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HomeMy WebLinkAboutMinutes_Safety_03/12/2008MINUTES SAFETY MEETING COMMITTEE 345 TEQUESTA DRIVE, TEQUESTA WEDNESDAY, MARCH 12, 2008 10:00 A.M. CALL TO ORDER AN D ROLL CALL The Village of Tequesta Safety Committee held a regular meeting in the Emergency Operations Center of the Public Safety Building, 357 Tequesta Drive, Tequesta, Florida, on Wednesday, March 12, 2008. The meeting was called to order at 10:00 a.m. A roll call was taken by Ms. Merlene Reid, Human Resources. Committee Members present were: Derek Velez, Ernest McGee, Mike Sudell, Charles Burnsed, Fire Chief James Weinand and Merlene Reid. Kathleen Worley arrived at 10:02. APPROVAL OF AGENDA MOTION: Committee Member McGee motioned to approve the agenda as submitted; seconded by Chief Weinand; motion carried unanimously. APPROVAL OF MINUTES MOTION: Committee Member Velez motioned to approve the December 13, 2007 minutes as submitted; seconded by Committee Member McGee, motioned carried unanimously. INTRODUCTION Ms. Merlene Reid, Human Resources Manager introduced guest Wayne Anderson, Safety Risk Control Consultant of the Florida League of Cities. Mr. Anderson wanted to make sure there was a safety program in place and that all facets of the safety program are administered. He briefly explained that reports of accidents must be investigated by a supervisor; all reporting forms should be completely filled out to prevent the accidents from reoccurring. Mr. Anderson stated that with a safety program in place there would be less chance of claims, more control of the severity of claims, and the avoidance of claims of negligence to protect Village of Tequesta. Mr. Anderson suggested proper procedures of reporting claims should be included with the creation of a safety handbook referencing rules, regulations and policies. He commented on the importance of making sure the safety manual had information pertaining to each specific department as the Public Safety departments might have different protocols than the other departments. Mr. Anderson also suggested monthly safety inspections and the use of a safety inspection reporting form of which he provided samples that could be revised to fit specific needs of each department and their facilities. Ms. Reid agreed with his suggestions. Mr. Anderson reiterated the importance of having protocols in place and that the employees should be an active part of the safety program to carry out the success of such a program. He also mentioned that as of February 01, 2008, the Village of Tequesta only had three claims with an 18% loss ratio. Safety Committee Meeting Minutes March 12, 2008 Page 2 UNFINISHED BUSINESS handbook/standardized incident report form Ms. Reid stated a draft of the safety policy was completed and must be sent to Council, all updated policies are sent to Council. She was adamant about receiving assistance from all departments and encouraged comments and ideas to fit the needs of each department. Ms. Reid asked for input on the best way to make sure each department was adequately accommodated for their portions of the safety handbook. Officer Derek Velez and Mr. Anderson commented on the need for the information in the safety handbook to be easy to understand and accessible to each employee. Mr. Anderson also had samples of safety handbooks and Ms. Reid agreed to send copies to each department for further review. Mr. Ernest McGee suggested employees should also be allowed to review the handbooks so they can make comments and suggestions pertaining to policies for their departments. Ms. Reid discussed the use of standardized incident report forms for each department. She suggested each department take any completed incident reports to the next scheduled safety meeting for review by the Safety Committee to receive feedback on the incident. Ms. Reid asked the committee members if their departments received copies of inspection reporting forms for their facilities. Officer Velez and Mr. McGee asked for clarification on the difference between the inspections reporting form and the incident reporting form. Officer Velez asked for samples of the inspection report. Mr. Anderson suggested it would be best for the fire department and police department to merge their safety inspection reports together since they are in the same building. Chief Weinand explained there was a difference in inspections currently in place for the fire department compared to what was on the sample forms. Mr. Anderson stated that the forms needed to be revised to be specific to each department and to include precise items to ensure the person completing the report will look for or examine that item. Ms. Kathleen Worley asked for clarification on how often the inspection reports should be done, if it should be done quarterly or more frequently. Mr. Anderson recommended they be completed monthly. For departments such as Parks and Recreation, Utilities, Police, and Fire inspection reports should be done either daily or weekly for hazard recognition. He also stressed the need for copies of incident and inspections report forms to be kept on file as they can be used in court if required. NEW BUSINESS Fire Drills Ms. Reid asked Chief Weinand if fire drills should be required. Chief Weinand explained fire drills are not