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HomeMy WebLinkAboutDocumentation_Safety_Tab 03_03/29/2011 Safety Committee Meeting 357 Tequesta Drive Tequesta, FL 33469 Wednesday, December 15, 2010 Call to Order and 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, FL on Wednesday, December 15, 2010. The meeting was called to order at 10:04 AM by Merlene Reid. Present were Jim Weinand, Mark Spurgeon, Kathleen Worley, Derek Velez, John Kuper, Mike Sudell, Ben Heydlauff, Merlene Reid and, from the Gehring Group, Stuart Morgan. Approval of Agenda Merlene Reid asked for a motion to approve the agenda and Jim Weinand approved with Kathleen Worley seconding. Approval of Minutes Merlene Reid asked for a motion to approve the minutes from the last meeting and Mark Spurgeon approved with Mike Sudell seconding. Unfinished Business Merlene Reid started off the meeting by introducing Stuart Morgan with the Gehring Group. Merlene advised that Stuart would be talking with the group about the Village's Warkers Compensation claims later on in the meeting. Merlene Reid mentioned some unfinished business about parking lot striping at the Public Safety building. Merlene advised that she was turning the matter back over to the appropriate Department Heads in Public Safety and Public Works to coordinate the striping project. Merlene Reid stated that she had spoken to the Village Manager and Russell White in Public Works concerning the project. However, due to budget reasons, Russell White had not moved forward with the project. 1Vlerlene Reid felt that the coordination necessary on this project was outside the scope of her responsibilities. Presentation and Analysis of each Department's Safety Checklists Merlene Reid asked for the presentation and analyses of each department's safety checklist. Mark Spurgeon responded that everything was good in the Fire department. Kathleen Worley advised that she was still working on Parks and Recreation's safety checklist but that it would be done by the end of the month. Derek Velez advised that the Police department still needed the striping in the parking lot. Derek Velez also stated that the Police department had cleaned up the Sally Port and had Public Warks come over to remove mold from around the doors. Additionally, Derek Velez asked about whose responsibility it is to replace light bulbs in the Public Safety parking lot. Derek Velez went on to explain that Police Officers are having trouble backing into parking spaces because of the lack of lighting. Merlene Reid advised Derek Velez to contact Russell White to have the lights changed out. John Kuper said that he would mention it to Russell White when he goes back to the Public Warks building. John Kuper then advised that everything was okay with the Public Works facility. Mike Sudell stated that everything was fine at the Water Plant and that building construction was proceeding and that employees were staying out of the construction zone. Merlene Reid mentioned that the only thing she had noticed around the Administration building were some small ant piles which Nozzle Nolen was taking care of as part of the Village's contract with them. Analysis of workplace Accidents/Injuries Merlene Reid reported there were (2) injuries since the last safety committee meeting: one involved a Fire department employee bumping his head on some equipment and the second incident involved a Parks and Recreation employee being stuck with a needle that was in a trashcan. New $usiness Merlene Reid discussed the Village's biometric screenings with Cigna and that the Village would not qualify to participate in Cigna's plan because the Village did not have (70) people being screened. Merlene Reid advised Cigna would be looking at other options for small group programs. Further to the discussion, Merlene Reid stated that it was her intention to start a wellness program in 2011 which would consist of biometric screenings, evaluation of results, answering a Health Assessment Questionnaire form and offering employees a gym membership at reduced rates through LA Fitness. Merlene Reid then explained that Cigna offers free telephone seminars on various health topics on a monthly basis. Stuart Morgan explained that any personal health information that was gathered during biometric screens, tests, or from other health forms would be strictly confidential. Stuart Morgan went on to say that by offering wellness programs insurers are trying to keep health care costs low by promoting good health in their insured's. Merlene Reid shared she was part of a Blood Borne Pathogen Annual Policy Review which is a committee led by Paramedic Peter Allen that meets yearly in regards to this topic. Merlene Reid brought in minutes from that meeting where it was agreed that certain employees in Parks and Recreation would take Blood Bourne Pathogen training due to their possible exposure. Presentation and Analysis of Workers Compensation Claims for 2009 and 2010 Merlene Reid turned over the meeting to Stuart Morgan