Celly Services Inc.

COVID-19: Minimize Exposure to the Virus & Spread of Disease

COVID-19 is the disease caused by the highly contagious severe acute respiratory syndrome coronavirus 2 (“SARS-CoV-2”) previously called the “novel coronavirus” (World Health Organization).  The virus and COVID-19 present serious public health risks. Local and state governments in almost all states have requested the shutdown of non-essential retail services.  Many dealerships are keeping their service departments open as part of government recognized “essential service.”

The purpose of this memo is to educate dealership staff to assist in minimizing exposure to the virus and reduce the spread of the disease. We provide this guidance to you for distribution to your management and staff to take proactive steps to help minimize the exposure to the virus.  This Covid-19 viral disease is new to all of us. The information you read below may be contradicted in the coming days by advanced knowledge as scientists continue to study the virus.  We have reviewed information from government web sites to prepare this memo and recommend that you review information from websites such as www.cdc.gov daily.  This memo is not exhaustive.  Many advanced ways of protection are available for employees.  For example, a fully enclosed body suit with N95 respirator provides greater protection than the PPE currently used in a typical automobile dealership.  


COVID-19 is a highly contagious, severe acute respiratory syndrome caused by SARS-CoV-2 virusWith high degree of morbidity and fatality compared to seasonal fluSpreads easily and can spread by asymptomatic carriersLocal, State, and Federal governments have shut down non-essential servicesThe CDC recommends distancing of at least six feetThe CDC recommends that all wear cloth face coverings in public settingsView and display this ‘Stop the Spread of Germs’ poster at multiple locations on siteUse the COVID-19 screening tool built by the CDC + FEMA – available in the App StoreInform your HR Manager if you have any symptoms.  Follow guidance decisively.Stability of SARS-CoV-2:  Information from the National Institute of Health suggests that the virus is very stable and hence contagious.  The virus can live up to 3 hours in an aerosol form, 4 hours on copper surfaces, 24 hours on cardboard, and 2-3 days on plastic and stainless steel https://www.nih.gov/news-events/news-releases/new-coronavirus-stable-hours-surfaces https://www.cdc.gov/coronavirus/2019-ncov/downloads/stop-the-spread-of-germs.pdf  


  • Implement a clear and simple HR policy prepared by legal counsel
  • Stagger work hours + breaks for all staff (both advisors and techs) to improve social distancing
  • Ask HR to manage employee work schedules
  • Stagger service appointments and car-pick ups
  • Consider non-contact (early bird) kiosk for service drive
  • Add a line to the repair estimate for customer approval for vehicle sanitation
  • Provide single-use pens for customers to complete paperwork
  • Shut down car wash to keep exposure minimal
  • Install plexiglass screens to protect employees at customer interface (advisor/cashier/parts counter)
  • Close the write-up area to customers or maintain at least six feet distance.  Place signs in the drive that require customers to wait for the advisor to come to the car for a write up.  This will prevent customer accumulation in the advisor area and maintain necessary distance among advisors and between advisors and customers. Do not allow test drives with customers.
  • Ensure HVAC systems operate continually during work hours and annual maintenance is documented.  Shop ventilation systems for removal of exhaust must have airflow verified per local regulations.

Organize to Ensure Social Distancing of At Least Six Feet

  • Limit access to lunchroom. Ensure display of CDC & OSHA COVID-19 posters.
  • May eat at workstations maintaining safe distance and no potential chemical exposure
  • Shut down dealer-operated shared transport
  • Post notice at entrance:

1. Do not enter if you have cough, fever or other COVID-19 symptoms
2. Maintain at least 6-feet distance from one another

3. Cough into your elbow

4. No physical contact (e.g., handshakes, hugs)

  • Monitor Entrance.  An employee must monitor entry and the common areas. 
  • Limit Entrance: Stop visitors outside when facility reaches the capacity that can support 6 foot distancing
  • Provide individually packed face covering to customers at no cost and require it be worn. In certain jurisdictions, face covering is mandatory, and it protects us all.
  • Use customer lounge/waiting area only if 6-foot distancing is available
  • Mandate single person use of elevators
  • Post sign: “We have removed food, drinks, etc. to minimize virus exposure & spread of COVID-19”

Organize to Minimize Contact Contagion

  • Remove all items that can be touched, be contaminated, and cross contaminate. e.g., coffee cups, coffee machines, toys, magazines
  • Provide hand sanitizers and ensure constant sanitizing of common areas
  • Shut down car wash to minimize employee contact with vehicles

HR Policy to address all employees including sick and vulnerable employees

To protect all employees and customers, dealers must implement an HR policy prepared by legal counsel.  A clear and easy to understand policy regarding employees with COVID-19, employees that have been exposed to others sick with COVID-19 or employees sick with non-COVID-19 illness (e.g., pneumonia, flu, fever, cough, cold) needs to be communicated to all employees immediately.  Your HR policy must address vulnerable employees, including and not limited to those with diabetes, pulmonary or heart disease, 65 or older, immune suppressed or pregnant, who are at higher risk of contracting the disease.  Policy may include requirement of medical clearance for employees treated for COVID-19.

All Employees


Janitorial staff

Service Writers

  • Advise customers in advance of their appointments to be prepared to leave the vehicle at the dealership for service and schedule a later pickup as the waiting lounge has limited capacity with social distancing in effect 
  • If you are using a touch screen for service orders, sanitize the screen.  Use single use pens.
  • Ask customers to turn off fan and AC systems in the automobile

Customer vehicles may be contaminated.  See the COVID-19 stability information above.

Sanitize what you are to touch, touch only what you sanitized, and at the end sanitize all you touched.

      https://www.cdc.gov/vhf/ebola/pdf/poster-how-to-remove-gloves.pdf Technicians must have proper PPE (e.g., nitrile gloves) and must avoid cross-contamination across vehicles.  Replace gloves when you finish working on each car using the CDC’s glove removal guidelines.  Use a fresh pair for every car https://www.cdc.gov/vhf/ebola/pdf/poster-how-to-remove-gloves.pdfUse covers for steering wheels, shifter and seatsDo not touch any part of your face (eyes, nose, or mouth) or body with your gloves or handsMinimize time inside the cabin. Keep windows down to promote natural air circulation.  Keep the fan inside the cabin off as the fan may circulate particles inside the vehicle.  Note: virus can be in and on the auto air circulation system.Do not use the vacuum inside the automobile as it may make infectious particles airborneChange in/out of uniform at work daily.  Perform basic hygiene functions (e.g., showering) immediately upon returning home and place clothing in wash.