required by code unless a building has over 500 occupants, but they can have a fire drill if it is desired. Ms. Reid asked for comments and suggestions from the other committee members. Chief Weinand stated that the code does require fire safety training. Ms. Reid stated use of fire extinguishers was an advisable item on the training list suggested changing it to required training. Mr. McGee asked if buildings that contain a lot of chemicals should have fire drills. Chief Weinand interjected even though code does not require it; a fire drill of some sort could be done for precautionary measures. Ms. Worley asked if the fire drill could be called something else. The committee unanimously agreed to call it an Safety Committee Meeting March 12, 2008 Page 3 "emergency evacuation drill" and to plan one for the near future. Chief Weinand was concerned about how to alert each building for an emergency evacuation drill, especially for a building that does not have an alert system. Mr. McGee suggested using email to notify supervisors of the building without alarms. Ms. Reid asked who would be in charge of the drill. Chief Weinand suggested the department head or supervisor of the building should be the one in charge because they would be able to control it. Ms. Reid asked for clarification on what other steps should be taken during an emergency evacuation drill. Mr. Anderson recommended departments designate someone to take a head count and check bathrooms to make sure the building is clear. Chief Weinand agreed to continue to work on a plan for an emergency evacuation drill. No other new business was presented. PRESENTATION AND ANALYSIS OF EACH DEPARTMENT'S SAFETY CHECKLIST Ms. Reid stated that the fire department did an inspection of Village Hall and referenced notes from the previous meeting in December 2007. Ms. Reid briefly listed the findings: items stored in the south computer/mechanical room are within 13 inches of the electrical panels, missing ceiling tiles in the north mechanical room, and office storage rooms that have self-closing mechanisms need to stay closed at all times. A re-inspection of Village Hall is scheduled for March 21, 2008. Ms. Reid discussed how future meetings would be carried out and stated there would a standing item on the agenda to discuss each department. She mentioned checklists should be kept in a file in each department for their own records, Human Resources does not need a copy of each report. IVIr. Anderson and Ms. Reid expressed the importance of each department having their own safety inspection checklists and the checklists should focus on grounds and facilities. Ms. Worley asked for clarification for who would be responsible for monitoring Tequesta Park, which was closed due to outdated equipment. Ms. Reid suggested to Ms. Worley to discuss the park with Greg Corbitt. Mr. Anderson explained that if someone sees a problem, regardless of what department maintains that item or area, it should be reported and taken care of and Ms. Reid agreed. Mr. Anderson also stated there is a safety grant reimbursement program; the Village of Tequesta can apply for the grant to receive up to $7,000 in reimbursement for safety materials and safety improvements and training. He explained that receipts/invoices dating back to October 1, 2007 for safety materials, improvements, or training can be submitted. Ms. Reid will email Mr. Anderson to receive more information on the safety grant. ANALYSIS OF WORKPLACE INJURIES December 13, 2007 -Present Ms. Reid referred to copies of injury incident forms, she discussed how Ms. Deanna Mayo fell due to an upturn rug in the lobby of Village Hall; she did not miss time from work. Ms. Reid mentioned Public Works has been asked to ensure the rug is not pushed up against the threshold of the door after cleaning. Safety Meeting Committee March 12, 2008 Page 4 Ms. Reid continued the discussion by moving on to an injury report submitted by Captain Charles Burnsed for Firefighter Jason Fawcett, who twisted his ankle during training and he did not miss time from work. Mr. Anderson suggested having a witness report added to submitted claims. He also mentioned that time lapse was critical and it would be beneficial to take pictures if possible. Ms. Reid stated both incidents were reported the next day. Mr. Anderson made a recommendation to add a new section to the reporting forms to include: "What has been done to make sure the incident does not happen again?" Ms. Reid commented on how some employees did not know how to call in claims, she indicated the revised forms will include notifying Human Resources immediately and will follow up with the incident. Captain Burnsed suggested Ms. Reid should send out aVillage-wide email explaining to employees that the time to report an injury is at the time it happens. Ms. Reid agreed to send the email and noted that department meetings must also discuss this topic. Mr. Anderson also stated that the Village needs to take note of any employee who might be complaining about work stations and to encourage taking breaks. Ms. Reid mentioned she has brought in an ergonomics expert as a proactive measure. ANY OTHER BUSINESS There was no additional business. ADJOURNMENT The meeting was adjourned at 11:15 a.m. Respectfully s mitted, Natasha Kendrick Recording Secretary