Central Okanagan KLO Campus Joint Occupational Safety and Health Committee - Meeting Minutes. July 11 th, Room B130 10:00 am 11:30 am

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1 Central Okanagan KLO Campus Joint Occupational Safety and Health Committee - Meeting Minutes July 11 th, Room B130 10:00 am 11:30 am Co-Chairs: Worker Co-Chair: H. Carson, Student Services, BCGEU-SS Employer Co-Chair: M. McCrea-Silva, Facilities & Business Services, Employer Members: Name Portfolio / Division Representation Absent Resource D. Gronlund M. Beerkens B. MacKinnon Y. Khmelevsky J. Korcok R. Marte M. Peissard D. Petrie A. Kortzman E. Pecheanu Vocational Trades Software & Support Services Human Resources Faculty Computer Science Faculty Chemistry Faculty Technologies Vocational Trades Facilities & Business Services Resource Recorder BCGEU - VI BCGEU SS Employer OCFA OCFA OCFA BCGEU VI Employer STANDARD AGENDA ITEMS Establish quorum Quorum confirmed and M. McCrea acted as Chair. Approval of Agenda & Previous Minutes Agenda approved (H. Carson, B. MacKinnon) Minutes approved (B. MacKinnon, H. Carson) Standard Information Items Incident Reports June: Student: 8 first aid only, 3 medical aid Employee: 2 first aid only, 1 Incident only M. McCrea provided additional details on the first aid incidents: Employee incident only: no first aid; employee reported incident, then went for medical aid the following day. EIIR completed by M. McCrea and M. Peissard. Corrective action in progress (pouring concrete to change the step into a slope, and remove tripping hazard) Discussion ensued on the procedure for selecting a worker representative to participate in investigations taking into consideration the WSBC requirements and the availability of committee members. M. Beerkens will phone WorkSafeBC for clarification A.Kortzman: working on creating Near miss as a new category for online-submitted incidents. Provided details of unsafe work situation with one of the contractors. Situation was corrected. Recording near misses will help identify trends in different areas (e.g. increased number of minor incidents in Welding; tool-room attendants will be required to engage students more; ongoing education and constant supervision) The outstanding action items report reviewed and updates provided. NEW BUSINESS JOHS KLO Minutes July 2017 page 1 of 7

2 1. Scent free environment G. Kershaw MOVED TO SEPTEMBER 2. Notification of inspections H. Carson Notification went out through OCAD and Inside Okanagan M. McCrea has list of completed areas 3. Self-assessment review M. McCrea #5. Alternates Everyone to submit alternate name to co-chairs T. Leskie is acting as alternate for D. Gronlund and M. Peissard #10. Bring any known issues to management Co-chairs to meet quarterly with representatives from all three unions and find out if there are any OHS concerns Committee in agreement #13. Monitoring effectiveness The committee makes recommendations to the employer on educational programs promoting health and safety of workers and compliance with the OH&S regulations, and monitors their effectiveness. How do we monitor the effectiveness of educational programs promoting health & safety? o Hazardous Materials Training people started noticing things in their areas; program was effective o Other ways to monitor: repeat incidents; trends; patient follow-up o Currently there is no automated way to identify trends in the incident database Suggestion: monthly report to departments (number and type of incidents). Reports to be presented at the monthly Trades Chair, first item on the agenda Improved metrics for keeping track of incidents; create a red flag system. Consult with IT Services to evaluate current system and investigate solutions 4. Strategic planning session - Mame Brainstorming session; half day; mid-october Identify & prioritize tasks for the year; Call for session leader: B. McKinnon volunteered Discussion around best time to schedule the next educational event see provincial events (Repetitive strain awareness day Feb; NAOHS - May; Day of Mourning April) Ergonomics training scheduled for October; event could be organized after that Topic proposed for next event: Ergonomics 5. Education: Topics for upcoming s To be discussed at the Strategic Planning in October Additional discussion Inspection checklist: usefulness dependent on area; fire system requirements not covered Inspection reports from 2016 distributed for comparison and checking repeated issues Prioritizing issues found by importance First Aid rooms are always locked so people don t self-treat (Chefs have access) Committee members that inspected the Cafeteria do not have experience and knowledge about this type of setting; Action Item Inquire on last Health Inspection report Cafeteria storage issues (e.g. utensils stored in the hallway) in process of being solved by either reconfiguring the space or adding a Britco storage trailer next to the building H. Carson provided details on cleaning schedules in the Cafeteria JOHS conference in Richmond (Oct. 13 &14); BCGEU covers the cost; M. Beerkens attended last year JOHS KLO Minutes July 2017 page 2 of 7

