SEL 012 Legislation & Posted Health & Safety materials

Document Identification SEL 012

LEGISLATION AND POSTED H&S MATERIALS

Page Number 1 of 1

Document Creation Date June 1, 2010 Implementation Date June 1, 2010

The purpose of this element is to provide effective communication and awareness of safety information.

Policy

Management shall ensure that the noted documents be posted in appropriate and conspicuous areas and be accessible to every employee:

Corporate Health and Safety Policy Company Rules Workplace Violence and Harassment Policy List of the name and work location of each First Aid Attendant Emergency Response Notice Fire Safety Plan Facilities Safety Inspection Report Health and Safety Committee Agenda Health and Safety Committee Minutes Health and Safety Posters Jurisdictional Board Orders and explanatory materials Jurisdictional Health and Safety Act

Management shall ensure that the noted documents be on site and available to all employees:

Workplace Hazardous Materials Information System (WHMIS) Regulations Material Safety Data Sheets M(SDS) Transportation of Dangerous Goods Act and Regulations First Aid Regulations Designated Substances

Management shall ensure that the noted documents be made available to employees, in printed or electronic form:

Canadian Labor Code - Part II - Occupational Health and Safety Jurisdictional Occupational Health and Safety Regulations and Codes Jurisdictional Workers Compensation Act Jurisdictional Health and Safety Committee Guidelines Appropriate Industry Regulations Jurisdictional Building Code and Act Employment Standards Act

Management shall ensure that the Corporate Health and Safety Manual and applicable Material Safety Data Sheets by carried in all company fleet vehicles

JOINT HEALHT & SAFETY COMMITTEE & SAFETY REPRESENTATIVES

Document Identification SEL 013 Page Number 1 of 7

Document First Created June 1, 2011 Implementation Date on Revised Document April 08 - 2017

1.0 INTRODUCTION

1.1 SCOPE

This document establishes the role and function of the Joint Health & Safety Committee (JHSC) and of the Safety Representatives at Belterra.

1.2 PURPOSE

Many health and safety concerns are reduced immediately in the course of daily work. Those that are not resolved shall be dealt with by adhering to the OH&S internal responsibility system.

The purpose of this program is to achieve a better understanding and achieve a forum for bringing internal responsibility system into practice.

1.3 REQUIREMENT

At Belterra, unless mandated by the board, the following table will be utilized to determine whether a branch will have a Joint Health & Safety Committee (JHSC) or a safety representative at its location:

Number of Employees Less than 10

10 – 19 or more employees 20 + Committee or Safety Representative? JHSC not required. A Safety Representative shall be appointed JHSC required – 2 members in total JHSC required – 4 members in total

2.0 POLICY

Belterra Corporation recognizes the valuable contributions made by the JHSC and workplace health and safety representatives towards maintaining safe and healthy workplaces. Committees and representatives play an integral part in the company’s inspection program, hazard identification and controls, development of safe work practices and procedures, as well as identifying training and educational needs, and promoting safety awareness programs.

The committee and representatives direct involvement with the day-to-day operations of their workplace places them in a better position to recognize essential problems and make practical recommendations.

While management has ultimate responsibility for occupational health and safety at the worksite, every worker is personally held responsible for working with regard for the health and safety of themselves and others.

Every supervisor and manager shall take reasonable steps to ensure the health and safety of their workers.

The committee is responsible for recommending how health and safety problems might be resolved, and not carrying out the necessary changes.

No worker, supervisor, manager or employer shall hold the committee responsible for unsafe or unhealthy situations.

3.0 DUTIES OF THE JOINT HEALTH AND SAFETY COMMITEE

 The JHSC shall meet at the workplace on monthly basis;

 Seek to identify aspects of the workplace that may be unhealthy or unsafe;

 Inspect the workplace regularly and participate in workplace inspections and or any other special inspections as required;

 Identify workplace hazards such as machinery, substances, processes, working conditions, procedures or anything else that may endanger the health and safety of workers at the workplace;

 Establish and promote health and safety educational programs for workers;

 Respond to any health and safety concerns raised by a worker in the course of their daily work. Members should then advise the worker what steps have been taken, and continue to keep the worker informed of actual progress;

 Hold special meetings as required to formulate recommendations pertaining to work refusals where the matter was not settled to the worker’s satisfaction at a previous stage;

 Maintain records as to the receipt and disposition of complaints received from workers;

 Perform duties and follow the procedures as per this element and the Terms of Reference accordingly.

