Joint Health and Safety Committee

April 27, 2022

2:30 pm – 3:30 pm

Online Meeting via Zoom

Minutes

Regrets:, Chris Glover, Allison Brooks, John Siecker, Sree Kurissery, 

In Attendance:  , Chris Gouett, Theresa (T-Bird) Prisciak, Carolyn Rimkey, Tim Rowe, Elana Weber, Chris Murray, Rosa Fabiano, Vicki TeBrugge, Tiffany Moore (Thunder Bay Health and Safety), Hannah Campbell Guest:  N/A

1. Approval of Agenda  Approver Seconder Moved T Bird Elana Weber

2. Approval of the Minutes from last JHSC meeting – February 1, 2022  Approver Seconder Moved  T Bird Elana Weber

3. Housekeeping Item:  Hannah Campbell, the new Human Resources Business Partner for the Orillia Campus is joining the Joint Health and Safety Committee.  Welcome Hannah.

4. COVID 19 Updates 

● Campus

o Vaccine mandate to be lifted at the end of April, 2022

o Mask mandate is currently set to be lifted at the end of May, 2022

● Buildings

o No new updates at this time

● Security 

o Security had been performing checks on vaccination passports at the entrance to Simcoe Hall during the winter semester

o This program went well

4. Items Arising from the Minutes (last meeting) 

● Fire Plan 

o A couple minor things to address

o Security and Human Resources will look at the plan during the summer

● Student Health and Wellness

o No updates – continue to provide services virtually

o Hoping to welcome all practitioners back in the fall

● AED at Heritage Place

o Physical Plant and Building Representative did a walk through of the building to find a location for the AED

o It has been suggested to put it in an enclosed area so it is accessible by Lakehead University and those who live in the building.  If it is put in a hallway there is concern that it may be stolen.

o Building Representative will discuss with Building Ownership regarding providing funds towards the purchase of the AED

5. Injury and Accident Report 

● Staff

o Lab – Incident no injury:  Upon inventory of the chemical supplies for Sessional Chemistry Instructors it was noted that an HDPE bottle labelled as Anthone Solution, prepared for one of the teaching labs was deformed.  A side of the bottle sucked in.  The technical staff was immediately informed by the sessional instructor.  The bottle was attended quickly and shifted to the OA 3001 fume hood adopting appropriate precaution, safety measures and PPE.  The lid was slowly opened to release the pressure inside and the bottle was left in the fume hood for two days.  After two days the contents were transferred to a correct container and labeld properly.  The old bottle was disposed of properly.

o Lab – Incident no injury:  The cabinet shelf in one of the front top lab cabinets (beside the sink at the entrance door) came off the side supporting knobs.  Nothing was damaged and nobody got hurt.  The materials stored on that shelf were carefully removed and temporarily stored on lab side benches.  The Orillia Physical Plant was informed about the incident.  Peter Rosewell (Orillia Physical Plant) came and checked the cabinet and shelves.  Since the lab cabinets were near the lab sink, the increased humidity resulted in slight bulging of the cabinet sides and thus the shelves came off the knobs.  Physical Plant recommended that we put some strong cardboard pieces at the side to keep the shelves at the centre.  The lab is in the process of getting lab materials re-organized to facilitate easy access to teaching lab supplies and avoiding heavy material storage on these lab shelves.  It was determined a more permanent solution was required.  Physical Plant replaced all of the original shelf support pegs with new shelf supports that are affixed with self-tapping screws on the bottom of the shelf.  If the shelf needs to be moved in the future the Lab is to contact Physical Plant. 

o Simcoe Hall – Incident no injury: Fire alarm triggered due to smoke from room.  Cause appeared to be electrical.  Building cleared, Fire Department arrived, Fire Department along with Physical Plant, Security and Technology Services investigated.  Contactor called to investigate and correct issue.  Room to be monitored until they arrive.  Building reopened.  Full incident report submitted by Security and saved.  Will be reviewed by JHSC, Human Resources, and Administration.  Upon review actionable steps will be taken to improve current system

o Incident – no injury:  Freezing rain - employee was caught off guard and slipped on the way back to the vehicle.  No follow up indicated.

● Sports related

o None to report

● Contractors

o Reliable Cleaning – Accident with injury – medical aid: Cleaning the checked.  Tried to close computer port.  Slipped and hit wrist causing a cut as well as bruising and swelling of the vein.  Injury cleaned by Security and applied a bandage.

o Dana Foods – Accident with injury – medical aid:  A sheet pan crashed on her neck from a rack and roll located inside the walk-in cooler.  Developed neck pain/dizziness/nauseous/vomiting/redness and swelling.  Went to hospital for medical attention.  Returning to work with modified duties   

● Students

o Accident with injury – medical aid: Student was pouring soup into a bowl however spilt some on their left hand.  Applied cold water and ice to left hand followed by burn treatment, gauze, and bandage.

