University Safety Committee
Minutes
Date/Time: June 14, 2005 1-3
PM University Services Building 4th Floor
Chairperson: Mary Vance (CC)
Members Present: Heidi Lively Melton (HR), Judie Briner (BIO), Bruce
Brown (CHEM-EMERITUS), Jason Mitchell (EH&S), Mark Isham (IASK),
Mark Russell (AS), Bob Grist (Grad Student), Xavier Oberlander (ART),
Dan Spero (BAO), Ruben Torres (EH&S), Rita Sumner (EH&S)
Members Absent: Melissa Taylor (GTA-CHEM), Brian O’Connell (OSA), Luis
Ruedas (BIO), Brett ApRoberts (STUDENT/AS-RA), Steve Coop (CPSO),
Cathleen Gal (ORSP), Sarah Renkens (PARK), Gwen Ashcom (SHAC), Phyllis
Hayes (SALP), Michael Brantner (MGT)
Consultant: Chuck Cooper (EH&S)
Guests: Polly Livingston, Manager, Disability Resource Center
Mike Irish, Director, Facilities & Planning
Richard Koontz, Supervisor, Systems Crew, Facilities & Planning
I. Review of Minutes:
The review of minutes was left off of the agenda. There were no
responses to the email distribution. So unless there is any opposition,
the May minutes as distributed will be posted electronically on the
Safety Committee website.
II. Old Business:
Disaster Planning Items
1. Bob G. reported that he has not met with Mike Soto
yet. Rita S. added that Mike’s email address is sotom@pdx.edu for an
additional contact option.
2. Bob G. reported from his external (to PSU)
emergency management groups that an “executive familiarity” program is
moving forward in development. The manner of presentation is to be
decided. The target audience will be intended for executives across all
of the public and private sector.
3. Bob G. corrected his statement from May. The U of
O has received a grant totaling $100,000 not $150,000. The Oregon
Natural Hazards Workgroup is the recipient of the grant. [Follow the
link www.oregonshowcase.org and scroll down to the “Disaster Resistant
University Project” link.]. Also the link to Univ. of Washington is
http://www.washington.edu/admin/business/oem/dru.html
Bob commented that other universities that have been successful in
receiving Disaster Resistant University grants already have an
operational disaster planning function in addition to strong executive
support.
4. Bob G. reported that the county
Bioterrorism/Pandemic Flu exercise is moving ahead. Bob G. will set up
meeting with Jim Spitzer, Multnomah County Emergency Preparedness
Manager to talk about PSU participating in the exercise as a “point of
dispensing” for mass pharmaceutical distribution. Bob G. mentioned that
University Place would be a great venue for an earlier planning meeting
to take place prior to the exercise. The date of the exercise would be
November 2, 2005.
Chuck C. commented that involvement with the exercise would benefit the
university as a whole, as well as specific academic units, such as,
Public Administration, Community Health, as well as operational units,
such as, Public Safety, Facilities, & SHAC. Bob G. said that there
will be a 3 county meeting that PSU could be invited to attend during
the planning stage. Bob reported that the last exercise was held at a
middle school and used the students as patients to simulate all of the
logistics for dispensing medications. Under optimal staffing using
resources from 3 counties, they were able to move 300 simulated
patients through the process per hour. The November exercise would
examine the conditions when resources from only one county were
available. The upcoming November event will be part of a state-wide
exercise.
Update: Jim Spitzer met with Chuck C., Mary V., Bob G., and Margaret
Trout, Nurse Manager, Student Health & Counseling, & Rita S. to
discuss the idea of PSU’s participation. The meeting was very positive.
Jim Spitzer will have Gary Oxman, MD, Health Officer, Multnomah County
Public Health Department write a letter to President Bernstine in
pursuit of the partnership for this event. The PSU group present said
that they would commit to coordinating the logistics.
5. Since Cathleen Gal was unable to attend the
meeting the discussion of NIMS compliance and grants will be postponed.
6. Chuck C. reported that the May 28, ATC-20
(building damage assessment following an earthquake) training went
well. He had positive comments from the attendees. The attendees
included 13 Facilities & Planning staff and 2 Public Safety staff.
7. Chuck C. did not have an update on the disaster
liaison network but said that he will discuss the topic with Mike Soto
in the future. Bob G. stated that other universities include
engineering students in the ATC-20 training. Chuck C. responded that
PSU engineering has a course for students. Mary V. stated that the
University Safety Committee is always a willing participant with Mike
Soto in regard to disaster planning.
8. There was a general discussion that the committee
should have the framework for some ideas formulated and developed for
the arrival of VP for FADM, Lindsay Desrochers. Ruben T. suggested a
subcommittee be formed to pursue this idea. Ruben T., Bob G, Rita S.,
Mary V. & Chuck C. volunteered.
Safety Coordinator
Rita S. provided a
handout comparing PSU health & safety resources and information
on other universities use of safety coordinators [LINK]. Rita
reiterated that as a result of the Ondine investigation, Oregon OSHA
was critical of PSU in regard to communication of information, such as,
the PSU safety committee, safety committee minutes, and medical plan
for emergencies to all employees of the university. The combination of
the PSU manager health & safety resource guide and safety
coordinator structure could help fill that gap. These are both items
that EH&S reported to Oregon OSHA as part of our strategy for
mitigating the systemic problems discovered subsequent to the Oregon
OSHA inspection. Much of the challenge is in designing, developing,
training, and evaluating these programs which will be very
time-intensive with our limited resources. However, it is imperative
that we must do something to shift the implementation accountability to
departments. These offer a sound way of initiating that process.
