Joint Health and Safety Committee

May 14, 2019 10:30 am – 12:00 pm

OA 3007 500 University Avenue

Minutes

Regrets: Frank Cappadocia, Elana Weber, Rosa Fabiano, Sree Kurissery

In Attendance:  Shannon Scott, Vicki TeBrugge, Carolyn Rimkey, Bernadette Pickles, Theresa (T-Bird) Prisciak, Chris Murray, Chris Gouett, John Siecker, Tim Rowe

1. Approval of Agenda Approver: Shannon Seconder: T-Bird Moved

2. Approval of the Minutes from last JHSC meeting – February 12, 2019  Approver: Shannon Seconder: TIm Moved

3. Items Arising from the Minutes (last meeting)

• Eyewash Station o Project Complete

• AED o The recommendation by the JHSC has been forwarded to Administration for further discussion

4. Injury and Accident Report 

• Lab o Biological Spill – small sample of soil bacteria was spilled - was cleaned up properly using protocols 

• Backpack

o Individual was getting something out of their backpack when they cut themselves – treated

• Slips, trips, and falls

o One individual fell in parking lot

o One individual rolled their ankle on uneven sidewalk

▪ Physical Plant will examine the area 

5. Lab Update

• Lab has two visiting researchers

• Staff is currently updating inventory

• More equipment coming to the lab – looking for more space to store it

• Lab is quieter at the moment

• Floor cleaning is being arranged

o Physical Plant to speak with new cleaning company to set a process 

• Lab staff are currently organizing the lab for the next academic year

• Discussion regarding lab space is ongoing

6. Items for Discussion 

• Security 

o Tactical and handcuff training

▪ Renew every two years

▪ Safety for staff/students/security during escalated incidents

o Staffing realignment is ongoing

o Dr.. McPherson to meet and discuss security for both campuses

▪ Discuss policies and procedures o Heritage Place

▪ Currently on summer shut down

▪ Discussing procedures for Heritage Place

• Custodian

o Bid process completed

o Single contract for campus 

o Each building will have a Team Lead

▪ In Residence the Residence Manager is the Team Lead

o Currently using up old cleaning products.  New cleaning company will provide their own product after old product is used up 

o New cleaning products will be eco-friendly

• Residence

o New Manager has been hired

o All residence employees are now Lakehead employees

o Health and Safety Bulletin Board is being created for residence

o First Aid Certification of staff

▪ Bernadette is going to check

o First Aid Kit

▪ Ned to fill

▪ Bernadette is going to check supplies and request more if required

▪ Shannon to ask who supplies first aid related supplies

o Residence employees are required to complete Lakehead University Health and Safety Training

7. Adjournment/Next Meeting.   

• Next meeting in August, 2019

• Motion to adjourn - First: Vicki  - Second: Carolyn 

Joint Health and Safety Committee

February 12, 2019 3:00 pm – 4:30 pm

OA 2005 500 University Avenue

Minutes

Regrets: Frank Cappadocia, Jeff Tremblay, Bernadette Pickles, Carolyn Rimkey

In Attendance:  Elana Weber, Shannon Scott, Rosa Fabiano, Theresa (T-Bird) Prisciak, Chris Gouett, Vicki TeBrugge, John Siecker, Chris Murray, Tim Rowe, Sree Kurissery

1. Approval of Agenda Approver: Rosa Seconder: T-Bird Moved

2. Approval of the Minutes from last JHSC meeting – October 10, 2018  Approver: Rosa Seconder: Chris Moved

3. Items Arising from the Minutes (last meeting)

 Eyewash Station o Installed in the Arts Supply Room at Heritage Place

o Everyone is happy with the location choice

 Confidentiality of Lab Incident Reports

o No issues – the reports are stored in the lab and not in a public place

 AED

o The AED in Simcoe Hall was paid for by the Human Resources/Health and Safety Budget at that time

o If getting new AEDs there is the question of who will pay for them

o It is believed the cost of an AED is $1000.00 – Shannon will confirm the cost

o Look at cost sharing – if installing an AED at Heritage Place we should discuss with the owners of the building.  If installing at Residence should discuss with the Management of the Residence

o John will contact Heritage Place and Residence Management to see if they are interested in cost sharing