3 Next : Tuesday, August 1 st, 10 a.m., B130. The concluded at 11:22 am. Minutes taken by E. Pecheanu KLO CAMPUS JOHS COMMITTEE ACTION ITEMS updated Inspection of Shower Deluge and Eye Wash stations Sept 02, 2015 Sept 23, 2015 Oct 7, 2015 Nov 17, 2015 Dec 7, 2015 Dec 9, 2015 Jan 13, 2016 Feb 3, 2016 Facilities Management () will be sent the recommendation for written response to the co-chairs. response issued: baseline testing will establish level of effort to complete and identify any non-compliance of unit install and performance A thorough inspection of each unit is for flow rate, temperature and installation criteria (height, distance from obstacles, within 55 from hazard, etc). A status report will be shared with all Campus Committees Results of baseline testing are posted under Committee inspections on OC website: 1 unit to be installed; 2 units to be replaced; 3 unit temp to be adjusted or tank to be replaced. Monthly inspections will require formal documentation of duties to determine who can be assigned responsibility to perform Members are encouraged to review the inspection details including assessment criteria per the WSBC regulations and ANSI standards, methodology and priority rating posted on the JOHS Committee website page in Nov: Safety_Committe es.html Of the 6 units identified College-wide for urgent replacement, 2 can be addressed in-house prior to April 1 st. Other repairs and improvement to units, such as flow and temp, are. A New Initiative has been submitted for an additional FM staff to complete the monthly testing ( hour per unit + travel time). Updates and a review of priorities should be maintained with the Chairs of Depts. (Chemistry, WET, Biology) requesting the original review. Consultations will be held prior to work commencing regarding access to classrooms and timing, etc. in line with standard FM procedures and via the Reg Dean. Other works to be scheduled in the summer. All high risk issues have been corrected (high water temp and low flow) C Hayman to assist Co-Chairs C Hayman to review and seek clarification if required, FM & C Hayman, HSEMS P Csandl Within 21 days = Sep 23, 2015 complete complete Complete Before the next On-going Complete JOHS KLO Minutes July 2017 page 3 of 7

4 Feb 15, 2016 Feb 15, 2016 Mar 2, 2016 Identification of standard eye wash, combo units and signage to ensure consistent installation at all OC locations moving forward A wall mounted unit will be installed in Autobody/Collision on an interim basis and in the Vernon Chem bunker on a permanent basis Autobody installed yet Vernon postponed until location is approved by FM electricians P Csandl Complete Before March 31 Before March 31 April 6, 2016 Eyewash station in Vernon Bunker installed FM complete April 19,2016 May 3, 2016 Five (5) eyewash stations purchased with year-end funds, but no funds to install yet (OC staff not certified to perform the work). Request for capital funding not yet confirmed An auxiliary staff hired to do the monthly testing throughout the summer. Noncompliant units need to be replaced on a priority basis (Automotive purchased one unit) Installation of 5 units purchased at year end needs to be scheduled., FM G. Kershaw/FM Underway June 7, 2016 Testing is being done starting June 7 FM Underway September 13, 2016 October 4, 2016 Nov 8, 2016 Jan 10, 2017 Permanent position hired for ongoing maintenance and testing Casey King; toolkit, testing procedures were created by auxiliary. On Sept 20, a local rep will meet with FBS re supplying generic parts for older eye wash and shower deluge units where parts are no longer available. C. King is taking over from R. Oliynyk. Acklands-Grainger : the generic parts kit will accommodate updates for 80-90% units Progressing very well. Some units will req. extensive repairs most likely to be completed by March 31, % of units are in regular testing phase. Extensive repairs on the rest; quotes requested from contractors. On track; will be complete by the end of March; more infrastructure work needed to ensure all eye wash and shower deluge stations are working; Roland Oliynyk is training Casey King and then Casey will take over; testing will be placed on a monthly PM. G. Kershaw/FM Underway G. Kershaw, FM Underway G. Kershaw, FM Underway G. Kershaw, FM Underway D. Peterson Underway Mar 7, 2017 Most installation complete; capital plan for infrastructure G. Kershaw End of March Apr 4, 2017 No update Next mtg. Station hardware has been upgraded as required to meet new code. All stations are now tested monthly. Monthly testing has highlighted some stations with pressure and temperature deficiencies which are being catalogued. Additional budget was requested for the current fiscal year. List of units and implementation plan R. St. Onge (by ) Underway JOHS KLO Minutes July 2017 page 4 of 7

