Health Management and Safety Committee Meeting 1:30 pm, April 21, 2016

Superintendent’s Conference Room

Meeting Minutes – APPROVED

Members: Present: Absent: Represented By: Steve Avelar, Educational Support Services; ETC X

Robin Kirby – Student Programs & Services; Alt-Ed X

Mary Lakey, Student Programs & Services; SPED X

Ashley Lightfoot, Maintenance & Operations; Safety Coordinator X

Garth Maijala, SIPE X

Erin Miller, Maintenance & Operations X Lisa Irwin (long-term sub)

Nancy Norton, Educational Support Services; Childcare X

Karen Poland, Rancho El Chorro X Tom Reilley

Holly Stoner, Student Programs & Services X

Traci Theis, Educational Support Services X

Karen Woodruff, Human Resources X

➢ Call Meeting To Order – 1:40pm by Ashley.

➢ Once Around the Table ➢ Went once around the table and everyone introduced themselves. Lisa Irwin, who will be Erin Miller’s

long-term sub, was also present at this meeting. Tom Reilley was also a new face, who was representing Rancho El Chorro for this meeting.

➢ Approval of Notes ➢ Holly made a motion to approve the notes from March. Robin seconded the motion.

➢ Review Agenda ➢ No changes to the agenda were necessary.

➢ Safety Incentive Program (Drawings) ➢ Caught In the Act

➢ Perpetrator - $50 Target gift card ➢ KRISTYN MOORE, Oceano Education Center

➢ Agent at Large - $10 Starbucks gift card ➢ PATTY OUIMETTE, Oceano Education Center

➢ Safety Modules ➢ Winner – $50 Target gift card

➢ JEANNE BUCHANAN, SPED for completion of the “Defensive Driving” module. ➢ Health & Fitness Challenge

➢ Winners - $50 Big 5 gift card ➢ LORETTA BUTTERFIELD, SELPA ➢ MARIA ANDUCHO, Paso First 5

➢ Safety Is a Gas ➢ Winner - $50 Gas card

➢ ALICIA SAYLOR, Chalk Mountain

➢ Reports ➢ Budget Report – Ashley Lightfoot

➢ Current Account Balance ➢ $9, o34.34 for the committee to spend on safety-related items.

➢ SIPE Credit Funds: $0 ➢ Discretionary Funds: $4,755.33 ➢ Unencumbered Funds: $4,279.01

➢ Received Income ➢ 40,861.26 from all sources

➢ Budget Expenditures ➢ Encumbrances/Expenditures

➢ $28, 974.56 actually expended ➢ $36,582.25 budgeted to expend

➢ SIPE Credit ➢ $5,363.00

➢ Site Inspections ➢ $1,393.85 was spent out of the available $3,200 ($400 for each of the 8 departments)

➢ Discretionary Funds ➢ $607.67 was spent out of the available $5,363.00 to spend.

➢ Review Employee Accident Trends – Karen Woodruff

➢ Karen was not present at the meeting today. Ashley shared Karen’s report with the committee. ➢ Total Incident Reports for the year: 24 ➢ Total First Aid Administered Incidents for the year: 1 ➢ Total Worker’s Compensation Claims for the year: 12

➢ Ashley pointed out that one of the injuries was a staff member who used their head to hit a ball while playing with the students. Another injury was caused by lifting a handicapped student into a vehicle. Ashley pointed out that these are avoidable injuries and our staff are just not trained appropriately. Ashley also stated that we are working on getting our employees trained to better handle these situations so they will not get injured.

➢ Student Accidents – Ashley Lightfoot ➢ 17 reported incidents this year ➢ 4 reported incidents in April, 3 of which sustained no injuries requiring first aid. ➢ Holly asked what types of incidents justify the need to fill out a Student Incident Report. She felt the list of

incidents seems inappropriate, as there are reports of students vomiting, etc, which happen all the time. Garth advised: If they get sent home, if 9-1-1 is called, or if there may be some sort of liability involved, then the Student Incident Report should be filled out, but it is at the staff member’s discretion.

➢ Safety concerns/suggestions: ➢ Holly mentioned outdated staff first-aid kits. Garth suggested using COE Match funds, however, he

stated we really shouldn’t have more than bandaids in our first-aid kits. He stated it is a CAL OSHA requirement that we have doctor’s orders for any sort of medication, even for employees. Holly asked who was responsible for purchasing and keeping kits supplied. Ashley stated the responsibility lies on the departments, however, the Safety Committee can help. Ashley stated he would like to bring a company in once per year to stock the items that we approve so everything is standardized across SLOCOE.

➢ Risk Management / SIPE – Garth Maijala ➢ Garth stated he is happy to be here but has no business to report.

➢ Old Business ➢ Incentive Drawing Rule Modification

➢ Ashley presented the updated SLOCOE Safety Committee Safety Incentive Programs form. Updates were discussed at last month’s meeting and were reviewed again by committee members. Tom made a motion to approve the updates. Robin seconded the motion. No objections; the motion carried.

➢ New Business ➢ Incentive Gift Cards for 2016-17

➢ Ashley started the discussion on how many gift cards to purchase for next year and what cards to purchase. Considering we still have a few left-overs from the past year, we also discussed what to do with what is left. Tom made a motion keep the same number of cards and the amounts on the cards as last year, but increase the number of people who win if we have extras. Holly seconded the motion. With no objections, the motion carried.

➢ Purchase Requests:

➢ Holly re-proposed online safety training modules and stated that SIPE’s online training does not cover everything that she is mandated to train staff in. Also, the training is typically done at the beginning of the school year at the all-staff meeting. Not everyone needs that training and it doesn’t help when staff is hired after the all-staff; they wouldn’t be trained until the following year. Holly was mostly concerned with topics that she is mandated to cover training in, but it would be great to include other employees. Garth encouraged us to go with the company Holly researched. The proposal is about $10 per employee and each employee would have access to every online module; we are funding 100 employees, so we are looking at a total cost of $1,000.00. Funds would come from the COE District Match. Ashley made a motion to approve. Tom seconded the motion. With no objections, the motion carried.

➢ Meeting adjourned - 3:00pm by Steve. MEETING SCHEDULE 2015-16

Sept. 17, 2015 Oct. 15, 2015 Nov. 18, 2015 Dec. 17, 2015 Jan. 21, 2016

Supt’s Conference Room ESS Conference Room Supt’s Conference Room ESS Conference Room ESS Conference Room

Feb. 18, 2016 Mar. 18, 2016 Apr. 21, 2016 May 19, 2016

ESS Conference Room Countywide Workshop (brief meeting to follow) Supt’s Conference Room ESS Conference Room

COMMITTEE MEMBERS:

Steve Avelar Robin Kirby Mary Lakey Ashley Lightfoot Garth Maijala Erin Miller

Chair Member Member Safety Coordinator SIPE Representative Recorder

Nancy Norton Karen Poland Holly Stoner Traci Theis Karen Woodruff

Member Member Member Member Member

Statement of Purpose and Objectives: The Health Management and Safety Committee will assist supervisors, site administrators, and employees in creating a climate of safety awareness. This requires open lines of communication where employees have the opportunity and are eager to participate in safety programs. Employees are encouraged to voice concerns about hazards or potential hazards without fear of reprisal.

Committee Goal for 2015-16: Our goal for 2015-16 is to facilitate a 50% reduction in “slips, trips and falls” at SLOCOE, increase awareness of safe practices, and to see an overall increase in employee participation in safety incentives.