AGENDA 2 COUNCIL MEETING RED 1. CALL TO ORDER; ROLL CALL 6 VARD 0 2. OPENING PRAYER AND PLEDGE MONDAY 3. APPROVAL OF AGENDA MARCH 10, 2025 6:00 P.M. 4. APPROVAL OF MINUTES LIVE STREAM a CITY OF January 30, 2025 Called Council Meeting CAMILLA WEBSITE February 3, 2025 Work Session February 6, 2025 Called Council Meeting www.camillaganet February 10, 2025 Council Meeting 5. SPEAKER APPEARANCES 6. SAFETY GRANT PRESENTATION - EMILY DAVENPORT 7. ACTION ITEMS: a. GEORGIA INITIATIVE FOR COMMUNITY HOUSING (GICH) APPLICATION - b. EMPLOYEE RETENTION BONUS DISTRIBUTION C. WEATHERIZATION POLICY PlanFirst Community Program ofthe Georgia Departm entol 8. CITY MANAGER'S REPORT Meetings are held in The Honorable Mary.Jo Haywood Council Chambers 9. MAYOR'S ANNOUNCEMENTS at City Hall. Seating available on a frsl-come,frs-serve basis. 10. ADJOURN VISIONARY, T A City ofCamilla- A Full-Service City 30. East Broad Street Camilla, Georgia 31730 (229) 336-2220 Page 1 of 1 MINUTES = CALLED MEETING CITY OF CAMILLA, GEORGIA JANUARY 30, 2025 A Called Meeting of the Mayor and City Council of the City of Camilla was called to order at 6:30 p.m. on Thursday, January 30, 2025 by Mayor Owens. Present at roll call: Councilmember Vereen, Councilman Burley, Councilman Morgan, Councilman Maples, and Councilman Palmer. Absent: Councilman Collins. Clerk Ford and City Attorney LaTonya Nix Wiley (via Zoom) were also present. OPENING PRAYER AND PLEDGE Mayor Owens commented he had an opportunity to participate and be part ofthe local Dr. King birthday celebration at St. Peter's Church. During the guest speaker speech, the speaker mentioned in order for them to get where they need to be, not only as a society but especially as a community, it is important that they start to include the church and specifically as a partnership for what they are doing legislatively and the partnership is strengthened with the religious leaders locally. It is his intent going forward for every council meeting to have a local pastor lead them in prayer. Hopefully it will help establish a more solid foundation and partnership and how they move the city forward. Pastor Dr. Joe Thomas gave the invocation and the Mayor and Council led the Pledge of Allegiance to the Flag. CITIZENS AND GUESTS Sign-in Sheet Attached. APPROVAL OF AGENDA A motion was made by Councilman Burley and seconded by Councilman Maples to approve the agenda as presented. The motion passed by a 5-0 vote. PUBLIC HEARING #2 HOUSE BILL 581 = INTENT TO OPT OUT OF HOMESTEAD EXEMPTION Mayor Owens commented this is the second public hearing for HB581 = Intent to Opt Out of Homestead Exemption. After providing information regarding the bill and discussion among the members of Council, the public hearing was opened for citizen comments. Mayor Owens commented they would have the third and final public hearing on February 6th. There being no citizen comments the public hearing was closed. ADJOURNMENT On motion by Councilman Morgan the meeting was adjourned at 6:55 p.m. BY: ATTEST: KELVIN M. OWENS, MAYOR CHERYL FORD, CLERK Page 1 ofl MINUTES - ACTION ITEMS WORK SESSION CITY OF CAMILLA, GEORGIA FEBRUARY 3, 2025 The Mayor and City Council of the City of Camilla held a Work Session at 6:00 p.m. on Monday, February 3, 2025 in The Honorable Mary Jo Haywood Council Chambers. The meeting was called to order by Mayor Owens. Present: Councilmember Vereen, Councilman Burley, Councilman Morgan, Councilman Collins, Councilman Maples (arrived late), and Councilman Palmer. Clerk Ford, City Attorney LaTonya Nix Wiley (via Zoom) and Public Works Supt./Asst. City Manager Luke White were also present. CITIZENS AND GUESTS Sign-in Sheet Attached. APPROVAL OF AGENDA A motion was made by Councilman Morgan and seconded by Councilman Burley to approve the agenda with an amendment to move the Black History Month Recognition and Proclamation to an action item. The motion passed by a 5-0 vote with Councilmember Vereen and Councilmen Burley, Morgan, Collins and Palmer voting in favor oft the motion. NORTHSIDE HEIGHTS PAVING PROJECT - PAY REQUEST A motion was made by Councilman Morgan and seconded by Councilman Burley to approve the final pay request in the amount of $161,087.94 to Jim Boyd Construction for the Northside Heights paving projects. Mayor Owens commented this project is TSPLOST funded and there were a total of four cul-de-sacs in the project area. The motion to approve the final pay request passed by a 5-0 vote with Councilmember Vereen and Councilmen Burley, Morgan, Collins and Palmer voting in favor of the motion. RESOLUTION AUTHORIZED OFFICIALS FOR