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Minutes 06-08-98 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE FIRE/POLICE TRAINING ROOM, CITY HALL BOYNTON BEACH, FLORIDA MONDAY, JUNE 8, 1998 AT 10:00 A.M. PRESENT Michael Rumpf, Chairman Planning Ken Hall, Vice Chairman Development Hugh McCaffrey Communications Chuck Magazine Risk Management Bob Borden Fire Rescue Bob Lee Public Works Norman Turner Parks Mark Bobich Utilities Administration & EWTP Chris Gamble Golf Course Barbara Madden City Clerk’s Office Tom Fitzgerald Utilities WWTP ABSENT Michael Collin Facilities David Egnor Police Department Tony Frazier Finance/Warehouse Wally Majors Leisure Services A. D. Henehan, Jr. Library Pat Hughes Inf. Tech. Services I. CALL TO ORDER Chairman Rumpf called the meeting to order at 10:11 a.m. II. ROLL CALL The Recording Secretary called the roll. A quorum was declared present. III. ACCEPTANCE OF MINUTES Chairman Rumpf asked if there were any additions, deletions, or corrections to be made to the Minutes of the May 18, 1998 meeting. Mr. Lee asked for clarification of the lights and intersection at Gateway and I-95 that was discussed in Item V.F, Paragraphs 7 through 10, on page 5, since there are sanitation trucks that use this exit all the time. MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JUNE 8, 1998 Mr. Magazine stated that when you are heading east on Gateway towards I-95, the first intersection lights are confusing, as there is another set of lights immediately behind this first set of lights. Discussion continued that this problem is present at Hypoluxo and I- 95 and Lantana and I-95. Mr. Magazine drew a diagram of the area where the problem exists. Mr. Magazine stated that people heading east on Gateway, travelling over I-95, have to go through two sets of lights that are not synchronized and stated the lights are synchronized for the people exiting I-95. Discussion continued on the various problems that this intersection poses. Also Vice Chairman Hall stated that the word “exists” be changed to “exits” in the first line of paragraph 7 on Page 5. MOTION Mr. Magazine moved that the Minutes of the May 18, 1998 meeting be approved, as amended. Motion seconded by Bob Lee. Motion carried. IV. SAFETY COMMITTEE EDUCATION AND TRAINING PROGRAM ”. The committee viewed the video entitled “Lifting Safety With Flex Supports After viewing the video, Mr. Magazine stated that in any department whose employees use back braces, the viewing of this film should be mandatory at least once a year. Chairman Rumpf stated that all departments should view the video, as everybody does some type of lifting, even if it only involves office supplies. Chairman Rumpf also stated there is always a problem with office staff lifting boxes and heavy items that should not be lifted. Mr. Magazine also suggested that exercising before beginning work is beneficial and should be considered, especially for employees who will be doing heavy lifting throughout the day. The City continues to get lifting claim injuries. Mr. Hall inquired what departments were making claims. Mr. Magazine stated that it was mostly the sanitation, utilities and public works employees. A City wide clinic is also being considered which would offer a wellness program and Risk Management will be putting this project together. Mr. Magazine will be working with the doctor and staff to develop a wellness program for the entire City and part the of program may include various types of testing and exercising. 2 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JUNE 8, 1998 Mr. Bobich inquired what would be offered at the clinic. Mr. Magazine stated that the clinic would be for physicals and would be offered by Dr. Lee. Also, it would be beneficial to have someone come to the City’s gym once or twice a week for physical therapy or just be present at the gym to offer need assistance in proper exercise techniques. V. OLD BUSINESS A. FIRE DRILLS Assistant Fire Marshal Borden read the list of fire drills that have been held: Hester Center - April 2, 1997 Art Center - June 17, 1997 West Wing, City Hall (Building Division) - November 24, 1997 East Wing, City Hall – December 8, 1997 Fire Department (Station 1) – January 6, 1998 Police Department – December 12, 1997 Assistant Fire Marshal Borden presented the drill reports for insertion with the minutes. Mr. Magazine inquired if there have been any more drills since January 1998? Assistant Fire Marshal Borden stated there were none since that date. Mr. Magazine inquired if there were any occupants at the Old High School and was informed there were occupants in that building. Mr. Magazine recommended that the Fire Department start having unscheduled drills instead of trying to coordinate fire drills with the department coordinators. Mr. Magazine said he would include an article in the July newsletter informing employees that fire drills are being scheduled. Chairman Rumpf stated that the fire drills should be taken seriously and they should be clocked and reports should be submitted after the drill. B. CITY HALL PARKING GARAGE & PARKING LOT Mr. Magazine said that the bids for the garage deck would be on the st Commission’s July 21 Agenda for approval and the work is scheduled to begin in August. 