Present: Ursula MacDonald, Stan Nemec, Fred Plank, Chris Schooler, Darren Carlin, Steve Girvin, Tina Falcingo, Steve Elsey, Greg Croft, Heather Spivak

 Regrets: Hugh Briggs

 OLD Business:

A.        Steve reported that the floor in the Powerhouse is breaking.  There are no vehicles allowed inside. The area is cornered off with signs advising of the danger, until such time as a decision is made how the floor will be fixed.  There are no        updates at this time on this project.

Nov.18, 2021 update – a design is being developed in anticipation of the project going to tender

Feb.24, 2022 – no change, Feb.16, 2023 still no change, the area is blocked off

B.      Steve has advised that he is scheduling “driver training” for his staff. There have been some unfortunate incidents recently with vehicles on campus. No updates at this time. Probably will wait till Spring 2022

         Feb.24, 2022 – Keith is working on arranging the training.

         Feb.16, 2023 since Keith is no longer working at the University, Steve advised that they planning to have this training completed in the spring of 2023.  Security would like to be part of this training as well.

C. Greg Croft the representative of the Security team has raised two issues;

a)    request for body armour (vests) – approved and samples have been ordered

b)    request for training for the Security team

D. Greg Croft asked about a checklist for Security for newly appointed guards who are on patrol.  Greg advised that there is a checklist for guard in the office but none for guards on patrol. Ursula asked Greg to be discuss this with his supervisor about what a checklist would look like and what it would include.

May 20, 2022 – Ursula asked Greg to send her an email with some topics he feels should be covered, and in addition Ursula with reach out to Frank/Hilary to discuss what this checklist should include.

E. Fred recommended that numbers (i.e., 1, 2, 3 etc.,) be placed on every blue emergency phone that is locate outside, on the University property.  This way when someone calls due to an emergency, Security will ask for the number and will know exactly where this particular emergency phone is located. Fred had a conversation with a Security member who was very supportive of the idea. Ursula will follow up with Security operations supervisors.

F. Darren spoke about the roof over Kinesiology department in Saunders Field house.  He would like us to advise the housekeeping (contract employees) to change the wet towels and buckets more frequently as it may be a cause for mould growth if not changed often.  Steve advised that the roof is getting fixed asap this fall.

Feb.16, 2023 – the work on the Fieldhouse roof has begun.

G.  Greg raised a concern regarding a sidewalk leading to/from Lot 5, a section of it is sinking in and the water is pooling and freezing there

H.  Steve Elsey Location - UC loading dock areas double door. Add removable mullion to double doors so it can be removed for Caretakers. This is required for safe access to bring/remove large objects through doors when setting up Conference Service events. A work order has been submitted.

I.   Just a reminder to all; at the CASES loading zone there is a large nitrogen tank which lets off nitrogen gas periodically, this is actually a safety feature of the dewars. A Security employee was concerned that there was something actually wrong with the tank.  A sign will be put up in the area to prevent others from raising a concern.

J. Updates from Physical Plant;

-Four (4) bathrooms in the Bora Laskin are slated for a complete renovation; the work began in September and it is anticipated to last through at least the winter. Feb.16, 2023 the work is expected to be completed by the end of March.

-Sixteen (16) electrical vehicle chargers will be installed in two different locations on campus (main parking lot behind the Library and ATAC.) This project is nearing completion. Feb.16, 2023- the stations are powered up and should be ready very soon.

Injury Report:

A) An electrical employee hurt their lower back due to an awkward work area, having to twist and turn.  The employee was off work for 1 week followed by 1 week of modified duties.

Near Misses:

None

NEW Business:

Inspections Outstanding;

                                    University Centre – Steve Elsey & Heather

                                    Building Maintenance – Steve & Chris (completed Feb.21)

                                    PACI – Stan & Darren (completed Feb.22)

                                    Bora Laskin – Tina and Heather

NEXT MEETING: March 16 at 1:00 p.m.

Present:   T. Moore, M. Moore, J. Gao, A. Diochon, C. Surette, S. Girvin, G.Oba, S. Zaker, M. Sorokopud, J. Miller.

