HomeMy WebLinkAboutMINUTES - 07191994 - IO.5 TO: BOARD OF SUPERVISORS I .O.-5 .Contra
FROM: INTERNAL OPERATIONS COMMITTEE Costa
^IJ
County
DATE: July 11, 1994
SUBJECT: REPORT ON THE IMPLEMENTATION OF THE VDT GUIDELINES IN THE PRIVATE
SECTOR AS WELL AS THE COUNTY
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1 . REQUEST the Acting Personnel Director to express the thanks of
the Board of Supervisors to the members of the VDT Task Force
for their work in support of improving the awareness of
smaller employers, in particular, to the need to follow Video
Display Terminal guidelines similar to those distributed by
the Task Force.
2 . AGREE that the VDT Task Force should not have to meet more
often than every six months .
3 . AGREE with the recommendation to limit the work of the VDT
Task Force in the future to distributing the voluntary
guidelines .
4 . AGREE not to conduct the third year employer VDT survey.
5 . REMOVE this item as a referral to our Committee.
BACKGROUND:
On July 20, 1993, the Board of Supervisors approved several
recommendation relating to the work of the VDT Task Force,
including a request that Personnel report back to the 1994 Internal
Operations Committee in July, 1994 on the activities of the Task
Force.
On July 11, 1994, our Committee met with Acting Personnel Director
Eileen Bitten, Tonza Harvey from the Personnel Department, Larry
Moss from Risk Management, and Elizabeth Verigin from the Auditor-
Controller' s Department.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ArPST, OR MMENDATION OF BOARD COMMITTEE
APPROVE OTH �YV{"`► .
JEFF SM MARK DeSAULNIER
SIGNATURES :
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTESTED 199q
Contact: PHIL BT HELO LERK OF THE BOARD OF
cc: See Page 2 SUPER ORS AND COUNTY ADMINISTRATOR
BY DEPUTY
� r
I .O.-5
Ms . Bitten reviewed the attached report with our Committee and
outlined the recommendations which she and the Task Force are
making at this time.
We concur with those recommendations and also believe that it is
not necessary for staff to continue to make periodic reports to our
Committee. It would be helpful, however, if CAL-OSHA' s VDT
standards were shared with the Board of Supervisors when they are
released next year, along with any recommendations or comments the
Task Force or staff wish to make at that time.
cc: County Administrator
Acting Personnel Director
Risk Manager
Public Health Director
Jim Hicks, Business Manager, AFSCME, Local 2700
Henry Clarke, General Manager, Local 1
Damita Davis-Howard, Local 535
2
se c
Contra1
Personnel Department
/NnB _ \,7 Administration Bldg.
Costa
�' � •oma 651 Pine Street
Martinez, California 94553-1292
Count
y cT�
DATE: July 1.1, 1994 «l
TO: Internal Operations Committee
FROM: Eileen K. Bitten, Acting Director of Personnel"'
SUBJECT: Status of VDT Task Force Activities
I. INTRODUCTION
The VDT Task Force was originally established in 1989 in response to the need for
standards to be followed concerning VDT safety in the workplace. Since its
inception, the Task Force developed Volunteer. VDT Guidelines (Attachment A) and
has concentrated its efforts on distributing them to employers, employees, students
and other interested parties in Contra Costa County. Currently CAL-OSHA is
considering regulations which will pertain to all employers in the State of California
and will supersede the local voluntary guidelines which have been the subject of our
Task Force efforts.
The success of our efforts is due to the commitment of the Task Force members most
of whom are from the private sector and who have been most generous with their
time and resources (Attachment B).
This report will provide the status and summary of the activities of the VDT Task
Force over the past year. The Task Force has continued to meet on a quarterly
basis over the past year and most of our activities have been centered around
distributing the voluntary guidelines. In addition, the second phase of the survey
of employers to determine whether employers are using the voluntary guidelines or
alternate, similar policies was conduced, the results of which are provided in this
report.
