Awareness, Responsibility Communication Solutions

1
Awareness, Responsibility CommunicationSolutions

• Presented by Suzanne Randazzo

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Hazardous Materials

• Positives
• Having the Haz Mat trained officer in camp is
  important and helpful
  
• Problems
• No protocols for identifying, labeling, handling
  and disposing chemical waste
  
• Users are unaware of the proper disposal
  procedure for their waste.
  
• HCl Acid Bath was previously being dumped down
  gray water tank.
  
• Communication and knowledge shared between UAF
  Haz Mat team,Toolik Haz Mat officer and Users was
  not ideal
  
• Too often people leave unlabeled waste (hazardous
  or not)

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Hazardous Materials

• Suggested Solutions
• Create guidelines/protocols for camp that
  everyone can refer to
  
• Users inform IAB pre-season about the kind of
  waste they intend to produce
  
• Work together to come up with proper disposal
  method proper containers to use, labels, and how
  to fill out paper work
  
• Users must know what their responsibility is/must
  take more
  
• Mid season visits to update and review procedures
  
  
• Better laboratory orientation that applies
  directly to Toolik
  
• Address general safety issues, procedures and
  rules
  
• Inform users of the hazards posed by other
  research and precautions taken
  
• 14C used by the Roots Project
• Orientation mandatory for everyone
• Improve method/medium of orientation
• Creation of booklet (part of a general
  orientation booklet)

4
IAB Solutions

• Improve and post haz-mat general lab safety
  protocols.
  
• Increase on-site visits by UAF Haz-mat management
  to provide better oversight.
  
• Increase pre-season haz-mat coordination.
• Increase coordination communication between
  projects in regard to haz-materials.
  
• Provide copies of TFS Haz-Mat Site Specific Plan
  to all groups.

5
Shipping Receiving

• Positives
• Sean and Roosevelt did a great job this summer
• Being able to ship FedEx from Prudhoe helped
  alleviate the outgoing load on IAB
  
• Creation of a web page for tracking
• Problems
• Tracking system not updated after 6/05/02
• Not everyone was aware of the web page
• No clearly marked sheltered area for shipping and
  receiving at TFS
  
• Packages were left in the rain and ruined
• Packages were not shipped to warm storage and
  froze

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Shipping Receiving

• Suggested Solutions
• Devise a protocol for shipping
• Users inform IAB of what they have shipped
  number of boxes, special instructions, lab it
  belongs in
  
• IAB checks when, for who and how many come in to
  UAF and leave on Lynden
  
• Users (or TFS staff if early season) confirms
  reception at TSF
  
• Make sure everyone is aware of the website and
  that it is continually updated
  
• Bar code system may be best
• A Weather port solely for shipping and receiving
• Nothing left outside
• Everyone is aware of where to pick up their
  packages, as well, as drop off their warm storage
  items
  
• No confusion about what stays in camp and what
  leaves
  
• Allocate more manpower to this problem,
  especially at intensive shipping and receiving
  times of the season

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Issue Shipping/Orders

• Solution Field Season 2003
• Color coded label system for boxes shipped to TFS
  will improve tracking.
  
• Shipping/Receiving WeatherPORT tent at TFS will
  keep items out of rain andfacilitate
  coordination of shipments.
  
• Review shipping options and schedules with
  Fairbanks vendors.
  
• Review barcode systems.
• WEB based instructions for assistance with local
  purchases by Fairbanks staff.
  
• Review FedEx options and post procedures on the
  WEB.
  

8
Living Quarters

• Positives
• New dorms are built
• Problems
• Old ones do need some repair and cleaning
• Broken door handles
• Dangerous light fixtures
• Inadequate or broken hooks
• Trash found under the bed from years past
• Suggested Solutions
• Trailers cleaned/repaired at the beginning or the
  end of the season
  
• Communicate clearly that it is the responsibility
  of those living there to clean up when they
  leave
  
• Camp staff check if additional cleaning is needed
  and take care of it
  
• Communicate (orientation) that consequences are
  imposed if extensive cleaning is needed

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IAB Solutions

• Institute a room checkout policy to insure
  cleanliness. Assess a fine if excessive
  cleaning is required.
  
• Position trash dumpsters by the residence tents
  and trailers.
  
• Post procedure on how to request facility
  maintenance.
  

10
Camp Cleanliness

• Positives
• Trash pick up in labs was very helpful
• Problems
• Towers filled for extended period although suck
  truck visited (sometimes only gray water was
  pumped)
  
• Suggested Solutions
• Person responsible for guiding the suck truck has
  to have knowledge about the situation of the
  tanks (how full, how long full already)
  
• Person cleaning can assess status and report on
  sheet everyday
  

11
Issue Maintenance

• IAB Solutions 2003
• Improved ventilation for outhouse tanks.
• Review coordination of gray water and outhouse
  pumping.
  

12
Social Issues

• Drinking in camp seemed more prevalent last
  season and more excessive than in previous years
  
• Main reason was the constant influx of alcohol
  into camp
  
• Once the problem was addressed, the situation was
  resolved quite easily
  
• Presence of a young camp staff and users
• Camp staff and users should be prompted to act
  professionally. Their behavior reflects upon TFS
  
• Joint responsibility of Camp Manager, Senior
  Scientist and PIs to inform their staff of what
  is expected of them and when they are out of
  line
• Issues should be address promptly and directly
  with those involved
  

13
Social Issues

• Alternative activities
• Movie night
• One supervised scheduled night a week to use the
  projector and watch movies on the big screen
  (bench coat)
  
• More board games
• One very old Trivial Pursuit game is played all
  the time
  
• Adding more games would be great
• Sports
• Very little in the way of exercising
• Soccer was a big hit though need to designate a
  new spot/time
  
• Would help to unwind and release tension

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Issue Management

• IAB Solutions 2003
• Clear alcohol policy posted.
• Documented on-site supervisors.
• Post Quiet Time hours and area.
• Upgrade meeting trailer to supportleisure
  activities TV, VCR/DVD, board games.
  

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Other Issues

• Food
• Additional kitchen staff aided in productivity,
  morale, and quality of food
  
• Barb and Carrie did a great job this summer
• Created a variety of vegetarian dishes and
  provided enough food for the increasing
  vegetarian population
  
• Communications
• Needs to be improved on all sides Users, Camp
  Management, Camp staff, and on all levels
  
• With the high rate of turnover, verbal
  instructions are not always adequate or possible
  
• Provide everyone with written set of rules and
  regulations
  
• Signs around camp remind everybody of small
  things that may be forgotten
  
• Problems should be directed immediately to all
  those involved-Resolutions achieved more
  efficiently this way

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Issue Communications

• IAB Solution 2003
• WEB based comments form, quick reply!
• Posting all meeting minutes on the WEB.
• Publish Toolik News in a shared folder on TFS
  LAN during the field season.
  
• Post names, pictures and duties of camp staff.
• Post more information signs, rules, and
  regulations.
  
• WEB and printed Your Stay at TFS orientation
  booklet.