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Minutes 08-10-98 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE FIRE/POLICE TRAINING ROOM, CITY HALL BOYNTON BEACH, FLORIDA MONDAY, AUGUST 10, 1998 AT 10:00 A.M. PRESENT Michael Rumpf, Chairman Planning (arrived late) Mark Bobich Utilities Administration & EWTP Bob Borden Fire Rescue Michael Collin Facilities Bill Coup Library Tony Frazier Finance/Warehouse (arrived late) Art Lee Human Resources Bob Lee Public Works Barbara Madden City Clerk’s Office Wally Majors Leisure Services Chuck Magazine Risk Management Sharon Tierney ITS ABSENT David Egnor Police Tom Fitzgerald Utilities WWTP Chris Gamble Golf Course Hugh McCaffreyCommunications Norman Turner Parks I. CALL TO ORDER In the absence of the Chairman, Mr. Magazine called the meeting to order at 10:12 a.m. and presided over the meeting as Acting Chairman. II. ROLL CALL The Recording Secretary called the roll. A quorum was declared present. III. ACCEPTANCE OF MINUTES Mr. Magazine asked if there were any additions, deletions, or corrections to be made to the Minutes of the July 13, 1998 meeting. MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA August 10, 1998 MOTION Bob Lee moved that the Minutes of the July 13, 1998 meeting be approved. Motion seconded by Mark Bobich. Motion unanimously carried. IV. Safety Committee Education and Training Program – Video “Hearing Conservation” Mr. Magazine stated that because the VCR was not in working condition, the video would not be shown, but will be presented at a future date. Mr. Magazine requested that Mr. Bob Lee bring to the next meeting the video of the sanitation department employees who were filmed at work and which was aired on TV Channel 12. This particular video showed certain sanitation workers lifting the wheeled cans for the older residents. This occurence was discussed with the sanitation department. V. OLD BUSINESS A. Fire Drills Fire Drills have been announced in the Safety Newsletter for the past two months. Assistant Fire Marshal Borden stated that the next drill was discussed this morning and a date has been set. Mr. Magazine inquired if the situation at the Library has been rectified or if an additional drill was held? Assistant Fire Marshal Borden stated that an additional drill did not take place. It was determined that the panel is operating, but is not connected to the communications center and that it never has been connected. Assistant Fire Marshal Borden stated there are other City facilities that are monitored, but not by the City, such as the Hester Center. The Library is in the process of being corrected. Mr. Magazine inquired what other City-owned facilities are not connected to the communications center that are located within City limits? Mr. Collin stated that all facilities outside the City Hall complex are not connected to the communications center. Assistant Fire Marshal Borden said that discussions are taking place with Mr. DeBeck to have all City fire alarm systems come under an annual maintenance and inspection program and that all systems should eventually be connected to the communications center. Mr. Magazine inquired why “dialers” are not installed at all City facilities. Mr. Magazine asked Assistant Fire Marshal Borden to prepare a report for the next Safety Committee Meeting giving the status of all City facilities and the type of fire alarm system that exists at that particular facility. Assistant Fire Marshal Borden stated Mr. DeBeck would be better prepared to respond to this 2 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA August 10, 1998 request. Mr. Collin stated he could give a status report as to what exists at all City facilities as follows: Fire Station No. 3 System does not work ( inoperable over past 3 years) Pistol Range System tied into Fire Station No. 3 (has a problem at the present time and is inoperable) Fire Station No. 1 Connected to communications and is operable at the present time Library No tie in to communications Arts Center Functioning dialer system Civic Center Has no alarm system in place Hester Center Monitored system that is operable Public Works System does not work West Water (County) East Water Treatment No system in place. When the Administration building is replaced, the new building will have a working alarm system Madsen Center No system in place Tennis Center No system in place B. City Hall Parking Garage and Parking Lot Mr. Magazine stated that currently the parking garage and parking lot are in various stages of contracting and the work has not commenced. C. Safety Newsletter Mr. Magazine stated that he has the safety newsletter from West Palm Beach for review by any member. Mr. Magazine also stressed he continues to look for articles for inclusion in the City’s newsletter. D. “Proud to be a Safe Worker” Awards None E. Departmental Inspections & Safety Meetings A revised set of the safety meetings and inspections were distributed to the members. 