NDSU Loss Control Committee. Minutes - Approved 01/19/2011. The meeting was called to order at 10:00 a.m. by Jolean Pederson, Chair

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1 NDSU Loss Control Committee Minutes - Approved 01/19/2011 Date: October 20, 2010, 10:00 a.m. Place: Mandan Room, Memorial Union 1. Call to order and attendance The meeting was called to order at 10:00 a.m. by Jolean Pederson, Chair Voting Members Present: Jolean Pederson (Chair), Jennifer Baker, Kevin Schindlbeck (Voting Member position vacant, Kevin attending as alternate), Martin Hoag, William Vandal, Mimi Monson (acting alternate for Rick Johnson), Shanna Nelson (acting alternate for Kristi Breiland), Kevin Matheson (Voting Member position vacant, Kevin attending as alternate), Stacey Winter, Lois Christianson, Trisha Johnson (alternate for Colette Erickson). Voting Members Absent: Josh Hemingway, Michael Kangas, Michael Harwood, Laura McDaniel, Melissa Lamp Ex-Officio Members Present: Tammy Aronson, Gina Haugen (alternate for Bruce Bollinger), Ted Jirik (acting alternate for Mike Borr), Ex-Officio Members Absent: None 2. Introduction of visitors There were no visitors present at the meeting. 3. Review and approval of July 21, 2010 minutes Jolean Pederson asked for changes and/or corrections to the minutes of July 21, Kevin Matheson moved to approve the minutes as submitted. Stacey Winter seconded the motion. Motion carried. 4. Review of unfinished business Standing Committee Reports Forestry - No report. Agriculture - Kevin Matheson mentioned that the Ag Budget Office Director should be contacted concerning representation on the Loss Control Committee. Dave Ruhland has

2 been appointed Director and Kevin indicated he would visit with him about representation on the Committee. The summer field work has been completed and due to the nice weather, the fall harvest is almost done. Phase I of the new Greenhouse is complete and occupied. Everything has been going well. Training will need to be completed before the BSL2 side of the greenhouse can be used. The Service Center has installed cattle guards at the 19 th Avenue farm areas to prevent cattle from entering onto 19 th Avenue. Fencing that connects to the cattle guards will be completed in a couple of weeks. MSDS binders are being brought up to date. Jolean Pederson indicated that Julie Hochhalter, Greenhouse Manager, has been working with the Safety Office. Environmental Health and Safety - Mike Borr was unable to attend the meeting, but requested Ted Jirik, as his acting alternate, to report that the annual inspection of the hazardous waste program was conducted on September 9, 2010 with no violations noted in the audit. NDSU continues to remain under a suspended penalty which will expire in University Relations - Steve Bergeson was unable to attend the meeting but supplied a report to Jolean. An announcement was recently made that Keith Bjerke will retire as Vice President for University Relations on January 15, Keith Bjerke will serve as a consultant representing North Dakota State University through the 2011 legislative session. No replacement has been named and the position will remain vacant for the time being. Loss Control - Jennifer Baker and Jolean Pederson met with Little International (Little I) representatives about safety issues. They discussed ways to prevent injuries to students when working with animals, waivers, and general safety items. Kevin Schindlbeck recommended that a Facility Use Agreement be completed.. Jennifer supplied the name of the contact to Kevin so he could touch base with them about the agreement. Jennifer indicated that Homecoming went well. Jennifer mentioned that the monthly Baseline Safety and Supervisor Safety Training sessions have restarted and that she is continuing to conduct training for departments upon request. The September 2010 Risk Quick Tips was reviewed. Jennifer will be attending the Risk Management and Workforce Safety and Insurance seminars in May 2011 as required by Risk Management. Insurance and Service Contracts - Stacey reported that the annual departmental inventory is almost complete for State Fire and Tornado Insurance coverage.

3 Personal Safety and Security - Bill Vandal reported that the University Police has been awarded a grant from the Department of Transportation and another grant from the Highway Patrol regarding law enforcement of alcohol related issues. Police Officers have started their quarterly training with the Fargo Police Department. Bill reported that, per notification from the City of Fargo Transportation Department, any tractors within the City Limits on County Road 20 will need to be escorted by two vehicles with flashers, one vehicle in the front of the tractor and one behind. The University Police have begun accepting recreational arms for storage. The use of the facility is for on-campus students only. Facilities Management - Kevin Schindlbeck indicated that he has been appointed as Safety Representative for Facilities Management. Mark Herz has been appointed as his alternate. Facilities Management has begun preparations for the coming snow removal season. Kevin reported that he has been asked to track training for Facilities Management employees. This would include any and all training whether required by position description/licensure or university related modules. Kevin also stated that employees have started their annual Sexual Harassment Training. Kevin requested assistance from the Safety Office for the annual inspection/training of safety harness usage. Tammy Aronson indicated that she can assist with the training, but that Kevin can contact the vendor for the annual safety harness inspection. Kevin indicated that the revised Policy 700 is almost ready to go to the Policy Coordination Committee. Policy 700 relates to bicycles on campus and pets in buildings. Kevin also indicated that Mike Ellingson has been appointed the new Facilities Management Director. Athletics - No report. Research Technology - Shanna Nelson reported for Kristi Breiland that they are working on hazardous material procedures and protocol for working after hours in the clean room. Updates are going to be made for personal and/or building monitoring devices and that evacuation drills have been completed. Human Resources - Trisha Johnson reported that Human Resources has been working hard on finalizing the fall hiring processes. With the January 15, 2011 payroll, the printing of payroll/pay stub information will cease. Employees will be able to access their payroll information thru Self Service in the HRMS module of PeopleSoft. Training sessions are being planned for employees not familiar with the HRMS module.

