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Minutes 01-13-97 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE POLICE/FIRE TRAINING ROOM, CITY HALL, BOYNTON BEACH, FLORIDA, ON MONDAY, JANUARY 13, 1997, AT 10:00 A.M. PRESENT Ken Hall, Vice Chairman - Development Chuck Magazine, Risk Management Janet Prainito, City Clerk's Office Specialist Hugh McCaffrey, Communications Dominic DeMauro, Warehouse Mike Collin, Facilities Management Les Sarkkinen, Finance Lynn Myers, ITS Bill Coup, Library John Wildner, Parks Sgt. Marlon Harris, Police Robert Lee, Public Works Wally Majors, Recreation Mark Bobich, Utilities - EWTP Charles Caldwell, Utilities - EWTP Chris MacAlpine, Utilities - WWTP Tom Fitzgerald, Utilities - WWTP ABSENT Mike Rumpf, Chairman - Planning Eric Falstad, Golf Course I. CALL TO ORDER In the absence of Chairman Rumpf and Vice Chairman Hall, Mr. Borden called the meeting to order at 10:05 a.m. II. ROLL CALL The Recording Secretary called the roll. During roll call, Vice Chairman Hall and Hugh McCaffrey arrived for the meeting. Vice Chairman Hall announced that Chairman Rumpf called in sick today. III. ACCEPTANCE OF MINUTES OF DECEMBER 9, 1996 REGULAR MEETING Mr. Wildner moved to accept the minutes of the December 9, 1996 meeting. Mr. Coup seconded the motion which carried unanimously. 1 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDAJANUARY 13, 1997 IV. OLD BUSINESS: A. Safety Shoes (Attachments 2) Mr. Magazine referred to two items which were included as part of the back-up material for this meeting. The first item was a brochure developed by Wal-Mart depicting the safety shoes they offer for purchase. In addition, a draft APM addressing Personal Protection Equipment (PPE) was also included. This draft policy is intended to replace the existing policy which was listed only in Safety Shoes. This proposal will expand the policy to include all PPE. The Safety Shoe Procurement Program is included in this policy. Mr. Magazine explained that in the past, many employees perceived that the purchase of safety shoes by the City was a benefit of employment with the City. These shoes are simply another piece of personal protection equipment similar to goggles or any other piece of safety equipment provided to the employee. Mr. Magazine has now tried to incorporate that explanation into the program. Also included in the program are specifications based on job area. There are four sets of specifications listed based on information secured from the City of West Palm Beach. Safety Shoes for Fire and Police are excluded from this issue since the shoes are considered part of their uniform. Mr. Magazine pointed out that it is important to have the employees understand that the purchase of shoes is strictly another form of personal protection equipment. He suggests the department heads make arrangements for the employees to leave their shoes at work when they finish their jobs for the day. Mr. Caldwell pointed out that it would be necessary for the City to provide lockers for the employees if they are expected to leave this equipment at work. Mr. Magazine realizes that this may be one of the problems the City will have to deal with. The main idea is to have people realize these shoes are PPE, and must be treated as such. The shoes are not a benefit of being employed by the City. In addition, this policy points out that the City will buy shoes, as needed. If the shoes last nine months, they will be replaced at that time. If the shoes last 18 months, they will be replaced at that time. The old shoes will have to be turned in, and new shoes will be purchased. In checking with a number of other agencies, Mr. Magazine discovered that Wal-Mart offers a program for purchasing these shoes using certificates and vouchers. The prices are amazingly lower than what the City is currently paying in many cases. This will help offset the cost to the City for replacement shoes. Mr. Magazine displayed samples of the safety shoes that Wal-Mart offers. All of the samples shown had steel toes. There is one style available for the basic safety shoe (Foot 1). Three styles are available in over-the- ankle type shoes (Foot 2). A special electrical boot is also available, and there are two styles available for women (over-the-ankle and basic). 2 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDAJANUARY 13, 1997 Mr. Magazine explained that the styles shown are all that are needed. When the survey was performed, many people complained that there was not enough selection to choose from. However, the City's concern is to provide safety footwear. Mr. Caldwell explained that the reason selection became an issue in Utilities is because people with wide feet did not have the same options as other employees. Mr. Magazine explained that there will always be exceptions, and the City will deal with those exceptions on an individual basis. If necessary, another vendor will be used to provide the shoes for those exceptions. The most important thing to remember is that the shoes must meet the safety specifications. The safety specifications Mr. Magazine used were provided by an outside consultant hired by the City of West Palm Beach. This safety specialist identified the shoes and other personal protection equipment. By using Wal-Mart, which is a local store, the employees could be allowed to visit the store during work hours (for one hour) to purchase their shoes. This will solve some of the problems that are currently being experienced