TIME Commenced: 10:30 AM by zoom

1.0 Agenda :  additions BB Smell (3.0) MOTION G.O. SECOND S.Z. Carried. 

2.0 January 24, 2024 Minutes :  amendments MOTION C.S.  SECOND M.M.  Carried.

3.0 Injuries/Incidents

FB Smell 

Complaint of very strong smell in Graduate Studies upstairs in FB. Digester experiment was in progress.  Some smell evolved upon material transfer from digester to fume hood. SG and TM investigated the lab condition and procedure.  Limited exhaust ‘snorkel’ was used, but did not reach the work area.   There were local exhaust fans/hoods in the area, but upon further inspection were found to be inactive.  Room door was partially open as well. The experiment will be repeated with all exhaust active and in place, with the doors closed.  This is a separate issue from the chronic FB smell complaints in the same unit, that is being addressed separately, and will continue to be addressed during the annual electrical shutdown.

BB Smell

Natural Gas smell complaint.  Enbridge attended, but no source was found.  Suspected sewer gas from dried up drain traps. Occupants were sent notices to run water down drains, and to check for failed freezers that could have decomposed organic matter.  Suggestion that reminder sent out to departments to run water into unused lab sinks and drains at the end of each semester.  TM will send an email to Chairs.

4.0 Inspections

LUARS

Experienced technician returned to position, with knowledge of issues to be addressed. Many items identified at the end of the 2023 season were taken care of.  New lighting has been installed. Waiting for bonding/grounding strap at refueling station (now complete), food fridge to be delivered, door closer waiting for replacement.  pest control seems to be working.  Will be inspected again late summer

2024 Schedule

 Inspections were scheduled for before June.

5.0 Old Business

CB Smell (equipment)

Equipment tags in process.

Silica Testing 

Waiting for results.  Scope of testing reduced since Anthropology/Geology work involving potential silica exposure was reduced.  Respirator fit testing is still available for workers, even if their risk is low. 

6.0 New Business

Labs Unsecured

Several labs across campus reported unlocked by security. All after hours findings. Some areas not cleaned by BEST. Occupants and departments have reminded to keep labs secured when not in use. No reports of items missing, or materials moved. 

Asbestos containing materials and space air sampling

Following nearly a decade of voluntary sampling that has never produced a positive result, air sampling for asbestos containing materials is being paused.  Spot sampling when asbestos is found, and the annual materials audit will continue as normal.  

7.0 Other Business

Updated Training site on D2L

Modules will be hidden until role checklists are completed, to simplify the site for most users. Materials and quizzes have been updated, and most training modules generate their own certificate in D2L. New Accessibility training is likely coming this summer. 

8.0 Adjournment:  11:18 am

9.0 NEXT REGULAR MEETING: May 22, 2024 10:30 am

Present:   T. Moore, M. Moore, A. Diochon, C. Surette, S. Girvin, M. Sorokopud, J. Miller.

TIME Commenced: 10:33 AM by zoom

1.0 Agenda :  MOTION MM. SECOND CS, Carried. 

2.0 January 24, 2024 Minutes :  MOTION C.S.  SECOND MS.  Carried.

3.0 Injuries/Incidents

FB Smell 

Complaint of isopropanol/glue smell in Graduate Studies upstairs in FB. TM contacted all labs in FB to see what their usage was.  Only one lab had a small amount of isopropanol or alcohol in use and they were in the old part of the building.  TM will forward details to SG to investigate this further.  SG provided an update on the fume hood fan servicing FB1014.  Both fans are up and running.  With use of the bench exhaust in 

Anthropology

Incident during field training.  Worker tripped on stake and scraped knee.  Medical aid was not required.  

4.0 Inspections

None conducted

5.0 Old Business

CB Smell (equipment)

Equipment tags in process.

Silica Testing 

Preliminary results were all below Occupational Exposure Limit (OEL).  Report not yet received, but will be shared with the committee when it is.

Labs Unsecured

Numerous labs are continuing to be found unsecured in the evenings by security officers during their patrol.  This is not isolated to one area, department, floor or building.  Please remind your coworkers to ensure that labs are being secured at the end of the day.  A. D. reports finding their lab door ajar after locking it themselves the previous night. TM will advise Physical Plant of the issue and ensure they remind their staff as well to secure labs.

