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Minutes 03-10-97 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE POLICE/FIRE TRAINING ROOM, BOYNTON BEACH, FLORIDA, ON MONDAY, MARCH 10, 1997, AT 10:00 A.M. PRESENT Michael Rumpf, Planning, Chairman Chuck Magazine, Risk Janet Prainito, City Clerk’s Office Management Specialist Eve Eubanks, City Clerk's Office Hugh McCaffrey, Communications Michael Collin, Facilities Bill Atkins, Finance Bob Borden, Fire Eric Falstad, Golf Course Lynn Myers, ITS Bill Coup, Library Sgt. Marlon Harris, Police Bob Lee, Public Works Mark Lips, Public Works Wally Majors, Recreation Mark Bobich, Utilities Administration Chris MacAlpine, Utilities EWTP Tom Fitzgerald, Utilities WWTP Brian Ellis, Utilities WWTP Richard Stone, Utilities ABSENT Ken Hall, Development, Vice Chairman John Wildner, Parks 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 FEBRUARY 10, 1997 REGULAR MEETING Eric Falstad requested that the minutes of the last meeting be corrected to reflect his presence at that meeting. Motion Mr. Falstad moved to approve the minutes of the last meeting as corrected. Mr. Bobich seconded the motion, which carried unanimously. MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA MARCH 10, 1997 IV. SAFETY COMMITTEE EDUCATION AND TRAINING PROGRAM - “SAFETY COMMITTEE RESPONSIBILITIES - FLORIDA STATUTE REQUIREMENTS,” WAYNE M. ANDERSON, FLORIDA LEAGUE OF CITIES, PUBLIC RISK SERVICES Chairman Rumpf is pleased that this Committee is beginning this training for the Safety Coordinators. He introduced Wayne Anderson. Mr. Anderson explained that his role is to assist the City in any way possible to address losses and keep the Workers’ Compensation and Liability and Property policies and premiums from soaring. Mr. Anderson has been working with the City of Boynton Beach for the past five years, and has been with the Florida League of Cities for the past five years. The Safety Committee plays a vital role in the overall safety of the City, and the well being of the employees and pedestrians within the City. Mr. Anderson reviewed the basic duties and functions of the Safety Committee. The Safety Committee guidelines were developed through the State of Florida Division of Safety under the Department of Labor in affiliation with Statute 442. Statute 38.i.17 came about through legislation and reform. This includes designated rules and regulations specifically designed for safety programs for municipalities. This allows the State to audit this City’s guidelines and program. Mr. Anderson explained that it is very important to follow the guidelines; however, he pointed out that the guidelines are only minimal guidelines. The State also has the authority to fine the City. Mr. Anderson explained the importance of notifying a supervisor if an employee is not wearing the proper personal protection equipment or does not have the proper training to do a job. The Safety Coordinators have a responsibility to fellow employees and the City to take proper action when an unsafe operation is observed. Safety committees have been developed because they are State mandated and must meet at least on a quarterly basis. This Committee meets more often because of the size of this City. Departmental meetings should be held monthly, prior to this Safety Committee meeting. The information discussed at the departmental meeting can then be reviewed at the Safety Committee meeting. The Safety Committee was established to recommend improvements to the workplace, safety and health program, to identify corrective measures to eliminate and control recognized safety and health hazards. The Safety Coordinators should get involved in job hazard identification, and bring them to the attention of the supervisors. Those items can then be brought to the Safety Committee so that proactive measures can be taken. The Safety Committee shall determine the schedule for evaluating the effectiveness of control measures used to protect employees from safety and health hazards in the workplace. Mr. Anderson advised that this would involve job hazard analysis. He realizes that Mr. Magazine has reviewed the use of personal protective equipment . Mr. Magazine advised that we are awaiting final approval by the City Manager of the PPE policy. Mr. Anderson asked the Safety 2 MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA MARCH 10, 1997 Coordinators to let the department heads know that they must stress the importance of the use of the personal protection equipment. The Safety Committee will be responsible for assisting management in reviewing and updating workplace safety rules based on accident investigation findings and any inspection findings. Mr. Anderson advised that accident investigations should be done within each department, forwarded to Risk Management for review, and ultimately reviewed by the committee to determine the action necessary. The accident investigation form must be filled out entirely. The purpose of the investigation is to prevent a recurrence of the accident. Mr. Anderson reminded the members of the importance of questioning witnesses when an accident occurs. In addition, self-inspections should be done within each department monthly to provide documentation in the event of legal proceedings. Supervisors should take the proper action to make