II. DISTRIBUTION OF GUIDELINESAND DISSEMINATION OF VDT INFORMATION
Developing new ways to distribute the guidelines and distributing the guidelines has
been the primary effort of the Task Force over this past year. Activities
accomplished in this year include:
- Distribution of the guidelines to computer related classes which are
a part of the Contra Costa County Board of Education Regional
Occupational Program.
- Distribution of the guidelines to computer related classes of school
districts in the County.
- Distribution of the guidelines to computer related classes in the
community college districts.
Internal Operations Committee Page 2 July 11, 1994
Distribution of the guidelines to new small business owners through
the SCORE program of the Concord Chamber of Commerce.
The VDT Task Force had a booth at the Contra Costa County Health
Fair which was sponsored by the County Wellness Program for.
County employees. Many of the employees visited our booth where
we provided them with copies of the VDT Voluntary Guidelines along
with other VDT safety information.
III. SURVEY
In 1992, a survey of employers with 10 or more employees was begun to determine
whether the employers were utilizing the voluntary guidelines or alternate, similar
safety measures for employees who utilized a VDT for at least 4 hours per day. It
was found that there were approximately 2,300 employers in the County with 10 or
more employees. In light of such a large number of employers, it was decided that
the best.way to conduct the survey was by random sampling. Through a probability
random sample it was determined that 330 of the 2,300 employers would yield a 95%
confidence level of representation of the 2,300.
It was further decided that the survey would be conducted over a three year
period, surveying one-third each year. In the first year, surveys were mailed to
177 employers which included 27 of the largest employers. This left 180 employers
to survey over the next two years. The 1994 survey which was conducted in
February 1994, was mailed to half of the remaining 180 employers (Attachment C).
Thus, the survey size for 1994 was 90 employers.
The response rate to the survey was 54% (Attachment D shows employer responses).
This is less than the first year which saw a response rate of 67%. The survey
results show that:
- 41% or 20 employers have employees who operate a VDT for four
continuous hours and are therefore covered by the guidelines;
- 60% of the covered employers either follow the voluntary guidelines
or equal and similar policies;
- 15% report they follow two of the major elements of the guidelines;
- 25% report they follow at least one of the elements of the guidelines;
The response rate for this year's survey was lower than the first year. As with the
first year,.this year's survey included telephone follow up of those employers who
were not identified as having returned a completed survey. Unlike the first year,
however, employers were not receptive to attempts on our part to persuade them to
complete the survey and return it or to responding to the survey over the phone.
In light of the reluctance of employers to respond to surveys on VDT use and the
amount of staff time included, we are recommending the survey for the coming year
be suspended.
Internal Operations Committee Page 3 July 11, 1994
IV. CSAC AND THE LEAGUE OF CALIFORNIA CITIES CONFERENCE
In February 1994, CSAC in conjunction with the League of California Cities held a
conference in San Diego where Eileen Bitten, Acting Director of Personnel and
Coordinator of the VDT Task Force, was moderator for a program entitled
"Workplace Health, Environment and Ergonomics". Larry Moss of the County Risk
Management Department and VDT Task Force Member served as one of three panel
members for this segment which included discussion of workplace health and safety
issues such as smoking, impending CAL-OSHA ergonomics, blood-borne pathogens,
safety plan and reporting requirements. The content was very well received by
conference participants.
V. COUNTY TRAINING
Risk Management continues to be involved in VDT safety efforts for County
employees through providing training, responding to request to evaluate individual
work stations for ergonomic appropriateness and as active participants on the VDT
Task Force. They have provided much needed and valued support and input into
Task Force activities.
VI. LIBRARY COLLECTION
The Central Library in Pleasant Hill is continuing their efforts to collect and make
available VDT materials for use by employers and their employees and the general
public as part of their collection.
VII. GUIDELINE ADDENDUM
A sub-committee is working to develop an addendum to the guidelines which contains
information and practical suggestions and exercises that employers can utilize to
promote a safe VDT work environment (Attachment E).
VIII. RECOMMENDATIONS
Due to the impending CAL-OSHA ergonomic standards which are expected to be
adopted in 1995, the following is recommended:
1. The Task Force efforts in the future be limited to distributing the
voluntary guidelines.
