Labs and Studios Minutes – March 21, 2018

Present: H.Forsyth, E. Searle, J. Joncas, K. Bhatia, A. Diochon, J. Sylvestre, S. Girvin

TIME Commenced:     9:04 AM

1.0   Agenda :  Approved - J. Joncas/J. Sylvestre

2.0   Review of Minutes : January 17, 2018 - Approved

3.0   Inspection Reports:

3.1   Biology – several eye washes not tested weekly, food & drink, emergency contacts need updating, waste not stored properly, extension cords being used, incorrect chemical storage, student handling chemicals without lab coat or gloves, shower not tested, eye wash area cluttered, large bottles containing reagents on top shelf

3.1.1     Committee discussed the testing of eye washes and who is responsible

3.1.2     Biology department to be reminded to test eye washes weekly

3.2   Instrumentation/Science Workshop – unlabelled substance, needs new eye wash tag

4.0            Injury/Incident Reports - None

5.0            Old Business:

5.1   Mechanical Engineering Labs

5.1.1     Waiting for reply Re: Food/Drink in Mechanical Engineering labs – will plan re-inspection to ensure issue is taken care of

5.2   Chemical Waste Pickup

5.2.1     All chemicals picked up in January, next pick up scheduled for summer after CASES move in

5.3   Bill 177 – Stronger, Fairer Ontario Act

5.3.1     S. Girvin advised on “structural inadequacies” and leaking roof is not apart of this. If roof leak leads to roof starting to fall apart – this is considered a structural inadequacy and would need to be reported.

5.4 Contacting Grad Students for New Hire Orientation

5.4.1 H. Forsyth contacted Grad Studies to have them email all unemployed graduate students working in laboratories regarding training requirements, such as New Hire Orientation

5.4.2 Grad Studies happy to help in ensuring graduate students are aware of the training that is needed

6.0   New Business:

6.1   PACI Labs

6.1.1     The two teaching labs are in use again. These areas will need to be added to future inspections.

6.1.2     An inspection was done by H. Forsyth and several issues identified

6.1.3     Issues are currently being corrected, a follow-up inspection will be done

6.2   CB 0043 Noise Complaint

6.2.1     Space is shared by Civil Engineering and Mechanical Engineering

6.2.2     Climate control chamber is loud, complaint about noise from Mechanical Engineering technician

6.2.3     Equipment is owned by Civil Engineering, but Mechanical Engineering would like to build structure to keep the noise level down

6.2.4     H. Forsyth to contact technician to see if this issue has been dealt with

6.3   WHMIS training and ErPortal Training

6.3.1     H. Forsyth offering training on the WHMIS 2015 changeover requirements as well as the chemical inventory and hazardous waste management system (ErPortal) throughout the next few months

6.3.2     H. Forsyth advised committee members to forward anybody who may need this training to contact her to register

6.3.3     H. Forsyth will send out training dates to the committee to distribute

7.0   Adjournment: 9:28 AM

NEXT MEETING: May 16^th 2018

Labs and Studios Minutes – January 17, 2018        

Present: H.Forsyth, M. Sorokopud, E. Searle, J. Joncas, K. Bhatia, A. Diochon, J. Sylvestre, C. Surette

TIME Commenced:     9:05 AM

1.0   Agenda :  Add Electrical Safety Authority Inspections - Approved – J. Joncas/C. Surette

2.0   Review of Minutes : December 6, 2017 - Approved

2.1   LUACF maintenance to do monthly fire extinguisher testing

2.2   Received reply Re: Food/Drink in Mechanical Engineering labs – want to know about food banned for laboratories not containing chemicals

2.2.1     Committee agrees that soldering taking place in the lab presents a hazard – lead dust/metal filings ingestion – H.Forsyth to send follow-up email

3.0   Inspection Reports:

3.1   Electrical Engineering – Food/Drink in lab, Batteries not stored properly, non-CSA charger

3.2   Nursing – No issues

3.3   Psychology – Monitor stored on top shelf, Eye wash to be tested

3.4   Physics – Flammable chemicals stored under sink, Shower not accessible

3.5   BAF/ATRC – BAF needs acid spill kit; No issues in ATRC

3.6   Student Health and Counseling Centre – No issues

4.0            Injury/Incident Reports - None

5.0   Old Business:

5.1   Chemical Waste Pickup  - Scheduled for pick up on Jan 23^rd and 24^th

5.2   CB0021 Updates – Chemicals cleared out and will be disposed of in upcoming waste pickup, the lab needs renovations by Physical Plant

