Measures of Performance For Committees

1. Safety Services Canada Measures of PerformanceFor Committees MOP-C Presented by: Wilson Bateman

2. Overview SUMMARY Introduction SURVEY Measures of Performance 1.Minimum Compliance 2.Goals & Objectives 3.Rules of Procedure 4.Functions of Committees 5.Committee Training Annual Report

3. Introduction First Committee: Early 1970’s Part of the IRS Minimum Regulatory Compliance Is Your Committee Working?

4. Introduction “The hearings have indicated that a number of these joint committees have become effective instruments for constructive and cooperative consultation on conditions of work related to health and safety. On the other hand, among these committees are also some that meet sporadically with no clear sense of their role and others that meet more often in an atmosphere of frustration, in which the labour members are convinced that undesirable conditions are not being corrected and management members believe that the substance of many complaints is not central to health and safety.”

5. Introduction “The commission considers the essential role of the joint committee to be that of providing a consultative forum for constructive and critical review of the status of the health and safety of workers as reflected in the performance of the responsibility system both internal and external to the local operation. It is a forum of consultation between those with the ability to contribute and those accountable for deciding what is to be done.” – Ham Commission Report, 1976

6. Measures of Performance Leading Indicators • Minimum Regulatory Compliance • Goals and Objectives • Rules of Procedure • Functions of Committees • Committee Training

7. 1. The Law MOP-C Minimum Regulatory Compliance

8. Act = System Regulations = Rules Code Standards Mfg The Law Industry Practice Guidelines Committee Code of Practice

9. Act • IRS • Rights • Responsibilities • Committees • Role of regulator Manitoba OH&S Legislation

10. Safety Program 1. Policy Statement 2. Hazard Identification and Control 3. People and Resources Required in Emergencies 4. Statement of Responsibility 5. Inspection Schedule 6. Develop Plans to Control Chemical and Biological Hazards 7. Develop a Plan to Safeguard Contracted Employer 8. Training Plan for Workers and Supervisors 9. Procedures for Investigating Accidents, Dangerous Occurrences and Work Refusals 10. Develop a Strategy to Involve Workers 11. Evaluate and Revise your Program Regularly Program Elements

11. The Law We need a safety committee. • One committee • Input into number of members • Half non-management • Employee members determined by the employees • Meeting frequency • Required time from work • Rules of Procedure • Chair and co-chair • Functions defined

12. Policy review in consultation Program in consultation Recommendation 21 days Information Monitoring Refusal Inspections List of Chemicals WHMIS (training annual review) First Aid (remote location plan) Policy & Procedure The Law

13. 1. Minimum Regulatory Compliance The Law 14 • Committee • Safety Program • Defined Responsibilities • Employee Rights Integrate Health & Safety SURVEY SURVEY

14. 2. Goals & Objectives MOP-C Safety Services Canada

15. 2. Goals and Objectives • What are your committee goals? Short Term (what do you want) Long Term • What are your objectives? • Who is responsible for the action plan? • Do the goals of the committee match the goals of the organization? Goals are not fuzzy wishes, or hastily made new year’s resolutions

16. 2. Goals and Objectives SMART: Specific Motivational Achievable Recordable “Trackable” The road map for your safety committee.

17. Specific Objectives Code Of Practice (i) assisting workers and the employer to identify, record, examine, evaluate and resolve safety and health concerns in the workplace; (ii) developing practical procedures and conditions to help achieve the highest possible degree of safety and health in the workplace; and (iii) promoting education and training programs to develop detailed knowledge of safety and health concerns and responsibilities in each individual in the workplace.

18. 2. Goals and Objectives • Consideration should be given to number and type of: • Incidents • Near misses • Injuries • % safe • Audit Results • Corporate Goals and Objectives • Safety Program Requirements • Continuous Improvement Goals 10 SURVEY

19. 3. Rules of Procedure MOP-C Committee Code of Practice

20. 3. Rules of Procedure How are the Rules of Procedure: • Developed? • Communicated? • Followed?

21. 3. Rules of Procedure Do the rules of procedure include; • composition of the committee • term of appointment of members • method for calling meetings • who can call a meeting • notice of meetings in advance • frequency of meetings • emergency meetings • when to call an emergency meeting

22. 3. Rules of Procedure Do the rules of procedure include; • conduct of meetings • setting the agenda • matters the Act requires the employer to consult the committee on • communication • recommendations • quorum • chairing • method of reaching decisions

23. 3. Rules of Procedure • Ensure that committee meetings are effective. • Ensure that the right people are on the committee.