MUNICIPAL ELECTRIC AUTHORITY OF GEORGIA (MEAG) COMMUNICATIONS Mayor Owens commented they get money back each year from MEAG, called a true-up, since 1999. The refund goes into a trust and someone from the City of Camilla has to communicate that information and the Council has to authorize the individuals. Even with the approval tonight for the authorized officials, anytime money is withdrawn it has to come to Council for approval. A motion was made by Councilman Morgan and seconded by Councilman Burley to approve Resolution No. 2025-02-03-1 authorizing Kelvin Owens, Mayor with a term that expires December 31, 2025 and Cheryl Ford, Clerk with a term expires December 31, 2025 to be designated as the authorized officials to communicate City decisions with respect to the Trust by jointly executing written directions to MEAG Power and Trustee. The motion passed by a 6-0 vote with Councilmember Vereen and Councilmen Burley, Morgan, Collins, Maples, and Palmer voting in favor ofthe motion. Page 1 of2 BLACK HISTORY MONTH PROCLAMATION Mayor Owens read the proclamation into the record and asked for a motion to approve. A motion was made by Councilman Burley and seconded by Councilman Morgan to approve the Resolution for Black History Month. Voting in favor of the motion via roll call vote: Councilmember Vereen and Councilmen Burley, Morgan, Collins, Maples and Palmer. The motion passed by a 6-0 vote. SPEAKER APPEARANCES Susan Rackley, Maggie Bell, Carole Scales, Joe Bostick, Jr., Martha Bateman, Jeremiah Florence, Keniyah West, Mike Briggs, and Fronnie Jess. ELECTION SUPERINTENDENT CONSIDERATION Mayor Owens commented he wanted the Council, over the next week, if they have candidates they want to nominate for election superintendent to get the name(s) available and ready for nomination next Monday night. In the City elections are conducted via electronic voting and whoever the nominees are will have to be willing to get the training. Councilman Palmer made a substitute motion for next Monday night to consider contracting with the County to do the City's election. They are well equipped and it will be a wise move for the city to change from what has been going on as far as the past elections are concerned and would probably save money as well. Mayor Owens commented they could add to the agenda for next week and the action item will be for the City to contract with the County to conduct their election. Councilmember Vereen and Councilmen Collins and Palmer voted yes to place the item on the council agenda. ADJOURNMENT On motion by Councilman Morgan the meeting adjourned. BY: ATTEST: KELVIN M. OWENS, MAYOR CHERYL FORD, CLERK Page 2 of2 MINUTES = CALLED MEETING CITY OF CAMILLA, GEORGIA FEBRUARY 6, 2025 A Called Meeting of the Mayor and City Council of the City of Camilla was called to order at 6:30 p.m. on Thursday, February 6, 2025 by Mayor Owens. Present at roll call: Councilmember Vereen, Councilman Collins, Councilman Maples, and Councilman Palmer. Absent: Councilman Burley and Councilman Morgan. Clerk Ford and City Attorney LaTonya Nix Wiley (via Zoom) were also present. OPENING PRAYER AND PLEDGE Pastor Dr. Joe Thomas gave the invocation and the Mayor and Council led the Pledge of Allegiance to the Flag. CITIZENS AND GUESTS Sign-in Sheet Attached. APPROVAL OF AGENDA A motion was made by Councilmember Vereen and seconded by Councilman Collins to approve the agenda as presented. The motion passed by a 4-0 vote. SPEAKER APPEARANCES None PUBLIC HEARING #3 HOUSE BILL 581 = INTENTTO OPT OUT OF HOMESTEAD EXEMPTION Mayor Owens commented this is the third and final public hearing for HB581 - Intent to Opt Out ofl Homestead Exemption. He stated they have a resolution available for adoption should the Council approve to opt out of the homestead exemption, which will be forwarded to the Secretary of State upon adoption. After providing additional information regarding the bill and brief discussion and comments from the Council, the public hearing was opened for citizen comments. There being no citizen comments, the public hearing was closed. RESOLUTION NO. 2025-02-06-1 A motion was made by Councilman Palmer and seconded by Councilman Maples to adopt Resolution No. 2025-02-06-1 for the City of Camilla to opt out of the homestead exemption pursuant to O.C.G.A. $48-5-44.2. Voting in favor of the motion via a roll call vote: Councilmember Vereen and Councilmen Collins, Maples, and Palmer. The motion to adopt the resolution passed by a 4-0 vote. Mayor Owens read the resolution into the record. ADJOURNMENT On motion by Councilman Maples the meeting adjourned