joint occupational health & safety committee meeting minutes · 0 reach consensus on any...

Joint Occupational Health & Safety Committee Meeting Minutes

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Name of Committee: Faculty of Medicine

Worker Co-Chair: Jennifer Xenakis Employer Co-Chair: Linda Herbert

Date: March 17, 2020 Time: 10:00 AM

Location: CSB V2-220,DHCC 2254,LSC 1443, SPH 1413 AGENDA:

Topic Time (min)

Desired Outcome(s)

1 Roll Call and Introductions 2-5 • Confirmation of who is present • Guests introduced

2 Determination of Quorum 1 • Minimum of 4 members • worker reps ≥ employer reps

3 Approval of Previous JOHSC Meeting Minutes 2 Agreement that minutes are a complete and accurate reflection of the previous meeting. 4 Approval of Agenda 2 • Everyone has an opportunity to add additional agenda items

• Agreement on agenda 5 Review Actionable Items from Local Safety Team

(LST) Minutes 5 • A list of concerns that require JOHSC input is recorded

• An action plan is created for each item (next steps and possible resolutions) 6 Review Central Accident/Incident Reporting

System (CAIRS) report of Accidents/Incidents 15-20 • Everyone has an opportunity to ask questions

• Everyone understands the details, recommendations and resolutions for each incident. • All incidents have a worker rep assigned

7 Review Workplace Safety Inspections 5 • Members are aware of workplace inspections and follow up on items requiring review 8 Review Education and Training 5 • All member training is recorded

• Members are aware of available training opportunities 9 Ongoing Business – Status of Action Items 10 • Updates are discussed and recorded

• All member questions are addressed • Everyone is up to date on all items

10 JOHSC Recommendation Letters (Correspondence)

0 • Reach consensus on any recommendation letters to send • Agree on where to send letters and who/how this will be done

11 Safety & Risk Services Update 10 • Everyone has full understanding of information provided • Any action items are discussed and assigned

12 Health and Safety concerns 15 • Members have an opportunity to discuss any health and safety concerns in their areas or received from workers • An action plan is created for each item (next steps and possible resolutions)


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1. ROLL CALL Worker Representatives Association/Union Work Location Present Regrets Absent

Anita Chiu AAPS WHRU ☐ ☐ Sue Menzies Non-Union Tech BCCHRI ☐ ☐ Mickey Frenklach AAPS BC Children’s Hospital ☐ ☐ Galina Soukhatcheva Non-Union Tech BCCHRI ☐ ☐ Jennifer Xenakis Non-Union Tech Koerner Pavilion ☐ ☐ Beth Whalen (A) Non-Union Tech St. Paul’s Hospital, Heart Lung Institute ☐ ☐ Clare Beasley Faculty Association BCCHRI ☐ ☐ Ivan Leversage AAPS St. Paul’s Hospital, Heart Lung Institute ☐ ☐ Suni Hwang AAPS IRC ☐ ☐ Heather Cheadle-Yamamoto CUPE 2950 LSC ☐ ☐

Employer Representatives Work Location Present Regrets Absent Shilpa Samji Diamond Health Care Centre ☐ ☐ Sunny Pao (A) IRC ☐ ☐ Linda Herbert IRC ☐ ☐ Claire Smits (A) St. Paul’s Hospital, Heart Lung Institute ☐ ☐ Michelle Neilly IRC ☐ ☐

Resources/Guests Work Location Present Regrets Absent Paul Gill SRS (FoM) ☐ ☐ Pierre Tanguay SRS (FoM) ☐ ☐ Nick Steel (interim secretary) SRS (FoM) ☐ ☐ Tony Fang VFMP Class of 2021 Representative ☐ ☐ Perneet Sekhon VFMP Class of 2020 Representative ☐ ☐ Igor Sljivic VFMP Class of 2022 Representative ☐ ☐ Hannah Parmar VFMP Class of 2022 Representative ☐ ☐

* (A) – Alternate member


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2. DETERMINATION OF QUORUM a. A minimum of 4 members; b. Worker representatives (faculty and staff workers who do not exercise managerial functions) and employer representatives

(management workers who exercise managerial functions); c. At least half of the members must be worker representatives;

Is there quorum for this meeting * If quorum is not met, the meeting does not qualify as a monthly meeting. The monthly meeting will need to be rescheduled within the same month.

