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Minutes 08-11-97 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE POLICE/FIRE TRAINING ROOM, CITY HALL, BOYNTON BEACH, FLORIDA, ON MONDAY, AUGUST 11, 1997, AT 10:00 A.M. PRESENT Michael Rumpf, Chairman - Planning Chuck Magazine, Risk Mgmt. Janet Prainito - City Clerk’s Office Specialist Hugh McCaffrey - Communications Wilfred Hawkins, Asst. to the Michael Collin - Facilities City Manager Bill Atkins – Finance Arthur Lee – Asst. Director of Bob Borden – Fire Human Resources Roger VanKorlaar - Parks David Egnor - Police John Ireland - Recreation Mark Bobich - Utilities Administration Melvin Pinkney - Utilities EWTP ABSENT Ken Hall, Vice Chairman - Development Chris Gamble, Golf Course No Representative Assigned, ITS A. D. Henehan - Library Mark Lips - Public Works Tom Fitzgerald - Utilities WWTP I. CALL TO ORDER Chairman Rumpf called the meeting to order at 10:14 a.m. II. ROLL CALL The Recording Secretary called the roll. III. ACCEPTANCE OF MINUTES OF JULY 14, 1997 REGULAR MEETING Mr. Magazine requested the following changes to the minutes of the July 14, 1997 meeting minutes: 1. Page 5 – Item C – “Mr. Hawkins reported that a gentleman from Red Wing contacted him to advise that many people still want to purchase their shoes from Red Wing.” 2. Page 6 – Item C – “Mr. Magazine asked that the Safety Coordinators advise the department employees that written approval from the supervisor is needed if shoes are being purchased from any place other than Wal-Mart.” Motion th Mr. Magazine moved to accept the minutes of the July 14 regular meeting as amended. Mr. Bobich seconded the motion which carried unanimously 1 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA AUGUST 11, 1997 IV. OLD BUSINESS: A. Fire Drills Mr. Borden distributed a copy of the City of Boynton Beach Fire and Emergency Procedure Guidelines. He will arrange for a brief training session with the Office Monitors to make them aware of their responsibilities during a fire drill. Mr. Borden will meet with Mr. McCaffrey to discuss policies and procedures for the evacuation of Dispatch in the event of a fire drill. He reminded the Coordinators that all City personnel must participate in the fire drills. Mr. Magazine requested that Mr. Borden bring the results of the fire drills to the Safety Meetings to ensure that those results become part of the record. B. Accident Review Board Referral 1. Parking Garage Basement Lighting C. Parking Garage Flooring (i.e. very slippery when wet) Mr. Magazine reported that with regard to the garage flooring, Mr. DeBeck has assured him that funds have been set aside in the current budget to address this item. He is ready to put out bids for this project and is hopeful that this project will be taken care of during this current budget. If that cannot be accomplished, the funding will be carried over to next year for this project. Mr. DeBeck will also be looking into the issue of improving the lighting in the garage. Funding has not been set aside for this project. When discussion began, Chairman Rumpf suggested that the Coordinators move into the garage to view the lighting situation and the rock area. After a brief visit, Mr. Egnor raised the issue of addressing the problem of the rock area with the use of xeriscaping. Mr. Hawkins arrived for the meeting at 10:37 a.m.. Chairman Rumpf recommended that Mr. Magazine meet with Kevin Hallahan to get his advice on how to deal with the rock areas. In addition, Mr. Magazine and Mr. Collin will meet to address the issue of lighting in the garage. Design enhancements will be formulated and proposed which involve additional fixtures and possibly a different type of lighting. Mr. Egnor left at 10:45 a.m. to attend another meeting. DriverCheck Program D. Mr. Magazine distributed copies of Engineering Memo #97-148 from Ken Hall, Vice Chairman, Safety Committee, to City Manager Willis dated August 8, 1997. Mr. Magazine expressed his concern about Mr. Hall’s action since his memorandum covered issues other than the DriverCheck Program. The Safety Committee did not make any recommendations on the other issues. Mr. Magazine feels Mr. Hall expressed his personal opinion, but presented it as a Committee recommendation. Mr. Borden pointed out that the purpose of the DriverCheck Program was to try to reduce accidents by a minimum of 10%. The main focus now should be on whether or not this program was successful in 2 