Respirators protect from exposure to airborne particles. In healthcare, protects from exposure to biological aerosols including viruses and bacteria. Masks are a barrier to splashes, droplets, and spit. Respirators are designed to seal tight to the face of the wearer.  Employees must understand that the mask may not protect them but may reduce the virus load shed by them, in case they are infected but asymptomatic.Use N-95 respirators when they become available for use by the public.  Commercially available respirators require the user to be directed to read the packaging on the effectiveness & limitations of the respirator and its proper usage and maintenance. See CDC/NIOSH guidance on How to Properly Put on and Take off a Disposable Respirator Take respirator training. OSHA requires all respirator wearers to undergo mandatory training, fit testing, and medical evaluation.  Some exceptions apply under certain circumstances.  https://www.osha.gov/laws-regs/regulations/standardnumber/1910/1910.134AppDSome local authorities mandate employees and members of the public wear face coverings/masks when going out to work/outside home.  Provide individually packed face covering to customers at no cost and require it be worn. https://www.cdc.gov/niosh/docs/2010-131/pdfs/2010-131.pdf?id=10.26616/NIOSHPUB2010131

DISCLAIMER:  Information regarding COVID-19 is dynamic and constantly evolving. Check reliable sources, such as www.cdc.gov, regularly to keep yourself updated, research other areas, and adopt procedures as they deem fit.  Even though we have used government sources to prepare this memo, we do not endorse or recommend any for a particular purpose. The information provided here is a brief guidance for employers and employees to undertake in order to protect themselves in the workplace. There is no warranty implied or expressed regarding the completeness or accuracy of information presented here.  The information provided here is not complete and/or exhaustive. Protections such as full body sealed suits and N95 respirators will further help reduce risks in the workplace and should be evaluated for use.  This memo supersedes all information disseminated earlier. 

Employers and employees should understand that the COVID-19 pandemic presents serious life-threatening health risks, and this is guidance on some ways to reduce those risks, not eliminate them.  This memo is not intended to constitute medical or safety advice or a substitute for the same.  Contact safety consultants, lawyers and medical professionals to take appropriate course of action.  

Sam Celly, author, has been assisting dealers with EPA/OSHA regulations for the last 33 years.  He received his BE (1984) & MS (1986) in Chemical Engineering followed by a JD in 1997.   

Your comments/questions are always welcome.  Please send them to sam@cellyservices.com.

Disinfectants & Sanitizers-Safety Data Sheet Availability

OSHA Hazard Communication Program:  State and federal regulations require that the all employers provide a Hazard Communication program for all employees exposed to hazardous chemicals at work.  The program must include elements as follows:

  • Employee Training
  • Written Program
  • SDS for all chemicals used at the workplace (in certain instances for chemicals sold at the workplace)- User Name & Password to access SDS on web are available to all clients
  • Labeling of all chemicals pursuant to a protocol listed by OSHA.

You can access SDS currently listed on our web portal as follows:

Visit: www.cellyservices.com



The written program and employee training are available for all clients on the CSI portal and should be completed by all employees prior to their first shift.  The labeling of all chemicals is expected to be completed by the vendor or manufacturer pursuant to state and federal guidelines.  Employers must not have any unlabeled chemical bottles. Ask vendors for labeled secondary containers such as spray bottles.

Sanitizers & Disinfectants for COVID-19:  Employers are using a variety of disinfectant and sanitizers (hereafter referred as cleaners).  The disinfectants must be listed on the EPA website as effective cleaners against the virus.  https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2.  The list is being continuously updated by the EPA.  CSI investigated some of the SDS for sanitizers being used by employers.  We have concluded that these chemicals are stronger and more toxic than the ones used in the past.  We recommend that employers take some steps as follows:

  • Provide a copy of SDS to employees followed by discussion on Personal Protective Equipment (PPE).
  • PLEASE SEND US A PDF OF ALL THE SDS FOR THE DISINFECTANTS and ALL OTHER CHEMICALS NOT OUR WEB PORTAL to elearn@cellsyervices.com so it can be uploaded to your web portal
  • Provide PPE to employees as listed on the SDS

Dilution Factors:  Disinfectants from vendors are in concentrate forms and must be diluted before use.  Dilution factors vary.  For example, the dilution factor for mold and mildew is greater than the one to be used for the COVID-19 virus.  More concentrated solution must be used in order to be effective against the COVID-19 virus.  The dilution must be completed by the shop foreman or senior technician using proper mixing tools and PPE.  PPE such as safety glass, face shield, apron and long rubber gloves are to be used in addition to the ones listed on the SDS for the disinfectant.

CA Law (Senate Bill 258) on Cleaning Products:  The cleaning products Right to Know Act of 2017 became effective on 1/1/2020.  The bill requires household, industrial, and commercial cleaning product manufacturers disclose information related to the chemicals contained in the product on the product label, the product’s Internet Web site, and provide a link to the SDS. Even though this requirement is not directed to end-users, we recommend dealerships get an SDS for each new chemical prior to its use and upload it to the web portal for easy employee access.

DISCLAIMER:  The contents of this newsletter are merely for informational purposes only and are not to be considered as legal advice.   Employers must consult their lawyer for legal matters and EPA/OSHA consultants for matters related to Environmental, Health & Safety. The article was authored by Sam Celly of Celly Services, Inc. who has been helping automobile dealers comply with EPA and OSHA regulations since 1987.  Sam received his BE (1984) and MS (1986) in Chemical Engineering, followed by a J.D. from Southwestern University School of Law (1997).  Our newsletters can be accessed at www.epaoshablog.com.  Your comments/questions are always welcome.  Please send them to sam@cellyservices.com.

Coronavirus Disease (COVID-19): Do Not Mix Cleaning Supplies

The Coronavirus pandemic is creating issues with usage of supplies and materials.  Employees may accidentally mix incompatible chemicals creating health hazards to themselves and others.

The chart on the right lists the incompatible chemicals and the hazardous conditions they can produce.  Please educate your employees by reviewing this memo.


A general rule is not to mix bleach with anything but water.  Dealerships often do not store bleach but if someone does order, ensure you regulate the use.  Always have employees using cleaning supplies in the right PPE as listed on the SDS for the cleaning material and an eye wash nearby.  Lastly, the blending of chemical must be done by experienced senior staff.


Should you have any questions or concerns, please contact us at 562-716-6100.  Your local poison control center is also a good resource if you need help in an emergency.


Poison Control Hotline 800-222-1222 or

Visit www.poison.org


DISCLAIMER:  The contents of this newsletter are merely for informational purposes only and are not to be considered as legal advice.   Employers must consult their lawyer for legal matters and EPA/OSHA consultants for matters related to Environmental, Health & Safety. The article was authored by Sam Celly of Celly Services, Inc. who has been helping automobile dealers comply with EPA and OSHA regulations since 1987.  Sam received his BE (1984) and MS (1986) in Chemical Engineering, followed by a J.D. from Southwestern University School of Law (1997).  Our newsletters can be accessed at www.epaoshablog.com.  Your comments/questions are always welcome.  Please send them to sam@cellyservices.com.