Yes

No ☐

3. APPROVAL OF PREVIOUS JOHSC MEETING MINUTES (Statement to indicate minutes of previous meeting have been read & acknowledged and to record any corrections to it) • Move to adopt minutes. Moved by: Galina Soukhatcheva Seconded by: Clare Beasley • List amendments to minutes: Change interim secretary to Pierre

Are the minutes approved? Yes

No ☐

4. ADDITIONAL AGENDA ITEMS & APPROVAL OF AGENDA No additional agenda items. • Move to adopt agenda. Moved by: Jennifer Xenakis Seconded by: Linda Herbert

5. REVIEW ACTIONABLE ITEMS FROM LST MINUTES (if applicable) Place actionable items under Accident/Incident Investigation, Safety Inspections, Correspondence, New Business etc. as applicable and assign proper item # for further discussion/action. No actionable items noted. LST and partner institution JOHSC minutes were received from: - BC Cancer Research Centre (BCCRC) - BC Centre for Disease Control (BCCDC) - BC Children’s Hospital Research Institute (BCCHRI) - Centre for Heart Lung Innovation (HLI)


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5. REVIEW ACTIONABLE ITEMS FROM LST MINUTES (if applicable) - Children’s and Women’s JOHSC - LSC 2nd & 3rd Floor - LSC 4th Floor - Med Block C - Vancouver Coastal Health Research Institute (VCHRI)

ADDITIONAL AGENDA ITEMS & APPROVAL OF AGENDA Place actionable items under Accident/Incident Investigation, Safety Inspections, Correspondence, New Business etc. as applicable and assign proper item # for further discussion/action. No actionable items noted

6. REVIEW CAIRS REPORT OF ACCIDENTS/INCIDENTS: See attached incident report: • Monthly Incident List & Statistical Summary Report (For any general CAIRS information that requires discussion or action, please record

under “New Business” e.g. make note of trends etc. Any incident-specific items and follow up requests are to be listed below)

(* See Legend at end for Priority and Status Codes) NOTE: The Committee has agreed that, at each meeting, a Worker Rep from this committee volunteer to be the identified as the Worker Rep for incidents that are being reviewed that do not have a Worker Rep already identified. This is practicable and appropriate because Worker Reps on this committee are already actively participating in the review of these incidents.

Incident list_March.pdf

___Beth Whalen____ volunteered to be the Worker Rep for the incidents reviewed at this meeting. Legends defining common types of incidents/accidents within FoM :

- Needle Stick - Sharp cut


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6. REVIEW CAIRS REPORT OF ACCIDENTS/INCIDENTS: - Exposure to Potentially Infectious Materials (EPIM) - Ergonomics - Environmental Hazards (EH) - Others i.e. not covered by categories noted above

Note that A/I involving animals are traditionally reviewed by the Animal Workers JOHSC Item #

(Use CAIRS Incident ID # and Incident

Date)

Priority Action Plan (Actions Taken/Need to be taken)

Assigned To

Follow up: Date Pending Status

126242 C Needle Stick: Swinging suture needle contacted student during surgery.

Actions: Deemed low risk by preceptor and microbiologist. Student reviewed incident with prepeptor.

- - C

126204 (126203) C

EPIM: Worker exposed to infectious material through cut from Pasteur pitpette.

Actions: Plastic pipettes have been ordred and will be used for infectious cell work.

- - C

126256 C

Workplace Violence: Worker headbutted by violent study participant. Actions: Worker completed 8-hour violence prevention training. SOP for challenging study participants to be developed. Orientation process to be bolstered to ensure violence prevention training is provided to those

assessed to need it. SOP will be shared with JOHSC when completed. Nick to follow up re: on-site security

Nick Steel 2020-04-21 N

126275 (126268) C Chemical Exposure: Face splash near eye with acid while diluting. Actions: Waiting for complete report.


