joint occupational health & safety committee meeting minutes · 5/7/2020 · joint...
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Joint Occupational Health & Safety Committee Meeting Minutes
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Joint Occupational Health & Safety Committee Meeting Minutes
Name of Committee:
Faculty of Education JOHSC Worker Co-Chair: Vicki Domansky
Employer Co-Chair: David Sequeira
Date: May 7, 2020 Time: 9:00am – 10:00am
Location: Zoom (virtual meeting)
AGENDA:
1. Roll Call 2. Determination of Quorum 3. Approval of Previous Joint Occupational Health and Safety Committee
(JOHSC) Meeting Minutes 4. Additional Agenda Items, Review Actionable Items from Local Safety
Team (LST) Minutes & Approval of Agenda 5. Review Centralized Accident/Incident Reporting System (CAIRS)
report of Accidents/Incidents
Monthly Incident List & Statistical Summary Report
6. Review Workplace Safety Inspections (including any changes to equipment,
machinery or work processes that may affect the health or safety of workers)
7. Review Education and Training 8. Ongoing Business – Status of Action Items 9. JOHSC Formal Recommendation Letters & Regulatory Inspections 10. New and Other Business 11. Next Meeting 12. Meeting Adjournment
1. ROLL CALL Worker Representatives Association/Union Work Location Present Regrets Absent
Silvia Almanza Alonso CUPE 2950 Scarfe ECPS ☐ ☐ Frederick Brown CUPE 116 Scarfe EDCP ☐ ☐ Vicki Domansky CUPE 2950 Scarfe PDCE ☐ ☐ Matthew Duckworth AAPS Scarfe TEO ☐ ☐ Dr. Edward Kroc FA Scarfe ECPS ☐ ☐
Dr. Kerry Renwick FA Scarfe EDCP ☐ ☐ Dr. Ali Abdi (A) FA Ponderosa ☐ ☐
Justine Huang (A) CUPE 2950 Scarfe ECPS ☐ ☐
Dr. Kim Zebehazy (A) FA Scarfe ECPS ☐ ☐
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Employer Representatives Work Location Present Regrets Absent Anna Bin DNSO ☐ ☐ Katy Ellsworth DNSO ☐ ☐ Amy Kao KIN ☐ ☐
Joel Kobylka TEO ☐ ☐ David Sequeira DNSO ☐ ☐ Halton Lin (A) KIN ☐ ☐
Shermila Salgadoe (A) EDST ☐ ☐ Resources/Guests Work Location Present Regrets Absent
Teela Narsih SRS ☐ ☐ Michael Wilkinson (Outgoing Adminstrator) DNSO ☐ ☐ Faustina Cheung (Incoming Administrator) DNSO ☐ ☐ Wendy Osborne (Guest) EDLIB ☐ ☐
*(A) – Alternate member
2. DETERMINATION OF QUORUM
a. A minimum of 4 members; b. Worker representatives (faculty and staff workers who do not exercise managerial functions) and employer representatives
(management workers who exercise managerial functions); c. At least half of the members must be worker representatives;
Is there quorum for this meeting * If quorum is not met, the meeting does not qualify as a monthly meeting. The monthly meeting will need to be rescheduled within the same month.
Yes
No ☐
3. APPROVAL OF PREVIOUS JOHSC MEETING MINUTES (Statement to indicate minutes of previous meeting have been read & acknowledged and to record any corrections to it)
Move to adopt minutes. Moved by: Vicki Domansky Seconded by: Katy Ellsworth
Are the minutes approved? Yes
No ☐
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4. ADDITIONAL AGENDA ITEMS & APPROVAL OF AGENDA Addition: NB-20/05/07-05 – Questions Regarding $300 for Office Equipment from DNSO Addition: NB-20/05/07-06 – Students in Scarfe Building
4 A. REVIEW ACTIONABLE ITEMS FROM LST MINUTES (if applicable) Place actionable items under Accident/Incident Investigation, Safety Inspections, Correspondence, New Business etc. as applicable and assign proper item # for further discussion/action. No actionable items noted
Is the agenda approved? Yes
No ☐
5. REVIEW CAIRS REPORT OF ACCIDENTS/INCIDENTS:
See attached incident report:
Monthly Incident List & Statistical Summary Report (For any general CAIRS information that requires discussion or action, please record under “New Business” e.g. make note of trends etc. Any incident-specific items and follow up requests are to be listed below)
(* See Legend at end for Priority and Status Codes)
Item # (Use CAIRS Incident ID #
and Incident Date) Priority
Action Plan (Actions Taken/Need to be taken)
Assigned To
Follow up: Date Pending
Status
No CAIRS Reports to review.
