Minutes of the National Health and Safety Policy Committee

TIME: 1:30 p.m.

LOCATION:         395 Terminal Avenue, Room 8070

OPENING REMARKS

The National Health and Safety Policy Committee (NHSPC) co-chairs welcomed everyone to the last meeting of 2018. It was highlighted that December 6 is the National Day of Remembrance and Action on Violence Against Women and a good time to reflect on the phenomenon of violence against women. Ruth Rancy was welcomed to her first meeting as the Director, Integrity and Well-being Division. Ruth is replacing Robert Allen, who will be retiring from the Agency on December 21, 2018. Robert was thanked for his commitment and dedication as a member of this committee.

Air quality in British Columbia

Members discussed concerns regarding the air quality in Prince George, Kelowna and Penticton, British Columbia (BC), due to forest fires. The member who raised the issue agreed to clarify what recommendations the local workplace committees provided the employer and the National Occupational Health and Safety (OHS) Section will look into what other government departments are doing in BC to address the issue and confirm whether Health Canada issued information on this topic. 

Workplace violence prevention

Members were informed that the tools to support the Procedures in response to workplace violence and the revised workplace violence prevention training are being finalized for approval and posting. The new workplace violence prevention page on InfoZone went live on November 29, 2018, and includes links to the procedures, the guide, training and in the near future, tools that support the procedures. Consultations took place on the privacy and confidentiality aspect of workplace violence statistics. As a result, some statistics were shared and the National OHS Section continues to refine the data collected and reported. Members were also informed that the revised legislation on the prevention of violence and harassment received Royal Assent on October 25, 2018, and ESDC confirmed that the Regulations will be introduced in the near future. The Government of Canada has indicated that federally regulated workplaces must comply with the changes as early as spring 2019. However a date has not been confirmed.

PSYCHOLOGICAL OCCUPATIONAL HEALTH AND SAFETY

The committee was informed that in October 2018, representatives from the Well-being and National OHS teams attended the Union of Taxation Employees (UTE) Health and Safety conference. Representatives discussed the Well-being strategy and how it supports a psychologically healthy and safe workplace. The promotion of mental health and how it contributes to a psychological healthy and safe work environment was also discussed. Members were informed that there are currently three ongoing initiatives related to psychological health and safety. First, Well-being representatives participated in a psychological health and safety evaluation certification pilot with members of the federal OHS community from

November 28-30, 2018. This program will support OHS practitioners in completing a psychological hazard identification, hazard analysis and program reporting. Second, OHS representatives are participating on a working group led by the Treasury Board Secretariat to develop a practical toolkit to identify, assess, and control psychological risk factors. Finally, work continues on the identification and analysis of psychological hazards from existing OHS sources, including T4009 data and the existing job hazard analysis consultant reports.

ERGONOMICS PROGRAM

The committee was informed that September 22, 2018, marked a full year since the revised ergonomics program launched. The program focuses on identifying hazards early, utilizing internal tools and implementing timely solutions. The ergonomics standard operating procedure (SOP) and the ergonomics prevention process are examples of tools that provide managers with guidance when dealing with an employees’ ergonomics issue whether in the office or for employees working virtually. Also, employees and managers have access to internal ergonomics coaches to provide quick on-site support. Members shared their concerns with the delays in obtaining an external assessment. The National OHS Section will complete a walkthrough of the office ergonomics process at the next working group meeting. Work also continues on the office furniture procurement process. A process mapping initiative to incorporate ergonomics and Early Intervention and Return To Work processes into the Finance and Administration Branch (FAB) existing office furniture processes is underway. Members requested that different demographics be considered in the new process. Finally, the current ergonomics contract expires in May 2020 and options for the next contract are being considered. An employee representative will participate in the evaluation process for this contract.

WRITTEN UPDATES

Members received the written updates in advance of the meeting. Items requiring clarification were discussed as required and are highlighted below.

Action item report

Members requested a copy of the final Sudbury Business case documents.

OHS Program

Multiple Environment Job Hazard Analysis (MEJHA) Working Group

Members were advised that the revised SOP and safe work procedures (SWP) will be published once all final approvals have been received. A previous review of the requirements for lockout/tag out and the provision and use of respiratory protection determined that these programs were not required. However, the introduction of a lockout program was proposed once again and it was agreed that further discussions would be required. The annual review of the SOPs and SWPs began on November 20, 2018. The new Loading dock SOP and the Chemical and consumer products in the workplace SOP are at the consultation stage along with six new job specific SWPs. The National OHS Section continues to work with the Information and Technology Branch as part of the MEJHA working group to support employees who are working remotely in other government buildings, including Canada Border Services Agency (CBSA) locations. The CBSA traffic lane SOP and six job specific SWPs are currently with stakeholders for consultation. The committee also received confirmation that workplace hazardous material information system (WHMIS) 2015 has launched. A message was sent to all employees in October 2018 requesting that they complete the training by December 1, 2018. A reminder message was sent in November 2018.

