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Minutes 03-11-02MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE FIRE/POLICE TRAINING ROOM, CITY HALL, BOYNTON BEACH, FLORIDA ON MONDAY, MARCH '11, 2002 at 10:00 A.M. Present Carisse Weise, Chairperson Tom Balfe, Vice Chair John Bebensee Bob Borden Bill Coup Gary Ezzell Eric Falstad Barbara Madden Matt Immler Dorothy Mack Chuck Magazine Mike Rumpf Tina Smith Sharon Tierney Rodney Vickey City Manager (and Communications) Public Works/Parks Recreation Fire/EMS Library Utilities/WWTP Golf Course City Clerk's Office Police Human Resources Risk Management Development Utilities/EWTP ITS Finance/Warehouse I. Call to Order Chairperson Weise Called the meeting to order at 10:08 a.m. II. Roll Call The Recording Secretary called the roll and stated all members were present, Chairperson Weise declared that she would be representing Communications, III. Acceptance of Minutes of February 1 l, 2002 Regular Meeting MOtion Mr. Ezell moved to accept the minutes of the February 11, 2002 meeting. The motiOn was seconded by Mr. Coup and unanimously carried. IV. Safety Committee Education and Training Program: "New Employee Safety Orientation" - Video Chairperson Weise announced that OSHA would be offering an Anthrax biohazard, training curriculum. As soon as more information on the programs is available, the City will acquire the programs that would apply. Consideration is being given to designating certain staff members as biohazard-training specialists. Meeting Minutes Safety Committee Boynton Beach, FL March 11, 2001 V. Old Business A. Fire Drills Deputy Fire Marshal Borden had no report. Mr. Magazine reported that alarms have been going off in City Hall. One alarm was related to a dirty smoke detector and the other was attributable to someone smoking in the bathroom. Mr. Magazine inquired if there was a maintenance procedure for cleaning the smoke detectors on a regular basis. Deputy Fire Marshal Borden suggested that Facilities Management be contacted. Mr. Balfe will follow through on this. Deputy Fire Marshal Borden reported that the fire alarm system is tested annually, which includes a visual check of the smoke detectors. The inspection is performed by an outside licensed contractor. B. "Proud to be a Safe Worker" Awards Ms. Tina Smith of Utilities had a Safe Worker Award to present to Barry Hall. Mr. Hall repaired the step on one of the EMS trucks, which resulted in an improvement of the truck. There was no one on staff at Fleet Maintenance that could perform this type of work. Ms. Smith also had Safe Worker Awards for Michael Taylor and Michael Dazzo. These two employees designed a device consisting of a hook attached to an insulated pole that could be used to pull the wires out of the hanging floats in the wet well. Rats have constantly chewed these wires, which resulted in the workers being shocked. By utilizing this device, this no longer happens. Mr. Balfe reported that when clay was being delivered to 15th Avenue, the driver of the truck drove away and pulled down one of the high-tension wires. The truck driver panicked and tried to jump out of the truck. Joe Perez, a City employee, who was at the site, told the truck driver to stay in the truck. The Fire Department was contacted and handled the situation. As a result of Mr. Perez' quick action, there were no injuries. C. Departmental Inspections & Safety Meetings (Magazine) Mr. Magazine will send out the reports in the near future D. Defensive Driver Course Mr. Magazine reported that there have been problems with people not showing up for their class. The course is mandatory for any employee who drives a City vehicle. The course must be taken every three years. It is also a required course for the Police and Fire Departments. Chief Immler responded that if the Police personnel were required to 2 Meeting Minutes Safety Committee Boynton Beach, FL March 11, 2001 take the course, it would have to be done during working hours only. Mr. Magazine will work out the particulars with Deputy Chief Immler. Chairperson Weise inquired if there was a record kept when employees must take the course after their three years are up. Mr. Magazine said that he maintains a list and could break it down by department to determine which employees need to take the course. If an employee does not take the course as required, there is a City policy that prohibits that employee from driving a City vehicle. Chairperson Weise suggested that Mr. Magazine notify employees when they must take the course. E. Incident Review Board Referrals None F. Wellness Program (Magazine) Mr. Magazine reported that this is being finalized. G. Departmental Safety Standard Operational Procedures Mr. Balfe distributed his first draft for the departmental safety standard procedures for the Parks Department. Mr. Balfe stated that there are a few more items that need to be added. Chairperson Weise noted that Mr. Wildner also assisted with the Department's procedures. Departmental safety standards will serve as a reference to new employees in order to familiarize