3 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JUNE 8, 1998 With regard to the electric work on the garage, the purchase order was issued on nd May 22 with a start date of approximately three weeks for light fixture delivery so that work should begin in another two weeks or so. Also the purchase order went in for the lighting to be added to the City Hall parking lot. With regard to the decking of the garage, this will take some time, but is necessary. Chairman Rumpf inquired when the work would begin on the deck? Mr. Magazine stated it should start in August and further stated that notices will be posted in City Hall alerting people when the work on the deck will begin. Vice Chairman Hall inquired if all the floors were going to be redone in the garage? Mr. Magazine stated that he thought that only the top and next floor down would be redone as those floors are open to the elements and will have a special coating applied. Vice Chairman Hall inquired if the flooding of the garage was going to be addressed. Mr. Magazine stated that this was a separate issue that would be dealt with by Facilities. C. SAFETY NEWSLETTER Mr. Magazine will add an item regarding the fire drills. However, articles are always needed. D. “SAFE WORKER” AWARDS There were none. Mr. Magazine stated that Assistant Fire Marshal Borden’s picture appeared on the front page of the Boynton Times and that he was the recipient of the “Distinguished EMT/Paramedic Award” by Palm Beach County. Mr. Borden informed the members that he was invited to a luncheon and the County presented him with a plaque. E. DEPARTMENTAL INSPECTIONS & SAFETY MEETINGS 4 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JUNE 8, 1998 Mr. Magazine circulated a chart of the safety meetings that have been held by the various departments, as well as a chart of the safety inspections, which indicates that very few departments have held safety meetings and/or inspections. Mr. Magazine stated that in order for a department to get credit for a safety meeting and/or a safety inspection, documentation in writing must be submitted to Risk Management. Mr. Magazine stated that on the “shrdata drive” there are instructions on the procedures to follow in performing a safety inspection for any department that needs to determine how this is done. Also, with regard to safety meetings, a sign-in sheet and agenda must be submitted to Risk Management in order to get the proper credit for the meeting. Mr. Magazine stated that he will bring monthly updates of the charts to every meeting so that they can be included as part of the minutes and at the end of the year a safety report will be prepared that will be submitted to the City Manager and City Commission. Vice Chairman Hall stated that the report should only be submitted to the City Manager who in turn can submit the report to the Commission. F. SAFE DRIVER PROGRAM Mr. Magazine stated that to date 270 people have completed defensive driving training and there are 64 more scheduled. Also, he will be working with the Police Department. Mr. Magazine said he would be ordering the pins this week, as well as finalizing the bumper stickers. Mr. Bobich inquired if there were any insurance companies that gave credit for safe driver courses. Mr. Magazine was under the impression that usually credit for this course is not given by insurance companies unless the driver is over a certain age, usually 50 or 55. Mr. Magazine stated he would call the National Safety Council to determine if there are insurance companies giving credit for the course. G. PARKING AT EWTP Chairman Rumpf asked if there was any update on this issue. 5 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JUNE 8, 1998 Mr. Bobich stated that the northwest area, near the generator is closed to parking. Mr. Bobich discussed the various areas where employees have been parking. Unfortunately, the whole parking situation is in confusion and will remain that way until the construction is completed. There is a meeting scheduled next week with the contractor to address the parking issue. H. FIRE STATION #3, INDOOR AIR QUALITY Chairman Rumpf asked for an update on Fire Station #3 air quality status. Mr. Magazine stated that the air testing has been completed. However, there still remains vacuum testing, but the preliminary data on the air testing appears good. However, before releasing the