Terms of Reference s20

Terms of Reference Parksville Civic & Technology Centre Joint Health & Safety Committee

1. Name of Health and Safety Committee The committee shall be known as the Parksville Civic & Technology Centre Joint Health & Safety Committee. (PCTC JH&S)

2. Constituency The PCTC JH&S Committee shall consist of members from the three joint venture partner organizations in the PCTC Centre: The City of Parksville, School District 69 (Qualicum), and Malaspina University-College Parksville/Qualicum Centre. 3. Purpose of the PCTC JH&S Committee It is a joint committee made up of worker and employer representatives consulting in a cooperative spirit to identify and resolve safety and health problems in the shared facility and in support of planned occupational health and safety programs in each place of employment.

4. Duties and Function of the Committee a. Consider and expeditiously deal with PCTC health and safety issues in the PCTC identified by the Health and Safety Committees of the individual PCTC employers. b. Coordinate, consult and make recommendations to, and with, the Health and Safety committees of the individual PCTC employers and the PCTC Employers on issues and incident investigations related to occupational health and safety and the occupational environment in the PCTC. c. Identify situations that are general in nature to the PCTC (including the common areas of the building) that may be unhealthy or unsafe for workers and other users and advise on effective systems for responding to those situations. d. Consider and expeditiously deal with general complaints relating to the health and safety of workers and others using the PCTC. e. Consult with and make recommendations to the workers and the PCTC Employers on general issues related to occupational health and safety and the occupational environment in the PCTC. f. Advise the PCTC Employers on general programs and policies required under the regulations for the PCTC and monitor their effectiveness. g. Advise the PCTC Employers on proposed changes to or uses of the PCTC that may affect the health and safety of workers and other users. h. Participate in and ensure that incident investigations and regular inspections that are general to the PCTC are carried out as required by regulation.

5. Records The committee 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 2 years from the date of the joint health and safety committee meetings to which they relate.

6. Meetings a. The committee will meet monthly. The meeting schedule will be set by the committee each year. b. Special meetings, if required, will be held at the call of the co-chairs. c. A quorum shall consist of one member from each of the three organizations. d. The committee will add procedures it considers necessary for the meetings. Page 1 of 3 5/7/2018 Terms of Reference Parksville Civic & Technology Centre Joint Health & Safety Committee

7. Agendas and Meeting Reports a. An agenda will be prepared by the co-chairs and distributed to members prior to the meeting. b. A report of the meeting will be prepared as soon as possible after the meeting and will be made available to the employers, PCTC JH&S Committee members, and workers. c. A copy of the report of each meeting will be posted promptly, in a place readily accessible to employees for whom this committee is responsible.

8. Composition of the Committee a. The committee shall consist of 6 members. b. One worker representative from each of the following shall sit on the committee: i. City of Parksville ii. School District 69 (Qualicum) iii. Malaspina University-College c. One employer representative from each of the following shall sit on the committee: i. City of Parksville ii. School District 69 (Qualicum) iii. Malaspina University-College d. Representatives from organizations leasing space within the PCTC shall be invited for information purposes but not required to attend.

9. Co-chairs a. The committee will elect co-chairs from its membership. b. The worker representative shall select a co-chair, annually. c. The employer representative shall select a co-chair, annually. d. The co-chairs shall: i. Control the meetings ii. Ensure the maintenance of an unbiased viewpoint iii. Arrange the agendas iv. Review previous meeting reports and material prior to the meetings v. Arrange for the meeting place vi. Notify members of meetings vii. Prepare meeting agendas viii. Prepare meeting reports ix. Forward a copy of meeting reports to the employers for distribution x. Prepare recommendation(s) and forward to the employers for a response xi. Prepare all correspondence

10. Terms of Office a. Committee members will sit on the committee for a minimum of 1 year. When replacing members, the committee shall endeavour to obtain a mix of new and experienced members so that the committee benefits from both new ideas and experience. b. If a member of the committee chosen by the workers is unable to complete the term of office, the workers will choose another member. Page 2 of 3 5/7/2018 Terms of Reference Parksville Civic & Technology Centre Joint Health & Safety Committee

c. If a member of the committee appointed by the employer is unable to compete the term of office, the employer will appoint another member. d. All members will attempt to arrange to have an alternative member to attend meetings in their place, when they are unavailable to attend.

11. Recommendations to the Employer will meet these Guidelines a. Directly related to health and safety. b. Doable (reasonably capable of being done). c. Comprehensive (employer will have sufficient information to understand and make decisions).

12. Assistance in Resolving Disagreements within the Committee If the PCTC JH&S committee is unable to reach agreement on a matter relating to the health or safety of workers at the workplace, committee representative may seek advice from internal health and safety committees or the Workers’ Compensation Board or other appropriate resources.

13. Amendments These terms of reference may be amended by a unanimous vote of the committee members.

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