6. REVIEW OF WORKPLACE SAFETY INSPECTIONS (including any changes to equipment, machinery or work processes that may affect the health or
safety of workers) Distribute inspection checklist(s) and report(s) for meeting and use this table to record discussion and new recommendation(s)
No actionable items noted
Item # (Use Inspection #)
Priority Action Plan
(Actions Taken/Need to be taken) Assigned
To Follow up:
Date Pending Status
No Safety Inspections to review.
*GI – General Inspection
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7. REVIEW EDUCATION AND TRAINING Item #
(ED-yy/mm/dd-01) Priority
Action Plan (Actions Taken/Need to be taken)
Assigned To Follow up:
Date Pending Status
ED-20/03/05-01 D
JOHSC Member Training for Matthew Duckworth Update May 2020
- Matthew completed Training Parts 1 & 2 on April 7, 2020. Update April 2020
- Matthew will complete the Fundamentals Part 1 of training online during Work From Home.
March 2020
- Matthew’s training is not yet scheduled. His joining date is February 14, 2020; training to be completed by August 14.
N/A N/A C
ED-20/04/02-01 D
JOHSC Member Training for Katy Ellsworth Update May 2020
- Katy has not yet scheduled her training. April 2020
- Katy will complete the Fundamentals Part 1 of training online during Work From Home.
- Katy’s joining date is March 8th, 2020; training to be completed by September 8th, 2020.
Katy Ellsworth
June 2020 IP
ED-20/05/07-01 D
JOHSC Administrator Training for Faustina Cheung
- Faustina completed Administrator Training on May 4, 2020.
N/A N/A C
* ED – Education and Training
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8. ONGOING BUSINESS – Status of Action Items
Original Item # Priority Action Plan
(Actions Taken/Need to be taken) Assigned
To
Follow up: Date
Pending Status
GI-Scarfe-19/06/26
& GI-PCOH-19/07/18
C
GI - Office of Research in Education (ORE) Update April 2020
- ACTION: Tabled until we are back on campus. Update March 2020
- ACTION: Vicki to complete the compilation and upload the final report to SharePoint.
See previous minutes for additional details. July 2019
- Office of Research in Education (ORE) partly completed. - ACTION: Part A, B, C of the inspection checklist is outstanding
and to be completed by David.
Vicki Domansky
Return to Campus
RF
NB-19/10/03-01 C
Health and Safety Program Manual (HSPM) Update April 2020
- Due to the current circumstances of COVID-19, the committee agreed that it would not be a good time to distribute the HSPM.
- ACTION: Tabled until we are back on campus. Update March 2020
- It was noted that Dr. Kim Zebehazy was not listed as an Altnerate member; following discussion, the JOHSC agreed to add the link to our online membership rather than list the current membership to ensure accuracy.
Michael Wilkinson
Return to Campus
RF
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8. ONGOING BUSINESS – Status of Action Items - ACTION: Michael to update membership listing to be online link
and distribute the HSPM Faculty-wide.
See previous minutes for additional details. October 2019
- New template provided by SRS to update individual health and safety manuals within units – see link online.
- ACTION: This item will be re-discussed at November meeting. - ACTION: David to update the current BERP (Building Emergency
Response Plan) for Scarfe and to connect with SHHS to find out if they have a BERP for Ponderosa that LLED and EDST areas are included; if not, David should create a BERP for Ponderosa (LLED an EDST areas).
NB-19/12/05-07 C
Building Emergency Response Plan (BERP) Update May 2020
- Final updates to the BERP require consultation with the new Facilities Manager in Building Operations.
- ACTION: Tabled until we are back on campus. Update April 2020
- Due to a change in zone Facilities Manager, there are some pending items left to complete in the BERP.
- ACTION: David to complete the BERP for the next JOHSC meeting.
See previous minutes for additional details. December 2019
David Sequeira
Return to Campus
RF
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8. ONGOING BUSINESS – Status of Action Items - This item comes from NB-19/10/03-01, as the BERP is a
document to be handled separate from HSPM. - ACTION: David to continue the updating of the BERP and
circulate to the JOHSC and Faculty-wide ASAP. - ACTION: David to follow-up with SHHS to inquire if they have a
BERP for all of Ponderosa.
