Joint Occupational Health & Safety Committee Meeting Minutes · 2020-03-25 · 3. Record of Email Distribution to Members 4. Approval of Previous Joint Occupational Health and Safety

Joint Occupational Health & Safety Committee Meeting Minutes

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Name of Committee: SHHS -JOHSC

Worker Co-Chair: Lee McArthur (assumed the Chair) Employer Co-Chair: David Kiloh

Date: February 25, 2020 Time: 9:00 am

Location: Walter Gage, room Ruther Blair C AGENDA:

1. Roll Call 2. Determination of Quorum 3. Record of Email Distribution to Members 4. Approval of Previous Joint Occupational Health and Safety Committee

(JOHSC) Meeting Minutes 5. Approval of Agenda 6. Review Central Accident/Incident Reporting System (CAIRS) report of

Accidents/Incidents a. Monthly Incident List b. CAIRS reporting statistics c. Incident(s) or item(s) from LSTs (CC, FS, FCBS, SS LST

members, please refer to your summary report of LST discussion points to bring up, if any)

7. Review Workplace Safety Inspections (including any changes to equipment, machinery or work processes that may affect the health or safety of workers)

8. Review Education and Training a. Western Safety Conference: April 6, 2020 - cancelled

9. Ongoing Business – Status of Action Items a. Electrical outlets, update

10. JOHSC Recommendation Letters (Correspondence) 11. New and Other Business (Roundtable)

a. Safety Boards/Binders updating b. Re-use mug program & the SHHS JOHSC c. Divisional Improvements & Learnings d. SRS Email

12. Next Meeting – March 24, 2020, Conference call (due to COVID-19 response) 13. Meeting Adjournment


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1. ROLL CALL Worker Representatives Work Location Present Regrets Absent

Barbara Undurraga, ECE Childcare UBC Childcare Services ☐ ☐ June Wong, ECE Childcare (alt.) UBC Childcare Services ☐ ☐ ☐ Billie Sandhu, Procurement Officer Purchasing – MD6 ☐ ☐ Emma Atillo, Assistant Supervisor, BSM group Ponderosa Commons Residence ☐ ☐ Vassili Molnar, Procurement Officer Purchasing – MD6 ☐ ☐ ☐ Lee McArthur -BCGEU/Senior ECE UBC Childcare Services ☐ ☐ Michael Chow, Clerk, Res Life & Admin Group SHHS Main Office ☐ ☐ Nick Mateus, Commissary Cook (LOA) CK and Retail/Open Kitchen ☐ ☐ Peter Ferrari, Head Tradesperson SHHS ☐ ☐ Rob Harley, Electrician (alt.) SHHS – Trades / T-Bird facilities office ☐ ☐ ☐ Victoria Somerville, Electrician SHHS – Trades/T-Bird facilities office ☐ ☐ Romulo Garcia, Service Worker (alt.) Thunderbird Residence ☐ ☐ ☐ Simon Gorecki, Plumber SHHS – Trades / T-Bird facilities office ☐ ☐ ☐ Susan Kelly, Supervisor, Food Services Gather @ Vanier ☐ ☐ Tom Higuchi, Residence Front Desk Service Coordinator Res Life and Admin - Acadia ☐ ☐ Monica Borges, Front Desk Coordinator (alt.) Res Life and Admin - T-Bird ☐ ☐ ☐ Zoe Diomis, Front Desk Coordinator (alt.) Res Life and Admin - Place Vanier ☐ ☐ ☐ Rachel Loucks, Registration Service Coordinator C&A Office worker rep/2950 ☐ ☐

Management Representatives Work Location Present Regrets Absent David Kiloh, Director Facilities and Building Services / T-Bird Office ☐ ☐ Janice Robinson, Director Res Life and Admin / MD6 ☐ ☐ ☐ Colin Moore, Director Food Services / MD6 SHHS-Admin ☐ ☐ Karen Vaughan, Director Child Care Services – CC Admin ☐ ☐ Allan De Jong, General Manager Conferences & Accommodation/ Gage ☐ ☐

Guests Work Location Present Regrets Absent Deb Thompson Childcare Services – CC Admin ☐ ☐ ☐

Kaitlyn Berreth (Allan De Jong, alternate) Conferences & Accommodation/ Gage ☐ ☐

Tariq Din, OH&S Manager RMS ☐ ☐


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1. ROLL CALL Susheem Pahwa, BCIT Student Guest ☐ ☐ ☐ Gontran Paget, Health and Safety Advisor RMS Resources – SHHS Main Office ☐ ☐ Joanne Thember, Health and Safety Associate RMS Resources – SHHS Main Office ☐ ☐ Valerie Leung, Health and Safety Associate RMS Resources – SHHS Main Office ☐ ☐ Jessica Sterman, Administrative Support SHHS Main Office ☐ ☐

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. RECORD OF EMAIL DISTRIBUTION

DOCUMENT DATE

SHHS LST’s December Minutes 02/21/2020

JOHSC December Minutes 02/21/2020

JOHSC January 2020 Agenda 02/21/2020

4. APPROVAL OF PREVIOUS JOHSC MEETING MINUTES The minutes of the previous meeting were unanimously approved as distributed. Are the minutes approved?

