Central Okanagan Kelowna Campus Joint Occupational Safety and Health Committee - Meeting Minutes May 1, 2018. Room P113 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 J. Korcok M. Beerkens D. Petrie L. Skulmoski K. Markle N. Darling K. McKenzie M. Peissard D. Gronlund Faculty Chemistry Software & Support Services Facilities & Business Services Science, Technology & Health Arts & Foundational Trades Dean s Office Facilities & Business Services Vocational Trades Vocational Trades OCFA BCGEU SS Employer Employer BCGEU SS Employer BCGEU SS BCGEU VI BCGEU - VI Regrets M. McCrea Silva Facilities & Business Services Employer Resource A. Kortzman E. Pecheanu STANDARD AGENDA ITEMS Establish quorum Resource Recorder Quorum confirmed and H. Carson acted as meeting Chair Approval of Agenda & Previous Minutes o Agenda approved (J. Korcok, M. Beerkens), with addition Notification of Work Minutes approved (D. Petrie, N. Darling) as amended: o Wellness Committee first bullet: Kwantlen has one program (collaboration between the students committee and the employees committee) o Wellness Committee - third bullet: charter name Okanagan Charter: An International Charter for Health Promoting Universities and Colleges (2015) Vernon Incident added comment from M. Beerkens Workers on the Vernon JOHS Committee have a right to know (informed of incidents) and a right to participate in joint investigations. This amendment was received by email after the meeting therefore was not approved at the meeting and cannot become part of the approved amendments. Further discussion can take place at the June meeting. STANDARD INFORMATION ITEMS First Aid report Incident Reports March Students: 4 first aid only; one medical aid Employees: 2 first aid only; one medical aid Additional details: Student incidents: welding slag in eye; welding burn to hand; small nick on finger; allergic reaction (medical aid); panic attack. Employee incidents: Culinary cut on finger (one first aid only, one medical aid), Automotive hit head on electrical box JOHS KLO Minutes May 2018 page 1 of 7
The outstanding action items report was reviewed and updates provided. JOHS KLO Minutes May 2018 page 2 of 7
Strategic Planning Wellness Committee Discussions about wellness are taking place around the campus (Student Services, Regional Dean) Director, Student Services submitted request for funding; if approved a working committee will be assembled; JOHS member should be included (H. Carson, J. Korcok) Employees and students will be involved, and possibly a consultant will be brought in Inside Okanagan Submission Schedule M. Beerkens will prepare a topic for May; to be sent to H. Carson in the next 7-10 days BUSINESS ARISING 1. Trades Instructors D. Gronlund will continue to be a part of the JOHS committee 2. Day of Mourning Very good event; thanks to everyone involved: Jasmine, Marcel, Mame, Alex, Heather The 158 forget-me-nots donated will be planted at all 4 campuses Stats from WSBC displayed Good student participation; only a few staff members attended Photos uploaded on the shared drive: JOHS Committees/JOHS Kelowna/Event pics 3. Committee Yearly Evaluation Self-assessment checklists have been completed by the co-chairs for each campus using the same form as last year WSBC checklist covers the same points, but is longer; M. Beerkens would like to see the WSBC form used The committee self-assessment is on the agenda for the June JOHS Co-chairs meeting (exact date TBD) The checklist was brought to the committee last year, when it became part of the regulations The completed checklist will be shared with the entire committee Co-chairs understanding is that is it their responsibility to complete it M. Beerkens will look into what the legislation says about this responsibility 5. Notification of Work Co-chairs met with management and discussed how the School Dude (Facilities work order system) process works and the notifications that are being sent Notifications are sent to person who initiated the work request (WR) Facilities Management communicates with managers/supervisors when certain types or work are scheduled in an area; managers/supervisors are expected to communicate to their teams K. McKenzie explained how jobs like floor waxing are managed by the crew working in the area; communication can be improved with the occupants of the space Occupants are notified only when floor has to be cleared prior to work being done Janitorial crews do their best to avoid lingering smells (work is done in the evening, classrooms are done between June and last week of August; windows open, etc.) Overall communication can be improved; employees should be notified when large projects are schedule (e.g. roof work) D. Petrie will bring up the topic at the next Facilities managers meeting Staff should bring any concerns to supervisors Supervisor training improvement needed; not all supervisors have enough health & safety knowledge; topic will be presented to the Health & Safety Steering Committee JOHS KLO Minutes May 2018 page 3 of 7
