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Minutes 12-10-13 MINUTES OF THE SAFETY COMMITTEE MEETING HELD ON TUESDAY, DECEMBER 10, 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 Catherine Cherry, Secretary City Clerk Julie Alibrandi Finance Ed Herrmann Fire Rescue Michael Naughton Library Wally Majors Recreation and Parks Mike Rumpf Planning and Development Robert Sweeney ITS Beth Trachtenberg City Manager ABSENT: Art Brode /Dwight Saulter Public Works Jeremy Davis /Eric Falstad Golf Course Bevis Pigott Utilities Barbara Scott Police Pat Sholos Human Resources /Risk Management Pam Webb Human Resources /Risk Management I. Call to Order Chair Bobich called the meeting to order at 9:14 a.m. II. Roll Call The Minutes Specialist called the roll and determined a quorum was present. III. Acceptance of Minutes of 11/12/13 regular meeting There was one correction as follows: "Chair Bobich also went to a meeting attended by the new Area Director for the F tal ®reteGfien Agency Occupational Safety and Health Administration." Motion Mr. Naughton moved to approve the minutes with the correction. Mr. Sweeney seconded the motion that unanimously passed. Meeting Minutes Safety Committee Boynton Beach, Florida December 10, 2013 IV. Safety Committee Education & Training — tbd Chair Bobich had considered showing holiday safety bloopers. Several were online and he encouraged the members to take time to find and view them. He also announced another safety issue involving facility security. In particular, this involved locking doors as there have been incidents recently. Chair Bobich explained most of the doors are supposed to self -lock, but some are left unlocked, possibly to make it easier for staff to come and go. He requested if the doors are supposed to be locked, and it is in your control, they should stay locked. Both he and Ms. Cherry have found individuals in City Hall at times when City Hall is closed. He advised when this occurs, or if there is something suspicious, the Police Department should be contacted. This occurs off site as well. Ms. Cherry advised the former cleaning crew, some time ago, reported they found vagrants in the West Wing restroom washing up. Another instance occurred recently after an Education and Youth Advisory Board meeting. The meeting was over and the members left. She locked the Chamber doors, but the outside doors remained open during the meeting because the meeting must be open and accessible to the public. In the latter instance, a clean shaven man was in the lobby looking at the brochures and flyers. When approached, he admitted he did not come for the meeting. He was told City Hall was closed and had to leave. Fortunately he took some brochures and left. In the evenings, when City Hall is closed or there is a meeting, the lobby lights are dim; however, some individuals not interested in any meeting enter the building. It is known there are youth in the area hanging around and they are not all nice. The Public Art Manager, some time ago was walking from the Library to City Hall and saw individuals fighting. When she told them to stop, she was injured. Ms. Cherry thought sooner or later something would happen. She was aware there are cameras in the lobby, but did not know if they were monitored. The Police are available for the CRA and City Commission because they involve Commissioners, but there are other Boards that meet in the Chambers. She inquired if the panic buttons in Chambers have been tested recently and what procedures she should follow. After the meetings, the Clerk's Office is responsible to lock up and leave. Chair Bobich thought the Police Department should be involved. City Clerk Prainito had also advised that staff fairly routinely have a night meeting and cannot always get a parking spot closer to City Hall leaving them to walk to one of several parking lots alone. Additionally, many people have keys and enter Chambers from the Chamber doors, the Clerk's Office or the hallway by the Lobby Men's Room. Recently, a man trying to get to the Building Department was told to go down the hall and turn right. The individual went to the doors before Chambers, opened the hallway door which is always supposed to 2 Meeting Minutes Safety Committee Boynton Beach, Florida December 10, 2013 be locked and showed up in the Clerk's Office. It was an innocent happenstance, but it would not have happened if someone had not unlocked the door. There are many people with keys and a suggestion was made, that in spite of the cost, all access to internal offices be via swipe badges. While it may be more expensive, it may be less costly in the long run if someone is hurt. During City Commission and /or CRA meetings, there have been instances where members of the public get up and use the side door in Chambers thereby gaining access to the media room, Clerk's Office, electrical closet and Commissioners' Conference rooms. Chair Bobich agreed to follow -up with Ms. LeBlanc and put it on record that employees should ensure that doors are locked. Additional signage indicating Authorized Personnel Only may help. In the interim, if the circumstance happens again, it was suggested the police at the non - emergency number be contacted. There is a divider that comes from the ceiling that partitions the Lobby from the Chamber area, but it was never used. Chair Bobich will also follow up with the Police Department to ensure they know there have been instances recently. Improving exterior lighting at facilities and trimming tree canopies would help. Chair Bobich was aware there have been work orders submitted for such. Chair Bobich distributed a handout which was also available electronically entitled Driving Safety, Now and Always. At this time of year, many people take road trips and he pointed out most unintentional injuries are caused by driving accidents. They are the leading cause of death of American workers going to a meeting or a site. It is a concern, especially at this time of year. Another handout entitled Putting Safety in Gear when Backing was distributed. He commented the number one incident occurs when vehicles are stopped at a stop sign or traffic light. The next most common occurrence is when backing up. Chair Bobich emphasized it is important to take the time to inspect one's vehicle or if there is a blind spot to get out and check. Also at this time of year, people use microwaves and toaster ovens more frequently. There have been incidents in City Hall and other buildings when individuals use a toaster oven, walk away to take a call, and a fire starts. There are posters about fires and strokes in break rooms. V. Old Business A. Fire Drills There have been no recent fire drills. B. Proud to be a Safe Worker Awards 3 Meeting Minutes Safety Committee Boynton Beach, Florida December 10, 2013 None. C. Departmental Inspections & Safety Meetings Chair Bobich receives these electronically. It was noted the Kalwall ceiling over the lobby stairwell is still leaking and the warranty is up. It was known Facilities was trying to patch the ceiling. D. Incident Review Board Referrals None. E. Drug Free Policy Statement (HR /RM — Mark Bobich /Pam Webb) — TABLED 10/12/2010 This item was still tabled. Staff was waiting to move forward with the policy early next year and change the Ordinance. It was noted the policy was intended to be a stand- alone policy. F. Safety Manual Review Chair Bobich also hoped to move forward with the Manual early next year and have associated Administrative Policy Manual changes approved as well. G. Other None. VI. New Business A. Departmental Safety Issues These were discussed earlier in the meeting. B. Other There was brief discussion about distraction thefts that occur, especially during the holidays. Do not leave anything in the car, and take purses with you when filling up at the gas station. Sometimes there are two or more people causing the distraction. Children are off from school and there are less hours of daylight at this time of year. VII. Announcements Chair Bobich wished all a Happy Holiday Season and reminded all to drive safely. 4 Meeting Minutes Safety Committee Boynton Beach, Florida December 10, 2013 A. Other Next year, Chair Bobich will be focusing more on watching out for each other, based on the comments made by the OSHA Director. He will also bring in safety bloopers to view. VIII. Next Meeting Date: Tuesday, January 14, 2013, 9:00 a.m. I. Adjournment Motion There being no further business to discuss, Mr. Majors moved to adjourn. Mr. Sweeney seconded the motion that unanimously passed. The meeting was adjourned at 9:40 p.m. Catherine Cherry Minutes Specialist 931239 5