4 Student Affairs - No report. Information Technology - Marty Hoag reported that ITS is working on the Operation Find project, which is the eradication of Social Security Number usage by non-essential departments. ITS continues to receive complaints of phishing attempts. University Relations has completed the All Employee listserv. ITS has been receiving notification of copyright violations and has been working with the individuals on removal of the copyrighted materials. Equity, Diversity and Global Outreach - Lois Christianson reminded the Committee that today is the day that employees were asked to wear purple to show support for the LBGT community. Lois also indicated that they are working on an upgrade of the People Admin Program in conjunction with the Human Resources/Payroll Office. Academics - No report. University General Counsel - Mimi Monson was present representing the University General Counsel s office, but did not have a report. Public Health and Safety - Jolean Pederson reported that notification was received yesterday that NDSU has been awarded a 15% discount for the Risk Management Fund program. Notification of the Worker s Compensation Fund discount and premium is expected in the next few weeks. The Safety Office recently participated in the Wellness Fair. Exercise mats were purchased for the fair thru a grant from the NDPERS Wellness Program. The Wellness Fair was well attended by students, staff, and faculty. Building evacuation plans for priority buildings have been created and will be posted in the buildings. A full-scale emergency exercise was conducted in August. Jolean indicated that several members of the Loss Control Committee participated in the exercise. Emergency preparedness table top exercises are also being planned. Department of Homeland Security personnel are currently conducting Soft Target Awareness training on the NDSU campus. Dustin Jensen was unable to attend today s meeting but asked Jolean to report that the next sessions for NIMS 300 and 400 levels are being planned. Per the RCI grant requirements, two additional people from NDSU need to attend the training sessions.

5 Jolean briefly discussed the Safety Reps program, but stated that Tammy Aronson will report further in New Business. Jolean indicated that she recently met with Colette Erickson and Brittany Steckler from Human Resources/Payroll regarding fitness for duty for non-benefitted employees. Parttime/non-benefitted employees are hired, but position descriptions that outline essential functions are not available. One possible resolution is to create a general information form that describes the physical requirements for non-benefitted positions. New Business - Dustin Jensen was not present, but Jolean Pederson indicated that the RCI Grant program is moving forward regarding grant requirements. Dustin is working on the NIMS 300 and 400 level training. Supervisor Training. Jennifer Baker reminded the committee that Supervisors need to complete both the Baseline Safety and Supervisor Safety Training and need to comply with the 24 hour reporting requirement. Tammy Aronson. Reported that the fire extinguisher checks have been completed. Building inspections are 70% completed and that residence hall inspections will be completed next week. The Defensive Driving Course was presented yesterday, October 19, 2010 with the next session being held on November 16, Tammy discussed the Safety Reps program by stating that the sign-up sheets are being received and compiled and expects to have the program in place by January Tammy stated that participants can expect minimal involvement for this program and that a meeting is being planned for after the start of the new year. Tammy reported that on October 4, 2010 an police officer responding to another call noticed smoke coming from the landscape wood chips by the new Niskanen Apartments. The officer used a fire extinguisher to put out the ignited material and that the Fargo Fire Department was called. It was later determined that the fire was started by a lit cigarette butt. Tammy also reported that while driving by the same building, she noticed a charcoal grill that was placed on top of the landscape wood chips. The Loss Control Committee was asked for help in providing guidelines on the proper placement and use of grills on campus. Discussion followed. There was no other new business. Review of incidents/accidents - Jolean Pederson called for a motion to go into executive session. At 11:05 a.m. Bill Vandal moved to go into executive session, per NDCC sections and Lois Christiansen seconded the motion. Motion carried. The topic of the session was review of employee incident reports (medical, non-medical, near miss) as tracked by the University Police and Safety Office, and review of the 3 rd party reports as tracked by Jennifer Baker. The date range for the employee incident reports was July 16, 2010 thru October 15, The 3 rd party incident reports date range was July 16,

6 2010 thru October 15, By law the executive session was recorded. Jennifer Baker moved to close the Executive Session. Marty Hoag seconded the motion. Executive Session ended at 11:12 a.m. 6. Future meeting Schedule Proposed 2011 meeting schedule. January 19, 2011, 10:00 a.m. 7. Adjournment Meeting adjourned at 11:15 a.m. Respectfully submitted, Stephanie Wegner Administrative Assistant