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Minutes 04-09-13 MINUTES OF THE SAFETY COMMITTEE MEETING HELD ON TUESDAY, APRIL 9, 2013, AT 9:00 A.M., CONFERENCE ROOM B, IN CITY HALL 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FL PRESENT: Mark Bobich, Chair Safety Administrator Mike Landress Fire Rescue Catherine Cherry, Secretary City Clerk Mike Dauta Finance Greg Hogart Fire Rescue Wally Majors Recreation and Parks Michael Naughton (arrived 9:04 a.m.) Library Bevis Pigott Public Works Mike Rumpf (arrived 9:06 a.m.) Planning and Development Barbara Scott Police Pat Sholos Human Resources Robert Sweeney ITS Pam Webb Risk Management ABSENT: Jeremy Davis /Eric Falstad Golf Course Gary Ezell Utilities Farah Persaud City Manager 1. Call to Order Chair Bobich called the meeting to order at 9:02 a.m. II. Roll Call Roll call was taken. A quorum was present. Ill. Acceptance of Minutes of March 12, 2013, regular meeting Motion Mr. Dauta moved to accept. Ms. Scott seconded the motion that unanimously passed. IV. Safety Committee Education & Training — td Chair Bobich had hoped to have streaming safety videos and access to them online. He explained there were some glitches that needed to be fixed, but he anticipated they should be online soon. When that occurred, there would be hundreds of training videos which would be very helpful to employees because the videos could be viewed via I Meeting Minutes Safety Committee Boynton Beach, FL April 9, 2013 (Mr. Naughton arrived.) desktop or projector. The online videos would also be more specialized than the videos viewed at the meetings. It was also noted Library staff could convert VHS presentations to DVDs. A three- minute video entitled It Only Takes a Second was viewed which entailed it also only takes a second to be safe. There was discussion DVDs and a variety of presentations were available for departmental safety meetings. V. Old Business A. Fire Drills Chair Bobich announced fire drills are tracked on the Shared Drive. On April 3rd, there was one in the East Wing in the gym due to a faulty smoke detector. They changed out the smoke detector head and all was fine. He agreed to include a more complete report at the next meeting. B. Proud to be a Safe Worker Awards None. C. Departmental Inspections & Safety Meetings Chair Bobich requested these be sent to him electronically as it frees up space and Human Resources staff was already scanning the documents. He tracks them and commented he and Ms. Webb want to attend these meetings, so departments should forward them their meeting times and dates. D. Incident Review Board Referrals There were no referrals although there was a meeting this afternoon. E. Drug Free Policy Statement (HR — Pat Sholos) — TABLED 10/12/2010 Risk Management would be working closely with Human Resources to review what is in place in surrounding cities. Boynton Beach has a policy and an Ordinance on the issue. It would be better not to have it as an Ordinance and just have a stand alone policy. In this manner, it would be easier to maintain and change. Chair Bobich mentioned Risk Management was merged with the Human Resources Department and the wall between the two departments would be removed. Additionally, the City is not hiring a Risk Manager. Ms. Webb was promoted to Risk Administrator and the restructuring will add two Human Resources Risk Assistants, with one of those positions filled by Ms. Altman. Human Resources will be involved in Risk Management 2 Meeting Minutes Safety Committee Boynton Beach, FL April 9, 2013 and visa versa. As to the chain of command, the go to person is Ms. Webb for Risk Management. She is handling Mr. Magazine's tasks and claims. She also commented there are departments that do not report incidents timely and she requested the members convey to their departments that all incidents need to be reported right away. F. Safety Manual Review The Manual is still in the City Manager's Office and would be signed soon. Chair Bobich explained the Administrative Policy Manual changes were still being worked on. G. Other VI. New Business A. Departmental Safety Issues None. B. Other The City won two Safety Council Awards. They reduced motor vehicle accidents by 8% while it increased the fleet size and they reduced its Workers Compensation Modification (Mod) Rate. The City did not have fewer Workers' Compensation Claims, but did have less serious claims due to the use of Personal Protective Equipment, training and safety. This equated to the City paying less money into Worker's Compensation. A rate of one is average. The City was at approximately .7 which was one of the lowest Mod rates the City has had since Ms. Webb has been with the City. VII. Announcements Chair Bobich explained the Committee has been contemplating changing its date and meeting times. Currently, the Committee was formalized in the Administrative Policy Manual and they may have to change the quorum requirements. Additionally, Mondays and Tuesdays are difficult days to meet. If changed, the APM would have to be changed. A suggestion was made to hold the meetings via conference call or video conferencing. Of the two, Chair Bobich preferred the video conferencing, since it saves time by members not having to travel to the meetings. Video conferencing was widely accepted for online learning at many colleges and other entities. Adobe has this capability and members can install a web cam on their computer. Chair Bobich agreed to check with ITS about the matter. 3 Meeting Minutes Safety Committee Boynton Beach, FL April 9, 2013 A. Other VIII. Next Meeting Date: Tuesday, May 14, 2013, 9:00 a.m. VIII. Adjournment Motion There being no further business, Mr. Naughton moved to adjourn. Mr. Landress seconded the motion that unanimously passed. The meeting was adjourned at 9:25 p.m. Catherine Cherry Recording Secretary 042913 4