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Minutes 11-16-98 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE FIRE/POLICE TRAINING ROOM, CITY HALL BOYNTON BEACH, FLORIDA MONDAY, NOVEMBER 16, 1998 AT 10:00 A.M. PRESENT Wally Majors, Chairman Recreation Mark Bobich Utilities Administration & EWTP Bob Borden Fire Rescue Chris Gamble Golf Course A. D. Henehan, Jr. Library Bob Lee Public Works Katie McCray Fire Rescue Dorothy Mack Human Resources Barbara Madden City Clerk’s Office Chuck Magazine, Vice Chair Risk Management Chris Mitchell Planning & Development Sharon Tierney ITS Norman Turner Parks ABSENT David Egnor Police Tony Frazier Finance/Warehouse Tom Fitzgerald Utilities WWTP Hugh McCaffreyCommunications I. CALL TO ORDER Chairman Majors called the meeting to order at 10:04 a.m. Assistant Fire Marshal Borden introduced his alternate, Ms. Katie McCray who was present at today’s meeting. Also, Chris Mitchell is the new alternate for Mike Rumpf and was present at the meeting also. II. ROLL CALL The Recording Secretary called the roll. A quorum was declared present. III. ACCEPTANCE OF MINUTES Chairman Majors asked if the members had an opportunity to review the minutes of the October 12, 1998 meeting and asked for approval of the minutes. MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA NOVEMBER 16, 1998 Motion Mr. Lee moved that the Minutes of the October 12, 1998 meeting be approved. Motion seconded by Mr. Bobich. Motion unanimously carried. IV. SAFETY COMMITTEE EDUCATION AND TRAINING PROGRAM Vice Chair Magazine stated there was no video for viewing today. V. OLD BUSINESS A. Fire Drills Chairman Majors asked Assistant Fire Marshal Borden to give an update on fire drills. Assistant Fire Marshal Borden stated the most recent fire drill was at the Civic Center and members were referred to the copy of the fire drill report included in the agenda packet. Assistant Fire Marshal Borden stated that he and Mr. Magazine conducted the fire drill. There were not a lot of people in the Civic Center during the drill. The report further states that the building is required to have a fire alarm system and it does not. Assistant Fire Marshall Borden stated that this situation has been known for a long time. The fire drill went well, but personnel neglected to call “911” in order that the fire department could respond. Assistant Fire Marshal Borden noted that the Civic Center can hold over 400 people and there is no fire alarm system in the building. Assistant Fire Marshal Borden stated that the Facilities Department is the responsible department and they have been aware of this situation for a long time. Vice Chairman Magazine stated that the Fire Department could go in and close the building down now and board the building up because there is no fire alarm system in the building. Assistant Fire Marshal Borden stated that the minimum requirement for the building is an audible intercom type system. Chairman Majors said when he meets with the Recreation leadership team he will bring this issue up in order to determine what should be done about the lack of a fire alarm system at the Civic Center. Chairman Majors will report back to this Committee at the next meeting. 2 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA NOVEMBER 16, 1998 B. City Hall Parking Garage & Parking Lot Vice Chair Magazine said the garage will be re-opened sometime this week and should be in use in a day or two. This will alleviate a lot of the parking problems that have been experienced around City Hall due to the closing of the garage. Mr. Magazine stated that the contract for the lighting for the parking lot was let out. There was discussion on the one-way traffic in the City Hall parking lot. It was noted that a great many people still enter the wrong way and do not read the signs. It was suggested that as people get accustomed to the new one-way direction, the confusion should subside. C. Safety Newsletter Not discussed D. “Proud to be a Safe Worker” Awards Chairman Majors stated that George Evans, the Lifeguard Captain for the City, was the first person to respond in aiding an adult bicyclist who had been hit by a car and was bleeding severely. The accident occurred at Woolbright and Seacrest. George is well trained in life saving methods and secured the area until help arrived. E. Departmental Inspections & Safety Meetings Vice Chair Magazine stated if departments are having safety meetings and inspections, he has not been getting copies of the reports. A record of the safety meetings and inspection reports will be given to the City Manager and City Commission at year’s end. Mr. Bobich noted that holding these meetings is part of the supervisor’s duties and should be included as part of the supervisor’s evaluation. Vice Chair Magazine stated that safety is the responsibility of every supervisor. If an employee is injured and the person states he was unaware of a situation, the burden falls on the supervisor. Vice Chair Magazine stated that people who work in offices can get hurt, just as well as employees out in the field. There is a lot of literature and videos available on ergonomics. Chairman Majors noted that some departments have never had a safety meeting or inspection. Vice Chair Magazine stated that the departmental team meetings should incorporate safety meetings. 3 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA NOVEMBER 16, 1998 F. Safe Driver Program 1. Defensive Driver Course Vice Chairman Magazine stated that approximately 320 people have completed the course and the City is being recognized by the local chapter of the National Safety Council for the work that is being done and they may be visiting Boynton Beach to view our program. Mr. Bobich noted that the registration forms for the safe driver course, which are on the shared drive, are the older registration forms. Vice Chair Magazine said he would update the forms. Vice Chair Magazine said he is still working with the Police Department and is still waiting for the certificates from the Police Department for any person who has completed the 55 Alive Program. Vice Chair Magazine asked Mr. Lee if the new Saturns being used by the COPs would be repaired at the City shop or by the dealer. Mr. Lee was unable to state whether his facilities would be repairing the leased vehicles and he has not seen the lease agreement. Mr. Lee stated there was supposed to be a maintenance agreement that provided that the vehicles would be sent out for routine service. However, Mr. Lee said his department would be placing lights on the vehicles and has also been requested to perform other work on the vehicles. 