5.3   Art Kiln Procedure – Needs to be a more detailed SOP, committee agrees that Fire Department should inspect the kiln first to see if can even be used – H.Forsyth to contact Fire Department

6.0   New Business:

6.1   Yearly Stats

6.1.1     14 incidents in 2017

6.1.2     Most incidents occurred in August, second most in March

6.1.3     Chemical Engineering had the most incidents

6.1.4      Committee suggested this is most likely due to students trying to finish up year end projects quickly

6.1.5     As a solution, Committee suggested to do inspections for areas with most incidents in July/February months

6.1.6     Committee also discussed arranging a large-scale CASES walkthrough 2-3 weeks after labs move into the new building

6.2   Bill 177 – Stronger, Fairer Ontario Act

6.2.1     Changes made to the Occupational Health and Safety Act

6.2.1.1          Health and Safety committee must now report to the MOL any identified potential “structural inadequacies” of any part of the workplace that are a source of danger or a hazard to workers

6.2.1.1.1       Committee wants a clear definition of “structural inadequacies”; H. Forsyth to look into the definition

6.2.1.2          Individual fines increased to $100, 000; Corporation fines increased to $1,500, 000

6.2.1.3          The limitations period for prosecution under OHSA is now one year from “(a) the occurrence of the last act or default upon which the prosecution is based; or (b) the day upon which an inspector becomes aware of the alleged offence.”

6.3   Electrical Safety Authority Inspections

6.3.1     Mostly extension cords used as permanent devices indentified as issues

6.3.2     H.Forsyth notified all parties in charge of rooms identified in ESA report to remove extension cords

7.0   Other Business:

7.1   Committee wants Graduate Students who are not employed to be contacted regarding new hire health and safety training

7.1.1     Currently there is no way to contact Graduate Students unless they are employed by Lakehead University and therefore many students are missed

7.1.2     H. Forsyth will contact Grad Studies to email Graduate Students who are currently not employed with Lakehead University about registering for new hire health and safety training

7.2   Committee wants workshop set up for Field Safety to go over Risk Assessment documents for additional input from those who would be using the form

7.2.1     H Forsyth to set up workshop for reading week

8.0   Adjournment: 10:05 AM

NEXT MEETING: March 21^st 2018

Labs and Studios Minutes – December 6, 2017     

Present: H.Forsyth, B. Liao, S. Girvin, A. Diochon, J. Sylvestre

TIME Commenced:     9:05 AM

1.0   Agenda :  Approved

2.0   Review of Minutes : Send mechanical engineering food and drink email  - Approved

3.0   Inspection Reports:

3.1   Paleo – No issues

3.2   BRI – Improperly labelled/stored waste

3.3   Anthropology – Pipe leaking, shower tests to be done

3.4   LUACF – Need chains for gas cylinders and fire extinguishers need to be checked (TBRRI)

3.4.1     H.Forsyth to contact TBRRI regarding fire extinguisher testing

4.0            Injury/Incident Reports - None

5.0   Old Business:

5.1 Chem Waste Pickup  - To be sent out for quotes this week

5.2 2017 Outstanding Inspections – Only 2 left unscheduled

5.3 2017 Re-Inspections – To be completed this week/next week

       5.3.1 Committee to decide on re-inspection procedure

                       5.3.1.1 At least one person on re-inspection must have been involved in original inspection

                       5.3.1.2 Committee to ensure all A and B issues have been addressed after reply is received

6.0   New Business:

6.1   Lab decommissioning

6.1.1     Inspection of CB0021 happening later today

6.1.1.1          Substantial chemical waste left behind

6.1.1.2          Will update committee on inspection results

6.2   Visual arts kiln fire permit

6.2.1     Inspected the kiln – showed committee photo of the kiln

6.2.2     Procedure needs to be approved by fire dept before permit issuing

6.2.3     May have issues as burning can only be done 5 pm – 12 am

6.2.4     Will update committee on results

6.3   Natural gas complaints

6.3.1     H. Forsyth to set up training for security and some JHSC members in 2018

6.3.2     Committee suggests basic protocol to be created based on the training and added to lab safety training

6.3.3     Scratch and sniff cards ordered

7.0   Other Business: None

8.0   Adjournment: 9:50 AM

NEXT MEETING: January 17^th 2018

Health and Safety Committee Meeting

Retail and Physical Support Service

Lakehead University

955 Oliver Road

Date:  November 16, 2017

Place: Avila- Physical Plant meeting room

Time: 9:09 a.m.

