Minutes of the National Health and Safety Policy Committee (NHSPC) Meeting

This meeting was chaired by Mr. Philippe Blanchette, acting for Employer Co-Chair, Ms. Sonia Côté, for the opening remarks and OHS verbal updates. The rest of the meeting was chaired by Ms. Côté.     

OPENING REMARKS

Mr. Blanchette, Director General of Workplace Relations and Compensation Directorate, opened the meeting and welcomed the committee members, guests, and observers to the last quarterly meeting of 2022.

The Employee Co-Chair welcomed everyone to the meeting.  

Mr. Blanchette continued with a high level update noting that the CRA would be entering Phase 2 of the Transition Plan, on December 14, 2022. This change would allow for more employees to return to CRA worksites. Information sessions were held with executives and supervisors in November to give them resources and tools to help their employees with the transition.    

Mr. Blanchette noted that a number of OHS communications have been published since the September 2022 meeting including a call letter to recruit additional first aid/Automated External Defibrillator (AED) responders at CRA worksites, a communication on ergonomics at work which included links to tools to help employees, and the OHS Fall/Winter Newsletter.

He noted that the 2022-2023 Public Service Employee Survey (PSES) officially launched on November 21 and would continue to February 5, 2023.

REVIEW OF DOCUMENTS 

NHSPC Meeting Minutes – September 12, 2022

Members were asked to submit their comments by December 16, 2022.     

Action Item Report

No new action items were identified at the last meeting in September 2022, resulting in a nil report for the December 2022 meeting.

Forward Agenda

The draft forward agenda for 2023-2024 was reviewed and approved by the members. 

Occupational Health and Safety (OHS) Communication Plan    

It was noted that a number of communications from the NHSPC Co-chairs would be published shortly including one on preventing slips, trips, and falls and the other, on flu and COVID-19 Prevention. An additional call letter will be sent to encourage employees to volunteer to become ergonomic coaches.    
 

UPDATE FROM THE HUMAN RESOURCES BRANCH (HRB) - OHS PROGRAM 

COVID-19 Pandemic    
The CRA continues to follow the guidance from the Public Service Occupational Health Program including physical distancing and the wearing of masks when physical distancing cannot be maintained. Enhanced cleaning will continue. Employees will still have access to cleaning products for their own workspaces. 

The Multiple Environment Job Hazard Analysis (MEJHA) and the Job Hazard Analysis for Field Employees (JHA) working groups were convened in November to discuss the transition to Phase 2 of the CRA transition plan, and what impact that could present to employees working onsite, as well as to field employees with the resumption of field work   
The working group members were reminded of the tools available such as the Risk Informed Decision Making tool along with the task hazard analyses.

The National OHS Program has continued  to support the development of the CRA Phase 2 Worksite Protocol with other stakeholders such as the Finance and Administration Branch (FAB) and the Journey to Hybrid (JTH) team.

The number of reported COVID-19 cases have continued to decline. Therefore the reporting frequency from WRCD to senior management and the NHSPC of these case numbers, will remain at two-week intervals at this time. 

Workplace Harassment and Violence Prevention (WHVP)   
Members were provided with an overview of the work done since the last meeting. The NHSPC harassment and violence prevention working group met in November 2022, to discuss the latest workplace assessment reviews. The working group will continue these reviews in the new year and look at ways to make the process more efficient.

Information was published on InfoZone to provide managers with tools and resources to address situations of domestic violence directed towards employees.

Messaging reminding employees to complete the mandatory harassment and violence prevention training was posted on October 18, 2022. In addition, targeted emails will be sent to increase completion rates.

The in-house WHVP training, which incorporates the information from both of these products, has been drafted and will be shared with the working group in January 2023.

Finally, awareness sessions have been delivered to managers and employees on the harassment and violence resolution process by the Harassment and Violence Prevention Centre throughout October and November 2022. These sessions will continue in 2023.

Psychological Health and Safety

Members were informed that the National OHS and Well-Being Programs have been working collaboratively on a more holistic approach to psychological health, safety and well-being that will focus on wellness at three levels: individual, team and organizational. The approach will emphasise the thirteen psychosocial factors as the basis for integrating psychological health, safety and well-being into our culture.

OHS Program Monitoring   
The committee was given an update on the planned resumption of OHS Program Monitoring.