Moved: BU Seconded: EK

Yes

No ☐

5. ADDITIONAL AGENDA ITEMS & APPROVAL OF AGENDA Moved: SK ; Seconded: EA


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5. ADDITIONAL AGENDA ITEMS & APPROVAL OF AGENDA 5 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 ☐

6. REVIEW CAIRS REPORT OF ACCIDENTS/INCIDENTS*:

CHILDCARE SERVICES - LST: Reviewed this month’s incidents.

- 13 incidents reviewed this month (9 new), 7 incident reports have been resolved to the satisfaction of the JOHSC members. 6 incidents (5 new, 1 old) still in the process of being completed.

FOOD SERVICES - LST: Reviewed this month’s incidents.

- 9 new incidents were reviewed, 1 incident still in the process of being completed.

OPERATIONAL SERVICES - LST: Reviewed this month’s incidents. - 7 incidents were reviewed (6 new), 3 new incidents still in the process of being completed.

SUPPORT SERVICES - LST: No incidents to review this month.

- 1 new incident was reviewed and closed.

Co-chair asked each LST if all CAIRS were reviewed – each of the represented LSTs (as seen above) confirmed they had been.

Item # (Use Inspection #) Priority Discussion/Comments/Recommendations Assigned

To Follow up: Date

Pending Status

N/A (see above)


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7. REVIEW OF WORKPLACE SAFETY INSPECTIONS (including any changes to equipment, machinery or work processes that may affect the health or safety of workers)

CHILDCARE SERVICES:

- 100% of monthly inspections had been completed in January. FOOD SERVICES:

- 92% of monthly inspections have been completed to date. - All retail units completed inspections, as did 1/3 res dining halls; for technical reasons SHCS Safety Resources were unable to obtain

the completed restaurant inspections on iAuditor. OPERATIONAL SERVICES:

- 100% of safety sensitive equipment have been inspected by Hazmasters, via a risk based approach. - Area inspections projected to be started in the 1st quarter of 2020, in the following areas: warehouse, carpenter shop, and locksmith

shop.

SUPPORT SERVICES: - To be completed in March (quarterly inspection).

*All WorkSafe Inspection Reports can be found online on the RMS website: safetycommittees.ubc.ca

Item # (Use Inspection #) Priority Discussion/Comments/Recommendations Assigned

To Follow up: Date

Pending Status

N/A (see above)

8. REVIEW EDUCATION AND TRAINING

Item # Priority Discussion/Comments/Recommendations Assigned To Follow up: Date Pending Status

ED-19/12/18 E Wester Safety Conference

- April 6, 2020 - 2 spots available.

SRS Resources N/A N/A


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8. REVIEW EDUCATION AND TRAINING

ED-20/01/28 E

New Member Training - Ed Knudson, new member to JOHSC from the Food

Services culinary team, will require training in next 6 months. - Karen Vaughan, the new Director of Childcare Services will

require her JOHSC training in the next 6 months. o The training info has been sent to both members.

Ed K Karen V 06/23/2020 IP

9. ONGOING BUSINESS – Status of Action Items

Original Item # Priority Action Plan (Actions Taken/Need to be taken)

Assigned To

Follow up: Date

Pending Status

GFCI Outlets (#124886) C

Facilities and Building Services (FCBS) to provide a progress update in the form of an appendix for the next meeting. So far:

- 100% completed in Food Service - 100% in support services (office and front desk) - 70% in Childcare - 70% in common spaces

o No further progress, but the project has been reassigned this morning; presumably to be completed in March.

David K 03/24/2020 IP

NB-18/08/28-10 C BERPS. No updates. [Tabled until further notice.] SRS Resources 02/26/2019 IP

NB-18/08/28-11 C Floor Warden Training. No updates. [Tabled until further notice.] SRS Resources 02/26/2019 IP

10. JOHSC RECOMMENDATION LETTERS (CORRESPONDENCE)*

Item # Priority Discussion and/or Action Items Assigned To Date of Issue Date to be

Completed Status


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10. JOHSC RECOMMENDATION LETTERS (CORRESPONDENCE)* (use Recommendation #)

E.g.: CODE-REC-2017-01

For all JOHSC Formal Recommendation Letters and Regulatory Inspections (Provincial Regulators including but not limited to

WorkSafeBC, and Federal Regulators including but not limited to Transport Canada). Note ALL Regulatory Inspections, even if issued

to another department. Make sure to refer to any applicable incident, investigations or other related occurrences by item #. DO

NOT MOVE OUT OF THIS SECTION – this section is to be used to ensure employer is responding within 21 calendar days. Once

correspondence is complete item can be removed. NOTE: Item # that correspondence pertains to should remain in the “Ongoing Business” and updated with any additional information

until fully resolved.