Job Hazard Analysis (JHA) for Field Employees Working Group

Members were advised that the review of the Procedures for field employees conducting off-site visits and the Health and safety awareness for field employees training was completed on October 25, 2018. The Procedures are currently being updated based on the feedback received and eight new job specific SWPs are currently being drafted. Following over 70 interviews with field employees, team leaders and managers, it was identified that the most common gap is a lack of means for communication. Possible solutions are being looked at to address the gap. Also, the working group agreed to implement a three year re-training period for field employees.

Driver safety SOP and the JHA

Members were advised that a meeting between the National OHS Section, the Finance and Administration Branch (FAB) and employee representatives took place on October 16, 2018, to discuss health and safety concerns for employees that carpool for business purposes. It was recommended that a review of the Driver safety SOP be completed to ensure that health and safety concerns related to carpooling are reflected. The Procedures for field employees conducting off-site visits currently contains a link to the Driver safety SOP.

First Aid and Automated External Defibrillators (AEDs)

Automated External Defibrillators

Members were informed that the National OHS Section is currently finalizing the disposal process for the AEDs from the previous contract with Rescue 7. FAB was consulted to ensure that the process to dispose of the AED’s met the CRA’s disposal policy. Detailed instructions will be sent to first aid coordinators, health and safety committees and the most senior management on site in December 2018 to begin the disposal process. 

First Aid Kits and related products contract

The committee was informed that a contract was awarded to Bio Nuclear Diagnostics Inc. on November 26, 2018, and will contain the first aid kits and kit refills. Individual first aid supplies will be purchased externally by the acquisition card holders. A communication will be sent to health and safety committees (HSC) and first aid coordinators to inform them of the change.

Protective Footwear Allowance

Members were informed that following the periodic review, it is recommended that the current allowance for protective footwear remain at $150. The most commonly used footwear is the “protective casual footwear” and its cost has not significantly increased since 2013. It is also close to the average reimbursement which remains below the current allowance.

Cannabis Update

Members were informed that the MEJHA working group will review the SOPs to determine whether safety sensitive positions, with respect to impairment, are adequately covered.

OHS Program monitoring

The committee was informed that the National OHS Section is working with management at 112 Kent, Place de Ville, Tower B, to address the outstanding items raised in the monitoring report from cycle one. On April 1, 2018, year one of cycle two started and there are 46 sites that will be monitored by March 31, 2019. Also, the National OHS Section is developing a quarterly report that outlines all identified non-conformities for cycle two, year one. Once it is finalized, the report will be shared with the Assistant Commissioners for their respective Branches.

OHS Program Monitoring Working group

Members were informed that the National OHS Section is working to implement the last two items from the cycle one, year one, monitoring action plan. Discussions continue with the Learning and Development Directorate to select and implement the best option to promote awareness of the Directive on OHS. Also, employee representatives were consulted on the first aid and AED information sheets for first aid responders, first aid coordinators, most senior management representatives on-site and the inspection checklist. Once the documents have been approved, they will be posted on the First and AED InfoZone page.

Employment and Social Development Canada (ESDC) interventions

The committee was advised that there were two ESDC visits since the last NHSPC meeting. An ESDC officer visited 55 Athol Street East, Oshawa, Ontario, on October 4th, 2018, and requested various documentation be submitted by October 12, 2018. The requested information was provided to ESDC by the deadline. The ESDC officer scheduled a follow up visit on October 18, 2018, and the CRA received an AVC at that time. The CRA completed the items identified in the AVC and the CRA was compliant on November 1, 2018. In addition, an ESDC officer conducted an on-site visit on November 15, 2018, at the Scarborough, Ontario, location. The visit was part of their regular mandate and the officers noted some issues. The CRA received an AVC and the requested information was provided to ESDC by the deadline. The CRA is compliant with the issues that were identified.

Due to the recent visits, The National OHS section sent a communication to all HSC’s requesting that bulletin boards be updated with the new Canada Labour Code, Part II. A copy of the first aid log was also requested to ensure that CRA’s first aid kits met the standards and to update them, if required. The National OHS section will request that FAB have the fire extinguishers verified monthly across the Agency. Members suggested that committees review their responsibilities. Dan Couture, Assistant Commissioner, Human Resources Branch and Chief Human Resources Officer, will also follow-up with his colleague In the Ontario Region on the recent visits.