6.0 New Business

Manager Health, Safety and Wellness

Ursula MacDonald is retiring at the end of May.  Tiffany Moore will be seconded into her role until Fall.  The Laboratory and Biosafety specialist role will not be filled on a full time basis at this point in time.

Chem Waste Pick-up 2024

A report of old chemical waste pick-up requests has been created from ErPortal.  Old waste that was not disposed of before the upgrade can now be reconciled without entering the waste into Llumin.  The old waste requests are not accessible to users, contact Tiffany with any questions regarding old waste.

A tentative pickup is being scheduled for early September.

Leak CB 2031

A leak was reported in this lab coming from the ceiling.  The source was identified as a pinhole leak in the floor above.  No damage occurred, and the leak was patched temporarily until the occupant can move items for a full replacement of plumbing to occur.

Civil Lab - Structures

7.0 Other Business

8.0 Adjournment:  11:06 am

9.0 NEXT REGULAR MEETING: June 26, 2024 10:30 am

Lakehead University

Joint Employee-Management Occupational Health & Safety Committee

Office and Classrooms

Minutes

September 29, 2023 (Friday)

Start 11:00 am

HR Meeting Room (UC 0003I)

Present

Carolyne Stevens (COPE)

Élaine Doiron (COPE)

Gabriel Oba (LUFA)

Ursula MacDonald (Human Resources)

Regrets

Sue Viitala (Schedule II)

1. Approval of Agenda –
   Moved: Carolyne
   Seconded: Élaine
   Approved with additions under New Business.

2. Acceptance of Minutes (April 12th, 2023) –
   Moved: Carolyne
   Seconded: Élaine
   Approved with minor changes (item 6.1: Vet School no longer coming September 2024 but later. Removal of item 6.3 regarding Braun Building evacuation).
   
   

3. Outstanding Business – 

1. Violence in the Workplace Policy: This program is at the administrative stage now, the JHSC has reviewed it and new forms will be added on the HR website. 

4. Inspections – The following buildings have been completed over the spring and summer: ATAC (AT), Bike Shelter (BS), Greenhouse (GH), Hangar (SH), Lot 5 (HG), Music & Visual Arts (MV), Nordic Sports Institute (NS), 859 Oliver Road (HG) and Saunders Fieldhouse(SB).
   Action: Élaine to send a Doodle Poll for October 9th to 13th for Reading Week inspections. 

5. Injury and Accident Reports – Since April 2023, there was only 1 incident.

Ergonomic Assessments – None.
Action: Moving forward, this item will be removed until further notice.

6. New Business/Open Discussion – 

1. New JHSC members:
   Action: Carolyne will reach out to Pat to see if they are interested to join as a JHSC Management member.

7. Next meeting – Early December 2023.

1. Action: Elaine to send a Doodle Poll.

8. Meeting adjourned at 11:30 am.

Lakehead University

Joint Employee-Management Occupational Health & Safety Committee

Office and Classrooms

Minutes

April 12th, 2023.

Start 2:00 pm

UC 0003I (HR Meeting Room)

Present

Elaine Doiron (COPE)

Juan Pernia (LUFA)

Sue Viitala (Schedule II)

Ursula MacDonald (Human Resources)

Regrets

Cindy Haggerty (COPE)

1. Approval of Agenda –
   Moved: Juan
   Seconded: Sue
   Approved with additions.

2. Acceptance of Minutes (January 6, 2023) –
   Moved: Juan
   Seconded: Sue
   Approved as presented.

3. Outstanding Business – 

1. Violence in the Workplace Policy (Items 6.c.): Ursula received feedback so far. Orillia will get back to her by April 15, 2023. This policy is currently in the review process.

2. LUFA JHSC Member (Item 6.a.): Juan is going on a year sabbatical starting July 1, 2023.

Action: Juan will reach out to LUFA to find out who the new LUFA JHSC member will be.

4. Inspections – Due to ongoing construction and gym exam set-up, the Fieldhouse/Hanger inspections are cancelled for tomorrow.
   Action: Élaine to send a Doodle Poll for later in May 2023.

