RPSS - October
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
EPID presentation slide deck/video outstanding - no update
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.
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.
Update Aug 21 2025: Still outstanding, TSC manager is back in office, will be making arrangements.
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.
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.
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
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.
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.
Update Aug 21, 2025: Pretty much complete, Steve Girvin will email Lorne regarding line painting.
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.
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
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
Residence Update
Deferred
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