at 7:00 p.m. BY: ATTEST: KELVIN M. OWENS, MAYOR CHERYL FORD, CLERK Page I of 1 MINUTES - REGULAR MEETING CITY OF CAMILLA, GEORGIA FEBRUARY 10, 2025 The regular meeting of the Mayor and City Council ofthe City of Camilla was called to order at 6:00 p.m. on Monday, February 10, 2025 by Mayor Owens in The Honorable Mary Jo Haywood Council Chambers. Mayor Owens commented on the speaker appearance portion of the meeting and encouraged everyone participating to do SO with dignity and respect. Present at roll call: Councilmember Vereen, Councilman Burley (via phone = out ofjurisdiction- joined meeting in person at 6:30 p.m.), Councilman Morgan, Councilman Collins, Councilman Maples, and Councilman Palmer. City Attorney LaTonya Nix Wiley (via Zoom), Clerk Ford, and Public Works Supt./Asst. City Manager Luke White were also present. OPENING PRAYER AND PLEDGE Pastor Gilbert from Blooming Light Missionary Baptist Church in Pelham gave the invocation and the Mayor and Council led the Pledge of Allegiance to the Flag. APPROVAL OF AGENDA Mayor Owens asked for a motion to approve the agenda as presented. On motion by Councilman Morgan and seconded by Councilmember Vereen, the motion to approve the agenda passed by a 6-0 vote. CITIZENS AND GUESTS Sign-in Sheet Attached. APPROVAL OF MINUTES The following minutes were presented for approval consideration: January 6, 2025 Work Session (Motion: Councilman Morgan/Second: Councilmember Vereen/Passed 6-0) January 13, 2025 Council Meeting (Motion: Councilman Morgan/Second: Councilmember Vereen/Passed 6-0) January 23, 2025 Called Council Meeting (Motion: Councilman Morgan/Second: Councilmember Vereen/Passed 6-0) SPEAKER APPEARANCES Jimmy Jones, Janet Crane, Martha Bateman, Azalee Vereen, Danny Palmer, Corey Morgan, Fronnie Jess, Kelvin Owens, Oscar Maples ACTION ITEMS 2025 MUNICIPAL ELECTION CONSIDERATION TO APPOINT ELECTION SUPERINTENDENT Mayor Owens asked for a motion to contract with Mitchell County to conduct the City of Camilla elections. A motion was made by Councilman Palmer and seconded by Councilman Collins. Councilmember Vereen commented on her experience during the last election when she Page 1 of3 2025 MUNICIPAL ELECTION CONSIDERATION TO APPOINT ELECTION SUPERINTENDENT (cont.) came in to vote and she, along with sixteen others, received the wrong ballot. Over 70% of her constituents received improper absentee ballots in the mail. She went to court in litigation because she was challenged and the suit was dismissed. She thinks it is a good time for the county to take over the election because there is an active investigation into the election and her three reasons for the county to take over. Councilman Palmer commented the last election lacked credibility and the citizens don't have confidence in the process and it needs to be changed and taken out of city hall. Until that is done there is always going to be a cloud. After further comments from Council, a roll call vote was taken to contract with Mitchell County to conduct the City of Camilla elections. Voting in favor of the motion: Councilmember Vereen and Councilmen Collins and Palmer. Voting in opposition: Councilmen Burley, Morgan and Maples. The Mayor voted no and the motion for the County to conduct the City of Camilla elections failed by a 4-3 vote. Mayor Owens commented after the individual is sworn in he recommends they be paid $500 per month for the service of election superintendent. Councilman Burley and Councilman Morgan nominated Maggie Bell. Councilman Palmer nominated Cheryl Ford. Clerk Ford commented with her additional duties serving as interim city manager she would decline the nomination at this time. Councilman Palmer then nominated the election superintendent of Mitchell County. Councilmember Vereen stated the name of the election superintendent was Laura Cox. Mayor Owens stated they have two nominations and asked for a motion to close nominations. A motion was made by Councilman Burley and seconded by Councilman Morgan to close nominations. The motion passed by a 6-0 vote. A motion was made by Councilman Palmer and seconded by Councilmember Vereen to appoint Laura Cox to serve as the City's election superintendent and conduct the City's elections. Voting in favor of the nomination to appoint Laura Cox via roll call: Councilmember Vereen and Councilmen Collins and Palmer. Voting in opposition: Councilmen Burley, Morgan and Maples. The Mayor voted no and the motion failed by a 4-3 vote. A motion was made by Councilman Burley and seconded by Councilman Morgan to appoint Maggie Bell as the election superintendent for the