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JWSHSC Rules of Procedure

1. Name of the Committee

The name of the committee should be reflective of the work site it represents.

Examples: Head Office JWSHSC 23rd Street Overpass JWSHSC JWSHSC – West Creek Arena

2. Constituency

The constituency identifies the different departments or groups represented on the committee. Members are elected in a manner to provide appropriate representation of all departments, groups, or areas to address all relevant occupational health and safety concerns at the work site.

Example:

Representative Name Group/Area/Department/Union

Worker Representative #1 Carpenters

Worker Representative #2 Iron Workers

Worker Representative #3 Operators

Worker Representative #4 Administrators

Employer Representative #1 Project Management

Employer Representative #2 Project Supervision

Members are elected in a manner where all departments/areas are represented. Also see Section 1 – Appropriate Representation in the Terms of Reference.

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3. Purpose

The primary purpose of the JWSHSC is to identify and resolve safety concerns. The committee should also promote health and safety at the work site.

The committee also aids in increasing two-way communication between workers and employers as well as promoting a healthy and safe working environment.

4. Duties and Functions

The duties and functions of the committee are identified in the OHS Act, s.19, and include the items below.

a) Receive and consider concerns regarding health and safetyb) Respond to and find solutions for worker concernsc) Participate in hazard assessmentsd) Develop corrective actions e) Monitor and follow up on corrective actionsf) Promote overall health and safety at the work siteg) Cooperate with OHS officers h) Establish and promote worker training and education programsi) Make recommendations regarding health and safetyj) Inspect the work sitek) Participate in investigations of incidents and serious incidents l) Maintain records of matters related to the duties of the committeem) Other duties as may be specified the OHS Act, Regulations, and Code

Duties shall be performed during normal working hours.

5. Records

The committee will keep accurate records of all activities conducted by, and all items addressed by the committee.

Records include meeting agendas, meeting minutes, recommendations to the employer, inspections, hazard reports, incident reports, investigations, action plans, orders, interactions with OHS officers, or any other documentation related to the duties and functions of the committee.

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6. Meetings

The committee shall meet in accordance with OHS Act, s.22. The requirements are stated below.

a) Meet within 10 days of being established b) Meet at least quarterlyc) Meet if requested by a co-chaird) Meet if requested by an OHS Officer

Meetings shall be held during normal working hours. A quorum is required to hold a meeting.

7. Agenda and Meeting Minutes

Meeting agendas and minutes will adhere to the guidelines below.

a) Agendas and minutes will follow the approved templates b) Agenda will be prepared by the co-chairs and distributed to members prior to

the meetingc) The co-chairs must ensure meeting minutes are recordedd) The co-chairs must ensure meeting minutes are approved and given to the

employer within 7 days of the meetinge) The co-chairs must ensure copies of the approved meeting minutes are

posted or provided by electronic means at the work site within 7 days after the day the meeting was held

8. Composition

The committee’s composition will follow the requirements below.

a) The committee shall consist of ________ members. b) One worker representative will be elected from each of the following

groups/areas/departments/union. (Include list of all applicable groups/areas/departments/unions)

c) One employer representative will be appointed/elected from each of the following groups/areas/departments/unions. (Include list of all applicable groups/areas/departments/unions)

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9. Co-Chairs

Two co-chairs will be selected by the members of the committee.

a) The worker representatives shall select one co-chairb) The employer representatives shall select one co-chair

The co-chairs have specific requirements under the OHS Act (s.22, s.25, s.27). Co-Chair responsibilities are listed below.

a) Alternate in serving as chair at committee meetings b) Participate in all decisions of the committeec) Prepare the agendas for the committee meetingsd) Ensure that meeting minutes are recordede) Ensure that meeting minutes are approved and given to the employer within 7

days of the meetingf) Ensure copies of the approved meeting minutes are posted or provided by

electronic means at the work site within 7 days after the day the meeting was held

Either co-chair may call a special meeting.

10.Quorum

The composition of the quorum shall follow the requirements below.

a) Consist of ______ members (one-half of the members)b) Both worker and employer members must be presentc) At least one half of members present are workers

A quorum is required to conduct a meeting or make valid recommendations and decisions.

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11. Terms of Office

The OHS Act, s.24, states the duration of a member’s term on a JWSHSC. The durations in the OHS Act are specified below.

a) Normally not less than one yearb) May be longer than one year until a successor is selected or appointedc) Determined as per the union’s agreementd) If there are multiple unions, determined via an agreement amongst all the

unions

12.Replacing a Member

The procedure for replacing a member of a JWSHSC is specified below. If there is a union at the work site, members will be replaced as per the union (or unions’) agreement.

a) Announce the departure of the leaving member to the committeeb) Determine the demographic represented by the leaving memberc) Announce the departure to the work site d) Hold an election to replace the member (ensuring the appropriate

demographic)e) Announce the new member to the JWSHSC and the work sitef) Amend any documentation to reflect the change

If there is a union, and the union (or unions’) agreement indicates how a member is to be replaced, the JWSHSC will follow the agreement.

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13.Coordinating with Other JWSHSCs

When the employer (or Prime Contractor) establishes multiple JWSHSCs, the committees will coordinate with each other. The process is outlined below.

a) Committees will determine who will be the liaison between committeesb) The employer (or Prime Contractor) will ensure contact information is shared

amongst the JWSHSCsc) The liaison will ensure appropriate documentation is shared amongst the

committees d) The liaison will ensure relevant recommendations are shared amongst the

committeese) The liaison will ensure educational and health and safety initiatives will be

shared amongst the committees

14.Recommendations to the Employer

Recommendations to the employer will follow the requirements stated below.

a) Written using the approved templateb) Directly related to health and safety c) Reasonabled) Clear and complete (ensure the employer will not need more information to

make a decision)

15.Dispute Resolution

With the Employer/Prime Contractor

As per s.21 of the OHS Act, when a matter cannot be resolved after written reasons are given by the employer, the employer, the JWSHSC, or a member of the JWSHSC may refer the concern to an OHS Officer.

Amongst the JWSHSC (failure to reach consensus)

When the committee is unable to reach an agreement regarding a health and safety matter (recommendation) the committee will ___________________.

(This may include having the co-chairs contact OHS or a third-party consultant)

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16.Amendments

These Rules of Procedure may be amended by vote of the committee members.

17.Status of Rules of Procedure

Status Created/Approved By Date(MM/DD/YYYY)

Drafted

Reviewed

Amendment #1