Offices and Classrooms Meeting

Date: 
Friday, March 19, 2021 - 11:00am
Location: 
zoom
Minutes: 

Present

  • Elaine Doiron (COPE)
  • Cindy Haggerty (COPE)
  • Lindsay Hedlund (Guest)
  • Ursula MacDonald (Ex-Officio member)
  • Leslie Malcolm (Schedule II)
  • Juan Pernia (LUFA)
  • Sue Viitala (Schedule II)

 

1. Approval of Agenda – Approved.

2. Acceptance of Minutes (November 16, 2020) – Moved: Leslie Seconded: Sue Approved

3. Outstanding Business – Update on recertification from Ursula.

4. Inspections – Inspections only done in labs and studios where people are working. No inspections for offices and classrooms made due to lockdown and COVID-19 cases: this will continue until the lockdown is finished. No classrooms and offices are being used. Inspections will be needed in the summer.

5. Injury and Accident Reports – One case of repetitive movement injury that led to surgery from employee working from home: TA assisted with typing for instructor. A COPE member pulled a muscle while managing 150 archived files on campus and is receiving physiotherapy Ergonomic Assessments – None.

6. New Business/Open Discussion –

6.1. Physical plant met school of nursing regarding abatement: Lead paint is being removed in the 1st floor bathroom and 2nd floor nursing classroom. During the spring and summer, work will be done on another building: Ursula is waiting for confirmation.

6.2. In fall, Ursula would like to eliminate assessment areas and move to other areas.

6.3. An annual 2021 Air Sampling is taking place in 26 locations on campus in the CB, UC, and RB. Ursula is suggesting that the location of those 26 places should be reviewed in the fall. Perhaps we should be changing some of the locations where the samples are taking place.

6.4. Action: In June’s JHSC meeting (offices and classrooms), the 2021-2022 member list will be updated. Maps will be shared to see what was already done and what is left to do with inspections.

6.5. Someone else is going to take over the wellness committee: Adam’s last day is May 7th.

6.6. Mobile Safety app is for anyone who is going on campus. It is to be completed before coming on campus. A badge is generated and Security can randomly approach anyone to inspect their app badge. Failed results on the app get sent to HR. Employees must notify their supervisor ahead of time and use a sign in sheet (supervisor approval required). Concerns were discussed regarding visitors who may not use app and not wearing masks: the COVID transition committee should be made aware.

6.7. Return for the fall depends on the District Health unit and provincial directive. LU is upgrading technology to offer in person and online simultaneously.

 

7. Next meeting – June 2021

Labs and Studios - October 2020

Date: 
Wednesday, October 7, 2020 - 12:00pm

Labs and Studios Minutes –October 7, 2020

 

Present: M. Moore, M. Sorokopud, K. Bhatia, J. Sylvestre, A. Diochon, T. King, F. Appoh, T. Moore, C. Hubbard,

TIME Commenced:     9:21 AM by zoom

1.0               Agenda :  Accepted without changes

 

2.0               Incidents/Accidents

 

2.1            A worker was harvesting flax using a sickle.  The sickle slipped and the worker sustained a cut to the hand.  Worker was wearing rubber gloves.   Recommendation that work gloves (preferably leather).

 

2.2            A small garbage fire was discovered following a lab in the first year chemistry lab.  A student has disposed of a chemical (likely sodium borohydride) in the garbage can despite being given explicit instructions not to do that.  Technician immediately used a fire extinguisher to put the fire out and reported to security.

 

3.0               CoVid – Ministry of Labour

 

T. Moore presented an update on Ministry of Labour Inspector presentation to CoVid Committee.  A new flow chart has been created to clarify what PPE requirements are when workers must work within 2m of each other or another person.  The Supervisor’s information sheet has also been clarified regarding PPE and expanded instructions for what to do if a worker becomes ill at work, or is returning to work after recovering from CoVid 19.

 

A new CoVid- H&S page has been created as a landing point for all information.  T. Moore will send out the URL to everyone to review the information on that page.