3 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA August 10, 1998 Mr. Magazine said that members should continue to send him copies of the departmental meetings and inspections to be included in the Safety Committee Report. F. Safe Driver Program 1. Defensive Driver Course Mr. Magazine stated that approximately 300 people have completed the course. Another 50 to 60 people have been scheduled. Tentatively, the Police Department is scheduled for October and the COP’s sometime after that. 2. “A Safety First City” Stickers Mr. Magazine said that he is still waiting for the new telephone for the Citizen’s Action Center, at which time new bumper stickers will be ordered. G. Parking at EWTP Mr. Bobich said that the construction is moving forward and since the south end of the site will not be available for parking, more parking has been made available behind the administration building. This area will be used for temporary parking until the south end construction commences and then parking will be made available at the north end of the site. Chairman Rumpf joined the meeting. H. Fire Station #3, Indoor Air Quality Mr. Magazine stated that all test results have been received and Fire Station #3 is within normal limits. Mr. Magazine stated this would no longer be an item on the agenda. I. Safety Manual Review Mr. Magazine stated that the new Safety Manual was distributed to all members. However, he has received an additional request from the City Manager’s Office for inclusion in the Manual setting forth a policy regarding mandatory use of back support devices for sanitation and other employees who do physical labor, such as lifting. Mr. Magazine read this new addition, which will be included in the section “Safety Equipment” to the members for their review. 4 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA August 10, 1998 “The City provides Personal Back Support devices and directs their use as part of an overall Back Safety Program implemented at the department/division level. This Program shall be mandatory for those positions requiring routine and/or repetitive lifting or materials handling for weights of 25 pounds or greater. “ Mr. Magazine stated that Mr. Bobich furnished him with back safety program information and this will be put on the share data file in the safety folder for anyone who wishes to access this information to develop a back safety program. Mr. Magazine stressed that if a back belt is worn properly and used properly it will make the person wearing the belt bend the proper way, it does not make the person wearing the belt any stronger. Each department where lifting is involved, must have in place a documented back safety program which would include, films, training and the belts themselves. The information that will be input into the share data drive will instruct departments on how to implement this program. Assistant Fire Marshal Borden stated that several years ago the Fire Department tried to implement a mandatory back belt policy and it never came to fruition. Mr. Magazine inquired if the Fire Department wanted to request a special exemption to this requirement? Assistant Fire Marshal Borden stated he would bring this issue up at his staff meeting for consideration. Discussion ensued on who should be required to wear back belts. Assistant Fire Marshal Borden inquired if an employee is required to wear the belt, but is not wearing a belt and receives a back injury, that injury is considered preventable. Mr. Magazine stated that if an employee loses time off because of this back injury, his wages would be reduced by 25%. It was noted that on the back of the “does not prevent back injuries safety belts state ”. Ms. Tierney inquired about a worker in her office that is receiving workmen’s comp and continues to lift. Mr. Frazier confirmed this fact since he often delivers heavy items to Ms. Tierney’s office and has seen this employee lifting heavy items. Mr. Magazine stated that the department head should be made aware of this situation. Ms. Tierney stated that the employee has been instructed not to do any lifting, but continues to do so on his own. Mr. Art Lee stated that the employee should receive disciplinary action, since he is performing work that he was told not to perform. Chairman Rumpf inquired if any member had any questions on the new addition to the Safety Manual? Mr. Frazier suggested that all departments that implement a back belt program should have the employees sign a statement to the effect that they have been advised that they are required to wear a back belt in performance of their jobs. Mr. Magazine stated this would be the responsibility of the Safety Coordinator when the 5 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA August 10, 1998 training takes place. Mr. Collin raised the question of employees who cannot read the English language? Mr. Magazine stated it is the responsibility of the supervisor to make sure that each and every employee understands what is in the safety manual. Mr. Magazine stated that the safety manual would not be translated into Spanish or Creole. Mr. Art Lee stated there are employees in the City that could assist with the language translation. Chairman Rumpf asked for a motion to accept the Safety Manual as presented to this Committee. Motion Assistant Fire Marshal moved that the Safety Manual as presented to this Committee be accepted as written. Motion seconded by Bill Coup. Motion unanimously carried. J. Utility Drop Box & Traffic Flow, City Hall Mr. Magazine stated he has been in communication with Mr. Hawkins, the