Minutes of Employee Safety Committee Meeting on 3/14/03

Harvey Mudd College Employee Safety Committee
*******************************************

Minutes from Meeting on March 14, 2003

In Attendance:

Annie Atiyeh (Physics - annie_atiyeh@hmc.edu)
Kimberly Rogers (Human Resources - kimberly_rogers@hmc.edu)
Lillian McCollum (Chemistry - lillian_mccollum@hmc.edu)
Elaine Guerra (Biology - elaine_guerra@hmc.edu)
Theresa Potter (Facilities and Maintenance - theresa_potter@hmc.edu)
Tony Pennington (EH&S Manager - tonyp@cuc.claremont.edu)
Mike Wheeler (Machine Shop - mike_wheeler@hmc.edu)


Agenda Items:

1)  SAFETY TRAINING SESSION
    A fire exinguisher training session for faculty and staff is scheduled for 
    Thursday, May 1, 2003 at 1:30pm.  The session will begin in the Stauffer 
    Lounge with the classroom portion.  This will be followed by the practical
    hands-on portion in the Amphitheatre behind Thomas-Garrett.
    

2)  FIRST AID AND CPR TRAINING
    First Aid and CPR training will be held on Saturday, June 28, 2003 or 
    Saturday, July 26, 2003.  The session (in English) will be held at the 
    Claremont Red Cross Chapter on Indian Hill Blvd.  The session will include 
    between 12 to 15 participants and provide CPR training to be administered to
    adults, children, and infants.  The cost is $40.00 per person for the 8-hour
    session.  The CPR requires a two-year commitment and a yearly renewal.

    Kimberly Rogers will notify the HMC Community about the details of the 
    training at the end of April.  She will also post a notification on the 
    summer-l e-mail list.   


3)  CORRESPONDENCE FROM KIM MAY
    Kim May performs various duties as GL & Budget Administrator in Business 
    Affairs, and also serves as chair of the HMC Incident Management Team.  
    Because of this, she feels that she can no longer fulfill her duties as a 
    member of the HMC Employee Safety Committee and has asked that her name be 
    removed from the roster.  The Committee has accepted her resignation.  
    Kimberly Rogers, Vice-Chair, is also a member of the IMT and will now serve
    as the Committee liason.   


4)  OLD BUSINESS 
    a.  RADIATION SAFETY VIDEO
        Annie shared information from Radiological Training Services concerning a 
        radiation safety video.  The Committee decided that the video should be 
        rented for a cost of $95.00.  Tony and Annie will review the video.  If 
        they both consider it appropriate, Committee funds of $395.00 will be 
        used to purchase the video for use by the HMC Community.
  
    b.  SKATEBOARD SAFETY HAZARD
        Lillian spoke with Chris Sundberg, Assistant Dean of Student Activities, 
        concerning the skateboard safety issue.  Chris suggested posting a message
        on the student-l email list to inform students of measures they might take
        to avoid potential skateboard accidents in the buildings.

        Lillian will formulate a message to Chris.  The message will be forwarded 
        to Tony to be posted on the CUC website as an addendum to the safety 
        program. 
      
    c.  INCENTIVES TO PROMOTE SAFETY
        The Committee established that the maximum cost of this incentive program 
        will be $400.00 for each academic year.  Each winner will have $10.00 
        applied to his/her meal card.  
        
        For tax purposes, Annie will give the names of winners to the CUC Payroll 
        Department.  She will also supply Christopher Martin, CUC Food Service 
        Contract Administrator, with the names of the winners so that their meal
        cards can be credited.

        Because all meal cards are handled through CUC, Kimberly Rogers will work
        with CUC to coordinate all details regarding tax reporting.  She will 
        inform the Committee of a workable procedure at the next meeting.  This
        incentive program will begin during the 2003 fall semester.  

    d.  AIR QUALITY REPORT
        Theresa reported that Tom Shaffer, HMC Plant Engineer, placed ozone 
        monitoring equipment in various laboratories throughout the Physics 
        Department.  Results indicated very minimal ozone levels, which fall within
        regulatory limits.  

        Theresa said that F&M is working with the Mazzetti Engineering Group to 
        resolve a number of factors regarding the entire air venting system.  The 
        company will present a proposal giving full details on possible alterations 
        to the duct design, and repair and replacement of the duct lining.  

    e.  DEFENSIVE DRIVING TRAINING
        Annie has forwarded to Tony a list of 12 F&M employees who would like to 
        participate in defensive driving training.  The Committee discussed several 
        ways of encouraging employees from other HMC departments to participate.  A 
        defensive driving safety training session would include both clasroom and 
        hands-on applications. 

        Tony said that 30-35 people can be accomodated during the classroom portion;
        smaller groups are required for the practical hands-on portion.  Tony 
        suggested scheduling the training before the end of the semester during May.
        The Committee decided that it would be more feasible to schedule the 
        training during the fall 2003 semester.

        Tony will notify Annie concerning the costs.  It is possible that no costs 
        will be incurred.  Tony will also inform Annie of any relevant insurance
        issues.
            
        
5)  DISASTER RECOVERY PLAN
    Tony and Peter Grant, CUC Director of Risk Management & Employee Benefits, 
    recently formulated a plan which can be used to promote the reinstitution of 
    campus-based facilities in the event of a calamity (earthquake, fire, etc.).  
    The details of the recovery plan concern bringing the teaching and business 
    aspects of the College back into operation as quickly as possible following 
    a major catastrophe.  

    Attention will be paid to keeping accurate records, since documentation is 
    mandatory in securing monies from FEMA.  These records will be maintained by
    the IMT (Incident Management Team).  The IMT will also support the Disaster 
    Recovery Plan by assisting the various departments and overseeing the critical 
    area of assessment.

          
6) Next meeting will be:  a luncheon meeting at Applebees on Thursday, 
   May 8, 2003 at 11:30am




A computer record and a hard copy of this report will be kept in 
Lillian McCollum's office (2310 Jacobs).
  
If you would like a hard copy, send your request to Annie Atiyeh 
at annie_atiyeh@hmc.edu