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA AUGUST 11, 1997 accomplishing that goal. If the program is not able to do what it was intended to do within the one-year period, our money should be refunded and we should consider other options. Mr. Magazine pointed out that if the program were to continue, the City would have to purchase additional stickers for the vehicles that have been replaced. However, Mr. Hawkins disagreed, and recommended that we maintain what we currently have. He does not believe we should increase the number of stickered vehicles. By maintaining the stickered fleet, we will be better able to analyze the effectiveness of the program. Mr. McCaffrey questioned whether or not the company would have recourse against the City because the database is fictitious. Mr. Hawkins explained that we qualify the data and the company analyzes the information. We provide the company with the number of accidents we have had. Mr. Borden reminded the Coordinators that the implementation of the DriverCheck Program was voted on and approved by the Safety Committee for a trial period of one year. It has not yet been a year since the program began. At the end of the year, we may decide it is not the best program for this City. Chairman Rumpf also pointed out that we need to confirm when the test period began. Mr. Hawkins explained that DriverCheck understands that the test period did not begin until we notified them that the stickers were on the cars. Chairman Rumpf also questioned whether or not we are obligated to maintain all fleet cars. Mr. Hawkins advised that we supply DriverCheck with the inventory. He reiterated that maintaining the current number would provide a better picture. Mr. Hawkins reminded the members that the City Manager would have the final say in whether or not the DriverCheck Program remains in operation. City Manager Willis was impressed with the concept of the DriverCheck Program. He recommended that Mr. Magazine find another program as a replacement for DriverCheck that will mirror that program. He also reminded everyone that employee training was the one component that was missing from the DriverCheck Program. Mr. Collin suggested that the City institute its own DriverCheck Program. The money that is saved can be given to Risk Management for employee training. The vehicle stickers can be replaced with stickers containing a City telephone number. Mr. Hawkins reported that the City is currently working on a Citizen Action Center which will be an automated center with data analysis. Personnel have already been assigned to this center. If the decision is made to implement the program in-house, the telephone number of the Citizen Action Center can be used. This will be an e-mail-generated type of operation. When a call is received, the department will be e-mailed with the complaint. The department will have 72 hours to respond. All calls will be logged, and quarterly reports will be produced. Motion Chairman Rumpf moved to continue the DriverCheck Program through the trial period while not purchasing additional DriverCheck stickers, and at the same time, begin developing this alternative program. Mr. Bobich seconded the motion which carried unanimously. Safety Newsletter E. Mr. Magazine distributed copies of the Safety Newsletter. At the suggestion of the Florida League of Cities, he announced that he will be including a question and answer portion in upcoming newsletters. 3 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA AUGUST 11, 1997 He urged the Coordinators to provide articles for upcoming issues. All items should be forwarded to Risk Management prior to the end of the second week of each month to be included in the following month’s issue. V. NEW BUSINESS: None VI. ANNOUNCEMENTS Mr. Magazine included a notice in the back-up material pertaining to Safety Council training programs. Mr. Hawkins urged the Coordinators to notify Mr. Magazine of areas of interest with regard to training. As members of the National Safety Council, we have trainers at our disposal. Mr. Magazine also advised that short films have been purchased that will become part of our library and will be available for use by the departments. VII.ADJOURNMENT There being no further business to come before the Safety Committee, the meeting properly adjourned at 11:10 a.m. VIII. NEXT MEETING DATE: Monday, September 8, 1997 @ 10:00 a.m. Janet M. Prainito Reviewed by: _________________ Recording Secretary Chairman (One Tape) 4