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Minutes 07-12-99 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN FIRE/POLICE TRAINING ROOM, BOYNTON BEACH, FLORIDA MONDAY, JULY 12, 1999 AT 10:00 A.M. PRESENT Wally Majors, Chairman Recreation Mark Bobich Utilities Administration & EWTP Bob Borden Fire Rescue (arrived at 10:15) David Egnor Police Chris Gamble Golf Course Bob Lee Public Works Dorothy Mack Human Resources Barbara Madden City Clerk’s Office Hugh McCaffrey Communications Chuck Magazine, Vice Chair Risk Management Eugene Ruffolo Utilities WWTP Sharon Tierney ITS ABSENT Tony Frazier Finance/Warehouse A. D. Henehan, Jr. Library Mike Rumpf Planning & Development Norman Turner Parks I. CALL TO ORDER Chairman Majors called the meeting to order at 10:00 a.m. II.ROLL CALL The Recording Secretary called the roll. A quorum was declared present. III. ACCEPTANCE OF MINUTES OF JUNE 14, 1999 REGULAR MEETING Chairman Majors asked if the members had an opportunity to review the minutes of the June 14, 1999 meeting. Chairman Majors called for a motion to accept the minutes. Motion Ms. Tierney moved to accept the minutes of the June 14, 1999 meeting. Motion seconded by Mr. Bobich. Motion unanimously carried. MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JULY 14, 1999 IV. SAFETY COMMITTEE EDUCATION AND TRAINING PROGRAM: “presented by Bob Lee Incident Investigation”, Mr. Lee said he was going to review Risk Management Forms 102 and 105 dealing with Supervisor’s Report of Accidents. Mr. Lee noted that when the IRB reviews the forms, they have difficulty determining preventability/non-preventability because they are not completed properly. Mr. Lee distributed to the members a completed Form 102 and Form 105 for review. Mr. Lee briefed members on how to properly complete Form 102 and pointed out the proper procedure in filling in the blanks on the form. Mr. Lee said it is very important to put in all the information on how the accident happened and Form 105 should be used as a continuation sheet of the accident. Vice Chair Magazine pointed out that if an employee is driving outside the City and is involved in an accident, the employee must call the local law enforcement agency covering the area where the accident occurred. Further, Vice Chair Magazine stated that the supervisor is not to determine whether the accident was preventable; this can only be done by the IRB. Mr. Lee also reviewed the proper sequence of having the form signed. The employee is the last one to sign after reading the form. The question was asked how would you handle the situation where the employee does not agree with something on the form? It could be noted at that time and Vice Chair Magazine said the employee can choose not to sign the form. The back of Form 102 contains the information that comes back from the IRB to the Department Director to deal with any discipline. The IRB does not discipline. The IRB strictly determines whether the accident is preventable or non-preventable. Mr. Lee reviewed how Form 105 should be properly completed. Mr. Bobich pointed out that the only information the IRB relies on is contained in these forms and if they are not completed, the IRB is unable to complete its investigation. Vice Chair Magazine said that members should point out to their supervisors that the Forms are not a discipline form of any kind and are strictly a safety form. However, discipline could result from completion of the form. The IRB will also ask for follow up for documentation purposes. Mr. Ruffolo pointed out that the Forms could also be used as a method to change a policy within the department. Vice Chair Magazine said that the completion of these types of forms should be discussed at departmental safety meetings. 2 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JULY 14, 1999 Ms. Tierney inquired if the Form needs to be completed in the event of near misses and Vice Chair Magazine said the Form needs to be completed in that event. Members discussed the procedures under which OccuCare would be notified of an accident/incident. Vice Chair Magazine said OccuCare must be called for approval of Deleted: would only medical treatment. Mr. Lee stated the employee or supervisor is supposed to call OccuCare and that Risk Management should be informed that OccuCare had been notified. Vice Chair Magazine pointed out that these Forms are only to be completed by the supervisor, not the employee. Mr. Bobich suggested that the Form be reviewed at a future date in order to make recommended changes. Vice Chair Magazine said that all recommended changes should be sent to him. Chairman Majors asked if an employee is “not available” whether the Supervisor should still complete the form and was informed the form still needs to be completed. The employee needs to be made aware of what was put in the form to confirm its accuracy. It was noted that these forms are available on the City’s share drive for printing and completion. Chairman Majors thanked Mr. Lee for his informative presentation. V. OLD BUSINESS A. Fire Drills Assistant Fire Marshal Borden reported that they received a report on the Hester Center Fire Drill and noted there was a comment on the report that he would like to discuss. Assistant Fire Marshal Borden stated if there is an alarm panel that needs to be reset and the Fire Department is aware that it was only a drill, it could be reset by Facilities Management. Facilities Management should be part of the drill. Chairman Majors asked if it is an obvious false alarm, staff cannot reset the panel, but people could be let back into the building. You cannot let people back in the building while the alarm is going off because of the noise factor. Chairman Magazine said it is usually the Fire Department that would give the all clear to re-enter the building. B. Safety Newsletter Vice Chair Magazine said he continues to receive articles from several people and said the last newsletter caused some controversy. The editor’s column was meant to be “biting satire”. Vice Chair Magazine noted that in the next newsletter there would be an exclusive article from the Secretary of Labor for the State of Florida. 