City of Camilla at $500 per month effective once all prerequisites are satisfied. Councilman Morgan read a letter into the record submitted by Maggie Bell expressing her interest in serving as the election superintendent. Voting in favor of the motion via roll call vote: Councilmember Vereen and Councilmen Burley, Morgan, Maples. Voting in opposition: Councilmen Collins and Palmer. The motion to appoint Maggie Bell at $500 per month for services as election superintendent passed by a 4-2 vote. ARTS GRANT FUNDING Mayor Owens commented whatever is left from ARPA he is asking to supplement with the economic development fund at Georgia Fund 1. They appreciate the arts and it has been a good thing for the city. A motion was made by Councilmember Vereen and seconded by Councilman Morgan to approve the continued funding of the Arts Grant Program from ARPA funds and the economic development fund for a maximum of$10,000 this calendar year. The motion passed by a 6-0 vote with Councilmember Vereen and Councilmen Burley, Morgan, Collins, Maples and Palmer voting in favor of the motion. Mayor Owens commented if a play or arts show is put on, they have to prove it was in the corporate limits of Camilla. Once that is done, they can ask the City for reimbursement for the play or arts show. It is a reimbursement grant for half of the cost with a limit from $2,500 and as high as $5,000. Page 2 of3 INTERIM CITY MANAGER/ASSISTANT CITY MANAGER REPORT Reports were provided on tree trimming projects on Scott, Broad, and Church streets. Cemetery road improvements for Phase I are progressing well and the Local Maintenance Improvement Grant application for paving has been submitted to the Department of Transportation. The lift station bid should be let within the next 30 days. Additional discussion included the continuing road improvements in the cemetery, pump station on Perry Street, making sure safety equipment needs are met along with appropriate training, and information on the City's lift stations infrastructure along with associated monitoring equipment. MAYOR'S ANNOUNCEMENTS Mayor Owens commented he got word this week 90% of the gym engineering is now complete. He will release a computer generated walk-through video of the new gym this week and played the video for the Council. At next month's work session they will be talking about allocated ARPA funds for employees and try to identify how to give extra compensation, as a type of quarterly incentive, for first responders and other employees. The Mayor asked for the generator quote for the Perry Street pump be ready for discussion at the next work session. The ribbon cutting for the Resource Center that will house the Boys and Girls Club will be next Thursday and they are extremely excited. Sometime in April they hope to have the groundbreaking ceremony for the gym. ADJOURNMENT The meeting adjourned at 7:55 p.m. on motion by Councilman Morgan. BY: ATTEST: KELVIN M. OWENS, MAYOR CHERYL FORD, CLERK Page 3 of3 Sponsor: Councilmember Corey B. Morgan City of Camilla Utilities Home Weatherization Audit Policy Policy Title: Home Weatherization Audit Program for Ratepayers Effective Date: [Insert Datel Purpose: To reduce the economic burden of high utility bills on residents, particularly disadvantaged groups, by providing access to home weatherization audits and repairs. Program Overview The City of Camilla Utilities (CCU) will establish a Home Weatherization Audit Program to assist ratepayers in identifying and addressing energy inefficiencies in their homes. The program will provide home energy audits and weatherization repairs to eligible ratepayers, with the goal of reducing energy consumption, lowering utility bills, and improving living conditions. Eligibility Criteria To qualify for the program, applicants must meet the following criteria: Criterion Details Ratepayer Status Must be a current ratepayer of the City of Camilla Utilities. Residence Type Open to homeowners and renters. Renters must provide proof of tenancy and written consent from the property owner. Income Priority given to low-to-moderate income households, but all Considerations ratepayers are eligible. Properly! Location Property must be within the City of Camilla Utilities service area. Home Weatherization Audit 1. Scheduling: Approved applicants will be contacted to schedule a home audit with a CCU-approved contractor. 2. Audit Scope: The audit will assess energy efficiency, including but not limited to: Insulation Sponsor: Councilmember Corey B. Morgan Windows and doors HVAC systems Air sealing Weatherization Repairs 1. Repair Recommendations: After the audit, the contractor will provide a detailed report outlining recommended weatherization repairs. 