Present:           E. Searle, M. Moore, T. Moore, C. Surette, J. Joncas, M. Sorokopud, T. Alderson, K. Bhatia, W. Gao, B. Liao, A. Diochon

TIME Commenced:     9:02 AM

1.0   Agenda : Add 6.1 CB Loading Zone, Add 6.2 Floor Damage Repair Process/Cost

2.0   Review of Minutes : Accepted (C. Surette/ A. Diochon)

3.0   Inspection Report:

3.1   Mechanical Engineering Followup – Eyewash Tag required

3.2   Psychology – Pinch point for BB1067 door handle

3.3   Nursing – Panel partially obstructed, cleared at inspection

3.4   Student Health & Counselling – Multiple Fire Extinguishers status should be checked

4.0   Injury Report : No injuries

4.1   Incident – helium  cylinder removed from Chem Eng.

5.0   Old Business:

5.1   WHMIS 2015 Transition – T. Moore is talking to individual Departments

5.1.1         Transition to be completed before December 2018

5.1.2         Most suppliers shipping with GHS labels and SDS

5.1.3       Until all previous WHMIS labels are replaced, each lab will need to complete both WHMIS and WHMIS 2015 training.

5.1.4       Committee discussion – hire someone on contract to help with the transition in various labs?

5.2    ErPortal

5.2.1         Monthly training session coming soon.

6.0   New Business:

6.1   Lab Security – Discussion of doors found unlocked and some materials missing or vandalized.

6.2   Cost of Floor Repairs – Mechanical Engineering

6.2.1       Replacement involves complete removal of machinery, floor, subfloor, and a repour of concrete

6.2.2       The project falls outside of Physical Plant Discretionary funds

6.2.3       VP Administration and Finance has the authority for funding and has been approached.

6.3   Mobile Safety App

6.3.1         Contains information found in flip chart and more

6.3.2         Will only push notifications if:

6.3.2.1    Lockdown

6.3.2.2    Evacuation

6.3.2.3     

7.0   Other Business: None

8.0   Adjournment:  9:45 AM

Attendance: 

• Tiffany Moore
• Eric Searle
• Michael Moore
• Clarence Surette
• Jarrett Sylvestre
• Johane Joncas
• Mike Sorokopud
• Amanda Diochon
• Steve Girvin
• Tricia Alderson

TIME Commenced: 9:04 AM

1.0         Agenda: Add 6.5 Water Usage, and 6.6 Helium Cylinders

2.0         Review of Minutes December 9, 2016: Accepted

3.0         Inspection Reports – Schedule February 1: Discussed and accepted     

4.0 Injury Report – Chemical Engineering Incident: Incorrect disposal of                chemicals resulted in a chemical odor in the room/building. Students will be retrained according to the new hire orientation plan.

Lab-coat safety discussed, committee suggests multi-space labs either dedicate “visitor” coats, or provide “transfer coats” which would be a different colour to be easily identified.

5.1      WHMIS 2015 Transition: Application will be submitted. Results will depend on department participation and funding.

6.1     Yearly Stats: 2017 training statistics discussed. Discussed Accident Database that was created in 2017.  Database will allow the committee to track trends etc.  To be demonstrated at March meeting.

6.2     Terms of Reference Review: discussed with a focus on committee size and meeting frequency. Tiffany to circulate track changes as discussed for review/approval.

6.3     Elections: held. Tiffany Moore to remain Co-Chair and Mike Sorokopud to co-chair every second meeting.

6.4     Policies to Review in 2017: Discussed. Will review 2 policies a month.

6.5     Discussed. Improper use of eye-wash stations, due to sub-standard labs lacking sinks to clean equipment in.  Steve and Tiffany to investigate.

6.6     Helium Gas cylinders: Discussed. Cylinders are being stored insecurely and some cylinders are being stolen or misplaced as a result.  This issue seems to be better recently.  No actions to be taken at this time.

7.0     Adjournment at 9:59 AM. Next meeting: March 15, 2017.

Next Meeting:             Wednesday March 15, 9:00 am  AC 147

OLD Business:

A) Ursula also requested that Physical Plant have a look at a sidewalk which leads from UC/CB side door to Lot 5. There is a section of the sidewalk by the canon that floods each spring/fall. Grounds places wooden planks in the area as pedestrians are unable to cross due to water and ice. The sidewalk has been like this for many years and it really should be fixed.

