Labs and Studios Minutes – October 15, 2025 AC 147 and zoom

Present:   B. Huska,  S. Girvin, M. Moore, S. Azarhazin, H. Staple, M. Sorokopud, A. Diochon

TIME Commenced: 11:00 am hybrid by zoom

Agenda :  MOTION M.M. SECOND T.M. Carried. 

Sept 2025 Minutes: MOTION  M.M. SECOND S.G. Carried.

Injuries/Incidents

None that are related to the committee

Inspections - 

Completed

Outstanding

• Geology 

• LUIL - A. Diochon - 9:00am Friday

• NRM

• BRI

• Nursing

Old Business

• Nominations for secretary – no nominations were received.  Committee is OK with health and safety continuing to take minutes. The vacancy for the secretary will remain open as a standing item on every agenda. In case worker members feel differently in future.

• Management member search still ongoing, have talked to one individual who was not sure if they had interest in joining. Search ongoing.

New Business

• Health and Safety policy has been sent upstairs and should be approved and released soon.

• After hours lab/studio access was discussed. VA has had issues with cleaning that has led to discussions around access and how it is given. Discussion on what other dept are doing. Biology: Has a room schedule that BEST has access to. This has classes as well as any other use. After hours security comes and lets students in. They can list restrictions on times for each room. List shared with security of approved individuals. Amanada: Could be an issue accommodating students with work or other commitments. Could use an expectation agreement. Have “keep in touch” mandatory and keep the door open while in the space alone. Tiffany: Accommodations can be limited if there is undue hardship by providing, in this care the H&S impact. Could be limited in hazardous areas based on response ability of security. Development of a risk assessment tool may assist in making these decisions. One should be out hopefully prior to december.

• Parking lot use issue: Car lab was testing the car in the athletics parking lot, but had put up their own pylons and blocked vehicles. Were given an area that they needed to stay within. Physical plant will provide a map of approved area and security will ensure this is being followed. Discussions with Kailash did occur.

• Will do more calendar invites for inspections.

Other Business

• Fit tests are not currently being conducted by health and safety as Brenda receives training. In town Healthtec or Stantec may be options to use since SPI has stopped providing as well.

• ECS Cares is picking up sharps/biomedical waste soon. Please contact if you have any that need disposed of.

• Compressor in Pedram’s space in CASES was very loud. Physical plant members noticed while attending to other business in the area. People working in the space did not report the issue, but were actively avoiding the area when it would run. This occurred for 2 years. After investigating it was discovered that an outdoor compressor was used inside and it is currently being fixed.

• Orillia training for students needs to be updated and is in process. - Still working on this.

Adjournment:  11:39am

NEXT REGULAR MEETING: Nov 19, 2025 time 11:00am

Labs and Studios Minutes – September 17, 2025 AC 147 and zoom

Present:   B. Huska,  S. Girvin, M. Moore, S. Azarhazin, H. Staple, M. Sorokopud, G. Oba, C. Surette 

TIME Commenced: 11:00 am hybrid by zoom

Agenda :  MOTION M.S. SECOND C.S. Carried. 

July 2025 Minutes: MOTION  M.M. SECOND H.S. Carried.

Injuries/Incidents

Superior Science Employee: M. Sorokopud carried out a small investigation after an employee was hit in the head with a tinfoil ball thrown by campers. It seemed the person involved was having a bad day and this incident pushed her over the edge. Looks that everything was handled appropriately.

Inspections - 

Completed

• Chemical engineering

• ATRC

• LUARS

• Electrical Engineering

• BAF/LUACF

• Biology

• Kinesiology

• LUEL

Outstanding

• Geology – J.Sylvestre

• LUIL

• NRM

• BRI

Old Business

• Nominations for secretary – no nominations were received.  Committee is OK with health and safety continuing to take minutes. The vacancy for the secretary will remain open as a standing item on every agenda. In case worker members feel differently in future.

• Management member – after a long service Francis Appoh has decided to move on from the committee. The committee thanks Francis for his service. We will need a new management member. If any members of the committee have any suggestions please forward them to Brenda.

• Laboratory decommissioning policy is going to one final committee, please make any comments this month.

• Lab safety training has been updated. Now two parts that will expire every 3 years. All those with current training will have it remain valid until we reach the first 3 year mark then all will be required to complete the new version.

New Business

• Health and Safety policy has been sent upstairs and should be approved and released soon.

• Electrical safety issues: Ongoing problem in many labs and offices, if the committee has any ideas related to spreading information please let health and safety know. Also please keep an eye out for these issues during inspections.