sure the employees are acting in a safe manner. In Mr. Ellis’ opinion, the supervisors do not have the correct training to recognize safety hazards. Mr. Anderson offered to work within each department to address the concerns and hazards associated with the individual departments. Mr. Collin pointed out that there are many individuals in the City who are not able to read. He feels it is the supervisor’s responsibility to help these individuals understand their responsibilities. Mr. Anderson explained that this is the reason why he strongly urges every supervisor and department to seek help if they need it. Mr. Lips said it is impossible to watch every vehicle every minute of an eight-hour shift. When a truck leaves Public Works, the supervisor has checked that all personal protection equipment is present. However, once the truck leaves the Compound, the supervisor has no idea whether or not the employees are using the equipment. Although the driver is responsible for the vehicle and the employees, they will cover for each other in the case of an accident. Mr. Anderson pointed out that employees who cover for one another can be held accountable if a serious accident occurs and the case goes through court. He recommended instituting a check sheet. If the employees do not follow the rules and regulations, disciplinary action should be taken. The employees should be written up if they are not adhering to the City’s policy, and the supervisors must monitor and check them. It is a very serious situation if the employees are not wearing their personal protection equipment. Mr. Stone questioned whether it would be more effective to have an accident reviewed within the department rather than having representatives-at-large review the accident. Some of the members of the Accident Review Board are not familiar with the conditions. Mr. Anderson feels it is very important to have an Accident Review Board. Mr. Magazine added that the supervisor reviews the accident along with the Safety Coordinator, and they provide recommendations to the Accident Review Board. Mr. Anderson said it is very important to attach as much information to the Notice of Injury as possible. If completed correctly, the accident investigation form will allow the Accident Review Board members to understand what has happened. The Accident Review Board has the right to bring in the supervisor to explain the situation. 3 MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA MARCH 10, 1997 Mr. Ellis feels that if a system of regular or monthly checks is implemented, and a thorough job of looking for potential problems is done, many situations would be eliminated. Mr. Magazine feels the Safety Coordinators play a vital role in this. If the Safety Coordinators identify foremen or supervisors that are not worrying about the safety of their employees, the department head needs to be notified. The Safety Coordinators should have input in the evaluations of the supervisors. In response to Mr. Collin’s remark about the accident report, Mr. Magazine said it is hoped that the Safety Coordinator, who sees the report before it goes to the Accident Review Board, uses the information to establish a training program. The departments must identify their own problem areas. This can be done by looking at some of the accidents that occurred in the past. He noted that when he reads the departmental safety meeting minutes, it is obvious that the only things reviewed are the bulletins sent out by Risk Management, and/or a review of the Safety Committee meeting minutes. The Safety Coordinators must review the problem areas during the departmental meeting. If there is an issue that cannot be dealt with at that level, it should be brought to the Safety Committee. Bob Lee pointed out that there are a lot of functions which are performed by subcontractors. If those employees are observed not wearing their safety equipment, how should the Safety Coordinator handle that situation? Mr. Anderson advised that the situation should be documented, and Mr. Magazine should be notified immediately. Mr. Magazine should then contact the contractor immediately. At this time, Ms. Prainito left the meeting and Ms. Eubanks arrived. Mr. Anderson suggested that the person who reported the situation to Mr. Magazine also document that he reported the incident to Mr. Magazine. He pointed out that if the employee’s insurance had lapsed and he is injured, the City will have to pay for it. With regard to training, Mr. Anderson said this is another vital area where you can get thrown into court because of your lack of or need of training where necessary. If there is a language barrier problem and an employee does not know how to follow an instruction manual or operate a piece of equipment, do not let him do it. Get someone who can address the problem and speak the proper language, and document it. Note the date that the training information or operating instructions were relayed to the employee. You will be far better off in Court if you document everything. Mr. Ellis did not think all departments are aware of what training they need, and he pointed out that not all the required programs are in place. Mr. Anderson strongly urged the departments to get training with regard to Federal issues, such as Confined Space. The State of Florida, Division of Safety provides free training by qualified professionals who will come to the City. If the employees are not properly trained and there is a fatality, it will come back to haunt the City. He strongly advised updating our training. Annual training should take place. If an employee is transferred to another department, he needs to be trained. 