UMB 1University of Manitobac/c EHSRm 191 Extended EducationWinnipeg, MBR3T 2N2

Telephone #204 474-6633:Facsimile #: 204 474-7629

Date of Meeting: December 11,201821 7-1 7A GSA Lounge University Centre

Date of next meeting:March 12, 2019Location: 210 Helen Glass Centre

4 of employees represented: 5,000 and1,800 casual

Worker Co-Chair:Ana Vialard Hart

Worker members:Christie, Will

Hamelin, Daryl

Matshe, Mbuli

Panchyshyn, Julia

Poluha, Bill

Prokesch, Ruth

Vacant

Alternate members:

Black, Owen

Bun, George

Flemming, Greg

Sasek, Melinda

Vacant

Employer Co-Chair:Jansen, Rick

Employer members:Jones, LaniBuan, JisselleStone, Barry

Alternates:

Human ResourcesFaculty of Health SciencesStudent Residences

Guests:Jolicoeur, Darrin EHS XBellino, Joey EHS XGebel, Caroline EHS XShields, Judy EHS X

I Opening Remarks

OSHA Committee UMB #1

Meeting Report

Complete name and mailing address:

UNIVERSITYw LMANITOBA

presentx

xx

xxx

Bargaining Group:

CUPE 3909

AESES

CUPE 1482

UMSU — Student

EMAPS

UMFA

UMGSA

UNIFOR 3007

Bargaining Group:

UMSU — Student

CUPE 3909

UMFA

AESES

CUPE 1482

absent

x

x

xxxxx

UnitlFaculty/Dept:Security Services x

xxx

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Meeting commenced at 1:40 pm.

1. Welcome and introductions

2. Adoption of Agenda for Dec 11, 2018 — Add Item under New Business — 3(b) Traveling Abroad Policy; 3(c) Sexual HarassmentStatistics — M/S A. Vialard HartlL. Jones Carried

3. Adoption of Minutes for Sept 18, 2018.M/S L. Jones/J. Panchyshyn Carried.

Recommendations to the Employer# 1 I Date of Notification to the Employer: I Due Date for Employer’s Response:

None were made at this meeting.

Continuing Safety & Health Concerns and Problems*Date Initiated Concern or Problem Action to be Taken Assigned to

Feb 28/17 Working Alone Procedure Template J. Bellino to obtain permission from Libraries LASH J. Bellinocommittees to use their Working Alone Procedures (WAP)as a template for other groups to use. If permission isgranted, the WAP template is to be shared with the OSHAcommittee members.

Feb 28/17 Quarterly OSHAC Co-Chair E-Mail to All LASH OSHAC Co-Chairs to send an e-mail to all LASH Co-Chairs Co-ChairsCo-Chairs a month before each OSHAC meeting. E-mail will give date

of upcoming OSHAC meeting, ask LASH Co-Chairs forsubmissions, give a reminder regarding theaccidents/incidents report and distribute any importantinformation. The e-mail will include the OSHAC agenda anda web link to the minutes of the last meeting.

Mar 12/18 General Fire Safety OSHA committee to explore developing a general fire safety EHSposter campaign.

June 11/18 May 24, 2018 Incident on Fort Garry Campus Risk Management and Security Services to review and make Co-Chairsrecommendations regarding the incident. R. Jansen toforward audit report to OSHA Committee.

June 11/18 Internal Annual Review of LASH Committees J. Bellino to share spreadsheet on meetings and a J. Bellinobreakdown of responsible parties for Health and Safetyissues.

Sept 18/18 Strategies for Efficient Minute Writing for LASH J. Bellino and A. Vialard Hart to develop strategies for LASH J. Bellino / A.committees committees to complete minutes quickly and effectively. Vialard Hart

Sept 18/18 Contact List for LASH Committees Put together a contact list for LASH committees to use for J. Bellinocommon issues.

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New Safety & Health Concerns and Problems*Date Initiated Concern or Problem Action to be Taken Assigned to

Dec 11/18 Safety and Health Training for Continuing Committee members to bring ideas about effectively OSHACEmployees communicating the resources available.

Dec 11/18 Traveling Abroad Policy Co-Chairs to obtain copy of policy draft and provide Co-Chairscomments about health and safety areas.

Dec 11/18 Letter from Dean of Faculty of Education Condense points 5,6,7 and 9 into an information OSHAC/EHScommunique to be sent to all LASH committees.

* NOTE: Any person with a safety concern is expected to bring that concern to their direct supervisor first. The supervisor is responsible forgetting the concern resolved. If the concern is not resolved or not handled to the worker’s satisfaction, a committee member should becontacted. It is important to keep the worker informed of the disposition of the matter. Any person may contact the Manitoba WorkplaceSafety and Health Division for additional information and consultation.

