To define the River East Transcona School Division (RETSD) workplace safety and health committee(s) structures, responsibilities and operational terms of reference to ensure the committees are active, included and effective in helping manage, develop and continually improve the workplace safety and health management system.
The division must establish operational roles, responsibilities and terms of reference workplace safety and health committees for compliance under Manitoba Workplace Safety and Health Program Element 10 – Develop a strategy to involve workers.
This safe operating procedure and associated documents establish a standard, procedure and program framework for all facilities and stakeholder groups for workplace safety and health committee(s) at RETSD.
See Workplace Safety and Health Management System Administration and Statement of Responsibilities for general responsibilities for all groups.
TERMS OF REFERENCE FOR ALL RETSD WORKPLACE SAFETY AND HEALTH COMMITTEES
The default terms of reference and code of practice for the structure and operation of both divisional and site workplace safety and health committees is defined under the applicable provincial legislation.
Structural or operational variations from what is defined in the code of practice shall be accounted for in this document and approved by Manitoba Labour and Immigration.
OPERATIONAL STANDARD DEFINED FOR ALL RETSD WORKPLACE SAFETY AND HEALTH COMMITTEES
RETSD shall operate a divisional health and safety committee in compliance with all provincial legislation, regulations and codes of practice for the operation of health and safety committees in Manitoba.
The workplace safety and health committee will be the formal communications group regarding safety- and health-related issues and concerns in the workplace.
The committee, with the support of management, shall take an active role in the development and implementation of an effective health and safety program at RETSD.
For the purposes of RETSD, the "division" is deemed to be one "place of employment" with one committee serving the whole division and each facility site having one safety and health worker representative.
General expectations and duties of a workplace safety and health committee member or associate at RETSD are to:
Participate in work site inspections, concern or incident reporting, response, investigations and corrective actions.
DIVISIONAL WORKPLACE SAFETY AND HEALTH COMMITTEE STRUCTURE
RETSD workplace safety and health committee(s) are to be comprised of the following, unless changes are made by mutual agreement of all committee members.
One superintendent or designate (management co-chairperson)
One director of maintenance or designate
One director of transportation or designate
One safety and health officer
Total number of employer representatives: four
Quorum requirements: two representatives from this group must be present at meetings
Two River East Transcona Teachers' Association members (RETTA)
Two River East Transcona Educational Assistant Association members (RETEA)
One Canadian Union of Public Employees, clerical member (CUPE)
Two Canadian Union of Public Employees, custodial/maintenance/kitchen staff members (CUPE)
One Canadian Union of Public Employees, library member (CUPE)
One Canadian Union of Public Employees, transportation member (CUPE)
One representative from non-union employees
Total number of worker representatives: 10
Quorum requirements: five representatives from this group must be present at meetings
Total divisional committee membership: 14
Site Representatives (Divisional Committee Associates)
One representative per school
One representative from Administration Offices
One representative from student services
One representative from Educational Resource Centre
One representative from Maintenance
One representative from Transportation
WORKPLACE SAFETY AND HEALTH COMMITTEE
All committee member listings, meeting schedules and minutes are posted on the workplace safety and health bulletin boards at each facility.
Safety concern resolution process for all workers:
Report all safety concerns to your supervisor or person in charge first to give them a chance to respond and correct the concern.
Consult with your workplace safety committee members and/or site teams as required or as desired to discuss safety concerns and potential solutions.
Remember, you have the right and responsibility to participate and workplace safety and health in your workplace.
Site Teams and Site Committees, where applicable, are responsible for the following:
Receiving safety incident reports at the local level, and forwarding completed reports to the Safety and Health Office.
Coordinating safety concern or incident responses, investigations, and developing corrective action plans as required. (Safety Officer Cell: 204.471.5693 or email firstname.lastname@example.org)
Liaise with Safety and Health Office on serious incidents, dangerous occurrences, and any contact with the provincial Workplace Safety and Health Division.
Managing corrective action plan activities and monitoring effectiveness.
Conducting semiannual inspections and ensuring other inspection programs are being completed as designed.
DIVISIONAL COMMITTEE MEMBERS ELECTIONS OR APPOINTMENTS
Appointments to the committee are made annually in the fall. Care should be taken to ensure each employee group is represented.
Term of office of committee members shall be one year. Members are eligible for re-appointment; however, it is recommended that appointments do not exceed three years in succession.
The Workers of the Committee (i.e. Non-management) shall elect their Co-Chairperson every 2 years.
