Labs and Studios Minutes – January 21, 2026 AC 147 and zoom

Present:   B. Huska,  S. Girvin, H. Staple, M. Sorokopud, A. Diochon, J. Gao, C. Surette

TIME Commenced: 11:00 am hybrid by zoom

Agenda :  MOTION A.D. SECOND S.G. Carried. 

Nov 2025 Minutes: No Changes

Injuries/Incidents

None

Inspections - 

Completed

• Nursing

• NRM

• Mechanical Engineering

Outstanding

• Paleo DNA lab

• Chemistry

• Science Workshop

Old Business

• Nominations for secretary – no nominations were received.  Committee is OK with health and safety continuing to take minutes. The vacancy for the secretary will remain open as a standing item on every agenda. In case worker members feel differently in future.

• Management member search still ongoing, have talked to one individual who was not sure if they had interest in joining. Search ongoing.

New Business

• Waiting on final members for after hours subcommittee then will begin holding meetings to discuss concerns and try to make the process more uniform and simple. 

• Brenda will reach out to departments for inspections then pose times to the committee.

• Poll will be sent for this semester’s meeting time

• Pool safety protocol subcommittee review has Jarret Sylvestre and Joey Miller from this committee. Will be trying to plan meeting soon.

Other Business

• Vet school is progressing, and looking to complete CASES portion in the spring/summer. Fumehood line was opened causing fume hoods to alarm due to opening. It has since been capped, but the status is unable to be viewed in network system. The physical alarms will still work on the device, so no concern to their use, but a contractor will be fixing it shortly. Plant is looking into adding network monitoring in the CB for the fume hoods. 

• ATAC is having some labs on the 3rd and 4th floor converted from computer labs to conventional labs. 

• Renovation in CB 2029/2030 has one half completed including the fume hood in the space, will be beginning other side’s renovation now. 

• Orillia training for students needs to be updated and is in process. - Still working on this.

Adjournment:  11:38am

NEXT REGULAR MEETING: Feb 18, 2026 time 11:00am unless otherwise determined.

Joint Health and Safety Committee

February 15th 2024

10 am – 11 am

In-person OA 3041  and Zoom

Minutes

Regrets: Carolyn Rimkey, Rosario Turvey

In Attendance: Theresa (T-Bird) Prisciak, Tajinder Kumar, Chris Glover, Rosa Fabiano, John Siecker,  Allison Brooks, Tiffany Moore (Thunder Bay Health and Safety), Rebecca Craigie, Sara Corcoran,  Vicki Te Brugge

1. Approval of Agenda

Approver: Theresa (T-Bird) Prisciak,

Seconder: Chris Glover

Moved

2. Approval of the Minutes from the last JHSC meeting – November 7, 2023

Approver: Theresa (T-Bird) Prisciak,

Seconder Chris Glover

Moved 

3. Student Health and Wellness (Sara Corcoran)

• TB Skin Test - Student Health and Wellness has coordinated with our NP partner (COHT Care Clinic) to have TB Skin Tests available for students. Students can get the inoculation done at the Care Clinic location, and then the reading can be done at the Wellness Centre on campus. (Some social work students require TBST for placement).
• Pee for Pizza – The STI testing drive was held on campus on February 7th in partnership with SMDHU to promote sexual health among students.  Relatively low uptake of STI tests however good awareness and stigma reduction. STI tests are available regularly through the NP on campus on Thursdays.
• Health promotion focus areas for the remainder of semester:

Safer substance use - coinciding with St Patrick's Day

March is nutrition month

Burnout & Stress leading up to exams and placements - Both campuses are covered

• SafeTALK training - January's safeTALK was cancelled due to low registration, another workshop is scheduled for February 21st (sign up here). Suggestion from Rosa to work with Caroline to fit it into the PD schedule with Education students

5. Items Arising from the Minutes (last meeting)

• Fire Plan  - Initial plan was for Tajinder to sit down with John and finalize. Tiffany confirmed that the current plan is good to go if there are no changes to the fire plan system. 

6. Injury and Accident Report 

● Staff

None to report at this time

● Sports related

None to report at this time

● Contractors

None to report at this time

● Students

None to report at this time

● Visitor

None to report at this time

7. Lab Update

• Everything is going well and the lab continues to be very busy and has long hours.
• Lab doors are to remain closed during sessions. Some keep the door open during lab sessions. These staff have been reminded to keep the doors shut. Lab Staff will continue to remind staff to keep the doors shut. If this does not work then the next  step is to contact the supervisor of the staff involved
• Water System - The reverse osmosis water system in the 3001 prep room is not functioning properly. We will need to have it repaired. In the short term we are utilizing the water supplied by the reverse osmosis system in the 3002 prep room to supply the needs for both 3001 and 3002 undergraduate labs and research. During this time, we are filling and moving carboys of water for use in the 3001 lab.