Present:  Steve Girvin, Ursula MacDonald, Brenda Rojik, Fred Plank, Hugh Briggs, Rob McCluskey, Stan Nemec,

Regrets:  Darren Carlin, Brian Cox, Mike Davis

OLD Business:

1. A.   Steve reported that the floor in the Power house 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. Jan.21, 2016 Steve advised that this project will be put on a list of capital projects for the 2016-2017 fiscal year.  This item has now been rolled into a co-generation project, if the project goes ahead.

Nov.16/17 - a structural engineer has bene retained to complete an assessment a recommend a temporary fix.

            B.  Radio communications in PACI continues to be a problem, especially the         basement.

            C.  There is a meeting set up for Thursday, June 29, 2017 with Physical Plant, Security and Health and Safety to discuss and hence develop a procedure for responding to natural gas call outs.  October 19, 2017 – we are waiting for Security to review and finalize the procedure.

Injury Report;

            None

Near Misses:

None

Inspections Outstanding;

• University Centre (Rob & Mike)
• Building Maintenance (Stan & Rob)

New Business:

1)    The pool was closed recently by the Health Unit due to poor lighting. Temporary solutions have been put in place.  All old lights will be coming down and new ones will be installed in the near future. The pool will have to be closed for the changeover.

Nov.16/17- the lights are expected to arrive around Nov.20/17 and should be installed over the Xmas break.

2)    A faculty member whose lab shares a wall with a mechanical room has raised a safety concern in regards to a vibration and the noise when the fan turns on. The employee suffers head aches and has a difficulty concentrating with the noise and the vibration.

Steve will issue a work order to take a look at the situation and find ways to address the problem.

Nov.16/17- physical plant has changed the belts and continuing to investigate why the vibrations continue

NEXT MEETING:    Thursday, January 18, 2017 in Avila – Physical Plant meeting room at  9:00 a.m.

Health and Safety Committee Meeting

Retail and Physical Support Service

Lakehead University

955 Oliver Road

Date:  October 19, 2017

Place: Avila- Physical Plant meeting room

Time: 9:06 a.m.

Present: Steve Girvin, Ursula MacDonald, Brenda Rojik, Brian Cox, Fred Plank, Mike Davis

Regrets:  Hugh Briggs, Rob McCluskey, Stan Nemec, Darren Carlin

OLD Business:

            A.  Steve reported that the floor in the Power house 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. Jan.21, 2016 Steve advised that this project will be put on a list of capital projects for the 2016-2017 fiscal year.  This item has now been rolled into a co-generation project, if the project goes ahead.

            B.  TSC has now completed the installation of an antenna extension for UC0035 area     for complete two way radio communication coverage.  Steve advised that it has made          a tremendous difference in the ability for the mechanics who use two way radios.    Security has noticed a positive difference as well.

            PACI continues to be a problem, especially the basement.

            C.   The 2017 Annual Asbestos audit has begun.  Shanon is working on a list of priorities for removal of asbestos from the 2016 audit.  The removal from the 2016 audit has been completed. Shanon is now compiling a priority list from the 2017 list. Any removals from this list will be completed in the 2018/2019 budget year.

            D.  Darren spoke about a letter of understanding for the IUOE about coming to work when the University is closed.  Steve explained that the Mechanical department will have a meeting to discuss

E.  There is a meeting set up for Thursday, June 29, 2017 with Physical Plant, Security and Health and Safety to discuss and hence develop a procedure for responding to natural gas call outs.  October 19, 2017 – we are waiting for Security to review and finalize the procedure.

Injury Report;

1. Maintenance employee – Employee pinched a finger folding a ladder.  First Aid.
2. Security employee – Employee fell a sharp pain in shoulder when opening a door. First Aid.
3. Grounds – Employee hurt elbow when a weed whipper got stuck in the weeds. Medical Aid, employee placed on modified duties for a period of time.

4.  Conference Services –Employee in a car accident while on company business and LU vehicle.  Sore back. First Aid only.

Near Misses:

None

Inspections Outstanding;

• University Centre (Rob & Mike)
• Power House (Steve & Brenda) Friday, Oct.20 at 1:00 p.m.
• CJ Sanders Field house (Brian & Fred) Friday, Nov.03 @10:30 a.m.
• Building Maintenance (Ursula & Rob)

New Business:

1)    A concern was raised by a member in the psychology building about lead water pipes in the building.  Physical plant has advised that we have no lead pipes on campus.

2)     A discussion was held in regards to inspections and what to look for. One of the issues that was raised as a result of an incident in June, 2017 was the pipe insulation.  An employee burnt an elbow on a steam pipe, where the insulation was missing.  Special attention should be paid when inspecting mechanical rooms to missing, broken insulation while keeping in mind that the insulation can contain asbestos.