The initial phase will take a collaborative approach to re-establish relationships with on-site stakeholders. OHS Officers will continue to work with HSC/HSRs to ensure they are meeting their obligations and to determine where there are compliance gaps.

Full scale on-site monitoring will recommence April 1, 2024.

Management noted that it may be beneficial to compare  pre-pandemic monitoring results against the information gathered in the next 2-year monitoring cycle.

UPDATE FROM JTH TRANSITION PLAN 

The committee was provided with an update on the CRA JTH Transition Plan.

Recent survey results of employees who returned to the workplace in Phase 1, show the majority of them reported a positive experience. It was noted that Phase 2 will allow for additional field work and travel as well as interaction with taxpayers on-site. 

Members discussed options to identify first aid/AED responders. The employee co-chair asked what would occur if there were no first aid/AED responders onsite. Management noted that this possibility had been considered and was being discussed to ensure the employer meets its obligation to provide first aid/AED response. The employee representatives noted that if a specific workspace is designated for a first aid/AED responder, that the onsite AED and first aid kit should be relocated to that area as well. Management to consider the suggestion.

WRITTEN UPDATES

Members received the following written updates in advance of the meeting.    
 

OCCUPATIONAL HEALTH AND SAFETY PROGRAM

Multiple Environment Job Hazard Analysis (MEJHA) Working Group

As reported previously, the working group met to determine if they had the tools they needed from a COVID-19 perspective to successfully enter into Phase 2. At this time, the members felt that the tools already in place were sufficient as many areas (such as mailrooms) have continued to operate on-site throughout the pandemic.

Job Hazard Analysis (JHA) for Field Employees Working Group

The working group discussed the current tools and resources available to them. The question was raised regarding taxpayers entering a CRA workspace and if they could be compelled to wear a mask. The response was given that like any contractor or external provider, taxpayers entering a CRA worksite, would be required to meet existing protocols.

The updated field employee training will be finalized in February 2023.

Ergonomics Program 

Ergonomic coach refresher training continued throughout October and November. New coach training will be held virtually in January 2023, and in-person training will resume in the new year.

A message will be sent from the co-chairs of this committee to recruit volunteers to become ergonomic coaches.

In-person ergonomic assessments will also recommence in the new year with dates to be confirmed. In addition to this, practical safe lifting training will also be able to begin in the new year with dates to be confirmed with the provider.

Employment and Social Development Canada (ESDC) - Assurances of Voluntary  Compliance (AVC) and Directions

Members were informed that since the last meeting in September 2022, there were no ESDC visits at CRA locations.

OHS Training Report

As of November 7, 2022:

    
The employee representatives questioned whether the need to complete mandatory training is flagged to new managers. The National OHS Program will report back on how it can be flagged to ensure compliance.

There was concern raised as well with the low numbers of completion of the mandatory CRA module of the workplace harassment and violence prevention training. As previously discussed, in the new year a general message will be sent out form the co-chairs of this committee to remind all employees to complete mandatory training. In addition to this, targeted emails will be sent to those who have not completed the CRA module of the WHVP training.

Health and Safety Committee (HSC) Effectiveness

HSC Training

Regional OHS Officers held 24 training sessions and have trained over 200 members since June 2022. The employee co-chair applauded the hard work of the Regional OHS Officers to complete training for the backlog of HSC/HSR members who required training. With this cleared, he would like to re-evaluate the current, interim method of the officers facilitating the training, and return to the method of training that includes a management representative and an employee representative co-facilitating.

HSC and Health and Safety Representative (HSR) Scorecards 

Members were provided with the statistics on inspection and monthly meeting requirements for the third quarter.

There was discussion surrounding the scorecard results as well as the presentation of the information. It was agreed that the scorecard would be reviewed to give clear information on compliance for holding meetings and conducting inspections. It was also discussed that this would be a focus in 2023 with the OHS Officers working with committees to determine barriers to compliance.

The National OHS Program and employee representatives both committed to working on this to enhance  scorecard results. In addition, a targeted message will be sent from the co-chairs regarding the importance of being compliant.

The employee representatives noted that the role of HSC/ HSR member is voluntary and is not considered in any way with performance and workload. For future consideration, is there a way to incentivize these roles? In addition, it is important for the time to be captured with the appropriate time codes to account for this time. The National OHS Program will resend the message on what codes are to be used by HSC/HSRs, first aid/AED coordinators, and ergonomic coaches.

