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Minutes 02-11-02MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE FIRE/POLICE TRAINING ROOM, CITY HALL, BOYNTON BEACH, FLORIDA ON MONDAY, FEBRUARY 11,2002 at 10:00 A.M. Present Carisse Weise, Chairperson Tom Balfe, Vice Chair John Bebensee Bob Borden Chuck Magazine Bill Coup Eric Falstad Barbara Madden Tom McCabe Maibet Rosado Mike Rumpf Tina Smith Sharon Tierney Klm Williams City Manager Public Works/Parks Recreation Fire/EMS Risk Management Library Golf Course City Clerk's Office Police Human Resources Development Utilities/EWTP ITS Communications Absent Gary Ezzell Tina Smith Rodney Vickey Utilities/WWTP Utilities Admin/EWTP Finance/Warehouse I. Call to Order Chairperson Weise called the meeting to order at 10:10 a.m. II. Roll Call The Recording Secretary called the roll and a quorum was present. III. Acceptance of Minutes of January 14, 2002 Regular Meeting Motion Mr. Magazine moved to approve the minutes of the January 14, 2002 meeting. The motion was seconded by Mr. Coup and unanimously carried. IV. Safety Committee Education and Training Program: "New Employee Safety Orientation" - Video Meeting Minutes Safety Committee Meeting Boynton Beach, FL February 11, 2002 Mr. Magazine explained that today's video was produced by the Florida League of Cities as a safety video for new municipal employee orientation. They are anticipating producing a second video, which would be geared towards public works or utilities and asked if the City would be agreeable to having the film shot in the City. Mr. Magazine agreed to this. Mr. Magazine will be speaking with Human Resources to make arrangements for the video to be shown to all new employees. V. Old Business A. Fire Drills Mr, Magazine noted that an alarm went off last week in City Hall and inquired if a report was prepared. Deputy Fire Marshal Borden responded that a report was filed. B. "Proud to be a Safe Worker" Awards None C. Departmental Inspections & Safety Meetings (Magazine) Year-end reports were distributed. All safety inspections are to be completed in conformance with the Municipal Self-Inspection Guide that contains the necessary inspection sheets. The old forms should be discarded. The Guide is available on the shrdata drive under "Safety". There are sections in the Guide that are applicable to all departments. Mr. Magazine reviewed the OSHA reportable figures with the Committee as follows. These figures apply to all persons who were injured and required medical treatment. 1997 247 1998 95 1999 99 2000 98 2001 103 The City's incidence rate, which is a formula using the OSHA reportables and number of hours worked for all employees, was as follows: 1997 34.96 1998 12.34 1999 11.71 2000 10.35 2001 10.61 2 Meeting Minutes Safety Committee Meeting Boynton Beach, FL February 11, 2002 According to the United States Department of Labor, the City's rate should be around 9.0. Preventable motor vehicle accidents were as follows: 1998 18 1999 26 2000 26 2001 26 The Worker Compensation Experience Modification Rate is developed by the State and compares municipalities with similar number of employees. The average MOD rate is 1.0. and the City's rates were as follows: 1997 .83 1998 .89 1999 .75 2000 .67 2001 .85 Mr. Magazine pointed out that the year 2000 was very good, but in 2001 the figures increased. Mr. Magazine will be recommending that the City hire a Safety Officer because the current system is not working. In the interim, Mr. Magazine will be doing weekly departmental inspections. Safety inspections should be performed on a monthly basis. Deputy Fire Marshal Borden reported that his department conducts an annual fire inspection of all City facilities. D. Defensive Driver Course Classes have been scheduled for next month. Anyone requiring more information should contact Risk Management. E. Incident Review Board Referrals None F. Wellness Program (Magazine) Mr.' Magazine is following through with this. Personal Protective Equipment (PPE) Policy (Smith) Utilities Department Proposed Change 3 Meeting Minutes Safety Committee Meeting Boynton Beach, FL February 11, 2002 Ms. Tina Smith was advised at the last meeting to attend today's meeting to further discuss the hardhat issue. Since Ms. Smith was not present, the matter was tabled. It will not appear on the agenda unless requested by the Utilities Department. H. Departmental Safety Standard Operational Procedures Chairperson Weise noted that members were requested to bring to the meeting their Department's SOPs and to determine if there are any changes needed within their department. At each monthly meeting, a safety coordinator will