Joint Health and Safety Committee Directive

Purpose

The Joint Health and Safety Committee (the “Committee”) is the primary mechanism for review and discussion of the Qualico Health and Safety Program. The Committee will promote awareness of safety issues and develop a collaborative relationship between all business unit management, Employees and the Health & Safety Department to identify and resolve health and safety problems that affect us globally. It ensures that the internal responsibility functions effectively to guarantee that our organization meets Occupational Health and Safety Legislation requirements, as well as Qualico’s Health and Safety Program.

The Committee is an important communication link between management and Employees. Getting employers and Workers actively involved can create and maintain interest in health and safety, as well as establishing a positive safety attitude among all Qualico business units. An effective Committee can assist in the reduction of losses resulting from incidents and occupational illness.

Scope

To be successful, Committee members must operate in an atmosphere of co-operation, avoiding becoming adversarial. Members should bear in mind that the Committee is not a policy making body and that the normal divisions of authority at the work site are not to be violated. Recommendations and suggestions are expected from the Committee, and management must give each concern careful consideration. Many health and safety concerns can be resolved immediately in the course of daily work; those that are not resolved should be dealt with by the Committee. Through the minutes of each meeting, the Committee can ensure that problems that are brought into view and kept in view until a satisfactory solution is found.

Under certain conditions[1] a Health and Safety Committee is not required. However, Qualico will always operate with high health and safety standards and foster a culture of health and safety on all Work Sites. Qualico will support the Joint Health and Safety Committee to maintain a level of compliance, accountability and continuous growth of the Health and Safety Program. An employer must establish and maintain a joint health and safety committee:

(a) in each workplace where 20 or more Workers of the employer are regularly employed for a duration of 90 days or more, and

(b) in any other workplace for which a joint committee is required by order.

Construction Sites Committees

Committees will be created for all StreetSide and the Single Family work sites worksites where 20 or more contract Workers and Qualico Employees are employed for a duration of 90 days or more. The legislative frequency is to meet a minimum of 4 times a year, however most construction site committees meet at closer intervals like monthly or every six weeks. This would be at the discretion of each region.

^[1] Employers less than 20 regularly employed Workers; workplaces without specific JHSC requirements.

Duties of a Health and Safety Committee

Joint Health & Safety Committees play a valuable role at the office or on the Work Site. They not only promote a greater health and safety culture, but they work to keep employers and other Employees accountable for their actions.

The primary role of a Joint Health & Safety Committee (JHSC) is to oversee an organization’s Health & Safety Program. JHSCs also act as the go-between for Workers and management. All health and safety concerns are directed at the JHSC, who make recommendations to management. Together, they solve health and safety concerns.

Membership

The following terms apply to the membership of the JSHC:

• Shall consist of no fewer than four (4) and no more than 12 people.
• Can be comprised of equal number of representatives from Workers and management (Qualico Leadership, Managers, Supervisors / Superintendents) but cannot have more Managers than Workers.
• Shall have two co-chairs; one from management and one from elected Worker not associated with management.
• Co-Chairs must alternate in serving as the chairperson at the meetings.
• The employer shall post the names of the JSHC members and the meeting minutes.

Selection of Worker Representative(s)

The Worker Representative(s) on the JHSC must be selected from Workers at the workplace who do not exercise managerial functions at that workplace, as follows:

• If the Workers are represented by one or more unions, the Worker representatives are to be selected according to the procedures established or agreed on by the union or unions.
• If none of the Workers are represented by a union, the Worker representatives are to be elected by secret ballot.
• If some of the Workers are represented by one or more unions and some are not represented by a union, the Worker Representatives are to be selected in accordance with the steps above in equitable proportion to their relative numbers and relative risks to health and safety.
• If the Workers do not make their own selection after being given the opportunity, the employer must seek out and assign persons to act as Worker Representatives.

Selection of Employer Representative(s)

The Employer Representative(s) on the JHSC must be selected by the employer from among persons who exercise managerial functions for the employer and, to the extent possible, who do so at the workplace for which the joint committee is established.

Duties

The JHSC and its members shall:

• Receive and consider all concerns or complaints respecting the health and safety of all Workers.
• Identify situations that may be unhealthy or unsafe for Workers and advise on effective systems for responding to those situations.
• Cooperate with Regulatory Bodies regarding health and safety concerns.
• Maintain records in connection with the receipt and disposition of concerns and complaints.
• Attend to other matters relating to the duties of the JHSC.
• Consult with Workers and the employer on issues related to occupational health and safety and occupational environment.
• Make recommendations to the employer and the Workers for the improvement of the occupational health and safety and occupational environment of Workers.
• Make recommendations to the employer on educational programs promoting the health and safety of Workers and compliance with this part and the regulations and to monitor their effectiveness.
• Advise the employer on programs and policies required under the regulations for the workplace and to monitor their effectiveness.
• Advise the employer on proposed changes to the workplace, including significant proposed changes to equipment and machinery, or the work processes that may affect the health or safety of Workers.
• Ensure that accident investigations and regular inspections are carried out as required by this part and the regulations.
• Participate in inspections, investigations and inquiries required by Applicable Legislation.
• Carry out any other JHSC duties and functions prescribed by Applicable Legislation.

Safety and Health Committee Guidelines

Co-Chair

Co-Chairs are required to:

• Complete all JHSC training, as required by Applicable Legislation.
• Invite specialists or resource persons as required.
• Preside over the meetings.
• Guide meetings as per the agenda.
• Review and approve the minutes.
• Assign projects to JHSC members.
• Ensure that JHSC carries out its functions.
• Schedule meetings; notify members at least one week prior to meeting.
• Prepare an agenda.
• Keep all pertinent records.
• Prepare minutes.
• Report on status of recommendations.
• Distribute approved minutes, including distribution to Regulatory Bodies, as required.
• Disseminate health and safety information to members, as required by Applicable Legislation.

**Note: Qualico Regional Safety Managers are responsible for the ongoing compliance of the JHSC to Applicable Legislation. It is the expectation of Qualico’s Regional Safety Managers or a selected and trained competent Qualico Employee to sit as Co-Chair on the JHSC and participate accordingly.

Members

Members are required to:

• Review minutes and agenda.
• Participate in discussion and keep the discussion on target.
• Listen to others’ outlooks / viewpoints.
• Submit items for agenda.
• Promote health and safety in their day-to-day activities.

Standard format for JHSC meetings

JHSC meeting agendas should include, at minimum, the following items:

• Date, time of commencement.
• Members of JHSC present and not present at meeting.
• Approval of minutes of the previous meeting.
• Review of major incidents.
• Review of Regulatory Body inspection report(s), including the date and name of inspector.
• New business.
• Signatures.