Subject Matter Expert: Bradley S. Elkin; CA Counterpart: Dennis J. Beyer
GN470108, Issue A
Revision Date: October 26, 2009; Replaces Document Dated: October 28, 2008
GN470108, ES&H General Requirements provides guidance for Standing ES&H Committees at SNL sites. It contains information and instructions for the ES&H and Emergency Management Center Director, functional managers (department managers for the applicable ES&H program), and committee chairs, secretaries, and members.
This document applies to all persons involved in establishing, operating, or participating on a Standing ES&H Committee and report to the ES&H and Emergency Management Center Director. These Standing ES&H Committees support continuous (long term) ES&H Programs. This document does not apply to temporary or ad hoc committees that have been formed to address short-term projects or individual organizational concerns.
A Standing ES&H Committee can be requested by any Sandia employee. The ES&H functional manager shall initiate the committee in those cases in which DOE/NNSA Orders require a safety committee. The initiator prepares a memo to the ES&H and Emergency Management Center Director that explains the need for the Standing ES&H Committee and the scope and purpose of the committee. Once approved by the ES&H and Emergency Management Center Director, the initiator then nominates a Chair, obtains approval, and with the Chair, assembles an initial membership, and prepares the charter. Committee operation may begin as soon as the ES&H and Emergency Management Center Director approves the charter. To the extent applicable, existing committees shall revise their charters to the format and content described in Attachment 1B.
The mission of the Standing ES&H Committees is to assist line organizations in creating a safe and compliant work environment as applicable to the committee's discipline. Standing ES&H Committees provide an opportunity for additional worker involvement with ES&H personnel and processes based on the principle of Line ownership of safety and environmental matters. The committees comprise workers (or their representatives), supervisors, and technically competent members from line organizations as well as the ES&H and assurance organizations. Committees are responsible for providing guidance in support of the Line's mission requirements. When applicable, committee approval authority will be formally delegated and defined in the committee charter. Committee priorities include assistance in developing and maintaining the ability to recognize hazards and provide appropriate work controls and assurance methods to reduce the risks associated with the Lab’s operations as well as compliance with all applicable consensus standards, laws, and DOE orders.
Standing ES&H Committees are advisory committees that provide oversight of ES&H programs and help to ensure consistency in program implementation throughout Sandia. Standing ES&H Committees do not usurp the authority or responsibility that is formally assigned to line or ES&H management. The responsibility and authority of Standing ES&H Committees is to review assigned ES&H areas and provide assistance or recommendations as appropriate to responsible managers. Workers and their elected representatives serve on Standing ES&H Committees and through their participation assist in the development of the worker safety and health program goals, objectives, and performance measures; and assist in the identification and control of hazards in the workplace . In addition, Standing ES&H Committees provide recommended interpretations of requirements such as National Consensus Standards (e.g., the National Electric Code), DOE/NNSA Orders, and SNL and DOE / NNSA safety manuals when questions arise concerning the meaning or applicability of requirements. They also serve as an independent technical resource and provide expertise for supporting and implementing the SNL ISMS principles and, in particular, assist in identifying, analyzing, communicating, and documenting the resolution of safety issues.
Tasks undertaken by Standing ES&H Committees may include the following:
The chair, secretary, and members must be qualified by education, experience, or job assignment appropriate to the purpose of the committee. The Standing ES&H Committee shall involve workers and their elected representatives in the development of worker safety and health program goals, objectives, performance measures, and in the identification and control of hazards in the workplace. An individual(s) who is a subject matter expert for the committee’s assigned scope shall be a member.
The membership should reflect the make-up of organizations most likely to be affected by, or involved with, the committee's actions. Hence, ample representation and participation from line organizations is assured. The Committee Chair formally issues invitations to proposed committee members and, upon acceptance, formally assigns members to the committee. Workers or their elected representatives (e.g. Union representation) are invited to participate as committee members. Representation from any related subject matter areas should also be considered.
ES&H professionals in the discipline addressed by the committee are essential members. For example, explosives safety engineers and members from organizations using or transporting explosives would be the logical members of an explosives safety committee. Sandia employees or contractors may be committee members. The Chair of these committees will be selected in accordance with FIN100, Finance.
Standing ES&H Committees should interface with other groups at Sandia and DOE/NNSA as applicable to the function of the committee. SME consultations as well as annual reports, meeting minutes, or action items shall be made available to the following interfaces upon request. Interfaces shall include:
As discussed in Purpose, Objectives and Responsibilities above, the authority of standing committees is advisory only; however, some committees may have authority delegated by management for specific approval functions as discussed in “tasks” above. In these cases, the specific authority shall be defined in the respective committee charter and delegated and approved by the line or ES&H manager in which that approval authority resides.
Standing safety committees may address their specific operational guidelines (frequency of meetings, decision process, etc.) in their respective charter.
The chair shall prepare an annual report describing the committee's activities and accomplishments, and shall transmit the report to the ES&H and Emergency Management Center Director no later than September 30. The report should provide sufficient detail for the uninformed reader to conclude that the committee enhances worker protection and adds value to Sandia operations and activities. This report can be shared with the LLT Safety Committee upon request or at the discretion of ES&H and Emergency Management Center Director.
The ES&H standing committee chair (or delegate) shall maintain these records for each committee:
To cancel a committee, the chair submits a memo (Attachment 1C) to the ES&H and Emergency Management Center Director that describes the reasons why the committee should be cancelled, and requests approval for cancellation. The committee is formally cancelled when the director approves the cancellation request. Once cancelled, all records (those maintained by the ES&H and Emergency Management Center Director and the secretary) shall be transferred to the SNL Customer Funded Record Center repository for the applicable site where the committee resides.
Bradley Elkin, bselkin@sandia.gov
Al Bendure, aobendu@sandia.gov