2. Homeowner. Approval: For homeowners, repairs will proceed upon written approval. For renters, the property owner must provide written consent. Ift the owner declines, the renter will still receive the audit report and energy-saving recommendations. 3. Repair Implementation: Repairs will be completed by CCU-approved contractors at no cost to the ratepayer or property owner. Where MEAG Rebates are the funding sourcel Funding and Contractor Selection 1. Funding Sources: The program will be funded through: Utility revenues IWhere MEAG Rebates are the funding source] Grants State or federal energy efficiency programs 2. Contractor Qualifications: Contractors must be: Licensed Insured Approved by the City of Camilla Policy Compliance 1. Non-Discrimination: The program will comply with all federal, state, and local non-discrimination laws. 2. Data Privacy: All applicant information will be kept confidential and used solely for program purposes. Policy Amendments Sponsor: Councilmember Corey B. Morgan This policy may be amended by the City Council of Cily of Camilla to improve program effectiveness or address changing community needs. Authorized City Official: Mayor: City Clerk City of Camilla Date: [Insert Datel Energy Efficiency Dec 30 2024 Energy Efficiency 35 comments How energy efficient is your home? Categories Find out with a home energy audit BILL HELP Reveal hidden savings with home energy improvements. COMMUNITY INVOLVEMENT We all want to find ways to save money and increase our home's comfort. With a home energy audit, your selected CUSTOMER SERVICE contractor will provide a detailed report listing all the energy- saving upgrades that can help make your home more energy DIVERSITY/EQUITYA efficient. Let us help you check all the boxes when it comes to NCLUSION saving energy. ENERGY Want to see for yourself what happens during a home energy EFFICIENCY audit? Watch our video below to see how easy it is to start ENERGY FUTURE saving. ENVIRONMENT Find Hidden Energy Savings RELIABILITY SAFETY AND SECURITY STORMS AND OUTAGES UNCATEGORIZED Archives Why is a home energy audit important? Select Month - Energy savings: All of our recommended contractors are BPl-certified. They identify areas of energy waste SO you can make improvements that will help lower your electric bill over time. Improved comfort: Drafts and temperature variations are common factors that reduce comfort in your home. Uncovering air leaks and insulation issues during your audit can help. Environmental impact: Saving energy reduces your carbon footprint and helps conserve resources. 0 Increased property value: An energy-efficient home increases its resale value by offering buyers potential savings on energy bills. It also enhances comfort levels, ultimately making your home more desirable, which could raise its selling price. 0 Access to incentives: If you have electric heat and central A/C, you will receive a $350 rebate on the cost of the home audit. Ifyou have electric heat OR central A/C, you will receive $200 off. Your contractor will make vou aware of our rebates and available tax credits and then confirm final pricing. Ifyou're eligible for a rebate, they will automatically deduct it from the cost of your audit. It's that simple! What can I expect during my audit? During your home energy audit, a certified contractor will evaluate your home from top to bottom and identify areas for improvement, checking your equipment, appliances, windows and doors. Theyll perform a blower door test that exaggerates the pressure in your home to help identify air leaks and may use an infrared camera to look for where air could be escaping. The whole audit usually takes about 2-3 hours to complete, depending on the size of your home. After the inspection, your contractor will prepare a report with ideas on how you can save energy and money. It may also include the costs and potential savings of any upgrades you make. And as a bonus, you'll receive energy-saving products like LED bulbs, which can shine a light on those sneaky places to save! Did you know? The average home leaks about the same amount of air as a 2- foot-square hole. That's like leaving a window wide open 24 hours a day! Still have questions? Watch our video to hear a contractor answer some of the most common questions. You can also skip ahead to find the one you're looking for or check out the FAQ section below. Home Energy Audit Q&A FAQ Q: Why do some homeowners want a home energy