B) The Ryan building stairway, closest to the library is very cold. Mostly the area from the 1st floor down. The housekeeping employee advised that once she washed the stairs ice formed on the stairs. She had to take a rag and physically wipe the stairs to prevent it from icing up. Alex will put a work order in to check on the heater and see what can be
done about this problem.

• Dec.18, 2014 -Ursula will check with housekeeping in January when the real cold weather returns
• Oct.22, 2015 waiting for quotes to replace heating unit, traditionally trouble with the doors

May 29, 2014 - since it is summer now and last winter was especially harsh, this concern will be revisited in the fall/winter. Should the same condition occur the only option will be to install a heater over the stairs?

Jan. 15, 2015 -Ursula spoke with housekeeping and they advised that it may not be the heater or lack of heat in that area but rather the fact that the doors (from the outside) don't close properly, especially if there is an accumulation of snow. Steve Gervin said that he will put a work order in to have the doors checked.

April 16, 2015 – Steve will check on the door

C) Asbestos update – remediation is occurring on annual asbestos abatement program. Pulp lab in CB will be abated in December and some work in the old "Junction"/Post Office" area will be done in January 2016. Discussions on program for dusting is ongoing with housekeeping staff.

D) Ursula advised that the WHMIS program will be replaced by GHS. We are looking at purchasing on online training program for the training purposes. Ursula will speak more about this at the next meeting.

E. GHS – Globally Harmonized System (Classification and Labelling of Chemicals). GHS is a system that defines and classifies the hazards of chemical products, and communicates health and safety information on labels and safety data sheets. The goal is that the same set of rules for classifying hazards, and the same format and content for labels and safety data sheets (SDS vs MSDS) will be adopted and used around the world. One significant change is that the SDS will now have 16 sections vs 9 sections on current MSDS sheets. There are various other changes that will become clearer as different sections of the GHS are implemented in Canada.

Thus far in Canada the suppliers may being to use and follow the new requirements for labels and SDSs for hazardous products sold, distributed, or imported into Canada. A multi-year transition plan has bene announced. From now until May 31, 2017 suppliers (manufacturers and importers) can use WHMIS 1988 or WHMIS 2015 to classify and communicate the hazards of their products (suppliers must use one system or the other.)

Overall, the current roles and responsibilities for suppliers, employers and workers have not changed in WHMIS 2015. You can visit WHMIS 2015 for Workers at http://www.ccohs.ca/products/courses/whmis_workers/.

Lakehead University will provide appropriate WHMIS training which will incorporate GHS changes when available. We have partnered with PSHSA (Public Health Services Safety Association) to develop appropriate training for all Ontario Universities.

F. Working at Height Training – The new Working at Heights Training Program Standard applies to all construction projects in Ontario regulated by the Regulations for Construction Projects. Effective April 01, 2015 workers on construction sites will need to complete a working at heights training program that has been approved by the Chief Prevention Office before they can work at heights. The training will be valid for three years from the date of completion. Workers who have already received training that meets the current requirements set out in section 26.2 of the Construction Regulation (213/91) will have two years (until April 1, 2017) to complete an approved working at heights training program.

Injury Report;
No injuries to report.

Near Misses:
None reported this period.

Inspections Outstanding;

• ATAC (Fred & Stan)
• Lot 5 House (Mike & Ursula)
• Library (Mike & Ursula)
• Rural Resource Centre (Rob & Matt)
• Physical Plant Building Maintenance

New Business:

1. Brian raised a concern in regards to Bartley Fire Exists and a work order for this issue. Rob
and Steve will check on it and let Brian know. Would like to replace it with LED units.

2. Steve raised concerns about the Nordic/Big Thunder there are no external lights and need to
install some lights there.

3. Housekeeping – lighting by the Library courtyard, CNFER and RC very low light levels and
not pathway lights in that area. Steve will ask security for any issues and price out the cost of
installing some lights.

4. Steve send an email to Lorne Clifford re procedures to be reviewed re: threat at ATAC in
September. First in should be emergency respondents not LU personnel.

5. Stan – mail rehired a contract driver as issues with picking up and delivering mail to Canada
Post was an accident waiting to happen. There is broken concrete on ramp, 90 degree turn,
reaching and stretching issues.

Meeting adjourned at 10:25 a.m.

NEXT MEETING: Thursday, November 19, 2015 in Avila – Physical Plant meeting room at 9:00 a.m.