 Fire Drill

o Residence has a fire drill every month

o Heritage Place recently had a fire drill that went well

o There is a plan for a future fire drill at the Academic Building.  Security will coordinate with the Lab

4. Injury and Accident Report 

 Slips and falls

o Two on campus, two off campus

o Two slips and falls on campus were at the parking lot

5. Lab Update

 Lab is busy

o WHMIS training for everyone who has access to the lab as well as orientation

o Lab as students (Undergrad and Grad), Faculty, and Visiting Scholars using the space

 Lab Audit was completed

o Reviewed lab area and Biohazard area

o Checked to see if lab is compliant and if there are any issues

o Lab Audit has been completed and submitted with recommendations

 Cleaning Staff cleans the lab twice a year when invited and escorted – looking to increase that to four times a year (quarterly)

 In Room 3001 lots of items are stored on benches which makes it difficult to fully use the area.  Looking at options for more storage space

6. Items for Discussion

 Lighting at Heritage Place

o Tried to reduce the number of light bulbs.  Didn’t work as the bulbs are required to have the unit work properly

o Looking at other options.  A proposal has been completed and submitted

7. Adjournment/Next Meeting.   

 Next meeting in May, 2019

 Motion to adjourn - First: Rosa  - Second: T-Bird 

Joint Health and Safety Committee October 10, 2018 1:00 pm – 2:30 pm

OA 2005 500 University Avenue

Minutes

Regrets: Vicki TeBrugge, Frank Cappadocia, John Siecker, Chris Murray, Tim Rowe, Sree Kurissery, Jeff Tremblay, Bernadette Pickles

In Attendance:  Elana Weber, Shannon Scott, Rosa Fabiano, Carolyn Rimkey, Theresa (T-Bird) Prisciak, Chris Gouett

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

2. Approval of the Minutes from last JHSC meeting – July 19, 2018  Approver: Rosa Seconder: Chris Moved

3. Items Arising from the Minutes (last meeting)

 Table Top Exercise in on hold until a new date can be determined 

 Eyewash Station

o Consultation in process to see if it is required or not

o The choice is to either remove the materials that require an eyewash station to be present or put in the eyewash station

o Installation of the station is not an issue – the issue is if it is required and where it can be put in

o Possible location is the kitchen area

o Will consult MSDS to see requirements

4. Injury and Accident Report (Note:  Reviewed all injury and accidents from the last six months so that Shannon is aware of them)

 Student fell from bunk bed during school related trip.  Was treated for injuries and released

 Individual that interacts with the campus fell off their long board while off campus.  Came to campus and was treated by Security Staff

5. Items for Discussion

 Fire Drill at Heritage Place

o Fire Drill went well o Some people did not leave quickly

o Meet with staff/faculty

 Blazecast

 What to do in case of a fire

o Fire alarm testing in residence is consistent

o Future fire drills are being planned for buildings as required

 Confidentiality of lab incident reports in the lab

o In a binder in a cabinet in the lab

o Will ask the lab at the next meeting to follow up 

 AED o To be replaced in 2022

o Question of cost – which department pays for it

o Should there be an AED at Heritage Place

 Should speak with building management

o Should there be an AED at the Cafeteria

6. Adjournment/Next Meeting.   

 Next meeting in January, 2019

 Motion to adjourn - First: Carolyn - Second: Elana 

Joint Health and Safety Committee July 19, 2018 1:00 pm – 2:30 pm

OA 2005 500 University Avenue

Regrets: Rosa Fabiano, Bernadette Pickles

Minutes In Attendance:  Vicki TeBrugge, Frank Cappadocia, John Siecker, Theresa (T-Bird) Prisciak, Chris Murray, Tim Rowe, Chris Gouett, Carolyn Rimkey, Elana Weber, Sree Kurissery, Jeff Tremblay, Shannon Scott