Background:  Cal/OSHA require auto dealers and other employers to keep a record of occupational injuries and illnesses using OSHA Log 300 and to post a summary on the employee notice board from February 1 to April 30, 2020.

Forms & Guidance to Fill:  California Forms: https://www.dir.ca.gov/dosh/DoshReg/ApndxA300Final.pdf (Fillable Form)

Cal/OSHA exempts certain industries: https://www.dir.ca.gov/t8/14300_2.html

Federal-OSHA:  https://www.osha.gov/recordkeeping/RKforms.html

  • OSHA Form 300 – Log of Work-Related Injuries & Illnesses
  • OSHA Form 300A – Summary of Work-Related Injuries & Illnesses
  • OSHA Form 301 – Injury & Illness Incident Report


Posting Requirements:  Form 300A (Summary of Work-Related Injuries & Illnesses) for 2019 must be posted on the employee notice board from February 1, 2020 to April 30, 2020.  ONLY Form 300A needs to be posted.  Disclosing injured employee name on the notice board is a big no-no.

Cal/OSHA Guide on Completing Forms: http://www.dir.ca.gov/dosh/dosh_publications/reckeepoverview.pdf

Tutorial for Completing Forms: A tutorial is available to assist in completing the forms at https://www.osha.gov/recordkeeping/tutorial.html

Recordkeeping Questions & Answers: See https://www.osha.gov/dte/grant_materials/fy10/sh-20856-10/Recordkeeping_Questions_w_Answers.pdf.

First-Aid Not Recordable on Log 300:  First-aid is https://www.osha.gov/recordkeeping/firstaid_list.pdf​.

Serious Injury:  Call your local OSHA office to report serious injury.  Cal/OSHA phone number is on the employee labor law poster.  California Code on reporting serious injury is https://www.dir.ca.gov/title8/342.html.

Commentary:  The forms are provided as a tool for the employer to document injuries, inform employees of accidents at the facility and allow OSHA inspectors to obtain a quick summary of accidents at the workplace.

Employers must use this log as a management tool to gauge the nature and frequency of injuries in order to determine corrective measures for accident elimination, and to counsel employees who show up on the accident log on a repeated basis.  Certain highlights of the forms are as follows:

  • Requires records to include any work-related injury or illness resulting in one of the following: death, days away from work, restricted work or transfer to another job, medical treatment beyond first-aid, loss of consciousness, or diagnosis of a significant injury or illness by a physician or other licensed health care professional.
  • Requires a significant degree of aggravation before a preexisting injury or illness becomes recordable.
  • Requires employers to record cases when injured or ill employees are restricted from their “normal duties,” which are defined as work activities employees regularly perform at least once per week.
  • You may stop counting days of restricted work activity or days away from work once the total of either or the combination of both reaches 180 days.
  • Focus on days away or days restricted or transferred. Rules rely on calendar days instead of workdays!
  • Requires employers to establish a procedure for employees to report injuries and illnesses and to tell their employees how to report. Employers are prohibited from discriminating against employees who report.  Employee representatives will have access to those parts of OSHA Form 301 relevant to the employees they represent.

Cal/OSHA Reporting Guidelines:  An employee trips in the service driveway of your dealership during normal course of business and seeks medical treatment.  Employee comes back to work the next day, but continues treatment of physiotherapy and medication.  After 6 months, the MD states that only surgery can cure the knee problem and the employee proceeds with knee replacement surgery.  The issue is whether this knee accident is now Cal/OSHA reportable as a serious injury accident.  Yes, the accident must be reported to Cal/OSHA under the serious injury reporting statutes (Section 342). Employers are required to report incidents within 8 hours to Cal/OSHA as follows:

  • Any fatality.
  • Any inpatient hospitalization for work related injury or illness, for anything other than medical observation or diagnostic testing must be reported.
  • An amputation, the loss of an eye, or any serious degree of permanent disfigurement, but does not include any injury or illness or death caused by an accident on a public street or highway, unless the accident occurred in a construction zone.


Questions Asked During Reporting:

  1. Time and date of accident/event
  1. Employer’s name, address and telephone number
  2. Name and job title of the person reporting the accident
  3. Address of accident/event site
  4. Name of person to contact at accident/event site
  5. Name and address of injured employee(s)
  6. Nature of injuries
  7. Location where injured employee(s) was/were taken for medical treatment
  8. List and identity of other law enforcement agencies present at the accident/event site
  9. Description of accident/event and whether the accident scene or instrumentality has been altered.

Electronic Recordkeeping Submission:  Establishments with 250 or more employees that are currently required to keep OSHA injury and illness records must electronically submit information from OSHA Forms 300 — Log of Work-Related Injuries and Illnesses, 300A — Summary of Work-Related Injuries and Illnesses, and 301 — Injury and Illness Incident Report.  See https://www.osha.gov/Publications/OSHA3862.pdf.




Disclaimer: The contents of this newsletter are merely for informational purposes only and are not to be considered as professional advice. Information from www.osha.gov was used to prepare part of this newsletter.  Employers must consult their lawyer for legal matters and safety consultants for matters related to safety.  The article was authored by Sam Celly of Celly Services, Inc. who has been helping automobile dealers comply with EPA & OSHA regulations since 1987.  Sam received his BE (1984) and MS (1986) in Chemical Engineering followed by a J.D. from Southwestern University School of Law (1997).  Our newsletters can be accessed at www.epaoshablog.com.  Your comments/questions are always welcome.  Please send them to sam@cellyservices.com.

California Organic Waste Recycling Regulations

THE REGULATION: In October 2014, Governor Brown signed AB 1826 Chesbro (Chapter 727, Statutes of 2014) requiring that businesses to recycle their organic waste on and after April 1, 2016 based on the amount of weekly waste they generate. This law also requires that on and after January 1, 2016, local jurisdictions across the state implement an organic waste recycling program to divert organic waste generated by businesses. Organic waste, also referred to as ‘organics’, means food waste, green waste, landscape and pruning waste, nonhazardous wood waste, and food-soiled paper waste that is mixed in with food waste. This law phases in the mandatory recycling of commercial organics over time, while also offering an exemption process for rural counties. In particular, the minimum threshold of organic waste generation by businesses decreases over time. This means larger segments of the commercial sector will increasingly be required to comply. Legislation was enacted as China has stopped taking waste from the US, and landfills in the US are reaching critical capacity. California is making this legislative decision to take the load off landfills by requiring recycling at all levels in the state. 


IMPLEMENTATION: Effective January 1, 2019, California law AB 1826 also requires that businesses that have organic waste of 30 gallons (4 cubic yards) or more per week, must separate organic waste from other wastes. If your organic waste at the business is 30 gallons or more per week, you must set up separate containers for organics in the office and break rooms. Looking ahead, per AB 1826, if the State of California determines that the statewide recycling of organics in the year 2020 has not been reduced to 50% of the organic waste generated in 2014, then the organic recycling requirements on business will expand to cover businesses generating 15 gallons of organic waste per week. Even though the law was effective January 1, the counties and cities are now putting pressure on businesses to reduce the waste to landfills and are slowly ratcheting up the enforcement. 