audit? A: Reasons range from a second story that is too hot to an energy bill that is too high. Q: How do I know if a home energy audit is right for me? A: Conducting an in-home audit is the best way to find out what opportunities your home has to save energy and money. Q: What does the home energy audit process look like? A: After meeting with you about your concerns, your contractor will walk through the home from top to bottom and look for any areas where air may be escaping. Q: Why do you use a thermal camera during the audit? A: The thermal camera is a great tool to help the contractor see the temperature differences in your home. ppl Reliability Safety/Security Eni PPL Electric Utilities A: Adding more insulation is one of the simplest ways to make your home more energy efficient. Q: Will I get a report of all the audit's findings? A: Yes! A detailed report will be emailed to you with all of the contractor's findings and recommendations for energy efficiency improvements. DOEF540.2 OMB Controll No: 1910-5127 (08/05) Expirationl Date: 02/28/2025 U.S. Department of Energy WEATHERIZATION. ASSISTANCE PROGRAM (WAP) WEATHERIZATION ANNUAL FILE WORKSHEET (Grant Number: EE0009932, State: TN, Program Year: 2023) AVERAGE COST PERI DWELLINGI UNIT (DOEI RULES) F Total Funds for Program Operations $5,659,892.00 G Total Dwelling Units tol be Weatherized: and! Reweatherized (froml linel D) 688 H Averagel Program Operations Costs per Unit (F divided by G) $8,226.59 I Average Vehicles & Equipment Acquisition Cost per Unit (from line E) $0.00 J Total Average Cost per Dwelling (H plusI D) $8,226.59 IV.3 Energy Savings Method usedt to calculate savings: 3 WAPa algorithm DOther (describe below) Units Savings Calculator (MBtus) Energy Savings This Year Estimate 688 29.3 20158 Prior Year Estimate 472 29.3 13830 Prior Year Actual 153 29.3 4483 Method used to calculate savings description: - IV.41 DOE-Funded Leveraging Activities Conversations: arei inj progress regarding leveraging utility fundsi in PY2023. IV.51 Policy Advisory Council Members L7 Checki if an existing state council or commision serves in this category and add name below Typec of organization: For-profit or Corporate (notaf financial institution or utility) e31 Innovate Contact Name: Erikl Daugherty Phone: 6158765479 Email: erik@B3nnovate com Type oforganization: Non-profit (notaf financial institution) Habitat for Humanity Contact! Name: Lucile Houseworth Phone: 6159421250 Email: hsaidhismshnilkeu: Type ofo forganization: Utility Jackson Energy Authority Contact] Name: Bruce Dorris Phone: 7314227294 Email: bdoris@iaxenergy. .com Type oforganization: Non-profit (notaf financiali institution) Knoxville-Knox Community Action Committee Contactl Name: Jeffrey Vincent Phone: 8652443080 Email: Hlleyhnad-dominor: Typeoforganization: Utility Nashvillel Electric Service Contactl Name: Phone: 6122266893 Email: vieliettQcomcastnet Type oforganization: Other Pennl Rose Contactl Name: MarkStraub Phone: 4236348955 Email: mstaub@pemnrose.com Typec oforganization: Unit tofState Govemment Tennesseel Department ofEnvironment and Conservation Contact) Name: MollyC Cripps Phone: 8888918332 Email: mollycripps@ugov Typeoforganization: Non-profit( (notaf afinancial institution) PAGE, 08/07/2023 02:35:08 PM Page 2/5 Cheryl Ford From: Kent Holtzclaw Sent: Tuesday, March 4, 2025 10:38 AM To: Cheryl Ford Subject: RE: Internal Reporting Requirements for Incidents/Accidents Attachments: Safety Policy Update Feb 2025.docx The text in black is the current policy. The red text is what we want to add. It has been reviewed and deemed acceptable by the City Attorney. Thanks Kent A. Holtzclaw HR Director Human Resources WIUL JA6B COWNCL Camilla FOB City of T 229-330-2322 CON6IO6APTION 0 CADD 853 GEORD AAYEREDI TO AGENOA FOR DI5cussion AND a APPROVAL. CHEPTL a WARD From: Cheryl Ford Sent: Tuesday, March 4, 2025 10:26 AM To: Kent Holtzclaw skent.holtzclaw@ctyyofcamila.com> Subject: RE: Internal Reporting Requirements for Incidents/Accidents Send me the latest copy of the proposed changes. I can present Monday night at Council for consideration and approval. From: Kent Holtzclaw Sent: Monday, March 3, 2025 12:23 PM To: Cheryl Ford ordectyofamil2.om Subject: FW: Internal Reporting Requirements for Incidents/Accidents XXXI - SAFETY POLICY 31.01 General A. City of Camilla Safety Policy. Each department head is responsible and will be held accountable for the safety performance within his or her department. The safety coordinator (risk manager) has been appointed to coordinate the overall employee safety program. The safety