 

4.0               Inspections

 

Inspections are to be resumed.  If any member of the Committee is uncomfortable with returning to campus to conduct inspections at this time, please contact T. Moore so she will not schedule you for an inspection.

 

5.0               Other Business

 

K. Bhatia reported that squirrels are getting into Centennial building offices.   Work orders have been issued, but the squirrels are still coming in.  T. Moore asked for the last work order to be forwarded to her so she can look into it.

 

6.0               Adjournment:  9:41 AM

Labs and Studios - June 2020

Date: 
Friday, June 12, 2020 - 12:00pm

Labs and Studios Minutes –June 12, 2020

 

Present: T. Moore, A. Diochon, C. Hubbard, K. Bhatia, M. Sorokopud, S. Girvin, G. Oba, F. Appoh, J. Sylvestre, M. Moore, C. Surette

TIME Commenced:     10:01 AM by zoom

1.0               Agenda :  Accepted without changes

 

2.0               As a result of our meeting in May, a Committee for Research Resumption during CoVid was struck by the VPRI, reporting back to the CoVid Transition Committee.  This committee was tasked with developing guidelines and supporting documents to allow for the return to laboratory activities in a safe manner.

 

Discussion covered the elements of the plan, but official documents were not shared at this time as the office of the VPRI was planning round table sessions to involve stakeholders in the finalization process.  An announcement with these dates will be coming very soon.

 

Return to the lab by researchers will require approval of the VPRI’s office, similar in process to the process for essential research framework announced in early March.  Return to academic labs for Fall preparations will occur through a process yet to be determined by the VP academic’s office.

 

CoVid Awareness training is also being developed and will soon be released for employees to complete before coming back to campus.

 

3.0               Adjournment:  10:56 AM

Offices and Classrooms - November 16, 2020

Date: 
Friday, December 11, 2020 - 10:00am

Start 1:00pm

Zoom

 

Present

Elaine Doiron (COPE)

Cindy Haggerty (COPE)

Ursula MacDonald (Ex-Officio member) 

Leslie Malcolm (Schedule II mgmt.)

Juan Pernia (LUFA)

Sue Viitala (Schedule II)



  1. Approval of Agenda – Approved.



  1. Acceptance of Minutes (September 9, 2020) – Approved.



  1. Outstanding Business – 

    1. Recertification: Cindy completed her recertification training. She is a certified worker member on this Committee as required by Occupational Health & Safety Act.

    2. Certification for Management: A Management member is still required to be certified. At this time during Covid the training will most likely be online and it is a large time commitment as normally it is a 3-day course.

Action: Ursula will reach out to Kamil to find out when the next online training session maybe available and pass that information to Leslie, our management representative.

 

  1. Inspections – 

    1. Tiffany and Ursula have conducted COVID-19-related inspections but no basic inspections. Ursula is hesitant to have campus visits due to Covid-19 and time was provided for the committee to share concerns. It was decided by the general consensus that the committee wait 2 weeks to see the status of COVID-19 cases before conducting inspections in December. Ursula comes on campus once a week. Juan has opted out of inspections at this time.

    2. Cindy: If inspections are not done, how will this affect us? Well, hopefully we can get them done soon and won’t have to be concern, although MOL should be understanding that bringing people on campus when Covid cases are rising is not a safe approach, especially to inspect closed buildings.  The RPSS committee members are inspecting these buildings this month. 

Action: Ursula will find out the list of classrooms being used.

Action: Cindy will pull information from previous inspections made this year during her campus visit on November 17 to figure out what we have inspected this year.

 

  1. Injury and Accident Reports – None.

 

Ergonomic Assessments –None.



  1. New Business/Open Discussion –

    1. Lead Abatement update from Ursula: Physical Plant must set up a meeting with the School of Nursing regarding the next area for the lead paint abatement. The only thing that is outstanding are a couple of classrooms and offices. 

 

  1. Asbestos Abatement update from Ursula: Ursula had a meeting last Tuesday and the yearly asbestos audit is completed. The list of areas to be abated for next year is being updated by priority-sequence. 