Work Place Harassment and Violence Prevention

Members reviewed data related to the reported notices of occurrence. Following discussion on the layout of the table, it was recommended that the WPHV working group discuss options for the presentation of the data moving forward.

Incident Reporting and Disability Management System (IRDMS) 

Improvements to the transfer of data between IRDMS and the HSC/HSR OHS Reports application are continuing.

First Aid/AEDs)

A national communication was sent by the NHPSC co-chairs on October 25, 2022, to recruit volunteers to become first-aid and AED responders as the number of employees on site gradually increases.

AEDs pads and batteries continue to be replaced. There are no supply issues as the supplier has secured sufficient inventory.

Hazard Prevention Program

The hazard prevention program, provided to the committee at the July meeting, has been published on InfoZone.  

FAB

Airborne Asbestos Fibre Testing 

Members were provided with a written update in respect to CRA sites known to contain asbestos containing materials (ACM) and the national airborne asbestos fibre testing  initiative.

It was noted that one site was released in Quebec region and two new leased sites were added to the Western region.

In September 2022, the Western Region completed ACM testing in 13 out of 15 sites. Results from this year’s testing cycle will be posted on InfoZone before the end of this fiscal year.   

The employee representatives expressed concern that new leases were signed with buildings with known ACM material. FAB Real Property noted that they would continue to work with Public Service and Procurement Canada to source asbestos free sites, when possible.

COVID-19 CRA National Worksite Protocol

In November 2022, the National Worksite Protocol and Building Worksite Plan were updated in consultation with stakeholders and employee representatives to include the requirements for the preparation of the worksite for Phase 2 of the CRA Transition Plan.

Building worksite plans and readiness checklists continue to be developed for the subsequent phases of the Agency Transition plan in consultation with stakeholders, including NHSPC employee members.

As of November 9, 2022, all sites have implemented building worksite plans.

SECURITY BRANCH (SB)

Quarterly Incident Report  

Members were provided with a written update on security incidents that have transpired over the last quarter.

Members discussed the measures taken in response to incident #33471. The employee representatives asked whether there was a system in place to redirect calls for taxpayers with threat indicators on file to a senior agent.

The AFS member noted a concern that taxpayers with a threat indicator on file are initially routed to front line employees versus specialists trained to address these threats. Because there is no triaging of higher risk calls on the front end, there is added stress facing employees every time they take a call. This can result in a negative mental health impact on employees. He suggested that these risks need to be further identified and communicated to employees.

The employee representatives noted that there is an existing working group, the JHA for Field Employees that looks at threats facing CRA employees when conducting work in the field. He suggested that this working group investigate the impact on mental health of the increased level and severity of threats and violence against CRA employees. He noted that the nature of today's threat is directed to all Agency employees and not just the employee with whom the taxpayer is dealing with. He noted that employees need to be aware that as an employee of CRA, they may be subject to violence that other Public Service employees who perform similar jobs do not face.

SB responded that they continue to study these situations, and that Employee Assistance Program (EAP) is always available. They also noted that there are patterns of when threatening situations are higher.

The Director of Well-Being and Occupational Health and Safety remarked that this type of information, including trends, should be incorporated into the Psychological Health and Safety program, looking at the hazards, the levels of risk, and preventatives measures.

The AFS member also noted that EAP is provided after the incident occurs, and is not preventative. In addition, it is short term, limited in coverage to 80% of the cost, and there is a cap. The question was raised again whether more should be done to educate employees of the potential risk of serious threats of bodily harm or death. Although these risks are identified through the Hazard Prevention Program, employees are not always told in advance of being hired of the potential threats including stalking and assault.

CLOSING REMARKS

Mr. Gaetz thanked everyone for their participation and wished everyone a safe and healthy holiday.

Ms. Côté closed the meeting by thanking members for their work on the various initiatives underway and wished them a safe and restful holiday season.

The next NHSPC meeting is scheduled for February 28, 2023.

The meeting adjourned at 3:04 p.m. EST.

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Sonia Côté    Employer Co-Chair     National Health and Safety     Policy Committee		Doug Gaetz    Employee Co-Chair     National Health and Safety Policy Committee
Date: April 4, 2023		Date: May 5 2023