Joint Occupational Health & Safety Committee Meeting Minutes · 5/7/2020 · Joint Occupational Health & Safety Committee Meeting Minutes 4 | P a g e 7. REVIEW EDUCATION AND TRAINING

Joint Occupational Health & Safety Committee Meeting Minutes

1 | P a g e


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 ☐ ☐


2 | P a g e

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 ☐


3 | P a g e

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


4 | P a g e

7. REVIEW EDUCATION AND TRAINING Item #

(ED-yy/mm/dd-01) Priority


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


5 | P a g e

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


6 | P a g e

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


7 | P a g e

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


8 | P a g e

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


9 | P a g e

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


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

mailto:[email protected]



10 | P a g e

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


11 | P a g e

- 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


12 | P a g e

- 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


13 | P a g e

- 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


14 | P a g e

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.


Documents

Joint Occupational Health & Safety Committee Meeting Minutes · 5/7/2020 · Joint Occupational Health & Safety Committee Meeting Minutes 4 | P a g e 7. REVIEW EDUCATION AND TRAINING