ACTION NEEDED: Actions needed by management include clear labeling of containers for organic waste and directing employees to use them correctly. Janitorial services will then be required to collect the waste from the facility, keep them separated in organic and non-organic categories, and transfer the waste to the commercial hauler-provided specific containers for organic and non-organic waste. Essentially, management must provide separate containers for organic waste and non-organic waste (paper, plastic and glass) in the break room(s) and other locations where employees eat food and may dispose food and food-soiled paper. Commercial waste haulers for the facility must be contacted to provide separate bins for haul away, so that the janitorial staff can dispose the waste into proper containers as required by law.https://www.calrecycle.ca.gov/recycle/commercial/organics/faq

NOTE: Mandatory recycling of organic waste is the next step toward achieving California’s aggressive recycling and greenhouse gas (GHG) emission goals. California disposes approximately 30 million tons of waste in landfills each year, of which more than 30 percent could be used for compost or mulch (Waste Characterization Study 2014). Organic waste such as green materials and food materials are recyclable through composting, mulching, and anaerobic digestion to produce renewable energy and fuel. GHG emissions resulting from the decomposition of organic wastes in land-fills have been identified as a significant source of emissions contributing to global climate change. Reducing the amount of organic material sent to landfills and increasing the production of compost and mulch are part of the AB 32 Scoping Plan (California Global Warming Solutions Act of 2006).  

DISCLAIMERThe contents of this newsletter are merely for informational purposes only and are not to be considered as legal advice.  Employers must consult their lawyer for legal matters and EPA/OSHA consultants for matters related to Environmental, Health & Safety. The article was authored by Sam Celly of Celly Services, Inc. who has been helping automobile dealers comply with EPA and OSHA regulations since 1987. Sam received his BE (1984) and MS (1986) in Chemical Engineering, followed by a J.D. from Southwestern University School of Law (1997). Our newsletters can be accessed at www.epaoshablog.com. Your comments/questions are always welcome. Please send them to sam@cellyservices.com.

California Used Oil Recycling Program

Just imagine this as someone taking your empty soda cans to the recycling center for money. Now imagine your used oil, which is being taken away for recycling, has a refund associated with it. All you have to do is sign up as a California Used Oil Recycling Center and then we file this claim for you as part of our service. The money that you receive from the state is about $3000 per year, on average. All you have to do is deposit the check the state sends you every quarter! See details at  https://www.calrecycle.ca.gov/usedoil/

You can find frequently asked questions and answers are available on the state website at https://www.calrecycle.ca.gov/UsedOil/Generators/

Q: What forms do I need to complete to get certified?

A: Celly Services will complete all forms that you need to get certified (2 pages).

Q: What if the oil looks contaminated?

A: You can decline the acceptance of contaminated used motor oil or other waste given         to  you. Instructions are listed                  here, https://www.calrecycle.ca.gov/UsedOil/CertCenters/#Contaminated. Ask them to take it to a facility as provided by the state. https://www.calrecycle.ca.gov/UsedOil/Handling/Contaminated/

Q: Do I need to keep any special/extra paperwork as part of the program?

A: No. Your used oil pickup receipts are obtained by us from your used oil hauler.

Q: What is the claim based on and how frequently?

A: The claim is 16 cents for every gallon of used oil collected from your facility and is filed quarterly by us.

Q: What is the maximum amount of oil that a person can bring?

A: You can set a limit where you may not accept more than 5 gallons from a person.

Q: How does this affect my image as a new car dealer?

A: The fear that unsightly homeless in pajamas will show up with a gallon of used oil in your driveway is unfounded. No dealership in the program (CSI client) has ever seen them drive in with oil.

Q: What paperwork needs to be posted?

A: The Certificate of a Used Oil Recycling Center (8.5 x 11 sheet of paper) needs to be posted on your notice board where service department permits and licenses are posted. Also, a Used Oil Recycling Center sign (provided by the state at no cost) needs to be posted in your driveway next to your BAR and other signs.

Q: Do I need to pay the public?

A: As we said earlier, no one shows up. If they do, offer them 40 cents per gallon. No paperwork is needed.

Q: Is there a long term contract with the state?

A: No, you can get off the program with a simple letter to the state.

Q: What if my oil gets contaminated?

A: https://www.calrecycle.ca.gov/usedoil/handling/contaminated/procedures. You may keep a 16 gallon drum separately for storage of oil from the public and keep suspected oil in that drum. If taking oil from the public contaminates your oil, the state will reimburse you for incremental costs for disposal due to the contamination, presuming the source of contamination was public oil (up to a maximum of $5,000 per year. Signs are available, from the state at no cost, to remind both employees and customers not to mix anything with used oil or pour contaminated used oil into storage tanks.

Q: How do I get the gallons of new oil + ATF purchased per quarter needed for the claim?

A: Contact your bulk oil supplier for the number.

Certified Collection Center Operators Guide



Comments: Trust us. It’s the coolest $3000 (average) your consultant has ever made for you!


If you need further details or wish to have a copy of the application, please call us at (562) 704-4000 or email Sam at sam@cellyservices.com.

DISCLAIMER: The contents of this newsletter are merely for informational purposes only and are not to be considered as legal advice.  Employers must consult their lawyer for legal matters and EPA/OSHA consultants for matters related to Environmental, Health & Safety. The article was authored by Sam Celly of Celly Services, Inc. who has been helping automobile dealers comply with EPA and OSHA regulations since 1987. Sam received his BE (1984) and MS (1986) in Chemical Engineering, followed by a J.D. from Southwestern University School of Law (1997). Our newsletters can be accessed at www.epaoshablog.com. Your comments/questions are always welcome. Please send them to sam@cellyservices.com.

