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Minutes 06-13-05 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE FIRE/POLICE TRAINING ROOM, CITY HALL, BOYNTON BEACH, FLORIDA, ON MONDAY, JUNE 13, 2005 AT 10:00 A.M. Present: Kevin Nugent, Vice Chair Barbara Madden, Secretary Carisse LeJeune Chris Mitchell Frantz LaFontant Tom Balfe Barbara Scott Glenda Hall Charlie Crawford Chuck Magazine Mark Bobich Fire/EMS City Clerk City Manager Development Engineering Parks Police/Code Compliance Public Works Recreation Risk Management Utilities Absent: Brenda LeVant Eric Falstad Dorothy Mack Glendon Morgan Sharyn Stump Rodney Vicki Communications Golf Course Human Resources ITS Library Finance/W arehouse I. Call to Order In the absence of Chairman Bebensee, Vice Chair Nugent presided and called the meeting to order at 10:09 a.m. II. Roll Call The Secretary called the roll and declared a quorum was present. III. Acceptance of Minutes of April 11 ,2005 Regular Meeting Vice Chair Nugent noted there were no minutes for the May meeting due to a lack of a quorum. In the minutes of April 11, 2005, Mr. Magazine noted in the third line down on Page 6, he was referred to as Chairman Magazine. Meeting Minutes Safety Committee Meeting Boynton Beach, Florida June 13, 2005 Motion Mr. Bobich moved to accept the minutes, as amended. Motion seconded by Mr. Balfe and unanimously carried. IV. Safety Committee Education and Training Program Mr. Bobich provided two videos for viewing. The first video dealt with how roads and streets are marked. He had intended to show the first video at the May meeting in conjunction with a program that would be presented Citywide regarding Sunshine State One Call of Florida where you call for locations. Even though the program has already taken place, Mr. Bobich felt the videos would still be worthwhile. The second video dealt with disasters when workers dig things up improperly. This video was not viewed. After viewing the video, discussion took place. Mr. Bobich pointed out that Sunshine State One Call of Florida is a very valuable resource and their toll free telephone number is 1-800-432-4770. They are always willing to provide safety meetings since one of their responsibilities is to protect the public and the infrastructure. Mr. Bobich pointed out the program recently presented at the Library was open to the public to keep them informed as well. Mr. Bobich pointed out if anyone in the City wanted further training, they should feel free to contact Sunshine State One. Sunshine State One provides cards and he will bring some to the next meeting. Vice Chair Nugent inquired who the targeted audience was for the presentation. Mr. Bobich responded it was intended for City workers, but the City also wanted to get the information out to the public. Mr. Magazine inquired if anyone from the public was present, and Mr. Balfe thought there were some people from other companies and outside agencies. Mr. Magazine inquired whether it would be worthwhile to sponsor another presentation and contact the property managers in the City. Mr. Bobich pointed the intent of the previous program was to target these people. Vice Chair Nugent pointed out that many of the incidents he is called out to deal with are homeowners that are unaware of the proper procedures. Mr. Balfe pointed out just putting a shovel in the ground is considered "excavating." Ms. Hall noted there is concern the City does not have a procedure in place for City- owned property whenever work needs to be done. She thought it would be feasible to have a procedure in place to follow whenever this type of work needed to be done. Mr. Balfe pointed out that the Facilities Division is familiar with most of the lines throughout the City. They also have a locating device for this purpose. Mr. Magazine inquired if GIS could assist by identifying all the lines located on the maps of the City. Ms. LeJeune pointed out this would be dependent on the utility companies providing the location of all their lines in the City so it could be put into the GIS system as an overlay. Mr. Magazine was not intimating outside utility lines would be identified, 2 Meeting Minutes Safety Committee Meeting Boynton Beach, Florida June 13, 2005 but only City owned internal lines. He was opposed to assuming any risk for the City by having people call the City instead of State Sunshine One. Ms. LeJeune also pointed out that information on GIS would have to be regularly updated and could contain inaccurate information. Vice Chair Nugent inquired if Facilities would be the division that would be in charge of tracking the location of all City lines. Mr. LaFontant recommended inviting the Facilities Manager to a meeting to discuss these issues. Mr. Magazine thought it would be beneficial if a sub-committee was formed that would be comprised of the parties involved to work on putting together a proposed policy and procedure. Ms. Hall offered to contact the Facilities to see if they would be willing to participate. Mr. Magazine recommended that the following departments should be involved in the process: Parks, Utilities, Public Works, ITS and Engineering. Mr. Bobich recommended putting this on the next agenda under Unfinished Business as locating City infrastructure and establishing a procedure for maintaining and updating the locations. Also, it needs to be determined who would be responsible for overseeing the entire project. Ms. Hall recommended holding a meeting that would be attended by Facilities and she will speak with Mr. Livergood about whom he thinks should serve on the sub-committee. Vice Chair Nugent also recommended contacting each department to see if they have their own internal policies and this information might be able to be combined to come up with a policy. Mr. Magazine felt it was important there be one point of contact, similar to Sunshine State One. Ms. Hall also recommended