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

This meeting was chaired by Doug Gaetz, Employee Co-Chair.

OPENING REMARKS

The Employee Co-Chair welcomed attendees to the meeting, and expressed concern regarding the absence of management representatives.

Natalie Waples, acting Employer Co-Chair, welcomed everyone and gave a high-level overview on key communications items. She noted that the Public Service Employee Survey (PSES) had closed, and results will be shared once available. On the topic of environmental sensitivities, she mentioned that in July 2024, discussions were held on the potential implementation of a policy rather than guidelines. In order to understand the scope of the issue, the National Occupational Health and Safety (OHS) Program will assess the frequency of environmental sensitivity complaints and hazard reports in the workplace. Findings will be presented at the next committee meeting to determine next steps.

REVIEW OF DOCUMENTS

NHSPC Meeting Minutes – December 10, 2024

The minutes have been signed and sent for publishing.

Employee representatives reiterated the concerns that call centres employees are not being allowed enough time to fill out the PSES. Following a commitment at the last meeting, it was confirmed that the Employer Co-Chair had informally reached out to her colleagues to question if call centre employees were being provided adequate time to complete the employee survey. They confirmed that they did not believe employees were not being provided time. As it was subsequently flagged to be more problematic in Business Centres rather than National Verification Call Centre (NVCC) locations, the acting Employer Co-Chair committed to following up with senior management of these areas.

Action Item Report

The action item report from the December 10, 2024 NHPSC meeting was reviewed and accepted.

The employee representative brought forward a discussion point regarding when security reports should be submitted, citing a situation where CRA field employees encountered a residence with improperly stored firearms and ammunition. The Security Branch (SB) employer representative confirmed that a report had not been made. The incident in question occurred on September 11, 2024 in Kitchener, ON, as part of a CRA activity.

Details from the news article were shared with members of this committee. The suggestion was made that this specific incident should be brought to the Job Hazard Analysis (JHA) for Field Employees working group for discussion as to how these situations should be dealt with, and if further communication is required to field employees.

Forward Agenda

The forward agenda was reviewed and approved by the members.

OHS Communication Plan

The OHS Communication Plan was reviewed and approved by the members

VERBAL UPDATES

Automated External Defibrillators Update

The committee was provided an update on the new Automated External Defibrillator (AED) and first aid kit contracts. The on-site AEDs remain covered under the manufacturer’s warranty despite the expiration of the supplier contract. Replacement will occur on an as-needed basis, with completion targeted by the end of 2025. The current AEDs can remain in use provided that the AED is functioning as required, and that neither the electrode pad, nor the battery have expired. In addition, the new application system will allow the first aid coordinators to record the monthly inspections online, and allow for real-time viewing of the status of all AEDs.

The first aid kits and supplies have been added to the Office Supplies contract, and are readily available for purchase on Synergy.

Workplace Harassment and Violence Prevention (WHVP)

The WHVP Working Group met on December 17, 2024 to finalize the review of the Workplace Harassment and Violence Prevention and resolution Procedures. The procedures are working their way through the approval process and a final copy will be shared when available.

Regarding the workplace harassment and violence case and trend information, it was noted that reported cases have nearly doubled, though this does not necessarily indicate a true increase. A close monitoring of the trend is being conducted, and written updates will now be provided semi-annually instead of quarterly.

Well-Being and Psychological Health and Safety

January 22 was Bell Let’s Talk Day, and a message was posted as an Agency News item from senior management, and it was also posted in the weekly InfoZone News Summary. This event underlines the importance of employee`s mental health and provides links to information and services that are available.

The draft hazard assessment tool was shared with the Psychological Health and Safety (PHS) Working Group, which will be used to help assess psychological risks at the job level. This tool will be tested as part of Phase 3 of the Ontario pilot. Feedback from Phases 1 and 2 of the Ontario Pilot highlighted the need for a better understanding of managers’ roles in supporting employee well-being and PHS, as well as the need for additional tools and resources to assist them. The next meeting of the PHS Working Group will take place in April, 2025.

OHS Program Monitoring

The Committee was provided with an update on the OHS Program Monitoring. While there are no significant trends observed to date, several items have been flagged that may indicate gaps in information reporting, such as: removal of a large industrial shredder; discovery of different types of mobile shelving, and the transition to electronic issuance of the power lift truck certification. Another update on the OHS Program Monitoring will be provided at the next meeting.