OSHA IN THE NEWS: Obama Era Rules Trumped, & Other Reporting Requirements

OSHA has issued memoranda to Regional Administrators reversing course on a series of directives issued under the Obama administration. We believe these rules are employer friendly and will have an impact on how employers run their safety program and administer their drug testing policies.
OBAMA ERA RULES: In May 2016, OSHA published a rule that added new and explicit provisions for employees to report injuries with a reasonable procedure and prohibiting retaliation against employee reporting injuries at the workplace. The memo to Regional Administrators in October of 2016, explained provisions in detail as follows:

  1. Employer must have a reasonable procedure to report accidents
  2. Employer must not retaliate against employees reporting accidents
  3. Limitation on disciplining employees filing injury claims (See Our 2013 Newsletter on this issue)
  4. Limitation on drug testing following an accident
  5. Limitation on Incentive plans at work to promote safety (especially cash raffles)

RULE REVERSAL: On October 11, 2018, OSHA issued a memo (https://www.osha.gov/laws-regs/standardinterpretations/2018-10-11) clarifying their position – they do not prohibit safety incentive programs or post-accident drug testing. Their position in these current set of rules is employer friendly and employers may wish to enact policies that until now were suspect or may have been considered a violation of OSHA policies.
INCENTIVES: Incentive programs to reward workers for reporting safety hazards and near misses have always been held legal as it encourages employee involvement in safety at the workplace. Other types of incentives where employees are provided a reward or prize (earlier considered suspect) are now considered permissible so long as they do not discourage reporting accidents. Employers providing a reward to employees for accident free month or a specific time period would not be cited if they withheld the reward upon the occurrence of an injury so long as the employee feels free to report an accident. We recommend that employers run the cash/reward incentive program with instructions to employees as follows:

  • Employee must promptly report injuries/accidents so that the underlying hazard can be corrected.
  • Employee must report injuries promptly so treatment can begin and it does not fester for lack of treatment.
  • Employees not reporting injuries merely to keep the reward alive with will be disciplined so as to prevent such occurrence in future.

OSHA recommends that inadvertent deterrent effects from cash rewards can be counterbalanced by also implementing rewards for reporting unsafe acts or conditions, introducing training programs that reinforce employee rights to treatment from workplace accidents, and reminding employees that the employer has a non-retaliatory policy.

DRUG TESTING GUIDANCE FROM OSHA: The new rules on post-accident drug testing are very clear and allow the managers to conduct drug testing following an accident. Permissible drug testing includes:

  • Random Drug testing
  • Drug testing unrelated to the reporting of work related injury or illness
  • Drug testing under the states’ workers’ compensation law
  • Drug testing under other federal laws such as US DOT rules
  • Drug testing to evaluate the root cause of the workplace incident that harmed or should have harmed the employees. If the employer chooses drug testing to investigate the accident, the employer should test all employees whose conduct could have contributed to the accident, not just employees who reported the injuries.

Last but not least, the October 2018 OSHA memo noted that it supersedes the memo issued covering the interpretation of various elements of the labor code as issued during Obama Administration in October 2016.
EMPLOYER DRUG TESTING POLICY: Many states have legalized marijuana for medicinal and recreational drug. On a federal level marijuana remains a Schedule I drug and therefore employers may still enforce legitimate drug testing and discipline employees for violating the employers’ drug policy. Recently, the US Department of Justice and Drug Enforcement Administration placed the FDA approved medication Epidiolex in Schedule V of the Controlled Substance Act, the least restrictive schedule of CSA. Epidiolex is the first cannabis plant extract based drug that has been approved by a federal agency for lawful medical use.
This approval by DOJ may be a step towards reclassifying marijuana at a later time. With changes in the legal and social acceptance of marijuana, employers must update their drug use policies with the help of legal counsel to keep them compliant. Also, such policies should be communicated to employees through discussion forums at the workplace rather than just a page in the employee handbook. Employers maintaining drug free workplace have consistently shown better safety records than those who have lax drug enforcement policy.


Employers in states regulated by federal OSHA have been required to electronically submit certain records of occupational injuries and illnesses. The electronic submission requirements, along with the incorporation of an existing statutory prohibition on retaliating against employees for reporting work-related injuries or illnesses, were added to federal OSHA’s recording and reporting regulations found in the Code of Federal Regulations, Title 29, Part 1904.

On April 30, 2018, federal OSHA posted a “trade release” requiring all affected employers to submit injury and illness data to the federal OSHA Injury Tracking Application (ITA) online portal, even if the employer was covered by a state plan that had not completed adoption of their own state rule: https://www.osha.gov/news/newsreleases/trade/04302018. Therefore, though California had not yet adopted its own state rule, Cal/OSHA advised affected employers to comply with federal OSHA’s directive to provide Form 300A data covering calendar year 2017 by July 1, 2018.

On July 27, 2018, federal OSHA posted a “trade release” that it proposes to amend its recordkeeping regulation by rescinding the requirement for establishments with 250 or more employees to electronically submit information from OSHA Forms 300 (Log of Work-Related Injuries and Illnesses) and 301 (Injury and Illness Incident Report). These establishments will continue to be required to submit information from their Form 300A (Summary of Work-Related Injuries and Illnesses) covering the previous calendar year. For additional information and links, go to federal OSHA’s trade release: https://www.osha.gov/news/newsreleases/trade/07272018.

Employers are now required to electronically submit Form 300A data covering calendar year 2017 by December 31, 2018. These employers should follow the instructions posted at federal OSHA’s ITA website:

All employers with 250 or more employees, unless specifically exempted by section 14300.2 of title 8 of the California Code of Regulations. Auto dealers with more than 250 employees are not exempt from these regulations and must conform to reporting.

Employers with 20 to 249 employees in the specific industries listed in Appendix H of the emergency regulations (https://www.dir.ca.gov/dosh/doshreg/Recording-and-Reporting/Text-of-Amended-Regulation-Revised.pdf). Auto dealers are not covered in the reporting requirements and hence auto dealers with 20-249 employees are exempt from electronic submission requirements.

NOTE: We note that some specific government agencies on a data gathering mission may contact the dealership for injury data. Dealers may then comply with such request on a case by case basis.


OSHA has limitations on inspection authority when visiting a place of employment. OSHA officers may try to expand the scope of inspection during the visit and upon informed consent may proceed to collect evidence that can significantly increase the violations detected and related penalties. Therefore, it is critical that the employer provide OSHA access to the location that is related to the underlying cause of inspection. Such boundaries must be established during the opening conference with the OSHA officer. In a recent case, the US Court of Appeals limited the scope of inspection available to OSHA. See our Newsletter on “How to handle an OSHA Inspection”.
In the case at hand, an employee was injured while repairing an electrical panel. The employee was hospitalized triggering a report to OSHA under federal regulations. OSHA inspected the facility and was granted access by the employer to look at the electrical panel area. Upon request, OSHA inspectors were provided Injury Log 300 by the employer. Upon review of Log 300, OSHA filed for a search warrant to investigate other locations at the plant where the injuries as reported on the Log 300 had occurred. The search warrant was granted. Subsequently, the employer filed a motion to vacate the search warrant which was granted by the District Court. OSHA appealed the lower courts decision to the 11th Circuit Court of Appeals.
The appeals court held that logs are merely records of injuries and not proof of OSHA violations. The mere existence of injuries, the court noted in this case, does not mean that injuries were caused by OSHA violations, or justify the issuance of administrative warrant for gathering evidence of OSHA violations. Recordkeeping regulations as found in 29 CFR Part 1904 state that the recording of injuries on Log 300 does not mean that an employer is at fault or an OSHA violation has occurred. This decision serves as guidance to employers to limit OSHA inspections to the complaint area. Unless the employer consents, a judicial warrant is required under the Fourth Amendment. And if OSHA wishes expand its search under information procured during initial inspection, the employer should seek legal counsel to limit the inspection as available under the current law.