1. Approval of Agenda Approver: John Seconder: T-Bird Moved

2. Welcome Shannon to the Joint Health and Safety Committee

3. Approval of the Minutes from last JHSC meeting – April 12, 2018  Approver: Jeff Seconder: Sree Moved

4. Items Arising from the Minutes (last meeting)

 Eyewash Station

o John has done a walkthrough of the area

o He will speak with Rosa regarding the concerns

 Residence Flood o Repairs mostly complete

o Some outstanding items

o There are ongoing discussions with the builders regarding what happened

 Table Top Exercise – Update o Frank and T-Bird will review the suggestions from the group and create some scenarios to try at the next meeting

o The committee will be split into two groups to try the exercises

o People in the groups are given roles and as a group determine what they would do in the situation

o The response time of the group would be 15 to 20 minutes

o Part way through the exercise an unexpected item may be added

o Look at what info can be shared and why

o After the exercise there is a debrief with both groups

o Cases are based on events that have happened or could happen

o In debrief look at what we got right/missed

o Decide if process would change if certain groups are involved (President, Principal, Media)

o Will extend next JHSC Meeting to complete one or two scenarios 

o An example of a scenario was the Active Shooter Exercise – a lot was learned from the experience and improvements to the system were made

5. Injury and Accident Report (Note:  Reviewed all injury and accidents from the last six months so that Shannon is aware of them)

 Security – guard was pushed by a student.  There were no injuries.

 Staff – tripped on steps in front of residence – no injuries

 Student – slipped in lab.  Small cut from scalpel.  Cut on finger was treated.  No follow up was required

 Student – fell off bike during field trip – twisted ankle – follow up with student via email There was a discussion regarding student athletes.  If a student athlete is injured during practice or play then a report is completed and filed with the Athletics Department.  If an employee or a coach is involved then it should be reported to Athletics and Human Resources.

6. Lab Report

 All lab incidents/accidents are reported to the Joint Health and Safety Committee to be discussed and in minutes

 Lab users have become more attentive/diligent through training

 There is a lab review during team meetings

 One identified issue is that there is not separate research lab.  There can be research and coursework occurring in the same space

 Everything in the lab has to be labelled

 Joint Health and Safety Committee will help with communication

 Lab is busy with research and coursework 

 Lab is currently updating items such as labels to be compliant

 Lab is ensuring that all mandatory training is up to date 

 Preparations for the fall semester is underway

 Inventory of the lab is being taken to see what needs to be ordered

 There will be a training session for Security Staff in the near future – the purpose of this training is to:

o Show security what goes on in the lab

o Safety features o Safety data sheets

o Where things are in the lab

 The lab communicates with security frequently to help with monitoring

 The lab and security have a good working relationship

 There is now a separate lockable container in the lab to keep items separate

7. Adjournment/Next Meeting.   

 Next meeting will be scheduled for October 10, 2018 1 – 4pm.  Room to be determined.

 Motion to adjourn - First: Elana - Second: Vicki 

Joint Health and Safety Committee April 12, 2018 1:00 pm – 2:30 pm

OA 3041 500 University Avenue

Regrets: Bernadette Pickles

Minutes In Attendance:  Vicki TeBrugge, Frank Cappadocia, John Siecker, Theresa (T-Bird) Prisciak, Chris Murray, Tim Rowe, Rosa Fabiano, Chris Gouett, Carolyn Rimkey, Elana Weber, Sree Kurissery, Jeff Tremblay

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

2. Approval of the Minutes from last JHSC meeting –October 18, 2017 Approver: T-Bird Seconder: Elana Moved

3. Items Arising from the Minutes (last meeting)

 Cameras

o Cameras in the Commons have been fixed

o Camera has been installed in stairway by OA 2006 in Simcoe Hall.   

o Camera has been installed in front of the cafe

 Speakers

o Speakers have been fixed.  Used to be a 45 second delay, now a 10 second delay

o Speakers have been installed in the Principal’s Suite as well as the Cafeteria

 Tabletop Exercise

o (Frank) Should look at potential ideas for the exercise

 Outline possible scenarios for review

 Those who would normally be involved in the situation step away and observe

 Those who would not normally be involved play parts in the exercise

 Participants should look for the best guess – they are not expected to know what to do