Other S&H Committee Information: uocomina events. traininci. etc.

1) New Business

a) Making Safety and Health Training Available to Continuing Employees — A. Vialard Hart met with Patty Sanders from HumanResources and wrapped up the onboarding process for CUPE employees. For continuing employees, when they transfer to a newposition, the onboarding process prompts them to complete the New Worker General Orientation (NWGO) online. The NWGO is open toall staff and faculty in UM Learn via the EHS web page. The committee discussed ideas about how to effectively reach staff and facultywith information about safety and health training. Committee members were asked to bring ideas to the next meeting.

b) Traveling Abroad Policy — UMFA has asked OSHA Committee to review and comment on the health and safety aspects of a draft tocreate a University of Manitoba Traveling Abroad Policy. The policy is being developed by Risk Management and Human Resources.The Co-Chairs will contact Risk Management and request a copy of the draft for their review and comment.

c) Sexual Harassment Statistics — Statistics on sexual harassment are difficult to gather as the information is complex and not kept in oneplace. The data may not reflect the whole picture as it depends on what is reported and to whom. There are multiple factors such as:on-campus versus off-campus, disclosure versus investigation, non-criminal versus criminal, complainants may disclose but not report,who receives/handles the disclosure/report, etc.

2) Ongoing Business

a) Regular Updates from EHS — J. Bellinoi. Safety Concerns which Affect the University as a Whole as Identified by LASH Committees e.g. inspections and investigations

ii. Update on LASH committeesiii. Update on General Report to LASH Committees on Accidents and Incidents at the University — J. Shieldsiv. Progress Report on Safe Work Procedures (SWP) Workshopsv. Health and Safety Decisions that Broadly Impact the University as a Whole

EHS submitted a written report which will be attached to the minutes.

Concern was voiced that the Kinesiology LASH committee was experiencing confusion regarding a committee member’s entitlement totake time off for committee work and to receive pay for committee work. J. Bellino suggested that A. Vialard Hart join him at the nextKinesiology LASH meeting to clear up the confusion and to document this clarification in their minutes.

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b) Update on UMFA and Education LASH Committee Concerns — The Dean of the Faculty of Education has responded to the concernsin a letter that was shared with the OSHA Committee and will be included with the minutes. There was discussion about points 5, 6, 7and 9 in the letter. The discussion was about condensing this information and sending it as an information communique to all LASHcommittees.

c) May 24, 2018 Incident on Fort Garry Campus — A letter was sent to AESES regarding concerns about incident at the AlternativeVillage. No official response has been issued from AESES or CUPE. A. Jansen will forward the audit report to the OSHA Committee.

d) February 14, 2017 Attack on Fort Garry Campus — The traumatic event protocol was reviewed by the unions. Their comments were tobe sent to L. Jones in Human Resources.

e) Update on Fire Safety — The update is part of the report from EHS which will be included with the minutes.

3) Members Round Table — Safety and Health Concerns and Problems

Brief summary of topics that were discussed:• CUPE 3909 have lost several representatives on LASH committees. They were actively searching for replacements.• AESES provided clarification on an AESES member being a worker or employer role on a LASH committee.• Concern was expressed about the radiators not working for a prolonged period in some areas of University Centre.• The libraries were open 24 hours during December examinations. Security was available from 8:00 pm to 8:00 am each night. The

libraries were looking at using student security employees to conduct patrols.• On December 22, 2018, power will be shut down to 15 buildings for approximately 8 hours. The shut down will allow for the reconnection

of a transformer to the power grid. This will be announced in UM Today with the list of buildings.• Jisselle Buan is the new Rady Faculty of Health Sciences Employer Representative. Dan McGregor has stepped down from that role.

4) Meeting Schedule for 2018-19: Dates Set for the Academic Year

The meeting dates for the 2018-19 are:September 18, 2018 — 1:30 to 3:00 pmDecember 11, 2018— 1:30 to 3:00 pmMarch 12, 2019— 1:30 to 3:00 pmJune 11, 2019— 1:30 to 3:00 pm

The location will be announced closer to the date.

Adjournment: Meeting was adjourned at 3:08 pm.

Co-Chair’s signatures - In my o inion, the above is an accurate record of this meeting.

chaired print name Signaturemeeting (x)

Worker co-chairAna Vialard Hart

Employer co-chairX Rick Jansen

If one, or both co-chairs do not agree with the minute record, comments noted:

Distribute copies of the completed report to:

• All of the committee members (on this committee), and

• EHS to send a memo to Deans, Directors and Department Heads, relevant management members and LASH cochairs that the minutes have been posted on the EHS website, and

• Environmental Health & Safety (EHS) — ioey.bellino@umanitoba.ca, and

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• Workplace Safety & Health Division (Province of Manitoba) — cominutes@pov.mb.ca, and• Post on EHS LASH Committee website.