  1. https://www.osha.gov/recordkeeping/finalrule/interp_recordkeeping_101816.html
  2. https://www.dir.ca.gov/dosh/calosha-updates/log300-reporting.html
  3. USA v. Mar-Jac Poultry, Inc., No. 16-17745 (11th Cir. 2018)

DISCLAIMER: The contents of this newsletter are merely for informational purposes only and are not to be considered as legal advice. Employers must consult their lawyer for legal matters and EPA/OSHA consultants for matters related to Environmental, Health & Safety. The article was authored by Sam Celly of Celly Services, Inc. who has been helping automobile dealers comply with EPA and OSHA regulations since 1987. Sam received his BE (1984) and MS (1986) in Chemical Engineering, followed by a J.D. from Southwestern University School of Law (1997). Our newsletters can be accessed at http://www.epaoshablog.com. Your comments/questions are always welcome. Please send them to sam@cellyservices.com

Posting of Prop 65 Signs at Auto Dealerships (CA Only)

California’s Proposition 65, also called the Safe Drinking Water and Toxic Enforcement Act, was enacted in 1986. It is intended to help Californians make informed decisions about protecting themselves from chemicals known to cause cancer, birth defects, or other reproductive harm. The law had certain nuances not normally seen in toxic chemical regulations. The specific ones that catch our attention are as follows:
  • No Harm Requirement: Most of the regulations require that an actual harm be done before damages be awarded. In this case, the absence of mere warning was sufficient cause for dealers to cough up big money. A penalty of $2500 per day!
  • Standing: In order to litigate, a plaintiff must allege some connection to and actual or potential harm. Under this unique law, without harm but the mere absence of notice was sufficient cause for payment to plaintiff lawyers.
  • Bounty Hunter Clause: Proposition 65 is enforced entirely through litigation. While California’s AG is vested with principal enforcement, Proposition 65 also allows any individual or organization “acting in public interest” to sue for violations. The individuals or organizations can potentially collect attorney fees and 25% of any penalties assessed. Reportedly, 20,000 businesses have paid more than $600 million in penalties since 1987. This makes the case to use your $200 sign kit even stronger!

What Chemicals Need Warning?

This list currently includes more than 850 chemicals. Proposition 65 does not ban or restrict the sale of chemicals on the list. The warnings are intended to help Californians make informed decisions about their exposures to these chemicals in the products they use and the places they go.

What Signs Do I Need & Where Do I Order?

In general, an average automobile dealership may need 8 signs for various locations. A copy of these signs is attached with guidance for posting. Signs may be ordered through your vendor or through your Reynolds & Reynolds representative. Consumer product warning signs must be obtained from the product manufacturer.

What Are the Most Significant Changes to the Proposition 65 Warnings For Consumer Products?

Since the original warning requirements took effect in 1988, most Proposition 65 warnings simply stated that a chemical is present that causes cancer or reproductive harm, but they did not identify the chemical or provide specific information about how a person may be exposed or ways to reduce or eliminate exposure to it. New OEHHA regulations, which take effect in August 2018, change the safe harbor warnings which are deemed to comply with the law in several important ways. For example, the new warnings for consumer products will say the product “can expose you to” a Proposition 65 chemical rather than saying the product “contains” the chemical. They will also include:

  • The name of at least one listed chemical that prompted the warning
  • The Internet address for OEHHA’s new Proposition 65 warnings website, http://www.P65Warnings.ca.gov, which includes additional information on the health effects of listed chemicals and ways to reduce or eliminate exposure to them
  • A triangular yellow warning symbol “ warning-sign” on most warnings

What Are Other Highlights of the New Warnings System?

The new warning regulation also:

  • Adds new “tailored” warnings that provide more specific information for certain kinds of exposures,products, and places.
  • Provides information for website warnings for products purchased over the Internet
  • Provides information for warnings in languages other than English in some cases
  • Clarifies the roles and responsibilities of manufacturers and retailers in providing warnings.

Why are Proposition 65 Warnings Changing?

In 2013, Gov. Edmund G. Brown Jr. proposed reforms to strengthen Proposition 65. The Governor called for changes to “require more useful information to the public on what they are being exposed to and how they can protect themselves.” He added, “This is an effort to improve the law so it can do what it was intended to do – protect Californians from harmful chemicals.”

In 2015, UC Davis researchers interviewed more than 1,500 randomly selected Californians and asked them to compare the new specific warnings to the current generic warnings. The results were dramatic – 77 percent said the new warnings would be more helpful than the current system.

When Will the Changes Take Effect?

In August 2016, the Office of Administrative Law approved the new regulations for improved Proposition 65 warnings. Businesses can currently choose whether to provide the old warning or the new warning as part of the regulation’s two-year phase-in period. Beginning August 30, 2018, the old warning system will expire and businesses that want “safe harbor protection” that deems them in compliance with Proposition 65 will use the
new warning system.

What is the Purpose of the New Proposition 65 Warnings Website?

People who read Proposition 65 warnings and want to learn more can go to the website to find additional information about chemicals and best practices for reducing or eliminating exposures. The website contains fact sheets about Proposition 65 chemicals and specific types of exposure, anything from furniture products to enclosed parking facilities. It also answers frequently asked questions about Proposition 65 and includes a glossary of Proposition 65 terms.

Will Businesses Be Required to Provide the New Warnings?

Using the safe harbor warnings is an effective way for businesses to protect themselves against Proposition 65 enforcement actions. Businesses that use the safe harbor warnings are deemed compliant with the law’s requirement for clear and reasonable warnings.

Businesses have the option to provide different warnings if they believe they comply with the law. Additionally, small businesses with fewer than 10 employees are exempt from Proposition 65’s warning requirements.

Will Products Manufactured Before August 2018 Need to Use the New Warnings?

Products manufactured before August 30, 2018 will not need new warnings if they meet the requirements that were in effect at the time of their production.

What Circumstances Will Require Warnings in Languages Other Than English?

When a consumer product sign, label or shelf tag used to provide a warning includes consumer information in a language other than English, the warning must also be provided in that language in addition to English. Facilities that provide signage in non-English languages would also have to provide any required warnings in those languages, in addition to English.

For Internet purchases, warnings can be provided by including a clearly marked hyperlink using the word WARNING on the product display page.

Which Exposures, Products, and Places Have Specific Tailored Warnings?

In addition to the warnings for chemical exposures from consumer products, the new regulation provides specific warnings for exposures from:

  • Alcoholic beverages, food and non-alcoholic beverages, prescription drugs, dental care, wood dust, furniture products, diesel engines, vehicles, and recreational vessels
  • Enclosed parking facilities, amusement parks, petroleum products, service stations and vehicle repair facilities, and designated smoking areas

What Are the Warning Responsibilities for Manufacturers and Retailers?