NB-20/04/02-01 C
COVID-19 Update May 2020
- Michael arranged for the SRS resources to be added to the Faculty of Education webpage on COVID-19.
April 2020
- SRS has provided some links and resources with the most up-to-date information regarding COVID-19.
- ACTION: Michael will arrange for communications to be added to the Faculty of Education webpage on COVID-19.
N/A N/A C
NB-20/04/02-02 C
Working from Home Update May 2020
- Michael arranged for the Ergonomics resources to be shared via the Dean’s COVID-19 Bulletin on April 15, 2020.
April 2020
- SRS has provided resources for ergonomically-friendly setups during Work From Home (WFH).
- ACTION: Michael will arrange for communications to be included in the next Faculty-wide Bulletin from the Dean on COVID-19.
N/A N/A C
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8. ONGOING BUSINESS – Status of Action Items
NB-20/04/02-05 C
Fire Wardens Update May 2020
- ACTION: Tabled to return to campus. April 2020
- David and Katy will coordinate a plan to schedule in-person Fire Warden training, either through SRS or within the Faculty (this will take place when we return to campus).
- Concerns were raised about Fire Wardens in the ECPS Library Block offices; would be best if it was 2 Faculty members.
- ACTION: David to follow up with Fire Wardens to assess their online training completion.
David Sequeira
Return to Campus
RF
9. JOHSC FORMAL RECOMMENDATION LETTERS & REGULATORY INSPECTIONS (e.g. WorkSafeBC) Item #
(use Recommendation or Report #)
Priority Discussion and/or Action Items Assigned
To Date of
Issue Date to be Completed
Status
WSBC IR # 202016973031A
E
Off-Gassing Transformers
- Report is an acknowledgement from WorkSafeBC. - Note to JOHSC members that UBC staff working in
non-UBC buildings should conduct site specific orientations.
N/A April 1, 2020
N/A C
WSBC IR # 202019343034A
E
COVID-19 Outreach (Malcolm Knapp)
- WorkSafeBC reached out to staff in this area to ensure health and safety during COVID-19.
- Reminder for JOHSCs and LSTs to disseminate all COVID-19 related information that highlights UBC’s
N/A April 22,
2020 N/A C
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9. JOHSC FORMAL RECOMMENDATION LETTERS & REGULATORY INSPECTIONS (e.g. WorkSafeBC) Response to everyone in their areas to keep them informed. This includes all satellite locations.
- Any COVID-19 related questions/concerns can be sent to [email protected]
WSBC IR # 202017748028A
E
COVID-19 Response (SHCS)
- WorkSafeBC reached out to staff in this area to ensure health and safety during COVID-19.
- Reminder for JOHSCs and LSTs to disseminate all COVID-19 related information that highlights UBC’s Response to everyone in their areas to keep them informed. This includes all satellite locations.
- Any COVID-19 related questions/concerns can be sent to [email protected]
N/A April 24,
2020 N/A C
* REC – Recommendation Letter *IR – WorkSafeBC Regulatory Inspection
10. NEW & OTHER BUSINESS Item #
(NB-yy/mm/dd-01) Priority
Action Plan (Actions Taken/Need to be taken)
Assigned To
Date to be Completed
Status
NB-20/05/07-01 C
UBC Response to COVID-19
- This memo outlines UBC links and resources available to faculty and staff regarding UBC’s Reponse to COVID-19.
- ACTION: Faustina to arrange for distribution of the memo.
Faustina Cheung
June 2020 IP
NB-20/05/07-02 E SRS COVID-19 Webpage
N/A N/A C
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10. NEW & OTHER BUSINESS - SRS has created a webpage with information and resources
specific to occupational health and safety. - As this is included in the memo noted in NB-20/05/06-01, there
is no need to distribute the link seperately.
NB-20/05/07-03 C
Working from Home – Ergonimics, Physical and Mental Wellbeing
- ACTION: Faustina to arrange for placement of these documents on the Faculty of Education website, and highlighted in the Dean’s weekly memo.
Faustina Cheung
June 2020 IP
NB-20/05/07-04 E
Changes to Workers Compensation Act
- Changes to the Act were reviewed and outlined for reference to the JOHSC members and necessary changes in documentation.
N/A N/A C
NB-20/05/07-05 C
Questions Regarding $300 for Office Equipment from DNSO
- Concerns about Ergonomic Chairs at home, and that $300 does not cover the cost of an ergonomic chair.
- Options include taking home chairs from the office, or working with department Heads to secure additional funding.
