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

This meeting was chaired by Ms. Sonia Côté. 

OPENING REMARKS

The Employer Co-Chair welcomed attendees to the meeting, and provided an update on the membership with Ms. Natalie Waples being appointed as the new Director General of Workplace Relations and Compensation Directorate. She also thanked Phillipe Blanchette for his positive impact on the Directorate as he has moved to a new role with FINTRAC.  

The Employee Co-chair followed with membership changes on the Employee representative side. Alnashir Ravjiani (AFS) and Anastasia Trofimoff (AFS) have both stepped away from this committee. Their replacements will be announced in the coming days.  

The Employer Co-Chair provided a high level overview regarding the downgrading of COVID-19 from a Global Pandemic to a disease requiring a long-term sustained action. Following that update, she highlighted communication products that had been published since the February meeting, and briefly spoke to the positive results from the just released 2022-2023 Public Service Employee Survey.

REVIEW OF DOCUMENTS

NHSPC Meeting Minutes – February 28,2023

The minutes are in the final approval stages and will be published shortly.

Action Item Report 

The action item report from the February 28 meeting was reviewed and accepted.

Forward Agenda

The forward agenda was reviewed and it was noted that the September NHSPC meeting would be held in person. In addition, it was agreed that reporting on COVID-19 would be removed as an agenda item. 

Occupational Health and Safety (OHS) Communication Plan    

It was noted that a number of communication products from the NHSPC Co-chairs were published, including the Day of Mourning and Safety and Health Week messages. There are additional communication products that have been delayed, however they are targeted for release before the next meeting in September 2023.
 

UPDATE FROM THE HUMAN RESOURCES BRANCH (HRB) – NATIONAL OHS PROGRAM 

COVID-19 Pandemic Update

With the downgrading of COVID-19 from a global pandemic, on May 15, 2023, the NHSPC Co-chairs determined that the reporting of positive cases of COVID-19 would no longer be required. However, continuing in line with the Commissioner’s message to all employees on March 3, 2023, a mask-friendly environment will still be maintained for the time being, and employees are not to report to the workplace if they are ill. Good air quality, cleaning and disinfecting also continue to play an important role in a healthy workplace.  

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 on March 23, 2023 to discuss the workplace assessment review tool. In addition, a pilot of the new CRA WHVP training module was run during the first week of June 2023. The new training module is now with the Leadership and Learning Directorate (LLD) team for technical review and updates arising from the pilot.  

Psychological Health and Safety

The Psychological Health and Safety Working Group met on June 6, 2023, to discuss the new Well-being Approach and its associated three-year workplan. It also reviewed the newly published InfoZone page that details available resources and training regarding the 13 psychosocial risk factors.

The working group also reviewed training and support material that is available to call centre employees for dealing with incoming calls that are of a threatening or psychologically-impacting nature. It agreed to continue looking at this issue to determine if additional measures are needed.

OHS Program Monitoring

An update was provided regarding the status of OHS Program Monitoring. The corporate and operational OHS teams are working together to review and revise the content, with the new estimated launch period for the 2024-2025 year. In the interim, the OHS Prevention and Compliance Centre (operational team) continues to communicate with local health and safety committees, health and safety representatives, and other stakeholders to provide advice and guidance to support OHS in local offices.

Roles and Responsibilities of Occupational Health and Safety Officers

The Employee Co-chair asked for clarification on the role of OHS Officers, as there have been concerns raised from different locations across the country where local health and safety committees are not feeling supported by the OHS Officer in the same way that local management is. There are concerns that OHS Officers may be taking on roles and responsibilities that actually belong to the health and safety committee.