Asbestos

Members were informed that there are 42 sites known to contain asbestos containing materials (ACM). The 185 Ouellette Avenue, Windsor, ON, was removed from the list due to the relocation to 441 University Avenue. CRA is currently in the process of undertaking airborne asbestos fiber testing for 2018-2019 at the 42 sites known to contain ACM and it is expected to be completed by the end of the 2018-2019 fiscal year. InfoZone listings will be updated from the annual Airborne Asbestos Fiber Testing exercise for 2018-2019. It is expected that all test results will be well below maximum thresholds and there is no risk to employee health and safety. FAB continues to work with Public Services and Procurement Canada, building owners, contractors, Responsible Building Authorities, and HSC’s to ensure that employees are engaged and aware of issues related to Asbestos in the workplace. Members requested clarification that buildings listed are those known to contain ACM and FAB confirmed that this is the case.

Health and Safety Committee Effectiveness (HSC)

HSC Effectiveness Results (formerly Scorecard)

Members were reminded that the National OHS Section is changing the reporting process for the HSC scorecard. HSC effectiveness results will be shared at every NHSPC meeting instead of drafting a mid-year and year-end scorecard. Also, starting at the end of February 2019 (for the January results), the National OHS Section will send non-compliance letters on behalf of the NHSPC co-chairs, to the most senior management representative on-site and the HSC co-chairs of HSCs that have not completed a monthly inspection and/or not completed their monthly reports. They will be asked to provide corrective measures within thirty days.

Online scorecards

Members were reminded that the scorecard summary outlines how HSC’s and health and safety representatives (HSR) meet their obligations to meet nine times per year and to conduct monthly inspections. It also provides statistics on the HSC and HSR training levels.

Number of meetings

HSCs must meet nine times per year. The numbers indicate all HSC’s who have completed four meetings between January and June, 6 meetings between January and September, and nine meetings by December 2018. From January to September 2018, Atlantic and Pacific have met all the meeting requirements to date.

Number of inspections

HSCs and HSRs must complete a monthly inspection in their workplace. For each region, it shows that the number of HSCs and HSRs that have completed all monthly inspections in each quarter. As of Q3, 92 out of 126 buildings have completed their inspections.

HSC/HSR Training

Members were also reminded that the employer must train HSC members and HSRs. At the CRA, this training has two components, the TD1504-001 - Health and Safety Training for Committee Members, which is an online course, and an in-class portion, TD1504-002 - Health and Safety Training for Committee Members. The statistics indicates that nationally, 60% of HSC and HSRs have completed the training.

Members were informed that HSC/HSR training sessions have taken place in Ottawa (French), Halifax (English), Vancouver (English), Edmonton (English), Hamilton (English), Windsor (English) and the following sessions are planned in Ottawa (English), St. Catharines (English), Montreal (French), and Sudbury (English).

Newsletter

Members were advised that the fall edition of the newsletter will be published in December 2018. Also, the winter 2019 edition will be focussed on annual planning, the new scorecard process, and NAOSH Week. Following the survey from the August 2018 edition where readers were asked how they use the content and what their opinions are on the proposed changes. The results received overall were positive. With those results and following a working group meeting with employee representatives this past summer, members have agreed to publish three newsletters with more in-depth articles as a one year pilot. Another survey will be completed next fall.

Security in 30 message to HSCs

Members requested that the message sent to HSCs regarding the completion of the Security in 30 Armed Intruder awareness session, be amended to state that the session is mandatory for HSCs and HSRs.

OHS Communication Plan

Members requested confirmation on the release of the October and November communiqués. It was confirmed that they would be sent to all employees in December 2018.

Training Report

The committee received an update on the OHS training statistics. The November 2018 statistics show that nationally, the percentage of untrained employees in OHS has remained at 2% and the percentage of untrained managers in OHS has decreased to 10%, since the last report in July 2018. The number of employees and managers untrained in workplace violence prevention has remained at 2% since September 2016.

Quarterly Incident Reports

Members requested clarification on AOC #’s 17304, 17853 and 17904 and additional details were provided during the meeting.

CLOSING REMARKS

The co-chairs thanked members for their contribution this past year and wished everyone a great holiday. The NHSPC meeting dates are scheduled for 2019. The employee co-chair thanked Dan Couture, David Walsh and his team who participated in the UTE health and safety conference. The next NHSPC meeting is scheduled for March 7, 2019.