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Minutes 12-08-97 MINUTES OF THE SAFETY COMMITTEE MEETING HELD IN THE POLICE/FIRE TRAINING ROOM, CITY HALL, BOYNTON BEACH, FLORIDA, ON MONDAY, DECMEBER 8, 1997, AT 10:00 A.M. PRESENT Mike Rumpf, Chairman - Planning Ken Hall, Vice Chairman - Development Eve Eubanks - City Clerk’s Office Hugh McCaffrey - Communications Michael Collin - Facilities Bob Borden - Fire Rescue John Wildner - Parks David Egnor - Police Wally Majors - Recreation Mark Bobich - Utilities Administration Tom Fitzgerald - Utilities WWTP Arthur Lee - Ex Officio Member ABSENT Bill Atkins - Finance Chris Gamble - Golf Course A. D. Henehan, Jr. - Library Mark Lips - Public Works Chuck Magazine - Risk Management Melvin Pinkney - Utilities EWTP 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. Mr. Lee was not yet present. Chairman Rumpf advised that Mr. Magazine had another meeting to attend. III. ACCEPTANCE OF MINUTES No additions, deletions, or corrections were made to the minutes of the last meeting. MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA DECEMBER 8, 1997 Motion Mr. McCaffrey moved to approve the minutes of the November 10, 1997 meeting as submitted. Vice Chairman Hall seconded the motion, which carried unanimously. IV. SAFETY COMMITTEE EDUCATION AND TRAINING PROGRAM: Video – “Ergonomics” Chairman Rumpf showed the above video and advised that it is available from the video library in Risk Management. V. OLD BUSINESS A. Fire Drills A report was provided with the agenda. Mr. Borden advised that the last fire drill at the West Wing went well. However, the fire alarm system failed to work. The report contained recommendations that the alarm system be repaired and that some additional horns and smoke detectors be added. Mr. Collin indicated that the fire alarm system has already been repaired. Mr. Borden advised that as the fire drills continue throughout the City, we will have a better idea of what we need to do to improve the system. He advised that personnel are reacting well to the drills. There will soon be another fire drill somewhere in the City. Mr. McCaffrey noticed that it took 3 minutes and 20 seconds for personnel to evacuate. He wondered how long it took before people could go back into the building and asked Mr. Borden to include a total evacuation time in his future reports. Mr. Bobich inquired about use of the elevator during a fire. Mr. Borden advised that if the system works properly, when the fire alarm is sounded, the elevator is supposed to go to the first floor and stay there. Vice Chairman Hall inquired about using the fire extinguishers. Mr. Borden advised that extinguishers are for small fires only. If there is a fire, your first thought should be to exit the building and call 9-911. Mr. Borden advised that the National Fire Protection Association Standard recommends certificated systems; however, this will require funding. He further advised that for the past few years, the Fire Department has recommended that 2 MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA DECEMBER 8, 1997 the system be certificated and Bill DeBeck had been asked to look into the costs. In addition, the City was looking at what could be done to certify one of the City employees to be able to certificate a system. Chairman Rumpf wondered if there would be cost benefits and an impact on insurance associated with a certificated system. Mr. Collin spoke of the benefits of having a City employee certified to certificate a system, including the money the City would save on smoke detectors and batteries. B. Accident Review Board Referral 1. Parking Garage Basement Lighting th Mr. Magazine sent a memo to Mr. DeBeck on November 25 asking him for an update. C. Parking Garage Flooring (i.e. very slippery when wet) th Mr. Magazine sent a memo to Mr. DeBeck on November 25 asking him for an update. D. Safety Newsletter Mr. Magazine was not present to address this item. At this time, Mr. Lee arrived. E. Stop Signs Vice Chairman Hall stated that when an accident involves a stop sign, such as when a stop sign is covered by a branch, the City could have to pay out large damages. Mr. Wildner advised that when the Parks Department receives calls regarding stop signs being covered by branches, or when his crew notices that, they clip them. However, there is no systematic program where they drive around looking for them. They even clip the ones on county and state roads for the sake of expediency. Vice Chairman Hall stated that the City does not have a program, policy, or procedure to establish the warrants to install stop signs, replace them, or relocate them. He also stated that many stop signs are being used to control speed. 