126291 (126284) C

Needle Stick: Student poked with clean suture needle during surgery. Possible exposure to dried blood on glove.

Actions: Determined to be low risk exposure. Student reviewed BBF exposure procedure and debriefed incident with preceptor.

- - C

126362 (126331) C Chemical Exposure: Chemical exposure to face after brittle bottle broke. Eyewash station was used. Chemical was determined not to be harmful.

Actions: Check condition of all plastic bottles. - - C


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6. REVIEW CAIRS REPORT OF ACCIDENTS/INCIDENTS:

126330 C

Chemical Exposure: Worker suffered respiratory irritation when cleaning chemical spill. Affected worker left area. Additional PPE used by co-

worker to clean spill without further incident. Actions: Nick to review incident with BCCRC JOHSC.


126375 C Others: Worker suffered sudden onset of dizziness and nausea for

unknown reasons. Actions: None – not a workplace related incident.

- - C

126396 C This incident will be reviewed by the Animal Worker’s JOHSC. - - C

7. REVIEW OF WORKPLACE SAFETY INSPECTIONS (including any changes to equipment, machinery or work processes that may affect the health or safety of workers)

Distribute inspection checklist(s) and report(s) for meeting and use this table to record discussion and new recommendation(s) No actionable items noted

Item # (Use Inspection #) Priority Action Plan

(Actions Taken/Need to be taken) Assigned

To Follow up:

Date Pending Status

- -

Inspections were received from: - LSC 2nd & 3rd Floor - LSC 4th Floor - Med Block C

- - C

* GI – General Inspection

8. REVIEW EDUCATION AND TRAINING (General discussion, confirm all training is up-to-date, etc. For all actionable items please list below)

Item # (ED-yy/mm/dd-01) Priority Action Plan


To Follow up:

Date Pending Status

ED-20/02/18-01 Heather Cheadle-Yamamoto has 6 months to complete 8 hours of mandatory JOHSC training. Heather 2020-08-18 IP

* ED – Education and Training


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9. ONGOING BUSINESS – Status of Action Items

Original Item # Priority Action Plan (Actions Taken/Need to be taken)

Assigned To

Follow up: Date

Pending Status

Legends defining common types of incidents/accidents within FoM : - Needle Stick - Sharp cut - Exposure to Potentially Infectious Materials (EPIM) - Ergonomics - Environmental Hazards (EH) - Others i.e. not covered by categories noted above

Note that A/I involving animals are traditionally reviewed by the Animal Care JOHSC

121510 C

LSC Spontaneous Glass Fracturing Issue: (Note: previous information has been archived). Update November 19: Replace responsible people to current co-chairs. Committee asked to remove item from minutes but will still receive regular updates. Mickey Frenklach reported that a consultant has been selected and has conducted 2 site reviews. Their report is expected mid December. Pierre Tanguay reported that at the request of the LSI Steering Committee and LSC LSTs, warning signs (regarding the possibility of falling glass) were placed above the side benches of both atria. Update December 17: The consulting engineers’ report, due before years end, has not yet been received. Update January 21: Consulting engineer’s report just received and being reviewed by Building Operations. Update February 18: Building Operations distributed the report to relevant parties for review. BO will organize a meeting with stakeholders to review report and to determine next steps. Update March 18: BO has accepted the report and has determined that no action is necessary at this time. FoM JOHSC to connect with LSI Steering Committee for feedback.

