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Minutes 04-09-07 MINUTES OF THE SAFETY COMMITTEE REGULAR MEETING HELD ON APRIL 9, 2007 AT 10:00 A.M., IN THE FIRE/POLICE TRAINING ROOM, BOYNTON BEACH CITY HALL, BOYNTON BEACH, FLORIDA PRESENT: Mark Bobich, Chair Chuck Magazine, Vice Chair Catherine Cherry-Guberman, Secretary Ray Altman Craig Clark Eric Falstad Dorothy Mack Glendon Morgan Angelena Quinn Leslie Rogers Barbara Scot Rodney Vicki Pam Welsh Utilities Risk Management City Clerk Fire Rescue Library Golf Course Human Resources ITS/GIS Public Works Communications Police/Code Compliance Finance/Warehouse City Manager ABSENT: Tom Balfe/John Bebensee Michael Rumpf/Chris Mitchell Recreation & Parks Development I. Call to Order Chair Bobich called the meeting to order at 11:04 a.m. II. Roll Call The Recording Secretary called the roll and declared a quorum was present. III. Acceptance of Minutes of March 12, 2007 Regular Meeting Motion Mr. Altman moved to accept the minutes as presented. Ms. Scott seconded the motion that unanimously passed. IV. Safety Committee Education and Training Program - "Ocean Rescue" John Bebensee There was agreement to defer this item until Mr. Bebensee was present. Vice Chair Magazine had a Florida League of Cities Video, which was shown. The information below are highlights of the video. 1 Meeting Minutes Safety Committee Boynton Beach, FL April 9, 2007 The responsibilities of Safety Coordinators are to: ~ Coordinate groups within an organization on safety and loss control ~ Educate management, supervisors and employees on safety ~ Coordinate the goal of protecting life and property ~ Institute a safety and loss control plan to control accidents and injuries Other sources of information are from: ~ Risk Management information on medical, litigation and claims management, and questions about coverage can also be provided ~ Other organizations ~ Seminars ~ Conferences by professional organizations and companies ~ Other employers Coordination should start at the top with management. It was noted a Safety Policy and training schedule would save on workers compensation fees and other lawsuits. Management should give the coordinator: ~ Clear authority, such as shutting down unsafe work sites ~ A Safety Policy Statement detailing the need to provide a safe workplace detailing what is covered and a signed management endorsement of the policy statement ~ An acknowledgement of the policy by departmental employees The Safety Committee should recommend policies and procedures and have input on the development of policies creating benchmarks to be used for employee evaluations. Disciplinary procedures should be established for violations and coordinators can advise on safety purchases. Additionally, coordinators can oversee safety education and training, review the needs for training, develop rules and create a safety orientation for new employees. An audit and analysis on safety schedules and inspections can occur. A Safety Accident Review Board should be created to review incidents and accident trends. Investigations can be handled by individual departments and results reviewed later at a safety meeting. A training plan for supervisors and employees should occur and a program of inspections and unsafe behaviors should be created. Supervisors should make a point of testing, training and creating motivational techniques. They should provide employees equipment and personal protective equipment in good condition. Supervisors are also instrumental in returning the employee to work. A coordinator should institute a "safety is good common sense" attitude. Employees should be encouraged to ask questions when performing a new job and be safety minded for themselves and fellow employees. They should report unsafe conditions. Additionally, the coordinator is a leader and liaison between employees and management. They should be a good listener and a catalyst for changing behavior. 2 Meeting Minutes Safety Committee Boynton Beach, FL April 9, 2007 Vice Chair Magazine announced budget time is approaching and departments should determine the amount of funds that should be set aside to address safety concerns. He emphasized the Risk Management Office is not the source for safety equipment. Each department needed to determine what was appropriate for their department and then budget for those items accordingly. Personal protective equipment is to be used and not stored. Vice Chair Magazine explained the video was available to departments and other safety videos were listed on the shared drive. Risk Management was available to obtain other videos as needed. The goal was the employee would leave work in the same condition as when they arrived. V. Unfinished Business A. Fire Drills Vice Chair Magazine reported unannounced fire drills would take place soon. B. Proud to be a Safe Worker Awards None. C. Departmental Inspections & Safety Meetings Vice Chair Magazine announced the inspections and meetings are posted on the shared drive. He would provide a hard copy at the next meeting. D. Defensive Driver Course Classes are scheduled. If any department needs to schedule a class, let Risk Management know. E. Incident Review Board Referrals Vice Chair Magazine explained the Incident Review Board is a subcommittee of the Safety Committee. Incidents are reviewed and recommendations are made and forwarded to the City Manager. Additionally, it is the safety coordinator's responsibility to ensure all paperwork is completed and forwarded to Risk Management. F. Safety Manual Review Vice Chair Magazine announced the manual was sent via email to each coordinator. The acknowledgement form needs to be signed and turned into Human Resources. 