Present Steve Girvin, Jeff Alexander, Steve Elsey, Heather Spivak, Tina Falcigno, Frank Sgambelluri, Brenda Huska, Tiffany Moore

Started 1:03 PM

Agenda approved

Minutes approved

Injuries - for injuries to report

1. Residence - Caught back of ankle on moving table.  No medical aid, 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.

3. Terms of reference deferred to next meeting

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.

Inspections - July 9 meet in the HR, anyone available so inspections can be assigned and completed.

Tunnels, Apartments and ATAC were completed 

Typical issues reported, storage of materials in mechanical rooms, lights out, table in tunnels by LUSU (resolved).

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.

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.

6. Residence Update

Roof finished today and clean-up is starting.

Next roofing job is starting and has a hard stop of Aug 22.

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

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.

Labs and Studios Minutes –April 16 2025

AC 147 and zoom

Present:   M. Sorokopud, G. Oba, A. Diochon, T. Moore, B.Huska, J. Miller, J. Gao, S. Girvin, K. Bhatia

TIME Commenced: 11:09 am hybrid by zoom

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

March 2025 Minutes: MOTION  S.G. SECOND A.D.

Injuries/Incidents

None

Inspections - 

Fire Lab inspection completed by A. Diochon - Report in folder, waiting on response

March Inspections to be scheduled by committee members (send invite to H&S to accompany when available)

• LUEL - M. Sorokopud - Still in the process of scheduling

• Geology - J. Sylvestre - Will follow up

April Inspections:

• Visual Arts - G. Oba

• Civil Engineering - A. Diochon if available Tues April 22. If not J. Gao will do end of April

• Lot 5 Research Lab - M. Sorokopud Wed April 23 2pm

Old Business

• Mechanical Engineering - Exhaust fan and missing ceiling tiles

• Update 2025-03-19 - Work order has been issued to address, S. Girvin will check on status

• Update 2025-04-16 - Fan has arrived, install should begin next week

• EPID@Work presentation reminder

• Terms of reference - Complete final comments by Friday April 25, approval next meeting

New Business

• ESA Inspections took place for the Braun building with a number of items to be addressed. For equipment that require certification local contact: kevin.schiiler@intertek.com

• Bed in office space was found, reminder about keeping an eye out for this type of thing. If we suspect someone is having trouble with secure housing or domestic violence we are obligated to provide resources. Address work life balance with students and staff if needed.

• Plab for administrative oversight was approved by PHAC as a requirement of our continued biohazard permit. 

• Hazardous waste pickup is in the works, there is an audit from the MOE on waste streams. Hazardous waste is not involved currently.

Other Business

• J. Gao - Leaking nitrogen regulator on wall  in gas room in CASES building. Steve will look into this

• S. Girvin - Electrical shutdown on Sat May 3, 2025. Received request by researcher to have students continue to work outside with generators. Was denied due to lack of fire system, water and electricity inside building which could be accessed, and emergency systems for security.

Adjournment:  11:49am

NEXT REGULAR MEETING: May 21, 2025 time 11:00am 

Lakehead University

Joint Employee-Management Occupational Health & Safety Committee

Office and Classrooms

Minutes
February 19th, 2025.
Start 10:04 am
Hybrid ATAC 3004 and Zoom
Present
Gabriel Oba (LUFA)
Patrick Larin (Schedule II)
Sue Viitala (Schedule II)
Ian McIntosh (OPSEU)
Tiffany Moore (Human Resources)
Guests
Jeff Alexander
Brenda Huska
1. Introduction of new members and guests
Introduced Jeff Alexander as alternate member for Ian McIntosh
Introduced Brenda Huska as guest, will be added to membership in coming meetings
2. Approval of Agenda
Patrick added snow clearing to New Business/Open Discussion.
Tiffany added certifications to New Business/Open Discussion.
Moved: Ian / Seconded: Patrick / Approved with additions
3. Acceptance of Minutes (19 October 2024)
Typo in item 6a. Should say LUFA instead of LUSU.
Moved: Gabriel / Seconded: Patrick / Approved with correction
4. Recognition of notes (11 December 2024)
Did not have quorum for this meeting.
Notes were reviewed.
5. Outstanding Business
a. Violence in the Workplace Policy: Education piece is being finalized and there will be an
information session before 30 April 2025
b. Committee Membership (OPSEU): Resolved - Ian McIntosh has been added to
committee as OPSEU representation, with Jeff Alexander to be added as an alternate in
his absence.
c. LUFA Office: Previously approved conducting an inspection of LUFA office space. Not
completed yet.
Action: Tiffany will reach out to LUFA

