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Health and Safety Committee Terms of Reference

  1. Name of the Committee:

Holman Health and Safety Committee

  • Composition of the Committee:

The Health and Safety Committee will consist of 6 members as follows:

  • 3 management representatives
  • 3 employee representatives

Employee members cannot be managers.  All committee members must be directly employed by Holman

The committee will have two co-chairs: one representing employees, the other representing the employer.

  • Purpose of the Committee:

Improve health and safety in the workplace by recognizing hazards, making recommendations for corrective actions, responding to worker concerns, monitoring the Health and Safety Program, and acting as a resource to the Practice in matters concerning health and safety in the workplace.

  • Term of Service:

The term of service for worker members on the Committee will be a minimum 2 years. When a worker member’s term is complete, all workers will be asked to nominate from amongst themselves a person to become a worker member of the Committee. The Committee member who is ending their term may choose to serve another term by putting their name forward to serve again. Where more nominations are made than there are positions available on the Committee, an election will be held.

  • Functions of the Committee:
  • Identify and evaluate potential hazards and sources of danger; recommend corrective actions as needed; follow up on potential hazards or dangers brought forward and ensure corrective actions have been implemented.
  • Carry out workplace inspections or review of the employer’s work site inspection documentation.
  • Attend health and safety meetings
  • Provide advice and recommendations to management on health and safety programs including violence and harassment.
  • Participate in education and training programs under occupational health and safety legislation.
  • Participate in an investigation of workplace incidents, such when a team member is injured on the job.
  • Encourage and educate fellow team members as it pertains to healthy and safe work practices.
  • Accompany government inspectors during workplace inspections.
  • The committee will maintain the confidentiality of information provided to the committee in relation to a health and safety incident, dangerous work refusal or any other matter deemed to be confidential by the committee or the employer, unless authorized by the employer or required under law.
  • Record Keeping:

The Committee will keep accurate records of all matters that come before it, including worker complaints, workplace inspections, incident investigation reports, workplace refusals, and any other health and safety documentation available for review and will ensure all recommendations are followed up on.

  • Meetings:
  • The Committee will meet as required and at least once per quarter.
  • The co-chairs will alternate leading meetings
  • Committee meetings will be held during normal working hours.
  • Special meetings, if required, will be held at the call of the Co-Chairs.
  • Committee members will be required to attend 3 of the 4 meetings scheduled per year to stay an active member.
  • Discussions at meetings will only be related to health and safety
  • Agenda and Minutes:
  • An agenda will be prepared by the co-chairs and distributed to all members prior to the meeting.
  • All items discussed in the meeting will be reported in the minutes. Unresolved items will continue to be reported in the minutes and placed on the agenda until such time as they are considered complete.
  • Minutes will be provided to management for their review, along with any formal recommendations.
  • Minutes will be prepared as soon as possible after the meeting and will be posted in the workplace.
  • Forwarding concerns and recommendations

The co-chair who leads a meeting will forward the Committee’s health and safety concerns or recommendations to management as soon as possible and at a maximum within 5 days.

  1. Amendments:

These terms of reference may be amended by majority vote of the committee members within the parameters of what is required by occupation health and safety regulations.

Terms of reference approval and effective date – May 6, 2024

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