Effectively Handling Workplace Fatalities &Catastrophic ...1. Handling Accident/lncident is top priority — Initial response/evacuation — Take control/account for all employees

FISHER &PHILLIPS LLPA T T O R N E Y S A T L A W

Solutions at Work

Effectively Handling WorkplaceFatalities &Catastrophic Accidents

2014 Indiana Safety and Health Conference &Expo

February 20, 2014

Edwin G. Foulke, Jr.404.240.4273

[email protected]

Atlanta ~ Baltimore •Boston •Charlotte •Chicago •Cleveland •Columbia •Columbus •Dallas •Denver •Fort Lauderdale •Gulfport •Houston •Irvine •Kansas CityLas Vegas •Los Angeles •Louisville •Memphis •New England •New Jersey •New Orleans • Orlando •Philadelphia

Phoenix •Portland •San Antonio •San Diego •San Francisco •Tampa •Washington, DC

ABOUT FISHER &PHILLIPS

FISHER &PHILLIPS LLP is one of the country's oldest and largest firms devoted exclusively torepresenting employers in labor, employment, civil rights, employee benefits and businessimmigration law. Our depth and breadth of experience in these niche areas are unsurpassed.Although it's Atlanta-based, Fisher &Phillips has more than 280 lawyers in 31 offices across thecountry and bar admissions in 41 states and Washington, DC.

The Firm's practice includes counseling and defending employers under all major federal and statelabor, employment, and employee benefits laws and regulations including, among others: The AgeDiscrimination in Employment Act (ADEA); The Americans With Disabilities Act (ADA); The CivilRights Acts of 1866, 1964 and 1991; The Consolidated Omnibus Reconciliation Act (COBRA); TheEmployee Polygraph Protection Act (EPPA); The Employee Retirement Income Security Act (FRIBA);The Equal Pay Act (EPA); The Fair Credit Reporting Act (FCRA); The Fair Labor Standards Act(ELBA); The Family and Medical Leave Act (FMLA); The Immigration Reform and Control Act CIRCA);The National Labor Relations Act (NLRA); the Occupational Safety and Health Act (OSHA), and TheWorker Adjustment and Retraining Notification Act (WARN), as these laws have been amended.

Our lawyers practice in federal and state courts throughout the United States. In addition torepresenting employers in litigation, we represent employers in federal, state and local administrativeproceedings, mediation and arbitration, collective bargaining and administration of collectivebargaining agreements, and in resolving threatened claims prior to the initiation of formal proceedings.

As a result of our representation of employers in litigation and formal claims proceedings, we haveacquired considerable expertise in developing and implementing policies, practices, and proceduresto help employers minimize or avoid the occurrence of employment-related claims, the risk of liabilityfrom such claims, or other forces that may interfere with employer rights.

ABOUT TODAY'S SPEAKER

Edwin G. Foulke, Jr is a partner with Fisher &Phillips LLP, a leading nationallabor and employment law firm. Mr. Foulke is co-chair of the firm's WorkplaceSafety and Catastrophe Management Practice Group in its Atlanta, Georgiaoffice. Prior to joining Fisher &Phillips, he was the Assistant Secretary of Laborfor Occupational Safety and Health. Named by President George W. Bush tohead OSHA, he served from April, 2006 to November 2008. During his tenure atOSHA, workplace injuries, illnesses and fatalities rates dropped to their lowestlevel in recorded history.

His practice includes workplace safety compliance and strategic safety planning,whistleblower compliance and litigation involving the 22 whistleblower statutes

handled by OSHA, defense of employers in responding to workplace health and safety casesincluding OSHA citations and providing advice and assistance to employers in responding toworkplace fatalities and catastrophic accidents and in legislative and regulatory matters. Mr. Foulkehas represented employers in thousands of OSHA inspections and OSHA citation contests.

For approximately thirty (30) years, Mr. Foulke has worked in the labor and employment area,specializing in occupational safety and health issues. In 2010, 2011 and again in 2012-13 he wasnamed as one of the "50 Most Influential EHS Leaders" by EHS Today magazine, as well as beingnamed one of the "50 Most Influential EHS Leaders" in the United States by Occupational Hazardsmagazine in 2008. Mr. Foulke is recognized as one of the nation's leading authorities on occupationalsafety and health issues and one of the top speakers and writers in this area.