The names of the committee members shall be posted on all division workplace safety and health bulletin boards. The current posting mechanism is that all current committee member names are listed on the official committee minutes.
There shall be two co-chairpersons chosen for the committee (one from management representation, one from worker representation), to be selected annually. Co-chairpersons shall be identified as such on the committee name list.
The chairperson of the committee shall alternate from meeting to meeting between the co-chairpersons.
Alternate Committee Members are duly appointed or elected RETSD employees who are meant to serve as substitutes, in place of, elected or appointed committee members who cannot attend a meeting.
The purpose of having alternate members is to help ensure quorum for meetings and to ensure that the specific group's interests and views are properly represented at the committee.
Employee groups / associations / unions are not required to select alternates. If an employee group / association / union does select alternates, they shall appoint or elect alternate committee members in the same manner that they appoint or elect safety committee members.
Alternates have full standing to participate in the committee proceedings as committee members do, meaning that they can participate and vote.
To act as an alternate, at a minimum the worker must:
- understand the basic functions and purpose of the committee
- be made aware of the meeting agenda for the meeting they will be attending
- have sufficient knowledge and adequate background knowledge of the issues to be discussed at the meeting through consultation with their respective committee member(s) and / or review of previous meeting minutes.
It is the responsibility of the employee group / association / unions to properly prepare and support alternates for their role.
The employee group / associations / unions shall inform management of:
- The names of alternates
- Which alternate backs up which committee member(s)
Management will maintain a list alternates and their corresponding committee members they are alternate for.
Alternates are entitled to the same time and pay considerations as committee members when fulfilling the role.
If an alternate attends a meeting in addition to their respective committee member(s), they will not be considered as an alternate, will not be considered for quorum calculations, will not be able to vote, and will not be afforded the time and pay considerations afforded to committee members."
SITE REPRESENTATIVES (DIVISIONAL COMMITTEE ASSOCIATES) ELECTIONS OR APPOINTMENTS
School or building (site) safety and health worker representatives are considered associates of the workplace safety and health committee. Their role is to support the activities of the divisional workplace safety and health committee and to be part of the site safety teams.
School or building safety and health worker representatives shall be elected from the staff of the building on an annual basis.
The worker representative shall not be the school or building administrator or building custodian.
Members are eligible for re-election; however, it is recommended that appointments do not exceed three years in succession.
Specific Duties of Site Safety Representatives
It is the specific responsibility of the site safety representative to:
Post all information received regarding workplace safety and health, including the names of the committee members, minutes of meetings, site inspection reports and responses from the committee on the workplace safety and health bulletin board in their building.
DIVISIONAL PROGRAM OF WORK SITE INSPECTIONS AND SITE SAFETY TEAM PARTICIPATION
The local workplace safety and health representative and the school/building administrator with the school/building custodian(s) shall conduct two formal inspections annually.
The formal inspections are generally required to be completed by the last school day in October (i.e., on or before Oct. 31) and by the last school day in April (i.e., on or before April 30) of any school year.
The result of this inspection shall be recorded on the Checklist for Workplace Safety & Health Inspections and forwarded to and reviewed by the workplace safety and health committee employee co-chairperson, who in turn will liaise directly with the safety and health officer and/or the director of maintenance.
Follow-up inspections will take place, as required, to ensure all deficiencies noted are reasonably and practicably addressed.
The school/building administrator should deal with routine maintenance issues that appear during the site inspection in conjunction with the maintenance department (i.e., custodial staff).
Where a safety or health concern is identified, the appropriate supervisor shall attempt to remedy, resolve or mitigate the matter immediately, as far as reasonable and practicable in the circumstances, in consultation with members of the site team.
Unsafe conditions that cannot be dealt with at the building level must be recorded and reported on the divisional Checklist for Workplace Safety & Health Inspections. A copy of said form shall be returned to the originator, indicating action taken, if any. Site representatives will keep records of all workplace safety and health concerns.
Where a satisfactory resolution is not achieved, the matter shall be placed on the agenda of the next meeting of the committee for the purpose of resolving the concern.
If the concern is not resolved in committee, either the employees or employer or both jointly may request assistance from the Workplace Safety and Health Division of Manitoba Labour and Immigration.
The committee shall annually develop, review and implement a plan and checklists for on-site inspections. These inspections are separate from, and in addition to, all other inspections.
For further details on the overall protocols for safety audits and inspections, see Safety Inspections webpage link.