results, Mr. Magazine would like to wait for the results of the vacuum testing. Mr. Magazine stated that all mattresses must be bagged. Assistant Fire Marshal Borden stated he was unaware of this requirement. I. SAFETY MANUAL REVIEW Mr. Magazine stated he has received two responses, one from Hugh McCaffrey on the training section and another one Chris Gamble regarding seasonal, part time employees. Mr. Magazine requested that everyone turn in his or her updates. Updates and changes will be discussed at the next meeting. Mr. Magazine requested that all updates and revisions be submitted as soon as possible. J. UTILITY DROP BOX & TRAFFIC FLOW, CITY HALL Mr. Magazine referred members to a memo from Vice Chairman Hall to Assistant City Manager, Wilfred Hawkins regarding the utility bill drop box, together with an Employee’s suggestion form. Vice Chairman Hall stated he has received no response to date. K. CITY HALL MAIN ENTRANCE ACCESSIBILITY Chairman Rumpf inquired if this item referred to the doors to City Hall? 6 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JUNE 8, 1998 Mr. Magazine said he has been studying this issue for existing facilities being ADA accessible and has gotten some information off the Internet, which is quite thorough. Mr. Magazine stated that the will have to do some inspection on the front entrance regarding the size of the doors to determine if the City meets ADA requirements. Mr. Magazine stated this issue arose when a person confined to a wheelchair was unable to enter through the front entrance doors to City Hall. Vice Chairman Hall inquired if the ramps leading to City Hall meet ADA requirements as well. Mr. Magazine also mentioned that in the parking garage there is a handicap marked space which is denoted by a wheelchair in the middle of the space, which space is located as you leave the East Wing on the upper level, next to the steps. This space was made available to accommodate a City Hall employee who is handicapped, and at their department’s request, the space was created for this employee. Mr. Magazine stated he has spoken with the department in question, as well as Facilities, informing them the space is not a handicap space, since you cannot have a handicap space that is accessible only by using stairs. Also, there is no sign posted and the space is not wide enough to comply with this category. Inquiry was made if ADA requires a handicap space in the garage. Mr. Magazine stated it was not a requirement, since there is adequate handicap parking in the front parking lot in the City Hall parking lot. Mr. Magazine stated that the City has reasonable accommodations for any employee that needs handicap parking. Assistant Fire Marshal Borden questioned whether the handicap spaces in front of City Hall could be used for employees. Mr. Magazine stated those spaces can be used by any handicapped person. Chairman Rumpf inquired how the needs of this particular employee are going to be accommodated once the parking spot is eliminated in the garage? Mr. Magazine said he has spoken with Mr. DeBeck and a sign of some sort will be placed on this particular spot that will reserve the space for this employee, but would not indicate the space is a handicap space. VI. NEW BUSINESS 7 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA JUNE 8, 1998 1. Vice Chairman Hall stated that several years ago the Safety Committee regularly received accident reports, which showed each department’s accidents and whether they were preventable or non-preventable. Mr. Magazine stated that Risk Management has acquired software to accommodate this report and is anticipating having the report available on a monthly basis by August or September. It is anticipated there will be a monthly report available for each department and an annual report will also be prepared for the Safety Committee. 2. Assistant Fire Marshal Borden informed the members that there will be th CPR class for City employees on June 20 from 1:00 p.m. to 4:00 p.m. and to date 12 employees have registered (the majority from ITS). The class is open to any City employee or family member, as long as the family member is not in the health care business. Assistant Fire Marshal Borden stated the Fire Department does offer CPR classes for health care employees at a $15 fee. Assistant Fire Marshal Borden stated the Fire Department plans to offer this course every three months to City employees. VII. ANNOUNCEMENTS None. VIII. ADJOURNMENT There being no further business to come before the Board, Mr. Magazine made a motion to adjourn. Motion seconded by Mr. McCaffrey. Meetingadjourned at 11:25 a.m. IX. NEXT MEETING DATE: MONDAY, JULY 13, 1998 AT 10:00 A.M. Respectfully submitted, Reviewed by: ____________________________ ______________________________ Barbara M. Madden Chairman Recording Secretary (1 tape) 8