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HomeMy WebLinkAboutMinutes_Safety_08/27/1996 c y� `�� VIL,L,AGE UF T"E(�tT��`�'A � ; , , Pos� OfGce Box 3273 • 357 Tequesta Drive �' Tequesta, F7orida 33469 -07_73 �(407) 5'; 5� 620� ' � 3 ` Fax: (407) 57_5-6203 > a � � - o A 4 f ��H COUN VILLAGE 4F TEQUESTA SAFETY COMMITTEE MEETING MINUTES AUGUST 27, 1996 I. CALL TO ORDER AND ROLL CALL The Tequesta Safety Committee held its second meeting at the Village Hall, 357 Tequesta Drive, Tequesta, Florida, on Tuesday, August 27, 1996. The meeting was called to order at 3:06 P.M. by Acting Chairman Tom Hall, Water System Manager. Committeemembers present were: William Al1en, Archie Garrett, Joanne McCabe, Fire Chief James Weinand, Police Chief Stephen Allison, and Public Works Director Gary Preston. Village Clerk Joann Manganiello arrived at 3:10 P.M. Absent from the meeting were Bob Pieris and Code Enforcement Officer Dave Davis. II. APPROVAL OF AGENDA Chief Allison requested addition under Any Other Matters of a discussion of a program being offered by a local doctor to reduce Workers Compensation insurance premiums. Acting Chairman Hall stated his preference to limit the Safety Committee meetings to one hour so that employees who were scheduled to leave work at 4 P.M. would not have to stay later, with which the other Committeemembers concurred. James Weinand made a motion to accept the agenda as amended. Motion was seconded by Gary Preston. The vote on the motion was: Tom Hall - for William A11en - for Stephen A1lison - for Archie Garrett - for Joann Manganiello - for i��������r��,t i�������,. Safet� Committee Meeting Minutes August 27, 1996 Page 2 Joanne McCabe - for Gary Preston - for James Weinand - for The motion was therefore passed and adopted and the Agenda was approved as amended. III. APPROVAL OF PREVIOUS MEETING MINUTES James Weinand made a motion to approve the minutes of the July 22, 1996 meeting as submitted. Motion was seeonded by William A11en. The vote on the motion was: Tom Ha11 - for William A11en - for Stephen Allison - for Archie Garrett - for Joann Manganiello - for Joanne McCabe - for Gary Preston - for James Weinand - for The motion was therefore passed and adogted and the minutes were approved as submitted. I�. OLD BUSINESS A) Elect a Chai�man and Co-Chairman Gary Preston made a motion that Tom Hall be Chairman of the Safety Committee. Motion was seconded by James Weinand. The vote on the mation was: Tom Ha11 - for William Allen - for 5tephen Allison - for Archie Garrett - for Joann Manganiello - for Joanne MeCabe - for Safety Committee Meeting Minute�s August 27, 1996 Page 3 ---------------- Gary Preston - for James Weinand - for The motion was therefore passed anct adopted Joann Manganiello suqgested that the Co-Chair should not be a Department Head, with which other Con�mitteemembers expressed agreement. James Weinand made a motion that Joanne McCabe be Co- Chair of the Safety Committee. Joann Manganiello seconded the motion. Joanne McCabe deelined the position, and stated that there were not many safety prablems in her small area. Mr. Weinand commented that the rale of the Chairman and Co-Chair would be to hold meetings rather than to conduct inspections, to which Chair�an Hall responded that would be true initially but that later there would be a need for a person to be in charge of all activities, wh'sch should be discussed; however, the duties of the Co-Chair would be to fill in during absences of the Chaa.rman and to assist the Chairman. Mr. Hall nominated Bill Al1en to be Co-chair; however, Mr. Allen declined. After discussion, Ms. McCabe stated she would accept the nomination. � The vote on the motion was: Tom Hall - for William A11en - for Stephen Allison - for Archie Garrett - for Joann Manganiello - for Joanne McCabe - for Gary Preston - for James Weinand - for The motion was therefore passed and adopted. B) Discuss a Mission �tatement Chairman Hall reviewed the mission statement from the Safety Committee Meeting Minutes August 27, 1996 Page 4 last meeting which had been modified to include wording suggested by James Weinand and which had been reduced to one sentence. Mr. Weinand distributed a handout of another suggested mi5sion sta�ement containing language regarding training and also that all employees were responsible no ma�ter what their position. Discussion ensued. I't was the consensus of the Committee that the shorter mission statement would be more easily understood by a larger number of people, and that the additianal ideas in Mr. Weinand's pxoposed mission statement could possibly be incorporated into a preface for a safety manual. Chairman Hall read the proposed mission statement into the record: To constructively assist the VilZage and its employees in making the workpiace a safer and more healthful environment. Joann Manganiello made a motion to adopt the mission statement as stated. Motion was seconded by Gary Preston. The v�ote on the motion was: Tom Hall - for William Allen - for Stephen Allison - for Archie Garrett - for Joann Manganiello - for Joanne McCabe - for Gary Preston - for James Weinand - for The motios was therefore passed and adopted. C) Create a Village Safety Policy {Generalized) Chairman Ha11 explained that the Safety Policy should be generalized to fit all departments and should not be site specific. Joann Manganiello reported that she had provided copies of the applicable State Statutes and Florida Adininistrative Code, and that calls had been made to neighboring municipalities Jupiter, Juno Beach, North Pa1m Beach, Palm Beach Garden�, and