 Should try to involve everybody

 If there is a large group participating think of splitting the large group into smaller groups

o (T-Bird) It is not about right or wrong.  The process is about learning

o (Elana) Suggestion for a topic would be a Mental Health Exercise

 We should create a spreadsheet where people can go and brainstorm exercise ideas.  The spreadsheet has been created and shared with the group

4. Injury and Accident Report 

 Lab

o Two minor cuts – one staff and one student o Leak in glass piping – noticed during an inspection.  Physical Plant arranged for a contractor to fix it o General Lab Cleanup 

 During an inspection beakers were found that were unlabeled 

 Disposed of by chemical waste pick-up

o Lab Storage

 Some items are required to be stored apart – lab made arrangements for this to occur

 Some items are stored in the fumehood

 John wondered if the cabinet could be modified to store more items properly

 John is going to meet with Vicki to discuss

 Four accidents reported for students.  All were during athletic related activities

 Employee related accidents will be reported during the next meeting

5. Items for discussion

 Lab Safety

o Goal of the Lab is to go above and beyond what is required

o All personnel and student with lab access are required to have WHMIS training

o All incidents and injuries are reported

o The lab has regular contact with Thunder Bay lab safety

o The lab strives to be pro-active and transparent

o The lab deals with any issues properly o More lab activity means increase usage

o All lab protocols are followed 

o There has been additional lab personnel hired o JHSC is willing to help the lab in regard to lab safety

o The lab safety team is looking for ways to streamline the system 

 Inspection

o All buildings were inspected

o No significant issues to report

o There are some fire safety signs that are being replaced

o Looking into some smoking area lighting

o There has been communication regarding the flood that was in Residence

 Eyewash Station (Heritage Place)

o Downstairs in Science and Arts room

o There was some concern regarding the location of the eyewash station

o The facility manager was asked about it

o If asked about the location of the eyewash station please advise that we are looking into it o John Siecker will take a look at the issue

6. Adjournment/Next Meeting.   

 Next meeting will be scheduled for July, 2018 

Joint Health and Safety Committee Wednesday October 18, 2017 2:00 pm – 3:00 pm

OA 3041 500 University Avenue

Minutes Regrets: Samantha MacLean, Elana Weber, Bernadette Pickles

In Attendance:  Vicki TeBrugge, Frank Cappadocia, John Siecker, Theresa (T-Bird) Prisciak, Cindy Tindal, Chris Murray, Tim Rowe, Rosa Fabiano, Chris Gouett, Carolyn Rimkey

1. Approval of Agenda Approver: T-Bird  Seconder: Vicki Moved

2. Approval of the Minutes from last JHSC meeting – April 20, 2017 Approver: Frank Seconder: John Moved

3. Items Arising from the Minutes (last meeting)

 Cameras

o Camera in the Commons not working - difficult to get repaired o Camera to be installed in stairway by OA 2006 in Simcoe Hall.  Camera has been paid for.

o No further cameras have been planned at this time

 WHMIS

o Students require WHMIS when working in the labs.  Students can enroll for the WHMIS (Health and Safety/AODA) under the non-academic courses on mycourselink. 

 Snow Removal

o Contract has ended o New contract is in the preparation stage

o Site visits are being scheduled with potential contractors

o Part of the contract will include that the sidewalks must be kept bare

 Speakers

o Approximately 79% of speakers are working properly

o No speakers in the Principal’s Suite – looking at installing speakers in that area

 Hand Sanitizers

o Hand Sanitizers at Heritage Place were discussed

o Administration Services will take care of the cost of installing Hand Sanitizers at Heritage Place

o Hand Sanitizers will be installed in the Commons Area and the Education Lounge at Heritage Place

4. Injury and Accident Report 

 Two employee injuries.  One requiring medical care.  The area involved has been repaired