2. “A Safety First City” Stickers Nothing new to report. They will be ordered shortly. F. City Hall Main Entrance Accessibility Tabled G. Hazardous Communication Project Team Assistant Fire Marshal Borden stated that the only material he could locate on hazardous material within the Fire Department was in books. Mr. Bobich indicated he has a CD- ROM that contained 116,000 MSDS sheets and thinks there is a way this could be put into the City’s network for access. It was suggested that Assistant Fire Marshal Borden, Mr. Bobich and Ms. Tierney from ITS should meet to determine how the CD-ROM can be put into the City’s computer system. Assistant Fire Marshal Borden noted that all 4 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA NOVEMBER 16, 1998 employees have a “right to know” what chemicals they are working with and if this information were readily available on the City’s share data, it would meet this requirement. Assistant Fire Marshal Borden stated that in an emergency situation, Fire Rescue is supposed to have immediate access to any MSDS information. Assistant Fire Marshal Borden also thought there is a company working with the Police and Fire Department to develop improved software that would be available for emergency response, which would include hazardous materials. That is not in place yet and this information is supposed to be available through Communications. Vice Chair Magazine did not think Communications had any information on chemicals available. Norman Turner asked how the Fire Department determines what is inside a building that might be toxic. Assistant Fire Marshal Borden stated that every business must supply the Fire Department with the MSDS sheets as well as the quantity and location of all chemicals on their premises. Assistant Fire Marshal Borden stated that his Department had information on all City Departments through the warehouse and gets copies of the MSDS sheets from them. H. Incident Review Board Policy Review Vice Chair Magazine noted that the new policy was included in the packets and that it had been presented at the last meeting. The name has been changed from Accident Review Board to Incident Review Board. Assistant Fire Marshal Borden stated that the Police and Fire Departments have some concerns regarding the second sentence of Item 2 under “Authority” which states – “All incidents involving emergency responses will be reviewed by the IRB following the departmental review.” Vice Chair Magazine stated that when the Fire and Police Departments review an accident, they review the incidents based upon many factors including consideration of action against an employee. The IRB solely looks at an incident as being “preventable or non-preventable”. Also, Vice Chair Magazine asked if Facilities Management and Public Works Department would each be represented on the IRB or would only one person represent the entire department. Vice Chair Magazine noted that there are a significant number of accidents reported by Facilities. Mr. Lee suggested leaving Facilities on the membership list. Chairman Majors asked for a motion to approve the revised Administrative Policy for Risk Management as it relates to the establishment of an Incident Review Board as presented. 5 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA NOVEMBER 16, 1998 Motion Assistant Fire Marshal Borden moved to approve the revised Administrative Policy for Risk Management as it relates to the Incident Review Board, as presented. Motion seconded by Mr. Lee. Motion carried unanimously. VI. NEW BUSINESS A. South Florida Safety Fair Vice Chair Magazine stated the Fair had been previously scheduled but was cancelled due to Hurricane Georges. Five members from the Safety Committee will be attending-- Bob Lee, Mark Bobich, Bob Borden, Wally Majors and Chuck Magazine. Vice Chair Magazine asked if anyone else would be interested in attending, they are welcomed, as this would be a good fair to attend for anyone who purchases safety equipment. The Fair begins at 8:15 a.m. and there is a reception at 4:00 p.m. VII. ANNOUNCEMENTS A. Safety Council of Palm Beach County Chairman Majors noted there would be a one-day seminar presented on November 19, 1998 on Coaching the Lift Truck Operator and the flyer with the details is included in the agenda packet. Vice Chair Magazine informed members that the Safety Council’s video library is available on the share data drive. B. Fire Extinguisher Training Assistant Fire Marshal Borden stated that all employees received e-mail advising them th that there will be a fire extinguisher training on December 16 at 2:00 p.m. at Fire Station #3. Assistant Fire Marshal Borden stated if any department wished to have training for their entire department, they could call 742-6600 and make a date for the th training. However, anyone that wants to attend the December 16 training must register. C. Frequent Stop Stickers Mr. Bobich stated that Louise Foster, an employee at the East Water Plant, suggested that some vehicles at the department level should be allowed to display a sticker that states “this vehicle makes frequent stops”. Mr. Lee stated that this request must go through the City Manager’s Office since the City is in the process of changing many of 6 MEETING MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA NOVEMBER 16, 1998 its graphics and there are some divisions within Utilities that are designing new graphics. D. Safety Council Vice Chair Magazine received a letter from the local chapter of the Safety Council indicating that they will be holding their second annual safety awards and auction. They are in need of items to auction off. Vice Chair Magazine asked for donations of any safety items to include in a basket that is being assembled. The date has not been set as yet. Also, if anyone has any successful safety programs that they would like to nominate for an award, please advise Vice Chair Magazine. Last year the City received several awards. IX. Next Meeting Date: Monday, December 14, 1998 @10:00 a.m. X. ADJOURNMENT There being no further business, Chairman Majors asked for a motion to adjourn. Motion Vice Chair Magazine moved that the meeting adjourn. Motion seconded by Assistant Fire Marshal Borden. Meeting properly adjourned at 10:55 a.m. Respectfully submitted, _______________________________ Barbara M. Madden Recording Secretary (one tape) 7