The Assistant Director, OHS, outlined that OHS Officers are in place to be a full time, dedicated regional resource to deliver neutral OHS expertise, and can provide knowledgeable and consistent advice and guidance to regional operations, irrespective of the branch. OHS Officers are in a position to give advice and guidance to both management and local health and safety committees.  They do not sit as a member of the local health and safety committee, but can be called upon to provide information when necessary. Part of their role is to be a change agent to ensure the OHS Program is properly implemented within the region. Only in exceptional circumstances and in consultation with the National OHS Program and Regional Senior Management Representatives (including Regional Assistant Commissioners), does the OHS Officer have the authority to stop work when deemed necessary due to the presence of imminent danger or hazardous conditions that have the potential of causing immediate harm.

The Employee Co-chair asked that the roles be more clearly defined and communicated to ensure all parties are able to fulfil their legislated OHS role in the workplace.

UPDATE FROM JOURNEY TO HYBRID (JTH) 

Rollout of On-site presence (ROOP)

The CRA’s Roll-out of On-site Presence has been successfully completed in all Branches and Regions as of the end of March 2023 with the majority of employees coming onto CRA sites for at least 2 days or 40% of their regular schedule. The national, regional, and local unions continue to be apprised of the developments on implementation of the ROOP.

Following the initial rollout of on-site presence, there has been an increase in requests for on-site accommodations, including work points with reduced lighting, and for addressing concerns of employees with airborne allergies. Real Property is working to address local on-site accommodation issues.

The JTH-Project Management Office (JTH-PMO) is developing an all-employee survey in consultation with Branches and Regions, key networks in the Agency, and the unions. The survey will launch in September 2023.

UPDATE FROM THE FINANCE AND ADMINISTRATION BRANCH (FAB)

Regulatory requirement to provide free menstrual products in the workplace

FAB Real Property is working with Public Service and Procurement Canada (PSPC) to ensure the Agency meets the requirement to provide free menstrual products in the workplace. PSPC is creating guidance documents for federal departments as this will have base building impacts in most locations. A question was raised regarding how this will be implemented in CRA locations where the washroom facilities are shared with members of the public. It was agreed that this would require further discussion with PSPC and an answer would be provided when available.

An update will be provided at the next meeting in September to align with the December 15, 2023 implementation deadline.

WRITTEN UPDATES

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

Occupational Health and Safety Program Updates

The committee was given an overview of the draft dashboard that would be used going forward for the written update. The goal of the dashboard is to provide more in-depth information and analysis, as well as being more visually appealing report. In addition, the reporting cycle will be realigned to quarterly periods. This will allow reporting to be easily used for different reporting cycles: calendar year for Labour Program reporting (ESDC), and fiscal year for Agency reporting.

This is an ongoing process and the union representatives will be engaged for their feedback and suggestions for improvement.

Labour Program - Assurances of Voluntary Compliance (AVC) and Directions

Members were informed of an AVC issued to the CRA worksite in Bathurst, New Brunswick following an ESDC visit in May 2023. The three items of non-compliance were addressed and remedied and the AVC closed.

There was a brief conversation regarding the length of time it took for the notice of the AVC to be communicated to the NHSPC. This process will be discussed and procedures put into place to ensure timely notification.

Job Hazard Analysis (JHA) for Field Employees Working Group and Multiple Environment Job Hazard Analysis (MEJHA) Working Group

Both working groups were convened and met to discuss if there had been changes to equipment, work procedures, level of risk associated with tasks or other changes to the current work. A follow-up email is being sent to the working groups to get any additional feedback not gathered from the meetings.

In addition, the working groups discussed moving the document review process from an annual review to either a three or five year review period to align with other corporate policy instruments. The NHSPC did not foresee an issue with this change, provided meetings would be convened before the review period if there were changes to equipment, processes or levels of risk.

Ergonomics Program 

New ergonomic coaches continue to be trained across the CRA. Coaches are still able to complete virtual assessments if required. In addition, ergonomic assessments from the health services provider are available virtually, and in the majority of locations, in-person.

OHS Training

TD1599-001 Health and Safety for Employees

NHSPC employee representatives are being engaged to provide feedback on the revised training material.