2. The third year employer VDT survey not be conducted.
EKBITH
Attachments
ATTACHMENT A
Contra Costa County
Video Display Terminal
0.
Voluntary Guidelines
VDT EQUIPMENT AND VDT Equipment. Work Station Furniture
WORK STATION and Accessories.
GUIDELINES. 1• Keyboards.
a) The keyboard should be I- Chairs-
detachable permitting it to be easily a) Seat and back rest of chair
Definitions: 'Terminal" or "VDT' repositioned on the work surface. ' should firmly support a comfortable
means any station or electronic video b) The angle adjustment should pie- Chairs should be designed to
soccer data presentation machine be integral to the keyboard. provide support to low back region and
ootnmonlyrefernodtoavideo(orvisual) c) The keys should have a matte to avoid pressure on the back of the
display terminal (VDT), cathode ray finish and should have a light touch thigh. Foot rests should be provided for
tube(CRT).word processor,personal requiring little force to type on them. operator's whose feet do not rest on the
computer(PC),mini-computer or data d) Keyboards should have a low flcer-
entrytemtinal.Theseguidelines do not profile design which reduces but does b) The height of the seat and the
pertain to oscilloscopes,electronic or notentirelyeliminate theneedforwrists angle of the seat back rest should be
laborawryteWngequipment,televisions rests adjustable by the operator in a seated
Oroommunicationscquipmcnt_ 2, Monitor. position.
a) There should be a matte finish c) Chairs should be stable and
"Employee"or"Operator"means on the monitorcase,knobs and screens. capableof swiveling.Wheremobilityis
any person engaged to work as a video b) If a flicker is perceived by required, chairs should be fitted with
display terminal operator for four or operator,effortswillbemade toachieve casters.Chairs with casters should have
more hours per day/shift. a clear,clean screen. There should be a five(or more)prong base.
an adjustable contrast and brightness d) Chairs upholstered with
"Workstation"means the furniture, control. absorbent fabric are preferred.
equipment and accessories related to c) The display unit should be e) Armrests should be provided if
useofthe VDTwhich makeup the VDT adjustable for tilt and swivel or on a requested by the operator to reduce
operator's immediate work device which allows for these shoulder discomfort..
environment_ adjustments. 2. Work Surfaces.
a) The height of the keyboard
support surface should allow the
operator's forearms to beapproximately
parallel to the floor promoting neutral/
flat position of wrists. Articulated
keyboard arms may be provided to allow
adjustment of height of keyboard.
b) The topmost line of display/
' monitor should not be higher than the
j operator's eyes. Display support stands
1 or risers should be provided to enhance
neck and shoulder comfort.Theoperator
should not have to tivist to loos: at the
u icer.
- (continued to pa�,c
VDT Guidelines Page 1
2.WorkSurtaces(caweuwfrom pwV d) Direct noise from impact TRAINING
c) Height adjustable work printers should be induced to improve
surfacesareanadvantage especially for ease of communication by placing Education and training of the proper use
wok stations used by more than one covers over the printers or by isolating of equipmentand design of work stations
operator. the printers from rest of work should be provided to all VDToperators
d), Space under work surface environment. and their supervisors.
shouldallow forcomfortableplacement
o'er legs and feet. PROVISIONS FOR
e) The work surface should be ALTERNATIVE WORK Contents of Training Programs.
large enough to accommodate all VDT
components and other items necessary 1. The training should describe
to complete the task. Weencourage the design of jobs thatdo and demonstrate proper ergonomic and
3. Accessories. not require continuous full-time VDT safety procedures to protect operators
a) Padded, moveable wrist or operations and the opportunity for from hazards and the effects of improper
palm tests should beprovided to support employees to have input into thedesign placement and position.
the hands and forearms to allow wrists of their work station. Operators should 2. The training should review all
tobeat.aneutraVflatpositionifrequeste,d not be required to work continuously at potential health hazards related to
by the operator. a VDT for longer than two hours without computer work.