Discussion

The following topic was brought forward for discussion amongst the NHSPC representatives:

Sharing of Reports from Public Service and Procurement Canada (PSPC)

Employee representatives expressed concerns over the lack of transparency and the difficulty in obtaining reports particularly in relation to employee health and safety and provided several examples. Employee representatives highlighted that PSPC has informed them that the reports providing the results of testing for the presence of Legionella, will no longer be provided and that only verbal updates will be given. Although the reports historically have been shared with local health and safety committees, the rationale provided for withholding them, was that they were difficult to understand and interpret. The employee representatives stated that resources are available to interpret these reports if necessary, and pointed out that if the content is unclear, the health and safety committee (HSC) can invite technical experts to clarify the reports. In addition, the Employee Co-Chair expressed concern that information is being withheld, either intentionally or due to other factors. He raised the issue of ceiling insulation delamination in the Windsor office, where PSPC reports assessing the ceiling insulation delamination were conducted years ago but are just now coming to light after the collapse of an impacted portion of the ceiling occurred. He reiterated that this is very concerning. Local HSCs play an important role and must be made aware of anything that could impact the health and safety of employees. PSPC, Finance and Administration Branch (FAB), and Security Branch all need to understand this, and be proactive in sharing complete information as it becomes available. There needs to be a discussion on this subject between the senior management from CRA, with the senior management of PSPC, that withholding of information is unacceptable and must be shared.

Employer representatives clarified that FAB is not withholding information and emphasized that they are actively collaborating with PSPC to address the situation. He acknowledged that he was not familiar with Legionella testing reports not being shared, and committed to follow-up on this. He continued that they are looking to see if it is a PSPC initiative to standardize how reports are shared, that is driving the issue at hand. (As in, some regions have no issue to access reports, while others are refused access). He also highlighted that he had limited information available regarding the ceiling insulation delamination at the CRA workplace at 441 University Avenue, Windsor Ontario, particularly in terms of communication between the employer and employees concerning health and safety.

The employee representative noted that there had been minimal information shared with employees regarding the Windsor site building re-entry and that they had yet to see the engineer’s report of the issue. She confirmed that she would provide the emails she had received, to the Employee Co-Chair for sharing to the NHSPC Secretariat to share with the Committee.

The employer representative shared that the issue is being raised at the ADM level and the situation is also being addressed at the local level. He stated that he shared the concerns of the employee representative, and that efforts are being made to improve communication. If there is a safety issue, everyone needs to be aware. He committed to improving the communication process to the extent possible and will provide an update at the next meeting.

HRB-OHS WRITTEN UPDATES

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

National OHS Dashboard

In conjunction to the written update, the committee was provided with the Q3 2024-2025 National OHS dashboard, as well as the National OHS dashboard for calendar year 2024, representing program measurements on:

• Employment and Social Development Canada (ESDC) Assurance of Voluntary Compliance (AVCs) and Directions
• Mandatory OHS training completion rates
• HSC/HSR effectiveness rates
• Workplace harassment and violence prevention
• First aid & AED program
• Ergonomics program
• Occupational injuries & illnesses
• Hazards and safety complaints

The following dashboard elements were discussed:

Employment and Social Development Canada (ESDC) Assurance of Voluntary Compliance (AVCs) and Directions

There were no new AVCs this quarter. There is one case still open with ESDC for review, regarding a CRA employee’s name being published online by a third party, leaving the employee possibly exposed to undue risk. The National OHS Program will follow-up to determine the status of the case.

HSC/HSR effectiveness

The status of workplace monthly inspections not being completed 100% was discussed. The Employee Co-Chair emphasized the need to obtain more information on why inspections aren’t being done on a monthly basis and to gather the list of offices that are not in compliance. He added that the matter would also be raised at the Regional Union Management Consultation Committee (RUMCC) meetings to ensure broader attention. It was asked as to who is holding the most senior management representative on site accountable for ensuring the required monthly inspections are being completed and whether it is possible to return to publishing the list of sites that are not in compliance.

Security Branch agreed to follow up on the specific level of accountability and clarified that for this issue, the concern is whether it falls under the most senior management representative, or on the lead senior manager emergency evacuation representative (LSMEE). It was noted that under the Building Emergency Evacuation Team (BEET) Procedures, the holder of the LSMEE role can change as necessary to ensure on site presence, whereas the most senior management representative role did not change.

This flexibility may contribute to a lack of understanding of who is actually responsible to ensure inspections are completed and actioned appropriately.

Multiple Environment Job Hazard Analysis (MEJHA) Working Group

The National OHS Program is working with the Agency Logistics and Administrative Services Division (ALASD), Mail and General Services Section, and the Shawinigan National Verification and Collections Centre (NVCC) manager to action the January 28, 2025 Assurance of Voluntary Compliance (AVC) received from the Labour Program. An external ergonomic industrial assessment of the workflow is being conducted in order to analyze the demands of the task and provide options for addressing concerns. The members of the MEJHA Working Group have been advised and updates will be provided as the assessment moves forward.