4 MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA MARCH 10, 1997 Mr. Anderson did not know what training needs to take place because he has not evaluated what each department has and does on a daily basis. It is vital to the success of the program and to minimize losses that training be administered among each department. Each department has to administered their own training because each department is different and requires different types of training. Each department should be ultimately responsible for that. He suggested each department list what training is necessary for their employees and give it to Risk Management. He pointed out that Risk Management needs to be aware what to budget for. If you do not budget for it and something happens, the department would be at fault. Mr. Ellis felt each department should look at the list and see what applies to them. He pointed out that they may not know what applies to them. Mr. Anderson stated that if the safety coordinator, department head, and supervisor do not know what is needed, they should not be in that job. They should know everything involved with what is needed and what safety precautions should be taken. It is their job to know everything about their department. Things can get out of control if someone lacks the knowledge of various safety practices that need to be instilled within a department. The City must provide a safe work environment for employees, and in order to do that, training must be provided. The Safety Committee is vital to the success of the safety program, to minimize losses, and to keep insurance premiums down. Mr. Anderson said the City has protective equipment and it is policy and procedure that employees should wear it. He strongly recommended periodic job site inspections and if employees on not wearing their safety equipment, they should be written up. After three times of being written up for not wearing safety equipment, they should be terminated. He pointed out that if someone gets hurt because of neglect, his benefits are going to be reduced up to 25 percent. If it is a $100,000 claim, that is a lot of money coming out of his own pocket. At least the City would be taking measures to eliminate an injury from occurring. Mr. Stone asked if there is a requirement that departments or divisions within departments hold safety meetings on a regular basis. Mr. Magazine advised that each department should hold quarterly meetings. However, each department is supposed to have a monthly safety meeting prior to the Safety Committee meetings so that the safety coordinators can relay information to the Safety Committee. Mr. Anderson advised that the Division of Safety requires that the Safety Committee meet quarterly, at a minimum. However, the information portrayed at the departmental meeting will be vital to the success of the Safety Committee. Mr. Anderson advised that there is a requirement in the safety program that first aid and CPR training be administered. In addition, you must have blood borne pathogen training before first aid because it deals with blood. Every year, each department needs to list what areas they need training in. Mr. Ellis said some employees were required by the City to learn CPR during work hours. This means the City is requiring them to be providers and, therefore, the City is responsible for providing hepatitis vaccinations and counseling. Mr. Anderson stated that if you are exposed to it in the daily realm of your work, the City has to offer the vaccinations. 5 MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA MARCH 10, 1997 Mr. Ellis advised that many employees do not know what the exposure kits are for. Mr. Anderson recommended that he write down what areas the department needs to be trained in and set up an appointment with Mr. Magazine to address these issues. A member of the Safety Committee pointed out that the City has to establish a claim reserve for worker’s comp claims and litigation attached thereto. This is generally funded out of the operating budget, which has an impact on all of us. Mr. Anderson offered to visit the departments and address the self inspection process. The department should make a list of what they feel is important with regard to the monthly safety inspections, and he will evaluate it. Anyone interested should call Mr. Magazine. Mr. Lee advised that some employees in his department change trucks throughout the day and do not take their safety equipment with them. In addition, sometimes the department uses labor force individuals, and they do not bring any safety equipment with them. He will talk to his supervisor about this after this meeting. Chairman Rumpf thanked Mr. Anderson for his presentation, advice, and words of motivation. He commended Mr. Magazine for organizing these sessions. V. OLD BUSINESS A. Safety Awards - Safety Suggestions Program Mr. Magazine stated that one employee brought to the Safety Committee’s attention a safety hazard with regard to the