8. Items for Discussion

• Lighting – All lights are being changed to LED.

9. Adjournment/Next Meeting. 

● Next meeting

     10. Meeting adjourned

LU Joint Health and Safety Committee - Orillia

May 7th 2024

10 am – 11 am

In-person OA 3041  and Zoom

Minutes

In Attendance: Theresa (T-Bird) Prisciak, Tajinder Kumar, Chris Glover, Rosa Fabiano, John Siecker,  Allison Brooks, Tiffany Moore (Thunder Bay Health and Safety), Rebecca Craigie, Sara Corcoran,  Vicki Te Brugge, Carolyn Rimkey, Rosario Turvey

1. Approval of Agenda

Approver: Theresa (T-Bird) Prisciak,

Seconder: Chris Glover

Moved

2. Approval of the Minutes from the last JHSC meeting – February 15, 2024

Approver: Theresa (T-Bird) Prisciak,

Seconder Chris Glover

Moved 

3. Student Health and Wellness (Sara Corcoran)

Health & Counselling Services

• Services reduced for the Spring/Summer term
• Nurse Practitioners can be accessed at their unattached patient clinic at the Hospital
• Counselling can be accessed virtually
• Chiro can be accessed at their clinic
• The Naturopathic Doctor is not available over the summer

• All services will return in the fall

Health promotion

• CMHA Mental Health Week May 6-10^th

• SafeTALK May 6th: Canceled due to insufficient registration - We will be scheduling another one for later in the summer. Can always do them by request if we have a group of at least 10 participants. 

• Supporting Students in Distress: Virtually on May 7th. This will become a self-serve, online workshop on D2L. In-person and virtual will still be available by request

• Kindness bracelets: practice some kindness and compassion and learn about some meditation resources. Drop in May 9th 1:30 - 3pm Simcoe Hall

• Sacred fire hosted by Frazer Phillips, Indigenous Cultural Wellness Facilitator. chance to let go of stress, practice gratitude, and connect with the land. May 9th at 4:30 – 6 pm at Sacred Fire pit.

• Moose Hide Campaign

• Grassroots movement of Indigenous and Non-indigenous men and boys standing up against violence towards women and children. 

• People can wear a moose hide pin to signify a commitment to honour, respect, and protect the women and children in their lives. Pins are available at security.

• Moose Hide Campaign Day Event offered in partnership with ONWG and Georgian on May 16th at 4 pm. The event will be an evening in solidarity against gendered violence on Turtle Island, where we’ll drum, sing, walk, and strengthen the community. 

• 100 hour strava challenge

• Our summer-long health promotion activity, the 100-hour challenge kicks off on Monday next week.

• You can join the challenge by joining our Lakehead group on strava

5. Items Arising from the Minutes (last meeting)

• Fire Plan  - Initial plan was for Tajinder to sit down with John and finalize. Tiffany confirmed that the current plan is good to go if there are no changes to the fire plan system. 

6. Injury and Accident Report 

● Staff

None to report at this time

● Sports related

None to report at this time

● Contractors

None to report at this time

● Students

None to report at this time

● Visitor

None to report at this time

7. Lab Update

Labs have finished for the winter term. Research has started in the labs with Graduate and undergraduate and work-study students. There will be chemistry labs again this summer starting in July and running until the middle of August.

Inventories/ lab materials organization and equipment testing is ongoing in both labs. Biosafety cabinet and Fumehood testing/certification are scheduled for mid-June and July.

One lab water system is under repair and we hope to have these repairs completed and the unit back in place before the start of the summer chemistry labs.

8. Items for Discussion

9. Adjournment/Next Meeting. 

● Next meeting

     10. Meeting adjourned

LU Joint Health and Safety Committee – Orillia

April 2, 2025

11 AM to 12 Noon.

OA3041 and via ZOOM

Minutes

In Attendance: Theresa (T-Bird) Prisciak, Brea Reid, Katelyn Whitten, Tiffany Moore (Thunder Bay Health and Safety), Victoria TeBrugge, Carolyn Rimkey, Sreekumari Kurissery, Madison Temple, Rosamaria Fabiano, Sara Corcoran (Student Health and Wellness), Rebecca Craigie

1. Approval of Agenda

Approver: Victoria TeBrugge

Seconder: Rebecca Craigie  

Moved           

2. Housekeeping

Introductions for Brea Reid - Human Resources Business Partner. Brea serves as the HR representative along with Katelyn Whitten (admin support) on the Joint Health and Safety Committee - Orillia

3. Student Health and Wellness – Sara Corcoran

Health/Counselling Services

- In person services will conclude on April 13, 2025 (in line with currently scheduled last date of classes)

- Virtual counselling supports will be available throughout Spring/Summer for all enrolled students, as well as virtual Nurse Practitioners appointments.