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EFFECTIVELY HANDLINGWORKPLACE FATALITIES &CATASTROPHIC ACCIDENTS

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The potential for catastrophic accidents exist atall plants ...even with the best of safety andhealth processes!— Falls— Fires/explosions— Confined spaces— Caught in machines— Contractors— Motor vehicle crashes— Workplace violence

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PRINCIPLES OF CRITICALINCIDENT RESPONSE

• "Do no [more] harm"..,priority at all times is toassure scene safety

• Prompt, appropriate care for the injured• Preserve respect &dignity for the injured, all of the

"involved," the family, all others• Fix the problem, not the blame

• Restore "normal" operations

• Prevent recurrence

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WHAT IS A CATASTROPHE?

Characteristics may include:

• employee and public fatalities or mass injuries

• high visibility

• challenging political or governmental location

• multiple conflicting area of legal exposure, perhapsincluding criminal

• harm to business operations or reputation

• may include product or financial crisis, criminal

allegations, union corporate campaigns, etc.

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WHAT TO MANAGE?

• Affected employees Defense counsel• Business disruption Plaintiffs counsel• Emergency response Customers &vendors• Emergency responders Workers' compensation• Investigations OSHA, MSHA, CSB, Etc.• Law enforcement• Media

Civil litigation

• Insurer

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PRE-INCIDENT PREPARATION

Whv Prepare?Boy Scouting executive, Lloyd Roitstein, commenting

after the June 2008 tornado hit the Little Sioux Scout

Camp, killing four:

"They lived up to the Boy Scout Motto'Be Prepared.' They knew what to do,they knew where to go, and they '~ ~

prepared well."

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CAN IT HAPPEN TO YOU?

• Almost 4,551 workplace fatalities still occurred in 2009,

the lowest year on record.

• 25% occurred in supposedly "low risk" industries (retail,

hospitality, professional financial sections)

• Workplace vehicular accidents ofteninvolved the public

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Whv Prepare?

`Catastrophe- a momentous tragic event ranging from

extreme misfortune to utter overthrow and ruin."

-Merriam-Webster

"Expect the best, prepare for the worst, capitalize on

what comes." - Zig Ziglar

"Chance favors the prepared mind." -Louis Pasteur

"Chaos and order are not enemies, only opposites."

Richard Garriott

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• Development of emergency management plan toinclude:1. Crisis management action procedure with incident

command system

2. Regulatory response procedure ~..

3. Media coordination procedure ~.~:.4. Pre-accident notification plan ~~

5. AccidenUincident recovery plan

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• Development of emergency management plan toinclude ~~~c~d>:6. Employee assistance program

7. Safety compliance audits

8. Hazard assessment

9. Community Outreach

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RESPONSE TO THE EMERGENCY

1. Handling Accident/Incident is top priority

— Implement accident scene safety procedure,including evidence preservation

— Restore normal operations (if necessary, shutdown operations)

— Identify accidenUincident area hazards and takeinterim measures

— Prevent recurrence of accidenUincident

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3. Response To Employee Concerns

— Assigning duties during accidenUincident response

— Scheduling of work, leave— Activate employee assistance program— Address safety concerns— Initial communications about investigation

— Union coordination

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1. Handling Accident/lncident is top priority

— Initial response/evacuation

— Take control/account for all employees

— Isolate accident/incident area

— Prevent further injury or damages

— Provide prompt care for injured

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2. Notification Of Corporate Office AndAppropriate Legal Counsel

— Provide initial details of accidenUincident andstatus report

— Request needed resources

— Contact OSHA counsel and obtain directions forasserting legal privilege, response toinvestigations, and coordination with othercounsel and insurers

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4. Response To The Needs Of Families

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5. Successfully Dealing With News Media

- Designate Company's spokesperson

- Respond quickly and proactively

- Unified message

- Never say "No comment'

- Stick to minimum uncontroverted facts -keep it brief

- Company extends condolences, is fully cooperatingwith investigations and is conducting its owninvestigation

