFR.
  • Users should perform a user seal check immediately after they put on each FFR and should not use an FFR on which they cannot perform a successful user seal check.

Note: CDC and NIOSH do not recommend that FFRs be decontaminated and then reused as standard care. This practice would be inconsistent with their approved use, but we understand in times of crisis that option may need to be considered when FFR shortages exist.


Additional Resources from OSHA:


Submitted by: Julie Jelen, Loss Control Consultant


Thursday, April 16, 2020

Disinfecting Shared City Vehicles During COVID-19

We are all aware that washing hands and disinfecting high-touch surfaces are the two best ways to defend against the spread of the coronavirus. What if you’re sharing city vehicles? How do you know you’re properly destroying the virus to protect yourself and your co-workers?

The key is to not damage those surfaces while disinfecting. According to the CDC, alcohol solutions that contain at least 70 percent alcohol are effective against the coronavirus. Most every surface in a vehicle can safely be cleaned with isopropyl alcohol and a microfiber cloth. Most EPA-registered household cleaners, such as Lysol Disinfecting Wipes, are also effective.

While wearing your personal protective equipment, clean these frequently touched surfaces:
  • steering wheel                                            
  • door handles
  • arm rests
  • shift lever
  • buttons or touch screens
  • seat adjusters
  • wiper and turn signals stalks
  • air vents
  • seat belt buckles
  • grab handles
  • door arm rests
  • cup holders

Good ol’e soap and water are safe for cleaning the fabric and leather interior. For those vehicles that transport passengers, CaviCide1 is an approved spray that kills the virus within one minute. The St. Paul Police Department has a short YouTube video using this product.

What not to use:

Do NOT use bleach or hydrogen peroxide inside the car surfaces. They will kill coronaviruses but will likely damage the car’s upholstery, vinyl, and plastics.

Do NOT use ammonia-based cleaners (blue glass cleaners). They can damage the car touch screen anti-glare and anti-fingerprint coatings. It also breaks down the vinyl on the dash and makes it sticky over time.

NOTE: Bleach, hydrogen peroxide, ammonia, and many household cleaners are adept at killing germs, which is the goal. Just be aware it may potentially fade or damage a vehicle’s interior. Always follow the label instructions on the bottle and safety data sheets on proper PPE when applying these chemicals.

Additional short video on disinfecting your vehicle:



Submitted by: Julie Jelen, Loss Control Consultant

Friday, April 10, 2020

Protecting Your Liquor Store Employees from COVID-19

In these times of quarantine and only traveling for essentials, it is important for liquor stores to act similarly to grocery stores in taking necessary precautions to disinfect the store and protect employees. With everyone trapped inside, alcohol consumption and sales have gone up quickly, and the liquor store is one of the few places the public can still go.

Some things that cities need to consider are  providing employees with disposable latex/nitrile gloves and providing hand sanitizer at the counter. It is also a best practice to spray down the counter, register, and surrounding areas with a disinfectant such as Clorox wipes or disinfectant spray periodically during the day. 

At first, it was not all that uncommon to see cashiers also wearing facial masks if available along with enforcing social distancing. Most recently, that has been replaced with use of barrier shields, which have been installed separating the cashier from the customer with the only opening at the counter level to allow for currency transactions. These barrier shields, also now being referred to as sneeze guards, are typically 36" to 48” in height and the length would vary depending on the area being protected. These can be commercially purchased or easily made by something as simple as cutting a groove into a 2x4 making a frame, using angle iron for framing, and placing a sheet of plexiglass or clear plastic as the barrier.

While these barrier shields or sneeze guards do provide excellent protection for the register area, social distancing is still a key control regardless of where you or your employees are at. Some have used signage that forces spacing at the register lines. It is more common to see taping placed on the floor leading to the registers with sectioned waiting areas of 6-foot intervals. But social distancing also applies when an employee is stocking shelves or assisting customers. This can all be done while still maintaining social distancing.

The CDC guidelines for disinfecting your store include:

  • Clean the area or item with soap and water or another detergent if it is dirty. Then, use disinfectant.
  • Recommend use of EPA-registered household disinfectantFollow the instructions on the label to ensure safe and effective use of the product. Many products recommend:
    • Keeping surface wet for a period of time (see product label)
    • Precautions such as wearing gloves and making sure you have good ventilation during use of the product. 
  • Diluted household bleach solutions may also be used if appropriate for the surface. 
    • Check to ensure the product is not past its expiration date. 
    • Unexpired household bleach will be effective against coronaviruses when properly diluted. Follow manufacturer’s instructions for application and proper ventilation. Never mix household bleach with ammonia or any other cleanser. Leave solution on the surface for at least 1 minute.
      To make a bleach solution
      , mix:
      • 5 tablespoons (1/3rd cup) bleach per gallon of water OR
      • 4 teaspoons bleach per quart of water.
  • Alcohol solutions with at least 70% alcohol.

When doing the store cleaning and disinfecting the employee completing the task should follow extra steps to protect themselves even for something as simple as taking out the trash. The CDC recommends the employee be completely covered with gloves, a gown, and a mask if possible. Educating workers and providing training on the proper way to disinfect and proper way to use/wear PPE could also go a long way in limiting their individual exposure especially when performing the cleaning tasks.

Tying into this precaution is thinking about the exchanging of money or payment method from the customers. Considering a short-term policy where the store won’t accept cash payments could be necessary, and if you can let the customer use the keypad for their card themselves without touching it that would be effective in limiting exposure. If you are still accepting cash payments, like touched on before, the employees should have gloves on, and you could even set out hand sanitizer for customers to use. Make sure to disinfect any shopping carts or baskets, or just put them away for the time being.

Another possible precaution to take is limiting the amount of people in the store at one time, or doing a curbside pickup routine, which would be similar to what a restaurant’s carry out service is doing. This would eliminate the need for many people to come inside. Since barrier shields are not an option in a curbside scenario, it is suggested that those employees should be wearing disposable gloves and mask as they will be in closer contact.  Even a homemade mask or cloth can serve this purpose. 

The key controls at a liquor store or any activity continue to be maintaining and enforcing social distancing and good personal hygiene practices. By doing this and incorporating some of the steps indicated above you can provide a safe environment for these employees and limit overall exposure to COVID-19 for everyone involved.

Additional information:



Submitted by: Michael Neff, Loss Control Consultant