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Minutes 02-10-97 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE POLICE/FIRE TRAINING ROOM, BOYNTON BEACH, FLORIDA, ON MONDAY, FEBRUARY 10, 1997, AT 10:00 A.M. PRESENT Michael Rumpf, Planning - Chairman Wilfred Hawkins, Asst. to the City Ken Hall, Development - Vice Chairman Manager Janet Prainito, City Clerk's Office Chuck Magazine, Risk Mgmt. Spec. Hugh McCaffrey, Communications Mike Collin, Facilities Bob Borden, Fire Lynn Myers, ITS Bill Coup, Library John Wildner, Parks Sgt. Marlon Harris, Police Bob Lee, Public Works Wally Majors, Recreation Mark Bobich, Utilities Administration Chris MacAlpine, Utilities EWTP Brian Ellis, Utilities WWTP ABSENT Brandi O'Neil - Finance I. CALL TO ORDER Chairman Rumpf called the meeting to order at 10:05 a.m. II. ROLL CALL The Recording Secretary called the roll. III. ACCEPTANCE OF MINUTES OF JANUARY 13, 1997 REGULAR MEETING Mr. Lee moved to approve the minutes of the January 13, 1997 meeting. Mr. Coup seconded the motion which carried unanimously. IV. OLD BUSINESS A. Safety Shoes/PPE (Attachment) Mr. Magazine referred to the back-up material relative to the proposed policy. In addition, the revised PPE guidelines were included. There was a major change to these guidelines under Head Protection. We added the following two items under Hard Hat: "Hard hat 1 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA FEBRUARY 10, 1997 head hazard area when required, and Hard hat mandatory." The first guidelines indicated "Hard Hat". That has been broken into two categories. In addition, "bump cap" was also added. Mr. Wildner asked Mr. Magazine to explain the policy on hard hats as it relates to the Parks Department. He pointed out that hard hats have never been a requirement in the Parks Department. Mr. Magazine explained that in most cases, hard hats would only be required when needed. Heavy equipment operators will have to wear hard hats all of the time while on the job. Mr. Ellis suggested each department provide a hazard assessment of the department to eliminate any guess work. Once the hazard assessment is completed, the PPE policy can be put into place. Mr. Magazine explained that implementing this policy is a starting point. West Palm Beach hired a safety expert to perform a hazard assessment of their job descriptions. We are using their guidelines as a starting point. This policy has been circulating through the departments with a request for recommended changes from those departments. This is a general outline. Each department must decide how it should be implemented. Each department must perform its own hazard assessment. Mr. Ellis recommended that the departments do a hazard assessment of the different tasks performed to correlate with this policy. Mr. Hawkins requested that the Safety Coordinators provide comments relative to the information included in this document. Once that is done, a memo will be sent to the department heads advising them that a survey of tasks should be done in each department as it correlates to this procedure. He reminded the Coordinators that Risk Management sent out a booklet relative to performing hazard checks. That checklist could be a good starting point. The Safety Coordinators will be surveyed to see if further clarifications are needed and we will send a memo to the department heads and look to Utilities to provide more information for other departments. Mr. Bobich advised that he had proposed that we have a basic training program for Safety Coordinators. He is in the process of getting information from other companies, and is hopeful that information will be available by the next meeting. Mr. Wildner endorses further training for Safety Coordinators so that everyone is aware of what is required. Mr. Hawkins recommended that Mr. Magazine begin distributing information from the Safety Council on their training classes. Mr. Wildner explained that he has already had one employee who said she cannot find safety shoes in female sizes. In addition, she has a medical condition which makes it 2 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA FEBRUARY 10, 1997 difficult for her to wear safety shoes. Mr. Magazine explained that Risk Management will make every effort to find safety shoes for these employees. However, if no shoes can be found, the department will have to make the final decision depending on the job duties. With regard to prescription eye wear, Mr. Bobich recommended that the City set up some type of program with a local vendor. Mr. Magazine pointed out that there is a change to Section C.3.a.2. Foot Protection which indicates that employees could be reimbursed up to $60 per year if they choose to purchase their own safety shoes with the approval of their department heads. Mr. Magazine explained that if the City can provide shoes for the employee for $40, and they spend $100 on a pair of shoes, the City should only have to reimburse that employee $40. Mr. Collin thought the