4.0 DUTIES OF THE SAFETY REPRESENTATIVE

Health and safety representatives have the same responsibilities and powers as a joint health and safety committee member (which are described in section 3.0 of this document). These include;

 The responsibility to inspect the workplace at least once a month;

 Identify workplace hazards;

 Be consulted about workplace testing ;

 Make recommendations to the employer , and

 Investigate work refusals, and serious accidents.

5.0 WORKPLACE INSPECTIONS

5.1 REGULAR INSPECTIONS:

Regular Inspections shall be conducted by committee members and safety representatives. The members should communicate with workers to help in identifying concerns that might otherwise be overlooked. Committee members and safety representatives shall inspect the worksite regularly because through training and education, they are more skilled in recognizing and identifying hazards.

5.2 MONTHLY INSPECTIONS:

 The worksite shall be inspected several days prior to monthly meeting where feasible or on the day of the meeting. Members shall use FRM 009 – Facilities Safety Inspection Checklist, to ensure that they have not missed inspecting a certain area, procedure or tasks;

 Every hazard discovered during the inspection should if possible, receive some attention before the committee meets;

 Concerns requiring simple correction of housekeeping or maintenance practices or within the immediate responsibility of supervisors should be referred to supervisors, then the management immediately after the inspection;

 By the time of the meeting, the employer co-chair should be able to report all that have been corrected.

 During the inspection, all machinery, equipment, tools and machinery, building exterior, policies and procedures, office area, shop and warehouse etc. shall be inspected;

 To ensure workers input and opinions are canvassed, the committee may consider assigning one member during the inspection to speak with workers rather than look for hazards themselves

 The JHSC team shall then meet briefly to review the list of concerns and select those that need consideration by the committee;

 The remaining concerns shall be recorded in FRM 010 – Facilities Safety Inspection Report, and a report generated. These will then be discussed during the JHSC meetings.

It is important to limit the number of items on this list so they can receive action between meetings. Listing too many items not only guarantees partial failure, it also means the most difficult items are the same ones that get postponed month after month.

 The inspection report shall be posted in a conspicuous place as a means of communication to all workers.

5.3 SPECIAL INSPECTIONS:

A special inspection must be conducted when there is an accident or a malfunction. Special inspections must where feasible include the participation of member(s) of the JHSC and /or safety representative.

If there is no committee or worker health and safety representative, the employer must designate an employer representative and workers will designate a worker representative.

6.0 MEETINGS PREPARATION

Co-chairs should ensure that:

 Every member receives an agenda prior to the day of the meeting. FRM 017 Health & Safety

Committee Agenda shall be utilized

 A room is made available; and each member has arranged to attend.

 Members know the time and place of the meeting;

 Every item the committee considers serious will receive attention;

 Business will not be sidetracked into maintenance problems or non-safety matters,

 Meeting is conducted effectively. It should be free from intrusions and excessive noise;

 Copies of the previous meeting’s minutes and all incident reports should be provided for each member wherever practical.

7.0 MEETING MINUTES

Belterra’s JHSC meeting minutes shall be recorded in FRM 018 – Health & Safety Meeting Minutes.

Items shall be documented as the meeting progresses. Every item shall be recorded in the meeting minutes as it arises. In writing down each concern, the problem shall be clearly stated so that members recognize what is being discussed.

In the same way, the recommended action shall be written down so all members clearly understand what they are recommending and corrective actions that may be implemented.

Copies of the completed minutes shall be circulated to members, branch manager, corporate H&S and posted on the bulletin board.

Minutes of the past two meetings shall always be posted on the bulletin board as per regulatory requirements.

7.1 REVIEW OF PREVIOUS BUSINESS

For each recommendation past target date, the problems shall be carefully reexamined, the problems discussed and recommended action documented. New target date shall be assigned and documented in the meeting minutes.

7.2 NEW CONCERNS

Each new concern shall first be determined if it is a valid H&S concern or not. Once the problem is properly identified, this shall be entered as a new item in the meeting minutes.

Specific actions capable of completion with a definite period of time shall be recommended, then documented, and a realistic target date assigned.

8.0 INVESTIGATIONS AND REPORTS

It is the responsibility of the JHSC members to ensure that all reportable incidents / accidents have been investigated as required.

JHSC members shall review all incidences and recommend further corrective actions where feasible.