 

  1. The Wellness Committee has a meeting on November 25th.     The Committee is working on a launch of the Wellness program, which is to take place in January 2021 to coincide with mental health month. Ursula is attending the meeting and will provide an update at our next meeting.

 

  1. COVID-19 updated from Ursula: Lakehead is developing a mobile application that will act as an active screening tool each time an employee comes on campus.  The data that you input through this app will be sent to a designated person on campus. The application will be an add-on from the current Lakehead Mobile Safety App, which will require downloading on your device. An alternate method is to tell your supervisor that you have no symptoms, for those without electronic devices. Hillary, in Security, has been working on this and has substantial knowledge of this app. The COVID Transition Team is discussing this application tomorrow. 

 

  1. The Northern Ontario School of Medicine is open for some in class instructions.

 

  1. Additional time was provided to discuss things that were not on the agenda such as student numbers.

 

  1. Next meeting – Tentatively in December or January.

 

  1. Adjourned: 1:45 pm.

Labs and Studios - Special Meeting

Date: 
Wednesday, May 6, 2020 - 11:00am
Location: 
zoom
Minutes: 

Present: J. Joncas, M. Moore, M. Sorokopud, K. Bhatia, A. Diochon, C. Surette, S. Girvin, J. Sylvestre, T. Moore, U. MacDonald, G. Oba, S. Girvin, K. MacMillan, D. Micheli-Pedwysocki, S. Marcinowsky, B. Stolar, A. Klymenko, H. Chesterman, P. Tallon, T. King, TC Tai, B. Womeck, S. Scott, S. Kurissery, J. Sieker

 

1.0               Agenda :  Accepted without changes

 

2.0               Survey of Concerns:

 

2.1               J. Joncas – keeping students/non-lab members from entering the lab, lack of space.

 

2.2               J. Sieker – cleaning schedule, when will labs be occupied

 

2.3               K. Bhatia – how to run mandatory lab sessions, thinking about using live video demonstration, to have students not have to attend labs face to face

 

2.4               T. King – already implemented one researcher at a time in the facility, concerned about PPE availability

 

2.5               M. Moore – teaching concerns, in particular the greenhouse space.  Many office spaces are shared and not 2 m wide

 

2.6               S. Scott – same concerns as J. Sieker and S. Kurissery

 

2.7               M. Sorokopud – same concerns as F. Appoh

 

2.8               P. Tallon – have a staggered use plan, PPE availability, screening of people entering the buildings

 

2.9               U. MacDonald – Social distancing will be in place for some time, will have to make creative solutions to achieve it

 

2.10           S. Girvin – labs have been dormant, which is a hazard in itself

 

2.11           S. Kurissery – fieldwork distancing concerns, Orillia labs are small and multi-use, should have one point person managing re-occupation, coordinating PPE and cleaning

 

2.12           S. Marcinowsky – currently cleaning high touch surfaces twice daily, as more people access buildings these areas will increase and will be difficult to track where people are accessing

 

2.13           B. Womeck – number of people using the station will increase and there are some concerns about maintaining 2m distance

 

2.14           C. Surette – have space to separate grad students etc. who need to access lab facilities

 

2.15           Amanda – transportation to field work and how to accommodate physical distancing measures, potential for personal vehicles to be used or conducting fieldwork alone, planning to not access field work in/near vulnerable communities, how to manage if someone becomes ill and needs to isolate in the field, and how undergrad summer research assistants will fit into the mix

 

2.16           A. Klymenko – ensure that people who are coming back are comfortable with measures in place, hand sanitizer available, labs that are too small for physical distancing will have to plan other ways to achieve, need for an institutional SOP and distribute to faculty/staff, consequences for not observing the requirements

 

2.17           B. Stolar – how classes with laboratory component will operate, physical distancing visual reminders

 

2.18           D. Micheli-Pedwysocki – Plant will need to know where occupied and when

 

2.19           F. Appoh – access to building (swipe didn’t work), Paleo DNA internship this summer with 4-5 students at once with other measures employed, instrumentation is well suited unless a whole class needs to use one piece of equipment at once.