- ACTION: Silvia will reachout to Abigail (UBC Ergonomist) who can suggest some chairs that are within the $300 budget and potential consultations via Zoom.
Silvia Almanza Alonso
June 2020 IP
NB-20/05/07-06 C Students in Scarfe Building
David Sequeira
June 2020 IP
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- JOHSC member noted that students have been able to access the Scarfe Building, likely via the loading bay doors.
- ACTION: David will reach out to Building Operations regarding reminders for contractual workers and building security.
*NB – New Business
11. NEXT MEETING
Date: Thursday, June 4, 2020
Time: 9:00 – 10:00am
Location: Zoom (virtual meeting)
12. MEETING ADJOURNED
Time: 9:39 am
13. TABLED ITEMS While the university is operating under emergency circumstances the committee agrees that the following items are to be referred forward
until the committee and department has the capacity to continue with these health & safety items.
Items that remain in ongoing & new business have taken precedent during the department’s response to COIVD-19 and the scaled back work
arrangements. The committee agrees that the items below will be re-assessed based on the departments’ safety needs at a time more suitable
time.
Motion to table items: Moved by: Seconded by: .
Original Item # Priority Action Plan
(Actions Taken/Need to be taken) Assigned To
Follow up: Date Pending
Status
GI-Scarfe-19/06/26
& GI-PCOH-19/07/18
C
GI - Office of Research in Education (ORE) April 2020
- Update: Tabled until we are back on campus. March 2020
Vicki Domansky
Return to Campus
RF
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- ACTION: Vicki to complete the compilation and upload the final report to SharePoint.
See previous minutes for additional details. July 2019
- Office of Research in Education (ORE) partly completed. - ACTION: Part A, B, C of the inspection checklist is outstanding
and to be completed by David.
NB-19/10/03-01 C
Health and Safety Program Manual (HSPM) April 2020
- Update: Tabled until we are back on campus. - Due to the current circumstances of COVID-19, the committee
agreed that it would not be a good time to distribute the HSPM. March 2020
- It was noted that Dr. Kim Zebehazy was not listed as an Alternate member; following discussion, the JOHSC agreed to add the link to our online membership rather than list the current membership to ensure accuracy.
- ACTION: Michael to update membership listing to be online link and distribute the HSPM Faculty-wide.
See previous minutes for additional details. October 2019
- New template provided by SRS to update individual health and safety manuals within units – see link online.
- ACTION: This item will be re-discussed at November meeting.
Michael Wilkinson
Return to Campus
RF
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- ACTION: David to update the current BERP (Building Emergency Response Plan) for Scarfe and to connect with SHHS to find out if they have a BERP for Ponderosa that LLED and EDST areas are included; if not, David should create a BERP for Ponderosa (LLED an EDST areas).
NB-19/12/05-07 C
Building Emergency Response Plan (BERP) May 2020
- Update: Tabled until we are back on campus. - Final updates to the BERP require consultation with the new
Facilities Manager in Building Operations. April 2020
- Due to a change in zone Facilities Manager, there are some pending items left to complete in the BERP.
- ACTION: David to complete the BERP for the next JOHSC meeting.
See previous minutes for additional details. December 2019
- This item comes from NB-19/10/03-01, as the BERP is a document to be handled separate from HSPM.
- ACTION: David to continue the updating of the BERP and circulate to the JOHSC and Faculty-wide ASAP.
- ACTION: David to follow-up with SHHS to inquire if they have a BERP for all of Ponderosa.
David Sequeira
Return to Campus
RF
NB-20/0
C Fire Wardens May 2020
David Sequeira
Return to Campus
RF
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LEGEND
PRIORITY: STATUS: A Critical/Life threatening/high probability N New
B Urgent/moderate probability of re-occurrence R Repeat
C Important/low probability of re-occurrence C Complete
D Reminders IP In Progress
E Information RF Referred forward
Monthly Distribution and Posting of Approved Meeting Minutes (Required):
Responsible VP
Responsible Managing Director/Dean
All JOHSC members
Internal Communications Person
Safety & Risk Services [email protected]
Posted on any Safety Bulletin Boards (if applicable)
4/02-05
- Update: Tabled until we are back on campus. April 2020
- David and Katy will coordinate a plan to schedule in-person Fire Warden training, either through SRS or within the Faculty (this will take place when we return to campus).
- Concerns were raised about Fire Wardens in the ECPS Library Block offices; would be best if it was 2 Faculty members.
- ACTION: David to follow up with Fire Wardens to assess their online training completion.