 Two Students were injured.  No medical care required

 Two visitors were injured.  No medical care required

5. Items for discussion

 Building Inspection o Full inspection in August and September, 2017

o No major issues o Looking at replacing some missing yellow fire signs

o Would like better lighting in the smoking area

 Operation Timberwolf

o The emergency response exercise went well

o Identified speaker improvements

o There were some technological issues including with digital signs.  These issues will be examined further  o Received good feedback from those involved

 Table Top Exercise

o Would like to organize more exercises

o Committee was asked to think about ideas for the next meeting – what could work as a table top exercise

 Power Outage

o Question was asked what happens with the computer systems if the campus has a power outage

o Data Centre is hooked up to the generator

o Generator should be able to work for one day

6. Adjournment/Next Meeting.   

 Next meeting will be scheduled for February, 2018 – after reading week 

Joint Health and Safety Committee Thursday April 20, 2017 11:00 am – 12:00 pm

OA 3041 500 University Avenue

Minutes Regrets: Rosa Fabiano, Samantha MacLean, Elana Weber

In Attendance:  Vicki TeBrugge, , Frank Cappadocia, John Siecker, Theresa (T-Bird) Prisciak, Cindy Tindal, Bernadette Pickles, Chris Murray, Tim Rowe, Carolyn Rimkey Guest:  Chris Gouett

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

2. Approval of the Minutes from last JHSC meeting – January 25, 2017 Approver: T-Bird Seconder: Bernadette Moved

3. Items Arising from the Minutes (last meeting)

 Security Cameras o Camera at the end of the main hallway in Orillia Academic Building moved back by the Custodial Room to cover more of the hallway

o Camera installed by OA2011 to view two hallways 

o Camera installed in Student Services hallway near LUSU offices, 1st floor OA

o Wires have been installed to be ready for a camera in the stairwell leading outside from the second floor of Orillia Academic to the front of the building

o New cameras in the Office of the Principal

 Proposed cameras in the elevators at Residence building due to a number of incidents of vandalism o The campus will continue to look at places to put cameras

o An audit of Security Cameras on campus has been completed and passed on to the proper authorities

 Snow Removal

o Challenging year for snow removal o Spring Cleanup has begun.  This is a slow process o Meeting has been set with snow removal provider to review the service this year and discuss options

 Hand Sanitizer

o Installed hand sanitizer stations in Cafeteria, Alumni Commons, at main entrances or by elevator/centre stairs in the Academic Building

o Residence has installed hand sanitizers

o Goal achieved of installing hand sanitizers in entrances and near elevators of all buildings

o Frank thanked John for ordering the hand sanitizers and arranging the installation o Custodial Staff will monitor the hand sanitizers and refill as required

4. Injury and Accident Report 

 No Employee injuries

 One Student sprained an ankle

 One Custodial Staff Member scratched their hand on a glass fragment

5. Items for discussion

 Building Inspection o Extra boxes found in the loading area of the Bookstore – boxes there temporarily – have been moved

o Other small items have been sent to John Siecker and addressed

o Speakers for Blazecast

 No speakers in Kitchen Area

 Look to replace speakers that are not working o Storage Room in Basement of OA

 Room is being cleaned and reorganized (getting rid of redundant items)

 Shelving being installed

 Smaller tote boxes being suggest – less strain on shelving

 Locking totes suggested for those with sensitive material

 Shelley Unwin to meet with groups using the storage room to discuss these items

o WHMIS

 WHMIS is changing to the Globally Harmonized System 

 Change is occurring in phases.

