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Minutes 07-13-98 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE FIRE/POLICE TRAINING ROOM, CITY HALL BOYNTON BEACH, FLORIDA MONDAY, JULY 13, 1998 AT 10:00 A.M. PRESENT Michael Rumpf, Chairman Planning Ken Hall, Vice Chairman Development Mark Bobich Utilities Administration & EWTP Bob Borden Fire Rescue Michael Collin Facilities David Egnor Police Department Chris Gamble Golf Course A. D. Henehan, Jr. Library Hugh McCaffrey Communications Bob Lee Public Works Barbara Madden City Clerk’s Office Wally Majors Leisure Services Chuck Magazine Risk Management Sharon Tierney ITS Norman Turner Parks ALSO PRESENT Carol Cheek Human Resources ABSENT Tony Frazier Finance/Warehouse Tom Fitzgerald Utilities WWTP Prior to calling the meeting to order, Mr. Magazine handed out “safe driver pins” for all department employees who have completed the Safe Driver Program to date. I. CALL TO ORDER Chairman Rumpf called the meeting to order at 10:00 a.m. II. ROLL CALL The Recording Secretary called the roll. A quorum was declared present. MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 13, 1998 III. ACCEPTANCE OF MINUTES Chairman Rumpf asked if there were any additions, deletions, or corrections to be made to the Minutes of the June 8, 1998 meeting. MOTION Mr. McCaffrey moved that the Minutes of the June 8, 1998 meeting be approved. Motion seconded by Chuck Magazine. Motion unanimously carried. IV. SAFETY COMMITTEE EDUCATION AND TRAINING PROGRAM ”. The committee viewed the video entitled “Eye Protection: A New Approach Mr. Magazine stated that he has been asked if the City will pay for prescription safety glasses. The City will pay for prescription safety glasses, however the employee is first asked to use plastic visors that can be worn over regular glasses. If this is not satisfactory to the employee, the City will purchase the prescription safety glasses. Also, Mr. Magazine stressed that no employee should wear contact lenses in an industrial work setting. V. OLD BUSINESS A. FIRE DRILLS Chairman Rumpf inquired if Assistant Fire Marshal Borden had anything to report on fire drills. Assistant Fire Marshal Borden stated that a surprise fire drill was held at the Library recently. According to Inspector McIntyre the fire drill was not a great success, but the people did evacuate the building. Further Inspector McIntyre stated that the alarm panel was not functional. Subsequent to the date of the drill, Ms. Farace contacted Assistant Fire Marshal Borden to inform him that the alarm panel was functional, and Assistant Fire Marshal Borden said he would be personally checking the panel in the near future. Although the drill did not go smoothly, the purpose of a surprise drill is viewed as a learning tool for improvements. Mr. Henehan stated he has been instructed by Ms. Farace to express her concerns on how the drill took place and to reiterate that the panel did work. On Saturday, the Library had an occasion to call the Fire Department and the fire alarm functioned. Mr. Henehan stated that Inspector McIntyre did not test the alarm, but merely looked at the meter and assumed that the alarm was non- 2 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 13, 1998 functional. Also, Ms. Farace raised concerns that only one clerk was notified of the drill and that no one else in the department was informed. Assistant Fire Marshal Borden stated that if the alarm system was properly functioning, a staff member should immediately proceed to a pull station and sound the alarm. Assistant Fire Marshal Borden stated he would contact Ms. Farace to discuss her concerns. Assistant Fire Marshal Borden explained to the members how a fire drill is routinely handled. Mr. Magazine stated that it was important that all employees are aware of the procedures to follow in the event of a fire drill. Assistant Fire Marshal Borden said he has been waiting several months for the Safety Coordinators to contact him to schedule fire drills, but since nothing was coordinated, surprise fire drills are being held. To date there have been fire drills at City Hall, the old high school, the Art Center and the Library. Mr. Magazine said that fire drills should be treated as training exercises and a learning tool. B. CITY HALL PARKING GARAGE & PARKING LOT Mr. Magazine informed members that the flooring work is scheduled to begin next month and negotiations are continuing with the contractors for the lighting in the basement of the garage and the City Hall parking lot. C. NEWSLETTER Mr. Magazine stated that he has been sending the City’s safety newsletter to other municipalities. D. “PROUD TO BE A SAFE WORKER” AWARD Mr. Magazine said that he has not received any notification for any awards and asked if any member present had anyone to recommend. There were none. E. DEPARTMENTAL INSPECTIONS & SAFETY MEETINGS Mr. Magazine stated he received the West Water Treatment Plant safety meeting minutes for May and June 1998, and they will be included in next month’s report. F. SAFE DRIVER PROGRAM 1. Defensive Driving Course To date, 290 people have completed the course and another 48 are scheduled. Mr. Magazine said he plans to meet with the Police 3 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 13, 1998 Department to arrange for the police department to begin the course in August. Mr. Magazine informed the members that he plans to meet with John Huntington of COP to arrange for their training. Mr. Magazine also informed the members that if anyone has taken the "55 Alive Course”, that course can be substituted for the defensive driver program, as long as the course has been taken within the last two years. Also, Mr. Magazine stated he has been in contact with the National Safety Council to obtain a list of insurance companies that give a 10% discount for completing the defensive driver course. Mr. Magazine stated he is proposing that the National Safety Council introduce legislation that a 10% discount would be mandatory for any person completing a defensive driver program, since every insurance company has a different explanation for offering a discount. Mr. Magazine stressed that it was important when speaking to your insurance company that you inform them that you have completed the 8-hour course, not the 4-hour course. 