Health and Safety Representative and Committee

Based on provincial legislation Holman will establish an ongoing Joint Health and Safety Committee (“HSC”). These roles are key to promoting compliance and improving workplace health and safety.

Responsibilities of a HSR and HSC Member

• 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 work site inspection documentation.
• Attend health and safety meetings.
• Provide advice and recommendations to management on the Health and Safety Program 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 killed or critically injured, or 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.
• Keep medical information strictly confidential. 

Selection Process

• Election:: Both the HSR and HSC members will be elected by the team members  they represent. Refer to HSC Establishment for any exceptions.

In the event there are no volunteers, some strategies which can be used to encourage people to come forward, include:

• Providing some basic information about the duties and responsibilities so team members can understand the role.
  • Reinforce that by assuming this role, they cultivate fresh skills and adopt a leadership position to foster a safety focused culture.
  • Reinforce that time spent fulfilling the duties are paid.
  • Reassure team members that they will receive training to competently fulfill the duties.

If the team members do not make their own selection, the employer must seek out and assign a representative.

• Committee Co-Chairs: The committee will be co-chaired by 2 members: 1 representing team members and the other representing management. Team members cannot hold management positions.
• Representation: At least half of the HSC must represent team members.
• Communication: The name of the HSR or the list of HSC members must be displayed on the Health and Safety Communication Board and shared with all team members.

Term of Office

The term of office is specified and included in the HSR & HSC Establishment resource.

Where it is not specified, the HSR or HSC member is to serve a minimum term of 2 years and continue to hold office until re-elected or until a successor is selected. Vacancies should be filled as quickly as possible.

Training Requirements

Training requirements and certification, if applicable for the HSR and HSC member, are specified and included in the HSR & HSC Establishmentresource.

Where it is not specified, a HSR or HSC will receive training to carry out required duties including:

• Occupational Health and Safety legislation.
• Rights, duties, and responsibilities of the workplace parties.
• Duties and responsibilities of the HSC/HSC.
• Hazard recognition, assessment, control, and evaluation of hazard controls.
• Health and Safety resources available to the workplace parties.
• How to conduct a workplace inspection.
• How to complete an incident report and investigation.
• How to support and investigate a work refusal.

Health and Safety Committee Meeting Requirements

The HSC will meet according to the frequency required as indicated in the HSR & HSC Establishment resource. Attendance will be taken at the HSC meeting. It is recommended that the chairing of each meeting be alternated between the 2 co-chairs, although the HSC may find other appropriate procedures.

HSC co-chairs will set the agenda for the meeting. The agenda will be distributed at least 1 week prior to the meeting. Members who wish to have items added to the agenda will give the chairpersons ample notice.

The HSC team member co-chair will document the meeting minutes, including a summary of response to previous meeting recommendations, a summary of incidents and lost time, and all committee recommendations. Minutes should maintain confidentiality for individuals by omitting names of team members involved in workplace incidents including witnesses, or parties involved in work refusal or workplace complaint.

The meeting minutes will be reviewed by the co-chairs, circulated to the HSC, signed by the co-chairs and posted on the Health and Safety Communication Board. A copy of the meeting minutes must be forwarded to the applicable workplace safety agency, when applicable. Please refer to the Health and Safety Representative (HSR) and Joint Health and Safety Committee (HSC) Guidelines for details of if minutes must be submitted to the applicable workplace safety agency in your province.

Upon request, minutes must be made available to the provincial occupational health and safety officer.

Meetings are not considered valid unless there is a quorum. At least half the committee members must be present for there to be a quorum. This ensures a fair representation of the committee. Team members and management must be present, with at least half of those present being team members.