Jennifer Xenakis

and Linda Herbert

(Pierre

Tanguay / Mickey

Frenklach)

2020-04-21 IP


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NB-19/05/21-01 C

Communications sub-committee update: The subcommittee met last week, determined key messages: 1. Incident reporting timelines – compliance 2. JOHSC awareness and how to contact members 3. Supervisor responsibilities 4. Workers rights Action items have been assigned to sub-committee members and an update to the JOHSC will be provided in July Incident/Accident sub-committees update: The subcommittee identified two major groups on which to focus: 1. Research staff involved in animal handling (animal bites) The intent is to use Children’s as a test site for initiatives 2. Medical students – sharps / needle poke injuries We now have a surgeon Dr. Arman Abdalkhani who joined the committee. During the surgical training block when he is teaching students in the simulation lab, he will, with the help of two senior residents, teach the students on proper suturing techniques. He and the residents will also remind students about how to report a safety incident and to report within 48 hours. Since we have data now that shows the past 18 months of reported needle stick and suturing incidents for students in surgery blocks, we can evaluate in one year what the effect of the teaching is on the number of incidents. To work, we need resources for resident stipends, suture kits, and a training video. WorkSafeBC may have funding opportunities, Paul G has reached out to them for further information. Update June 18: Referred forward. Update July 16: No update. Update August 20: The Communication Sub-committee will be holding a meeting on August 23 to discuss communication messages and ways to improve communication channels.

Anita Chiu

& Linda Herbert

2020-04-21


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9. ONGOING BUSINESS – Status of Action Items The Incident / Accident Subcommittee: additional suture training was delivered to a block of 48 students. The students will be followed to gauge results. There are WorkSafeBC funding opportunities that are being looked at, we have been encouraged to apply as this is considered to be a good fit, as part of the Innovation at Work initiative. Update September 17: Two student reps have joined the IA subcommittee. Update October 15:

- Communications Subcommittee: Currently finalizing the messages to Faculty, Staff and Students.

- Incident / Accident Subcommittee: No update. Funding application will be available in November.

Update November 19: Paul Gill will be featured in an upcoming communications piece promoting the FoM JOHSC. Update December 17: Communication Subcommittee (Linda Herbert) Key messages were created by the subcommittee, to be reviewed and approved by committee.

The key messages were reviewed and approved (after minor changes) by the committee. (Motion by Linda H and Seconded by Suni Hwang). Discussion about how to distribute these messages, suggestions included: some to be posted on MedNet, some targeted messaging, a large safety initiative / push, student “blasts”, distribution to supervisors (to cascade out), bulletins, newsletters, etc.


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9. ONGOING BUSINESS – Status of Action Items Incident / Accident Subcommittee (Nick Steel) In process of applying for funding (from WorkSafeBC) for development of suturing safety video, for suturing kits, and for payment of trainers. A letter of intent (to WorkSafeBC) will be drafted, feedback will be solicited and final application completed by Feb. 22, 2020. Update January 21: Letter intent drafted and submitted to WorkSafeBC. Feedback has been received and will be incorporated into final application. Update February 18: No update. Update March 18: No updates from communications submcommittee.

124967 C

Others: Glass panel spontaneously cracked in DHCC atrium. Action: Nick to follow up with BGIS to determine action plan. Update August 20: Metal barriers have been installed to protect the glass. Additionally, caution tape and signage is very prominent. With these interim measures in place, a review of a permanent solution is underway. Update September 17: No update. Update October 15: The interim measures are still in place. There is no further update at this time. Update November 19: BGIS (building management at DHCC) has reported that consultations are still in progress and would likely be for some time. They will communicate with UBC staff in building once the formalized plan has been communicated to them. Update December 17: No report is expected for some time. Referred forward. Update January 21: No update. Update February 18: No update. Update March 18: No update.