• Asbestos air sampling is occurring this week, it is monitoring that is completed regularly to ensure the buildings with asbestos in them are not causing exposure. No readings in the past have shown levels above normal background.

• Health and safety will send out a poll to see if a new time slot would be more suitable for meetings.

• Will do more calendar invites for inspections.

Other Business

• C. Surette raised concern about contractors and if they have training. There was an incident where contractors came two days ahead of schedule so chemicals that the lab staff were going to move had not been moved. Contractors moved the chemicals themselves. S. Girvin indicated that contractor should not be moving chemicals and that in the future people should call physical plant immediately about this. Contractor training is handled by the contractor themselves and workers should have basic training on hazards.

• C. Surette raised concern about emergency contacts for lab spaces and if the information being up to date. Was called about another department’s equipment in the middle of the night. B. Huska indicated there is a list that security has been shared with the information that comes from hazard signs. If hazard signs are not up to date it could cause an issue, need to follow up with security on what they’re using. Security did also ask for department contacts recently.

• Labs are still moving for anthropology and chemical engineering. 

• Orillia training for students need to be updated and is in process.

Adjournment:  ?

NEXT REGULAR MEETING: Oct 15, 2025 time 11:00am 

Present: Jeff Alexander, Steve Girvin, Frank Sgambelluri, Brenda Huska, Mike Nezvesky, Tina Falcigno, Heather Spivak, Stan Nemec, Tiffany Moore

Started 1:32 PM

Agenda approved

Minutes approved - pending addition of date and spelling correction in name of Gichi Kendaasiwin

Injuries - for injuries to report

An employee walking on the bridge between main campus and the fieldhouse slipped on early morning frost, twisted and fell onto their knee.  Healthcare was required and this is a WSIB reportable injury.  Committee recommended installation of “watch for ice” sign.  S.D. Girvin will look into this.

Old business

1. EPID presentation slide deck/video outstanding - no update

2. Drivers training update. TSC will be doing training soon in June Security, done except for a couple of outstanding personnel. One item mentioned is the requirement for protective, netting or barrier in mechanical vehicles.

1. Update July 17, 2025: TSC reached out to the instructor at the end of June, but TSC contact is on vacation. Time TBD. Security will join in for their outstanding personnel when it is scheduled. New vehicles coming from contract with Enterprise will have a divider between seats and cargo. They should arrive within the next couple weeks.

2. Update Aug 21 2025: Still outstanding, TSC manager is back in office, will be making arrangements.

3. Update Sept 18 2025: TSC drivers are being booked now, will discuss with Frank about security personnel who still need training to join together for booking.Barriers will be included in all future incoming vehicles. First ones came without, Steve G. looking into a solution to this. He will update Stan once he finds one so it can be applied to the existing van.

4. Update October 16, 2025 – final outstanding workers are receiving training shortly. Committee discussed retraining frequency and is recommending a five year refresh cycle with training for all new employees.

S. Girvin reports that barriers have been acquired and will be installed after a short delay

T.Moore reports that she has reviewed all driver training reports and has collected the common infractions or skills taught during the training sessions. These areas for improvement will be communicated to all relevant managers along with supporting fact sheets to assist with communicating best practices to employees.

3. Terms of reference was reviewed by all members and any comments made, but most indicated no changes or comments. Health and Safety still needs to finalize and distribute/post. - complete

4. Parking lot conditions - Recommendation was sent to the university and reply is expected prior to July 2.  Contractor has indicated that a lot of cut and patches will be required.  Priority list was included in the recommendation.

1. Update July 17, 2025: Lot 13 & 14 roadway, fieldhouse, and balmoral entrance are completed. There is funding to continue patchwork in priority areas where it is appropriate. Priority will be discussed. 

2. Update Aug 21, 2025: Pretty much complete, Steve Girvin will email Lorne regarding line painting.

3. Update Sept 18, 2025: Line painting has begun, entrances, roadways, and handicap spots being done. Some more patching is going to happen in residence area and within lots.

4. Update October 16, 2025 – line painting complete additional patching will proceed before winter.

Inspections - Another open day will be scheduled for individuals to join if they are available. Looking to book 2 weeks after meeting.

Next inspections: Braun, Prettie, Outside areas (other than CB/UC area).

New Business

5. Plant Update

UC roofing over upper lecture theatre to be starting soon. Tender has closed.

16 October 2025 - No update

Vet School - Tender has closed for project A, lower floor of CASES & 5th floor ATAC renovations.