Job Hazard Analysis (JHA) for Field Employees Working Group

The sub focus group met in January 2025 to continue working on a task hazard analysis for the execution of warrants when conducting a criminal investigation search. To further validate the scope of the exercise and assist with its completion, the subgroup has asked several regional employees currently conducting criminal searches, to participate.

Health and Safety Committee (HSC) / Health and Safety Representative Program (HSR)

The French HSC/HSR Train-the-Trainer session was delivered virtually from January 27 to 31, 2025. An additional five French speaking trainers completed the training; three managers, and two employees. An English “Train the Trainer” session may be scheduled this spring depending on need and the availability of participants.

The HSC/HSR Standard Operating Procedure (SOP) and associated tools are being finalized. The updated documents are anticipated to be published on InfoZone this spring, pending DG approval. The National OHS Program will schedule meetings with the regional OHS Officers to review the amendments to the SOP and tools, and messaging will be sent to the HSC/HSRs members to advise them of the changes.

OHS Training Courses Status

Workplace Harassment and Violence Prevention

The committee was provided with the statistics related to reported cases under the Workplace Harassment and Violence Prevention Regulations, that are consistent with the data that is provided to the Labour Program on an annual basis.

Workplace Health and Safety Operations (WHSO)

The Committee was provided with an update on the operations and outreach of the Occupational Health and Safety Prevention and Compliance Center (OHS PCC) and the Harassment and Violence Prevention Centre (HVPC). The WHSO continues to provide numerous awareness sessions on different components of the OHS Program, as well as provide on-going advice and guidance to their clients. In Q3 2024-2025, a total of 777 participants registered for 27 awareness sessions.

FINANCE AND ADMINISTRATION BRANCH (FAB) WRITTEN UPDATES

Airborne Asbestos Fibre Testing

A discussion took place regarding the potential to extend the testing cycle from three years to five years, with the flexibility to test at closer intervals remaining to address emerging or unexpected issues. The Employee Co-Chair suggested that the unions may be open to considering extending the cycle, but emphasized the need for concrete information and additional consultation. The employer representatives for FAB committed to prepare the proposal and bring it forward through this Committee. The conversation concluded with an agreement to continue discussions and explore the matter further.

Radon Testing

The test results for radon testing conducted at the New Brunswick TSO, Saint John, NB, are in the process of being updated on InfoZone.

SECURITY BRANCH (SB) WRITTEN UPDATE

Report on Threats & Assaults Against CRA Employees Q3 2024-2025

The employee representative raised a point that the “go-to” action for employees experiencing a verbal or physical threat, abuse, or harassment resulting in a security incident, was to contact EAP, and he hoped it wasn’t losing it’s effectiveness. He was glad however to see that follow-ups were occurring more frequently, and asked if employees were being given the time to contact and utilize EAP services. The

importance of procedural follow-up was emphasized, highlighting that discussions about EAP should be an integral part of the process. The Employer Co-Chair reiterated that EAP is comprised of professionals trained to work with these types of situations, and their services continue to be vital to CRA employees and their families.

Several other questions were asked regarding the reported incidents. The Employee Co- Chair inquired whether there was a reason why police were not contacted in some situations, while in others they were, such as those directed towards the Commissioner. Security Branch explained that if the individual posing the threat is unknown or if proper procedures for employees are not followed, contacting the police may not be feasible.

Threats directed towards the Commissioner have heighted action requirements given the elevated security risk that exists with the position.

There was a concern raised regarding the reported security incident of a package of concern, where the proper procedures were not followed by the mailroom employees. A suggestion was made that an annual reminder or tailored communication specific to mailroom staff handling packages of concern, could be beneficial. Security Branch acknowledged the challenges related to this and agreed that a tailored message could be developed. While past incidents have not been severe, safety remains a priority, and efforts will be made to raise awareness on this issue. This will be reviewed by Security Branch.

CLOSING REMARKS

Ms. Waples thanked everyone for their work and their participation in the meeting.

Mr. Gaetz also gave appreciation for the work and engagement of the committee and encouraged increased in-person participation from members. The next NHSPC meeting is scheduled for June 26, 2025.

Natalie Waples for Sonia Côté Employer Co-Chair National Health andSafety Policy Committee Image	Doug Gaetz Employee Co-Chair National Health andSafety Policy Committee Image
Date: June 11,2025	Date: June 11,2025