9.0 TRAINING AND EDUCATION

9.1 ALL BRANCHES EXCEPT FOR ONTARIO & BC

An annual education plan for each committee member shall depend on the education needs identified.

New committee members shall receive mandatory minimum training and education in the general operation of the committee and an introduction to member’s duties and functions (e.g. basic “Joint Health & Safety Committee” foundation course or equivalent. Training shall be provided to the members as per provincial regulatory requirements (i.e. internal or external).

Members who already have this knowledge might take more advanced training in areas such as workplace inspections, accident investigations, hazards awareness or risk assessment.

Page Number 6 of 7 The committee can utilize a sample “Education Leave Worksheet” provided by WCB or any other method that works for their branch

9.2 ONTARIO NEW JHSC CERTIFICATION TRAINING PROGRAM STANDARD

As of March 1st 2016, a new JHSC Certification Training Program Standard has been established by the Chief Prevention Officer (CPO).

Chief Prevention Officer is a government official in Ontario responsible for establishing a provincial occupational health and safety strategy.

Under the new Program Standard, there will be two JHSC Certification Training courses: Part One, Part Two, and Refresher Training.

 PART ONE TRAINING:

Three days (19.5 hours) - Topics include: occupational health and safety law; rights, duties and responsibilities; hazard recognition, assessment and control, and evaluation of hazard controls.

 PART TWO TRAINING: Two days (13 hours) - Training on a minimum of 6 hazards relevant to the workplace

Training focuses on RACE methodology (Recognition, Assessment and Control of hazards, and Evaluation of the hazard controls)  REFRESHER TRAINING: One day (6.5 hours) - Topics include review of key concepts from Part One and Part Two Training, updates to legislation, standards, codes of practice and occupational health and safety best practices; and an opportunity for certified members to share and discuss best practices.

Refresher training is required once every three years.

The names of the approved training providers can be found on the ministry’s website

HOW MANY MEMBERS NEED TO BE CERTIFIED?

As per OH&S Act, a member of the committee representing the employer, and at-least one member representing the workers shall be certified.

9.3 BRITISH COLUMBIA JHSC TRAINING REQUIREMENTS:

As per Part 3-Section 3.27(2) each member of the employer’s joint committee who was selected on or after April 3rd, 2017 must receive, as soon as practicable, but not more than 6 months after becoming a member, a total of at least 8 hours of instruction and training.

Training and Instructions must include:  The duties and functions of a joint committee under section 130 of the Workers Compensation Act;

 The rules of procedures of the joint committee as established under or set out in section 131 of the

Workers Compensation Act;  The requirements respecting investigation under section 173 to 176 of the Workers Compensation

Act;  The requirements respecting inspections under section 3.5, 3.7, and 3.8 of this regulation and how to make regular inspections under section 3.5 of this regulation;  The requirements respecting refusal of unsafe work under section 3.12 of this regulation;  The requirements respecting the evaluation of joint committees under section 3.26 of this regulation

The time taken to do these trainings will be paid for by Belterra Corporation.

Above training does not form part of the “Annual Educational Leave”. New JOHS members and worker health and safety representatives shall receive the instruction and training, additionally, all JOHSC members and worker health and safety representatives shall be entitled to 8 hours of educational leave each year.

New worker representatives selected on or after the effective date of the amendments (April 3rd 2017), shall receive at least 4 hours of instruction and training as soon as practicable but no more than 6 months after being selected.

Worker health and safety representatives are also entitled to 8 hours of training under section 135 of the Act, which they could use for additional topics.

10.0 ANNUAL EVALUATION OF THE COMMITTEE

An evaluation measuring the effectiveness of the joint committee shall be conducted by the co-chairs or their designates annually. The purpose of the evaluation is to allow a joint committee, after a year of operation, to examine its effectiveness and think about how to improve in following years.

The evaluation tool should meet or exceed all the requirements for an evaluation in the OHSR, including the requirement for input of the co-chairs or their designates.

The discussions and the evaluation will be incorporated into the joint committee’s meeting report (meeting minutes) and posted on the bulletin board in the workplace.