b) Document holders should the opportunity for fifteen minutes of 3. The training should describe
allow for the placement of documents altematework.Thisactivitycan consist theseguidelinesandtheemployeesrights
in a similar viewing angle,height and of alternate work normally required in and responsibilities in properly using
distance from operator's eyes as is the the work dayor theemployees regularly equipment provided to them.
display screen scheduled work break. Alternate work
c) Anti-glare treatment for the could include activities such as
display screens (anti-glare etched organizing their base documents prior Frequency of Training.,
smett,difrusingsurface,anti-reflection to entry into a computer, filing,
coating, or faceplate filter) can be telephone answering,etc. 1. In order foi new employees to
provided to assist the operator. begin theiremploymentinapositiveand
4. Work Station Environment. VISION CARE healthful manner,it is most effective to
a) Illumination levels should be include training on VDTusageand work
sufficient and glare free(:.e. 200-500 It is advisable for operators to have station design and practices at the time
Lux)_ vision examinations at leastoncea year. you orient new people to your
b) External sources of light Working with a VDT may require that organization.
(windows, etc.) should not be in the some employees need special glasses. 2. Operators and supervisors who
visual field of the operator,nor should It is up to the employer and the operator have not received VDT training at time
they be visible on the screen. based on existing health plan provisions of adoption of the guidelines should
c) Light from windows should be and labor agreements or other receive training within twelve months of
controlled through the use of drapes, contractual agreements to determine adoption by Board of Supervisors_
blinds, reduced transmission glass, who will pay for these examinations 3. Repeat training should be
louvers, baffles or a combination of and corrective lenses should they be offered as needed.
these controls. necessary.
"Video Display Terminal Guidelines"developed by Contra Costa County VDT Task Force
and Contra Costa County Board of Supervisors. Chaired by the Contra Costa County
Personnel Department.
VDT Guidelines Page 2
ATTACHMENT B
VDT TASK FORCE MEMBERS
Anne Baki Reginald Lewis
Manpower Temporary Services Safety & OCC Health Spec
Jeanette Engle-Ramirez David N. Olds
Health & Fitness Institute Chevron Corporation
Jeff Hodgekinson Imelda Santos
Environmental Safety EXXON Corp. USA
Lesher Communications
Marie McCluskey Jim Hicks
Contra Costa County - ROP Local 512
Christine Rich Mary Majalca
Outpatient Physical Therapy Local 512
Kaiser Permanente
Almette Vaughn Larry Moss
Take Care Health Plan County Risk Management
Georgia Dobbins Callahan Elizabeth Verigin
Office & Professional County Auditor-Controller
Employee Union, Local 29
Dorothy Fortier Eileen K. Bitten
IBEW, Local 1245 County Personnel Department
Heidi Hug Tonza Harvey
Health & Fitness Institute County Personnel Department
John Montagh
Concord Chamber of Commerce
Steven Roberti
Central Labor Council
ATTACHMENT C
NAMEOFBUSINESS
INSTRUCTIONS: Please answerthe questions below by circling the response that applies toyourorganization.
1. Do any of your employees work steadily with video display terminals(VDT)for at least four continuous hours per day?
(O RCLE ONE) YES NO
If your answer to the above item is"NU,skip to question 47.
2 Does your organization use the Contra Costa County.Voluntary VDT Guidelines(a copy is attached)?
(CIRCLE ONS YES NO
If Tt,ur answer to the above item is"YES",skip to question#6.
3. Do your employees who use VDTs receive training and education about safe use?
(CIRCLE ONE) YES NO
4. Are yoaremployees who use VDTs permitted to take periodic breaks or allowed to perform alternate work for 15 minutes every
two hours?
(CBRCLE ONE) YES NO
S. Does yourotganization have a purchasing policy for furniture,equipment and aeries that are appropriate for proper VDT use?