2. “A Safety First City” Stickers Mr. Magazine said he was putting off ordering the stickers until the new telephone exchange for the City is determined. Vice Chairman Hall suggested that when Safety Coordinators distribute the pins, they remind each employee to contact their own insurance company to determine if they are entitled to a discount. G. PARKING AT EAST WATER TREATMENT PLANT Mr. Bobich stated that the construction contract will probably be awarded at the next Commission meeting and the construction will take about a year to complete. Parking is still a problem and some additional parking has been created behind the administration building, which will eventually be permanent parking. H. FIRE STATION #3, INDOOR AIR QUALITY Mr. Magazine informed members that the consultant’s report has been received with regard to the indoor air quality at fire station #3. The report states there is no hazardous levels of respirable, viable or non-viable fungus or spores in the facility. Mr. Magazine stated he would be forwarding this report to the treating physician for the worker comp claim for his review to determine that he concurs with the report. Also, the report will be forwarded to the medical consultant and 4 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 13, 1998 the third party administrator, so that everyone is apprised of its results. Claims generated from Fire Station #3 regarding indoor air quality will not be covered. Mr. Magazine did state that the station is in need of a great deal of general housekeeping and referred to the consultant’s recommendations that were included with his report. I. SAFETY MANUAL REVIEW Mr. Magazine inquired if everyone had the revised Safety Manual, and noted that all highlighted items are new. , AlsoMr. Magazine inquired if any members had an opportunity to review it. After discussion it was decided to review the changes. Referring to Page 2 “Responsibilities” a definition has been added for the “Safety Coordinator’s” role, which had never been defined. One member stated that by this definition, he is unable to have any control over personnel within his department. Mr. Magazine stated that the role of the Safety Coordinator is to act as an in- house consultant to the Department Head and to the Supervisors of their department. Mr. Magazine further stated that if any Safety Coordinator has any problem in his role as Safety Coordinator with any safety recommendations he or she recommends the matter should be referred by to the Safety Committee for further handling by the City Manager. Assistant Fire Marshal Borden stated that as Safety Coordinator, his only authority is to point out unsafe situations, which are listed in a written report and turned into the supervisor. Discussion continued on the role and responsibilities of the Safety Coordinator. Mr. Magazine asked if anyone had any changes to make to the definition of “Safety Coordinator”. Mr. Bobich requested that on Page 2 under the definition of “Safety Coordinator” the sentence in the 5th line should be changed from “The Coordinator is responsible for conducting departmental safety meetings and inspections…” to “The Coordinator is responsible for insuring that employees have received appropriate safety training and information related to their activities through meetings and inspections…” Mr. Bobich stated it is not possible for him to conduct all the departmental safety meetings and inspections in his department, and as currently worded, the Manual states he is responsible for those inspections and meetings. 5 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 13, 1998 Vice Chairman Hall inquired if the term of the Safety Coordinator is defined? Mr. Magazine stated that is the responsibility of the department head. Vice Chairman Hall stated that there should be limits on how long a person should serve as a Safety Coordinator and further stated that there should be some type of compensation for persons serving as Safety Coordinators of their department. Mr. Collin said that he has set up safety meetings and obtained safety videos for viewing, only to have the meetings cancelled without his knowledge. Mr. Magazine stated that only the Safety Coordinator or department head should have authority to cancel a safety meeting. Vice Chairman Hall inquired who determined that the Safety Coordinator is responsible for all the items listed? Mr. Magazine stated that he was responsible for inclusion of this information. Vice Chairman Hall inquired if he would be held responsible as a Safety Coordinator if someone were injured in his department? Mr. Magazine stated that serving on the safety committee is a means for the Safety Coordinator to try to improve