NEW BUSINESS 1. Term of Reference (ToR) annual review The review will be done at the upcoming joint co-chair committee meeting in June Last year we had a subcommittee; the document was then brought to the co-chairs for approval Will the members have input? M. Beerkens would like to have input re ToR review 2. Training Opportunities All new members get 8 hours basic training plus 8 additional hours H. Carson sent out emails with training offered by BCGEU (free sessions; location close to OC) Additional training opportunities are being discussed with management and at the co-chairs meeting 3. JOHS Awareness week (Jasmine) Suggestion to start preparing during the summer for the awareness week in November Suggestion to move the awareness week in 2019 to the spring, as November is a very busy time Topics suggestions: bullying and harassment, violence in the workplace Planning Subcommittee: J. Korcok (lead), M. Beerkens, K. Markle, H. Carson, N. Darling (tentative) 4. Inspections Committee members signed-up for the 2018 inspections (H. Carson has the list) Recommendation: if issue identified is not safety related, push it back on the staff to submit work request Last year s summaries M. McCrea might be able to assist Suggestion from A. Kortzman: bring a floorplan of the building when doing inspections and mark on it the problem areas; to be used in conjunction with the inspection form Floorplans for all OC buildings can be found in myokanagan/administrative Functions/Facilities Additional Discussion: Parking lot 17 was closed last week and not enough notice was given points back to Notification of Work OC Safe maps do not have parking lot numbers; Alex will look into it (Note: main OC app maps do have parking lot numbers) Next meeting: Tuesday, June 5, 10 a.m., P113. The meeting concluded at 11:05 am Minutes taken by E. Pecheanu JOHS KLO Minutes May 2018 page 4 of 7
KLO CAMPUS JOHS COMMITTEE ACTION ITEMS updated May 1, 2018 2015-09-04 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 Feb 15, 2016 Feb 15, 2016 Facilities Management () will be sent the recommendation for written response to the co-chairs. Email 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 underway 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: http://www.okanagan.bc.ca/health Safety_Committees.h tml 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 underway. A New Initiative has been submitted for an additional FM staff to complete the monthly testing (60-70 hrs/mth @ 1hour 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) 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 C Hayman to assist Co-Chairs C Hayman All members to review and seek clarification if required, FM & C Hayman, HSEMS P Csandl Within 21 days = Sep 23, 2015 complete complete Complete underway Before the next meeting On-going Complete Complete Before March 31 JOHS KLO Minutes May 2018 page 5 of 7
Mar 2, 2016 Autobody installed yet Vernon postponed until location is approved by FM electricians P Csandl 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 underway G. Kershaw/FM June 7, 2016 Testing is being done starting June 7 FM September 13, 2016 October 4, 2016 Nov 8, 2016 Jan 10, 2017 Feb 7, 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, 2017 70% 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 G. Kershaw, FM G. Kershaw, FM G. Kershaw, FM D. Peterson Mar 7, 2017 Most installation complete; capital plan for infrastructure G. Kershaw End of March Apr 4, 2017 No update Next mtg. May 2, 2017 June 6, 2017 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 will be provided for next meeting. Occupant education and outreach plan also being developed. R. St Onge provided a detailed report (attached) See minutes for details. R. St. Onge (by email) R. St Onge July 11, 2017 R. St Onge will be asked for update R. St Onge Aug. mtg. Sept 12, 2017 Moved to October R. St Onge Oct. mtg. Oct 12, 2017 Moved to November R. St. Onge Nov. mtg. JOHS KLO Minutes May 2018 page 6 of 7
Feb 6, 2018 Apr 3, 2018 Vernon completed; Salmon Arm to be completed during spring break; KLO to be completed by March 31. Final report in April Not completed by March 31, 2018 as OC required site specific asbestos report which is only now complete; new proposed completion date is end of April or first week in May. 5 stations to be completed (Trades) R. St. Onge Apr. mtg. R. St. Onge By May mtg. May 1, 2018 R. St. Onge is away; update to be provided in June R. St. Onge June mtg. 2017-02-04 Health and Safety Manual Update Feb 7, 2017 Apr 4, 2017 May 2, 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 meeting By May mtg. A. Kortzman June mtg. June 6, 2017 A3 group is continuing the review A. Kortzman July 11, 2017 A3 group is continuing the review A. Kortzman Sept 12, 2017 A3 group is continuing the review A. Kortzman Oct 12, 2017 50% complete Mame is working on this A. Kortzman Nov mtg. Feb 6, 2018 With management for final review before posting online Management March 6, 2018 Same Management Apr 3, 2018 May 1, 2018 Same. M. Beerkens asked that if management makes any changes, that the document be returned to the JOHS Committee for review Latest draft will be emailed to committee members; all to email feedback to M. McCrea. 2017-06-01 Campus phone in new Trades bldg. July 11, 2017 Feb 6, 2018 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. 12 phones installed. One more added for the Trades Training House. Management All members By June mtg. M. McCrea By July mtg. March 6, 2018 Trades Training House phone still to be installed Apr 3, 2018 Not installed yet as Occupancy Permit is not available until April 4, 2018 M. McCrea May 1, 2018 Installed and operational CLOSED 2018-01-01 Overflow parking lot lighting (Evangel) OC funds? Jan 9, 2018 Co-chairs to present the issue to management Co-chairs By Feb. mtg. Feb 6, 2018 No update. Co-chairs still to meet with management Co-chairs March March 6, 2018 Management will meet with Evangel Board to find a solution to improve lighting (no date set yet) Management JOHS KLO Minutes May 2018 page 7 of 7
Apr 3, 2018 Check with management to see if meeting has taken place. Management May 1, 2018 There is a commitment to upgrades (lighting, snow removal, line painting) 2018-04-01 Scent Free Policy Management April 3, 2018 Co-chairs will discuss options with management. M. McCrea-Silva May 1, 2018 Poster to be updated; information will be presented at the new employee orientation. Discussion around cultural issues with international students. Cultural Liaisons should be involved. 2018-05-01 Ventilation in gym change rooms H. Carson To inquire on the ventilation situation in gym change rooms H. Carson June mtg. JOHS KLO Minutes May 2018 page 8 of 7