Government of the Northwest Territories Occupational Health and Safety Program
TERMS OF REFERENCE : <<DEPARTMENT NAME>> OHS COMMITTEE
Department Occupational Health and Safety Committees
Terms of Reference (Template)
Name of Occupational Health and Safety Committee
NOTE: A name is a reference for identification amongst other Occupational Health and Safety (OHS)
Committees in the Government of the Northwest Territories (GNWT).
The committee shall be known as the <<type name here>> Occupational Health and Safety Committee.
Authority
The <<type name here>> Occupational Health and Safety Committee’s (the Committee) terms of
reference is established under the authority of the <<insert title of Deputy Head>>.
Mandate
The mandate of the Committee, which is a joint committee made up of union and non-union
representatives, is to:
i)
Consult in a cooperative spirit to identify hazards and concerns and make recommendations in
support of the operation of the GNWT OHS Program within the department;
ii)
Identify opportunities for improvement in the implementation and operation of the GNWT OHS
Program within the department and make recommendations to the Deputy Head;
iii)
Monitor the implementation and operation of the GNWT OHS Program within the department
through the analysis of completed OHS program evaluations;
iv)
Promote and encourage employees to participate in health and safety committees and events;
and
v)
Undertake other responsibilities assigned by the Deputy Head, or designate, to help maintain a
safe and healthy workplace, operations and employees.
Operations
The Committee shall comply with the “Powers of Committee” set out in the Union of Northern Workers
Collective Agreement Article 40.02 (b).
In addition, the Committee shall:
(a) Follow the Issue Resolution – Standard Process for addressing concerns that remain unresolved
by the employee’s supervisor/manager;
(b) Identify situations that may be unhealthy or unsafe for workers and advise on effective systems
for responding to those situations;
(c) Advise the employer on proposed changes to the workplace or the work processes that may
affect the health or safety of workers;
Composition
The members of the Committee shall include:
(a) A non-union co-chairperson;
(b) A union co-chairperson;
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Government of the Northwest Territories Occupational Health and Safety Program
TERMS OF REFERENCE : <<DEPARTMENT NAME>> OHS COMMITTEE
(c) A secretary; and
(d) <<insert number; suggest a representative from each work group in the workplace>> additional
members.
The number of non-union representatives cannot exceed the number of union representatives, unless
otherwise agreed upon by the Deputy Head and the union. Furthermore, at least half of the Committee
must be employees who do not exercise managerial functions.
Committee members are selected on the following criteria preference:
i)
demonstrated interest in occupational health and safety, including participation in health;
and safety related events and activities;
ii)
qualifications, including the completion of occupational health and safety training; and/or
iii)
previous Occupational Health and Safety Committee or representative experience.
Although the Deputy Head determines the composition of the Committee, the Committee may
recommend changes to its membership, particularly when organizational changes affect the workplace
and employee representation on the Committee.
Member Appointments
The Deputy Head will identify members for the Committee. Non-union members are appointed by the
Deputy Head. Unions will be forwarded the number of members required on the Committee and will be
asked to appoint members within 21 days of the request.
Executive Member Appointments
The non-union co-chairperson is a management representative on the committee, appointed by the
Deputy Head or selected by non-union representatives appointed to the Committee.
The union co-chairperson is appointed by the union or selected by union members appointed to the
Committee.
The Committee secretary is selected by the Committee members. The secretary cannot be a cochairperson.
Quorum
A quorum consists of one-half of the members of the Committee, if:
i)
Representatives of both non-union and union are present; and
ii)
At least one-half of the members present represent union members.
Where a quorum does not exist when the Committee meets, no decisions or recommendations made
will have validity.
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Government of the Northwest Territories Occupational Health and Safety Program
TERMS OF REFERENCE : <<DEPARTMENT NAME>> OHS COMMITTEE
Terms of Office
Committee members will sit on the committee for <<insert number of years here>> years. (Note:
Committees are more effective if terms of office overlap for committee members. This allows a mix of
new and experienced committee members on the committee, even after elections.)
