Joint Worksite Health & Safety Committee - 12 Aug 2019

AGENDA

Joint Worksite Health & Safety Committee

Monday, August 12, 2019

County Office 9:00 AM Page

1. CALL TO ORDER 2. ADOPTION OF AGENDA 3. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) 3.1. Joint Worksite Health & Safety Committee Meeting Minutes - May 13,

2019 Minutes May 13 2019

2 - 3

4. NEW/UNFINISHED BUSINESS 4.1. New Audit Tool

Output Document (AGD - 3708) - Pdf

4

4.2. Material Safety Data Sheets - Formats and Shared Access


5

4.3. Terms of Reference


6 - 11

4.4. Safety Leader Award


12

4.5. Monetary Allowances for PPE


13

5. INCIDENT REPORT 5.1. Incident Report


14

6. HAZARD IDENTIFICATION, ASSESSMENT AND CONTROL 7. SAFETY COORDINATOR REPORT 7.1. Safety Coordinator Report


15 - 16

8. NEXT SCHEDULED MEETING DATE 9. ADJOURNMENT

Page 1 of 16

MINUTES OF A REGULAR MEETING OF THE JOINT WORKSITE HEALTH AND SAFETY COMMITTEE OF CAMROSE COUNTY HELD ON MONDAY, MAY 13, 2019 IN THE COUNTY COMPLEX LOCATED AT 3755 - 43 AVE, CAMROSE, COMMENCING AT 9:00 AM.

PRESENT

Doug, Lyseng, Council

Curtis Smith, Public Works

Linnet Henderson, Health & Safety Coordinator

Marianne Bidal, West Driedmeat Lake Landfill

Manie Germushuysen, Protective Services

Leslie Heck, Administration

Zachary Robertson, Agricultural Service Board

CALL TO ORDER

Chairman C. Smith called the meeting to order at 9:02 a.m.

ADOPTION OF AGENDA M. GERMUSHUYSEN - That the Agenda be approved with the

following additions:

4.5 Harassment & Violence Prevention Policy

4.6 Safety Training - Full-time Employees

4.7 PPE Allowance - Seasonal Staff

CARRIED.

ADOPTION OF MINUTES OF PREVIOUS MEETING(S) D. LYSENG - That the minutes from the February 11, 2019 Joint

Worksite Health and Safety Committee Meeting be approved as distributed.

CARRIED.

NEW/UNFINISHED BUSINESS

New Committee Members

C. Smith advised that Matt Foster has volunteered for the ASB/Seed Cleaning Plant position on the Joint Worksite Health and Safety Committee.

Zachary Robertson and Spencer Andriashek also volunteered to sit on the committee for the 2019 summer construction season.

November 2019 Elections

L. Henderson updated the committee on the procedures for the upcoming elections which will take place in November 2019.

Health and Safety Policy Statement

AGD - 3623

M. BIDAL - That the Joint Worksite Health & Safety Committee recommend to Council that the Health and Safety Policy Statement 13.03 be accepted as presented.

CARRIED.

Terms of Reference

The committee reviewed the Joint Worksite Health and Safety Committee Terms of Reference.

Agenda Item # 3.1.

Joint Worksite Health & Safety Committee Meeting Minutes - May 13, 2019 Page 2 of 16

Joint Worksite Health and Safety Committee May 13, 2019

AGD - 3624

M. GERMUSHUYSEN - That the Worksite Health & Safety Committee recommend to Council that the Health & Safety Terms of Reference Policy 3.12 be accepted as presented.

CARRIED.

Harassment and Violence Prevention Policy 5.13

The committee reviewed the Harassment and Violence Prevention Policy 5.13.

Z. ROBERTSON - That the Harassment and Violence Prevention

Policy 5.13 be tabled to the next meeting.

CARRIED.

Safety Training - Full-time Employees

Discussion ensued regarding training dates for full-time employees. It would be ideal for training to be offered in the late fall/winter months. Linnet will attempt to address this whenever possible.