6. Lab Update 

• All in person labs have finished for the term

• Had a number of labs occurring – labs were quite busy

• No incidents occurred during in person labs

• Organizing the lab space and preparing for waste disposal

• Ongoing research is occurring in the labs – summer research as well as ongoing research

7. Items for Discussion 

• Committee Housekeeping

o Chris Murray is stepping down as Co Chair of the committee and leaving the committee. 

o The committee will be looking for a new Co Chair and check to see if another member is required

o Thank you, Chris Murray for your participation on the committee

• Orillia Campus Fitness Room

o Staff and Faculty will be allowed to use the room for a fee ($8.00 per month, purchase by the term or $96 for the year)

o Part of the overall Health and Wellness Strategy for the campus

o Starting May 1, 2022

o There will be a waver to sign in order use the facility 

8. Adjournment/Next Meeting.   

o Next meeting August 2, 2022

o Meeting adjourned 

Joint Health and Safety Committee

February 1, 2022

3:00 pm – 4:00 pm

Online Meeting via Zoom

Minutes

Regrets:, Chris Murray, Rosa Fabiano, Vicki TeBrugge, Sree Kurissery, Tiffany Moore (Thunder Bay Health and Safety)

In Attendance:  Chris Glover, Chris Gouett, Theresa (T-Bird) Prisciak, Carolyn Rimkey, Tim Rowe, Elana Weber, Allison Brooks, John Siecker, Guest:  N/A

1. Approval of Agenda  Approver Seconder Moved Chris Glover Allison Brooks

2. Approval of the Minutes from last JHSC meeting – November 2, 2021  Approver Seconder Moved  Elana Weber John Siecker

3. Housekeeping Item:  Allison Brooks – Interim Administrative Coordinator, Residence is joining the JHSC while Bernadette Pickles is on leave.  Welcome Allison.

4. COVID 19 Updates 

● Campus

o On January 31, 2022 classes resumed on site

o Many staff have returned.  Some are returning gradually

o All other updates are in the Communication Bulletin 

● Buildings

o Contractors are vaccinated as per policy

o No new updates at this time

● Security 

o Security has been performing checks on vaccination passports at the entrance to Simcoe Hall for three weeks at scheduled times

4. Items Arising from the Minutes (last meeting) 

● Fire Plan 

o A couple minor things to address

o New food services vendor needs to be brought up to speed

o Awaiting new Human Resources Business Partner to complete the fire plan

● Student Health and Wellness

o No updates – continue to provide services virtually

● Storage Shed

o Shelving to be installed

o No other updates at this time

o Be proactive regarding health and safety and the shed

5. Injury and Accident Report 

● Staff

o None to report

● Sports related

o None to report

● Students

o Accident with injury – medical aid

▪ Student and friends were playing in the hallway.  One of the friends was chasing the student when they twisted and fell on their foot.  Painful for approx 10 minutes and pain went down.  Pain continued for the following days.  On Friday Security wrapped the foot and suggested icing it.  They also suggested that the student get the foot checked by a Doctor.  On Monday Nov 22nd the student was checked by a Doctor

▪ Student fractured a bone in the foot – student in cast.  Follow up appointment set for Friday November 26, 2021

▪ Student is out of their cast now and doing well

6. Lab Update 

• No update at this meeting

7. Items for Discussion 

• AED at Heritage Place 

o Approval has been received by the Vice-President, Administration and Finance to fund an AED at Heritage Place

o Joint Health and Safety Committee has discussed in the past where the AED should go in Heritage Place

o Discussion in the past has been regarding cost sharing.  At this time Lakehead University will be covering the cost so we are looking for the best place to install the AED as quickly as possible

o John will speak with the Heritage Place Staff.  The point of the AED is to save lives.  Suggests that it is in a location accessible to as many people as possible.  Recommends put it in the main lobby or the corridor.

o Concern putting the AED in an area too close to outside may increase the chance of it being stolen

o John will talk to the building operator to see if there is a place to install the AED that is accessible and less likely to be stolen

o With the AED training dollars are available from the provider.  Now that we have two units it is suggested that Lakehead University should look at ways to use the training dollars

8. Adjournment/Next Meeting.   

o Next meeting May 3, 2022

o Meeting adjourned 3

Joint Health and Safety Committee

November 2, 2021

3:00 pm – 4:00 pm

Online Meeting via Zoom

Minutes

Regrets:, Chris Murray, Bernadette Pickles, Rosa Fabiano, Tim Rowe

In Attendance:  Chris Gouett, Theresa (T-Bird) Prisciak, Vicki TeBrugge Carolyn Rimkey, Sree Kurissery, Chris Glover, John Siecker, Elana Weber Thunder Bay Health and Safety: Tiffany Moore Guest:  N/A

1. Approval of Agenda  Approver Seconder Moved Sree Chris Glover

2. Approval of the Minutes from last JHSC meeting – August 3, 2021  Approver Seconder Moved  Vicki Chris Glover

3. Housekeeping Item:  Shannon Scott has moved on to a new opportunity outside the University.  Recruitment for the Human Resources Partner is underway. 

4. COVID 19 Updates 

● Campus

o No new updates at this point

o Thank you to Security performing spot checks on vaccination passports 

o COVID Transition Committee met this morning

▪ Ongoing review of the COVID Policy as the situation evolves

▪ COVID Policy contains dates will may need to be reviewed as things change

● Buildings

o Signage is out.  Everything is going well

● Security 

o Security has been performing spot checks on vaccination passports randomly

o This process will continue.  They are planning to perform spot check at specific times at classroom entrances 

4. Items Arising from the Minutes (last meeting)

● Fire Plan 

o Waiting for completion of update

5. Injury and Accident Report 

● Staff

o Lab – Employee was opening a sealed carboard box with scissors.  The tip of the scissors poked the little finger a bit and cut the finger.  The finger was cleaned with an alcohol swab from the first aid kit and bandaged.  No follow up reported.

o Lab – Master Student/Graduate Assistant.  Occurred when disassembling a D Shaped Dip Net.  Metal collar that secures the net to the handle was stuck and needed force to remove.  During this process the metal collar pinched the right hand three times causing injuries to the hand (two blood blisters and a small cut).  Follow up – Use of tools (ie. Pliers, vice grip, hammer) to remove the net from handle could improve the safety of the process

o Security Guard (finger injured while knocking on doors) update – got an appointment for MRI.  Will update when results are received