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6. Notification of appropriate governmentalagencies

- Fire, Police and EMT- OSHA - 8 hour rule- MSHA-"one call" procedure- State emergency management officials- EPA, DOT, etc.- Notify only government agencies who are

required to be notified

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8. Handling Requests From Third Parties

- Equipment manufacturers

- Contractors, property owners

- Attorneys representing injured or deceasedemployees

- Vendors

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5. Successfully Dealing With News Media

- Limit written communications

- Continue to develop and disseminate pro-activemessage to public, customers and vendors

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7. Notification of Insurance Carriers

- Provide initial details of accidenUincident

- Ascertain insurance carrier's response

- Ask for counsel

- Preparation for on-site investigation by insurancecarrier personnel and experts

- Coordinate workers' compensation, GL, and othercounsel

- Cooperate with but manage non-attorneyinvestigators

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9. Institution of Accident/Incident Investigation

- Internal investigation

- Initial investigation

- First report of injury filing

- Follow company procedures

- Consider legal implications

- Avoid snap conclusions

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9. Institution of AccidenUlncident Investigation

— External investigation

— Consider role of counsel

— Identification of witnesses

— Identification of evidence

— Avoid spoliation, obstruction of evidence

— Special considerations when declared "a crimescene"

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11. OSHA &OTHER GOVERNMENTALAGENCY INVESTIGATIONS

• OSHA DOT

• MSHA DOJ

• ATF State Attorney General

• CSB State Attorney's DA

• DOT State/Local Fire Marshall

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12. OSHA Investigation

— Walk-Around• Attendees and timing, union involvement,

security• Scope• Role of other employers onsite• Expansion of investigation• Monitoring• Note taking, filming, photos• Discussions with inspectors

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10. Document Control

— Collection of documents

— Creation of documents

— Distribution of documents

— Privilege and other protections

— Document "holds"

— Electronic communications

— Criminal considerations

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— Entry of facility (warrants, subpoenas, scope)

— Opening Conference

• Attendees

• Parameters established— Establish cooperative atmosphere— Employee interviews— Coordination with other investigators— Document requests— Photos and trade secrets

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• Records and document inspection— Production and safety requirements

• Employee interviews— Hourly— Management— Former employees— Pay issues— Preparation versus obstruction— Handling emotional or injured employees

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— Closing conference

• Attendees

• Scope

• Response

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— Informal Conference• Timing of meeting• Who to attend• Preparation — discussion with OSHA

counsel regarding presentation of companyposition and possible defense

• Possible informal settlement• Effect of civil and criminal actions.

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— Appeal Process• Review Commission — ALJ hearing and decision• Appeal of ALJ decision• Full Review Commission — review and decision

as well as appeal process• State plan procedures markedly differ and may

affect strategy• Continuance or stays where ancillary civil or

criminal actions

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- Citations

• Timing and scope

• Posting requirement

• Abatement

• Communication to employees and public

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— Appeal of Citations

• Timing — within 15 working days of receipt

• File Notice of Contest

• Stay of abatement

• State plan procedures may vary

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13. Dealing With Surviving Family Members

— Meet in person

— Use both formal and informal communications

— Determine who is the best companyrepresentative

— Utilize several members of management andemployees to provide assistance and support

— Provide material or monetary support

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13. Dealing With Surviving Family Members

— Provide contact information of company officials,family liaison, benefits managers

— Provide benefit information

— Response to questions

— Site visit issues

— Treat all involved with respect and dignity

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12 POINT ACTION PLANHANDLING VIOLENCE IN THE WORKPLACE

1. Adopt and publicize azero-tolerance policyregarding threats, harassment, and violence inthe workplace.

2. Update/review employment application as wellas pre-employment background checks andinterviewing procedures to identify signs ofpotential problem applicants. Conductbackground investigation on all job applicants.

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5. Review with your temporary employee providerthe procedures they utilize to screen theirtemporary employees for potential workplaceviolence problems.

6. Conduct periodic security audits and riskassessments of each facility. Provide adequatesecurity including access control in receptionareas, parking areas, common areas, stairwells,cafeterias and lounges.