Personal Protective Equipment

Discussion ensued regarding monetary allowances provided to employees for personal protective equipment. Linnet will further investigate and bring information back to next meeting.

The meeting was recessed at 10:42 a.m. and reconvened at 10:55 a.m.

INCIDENT REPORT Incident Summary Report

L. Henderson reviewed the Incident Report for the period of February 12 to May 7, 2019.

AGD - 3627

D. LYSENG - That the Incident Report for February 12 to May 7, 2019 be accepted as information.

CARRIED.

SAFETY COORDINATOR REPORT

L. Henderson delivered the Safety Coordinator Report for May 2019.

M. BIDAL - That the May 2019 Safety Coordinator's Report be

accepted as information.

CARRIED.

NEXT SCHEDULED MEETING DATE

The next meeting will be held on August 12, 2019 at 9:00 a.m.

ADJOURNMENT

The meeting was adjourned at 11:51 a.m.

_____________________________________

Chairman

_____________________________________

Health and Safety Coordinator

Agenda Item # 3.1.

Joint Worksite Health & Safety Committee Meeting Minutes - May 13, 2019 Page 3 of 16

CAMROSE COUNTY AGENDA ITEMS

Meeting: Joint Worksite Health & Safety Committee - 12 Aug 2019 Joint Worksite Health & Safety Committee

Meeting Date: 12 Aug 2019

Agenda Item No: AGD - 3708 Confidential: No Originated By: Linnet Henderson Title: New Audit Tool

ACTION / RECOMMENDATION:

That the Joint Worksite Health and Safety Committee explore the option of reviewing a portion of the new Partnerships' Safety Program Audit Tool at each meeting. BACKGROUND INFORMATION:

Originated by Marianne Bidal Significant changes were made to the AB OHS legislation in 2018 and again in early 2019. Subsequent changes were made to the Partnerships' Safety Program Audit Tool. A regular review of the Audit Tool will help keep the JWHSC Members up-to-date on the changes made to the OHS legislation and the audit process, as well as assist the Members in becoming more familiar with contents of the Health and Safety Program. Policy, Bylaws, Provincial Acts or Regulations: Financial Implications: Alternatives to the Recommendation: Pro's: Con's: Communication: Documentation: DISCUSSION:

Reviewed and Approved:

Agenda Item # 4.1.

New Audit Tool Page 4 of 16




Agenda Item No: AGD - 3709 Confidential: No Originated By: Linnet Henderson Title: Material Safety Data Sheets - Formats

and Shared Access ACTION / RECOMMENDATION:

That the Joint Worksite Health and Safety Committee Members discuss the feasibility of a Shared Access Database for Material Safety Data Sheets with their departments and bring any feedback they receive to the next JWHSC meeting. BACKGROUND INFORMATION:

Originated by Marianne Bidal Most departments are using controlled products and legislation requires the Material Safety Data Sheets for these products are made readily accessible to employees who use, handle or store them. These MSDS are to be kept current within three years; keeping them current can be a challenge as suppliers do not always supply them and employees are required to search for them. Having a central area to store these data sheets may assist all departments in maintaining current MSDS. Policy, Bylaws, Provincial Acts or Regulations: AB OHS Code Part 29 Financial Implications: Alternatives to the Recommendation: Pro's: A central database with current MSDS. Con's: Maintaining the database. Communication: Documentation: DISCUSSION:


Agenda Item # 4.2.