This report form is intended to record briefly and clearly, the safety and health concerns at our workplace and steps takenby the committee or others to resolve them. They are designed to provide everyone at our workplace and the MBWorkplace Safety and Health Division, with information on the committees activities and progress to date.

For more information, view the Environmental Health and Safety’s LASH committee website:

http://umanitoba.ca/admin/vp admin/risk management/ehso/general safety/LASH.html

And I or:

SafeManitoba.com website or call Workplace Safety and Health for assistance at 204 945-3446.

The University’s Health and Safety Policies and Procedures (on the Governance webpage) include:

• Health and Safety Policy• Safety Committees• Safety Management Procedure• Health and Safety Procedure — Emiloyees• Health and Safety Procedure — Students• Health and Safety Procedure — Visitors and Contractors• Health and Safety Procedure — EHSQ• Response to Health and Safety Concerns — Emrloyees

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Local Area Safety and Health (LASH) Committee Report

Agenda Item Updates from Environmental Health and Safety

i) Safety concerns which affect the University as a whole as identified by LASH Committees None to report

ii) Number of LASH Committees that met (in last 90 days): 18 (80%)

LASH committees that did not meet (last 90 days):

1. UMB-7 Cultural Arts 2. UMB-23 Business/Law/Social Work

UMB 2 Bannatyne has elected a new Co-chair and has gotten back on track after changes in membership. EHS is reaching out to UMB 23 Business/Law/Social Work as changing in staffing has resulted in a lack of membership.

EHS has contacted Workplace Safety and Health to look into the status of committees submitting minutes. Workplace has reported they will look into their records.

6 committees have performed 23 inspections on iAuditor in the last 4 months. 2 committees are planning inspections before the holidays. A number of committees do not use iAuditor and maintain paper copies of inspections.

Other Updates from EHS

EHS will be scheduling a Minutes and Agenda Creation Training session for early in the new year. LASH committees will be able to send members who can act as secretary for their committee.

Caroline has received RedDot training and will be able to update LASH minutes more often.

General Report to LASH Committees on Accidents and Incidents at the University

WCB has changed their summary reporting tools. EHS is looking into alternatives for reports.

Progress Report on Safe Work Procedures (SWP) work shops

This is an ongoing process. EHS is providing consults upon request. EHS is also providing information on developing SWPs during lab inspections.

Fire Safety

EHS is in the process of contacting and meeting with various buildings and departments in order to update the fire warden listings.

Currently working with Faculty of Science buildings, Engineering, University College to update fire warden listings. Recently updated buildings include, Allen, Fletcher Argue, Wallace, Physical

Plant, Extended Education/FKC and Active Living Centre. New site to sign up for Fire Warden training: https://eventscalendar.umanitoba.ca/site/risk/

Serious Incident in Wallace Building (September 10, 2018)

On September 10, 2018 at 4:50pm there was a chemical reaction causing an explosion within a fume hood located in room 548 Wallace Building. A lab technician was preparing 4 glass bottles for use with a special piece of equipment in the lab. The glass bottles each contained various quantities of impurities that required cleaning. Standard (manufactures) cleaning procedures called for the use of nitric acid and Millipore water (distilled water) to flush. Unfortunately, the procedures were not properly followed and a chemical reaction (explosive release) took place causing extensive damage to the fume hood and ruptured water supply line in room 548 Wallace. There were no injuries. However, this was a serious incident that involved the response from Winnipeg Fire and Paramedic Service and their Hazardous Materials Unit. Workplace Safety and Health (WSH) Serious Incidents Department was notified of the incident. WSH requested that an internal investigation take place.

An investigation report was prepared by Environmental Health and Safety (ESH), forwarded to the University of Manitoba’s Chemical Safety Committees for review and recommendations. The Chemical Safety Committee reviewed the report and offered the following recommendations:

ENSURE THAT LAB STAFF ARE TRAINED AND UNDERSTAND THE SAFE WORK PROCEDURES FOR NITRIC ACID USE.

• UNIVERSAL WASTE LABEL FOR BOTTLES CONTAINING NITRIC ACID. LABEL WILL BE DETAILED INFORMATION PERTAINING TO THE HAZARDS OF NITRIC ACID.