steps in front of the East Water Treatment Plant. This has been turned over to Facilities Management, and this employee will be given a Certificate of Appreciation and two movie tickets. At this time, Mr. Bobich left the meeting so the Safety Committee could discuss the suggestion he has submitted. Mr. Magazine advised that someone has suggested putting weekly safety tips on the employees’ checks. Mr. Magazine advised that we have done that. He advised that Mr. Bobich suggested putting a sign on the wall over the paint and sign shop at the Public Works Compound that says, “The best offense is a good defense. Drive Defensively.” Mr. Bobich felt that 85 to 90 percent of all City employees would see this sign when they need fuel or when they go to the maintenance shop. The money the City would save would be hard to judge because those accidents prevented could not be calculated as lost dollars. Mr. Magazine stated that someone from Planning and Zoning gave us many suggestions which resulted in a lot of work being done which should have been done in the past. This was discussed at previous meetings. 6 MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA MARCH 10, 1997 Discussion ensued and it was the consensus of the Safety Committee these suggestions do not meet the qualifications of a “program”, that the employees who submitted suggestions receive Certificates of Appreciation and movie tickets, if available, and to keep the contest open. B. Exposure Control Program Mr. Magazine advised that this is still being worked on. Apparently, the other municipalities and jurisdictions around the County met on Thursday. They are trying to put together a County-wide program for exposure control because all hospitals are working off different protocols for different agencies. We are trying to make it easier for them. He expects an update within the next couple of weeks and will contact Acting Fire Chief Jim Ness about this. C. Accident Review Board Referral 1. Untarping the roll-off on sanitation trucks Equipment is still being tested, and Mr. Magazine expects a response in the next week or two. D. Fire Drills Mr. Borden suggested that the Safety Coordinators call his office to schedule fire drills. We are not required to have more than one fire drill a year. He would like to schedule another training session for all fire monitors (employees assigned within their departments to make sure everyone leaves, etc., during a fire drill). Mr. Magazine asked him to send him a list identifying all the departments which have had fire drills and which have not. Mr. Magazine will include this list in the next agenda packet, and each month thereafter so we can monitor this on a monthly basis. E. Accident Review Board Referral 1. Parking Garage Basement Lighting A copy of Chairman Rumpf’s memorandum, dated February 14, 1997, to Bill DeBeck of Facilities Management was attached to the agenda. Mr. Magazine advised that he is waiting for Mr. DeBeck’s response. F. Parking Garage Floor (i.e. very slippery when wet) See Item V.E.1. G. EWTP Building Entrance Stairway Safety 7 MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA MARCH 10, 1997 A copy of Mr. Hawkins’ Memorandum No. 97-081 was attached to the agenda packet. This memo indicated that handrails will be installed on the entrance stairs to the East Water Treatment Plant. H. Safety Committee Education and Training Mr. Magazine referred to the schedule in the agenda packet. Chairman Rumpf suggested that alternate and regular members attend these sessions if possible. VI. NEW BUSINESS A. Monthly Safety Check 1. Utilities/Vacuum Filter Building Mr. Magazine referred to the monthly safety check provided by Mr. Bobich in the agenda packet. Mr. Bobich suggested installing back up alarms on limited vision vehicles. Mr. Magazine advised that a cost estimate would be needed to propose this. Mr. Lee advised that he can install alarms on special safety equipment when initially purchased. Many of the vehicles already come with alarms installed. Mr. Magazine advised that today he received the disk on the defensive driver training course. Mr. Borden inquired about the data on the Driver’s Check. Mr. Magazine pointed out that this program has only been in effect for a couple of months. VII. ANNOUNCEMENTS A. Safety Council of Palm Beach County Training Programs Mr. Magazine referred to the flyer from the Safety Council of Palm Beach County regarding training for first aid, CPR, bloodborne pathogens, and coaching the lift truck operator. B. Safety Shoes A member of the Safety Committee advised that some employees’ safety shoes have worn out. At the last meeting, there was discussion regarding getting new ones when they wear out. Mr. Magazine advised that the new policy is not yet in effect. He hopes to have it in place by the end of the week. In the interim, the old policy must be followed. 8 MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA MARCH 10, 1997 C. Next Meeting Date thth Mr. Magazine announced that the next meeting is scheduled for April 14, not April 7 as it appears on the agenda. VIII. ADJOURNMENT There being no further business to come before this Committee, the meeting was adjourned at 11:50 a.m. Eve Eubanks Janet M. Prainito Reviewed by: _______________ Recording Secretary Recording Secretary Chairman (Three Tapes) 9