Material Safety Data Sheets - Formats and Shared Access Page 5 of 16




Agenda Item No: AGD - 3724 Confidential: No Originated By: Linnet Henderson Title: Terms of Reference


That the Joint Worksite Health and Safety Committee recommend to Council that the revised Health and Safety Terms of Reference Policy 3.12 be accepted as presented. BACKGROUND INFORMATION:

At the May 13, 2019, JWHSC meeting, the motion was made to recommend Council approve the Terms of Reference that specified the Committee was required to conduct an annual inspection. Camrose County has now received an approval from AB OHS to maintain one Health and Safety Committee for all of its operations that must comply with AB OHS Code Part 13, Section 198, requiring the Committee to inspect each work site at least once before each quarterly meeting. This change has been made to the Terms of Reference. Policy, Bylaws, Provincial Acts or Regulations: AB OHS Act Part 3, Section 19(g) AB OHS Code Part 13, Section 198 AB Partnerships Safety Program Audit Financial Implications: Alternatives to the Recommendation: Pro's: Con's: Communication: Documentation: DISCUSSION:

The Safety Coordinator will work with the JWHSC Members to develop a Formal Inspection schedule for each of the work sites and coordinate the inspections with each of the departments. Reviewed and Approved:

Agenda Item # 4.3.

Terms of Reference Page 6 of 16

Page 1 of 2

May 24, 2019 Linnet Henderson Safety Coordinator Camrose County 3755 – 43 Avenue Camrose, Alberta T4V 3S8

Dear Ms. Henderson: Re: Approval Request pursuant to Section 16(4) of the Alberta Occupational Health and Safety Act, Chapter 0-2.1, Approval ID: OHS-APP-000442

Thank you for your request for an approval dated January 21, 2019, seeking to vary the requirements for a Joint Work Site Health and Safety Committee pursuant to section 16(4) of the Occupational Health and Safety Act (OHS Act). The OHS Act allows a Director to issue an approval to an Employer whose application meets the necessary terms and conditions. Occupational Health and Safety (OHS) has reviewed all documents received that included the application letter, self-evaluation tool and terms of reference. As a result of this review I am granting the approval to vary the procedures and practices as follows: 1. Camrose County shall maintain one Health and Safety Committee for all of its

operations, as outlined in the submitted terms of reference, to support the workers it employs.

2. The committee will be comprised of members from each of Camrose County’s

departments or groups, 1 elected official, the County’s Health and Safety Coordinator and 1 seasonal employee during the summer construction season. At least half of the composition of the committee will be workers.

3. This approval applies to the following locations only:

a. Council and Elected Officials, 3755 – 43 Avenue, Camrose, AB b. Public Works, 3755 – 43 Avenue, Camrose, AB c. Agricultural Services, 4728 – 41 Street, Camrose, AB d. WDML Regional Landfill, 21184 SEC HWY 609 e. Protective Services, 3755 – 43 Avenue, Camrose, AB f. Administration, 3755 – 43 Avenue, Camrose, AB

Occupational Health and Safety Director of Inspection

HSC Approvals J.G. O-Donoghue Building

Main Floor, 7000 – 113 Street Edmonton, AB T6H 5T6

www.work.alberta.ca

Agenda Item # 4.3.


http://www.work.alberta.ca/

Page 2 of 2

4. This approval letter or a copy along with a copy of the terms of reference must be available at each work site or otherwise communicated to affected workers as per section 14(8) of the OHS Act.

5. This approval expires May 24, 2024.

General Conditions and Requirements: All other requirements of the OHS Act, Regulations and Code must continue to be

met. Freedom of Information and Protection of Privacy Act applies to this document.

If Camrose County wishes to extend this approval, please submit an extension request to Alberta Labour prior to the approval expiry date. It is recommended that extension requests be submitted at least six months prior to the expiry date.

If Camrose County wishes to amend the terms of reference that apply to this approval at any time prior to the expiry date of this approval, they must advise Alberta Labour in writing. Alberta Labour will review the proposed amendments and determine next steps. At any time, Alberta OHS may conduct a follow-up inspection to confirm compliance with the legislation and the variation regarding the practices or procedures that were the subject of this approval. A Director may suspend, amend or revoke the Director’s approval for non-compliance with the terms, conditions or requirements set out in it or at the Director’s discretion.

Sincerely,

Jasmine Lee, CRSP Director of Inspection

Agenda Item # 4.3.


