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Minutes 05-13-02MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE FIRE/POLICE TRAINING ROOM, CITY HALL, BOYNTON BEACH, FLORIDA, ON MONDAY, MAY 13, 2002 AT 10:00 A.M. Present Carisse Weise, Chairperson Tom Balfe, ViCe Chair Bill Coup Gary Ezzell Eric Falstad Barbara Madden Chuck Magazine Tom McCabe Mike Rumpf Tina Smith Sharon Tierney Teresa Zabik City Manager Public Works/Parks Library Utilities/WWTP Golf Course City Clerk Risk Management Po lice/Code Compliance Development Utilities Admin/EWTP ITS Recreation Absent Phyllis Dixon Dorothy Mack Ron Rudy Rodney Vickey Communications HRS Fire/EMS Warehouse I. Call to Order Chairperson Weise called the meeting to order at 10:05 a.m. II. Roll Call The Recording Secretary called the roll and declared that a quorum was present. Chairperson Weise requested that the Recording Secretary e-mail to her the names of the persons Who were absent at today's meeting. This information will be tracked and repOrted to the City Manager. III. Acceptance of Minutes of April 8, 2002 Regular Meeting Mr, Magazine requested that on Page 4, in the first sentence of the second paragraph, the word "uniforms" should be deleted and the words "personal protective equiPment" be inserted in its place; Meeting Minutes Safety Committee Meeting Boynton Beach, FL May 13, 2002 MotiOn Mr. Coup moved to approve the minutes, as amended. Motion seconded by Mr. Ezzell and unanimously carried. IV. Safety Committee EduCation and Training Program The training video scheduled was not shown. It will be shown at the June meeting: V. Old Business A, Fire Drills There was no one present from the Fire Department. Chairperson Weise inquired why there were three fire drills in City Hall last week. Mr. Magazine reported that they resulted from dust in the smoke detectors. The smoke detectors need to be cleaned and this has not been done for a long time. Mr. Magazine was not certain if Facilities was the Department that was in charge of this. Chairperson Weise will follow through with Facilities to determine if there is a maintenance schedule in place for cleaning all of the smoke detectors. B. "Proud to be a Safe Worker" Awards None C. Departmental Inspections & Safety Meetings (Magazine) Mr. Magazine has updated the Inspections and Safety Meetings and will e-mail copies to all the members. D. DefensiVe Driver Course Mr. Magazine stated that the courses would be starting up in June and July. Vice Chair Balfe thought that the June dates were already filled. Mr, Magazine reported that the driving records of all City employees that drive City vehicles on a regular basis would be checked through the Department of Motor Vehicles. Mr. Magazine stressed that if an employee receives a moving vehicle violation while operating his own vehicle, even though it is not on City time, it must still be reported to his supervisor. If not reported, it could be cause for termination. Since not all employees are aware of this, Mr. Magazine will e- mail all employees informing them of this policy, Mr. Rumpf inquired where this 2 Meeting Minutes Safety Committee. Meeting Boynton Beach, FL May13,2002 was addressed in the APM and Mr. Magazine will forward him the requested information. Mr. Coup inquired what the definition was for an employee that operated a vehicle on "a regular" basis. Mr. Magazine stated that each case is addressed on an individual basis. E. Incident Review Board Referrals (Magazine) None Vice Chair Balfe inquired about the status of the garage doors at Fire Station #3 that were not operating properly. He stated that Chief Liu has looked into this thoroughly and is aware of the situation. Vice Chair Balfe noted that this is a very dangerous situation and that someone could be seriously injured. He has spoken to a company about replacing the doors, He noted that replacement of the doors was turned down in the new budget. Mr. Magazine will speak with the Fire Department to determine if they could replace the doors. Chairperson Weise requested that the incident reports involving the doors be sent to her so that she could follow up on this in the budget process. F. Wellness Program (Magazine) Pending G. Departmental Safety Standard Operational Procedures (Weise) Vice Chair Balfe prepared and distributed a Department Safety Procedure for the Recreation Department. Chairperson Weise complimented him on the thoroughness of,the Procedure. Mr. Magazine suggested that Vice Chair Balfe use this as a guideline for his Department's Safety Meetings and that a copy be distributed to everyone in his Department. Chairperson Weise requested that all members continue to work on their Departmental Procedures and bring them to the Safety Meetings for review. Mr. Magazine requested that Vice Chair Balfe e-mail the Procedures to Chairperson Weise who will then e-mail them to everyone. H. City Hall Evacuation Notification System (Weise) Chairperson Weise distributed the final draft of the Administrative Policy dealing with the City Hall Emergency Evacuation Notification System. The draft is on the City Manager's desk for final review and signature. This system is tied into the City's external 911 system and is called the "Communicator." If an emergency 3 Meeting Minutes ~' Safety Committee Meeting Boynton Beach, FL May 13, 2002 occurs in the City, a notice would go out to the general public within the affected areas informing them of the type of emergency and what they should do. The City's internal ring-down system was developed as a result of a bomb scare several months ago at City Hall. At that time a police officer went to each department to instruct all employees to evacuate the building. This took 15 minutes. Utilizing the ring-down system, a call will go to each department's "main answering point (MAP)," which must always be answered by a person. The MAP will then notify all employees in their department of the circumstances and to evacuate the building. Chairperson Weise requested that this be reviewed at the Departments' next safety meeting, if anyone has any questions, they should contact her. Chairperson Weise reported that tests have taken place and the system is up and running. As soon as it is approved, she will contact Chief Ness to set up a drill. Mr. Coup inquired about the other City buildings. Currently this system only encompasses the City Hall Complex. After discussion, members thought that the system should also be connected to other City department locations as well. Mr. Falstad would like the Golf Course to be included. It was suggested that the other City buildings could be grouped together, such as the Madsen Center, Library and Children's Museum. Chairperson Weise will bring this to the attention of the City Manager and the Assistant City Managers. Mr. Coup noted that the Library does have an evacuation policy. Chairperson Weise will check to see if the other City buildings have evacuation policies. VI. New Business Mr. Magazine noted that this is the time of year when the heat safety policy must be stdctly adhered to. This morning he e-mailed to all Department Heads and Committee Members a safety guide on how to avoid heat injuries. He requested that all supervisory staff and employees be aware of these guidelines. The Warehouse informed him that there are sufficient powered drinks available. It is the responsibility of the Supervisor to make sure that their employees are getting enough fluids and taking the appropriate amount of heat breaks. The question arose about employees who may be diabetic and cannot drink sugared drinkS. Mr, Magazine suggested that those employees inform their supervisor so that the appropriate drinks would be available. VII. Announcements None 4 Meeting Minutes Safety Committee Meeting Boynton Beach, FL May 13, 2002 VIII. Next Meeting Date: Monday, June 10, 2002 at 10:00 a.m. IX. Adjournment There being no further business, the meeting properly adjourned at 10:40 a.m. Respectfully submitted, Barbara M. Madden Recording Secretary (May 13,2002) 5