Update Aug 21, 2025: Project A is in negotiations with contractors. Tender for project B could start next week. Will be working out how to have contractors cross the pedestrian path safely. Shouldn’t have too many interruptions for Bora Laskin, likely not an issue until spring/summer next year. Will be some noise in the meantime,

Update Sept 18, 2025: Equipment will come around back, instead of through the parking lot and walking path. Communications bulletin/communication to B.L. staff about this. Widening road around back. There were some near misses with cars, monitor for issues

Update 16 October 2025 - Vehicle entrance gate to the construction zone has been relocated to eliminate vehicles turning around a blind corner.  Signs warning about the construction area have been installed.  No further concerns have been communicated.

Gichi Kendaasiwin - Currently looking at a list of possible locations and will be selecting site soon.

Update Aug 21, 2025: Site has been selected, not yet public.

Update Sept 18, 2025: Site announced, going beside bridge leading to fieldhouse near the river.

Lakeside Steps - Tender has been awarded and work will begin soon.

Update Aug 21, 2025: Work is occurring.
Update Sept 18, 2025: Removal complete, forms made, waiting on concrete.

Update 16 October 2025 – work continuing, almost complete.

Air testing for asbestos monitoring underway currently.

Update 16 October 2025 – S Girvin to request update.

Residence Next roofing job is starting and has a hard stop of Aug 22. New vendor selected for this and will be starting next week.

Update Sept 18, 2025: Roofing completed other than snow stops, which will arrive soon. Leaving sea can and will resume in May.  - deferred

Update 16 October 2025 – deferred

Residence Furnace project awarded, currently working on ordering. Will be meeting next week or schedule. 

Update: Moving along well, large portion completed, project has been expanded to do whole building. – Deferred.

Entering Residence Rooms for Maintenance - Is there training or procedures for entering residence areas, like bedrooms, alone? Current procedure for physical plant is under review, but does exist. No residence policy currently. Right now after hours RA is called. 

16 October update - procedure found - Completed

6. Residence Update

Deferred

7. Round Table Items

Smoking in vehicles – an employee was pulled over by the thunder Bay health unit tobacco enforcement officer when seen smoking in a Lakehead University vehicle. This is against the smoke free Ontario act and can result in a ticket to the employee as well as a ticket to the supervisor. The tobacco enforcement officer met with the supervisor, provided some materials and has requested a copy of our smoking policy. policy has been provided, but requires review. Revisions will be made and a draft will come to the committee for review. Additionally, posters will be distributed to all units with workplace vehicles, as well as stickers for the vehicles, indicating no smoking, no vaping and information on the tickets that workers could receive. The tobacco enforcement officer has indicated that the education piece is over and any further in fractions will result in tickets.

SN 1006 door access – an employee in the office SN 1006 reported that they find an exterior door to that office. Space has been found unlocked on several occasions when they arrive for work in the morning. This is not a marked exit. Therefore to protect the safety of the occupants the door lock has been blocked from the outside. The door will remain as an exit to the space but no longer will be an entrance.

Meeting adjourned to 2:10 PM

Present: Frank Sgambelluri, Jeff Alexander, Darren Carlin, Mike Nazvesky, Steve Girvin, Steve Elsey, Tina Falcigno, Heather Spivak, Brenda Huska, Stan Nemec, Tiffany Moore

Started 1:05 PM

Agenda approved

Minutes 20 November 2025 approved 

Injuries - for injuries to report

One slip and fall outside of Bartley Residence, medical aid only

Incidents

Library - electrical contractor working on one floor, Lakehead electricians received a work order for outlets not working on floor below.  Lakehead electricians found a breaker in panel in off position and turned it on.  Electrical contractor had failed to lock-out/tag-out the panel as standard procedure.  Contractor owner has retrained all staff on the importance of lock-out/tag-out and has indicated that subsequent occurrences will result in termination.

Old business

1. Drivers training update. TSC will be doing training soon in June Security, done except for a couple of outstanding personnel. One item mentioned is the requirement for protective, netting or barrier in mechanical vehicles.

1. Update July 17, 2025: TSC reached out to the instructor at the end of June, but TSC contact is on vacation. Time TBD. Security will join in for their outstanding personnel when it is scheduled. New vehicles coming from contract with Enterprise will have a divider between seats and cargo. They should arrive within the next couple weeks.

2. Update Aug 21 2025: Still outstanding, TSC manager is back in office, will be making arrangements.

3. Update Sept 18 2025: TSC drivers are being booked now, will discuss with Frank about security personnel who still need training to join together for booking.Barriers will be included in all future incoming vehicles. First ones came without, Steve G. looking into a solution to this. He will update Stan once he finds one so it can be applied to the existing van.