Section:

COMMITTEES OF COUNCIL

Page:Adopted: December 12, 2017

#472/17Subject:

Joint Worksite Health and Safety Committee Terms of Reference

Control Code:

3.12

1

Joint Worksite Health and Safety Committee – Terms of Reference1. PURPOSEThe Joint Worksite Health and Safety Committee (JWHSC) provides a forum for constructive and regular dialogue between management and workers. The JWHSC is an advisory body made up of worker and employer representatives dedicated to improving the health and safety conditions of the work environment, resolving health and safety issues, promoting the Health and Safety Program, and providing an essential communication link between the two parties.2. ROLES AND RESPONSIBILITIESAll employees are accountable for health and safety, with the JWHSC providing an elemental component to the internal responsibility system. The functionality, credibility and success of the JWHSC is contingent on it being perceived as, and deemed, an integral part of the organization. Establishing a JWHSC does not relinquish the employer of their responsibilities; the employer has the final authority and responsibility for employee health and safety at the work site. The Committee shall enjoy the full support of Camrose County Council, Management Team and the IUOE Union in the interests of maximum service to the employees.The JWHSC members shall provide appropriate representation relevant to the health and safety concerns for the work site(s) they represent, genuinely invest and actively contribute their time and energy, if the JWHSC team is to be acknowledged as credible and valued safety leaders. Members shall not disclose personal, confidential or sensitive information.

The JWHSC members shall provide an essential communication link between workers and management so they may assist in resolving health or safety related concerns, provide support for the three basic rights that include the right to be informed of the potential hazards, participate in the JWHSC, and the right to refuse unsafe work, while ensuring workers have the ability to work without being subjected to discriminatory action for exercising these rights.

The JWHSC shall participate in the hazard assessment and control process, conduct work site inspections prior to each quarterly meeting, participate in the investigation of a dangerous condition that results in a work refusal, the investigation of serious incidents and review incident trends.

The JWHSC shall also assist in the development of a Harassment and Violence Prevention Policy and Procedures, promote the Safety Program and develop strategies to recognize workers for their contribution to the Safety Program, as set out in the Employee Safety Recognition Program.

JWHSC members will provide a JWHSC meeting summary to their respective department or group and report back to the Committee with any feedback received. The Safety Coordinator shall provide a report at each meeting and an incident trends analysis on a regular basis. The JWHSC shall review the annual Safety Program audits and assist with the annual Audit Action Plan.

3. MEMBERSHIP

JWHSC members must be able to adequately represent their department or group and carry out their duties. Membership shall meet the standards set out in the AB OHS Act and the IUOE Union Agreement, with representation from each department or group, a balance of workers and managers with at least half representing workers, one (1) elected official, the Safety Coordinator, and one (1) seasonal employee during the summer construction season. The

Agenda Item # 4.3.


Section:



#472/17Subject:


Control Code:

3.12

2

departments or groups consist of County Council, Management, Agricultural Services, Public Works, Protective Services, WDML Landfill, and Admin/Out-of-scope (Admin, Finance, IT, Planning, Assessment).

Worker members shall be elected from within the department or group they represent, with a minimum term of one (1) year, to a maximum term of three (3) years. However, a member may continue to serve on the JWHSC until a successor has been elected. Elections for worker representation shall be conducted annually during the November Organizational Meeting on a rotating basis. Notice of election shall be distributed by July 31st. Notice of Interest and Nomination forms must be submitted by October 1st. Ballot forms must be submitted by 4:30 PM on October 31st, with the election results tabulated during the November JWHSC Organizational Meeting.

A minimum of one (1) manager member shall be appointed by the County Administrator by October 31st. The elected official shall be the Councillor appointed to the JWHSC during the annual County Council organizational meeting. An invitation shall be sent out for one seasonal employee to sit on the JWHSC for the summer construction season. The names and contact information of the JWHSC members shall be posted conspicuously at every work site where workers are represented.

The JWHSC shall have 2 Co-chair positions, the manager member and a worker member, with the Co-chairs alternating in residing as chair for the meetings. The worker co-chair shall be selected from within the worker member group by the worker members. A Recording Secretary shall be appointed by the County Administrator.