coordinator, however, is not responsible for those line functions that are the responsibilities of the department heads and supervisors. Iti is expected that department heads will complement the effort ofthe safety coordinator to reduce accidents and provide for the safety oft the public. The City requires a minimum oft two safety self-inspections every six months, as well as a minimum of one safety meeting per quarter. These employees' safety responsibilities are continuous and equal in importance with all other operational considerations. All employees are responsible for cooperating with and supporting the safety policy, its activities and objectives. All employees are expected to adopt the concept that the safe way to perform a task: is the most efficient and only acceptable way to complete the task. B. Employees must report any hazards or safety issues to a supervisor immediately. C. The policy of' The City of Camilla is that all accidents or incidents that result in personal injury and/or damage to the City of Camilla's property shall be properly reported and investigated. This operating procedure establishes a process to ensure that accidents/ineidents are properly reported and documented promptly and that the appropriate corrective actions are taken. This operating procedure applies to the reporting and investigation of all accidents/incidents that result in: A work-related injury to any employee; Personal injury to non-City of Camilla personnel while on or using City of Camilla-owned property or damage to the City of Camilla's -owned property. Department Heads are responsible for ensuring all: Accidents/incidents are properly reported and investigated per this operating procedure, and Corrective actions are promptly and completely carried out. All Worker's Compensation procedures outlined in XII 12.01 and 12.02, including post-accident drug screening and a Breathalyzer test, are carried out. Ensure that work under their supervision complies with all City of Camilla safety and health policies and procedures. Ensure that the employees comply with current accident reporting procedures. Safety Coordinator It is the responsibility oft this position to: Develop procedures to guide the activities of all employees in reporting job- related accidents/ incidents, injuries, and occupational diseases. Conduct training sessions to ensure that all employees are informed and knowledgeable ofthe requirements of these procedures and their other safety- and health-related responsibilities. Serve as the contact and resource for department or unit accident reporting procedures. Ensure all accident report forms within the department or unit are correct and filed promptly. Work with the City of Camilla Departments in the accident investigation. Employee Responsibilities Itis the responsibility of the employee to: Know, understand, adhere to, and practice all departmental safety policies and procedures to avoid endangering themselves or others. Report promptly to management any conditions of equipment, tools, property, or work methods and procedures that might contribute to an accident. Maintain the standards of physical and mental health fitness required for performing the duties oft their position. Follow current procedures regarding accident reporting. Cooperate with Departmental Heads and the City of Camilla's Safety Coordinator by providing complete, detailed, and accurate information about a job-related accident, injury, or disease that occurs to themselves or coworkers. Report any work-related injury accident to the Department Head as soon as possible. All accidents/incidents must be reported no later than the end ofthe employee's regular work shift. All injuries resulting in Emergency Medical Services (EMS) response or treatment by medical personnel shall be reported immediately to the City of Camilla Safety Coordinator, Human Resources, and Department Head. Employee supervision and safety personnel shall participate in accident investigations, either directly or by reviewing the report, as deemed appropriate. The Director Head shall determine the level of participation that is warranted. Ift the incident involves a work-related injury, employees must notify their supervisor immediately upon the incident. Ift the employee cannot report it (e.g., unconscious), any witness must notify Human Resources. Investigation Guidelines Once notified the Safety Coordinator will be dispatched to the scene to investigate the accident and document the investigation. Accident Scene - The scene should be preserved until the Safety Coordinator arrives.