24. 3. Rules of Procedure

25. 3. Rules of Procedure Selection of Committee Members: • Committed • Respected (within organization) • Will Participate • Team Player • Experienced • Has Knowledge (in safety and job) • Organized • Authority

26. 3. Rules of Procedure

27. Members • You are a member of one of the most important teams in the organization. • Your position on the team is important. • What you are doing saves money, time, and most of all lives. • Your efforts are appreciated by all employees and their families. Rule 14 Meeting 11 Members 10 Off-the-job safety Committee communication SURVEY

28. 4. Functions of Committees MOP-C Safety Services Canada

29. 4. Functions of Committees • Policy and Program • Audit / Compliance • Hazard Identification • Inspections • Investigations • Records and Statistics

30. Section 40 of the Act the duties of the committee include: (i) the receipt, consideration and disposition of concerns and complaints; (ii) participation in the identification of risks to the safety or health of workers or other persons, (iii) the development and promotion of measures to protect the safety, and checking the effectiveness of measures; (iv) co-operation with the occupational health service, (v) co operation with a Safety and Health Officer (vi) the development and promotion of programs for education (vii) the maintenance of records in connection with the receipt and disposition of concerns and complaints and the attendance to other matters relating to the duties of the committee; and (viii) such other duties as may be specified in this Act or regulations.

31. Code 1. Protect the anonymity of complainants who request same. 2. Inspect dangerous conditions and/or call a special meeting to resolve the concern. 3. Notify complainants of any decisions or recommendations made by the committee relating to their concerns. 4. Notify all workers at any site where the work is determined to be dangerous. 5. Periodically carry out plant wide surveys to determine types of tasks performed, operating methods used, and hazards and problems which may be encountered in the course of workplace operations. 6. Prior to regular meetings, each committee member should inspect a specific part of the workplace and the operations conducted therein.

32. Code 7. Review safety of new equipment, materials or processes and make recommendations accordingly. 8. Worker co-chair or designate shall accompany a Safety & Health Officer during any inspection. They may be joined by the employer co-chair or designate. Both co-chairs/ designates shall be present during discussion of the inspection report and shall sign the report indicating they have read it. 9. Hold plant or office meetings/discussions/presentations to discuss, critically evaluate and get input on safety and health matters. 10. Distribute and display safety and health information and educational materials relevant to your workplace.

33. Procedure to Resolve Concerns • Reporting • Supervisor and where practicable, to a committee member • First Stage- Committee member / supervisor and employee. Recorded • Second Stage -agenda next meeting. • Third Stage – outside assistance

34. Dangerous Conditions • Report • Inspection / special meeting • Refusal • Report Safety Officer • Warning

35. Policy and Program How? Committee members should be involved in: • Design • Implementation • Review • Continuous Improvement

36. Audit / Compliance How? • Legislation Review • Inspector Visits • Program Requirements • Internal / External Audits • WCB Statistics • Other Indicators

37. Hazard Identification How? • Hazard Assessment • Job Hazard Analysis • HAZOP • Inspections (may be required by law) • Observations • Audits

38. Inspections • Conditions • Behavior Committee: Who is doing inspections? What is being done?

39. Inspections • Committee shall periodically carry out detailed safety and health surveys • familiarization with the types of tasks performed and the operating methods • identification of workers' concerns • identification of safety or health hazards • In preparation for regular meetings, each Committee member should inspect a specificpart of the workplace and the operations conducted therein.

40. New Materials Processes When an employer is planning to introduce new equipment, changes in operating procedures, new chemicals or other substances or materials into a workplace, he shall advise the Safety & Health Committee which in turn shall give priority to considering the implications, with regard to safety and health, of such plans for the workers.

41. Investigations What is the committee’s role? • Lost time Injury • Incident • Concerns • Refusals

42. Records and Statistics What is documented? • Minutes of Meetings • Agenda • Recommendations • Training Records • Performance Stats • Annual Report Function 10 SURVEY

43. 5.Committee Training MOP-C Safety Services Canada

44. 5. Committee Training What is the Standard for the Committee? • Committee Orientation • Incident Investigation • Hazard Identification • The Legislation IRS • Problem Solving Techniques • The Procedure for Refusals • The Safety Program • Other

45. Explanation of Function The Safety & Health Committee shall explain its purpose and function to all persons in the workplace, and inform all persons of their rights and duties under the Workplace Safety & Health Act and Regulations and the Codes of Practice.

46. In Plant Meetings and Evaluations The Safety & Health Committee should periodically initiate in plant or office meetings, discussions, or presentations, so that workers may discuss and critically evaluate safety and health matters, including the performance of the Committee and the adequacy and effectiveness of government support services.

47. Display, Distribution and Posting of Material The Safety & Health Committee shall ensure the distribution and display of information and educational materials, which have specific relevance to the safety and health of workers in that workplace.

48. Annual Report A committee’s annual report can summarize their Measures of Performance. • Minimum compliance with the legislation • Training completed by the committee • Number of meeting (attendance / guests) • Goals and Objectives ( reached ) • Rules of Procedure ( reviewed / revised ) • Concerns and investigations ( outcome ) • Recommendations ( completed / pending ) • Statistics • Off the job safety Training 12 Annual report 7 Role 5 Documentation 7 Committee communication

49. Summary: Putting It All Together The Formula: A Trained, Competent Committee + A Committed Management Team + Committee Resources + Measures of Performance = A Safer Work Environment (Helping to Improve your Safety Culture)

50. The Safety Committee MOP-C Annual Report