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Minutes 10-12-98 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE FIRE/POLICE TRAINING ROOM, CITY HALL BOYNTON BEACH, FLORIDA MONDAY, OCTOBER 12, 1998 AT 10:00 A.M. PRESENT Mark Bobich Utilities Administration & EWTP Bob Borden Fire Rescue David Egnor Police Tom Fitzgerald Utilities WWTP Tony Frazier Finance/Warehouse Chris Gamble Golf Course Barbara Madden City Clerk’s Office Chuck Magazine, Vice Chair Risk Management Hugh McCaffreyCommunications Sharon Tierney ITS ABSENT A. D. Henehan, Jr. Library Bob Lee Public Works Dorothy Mack Human Resources Wally Majors, ChairmanLeisure Services Michael Rumpf Planning Norman Turner Parks I. CALL TO ORDER Vice Chair Magazine informed members that Chairman Majors would not be attending today’s meeting. Vice Chair Magazine called the meeting to order at 10:03 a.m. II. ROLL CALL The Recording Secretary called the roll. A quorum was declared present. III. ACCEPTANCE OF MINUTES Vice Chair Magazine asked if there were any additions, deletions, or corrections to be made to the minutes of the September 14, 1998 meeting. MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA OCTOBER 12, 1998 Motion Mr. Bobich moved that the Minutes of the September 14, 1998 meeting be approved. Motion seconded by Assistant Fire Marshal Borden. Motion unanimously carried. IV. SAFETY COMMITTEE EDUCATION AND TRAINING PROGRAM – Video – Hazard Communication After reviewing the training video, discussion ensued regarding the availability of MSDS sheets. Vice Chair Magazine stated that whenever there is a contractor on site using chemicals, the MSDS sheet should be available for inspection. Vice Chair Magazine inquired if the warehouse maintained copies of all MSDS sheets for all supplies received at the warehouse. Mr. Frazier stated there is a large book, which contains the MSDS sheets, although Mr. Frazier was not certain how often the book was updated. Vice Chair Magazine stated it was possible to purchase computer programs that could maintain all MSDS sheets. Mr. Bobich stated his department has a Compact Disk that contains a listing of approximately 200,000 chemicals and the contents of their MSDS sheets. Assistant Fire Marshal Borden noted that Title 3 requires that the Fire Department be supplied with MSDS sheets. Assistant Fire Marshal Borden stated that the MSDS sheets really were not necessary and the Fire Department only had to know the name of the chemical. The Fire Department has a similar program as the one mentioned by Mr. Bobich. Discussion ensued if this information should be made available to all City departments through the network. Mark Bobich, Tony Frazier, Bob Borden and Sharon Tierney were requested to review the probability of a program that lists all chemicals being made could be available through the City’s computer network. It was requested that a report be given at the next meeting. V. OLD BUSINESS A. Fire Drills Assistant Fire Marshal Borden said there was nothing new to report. Sgt. Egnor stated that there was a recent bomb evacuation this past month at the Police Department and City Hall. Vice Chairman Magazine stated that this particular drill should go on record and asked Sgt. Egnor to give a detailed account of how this transpired. Sgt. Egnor stated that during a traffic stop, the driver of the vehicle was 2 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA OCTOBER 12, 1998 arrested for possession of marijuana and drug paraphernalia. During a search of the vehicle, the arresting officer discovered a “bong”. The arresting officer recognized the “bong” as an explosive device and brought it to the Police Department for disposal. The “bong” was placed in the booking area. Sgt. Egnor described the contents of the “bong.” In order to explode, the short fuse needed to be ignited. It was determined that the booking area should be evacuated and the Sheriff’s Department bomb squad was called, as well as the Fire Department. After calling the Fire Department to alert them that there was a small explosive device in the Police Department, the alarms in the Police Department and City Hall went off. Sgt. Egnor stated that police protocol was that the “bong” should have been left at the scene and the supervisor should have been called who would in turn have called the Sheriff’s bomb squad. This policy is set forth in Policy 542. Vice Chairman Magazine stated it was poor judgment on the part of the officer to transport an explosive device in a vehicle to the Police Department. Hugh McCaffrey also stated that the Communications Department should also have been notified. Unfortunately only one alarm was pulled on the east side of the building. No one notified the occupants of the West Wing to evacuate. 