 Those staff members who use/come in contact with chemicals as part of their job will be required to train on the new system

 More information found on Lakehead website

6. Adjournment/Next Meeting.   

 Next meeting will be scheduled for October, 2017 

Joint Health and Safety Committee Wednesday January 25, 2017 2:00 pm – 3:00 pm

OA 3041 500 University Avenue

Minutes Regrets: Samantha MacLean, Chris Murray, Tim Rowe, Nathan Gardner, Carolyn Rimkey

In Attendance:  Vicki TeBrugge, Rosa Fabiano, Frank Cappadocia, John Siecker, Theresa (T-Bird) Prisciak, Cindy Tindal, Barnadette Pickles Guests  Chris Gouett, Chris Glover, Jason Marchand 

1. Approval of Agenda Approver: Rosa  Seconder: T-Bird Moved

2. Approval of the Minutes from last JHSC meeting – August 24, 2016 Approver: T-Bird Seconder: Rosa Moved

3. Items Arising from the Minutes (last meeting)

 New Sexual Violence Policy o Now has been approved by Board of Governors o Students, Faculty, and Staff are encouraged to view the Policy on the Lakehead University Website https://www.lakeheadu.ca/faculty-and-staff/policies/general/sexual-viole...

o On Campus Training being held this week.  More training will be available in the future

 Let’s Talk Day (Presented by Chris Glover)

o January 25, 2017 is Bell Let’s Talk Day.  Program is designed to raise funds and awareness for Mental Health o Lakehead Orillia Mental Health Outreach Team (MHOT) and Peer Health Education Team have worked together to raise awareness on Campus – display table downstairs in the foyer today

o Encourage use of social media to help raise awareness

 Security Cameras

o New security camera will be placed in the Office of the Principal near the new glass divider wall.

o Some cameras still require repairs o Requests have been made for additional cameras 

 Window Coverings

o Discussions regarding full window coverings have been ongoing

 Drainage by Residence

o Work has been completed and issue has been resolved

4. Injury and Accident Report 

 Worker Injuries

o student accidentally ran into a LU staff member

o 2 slips and falls (icy conditions)

 Student Injuries

o Student sitting on rocks, lost her balance and fell 

o Student stepped on a sharp metal object in the ground/near parking lot.   

 Follow Up: Some metal posts were left in the ground near some trees from when they were planted.  Physical Plant hired a company to do a sweep and remove any metal posts left near trees

o Student had skin irritation 

o Student fell during LU free skate o Student bumped/cut their head.   

5. Items for discussion

 Building Inspection will be conducted in February, 2017 – all buildings

 Future project – better lighting on exterior of buildings on campus

 Snow Removal o Physical Plant is aware of the concerns around snow removal

o This year a new vendor is completing the snow removal.  This vendor has been contacted by Physical Plant to convey our concerns

o The campus will continue to encourage students and staff to use existing sidewalks to travel around the campus

o The campus will continue to update students and staff regarding weather on campus

 Hand sanitizer 2

o Hand sanitizer is available on campus.  Departments been purchasing and maintaining their own supply

o A few folks will look into a more consistent approach to providing hand sanitizer.

 Blazecast

o Blazecast was used recently to inform students and staff that the campus would be cancelling classes and exams due to extreme weather

o Some people did not receive the message and others received it after a delay

o TSC was informed of the issues and has corrected them o It has been suggested that a test of the system be conducted more regularly

6. Adjournment/Next Meeting.   

 Next meeting will be scheduled for April, 2017 3 

Joint Health and Safety Committee Tuesday August 24, 2016 3:00 pm – 4:30 pm

OA 3041 500 University Avenue

Minutes Regrets: Samantha MacLean, Chris Murray, Tim Rowe

In Attendance:  Carolyn Rimkey, Vicki TeBrugge, Rosa Fabiano, Frank Cappadocia, John Siecker, Theresa (T-Bird) Prisciak, Cindy Tindal, Nathan Gardner Guests  Chris Gouett 

1. Approval of Agenda Approver: Frank Cappadocia Seconder: Nathan Gardner Moved

2. Approval of the Minutes from last JHSC meeting – March 8, 2016 Approver: Rosa Fabiano Seconder: Carolyn Rimkey Moved

3. Items Arising from the Minutes (last meeting)

• Wheelchairs have been purchased.  One is located at the 500 University Campus.  One is located at the Heritage Place Campus • ‘Splash’ Bathroom o Now will be called the First Aid Room o For the entire campus (staff, faculty, and students) o Contains First Aid Supplies, shower, and a day bed o Please be mindful of the Custodial Equipment in the room o Frank/John are to talk to the Custodial Staff about any larger equipment being stored in the room o The Campus will let people know the room is available and how to access it (Security) o Meant as a short term area.  If someone has a First Aid need longer than 20 to 30 minutes it is suggested that they seek medical help – for example Emergency or a Walk in Clinic.