● Sports related

o None to report

● Students

o None to report

6. Lab Update 

• Number of In-Person Labs

o All is going well

o Process to regulate traffic/crowding between labs is working

o Students are signing into the lab and showing Vaccine Passport

o Lab is busy (undergraduate, graduate, and supervisors)

o Scheduling is completed through Thunder Bay – it is important to have time between labs for clean up and preparations for the next lab

7. Items for Discussion 

• Working Alone Policy

o Currently using Thunder Bay Policy

o Nothing new at this time.  Will re-evaluate at a future meeting 

• Student Health and Wellness

o Will be welcoming back practitioners into the clinic in January, 2022

o Will be revisiting the COVID policy in regard to utilizing the clinic (cleaning procedures)

o Clinic has temporarily been used by Social Work Students for interview space on Wednesdays

o Naturopath will be brought back first followed by Counsellor on a per need basis

o Health Contractors will be treated the same as Physical Plant Contractors regarding screening and record keeping for COVID

• Physical Plant Contractors

o All Contractors doing work on campus have been vaccinated against COVID as per University Policy

o Delivery Drivers have not been confirmed however they are expected to follow University COIVD Protocols 

• New Storage Shed will arrive on November 5, 2021

o This hopefully will help with storage issues on campus such as in the Lab

o Once the shed arrives plan it work on shelving and organizing the space

8. Adjournment/Next Meeting.   

o Next meeting February 1, 2022

o Meeting adjourned 

Joint Health and Safety Committee

August 3, 2021

3:00 pm – 4:00 pm

Online Meeting via Zoom

Minutes

Regrets:, Shannon Scott, Carolyn Rimkey, Sree Kurissery, Chris Glover, John Siecker, Elana Weber,

In Attendance:  Chris Murray, Bernadette Pickles, Chris Gouett, Rosa Fabiano, Theresa (T-Bird) Prisciak, Tim Rowe, Vicki TeBrugge Guest:  N/A

1. Approval of Agenda  Approver Seconder Moved Bern Vicki

2. Approval of the Minutes from last JHSC meeting – May 4, 2021  Approver Seconder Moved  Rosa T-Bird

3. COVID 19 Updates 

● General and Security o The Ministry of Colleges and Universities (MCU) will be releasing an updated Postsecondary Education Public Health Measures Framework (originally issued in June 2020) in early August 2021 and "will ensure alignment with the most current public health and safety guidance and advice for September 2021 and onwards." 

o Assuming current trends remain (high vaccination rates and low covid rates) our assumption is that in-person instruction and on-campus activities will be permitted to resume without capacity limits or physical distancing requirements, however masks and face coverings will still be required for all indoor settings and all post-secondary institutions. Masks and face coverings will not be required if you are alone in a room or an office on campus, but we are seeking clarification and will send a follow-up once received.

o The University will begin to plan and implement the return of faculty and staff between now and the end of August with the intent to have most staff and faculty back on campus for the start of the new academic year. This will be arranged departmentally so employees should discuss their individual RTF plans with their direct supervisor. 

o The working group of Joint Health and Safety Committee members continues to meet regularly and provide guidance when requested by the Covid-19 Transition Committee. 

o Staff and faculty with questions about their return to our campuses in the fall are encouraged to visit our Welcome back to our campuses: Fall 2021 webpage for information.   

o Pending an announcement (August 16, 2021) to open both Heritage Place and University Ave Campuses

▪ All staff, faculty, and students allowed onsite

▪ No sign in or visit to Security required – this is for Residence as well.  This is for Lakehead Community Members (Staff, Students, and Faculty).  All other visitors will be asked to sign in and have a verbal COVID assessment

▪ Encouraged to do COVID assessment and abide by COVID protocols/procedures

▪ If you have symptoms please do not visit the campus 

▪ Security will be available when Heritage Place is open and Staff/Faculty/Students are there.  Some Staff and Faculty have indicated they will be working at Heritage Place.  Students will be learning remotely for at least the next semester.  Heritage Place Administration and Security will be discussing their opening plans and scheduling

o At this point Lakehead is waiting to hear from the Ontario Government regarding University and College reopening plans

o Georgian College’s website indicates that Lakehead/Georgian courses will be remote

o Everyone who visits campus (Staff/Students/Faculty/Contractors) are expected to complete the pre-assessment on the Lakehead Security App

o Noted that some members of the Lakehead Orillia Community may be mask exempt

o Discussion regarding the labs on the third floor

▪ Many labs are back to back

▪ In both labs (OA 3001 and 3002)

▪ Only one hallway between the two labs where the lockers are

▪ Looking at developing a plan for crowd control so that a lab is cleared out before a new lab enters

▪ Security will monitor the hallway between labs 

▪ Looking at putting up signs, floor markers, etc. to indicate where to stand while waiting to get into the lab

▪ 24 lockers available OA 3001 and 24 lockers for OA 3002.  Students are unable to bring coats, bags, boots, etc. into the labs because of health and safety reasons.   