Lake Park requesting Safe�y Cornmittee Meeting Minutes August 27, 1996 Page 5 ---------------- any safety information which they had adopted. Information had been received from Jupite�, Lak� Park, and Juno Beach. It was decided to defer discussion af this item 'to the next meeting to give the Committeememb�rs an opportunity to read the materials. Ms. Manganiello cQmmented that she had made copies for distribution, and it was agreed that any further material which might be received from the other municipalities would be forwarded to all members of the Comznittee at time of receipt so that they could be included in the discussion at the next meeting. Gary Preston ma.de a motion that Joann Manganiello provide the info�tion received to all members of the Committee and that discussion of Agenda Item IiT iC) Create a Villaqe Safety Policy (Generalized) be deferred to the next meeting. Motion was seconded by James Weinand. The vote on the motian was: Torn Hall - for William Allen - for Stephen Allison - for Archie Garrett - for Joann Manganiello - for Joanne McCabe - for Gar� Preston - for James Weinand - for The motion was therefo�e passed and adopted. D� Duties and Functions of the Committee (Committee Discussion) Chairman Hall explained that he had obtain�d answers to the five questions raised at the last meeting from Julie Zile of RI5C4RP. 1) Should First Call be notified for everything? {Minor injuries not treated: scratches, bruises, etc . ) First aid injuries such as scratches and bruises Safety Committee Meeting Minutes August 2'7, 1996 Page 6 ---------------- need not be reported; however, far each and every incident a Supervisor Report should be filled out for the record a�d filed. 2. When shauld First Call be telephoned versus written documentation? Always provide wra.tten documentation. Untreated items such as pulled muscl.es, sprained knees, sore back, etc., should be called in by the sup�rvisor, who should say that the item is not for treatment but to be reported. Supervisor's Report should be used for every incident, reportable or not. Nlr. Weinand questioned whether any problems would arise from documenting an incident but not reporting because it did not seem treatable at the time, but became serious later, to which Chairman Hali responded that the�e would be no problems. 3. Does Workers Compensati.on have a reporting time? Yes, three months. The injured party's would be responsible to report the injury to his or her supervisor, and the supervisor would be responsible to report and to document whether treatable or not. 4. Can Workers Compensation deny a claim if a worker violates an established safety procedure? They would not deny a claim, but blatant violations of an established safety rule could reduce the employee's benefit by 25�5. An example would be an injury resulting from not using a seat belt. Lifting som.ething over 50 pounds which caused an injury would not be a blatant violation if the employee did not really know the exact weight. Supervisor Reports were discussed. Consensus was that a copy of the report should be forwarded to Chairman Hall sa that the Safety Committee could institute procedures to prevent further similar �.ncidents, and that a master file would be kept. Safety Commi.ttee Meeting Minutes August 27, 1996 Page 7 EaCh supervisor would also keep a copy for their records. 5. When should Osha Form 200 be used and where it should be posted? Osha Form 200 should be posted at each location where notices are customarily posted for �mployees. The farm shouid be totaled at the end of each calendar year and a new forrn posted. Chairman Hall explained that the criteria �or this form was any accident or injury resultin.g in lost time. Mr. Weinand suggested that a cover letter from the Committee and the form be sent to each department explaining the procedure and where the form should be posted, in order to maintain consistency. Discussion ensued regarding reporting disease or illness. Chairman Hall recommended that if in doubt to list the illness on the form. Mr. Weinand expressed concern regarding TB exposures whzch were not W'orker� Compensation claims and for which payment for medication was taken from the general budget. Chief Weinand also expressed concern that these exposures were by law tQ be kept confiden�ial. Chairman Hall read fram the instructions that the 200 log must list specific occupat�onal injuries that result from work-.�elated accidents or ex�osure involving a single incident in the work environment, and that resul� in death, one or more 2ost work days, restriction of work or motion, loss of consciousness, transfer to another job because of injur� or job illness, medical treatment o�her than first aid. After further reading of the instructions, Chief Weinand expressed concern that there were conflicting laws since the medical records law prohibited posting, while the OSHA.200 law required posting. Chairman Hall stated that an answer must be obtained for this specific question. Chairman Hall commented that the RISCORP representative had also provided information regarding new hires and a light duty policy. New Safety Committee Meeting Minutes August 27, 199fi Page 8 , hires should fill out a Workers Compensation claim history and a medical history questionnaire. The procedure for offering a job to an applicant was discussed. Chairman Hall commented that the forms would need to be reviewed by the Village's labor attorney to determine whether which questions could be asked. Committeemembers suggested that the physical examination might need to require certain