6. Inspections
Document shared to committee members that contains the list of buildings to be inspected and
the month that they are to be inspected. Committee members are to sign up via this sheet to
complete the inspections. Gabriel suggested that one week a month is set aside for inspections
to be completed. Committee agreed on this method and decided on the third week of the
month. Tiffany and Brenda will send reminders the week prior.
7. Injury and Accident Reports
None
8. New Business/Open Discussion
a. Terms of Reference Review: Terms of reference will be updated and draft presented for
next meeting. New members will be added.
b. New Safety/Illness Related Website: New webpages related to injury reporting and
employee accommodations were presented to the committee. Pages are located HR ->
Health & Safety -> Thunder Bay -> Occupational Health.
c. Service Animal Policy: Tiffany updated committee that a service animal policy is being
developed. It is currently in the final draft stages and will be distributed to the
committees for review by the end of the month. This policy will require a quick
turnaround for review.
d. MOL Inspections: Committee was informed of MOL inspection that took place in the
pool room of the athletics facility. Inspection was due to an anonymous complaint
regarding chemical use around the pool, lack of PPE, and lack of training. MOL inspector
was satisfied with PPE provided, training, and SOPs related to use. No recommendations
made and report is posted on the health and safety bulletin board.
e. Ergonomics Program: Tiffany informed committee of the ergonomics program being
developed. Deadline for completion is in April.
f. Working for Workers Five: Tiffany informed committee that there is an update and the
act has received royal ascent. The act now specifies that it applies to remote work
performed in a private residence. This was originally framed to mainly apply to cyber
bullying and harassment for virtual work, but is currently worded so all items including
workplace hazards and inspections apply. Unsure how this will apply to MOL inspections,
anticipating that there will be amendments to provide more direction on this matter.
g. Snow Removal: Patrick asked for clarification about policies related to snow clearing at
exits. Indicated that there are exits that are not being cleared. These exits were
determined to not be labelled fire exits and do not exit to areas that provide the ability
to access a public thoroughfare or an exterior space protected from fire exposure from
the building during an emergency.
h. Certifications: Ian has volunteered to receive training and certification as well as
Brenda. Tiffany asked if any other committee members were interested in certification.
No other members were interested.

9. Next meeting: 9 April 2025 10am in ATAC 3004 and zoom.
10. Meeting adjourned at 10:56 am

Labs and Studios Minutes – June 18, 2025

AC 147 and zoom

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

TIME Commenced: 11:00 am hybrid by zoom

Agenda :  MOTION M.M. SECOND A.D. Carried. 

May 2025 Minutes: MOTION  A.D. SECOND M.M. Carried.

Injuries/Incidents

None

Inspections - 

Completed

• Physics - A. Diochon & B. Huska

• Civil Engineering - J. Gao & B. Huska

Outstanding

• LUEL - M. Sorokopud - Will be reaching out

• Geology - J. Sylvestre 

• Electrical Engineering - M. Moore

• LUACF/BAF

• Biology

• NRM - Will push date until after Braun shutdown is over

July Inspections: (no assignments made - will send email about it)

• ATRC

• Chemical Engineering

• Kinesiology

Old Business

• Terms of reference was sent around, no issues. Final approval - Motion: A. Diochon Seconded: M. Moore

• Hazardous waste pickup was on May 22, but was not fully completed. Some items were not able to fit, additional pick up will be scheduled. Issues occurred relating to researchers not using appropriate containers for waste and multiple items being included in one waste request. Will send email seasonally to remind about safety matters, committee to review hazardous waste procedure. 

• New member search for an alternate for Kailash was successful and Hughroy Staple has joined the committee.

New Business

• Elections for co-chairs occurred - Management co-chair: B. Huska, Worker co-chair: M. Sorokopud. No one nominated for Secretary position, M. Moore resigned. Currently vacant, email will be sent around to ask for nominations.

• Committee was notified of issues relating to purchasing of equipment that does not meet safety standards or have necessary certifications (ESA, TSSA). P.O. stated that CSA certifications were required. Vendor was outside of North America and stated no ESA certifications were required (incorrect). Meeting to be scheduled with purchasing, office or research, health and safety, and physical plant to discuss solutions moving forward. Possible solutions include a pre-purchase checklist to flag equipment that may require checks.

Other Business

• J. Gao - Leaking nitrogen regulator on wall  in gas room in CASES building. Steve will look into this

• Update May 21, 2025 need to check on this

• Update June 18, 2025 Steve looking into this to see if resolved

• Next Meeting will do elections for Secretary.

