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Minutes 07-10-00MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN EOC/ CONFERENCE ROOM; ADMINISTRATION BUILDING, EWTP, 124 EAST WOOLBRIGHT AVENUE, BOYNTON BEACH, FLORIDA MONDAY, JULY 10, 2000 AT 10:00 A.M. PRESENT Chuck Magazine, Chairman Mark Bobich Tom Balfe Phyllis Dixon Tom Egnaczyk Richard Fiege Barbara Madden Dorothy Mack Katie McCray Mark Rose Mike Rumpf Sharon Tierney Carisse Weise Risk Management Utilities Admin/EWTP Parks Communications Golf Course Public Works City Clerk's Office Human Resources Fire Recreation Planning & Development ITS City Manager ABSENT A.D. Henehan, Jr. Wendy Danysh Dominic DeMauro Eugene Ruffolo Library Police Warehouse Utilities WWTP I. Call To Order Chairman Magazine called the meeting to order at 10:05 a.m. II. Roll Call The Recording Secretary called the roll. A quorum was declared present. III. Acceptance Of Minutes Of June 12, 2000 Regular Meeting Motion Mr. Bobich moved to accept the minutes of the June 12, 2000 meeting. seconded by Ms. Weise. Motion unanimously carried. Motion MEETING MINUTES SAFETY COMMITIrEE MEETING BOYNTON BEACH, FLORIDA July 10, 2000 IV. Safety Committee Education and Training Program Tour of Primary EOC by Mark Bobich Chairman Magazine pointed out that today's meeting was being held at the new Emergency Operations Center (EOC). This is the City's primary EOC and there are two others; a secondary EOC at Bethesda Hospital and a tertiary EOC at the Pistol Range. Everyone was furnished with a Hurricane and Flood Survival Guide 2000 and the City's Hurricane Preparation Checklist. Mr. Bobich gave a brief tour of the EOC. Mr. Bobich pointed out that the windows meet the code for hurricane impact and that computer networks would be available. Also, a radio room is located next to the EOC, which will enable the City to stay in contact with the County's Emergency Response staff. Also, hurricane supplies will be maintained on the premises including food, cots, and other necessary equipment. The EOC would be manned by the City Manager, and staff from the Police, Fire, ITS, Utilities, Public Works, Risk Management, and PlO Departments. Ms. Weise inquired how many volunteer ham radio operators does the City have and Mr. Bobich stated there are five. Also, there are two generators available for use. At the warehouse, there is a pallet of equipment for each of the City's EOCs, as well as a pallet of non-perishable food for each Center. Also, Chairman Magazine pointed out that the Hurricane Survival Guide is printed in Creole and Spanish and is available through the Fire Department. Ms. Weise inquired on the status of the pamphlets that were going to be distributed to the citizens? Chairman Magazine was not sure on this. Mr. Bobich stated that the Fire Department was coordinating this and the pamphlets would be distributed at various City locations. Chairman Magazine stressed that all Safety Coordinators should check with their departments to determine what each department's responsibility is in the event of a hurricane. Also, all employees should be advised on protecting their own homes and personal property in advance, so that they would be ready to report to work if needed. Chairman Magazine pointed out that each department has its own plan. Discussion took place on the necessity of bringing family members with the employee to the EOC if the occasion should arise. Ms. Weise stated that each department is responsible for polling their employees to determine which employees would have to bring family members with them. However, it was uncertain if any departments have responded to date. Chairman Magazine asked MS. Weise to follow through on this. 2 MEETING MINUTES ' - SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 10, 2000 Mr. Bobich inquired on the status of Human Resources setting up a training program for hurricane preparedness for City employees and Ms. Mack replied that Ms. Spoerri is still working on this. VI. Old Business A. Fire Drills No report B. Safety Newsletter Chairman Magazine announced that the newsletter was distributed last week. C. "Proud to be a Safe Worker" Awards There were none. Ms. Tierney reported that Ms. Rina Czerwinski from ITS followed a driver, who was driving on the sidewalks and by calling the Police Department on her cell phone, she was able to assist the police on the location of the moving vehicle. The police arrested the driver. Chairman Magazine requested that Ms. Tierney prepare the necessary paperwork for the award. D. Departmental Inspections & Safety Meetings Chairman Magazine distributed the latest matrix of departmental inspections and safety meetings. Mr. Bobich also advised that he inspected the water sewage tanks and the beach wastewater plant and will be submitting those reports. Chairman Magazine reminded members that in order to receive credit for departmental safety meetings and inspections, he must be furnished with copies of the minutes. Also, he needs to be furnished with documentation of an inspection being held. Chairman Magazine announced that the second annual Kids' Classic would be held at the Links of Boynton Beach during the first weekend in October at a cost of $75.00 per person and $200.00 for a foursome with proceeds going to the National Safety Council. Mr. Bobich announced that the Florida League of Cities ~nspected the EWTP on June 21st and the inspection went very well. There was one area of concern, which was the lack of documentation of the safety meetings. Mr. Bobich will provide a copy of their letter to the Recording Secretary for inclusion with the minutes. E. Defensive Driver Course 3 MEETING MINUTES ' - SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 10, 2000 Classes will begin tomorrow and Chairman Magazine noted that it is mandatory that all employees driving a City vehicle take the course. The course is four hours and is held in the ITS training room. Six classes are scheduled for July and more will be held in August. The training is good for three years. The course is open to all City employees, even if they do not drive City vehicles. Mr. Bobich pointed out that it is not possible to add the Operation Lifesaver Training Tape to the course because it is not available in a digital version and the videotape itself would have to be shown. Chairman Magazine suggested that each department show the