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.

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.

Time: 9:06 a.m.

Present: Steve Girvin, Fred Plank, Rob McCluskey, Darren Carlin, Ursula MacDonald, Brenda Rojik, Mike Davis

Regrets:  Hugh Briggs, Stan Nemec, Brian Cox

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.   Hugh advised that a list from the 2015 asbestos audit will be complied in the next month or so.  This list identifies areas with highest priority for asbestos abatement.  Any work from this list will start in the new fiscal year (May 01, 2016.)

            July 21, 2016 update- the 2016 audit is on underway, the physical examination of the             campus has begun. The audit is now in its final stages and should be complete by             Dec.2016

            March 16, 2017 - the Audit is complete and Shanon is working on list of priorities

            D. . .  There is a bit of a problem with the new paving job at Shipping and Receiving. Steve will notify Diane MP.

E.  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.

Injury Report;

1. Maintenance employee – Employee working in crawl space hit his head and cut to of the

 head.

2.  Grounds employee – Employee broke arm slipping on ice outside the skating rink

Near Misses:

1. Print shop –the automatic door opener was not working, the employee pushed the door with her shoulder and hurt her shoulder (First Aid only.)

2. Security – two Security guards responded to an odour incident in CB. The one Security guard was in the area for 30 minutes when he began feeling light headed and experienced burning sensations in his eyes.  The second guard experienced similar symptoms immediately.  Both guards recovered once they left the area.  The odour was linked to a mechanical malfunction.

Inspections Outstanding;

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

New Business:

1.  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.

1.  Fred advised that at least 30 more Security cameras have been added to the Library.

1. 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.

Meeting adjourned at 9:40 a.m.

Present: S. Girvin, T. Alderson, J. Sylvestre, C. Surette, A. Diochon, E. Searle, T. Moore, M. Moore, J. Joncas

1.0   Agenda : Add 6.2 IRC, 4.2 Chem Eng Incident

2.0   Review of Minutes : Accepted

3.0   Inspection Report:

3.1  Chemistry

•        damaged cord ends, electrical cords need relocating, unlabeled waste, food and drink in lab, unchained cylinders, electrical panel obstructed,  unlabelled bottles, exit lights out, corroded fumehood ducts.
•        One space had unsafe electrical setup and cluttered – Dean of SES involved independently of the committee.  This space has had issues previously.

3.2   BAF - deferred

3.3   Civil Engineering – Incompatible chemical storage, missing ceiling panels

4.0   Injury Report : No injuries

4.1   Civil Engineering Structure Lab Incident

•      After-hours work, door left open, cords running out of room, and equipment running while room unattended.
•     One student intoxicated, also smoking in the hallway.
•     Security fined the individual
•     Dean of Engineering involved

4.2   Chemical Engineering Incident

•          Natural gas smell reported in CB
•          Evacuation started
•          Investigation found graduate students decanting a large drum of sludge on a pallet into a pail resting on a rolling chair
•          PPE was not adequate
•          Sludge spilled, but no spill kit was available
•          Drum pump was nearby but not used.
•          Location of drum was authorized for storage only, not dispensing or manipulating.
•          Chair of Civil Engineering involved in discussions.
•          Issue will be raised with Biosafety Committee as well.

4.3   Chemistry Incident

•        Graduate students required to attend lab during ice storm and university closure
•        Dean of SES will discuss the matter with the supervisor.

4.4   Anthropology

•          Near miss at Big Thunder Ski Hill (storage facility)
•          Gate collapsed on worker upon opening
•          No injuries sustained
•          Reported to security

5.0   Old Business:

5.1   CB Sinks

5.1.1         LUEL sink installation in progress

 5.2   ErPortal Training

•          Two monthly training sessions so far
•          More to follow

6.0   New Business:

6.1   Review Lab Safety Operating Procedures - Deferred

6.2   IRC

6.2.1       Graduate Student Association (GSA) raised issues with IRC members

6.2.1.1    None of the issues raised were submitted to Health & Safety or Security

6.2.2         Students required to work after hours

6.2.2.1 RESPONSE: Working after hours, students should use the Keep In Touch program with security, and only work on authorized after-hours experiments, following a discussion with their supervisor.

6.2.3         Students not offered first aid training

6.2.3.1     RESPONSE: Designated first aiders for  work areas, Security are first aid responders after hours.

6.2.4         NOSM students have panic button, why not LU students

6.2.4.1 RESPONSE: Phone protocols are in place and are sufficient.

6.2.5       Claim told not to label biohazards, and not to wear PPE in public since it makes administration nervous.

6.2.5.1    RESPONSE: Materials are to be labelled

6.2.5.2    RESPONSE: PPE is to be removed before leaving lab.

6.2.6       The committee discussed issues regarding Graduate Students, and the unique pressures and hazards associated with the balance between supervisor requests, the need to graduate, the perceived lack of reporting support, and the need to work safer.

6.2.7       CUPE is also explaining concern reporting for non-GA work.

6.2.8       There has been an issue getting a complete list of Graduate Students from the Office of Graduate Studies.  Health & Safety only has access to graduate students with a Graduate Assistantship.

6.2.9         COMMITTEE SUGGESTIONS

6.2.9.1     Contact Graduate Studies and all Deans to remind them that anyone working in research space needs training.

6.2.9.2     Request lists of students from Graduate Coordinators, regardless of Graduate Assistantship status

6.2.9.3     Ask CUPE and GSA to help fill in any gaps in lists from their membership

6.2.9.4 Contact Lakehead International to see if we can work together and ensure that International Graduate Students receive the training they need.