policy had been changed to $75 for safety shoes. Mr. Collin was of the opinion that the Wal-Mart shoes will not last, and will have to be replaced more often, costing the City more money. Mr. Hawkins confirmed for Mr. MacAlpine that if the shoes the City provides wear out, the City will have to replace them. Mr. MacAlpine explained that he works with acid, and the shoes do not hold up. Mr. Magazine explained that under this system, we will be monitoring to see if the shoes are holding up. If they are not, it may be necessary to look at other shoes. This situation may be one that will have to be dealt with on a department basis. Mr. Hawkins stated that we need to have a boot that is multi-faceted. Mr. Ellis questioned the reason why the choice of vendors for the safety shoes is restricted to Wal-Mart. He feels that more variety and less restriction is necessary. Mr. Magazine explained that there was no control of this item in the past. This new policy will give the departments more control over the costs and over what the employees are wearing. One of the reason for using Wal-Mart is because we can get a better deal from them. Mr. Hawkins added that we are trying a more standardized approach. In addition, Wal- Mart can save us money and we are addressing the issue of the appropriate footwear for the task. This puts the City in a better position. Mr. Hall confirmed that a proviso exists in the policy for the department head to address this issue on a case-by-case basis. Mr. Magazine pointed out that we will try Wal-Mart for a year. Risk Management will look 3 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA FEBRUARY 10, 1997 to the Safety Coordinators and the departments for input on this issue. Motion Mr. McCaffrey moved to accept the policy as drafted. Vice Chairman Hall seconded the motion which carried unanimously. B. Safety Awards - Safety Suggestions Program (Table to March, 1997 Meeting) Mr. Magazine advised that another flyer will be distributed to the employees and this item will appear on next month's agenda. C. Exposure Control Program Mr. Magazine reported that since this issue arose, we have had an exposure in the Police Department which brought out some problems with the system that is currently in place. Mr. Borden and Mr. Magazine are working on revisions to the program. Mr. Magazine is awaiting receipt of information from Chicago. One doctor has been identified who is well respected in this field, and we will be using him. D. Accident Review Board Referral 1. Untarping the roll-off on Sanitation trucks Mr. Magazine spoke with Larry Quinn about this incident. He now has a few telescoping poles which are being tested. We will have an update when the testing period is completed. E. Back Belts Utilities personnel tested the back belts for a month. They found it uncomfortable to wear while performing work duties. The employees preferred the older style belt with the suspenders. Mr. Ellis pointed out that recent research on this subject places emphasis on teaching people how to lift properly rather than use back belts. That research does not support the back and takes over functions the muscles should be performing. Mr. Magazine explained that the belt is only part of the total package which includes education on the proper techniques for lifting. The belt provides support. 4 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA FEBRUARY 10, 1997 There was a consensus of the Committee to authorize the use of this belt on an individual basis. The Warehouse will continue to carry the older style belts for employees who wish to continue wearing that back support. The cost of the hard belt is $20 versus $10 for the older style belt. Motion Mr. Wildner moved that this belt be offered in the Warehouse as an option. The option to use this belt will include a two-year use versus a one-year use, at the department head's discretion. Vice Chairman Hall seconded the motion which carried unanimously. F. Program DriverCheck Mr. Magazine advised that we have been getting some calls, and some of the cases are questionable. He read one which was complimentary and was sent to Public Works. Mr. Magazine reported that we will be receiving quarterly reports on this program. Mr. Hawkins advised that as new vehicles come in, they will be stickered. The departments having problems keeping the stickers on the vehicles will be dealt with through a process that is being developed. Mr. Hawkins advised that the department head can write a complimentary memo to be put in the employee's file. In addition, an award can be issued. Mr. Hawkins advised that these notations come to the City Manager's Office. If there is not enough information for a thorough investigation, the department is sent a copy just for information purposes. However, if the same person continues to get the same kind of complaint from different callers, the department head needs to be aware that there might be a problem with that driver. Mr. Borden reported that some employees have been told that if the caller does not provide his/her name, address and phone number, it would not be considered a complaint. Mr. Magazine agreed. However, Mr. Borden pointed out that many employees were of the opinion that if a caller did not provide his/her name, address and phone number, it would not be considered a report at all. Mr. Magazine advised that we will get the report, but it will be considered an unverified report and no points are counted against the employee. G. Fire Drills Mr. Borden did not have an opportunity to develop a schedule, but believes we will be able to begin next month. 