3 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JULY 14, 1999 C. “Proud to be a Safe Worker” Awards None D. Departmental Inspections & Safety Meetings Vice Chair Magazine distributed the updated matrix of safety meetings and inspections and members reviewed the information. Vice Chair Magazine said that the safety meeting minutes need to be sent to him. Safety meetings should be held monthly, but if a setting is an administrative office, inspections only need to be done quarterly. E. Safe Driver Program 1. Defensive Driver Course thththth Four dates have been scheduled for July 19/20 and July 28/29. The course will not be offered every month. Vice Chair Magazine said if any department has new employees that completed the course within the past two to three years, please send copies of the certificate to him. The course is available to new employees, as well as volunteers. Sgt. Egnor said that all certified officers take defensive driving at the South Florida Fairgrounds and asked if they needed to take this course as well. The course is taken every two years. Vice Chair Magazine said that the course is not a National Safety Council certified training. He said he would accept the 55 Alive Certificates for the COPs, but none have been turned in to date. 2. “A Safety First City” Stickers No report F. Hazardous Communication Project Team Ms. Tierney reported that the program was on order. Mr. Hughes would be getting together with Mr. Henehan and the question remains who would be paying for it. Mr. Bobich said he was under the impression that the disc he furnished would be utilized and he returned the disc to Mike Spinka. G. Safety Belt Use Project Team Vice Chair Magazine said there would be a meeting immediately following this meeting. 4 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JULY 14, 1999 H. Incident Review Board Referral 1. Oceanfront Park Boardwalk Slip and Fall Risks Vice Chair Magazine said he spoke with Mr. George Evans and it seems that some of the paint that was placed on the boardwalk has started to peel off. Mr. Evans was going to speak with the distributor and it seems the boardwalk was not properly prepared before the paint was applied. VI. NEW BUSINESS A. Roof Leaks Vice Chair Magazine said there are two major roof leak problems. One is at Fire Station #1 and the continuing problem at the Police Pistol Range. At the Pistol Range the water has destroyed the communications system, which he will be replacing. At Station #1 a large trash can is being used to catch the water coming through the roof. Vice Chair Magazine has conferred with Interim City Manager, who indicated at the beginning of the new fiscal year a roofing consultant will be hired to survey all the roofs and determine which ones need to be repaired, replaced and the costs. Chairman Majors stated that the roof at the Hester Center also leaks and garbage cans are used to collect the water leaking in. This has been a problem since the building originally opened. Chairman Majors stated that Boynton Beach is probably the only City that has to “cancel indoor activities when it rains”. B. Incident Review Board Referral 1. Use of Truck Tailgates Assistant Fire Marshal Borden said this item resulted from an incident that was reviewed by the Incident Review Board. It was determined that the tailgate of a utility truck was not being used properly and the employee jumped over the tailgate, without lowering it. It seems there is no policy or procedure for the proper use of a truck that has a tailgate. Assistant Fire Marshal Borden would like this Committee to initiate a policy on the use of tailgates. In the event there is an accident, the employee would know that there is a procedure on how to use a tailgate safely. Vice Chair Magazine did not think a citywide policy was necessary, but the Safety Coordinators should go to their departments and determine if employees know when and how a tailgate should be lowered. In this instance, an employee injured his knee because the tailgate was not lowered. Vice Chair Magazine suggested this be 5 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JULY 14, 1999 discussed at all departmental safety meetings. Each department could then determine if training was necessary. C. Vehicle Operations in Public Works Compound Vice Chair Magazine referred to a memorandum from the “Knuckle Busters” to Larry Roberts regarding speeding through the Public Works Compound. Mr. Lee said that memos have been sent to all towing contractors to slow down. Also, a speed hump has been installed. The parts’ vendors have been notified to deliver parts on the outside of the parking lot and not to enter the compound to make deliveries. Members felt a great deal of employee hazards were present at the Compound. D. Operating Unsafe Vehicles Vice Chair Magazine said if an employee has a vehicle that is unsafe to operate, they should not operate it and to turn it in. Vice Chair Magazine requested this information be relayed to employees at the safety meetings. E. Other None VII. ANNOUNCEMENTS Vice Chair Magazine distributed the latest announcement from the Safety Council of Palm Beach County. VIII. NEXT MEETING DATE: MONDAY, AUGUST 9, 1999 @ 10:00 am. IX. ADJOURNMENT Motion Vice Chair Magazine moved that the meeting adjourn. Motion seconded by Mr. Lee. The meeting properly adjourned at 11:05 a.m. Respectfully submitted, ___________________________ Barbara M. Madden Recording Secretary (two tapes) 6