• RINSE MOBILE PHASE BOTTLES USED IN THE LC/MS SYSTEM IMMEDIATELY AFTER AND PERHAPS ALLOW FOR AN EXTENDED DRYING PERIOD.

• ENSURE ALL WASTE CONTAINERS ARE LABELED WITH THE APPROPRIATE WORKPLACE LABELS TO AVOID CROSS CONTAMINATION OF POTENTIAL INCOMPATIBLE CHEMICALS.

• DISPOSE OF EXPERIMENTAL CHEMICAL MIXTURES INVOLVING NITRIC ACID IMMEDIATELY AFTER REGARDLESS OF VOLUME COLLECTED TO AVOID STORING IN LAB FOR LONG PERIODS OF TIME.

• CHEMICAL SAFETY COMMITTEE WILL ISSUE A SAFETY BULLETIN UNIVERSITY WIDE TO REMIND LAB STAFF OF THE HAZARDS OF WORKING WITH NITRIC ACID.

The Investigation report and above recommendations were forwarded to WSH. WSH was satisfied with the report and recommendations. Although the total cost has not been officially tabulated, they were extensive and covered by the Office of Risk Management.

October 2, 2018 Mr. Rick Jansen Director, Security Services 110 Welcome Centre Fort Garry Campus Re: September 18, 2018 UMFA letter on Recommendation for Workplace Safety & Health Action Plan in the Education Building In response to the letter that was sent to Ms Ana Vialard Hart and yourself and cc’d to the Education LASH committee co-chairs including Cindy Lewkiw, the Faculty of Education’s Facility Coordinator, we requested a meeting with you to discuss the measures already taken by the Faculty of Education prior to the receipt of this letter. In addition, we discussed the measures put in place by the University of Manitoba to support all university members. We appreciate that Mr Alan Scott, Chief Risk Officer and Mr John Dodd also attended this meeting and provided support and insight. As per our discussion and some additional research into available materials, the responses to the items listed under the Recommended Action Plan for Workplace Safety & Health in the Education Building are as follows: 1. Annual Mental Healthcare Training Sessions: The University Learning and Organizational

Development office offers certificates in Mental Health First Aid (a 2 day course) and The Centre for the Advancement of Teaching and Learning offers 3 hour workshops on Creating a Mentally Healthy Classroom and Mental Health in the Classroom. These courses and workshops are free of charge to faculty and staff. The Education faculty and staff were sent an email on August 23rd providing this information with encouragement to sign up for these courses or workshops. In addition, the Faculty of Education is working with the University’s Employee Wellness Specialist to offer additional workshops for Education faculty. An email was sent on October 1st about the first of these additional workshops. All Education faculty and staff are encouraged to sign up for courses as they become available either through LOD, The Centre or through the Faculty of Education. A number of faculty and staff have already expressed an interest or have already taken the training.

2. Annual Physical Healthcare Sessions: Many of the items listed: dealing with depression, stress, and anxiety are covered in the Mental Health courses and workshops. The University’s EFAP (Employee and Family Assistance Program) offers support and online resources for many personal concerns including strategies for diet, exercise, and well-being, etc. http://umanitoba.ca/admin/human_resources/staff_benefits/eap/EFAP.html The Active Living Centre offers a number of programs for wellness and well-being and is in close proximity to the Education Building and is available 7 days a week http://umanitoba.ca/faculties/kinrec/bsal/alc/index.html In addition, a number of faculty member have offered to integrate short well-related activities into our daily routines, such as stretch breaks, yoga, etc. Emails will be sent to invite faculty and staff to these activities.

225 Education Building University of Manitoba Winnipeg, Manitoba Canada R3T 2N2 Telephone (204) 474-9008 Fax (204) 474-7551 rita.courchaine@umanitoba.ca

Faculty of Education

3. Annual Training on Sexual Harassment and Assault, and related Respectful Workplace and

Learning Environment and Sexual Assault (RWLE/SA) policies and procedures: The LOD offers courses on Responding to Sexual Assault Disclosure: A Guide for UofM Community and RESPECT in the Workplace which provide up-to-date information on the policies. Faculty and staff are strongly encouraged to take these and other courses made available. Please visit https://umanitoba.gosignmeup.com/Public/Course/Browse and http://umanitoba.ca/sexual-violence/ for the most up-to-date information. The Vice-Provost (Academic Affairs) has recently struck a Sexual Violence Steering Committee and the Faculty of Education has a representative on that committee.