▪ Concern has been raised about how to utilize the lockers (being a high touch area) and clean them between uses as there will be labs back to back

▪ More labs in the fall than in the winter.  Winter is a concern because of coats and boots

▪ Wondered about budget availability to help with a solution.  Suggestion was put forward to speak with the Dean of Science and Environmental Studies.  No Graduate Assistant is available because they limited and helping with courses

▪ Suggested that an email be send to the COVID-19 Transition Committee regarding the concerns about the labs and how best to deal with them

● Security 

▪ Everything is going well

▪ Waiting to see what the re-opening plan is going to look like

4. Items Arising from the Minutes (last meeting)

● Fire Plan 

o Received the CAD files and requested that it be updated by Thunder Bay Physical Plant o Waiting for completion of update – hopefully by the end of August, 2021 5. Injury and Accident Report 

● Staff

o Security Guard (finger injured while knocking on doors) update – got an appointment for MRI.  Will update when results are received

● Sports related

o None to report

● Students

o Incident without injury – Graduate Student was working in the lab.  They were working in the fume hood when they bumped a container of formalin solution.  The formalin solution spilled onto a work surface.  The student cleaned the area immediately with paper towels and diluted water.  They stored the paper towels in a zip lock back for disposal.  Student was wearing personal protective equipment so there was no direct contact with the spill.  Proper procedures were followed

6. Lab Update 

• Lab is busy 

o Three graduate students working in the lab

o Under graduate student working in the lab as well

o Vicki on campus three to four days a week to monitor the lab

o Everybody has been social distancing in lab 3

o Users of the lab have been signing into a Google Calendar and also logging what equipment they use

o Lab users have been really good about signing in 

o Any issues have been addressed as they come up

o Everybody has been respectful of everyone else and keeping each other safe (wearing a mask, keeping the area clean) o Everything has been going well

7. Items for Discussion 

• WSIB has announced that first aid certification has been extended to December 31, 2021

o Lakehead Orillia continues to monitor this

o Orillia Security Staff have been renewing their first aid certification on time

8. Adjournment/Next Meeting.   

o Next meeting November 2, 2021

o Meeting adjourned 

Joint Health and Safety Committee

May 4, 2021

3:00 pm – 4:00 pm

Online Meeting via Zoom

Minutes

Regrets: Chris Murray,   

In Attendance:  Bernadette Pickles, Chris Gouett, Rosa Fabiano, Theresa (T-Bird) Prisciak, Shannon Scott, Tim Rowe, Carolyn Rimkey, Sree Kurissery, Vicki TeBrugge, Chris Glover, John Siecker, Elana Weber, Guest:  N/A

1. Approval of Agenda  Approver Seconder Moved Vicki Sree

2. Approval of the Minutes from last JHSC meeting – February 2, 2021  Approver Seconder Moved  Shannon Tim

3. COVID 19 Updates 

● General and Security

o General - No update at this time

o Security

▪ Everything is going well

▪ Proposing going to reduced hours, 8:30am to 4:30pm Monday to Friday and four hours on Saturday if approved

▪ Will open for emergency needs such as WIFI use as required

▪ Cleaning staff will adjust to the schedule.  On weekends if the commons is used the Security Staff will spot clean the area as required

4. Items Arising from the Minutes (last meeting)

● Working Alone Policy/Procedure

o Policy was sent with last minutes for review by the JHSC

o Policy has been posted

● Fire Plan 

o Content is done

o Updating floor plans

o Plans on Campus have been updated

o Formal Plan will be sent to Fire Department once floor plans have been updated

● AED Defibrillator at Heritage Place Campus 

o No update at this time

o Currently no budget has been allocated for the AED in Orillia

o As Heritage Place Campus is closed at this time this item will be revisited when the Campus reopens

● Health and Safety Budget

o Currently there is no dedicated budget for health and safety items

o Health and safety items are paid for by various departments

o Question of whether there could be a dedicated health and safety budget in Orillia for items such as first aid supplies and lab related costs

● Campus Re-opening Plan Update

o No update at this time 

5. Injury and Accident Report 

● Staff

o Security Guard injured their middle finger while knocking on doors.  The employee went to the hospital and was back at work the next day with a splint.  The finger was not broken.  The employee is to see a specialist regarding the finger.  The Security Services Manager will update the committee at the next meeting

● Sports related

o None to report

● Students o None to report

6. Lab Update   

o Research Return Planning Committee has been meeting - Working on aligning Lakehead Policies and General Guidelines – there are only some minor items/detail to work on

o Low traffic in lab at this time – some students have been using the lab

o Safety in the lab has been good 

o More activity potentially in the summer – some lab work and some field work

o New student will be trained before using the lab

o Regular checks of lab are being performed (work areas, eye wash stations, etc)

o Working on planning and inventory for the next academic year

o Still addressing space issues  - Storage - Space for social distancing

o Thank you to the Security Team for helping with the monitoring of the lab

7. Items for Discussion 

• Frank Cappadocia has moved on from Lakehead.  The Joint Health and Safety Committee welcomes Chris Glover to the Committee

8. Adjournment/Next Meeting.   

o Next meeting August 3, 2021

o Meeting adjourned 

Joint Health and Safety Committee

February 2, 2021

3:00 pm – 4:00 pm

Online Meeting via Zoom

Minutes

Regrets: Elana Weber 

In Attendance:  Bernadette Pickles, Chris Gouett, Rosa Fabiano, Theresa (T-Bird) Prisciak, John Siecker, Frank Cappadocia, Shannon Scott, Tim Rowe, Carolyn Rimkey, Chris Murray, Sree Kurissery, Vicki TeBrugge, Guest:  N/A

1. Approval of Agenda  Moved

2. Approval of the Minutes from last JHSC meeting – November 3, 2020  Moved 

3. COVID 19 Updates 

● General and Security

o Simcoe County is experiencing a rise in COVID cases

o Security App for screening employees who come to campus is active and is working well.  Over 500 people have downloaded the app.  It is beneficial for the Security Staff as well as employees visiting campus.  The employee shows the results of the screening on the app to Security and signs in

o Contact tracing – Lakehead is not responsible for contact tracing.  This is the responsibility of the Health Unit.  Lakehead should be as helpful as possible

▪ Lakehead should be tracking where someone goes on campus – what time and what location