- The Nurse Practitioners also offer in person access to services at the practitioner locations, or can be arranged for on campus days depending on students needs

Health Promotions

- May 5 to 9, 2025: CMHA Mental Health Week

- Safe Talk workshop being offered May 6^th, 2025 from 1:00p.m – 4:30p.m. Workshop is free, registration required and is open to all staff, faculty and students

- Reminder: On Demand D2L ‘Supporting Students in Distress’ workshop/course is always available online

- Wellness Centre Open House: Opportunity for staff and faculty to visit the Wellness Centre to learn about resources that are available to support students

4. Approval of Minutes from last JHSC Meeting

- Victoria TeBrugge and Sreekumari Kurissery to provide an email to Katelyn Whitten regarding amendments to the January 8, 2025 minutes

Approver: Victoria TeBrugge

Seconder: Rosamaria Fabiano

Moved

5. Injury and Accident Report

• Staff

Two slip and fall reports – Security Services Department

1)    Heritage Place – Early January; Security Services team member slipped on the stairs. No lost time, however modified work resulted from incident

2)    University Ave – March; Security Services team member stepped off a curb, slipped and landed on their back. No lost time or modified work resulted from the incident

Committee discussed this season’s effectiveness of snow removal on Orillia campus’s based on a more than normal amount of incident reports pertaining to slips and falls this winter season. Committee agreed that snow removal and sand/salting efforts were satisfactory for the amount of snow and ice received this season. Some notable comments regarding the slip and fall incidents were with respect to reports of inappropriate footwear for the weather.

The Committee also discussed internal slip and fall hazards, such as sandy staircases. Theresa (T-Bird) Prisciak provided a reminder that the process to report a need for custodial attention is to call Security to report a hazard or area requiring attention and Security will connect with our custodial team to address the matter. Tiffany Moore recommended making use of the Campus Safety App to submit photographs of hazardous areas.

• Sports Related

None to report at this time

• Students

None to report at this time

Sreekumari Kurissery posed a question for Tiffany Moore (Thunder Bay) for clarification on accident reports related to lab equipment, for example, when students elbows bump equipment that lead to broken glassware. Tiffany Moore confirmed that incident reports are not required to be submitted to the Health and Safety Department for such incidents unless there is an injury or a serious safety issue

6. Lab Update – Victoria TeBrugge

- Victoria TeBrugge commented on Sreekumari Kurissery’s question regarding student’s incident reports in the lab.  It was confirmed no incidents required medical attention and all incidents were appropriately cleaned up. No major issues to report

- Majority of the labs are finishing up this week (March 31 – April 4, 2025) depending on the return of classes, which are currently cancelled due to power outages in the community. There are a few outstanding lab tests and assignments due. Faculty and Graduate research will continue while undergraduate lab use is finishing up.

7. Other Items for Discussion

a) Update Terms of Reference

- Committee was provided a copy of the Terms of Reference. Tiffany Moore (Thunder Bay) will review and update the Terms of reference to distribute to the Orillia Joint Health and Safety Committee to review for discussion and approval at the next meeting, scheduled July 2, 2025.

b) Monthly Inspections – Tiffany Moore (Thunder Bay)

- The Human Resource Business Partner (Brea Reid) is responsible for leading the Orillia campus building inspections. Theresa (T-Bird) Prisciak accompanies on all the walkthroughs, and does the eye-wash station inspections

- Current Orillia Campus practice for inspections is to do a very thorough inspection of all buildings annually in the spring, inspecting one building per day and submitting the necessary work orders

8. Meeting Adjourned

Lakehead University Joint Health and Safety Committee – Orillia

Meeting Date: July 2, 2025

11AM to 12 NOON

OA3041 and via ZOOM 

Minutes

In Attendance: Theresa (T-Bird) Prisciak, Victoria TeBrugge, Brea Reid, Katelyn Whitten, Brenda Huska (HR Officer – Health and Safety, Thunder Bay), Sreekumari Kurissery, Carolyn Rimkey, John Siecker, Sara Corcoran (Student Health and Wellness), Rebeca Craigie

1. Approval of Agenda

Approver: Vicki TeBrugge

Seconder: Rebecca Craigie

Moved

1. Approval of Minutes from last JHSC Meeting (April 2, 2025)

Approver: Vicki TeBrugge

Seconder: Theresa (T-Bird) Prisciak

Moved

1. Housekeeping

-          January 5, 2025 Minutes to be amended as requested by Vicki TeBrugge and Sree Kurissery – will be provided to Katelyn Whitten via email