Present: Ursula MacDonald, Steve Girvin, Stan Nemec, Fred Plank, Brian Cox, Rob McCluskey, Brenda Rojik,

Regrets:  Hugh Briggs, Mike Davis,

OLD Business:

            A.  Steve reported that the floor in the Power house is breaking.  There are no vehicles allowed inside. The area is cornered off with signs advising of the danger, until such time as a decision is made how the floor will be fixed. Jan.21, 2016 Steve advised that this project will be put on a list of capital projects for the 2016-2017 fiscal year.  This item has now been rolled into a co-generation project, if the project goes ahead.

            B.  April 21, 2016 - A discussion was held and Fred advised that the issue with the radios will continue in certain areas.  The radio system is older and it will require a significant amount of money to purchases a new system.  Steve advised that many of his staff have started carrying cell phones.  Steve will speak with Hugh to develop a communications strategy, perhaps the way to deal with this issue are cell phones.  Steve has engaged an expert in this field to come to a safety meeting with the mechanical crew to review any options which maybe suggested.

            C.   Hugh advised that a list from the 2015 asbestos audit will be complied in the next month or so.  This list identifies areas with highest priority for asbestos abatement.  Any work from this list will start in the new fiscal year (May 01, 2016.)

            July 21, 2016 update- the 2016 audit is on underway, the physical examination of the             campus has begun. The audit is now in its final stages and should be complete by             Dec.2016

            D.  The Asbestos Management program at Lakehead University is under review. An             external consultant has been hired.  The consultant has visited the campus and will write             his report based on information gathered.  This review was initiated by the Office of the             President and as such it will be shared with the Senate and all other parties involved.  The             consultant hired to undertake this work is Pinchin Environmental.  April 21 – Steve             advised that the report is completed and it is with Sr. management for a review.

            E.   Rob has been tasked with requesting IUOE to elect another member for the JHSC

            committee now that Matt has left the University.

F.   Hugh spoke about taking dust samples to test for asbestos content in CB, UC and RB.

As part of review undertaken by Pinchen the University will test various locations for asbestos

content in settled dust.  Hugh would like 2 members from       each JHSC committee to volunteer

to be a part of sub-committee which will then make recommendations on locations for testing.

Pinchn has on recommended testing at least 3 areas per each air handling unit. Members

interested in being on the sub-committee please contact Ursula.

July 21, 2016 update – all Committees have now selected members who will be part of this

sub-Committee and Hugh will schedule a meeting of this group very soon.

Oct. 27, 2016 – the Committee had met 3 times and the selection process is almost finalized,

the only building to complete the selection for is CB. 

G.  Mike Davis brought up the following issue. Last October 2015 Security had requested the

Director of Security and the VP Administration and Finance for body armour. The Director of

Security has responded that the decision rests with the AVP of Human Resources and VP

Admin and Finance.  To date no answer has been given to the Security staff.  Security is

requesting soft body armour under the auspice of safety for the officers.

H.  TSC employee raised concerns about notification to employees if asbestos removal work is

being conducted in a building.  Ursula will speak to Shanon Arnold.

Injury Report;

No injuries to report this period

Near Misses:

Nothing to report

Inspections Outstanding;

• University Centre (Rob & Mike)
• Residence (Brian & Ursula & hskp employee on days)
• Braun Building/School of Nursing building

New Business:

1.  Brian Cox asked about the flip charts and if they are still valid. Ursula advised that we always

update them as things change. Anyone who feels theirs is not current should contact Ursula and

she will provide new ones.

2.  Mid November Ministry of Labour visited the Office of Human Resources on an anonymous

complaint from Security Services in regards to request by Security staff for soft body armour.  In

this cases it is not MOL’s jurisdiction to ascertain if the Security department needs this specific

PPE.  The MOL advised the Chairs of the JHSC to follow the legislation as it pertains to

identifying situations that may be give rise to health and safety concerns.  Mike Davis (worker

chair) and Stan Nemec (management chair) issued a letter and a recommendation to Management (please see attached.)  Management has 21 days as per legislation to respond.

Meeting adjourned at 10:50 a.m.

NEXT MEETING:    Thursday, December 15, 2016 in Avila – Physical Plant meeting room at

9:00 a.m.