Nick Steel RF

125546 (125543) C Others: Worker stuck (for over 90 minutes) in elevator after hours. After-hour procedure reviewed – only 1 BO employee is able to perform

Pierre Tanguay 2020-04-21 IP


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9. ONGOING BUSINESS – Status of Action Items extraction. Fire dept is supposed to be called, but the call is discouraged by BO (unless trapped person is under distress) for fear of property damage. 2 options to ensure these extractions are performed within an appropriate time: a) have additional staff be able to perform elevator extractions after hours; b) engage a contractor to perform this duty Action: LSC Operations will ask Building Ops and Campus Security to review / modify its after-hours elevator entrapment policy / process. If unsuccessful, an LSC in-house process will be developed. Update December 17: The committee suggested that the existing SOP(s) be reviewed and that training be developed for staff responding to elevator entrapments. Update January 21: Meeting has not taken place. Update February 18: Meeting has taken place. LSC Safety / Operations will draft a “script” for LSC Security Personnel to communicate with trapped individuals, checking on their status and informing them of their right to request a quicker extraction if they are in distress or for other reasons. Update March 18: Script has been drafted, now awaiting implementation.

NB-19/11-19-02 C

First Aid Risk Assessment: The committee asked to review first aid procedures for off-campus FoM spaces where UBC is prime contractor. Update December 17: First Aid procedures for off campus locations where UBC is prime contractor, there are four primary locations:

1. City Square 2. BC Centre for Substance Use 3. 1190 Hornby – Family Practice, Emergency Med 4. 1125 Howe – Dept of Medicine, OBGYN, Emergency Med,

CHEOS

Nick Steel 2020-04-21 IP


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9. ONGOING BUSINESS – Status of Action Items Hospital locations are to default to in-house procedures. Action: Procedures for City Square have been developed and implemented. Nick S to reach out to other locations and report back. Update January 21: Update given on current first aid program for various sites. Some sites need development. Nick Steel to continue to work with departments to ensure their first aid program is appropriate and in compliance. Nick to report at next meeting. Update February 18: Confirmed 1190 Hornby is storage space only. Continue to work with departments at other locations. Update March 18: No update.

NB-20/01/21-01 B

New right-to-refuse notice received for Heather Pavilion at VGH On December 30, the FoM JOHSC received a notice from a worker refusing work in the Heather Pavilion. The worker noted that there were reasons to believe that workers are exposed to toxins in the area. The worker is currently working in a temporary space in another building. On January 21st, a JOHSC worker rep, SRS’s Occupational Hygienist, and FoM Health and Safety will perform an inspection of the area. Results will be compiled into a report which the JOHSC will receive. Update February 18: The air quality assessment and site review found that all aspects tested were within guidelines and a report was sent to management. Report to be disseminated to FoM JOHSC members. Update March 18: Report sent to WSBC.

Nick Steel - C

126034 (126033) C

Bodily reaction (allergic reaction): pre-existing condition, on-going issue. NOTE (1): This is the (delayed) supervisor’s report which addresses the worker’s history with this issue, which was first reported to CAIRS in August 2019. NOTE (2): There are two suspected sources of scents that periodically affect the worker: 1. The use of CitriSolve (a Xylene replacement) in nearby labs (a spill did not occur). It has since been verified that lab air is directly exhausted

Pierre Tanguay 2020-04-21 RF


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9. ONGOING BUSINESS – Status of Action Items through roof stacks and lab users have modified their protocols to minimise the associated odour. The worker has not reported recent / additional issues with the “strong citrus smell” associated with this product. 2. Products used in the nearby CAMU Unit to eliminate / mask odours related to human waste spills. Despite the hospital’s designation as a “Scent Free” area, CAMU staff reported using a slightly scented product for this purpose. Actions: In addition to previous work done on this case, Pierre Tanguay will again engage the UBC Hospital JOHSC, to see if alternative, non-scented products can be used at CAMU. Pierre Tanguay will also ask Hospital Maintenance if the ventilation in the area in question can be adjusted so that air flows INTO CAMU (instead of outwards, into the worker’s area). Also, there are double doors separating the two areas - which are always kept open. Will enquire if these can be kept shut. Update March 18: Referred forward. UBC Hospital JOHSC is also involved.

126110 C

Fall on same level – worker slipped on icy ground near their office building. Actions: the area where the worker fell was no longer icy when it was visited (following a period of general, campus-wide iciness). Follow-up actions will focus on why UBC Central First Aid was not used to treat worker. Workers were apparently unaware of the system, so official UBC First Aid system signage will be posted throughout SPPH. Update March 18: Referred forward. First aid poster in place at SPPH.