the environment for all employees to make this a safe place to work. Mr. Magazine stated that this committee has made an impact and there has been a reduction in accidents. It is important that employees’ attitude towards safety be changed. Discussion continued on the roll of the Safety Coordinator within his or her department. Also, Mr. Magazine stated it was important that the Safety Coordinator document any problems he encounters either in writing or by e-mail. Chairman Rumpf inquired if anyone else had comments that they would like to bring up to the members for consideration. Assistant Fire Marshal Borden stated “All employees are that on Page 14 at the end of the first sentence that states expected to request instruction in those tasks or for any equipment with which they are not familiar”. Assistant Fire Marshal Borden stated that all employees will not inform the Safety Coordinator that they do not know how to operate certain equipment and suggested that the supervisor should be responsible for the employee’s knowledge and use of equipment and not the “Supervisor shall Safety Coordinator. Chairman Rumpf suggested adding, determine training efficiency”. After discussion it was determined that the following sentence will be added at the end of the first sentence on page 14 to read as follows: “Supervisors are responsible to ensure that employees are familiar with the proper and safe operation of their equipment and to identify deficiencies requiring training.” 6 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 13, 1998 Chairman Rumpf questioned the definitions under “Eyestrain” on Page 23 and if an employee can properly determine how to adjust the monitor correctly to account for eyestrain. Chairman Rumpf inquired under the Section on “Alcohol and Drugs” if the Safety Coordinator is allowed to determine the need for rehabilitation, re-evaluation and return to work of an employee? Mr. Magazine stated that the actual procedures to be followed on those particular issues are determined by Human Resources as outlined in the PPM and APM. Perhaps it should be noted in this section that there are other specific policies and procedures dealing with these issues which might affect an employee performing his job safely. Mr. Magazine stated he would readdress this particular topic. J. UTILITY DROP BOX & TRAFFIC FLOW, CITY HALL Mr. Magazine inquired if Vice Chairman Hall has had any response to his memorandum to Wilfred Hawkins in the City Manager’s Office. Vice Chairman Hall stated he has had no response. Mr. Magazine indicated he would follow through on this item. K. CITY HALL MAINTENANCE ACCESSIBILITY Mr. Magazine stated that a new issue has surfaced with regard to City Hall accessibility. At first, it was being looked at from an ADA standpoint. However, the issue is now being looked at from a security standpoint. Mr. Magazine stated he should have more information on this issue at the next meeting. Vice Chairman Hall inquired if there was concern that the main entrances to the City Hall are not ADA accessible. Mr. Magazine stated there has been a complaint that someone was unable to enter the front door. IV. NEW BUSINESS Mr. Collin informed members that his department has received a work request for the Oceanfront Park to install shields around some lights. Since the beach has been extended, the turtles can now look up and see the lights. Shields have been installed on the lower parking lot lights so instead of the light being spread out for the safety of the citizens in the park, the lights shine down and the area is quite dim. There are now additional requests for shields to be installed around the snack bar, both bathrooms and the lifeguard headquarter station lights. Mr. Collins suggested that if the sea grapes 7 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA July 13, 1998 were allowed to grow higher, they could block the lights from shining on the beach. Mr. Collin stated this would present a safety problem for citizens using the park at night due to poor lighting. Also, if the sea grapes were allowed to grow higher, people could not see the beach from the boardwalk area. Mr. Majors stated that the City of Delray has been dealing with this problem for a long time and has spent hundreds of thousands of dollars trying to rectify the problem of lights and turtles. Mr. Majors indicated he would contact the City of Delray to determine how they are dealing with this issue. With regard to the Safety Manual, Mr. Magazine said he would make the changes suggested at the meeting today and e-mail the manual to everyone for their review. VII. ANNOUNCEMENTS Assistant Fire Marshal Borden asked everyone to mark their calendars for Saturday, rd October 3, which is scheduled for the American Heart Walk. The Walk starts at Motorola and goes through Quantum Park. A person can walk either 3 or 6 miles. Mr. Magazine stated that the Safety Council of Palm Beach is offering safety classes and referred members to the information in their packet. Assistant Fire Marshal Borden stated that the fire extinguishers will be inspected during the next two to three weeks. NEXT MEETING IS SCHEDULED FOR MONDAY, AUGUST 10, 1998 at 10:00 A.M. VIII. ADJOURNMENT Motion Mr. McCaffrey moved that the meeting be adjourned. Motion seconded by Mr. Magazine and carried unanimously. Meeting adjourned at 11:32 a.m. Respectfully submitted, ______________________________ Review By: Barbara M. Madden Recording Secretary ____________________________ (two tapes) Chairman 8