DIVISIONAL COMMITTEE MEETING AGENDAS
The co-chairpersons shall ensure the preparation of committee agendas. Generally, the committee agendas shall include the review of:
Statistics, including first-aid injuries, medical-aid injuries, lost-time injuries, dangerous-incident reports, formal-facility inspection checklists
DIVISIONAL COMMITTEE MEETINGS
A minimum of four meetings shall be held during the school year (10-month period, September to June); not less than once in each calendar quarter.
Meetings are to be called by the co-chairperson. The meeting schedule for the year should be planned as part of the new business portion of the first meeting of the year. The meeting schedule, when determined and agreed upon, shall be posted, currently on the front page of committee meeting minutes.
All committee members shall be individually notified in advance of all meetings.
The division shall provide a meeting place.
The quorum for meetings shall consist of one-half of the worker committee members and one-half of the management committee members, with at least one co-chairperson present.
The co-chairpersons shall ensure the preparation of committee agendas.
DIVISIONAL COMMITTEE MEETING MINUTES
The co-chairpersons shall ensure minutes of the meeting are recorded.
The minutes shall be posted on all RETSD workplace safety and health bulletin boards before the next regular meeting. The original shall be retained in the records of the committee with copies distributed to committee members.
Generally, all action items listed in the minutes, wherever reasonable and practicable, shall be resolved with 30 days.
Divisional minutes shall be submitted to the Manitoba Workplace Safety and Health Division on a regular basis (e-mail: email@example.com).
Generally, minutes should be submitted to the workplace safety and health division with 7 days of the committee meeting.
SITE WORKPLACE SAFETY AND HEALTH COMMITTEE STRUCTURE
Site Committee Locations
The following RETSD school facilities have site workplace safety and health committees, due to facility size and vocational lab needs:
Murdoch MacKay Collegiate
Site Committee Meeting Minutes
The minutes from site committee meetings shall be submitted to the divisional workplace safety and health committee, and then submitted by the divisional committee to the Workplace Safety and Health Division. (e-mail: firstname.lastname@example.org).
EDUCATIONAL LEAVE FOR ALL RETSD WORKPLACE SAFETY AND HEALTH COMMITTEES
Worker representatives of the workplace safety and health committee and each workplace safety and health site representative shall be allowed educational leave to a maximum of two regular working days for the purpose of attending workplace safety and health training seminars sponsored or approved by the workplace safety and health division or as approved by the committee.
OTHER PROGRAM ADMINISTRATION AND DUTIES FOR ALL RETSD WORKPLACE SAFETY AND HEALTH COMMITTEES
All activities and functions of the committee and school and/or building (site) safety and health worker representatives shall be scheduled during working hours with no loss of wages.
The committee shall ensure the division has a comprehensive asbestos-management program in place. Employees have the right to know that asbestos may or may not exist in the school/building in which they work.
Each school/building has a binder in the staff room that maps out where asbestos may be found. Signage is erected in each school/building that also informs the staff/students/visitors of the location of this hazardous material. (See Asbestos Management Program)
The committee shall ensure the division meets the requirements of regulations under the act pertaining to hearing-conservation programs. (See Hearing Conservation and Noise Control Program)
The committee shall ensure all incidents and dangerous occurrences are properly investigated by the investigation team, any injuries or accidents are reported immediately and the injury-management program and its procedures are followed. (Safety Incident Reporting and Safety Investigation and Corrective Action)
The committee shall ensure that the division provides information to all employees with regards to the right to refuse to work when they have reasonable grounds to believe the particular work is dangerous to the safety and health of themselves or others. (See Right to Refuse Dangerous Work)
All staff must be aware of the importance of the working alone procedure (See Working Alone or in Isolation; department manuals for maintenance and transportation staff for their specific employee group) and to ensure that the procedure be followed.
The division will plan, develop and implement a workplace safety and health program in consultation with the committee and will address the specific needs of the workplace. (See Workplace Safety and Health Management System Administration)
A combination of hard-copy postings, distributions and electronic posting will be used to communicate safety and health program information within RETSD.
All stakeholders shall be trained to their required level of involvement in the WSHMS to become familiar with its structure, organization, and how to look up and access information both electronically and in hard copy form through:
Ultimately, the superintendent shall be responsible for the sustainability of the WSHMS, and shall enforce compliance to standards at a divisional level.
Workplace safety and health management system compliance shall be managed through the application of performance management and progressive discipline policies and procedures.
Worker failure to comply with provisions of the RETSD safety program may lead to discipline, up to and including discharge from employment and / or other remedies available at law.