Pierre Tanguay 2020-04-21 RF

HSC -20/02/18-01 C

UBC Hospital- reports of exhaust fumes from trucks idling in loading bay entering basement areas (G227). Actions: Bring forward to UBC Hospital JOHSC. Update March 18: Referred forward.

Pierre Tanguay 2020-04-21 IP


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HSC -20/02/18-02 C

Reports received about medical students being asked to volunteer for procedure demonstrations. This raises concerns about risks, injuries. This was brought to Student Affairs Advisory Committee and Learning Environment Advisory Council with the intention of developing participation guidelines. JOHSC to be updated at next meeting. Update March 18: This issue was brought to two advisory councils within the Undergraduate Medical Education program – the Student Affairs Advisory Council (StAAC) and the Learning Environment Advisory Council (LEAC). LEAC is looking at both changing the wording in relevant policies to heighten clarity and disseminating information to teaching faculty to increase awareness.

Nick Steel

2020-04-21

IP

NB-20/02/18-02 E

Suture Safety Video (suturing safety) The committee discussed supporting a suture safety video focusing on the sharps-safety aspects of suturing. This video is intended for students in the MD Program and will assist in preventing recurrence of suturing incidents, the most prevalent throughout the Faculty. The on demand video will be filmed with the support of the Department of Surgery, a funding request is being drafted for the Regional Resource Advisory Council (RRAC) meeting in March. Members discussed the benefit of the video and indicated support for this initiative. Linda will present proposal to RRAC and provide an update during the March JOHSC meeting. Update March 18: Funding secured, great job Linda!

Linda Herbert 2020-03-17 C

* ED – Education and Training * GI – General Inspection *NB – New Business

* REC – Recommendation Letter *IR – WorkSafeBC Regulatory Inspection

10. JOHSC FORMAL RECOMMENDATION LETTERS & REGULATORY INSPECTIONS (e.g. WorkSafeBC) Item #

(use Recommendation or Report #)

Priority Discussion and/or Action Items Assigned To

Date of Issue Date to be

Completed Status

There is no correspondence at this time.


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11. SAFETY & RISK SERVICES UPDATE

Item # (SRS-yy/mm/dd-01) Priority Action Plan


To Date to be Completed Status

SRS-20/03/17-01 E

1. COVID-19 2. Safety Day Registration 3. 2019 CAIRS Stats 4. WorkSafeBC Inspection Reports

New Items for March 2020 JOHSC and LST

- - -

12. HEALTH & SAFETY CONCERNS • General discussion items (list actionable items below)

Item # (HSC*-yy/mm/dd-01)

Priority Action Plan (Actions Taken/Need to be taken)

Assigned To

Date to be Completed Status

HSC-20/03/17-01 E

The committee discussed the roles of LSTs during COVID-19. It was agreed that a communication from the JOHSC to LST co-chairs be

drafted. This document will give guidance on working alone policy, remote meetings, inspection postponement, and provide resources

from UBC, HR, and FoM.

Linda, Jennifer, and Nick

2020-03-20 N

*HSC – Health & Safety Concerns

13. NEXT MEETING Date: April 21, 2020


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13. NEXT MEETING Time: 10:00am Location: Zoom

14. MEETING ADJOURNED Time: 11:30pm

LEGEND PRIORITY: STATUS:

A Critical/Life threatening/high probability N New B Urgent/moderate probability of re-occurrence R Repeat C Important/low probability of re-occurrence C Complete D Reminders IP In Progress E Information RF Referred forward

Monthly Distribution and Posting of Approved Meeting Minutes (Required): • Responsible VP • Responsible Managing Director/Dean • All JOHSC members • Internal Communications Person • Safety & Risk Services [email protected] • Posted on any Safety Bulletin Boards (if applicable)

mailto:[email protected]

joint occupational health & safety committee meeting minutes · 0 reach consensus on any...

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