JWHSC members shall receive adequate training for their role on the JWHSC. They shall familiarize themselves with the County HS Program and the AB OHS legislation. Members shall be permitted to take time away from their regular duties to attend JWHSC training, prepare for and attend regularly scheduled meetings, carry out their duties and participate in activities as a Committee member. They are deemed to be working while performing JWHSC duties.

The JWHSC is an advisory body established to assist employees and management by recommending solutions to health or safety related issues, problems or concerns. The JWHSC shall not be responsible to carry out or implement any of the health or safety related recommendations or changes and shall not be held accountable for unsafe or unhealthy conditions or acts in the workplace.

4. MEETINGS

Meetings shall be held at least quarterly and be conducted during normal work hours. A meeting quorum is one-half of the members. Regularly scheduled meetings shall be held on the second Monday in the months of February, May, August and November, beginning at 9:00 am in the Council Chambers. Should there be a scheduling conflict, the residing Co-chair shall select an alternate date.

The Co-chairs of the JWHSC shall ensure the draft meeting minutes are distributed within seven (7) days of the meeting date, to the JWHSC members, elected official, Safety Coordinator, the County Administrator, the IUOE Business Agent and the Union Steward. Minutes are to be posted

Agenda Item # 4.3.


Section:



#472/17Subject:


Control Code:

3.12

3

and made available to all employees, with all names, personal data and any sensitive information kept confidential.

Special (emergency) meetings can be scheduled to deal with urgent matters. Requests shall be forwarded to one or both Co-Chairs and/or the Safety Coordinator to ensure the special meeting is health or safety related and urgently required.

5. RESOLUTION OF HEALTH OR SAFETY CONCERNSThe JWHSC is responsible for the receipt, consideration and disposition of health or safety related concerns, unsafe acts or conditions, work refusals, issues, or complaints (hereinafter termed concerns) brought to their attention. Submissions must be validated as health or safety related to be added to the meeting agenda. Suitable recommendations are to be developed, include a target date for completion and identify a person by name as responsible to see that it is addressed, and presented to the Department Manager(s), at a Management Team Meeting, to the County Administrator or to County Council, as appropriate.

6. DANGEROUS WORK AND WORK REFUSALSWhen a worker identifies dangerous work, a dangerous condition and/or refuses to carry out dangerous work, the worker shall immediately report it and, if not remedied immediately, the supervisor shall stop all work or a portion of the work and immediately report the dangerous condition and/or work refusal to the Manager and the Safety Coordinator. An investigation shall be carried out that includes the worker, the supervisor, the Safety Coordinator and a member of the JWHSC.7. RECOMMENDATIONS FOR IMPROVEMENTWhen the review of health or safety documentation identifies concerns or negative trends, or when a valid concern is forwarded to the JWHSC, suitable recommendations shall be developed respecting the health and safety of workers.

Subject to Section 35 of the AB OHS Act, no person shall dismiss or take discriminatory action against a worker for acting in compliance with the AB OHS legislation, other legislation relevant to the work carried out, or the HS Program, or for reporting or refusing dangerous work, reporting unsafe acts or conditions, taking reasonable action to protect the health and safety of themselves or another person, or for performing their duties as a JWHSC member.

Refer to the JWHSC Rules of Operation for further procedural details.

Agenda Item # 4.3.





Agenda Item No: AGD - 3726 Confidential: No Originated By: Linnet Henderson Title: Safety Leader Award


That the Joint Worksite Health and Safety Committee select the best candidate for the Safety Leader Award from the nominations submitted. BACKGROUND INFORMATION:

The Safety Recognition Program provides an opportunity to acknowledge and reward positive, notable contributions made by Camrose County seasonal staff towards improving the health or safety of their work environment. The Safety Leader Award will be presented at the Staff/Council End of Summer Lunch on August 22, 2019. Policy, Bylaws, Provincial Acts or Regulations: Financial Implications: Alternatives to the Recommendation: Pro's: Con's: Communication: Documentation: DISCUSSION:


Agenda Item # 4.4.