5 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA FEBRUARY 10, 1997 Vice Chairman Hall reported that a fire alarm goes off in the hallway of the first floor of the Building Department. He questioned why that alarm is in that location since it cannot be heard. He wondered why it is not moved. Mr. Borden said this issue was recently discussed with Bill DeBeck. At the time the building was built, it was not a requirement. However, since that time, there have been discussions about changing the system to make it audible throughout the building. Mr. Borden explained that when the fire drills are scheduled, the Fire Department representative will tell someone in the area of the drill that there is a fire in the area. The Fire Department will then observe that person's actions. Mr. Magazine recommended that the Safety Coordinator observe the drill along with the Fire Department. Mr. Borden will send a memo to the Safety Coordinators scheduling a drill on a date certain. H. Old High School Inspection and Status (Attachment) Mr. Hawkins reviewed an action plan for addressing items associated with the Old School. Many of the issues that were discussed at the Safety Committee meeting have already been addressed. V. NEW BUSINESS A. Accident Review Board Referral 1. Parking Garage Basement Lighting (Attachment) Mr. Magazine reviewed an incident where an Officer slipped and fell on rocks he could not see because of the poor lighting. Mr. Hawkins explained that the lighting was part of the initial building design. To upgrade that lighting will require potential rewiring and redesign of the entire parking garage lighting. We will have to look at this again with Bill DeBeck to see how we can upgrade the covered areas of the parking garage. Mr. Collin suggested that the garage be painted white which will provide better visibility. There is a time clock that controls part of the lighting. That timing device turns off the lights during the day. There are circuits that could be relighted that would not take much time. He recommended changing out all of the lights. 6 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA FEBRUARY 10, 1997 Mr. Magazine will meet with Mr. DeBeck to discuss past complaints and bring back some alternatives at the next meeting. B. Parking Garage Flooring (i.e., very slippery when wet) Mr. Magazine reported that there have been several incidents of slips and falls in the garage. In one incident, the employee was walking down the ramp. Mr. DeBeck has advised that there are plans to resurface the garage. Mr. Hawkins explained that the City knows what needs to be done. However, it is a matter of finding the funds to get the job done. While he agrees that there is a problem with the surface, he pointed out that employees can help mitigate the problem by walking in the appropriate walking areas. Employees should not be walking up or down the driveway ramps. Mr. McCaffrey pointed out that he has noticed cars parking on the driveway ramps. Mr. Hawkins stated that a Police Department employee is doing that. He asked Sgt. Harris to advise the employee that parking is not permitted on the ramps. C. EWTP Building Entrance Stairway Safety (Attachment) This item addresses the front entrance of the building which faces Seacrest Boulevard. When the building was built, it met the standards. However, those standards have been upgraded, and it is not necessary to consider whether or not to install handrails on the stairway. Mr. Magazine pointed out that the stairways are deep. He recommends the installation of handrails on the sides of the stairway rather than down the middle of the stairway. Motion Mr. Collin moved to recommend to the City Manager's Office that the handrails be installed as soon as possible. Vice Chairman Hall seconded the motion which carried unanimously. VI. ANNOUNCEMENTS One of the Supervisors who recently used ACCLAIM was pleased with how easy the procedure was. In addition, Mr. Bobich reported that he used ACCLAIM and it was a very easy process. VII. ADJOURNMENT There being no further business to come before the Committee, the meeting properly 7 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA FEBRUARY 10, 1997 adjourned at 11:50 a.m. VIII. NEXT MEETING DATE: Monday, March 10, 1997 - 10:00 a.m. Janet M. Prainito Recording Secretary Reviewed By: ______________________ (Three Tapes) Chairman 8