that the ITS Director, Peter Wallace be invited to attend any sub-committee meeting. Mr. Bobich will try to arrange a meeting within the next couple of weeks. Mr. Magazine also thought it might be beneficial to contact Sunshine State One to see if they have any written policies that the City could adopt. Vice Chair Nugent inquired when Sunshine State One comes to a site, is there a charge. Mr. Bobich noted Sunshine State One is supported by the member utilities and a small fee is involved. Mr. Balfe stated it costs 63ft every time the City gets a ticket. V. Unfinished Business A. Fire Drills Vice Chair Nugent reported that fire drills are status quo. A new person has been hired in Fire/Life Safety Division and he has been working with him to determine how to get the fire drills done. There have been some drills, but nothing is being done on a regular basis. There was nothing further to report. Mr. Magazine would like to set a target date when the drills could be held. Vice Chair Nugent will have this available for the next meeting. 3 Meeting Minutes Safety Committee Meeting Boynton Beach, Florida June 13, 2005 B. Proud to be a Safe Worker Awards Mr. Magazine announced that his Department has received new pins and anyone wanting any should contact Risk Management. C. Departmental Inspections & Safety Meetings Mr. Magazine reported that he is short staffed and as soon as new staff comes onboard, they will be updated on the share drive. He requested that calendars with the Departmental Safety Meetings be provided to him. The City Manager's Office has instructed him to start attending and conducting classes. He would like to begin doing this in July. Vice Chair Nugent reported that the Fire Rescue Safety Committee Meeting was conducted last week. Vice Chair Nugent reported on the accident that occurred at the Marina Village condos that involved a crane collapsing. He commended the crane operator's quick action that resulted in many lives being saved. Vice Chair Nugent noted the area was unsafe and is a hardhat area. The Department is re-emphasizing their policy that whenever staff goes to a construction site, helmets and gear must be worn. Ms. LeJeune inquired if the company recognized the crane operator, and Vice Chair Nugent was unaware of this. Mr. Magazine recommended that something be submitted to the Palm Beach County Safety Council recognizing the operator, which is commonly done at the annual awards luncheon. Ms. Hall reported at Fire Station #4, the landscape contractor doing work at the site heard someone yelling. He came upon a gentleman coming from Publix Supermarket who had his wallet stolen. He called 911. He, along with another worker at the site followed the robber, but he got away. Vice Chair Nugent reported at their safety meeting, some parking problems were identified at this station. Also the stoplight for emergency traffic is after the driveway entrance. Staff is working with the County to move the stoplight back. Mr. Magazine reported Chief Bingham informed him the doors were tall enough and should not create any problems. Mr. Bobich inquired if there would be a generator backup at this station and was informed there would be. He also reported there was an underground cable from Station #4 to the East Water Treatment Plant. Vice Chair Nugent reported with the hurricane season coming upon us, some safety problems have been identified at Boynton Beach High School and are being corrected. 4 Meeting Minutes Safety Committee Meeting Boynton Beach, Florida June 13, 2005 D. Defensive Driving Course The classes continue to be offered and people continue to sign up. Mr. Bobich noted some people that have taken the test earned perfect scores. Anyone scoring 100 on both tests are given a key ring. Mr. Magazine noted when the City first offered the course, the motor vehicle accident rate dropped 40% in the first year. E. Incident Review Board Referrals None F. Lightning Protection Mr. Magazine reported another meeting has been scheduled and a report will be provided at the next meeting. G. Department Alternates Mr. Magazine reported that three departments do not have alternates. Those Departments are City Manager, Golf Course and Library. Mr. Magazine will speak with staff at the Golf Course and the Library Director. VI. New Business A. Departmental Safety Issues None B. Other None VII. Announcements Mr. Magazine announced and distributed a flyer regarding the Storm Safety Workshop the City will be holding at the Civic Center on Thursday, June 23, 2005 from 10:00 a.m. to 4:00 p.m. There are 20 openings for the class. Ms. LeJeune announced any employees that may be reassigned after a hurricane, unless their job description includes debris removal, will not be asked to pick up debris. Only experienced personnel will be picking up debris. The course being offered by the City will help people identify things and what to do after a hurricane or a disaster; it is not a course that would certify City employees to remove debris on behalf of the City, unless it is part of their existing job description. Mr. Bobich announced that the Sunshine State One course was also coordinated through the City's Organizational & Strategic Development Office. Ms. Spoerri kept a 5 Meeting Minutes Safety Committee Meeting Boynton Beach, Florida June 13, 2005 sign in sheet provided at the course. He recommended contacting her if anyone wanted to determine what departments attended the meeting. Ms. LeJeune recommended that Safety Coordinators and/or their supervisors may want to attend the workshop, especially if they have employees that clear debris or would be doing cleanup work after a hurricane. VIII. Next Meeting Date: Monday, July 11, 2005 at 10:00 a.m. IX. Adjournment There being no further business, the meeting properly adjourned at 11 :05 a.m. Respectfully submitted, ~H.H~ Barbara M. Madden Recording Secretary (June 28, 2005) 6