4. Update October 16, 2025 – final outstanding workers are receiving training shortly. Committee discussed retraining frequency and is recommending a five year refresh cycle with training for all new employees.

S. Girvin reports that barriers have been acquired and will be installed after a short delay

T.Moore reports that she has reviewed all driver training reports and has collected the common infractions or skills taught during the training sessions. These areas for improvement will be communicated to all relevant managers along with supporting fact sheets to assist with communicating best practices to employees.

5. November 20, 2025: Still outstanding

6. January 15, 2026: areas for improvement along with fact sheets have been distributed to all managers with employees who drive university fleet vehicles.  Item complete

2. November 20 2025 - Security vests has union grievance. It was sent down to Occupational health level. Will be reuniting the original subcommittee related to vests, with changes required where individuals have left the university. Want 2 RPSS members for transparency. Frank and Jeff have volunteered. 

January 15, 2025 - Vest committee met on January 6, 2026 to discuss the concerns.  Committee did not recommend changing to a different soft-body armor at this time.  Committee did recommend that training documents be developed to cover proper measurement and adjustment of SBA to ensure the security team has the most comfortable fit.  Also to be included will be other information provided by the manufacturer to improve comfort.

Inspections - final list of outstanding buildings will be shared with Stan and Jeff to address before Stan’s retirement.

New Business

3. Plant Update

Light Fixtures:  Braun upgrades underway. Lots of light in the hallways that have been completed.  School of Nursing hallway upgrades are also underway.

CVDM:  Construction on-going and on track for opening September 2026.  Parking lots assigned to contractor vehicles have been switched for those assigned for Lakehead community parking at the request of BL occupants to improve accessibility to buildings.

4. Residence Update

No update at this time.

5. October 31, 2025 Incident Investigation Report and Recommendations

The results of the investigation were shared with the committee.  Many contributing factors were discussed as well as preventative measures suggested by the personnel involved.

The Investigation team circulated draft recommendations based on their results. Five recommendations related to review of current training, procedures and staffing were accepted by the committee, with an opportunity to provide further input until Monday January 19, 2026.  The committee has approved sending recommendations with any suggested changes after January 19, 2026.

6. Round Table Items

MVA Incident - an unwanted person gained entry to MVA and was found by security in a piano practice room. Security removed the individual.  Security and H&S met with the occupants of the building to address security concerns.  Departments are to conduct risk assessment and put some mitigation measures in place given the low occupancy in the building at times.

UC0051 - This storage space is packed with document storage in boxes which doesn’t appear to have been accessed in some time.  Its current state may be a fire hazard and clean up is required.  H&S to follow up.

Meeting adjourned to 2:21 PM

8 October, 2025.

Start 10:00 am

Hybrid ATAC 3004 and Zoom 

Present

Patrick Larin (Management)

Andrea McCall (COPE)

Jiaqi Li (BSC)

Sue Viitala (Schedule II)

Tiffany Moore (Management)

Ian McIntosh (OPSEU)

Guests

Brenda Huska

1. Approval of Agenda .

Moved: Sue/ Seconded: Andrea / Approved

2. Acceptance of Minutes (13 August 2025)

Moved: Andrea/seconded: Ian/approved

3. Outstanding Business

1. Violence in the workplace program update

A training opportunity for de-escalation awareness has been shared with committee members. Anyone interested should sign up and please pass on to any other front line. Workers in your area or other managers that may be interested.

4. Inspections

Inspections are behind we will be joining for an inspection on Thursday, October 16 at 10:30. Please meet an HR additional times for inspections in November will be shared with the committee please ensure to accept the invitation if you are able to attend.

5. Injury and Accident Reports

One injury with lost time

Employee was participating in an event. While taking photos, they turn suddenly and bumped their head on a pillar. Unfortunately, this resulted in a concussion.  No recommendations were advised by the committee.

6. New Business/Open Discussion

1. Terms of Reference Review: 

Final comments on the terms of reference were due prior to this meeting. The safety office will review all comments and advise the committee if any additional comments were submitted.

Motion: if no additional comments or questions were submitted, move to approve revised terms of reference as previously discussed.

Moved: Patrick/seconded: Sue/approved

2. Health and safety policy reviewService Animal Policy: No update (deferred)

3. Certifications: Part 2 still needs to be completed for Ian and Brenda, Andrea indicated she would be willing to get certified as well.

4. Health and safety policy review: The committee is thanked for their prompt review of the suggested revisions for the health and safety policy. The policy has received approval from the executive team and the board. Revised policy will be shared with the committee when posted.

5. Fire wardens: fire wardens will be updated for PACI as well as all other buildings. The committee notes names, and locations of current PACI fire wardens as provided by Andrea.