5 June 6, 2017 will be provided for next. Occupant education and outreach plan also being developed. R. St Onge provided a detailed report (attached) See minutes for details. R. St Onge Underway R. St Onge will be asked for update R. St Onge Aug. mtg Campus Awareness for First Aid Response Instructions to Occupants poster Oct 01, 2015 Develop an info summary for the back of classroom entry doors and common areas ( rooms) with emergency and evacuation procedures. Nov 3, 2015 An Instructions to Occupants Emergency Procedures poster in use at Capilano University was sent to all members as an example of information to be posted on the back of each classroom and boardroom door. Feedback and comments are encouraged to adopt the content for use at the Kelowna Campus. Dec 8, 2015 Draft content based on Nov feedback was summarized for Committee review and comments prior to drafting an OC poster. A Campus map with First Aid rooms, AEDs, Muster Stations is posted on the Committee website Dec 9, 2015 Members will review the draft for comments prior to developing a poster style format Jan 13, 2016 Little feedback received thus far. The goal of the exercise was to capture the content (word doc) prior to focusing on the format (poster). Other communication options were discussed. The Fire Orders next to the fire floor plans next to main entrances and elevators could be the initial posting location. Feb 15, 2016 After informally surveying other PSI, C Hayman has revised the occupant poster for member feedback Mar 2, 2016 Revised poster wording was too long; Carolyn presented the latest draft. April 6, 2016 All FAA, Security and Emergency Wardens to review and provide feedback. Once content is established, forward to PA for design and polish prior to distribution for final input with a goal to launch before September May 3, 2016 Once the content and design are finalized subsequent to the larger consultation group, delivery to students may have various communication methods (QR code, poster, orientation sessions; slide on TVs). Input will be received from staff at each campus. July 5, 2016 Not a lot of feedback received. C. Hayman will send out the document again Sept 13, 2016 Move forward to a later date Oct. 4, 2016 Move forward to a later date C. Hayman Draft for next Members to review and provide feedback Safety & Security: content; PA: visual aspect; FM: distribution All HSEMS to distribute C Hayman Nov Member feedback by Jan Member feedback by Jan Next JOHS Next JOHS By August C. Hayman By August Nov 8, 2016 See discussion A. Kortzman By Dec mtg. JOHS KLO Minutes July 2017 page 5 of 7

6 Dec 6, 2016 Moved to January Jan 10, 2017 Mar 7, 2017 A. Kortzman to bring a simplified draft to next plus the previous version A. Kortzman provided draft 6699 posters to the Committee for review. It was discussed that posters on a wall during an emergency will not be referenced; however, the posters should be reviewed regularly by staff and students. Action: A. Kortzman will provide power point slides to JOHS Chairs for review. These are slides that AK is sending to Chairs on how to program cell phones with 6699; will also send draft posters revised with only 6699 (ie. 911 removed). A. Kortzman has PP presentations for Students and Contractors. Once content finalized, submit to PA for design A. Kortzman For Feb mtg. A. Kortzman By Mar mtg. A. Kortzman Apr 4, 2017 See #12 on today s agenda Final version expected from Public Affairs. See discussion on best location for poster. By June mtg. June 6, 2017 Poster finalized. To be installed by September Underway Posters are being installed by Facilities staff Underway Automatic Door Opener, C bldg. 3 rd floor washroom Dec. 6, 2016 Submit Facilities work request to install door opener J. Korcok By Jan mtg. Parts on order for past 3 weeks; now received. Installation to be completed by the end of February. D. Peterson By end Feb. Mar 7 Installation G. Kershaw End or March Apr 4, 2017 No update Next mtg. The mechanical components are installed. The Electricians have a WO to provide power. However, this is stalled awaiting results of Haz Mat assessment. G. Kershaw Underway June 6, 2017 Moved to July A. Kortzman Underway Still awaiting Haz Mat assessment Underway Health and Safety Manual Update Apr 4, 2017 Health, Safety and Emergency Management is aware of the request. Updates will begin when possible. E. Pecheanu to send co-chairs link to webpage for clarification on manual status and purpose A3 group is currently reviewing the content. A. Kortzman will provide update next By May mtg. A. Kortzman June mtg. June 6, 2017 A3 group is continuing the review A. Kortzman Underway A3 group is continuing the review A. Kortzman Underway Safety app Camosun College has a safety app. Could this be replicated at OC? M. McCrea By Apr. mtg. JOHS KLO Minutes July 2017 page 6 of 7

7 Apr 4, 2017 Quotes: $7,200/year or a onetime fee $4,000. Suggestion: add to existing OC app. Committee to provide feedback. M. McCrea will bring a presentation on Camosun app M. McCrea By May mtg. Cost sharing with Student Services & Student Union (see discussion #2) M. McCrea By June mtg. June 6, 2017 No update. Moved to July By July mtg. Partnership with Student Services and Security. Will also contact Student Union. Work will start after with Public Affairs Testing for lead in drinking water Ask for details on testing limits and analytical capability/tools to measure 5mg/l M. McCrea Underway A. Kortzman By June mtg. June 6, 2017 Moved to July A. Kortzman For July mtg. After extensive testing, all results are excellent. Yearly tests scheduled. A. Kortzman has detailed report Campus phone in new Trades bldg. Request campus phone to be installed in the new Trades building. Cost for installing phones on each floor? 12 phones to be installed (M. McCrea has list of locations). Campus maps will be updated as well Inspection Follow-up Process Focus on follow-up on non-compliant issues found during inspections. Suggestions welcome ( ) CLOSED M. McCrea By July mtg. A. Kortzman, M. McCrea,H. Carson CLOSED By July mtg. M. McCrea is collecting the reports and submitting Work Orders right away Cafeteria Health Inspection Inquire on last date a Food Safety Inspection was performed in the Cafeteria M. McCrea By Aug. mtg. JOHS KLO Minutes July 2017 page 7 of 7