• Braun shutdown on July 2nd, freezers have been moved or supplied power. Exit lighting may be impacted until emergency circuit work can be conducted (priority). Safety plan in place. Security has access to escort people to retrieve items. Locks are being changed. 

• Members of the JHSC required to attend lab decommissioning inspections, members will be notified of upcoming inspections as they arise.

Adjournment:  11:40am

NEXT REGULAR MEETING: July 16, 2025 time 11:00am

Labs and Studios Minutes –May 21, 2025

AC 147 and zoom

Present:   G. Oba, A. Diochon, B.Huska, J. Sylvestre, J. Gao, S. Girvin, K. Bhatia, M. Moore, S. Azarhazin

TIME Commenced: 11:09 am hybrid by zoom

Agenda :  MOTION A.D. SECOND J.S. Carried. 

April 2025 Minutes: MOTION  A.D. SECOND G.O.

Injuries/Incidents

Injury of worker at pool while moving bulkhead. Missed time. RPSS committee heading inspection and recommendations 

Inspections - 

• Visual Arts Completed - G. Oba & B. Huska

• Lot 5 Research Lab Completed - M. Sorokopud & B Huska

Outstanding

• LUEL - M. Sorokopud - Need to ask Mike to see status

• Geology - J. Sylvestre - Will follow up

• Civil Engineering - J. Gao has reached out, awaiting response

April Inspections:

• Electrical Engineering - M. Moore

• Anthropology - Delay since they are moving

• Physics - Amanda prior to next Friday

Old Business

• Mechanical Engineering - Exhaust fan and missing ceiling tiles

• Update 2025-03-19 - Work order has been issued to address, S. Girvin will check on status

• Update 2025-04-16 - Fan has arrived, install should begin next week

• Update 2025-05-21 - Work has been completed, but some items broken/missing K. Bhatia will create work order

• Terms of reference reviewed during the meeting and changes made. Some items about requirements of having a certified member for accident investigation need to be checked.

New Business

• ESA Inspections ongoing, may be trying to implement an inventory of equipment with our own barcodes to access certification status easily and indicate to the inspector we have checked and it is approved.

• For local electrical equipment certification local contact: kevin.schiiler@intertek.com

• Hazardous waste pickup is occurring May 22. CB loading dock is off limits.

Other Business

• J. Gao - Leaking nitrogen regulator on wall  in gas room in CASES building. Steve will look into this

• Update May 21, 2025 need to check on this

• K. Bhatia raised that he would like to seek replacements/alternates for the engineering department. He will reach out to colleagues who may be able to take over the position.

• Next Meeting will do elections for Co-Chair and secretary.

Adjournment:  12:03 pm

NEXT REGULAR MEETING: June 18, 2025 time 11:00am

Date: May 15, 2025
Place: In person - Physical Plant meeting room
Time: 1:18 p.m.
Present: S. Girvin, T. Moore, F. Sgambelluri, D. Carlin, S. Nemec, J. Alexander
Guests: B. Huska

Regrets:
OLD Business:
A. Steve reported that the floor in the Powerhouse is breaking. There are no vehicles
allowed inside. The area is cordoned off with signs advising of the danger, until such
time as a decision is made how the floor will be fixed. There are no updates at
this time on this project.
Nov.18, 2021 – update, a design is being developed in anticipation of the project
going to tender
Feb.24, 2022 – no change, Feb.16, 2023 still no change, the area is blocked off
May 16, 2024 – no change
Nov 28, 2024 – no change
Jan 16, 2025 – no change
Feb 20 2025 – no update
Mar 20 2025 - no change in conditions, no update
B. Steve has advised that he is scheduling “driver training” for his staff. There have
been some unfortunate incidents recently with vehicles on campus. No updates at
this time. Probably will wait till Spring 2022
Feb.16, 2023 – Steve advised that they planned to have this training completed in
the spring of 2023. Security would like to be part of this training as well.
May 16, 2024 – This training is to be scheduled soon. S. Girvin
Nov 28, 2024 – No change
Jan 16, 2025 – no change
Feb 20 2025 – Meeting on March 4 with the provider to define scope of training.
Training sessions to be scheduled soon after.
Mar 20 2025 - Residence scheduled late March, Plant scheduled after, and
Security/Mail/TSC yet to schedule
Apr 17 2025 - Security & physical plant completed. TSC outstanding, J.A. will bring
it up to TSC. Recommended backing in for all, better visibility. T.M. will ask the
instructor to send any observations about campus safety relating to driving.
May 15, 2025 - TSC verifying the users of the trucks then will be contacting physical
plant and will be scheduling training. Security has new staff & some back from
leave, will be scheduling training for them. Looking to get netting to contain small
items loose in the vehicle (this was brought up by the training instructor) may need
to be designed for the vehicles and meet standards.