7.0   Other Business: None

8.0   Adjournment:  10:10 AM

Start: 10:35 a.m.

Human Resources Meeting room

Present

Employee Members                                                                   Management Members

Cindy Haggerty (COPE)                                                      Leslie Malcolm, Director (CEDL)

Shanon Arnold (Schedule II)                                                                     

Dr. Wa Gao (LUFA)

Laura Rovere (Schedule II)

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.

B) Wellness Fair had more students than staff attend.  More advertising is required next year.

C)  All dust and air samples have been taken; and report received.  All results are within normal, acceptable limits.

Sept. 29/16: Ursula advised that Physical Plant will begin testing dust for asbestos content in CB, UC and Ryan Building.  As part of the review undertaken by Pinchin the University will test various locations for asbestos content in settled dust.  Hugh would like 2 members from each JHSC to volunteer to be a part of sub-committee which will then make recommendations on locations for testing.  Pinchin has recommended testing at least 3 areas per each air handling unit. Members interested in being on the sub-committee please contact Ursula.

2.   Inspections

Completed inspections: part of BB and TSC rooms in AT.

• Next inspections need to be scheduled for: 
• Residence Offices, Ryan Building, remainder of Braun Building,
• Greenhouse, PACI, Nursing Building, Lot 5 Research
• Library, Field/Hangar

3.  Injury and Accident Reports

• Dec.: none
• Jan.: one slip
• Feb.: none
• March: 2 slipped: 1 broken wrist, 1 sprained wrist

Ergonomic Assessments; 

There have been 30 ergonomic assessments completed to date.

4.   New Business/Open Discussion

OH&S training: May 9^th & 10th

Next meeting: Date to be determined (Friday)

                            Time:  10:00 a.m. in HR meeting room

                            Human Resources Meeting Room

Place: Avila- Physical Plant meeting room

Time: 9:07 a.m.

Present: Steve Girvin, Stan Nemec, Fred Plank, Brian Cox, Rob McCluskey, Darren Carlin, Ursula MacDonald,

Regrets:  Hugh Briggs, Brenda Rojik, 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 their solution, still waiting for 2^nd vendor to reply.This has been a bit of a slow process overall.

            C.   Hugh advised that a list from the 2015 asbestos audit will be complied in the next month or so.  This list identifies areas with highest priority for asbestos abatement.  Any work from this list will start in the new fiscal year (May 01, 2016.)

            July 21, 2016 update- the 2016 audit is on underway, the physical examination of the             campus has begun. The audit is now in its final stages and should be complete by             Dec.2016

            March 16,2017  - the Audit is complete and Shanon is working on list of priorities

            D.  The Asbestos Management program at Lakehead University is under review. An             external consultant has been hired.  The consultant has visited the campus and will write             his report based on information gathered.  This review was initiated by the Office of the             President and as such it will be shared with the Senate and all other parties involved.  The             consultant hired to undertake this work is Pinchin Environmental.  April 21 – Steve             advised that the report is completed and it is with Sr. management for a review.

E.   Hugh spoke about taking dust samples to test for asbestos content in CB, UC and RB.

As part of review undertaken by Pinchen the University will test various locations for asbestos

content in settled dust.  Hugh would like 2 members from       each JHSC committee to volunteer

to be a part of sub-committee which will then make recommendations on locations for testing.

Pinchn has on recommended testing at least 3 areas per each air handling unit. Members

interested in being on the sub-committee please contact Ursula.

July 21, 2016 update – all Committees have now selected members who will be part of this

sub-Committee and Hugh will schedule a meeting of this group very soon.

Oct. 27, 2016 – the Committee had met 3 times and the selection process is almost finalized,

the only building to complete the selection for is CB. 

Jan.19, 2017 – Selection is now completed

March 16, 2017 – the report on the 28 air and 71 dust samples, (for suspect ACM) locations chosen by the JH&S committee is complete. Please note that asbestos was not found, except for 3 locations; and those quantities were below acceptable background concentrations in out & indoor air, as stated in the Ontario Royal Commission on Matters of Health and Safety arising from the Use of Asbestos in Ontario.  Anyone wishing to view report contact Shanon A or Ursula MacDonald.

Injury Report;

1. Maintenance employee – Employee working in crawl space hit his head and cut to of the

 head.

2.  Grounds employee – Employee broke arm slipping on ice outside the skating rink

Near Misses:

1. Security –slipped and fell on a patch of ice.  Employee injured both elbows, left wrist and

jarred back and neck.

2.  Hskp.Employee Res– fall in parking lot, injured left knee, bruised and swollen, 4 small cuts

3.  Residence Employee – office employee slipped and fell on ice attempting to speak to

Security who were responding to another incident in this location.

4.  Hskp. Residence – employee lifting a shampooing machine from a truck while the employee

was lifting it, he felt severe pain in his front shoulder/arm pit area

5. Security – employee was walking from vehicle when she slipped on ice, experiencing sore

 neck and hip

Inspections Outstanding;

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

New Business:

1.  The new member of the Committee representing IUOE is Darren Carlin.

2.  There is a bit of a problem with the new paving job at Shipping and Receiving. Steve will

notify Diane MP.

3. Hillary Chesterman is the alternate member for the Committee representing Security.

4.  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.

5.  There are chemicals in the Fieldhouse blocking access to electrical panels. Steve will speak

 with Tiffany.

Meeting adjourned at 10:50 a.m.

NEXT MEETING:    Thursday, April 20, 2017 in Avila – Physical Plant meeting room at

9:00 a.m.