• First Aid at Heritage Place o Usually the Security Office is available for short term needs o If someone has a First Aid need longer than 20 to 30 minutes it is suggested that they seek medical help – for example Emergency or a Walk in Clinic.

4. Injury and Accident Report  - Employee injuries – none since the last meeting - Student injury – none since last meeting - Building Inspections - - - - - Minor issues found and addressed immediately Speakers on Campus are being tested and fixed Camera Audit has been conducted and suggestions sent to Security in Thunder Bay Some cameras are being fixed and others added Frank has requested the Audit.  T-Bird will send it to him. - Flooding at Heritage Place - - - -

5. Items for discussion Flood occurred after a recent rain storm Furniture has been moved back after clean up completed TSC to re install computers A catch valve has been installed on the water fountain drainage to help prevent a reoccurrence.   

• Office Space Safety on Campus - A guideline is being worked on to speak about having an open and welcoming space on the entire Campus - Conversation about people bringing in their own coffee makers, space heaters, toasters, small fridges, etc - - If Physical Plant or others see the item as a Health or Safety issue then the it should be addressed with Management We are a LEED Platinum Building – Everyone should be aware of safety and electrical consumption - Window Coverings - - Education of Staff and Faculty about why we have windows to offices and classrooms.  The Campus Philosophy of having an open and welcoming environment Some offices and areas do require privacy.  Should the need arise management will address the inquiry and find a mutually beneficial solution 2 - An Information Paper has been created by Cindy and edited by Linda Rodenburg to address window coverings.  It will be shared with the Joint Health and Safety Committee for review and then sent out to Staff and Faculty on Campus. - Cleanliness - - Staff and Faculty should be mindful of your space If there is an issue it should be address with Management - Paper on the window of the Faculty Outer Office on third floor of Orillia Academic Building - -

• New Business Carolyn informed the group that the paper was put up to prevent Students from trying to view items such as tests and other private information Frank asked John to look into a permanent option - Nathan asked that people check the First Aid Kits to see if they are St John Ambulance First Aid Kits.  We are ordering supplies from St John Ambulance.  If the First Aid Kit is different it can still be used however supplies are only being ordered for St John Ambulance First Aid Kits at this time. - John spoke about the flooding on grounds near the Residence due to spring thaw run off.  The water pooled near the back of the Residence requiring a sump pump to move the water to a different area.  A report has been generated how to change the area to prevent flooding.   - Frank spoke about the parking of workers on the ‘ring road’ across from the 500 University Campus while they are building the Costco.  It is unclear if the City will maintain this road after the construction is completed.  Should Staff, Faculty, or Students park there they will do so at their own risk.   - - - - -Further discussion about what will occur with Parking once the Costco is operating.  Those who park there do so at their own risk. Walk Safe is only authorized to go to the edge of the Campus or to Rotary Place at this time. There may be issues in the future regarding people crossing the University Avenue from these parking areas to the campus. Should Security be called by the City or a Private Business regarding parking Security will encourage the City or the Business to follow their own policies regarding parking on their property. Security and the Committee will give thought to how to communicate this to Staff, Faculty, and Students -Cindy spoke about a couple items - -

Workplace Hazardous Materials Information System (WHMIS) is being changed over to Globally Harmonized System of Classification and Labelling of Chemicals (GHS).  GHS is a global system while WHMIS is a Canadian system. She provided an article to the group to read.   

