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Minutes 11-10-08 MINUTES OF THE SAFETY COMMITTEE REGULAR MEETING HELD ON MONDAY, NOVEMBER 10, 2008, AT 10:00 A.M. IN THE FIRE/POLICE TRAINING ROOM, BOYNTON BEACH, FLORIDA PRESENT: Mark Bobich, Chair Safety Administrator Ray Altman, Vice Chair Fire Rescue Catherine Cherry, Secretary City Clerk Chip Lanson Public Works Chuck Magazine Risk Management Chris Mitchell Development Barbara Scott Police Samantha Sidlower ITS/GIS ABSENT: Eric Falstad/Jeremy Davis Golf Course Michael Naughton/Karen Abramson Library Bevis Pigott/Gary Ezell Utilities Jody Rivers/Tom Balfe Recreation & Parks Maibet Rosado/Dorothy Mack Human Resources Pam Welsh/Carisse LeJeune City Manager Rodney Vicki/Julie Alibrandi Finance/Warehouse I. Call to Order The meeting was called to order at 10:03 a.m. II. Roll Call The Recording Secretary called the roll and determined a quorum was present. Chair Bobich advised Mr. Pigott advised he had a scheduling conflict. Also present at the meeting was Tim Large, Deputy Building Official. III. Acceptance of Minutes of 10/13/2008 regular meeting There was one change to the minutes, which was on page four under Fire Drills. There was discussion of the proper size flags used to flag motorists. The sentence should read, “He recommended getting specific information from to the Warehouse.” Motion Mr. Magazine moved approval of the minutes with the change. Ms. Scott seconded the motion that unanimously passed. 1 Meeting Minutes Safety Committee Boynton Beach, Florida November 10, 2008 IV. Safety Committee Education and Training Program – Safety Video There was no video shown. V. Old Business A. Fire Drills Vice Chair Altman reported emergency evacuation training was held by the Recreation and Parks Department at Oceanfront Park on October 28, 2008 and the Tennis Center on September 25, 2008. Fire extinguisher training also took place at the Arts Center on September 25, 2008, and at the Senior Center on September 16, 2008. There was training at the Civic Center on September 22, 2008; however, it was not specified whether the training was a fire drill or fire extinguisher training. On September 10, 2008, recreation transportation personnel had fire extinguisher training conducted by Jim MacIntyre, Fire Protection Engineer. Documentation of the events was provided to the Recording Secretary for inclusion with the file. Chair Bobich explained departments interested in receiving training should contact Jim MacIntyre. B. Proud to be a Safe Worker Awards Chair Bobich noted there was one award for an employee in the Utilities Department. The item; however, would be deferred to the next meeting. C. Departmental Inspections & Safety Meetings Chair Bobich suggested reviewing the spreadsheet on the shared drive to ensure departments are given proper credit for the meetings and inspections. D. Defensive Driver Course Mr. Magazine explained the classes were scheduled and departments have been notified. He requested employees be enrolled in the classes as needed. E. Incident Review Board Referrals None. F. Fire Alarm System in City Hall Complex – Status 2 Meeting Minutes Safety Committee Boynton Beach, Florida November 10, 2008 Chair Bobich suggested this item be removed from the agenda. He reported all systems were working. The panels were checked and the systems were functioning normally. G. Other VI. New Business A. Departmental Safety Issues 1. Development Dept., Building Division – Addition of Position #22232, Plan Review Analyst Senior, be added to the approved list for Safety Footwear allowance. Mr. Magazine explained the members should have received an email regarding the item and a copy of the classification specification. He advised the position does require going into the field, just as the Plan Review Analyst does. The only difference was the position was a senior level position. The Plan Review Analyst position was approved earlier for the safety footwear and the recommendation from Risk Management was to add the Plan Review Analyst Senior position. A motion was needed by the Committee to add the Plan Review Analyst Senior position to the master list. Mr. Magazine reiterated the allowance was given by position title, not individual name. If the position was covered by the Blue or White Collar Union, the allowance was included in their paycheck. If the position was not covered by the Union and was on the approved master list, reimbursement would be given via Form 121. Mr. Large commented the issue of management personnel such as the Building Official, the Chief Field Inspector and the Deputy Building Official and safety shoes arose. It was pointed out those individuals are required to visit construction sites in the aftermath of a hurricane. He inquired whether they were able to receive the allowance. Mr. Magazine responded that was a department decision. Employees deemed eligible for the allowance can be reimbursed up to $90 via Form 121. Chair Bobich explained in addition to the safety shoe purchases, the employees could purchase rubber boots with the steel toes from the Warehouse. Often with a storm situation the safety shoes become soaked. Mr. Magazine explained the Personal Protective Equipment Policy has an attachment which lists job duties and the personnel protective equipment needed. If the positions discussed are named on the list, it would indicate what safety footwear and other items were required. He reiterated the only employees who receive the allowance are the Union employees - anyone else receives reimbursement through Form 121. 3 Meeting Minutes Safety Committee Boynton Beach, Florida November 10, 2008 Motion Vice Chair Altman moved to approve the item. Mr. Magazine seconded the motion that unanimously passed. 2. CDL License holders in departments require physicals and random drug/alcohol testing. Check Position Descriptions. Mr. Magazine explained there were some issues raised by different departments about this item. The list the City used to determine who would receive the physicals and the random drug/alcohol testing for Commercial Drivers License holders was provided to Risk Management by the departments. If any departments needed to make changes, additions or deletions, the proper information needed to be provided to Risk Management. Departments should also carefully review the position descriptions. Recently, in the Utilities Department, the requirement to obtain a Commercial Drivers License was taken out of a position description because it was indicated the employees did not need it. Mr. Magazine explained that was fine, but the requirement needed to be added or deleted contingent on what those positions actually did. Mr. Magazine emphasized that if an individual was no longer going through the Commercial Drivers License program in the City, in an emergency, the employee would not be able to drive a Commercial vehicle for the City. The Commercial Driver’s License for use with City vehicles had to be handled through the City. Mr. Magazine requested the information be brought back to the departments. Anyone having questions should contact Mr. Magazine. Chair Bobich explained he has been visiting the departments and distributing the updated insurance cards to ensure they are put in the vehicles. It was recommended supervisors or department heads keep extra cards for department vehicles in case a situation arose and the card could not be found in the vehicle. Mr. Mitchell indicated the old card contained a recommendation indicating motor vehicle incidents should not be discussed with the other party. That information was not included on the new card. Mr. Magazine explained that was a mistake on the part of the insurance company and it would be corrected at some point in the future. Chair Bobich explained the City would be emailed the new card format and they would then distribute the cards. B. Other None. 4 Meeting Minutes Safety Committee Boynton Beach, Florida November 10, 2008 VII. Announcements Mr. Magazine explained, frequently, employees use email to send stories, issues or events to others that in most cases are not true and he suggested before forwarding this type of email, the information should be verified. A flyer listing three sites that could verify the information was distributed and requested to be posted. Some individuals believe the incorrect information and he stressed just because information appeared on the internet did not make it true. VIII. Next Meeting Date: Monday, December 8,2008,10:00 a.m. VIII. Adjournment There being no further business to discuss, the meeting properly adjourned at 10:21 a.m. QW1vuJ'fLL dLvLL~ Catherine Cherry 6 Recording Secretary 11/10/08 5