5. Injury and Accident Reports – None.

Ergonomic Assessments – Two were completed for 2023.

6. New Business/Open Discussion – 

1. Vet School is coming to Lakehead University September 2025.

2. Ursula working on a “Service Animal” policy.

3. New Building by Beverly Entrance: owed by the city for backflow prevention. This building won’t be inspected for JHSC (Office and Classroom) purposes.

7. Next meeting – Looking to meet in early June (before June 16, 2023).

1. Action: Elaine to send a Doodle Poll.

8. Meeting adjourned at 2:40 pm.

Lakehead University

Joint Employee-Management Occupational Health & Safety Committee

Office and Classrooms

Minutes

January 6, 2023.

Start 11:00 am

Room: UC – 0003I (HR Meeting Room)

Present

Cindy Haggerty (COPE)
Elaine Doiron (COPE)

Juan Pernia (LUFA)

Ursula MacDonald (Human Resources)

Regrets

Sue Viitala (Schedule II)

1. Approval of Agenda – Approved

2. Acceptance of Minutes (October 12, 2022) – Approved with deletions. 

3. Outstanding Business – The Hangar/Fieldhouse inspection scheduled for December 7th, 2022 was not possible due to scheduling conflicts.

4. Inspections –Ursula offered to drive for the PACI inspections.
   Action: Élaine to send a Doodle Poll for the PACI and Hangar/Fieldhouse inspections for February inspections.

5. Injury and Accident Reports – One case of a slip and fall at a Europe conference.

Ergonomic Assessments – One so far for 2023.

6. New Business/Open Discussion – 

1. Process for new members: COPE approves new JHSC members from COPE. Action: Elaine to reach out to Lori Vidotto if she is still interested to join.

2. Upcoming Events: Wellness Week is January 23-27.
   Action: Ursula will send details to the JHSC.

3. Ursula is working on a project reviewing the Violence in the Workplace policy.

7. Next meeting – Looking to meet in April (either the 11th, 12th or 13th).

1. Action: Elaine to send a Doodle Poll.

8. Meeting adjourned at 11:53 am.

Lakehead University

Joint Employee-Management Occupational Health & Safety Committee

Office and Classrooms

Minutes

October 12, 2022.

Start 10:30am

Zoom

Present

Cindy Haggerty (COPE)
Elaine Doiron (COPE)

Juan Pernia (LUFA)

Ursula MacDonald (Human Resources)

Regrets

Sue Viitala (Schedule II)

1. Approval of Agenda – Approved

2. Acceptance of Minutes (June 01, 2022) – Approved as presented

3. Outstanding Business – Since the last JHSC meeting, Élaine has taken the JHSC Certification courses over the spring. 

4. Inspections – The remaining buildings to inspect for the 2022 calendar year are the Hangar and the PACI building. 

5. Injury and Accident Reports –1 employee was injured in August, the employee was on a work related excursion and injured their knee requiring medical attention.

        Ergonomic Assessments – One in progress. There were about 4 overall in 2022.

6. New Business/Open Discussion –

1. JHSC shared Google Drive folder: Elaine, rename the file name for the June minutes (file name is showing as 2022-02 instead of June in file name). 

7. Next meeting – During December exams. Élaine to send out a Doodle Poll once the exam timetable is release on October 21st. JHSC is looking to meet in person for the final meeting of 2022.

8. Meeting adjourned at 11:00am

Lakehead University 

Joint Employee-Management Occupational Health & Safety Committee Office and Classrooms 

Minutes 

June 01, 2022

Start 10:35 a.m.

Zoom 

Present 

Elaine Doiron (COPE) 

Leslie Malcolm (Schedule II) 

Sue Viitala (Schedule II) 

Ursula MacDonald (Ex-Officio member) 

Regrets;

1. Approval of Agenda – 

Moved: Sue Viitala 

Seconded: Jinqiang Hou 

Approved 

2. Acceptance of Minutes (November 22, 2021) – 

Moved: Leslie Malcolm 

Seconded: Sue Viitala 

Approved 

3. Outstanding Business – None 

4. Transition Back to Campus (Air Quality in Buildings): Upgrades have been made to  classrooms but not in offices. The air quality is monitored by Physical Plant and they change  filters at regular intervals. The 3 supporting documents are for information and are used by  Physical Plant but not for our committee when doing inspections. (Three supporting  documents on the shared drive that were for June 2021 meeting but there are no June  minutes on file.) 