from the Gehring Group for an explanation and analysis of the Village's Workers Compensation claims. Stuart Morgan explained that Workers Compensation has to do with injuries on the job. Important points that were made included: • An explanation of claims from the past several years along with related costs such as reserve dollar amounts and actual dollar amounts attributable to claims. • An explanation of the Village's experience modification factor which is a calculation of risk that insurance companies use to calculate Workers Compensation premiums. Far example, a new municipality with no track record would earn a rating of 1.0. If an entity is safe and has a low loss ratio, the rating would drop below 1.0 which results in reduced insurance rates. If an entity experiences a high loss ratio, the rating would rise above 1.0 and result in increased insurance rates. Stuart Morgan stated that for years 2009 and 2010 the Village was rated at a 1.07. However, due to a low loss ratio this year, for years 2010 and 2011 the Village would be rated a.98. Stuart Margan added that insurers look at the last (3) years of claims to help determine an experience modification factor. • An explanation of specific areas where Workers Compensation claims are coming from. Categories included Angina, Strains, Sprains and Contusions. Going back to 2006, the predominant injures that occur at the Village were: 1. Strain type injuries 2. Cuts, punctures and scrapes 3. Falls, slips and trips • An explanation of what part of the body was most often injured: 1. Lc►wer back 2. Knees 3. Abdomen 4. Hands Stuart Morgan stated that with this information the Village is more informed and that employees need to be reminded to be careful and take precautions to be safe. By being safe, employees are saving the Village money. He answered some questions on whether or not an employee would be covered for Workers Compensation when traveling to training. It was explained that training could include employer provided training or training that was put on by a 3 rd party. Additionally, it was discussed that an employee could be traveling in their own car or a Village vehicle and be extended coverage. Stuart 1Vlorgan shared some of the questions that the insurance adjuster might ask to extend Workers Compensation coverage: - Did the employer arder that the employee attend training? - Did the employer provide the training? - Was the training hosted by the employer? - Did the employee receive pay for attending the training? - Did the training fall within work hours or within a normal day? - Did the employer dictate the time, place or manner in which the employee would get to training? - Did the employer have control over the employee while attending training? Stuart Morgan explained that if the training is documented and the employee stayed on course Workers Compensation coverage would be extended. However, if an employee decided to alter course or make other stops enroute to training, coverage would generally not be extended. Merlene Reid then stated there had been some confusion as it was thought that employees would only have coverage to training if they left directly from the Village. Stuart Morgan responded by saying as long as the training was sanctioned by the Village an employee would have coverage leaving from their home and going directly to training. Stuart Morgan further explained that having employees drive to the Village first and then drive to training would not always be feasible or cost efficient. Mike Sudell then stated that the Village will only reimburse the shortest amount of mileage thereby creating documenta.tion as to why an employee would drive directly from their home to a training class. Kathleen Worley asked about coverage when driving a personal vehicle on Village business between departments. Kathleen Worley wanted to know if it was recommended that employees always use a company vehicle. Merlene Reid advised that it was advisable to try and use a Village vehicle since it would be the Village's insurance tha.t would be responsible if an employee was in an accident. Stuart Morgan added fhat the Village is covered under "sovereign immunity" which limits the amount of money someone can sue the Village for. Mike Sudell asked about instances when a Village vehicle is not available. Merlene Reid responded that the Village understands a vehicle may not always be available and that is why mileage is paid at $.50 a mile. It helps to compensate an employee for all costs associated with driving their personal vehicle and not just for gas. Merlene Reid also stated that an employee should not be driving without a valid driver's license. Jay Kuper asked about coverage when driving a Village vehicle while on lunch. Stuart Morgan answered that lunch was part of an employee's scope of the day so coverage would be provided. Any other Business Merlene Reid asked if there was any other business to be covered which there was not. Merlene Reid then adjourned the meeting at 11:00 AM.