 

2.20           G. Oba – teaching labs scheduled for the end of August and they are full, how to manage

 

2.21           H. Chesterman – controlled access in place at this time for those without key access to buildings

 

2.22           J. Sylvestre – labs are generally scheduled 8:30-5:30 in the same space, how tech will sanitize between groups, what to clean and with what supplies?

 

 

3.0               Guidance Resources Requested/Required:

 

3.1               SOP is needed to guide physical distancing measures and to be distributed to faculty/staff and students.  Template SOP, with standard sections/measures and an annex for lab specific measures.

3.2                Physical reminders to keep distance would be very helpful

3.3               Checklist to re-open lab safely

3.4               Guidance on homemade/cloth PPE

3.5               Senior Management Team stressing that minimum amount of time on campus in early stages of re-opening would be beneficial

 

4.0               Adjournment: 12:07 PM

5.0               NEXT MEETING: TBA

Offices and Classrooms

Date: 
Wednesday, September 9, 2020 - 10:30am
Location: 
zoom
Minutes: 

Present

Elaine Doiron (COPE)

Cindy Haggerty (COPE)

Ursula MacDonald (Ex-Officio member) 

Leslie Malcolm (Schedule II mgmt.)

Juan Pernia (LUFA)

Sue Viitala (Schedule II)

 

  1. Approval of Agenda – Approved. 

 

  1. Approval of Minutes (May 15, 2020) – Approved as corrected.



  1. Outstanding Business –

  1. Transition Working Group: This new group was created to represent COPE and faculty. Labs and Safety Group was also created. Adam is our connection to the Transition Committee.

Action: Leslie will send the email copy of the response received regarding the logistics inquiry for the re-opening of the campuses for fall course delivery.  

  1. Online training opportunities for CPR: CPR training is running through St. John’s.

  2. Cindy who is our Certified –JHSC member has been registered for a one-day recertification-training course in November 2020.

  3. Sick leave discussion: Friendly reminder to stay home if your are not feeling well.

  4. Fieldhouse: Outside construction is complete. October or November is the estimated time of completion for the inside construction. 

  5. Wellness Advisory Committee:  It is moving to senior administration. 

 

  1. Inspections –Tiffany and Ursula have been inspecting washrooms, the Centennial Building and the University Center building.  List of classes being used unavailable at this time. 

Action: Ursula will follow up with the list.

 

  1. Injury and Accident Reports & Ergonomic Assessments – NONE

 

  1. New Business/Open Discussion –

 

  1. Asbestos Abatement and Lead Paint:  All asbestos has been removed for the calendar year. Audit is completed. School of Nursing lead paint removal in hallway is finished.  There are other School of Nursing lead paint sections that are pending removal: bathrooms and second floor. Mr. Bhatia’s (Mechanical Engineering lab) flooring has been replaced. The old floor was stained from years of use and the tiles contained asbestos.  This was a big project which required moving many heavy machinery in order to get to the floor.

 

  1. A new list of projects for next year will be provided once the audit is reviewed and recommendations for removal are made.  Ursula will update the Committee when she is made aware of the projects list.



Next meeting: To be determined.

 

Adjourned 11:25 am

Offices & Classrooms - May 15, 2020

Date: 
Friday, May 15, 2020 - 9:45am
Location: 
zoom

 