C. November 28, 2024 – Parking lot conditions have continued to deteriorate.
Recommendation: A parking lot renewal plan to be created to be forwarded to VP
Administration and Finance and Security Director.
Jan 16, 2025 – no update.
Feb 20, 2025 – With no repairs or line painting conducted in 2024, the lots have
continued to deteriorate. In April/May members will inspect all parking lots to create
a condition list of all parking lots to assist in renewal planning to accompany the
recommendation for the parking lot renewal plan.
Mar 20 2025 - $1200 of patching was completed a couple weeks ago, another
$2000 planned following an incident in Lot 14 where a security guard was inspecting
the condition of the lot, and a car’s tire shot a piece of asphalt into the parking lot,
luckily missing the guard. Committee will plan to conduct all parking lot inspections
in the week of the May meeting.
Apr 17 2025 - During other inspections look at parking lots and report issues.
Committee will identify areas with major issues and conduct inspections in May.
Likely Lot 13/14 roadway, G4, Bora Laskin, Fieldhouse Lot 1, by EV stations.
May 15, 2025 - Frank Jeff and Darren will survey all parking lots with a scoring
system provided by Tiffany so we can have a numerical reading system to include
with our recommendation to Lauren and Rajni.
D. Braun Transformer upgrade
January 16, 2025 – will require a change-over in transformer in the summer. This
will require most of the building to be without power for a period of time. Plan for
access will be developed and communicated prior to the work. Many keys for the
exterior doors are issued, so will require lock changes to secure the building.
February 20, 2025 – Shut down will be scheduled in late July/early August.
Occupants who require periodic access will have to schedule through security
services.
Mar 20, 2025 - Dates now scheduled for July 2nd - August 15th, contingent on parts
arrival.
E. Rural Resource Centre Closure
Mar 20 2025 - Rural Resource Centre closed due to their drinking water sterilization
system failed.
Apr 17 2025 - No update
F. Excavations for sinkholes
Mar 20 2025 - Excavations are required between RB and LI this spring that may
require closing fire exits to repair sink holes. Barricades are up until this work can
be completed. Another excavation is needed between PH and CB for the same
reason.
April 17 2025 - Scheduling in May
May 15, 2025 - This is now scheduled for the first week of June
G. Residence Roofing Project
Mar 20 2025 - Roofing project is ongoing and there were no additional safety
infractions, porches are the last piece to be addressed and access is being
managed on site for student access. Fences will be removed when second snow

stop is removed.
Apr 17 2025 - Work paused for exams, will resume after exams end
May 15, 2025 - Nearing completion
H. Terms of Reference
Apr 17, 2025 - Committee to review by April 25 so final draft can be reviewed and
approved in May
May 15, 2025 - Deferred to next meeting
I. EPID Presentation
Apr 17, 2025 - Committee members are invited to attend a special meeting on April
29th from EPID@Work discussion the Northwestern Ontario Workplace and Worker
Health Study (NOWWHS).
May 15, 2025 - Presentation occurred, slide deck and recording offered for
committee, still outstanding.

Injury Report:
1. slip and fall in residence outdoors, cut to hand one day last time
2. slip and fall outdoors residence two days last time
3. slip and fall outside in March bike shack on ice neck hurt ended up being WSI after
injury did not resolve
4. injury in athletics investigation by the committee required personnel were moving
the bulkhead while deflating worker inadvertently put foot underneath the bulkhead .
foot was trapped for a few minutes, resulting in lost time of two days no broken
bones not a critical injury committee members and health and safety have been
working with athletics to improve safe work procedure for this operation.
Near Misses:
None
Inspections Conducted:
RC inspected by S Elsey, H. Spivak and F. Sgambelluri. Outpost and SC
outstanding.
ATAC, Bike Shack, CASES, 874 Tungsten and 1294 Balmoral completed by Stan &
Jeff
May 29 meet in the agora anyone available so inspections can be assigned and
completed.
NEW Business:
● Human Resources:
○ Nothing to report

● Physical Plant:
○ Campus power shutdown May 3rd.
● Residence:
○ Nothing to report

Inspections Outstanding;

Rural Resources Center – Postponed due to closure
Lot 5 Research Lab
Prettie
Apartment 1
Apartment 2
Bartley

Meeting adjourned 2:12pm.
NEXT MEETING: June 19th at 1:30 p.m. Physical Plant meeting room

Date:  April 17, 2025

Place: In person - Physical Plant meeting room 

Time: 11:03 p.m.