The new system clarifies that manufacturers have the primary responsibility for providing Proposition 65 warnings. Manufacturers can choose whether to put warning labels on their products or to provide notices to their distributors, importers or retail outlets that a product may cause an exposure to a listed chemical that requires a warning provide warning signs or other warning materials. Manufacturers can also enter written agreements with retailers to modify this allocation of responsibility as long as the consumer receives a clear and reasonable warning before her or she is exposed to a Proposition 65 chemical.

Retailers must confirm that they received the notice and must use the warning signs or other materials provided by the manufacturer.

Are There Other Regulations to Assist Businesses with Warning Requirements?

In addition to other forms of compliance assistance, OEHHA has regulations that set procedures for requesting advice from the agency including Interpretive Guidelines and Safe Use Determinations.

There is also a procedure for requesting a Safe Use Determination. A Safe Use Determination is a written statement issued by OEHHA that interprets whether specific sets of exposures require warnings. For example, in recent years, OEHHA has issued several Safe Use Determinations related to exposures from diisononyl phthalate (DINP) in vinyl flooring and outdoor furniture products.

Josh Gohlke in the SF Chronicle on May 5, 2018 says “It’s a paradox of life in a place whose supposed tolerance is belied by petty, pointless intrusions of the nanny state – where a person might negotiate clouds of guilt free marijuana smoke only to be scolded for needing a cup of coffee”.

SOURCES: www.P65Warnings.ca.gov & https://oehha.ca.gov/

DISCLAIMER: The contents of this newsletter are merely for informational purposes only and are not to be considered as legal advice. Employers must consult their lawyer for legal matters and EPA/OSHA consultants for matters related to Environmental, Health & Safety. The article was authored by Sam Celly of Celly Services, Inc. who has been helping automobile dealers comply with EPA and OSHA regulations since 1987. Sam received his BE (1984) and MS (1986) in Chemical Engineering, followed by a J.D. from Southwestern University School of Law (1997). Our newsletters can be accessed at http://www.epaoshablog.com. Your comments/questions are always welcome. Please send them to sam@cellyservices.com.

Transformation of the Haz Waste Manifest – From the Stone Age to the Modern Age

Background: Historically and well into the 60’s and 70’s some of the hazardous wastes were being dumped illegally and contaminating the environment. Cleanup of illegal dump sites such as Stringfellow and Love Canal were costing the taxpayers millions of dollars. Congress took action and enacted the Resource Conservation and Recovery Act (RCRA) of 1976 that created a “cradle-to-grave” liability for waste generators as related to disposal of these wastes. In summary, the generator is ultimately liable for the disposal of hazardous wastes from the time it was generated until the time it is finally disposed/recycled. Liability for cleanup of the environment damaged by illegal disposal may flow to the generator. The US EPA created a Hazardous Waste Manifest System (Manifest) to track the shipment hazardous waste from the generator to the off-site Treatment, Storage or Disposal Facility (TSDF). The tracking system is time and paper intensive. The new system is expected to be paperless and a time saver.
The Manifest: Under the 6 page manifest system currently in effect, the hauler brings the manifest duly completed to the generator. The Generator must verify all information on the manifest as any inaccuracy on the manifest brings liability to the generator. We note that the federal manifest and CA manifest are the same but California has more wastes that have to be manifested. California also has more taxes on the hazardous wastes generated including some complicated reporting requirements for large generators (over 12 tons/year). The good news is that only some of the waste dealers produce needs a manifest.
The Manifest Process (Now): The person designated by the generator signs the manifest acknowledging the nature and amount of waste being hauled away. The driver for the waste hauler leaves a copy (Copy 1) with the generator. The Generator then mails a photocopy of Copy 1 to Cal/EPA in Sacramento (Generator Manifests, PO Box 400, Sacramento CA, 95812). Within 45 days, the generator will receive a second copy (Copy 2) of the manifest from the TSDF with signature at the bottom acknowledging reciept of the waste. Copy 2 must be matched with Copy 1 and maintained in files for a period of 3 years. In the event Copy 2 is not received, the hauler/TSDF must be contacted. Copy 3 is mailed to the EPA by TSDF, Copy 4 is kept by the TSDF and Copy 5 is kept by the hauler. Copy 6 is for the 2nd hauler, if any.
Federal manifest procedures are listed here.
Paperless Process: The EPA established the e-Manifest system according to the Hazardous Waste Electronic Manifest Establishment Act, enacted into law on October 5, 2012. The “e-Manifest Act” authorizes the EPA to implement a national electronic manifest system and requires that the costs of developing and operating the new e-Manifest system be recovered from user fees charged to those who use hazardous waste manifests to track off- site shipments of their wastes. In January 2018, the EPA published its final methodology for setting user fees based on the costs of processing manifests. By enabling the transition from a paper-intensive process to an electronic system, the EPA estimates e-Manifest will ultimately reduce the burden associated with preparing shipping manifests by between 300,000 and 700,000 hours, saving state and industry users $75-$90M annually.
 June 30, 2018: Now 6 years later, the e-Manifest Act is taking effect, which makes two changes to the current manifest system. The first change is that waste generators will be allowed to submit hazardous waste manifests electronically through the EPA’s e-Manifest system. Generators looking to use the e-Manifest system must register online here. The registration process requires confidential information and must be completed by at least two dealership managers. We have provided a step-by-step guide for e-Manifest registration hereThe second change happening to the manifest system is that the EPA will charge the TSDF a fee for every manifest produced. TSDF’s are expected to share this expense with generators.
The EPA’s goal is to phase out the paper manifest system and replace it with the e-Manifest within the next 5 years. Since this law is in its early rollout phase there are going to be updates and changes as the EPA, generators, waste haulers, and TSDF’s adapt to the new system. Below we have outlined the different ways dealerships can currently submit manifests:
1.     Mailed Paper Manifest: The generator, waste hauler and receiving facility all sign on paper. If the dealership is NOT registered for e-Manifest, follow the old paper manifest procedures outlined under The Manifest Process on the previous page. Generators using this option do not need to register on the EPA website. Fee is $20/manifest.
2.     Registered for the E-manifest: As explained on the previous page, if the facility is registered for the e-manifest system, then the paper copy of the manifest can be submitted electronically as a PDF scan or image upload. Fees are less than that for option 1 above.
NOTE: Currently, the EPA has not made changes to the record keeping requirements. Paper copies of all manifests must be retained on site. Paper copy of the signed manifest from the waste hauler received at the time of pickup must be paired with a copy of the signed manifest from the disposal facility. Use the Black Box.
Paperless Option: The dealership must be registered on the e-Manifest website. The generator, waste hauler and TSDF will all sign electronically. The hauler(s) have to develop software that can communicate with the state and federal agencies. We are told this can take up to 5 years. Haulers are expected to keep generators informed as the paperless system becomes available.
CA EPA ID Numbers: The federal EPA populated the e-Manifest system with CAD or federal EPA ID numbers, however, they did not account for the 90,000 CAL numbers issued by Cal/EPA. Reportedly, these numbers are being loaded into the system. California dealers may have to wait to get this system working full tilt.