3 MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA DECEMBER 8, 1997 Mr. Collin pointed out that the Police Department is the only department that covers all the streets throughout the City on a routine basis. Vice Chairman Hall added that Public Works and Utilities do also. He suggested that the City Manager’s Office implement a program and asked these employees to call a certain number if they notice a problem with any stop signs. He would like to establish a procedure or policy so that if there is an accident, the City would be protected in terms of how they established justification for the stop signs. He pointed out that the City had stop signs in one direction for 20 years and has now reversed them. There is also a problem with four way stop signs where people just tap their brakes and go through. He referred to former City Engineer William Hukill’s memo to former City Manager Carrie Parker regarding formalizing how traffic control/calming requests should be processed. He suggested sending a memo to City Manager Kerry Willis about setting a policy as far as installation and relocation of stop signs. Mr. McCaffrey felt this was a Department of Development issue and pointed out that the Safety Committee does not get involved in placement of stop signs. He suggested that the Director of Development send a memo to the City Manager. Ofc. Egnor suggested sending a memo to the department heads asking all City employees to report any problems with stop signs. At this time, Mr. Borden left the meeting. Discussion ensued regarding whether an obscured stop sign is` a maintenance issue or a safety issue. Mr. McCaffrey stated that the warrants and justification issues are policy issues. The City Commission and the City Manager set policy, not the Safety Committee. However, maintenance is not a policy issue. Mr. Wildner suggested that Vice Chairman Hall write a memo to the Director of Development suggesting that he forward a recommendation to the City Manager. Mr. McCaffrey suggested he send the memo to the City Manager through the department head. F. Office Security at City Hall Ofc. Egnor advised that he is going to contact Debbie Lytle and Janet Prainito regarding their exact concerns and the areas they are concerned about. He pointed out that it will take weeks to do a security survey on the City Hall 4 MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA DECEMBER 8, 1997 complex. He suggested arranging to talk to the employees for about half an hour regarding personal safety and security. Chairman Rumpf advised that we also have to address certain areas such as the kitchen, the extremities, and the doors. G. “Proud to be a Safe Worker” Awards Mr. Majors advised that a staff person successfully performed the Heimlich maneuver on his wife and wished to thank Fire Rescue for training him to do this. H. Inspections The agenda packet contained Mr. Bobich’s report on the inspection of the Utilities Department trailers. I. Safe Driver Program 1. Defensive Driver Course No one present had any information on this item; therefore, it was tabled. 2. “A Safety First City” Stickers No one present had any information on this item; therefore, it was tabled. VI. NEW BUSINESS A. Caterpillar Safety Notice Attached to the agenda was a copy of Mr. Magazine’s memo to Utilities Administration and Public Works regarding the electrical grounding on 416C, 426C and 436C Backhoe Loaders. Mr. Bobich advised that he contacted the crews who use this equipment so that the problem could be corrected. B. Lighting in City Hall Parking Lot Vice Chairman Hall stated that the lighting in the City Hall parking lot is poor. The trees have grown so large that the canopy shades all the light from the parking lot. He feared the trees would be ruined if they are trimmed and suggested lowering the lights below the canopies. Ofc. Egnor agreed. He pointed out that when the lighting is high, instead of lighting the ground, it lights up the sky. 5 MINUTES SAFETY COMMITTEE MEETING BOYNTON BEACH, FLORIDA DECEMBER 8, 1997 Mr. Wildner advised that the trend on tree trimming is to leave the major limbs and limb up underneath them so that the tree grows taller and is open in the center. It is possible that as these trees get higher and we limb them up enough through the center that the light will start to shine through again. Chairman Rumpf pointed out that this could take five to ten years. Mr. Wildner and Facilities were requested to investigate this matter and report back at the next meeting. C. Safety Committee Meeting Day and Time Chairman Rumpf advised that the library cannot send a representative to these meetings on Monday mornings. Discussion ensued regarding changing the meeting day and time. However, it was pointed out that whatever the meeting day and time, there will always be someone who will be unable to attend. VII. ANNOUNCEMENTS A. Safety Council of Palm Beach County, Inc. A flyer from the Safety Council was attached to the agenda. Mr. Borden left a three-page memo regarding holiday safety. VIII. ADJOURNMENT There being no further business to come before this committee, the meeting was adjourned at 11:15 a.m. IX. NEXT MEETING DATE: MONDAY, JANUARY 12, 1998, 10:00 A.M. Eve Eubanks Review by: ___________________________ Recording Secretary Chairman (Two Tapes) 6