Joint OH&S Committee

Purpose of the Committee

The Royal Roads University Joint Occupational Health, Safety and Environment Committee’s main responsibility is to make recommendations to the Executive Committee and to work in a cooperative spirit focusing on the resolution of occupational health and safety issues and to support the university’s occupational health and safety program.

The committee will participate in identifying safety hazards and make recommendations for the control of such hazards, promote and participate in safety and health education and information sessions and participate in inspections and accident investigations as required.

Duties and Functions of the Joint Committee

  1. To identify situations that may be unhealthy or unsafe for workers and advise on effective systems for responding to those situations;
  2. To consider and expeditiously deal with complaints relating to the health and safety of workers;
  3. To consult with the workers and the employer on issues related to occupational health and safety and occupational environment;
  4. To make recommendations to the employer and the workers for the improvement of the occupational health and safety and occupational environment of workers;
  5. To make recommendations to the employer on the educational programs promoting the health and safety of the workers and compliance with Part 3of the Workers Compensation Act and the regulations and to monitor their effectiveness;
  6. To advise the employer on programs and policies required under the regulations for the workplace and to monitor their effectiveness;
  7. To advise the employer on proposed changes to the workplace or the work processes that may affect the health or safety of workers;
  8. To ensure that accident investigations and regular inspections are carried out as required by Part 3of the Workers Compensation Act and the regulations.;
  9. To participate in inspections, investigations and inquiries as provided in Part 3of the Workers Compensation Act and the regulations;
  10. To carry out any other duties and functions prescribed by the Workers Compensation Act and regulation.

Records

The Committee will keep accurate records of all matters that come before it. The committee will maintain copies of its minutes for a period of at least 2 years from the date of the joint health and safety committee meeting to which they relate.

Meetings

  1. The Committee will meet monthly on a regularly scheduled date and time.
  2. Special meetings, if required, will be held at the call of the co-chairs.
  3. The Committee will add procedures it considers necessary for meetings.

Agendas and Minutes

  1. An agenda will be prepared by the Secretary under the direction of the committee co-chairs and be distributes to members prior to the meeting.
  2. A draft of the minutes will be prepared as soon as possible after this meeting and will be made available to the Committee.  Approved minutes will be published on the University's Occupational Health and Safety web page for access by all employees.  Copies will be made available to WorkSafe BC as requested.

Composition of the Committee

  1. The Committee shall consist of a minimum of 10 members and maximum of 15 members in addition to an advisor from the university’s human resources department.
  2. The committee will have 2 co-chairs, one selected by the worker representatives and the other selected by the employer representatives;
  3. No more than 4 of the Committee members shall be management employees, who will be appointed to the Committee by University Executive.
  4. A staff representative is required from the following departments: Physical and Environment Resources (Grounds and Gardens; Custodial; Maintenance and Production) and Campus security.
  5. 1 of the Committee members will be a representative of CUPE Local 3886, as elected by the union membership. This representative may also be a staff representative from one of the departments as referenced in 6(4).
  6. 1 of the Committee members shall be drawn from the staff/faculty responsible for the laboratory.
  7. The balance of the Committee members will be drawn from the University’s non-union, non-managerial employees and the Committee will solicit volunteers to fill these roles as required with the goal to achieve as broad a representation of University employees as possible on the Committee.
  8. A quorum will consist of 5 members of the committee. At least 3 of the 5 will be staff representatives.

The selection of the worker representatives and CUPE representative will be in compliance with Section 128 of the Workers Compensation Act. Selection of employer representatives will be in compliance with Section 129 of the Workers Compensation Act.

Committee Members

The Co-chairs have the following responsibilities:

  1. control the meetings
  2. ensure the maintenance of an unbiased viewpoint
  3. arrange the agendas
  4. review the previous minutes and material prior to the meetings

The Secretary has the following responsibilities:

  1. Provide notification to Committee regarding upcoming meetings
  2. agenda preparation
  3. minutes preparation
  4. act as a co-chair when necessary.

The committee members have the following responsibilities:

  1. review the previous minutes and material prior to the meetings
  2. participate in committee meetings
  3. promptly advise co-chairs if you will be unable to attend an upcoming meeting
  4. Participate in a minimum of 8 training hours per calendar year (or transfer to another committee member if it would be more beneficial for them) in accordance with the Workers Compensation Act.

The term for all committee members will be 2 years unless otherwise specified.  no more than half of the members are to be replaced each calendar year to ensure the effectiveness of the committee and continuity of the JOHSC program.

Amendments

These terms of reference may be amended by vote of the Committee members.

Joint Occupational Health & Safety Committee Minutes