Health and Safety Committee

National Health and Safety Policy Committee Meeting Minutes

November 24, 2005

DATE:  November 24, 2005     TIME:  1:30 pm-2:45 pm

LOCATION:  8th Floor Board Room, 200 Laurier Ave. W.

ATTENDEES:

Management

Union

Members

Lysanne Gauvin (Management Co-Chair)
James Ralston
Jocelyn Malo
Jean Laronde
Leon Page
 (Committee Secretary)

Marilyn White (Alternate Union Co-Chair)
Chris Aylward  (UTE)
Lina Ruel (Alternate UTE)
Barb Bell (CEUDA)
Harry Walker (PIPSC)

Observers

Jaime Robinson
Paul Bruce
Édith Bélanger
Martin Ranger (PIPSC)
George Scott (CEUDA)

Absent

Claude Tremblay Betty Bannon

OPENING REMARKS

The Management Co-Chair welcomed the Committee members to the final meeting of 2005, and noted that the Committee had made significant progress this year in addressing health and safety issues.  Train the Trainer sessions were conducted for Work Place Committee trainers, bringing the total number of trainers to 43.  As well, the Committee had resolved issues such as defibrillators in the work place, and the requirements for Occupational Health and Safety (OHS) bulletin boards at all work places.

It was also noted that significant progress had been made toward resolving the following OHS issues:

  • No-Waste Mini Bins;
  • First Aid Policy;
  • CRA National Building Fire Evacuation Review;
  • Work Place Committees and Health and Safety Representatives Policy;
  • Job Hazard Analysis for Field Employees;
  • Job Hazard Analysis – Common Issues
  • Health and Safety Training for Managers; and,
  • Employees working alone during silent hours.

1. JOB HAZARD ANALYSIS RECOMMENDATIONS (COMMON ISSUES) / Agency OHS Audit

The Committee was advised that Martin Ranger (PIPSC) had been identified by the Unions to participate on the Working Group to consolidate the OHS Audit Action Plan with the Job Hazard Analysis Common Issues Recommendations.  A combined list of recommendations had been forwarded for his review and comments.

The Committee was provided with an update on the status of work underway on the following high priority items:

Work Place Committee Member and Health and Safety Representatives Policy
The Committee was advised that the Working Group met on October 28, 2005, and held follow-up discussions to try to resolve the last outstanding issue.  The Working Group members decided that they needed to engage their respective counterparts of the NHSPC to obtain input on possible solutions. 

Health and Safety Training for Managers
The Committee was advised that a pilot session of the OHS Awareness Training for Managers had been conducted October 27, 2005.  The participants, as well as a number of Union and Management observers provided feedback, which was being incorporated into the package.  Once updated, the training package would be shared with this Committee.

It was agreed that individual items from the JHA Common Issues and the Agency OHS Audit would be treated as separate agenda items for future meetings.

2. SILENT HOURS

The Committee was advised that the memorandum on “Working Alone During Silent Hours” was updated, based on the feedback received from the stakeholders, and was signed and distributed on November 22, 2005.

3. “NO WASTE” PROGRAM (MINI BINS)

The Committee was informed that the finalized No Waste Implementation Guide had been distributed to the NHSPC Committee members on November 14, 2005, and would be posted on Infozone in the near future.  It was also pointed out that, as stated previously, the “housekeeping-managed” approach is seen as the standard for the program, with the “employee-managed” approach being the best practice for the program.

4. JOB HAZARD ANALYSES FOR FIELD EMPLOYEES

The Committee was advised that the Agency Management Committee (AMC) had been briefed on this initiative, and they fully supported it.  The Committee was also informed that a draft memorandum had been developed, to be co-signed by the NHSPC Co-chairs, which would be sent to all employees to advise them of the context of the JHA.  Further updates on the JHA would be sent to employees from time to time from NHSPC Co-Chairs, and would also be posted on the National OHS Website.

It was confirmed that a Union representative would be identified to work with Management on this initiative.  The next steps would be to prepare a draft statement of work for use in hiring a consulting firm to conduct the JHA for field employees’ jobs, and to establish potential milestones.

5. INCIDENT REPORTING

The Committee was advised that the Report on Advocacy Group Activities covering the period July 1 to September 30, 2005, and the Quarterly Security Incident Report covering the same period, were provided to Committee members on October 15, 2005 and October 25, 2005 respectively.  As well, the statistical summary portion of the Quarterly Security Incident Report was forwarded to Work Place Health and Safety Committees on November 14, 2005. 

The Committee was also advised that the procedures for reporting security incidents to the police had been reviewed, and as a result, a reminder had been sent to the Regions on September 15, 2005, advising them that all cases of threats, assaults and stalking must be reported to the police. This reminder was shared with the Committee members on September 30, 2005.  The Committee was also informed that any deviation from this policy, and procedures, would be addressed and resolved when the incident was first reported to the Security Directorate.  It was also noted that the memorandum that would be sent to all employees, concerning the JHA for Field Employees, would remind them of their obligation to report all incidents or cases of threat, stalking and assaults.

The Committee was informed that Advocacy groups continue to be monitored in order to identify any threats or statements that are clearly threatening or offensive.  If such a communication were to be detected, the Unions would be notified of the content and location of the threat and on request, the parties would meet to discuss whether further action could be taken.  It was confirmed that Management would also have a TF 537 flag posted on the account to ensure that other employees would be aware of the potential threat to health and safety posed by the individual. 

It was noted that the quarterly statistical report is provided to the Regional Directors of Finance and Administration and the Regional Security Coordinators, and that the Regional Directors of Finance and Administration use this report to brief the Regional Management Team.
As a result of the suggestion at the last NHSPC meeting that the statistical summary portion of the Quarterly Security Incident report be shared with the local Unions Executive, the summary report was forwarded to the Union Co-Chair of the NHSPC on November 14, 2005, for distribution.

As well, to make the Security Incident Statistical Summary Report more informative, it was agreed that the Responsibility Centre Code would be used to identify each work location listed on the report. 

6. CRA NATIONAL BUILDING FIRE EVACUATION REVIEW

The Committee was informed that the Building Emergency Planning Policy and Guidelines related to fire evacuation had been finalized and were posted on the Infozone on November 22, 2005.  The Committee members were provided with a copy of the final version on November 9, 2005.

7. CRA FIRST AID HEALTH AND SAFETY POLICY

The Committee was advised that the Working Group has been working hard to resolve one outstanding issue.  The Working Group members would be conferring with their respective counterparts on the Committee to obtain input on possible solutions to the current impasse.  Once this information is gathered, the Working Group would reconvene with the intention of trying to resolve this outstanding issue.

8. WORK PLACE COMMITTEE TRAINING

The Committee was advised that the Management and Union representatives met recently to discuss the feedback received from the regional trainers on proposed changes to the course content.  The Management and Union representatives would be meeting with Training and Learning in the next couple of weeks to discuss next steps related to this initiative.

CLOSING REMARKS

The Committee members were thanked for their constructive participation in addressing the various agenda items, and were wished a happy holiday season. 

The schedule for the 2006 NHSPC meetings is as follows:

  • February 23rd
  • May 25th
  • September 7th
  • November 30th

Original signed by

Lysanne M. Gauvin
Management Co-chair
National Health and Safety Policy Committee

February 20, 2006

Date

Original signed by

Marilyn White
Alternate Union Co-chair
for Betty Bannon
National Health and Safety Policy Committee

February 6, 2006 

Date