11.0 RECORDS AND STATISTICS

The committee shall keep accurate records of all matters that come before it for a duration of two years. The types of records that shall be kept include:

 Incident investigation records  First aid records – of all injuries and manifestations of disease reported or treated.  Meeting minutes and any other pertaining documents.  Members training records

JOINT HEALHT & SAFETY COMMITTEE –TERMS OF REFERENCE

Document Identification SEL 013A Page Number 1 of 4

Document First Created Mar 22 - 2017 Implementation Date on Revised Document April 08 - 2017

1.0 MANDATE

The Joint Health & Safety Committee (JHSC) is required under the WCB regulation throughout the provinces of Canada. The JHSC will be known as Belterra Corporation – (location of City) JHSC, e.g. Belterra Edmonton Joint Health & Safety Committee. This committee will act as an advisory body promoting the awareness of health and safety at Belterra.

2.0 PURPOSE OF THE COMMITTEE

The purpose of the joint committee is to work cooperatively with the employer in identifying and resolving safety and health issues in support of a planned occupational safety and health program and to prevent occupational injuries and diseases in the workplace.

3.0 STRUCTURE OF THE JOINT HEALTH & SAFETY COMMITTEE

Unless mandated by the board, the JHSC shall consist of members as per SEL 013 as following:

Number of Employees Committee or Safety Representative? Less than 10 JHSC not required. A Safety Representative shall be appointed

10 – 19 or more employees JHSC required – 2 members in total 20 + JHSC required – 4 members in total

There will also be one alternate who will sit with the committee members once every three months. The alternate will serve as a replacement to fill in for worker members who are not able to attend the JHSC meetings.  The worker representatives must be selected by the workers who do not exercise managerial functions at the workplace. In a union environment, the union should be notified of the selection so they can assist workers in choosing their representatives.  The employer representatives must be selected by the employer from among persons who exercise managerial functions for the employer.  The number of employer representatives shall never be greater than that of the worker representatives.  Names of the JHSC members shall be posted in a conspicuous place at all Belterra locations.

The committee shall have 2 co-chairs, one selected by the worker representatives, and the other

selected by the employer representatives. It is not mandatory to have chairperson where there are only two committee members. These would be for the branches having 10-19 or more employees, but less than 20.

 All members shall arrange to have an alternate member to attend meetings in their place, when they are unavailable to attend.

 The co-chairs of the committee must notify the employer when there is a lack of representation on the committee.

4.0 RESPONSIBILITIES

4.1 CHAIRPERSON

The co-chairs will alternate each month to act as chairperson. The Chairperson, in addition to the usual member duties will be:

 Presiding over the meeting  Guiding the meeting as per the agenda  Ensuring the maintenance of an unbiased viewpoint  Assigning projects to members  Inviting specialist or resource persons as required  Ensuring that the committee carries out its functions

4.2 CO-CHAIRS RESPONSIBILITIES

 Keep records / statistics  Communicate with the secretary (where utilized) to ensure that all details have been written down for the minutes.  Ensure that minutes are ready for distribution and posted on time  Assist the Chairperson as and when needed.

4.3 SECRETARY (Where utilized)

 Keep records / statistics  Keep meeting minutes

5.0 TERMS OF OFFICE

This allows a mix of new and experienced committee members on the committee, even after the election.

If a member of the committee chosen by the workers is unable to complete the term of office, the workers must choose another member.

If a member of the committee appointed by the employer is unable to complete the term of office, the employer must appoint another member.

All members must arrange to have an alternate member to attend meetings in their place, when they are unavailable to attend.

6.0 DUTIES AND FUNCTIONS OF THE COMMITTEE

The duties and functions of a Joint Safety and Health Committee are:

 Identify situations that may be unhealthy or unsafe for workers and advise on effective systems for responding to those situations.  Consider and expeditiously deal with complaints relating to the occupational health and safety of workers.  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 of workers and compliance with the regulations, and monitor their effectiveness.  Make recommendations to the employer on educational programs promoting the health and safety of workers and compliance with the Regulation, and monitor their effectiveness.  Advice the employer on programs and policies required under the Regulation for the workplace and monitor their effectiveness.  Advise the employer on proposed changes to the workplace or the work processes that may affect the health or safety of workers.  Ensure that incident investigations and regular inspections are carried out as required by the

Regulation.  Participate in inspections, investigations and inquiries as provided by the Regulation.  Carry out any other duties and functions prescribed by the Regulation.

7.0 RECOMMENDATIONS

The JHSC will make recommendations to management on how to improve any health or safety concerns identified. The committee will review accident investigation reports and make recommendations on corrective actions. All recommendations will be forwarded to the management.