Present:           E. Searle, M. Moore, T. Moore, J. Joncas, K. Bhatia, W. Gao, S. Herchak (Guest – HR), H. Briggs (Guest – Phys Plant)   

TIME Commenced:     9:01 AM

1.0   Agenda : Added two injuries to section 4

2.0   Review of Minutes : Accepted           

3.0   Inspection Report:

3.1   Biology – Obstructed eyewash, unlabeled chemicals, unchained cylinder

3.2   Geology – Eyewash and shower tests not recorded,  MSDS  to be kept in binder

3.3   Visual Arts – Unlabelled chemicals, eyewash test not recorded, food in lab

3.4   Electrical Engineering – Fire extinguisher and phone missing, food and cooking equipment in lab

3.5   Paleo DNA – Biohazardous waste for disposal, many dead flies in light fixtures

3.6   Physics – Pathways obstructed, unlabelled chemicals

3.7   Mechanical Engineering – Hazard signage needs updating.

4.0   Injury Report :

4.1   LUACF – Slip on wet surface following flooding of facility – medical aid sought

4.1.1                                 The committee requests that the facility develop protocols for safe work in the event the facility floods again.

4.2   LUACF  - Unstable materials on shelf dropped on foot, hastily stacked following flood

4.2.1                                 The committee suggests a caution be issued for those workers reorganizing that equipment room

5.0   Old Business:

5.1   Chem Stores Vault Fan – update deferred.

6.0   New Business:

6.1   Bill 132 – (S. Herchak) Some parts of ON Bill-168 coming into force in September, 2016. 

6.1.1    ON BIll-132 (Sexual Harassment in the Workplace) required update to the Lakehead University Harassment and Discrimination Policy and Procedures document.

6.1.2    Bill -132 make changes to the Occupational Health and Safety Act

6.1.3    Human Resources is requesting the Committee review the updated policy and procedures, and provide feedback. 

6.2   Oven Fire – Chem Engineering;

6.2.1 Graduated cylinder used to heat oil in oven. 

6.2.2 Worker suspected cylinder had tipped and been reset – oil was inside oven

6.2.3 A thorough cleaning of the oven was done, but there was a fire in the oven after it was turned back on.  Fire extinguisher was used. Security was notified.

6.2.4 The oven has an enclosed burner, and some material must have been trapped inside.

6.2.5 The committee recommends a drip tray be used with flammable liquids, and a more appropriate vessel used instead of a graduated cylinder

6.3   Certifications – Two more members have completed certification.

6.3.1 Any new certifications will follow the revised MOL schedule, with three year recertification required.

6.4   Asbestos Committee – (H. Briggs)

6.4.1  A third-party audit of the asbestos program was commissioned by the President of Lakehead University

6.4.2 Recommendations from the audit:

6.4.2.1                        (1) Test whether settled dust contains asbestos in buildings with spray fireproofing

6.4.2.2                        Samples to be tested at an accredited lab, and any positive samples to be retested by second lab.

6.4.2.3                        Tests are to be at least three samples per HVAC zone

6.4.2.4                        (2) Air testing is to be done with at least one sample per HVAC zone

6.4.3 Physical Plant requests two worker members from JOHSC – Labs and Studios to sit on the sample collection committee.

6.4.4 Committee is expected to meet by end of August, 2016.  Testing to be done during the academic year.

6.5   WHMIS 2015

6.5.1          Now Live on D2L

6.5.2          Prior self-enrolment required for Health & Safety Course

6.5.3          A Certificate and mark will be generated upon completion. 

6.5.4          December 1, 2018 is the Global Harmonized System (GHS) compliance date

6.5.4.1     Move to SDS (Safety Data Sheets) with a standard global format – found now

6.5.4.2     New GHS labels and symbols

6.5.4.3     New Hazard Phrases

6.5.4.4     Specific Label Format

6.5.5          Workers must still complete Annual WHMIS Refresher Quiz in addition to WHMIS 2015

6.5.5.1     Both types and labels and symbols will be common until after the transition time.

6.6   Field work Training Documents

6.6.1          T. Moore developing materials for New Hires in September

6.6.2          Current laboratory and office training is not appropriate for field work hazards.

7.0   Other Business: Floor tiles in CB0010 still outstanding

8.0   Next Inspections: August 3^rd, 2016.  RSVP

9.0   Adjournment:  10:15 AM

OLD Business:

A) Ursula also requested that Physical Plant have a look at a sidewalk which leads from UC/CB side door to Lot 5. There is a section of the sidewalk by the canon that floods each spring/fall. Grounds places wooden planks in the area as pedestrians are unable to cross due to water and ice. The sidewalk has been like this for many years and it really should be fixed.