1. Facilities Fire Alarm Systems Vice Chairman Magazine referred members to the Memorandum from Bill DeBeck, Facilities Manager in their packets. Mr. DeBeck is still in the process of negotiating with a bidder for repairs to the alarm systems in Fire Station #3, the Pistol Range and Public th Works. The Library was to have been connected and tested by September 18 to ENTERGY’s Central Station. Assistant Fire Marshal Borden stated that during the fire drill that recently was held at the Library, the fire alarm system functioned properly, but there was a misunderstanding regarding the panel at the time of the drill. However, this alarm is not connected to any answering device. Vice Chairman Magazine stated there were no plans to install an alarm system in the Civic Center and inquired if the building was going to be replaced. Also, Vice Chairman Magazine noted that the Facilities Management budget for 1998/99 has funds to hire a consultant to begin designing a Citywide computerized, standardized fire alarm system, which would be funded in future budgets. Vice Chairman Magazine requested that Assistant Fire Marshal Borden confer with Mr. DeBeck to insure that the Fire Department is kept informed on the recommendations of the consultant. Assistant Fire Marshal Borden requested to go on record that for more than one year Facilities Management has been aware that the Civic Center’s minimum requirement of an intercom system to announce the need to evacuate in the event of an emergency is lacking. There is absolutely nothing in place to deal with this requirement. Vice Chair 3 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA OCTOBER 12, 1998 Magazine inquired when the last fire drill took place at the Civic Center. Assistant Fire Marshal Borden could not remember the last time a fire drill was held at the Civic Center. Also, Mr. Bobich stated that at the East Water Plant during the renovation of the buildings, there is no alarm system in place. Mr. Fitzgerald noted that although the West Water Plant has a working fire alarm system, the need still exists that the County be called. Assistant Fire Marshal Borden stated that during a recent fire drill at the Hester Center, everything appeared to be functioning and the drill went properly. Assistant Fire Marshal Borden stated that he and Mr. DeBeck met with two or three different companies that were planning to make a bid but the firms were concerned about the insurance liability. Vice Chair Magazine stated that these companies were requested to furnish $1 million in general liability insurance and if a company could not comply with this request, they would not be suitable to perform the work. Assistant Fire Marshal Borden stated he would follow through on the consultant issue with Mr. DeBeck. It was mentioned that there would be a new Senior Center opening in the spring that will be in need of an alarm system. Ms. Tierney noted that there are fire extinguishers throughout City Hall, but feels training should take place to educate employees on the proper use of the extinguishers. Most employees do not know how to operate a fire extinguisher. Assistant Fire Marshal Borden stated that in the past the Fire Department has given classes on the proper operation of fire extinguishers. This usually was done by request and classes were scheduled. Assistant Fire Marshal Borden stated that a memo could be circulated to all departments to set up training dates and times to educate employees on the proper use of fire extinguishers. Vice Chair Magazine stated he would include this information in the Safety Newsletter. Also, Assistant Fire Marshal Borden said he would prepare information for inclusion in the newsletter regarding what types of fire extinguishers should be used to extinguish what types of fires. “Fire Assistant Fire Marshal Borden noted that this past week was designated Prevention Week” and that the Fire Department sponsored a contest for fourth graders The theme of the contest was “Fire in the local schools to prepare a fire escape plan. Drills – the Great Escape”. A prize will be given to the winner. The winner will automatically be entered in a national contest. 