Safety & Risk Control Committee Minutes
Meeting of May 29, 2013
8:30 – 9:30 a.m.
King Manor Conference Room
Present: Carol Schultz, Gregg Arseneau, Jayme McKenna, Pam Benson, Carla Schneider,
Brenda Erickson, Diane Martin, Paul Ziegler, Sarah Saucedo, Warren Turman, and Rick Ball.
NOTE: The meeting sign-in sheet will be attached to the official file copy of the minutes as
required by HAI.
Absent: Sue Bradford and Cindy Weiske
Announcements
The meeting was called to order at 8:35 a.m. and Carol Schultz agreed to take the minutes.
Carol also welcomed new committee member Pam Benson and returning committee member
Warren Turman. Carol also mentioned that Cindy Weiske is another returning committee
member but that she was unable to attend today’s meeting.
Addition to Agenda
At Carla Schneider’s request, Rick Ball and other longer term-members of the committee took a
few minutes to discuss the history, purpose, and changing make-up of the Safety & Risk Control
Committee over time, for the benefit of newer members like Carla and for new member Pam
Benson. They explained that the current configuration of the committee was based on the desire
and need to have at least one representative from each Department and they also explained how
with the advent of asset management, such representation also came to include all Property
Managers. Since the HRA is now undergoing a reorganization with the merger of the Property
Management and Rent Subsidy Departments into a Housing Services Department, Rick
explained that the make-up of the committee is and needs to be flexible and that changes can be
considered, and especially where greater efficiencies can be realized. Carol also explained that
most of the safety training we provide is mandated by OHSA and that the review of Incident
Reports and the need for written documentation of any needed follow-up stem from HAI Group
requirements. We receive deductions on our HAI Group insurance premiums for having certain
safety and risk control policies and having an official Safety & Risk Control committee, among
other things.
Approval of Minutes
The minutes of the previous meeting of March 14, 2013 were approved.
Incident Report Discussion and Actions
The current incident report prepared by Carla was reviewed and the discussion included plans
for remedy, preventative solutions, and any needed follow up, on each item. Gregg Arseneau
noted that he had filed an incident report for Ramsey Manor a while back, but it wasn’t included
in the current Incident Report under discussion. Carla Schneider stated that she had reported on
everything that Barb Akervik had in the file and that there had been no report on Ramsey Manor.
Instead of waiting for this to be included on the next Incident Report, Carol asked that Gregg go
ahead and explain the incident verbally to the committee and Carla also asked that he follow- up
with a written report to her so she can complete the required reports. Consequently, Gregg
explained that the incident involved a Ramsey Manor resident who reportedly slipped on water
on the floor of her apartment. The resident was sent by ambulance to the hospital and later it was
reported she had broken her shoulder. The fire department personnel noted the water came from
under the door of the locked HRA closet located within the apartment. This closet is a plumbing
chase for building operations. This incident occurred on a weekend so the HRA staff wasn’t
notified of the accident until Monday at which time they investigated the incident. On Monday,
no evidence of water existed and the true source of water was not known. A small tub had been
previously set in the room to catch any water that may come from above units but that tub was
dry. For some unknown reason, the water averted the tub and landed on the floor. As a
preventive measure, Gregg said he had since purchased a $10 leak detector for this closet, which
will buzz if it senses water. If the resident ever hears that it has activated, she will contact the
HRA immediately.
Carla will insure any needed follow-through on all Incident Report items. The completed notes
will be attached to the official set of these minutes.
Trainings for Calendar Year 2013
Carol noted that several safety trainings have been held since the last committee meeting. These
were Lock-Out/Tag-Out on March 27th; PPE-General/Hazard Communication on March 27th;
Welding on April 30th; and Safe Driving on May 9th. In addition, Carol reminded the committee
members that the Violence Prevention in the Workplace training for all by Duluth Police
Department’s Sgt. Bob Shene (and also to be attended by our HRA Cop Ron Tinsley) will be
held on June 11th at TriTowers, from 8 - 9:15 a.m.
Carol said she and Sue Bradford will handle getting the Emergency Procedures & Fire Safety
training set up for an all-staff to be scheduled in November, but asked for committee volunteers
to help arrange the remaining three sessions for the calendar year, with her help. These are
Accident Prevention/Ladder Safety/Tool & Equipment Safety (July);
Asbestos/Mold/Lead/Respiratory Safety (September); and Blood Borne Pathogens &
Corresponding PPE (October). Pam Benson offered to help Carol with the Accident
Prevention/Ladder Safety/Tool & Equipment Safety session earmarked for July. It was decided
that the solicitation of committee volunteers for the remaining two trainings for the calendar year
could wait until the next committee meeting.