TD1599-003 Health and Safety for Managers

The redevelopment process has been mapped out with the LLD. Updates will continue to be provided and the NHSPC will be engaged for consultation as it progresses.

TD1599-005 Field Employee Training

This training will be published in July 2023.

OHS Training Reports

Mandatory OHS Training Courses completion rates

Health and Safety Committee (HSC) and Health and Safety Representative (HSR) Effectiveness

HSC and Health and Safety Representative (HSR) Scorecards 

HSCs are required to meet a minimum of nine times at regular intervals throughout the year as per the CLC Part II 135 (10). Conversely, HSR are not required to meet. For this reporting period from January 1 to March 31, 2023, all committees are on track to meet their obligation.

HSCs and HSRs are required to conduct at least one inspection per month, and the following reflects the worksites meeting their legislated requirement to conduct an inspection for the reporting period.

HSC Inspection Scorecard

HSR Inspection Scorecard

OHS PCC continues to work with committees and representatives to help them meet their obligation. It should be noted however that it is the responsibility of local senior management to ensure that these meetings and inspections occur.

Work Place Harassment and Violence Prevention

Members reviewed data related to the reported notices of occurrence. A question was asked if there was the ability to review the notices of occurrence in relation to determinate employees, and whether there was an impact on possible reporting of WPHV. This issue will be flagged to the WPHV working group.

Hazard Prevention Program (HPP)

The two draft dashboards representing the HPP results from 2021 and 2022 were presented to the committee.

Workplace Health and Safety Operations Update

A high level update was provided on the ongoing work of the OHS PCC and the WHVP Centre. They continue to provide support to local committees, first aid coordinators, and ergonomic coaches.

Finance and Administration Branch (FAB) Updates

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. Previously, CRA occupied 44 ACM containing sites which has now increased to 47 sites. The Quebec Region has released one site and acquired one site, both of which were known to contain ACM:

• 44 ave du Lac, Rouyn-Noranda, QC (released)
• 151 ave du Lac, Rouyn-Noranda, QC (acquired)

The Western Region is now reporting that three sites that were not previously known to contain ACM, which have now been identified as containing asbestos:

• 9737 King George Boulevard, Surrey, BC
• 300 Georgia Street W., Vancouver, BC. 
• 1230 Government Ave. Victoria, BC. (Space unoccupied and will be released July 31, 2023.)

There was discussion related to the lack of reporting by the property manager BGIS of the positive asbestos reports from the three BC sites that were dated from several years ago. The Employee Co-chair stated that he was unhappy but not surprised by the lack of reporting by BGIS who has had a history of withholding reports from the local HSCs. He noted that he was pleased to see the situation was taken seriously by both the CRA and PSPC, who has formally informed BGIS of non-compliance for failing to disclose that materials contained asbestos.

Security Branch (SB) Update

Quarterly Incident Report  

Members were provided with a written update on security incidents that have transpired over the last quarter. There was a discussion regarding the duration of threat indicators on accounts, and if long-term or repeat offenses could be tracked or flagged. While much of the reporting cannot be released, Security will determine if they can report on the total number of threat indicators added per year.

The question was asked regarding whether workplace sites are assessed for threats prior to signing tenant leases. Security replied that risk assessments are conducted prior to occupying any new site. Existing sites are also reassessed on an ongoing basis and if the level of risk has changed in the area surrounding an existing site, a site assessment would be conducted.

There was discussion on the numerous packages of concern that were delivered to the Surrey NVCC. Due to numerous packages being sent, while procedures were initially followed, it appears that there was complacency from local police to respond and from local on-site protocols being followed. This has been addressed internally and externally.   

Fire and Emergency Exercises Annual Update

All sites completed their mandatory fire and emergency exercises for 2022-2023.

CLOSING REMARKS

Mr. Gaetz  thanked everyone for their work and their participation in the meeting.

Ms. Côté closed the meeting by thanking members for their work. The next NHSPC meeting is scheduled for September 26, 2023.

The meeting adjourned at 3:23 p.m. EST.

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