1. Student Health and Wellness Update – Sara Corcoran

-          Demand for services has decreased (summer months)

-          Presently no in person appointments on campus. Access to counselling and the Nurse Practitioner can be done virtually or at the clinic in Oro-Medonte

• If there is an increase in demand, an on campus day for appointments may be arranged

-          Looking ahead to September

• Counselling and Nurse Practitioner will return for in person appointments
• Chiropractic will resume for in person appointments, fee of $55 per appointment
• Naturopath Services will have a practitioner change starting in September
• Staff and faculty are eligible to access all paid services

-          Training Opportunities

• SafeTalk – towards the end of August with RA’s, possibility to expand training to the broader community
• Free naloxone training planned for September
• First Aid / CPR / AED Training – on campus, paid training – more information will be provided as details are finalized

1. Injury and Accident Report

-          Staff (1) reported injury 

• Residence / Conference Services Assistant dropped a table on big toe, ended in a break. There was no lost time due to this injury

-          Sports

• None to report at this time

-          Students

• None to report at this time

-          Community (1) reported accident

• A 7 year old child from Day Camp walked/ran into an open windowpane in OA

The JHSC engaged in a conversation regarding the changes to the Incident Reporting system, now online. It was suggested to discuss with Tiffany Moore, Manager Health, Safety and Wellness, about the possibility of having the form automatically submit to supervisors. Currently, employees are required to send the incident report forms to supervisors manually.

1. Lab Update – Victoria TeBrugge

-          Labs are really busy with ongoing summer research

• Faculty and Undergraduate, Graduate and Mi-Tech students are making use of the space everyday
  • Lab orientations and WHMIS training have been completed
  • Lab hours are tracked by way of google calendar

-          Certifications

• Bio-Safety certification has been completed
• Chemical certification has been arranged for around July 10/11, 2025

-          General Updates

• Inventory and reorganization is ongoing
• Vicki will be retiring July 31, 2025. The replacement employee has begun training and will continue throughout the month of July with Vicky

The JHSC engaged in a conversation regarding lab access. Lakehead University has a strong process regarding lab access, including an access list that only allows the properly trained individuals to enter the lab space. Sree commented that there has been one or two situations where un-authorized individuals have walked into the lab area. This item is for further discussion between T-Bird, Vicki and Sree to determine some changes that can be implemented to ensure additional security measures for the lab, and bring awareness to the broader University community to only be in authorized spaces. Confirmed that there are signs on the door that indicate authorized personnel only for entrance.

1. Other Items for Discussion

-          Building Inspections

• Brea and T to connect and complete the inspections
• OA, OR, HP all have reps on the JHSC
• STEM Hub will require a member once in use

-          Updated Terms of Reference – Tiffany Moore (Brenda Huska)

• Brenda provided an updated Terms of Reference to Katelyn Whitten and Brea Reid to review with Tiffany Moore before discussion and distribution to the JHSC. This item is to remain on the Agenda for next meeting

-          Physical Plant Updates – John Siecker

• Areas of campus were sprayed for Poison Ivy, the East tree line – signage is posted
• Tree trimming is completed from post snow/ice storm. Arborists were on campus all week July 2 – 4 cleaning branches from various areas on campus, including farm road, West tree line, East tree line
• The broken branches and down tree limbs are of no danger, although caution is urged in these areas. The promenade will be cleared out July 3, 2025.
  • John to connect with Cynthia regarding the YMCA camp and the work that is being done on and around campus as a safety notice

1. Closing Remarks

-          Thank you Vicki for your time on the Joint Health and Safety Committee. A new co-chair is being discussed between Vicki and T-Bird an will be addressed next meeting.

1. Meeting Adjourned

Labs and Studios Minutes – November 19, 2025 AC 147 and zoom

Present:   B. Huska,  S. Girvin, M., S. Azarhazin, H. Staple, M. Sorokopud, A. Diochon, G. Oba, J. Sylvestre, J. Gao

TIME Commenced: 11:04 am hybrid by zoom

Agenda :  MOTION J.S. SECOND A.D. Carried. 

Oct 2025 Minutes: No Changes

Injuries/Incidents

Pool Incident: While on duty a lifeguard began to have trouble breathing which did not resolve. They took their puffer (has asthma) and it still did not resolve. Asthma attack occurred and an ambulance was called. Did have missed time. M. Moore completed an inspection and MOL inspected. Area was warmer than normal, swimmers had reported issues with burning eyes and lungs. Checked pool chemical logs and values were in normal range, no additions right before incident. Suggested heat stress resources, fans for guards, and temperature and humidity monitoring for area. -> J. Sylvestre suggested checking what the pool deck was cleaned with for potential chemical reaction that can cause irritation.