Present:  S. Girvin, T. Moore, F. Sgambelluri, D. Carlin, S. Nemec, J. Alexander

Guests: B. Huska

Regrets:

OLD Business: 

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

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

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

May 16, 2024 – no change

Nov 28, 2024 – no change

Jan 16, 2025 – no change

Feb 20 2025 – no update

Mar 20 2025 - no change in conditions, no update

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

Feb.16, 2023 – Steve advised that they planned to have this training completed in the spring of 2023.  Security would like to be part of this training as well.

May 16, 2024 – This training is to be scheduled soon.  S. Girvin 

Nov 28, 2024 – No change

Jan 16, 2025 – no change

Feb 20 2025 – Meeting on March 4 with the provider to define scope of training.  Training sessions to be scheduled soon after.

Mar 20 2025 - Residence scheduled late March, Plant scheduled after, and Security/Mail/TSC yet to schedule

Apr 17 2025 - Security & physical plant completed. TSC outstanding, J.A. will bring it up to TSC. Recommended backing in for all, better visibility. T.M. will ask the instructor to send any observations about campus safety relating to driving.

C.  February 9, 2024 – Greg Croft the representative of the Security team has raised two issues;

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

2. request for training for the Security team

May 16, 2024 – vests have been purchased and are in process of branding.  Follow-up with the Security Manager to confirm they have been issued to guards and they are wearing them.

Nov 28, 2024 – Security advised that minimal personnel are wearing their assigned vests.  Will forward to H&S the wording of the roll-out to determine next steps.

Jan 16, 2025 – no update

Feb 20, 2025 – Tiffany, Frank, and Lorne Clifford will be meeting on February 21 to review the issue and will report back at the next meeting.

Mar 20, 2025 - Staff notified to wear vests or return.  3 have returned their vests and advised in writing they do not wish to have the vests, 4 are wearing, 1 is undecided.

Apr 17 2025 - Item closed, staff who choose to take a vest must wear it, new staff will be given the option to get a vest if they wish.

D.  November 28, 2024 – Parking lot conditions have continued to deteriorate.  Recommendation: A parking lot renewal plan to be created to be forwarded to VP Administration and Finance and Security Director.

Jan 16, 2025 – no update.

Feb 20, 2025 – With no repairs or line painting conducted in 2024, the lots have continued to deteriorate.  In April/May members will inspect all parking lots to create a condition list of all parking lots to assist in renewal planning to accompany the recommendation for the parking lot renewal plan.

Mar 20 2025 - $1200 of patching was completed a couple weeks ago, another $2000 planned following an incident in Lot 14 where a security guard was inspecting the condition of the lot, and a car’s tire shot a piece of asphalt into the parking lot, luckily missing the guard.  Committee will plan to conduct all parking lot inspections in the week of the May meeting.

Apr 17 2025 - During other inspections look at parking lots and report issues. Committee will identify areas with major issues and conduct inspections in May. Likely Lot 13/14 roadway, G4, Bora Laskin, Fieldhouse Lot 1, by EV stations.

E.  Braun Transformer upgrade 

January 16, 2025 – will require a change-over in transformer in the summer.  This will require most of the building to be without power for a period of time. Plan for access will be developed and communicated prior to the work.  Many keys for the exterior doors are issued, so will require lock changes to secure the building.

February 20, 2025 – Shut down will be scheduled in late July/early August.  Occupants who require periodic access will have to schedule through security services.

Mar 20, 2025 - Dates now scheduled for July 2nd - August 15th, contingent on parts arrival.

F.   Rural Resource Centre Closure

Mar 20 2025 - Rural Resource Centre closed due to their drinking water sterilization system failed.

Apr 17 2025 - No update

G.  Excavations for sinkholes

Mar 20 2025 - Excavations are required between RB and LI this spring that may require closing fire exits to repair sink holes.  Barricades are up until this work can be completed.  Another excavation is needed between PH and CB for the same reason.

April 17 2025 - Scheduling in May

H. Residence Roofing Project

Mar 20 2025 - Roofing project is ongoing and there were no additional safety infractions, porches are the last piece to be addressed and access is being managed on site for student access.  Fences will be removed when second snow stop is removed.