City’s Manager of Support Services regarding one-way traffic in the City Hall parking lot and the location of the utility drop box. This is under review. K. City Hall Main Entrance Accessibility Mr. Magazine informed members that he is still researching the ADA accessibility issue and that he has the requirements for the door. He has not had an opportunity to take the measurements at this point in time. After the measurements have been determined, it will be easier to decide on a solution to the ADA accessibility issue. The question was raised whether this is an issue that should be addressed by this Committee? Chairman Rumpf stated it is perceived that the Safety Committee is responsible for implementing ADA compliance. L. Oceanfront Park Lighting Chairman Rumpf stated initially there was a lack of lighting, which seems to have been corrected. Mr. Majors stated that the lights have been shielded due to the concern for the turtles. This is a temporary situation and that in the future different lighting will be installed or some other permanent solution will be in place. This was done in response to an Ocean Ridge Ordinance, as well as a Department of Natural Resource Order. Mr. Collin stated the department received an order to shield the lights around the bathrooms, the snack bar and the lifeguard headquarters’ building. Also, in the lower parking lot shields were placed around the high lights. Mr. Collin stated this in effect 6 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA August 10, 1998 has created another safety issue as the light now shines straight down instead of lighting the area. Also, Mr. Collin stated the lights need to be replaced, since they cannot be serviced due to the corrosion from the salt air. Chairman Rumpf stated that it should be determined that the lot conforms to this City’s regulations. Mr. Collin stated it is impossible to take the fixtures apart to replace the bulbs. Mr. Collins questioned what would happen when the shrubbery grows to such a point that it blocks the lighting, this is an additional problem that needs to be addressed. Chairman Rumpf stated that the parking lot should be checked at night with a meter to determine if the lighting meets the City’s requirements. Mr. Majors stated he would check on this situation. Chairman Rumpf inquired what hours the beach was kept open and when the lights are turned on. The beach guard attendant is present until 5:00 p.m., but after that time anyone has access to the beach. Discussion ensued on whether the beach should be closed at a certain hour. Mr. Majors stated he would ask George Evans to attend the next meeting, who is better informed to address these issues. Chairman Rumpf inquired if the lighting standards have been met as far as total shielding. Mr. Collin stated that two parking lot lights have been replaced, but have not been shielded to date. VI. NEW BUSINESS A. Safety Committee APM Mr. Magazine stated that all members have been furnished with a copy of the new APM and that a great many changes are included. Mr. Magazine stated he has now included the Human Resources Department as a regular member as opposed to an”ex-officio member”. Mr. Magazine reviewed the changes with the committee. It has been discussed that the ARB (Accident Review Board) would be changed to IRB (Incident Review Board). Chairman Rumpf inquired if any one had any comments or questions. Mark Bobich suggested that “coordinators would be appointed” should be changed to “designated” or “approved”. Mr. Bobich pointed out that State guidelines stated that the coordinator is voluntary and “appointed” does not imply “voluntary”. Mr. Collin stated he did not receive a copy of the APM since he does not have e-mail access. Also, Assistant Fire Marshal Borden stated he has not had an opportunity to review the APM. Mr. Magazine stated that for those members who do not have e-mail, he has been sending it to other department members for forwarding. 7 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA August 10, 1998 ELECTION OF CHAIRPERSON AND VICE CHAIRPERSON Mr. Magazine stated the election of a Chairperson and Vice Chairperson, each for a two-year term, will be coming up. After the term of the Chairperson expires, the Vice- Chairperson becomes Chairperson; this has been the policy in the past and the election is held in September. Mr. Magazine inquired if a committee should be formed for the sole purpose of nominating persons to fill those two positions? The question arose if a nominating committee was necessary. The policy has always been that the nominating committee would present names for election at the September meeting. Chairman Rumpf stated that it would be best to follow the policy in place. Wally Majors and Assistant Fire Marshal Borden volunteered to be the nominating committee to present names for the offices of Chairperson and Vice Chairperson at the September meeting. VIII. ANNOUNCEMENTS September 14, 1998 at 10:00 a.m. The date for the September meeting will be in the Fire/Police Training Room. IX. ADJOURNMENT Motion Mr. Magazine moved that the meeting adjourn. Motion seconded by Bob Lee. Meeting properly adjourned at 11:25 a.m. Respectfully submitted, _________________________ Barbara M. Madden Recording Secretary (two tapes) 8