No Valuables Signage in Parking Structures
Rita S. reported that Sarah R. sent an email with information on
signage since she was unable to attend the meeting. Here is the cut
& paste from her email on 6-14:
“I do want to update you all on the signs that will be installed in the
Parking Garages. They are being made today and will be installed
tomorrow. They basically let people know they should remove all
valuables from their vehicles to prevent theft. These signs will be
installed in Parking Structure 1 and 3 and the University Place
Building”.
Mark R. asked if PS 2 was included. This was followed by a brief
discussion on “false expectation”. Sarah can up date us at the next
meeting.
No Sleeping signage
Mark R. reported that the origin of the no sleeping signage was not
Auxiliary Services. In addition, there is no Aux. Services policy in
that regard. Mark R. said he has been unable to contact Mike Soto to
ask if Public Safety has a policy behind the signage to establishing
legitimacy. One speculation is that the signage was put in place to
discourage non-PSU persons with no residence from establishing
residence in places like Millar Library…the issue has been a problem in
the past with some staff reporting uncomfortable confrontations. Mark
had spoken with John Eckman about the issue. Their discussion points
were further discussed in the committee, including, 1) how do we
differentiate between a PSU student resting between classes and a
non-PSU person; and 2) if there is no policy should one be written.
Mark R. said he would follow up with Cathy Dyck, VP for FADM, and
report back.
Disability Resource Center
In response to concerns reported to the University Safety Committee
about indoor air quality and other conditions in Disability Resource
Center (Smith Center 435 is the main office area, and adjacent rooms)
the committee arranged an active and open discussion with Polly
Livingston, Manager, Disability Resource Center whose employees are
affected and Mike Irish, Director, Facilities & Planning and
Richard Koontz, Supervisor, Systems Crew, the relevant decision makers
regarding the Smith Center renovation projects. Originally, Ken Irwin,
manager for the Systems Crew, was formally invited but had a scheduling
conflict, so, Mike Irish attended in his stead. Mike and Richard
provided background information on the problem that extends beyond DRC.
The problems span into both the design and installation sequence of
past projects. Richard is working with both the original design
engineer and another consulting engineer to rectify the problems.
Mary V. asked if Richard K. could provide regular updates to the
committee on the progress. Richard K. said that he intends to keep the
committee up to date.
Polly L. expressed concern during the reconnaissance work that will be
done in SMC 435 to further examine the system installation above the
ceiling tile because of dust and debris falling on DRC staff in that
area. Richard provided assurance that that area should be relatively
clean because of the renovation in the recent past. Rita S. added that
she could monitor dust levels periodically and when Facilities staff
and/or contractors are present.
Mike Irish committed to get the problem fixed.
Dan S. commented that the problems existed when he was located in 435
from January 2002 through September 2004. Richard K. said that the HVAC
system that supplies 435 has had a series of problems and is only 5
years old. When one repair was done and all seemed OK, some other part
would fail and need repair. The manufacturers have been difficult to
contact. Dan S. added that when he occupied the space it seemed as
though the occupants experienced unexplained health problems. Polly
commented on the air balancing issue in that the system would either
create a problem with noise and high pressure from the rush of air or
be stagnant and stuffy.
Chuck C. asked Polly if Burt Christopherson, Director, Affirmative
Action, has had any input on the situation. Polly responded that he has
not. Mary V. commented that a contingency plan for relocation of DRC
should be considered in the event that the scope of repair work expands
to adversely affect their operations and client access.
There was a general discussion regarding the dramatic growth in the PSU
student population well beyond that projected a few years ago and the
infrastructure that is trying to catch up. The space allotted for DRC
is one of the areas that seems to be lagging in its ability to
accommodate the needs of the particular population it serves.
III. New Business:
Accidents/Incidents
Heidi LM. reported that she has received 3 new SAIF claims. These
include 1 back injury and 2 repetitive motion/carpel tunnel claims.
Heidi talked about the difficulty of proving that carpel tunnel is
work-related since activities outside of the workplace can contribute
to the syndrome because it is generally considered as originating from
cumulative trauma. Heidi provided several examples. She said that since
she has been at PSU she has received about 6 or 7 claims and only 1 has
been accepted by SAIF. Heidi stated that an individual’s regular
insurance will cover associated medical costs if SAIF denies a claim.
She emphasized that it is imperative to train managers and employees
about the topic and promote their responsiveness to call EH&S at
the first sign of problems. Heidi stated that she has received training
to perform ergonomic assessments but that the time that she can
dedicate to Workers’ Comp activity is 0.2 FTE, so, at this point she is
an unavailable resource. Chuck C. reiterated that ergonomics is one of
Jason’s areas of focus. Heidi pointed out that PSU has 5,000 employees
with many using substandard office furniture. Further, departments do
not budget for this type of equipment replacement so it becomes
problematic in making recommendations that involve purchase of
equipment to relieve physical stress to employees from ill-fitting or
poorly designed workstations. Heidi said that HR has some funds to
share in the costs of purchase but departments need to be the main
accountable party.
Meeting Adjourned 3pm
Respectfully Submitted,
Rita Sumner
Additional distribution:
Dan Bernstine, President
Cathy Dyck, Interim VP FAD
Debbie Kirkland, FAD
Roy Koch, ESR
Michael Reardon, Interim Provost
Mike Driscoll, VP, Acad. Personnel & Budget
Cathy Latourette, Director HR
Mike Soto, Director Public Safety
Julia Getchell, AAUP Rep
Brooke Jacobson, AFT/OFT
OPEU Stewards
Mike Irish
Richard Koontz
Polly Livingston