If a member of the Committee chosen by the union is unable to complete the term of office, the union
will choose another member.
If a member of the Committee appointed by the Deputy Minister is unable to complete the term of
office, the Deputy Minister will appoint another member.
Co-chairs
The co-chairs shall:
(a) Run the meetings;
(b) Ensure the maintenance of an unbiased viewpoint;
(c) Review previous meeting reports and material prior to the meetings;
(d) Arrange for the meeting place;
(e) Notify members of meetings;
(f) Prepare meeting agendas;
(g) Prepare meeting reports;
(h) Ensure all discussion items end with a positive decision;
(i) Review and approve the minutes;
(j) Assign projects to members;
(k) Prepare recommendation(s) and forward to the Deputy Head, or designate, for a response;
(l) Prepare all correspondence;
(m) Ensure the Committee carries out its function;
(n) Ensure Committee members receive appropriate training to enable them to perform the duties
associated with OHS Committees.
Secretary
The secretary shall:
(a) Complete, maintain and post (or make available to all workers in the department) the Health
and Safety Bulletin (template CHR0016). A copy of the bulletin is forwarded to:
i.
The department’s Human Resources Client Service Manager;
ii.
The <<insert union name here>>; and
iii.
Upon request, to the GNWT OHS Advisory Committee co-chairpersons.
(b) Keep pertinent records;
(c) Report on the status of recommendations;
(d) Prepare the minutes. Meeting minutes must include:
i.
The committee name, department and workplace;
ii.
the date of the meeting;
iii.
the names and positions of the committee members and an indication of those
members in attendance;
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Government of the Northwest Territories Occupational Health and Safety Program
TERMS OF REFERENCE : <<DEPARTMENT NAME>> OHS COMMITTEE
iv.
inspections completed, incident summaries reviewed, other events planned and
organized and activities completed or their status;
v.
concerns identified and discussed and recommendations made to workplace
supervisors/managers and directors; and
vi.
the status of validated health and safety issues and recommendations made or
resolutions made through the Issue Resolution – Standard Process.
(e) Distribute the minutes after approval within 14 days after the meeting. A copy of the meeting
minutes is forwarded to:
iv.
The department’s Human Resources Client Service Manager;
v.
The <<insert union name here>>; and
vi.
Upon request, to the GNWT OHS Advisory Committee co-chairpersons.
(f) Disseminate safety information to members;
(g) Assist the co-chairpersons as required.
Training
All committee members must complete the health and safety training courses within 12 months of their
appointment. The training courses must include the following topics:
o Safety awareness;
o Occupational Health and Safety Committee duties and responsibilities;
o Incident and accident investigation;
o First aid/CPR; and
o Any other training as outlined in the GNWT OHS Program.
Meetings
The Committee will meet monthly on the <<insert number here (eg, 1st, 2nd, etc)>> working day of each
month. Special meetings, if required, will be held at the call of the co-chairs.
The Committee will add procedures it considers necessary for the meetings.
Recommendations to the Employer
Recommendations to the employer will meet these guidelines:
(a) Directly relate to health and safety;
(b) Be doable (reasonably capable of being done); and
(c) Be complete (employer will not need more information to make a decision).
Assistance in Resolving Disagreements within the Committee
If the Committee is unable to reach agreement on a matter relating to the health and safety of workers
at the workplace, a co-chair of the Committee may report this to the Workers’ Safety and Compensation
Commission, which may investigate to attempt to resolve the matter.
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Government of the Northwest Territories Occupational Health and Safety Program
TERMS OF REFERENCE : <<DEPARTMENT NAME>> OHS COMMITTEE
Amendments
These terms of reference may be amended by vote of the Committee members and are subject to
confirmation by the Deputy Head.
Name of <<Insert title of Deputy Head>>
(please print):
<<Insert title of Deputy Head>>’s signature:
Date (yyyy/mm/dd):
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