▪ This information would be shared with the Health Unit if required

▪ For the Orillia Campus this is easier as there are less areas open currently

▪ Lakehead has announced that Security will be tracking all visitors to both Campuses

o Question was asked if an employee is working from home and is COVID positive do they have to disclose this to the University?  Shannon responded to the question.  The employee would not be required to inform the University if they have not been on campus.  The employee would be able to take sick time as they would for any other illness.  The University does not want to assume that anybody taking sick time has COVID

o Those who are working on Campus (Security, Physical Plant, Residence, Administration) have been communicating with each other regularly.  Lakehead Orillia has been following mandates from the Provincial Government and has been doing well keeping the Campus safe

o Lakehead Orillia has been working with the engagement committee to keep in contact with staff and supporting them

● Buildings

o There are two staff members going to the Heritage Place building at odd hours. The building manager has been informed of this.  The staff have been cleaning up after themselves.  Even though the staff are cleaning after themselves the building custodial staff perform regular cleaning routines of Heritage Place

o Cleaning at the 500 University Ave Campus has been based on occupancy.  Custodial staff are performing regular cleaning routines including high touch areas on a regular basis.  There are three students that have been using Campus facilities on a regular basis as they do not have internet access at home.  The students have been using private rooms in the Commons.  Custodial staff are aware of this and have been cleaning the area after the students leave

o Custodial staff are updated on all visitors to Campus and where they are going to assist in the cleaning routines

o Custodial staff have started to use the spraying device for cleaning

o In Residence 

▪ Students are staying well and compliant with the rules

▪ Currently has a no visitors policy

▪ Custodial staff are cleaning after contractors come in or mail is delivered

▪ Residence is doing contract tracing for all who arrive in Residence and putting the information with the nightly report

▪ Currently 30 students in Residence.

▪ Cafeteria is open for take-out.  No dine-in.  Students order their food and take it back to their rooms

4. Items Arising from the Minutes (last meeting)

● Working Alone Policy/Procedure

o Procedure has been completed and reviewed by Security

o Will be sent out to the committee for review – once reviewed will post to the website

o Similar to Thunder Bay Campus o Includes information and numbers to call (Security)

● Fire Plan   

o Ongoing

o Revised plan has been printed

o Reviewing for a final time and making any revisions before uploading to the website

● AED Defibrillator at Heritage Place Campus 

o No update at this time

o Will update at the next JHSC meeting

● Campus Re-opening Plan Update

o No update at this time 

5. Injury and Accident Report 

● Staff

o In the lab during an inspection it was noted that the end of an upper cabinet section was not level with the rest of the cabinets.  It was discovered that the end piece was not secured to the wall or the adjoining cabinet.  Items were removed from the cabinet and Physical Plant was notified.  Physical Plant has corrected the cabinet

o An employee walking past the Student Central Desk in Simcoe Hall slipped on some water that was brought on footware from outside.  The employee turned on their ankle and landed on their right knee and elbow.  This resulted in a sore knee and elbow.  No obvious injury to either area or difficulty bending or using the leg or arm.  Area was cleaned up and the floor mat was moved to the location in question.

● Sports related

o None to report

● Students

o None to report

6. Lab Update 

o Lab Sharing Protocol in place – revisions to this document are done as required

o Latest revision is regarding transporting items to and from the Lab to facilitate field research or between Campuses (Orillia Campus and Georgian College)

o Includes items such as who to contact when visiting the Lab, signing in and out with Security

o Protocol has been sent to Security and Physical Plant for review

o Security has a list of who may access the Lab.  Security must know who has accessed the Lab and when

7. Items for Discussion 

• No new items to discuss

8. Adjournment/Next Meeting.   

o Next meeting May 4, 2021

o Meeting adjourned 

Joint Health and Safety Committee

November 3, 2020

3:00 pm – 4:00 pm

Online Meeting via Zoom

Minutes

Regrets: Sree Kurissery, Vicki TeBrugge,   

In Attendance:  Bernadette Pickles, Chris Gouett, Rosa Fabiano, Theresa (T-Bird) Prisciak, John Siecker, Elana Weber, Frank Cappadocia, Shannon Scott, Tim Rowe, Carolyn Rimkey, Chris Murray Guest:  N/A

1. Approval of Agenda  It has been decided for the time being for COVID 19 Updates will be moved to number 3 of the agenda. Approver: John Seconder: Bern Moved

2. Approval of the Minutes from last JHSC meeting – August 11, 2020  Approver: Elana Seconder: Shannon Moved 

3. COVID 19 Updates 

● General

- Ontario has hit highest number of new cases recently

- Helpful website from Simcoe Health Unit discussing cases and information 

- It has been noted that people from GTA are going to Barrie and people from Barrie are traveling to Orillia for some medical procedures causing influx to local hospital

● Security 

- No issues with people following policies.  No recent medical issues.

● Buildings   

- New COVID 19 related signage on campus

- New information on COVID 19 screening

- Cleaning is continuing as normal.  New misting unit will be arriving on campus soon for common/higher traffic areas

● Working on Campus

- Lakehead University has been working with the Ministry of Labour regarding a screening requirement for return to work

- Will have to screen when arriving on campus

a. Security is working on App Armor app

b. Employee would use screening tool and confirm with Security they are cleared to be on campus

c. Working on rolling out the system – hopefully in the next couple of weeks

- Working on documentation requirements

a. Asking what to do with all the screening information once Lakehead has received it – what to do with the information, how long to keep it, who has access to it, what to do with the information, etc. To work on campus a risk assessment is required.  This is completed and kept by the supervisor in case there are questions or concerns.  Information is on the website.

● Working Alone Policy 

- There is a procedure for the Thunder Bay Campus with information regarding

- Check in with supervisor

- Numbers to call (Security)

- Do not believe that Lakehead Orillia requires a policy.  A procedure similar to Thunder Bay Campus would be beneficial to the Orillia Campus. 