Apr 17 2025 - Work paused for exams, will resume after exams end

Injury Report:

None

Near Misses:

None

Inspections Conducted:

RC inspected by S Elsey, H. Spivak and F. Sgambelluri.  Outpost and SC outstanding.

SN inspected by S. Nemec and J. Alexander

RB inspected by S. Nemec and J. Alexander

NEW Business:

• Human Resources: 

• Nothing to report

• Physical Plant: 

• Campus power shutdown May 3rd.

• Residence:

• Nothing to report

• Terms of Reference - Committee to review by April 25 so final draft can be reviewed and approved in May.

• EPID Presentation - Committee members are invited to attend a special meeting on April 29th from EPID@work discussing the Northwestern Ontario Workplace and Worker Health Cohort Study (NOWWHS). 

Inspections Outstanding;

Rural Resources Center – Postponed due to closure

Lot 5 Research Lab - Stan & worker

Prettie

Apartment 1

Apartment 2

Bartley

874 Tungsten Street - Stan & Jeff

NEXT MEETING: May 15th at 1:30 p.m. Physical Plant meeting room

Labs and Studios Minutes –March 19 2025

AC 147 and zoom

Present:   M. Sorokopud, G. Oba, M. Moore, A. Diochon, T. Moore, B.Huska, C. Surette, J. Sylvestre, S. Azarhazin, S. Girvin

TIME Commenced: 11:10 am hybrid by zoom

Agenda :  MOTION J.S. SECOND A.D. Carried. 

February 2025 Minutes: MOTION  A.D. SECOND M.S.

Injuries/Incidents

None

Inspections - 

None Conducted

Inspections 2025 List has been shared with the committee

March Inspections to be scheduled by committee members (send invite to H&S to accompany when available)

• LUEL - M. Sorokopud

• Geology - J. Sylvestre

• Fire Test Lab - A. Diochon

Google form has been created for committee members to send in their copies of completed inspection reports.  This will help the safety team with compliance and tracking

https://forms.gle/Chisyu6fR2H28z8G8

Old Business

• Mechanical Engineering - Exhaust fan and missing ceiling tiles

• Update 2025-03-19 - Work order has been issued to address, S. Girvin will check on status

New Business

• New incident report form will be released soon.  All incident reporting will be online to improve compliance and tracking.  Form will be linked from the website, shared with departments, and linked on the safety app. 

• New website for medical accommodations shared with committee. https://www.lakeheadu.ca/faculty-and-staff/departments/services/hr/health-safety/tb/occupational-health/medical-accommodations-employee-

• EPID Presentation

EPID@work will be presenting to all JHSC April 29th about their Northwestern Ontario cohort study.  This study relates to mental illness, substance abuse and psychological safety at work.  Lakehead is participating in the study, but participants are still needed for a good response from Lakehead.  The anonymous data that is generated by this study will be very informative for H&S program planning to have data from Lakehead to drive our initiatives.

• Lakehead Gathers 

Part of the wellness initiative for 2025 is to hold monthly events to offer learning opportunities and the opportunity for employees to connect on a more social level.  Calendar of events is found here:  Lakehead Gathers | Lakehead University

• Terms of Reference Review

The terms of reference have been circulated for review and comment.  Please provide your comments on the document circulated using tracked changes by April 9th.

Other Business

• Physical Plant updates

Mercury Ban

Ban is continuing at an accelerated pace, with lighting being a focus for 2025/2026.  Compact fluorescent and fluorescent tubes are no longer being manufactured, and are beginning to be a challenge to locate for purchase.  University has approximately 14,000 fixtures that will need to be replaced with LED fixtures, beginning with the Patterson Library.  There is an exception for UV lights.

BB Transformer Work

Transformer is being manufactured in QC, but due to tariff environment, we may have some timing delays.  This work will require Braun to be closed July 2- Aug 15 as there will be no power/lighting/fire alarm monitoring.  Periodic access will be by request through security escorts.

Adjournment:  11:43

NEXT REGULAR MEETING: April 16, 2025 time 11:00am 

Health and Safety Committee Meeting

Lakehead University

955 Oliver Road

Date:  March 20, 2025

Place: In person - Physical Plant meeting room 

Time: 1:36 p.m.

Present:  S. Girvin, H. Spivak, T. Moore, F. Sgambelluri, S. Elsey, D. Carlin, T. Falcigno, S. Nemec

Guests: B. Huska

Regrets:

OLD Business: 

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

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

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

May 16, 2024 – no change

Nov 28, 2024 – no change

Jan 16, 2025 – no change

Feb 20 2025 – no update

Mar 20 2025 - no change in conditions, no update

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

Feb.16, 2023 – Steve advised that they planned to have this training completed in the spring of 2023.  Security would like to be part of this training as well.