N/A * REC – Recommendation Letter5

11. NEW & OTHER BUSINESS* (ROUNDTABLE)

Item # (NB-yy/mm/dd-01) Priority Action Plan

(Actions Taken/Need to be taken) Assigned To Date to be Completed Status

NB-19/08/27-01 E

Divisional Improvements & Learnings - Childcare

o Leadership working to train supervisors to always call First Aid when a worker is injured; for documentation purposes.

- Food Services o Staff supplied an Epipen for a student allergic reaction in

a residence dining hall – well done! - Operational Services

JOHSC Reps 02/25/2020 C


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11. NEW & OTHER BUSINESS* (ROUNDTABLE) o The trades group has been joining in on some of the

Building Ops technical training sessions; and CAIRS reporting training.

o The Supervisors in the Building Services group have also been receiving CAIRS reporting and safety refreshment training.

- Support Services o The UBC Ergonomist (Abigail) reviewed the Ergo Fund

with the LST in February; the Front Desk Coordinators are now signed up for ergo training in March.

o Shout out to the SHCS & Building Ops crews for good job in proactively clearing the snow in January.

NB-19/10/22-01 C

Safety Board/Binder updates o As of March, safety boards will be updated on an

ongoing basis, based on the previously agreed upon process.

SRS Resources N/A C

NB-19/01/22-02 C

SRS Email - Safety Day - Accident/Incident Investigation Training - Pink Shirt Day - Move UBC

SRS Resources 01/28/2020 C

12. NEXT MEETING Date: Tuesday, March 24, 2020 Time: 9:00 am Location: Ponderosa Ballroom

13. MEETING ADJOURNED Time: 9:51 am


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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 • Risk Management Services [email protected] • Posted on any Safety Bulletin Boards (if applicable)

SHHS JOHSC Statistics for 2019

mailto:[email protected]


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Notes:

• C&A: 8 TL (3 in 2019 / 1 in 2018 / 4 in 2017) I 2 HC claim both in 2018 I 6 Reported Inc only in 2017 only • SHHS Trades: 6 TL (1 in 2019 / 2 in 2018 / 3 in 2017) I 1 HC claim in 2019 only I 3 Reported Inc only in 2017 • SHHS Admin – 1 TL claim in 2019 • In general: FS/CC and Housing TL #’s are down in 2019

• Total reportables:

o TL: 59 in 2019 / 70 in 2018 / 58 in 2017


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o HC: 30 in 2019 / 24 in 2018 / 35 in 2017 o Inc Only: 108 in 2019 / 119 in 2018 / 125 in 2017

Notes:


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• Reasonable KPI’s over all • Expectation that all workplace incidents sites are visited as part of investigations in 2020 (were close) • Improvement in action items being completed within 30 days (partially a follow up issue by report writer to go back in and close off corrective

actions in CAIRS / SHHS Safety is the back up as an extra check)

First Aid Summary for 2019

First Aid Provided Jan – Aug 2019

(we were part of pilot project for Mobile FA implementation July-Aug / limited uptake)

First Aid Provided Sept – Dec 2019

UBC Mobile FA now live campus wide

Child Care Services

14% (4 of 29 reportables) 53% (9 of 17 reportables)

Conf & Accom.

67% ( 2 of 3 reportables) N/A – no incidents

Facilities and Trades

100% (2 of 2 reportables) 100% (1 of 1 reported)

Food Services

35% (19 of 55 reportables) 44% ( 12 of 27 reportables)

SHHS Admin

0% ( zero of 1 reported) NA – no incidents

SHHS Housing (SW and most HK Inc in 2019) 37% (13 of 35 reportables) 73% (8 of 11 reportables)

Notes:


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• There has been a significant improvement in the use of UBC Mobile FA since it went live on Sept 3rd in most SHHS divisions • Expectations is that these FA numbers will improve even more in 2020 as supervisors/managers understand their responsibilities • New “How to get First Aid Posters” with unit addresses will be printed off and distributed to all SHHS/now SHCS units spring of 2020 with a

copy of the Frequently asked Questions Poster from SRS – see attached slides (hard copy provided for all JOHSC attendees)


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Notes:

• Back: #1 for TL • Knee #2 for TL followed by fingers/head and shoulders (all 5 or above across SHHS) • Hand, fingers, back (#103) for Inc Only


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Documents

Joint Occupational Health & Safety Committee Meeting Minutes · 2020-03-25 · 3. Record of Email Distribution to Members 4. Approval of Previous Joint Occupational Health and Safety