• 2022-02. Supporting document for Feb. meeting - conducting an IAQ investigation • 2022-02. Supporting document for Feb. meeting - HVAC and building inspection  survey 

• 2022-02. Supporting document for Feb. meeting - Indoor air quality worker  concern survey 

5. Inspections – The December 2021 inspections did not occur due to COVID-19 cases rising  and the Omicron variant. Inspections are rescheduled to the spring, after April exams, and 

will depend on COVID cases and government directives. Any safety concerns for classrooms  or offices, please reach out to Ursula. Inspections are slotted for 2 hours and in that  timeframe, committee members try to visit as many classrooms and offices as possible. A  binder on Google Drive is available containing the checklist. 

Action: Committee volunteers to do inspections tentatively in May of 2022. 

6. Injury and Accident Reports –Two injuries were sustained in the LU parking lots. The injured  did not require medical attention. Please exert caution when exiting your vehicle in winter  as well as walking in a parking lots (ex. black ice hidden under fresh snow). 

Ergonomic Assessments – Only 1 or 2 request were made. 

7. New Business/Open Discussion – 

7.1. Training is available for Health and Safety representatives in this committee. JHSC  Certification Part 1 and Effective Workplace inspections are both offered virtually. A  budget is available to cover the costs. Please check with your supervisors prior to  registering in any training. No make-up time is owed to your position while taking such  training as it pertains to your role as an employee. Élaine is looking into taking over  Cindy’s role when she steps down next academic year and will need JHSC certified  member training to do this.  

Action: Ursula will send information to Élaine. 

7.2. The Lakehead App Armour has an upcoming update: the changes will be in effect over  the next few weeks. The LU app will redirect people to the government questions.  Lakehead will not have access to your questions but will be able to see the badge upon  completion when an employee is asked to show it on their phone. This update is due to  the limitations of the App Armour: it is limited to yes and no questions. The current LU  app also does not take into account the vaccines, or lack there of, of the person taking  the questionnaire.  

7.3. The committee discussed COVID cases in general. Please continue to wear your mask  when entering a building on campus, doing the pre-screening questions and the  completing the contact tracing spreadsheet. 

7.4. Remote work policy is discussed by the LU administration at the higher levels. 

8. Next meeting – May 2022. 

Action: Élaine to send a Doodle Poll. 

9. Meeting adjourned 11:15 am.

Lakehead University

Joint Employee-Management Occupational Health & Safety Committee

Office and Classrooms

Minutes
February 9, 2022.
Start 10:30am
Zoom
Present
Elaine Doiron (COPE)
Jinqiang Hou (LUFA)
Leslie Malcolm (Schedule II)
Sue Viitala (Schedule II)
Ursula MacDonald (Ex-Officio member)

Regrets
Cindy Haggerty (COPE) due to technical difficulties with audio

1. Approval of Agenda –
Moved: Sue Viitala
Seconded: Jinqiang Hou
Approved
2. Acceptance of Minutes (November 22, 2021) –
Moved: Leslie Malcolm
Seconded: Sue Viitala
Approved
3. Outstanding Business – None
4. Transition Back to Campus (Air Quality in Buildings): Upgrades have been made to
classrooms but not in offices. The air quality is monitored by Physical Plant and they change
filters at regular intervals. The 3 supporting documents are for information and are used by
Physical Plant but not for our committee when doing inspections. (Three supporting
documents on the shared drive that were for June 2021 meeting but there are no June
minutes on file.)
• 2022-02. Supporting document for Feb. meeting - conducting an IAQ investigation
• 2022-02. Supporting document for Feb. meeting - HVAC and building inspection
survey
• 2022-02. Supporting document for Feb. meeting - Indoor air quality worker
concern survey

5. Inspections – The December 2021 inspections did not occur due to COVID-19 cases rising
and the Omicron variant. Inspections are rescheduled to the spring, after April exams, and

will depend on COVID cases and government directives. Any safety concerns for classrooms
or offices, please reach out to Ursula. Inspections are slotted for 2 hours and in that
timeframe, committee members try to visit as many classrooms and offices as possible. A
binder on Google Drive is available containing the checklist.
Action: Committee volunteers to do inspections tentatively in May of 2022.
6. Injury and Accident Reports –Two injuries were sustained in the LU parking lots. The injured
did not require medical attention. Please exert caution when exiting your vehicle in winter
as well as walking in a parking lots (ex. black ice hidden under fresh snow).
Ergonomic Assessments – Only 1 or 2 request were made.