3)    The pool was closed recently by the Health Unit due to poor lighting. Temporary solutions have been put in place.  All old lights will be coming down and new ones will be installed in the near future. The pool will have to be closed for the changeover.

4)    A faculty member whose lab shares a wall with a mechanical room has raised a safety concern in regards to a vibration and the noise when the fan turns on. The employee suffers head aches and has a difficulty concentrating with the noise and the vibration.

Steve will issue a work order to take a look at the situation and find ways to address the problem.                                                                                                                        

5)    Ursula advised that Forum North will be held on November 7&8, 2017.  Anyone interested in attending please discuss with your supervisor and let Ursula know.

6)    Heidi Forsyth has been hired to replace Tiffany Moore who will be going on a mat leave soon.

Meeting adjourned at 10:20 a.m.

NEXT MEETING:    Thursday, November 16, 2017 in Avila – Physical Plant meeting room at

9:00 a.m.

Labs and Studios Minutes – November 15, 2017   

Present: T. Alderson, E. Searle, H.Forsyth, K. Bhatia, W. Gao, S. Girvin, A. Diochon, C. Surrette, J. Joncas, M. Sorokopud

TIME Commenced:     9:02 AM

1.0   Agenda : Add H.Forsyth to Agenda– Approved

1.1   H.Forsyth introduced to committee members

2.0   Review of Minutes : Accepted

3.0   Inspection Reports:

3.1 Natural Resource Management

3.1.1     Major Issues :

3.1.1.1     Eyewash checks not recorded weekly

3.1.1.1.1   Committee wants to know why eyewash checks need to be weekly

3.1.1.1.2   H. Forsyth to look into this

3.1.1.2     Daisy chained power bars/permanent extension cords

3.2   Mechanical engineering

3.2.1     Major Issues:

3.2.1.1    Homemade devices

3.2.1.2    Non-CSA equipment

3.2.1.3    Tripping hazards: cords/cables

3.2.1.4    Food and drink in the lab

3.2.1.4.1   Ongoing issue – H.Forsyth to send letter to the dean to see that this issue is dealt with

3.2.1.4.2   Committee suggests lockers be rented on campus for food and drink storage

4.0   Injury/Incident Reports

4.1 Injury

4.1.1    Chemistry – Some inhalation of thionyl chloride while following protocols

4.1.1.1     H.Forsyth to look into whether committee recommendation has been sent out

5.0   Old Business:

5.1 Chem Waste Pickup

5.1.1     General pickup to be arranged by end of the year

6.0   New Business:

6.1 Lab Safety Policy

6.1.1     Awaiting comments from HR and Dean of Research

6.2  Emergency Contact List Template

6.2.1     Committee agrees to change “vacation” to “off-campus”

6.3   2017 Outstanding Inspections

6.3.1     10 inspections left

6.3.2     H. Forsyth to send out remaining inspections to committee

6.4   2017 “A” and “B” re-inspections

6.4.1     H. Forsyth to look into how many are left

7.0   Other Business: None

8.0   Adjournment: 10:05 AM

NEXT MEETING: Wednesday, December 6, 2017 at 9 a.m. in AC 147

Minutes

October 13, 2017

Start: 1:34 p.m.

Human Resources Meeting room

Present

Employee Members                                                              Management Members

Cindy Haggerty (COPE)                                                      Leslie Malcolm, Coordinator

Shanon Arnold (Schedule II)                                     Learning Technologies & Innovation

Dr. Juan Pernia (LUFA)

Regrets

Sue Viitala (Schedule II)

Ursula MacDonald (Ex-Officio member)

1.         Outstanding Business

A)   The Annual Asbestos Removal list is complete.  This year it is based on the 2015 and 2016 audits.  May 17, 2017 update – Shanon is reviewing the tenders and the bids and will be selecting priority projects.

            Update Oct.13, 2017 - 2017 Asbestos Removals:

1. Mechanical insulation in Bartley and Prettie.

2. Various mechanical insulation, drywall repairs on ceilings and walls, on main campus.

3. Type 2 cleaning: CB4027

4. Asbestos fireproofing removal & replacement: UC1022/A.

5. Window & caulking replacement: 859 Oliver Road, (aka Pottery House)

6. Textured, asbestos ceiling removal, new fireproofing install, repair drywall on walls: BB1031.

B)   The Committee would like to review and update where necessary the Terms of Reference. Ursula will attempt to locate them and bring them to the next meeting.

C)               The members of the Committee expressed interest in inspection training, via web

or ½ day class. 

2.   Inspections

Completed inspections: part of BB and TSC rooms in ATAC

CB and PACI.