when all operations cease when the truck arrives. Mr. Sarkkinen pointed out that the Meter Readers have never been required to wear steel- toed shoes in the past. Because of the bending associated with the job, it was determined that steel toes would cause more foot injuries. In addition, the Meter Readers have always used water-resistant shoes to combat the problems associated with walking through wet grass. The Meter Readers are issued puncture-resistant safety shoes. Mr. Magazine advised that Wal-Mart can also provide slip-resistant safety shoes that do not have steel toes. With regard to the policy, Mr. Wildner questioned whether the department head will still have the final say with regard to whether or not safety shoes are required for the employees. Mr. Magazine explained that he attempted to put the burden of the decisions on the department heads within the guidelines included in the policy. Mr. Magazine asked the Committee members for input on changing the direction we are currently going in (providing one store and one truck). It is his desire to move away from that practice and provide one local store (Wal-Mart). We would do away with the truck. In addition, we would like to get people away from the idea that the City of Boynton Beach is buying them one pair of shoes per year as a benefit. The idea of this program is to provide safe footwear protection while the employee is on the job. In some cases, the department heads may be able to institute a policy requiring that the safety shoes be left at work. Mr. DeMauro does not believe the truck can be eliminated because there are employees who do not have cars. He feels an option is necessary. In addition, he suggested spelling out the guidelines in detail. Mr. Borden questioned whether the City will be providing transportation to Wal-Mart when 3 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDAJANUARY 13, 1997 an employee has a problem. Mr. Magazine responded that it is not necessary for the employee to purchase the shoes during work hours. They can purchase them on their own time. Mr. Borden explained that there will be employees who will not do this on their own time because it is something required by the City. In Mr. DeMauro's opinion, if the employees are required to leave the shoes at work, they will expect to be given time to put them on in the morning and time to take them off at the end of the work day. In response to Mr. McCaffrey's question, Mr. Magazine advised that there is nothing in the policy stating that the shoes cannot be used outside of work, and he is not aware of a policy strictly prohibiting the use of any PPE outside of work. However, he pointed out that these shoes are the property of the City. Vice Chairman Hall questioned whether Wal-Mart would consider presenting shoes to the City once or twice a year rather than have everyone visit the store. Mr. Magazine explained that the only two options available are visiting the store to make a purchase, or mail order. Mail order will present many problems because of sizing. While Mr. DeMauro realizes that there are savings involved in going with this one vendor, he stressed the importance of spelling out guidelines for the employees to avoid problems. Mr. DeMauro questioned what will happen if Wal-Mart does not have a particular shoe for an employee. Mr. Magazine explained that if the circumstance involves an unusual size, a different vendor will be selected. If the circumstance involves Wal-Mart being out of a certain size, they will be able to get them in a 24-hour period. Mr. DeMauro explained that when a contract is entered into for safety shoes, the prices are based on the number of shoes that will be issued. He does not know whether Ritz or Lehigh Acres will hold those prices on five or ten pairs of shoes per year. Mr. Borden and a number of other members did not think it would be a good idea to require the employees to keep their shoes at work. Mr. Magazine feels this is an option that can be left to the discretion of the department head. Consensus There was a consensus of the Committee to try this program for a year. The program will be reevaluated at the end of the year. If it is not working out, we can return to the program which exists as of this writing. Mr. Magazine will ask Mr. Hawkins to add this item to the department head staff meeting so 4 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDAJANUARY 13, 1997 that the department heads can review the draft APM and provide their input to Mr. Magazine in writing within the next two weeks. Mr. Magazine will bring back this draft at the February Safety Committee Meeting. B. Safety Awards - Safety Suggestions Program - Table to March, 1997 Meeting This item will remain on the table until the March meeting. C. Exposure Control Program Mr. Borden advised that he provided Mr. Magazine with the information he requested; however, they will meet and review the information. This item was put on the table until the February meeting. D. Accident Review Board Referrals 1. Untarping the roll-off on sanitation trucks Mr. Magazine advised that he has not spoken with anyone in the Sanitation Division relative to this accident. He will arrange for a meeting to discuss this, and this item will reappear on the February agenda. E. Eligibility of part-time employees for safety awards Mr. Magazine advised that all eligible part-time employees have been issued theater tickets. F. Videos available from Risk Management (Attachment) Mr. Magazine referred to the videos which are available through the Lending Library in the Risk Management Division. G. Back Belts Mr. Magazine displayed this back belt and advised that one wear test has already been conducted. The Utilities Department will wear test these belts and provide comments. This item will reappear on the agenda next month. 