May 16, 2024 – This training is to be scheduled soon.  S. Girvin 

Nov 28, 2024 – No change

Jan 16, 2025 – no change

Feb 20 2025 – Meeting on March 4 with the provider to define scope of training.  Training sessions to be scheduled soon after.

Mar 20 2025 - Residence scheduled late March, Plant scheduled after, and Security/Mail/TSC yet to schedule

C.  February 9, 2024 – Greg Croft the representative of the Security team has raised two issues;

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

2. request for training for the Security team

May 16, 2024 – vests have been purchased and are in process of branding.  Follow-up with the Security Manager to confirm they have been issued to guards and they are wearing them.

Nov 28, 2024 – Security advised that minimal personnel are wearing their assigned vests.  Will forward to H&S the wording of the roll-out to determine next steps.

Jan 16, 2025 – no update

Feb 20, 2025 – Tiffany, Frank, and Lorne Clifford will be meeting on February 21 to review the issue and will report back at the next meeting.

Mar 20, 2025 - Staff notified to wear vests or return.  3 have returned their vests and advised in writing they do not wish to have the vests, 4 are wearing, 1 is undecided.

D.  November 28, 2024 – Parking lot conditions have continued to deteriorate.  Recommendation: A parking lot renewal plan to be created to be forwarded to VP Administration and Finance and Security Director.

Jan 16, 2025 – no update.

Feb 20, 2025 – With no repairs or line painting conducted in 2024, the lots have continued to deteriorate.  In April/May members will inspect all parking lots to create a condition list of all parking lots to assist in renewal planning to accompany the recommendation for the parking lot renewal plan.

Mar 20 2025 - $1200 of patching was completed a couple weeks ago, another $2000 planned following an incident in Lot 14 where a security guard was inspecting the condition of the lot, and a car’s tire shot a piece of asphalt into the parking lot, luckily missing the guard.  Committee will plan to conduct all parking lot inspections in the week of the May meeting.

E.  Braun Transformer upgrade 

January 16, 2025 – will require a change-over in transformer in the summer.  This will require most of the building to be without power for a period of time. Plan for access will be developed and communicated prior to the work.  Many keys for the exterior doors are issued, so will require lock changes to secure the building.

February 20, 2025 – Shut down will be scheduled in late July/early August.  Occupants who require periodic access will have to schedule through security services.

Mar 20, 2025 - Dates now scheduled for July 2nd - August 15th, contingent on parts arrival.

Injury Report:

None

Near Misses:

None

Inspections Conducted:

RC inspected by S Elsey, H. Spivak and F. Sgambelluri.  Outpost and SC outstanding.

NEW Business:

• Workplace Inspections: 

• Committee has requested scanning old inspection reports so inspectors have them available when conducting inspections.

• Committee has requested a document with typical infractions

• Committee has requested a copy of the floor plans to mark areas inspected without substandard conditions.

• A google form has been created for inspectors to upload completed inspection reports and pictures.  This will greatly help with H&S record keeping as well as provide access to these reports to all members of the committee.  https://forms.gle/ykze26hASE8tPjcC7

• Human Resources: 

• Nothing to report

• Physical Plant: 

• Rural Resource Centre in Murillo is currently closed as their drinking water sterilization system failed.

• Excavations are required between RB and LI this spring that may require closing fire exits to repair sink holes.  Barricades are up until this work can be completed.  Another excavation is needed between PH and CB for the same reason.

• Vet School - Design is completed and much work being done this summer to begin renovations in CASES, BB and AT to support the vet program and moves associated with it.

• Outdoor classroom (near the sweat lodge) is nearing final planning stages.

• Lot 5 house is being renovated in anticipation of a new occupant.

• Fire Alarm system being upgraded in Prettie this week.

• Residence:

• Roofing project is ongoing and there were no additional safety infractions, porches are the last piece to be addressed and access is being managed on site for student access.  Fences will be removed when second snow stop is removed.

• Terms of Reference - Committee to review before April meeting so final draft can be reviewed and approved in April.

• EPID Presentation - Committee members are invited to attend a special meeting on April 29th from EPID@work discussing the Northwestern Ontario Workplace and Worker Health Cohort Study (NOWWHS).  Invitation to follow.

• Steve E will be management co-chair in Stan’s absence.