Student Burn in chemistry lab: Minor burn with a capillary tube while sealing ends. Student touched hot end to support it while inspecting. Immediately ran it under cool water. Continued to work. J. Sylvestre filed report and spoke to incident, is reminding students that hot glass looks the same as cool glass.

Inspections - 

Completed

• LUIL

• Geology

Outstanding

• NRM - 2 wood lots, greenhouse, jack haggerty. Booking currently as two inspections

• BRI

• Nursing

• Mechanical Engineering

• Paleo DNA lab

• Chemistry

Old Business

• Nominations for secretary – no nominations were received.  Committee is OK with health and safety continuing to take minutes. The vacancy for the secretary will remain open as a standing item on every agenda. In case worker members feel differently in future.

• Management member search still ongoing, have talked to one individual who was not sure if they had interest in joining. Search ongoing.

New Business

• Subcommittee proposed for after hours lab/studio access. J.S. agrees this may be a good idea and to add people external to the committee that have experience with this issue. Researchers that often have after hours students. Reaching out to Deans and security to get interested members. Looking for what tools and protocols could assist them without causing too much additional work. Looking for what the issues are. 

• Will do more calendar invites for inspections.

Other Business

• J.G. brought up tech gas rooms issues as the light is on constantly. S.G. indicated that instrumentation technicians are coming this week to fix the issue, likely a sensor. Looking to put a procedure in place to use portable oxygen sensor when these calls come in and have added signage to contact physical plant instead of room contact. 

• Vet school is progressing, new foundation is in. CASES and ATAC lab demolitions are complete, will have construction to make them new vet classrooms. 

• Smell near CB3027 was reported in the stairwell. A.D. has smelled something, but it did not seem out of the ordinary. No one has any ideas what could be causing it other than potential construction in nearby rooms or Dr. Ho’s work. J.S. to check into Dr. Ho’s work.

• Orillia training for students needs to be updated and is in process. - Still working on this.

Adjournment:  11:47am

NEXT REGULAR MEETING: Dec 17, 2025 time 11:00am 

Labs and Studios Minutes – October 15, 2025 AC 147 and zoom

Present:   B. Huska,  S. Girvin, M. Moore, S. Azarhazin, H. Staple, M. Sorokopud, A. Diochon

TIME Commenced: 11:00 am hybrid by zoom

Agenda :  MOTION M.M. SECOND T.M. Carried. 

Sept 2025 Minutes: MOTION  M.M. SECOND S.G. Carried.

Injuries/Incidents

None that are related to the committee

Inspections - 

Completed

Outstanding

• Geology 

• LUIL - A. Diochon - 9:00am Friday

• NRM

• BRI

• Nursing

Old Business

• Nominations for secretary – no nominations were received.  Committee is OK with health and safety continuing to take minutes. The vacancy for the secretary will remain open as a standing item on every agenda. In case worker members feel differently in future.

• Management member search still ongoing, have talked to one individual who was not sure if they had interest in joining. Search ongoing.

New Business

• Health and Safety policy has been sent upstairs and should be approved and released soon.

• After hours lab/studio access was discussed. VA has had issues with cleaning that has led to discussions around access and how it is given. Discussion on what other dept are doing. Biology: Has a room schedule that BEST has access to. This has classes as well as any other use. After hours security comes and lets students in. They can list restrictions on times for each room. List shared with security of approved individuals. Amanada: Could be an issue accommodating students with work or other commitments. Could use an expectation agreement. Have “keep in touch” mandatory and keep the door open while in the space alone. Tiffany: Accommodations can be limited if there is undue hardship by providing, in this care the H&S impact. Could be limited in hazardous areas based on response ability of security. Development of a risk assessment tool may assist in making these decisions. One should be out hopefully prior to december.

• Parking lot use issue: Car lab was testing the car in the athletics parking lot, but had put up their own pylons and blocked vehicles. Were given an area that they needed to stay within. Physical plant will provide a map of approved area and security will ensure this is being followed. Discussions with Kailash did occur.

• Will do more calendar invites for inspections.

Other Business

• Fit tests are not currently being conducted by health and safety as Brenda receives training. In town Healthtec or Stantec may be options to use since SPI has stopped providing as well.

• ECS Cares is picking up sharps/biomedical waste soon. Please contact if you have any that need disposed of.