them with individual departmental safety procedures. Mr. Magazine also pointed out that the purpose of preparing safety standard procedures is to ensure that each department has their own safety SOPs. There is a safety manual for the entire City, but each department should have their own policies as well. Chairperson Weise said that each Safety Coordinator is responsible for writing their own departmental safety procedures. Mr. Magazine reminded members that MSDS sheets are available on the City's Intranet. However, any department that uses a particular chemical regularly should have the printed MSDS sheet available in a book. These sheets are available through the warehouse. Mr. Magazine pointed out that the City's Safety ManUal and any SOPs in the APM are citywide and should not be duplicated. Each safety coordinator is being asked to use only those SOPs that apply to their department and any new ones that they deem necessary. Mr. Magazine will put together a short program for next month's educational training section on how to write a safety policy to assist the Safety Coordinators. Chairperson Weise pointed out that there are no time constraints on getting these prepared and 3 Meeting Minutes Safety Committee Boynton Beach, FL March 11, 2001 assistance will be offered to anyone who needs it. The Utilities Department and the Public Works Department are exempt because there is a possibility that a new person will be hired and this will be one of his responsibilities. H. City Hall Evacuation Notification System Randy Northrup of ITS has been doing some testing on the ring-down system. Before this can be set up citywide, there needs to be a policy and procedure in place. As soon as this is done, a practice drill will take place. The main answering point in each department will be responsible for notifying all employees within the department to evacuate the building. The policy should be available at the next meeting. Mr. Magazine suggested that this procedure be included as a safety item in each department's safety manual. J. I.D./Proximity Badges A sign-out sheet for employees requesting proximity badges at the front desk is now in use. Mr. Magazine emphasized that employees are not to open doors for anyone that does not have a pass or employee identification. All employees are required to wear their badges so that they are visible. Ms. Smith noted that employees who lose their badges must pay to replace them. Ms. Smith stated that because of the nature of her job, the badges get knocked off and at times it takes a long time to find it. Chairperson Weise responded that there are holders that can be worn that would release when the badge gets caught. Mr. Magazine will check various catalogs to see what is available. Ms. Madden reported that after one Board meeting that ended around 10 o'clock in the evening, she noticed that the side door to City Hall was left wedged open. If she had not been present that night to lock up after the meeting, the door would, be left open all night. Chairperson Weise will speak with Mr. Fiege. Mr. Magazine requested that if anyone discovers that a door has been left open to close it and to notify him immediately. VI. New Business A. Departmental Safety Issues None E~. Other Chairperson Weise said that she has been asked if it were possible to change the Safety Committee Meeting date because the second Monday of the month is not 4 Meeting Minutes Safety Committee Boynton Beach, FL March 11, 2001 conducive to all departments. Chairperson Weise inquired if the Board were willing to change the date and time of the meeting. Motion Mr. Coup moved to change the Safety Committee Meeting date to the second Wednesday of every month. (Motion died for lack of a second.) Members considered various options. One date proposed was the in the morning on the second Friday of the month. After a lengthy discussion, it was decided that members would report back at next month's meeting on the dates they would be available to meet. VII. Announcements Mr. Magazine announced that the Safety Awards Luncheon will take place on Thursday, March 14th at the Airport Hilton. The City will be receiving two awards. Mr. Magazine announced the classes that were scheduled by the Palm Beach County Safety Council. A safety class on dog bites will be conducted by the Safety Council on April 16th , which is a new program. If the program proves worthwhile, consideration may be given to bringing it on site. The DOT required course for maintenance of traffic training will take place at Palm Beach Gardens on April 8 and 9. Anyone interested in attending any classes should contact Risk Management as soon as possible. Chairperson Weise reminded the members that today was the sixth month anniversary of "911" and asked everyone to take a moment to remember the victims and heroes. VIII. Next Meeting Date: Monday, April 8, 2002 at 10:00 a.m. VIII. Adjournment There being no further business, the meeting properly adjourned at 11:00 a.m. Respectfully submitted, Barbara M. Madden Recording Secretary (one tape) (March 18, 2002) 5