B) The Ryan building stairway, closest to the library is very cold. Mostly the area from the 1st floor down. The housekeeping employee advised that once she washed the stairs ice formed on the stairs. She had to take a rag and physically wipe the stairs to prevent it from icing up. Alex will put a work order in to check on the heater and see what can be
done about this problem.

• Dec.18, 2014 -Ursula will check with housekeeping in January when the real cold weather returns

May 29, 2014 – Since it is summer now and last winter was especially harsh, this concern will be revisited in the fall/winter. Should the same condition occur the only option will be to install a heater over the stairs?

Jan. 15, 2015 -Ursula spoke with housekeeping and they advised that it may not be the heater or lack of heat in that area but rather the fact that the doors (from the outside) don't close properly, especially if there is an accumulation of snow. Steve Gervin said that he will put a work order in to have the doors checked.

C) Physical Plant projects;

A hot yoga studio is planned for the Fieldhouse renovating the old squash court into the studio
Prettie Residence conversion is on hold due to minimal funding available
Work on replacing some of the heating lines will continue with the focus on public spaces and mechanical rooms

D) A small fibrous material was discovered recently in a CB 4th floor faculty office. Testing of the material confirmed that it contain asbestos. Air quality testing was immediately completed. The testing was conducted in the office and an additional office was tested as requested by the occupant. The results came back negative. There were no elevated levels of asbestos in the air. The air quality report is readily available in the office of Human Resources for anyone who wishes to obtain a copy. It appears that the asbestos containing material may have been disturbed by birds, which have recently been flying in certain sections of the CB.

The University has taken the following measures to address these concerns;

• two spots on the outside of CB were repaired (a possible entry route for the birds)
• two more spots on the other side of CB were identified and will be fixed but this will require the assistance of a boom truck
• regular inspections of the 4th floor offices will continue with specific focus on ceilings
• asbestos awareness training and education campaign to take place in the new year
• random air quality testing throughout the CB maybe undertaken during the year as a precautionary measure

2. The T.Bay District health unit has directed Lakehead University to take immediate action in regards to mould in the male shower rooms, ceiling and walls, the sauna area, handrails and ceiling leading to the pool area. The University has to comply by February 2015. The University is already taken action and many steps are in the process of being implemented. Ursula will advise at the next meeting of what those are.

3. The cleaning staff at both the Residence and the main campus will now have to be prepared for cleaning in the unlikely event a suspect or confirmed case of Ebola. The University will be purchasing proper PPE's and arranging for training in the New Year. Both residence and main campus housekeeping depts. have been very co-operative in this regard and we will be working on this further in January 2015.
• Jan.15, 2015 due to lack of proper trainers in Tbay the University is now looking at finding an alternate source/team for cleaning spaces in the event that there is a diagnosis of Ebola at Lakehead. Ursula will also check with other universities to see how they are preparing for this.

4. During Asbestos Awareness training it was identified that as per Reg.278/05 –asbestos 12(4).3 the following is a type 3 operation; "Cleaning or removing air handling equipment, including ridged ducting but not including filters, in a building that has sprayed fireproofing that is asbestos-containing material." This would apply to air handling equipment in RB, SN, UC and CB. Physical Plant has began discussions on creating a procedure to meet the Regs. The plan is to create a modified procedure that would allow inspections and minor maintenance (such as belt change) as a simple type 2 operation. Cleaning or removal of fan or drive motor or extensive repair work, would be considered type 3. This procedure would need to be approved by the JHSC. In addition, it was identified that the mechanical rooms in RB and SN are actually the air mixing chambers that makes the room actually a part of the air handler. We will have to find a way to work around that.

Injury Report;

No injuries this period.

Near Misses:
A mechanic slipped and landed on right side and shoulder when he stepped out in the south apt parking lot. Grounds sanded the spot immediately.

New Business:

No new business

Inspections Outstanding;

• CNFER (Barb & Stan)
• 859 Oliver Rd (Dept. of Psych. building Barb & Stan)
• CB
• Ryan Building (Steve, Matt and Rob)

Meeting adjourned at 11:15 a.m.

NEXT MEETING: Thursday, February 19, 2015 in Avila – Physical Plant meeting room at 9:00 a.m.