• Compressor in Pedram’s space in CASES was very loud. Physical plant members noticed while attending to other business in the area. People working in the space did not report the issue, but were actively avoiding the area when it would run. This occurred for 2 years. After investigating it was discovered that an outdoor compressor was used inside and it is currently being fixed.

• Orillia training for students needs to be updated and is in process. - Still working on this.

Adjournment:  11:39am

NEXT REGULAR MEETING: Nov 19, 2025 time 11:00am

Labs and Studios Minutes – September 17, 2025 AC 147 and zoom

Present:   B. Huska,  S. Girvin, M. Moore, S. Azarhazin, H. Staple, M. Sorokopud, G. Oba, C. Surette 

TIME Commenced: 11:00 am hybrid by zoom

Agenda :  MOTION M.S. SECOND C.S. Carried. 

July 2025 Minutes: MOTION  M.M. SECOND H.S. Carried.

Injuries/Incidents

Superior Science Employee: M. Sorokopud carried out a small investigation after an employee was hit in the head with a tinfoil ball thrown by campers. It seemed the person involved was having a bad day and this incident pushed her over the edge. Looks that everything was handled appropriately.

Inspections - 

Completed

• Chemical engineering

• ATRC

• LUARS

• Electrical Engineering

• BAF/LUACF

• Biology

• Kinesiology

• LUEL

Outstanding

• Geology – J.Sylvestre

• LUIL

• NRM

• BRI

Old Business

• Nominations for secretary – no nominations were received.  Committee is OK with health and safety continuing to take minutes. The vacancy for the secretary will remain open as a standing item on every agenda. In case worker members feel differently in future.

• Management member – after a long service Francis Appoh has decided to move on from the committee. The committee thanks Francis for his service. We will need a new management member. If any members of the committee have any suggestions please forward them to Brenda.

• Laboratory decommissioning policy is going to one final committee, please make any comments this month.

• Lab safety training has been updated. Now two parts that will expire every 3 years. All those with current training will have it remain valid until we reach the first 3 year mark then all will be required to complete the new version.

New Business

• Health and Safety policy has been sent upstairs and should be approved and released soon.

• Electrical safety issues: Ongoing problem in many labs and offices, if the committee has any ideas related to spreading information please let health and safety know. Also please keep an eye out for these issues during inspections.

• Asbestos air sampling is occurring this week, it is monitoring that is completed regularly to ensure the buildings with asbestos in them are not causing exposure. No readings in the past have shown levels above normal background.

• Health and safety will send out a poll to see if a new time slot would be more suitable for meetings.

• Will do more calendar invites for inspections.

Other Business

• C. Surette raised concern about contractors and if they have training. There was an incident where contractors came two days ahead of schedule so chemicals that the lab staff were going to move had not been moved. Contractors moved the chemicals themselves. S. Girvin indicated that contractor should not be moving chemicals and that in the future people should call physical plant immediately about this. Contractor training is handled by the contractor themselves and workers should have basic training on hazards.

• C. Surette raised concern about emergency contacts for lab spaces and if the information being up to date. Was called about another department’s equipment in the middle of the night. B. Huska indicated there is a list that security has been shared with the information that comes from hazard signs. If hazard signs are not up to date it could cause an issue, need to follow up with security on what they’re using. Security did also ask for department contacts recently.

• Labs are still moving for anthropology and chemical engineering. 

• Orillia training for students need to be updated and is in process.

Adjournment:  ?

NEXT REGULAR MEETING: Oct 15, 2025 time 11:00am 

Present: Jeff Alexander, Steve Girvin, Frank Sgambelluri, Brenda Huska, Mike Nezvesky, Tina Falcigno, Heather Spivak, Stan Nemec, Tiffany Moore

Started 1:32 PM

Agenda approved

Minutes approved - pending addition of date and spelling correction in name of Gichi Kendaasiwin

Injuries - for injuries to report

An employee walking on the bridge between main campus and the fieldhouse slipped on early morning frost, twisted and fell onto their knee.  Healthcare was required and this is a WSIB reportable injury.  Committee recommended installation of “watch for ice” sign.  S.D. Girvin will look into this.

Old business

1. EPID presentation slide deck/video outstanding - no update

2. Drivers training update. TSC will be doing training soon in June Security, done except for a couple of outstanding personnel. One item mentioned is the requirement for protective, netting or barrier in mechanical vehicles.

1. Update July 17, 2025: TSC reached out to the instructor at the end of June, but TSC contact is on vacation. Time TBD. Security will join in for their outstanding personnel when it is scheduled. New vehicles coming from contract with Enterprise will have a divider between seats and cargo. They should arrive within the next couple weeks.