Start 10:00 a.m.
Zoom
Present
Elaine Doiron (COPE)
Cindy Haggerty (COPE)
Ursula MacDonald (Ex-Officio member) (Robert)
Leslie Malcolm (Schedule II mgmt.)
Juan Pernia (LUFA)
Sue Viitala (Schedule II)
1. Outstanding Business
1. A committee focused on the transition to recovery, including the fall reopening of classes, is
meeting every 2 weeks remotely. A Covid transition committee has been created to provide
guidance regarding all matters pertaining to Covid and the University. Cindy read a list of
concerns. The recovery plan will differ per department. At this time, concerns should be directed to
the Chair/Supervisor, who transfers concerns to the Dean/Supervisor who communicates to the VP
or equivalent. Lakehead will make an announcement by June 1st on fall course status. Mail delivery
status in September to be determined.
Action: Ursula to pass on how we can provide feedback to the committee focused on the
transition to recovery.
2. Online training opportunities for CPR.
Action: Ursula will send an email to the committee to confirm the cost and who can provide the
training and when.
3. Sick leave discussion: Long term application requires a doctor’s note but time off over 3 days
due to illness will require a doctor’s note when the supervisor is suspect of legitimacy.
4. Inspections – NONE
5. Injury and Accident Reports & Ergonomic Assessments – NONE
6. New Business/Open Discussion
1. Asbestos Abatement: Ongoing. Bids sent out with Physical Plant.
2. Fieldhouse: Construction going ahead.
3. Air Quality Sampling: Office results for the CB came in and the air is ok. Hallway testing has not
been completed yet. 2019 asbestos audit has been done and submitted to Physical Plant. The
zone air quality testing (for asbestos) has not been completed, the special committee will need
to meet again to discuss if we need to continue the testing, and If so should the zones be

changed. Any specific requests for air quality testing by faculty should be forwarded to Physical
Plant.

4. Wellness Advisory Committee: Meeting coming up Thursday.
Action: Ursula will report on her meeting.
5. Health and Safety Certification Training: Ursula to find out if there are any on-site training
opportunities planned for this year. The online option is always available. Cindy’s certification
will expire in May 2020; Schedule II management member requires training.
6. Coronavirus Update: Ursula reported that a committee is established to oversee decisions and
action plans regarding the virus impacting the university. The Covid Transisiton Committee as
well as there will be other Committees dealing directly with specific areas.

Labs and Studios – November 27, 2019

Date: 
Wednesday, November 27, 2019 - 10:15am

 

Present: J. Joncas, G. Oba, S. Girvin, J. Sylvestre, T. Moore

TIME Commenced:     9:10 AM

1.0   Agenda :  Items discussed as proposed by members present

 

2.0   Review of Minutes : April 17, 2019, August 21, 2019 – Deferred

 

3.0   Inspection Reports: none discussed

4.0   Accident Report/Investigations: none

5.0   Old Business:

5.1   Old Inspection Report follow-up

5.1.1      2019 inspection reports will be sent to all members of the committee to follow up on A and B hazards to ensure they have been corrected. 

5.1.2      Will be sent in November and due by the end of December.

5.1.3      Update – five of thirteen inspections have been completed

 

6.0   New Business:

 

6.1   New Member

6.1.1      Gabriel Oba from Chemistry has been nominated by LUFA to serve on the committee.  The committee welcomes Gabriel.

6.2   ESA inspector

6.2.1      The ESA inspector will be touring CB in the last week of November.

6.3   2019 Inspections outstanding

6.3.1      The outstanding inspections will be completed on December 18th at 2 pm.  Please let Tiffany know whether you will be available at that time to accompany.

6.4   Year End Re-inspections

6.4.1      Five of the thirteen areas that had A and B hazards have been re-inspected.  The rest to be completed by the 23rd of December.

6.5   Safety Showers

6.5.1      CB0014 – Handle too high to be reached by someone of smaller stature.  Steve to look into

6.5.2      Undergrad labs Chemistry – Concern that emergency showers are out in the hallway and whether that’s too far a distance to travel.  Steve to look into whether something can be retrofitted.

6.6   CASES gas rooms

6.6.1      O2 sensor has tripped two times in the past five days.  There is no official procedure on who should be alerted and what measures to be taken.   Tiffany will email Instrumentation and set up a meeting between them, physical plant and security.

 

7.0               Adjournment: 9:35 AM

8.0               NEXT MEETING: 9 am - December 18, 2019 - Av 147

Labs and Studios – October 16, 2019

Date: 
Wednesday, October 16, 2019 - 10:15am

 

Present: M. Sorokopud, J. Joncas, M. Moore, R. Xia, T. Moore

TIME Commenced:     9:07 AM

1.0   Agenda :  Approved.

 

2.0   Review of Minutes : April 17, 2019, August 21, 2019 – Deferred

 

3.0   Inspection Reports: none discussed

 

 

4.0            Accident Report/Investigation Finding:  LUARS

A worker’s finger came in contact with the fan on a motor while using a deawner machine on October 9.  Finger sustained abrasions, and worker did seek medical attention on October 10.  HR was informed of injury on October 10.  Investigation was conducted on Oct. 11 by S. Girvin, M. Moore, T. Moore and D. Savela.