Brief Report/Update on Asbestos Identification Project, MSDS Project, and Bed Bug Policy
Procedures
Material Safety Data Sheets (MSDS) Project:
Carla offered to provide an update on this to the committee members in Sue’s absence. Carla
said she and others in Property Management had had a misunderstanding about what this project
was all about in that she understood that Property Management only needed to identify those
things that the amps had bought directly that had not gone through procurement; Carla thought
those were the only MSDS sheets that were missing. However, in further discussions with Sue
Bradford, she realized that even if things are no longer used, the MSDS still must be retained in a
prior use section. Warren Turman suggested that the old sheets be recorded and kept
electronically. Diane Martin also mentioned that maintenance staff didn’t realize that we need to
record things like Lysol spray, deodorizers, etc. and that we also need to remind maintenance to
get the MSDS information at the point of purchase as the stores have these available on the spot.
Diane also said that we need to have the MSDS information right where everything is used, such
as at the woodshop that maintenance uses in the Rainbow Center, and that Maintenance staff
who are on-call and consequently need to respond to emergency needs at other properties should
also be informed of where each amp’s MSDS information is kept. Carla added that what we
really need is inventory control and product alignment going forward. She stressed that if the
amps will let Sue know which products best meet their needs, Sue will be sure to follow through
and get them what they want. Diane also added that there is old stuff at some amps that is no
longer used and it should be disposed of and can be taken off the active list of MSDS items
going forward, but that the MSDS information on those items will still need to be kept in a prior
use section of the book.
Asbestos Project:
No update available at this meeting as Sue Bradford not present.
Bed Bug Procedures Development:
Rick and Carla said they need to further review and discuss Diane’s Bed Bug Procedures draft
but said they feel comfortable having maintenance staff use it as a working draft in the interim,
as our current procedures. Diane also suggested that the draft be put out to Property Managers
for their review and use at their amps, and that feedback be solicited from them as it is used.
Then they could review all of that in about 90 days or so and determine whether there are any
desired changes. After that determination is made, the final procedure could be brought back to
the Safety & Risk Control Committee.
Carla will get the current Bed Bug Procedures draft to Warren Turman for the Rehab
Department’s review in case they want to adopt the same or similar procedures to be used when
inspecting properties that may have bed bug infestation. Pam mentioned that with the Section 8
program, the housing inspector is to inquire before inspecting a unit whether there are any bed
bugs and if so, to cancel the inspection at once and notify the owner that the unit has failed and
that the landlord will need to have the unit treated before a re-inspection can be scheduled. The
same would be true if he was not informed of any infestation but then discovered it as his
inspection progressed. Carol suggested to Warren that the Rehab Department may want to look
at both the public housing and Section 8 polices; the one for Section 8 may be more applicable as
it should be the property owner’s responsibility to cure any bed bug problem and that it should
be done before a rehab inspection can occur, if possible. If not, or in cases where the HRA may
have title to the property to be rehabbed, such as the homes purchased for the MURL program,
then the Rehab staff may find the procedures set forth for the public housing program to have
applicability. Warren said he will bring this topic up at the next Rehab Department staff
meeting, and will report back on what the Rehab Department decides at a future Safety & Risk
Control Committee meeting.
Diane also suggested that there be an employee sign-off on the bed bug procedures as that would
provide acknowledgment that the employee has been made aware of the protective things they
should be wearing in such situations, which would also stress the importance of doing so each
and every time.
Diane also suggested that the HRA consider replacing the Central Office fabric-covered lobby
chairs with hard surface chairs as a preventative measure to help prevent transfer of bed bugs.
This was done at TriTowers with good results. She also noted that newer maintenance employee
Brian McCormick has been a great resource on bed bugs because of his previous work
experience at Guardian Pest Control.
Evacuation/Fire Drills for HRA Offices
Carol reminded all that we will be having an evacuation/fire drill at the Central Office sometime
this summer, which Gregg will handle. Carol also said that an evacuation plan will need to be
written for the Harbor Highlands Management Office. Carol suggested to Paul Ziegler that he
get copies of the plans that other amps have for guidance but that his plan will probably fairly
simple since the office is small.
In addition, a question had also come up to Carol from a new employee about what if any
direction should be given to staff and residents about the best action to take/place to go in the
case of tornado warnings or other severe weather incidents. Rick Ball reminded tall that
residents and our employees should follow whatever instructions are issued by emergency city
and/or county or other personnel to the general public for use under the specific emergency
situation. Carol also reminded the committee members that at our high rises, in cases of fire or
other disruptions, the residents are not to evacuate on their own but instead wait for emergency
fire and police personnel to evacuate them. This is the City’s policy and is meant to minimize
panic and resulting safety concerns with mass self-evacuations, and this policy is acceptable to
HAI Group. For this reason, fire drills are only conducted for our office spaces.
Next Meeting Date
The next meeting date was set for Wednesday, July 31st at 8:30 a.m. in the King Manor
conference room.
Adjournment
There being no further business, the meeting was adjourned at 9:40 a.m.
Carol Schultz, Duluth HRA Safety & Risk Control Committee Chair