- Use language in Thunder Bay procedure and add information regarding the Orillia Campus

- Make the procedure applicable for either the Heritage Place or the 500 University site

- Will work with Security regarding the procedure and prepare for the next JHSC meeting to review

4. Items Arising from the Minutes (last meeting)

● Fire Plan 

o Almost Done – sent for final review by the committee

● AED Defibrillator at Heritage Place Campus 

o No update at this time 

o Will update at the next JHSC meeting

● Campus Re-opening Plan Update

o Decision regarding the winter term has been made

▪ Review of services such as the cafeteria are ongoing – may have to change depending on usage

o Continuation of ‘business as usual’ with procedures in place regarding campus use

o Moving towards enforcement of the plan.  Security is involved with this.  Orillia campus is not as much of a concern as Thunder Bay campus.  Thunder Bay has multiple buildings with multiple entrances which presents a challenge to enforce the COVID plan

5. Injury and Accident Report 

● Staff

o None to report

● Sports related

o None to report

● Students

o None to report

6. Lab Update 

● No report for this meeting

7. Items for Discussion 

● First Aid Certification

o WSIB has updated their website to reflect that “people with First Aid/CPR certificates that would have expired as of March 1, 2020 are now extended until June 30, 2021” (https://www.wsib.ca/en/firstaid)

o First Aid list has been updated to reflect this information and distributed

● Health and Wellness has opened a fitness centre in the first floor of the Residence containing cardio and strength equipment for students

o Health and Wellness is working with Residence to open the space safely for students

o At this time the centre is only for student use

o The YMCA in Orillia has closed and the students can no longer utilize their memberships there

8. Adjournment/Next Meeting.   

● Next meeting in February, 2021

● Meeting adjourned 4

Joint Health and Safety Committee

August 11, 2020

3:00 pm – 4:00 pm

Online Meeting via Zoom

Minutes

Regrets: John Siecker, Chris Murray 

In Attendance:  Chris Gouett, Shannon Scott, Carolyn Rimkey, Theresa (T-Bird) Prisciak, Rosa Fabiano, Bernadette Pickles, Tim Rowe, Frank Cappadocia, Elana Weber, Sree Kurissery, Vicki TeBrugge Guest:  N/A

1. Approval of Agenda Approver: Elana Seconder: Frank Moved

2. Approval of the Minutes from last JHSC meeting – May 5, 2020  Approver: Rosa Seconder: Shannon Moved 

3. Items Arising from the Minutes (last meeting)

● HVAC at Heritage Place o Physical Plant has been in contact with Building Management/Ownership

o Building Ownership has hired their own professional to review the report

o The space and HVAC system was designed for certain occupancy

o Subsequent changes were made to some rooms afterwards as requested by LU, which in turn has an effect on the HVAC systems

o LU will also be reviewing how the rooms are occupied in order to ensure that the HVAC systems aren’t overburdened

● Fire Plan 

o Almost Done – sent for final review by the committee o When done will be able to print and log it 

● Orillia Campus Health and Safety Website

o Updating items on website – specifically training

o Rather than choosing a position and completing the training, the user now is given a list of employee groups.  In those groups the training required is listed.  The user then chooses the training related to their position

o COVID 19 Training is on the training website

▪ In order to work on campus the training must be completed

▪ Human Resources is able to see who has and who has not completed the training

● AED Defibrillator at Heritage Place Campus 

o Donation for AED at Heritage Place has been withdrawn and allocated toward Student Relief Fund

o Frank has requested more information regarding an AED – he will speak with Building Ownership regarding it.

o Discussed whether the Ambulance Bay across the street from Heritage Place has an AED on site and if it is accessible

● First Aid Training

o Recertification deadlines had been extended until the end of September, 2020 due to the COVID Pandemic

o St John Ambulance has started to offer recertification again

● Campus Re-opening Plan Update

o Information page is online with hyperlinks answering questions people have regarding opening

o Information will be shared with all staff

o Faculty Departments have a plan in place where Faculty if they require to work on Campus fill out a form requesting permission from the Dean of their Department.  That form is shared with management of the campus in order to plan for their return.  (Security, Cleaning, Human Resources, etc.)

▪ Form includes questions regarding why they need to access the campus, what equipment they will use, areas they will visit, etc

o At present Staff who are not required to be on campus have been asked to continue to work from home

o Communication is encouraged so that the Campus can plan for those who visit the campus.  (Security, Cleaning)

o Student facing departments and groups have requested access to campus – specifically Student Affairs and LUSU

▪ Plans for other departments to return to work will have forms similar to Faculty

▪ Essential staff who have worked on campus during the shut down will not have to complete the forms

o Employee who share office space have been asked to either work in separate areas or work on alternate days.  If this not possible then a plan would need to be developed by leadership

▪ Contract Lecturers for some Faculties have been asked to work from home during the Fall Semester

o Discussion has been ongoing with Cleaning Company regarding cleaning requirements.  Will be re-examined as more staff start to work on campus and students arrive

o Cafeteria will open partially starting September 3, 2020

▪ Limited opening

▪ Administration is working with Imperial to plan opening and provide service to students 

o Residence has move in protocol ready 

▪ Limited number of people helping to move a student in

▪ No access to common areas ▪ Quarantine if necessary

▪ Communication will be sent to students and to administration

o Student Health and Wellness

▪ Will not be performing in person – will be using a remote access strategy

▪ Health and Wellness Centre in Residence will be closed until further notice.  Noted that First Aid supplies in the room will not be accessible at this time

4. Injury and Accident Report 

● Staff

o Security Staff was walking Residence and Cafeteria buildings when they tripped on some uneven ground.  They were able to roll out of the trip.  No injuries reported