Operation Lifesaver Training Tape at one of their safety meetings. Chairman Magazine would like to see this become mandatory for all employees. Motion Mr. Bobich moved that the Operation Lifesaver Training Tape be made mandatory for viewing by all City employees on an annual basis. Motion seconded by Ms. Weise and unanimously carried. Chairman Magazine will follow through by forwarding a letter to the City Manager recommending this. Also, he informed members that the videotape will be shown at the City's recreation camps this summer and the City has become actively involved with this program. F. Safety Belt Use Project Team Chairman Magazine said he would be reviewing this policy. Mr. Bobich noted that at the last meeting it was discussed that the Police would be performing these inspections. G. Incident Review Board Referral 1. Oceanfront Park Boardwalk Slip and Fall Risks Mr. Fiege noted that the area around the headquarters has been painted with non-skid paint and the areas around the restrooms will also be painted. Ms. Weise pointed out that Oceanfront Park was voted best overall beach in Palm Beach County by the Palm Beach Post, as well as having the cleanest restrooms. Ms. Tierney reported that the ladies shower rooms located next to the City's gym have not been cleaned for months. Mr. Fiege noted that an outside vendor performs the City Hall cleaning. Mr. Bobich said he also heard a complaint about the men's lOcker room and that room was cleaned. Chairman Magazine said if 4 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 10, 2000 anyone has any complaints about the cleaning, they need to be referred to Mr. DeBeck at Facilities Management. H. 9-1-1 Calling from Internal Locations Ms. Dixon reported that when calling 9-1-1 from internal locations, employees should know that it goes through the central line and does not inform the dispatcher which department is calling. It is up to the person calling to inform the dispatcher the departmental name making the call. Also, members discussed whether the "9" for an outside line must be dialed first before dialing 9-1-1 and Chairman Magazine said he would check this out. Mr. Bobich said it was not necessary to dial "9" when calling from Utilities. Procedures to Follow in Motor Vehicle Incidents Most vehicles contain an envelope with instructions prepared by the Florida League of Cities. New envelopes will be provided after October 1st for all city vehicles, which will also include the insurance card. It was noted that when involved in any motor vehicle accident, the local police must be called. J. Mildew on Patio Outside City Hall Break Area Chairman Magazine will follow through on this. K. Silencing of Audio Alarms in Dispatch Ms. Dixon reported on the silencing of the alarms. L. Safety Fair The Fair was very successful and well received. There were over 20 vendors and was attended by more than 100 people from Broward and Palm Beach County. It is anticipated that another one will be held next year. L. Florida League of Cities Inspection 1. East Water Treatment Plant Previously discussed. Chairman Magazine said there were three minor deficiencies: · Improve housekeeping in janitor closet, · Label containers, and · Improve housekeeping in the chemical building. compound in the vacuum filter 5 MEETING MINUTES i SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 10, 2000 2. Little League Park/Baseball Complex There were no deficiencies found. VII. New Business A. Other Mr. Egnaczyk raised a question about the purchase of safety shoes through the City's voucher system with Wal-kMart. Mr. Egnaczyk reported that the shoes he purchased only lasted three months and fell apart. Mr. Egnaczyk feels the City is wasting money purchasing shoes at Wal-kMart. Chairman Magazine stated that the shoes should be brought back to Wal-kMart and they will replace the shoes at no charge. Chairman Magazine pointed out that there is an additional option available to employees who can go to any other place to purchase shoes and must bring them into their department for approval by the appropriate person. If the shoes were approved, the employee would be reimbursed up to $75.00 per budget year. This is in accordance with the union contract. Ms. Weise reported that she received an inquiry from a Wal-kMart employee who wanted to know What the criteria was for accepting a City voucher without the purchaser having any form of City identification. Chairman Magazine said that this has never arisen in the past and if an employee presents a voucher, which is numbered, the voucher should be accepted. Chairman Magazine will check into this further and get back to Ms. Weise. Chairman Magazine suggested that the supervisors refer to the PPE, which states the requirements for shoes for various job descriptions. Ms. Dixon inquired if the Safety Committee was required to hold monthly meetings in accordance with a State statute or could she introduce a motion to make the meetings quarterly? Ms. Dixon felt the meetings were repetitive. Chairman Magazine said the meetings are required to be held at least quarterly, but the Committee has always met monthly. Discussion ensued on how often meetings should take place. Chairman Magazine stated one of the purposes of these meetings was for the safety coordinators to bring the information back to their departments for discussion and training, as well keeping employees up- dated. Chairman Magazine informed members that one of the goals of Risk Management is to work with each Safety Coordinator to identify their training needs based upon incidents and claims that are filed from each individual 6 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 10, 2000 department. Also, it is anticipated that training classes will be set up in-house to address where the claims and incidents are coming from. VIII. Announcements Mr. Bobich displayed a poster on the benefits of wearing seat belts that appeared in the PGA Tour Partners Magazine and had copies available. Chairman Magazine will be e-mailing the announcements from the Safety Council on their upcoming programs. IX. NEXT MEETING DATE: (Place to be announced) Monday, August 14, 2000 at 10:00 a.m. The meeting IX. Adjournment Motion Ms. Dixon moved to adjourn, which was seconded by Ms. Mack. properly adjourned at 11:05 a.m. Respectfully submitted, Barbara M. Madden Recording Secretary (one tape) 7