Safety Meeting Program (RMS-7, Rev. 1)CIT Y O F DE LRAY BE A C H
EM P LOYEE SAFETY M ANUAL
DEPARTMENT:
SUBJECT:
REVISION:
APPROVED BY:
PURPOSE
Risk Management
Safety Meeting Program
POLICY NUMBER:
SUPERSEDES:
EFFECTIVE DATE:
RMS-7
05/24/2023
Terrence R.Moore,ICMA-CM,City Manager
The following Department-level Safety Meeting Program has been established to create a strong awareness of
safety and to reduce,control or eliminate workplace accidents,injuries and illnesses;vehicular accidents
involving City vehicles or employee-owned vehicles used for authorized City business;legal liability accidents;
or City property damage losses.Most such meetings will be held at a Division level.The Program is a very
important tool in making the work environment safer and more secure by developing and maintaining effective
safety programs and activities.
A City-level Safety Committee has not been established primarily because of a philosophy that a Department
and its Division(s)with common exposures,hazards,concerns,and needs can more effectively fulfill the purpose
of this Program through safety meetings,training,promotion,etc.which specifically address these
commonalities.The Safety Coordinator will be responsible to assist managers,supervisors,and employees in
making sure the Program is effective.
A copy of this written Program is available on line on the City's website.
POLICY
A.Each Department Head is responsible for the administration of this Program as it applies to the
Department's various Divisions.
B.Although all employees are required to be actively involved with the safety and security of the City,each
Department Head will designate certain employees (e.g.,Division Heads)to communicate and coordinate
with the Safety Coordinator relative to this Program.
C.The Department Head will decide in coordination with designated employee(s)and the Safety
Coordinator the extent to which a Division would need to meet.
PROCEDURE
A.MEMBERSHIP
1.All employees within a Department/Division will be participants and will attend all scheduled meetings.
2.All participants should be interested in safety and health issues;receptive to new ideas;willing to provide
suggestions;familiar with Department/Division operations,work areas and equipment;interested in the
needs of the work force;and,willing to take the time to attend meetings,and work on safety projects if
requested.
3.The Safety Coordinator will act as the "catalyst",responsible to prepare meeting agendas in coordination
with the Department Head or their designated employee.
B.RESPONSIBILITIES
This Program will address Department/Division-wide safety issues and concerns specific to their operations.
1.Safety Evaluations:The safety Coordinator will review previous injuries and/or accidents and provide
accident analysis.
2.Safety Awareness:The Safety Coordinator,based on accident analysis and knowledge of Division
operations,will present training and educational seminars,and include the use of safety posters and/or
pamphlets.
3.Safety Recommendations:As significant safety issues or concerns are identified through Safety
Meetings;corrective actions would be developed and related recommendation(s)made to appropriate
Department/Division management.
4.Safety Competition:Motivational programs/contests to create safety understanding and interest would
be developed through Safety Meetings.
C.MEETING AGENDA AND SCHEDULE
1.Safety meetings would be held as determined under Policy,A.Administration,Section 3,or as needed if
the Department Head concurs with such a recommendation made by the Safety Coordinator.
2.The Safety Coordinator will prepare the agenda and send to the designated employee and Department
Head three (3)workdays prior to the meeting.
3.If requested,the Safety Coordinator would run the meeting.
4.The Safety Coordinator will maintain meeting minutes,notes,or correspondence,as necessary.
D.ESSENTIAL ELEMENTS
A safety meeting requires hard work,diligence,perseverance,and common sense.Participation requires
SPIRIT:Service,Performance,Integrity,Responsibility,Innovation and Teamwork.
Also,to be effective,a meeting must involve management who has the authority to change,implement,purchase,
set policies and procedures,etc.Their active and personal participation is essential because it demonstrates
real concern and commitment.
Therefore,the essential elements required of participants in a safety meeting are:
•Be the eyes and ears for safety concerns.
•Find and help correct problems.
•Be proactive and innovative.
•Help investigate accidents,injuries and near misses.
•Help establish and maintain safety policies and procedures.
•Act as a clearinghouse for safety information.
•Assist in the determination of accident preventability.
•Communicate safety information to other employees so they can help reduce practices that lead to
accidents.