RISK MANAGEMENT COMMITTEE MINUTES Wednesday August 31, 2016 8:30 a.m. Simi Room 5189 Verdugo Way Camarillo, CA 93012 Attendees: Jeff Argend Josh Brown Steve Dickinson Trevor Earle Pamela Heron Karen Longobart (phone) Diane Medina Tino O Campo Tracy Orozco Maria Elena Plaza Eric Reynolds Tiffany Smith Santa Paula Unified School District Oxnard Unified School District Oxnard Union High School District Conejo Valley Unified School District Simi Valley Unified School District Rio Elementary School District Pleasant Valley School District Fillmore Unified School District Ocean View Elementary School District Ventura Unified School District Moorpark Unified School District VCSSFA Staff: Elizabeth Atilano Lindsay McCurdy Russ Olsen Guests: Steve Carr Jackee Munoz VCSSFA Executive Director VCSSFA Office Assistant VCSSFA Director of Risk Management Tolman and Wiker
MINUTES Page 2 I. CALL TO ORDER Director of Risk Management, Russ Olsen, called the meeting to order at 8:35 a.m. II. INTRODUCTIONS Attendees introduced themselves. III. AGENDA August 31, 2016 A. Amendments / Adjustments B. Approval A motion was made by Steve Dickinson and seconded by Trevor Earle to approve the agenda. The motion was unanimously approved. IV. CONSENT ITEMS A. Approval of the July 6, 2016, Risk Management Committee Minutes A motion was made by Steve Dickinson and seconded by Pamela Heron to approve the July 6, 2016 meeting minutes. The motion was unanimously approved. V. PUBLIC COMMENTS There were no public comments. VI. INFORMATION/DISCUSSION ITEMS A. AB 1584 Computer Privacy Guest speaker, Steve Carr, gave a presentation on computer privacy and public records 1584 and SB 11577. Steve presented a slideshow called Balancing Creativity and Student Privacy developed with other Colleagues. The slide show will be made available electronically. Steve raised a concern about capturing student and staff data. He explained they did a recent count in the last four (4) years and added somewhere between 100,000 devices within the county. A lot of breaches have been happening and had a lot of questioning on
MINUTES Page 3 how secure these devices are. They say 182 proposed new pieces of legislation is to protect student data. Last year, an E-Safety Task Force was started which has a representative from different districts. They are trying to find out where everyone is at about procedures and they also have a website. The E-Safety Task Force are working closely with Fagan, Friedman and Fulfrost, and ikeepsafe to deal with the issues around data sensitivity, security, and new legislation. B. Standards of Professional Coaching Conduct Russ Olsen reviewed the Standards of Professional Coaching Conduct. He sent this to Praesidium and has not heard back yet. Russ did a quick comparison of the CIF document to make sure everything was covered. He asked the Committee to send comments on this and will bring back for a future meeting. C. Ergonomics Form The Ergonomic forms have changed and will be sent to Lindsay McCurdy. This will be posted on the website in the near future. D. Inspection Reports Russ Olsen reviewed the changes on the Inspection Reports: Classroom walls with educational materials and student work will be identified if these materials cover more than 50% of the walls. Including windows and threedimensional art Animals in High School science classrooms, cloth furniture, candles in science classrooms, decorations hanging from ceilings, electrical panels in classrooms, low voltage wiring as electric shock hazards, unsecured filing cabinets less than 60 inches tall and empty, uncovered boxes may not be included in the reports Classroom walls with decorations more than 50%, fire extinguishers, multi-plug adapter with nothing plugged into it, plug-in air fresheners, stained and/or broken
MINUTES Page 4 ceiling tiles, televisions over work stations and unsecured overhead storage will be listed on the last page of the report without pictures Code references may or may not be incorporated as a note below the recommendations with a disclaimer that VCSSFA is not code enforcement. The Committee requested all inspection items have a picture. E. Student Intern Agreement Russ introduced the Student Intern Agreement. Russ and Pamela Heron used existing documents from Simi Valley Unified School District and Ventura County Office of Education and put together a short form services agreement. This consisted of: Career Development and Exploration Program Agreement Model Program Description Program Authorization & Medical Treatment Authorization Student Fact Sheet Employer Fact Sheet Russ and Pamela would like to send this out to the Career Development personnel and to get comments and report back to Russ on that. VII. ACTION ITEMS A. Best Practices for Unmanned Aircraft Systems Drones Russ introduced new forms for Unmanned Aircraft Systems which included: Airport Coordination Form Sample Letter of Agreement Unmanned Aircraft Areas of Use Flow Chart Rules for Operating an Unmanned Aircraft T-Chart Unmanned Aircraft Safety Checklist The Committee recommended the following changes: Add supervision to the Best Practices Clarify airspace on T-Chart
MINUTES Page 5 VIII. INFORMATION EXCHANGE Members of the Committee asked questions and exchanged information and ideas. IX. PROGRAM UPDATES A. Safety Specialist/Inspector Update - We are recruiting for a new Safety Inspector. The interviews will be held on Wednesday, September 7 th. B. Director of Risk Management, Russ Olsen - Gold Coast PARMA will be held in Santa Barbara this month on September 15 th for the Carpel Tunnel Syndrome National Management Training. - Workers Compensation Workshop will be held on September 20 th in the Conejo Room - Liebert, Cassidy Whitmore (LCW) will be presenting Finding the Facts: Employee Misconduct & Harassment Investigations in K-12 Districts on September 29th - Science Safety Workshop held on November 11th. - The Great California Shakeout will be held on October 20th - September is National Preparedness month X. AGENDA ITEMS / NEXT MEETING A. October 5, 2016 8:30 a.m. B. November 2, 2016 8:30 a.m. C. January 4, 2017 8:30 a.m. D. February 1, 2017 8:30 a.m. E. March 1, 2017 8:30 a.m. F. April 5, 2017 8:30 a.m. G. May 3, 2017 8:30 a.m. H. June 7, 2017 1:30 p.m. XI. ADJOURNMENT There being no further business, the meeting adjourned at 10:56 a.m.