8.0 TRAINING

Committee members shall receive required trainings to carry out their duties. Training requirements shall be followed as per provincial regulatory requirements. In BC, member of the joint committee may designate another member as being entitled to take all or part of the member’s mandatory educational leave.

The employer shall provide the educational leave without loss of pay or other benefits and shall pay for, or reimburse the worker for the costs of the training course and the reasonable costs of attending the course.

9.0 RECORDS

The JHSC will keep accurate records of all matters that come before it. The committee will maintain copies of its minutes for a period of at least three years from the date of the safety committee meeting to which they relate.

10.0 GENERAL

All employees will be encouraged to report and discuss health and safety concerns with their immediate supervisor and then bring it to the attention of the JHSC. The JHSC members will thoroughly investigate all complaints to get the facts or seek assistance from the employer representatives to resolve the issues. All JHSC members will keep medical or trade secret information confidential as per Belterra’s Personal Information Protection Policy (SEL 001 – Page 3-7) Any amendments, deletion or additions to these guidelines must have the consensus of the total JHSC and shall be set out in writing and attached as an appendix to these guidelines

These terms of reference are to be reviewed periodically and amended as needed by a majority vote of the committee members. The effectiveness and efficiency of the committee will be reviewed on yearly basis.

Document Identification SEL 014 Page Number Document First Created Mar 22 - 2011 Implementation Date 1 of 2

April 08 - 2011

The purpose of this element is to provide first aid services and effective means to control hazards and protect all persons from harm.

Policy Management will conduct annual first aid assessments to verify that first aid personnel, supplies and facilities are adequate and readily available for each location, in accordance with provincial legislation.

If workers are working as a subcontractor the customer shall, in writing, provide first aid services and worker safety indoctrinations.

A worker who becomes ill or is injured at the workplace must, as soon as is reasonably practicable, report to the first aid room or if working in the field, the location identified by the customers’ safety indoctrination.

Management will ensure that all workers are aware of the location at which first aid services shall be provided and must ensure a worker who becomes ill or is injured at the workplace receives assistance from a first aider or a supervisor, if no first aider is present.

Management will ensure that any illness or injury suffered by a worker in the course of the worker's work is promptly recorded and that the records are retained for five years from the date the record is made.

Number of first aiders that must be present

Management will ensure that the minimum number of first aiders (FA Level), as set out in the following tables, are present during working hours at a workplace.

Number of workers per shift Table 1 Close workplace Less than 20 minutes to medical aid

Low Hazard Other Work Table 2 Distance Workplace greater than 20 minutes to medical aid Table 3 Isolated Workplace greater than 20 minutes to medical aid and emergency medical transport

Low Hazard Other Work Low Hazard Other Work

1 to 10 NA NA NA FA1 FA1

FA2 11 to 40 FA1 FA2 FA1 FA2 FA1 FA3 41 to 100 FA1 2 x FA2 FA1 2 x FA3 2 x FA1 2 x FA3 101 to 199 2 x FA1 2 x FA2 2 x FA1 2 x FA3 2 x FA1 3 x FA3 200 or more 3 x FA1 3 x FA2 3 x FA1 3 x FA3 3 x FA1 4 x FA3

Management obligations to first aiders

Management shall allow a first aider to provide prompt and adequate first aid to an ill or injured worker and ensure that the first aider suffers no loss of pay or other benefits as a result of providing the first aid.

Management shall ensure that a first aider has adequate time off from regular work duties to receive required first aider training, with no loss of pay or other benefits.

Management will provide first aid supplies that can be accessed quickly and easily, as required by the first aiders.

First aid equipment must be maintained and clearly identified in a clean and dry condition and stored in a way that protects the equipment from the environment.

Transportation of seriously ill or injured worker

Management will ensure that a seriously ill or injured worker is transported to a medical facility.

If a licensed ambulance service is operated from a location within 30 minutes travel time of a workplace under normal travel conditions, management must ensure that a means of communicating with the ambulance service is available at the workplace.

If a licensed ambulance service is not operated from a location within 30 minutes travel time of a workplace, management will provide for a means of transporting an ill or injured worker that is readily available at the times work is performed and capable of accommodating an occupied stretcher, if a workplace is at a distance or an isolated location.

Forms

The following forms shall be used to record first aid information:

First Aid Record (FRM 014). First Aid Record Summary (FRM 015).