6. First Aiders Braun building: a question regarding who is the current designated first raiders for the Braunbuilding.Records are out of date, any members who have valid first aid training and are interested in serving as their areas designated first aider please forward your certificate to her attention so the records can be updated.

7. Next meeting: 10 December 2025 10am in ATAC 3004 and zoom.

8. Meeting adjourned: 10:28 am

Present: Steve Girvin, Jeff Alexander, Steve Elsey, Frank Sgambelluri, Brenda Huska, Mike Nezvesky, Tina Flacigno, Heather Spivak, Stan Nemec

Started 1:34 PM

Agenda approved

Minutes approved

Injuries - for injuries to report

Not a Lakehead Employee,  contracted guard was attacked on campus after an altercation. Went to the hospital, police involved and were given video footage. Seems that the attacker was not a student or Lakehead related in any way. This raised a long discussion about security issues related to the outpost. 

Old business

1. EPID presentation slide deck/video outstanding

2. Drivers training update. TSC will be doing training soon in June Security, done except for a couple of outstanding personnel. One item mentioned is the requirement for protective, netting or barrier in mechanical vehicles.

1. Update July 17, 2025: TSC reached out to the instructor at the end of June, but TSC contact is on vacation. Time TBD. Security will join in for their outstanding personnel when it is scheduled. New vehicles coming from contract with Enterprise will have a divider between seats and cargo. They should arrive within the next couple weeks.

2. Update Aug 21 2025: Still outstanding, TSC manager is back in office, will be making arrangements.

3. Update Sept 18 2025: TSC drivers are being booked now, will discuss with Frank about security personnel who still need training to join together for booking.Barriers will be included in all future incoming vehicles. First ones came without, Steve G. looking into a solution to this. He will update Stan once he finds one so it can be applied to the existing van.

3. Terms of reference was reviewed by all members and any comments made, but most indicated no changes or comments. Health and Safety still needs to finalize and distribute/post. - Still outstanding

4. Parking lot conditions - Recommendation was sent to the university and reply is expected prior to July 2.  Contractor has indicated that a lot of cut and patches will be required.  Priority list was included in the recommendation.

1. Update July 17, 2025: Lot 13 & 14 roadway, fieldhouse, and balmoral entrance are completed. There is funding to continue patchwork in priority areas where it is appropriate. Priority will be discussed. 

2. Update Aug 21, 2025: Pretty much complete, Steve Girvin will email Lorne regarding line painting.

3. Update Sept 18, 2025: Line painting has begun, entrances, roadways, and handicap spots being done. Some more patching is going to happen in residence area and within lots.

Inspections - Another open day will be scheduled for individuals to join if they are available. Looking to book 2 weeks after meeting.

Next inspections: Braun, Prettie, Outside areas (other than CB/UC area).

New Business

5. Plant Update

UC roofing over upper lecture theatre to be starting soon. Tender has closed.

Rural Resource Centre - new equipment has been ordered and Health Unit has approved opening the building with a boil water advisory.  Signs have been posted in the washrooms.

• Update Jul 17, 2025: New equipment in place, but still under boil water order and inspector has not given all clear yet.

• Update Aug 21, 2025: Still waiting on some equipment to arrive. 

• Update Sept 18, 2025: Finally complete, no boil water advisory, back to normal.

Library Lighting - LED swap being done, half of the 4th floor is complete, looking to finish by end of summer. Currently about 90% complete.

• Update Sept 18, 2025: Completed 

Vet School - Tender has closed for project A, lower floor of CASES & 5th floor ATAC renovations.

Update Aug 21, 2025: Project A is in negotiations with contractors. Tender for project B could start next week. Will be working out how to have contractors cross the pedestrian path safely. Shouldn’t have too many interruptions for Bora Laskin, likely not an issue until spring/summer next year. Will be some noise in the meantime,

Update Sept 18, 2025: Equipment will come around back, instead of through the parking lot and walking path. Communications bulletin/communication to B.L. staff about this. Widening road around back. There were some near misses with cars, monitor for issues

Gichi Kensaasiwin - Currently looking at a list of possible locations and will be selecting site soon.

Update Aug 21, 2025: Site has been selected, not yet public.

Update Sept 18, 2025: Site announced, going beside bridge leading to fieldhouse near the river.

Lakeside Steps - Tender has been awarded and work will begin soon.

Update Aug 21, 2025: Work is occurring.
Update Sept 18, 2025: Removal complete, forms made, waiting on concrete.

Air testing for asbestos monitoring underway currently.

6. Residence Update

Next roofing job is starting and has a hard stop of Aug 22. New vendor selected for this and will be starting next week.