 

The Deawner process was observed and the following recommendations were made:

1)      Equipment positioning and orientation during use be changed so workers don’t have to reach over equipment

2)      Repair and replacement of electrical cords (equipment locked out at time of investigation).

3)      Better signage alerting to hazard

4)      Training to include awareness of the hazard

 

5.0            Old Business:

6.0            New Business:

 

6.1   LUARS

6.1.1            Is LUARS set up for proper lock out/tag out?  T. Moore to send a copy of physical plant procedure to the station.

6.1.2            April 2020 Joint RPSS/L&S members to inspect all equipment used at LUARS during it’s operation to ensure all equipment has been evaluated for safety.

6.2   Transfer of legacy chemicals between labs

6.2.1            Issue with labs accepting old chemicals and not following eRPortal transfer process.

6.2.2            Users will be notified

  • How to transfer in eRPortal inventory
  • Not to accept old chemicals without consulting lab safety officer first

6.3   Old Inspection Report follow-up

6.3.1               2019 inspection reports will be sent to all members of the committee to follow up on A and B hazards to ensure they have been corrected. 

6.3.2               Will be sent in November and due by the end of December.

 

7.0               Adjournment: 9:47 AM

8.0               NEXT MEETING: November 27, 2019

Offices and Classrooms - October 09, 2019

Date: 
Wednesday, October 9, 2019 - 10:15am

 

 

Start 10:05 a.m.

Human Resources Meeting Room

 

Present

Cindy Haggerty (COPE)                                                  

Sue Viitala, (Schedule II))

Dr. Juan Pernia, (LUFA)

Ursula MacDonald (Ex-Officiomember) Leslie Malcom, (Schedule II mgmt.)

 

  1. Outstanding Business – NONE

 

2.                   Inspections

The only inspections outstanding are the CB offices and classrooms. These will be conducted during the week of Oct.15 to Oct.18, 2019

 

3.                   Injury and Accident Reports

April 2019:  Employee advised she slipped and fell outside in April hurting lower back. The employee did not report the incident until May 01, 2019.

May 2019: Employee reported a repetitive strain injury (wrist.) The University sourced the assistance of an ergonomist to facilitate an assessment of the work space. 

 

Ergonomic Assessments

2019: eight YTD

 

4.                   New Business/Open Discussion

 

  1. Ursula congratulate and thanked the Committee for completing all of the inspections this year. A lot of work but a job well done.
  2. The asbestos removal in the CB fan system B1 is now complete.  At this time, we do not have any updates on annual sampling as mandated by law.
  3.   Sue Viitala is stepping down, from this committee. Another Schedule II member and a CUPE member is required.  Sue is continuing on the committee for the time being.
  4. Brian Shott has been hired as a replacement for Shanon Arnold.
  5. 2018 Annual Air Sampling showed all spaces to be ‘below detectable limit’, or ‘within acceptable amounts’. Due to 2019 ACM Removals, the committee will meet to review possible new sample locations, in early 2020.
  6. CB4082B occupant has relocated to CB4082F, and has concerns regarding asbestos.
  7. Wellness Committee has been busy all summer with consultations; including session with employees, faculty and students.  Employees who have been unable to attend in person were able to complete an online survey. The Wellness committee is continuing its work and will be preparing a report.  It is anticipated that the report will be made available to SR. Admin in the new year.
  8. The Committee held a discussion about its membership especially in terms of having a replacement for Shanon Arnold who left the University.  It is up to Schedule II to appoint another worker member.  We are also down to one Certified member and when the next training course is available Ursula will inform the Committee in case anyone is able to attend.

  

Next meeting: TBD (Dec.2019), HR meeting room.

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