(CIRCLE ONE) YES NO
4 Since your organization began using the Contra Costa County Voluntary Guidelines/similar safety measures,employee safety has
improved:
(CIRCLE ONE)
GREATLY - MODERATELY - SLIGHTLY - NO IMPROVEMENT - DON'T[AVOW
7. Is your organization interested in implementing a VDT safety program or receiving more information?
(CIRCLE ONE) YES NO
8. Typeofbusiness
9. Number of employees
THANK YOU FOR TAKING THE TIME TO COMPLETE THIS QUESTIONNAIRE.
PLEASE RETURN IN THE ENCLOSED SELF-ADDRESSED,SELF-STAMPED ENVELOPE.
SPACE IS PROVIDED BELOW FOR ANY ADDITIONAL COMMENTS.
COMMENTS
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ATTACHMENT E
VDT OPERATORS: FINDING A COMFORTABLE FIT
The following is a handy reference for VDT operators. It provides
suggestions for some of the most common problems that VDT operators
experience. If problems persist, see your doctor or an occupational
health physician.
SYMPTOM RECOMMENDATION
Eye dig-comfort, • Appropriate visual correction
Blurred vision, • Look away frequently; focus on distant object
Headaches • Alternate VDT work with other tasks,
if possible
• Adjust contrast and brightness on
screen for comfort
a Position screen relative to windows and lights
• Position top of screen at or below eye level
a Make a visor for your screen or tilt screen
downward
• Reduce light levels in the room
• Move objects which reflect light
a Clean screen weekly
• Ask for anti-glare screen
• Do eye and face exercises
Neck and shoulder * Sit with head vertically over shoulders and
aches hips
• Screen directly in front of you, but not too
far away. Don't .twist.
e Use a document holder-
s Top of screen at or below eye level
• Arm rests may reduce shoulder ache
Stretch neck and arms frequently
• Request a headset if phone used frequently
Backache * Adjust back rest to support low and mid back
• Use a small cushion for lumbar support
• Tilt seat forward to put more weight on feet
rather than the spine.
* Adjust chair so feet on floor or use a footrest
e Stand up frequently
• Stretch frequently
Wrist pain, a Make sure wrists are straight when typing:
Numbness in - Arms parallel to the floor
fingers - Adjust angle of keyboard
Carpal Tunnel - Use wright rest or a small rolled towel.
Syndrome • Avoid pounding on the keys
• Reduce the force of activities where possible:
- Roll ink stamps, don't pound
- Use a wide pen or pen sheath for
handwriting
- Divide stacks of paper for punching holes
r - Hold spring loaded stamps in pistol grip
(thumb up)
* Stretch frequently or do alternate work
Contra Costa Co. Risk Mgmt. - (6/94)
What Exercises Can Be Performed During the Day
To Reduce Eye and Muscle Strain?
1. For the hands and wrists:
a. separate and straighten fingers until stretch is felt, .hold and release.
b. make circles with wrist.
c. push hand backwards with the palm of the opposite hand.
d. shake out hands at sides.
2. For the neck and shoulders:
a. roll shoulders into shrug and complete circle.
b. lace fingers behind neck and pull shoulder blades together.
c. tilt head to one side and hold stretch, then the other side.
d. turn chin to one side and try to look behind you, keeping shoulders
relaxed.
e. bend head forward, stretching the back of neck.
f. with arm in front of face, pull elbow toward opposite shoulder.
g. interlace fingers; with palms facing away from you, straighten arms
out in front of you then turn palms upwards above your head as
you straighten your arms, reaching for the ceiling.
3. For the back:
a. while sitting in your chair, place your hands on the back of your
hips, then arch your back while stretching the back.
b. while sitting, grasp the knee with both hands and pull toward your
chest.
c. stand up and bend slightly to each side.
d. stand up and tuck pelvis in while bending the knees.
4. For the face and eyes:
a. raise your eyebrows and open your eyes as wide as possible. At the
same time, open your mouth as wide as possible to stretch the
muscles of the face.
b. first tense the face muscles by closing the eyes tightly and
grimacing, then relax.
c. gently massage in a circular motion the muscles around the eyes
and forehead.
(6/%)