4 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA OCTOBER 12, 1998 B. City Hall Parking Garage & Parking Lot Vice Chair Magazine stated that the lighting in the lower level of the garage has been greatly improved. The flooring is being repaired and should be completed within 60 days. The lighting in the City Hall parking lot has not been completed to date. C. Safety Newsletter The City of West Palm Beach’s Safety Newsletter is available for anyone who may want a copy. Vice Chair Magazine stated he is continually looking for articles for our Newsletter. D. “Proud to be a Safe Worker” Awards None to report. E. Departmental Inspections & Safety Meetings These were included in the agenda packet. Vice Chair Magazine stated that departments must perform safety inspections and copies of the minutes of monthly safety meetings must be sent to Risk Management. F. Safe Driver Program 1. Defensive Driver Course Vice Chair Magazine stated that the Fire Department would be taking the course again. The Police Department has not completed the course to date. Chief Gage informed Vice Chair Magazine that a majority of the COP’s have completed the “55 Alive Course” and he will be furnishing certificates evidencing this training. 2. “A Safety First City” Stickers Vice Chair Magazine will be placing an order for the stickers. G. Parking at EWTP Mr. Bobich presented a site plan for review by members showing the planned construction of the East Water Treatment Plant and pointed out various improvements that will be made. Mr. Bobich demonstrated on the plan where employees are currently 5 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA OCTOBER 12, 1998 parking and where they will park after completion of the construction. Mr. Bobich pointed out the south parking area will be paved for employee parking and proper drainage will be in place. Vice Chair Magazine pointed out the area at the Plant where it is planned that only City vehicles would be permitted to park, and employee vehicles will not be allowed in this area. Signs will be posted indicating access only by City vehicles. Vice Chairman Magazine requested the site plan be included with the minutes as a permanent record. H. City Hall Main Entrance Accessibility Vice Chairman Magazine will be taking measurements in the near future. VI. New Business Vice Chairman Magazine distributed the draft of the City’s Administrative Policy for the Incident Review Board (formerly the Accident Review Board). Vice Chairman Magazine noted there was one major change to the policy and members were referred to Item 2. (Authority), which states that “the IRB shall review incidents from all departments/division. All incidents involving emergency responses will be reviewed by the IRB following the departmental review.” Vice Chair Magazine stated the reasoning behind this policy is due to the inability of the Police Department furnishing Risk Management with a list of preventable or non-preventable incidents. Vice Chair Magazine gave examples of “non-preventable incidents” that the Fire Department filed with Risk Management, which in fact were “preventable”. Vice Chairman Magazine requested that members review the new policy for approval at the next Safety Committee Meeting. Vice Chairman Magazine informed members that when an incident is reviewed by the IRB, it is reviewed from a safety standpoint. Assistant Fire Marshal Borden questioned why an incident would be examined twice, first by the department and then by the IRB. Discussion followed on what incidents should be reviewed by departments and by the IRB. VII. ANNOUNCEMENTS A. Safety Council of Palm Beach County Members were referred to the programs being offered during the month of October, which was included in their agenda packets. B. Next Regularly Scheduled Meeting 6 MEETING MINUTES SAFETY COMMITTEE BOYNTON BEACH, FLORIDA OCTOBER 12, 1998 Monday, Please note that the next Regularly Scheduled Meeting will be th November 16, 1998 at 10:00 a.m. (not November 9). Mr. Bobich requested that he be notified of the rescheduling of the safety seminar that was cancelled during Hurricane Georges, which was being sponsored by a safety equipment company. Vice Chair Magazine stated as soon as he receives information on the rescheduling of this seminar, he will notify all members to determine who would be interested in attending. C. Other items Mr. Bobich stated that an employee became ill as a result of bleach being left in a toilet bowl. The fumes overcame the employee. It was recommended that Bob Lee be notified of the incident by e-mail. IX. ADJOURNMENT Motion Upon motion by David Egnor and seconded by Assistant Fire Marshal Borden, the meeting properly adjourned at 11:15 a.m. Respectfully submitted, __________________________ Barbara M. Madden Recording Secretary (one tape) 7