5 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDAJANUARY 13, 1997 H. Program DriverCheck With the exception of the East Water Treatment Plant Coordinators, all members acknowledged receipt of the brochures relative to this program which were distributed with last Friday's paychecks. Mr. Magazine reported that he sent 15 or 20 copies of the brochure to the East Water Treatment Plant after receiving a few phone calls advising that the brochures had not been received. In response to a question, Mr. Magazine advised that we will receive a monthly report on this program. As calls come into the City, they will be referred to the appropriate department heads. Mr. Borden advised that he has not noticed any stickers on the Code Enforcement vehicles; however, Mr. Majors stated that most of those vehicles contain stickers. There may be one or two vehicles that still need stickers. Mr. Magazine urged the members to advise employees that this is a worthwhile program that was generated by the Safety Committee -- not the City Manager's Office. Sgt. Harris was of the opinion that the Safety Committee voted not to include Police and Fire vehicles in this program. However, Mr. Borden pointed out that a Police Department representative at one of the Safety Committee meetings felt every City vehicle, with the exception of undercover vehicles, should be included in this program. I. Fire Drills Mr. Magazine reminded the members of the Committee's decision to have the Fire Department schedule fire drills. Mr. Wildner questioned whether anyone in City Hall is assigned the responsibility of calling "911" when the alarm sounds. He pointed out that during the last drill, it took the Fire Department some time to respond. Mr. Magazine was surprised to learn that the alarm is not directly wired to Communications. Discussion ensued, and Mr. Magazine was apprised of the reason why there is no wire connection to Communications. He questioned whether the possibility exists to temporarily set up this connection, or arrange for a message to flash across computer screens. Ms. Myers explained that would not be possible since Communications is not connected to the central computer since they are located in the trailer. Vice Chairman Hall recommended that Mr. Magazine and Mr. McCaffrey investigate the possibility of wiring a connection between City Hall and Communications. 6 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDAJANUARY 13, 1997 Another question was raised regarding whether or not a fire truck must respond to all fire drills. Mr. Borden explained that if the Fire Department has scheduled a drill, they do not have to respond when the alarm sounds. J. Old School Vice Chairman Hall raised the issue of inspection of the Old School. Mr. Borden advised that he and Mr. Magazine inspected this facility and found a number of concerns. These concerns are the same ones that existed and were pointed out by the Fire Department before the City took over that building. At that time, the Fire Department recommended not occupying the building. Some of the concerns involve: 1. The need for additional fire extinguishers; 2. the multiple extension cord use in place of permanent wiring; 3. storage under the stairwells; 4. exit signs not lighted; and 5. locked electrical panels. Mr. Borden showed documentation to prove that in 1988, well before the City took over the Old School, the building was inspected by the Fire Department. As a result of that inspection, two full pages of violations were discovered. The Fire Department recommended that the City not move into that building. Many of those same violations exist today. Mr. Borden advised that he would prepare a detailed report of his inspection and forward it to Risk Management for action. Vice Chairman Hall wondered whether the Safety Committee should recommend that someone from the Building Department inspect the Old School and provide a report to Risk Management. Mr. Magazine pointed out that the City was put on notice many years ago with respect to this facility. From a liability standpoint, if anything happens in that facility, the City will be in trouble. Mr. Borden realizes the City's liability in this situation, but his main concern is that there could be a life and death situation. Vice Chairman Hall feels this situation must be brought to the City Manager's attention. It is his responsibility to decide what inspections should be done and how the situation should be taken care of. 7 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDAJANUARY 13, 1997 Consensus There was a consensus of the Committee that Mr. Magazine address this issue to the City Manager on a critical basis. Mr. Borden will transmit his report of findings to Mr. Magazine later today. V. NEW BUSINESS None VI. ANNOUNCEMENTS Monday, February 10, 1997, at The next meeting of the Safety Committee will be on 10:00 a.m., in the Police/Fire Training Room . VII. ADJOURNMENT There being no further business to come before the Safety Committee, the meeting properly adjourned at 11:15 a.m. Janet M. Prainito Recording Secretary Reviewed by: _________________ (Two Tapes) M. Rumpf, Chairman 8