4. Annual CPR Training Courses: The University’s Risk Management and Security office and Security

Services offer CPR and First Aid training. The Faculty of Education will cover the cost of this training for those faculty and staff that agree to serve as a First Responder when they are in the building. The Faculty currently has 3 First Responders (Trudy Bais, Tamara Gillam, and Tom Millar). They are available during the day 8:30-4:30, Monday-Friday. Professors who wish to be available as First Responders may request CPR and First Aid training, In addition, many of the students who take Education courses in the evening could be trained in CPR and First Aid. We cannot mandate that all professors teaching in the evening be certified in CPR and First Aid. The Education Building is also equipped with an AED (Automatic External Defibrillator) outside of Room 200. This equipment does not require training and provides instruction to operate if it is required.

5. Available exits and fire evacuation doors and routes in the Education Building: There are white

emergency exit signs in many locations around the Education Building. All doors leaving the building have exit bars and will not be locked. Doors that are locked are those that provide entrance into a part of the building and have been deemed a requirement for security and the doors that into the 200 faculty office area need to be locked at all times as per fire safety. The University LOD provides Fire Warden Safety courses available to faculty and staff who wish to learn more about the fire safety process. The Education Building has Fire Wardens assigned to all areas of the building during the day 8:30-4:30, Monday-Friday. In addition, there is a Fire Safety Plan for the Education Building that will be made available to all faculty and staff.

6. Evening teaching schedule and other safety information: The Faculty of Education has provided each

professor and instructor teaching in the evening a list of the all courses being offered, the room in which they are being held and the name of the professor or instructor. There is also information about Security Services and Safe Walk. Security Services does regular walk-throughs during the day, evening and night. There are 18 different scan point locations that Security staff are required to scan during their walk-through.

7. Cluster evening courses in the Education Building: The Faculty of Education will strive to cluster

evening courses into classrooms that are in close proximity to each other, starting in Winter 2019. However, professors and instructors have the right to request that they teach in other spaces as classrooms are available.

8. An audit to be conducted by the UMB 15 (Education) Local Area Safety & Health Committee of the

Education Building to identify any hazards or deficiencies in the building: The LASH committee conducts annual audits to identify hazards or deficiencies in the building. All faculty and staff are reminded that they can alert the Facilities Coordinator to any hazards they may identify and they will be dealt with in a manner that is most appropriate.

a. Room 222 in the Education Building: Although the hallway into Room 222 is long and narrow, it

does not contravene any fire or safety code. However, to alleviate some of the concern, the Faculty will unlock the door at the front of Room 222 that provides entrance into Room 223.

9. Guide for Working Alone or in Isolation and Working At Night for the Education Building: The Facilities Coordinator is working with the Mr Joey Bellino to develop this information for distribution.

10. Education Faculty or Building specific Guide for Dealing with Violent and Threatening Behaviour: In addition to the University’s policies and procedures, the Faculty of Education has developed and distributed a Crisis Plan for dealing with difficult/disruptive student behaviours. Although this information is directed to dealing with students, the steps could be applied to situations with any individuals that exhibit violent or threatening behavior. Faculty and staff have been directed R.A.D. training, http://umanitoba.ca/campus/security/programs/rad.html should they wish to do so and the Faculty would cover the cost of registration.

11. Improved Utilization of Text Message Alerts with respect to emergencies in the Education

Building: We strongly encourage all faculty and staff to register for the University’s Emergency Notification System https://umanitoba.ca/emergency_signup.html. If there is an emergency specific to the Education Building, or in the vicinity, it will be listed in the notification. The Risk Management Office determines when a notification is sent. Faculty members are reminded to visit the Service Disruptions and Construction webpage that provides current updates http://umanitoba.ca/admin/vp_admin/ofp/ohrcm/accessibility/service-disruptions.html

In regards to information or communication with respect to recent power outages, please be advised that established protocols are followed as per the Winnipeg Fire Department, the University Risk Management Office and Security Services. In situations where the severity or magnitude of the situation is unknown and needs to be fully assessed, individuals need to understand that sharing information can only be done once the assessment is complete and entry into the building is completely prohibited for the safety of all individuals. We have and will continue to share the available resources and information with our faculty and staff. We assume that the response to Greg Flemming will be sent from your office. Please feel free to contact me to further discuss this response to the letter from UMFA. Sincerely, David Mandzuk, PhD Dean of Education CC: Mr. Alan Scott Chief Risk Officer, 191C Extended Ed Complex Mr. John Dodd Director, Risk Management, 191 Extended Ed Complex Mr. Randall Kinley Worker Co-Chair UMB 15 (Education) Local Area Safety & Health Committee 204 St. Paul’s College Ms. Cindy Lewkiw Employer Co-Chair UMB 15 (Education) Local Area Safety & Health Committee 221A Education Building

Mr. Joey Bellino Environmental Health & Safety Office, 191 Extended Ed Complex