RM 19a

POLICY: Terms Of Reference Joint Occupational Health And Safety Committee
Reviewed Date: 09/06/12 / Approved Date:09/06/12 / Released Date: 09/06/12
Reviewed by: KP / Approved by: SW / Released by: NS

Purpose

The Occupational Health and Safety Committee is a group of employees, management and resident representatives working together to identify, solve and monitor health and safety problems in the facility. The objectives of an Occupational Health & Safety Committee include:

~ Provide assistance to management in establishing a safer facility

~ Recommendations to improve the effectiveness of the Health & Safety program

~ Promote compliance among employees with legislation and corporate

requirements

~ Promotion of a cooperative attitude between management and employees

~ Ensure resident safety concerns are heard and addressed

To be successful, the committee has to operate in an atmosphere of cooperation. The major focus of the Committee is to provide recommendations and suggestions and is not a policy-making group.

It is essential for the success of the Committee to ensure:

~ matters of Occupational Health & Safety of employees are considered

~ matters of residents’ safety are considered

Those matters that are not handled through normal channels will be considered.

Accountability

To the Site Leader (Administrator)

Membership

Representatives to include a minimum of 4 members, half of which must represent employees (workers):

~ Site Leader (Administrator)

~ Care Manager

~ Resident Representative

~ Support Services Manager

~ Employee members (2 or more; must represent half of the committee

membership)

~ one Maintenance Representative (Ad Hoc)

Dependent on chosen representatives, appoint or select other individuals on duty to ensure all departments are covered, as well as days/evenings.

Functions and Duties

~ Make recommendations to management for the establishment and enforcement of

Health and Safety Policies and Procedures

~ Participate in the identification of existing and potential hazards to health and

safety byconducting inspections as outlined

~ Review accident reports, monitor trends and provide recommendations

~ Recommend means of controlling identified dangers

~ Determine that regular inspections of the facility are carried out as outlined

~ Advise and promote health and safety programs for the education and information

of theemployer and employees

~ Receive, consider and where necessary, investigate complaints respecting the

health andsafety of the facility. Make recommendations to management.

~ Appoint at least one worker representative and one employer representative to

Participatein monthly inspections and investigations, invite Resident Representative

to participate ininspections

~ Determine that the structures, equipment, machinery, tools, methods of operation

and workpractices are in accordance with the regulations

~ Consider recommendations from the employees in respect to Occupational Health

and Safety matters, recommend implementation where warranted and respond in

writing whenrecommendations are rejected and provide reasons for the decision

~ Hold regular monthly meetings, for the review of:

  • Annually set goals for improvement in areas that can be measured
  • Reports of incidents or occupational illness, the causes and means of prevention
  • Remedial action taken or required by the reports of investigations and inspections

(ie: fire drill, infection control)

  • Resident safety issues and concerns
  • Any other matters, pertinent to Occupational Health & Safety
  • Maintain records regarding the complaints received and the resolution of those

complaints

  • Record minutes of meetings
  • Forward minutes and recommendations to the Site Leader, who will make copies

available to the committee members and staff

Responsibility

The positions of Chairperson (2) and Secretary (1) will rotate annually between Employee Members andManagement. The 2 Co-Chair positions must be selected, one by the worker representatives, and the other by the employer representatives.

The Co-Chairs shall:

~ notify members of the meeting

~ arrange the agendas, forwarded prior to meeting to JOHS members for input

~ arrange for a meeting place

~ direct the meetings

~ review previous minutes, material and correspondence prior to the meetings

~ arrange for guest speakers, videos, etc, as required

~ formulate inspections teams

The Secretary shall:

~ prepare the minutes

~ forward a copy of the minutes to the Office Coordinator who will type and

distribute copiesto committee members

~ act as Chairperson in the event of the absence of both Co-Chairs

The Members shall:

~ attend scheduled meetings

~ assist with facility inspections

~ assist with incident investigations

~ actively participate in OH&S functions

Meetings

~ The committee should meet 12 times per year

~ A quorum shall consist of at least 50% of the members, half of which are required to be representedby the employees (workers).

~ Safety Audits will be completed monthly with a minimum of 10 annually.

Minutes

Records are an essential part of the communication process and should include accurate minutes and records of all matters that come before the committee.

Minutes will be prepared as soon as possible after the meeting and will be made available to the following:

~ Site Administrator & all department heads

~ Each department

~ Resident Representative

~ Home Council

~ Staff Room and/or Safety Board

~ WorkSafeBC

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