3.  Injury and Accident Reports

• June – Orillia employee strained their wrist while lifting a rolled up carpet.

• July – No injuries

• Aug – No injuries

• September – Thunder Bay campus. An employee from the bookstore slipped on spilled ketchup in the cafeteria.  Employee suffered minor injuries.

Social Work – Orillia employee fell on an uneven sidewalk. Employee off work for a couple of days due to injuries.

Ergonomic Assessments; 

There have been 11 ergonomic assessments completed from January to May 2017.

4.   New Business/Open Discussion

A)   2017 annual asbestos audit has been completed.  Shanon will be making a list of priorities for removal in the next fiscal year.

B)   A faculty member in the Centennial Building raised a concern about sprayed on fire proofing in the ceiling above the brown slats in the hallway and outside the offices of CB 4082.  Physical plant retained the services of TrueGrit.  The samples have been tested and are confirmed to contain asbestos.  The fire proofing is not deemed as being a hazard to the occupants of the offices in this area.  Air and dust samples testing completed in this same area in March of 2017 indicated no presence of asbestos in the air or in the dust samples.

C)   Heidi Forsyth has been hired to replace Tiffany Moore, Labs and Biosafety Specialist who will be going on mat leave shortly.

D)   The Committee began the review process of the Offices and Classroom JOHSC terms of reference. A draft copy of the Terms of Reference will be shared in a google drive folder for members to provide further input/revisions.

 Next meeting:  Date and time to be determined (Friday)

Health and Safety Committee Meeting

Retail and Physical Support Service

Lakehead University

955 Oliver Road

Date:  June 15, 2017

Place: Avila- Physical Plant meeting room

Time: 9:12 a.m.

Present: Steve Girvin, Ursula MacDonald, Brenda Rojik, Stan Nemec, Darren Carlin

Regrets:  Hugh Briggs, Brian Cox, Fred Plank, Rob McCluskey, Mike Davis

OLD Business:

            A.  Steve reported that the floor in the Power house 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. Jan.21, 2016 Steve advised that this project will be put on a list of capital projects for the 2016-2017 fiscal year.  This item has now been rolled into a co-generation project, if the project goes ahead.

            B.  April 21, 2016 - A discussion was held and Fred advised that the issue with the radios will continue in certain areas.  The radio system is older and it will require a significant amount of money to purchases a new system.  Steve advised that many of his staff have started carrying cell phones.  Steve will speak with Hugh to develop a communications strategy, perhaps the way to deal with this issue are cell phones.  Steve has engaged an expert in this field to come to a safety meeting with the mechanical crew to review any options which maybe suggested.

            Jan.19, 2017 – Fred will look into the cost of repeaters

            March 16, 2017 - The two way radio fill repeaters are still ongoing, I have approached one of my vendors and they have responded with pricing and a solution, still waiting for 2^nd vendor to reply. This has been a bit of a slow process overall.

            C.   The 2017 Annual Asbestos audit has begun.  Shanon is working on a list of priorities for removal of asbestos from the 2016 audit.

            D.  Work on CASES has started.  Some of the work will be invasive at certain times including a trench through LOT 14 to connect the water, sewers and electrical.

            June 15, 2017 – Another trench will be dug later in the summer.  The University will have have to ensure that proper and secured fencing is put in place, especially with the arrival of students in the fall.

E. UCB 0001 – the area is very dusty and the employees who were working there reported burning eyes, itchy skin.  It is probably fiber glass.  True Grit has been retained to complete testing. Once the results are in a remediation plan will be undertaken.

F.  Darren spoke about a letter of understanding for the IUOE about coming to work when the University is closed.  Steve explained that the Mechanical department will have a meeting to discuss.

Injury Report;

1. Maintenance employee – Employee was accessing a pipe leak over an air handling unit. He lost his balance and his arm contacted a steam pipe, he sustained burns to his elbow.

Near Misses:

None

Inspections Outstanding;

• University Centre (Rob & Mike)
• Braun Building/School of Nursing building – Steve & Fred

New Business:

1.  There is a meeting set up for Thursday, June 29, 2017 with Physical Plant, Security and Health and Safety to discuss and hence develop a procedure for responding to natural gas call outs.

2.  Ursula distributed hard copies of the Lakehead University’s Health and Safety policy for all to review and advise if they wish to suggest any changes.  Ursula requested that any comments should be forwarded to her by July 14, 2017.  Ursula will email electronic copies to the entire committee as well.

Meeting adjourned at 9:40 a.m.

NEXT MEETING:    Thursday, September 21, 2017 in Avila – Physical Plant meeting room at 9:00 a.m.