References: https://www.epa.gov/e-manifest & https://www.epa.gov/sites

DISCLAIMER: The contents of this newsletter are merely for informational purposes only and are not to be considered as legal advice.  Employers must consult their lawyer for legal matters and EPA/OSHA consultants for matters related to Environmental, Health & Safety. The article was authored by Sam Celly of Celly Services, Inc. who has been helping automobile dealers comply with EPA and OSHA regulations since 1987. Sam received his BE (1984) and MS (1986) in Chemical Engineering, followed by a J.D. from Southwestern University School of Law (1997). Our newsletters can be accessed atwww.epaoshablog.com. Your comments/questions are always welcome. Please send them tosam@cellyservices.com.

You Must Discipline Employees For Unsafe Acts July 2018

An employee is seriously injured on the job and the employer calls OSHA as part of notification requirements. OSHA investigates and slaps a $12,000 fine against the employer. This happened to an automobile dealer in Los Angeles. The employee had partially amputated a finger while diagnosing the engine on an automobile. In their defense, the employer pled that the act that caused the injury was an independent act of the employee and the employer should not be held liable.

In order to prevail on this affirmative defense, which must be pled on the appeal following the citation, an employer in California must prove all five elements as follows:

1. The Employee was Experienced and Trained on the Job Being Performed: In the case at hand, the employee was a diagnostic specialist on automobiles and the employer presented 79 training certifications from the automobile manufacturer out of which 30 were on engine diagnostic and performance checks. Training certification from a nationally recognized body was also presented. OSHA accepted the employer’s claim on this issue. Interestingly, OSHA looked at all the safety training completed by the technician. CSI recommends that you to save all your safety and other work related training in files on site.

2. Employer Has A Well Devised Safety Program: Employer must prove that a well-devised safety program, which includes employee training for their particular job assignment, is in effect. The employer presents its IIPP Program and training from the service manual from the automobile manufacturer relevant to the service operations being done when the injury occurred. OSHA accepted this element of the defense as well. The requirements of IIPP program are as follows:

·     Identify the person or persons with authority and responsibility for implementing the Program.

·     Include a system for ensuring that employees comply with safe and healthy work practices. Substantial compliance with this provision includes recognition of employees who follow safe and healthful work practices, training and retraining programs, disciplinary actions, or any other such means that ensures employee compliance with safe and healthful work practices.

·     Include a system for communicating with employees in a form readily understandable by all affected employees on matters relating to occupational safety and health, including provisions designed to encourage employees to inform the employer of hazards at the worksite without fear of reprisal. Substantial compliance with this provision includes meetings, training programs, posting, written communications, a system of anonymous notification by employees about hazards, labor/management safety and health committees, or any other means that ensures communication with employees.

·     Include procedures for identifying and evaluating work place hazards including scheduled periodic inspections to identify unsafe conditions and work practices. Inspections shall be made to identify and evaluate hazards:

·     When the Program is first established;

·     Whenever new substances, processes, procedures, or equipment are introduced to the workplace that represent a new occupational safety and health hazard; and

·     Whenever the employer is made aware of a new or previously unrecognized hazard.

·     Include a procedure to investigate occupational injury or occupational illness.

·     Include methods and/or procedures for correcting unsafe or unhealthy conditions, work practices and work procedures in a timely manner based on the severity of the hazard:

·     When observed or discovered; and,

·     When an imminent hazard exists which cannot be immediately abated without endangering employee(s) and/or property, remove all exposed personnel from the area except those necessary to correct the existing condition. Employees necessary to correct the hazardous condition shall be provided the necessary safeguards.

·     Provide relevant training and instruction

·     When the program is first established;

·     To all new employees;

·     To all employees given new job assignments for which training has not previously been received;

·     Whenever new substances, processes, procedures or equipment are introduced to the workplace and represent a new hazard;

·     Whenever the employer is made aware of a new or previously unrecognized hazard; and,

·     For supervisors to familiarize themselves with the safety and health hazards to which employees under their immediate direction and control may be exposed.

·     Records of the steps taken to implement and maintain the Program shall include:

·     Records of scheduled and periodic inspections required by subsection above to identify unsafe conditions and work practices, including person(s) conducting the inspection, the unsafe conditions and work practices that have been identified and action taken to correct the identified unsafe conditions and work practices. These records shall be maintained for at least one (1) year; and

·     Documentation of safety and health training required as above should be maintained for each employee, including employee name or other identifier, training dates, type(s) of training, and training providers. This documentation shall be maintained for at least one (1) year. CSI recommends that you keep safety training documents well past the date of employment. Contact employment counsel on employee training retention period.

3. Policy of Sanctions Against Employees Violating Safety Program: The employer must have a policy of sanctions against employees violating safety rules or involved in unsafe acts. The employer stated that one had never been required or deemed necessary as the injuries were virtually non-existent. The employer lost on this element as no earlier enforcement/disciplinary action had been documented.

4. Employer Effectively Enforces the Safety Program: The written disciplinary policy should be implemented. OSHA held that the enforcement element of the safety program had “no teeth” and that the safety program had not been enforced.

5. Employee Caused the Safety Infraction Which He or She Knew was Contra to Employer’s Safety Requirement: The employer must prove that the employee had knowledge of this safety requirement, violation of which caused the injury. The employees pled that the safety rules, acknowledged and signed by the employee were available. Also, the shop manual (to service automobiles), which technicians reference repeatedly had outlined the safety procedures including relevant safety issues.

In summary, the employer lost for not having a policy enforcing sanctions against employees violating the safety program. Written policy without implementation is not sufficient either. A written IIPP where the facility is inspected on a periodic basis and hazards corrected is not enough. A “Write-Up Policy” is needed. Further, such policies should be enforced consistently without discrimination. A safety disciplinary form is available in the Black Box. Disciplining employees is also a labor law issue and the employer should seek advice of qualified counsel. (Ref.: Mercury Service, Inc. Docket No, 77-R4D1-1133)

DISCLAIMERThe contents of this newsletter are merely for informational purposes only and are not to be considered as legal advice.  Employers must consult their lawyer for legal matters and EPA/OSHA consultants for matters related to Environmental, Health & Safety. The article was authored by Sam Celly of Celly Services, Inc. who has been helping automobile dealers comply with EPA and OSHA regulations since 1987. Sam received his BE (1984) and MS (1986) in Chemical Engineering, followed by a J.D. from Southwestern University School of Law (1997). Our newsletters can be accessed at http://www.epaoshablog.com. Your comments/questions are always welcome. Please send them to sam@cellyservices.com.