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BALANCING COMPETING CRIMINALAND CIVIL ACTIONS

• Law enforcement

• CSB, ATF, etc.

• Fire Marshals

• Workers' compensation

• Civil claims

• Contract claims

• Individual defense

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3. Prepare and utilize release forms for personnelrecords from previous employers, coursetranscripts from educational institutions,certification records from training andprofessional organizations, credit reports fromconsumer credit reporting agencies and criminalconviction records.

4. Update personnel policies and employeehandbook to include safety policies dealing withviolence in the workplace.

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7. Prepare a comprehensive crisis managementplan for each facility which includes a workplaceprevention program. Prepare and distributecontact list of all local emergency agencies.

8. Select and train management officials in conflictresolution and nonviolent techniques forhandling hostage, hijacking, crisis incidents andcounseling situations.

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9. As part of the company's overall managementsafety and health training, instruct all managersand supervisors in how to identify and deal withearly warning signs and potential safetyproblems associated with workplace violence.

10. identify and publicize Employee AssistancePrograms, employee support services andhealth care resources available to employeesand their families.

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Fisher &Phillips LLPis dedicated exclusively to representing employers in the

practice of employment, labor, benefits, OSHA, andimmigration law and related litigation.

THESE MATERIALS AND THE INFORMFTION PROVIDED DURING THE PROGRAM SHOULDNOT BE CON8TRUED AS LEGAL ADVICE OR AS CRITICAL OF CURRENT OR PAST

ADMINI9TRATIONB.

1075 Peachtree Street NESuite 3500

Atlanta, GA 30309

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11.Institute policies to investigate all threats andcomplaints of harassment and violenceimmediately. Designate company officials) and/oroffice to handle all threats and complaints in aconfidential manner.

12. Review and publicize the company-wideprocedures as well as the company managementofficials responsible for handling employees'problems, complaints and concerns involvingthreats, harassment and violence.

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TWELVE POINT ACTION PLAN FOR HANDLINGVIOLENCE IN THE WORKPLACE

1. Adopt and publicize azero-tolerance policy regarding threats, harassment, andviolence in the workplace.

2. Update/review employment application as well as pre-employment backgroundchecks and interviewing procedures to identify signs of potential problem applicants.Conduct background investigation on all job applicants.

3. Prepare and utilize release forms for personnel records from previous employers,course transcripts from educational institutions, certification records from training andprofessional organizations, credit reports from consumer credit reporting agenciesand criminal conviction records from law enforcement agencies, subject to applicablefederal, state and local laws.

4. Update personnel policies and employee handbook to include safety policies dealingwith violence in the workplace. Include rules to limit access to work areas, especiallyduring evening and weekend shifts. (Note: Insure compliance with state concealedweapons laws)

5. Review with your temporary employee provider the procedures they utilize to screentheir temporary employees for potential workplace violence problems.

6. Conduct periodic security audits and risk assessments of each facility. Provideadequate security including access control in reception areas, parking areas,common areas, stairwells, cafeterias and lounges.

7. Prepare a comprehensive crisis management plan for each facility which includes aworkplace prevention program. Prepare and distribute contact list of all localemergency agencies.

8. Select and train management officials in conflict resolution and nonviolent techniquesfor handling hostage, hijacking, crisis incidents and counseling situations.

Atlanta •Boston •Charlotte •Chicago •Cleveland •Columbia •Dallas •Denver •Fort Lauderdale •Houston •Irvine •Kansas City •Las Vegas •Los AngelesLouisville •Memphis •New England •New Jersey •New Orleans •Orlando •Philadelphia •Phoenix •Portland •San Diego • San Francisco •Tampa •Washington DC

www.laborl awyers. com

9. As part of the company's overall management safety and health training, instruct allmanagers and supervisors in how to identify and deal with early warning signs andpotential safety problems associated with workplace violence.

10. Identify and publicize Employee Assistance Programs, employee support servicesand health care resources available to employees and their families.

11. Institute policies to investigate all threats and complaints of harassment and violenceimmediately. Designate company officials) and / or office to handle all threats andcomplaints in a confidential manner.

12. Review and publicize the company-wide procedures as well as the companymanagement officials responsible for handling employees' problems, complaints andconcerns involving threats, harassment and violence.