be requested to bring their department's SOPs to the meeting. Chairperson Weise suggested going by the membership list beginning with Tom Balfe. She requested that all safety coordinators speak with employees in their departments to determine if they have any safety issues they would like addressed. Following Mr. Balfe, Ms. Barbara Madden from the Clerk's Office will report at the next following meeting. I. City Hall Evacuation Notification System Chairperson Weise reported that the ring-down system would involve all main answering points(MAPs) in City Hall. All MAPs will be contacted in the event an evacuation is necessary. A test of the ring-down system will be conducted in the very near future and any department that does not have a live person answering the MAP will be reported to the City Manager. The APM also states that a live person must answer the MAP. The system will first focus on the City Hall Complex and then facilities outside of City Hall will be addressed. J. I.D./Proximity Badges Chairperson Weise reported that there are employees who habitually abuse not using their assigned Proximity Badges. Whenever an employee needs a temporary Proximity Badge, they will now be required to sign in at the front desk. Reports will be furnished to Chairperson Weise on a weekly basis and any employee that is determined to be abusing the use of the Proximity Badges will be reported to their department head. VI. New Business A. Departmental Safety Issues Chairperson Weise read from the APM dealing with the Safety Committee. It states under membership that Safety Coordinators are expected to attend each and every Safety Committee Meeting. If unable to attend, an alternate shall attend. When a Safety Coordinator cannot attend a meeting, they should notify Risk Management that an alternate would be attending the meeting in their place. Chairperson Weise will notify department heads when a committee member does 4 Meeting Minutes Safety Committee Meeting Boynton Beach, FL February 11, 2002 not attend a meeting and a copy of the notification will be sent to the City Manager. Any Safety Coordinator (or their alternate) that misses two meetings in a row will be reviewed by the Committee and recommendations will be made to the dePartment heads. This rule will now be enforced. B. Other Ms. Madden inquired if the mail clerks are still required to wear gloves. Mr. Magazine stated that the mail clerks have never been required to wear gloves and that this was an option provided to the mail clerks. Mr. Magazine recommended that the mail clerks wash their hands after sorting the mail. It was reported that some employees in the Clerk's Office felt that the neckwear clipped to the Proximity Badge is too long and creates a safety hazard. Mr. Magazine recommended contacting the warehouse to determine if there are alternatives available. VII. Announcements Mr. Magazine distributed the list of workshops scheduled for February and March by the Safety Council of Palm Beach County. Mr. Magazine announced that the Annual Safety Council Awards Program is scheduled for March 14th. The City has put in for several awards. Vice Chair Balfe inquired about the schedule of the shoe truck. He was informed that the truck is in Boynton Beach on the 2nd Tuesday of the month. Vice Chair Balfe asked if the truck could change the date, or in the alternative, come twice during that week, since some employees are off that day of the month. Mr. Magazine did not think this was possible. He suggested that employees who cannot go to the shoe truck on the scheduled date, go to the Ritz Safety Store at 1851 N. Powerline Road, Pompano Beach 33069 to purchase their shoes. Mr. Falstad reported that the truck would be coming out to the Golf Course after the regular City stop, which should be sometime around 10:00 a.m. Mr. Magazine noted that employees are reimbursed up to $75.00 for their safety shoes. If an employee does not like the choice of shoes, they can purchase a different safety shoe that meets OSHA standards and pay for the shoes themselves. The employee would then be reimbursed up to $75.00. The Ritz Safety Store will only accept the voucher for shoes that are listed on the voucher. Deputy Fire Marshal Borden announced that there was a blood drive today from 12:00 noon to 4:00 p.m. in the City Hall parking lot. VIII. Next Meeting Date: Monday, March 11, 2002 at 10:00 a.m. 5 Meeting Minutes · Safety Committee Meeting Boynton Beach, FL February 11, 2002 IX. Adjournment There being no further business, the meeting properly adjourned at 11:10 a.m. Respectfully submitted, Barbara M. Madden Recording Secretary (one tape) (February 13, 2002) 6