● Sports related

o None to report

● Students

o None to report

5. Lab Update 

● Thank you to Security for keeping an eye on the lab during the shutdown 

● List has been created of who has access to each lab room – shared with Security.  This list is kept up to date

● Periodic inspection of lab space is scheduled  6. Items for Discussion 

● COVID 19 Updates 

o Security ▪ Self-assessment of Security Staff before the come into work – also taking temperature.  If they are feeling unwell they are asked to stay home

▪ Ongoing screening of visitors to campus

▪ Hand out available to first time visitors to the campus telling them areas they can access and protocols to follow (face coverings, hand sanitizers, physical distancing, etc)

▪ Security is still providing first aid response on campus.  Protocols in place to protect the Security Staff member in place

● Committee Update

o Welcome back to Frank Cappadocia and Elana Weber

o Chris Glover has decided to leave the Committee as Frank is back.  Thank you to Chris Glover for being part of the Committee 

7. Adjournment/Next Meeting.   

● Next meeting in November, 2020

● Meeting adjourned 

Joint Health and Safety Committee

May 5, 2020

3:00 pm – 4:00 pm

Online Meeting via Zoom

Minutes

Regrets: Frank Cappadocia, Elana Weber, Sree Kurissery

In Attendance:  Chris Gouett, Shannon Scott, Carolyn Rimkey, Chris Glover, Theresa (T-Bird) Prisciak, John Siecker, Rosa Fabiano, Bernadette Pickles, Chris Murray, Tim Rowe, Vicki TeBrugge Guest:  N/A

1. Approval of Agenda Approver: Bern Seconder: T Bird Moved

2. Approval of the Minutes from last JHSC meeting – February 24, 2020  Approver: T Bird Seconder: Rosa Moved 

3. Items Arising from the Minutes (last meeting)

● HVAC at Heritage Place

o Report received from Stantec

o Being reviewed by Dean of Education and University Administration

o Report has been shared with the Building Ownership

o Will be shared with the JHSC in the future o Found increase in CO2 in classrooms in the afternoon during busy days.  Stantec has made some suggestions regarding air quality.  These results are being reviewed by the Building Ownership and they will follow up with Lakehead University in a timely manner

o Lakehead University will encourage the Building Ownership to make any improvements during a time while students are not there

● Training Update

o Increased the number of Orientation Sessions – also providing online sessions

o Following up regarding missing training items

o Moving information to Elusion/Datatel so that it can be viewed by both Orillia and Thunder Bay Campuses

● Fire Plan

o Almost done fire plan

o Getting feedback from Physical Plant

o Ensuring that information is the same for all three buildings

o Should be completed in time for the next JHSC meeting

● Orillia Campus Health and Safety Website

o Updated training part and lab website

o Going through section by section to ensure it is up to date

● Lab Related Waste Disposal

o In Thunder Bay the costs are allocated through the Health and Safety budget and other cost centres.

o In Orillia there is a cost centre for Health and Safety however there is no budget allocated to that centre at this time

o Discussions are ongoing regarding how to allocate the cost of waste disposal

● AED Defibrillator at Heritage Place Campus 

o Discussed at last meeting

o Gift received would cover part of the cost

o It has been recommended by the JHSC that an AED Defibrillator should be at Heritage Place

o Discussion with Campus Administration is ongoing.  JHSC will keep this item on the agenda for updates

4. Injury and Accident Report 

● Staff

o One staff twisted ankle while going downstairs

o Employee in lab noticed unwanted microorganisms on plate.  Moved plate to bio disposal area and destroyed.  In the process some spilled on the floor.  Cleaned the area with proper solution

● Sports related

o Student on basketball team went up for a ball and got elbowed in the head.  Came off almost immediately with a headache.  Sat for the rest of the day.  Student has concussion.  Will see a concussion specialist three times a week 2

● Students

o Student fell on some ice at Heritage Place on parking lot near downstairs door.  Student ripped pants and had a bloody knee.  No follow up noted 

o Student was entering the front door when they slipped on the threshold between the door and vestibule.  Fell on hip and elbow.  No follow up noted

o Student fell on some ice (tailbone) at Heritage Place.  No follow up noted

5. Lab Update 

● Worked hard at the end of term to complete the labs

● Labs were online via Zoom

● Went through the labs at the end of the semester to ensure items were safe, secure, cleaned, and locked down

● Consulted with Physical Plant regarding the closing of the lab

● One Graduate Student has decided to work from home and does not require access to the lab

● No issues since the closing of the lab.  Security is keeping an eye on things

6. Items for Discussion 

● COVID 19 Updates 19:30

o Buildings/Grounds

▪ Residence – students living in Residence consist of Student/Staff and International Students

● Students living in Residences have been moved to floors where one Student/Staff is on the floor with the students 

● Housekeeping Staff have been cleaning and disinfecting on a regular basis

● Residence is still on restricted access ▪ Community Gardening

● Community Gardens have been deemed an essential service

● University is working with external and internal groups to determine how to proceed in terms of allowing access to the Community Garden on campus

● Note to update at next meeting

▪ Cafeteria Building is shut down for the time being.  Regular checks of the building are occurring 

▪ Academic Building/Simcoe Hall

● Running ten hours a day for students and staff

● Custodial Staff during that time are consistently cleaning first floor washrooms and high touch areas

o Security

▪ Self-assessment of Security Staff before the come into work – also taking temperature.  If they are feeling unwell they are asked to stay home

▪ Any visitors are asked pre-screening questions about their health – if they are feeling unwell they are asked to go home/back to Residence and call Tele Health Ontario