3 Meeting Minutes Safety Committee Boynton Beach, FL April 9, 2007 VI. New Business A. Designated Smoking Area, City Hall Vice Chair Magazine reported there was an incident that involved a cigarette butt that was thrown into garden mulch in the designated smoking area and a fire started. The Fire Department was called and smoke entered the building stairwell of City Hall. The designated area was also deemed a "pigsty". This issue was discussed by City management and four options were submitted to the Safety Committee for consideration. These options were: . Suspend designated area for smoking during the water restriction period . Request Human Resources offer smoking cessation classes . Restrict new employees to non-smokers . Require current smokers to cleanup the area The issue was discussed at length. Two individuals were in favor of suspending designated smoking areas during the water restriction period. None of the members were in favor of restricting new employees to non-smokers. All members agreed Human Resources should offer smoking cessation classes and the smokers should clean the area on their own time and within five days of an email going out about the issue. It was noted facilities does not clean cigarette butts and not all the receptacles in the smoking area were ashtrays. It was reported the receptacles that were not ashtrays were used as ashtrays and the smoking debris blew out of them. It was also reported the ashtrays were not maintained and had "smoldered" on several occasions. Vice Chair Magazine would look into the issue. B. Departmental Safety Issues None. VII. Announcements Vice Chair Magazine reported April was also water conservation month. VIII. Next Meeting Date: Monday, May 14, 2007 10:00 a.m. IX. Adjournment There being no further business to discuss, the meeting properly adjourned at 11:07 a.m. G C}wJ / - ~Jlva Catherine che1ry-Guberman 1A Recording Secretary 4 MINUTES OF THE SAFETY COMMITTEE REGULAR MEmNG HELD ON MARCH 12, 2007 AT 10:00 A.M., IN THE FIRE/POLICE TRAINING ROOM, BOYNTON BEACH CITY HALL, BOYNTON BEACH, FLORIDA PRESENT: Mark Bobich, Chair Chuck Magazine, Vice Chair Catherine Cherry-Guberman, Secretary Ray Altman Tom Balfe Karen Abramson Eric Falstad Dorothy Mack Angelena Quinn Barbara Scott Rodney Vicki Utilities Risk Management City Clerk Fire Rescue Recreation & Parks Library Golf Course Human Resources Public Works Police/Code Compliance Finance/Warehouse ABSENT: Glendon Morgan Leslie Rogers Carisse LeJeune/Pam Welsh Michael Rumpf ITS/GIS Communications City Manager Development I. Call to Order Chair Bobich called the meeting to order at 10:06 a.m. II. Roll Call The Recording Secretary called the roll and declared a quorum was present. III. Acceptance of Minutes of February 12,2007 regular meeting Motion Mr. Falstad moved to approve the minutes as presented. Ms. Mack seconded the motion that unanimously passed. IV. Safety Committee Education and Training Program Vice Chair Magazine distributed information on accident case studies showing the type of accidents that occur when employees do not use safe work practices. He advised he would post the information on the shared drive. 1 Meeting Minutes Safety Committee Boynton Beach, Florida March 12, 2007 V. Unfinished Business A. Fire Drills Karen Abramson indicated the Library fire alarm recently sounded and the building was evacuated within two minutes and the Fire Department arrived within four. It was unknown what set off the alarm. The Fire Department inspected the facility, found nothing and then reset the alarm. Ray Altman explained the City was making a decision about who would reset alarms. He noted there was a liability issue and Fire Life Safety was reviewing the matter. Vice Chair Magazine requested when alarms sound, two copies of the report should be submitted; one to Risk Management and the other to the affected department. The report would be included with a copy of the minutes. This procedure would take place going forward and was exclusive of the incident at the Library last week. B. Proud to be a Safe Worker Awards None. C. Departmental Inspections & Safety Meetings Vice Chair Magazine would bring in the graph showing the information and also advised the information is on the shared drive. D. Defensive Driver Course Four classes were scheduled for March. Part-time and temporary employees using City vehicles or personal vehicles, for work related duties, must take the class. It was noted the class was a training program. Ray Altman reported 18 individuals were hired, but because they took an evac course, they did not take the defensive driving course. They now need to take the class and the Fire Department was very cooperative. Vice Chair Magazine was working with the Police Department and reported the City Manger was supportive of the effort. E. Incident Review Board Referrals None. F. Safety Manual Review Vice Chair Magazine explained there was a problem getting the Safety Manual on the shared drive. He reported he was working with ITS and if it could not be done, he would print hard copies. He hoped by the next meeting the document would be distributed electronically. The Safety Manual would have some changes. Acknowledgement of the manual by employees would be signed for with paychecks. 2 Meeting Minutes Safety Committee Boynton Beach, Florida March 12, 2007 Vice Chair Magazine also advised he spoke with MSDS On-line about MSDS services. The City was using the Cornell University website but the issue was there were more than 250K materials listed on the site. He explained if they use MSDS On-line, the sheets could be customized for each department and a quick find file could be used. Vice Chair Magazine has a proposal from them and was trying to have the property insurance company purchase it and make it available to the City. The warehouse has the most up-to-date copies of MSDS Sheets from the manufacturer, and questions could be directed to the warehouse. VI. New Business Vice Chair Magazine reported the Safety Awards Annual Luncheon was a worthwhile activity to attend. In the past, the City received awards and members of the City Commission and the City Manager attended. The City usually received awards each year. Unfortunately, the luncheon conflicted with Tallahassee Days this year and it was unknown whether this scheduling conflict would continue in the future. A. Department Safety Issues Ray Altman asked whether the members were aware of any instances when steel-toed footwear COllapsed and the foot had to be extricated from the shoe. The members were unaware of any instances. Mr. Altman indicated he would research the issue further and advised employees were looking for Kevlar toed shoes as opposed to the steel-toed ones. Vice Chair Magazine indicated as long as they met the American Society of Testing Materials (ASTM) or American National Standards Institute (ANSI) standards, they were approved for use. VII. Next Meeting Date: Monday, April 9, 200710:00 A.M. VIII. Adjournment There being no further business to discuss, the meeting properly adjourned at 10:34 a.m. e ~L[;VLl( ~&rV\o(avf Catherine Cherry-Guberman Recording Secretary 031407 3