7. New Business/Open Discussion –
7.1. Training is available for Health and Safety representatives in this committee. JHSC
Certification Part 1 and Effective Workplace inspections are both offered virtually. A
budget is available to cover the costs. Please check with your supervisors prior to
registering in any training. No make-up time is owed to your position while taking such
training as it pertains to your role as an employee. Élaine is looking into taking over
Cindy’s role when she steps down next academic year and will need JHSC certified
member training to do this.
Action: Ursula will send information to Élaine.
7.2. The Lakehead App Armour has an upcoming update: the changes will be in effect over
the next few weeks. The LU app will redirect people to the government questions.
Lakehead will not have access to your questions but will be able to see the badge upon
completion when an employee is asked to show it on their phone. This update is due to
the limitations of the App Armour: it is limited to yes and no questions. The current LU
app also does not take into account the vaccines, or lack there of, of the person taking
the questionnaire.
7.3. The committee discussed COVID cases in general. Please continue to wear your mask
when entering a building on campus, doing the pre-screening questions and the
completing the contact tracing spreadsheet.
7.4. Remote work policy is discussed by the LU administration at the higher levels.
8. Next meeting – May 2022.
Action: Élaine to send a Doodle Poll.
9. Meeting adjourned 11:15 am.

Lakehead University

Joint Employee-Management Occupational Health & Safety Committee

Office and Classrooms

Shared Google Folder

Minutes

November 22, 2021.

Start 11:00 am

Zoom

Present

Cindy Haggerty (COPE)

Elaine Doiron (COPE)

Jinqiang Hou (LUFA)

Leslie Malcolm (Schedule II)

Sue Viitala (Schedule II)

Ursula MacDonald (Ex-Officio member) 

1. Approval of Agenda – Approved.

2. Acceptance of Minutes (March 19, 2021) – Approved.

3. Outstanding Business – Certification renewal is an 8-hour, instructor-led, that can be joined in anytime. School of Nursing lead containing paint removal took place in the summer of 2021 there are only a few more areas left but those are primarily faculty offices.

4. Ursula to reach out to Hugh regarding air sampling for asbestos. The University conducts additional air testing each year beyond what is required by law.  We may reconvene a group of employees to review where the next set of air testing should take place. 

5.  Ursula needs to update the 2021-22-member list.

6. Linda Henderson has been hired to assist the Wellness Committee 

7. Adam Shaen has left the University and the new AVP of HR is Roshni Antony.

8.  COVID Coordinator job posting ongoing.

9.  In early November, students not meeting COVID vaccine requirements were cut from D2L; December 1st is the next reassessment. LU employees must continue use the COVID-19 self-assessment on the Mobile Safety App before visiting campus each time. Starting winter 2022, Human Resources is returning on campus and courses will be more in-person.

10. Ursula’s Report: Asbestos abatement is still ongoing and Physical Plant will have a new list of upcoming projects. The updated bathrooms across Security are complete as well as the Athletics building. The Ryan Building is undergoing heating and cooling system repairs. Lakehead received a large donation of Lysol wipes: you are welcome to submit a work order for free wipes through Physical Plant. Masks are not required outside. 

11. Inspections – December 21st- 23rd is needed. Action: contact Ursula for those interested.

12. Injury and Accident Reports – Tabled (Ursula will send an email update.)

Ergonomic Assessments – 2 completed since March 2021.

13. New Business/Open Discussion – Cindy and Leslie are stepping down in fall 2022.

14. Next meeting – Action: Élaine to send Doodle Poll in January (February date).

Adjourned 11:40am