Update Sept 18, 2025: Roofing completed other than snow stops, which will arrive soon. Leaving sea can and will resume in May.

Previous contractor drove over light post in Av parking lot, in process for repair/reimbursement.

Update: Posts are on site and waiting to be installed, likely next week

Update: Light repaired

Furnace project awarded, currently working on ordering. Will be meeting next week or schedule. 

Update: Moving along well, large portion completed, project has been expanded to do whole building.

7. Round Table Items

Bikes will be prohibited on main campus strip, signs are up, but not a good location. Looking into other options

Steve E will be taking over for Stan once he retires

Frank: By vet school construction are there signs warning about construction and heavy equipment? Answer: Currently there are none, but steve will bring this up.

Mike: Is there training or procedures for entering residence areas, like bedrooms, alone? Current procedure for physical plant is under review, but does exist. No residence policy currently. Right now after hours RA is called. 

Minutes

June 11th, 2025.

Start 10:11 am

Hybrid ATAC 3004 and Zoom 

Present

Patrick Larin (Schedule II)

Ian McIntosh (OPSEU)

Tiffany Moore (Human Resources)

Jeff Alexander (OPSEU)

Guests

Brenda Huska

1. Approval of Agenda .

Moved: Patrick / Seconded: Ian / Approved

2. Acceptance of Minutes (19 February 2025)

Moved: Patrick / Seconded: Ian / Approved

3. Recognition of notes (23 April 2025)

Did not have quorum for this meeting. 

4. Outstanding Business

1. Violence in the Workplace Policy: No updates, presentation being finalized. Risk assessment for supervisors will be added

2. Committee Membership (New member search): New member Saziya is new designate for COPE and Andrea McCall is alternate. Outreach was sent out to areas without input on the committee, Jiaqi Li from BSC was nominated and the committee is pleased to accept the nomination for the next meeting. Emailing other areas (Kine/athletics and library for other members)

3. LUFA Office:Previously approved conducting an inspection of LUFA office space. Not completed yet. Action: Office inspected, no issues noted.

4. Certifications:  Brenda, Ian, Jeff finished Part 1, will look into Part 2.

5. Inspections

Multiple locations outstanding. 

ATAC (completed by Saziya and Brenda) - Heating/cooling issues, power bars used incorrectly, space heaters, fridges plugged in incorrectly. 

Avila (completed by Ian and Tiffany) - Extension cords in use, blocked exit, tripping hazards.

Will continue to book a day for all committee members to join and complete inspections. 

6. Injury and Accident Reports

None

7. New Business/Open Discussion

1. Terms of Reference Review: Terms of reference will be reviewed for additional time since new members have joined so they can make suggestions. 

2. New Incident Report Form: The old pdf form will no longer be used.   An online google form will be used to collect all incident/accident/witness/supervisor reports.  This will ensure prompt delivery of reports to HR for follow up and processing.

https://docs.google.com/forms/d/e/1FAIpQLSdy-t8hteVo9q5B3pS2UISMryohmZ-oHyqxBb4K77pQX-Xz0Q/viewform?usp=sf_link

3. Service Animal Policy: No update (deferred)

4. Ergonomics Program: No update (deferred)

8. Next meeting: 13 August 2025 10am in ATAC 3004 and zoom.

9. Meeting adjourned: 10:38am

Notes - Quorum Not Met

April 9th, 2025.

Start 10:00 am

Zoom 

Present

Patrick Larin (Schedule II)

Ian McIntosh (OPSEU)

Tiffany Moore (Human Resources)

Guests

Brenda Huska

1. Outstanding Business

1. Violence in the Workplace Policy: Education piece is being finalized and there will be an information session hopefully next month

2. Committee Membership: Looking to add new members (8-10) from locations not currently represented (athletics, PACI, Bora Laskin, CASES, Ryan Building). Looking for workers over management. Will help get quorum and with completing inspections.

3. LUFA Office: Tiffany & Brenda had a look unofficially and did not note any issues. 

2. Inspections

Tiffany will reach out directly to committee members to plan inspections. Planning day in June to complete inspections.

Outstanding: 

ATAC

Avila

Balmoral Street Centre

1294 Balmoral

Due in April

CASES

Greenhouse

Library

3. Injury and Accident Reports

One injury: SN1015, while proctoring exam faculty member missed a stair and fell. No medical care required. No issues noted with the condition of the stairs and no action needed.

4. New Business/Open Discussion

1. Terms of Reference Review: Still need to update terms of reference and present draft for next meeting. New members will be added. 