2. Update Aug 21 2025: Still outstanding, TSC manager is back in office, will be making arrangements.

3. Update Sept 18 2025: TSC drivers are being booked now, will discuss with Frank about security personnel who still need training to join together for booking.Barriers will be included in all future incoming vehicles. First ones came without, Steve G. looking into a solution to this. He will update Stan once he finds one so it can be applied to the existing van.

4. Update October 16, 2025 – final outstanding workers are receiving training shortly. Committee discussed retraining frequency and is recommending a five year refresh cycle with training for all new employees.

S. Girvin reports that barriers have been acquired and will be installed after a short delay

T.Moore reports that she has reviewed all driver training reports and has collected the common infractions or skills taught during the training sessions. These areas for improvement will be communicated to all relevant managers along with supporting fact sheets to assist with communicating best practices to employees.

3. Terms of reference was reviewed by all members and any comments made, but most indicated no changes or comments. Health and Safety still needs to finalize and distribute/post. - complete

4. Parking lot conditions - Recommendation was sent to the university and reply is expected prior to July 2.  Contractor has indicated that a lot of cut and patches will be required.  Priority list was included in the recommendation.

1. Update July 17, 2025: Lot 13 & 14 roadway, fieldhouse, and balmoral entrance are completed. There is funding to continue patchwork in priority areas where it is appropriate. Priority will be discussed. 

2. Update Aug 21, 2025: Pretty much complete, Steve Girvin will email Lorne regarding line painting.

3. Update Sept 18, 2025: Line painting has begun, entrances, roadways, and handicap spots being done. Some more patching is going to happen in residence area and within lots.

4. Update October 16, 2025 – line painting complete additional patching will proceed before winter.

Inspections - Another open day will be scheduled for individuals to join if they are available. Looking to book 2 weeks after meeting.

Next inspections: Braun, Prettie, Outside areas (other than CB/UC area).

New Business

5. Plant Update

UC roofing over upper lecture theatre to be starting soon. Tender has closed.

16 October 2025 - No update

Vet School - Tender has closed for project A, lower floor of CASES & 5th floor ATAC renovations.

Update Aug 21, 2025: Project A is in negotiations with contractors. Tender for project B could start next week. Will be working out how to have contractors cross the pedestrian path safely. Shouldn’t have too many interruptions for Bora Laskin, likely not an issue until spring/summer next year. Will be some noise in the meantime,

Update Sept 18, 2025: Equipment will come around back, instead of through the parking lot and walking path. Communications bulletin/communication to B.L. staff about this. Widening road around back. There were some near misses with cars, monitor for issues

Update 16 October 2025 - Vehicle entrance gate to the construction zone has been relocated to eliminate vehicles turning around a blind corner.  Signs warning about the construction area have been installed.  No further concerns have been communicated.

Gichi Kendaasiwin - Currently looking at a list of possible locations and will be selecting site soon.

Update Aug 21, 2025: Site has been selected, not yet public.

Update Sept 18, 2025: Site announced, going beside bridge leading to fieldhouse near the river.

Lakeside Steps - Tender has been awarded and work will begin soon.

Update Aug 21, 2025: Work is occurring.
Update Sept 18, 2025: Removal complete, forms made, waiting on concrete.

Update 16 October 2025 – work continuing, almost complete.

Air testing for asbestos monitoring underway currently.

Update 16 October 2025 – S Girvin to request update.

Residence Next roofing job is starting and has a hard stop of Aug 22. New vendor selected for this and will be starting next week.

Update Sept 18, 2025: Roofing completed other than snow stops, which will arrive soon. Leaving sea can and will resume in May.  - deferred

Update 16 October 2025 – deferred

Residence Furnace project awarded, currently working on ordering. Will be meeting next week or schedule. 

Update: Moving along well, large portion completed, project has been expanded to do whole building. – Deferred.

Entering Residence Rooms for Maintenance - Is there training or procedures for entering residence areas, like bedrooms, alone? Current procedure for physical plant is under review, but does exist. No residence policy currently. Right now after hours RA is called. 

16 October update - procedure found - Completed

6. Residence Update

Deferred

7. Round Table Items

Smoking in vehicles – an employee was pulled over by the thunder Bay health unit tobacco enforcement officer when seen smoking in a Lakehead University vehicle. This is against the smoke free Ontario act and can result in a ticket to the employee as well as a ticket to the supervisor. The tobacco enforcement officer met with the supervisor, provided some materials and has requested a copy of our smoking policy. policy has been provided, but requires review. Revisions will be made and a draft will come to the committee for review. Additionally, posters will be distributed to all units with workplace vehicles, as well as stickers for the vehicles, indicating no smoking, no vaping and information on the tickets that workers could receive. The tobacco enforcement officer has indicated that the education piece is over and any further in fractions will result in tickets.