▪ On average 2 to 5 students per day.  The students have been practicing physical distancing

▪ Getting more PPE for Security – hand sanitizer, gloves, masks, safety goggles

▪ One medical call so far – was not COVID 19 related

● New AED pads have been delivered

● First Aid Training

o Training deadline has been extended to September 30, 2020 for Province of Ontario

o We are monitoring the situation 

● Question regarding ergonomics

o Question if the University provides ergonomic assessment

o Human Resources had sent out some information regarding ergonomics a couple of week ago on how to set up a workplace

o If anyone has questions about ergonomics in their home office they can contact Orillia Campus Human Resources for more information and assistance

● Campus Reopening Plan

o Discussions are ongoing regarding how/when the campus will reopen 

o Once a plan is in place JHSC will meet in a special meeting to discuss

7. Adjournment/Next Meeting.   

● Next meeting in August, 2020

● Meeting adjourned 

Joint Health and Safety Committee

February 24, 2020

1:00 pm – 2:30 pm

OA 3041500 University Avenue

Minutes

Regrets: Frank Cappadocia, Elana Weber, Chris Murray, Tim Rowe, Vicki TeBrugge

In Attendance:  Sarah Batley, Chris Gouett, Shannon Scott, Carolyn Rimkey, Chris Glover, Theresa (T-Bird) Prisciak, John Siecker, Sree Kurissery, Rosa Fabiano, Bernadette Pickles Guest:  Kevin Willison

1. Approval of Agenda Approver: Sree Seconder: Sarah Moved

2. Approval of the Minutes from last JHSC meeting – November 12, 2019  Approver: Carolyn Seconder: Rosa Moved 

3. Items Arising from the Minutes (last meeting)

● Panic Buttons o Security may have funds to purchase panic buttons – will follow up with management

o Looking at pricing o Buttons would be signed out through Security – the buttons make a loud sound when used

● Heavy Doors

o Question whether this was a general complaint about doors or specific to one set of doors

o If specific the concern can be passed along to Accessibility and Physical Plant for follow up 

o Third floor photocopy room was mentioned as one of the doors that is heavy – Chris Glover will follow up

● Slips/Trips/Falls

o Reminder to staff to be aware of conditions outside when walking

● Naloxone

o Training session offered at the end of January, 2020 – well attended by Students, Staff, and Faculty o Another training set for September, 2020

o Noted that Naloxone kits do have an expiry date.  They will still work however may not be as effective.  Expired Naloxone kits can be exchanged for new ones 4. Injury and Accident Report 

● Staff

o Three slip/trips/falls.  One reported no injury, one fell and hit head – declined medical aid, and one fell while working off campus and required medical aid.  This injury resulted in a fractured kneecap (critical injury).  Ministry of Labour was informed and investigated.

● Sports related

o One student ran into the net during a hockey came and injured thumb

o One student received a knee to the head during a soccer 

o In both cases medical attention was recommended.  Students followed up with by Athletics.  Will not be able to play until medically cleared

● Accident/Incident Reporting

o Reminder when filling out reports that they are to be filled out completely and with as much detail as possible

o Information on forms should be written so that people who are not familiar with the campus can understand them

● Ministry of Labour Visit

o The Ministry of Labour inspector came to campus to discuss with HR the fractured knee critical injury which happened offsite to an employee. HR conducted an internal investigation and provided a report to the MOL inspector complete with follow up communications to the employee and their supervisors. 

o The inspector provided a summary narrative which has been posted on the H&S Board throughout campus. 

5. Lab Update

● Technical staff have been keeping lab information updated, including continuing to ensure that mandatory training (for the labs specifically) is being completed.

● Concern about lab storage is ongoing

● No incidents/accidents to report

● Bio Safety permit has been completed 

● Working on safety audit for lab 

6. Items for Discussion 

● HVAC at Heritage Place

o There have been a number of student complaints regarding air quality at this location

o The University is responding by having air quality testing undertaken by a third party

o Testing is scheduled for March 4th when students and staff are using the space

o Results of audit will be discussed with University administration and the landlord

● Training Update

o HR is requesting managers to follow up with their staff regarding mandatory training which hasn’t been completed

o An online version of the “In Person” Orientation has been created in order to provide greater accessibility and flexibility for staff to access.

● Fire Plan

o The fire plan for University Ave campus is being updated by HR, Physical Plan, Security, Residence and Conference Services, and the Bookstore

o Plan should be complete by the next JHSC meeting

● Orillia Campus Health and Safety Website

o Committee has been asked to review the website and advise of any changes that should be made

o Link will be sent out to the committee

● Lab Related Waste Disposal

o Sustainability Sciences Department pays for the disposal.  Many different departments dispose waste

o Chris Glover will speak with Kathy Pozihun regarding this

● JHSC Future Meetings

o The meetings for the next year will be sent out soon

● Coronavirus

o Health and Wellness spoke about Coronavirus o Handwashing signs in washrooms have been updated

o Information on the Student Health and Wellness Website regarding the virus

o Campus will be following Public Health Guidelines regarding the virus

● AED Defibrillator at Heritage Place Campus

o Kevin Willison joined the meeting to discuss an AED Defibrillator being installed at the Heritage Place Campus

o Kevin has presented a donation to Lakehead University to go towards the purchase of the unit 

o Motion: The JHSC endorses installing an AED Defibrillator at the Heritage Place Campus ▪ First: Sree ▪ Second: Rosa ▪ Motion Carried

o Chris Glover will discuss this with Senior Management

▪ Funding for the unit

▪ Further maintenance costs will be discussed as well

o Health and Wellness will discuss with their department as well

7. Adjournment/Next Meeting.   

● Next meeting in May, 2020

● Meeting adjourned