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Minutes 02-14-12 MINUTES OF THE SAFETY COMMITTEE MEETING HELD ON TUESDAY, FEBRUARY 14, 2012 AT 9:00 A.M. IN CITY HALL CONFERENCE ROOM B, BOYNTON BEACH, FLORIDA PRESENT: Mark Bobich, Chair Safety Administrator Ray Altman, Vice Chair Fire Rescue Catherine Cherry, Secretary City Clerk Chuck Magazine Risk Management Terri Owens ITS /GIS Mike Rumpf Development Barbara Scott Police /Code Compliance Sharon Vicki Public Works ABSENT: Mike Dauta Finance/Warehouse Jeremy Davis /Eric Falstad Golf Course Carisse LeJeune City Manager Dorothy Mack Human Resources Wally Majors/Tom Balfe Recreation & Parks Michael Naughton /Karen Abramson Library Bevis Pigott Utilities I. Call to Order Chair Bobich called the meeting to order at 9:01 a.m. II. Roll CaII Roll call was taken with the above members noted as present. 111. Acceptance of Minutes of December 13, 2011 regular meeting Motion Vice Chair Altman moved to approve the minutes. Ms. Scott seconded the motion that unanimously passed. 1 Meeting Minutes Safety Committee Boynton Beach, FL February 14, 2012 IV. Safety Committee Education & Training — tbd Chair Bobich distributed Incident Report forms and explained he had received calls from various departments looking for them. He offered to attend departmental meetings to review them, if needed. Some Coordinators had looked for the RM -200 Incident Report Forms for general areas which is used for the public. For employee incidents, Coordinators should use the RM- 102 blue Supervisor's Report of Incident form which contains more detail. The blue form was the form that was reviewed at the Incident Review Board (IRB) meetings. It was noted signing the form does not indicate an employee's agreement or disagreement, but not signing it would result in a note attached to the file. Another form, the blue RM -105 Incident Review Investigation form is used with the Supervisors Report of Incident. It contains the outline to investigate the incident. Sometimes police reports are supplied, as in vehicle accidents or if there is property damage. If a vehicle is involved, the employee should obtain the report number at the scene and Risk Management would obtain the report. The Proud to be a Safe Worker award was for individuals going above and beyond the requirements of the job. Alternatively, there is a safety counseling form. Chair Bobich explained the form was a training tool, not a disciplinary tool or a first counseling session. It does not go to Human Resources. It is used for instruction. Repeat occurrences of related safety issues could become disciplinary, but it does not become part of the disciplinary file. Chair Bobich explained employees and departments were requesting pocket cards. The cards were a reminder of who to call and what to do if there was an accident. Vehicle insurance cards were routinely available. It was noted some individuals use personal vehicles and a question was posed what would happen if they were involved in an accident on the way to a job or meeting in the performance of their duties. Mr. Magazine explained the City had no liability in such instances. Discussion followed some individuals are provided City vehicles for the performance of their duties, and others received a car allowance, part of which was to maintain a certain level of insurance. It was suggested the City's liability was inequitable towards those individuals who are not afforded either a vehicle or the car allowance, but are required to be off-site from time - to -time. Know Your Rights and Responsibilities If You Are Injured On The Job; Supervisors, What should you do if one of your employees is hurt on the job ?; and Safety Begins With You were all instructional pamphlets that were available. PowerPoint presentations were also available, particularly on completing the Incident Reports. Discussion followed the Incident Review Board (IRB) does not determine discipline, only if the incident was preventable or not. It was a subcommittee of the Safety Committee, which used to meet twice per month, but now meets once a month. 2 Meeting Minutes Safety Committee Boynton Beach, FL February 14, 2012 If there was an issue in a Department, Risk Management would provide information on it or conduct a class. V. Old Business A. Fire Drills None. B. Proud to be a Safe Worker Awards Mr. Magazine commented simply telling an employee they did a good job goes a long way. The compliment or appreciation expressed does not have to be a big deal, but many supervisors are quick to criticize and not congratulate someone on a job well done. C. Departmental Inspections & Safety Meetings Chair Bobich continues to make inspections around the City but relies on departments to conduct the inspections. He noted some inspections have slowed. If help was needed or forms needed to be modified, Risk Management would assist. Mr. Magazine also commented he planned to announce the results of the Department inspections, and Safety meeting attendance at the City Managers Leadership Team meeting. He explained the inspections were important from an insurance standpoint. D. Incident Review Board Referrals None E. Drug Free Policy Statement (HR — Pedro Escobar) — TABLED 10/12/2010 Mr. Magazine noted Human Resources was still working on this item and it would also include updating the City Code. F. Safety Footwear distribution update Chair Bobich explained to his knowledge, most individuals were happy with the safety shoes. There was one instance when one department wanted an employee to go to Ritz, while on the job, to be fitted for shoes /boots. As for employees who have a doctor's note indicating they cannot be fitted for the shoes, it would then become an issue for the department to determine what type of footwear to wear. G. Other None 3 Meeting Minutes Safety Committee Boynton Beach, FL February 14, 2012 VI. New Business A. Departmental Safety Issues Mike Rumpf followed up on an incident when a customer became ill in the Development Department and passed away. He explained there was no Automatic Electric Defibrillator (AED) in the building and training needed to be conducted Mr. Magazine commented that was a problem. If there was an AED, someone should be trained and know how to use it. Mr. Rumpf's understanding was an AED would be ordered and located on the first floor of the Development Building. There were a number of individuals who would be selected for training. Vice Chair Altman explained the AED training for City Employees was included in CPR training and done at the same time. He explained it would not be an issue for employees to take the training. Mr. Magazine inquired if there was a list of employees trained and qualified to use the AEDs in the various City facilities. Vice Chair Altman thought Mike Landress might have a list, but doubted one was compiled or current. Mr. Magazine acknowledged department heads were supposed to have a list and keep it current, but it had fallen by the wayside. There had been discussion about having AEDs in police vehicles, but there was no known progress to -date. Mr. Magazine thought each department should be queried and the Safety Coordinator bring an up -to -date list to the next meeting of who has current training in CPR and AED and if there is an AED in their facility. Mr. Magazine preferred to see several individuals from each department trained and eight to 10 individuals in City Hall trained. If more individuals were needed, more could be added. It was noted the Police were regularly trained in how to use AED. Mr. Magazine commented Risk Management would find a way to provide training free of charge. B. Other It was noted there had been one incident with a white powder involving the State's Attorney's office, the Palm Beach Airport and four other locations. Safe handling procedures are in place at the City level; however, the last time a suspicious powder was found in Delray Beach, the City was notified. A question was posed if a consistent policy was in place. Very brief discussion ensued the determinations are made by Homeland Security and then trickled down. Affected municipalities are notified as needed. VII. Announcements A. Other Vice Chair Altman announced there had been a county -wide training session for firefighters involved in high risk activities and there was not a single injury. This was the 4 Meeting Minutes Safety Committee Boynton Beach, FL February 14, 2012 City's second firefighting event. The first was held two years ago involving nearly 1,000 firefighters with no injuries. He noted this was nearly statistically impossible. VIII. Next Meeting Date: Tuesday, March 13, 2012, at 9:00 a.m. The members were wished a Happy Valentines Day. IX. Adjournment There being no further business to discuss, the meeting was properly adjourned at 9:40 a.m. : C LULU/ VI- L Catherine Cherry (I Recording Secretary 02/21/12 5