Health and Safety Committee

Minutes of the National Health and Safety Policy Committee Meeting - Written Updates

November 27, 2008

WRITTEN UPDATES

  1. Job Hazard Analysis of Field Employees’ Jobs
  2. Pandemic Planning
  3. Asbestos / Hazardous Materials
  4. Health and Safety Training for Managers / Health and Safety Awareness for Employees
  5. Policy Review
  6. Job Hazard Analysis (Common Issues) / Agency OHS Audit

1. JOB HAZARD ANALYSIS OF FIELD employees’ JOBS

ISSUE

The Committee will be provided with an update on the Job Hazard Analysis of Field Employees’ jobs.

MANAGEMENT’S WRITTEN RESPONSE

On November 17, 2008, REA supplied the CRA with the draft Phase III Report, which we, in turn, provided to you.  We also provided you with an updated version of the draft Phase III Report on November 18, 2008.  This Report outlines the various options, including their pros and cons, which could be used to address any issues that are identified in the report.  REA will present the draft Phase III Report to the National Health and Safety Policy Committee (NHSPC) on November 27, 2008.  Based on the feedback received, REA will update the Phase III Report and present it to the Agency Management Committee (AMC) on December 17, 2008.  The Committee will be advised if there is any substantial feedback received from AMC.

Once the Phase III Report is finalized, a Working Group of the NHSPC will be established to examine the various options presented, including their pros and cons, and will prepare its recommendations, for consideration by the NHSPC, on how to best address the risks and hazards identified as a result of the Job Hazard Analysis.

2. PANDEMIC PLANNING

ISSUE

The Committee will be provided with an update on the status of pandemic planning within the CRA.

MANAGEMENT’S WRITTEN RESPONSE

Finance and Administration Branch

Real Property Directorate followed up with the Ontario region with respect to their experience in installing Hand Sanitizer dispensers. They discovered that the region is removing the units that they installed at 2204 Walkley Road and 2215 Gladwin Crescent as refilling and maintaining the units became problematic and the product, which had been purchased in bulk, had expired.

Furthermore, PWGSC has also confirmed that, as a department and employer, they are not installing hand sanitizers until such time as the health experts from either Health Canada or the Public Health Agency of Canada have recommended that they be utilized. 

In light of the above, management will review the issue internally with a view to making a recommendation regarding an approach that would meet CRA needs.

Human Resources Branch

Memos

Memos on influenza prevention have been distributed to AMC, the Co-Chairs of the Local Workplace Committees, and to all employees, with links to the posters on the National OHS Website.

Posters

Management at each worksite was delegated the responsibility for the distribution of the posters.

Following the distribution of the posters to all CRA workplaces we received 3 e-mail complaints with respect to the representation of minorities in the posters.

We have responded to each of these concerns individually following consultation with the National Employment Equity Division, who in turn was in communication with the Visible Minorities Committees, where required.

The National Employment Equity Division supports the process we used in selecting the photos and supports the continued use of these posters.

We have received no further complaints following our responses to each of the concerns.

3. asbestos / hazardous material

ISSUE

The Committee will be provided with information regarding CRA buildings that contain asbestos, as well as information regarding hazardous material stored in CRA facilities.

MANAGEMENT’S WRITTEN RESPONSE

Information has been received from PWGSC identifying where there is asbestos and PCBs in CRA-occupied buildings, both Crown and leased facilities (see attached listings, Appendix A and Appendix B). 

Forty-four (44) locations contain asbestos.  In each location, as required by law, the type and location of the asbestos-containing materials is documented and an appropriate asbestos management plan is in place. All PWGSC lease documents contain clauses that require leased buildings to be free of hazardous friable asbestos material.

Six (6) locations have been identified with PCBs (e.g. in building systems equipment) but in all instances CRA employees are not exposed.

4. Health and SAFETY TRAINING FOR MANAGERS AND AWARENESS SESSION FOR EMPLOYEES

ISSUE

The Committee will be provided with an update on the rollout of the Health and Safety Training for Managers, and the OHS Awareness Sessions for Employees.

MANAGEMENT’S WRITTEN RESPONSE

A progress report was prepared to demonstrate the number of managers and employees whose training has been recorded in CAS, as of November 7, 2008. In total, 5,120 managers and 32,040 employees have received their training. We will continue to monitor the progress of the training, and report back to the Committee.  

Current Number of Managers and Employees
Trained as of November 7, 2008 (according to CAS)

Region

Managers

Employees*

Atlantic

366

2,273

Québec

647

4,283

HQ

1,465

6,725

Ontario

1,420

9,754

Prairie

678

4,564

Pacific

544

4,441

Total Trained

5,120

32,040

* Employee numbers include Managers (as the Employee Awareness Session is   included in the Managers OHS Training).

5. Policy Review

ISSUE

The Committee will be provided with information on the review process for CRA OHS policies.

MANAGEMENT’S WRITTEN RESPONSE

The NHSPC Policy Review Working Group met on September 10, 2008 and October 23, 2008, to discuss the final outstanding issues. 

The Working Group is in consultation on the final five issues.

6. Job Hazard Analysis (Common Issues) / Agency OHS Audit

ISSUE

The Committee will be provided with an update on the progress related to the consolidated Job Hazard Analysis (JHA) Common Issues Recommendations / Multi-Regional Audit of Occupational Health and Safety (OHS) Action Plan.

MANAGEMENT’S WRITTEN RESPONSE

Best Practices

On October 1, 2008, a memorandum went out to the Regional OHS Advisors, for distribution to local Work Place Committees, advising them of the implementation of a Best Practices page on the National OHS Website, and requesting their input to populate the page.  

Work Place Committee Minutes Template

A Work Place Committee Minutes Template has been developed and was released to the local Work Place Committees on November 19, 2008.  This closes two more recommendations.

Current Status

Ongoing discussions have resulted in 28 recommendations being completed or closed. This leaves only four recommendations to be finalized for the Job Hazard Analysis (JHA) Common Issues, as indicated in the attached status report (Appendix C).