2. Service Animal Policy: Tiffany updated committee that a service animal policy is being developed.  Comments came back and there is major changes required. Will be looking to implement it in a different manner.

3. Ergonomics Program: Checklist created for worker set up, which will allow workers to complete and assess the set up first. Changes required and the assessment will go through department and then if issues persist they can request an assessment through health and safety. Units are responsible for purchasing items for their staff.

4. Certifications: Tiffany will follow up with Roshni about approval to have Ian and Brenda complete certification training.

5. Next meeting: 11 June 2025 10am in ATAC 3004 and zoom.

Present: Steve Girvin, Jeff Alexander, Steve Elsey, Heather Spivak, Frank Sgambelluri, Brenda Huska, Mike Nezvesky

Started 1:33 PM

Agenda approved

Minutes approved

Injuries - for injuries to report

None

Old business

1. EPID presentation slide deck/video outstanding

2. Drivers training update. TSC will be doing training soon in June Security, done except for a couple of outstanding personnel. One item mentioned is the requirement for protective, netting or barrier in mechanical vehicles.

1. Update July 17, 2025: TSC reached out to the instructor at the end of June, but TSC contact is on vacation. Time TBD. Security will join in for their outstanding personnel when it is scheduled. New vehicles coming from contract with Enterprise will have a divider between seats and cargo. They should arrive within the next couple weeks.

3. Terms of reference was reviewed by all members and any comments made, but most indicated no changes or comments. Health and Safety will finalize and distribute/post.

4. Parking lot conditions - Recommendation was sent to the university and reply is expected prior to July 2.  Contractor has indicated that a lot of cut and patches will be required.  Priority list was included in the recommendation.

1. Update July 17, 2025: Lot 13 & 14 roadway, fieldhouse, and balmoral entrance are completed. There is funding to continue patchwork in priority areas where it is appropriate. Priority will be discussed. 

Inspections - August 7th at 1:30pm meet in the HR, anyone available so inspections can be assigned and completed.

Next inspections: Prettie, Avila, Outside areas

Library and CB were completed 

Typical issues reported, storage of materials in mechanical/housekeeping rooms, water in mechanical rooms, some fallen insulation in CB.

New Business

5. Plant Update

Braun - all moves for freezers/fridges completed.  Building closed July 2 - Aug 15.  Keys will be changed on long weekend, swipe cards suspended, hoarding in halls between BB and SN and tunnel to be installed before July 1.

• Update July 17, 2025: Hoarding not installed between SN and BB since doors in between can be locked with deadbolt. Work proceeding. 

UC roofing over upper lecture theatre to be starting soon.

Rural Resource Centre - new equipment has been ordered and Health Unit has approved opening the building with a boil water advisory.  Signs have been posted in the washrooms.

• Update Jul 17, 2025: New equipment in place, but still under boil water order and inspector has not given all clear yet.

Library Lighting - LED swap being done, half of the 4th floor is complete, looking to finish by end of summer.

Vet School - Tender has closed for project A, lower floor of CASES & 5th floor ATAC renovations.

Gichi Kensaasiwin - Currently looking at a list of possible locations and will be selecting site soon.

Lakeside Steps - Tender has been awarded and work will begin soon.

6. Residence Update

Next roofing job is starting and has a hard stop of Aug 22. New vendor selected for this and will be starting next week.

Previous contractor drove over light post in Av parking lot, in process for repair/reimbursement.

Update: Posts are on site and waiting to be installed, likely next week

Evacuee support - one group caused disturbance on one evening.  Additional measures put in place to support their safe stay.  All other groups accommodated on campus were without safety issues.

Update: All groups moving forward will be providing their own security. Currently no groups on campus, but on standby. Some have come since the previous group and there were no issues.

Furnace project awarded, currently working on ordering. Will be meeting next week or schedule. 

7. Round Table Items

Mike: Residence maintenance building has paint to dispose of. Jaime is looking into some options and will reach out. Mike will talk to Arno about ensuring contractors don’t leave partial pails of paint when they leave.

Frank: Grounds using fire hydrant to clean bird poo. Steve confirmed that is acceptable as they were aware and went through work order. 

Frank: Outside of Wolf Den had exercise class in front of the door using yoga mats. Steve indicated that they cannot set up equipment in front of a fire door, so yoga mats are unacceptable. Brenda will email Laura and Jaimie-Lynn about this. 

Steve: Behind Ryan Building the curb for the sidewalk has been poured. Will do sidewalk soon. Paving will require more time as it has turned into a large area. 