Safety Leader Award Page 12 of 16




Agenda Item No: AGD - 3728 Confidential: No Originated By: Linnet Henderson Title: Monetary Allowances for PPE


That the Joint Worksite Health and Safety Committee accept this item as information. BACKGROUND INFORMATION:

At the May 13, 2019, JWHSC meeting, Safety Coordinator Linnet Henderson was asked to investigate personal protective equipment monetary allowances for employees and seasonal staff. Research has found the coverage for protective footwear for permanent and seasonal employees compares to that of other municipalities. The County provides all other PPE that is correct for the hazards identified to protect the worker. Policy, Bylaws, Provincial Acts or Regulations: AB OHS Code Part 18, Section 228 Financial Implications: Alternatives to the Recommendation: Pro's: Con's: Communication: Documentation: DISCUSSION:


Agenda Item # 4.5.

Monetary Allowances for PPE Page 13 of 16




Agenda Item No: AGD - 3725 Confidential: Yes Originated By: Linnet Henderson Title: Incident Report


That the Joint Worksite Health and Safety Committee accept the Incident Report as information. BACKGROUND INFORMATION:

Policy, Bylaws, Provincial Acts or Regulations: Financial Implications: Alternatives to the Recommendation: Pro's: Con's: Communication: Documentation: DISCUSSION:


Agenda Item # 5.1.

Incident Report Page 14 of 16




Agenda Item No: AGD - 3727 Confidential: No Originated By: Linnet Henderson Title: Safety Coordinator Report


That the Joint Worksite Health and Safety Committee accept the Safety Coordinator report as information. BACKGROUND INFORMATION:

Policy, Bylaws, Provincial Acts or Regulations: Financial Implications: Alternatives to the Recommendation: Pro's: Con's: Communication: Documentation: DISCUSSION:


Agenda Item # 7.1.

Safety Coordinator Report Page 15 of 16

Safety Coordinator Report for August 12, 2019 JWHSC Meeting

- JWHSC Membership Notice of Interest and Nomination election forms have been distributed to Admin and Protective Services employees, completed forms must be to the Safety Coordinator by October 1, 2019. Once nomination forms have been received and validated, candidates can begin their campaign to be elected to sit on the JWHSC.

- The management member will be appointed by the County Administrator prior to the November organizational meeting.

- The Health and Safety Policy Statement was approved by Council at the July 9, 2019, meeting.

- Formal inspections have been completed on a number of grader sheds, campgrounds and recreation grounds, and compliance inspections have been completed on a number of playgrounds.

- Revisions are being made to the HS Program manual to meet the current AB OHS legislation and Partnerships safe program audit requirements. All employers must now have a formal HS Program in place, 2 new elements need to be added to the Safety Program (contractor safety and JWHSCs), a health and safety committee is required for employers with 20 employees or more, more comprehensive safety orientation and training is required for management and supervisory employees, competency assessments that demonstrate employees are competent and held accountable, and employers shall ensure the health, safety and welfare of employees with an emphasis on workers’ rights, protection from discriminatory action and protection from harassment and violence in the workplace.

- AB Transportation may discontinue the Municipal Firefighting Vehicle Permit process and are currently issuing permits that are only good for one year, effectively making the process impractical. Copies of all drivers’ and vehicle record files must now be kept for each of the eight municipalities operating County-owned fire apparatus.

- The Safety Coordinator assisted the Seed Cleaning Plant Manager with updates to the emergency response plans and safety program documents in preparation for the Agrichemical Warehousing Standards Association audit conducted Monday, July 29/19.

- Potential asbestos bearing insulation found when dismantling the Ohaton grader shed, a sample was sent for testing, results tested positive for asbestos, work site shut down until abatement conducted.

Agenda Item # 7.1.

Safety Coordinator Report Page 16 of 16

Documents

Joint Worksite Health & Safety Committee - 12 Aug 2019