SN 1006 door access – an employee in the office SN 1006 reported that they find an exterior door to that office. Space has been found unlocked on several occasions when they arrive for work in the morning. This is not a marked exit. Therefore to protect the safety of the occupants the door lock has been blocked from the outside. The door will remain as an exit to the space but no longer will be an entrance.

Meeting adjourned to 2:10 PM

Present: Frank Sgambelluri, Jeff Alexander, Darren Carlin, Mike Nazvesky, Steve Girvin, Steve Elsey, Tina Falcigno, Heather Spivak, Brenda Huska, Stan Nemec, Tiffany Moore

Started 1:05 PM

Agenda approved

Minutes 20 November 2025 approved 

Injuries - for injuries to report

One slip and fall outside of Bartley Residence, medical aid only

Incidents

Library - electrical contractor working on one floor, Lakehead electricians received a work order for outlets not working on floor below.  Lakehead electricians found a breaker in panel in off position and turned it on.  Electrical contractor had failed to lock-out/tag-out the panel as standard procedure.  Contractor owner has retrained all staff on the importance of lock-out/tag-out and has indicated that subsequent occurrences will result in termination.

Old business

1. Drivers training update. TSC will be doing training soon in June Security, done except for a couple of outstanding personnel. One item mentioned is the requirement for protective, netting or barrier in mechanical vehicles.

1. Update July 17, 2025: TSC reached out to the instructor at the end of June, but TSC contact is on vacation. Time TBD. Security will join in for their outstanding personnel when it is scheduled. New vehicles coming from contract with Enterprise will have a divider between seats and cargo. They should arrive within the next couple weeks.

2. Update Aug 21 2025: Still outstanding, TSC manager is back in office, will be making arrangements.

3. Update Sept 18 2025: TSC drivers are being booked now, will discuss with Frank about security personnel who still need training to join together for booking.Barriers will be included in all future incoming vehicles. First ones came without, Steve G. looking into a solution to this. He will update Stan once he finds one so it can be applied to the existing van.

4. Update October 16, 2025 – final outstanding workers are receiving training shortly. Committee discussed retraining frequency and is recommending a five year refresh cycle with training for all new employees.

S. Girvin reports that barriers have been acquired and will be installed after a short delay

T.Moore reports that she has reviewed all driver training reports and has collected the common infractions or skills taught during the training sessions. These areas for improvement will be communicated to all relevant managers along with supporting fact sheets to assist with communicating best practices to employees.

5. November 20, 2025: Still outstanding

6. January 15, 2026: areas for improvement along with fact sheets have been distributed to all managers with employees who drive university fleet vehicles.  Item complete

2. November 20 2025 - Security vests has union grievance. It was sent down to Occupational health level. Will be reuniting the original subcommittee related to vests, with changes required where individuals have left the university. Want 2 RPSS members for transparency. Frank and Jeff have volunteered. 

January 15, 2025 - Vest committee met on January 6, 2026 to discuss the concerns.  Committee did not recommend changing to a different soft-body armor at this time.  Committee did recommend that training documents be developed to cover proper measurement and adjustment of SBA to ensure the security team has the most comfortable fit.  Also to be included will be other information provided by the manufacturer to improve comfort.

Inspections - final list of outstanding buildings will be shared with Stan and Jeff to address before Stan’s retirement.

New Business

3. Plant Update

Light Fixtures:  Braun upgrades underway. Lots of light in the hallways that have been completed.  School of Nursing hallway upgrades are also underway.

CVDM:  Construction on-going and on track for opening September 2026.  Parking lots assigned to contractor vehicles have been switched for those assigned for Lakehead community parking at the request of BL occupants to improve accessibility to buildings.

4. Residence Update

No update at this time.

5. October 31, 2025 Incident Investigation Report and Recommendations

The results of the investigation were shared with the committee.  Many contributing factors were discussed as well as preventative measures suggested by the personnel involved.

The Investigation team circulated draft recommendations based on their results. Five recommendations related to review of current training, procedures and staffing were accepted by the committee, with an opportunity to provide further input until Monday January 19, 2026.  The committee has approved sending recommendations with any suggested changes after January 19, 2026.

6. Round Table Items

MVA Incident - an unwanted person gained entry to MVA and was found by security in a piano practice room. Security removed the individual.  Security and H&S met with the occupants of the building to address security concerns.  Departments are to conduct risk assessment and put some mitigation measures in place given the low occupancy in the building at times.

UC0051 - This storage space is packed with document storage in boxes which doesn’t appear to have been accessed in some time.  Its current state may be a fire hazard and clean up is required.  H&S to follow up.

Meeting adjourned to 2:21 PM