Present: Steve Girvin, Jeff Alexander, Steve Elsey, Frank Sgambelluri, Brenda Huska, Mike Nezvesky, Tina Flacigno 

Started 1:35 PM

Agenda approved

Minutes approved

Injuries - for injuries to report

Wasp sting in shipping and receiving, no lost time

Old business

1. EPID presentation slide deck/video outstanding

2. Drivers training update. TSC will be doing training soon in June Security, done except for a couple of outstanding personnel. One item mentioned is the requirement for protective, netting or barrier in mechanical vehicles.

1. Update July 17, 2025: TSC reached out to the instructor at the end of June, but TSC contact is on vacation. Time TBD. Security will join in for their outstanding personnel when it is scheduled. New vehicles coming from contract with Enterprise will have a divider between seats and cargo. They should arrive within the next couple weeks.

2. Update Aug 21 2025: Still outstanding, TSC manager is back in office, will be making arrangements.

3. Terms of reference was reviewed by all members and any comments made, but most indicated no changes or comments. Health and Safety still needs to finalize and distribute/post.

4. Parking lot conditions - Recommendation was sent to the university and reply is expected prior to July 2.  Contractor has indicated that a lot of cut and patches will be required.  Priority list was included in the recommendation.

1. Update July 17, 2025: Lot 13 & 14 roadway, fieldhouse, and balmoral entrance are completed. There is funding to continue patchwork in priority areas where it is appropriate. Priority will be discussed. 

2. Update Aug 21, 2025: Pretty much complete, Steve Girvin will email Lorne regarding line painting.

Inspections - Another open day will be scheduled for individuals to join if they are available. 

Next inspections: Braun, Prettie, Outside areas (other than CB/UC area)

MVA, Pottery house, powerhouse, CB/UC outside areas, and NOSM all done recently. No major issues, work orders being entered for some items. 

New Business

5. Plant Update

Braun - all moves for freezers/fridges completed.  Building closed July 2 - Aug 15.  Keys will be changed on long weekend, swipe cards suspended, hoarding in halls between BB and SN and tunnel to be installed before July 1.

• Update July 17, 2025: Hoarding not installed between SN and BB since doors in between can be locked with deadbolt. Work proceeding. 

• Update Aug 21, 2025: Open and operating normally. Some areas outside still blocked off for minor work. Next week old transformer will be removed

UC roofing over upper lecture theatre to be starting soon.

Rural Resource Centre - new equipment has been ordered and Health Unit has approved opening the building with a boil water advisory.  Signs have been posted in the washrooms.

• Update Jul 17, 2025: New equipment in place, but still under boil water order and inspector has not given all clear yet.

• Update Aug 21, 2025: Still waiting on some equipment to arrive. 

Library Lighting - LED swap being done, half of the 4th floor is complete, looking to finish by end of summer. Currently about 90% complete.

Vet School - Tender has closed for project A, lower floor of CASES & 5th floor ATAC renovations.

Update Aug 21, 2025: Project A is in negotiations with contractors. Tender for project B could start next week. Will be working out how to have contractors cross the pedestrian path safely. Shouldn’t have too many interruptions for Bora Laskin, lieklye not an issue until spring/summer next year. Will be some noise in the meantime,

Gichi Kensaasiwin - Currently looking at a list of possible locations and will be selecting site soon.

Update Aug 21, 2025: Site has been selected, not yet public.

Lakeside Steps - Tender has been awarded and work will begin soon.

Update Aug 21, 2025: Work is occurring. 

6. Residence Update

Next roofing job is starting and has a hard stop of Aug 22. New vendor selected for this and will be starting next week.

Previous contractor drove over light post in Av parking lot, in process for repair/reimbursement.

Update: Posts are on site and waiting to be installed, likely next week

Evacuee support - one group caused disturbance on one evening.  Additional measures put in place to support their safe stay.  All other groups accommodated on campus were without safety issues.

Update: All groups moving forward will be providing their own security. Currently no groups on campus, but on standby. Some have come since the previous group and there were no issues.

Furnace project awarded, currently working on ordering. Will be meeting next week or schedule. 

7. Round Table Items

Mike N: Dirt bikes have been seen on the path near residence, doing jumps on hill. In future report immediately to security to handle. 

Mike N: Chains on paths and leading to parking lots, are they needed, people just walk over them. Is this a tripping hazard? Response: Chains are mainly to prevent vehicles from getting on paths, people are free to pass over if they wish.

Mike N: Avila courtyard is being used, large gap needs a step, work order has been put in, will need edge painted. 

Some hydraulic fluid or power steering fluid has been leaking from contractor vehicles. Contractors are asked to ensure vehicles are in good working order, likely employee personal vehicles. Steve will remind contractors.