Minutes Joint Occupational Health and Safety Meeting held on November 20, 2018.

Transcription

1 Saint Mary s University, 923 Robie Street Minutes Joint Occupational Health and Safety Meeting held on November 20, opened the meeting at 1:38 p.m. in the Human Resources Boardroom. The following were in attendance: Kennedy Fitzgerald Human Resources Alternate (Employer) Dennis Gillis Facilities Management Member (Employer) ITSS Member (Employee) Adam Sarty Graduate Studies & Research Member (Employer) Jason Butler Facilities Management Member (Employee) Arla Day Psychology Member (Employer) Human Resources HR Officer (OHS & Wellness) Guests: Regrets: Roll Call recorded the names of those present at the meeting. 1.0 Approval of Minutes of Last Meeting Dennis Gillis moved to accept the minutes of the October 16, 2018 meeting, and Jason Butler seconded the motion. 2.0 Outstanding Items from Previous Meeting JOHSC Training advised that she and Dr. Kelloway have met twice this month regarding the JOHSC training packages. Both have identified parts of the presentation that need to be changed, and both will work on updating the presentations. will update the JOHSC at the December 18, 2018 meeting. 1

2 International Travel Risk Management Policy Kevin Vessey From May 19, 2107 minutes - Kevin Vessey discussed whether the International Travel Risk Management Policy should be revised to include all forms of travel, undertaken as part of a person s role with the University. The JOHSC agreed that all forms of travel, by all members of the Saint Mary s Community should be considered, and the policy should be revised to include all travel. The committee also recommended that this task be addressed by the new risk management position. Update: June 26, 2017 Kim Squires provided a written update from Kevin Vessey. Kevin Vessey advised he, Maureen Hayward and Miyuki Arai have met twice with Darrell Rooney. Darrell Rooney agreed that the new risk management person is best the lead implementing the policy and expanding it to include all off-campus travel. In the interim, they would look at a risk assessment process for international travel to be based out of International Activities. Update: November 21, 2017 advised that she attended a CURIE Risk Management conference where a company, International SOS, presented on managing incidents that happen when faculty, staff and students are working or studying in another country. International SOS has contacts in most of those countries and can extract someone much easier than most universities. Curie also provides free on-line training for faculty, staff and students who are travelling to other countries as part of their work or study. For safety and security, the online training covers Principles of Personal Security, Managing Risk in Daily Activities, and Responding to Threats. There is a second module that covers medical travel risk awareness Preparing before you go, Healthcare when you are away and Responding to health incidents. It was agreed that this item be kept in the minutes until the new risk management position has been filled. Transportation of Injured Employees or Other Persons Gary Schmeisser Currently there is not a university wide policy regarding the transportation of injured employees or other persons. The committee suggests that this issue may be most properly addressed through the new Risk Management position. advised Darrell Rooney. It was agreed that this item be kept on the minutes until the new risk management position has been filled. Chapter 15 Incident and Investigation Analysis advised that the Science Safety sub-committee has made additional changes to the OHS Incident form. After discussion, it was agreed by all committee members to make additional changes to the form, and that the process should be consistent across the University. advised that the editable form can be set up with addresses in the signature field so forms can be forwarded to the appropriate persons. will make the requested changes to the form. will develop a work flow process. 2

3 Fire Warden/Fire Drill Annual Update Dennis Gillis A copy of the Fire Warden/Fire Drill Annual Update was distributed to the committee. Dennis Gillis advised that concerns mainly fell into three themes: 1. Audible alarms Alarms could not be heard in some areas, and some areas are missing alarms. Dennis advised this is being worked on. 2. Fire wardens concerns related to fire wardens came up in a number of buildings. When the new Maintenance and Operations Manager is in place, fire warden training will be updated and delivered. 3. Behaviour concerns were noted related to behaviour. Some people would not leave their offices, a professor would not evacuate a class, and some people were trying to get back in the building while the alarm was still sounding. Muster points were discussed. Dennis Gillis will investigate the possibility of designating specific locations as muster points. It was recommended that an effort be made to determine the faculty member who would not evacuate the class and forward the name to Dr. Malcolm Butler. Dennis Gillis to update the JOHSC at the December meeting. WHMIS Annual Training Review advised that the two safety sub-committees provided an update on WHMIS training. Both committees determined that training being provided is sufficient to keep people using or near to controlled products safe, and meets the requirements of WHMIS A question was asked regarding laboratory safety training, and if there is standardized training for lab safety. will update the JOHSC at the December meeting. OHS Policy Annual Review advised that the OHS Policy was reviewed by JOHSC and the two safety subcommittees. There were no recommendations for change. will update the date on the policy and forward to the President for signature. 3.0 Other Minutes and Reports Science Safety Sub-committee The May 29, 2018 minutes were posted for review Administration Units Sub-committee The September 20, 2018 and October 25, 2018 minutes were posted for review. 3

4 Aramark The October 18, 2018 JOHSC minutes were posted for review. SMUSA ` Minutes were not received. Childcare Facility Minutes were not received. Contractor Documentation (From previous minutes) advised that the Contractor safety chapter has been revised based on feedback received, and in consultation with Gary Schmeisser. The JOHSC agreed that this chapter be re-issued when the Emergency Preparedness chapter is re-issued. to re-issue revised OHS program chapter at a later date. Contractor safety documentation was posted for review. The monthly statistical report from EllisDon for the Arena was reviewed. Risk Management Dennis Gillis advised that the Risk Manager position is being re-posted. Violence in the Workplace Review advised that EMG has approved the revised Violence in workplace policy and the new Violence in the Workplace plan. to prepare a memo for Gabe Morrison s signature, to advise the University of the revised policy and new plan. 4.0 Injury and Incident Reports The October, 2018 incident reports and graph report and Residence Incident Reports were posted for review. Incident reports from Residence were reviewed. 5.0 Workplace Inspection/Hazard Identification advised that some inspections are still trickling in. The Administrative Units Safety sub-committee had forwarded a recommendation to JOHSC regarding inspections. Due to time constraints, the recommendation could not be discussed and will be brought forward to the December meeting. 4

5 6.0 New Business No new business. 7.0 Date and Time of Next Meeting 1:30 p.m. to 2:30 p.m. December 18, 2018 January 15, 2019 February 19, 2019 March 19, 2019 April 16, 2019 May 21, 2019 June 18, 2019 Adjournment The meeting was adjourned at 3:00 p.m. Kim Squires, Management Co-Chair, Employee Co-Chair 5

6 Calendar Action Item Person(s) Target Date Actions Responsible NAOSH Week Committee February/March No further action required Workplace Inspections on behalf of the April Forward in April of each year. Memo to Distribution Group re heat stress guidelines Review of Terms of Reference/ Membership Terms Select JOHSC cochairs Facilities Management Work Order System Occupational Health and Safety booklet Fire Drills/Fire Warden WHMIS training Review Annual Review of the OH&S Policy Emergency Management Committee Committee/ May Review at May JOHSC meeting. Place announcement in SMUport in June referring employees to OH&S website. Committee May/June Review Terms of Reference Documents and Committee membership. Committee June September Review the Preventative Maintenance Report June Review the OHS Hazard Report September August Send to CAID for new Faculty orientation day in August. Send to Cont. Ed for instructors. to Deans and assistants in August an electronic copy. to TLC. Gary Schmeisser October Fire Drills and Warden updates. Review compliance regarding fire alarms. Committee October Review WHMIS Training annually. (Report to JOHSC when completed or if issues arise) Committee October Review the policy at October JOHSC meeting. Committee November Review procedures. 6