items, such as a back X-ray, so that a person would not be hired for a job that they were really unable to perform. The RISCORP representative had recommended that the Village establish a light duty policy so that it there were a job available that a person could handle then they must _take _ it . Chief __ Allison ___ __ reported that at a recent seminar he had learned that light duty jobs did not have to be created, but if something was available that the employee must take it. Ms. Manganiello suggested that the Committee decide what subcommittees were needed. Chairman Hall requested that everyone read the information provided by RISCORP and use the forms, letters, and mem.os provided. Mr. Weinand listed some of the areas which the Committee mu�t identify, i.e., Department of Labor, Hearing Loss Conservation, etc. . After discussion, it was the con5ensus af the Committee that a RISCORP representative be invited to speak at a Iater meeting after the Committee had discussed the material collected by Ms. Manganiello and formed more questions. Chairman Hall stated that he would have some of the forms adapted and on Village letterhead for review at the next meeting. It was sugge�ted that a workshop meeting be held to discuss the forms and the policy to be recommended to the Vil3age Manager and the Village Councii. V. NEW BUSINESS Safety Committee Meeting Minutes August 27, 1996 Page 9 A. Discuss Chain of Command relative to Committee Actions and Recommendatians. Joann Manganiel3.o made a motion to defer Agenda Item 5A to the next meeting for discussion. Motion was seconded by James Weinand. The vote on the motion was: Tom Hall - far William Allen - for Stephen All.ison - for Archie Garrett - for Joann Manganiello - for Joanne McCabe - for Gary Preston - for James Weinand - for The motion wa� therefore passed and adopted. B. Discuss Drug-Free Workplace Policy Chairman Hall reported that the Administrative Palicy for a Drug-Free Workplace provided by the Village Manager had been reviewed by RISCORP, who considered it invalid and incomplete, and had provided a list of items which must be included in the policy. Joann Manganiello reported that a representative of the Employee Assistance Program had provided her with information on a Drug-Free Workplace, and that the Employee Assistance Prograzn would provide the necessary annual training program for supervisors necessary under the Drug-Free Workplace Policy. The cost for this would be incl.uded in the monthly fee already paid by the Village for their services. Ms. Manganiello recommended tha� this information be reviewed with the Village Manager to let him know:the Village policy was lacking and that the Center for Family Services would help. Chairman Hall pointed out that RISCORP had provided a printed procedure for estabiishing a drug-free workplaee which the Village could use. Committeemember Archie Garxett left the meeting at 4 P.M. Safety Corrmnittee Meeting Minutes August 27, 1996 Page 10 Chairman Hall stated he would have a copy m.ade of the procedure provided by RISC4RP and forwarded to the Village Manager. VI. ANY OTHER MATTERS Chief �lllison provided a package which he had received from a local doctor to Chairman Hall, which he explained contained a videotape and materials regarding a program being offered free of charge to the �Tillage. The doctor had stated that his two-hour class, which covered such items as the proper way to lift, would allow the Viilage a 50 reduction in Workers Compensation premiums. The doctor would provide this class free of charge as a community service. Ms. Manganiello commented that a morning and afternoon session in one day would cover most employees. Chief Allison reported that the package also contained information on a daily morning Japanese stretching program which many corporatians were adopting for their employees to reduce injuries, The date and time for the next meeting was set for Tuesday, October 8, 1996 at 3 P.M. Suggestions were made to start breaking into subcommittees which would then report at a full meeting, and to identify the areas for which subcommittees were needed at the next meeting; to keep the aqenda for the next meeting very short to only deal with duties and functions of the committee and then break those down for subcommittees; that each Committeemember study the RISCORP information and try to break 3t into subdivisions for committee attentian prior to the next m.eeting; and to have small workshops by subcommittees at �he meeting following the next meeting. Chairman Hall expressed the hope that a written policy could be provided to the ViTlage Manager by the end of the year. Discussion ensued regarding how to meet that schedule, during which it was determined that subcommittees would need to meet often and full meetings wouid have to be held every three weeks. Any information received would be forwarded to all Committeemembers upon receipt so that it could be studied prior to the next scheduled meeting. Safety Committee Meeting Minutes August 27, 1996 Page 11 ---------------- VII. ADJOURNMENT Mr. Weinand made a motion to adjourn the meeting. The motion was seconded by Joanne McCabe. The vote on the motion was: Tom Hall - for William Al1en - for Stephen Allison - for Archie Garrett - for Joann Manganiello - for Joanne McCabe - for Gary Preston - for James Weinand - for The motion was therefore passed and adopted and the meeting was adjourned at 4:08 P.M. Respectfully submitted, � , E_ � ; f .: r �. , --;;����.�c. �(.�� ,� Betty�Laur Recording Secretary ATTEST: Tom Hall Chairman DATE APPROVED: /D- 8-9