Edwin G. Foulke, Jr.Fisher &Phillips LLP

1075 Peachtree Street NE, Suite 3500Atlanta, GA 30309

efoulke@laborlawyers. comDirect: 404.240.4273

Atlanta •Boston •Charlotte •Chicago •Cleveland •Columbia •Dallas •Denver •Fort Lauderdale •Houston •Irvine •Kansas City •Las Vegas •Los AngelesLouisville •Memphis •New England •New Jersey •New Orleans •Orlando •Philadelphia •Phoenix •Portland •San Diego • San Francisco •Tampa •Washington DC

www.laborl awyers.com

OO Copyright 2012All Rights Reserved

NOTES

Atlanta1075 Peachtree Street, Suite 3500Atlanta, GA 30309(404) 231-1400

Baltimore79 East Main Street, Suite 207Westminster, MD 21157(410) 857-1399

Boston200 State Street, 13th FloorBoston, MA 02109(617)722-0044

Charlotte227 West Trade Street, Suite 2020Charlotte, NC 28202(704) 3344565

Chicago10 South Wacker Drive, Suite 3450Chicago, IL 60603(312)346-8061

Cleveland9150 South Hiils Boulevard, Suite 300Cleveland, OH 44147(440)838-8800

Columbia1320 Main Street, Suite 750Columbia, SC 29201(803)255-0000

Columbus4449 Easton Way, 2nd FloorColumbus, OH 43219(614)221-1425

Dallas500 North Akard St., Suite 3550Dallas, TX 75201(214)220-9100

Denver1999 Broadway, Suite 3300Denver, CO 80202(303) 218-3650

Fort Lauderdale450 Eest Las Olas BoulevardSuite 800Fort Lauderdale, FL 33301(954)525-4800

FISHER &PHILLIPS «~A T T 0 R N E V 5 A T L A W

Solutions at Work°°

Gulfport2505 14~~ Street, Suite 202Gulfport, MS 39501(228)822-1440

Houston333 Clay Street, Suite 4000Houston, TX 77002(713) 292-0150

Irvine2050 Main Street, Suite 1000Irvine, CA 92614(949) 851-2424

Kansas City4900 Main Street, Suite 650Kansas City, MO 64112(816)842-8770

Orlando200 South Orange Avenue, Suite 1100Orlando, FL 32801(407) 541-0888

Philadelphia201 King of Prussia Road, Suite 650Radnor, PA 19087(610) 230-2150

Phoenix201 East Washington Street, Suite 1450Phoenix, AZ 85004(602) 281-3401

Portland111 SW Fifth Avenue, Suite 4040Portland, OR 97204(503) 242-4262

Las Vegas San Antonio3800 Howard Hughes Pkwy., Suite 950 300 Convent Street, Suite 1420Las Vegas, NV 89169 San Antonio, TX 78205(702)252-3131 (210)227-5434

Loa Angeles444 South Flower Street, Suite 1590Los Angeles, CA 90071(213)330-4500

Louisville220 West Main Street, Suite 2000Louisville, KY 40202(502)561-3990

Memphis1715 Aaron Brenner Drive, Suite 312Memphis, TN 38120(901)526-0431

New EnglandOne Monument Square, Suite 600Portland, ME 04101(207)774-6001

New Jersey430 Mountain Avenue, Suite 303Murray Hill, NJ 07974(908) 516-1050

New Orleans201 St. Charles Avenue, Suite 3710New Orleans, LA 70170(504)522-3303

O 2013 Fisher &Phillips LLP

San Dfego4747 Executive Drive, Suite 1000San Diego, CA 92121(858) 597-9600

San FranciscoOne Embarcadero Center, Suite 2050San Francisco, CA 94111(415) 490-9000

Tampa401 E. Jackson Street, Suite 2300Tampa, FL 33602(813) 769-7500

Washington D.C.1875 I Street, NW, Suite 500Washington, D.C. 20006(202) 429-3707

Documents

Effectively Handling Workplace Fatalities &Catastrophic ...1. Handling Accident/lncident is top priority — Initial response/evacuation — Take control/account for all employees