Download In Attendance: Liz White, Dawn Creason, Matt Faircloth

DSS Safety Response Team Meeting Summary
December 11, 2009
In Attendance: Liz White, Dawn Creason, Matt Faircloth, Melinda Hartley, Kim Collie, Regina
Thomas, Shirley Phelps, Donna Snyder, Tim Kincaid, Gayle Swain, Robinetta Blackwell, Trina
Johnson, Diane Wimmer, Brenda Evans and Daphne Taylor
Floor Coordinators’ Responsibilities
 Reviewed handout that describes floor coordinators’ responsibilities (approved by
Executive Management Team on 12/4/09)
 Updated personnel responsible sheets
 Floor representatives to determine how they will divide duties among themselves per
floor
 Inquiry re: current process for sharing information with staff on each floor; floor reps
were asked to determine a process for this if not currently utilizing one consistently
o Suggestions made were to send follow-up emails, discuss with person
individually as incidents occur, share information during supervisors’ meetings
for them to discuss with staff
o For general staff body, suggestions included e-learning events via VAL or FCNet
w/ tracking to monitor who read the information, quarterly updates in newsletters
w/ bulleted highlights
Inspection Reports by Floor
 Reviewed OSHA walk-through corrections – extension granted through 5/13/10
 Did not give all floor reports because some people needed to leave and requested to work
through other agenda items first
Liability Issues
 County Atty advised that it is not optional to allow people to remain in the building
during an emergency event or drill; request assistance from security to escort people from
building if they refuse to leave; document instances such as these; follow-up with
management to establish disciplinary action for employees who refuse to comply
(insubordination)
 Suggested by attorney that floor reps identify employees on floor who have health issues
that may impact their ability to leave the building and develop a protocol with assistance
from the County Safety Committee
 Reviewed the sample Inspection Violation Form that will be given to employees during
quarterly inspections to provide notice of violations; suggestions for revisions were
made; form will be sent to print shop for carbon copies
 Reviewed most recent injury report and discussed ways in which to help staff prevent
injuries
Supply Updates
 Provided tote bags to floor coordinators with safety supplies; will add stock to the totes as
received
 Discussed additional supplies that were ordered – reflective vests, two-way radios,
defibrillator, etc.
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DSS Safety Response Team Meeting Summary
December 11, 2009

Asked floor reps to develop a plan to communicate work absences with each other to
ensure adequate coverage in case of an emergency event
Binders
 Provided binders to floor coordinators that included safety plans and other pertinent
information
 Included a list of staff per floor that the floor coordinators will use when evacuating the
building; each floor will need to keep their list updated for changes; will send electronic
version to the team
Further Action Needed (By whom):
1-CPR and First Aid training for floor coordinators who have not participated (SD coordinate)
2-Send linear requirements to Pat Read by 12/31/09 for file storage needs (Floor reps)
3-Move fat files to basement and organize by program type; use existing fat file rooms on the
floors for overflow of active cases (Floor reps)
4-Obtain stickers to give staff for approved heaters (SD)
5-Email PPT with pictures from the OSHA walk-through (Gayle Swain)
6-Report computer cords to IT that need to be banded together (Floor reps)
7-Inspect ladders during quarterly inspections and affix ladder tags; if ladder is used frequently,
check monthly; not required for step stools (less than four risers); contact Gayle for tags (Floor
reps)
8-Develop protocol for anyone who physically cannot leave the building/refuses to leave (Safety
Team makes recommendations to Executive Management Team)
9-Develop and implement a workplace safety training for new employees, offer quarterly (SD)
10-Discuss suggested course of action for staff violations with Executive Management Team
(Daphne Taylor)
 Top sheet of violation form – floor rep retains
 Second sheet – Employee
 Third sheet – Employee’s supervisor
 Fourth sheet – Division director
 After three first offenses, share information with employee’s supervisor to
address in workplace responsibility section of performance appraisal and give
supervisor a copy of the three sheets
11-Offer lift training for staff to prevent lifting injuries (SD coordinate)
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DSS Safety Response Team Meeting Summary
December 11, 2009
12-Check shared drive Admin Folder/Emergency Response – clean up data in folder and add
new content there for safety team to access (Gayle Swain)
Next quarterly inspections due – February 2010
Next Safety Response Team meeting – March 2010
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