Terms of Reference for the Faculty of Forestry local health and safety Committee, amended May 2013.

Local Health and Safety Committees

The Local Health and Safety Committees of the University have been mandated in the University Health and Safety policy to “Carry out the Health and Safety programs within their areas and make recommendations to ensure that the Health and Safety objectives of the University can be achieved.”

Committee Membership

All work areas of the University are to be covered by a Local Health and Safety Committee. Questions concerning appropriate areas of jurisdiction and organization of committees should be directed to the Risk Management Services department.

The Faculty of Forestry safety Committee will be comprised of a faculty and staff representative from each of the three departments, a staff representative from the Center for Advanced Wood Processing (CAWP), and associate dean representing the Dean’s Office, and a graduate student. The Faculty of Forestry Safety Program Director is an ex-officio member of the Committee. Other individuals may be appointed to the Committee by consent of the Committee membership for specific terms and purposes as deemed appropriate by the Committee.

Department faculty and staff representatives will be appointed by the respective department head. The CAWP representative will be appointed by the CAWP Director. The Dean will appoint the Dean’s Office representative. The graduate student representative will be appointed by the Forestry Graduate Student Association. Appointments for each of the committee members will normally be for two years, reappointment is possible and encouraged.

Two co-chairs will be appointed by the Committee each calendar year on a rotating basis. The Safety Committee co-chairs will be randomly appointed from the Safety Committee members for a term of one year. The selection will ensure that one co-chair is a staff member and the other is a faculty member, the two co-chairs are not from the same department, and that neither were co-chairs in the preceding year. A secretary will be appointed to the Committee from the Dean’s Office.

Roles of the Local Health and Safety Committee

In order to monitor Health and Safety Programs each committee should:

  1. Participate in regular work site inspections and report any hazardous conditions found;
  2. Review written Health and Safety instructions and make recommendations for their improvement, particularly when new equipment or processes are introduced;
  3. Co-ordinate activities with the local Fire Director and cooperate with him or her to promote fire safety;
  4. Participate in Incident/Accident Investigations;
  5. Review, and make recommendations concerning all reported accidents or incidents which may have occurred in their unit;
  6. Ensure that accidents have been investigated and reported to the Risk Management Services office;
  7. Committee representatives should accompany WorkSafeBC officers on inspection tours as required by the regulations.
  8. Review and make recommendations concerning inspection reports from WorkSafeBC;
  9. Consider recommendations or suggestions from faculty, staff, and students concerning health and safety issues and endorse them where warranted;
  10. Include, in all its activities, consideration of conditions or circumstances that may affect the personal security of students, faculty or staff;
  11. Conduct reviews of the health, safety and personal security programs in their units.

Committee Meetings

Meetings are to be held at least once each month, and should follow an agenda which contains the following topics:

  1. Roll Call or Attendance;
  2. Reading and acceptance of minutes of the last meeting
  3. Report of actions taken as a result of items arising from the minutes;
  4. Reading of correspondence;
  5. Report of committee members who have conducted inspections;
  6. Inspection reports from WorkSafeBC officers;
  7. Reports of accident/incident investigations, causes and means of prevention;
  8. Recommendations for improvement in health and safety programs such as training needs, awareness programs, hazard communication, or specific hazard abatement actions;
  9. New business;
  10. Time and place of next meeting;
  11. Adjournment.

Committee Minutes

The Secretary records the minutes of meetings and copies are distributed to:

  1. All committee members
  2. The Unit Head
  3. Risk Management Services

Copies of Minutes are to be posted on designated bulletin boards, and the Forestry Safety Committee website. Minutes from the previous three meetings must be posted.

Committee Recommendations

Committee recommendations concerning the control of hazards or the improvement of prevention programs shall be directed to the Dean and/or the Senior Management Team (SMT) for the Faculty of Forestry. The administrative head’s response to these recommendations shall be delivered to the committee chair in time for the next committee meeting. Issues that have not been resolved to the satisfaction of the committee may be referred to the Director, Risk Management Services or to the University Safety Committee for their assistance. Risk Management Services Local Health and Safety

Duties of Members

The duties of Safety Committee members are to:

  1. Report unsafe conditions and practices;
  2. Attend all Safety Committee meetings;
  3. Report all accidents or near misses;
  4. Conduct inspections;
  5. Investigate all serious accidents;
  6. Contribute ideas and suggestions for improvement of health and safety;
  7. Work safely, and influence others to work safely;
  8. Immediately advise anyone who may be affected by any unsafe act or condition;
  9. Attend Health and Safety courses or seminars that are made available to committee members;
  10. Promote and support personal security within a safe learning and working environment.

Duties of Co-Chairs

  1. Arrange for a time and place for meetings;
  2. In consultation with the secretary, prepare and distribute agenda before the meetings;
  3. Review previous minutes and materials prior to each meeting;
  4. Report on the status of suggestions and recommendations;
  5. Guide committee discussions towards definite conclusions.

Duties of the Secretary

  1. Prepare minutes of the meeting;
  2. Post the minutes and other relevant material on the Committee’s website, the Committee’s bulletin board, and forward electronic copies to the SMT and Risk Management Services.
  3. Write reports and correspondence.
  4. In consultation with the Co-chairs, prepare and distribute agenda before meetings.

Review of the Terms of Reference

The Terms of Reference of the Local Health and Safety Committee shall be periodically reviewed and amended by the University as required.