Inspections Outstanding;

Avila – Heather

Rural Resources Center – Steve G and worker

Balmoral Street Center - Stan & worker

Building Maintenance

Shipping and Receiving 

874 Tungsten Street 

NEXT MEETING: April 17th at 1:30 p.m. Physical Plant meeting room

_________________________ ___________________________

Worker Co-chair Management Co-chair

______________________ _____________________

Date Date

Place: In person - Physical Plant meeting room 

Time: 1:36 p.m.

Present:  S. Girvin, H. Spivak, T. Moore, F. Sgambelluri, S. Elsey

Guests: B. Huska

Regrets:

OLD Business: 

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

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

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

May 16, 2024 – no change

Nov 28, 2024 – no change

Jan 16, 2025 – no change

Feb 20 2025 – no update

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

Feb.16, 2023 – Steve advised that they planned to have this training completed in the spring of 2023.  Security would like to be part of this training as well.

May 16, 2024 – This training is to be scheduled soon.  S. Girvin 

Nov 28, 2024 – No change

Jan 16, 2025 – no change

Feb 20 2025 – Meeting on March 4 with the provider to define scope of training.  Training sessions to be scheduled soon after.

C.  February 9, 2024 – Greg Croft the representative of the Security team has raised two issues;

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

2. request for training for the Security team

May 16, 2024 – vests have been purchased and are in process of branding.  Follow-up with the Security Manager to confirm they have been issued to guards and they are wearing them.

Nov 28, 2024 – Security advised that minimal personnel are wearing their assigned vests.  Will forward to H&S the wording of the roll-out to determine next steps.

Jan 16, 2025 – no update

Feb 20, 2025 – Tiffany, Frank, and Lorne Clifford will be meeting on February 21 to review the issue and will report back at the next meeting.

D.  November 28, 2024 – Parking lot conditions have continued to deteriorate.  Recommendation: A parking lot renewal plan to be created to be forwarded to VP Administration and Finance and Security Director.

Jan 16, 2025 – no update.

Feb 20, 2025 – With no repairs or line painting conducted in 2024, the lots have continued to deteriorate.  In April/May members will inspect all parking lots to create a condition list of all parking lots to assist in renewal planning to accompany the recommendation for the parking lot renewal plan.

E.  Braun Transformer upgrade 

January 16, 2025 – will require a change-over in transformer in the summer.  This will require most of the building to be without power for a period of time. Plan for access will be developed and communicated prior to the work.  Many keys for the exterior doors are issued, so will require lock changes to secure the building.

February 20, 2025 – Shut down will be scheduled in late July/early August.  Occupants who require periodic access will have to schedule through security services.

Injury Report:

Residence - incident - worker rolled ankle while shoveling snow.  Proper footwear was being worn at the time.  No lost time, no medical attention.

Residence - lost time - worker sustained injury to their shoulder when pulling a chair out from a table in the cafeteria.  Two days were lost, member has returned to modified duties.

Plant - incident - worker was carrying a toilet and stepped down one step unexpectedly.  Lower back injury.  No lost time, no medical attention.

Near Misses:

None

NEW Business:

• Workplace Inspections: 

• Template of inspection sheet so it can be filled out on a device or printed and filled in. Tiffany will send reminders on the third week of the month to complete that month’s inspection. Google doc shared with locations listed that need inspections and what month they are to be done. 

• Human Resources: 

• Introduced sickness/Injury pages on website with information on the steps required for sickness and injuries. https://www.lakeheadu.ca/faculty-and-staff/departments/services/hr/health-safety/tb/occupational-health/workplace-injury-or-sick-from-work-

• Introduced pages for workplace accommodations on website. https://www.lakeheadu.ca/faculty-and-staff/departments/services/hr/health-safety/tb/occupational-health/medical-accommodations-employee-

• Physical Plant: 

• Lot 5 water main break flooded the lower part of lot 5 leaving thick ice. Security barricaded the area and dumped a large amount of salt and cleared by contract

• Committee noted that the lakeside stairs including the present’s balcony have deteriorated.

• Residence:

• Roofing project is ongoing and there were no additional safety infractions.

• Floor Plans for Buildings are being updated. Steve to ask if the wayfinding maps and fire exit maps will be updated.

Inspections Outstanding;

Avila – Heather

Rural Resources Center – Steve G and worker

Balmoral Street Center - Stan & worker

Building Maintenance

Shipping and Receiving 

874 Tungsten Street 

NEXT MEETING: March 20 at 1:30 p.m. Physical Plant meeting room