New Sexual Violence Policy and Legislation.  Information and training to come in January, 2017. 3

6. Adjournment/Next Meeting.   • Next meeting will be scheduled for early November, 2016. 4 

Joint Health and Safety Committee Tuesday March 8, 2016 2:00 pm – 4:00 am

OA 3007 500 University Avenue

Regrets: Samantha MacLean

Minutes In Attendance:  Tim Rowe, Chris Murray, Rosa Fabiano, Theresa Prisciak, Carolyn Rimkey, Victoria TeBrugge, Elana Weber Management in Attendance: Frank Cappadocia, John Siecker Guests:  Nathan Gardner, Chris Gouett 

1. Approval of Agenda Approver: Elana Weber Seconder: John Siecker Moved

2. Approval of the Minutes from last JHSC meeting – October 19, 2015 Approver: Rosa Fabiano Seconder: Theresa Prisciak Moved

3. Items Arising from the Minutes (last meeting)

• Online Training for Health and Safety – Tim had not spoken with Jenny regarding this.  If there are issues with the Online Training for Health and Safety Chris Gouett will speak with Tim. 4. Injury and Accident Report  - Employee injuries – none since the last meeting - Student injury – One student injured during a number of fainting spells in the Commons Area.  She was assisted by Security.  She was wheeled in an office chair to a friend’s vehicle and taken to hospital.  The Student followed up with Security that she had a concussion from the fall and is recovering. 5. Items for discussion

• Wheelchair discussion - The recent Student Injury provided an example of the potential benefit of having a wheelchair on campus - Theresa and Elana have contacted the Thunder Bay campus to learn about their wheelchair usage and processes. - Through research they have learned that a wheelchair costs $300 - $600 to buy.  There is a yearly inspection that is to be done on the wheelchair.  Shoppers Drug Mart is able to provide the inspection service.  The wheelchair must have a visual inspection completed each time it is used. - Discussion about the wheelchair has been between Accessibility, Security, Health & Wellness, and Human Resources - While the cost to buy the wheelchair is not at issue.  The questions regarding the wheelchair will be maintenance of the wheelchair and developing processes for use - Theresa would like the wheelchair be for ‘in house’ use only.  Elana noted that Thunder Bay allows their wheelchair to be loaned out - Theresa discussed the need for an inspection sheet to create a uniform policy - John noted that liability should be considered – Employee and Student - Victoria questioned if two wheelchairs should be purchased.  One for HP and one for the 500 University Campus - The group asked if we should rent or buy the wheelchairs?  Elana and Theresa will find out the costs for each option and report back to Frank - Storage of the wheelchair for 500 University – ‘Splash room’ at 500 University was discussed.  This room may be converted for another purpose and not available to store the wheelchair.  Another room for storage could be the old Health and Wellness Room in the Academic Building.  OA1023. - The HP wheelchair could be stored in the Boardroom - It was concluded that there is a need for wheelchairs on the two campuses.  Elana and Theresa are going to look at the costs and processes and report back to Frank • Student Illness on Campus - In the event that a Student is ill on campus and requires transportation to the hospital - The best option is an ambulance - If the Student refuses an ambulance – Lakehead University Staff are not allowed to drive the Student to the hospital - The Student may have a ride with a friend who is not a Lakehead University Staff Member or Volunteer - At the discretion of the Staff Member – they may pay for the Student to take a taxi to the hospital.  The receipt for the taxi can be submitted to Administration Office on campus for review.  The Student is advised to call the University once they have reached the hospital • ‘Splash’ bathroom first floor Academic Building - Might become an inclusive bathroom – discussion ongoing - Might become a First Aid room.  It would only store First Aid equipment and materials.  It would have to be labeled correctly to avoid confusion

• Labs – No issues 2 • Uneven concrete – John told the group that he will arrange for orange spray paint to mark uneven spots on the concrete.  It was agreed that this method has worked in the past • Parking Lot - The snow removal company apologized for the issues that occurred during the last significant snowfall - John informed the group that even though there was less snow this year – the attention to the parking lot during frequent freezes and thaws must be the same

• Texting and walking – It has been noted that there is an increase of texting and walking near misses.  This practice should be addressed

• While Elana is on Maternity Leave Nathan Gardner will be ordering First Aid materials for the campus

6. Adjournment/Next Meeting.   • Next meeting will be scheduled for early June, 2016. 3