Safety Committee-Best Practices - Minnesota State Colleges and
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Transcript Safety Committee-Best Practices - Minnesota State Colleges and
Best Practices for Campus
Safety Committees Meetings
April 2013
Anita Mujumdar
Minnesota State Colleges and Universities
The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator.
Agenda
Campus Safety Committee requirements
Statutory requirements
Collective Bargaining Unit requirements
Joint Health and Safety Committees (JHSC)
Best Practices for meetings
Mission Statement
Committee Composition
Meeting frequency
Agenda, employee involvement, etc.
Workplace Safety Inspections
Summary
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Campus Safety Committee:
Statutory Requirement
All colleges and universities are required to have a
labor/management safety committee.
MN State Statute 182.676 (a): Requires every public
or private employer of more than 25 employees shall
establish and administer a joint labor-management
safety committee.
Safety Committee
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to perform workplace inspections,
review injury and illness records,
make advisory recommendations to management and
perform other functions.
Campus Safety Committee:
AFSCME Contract Requirement
Specific requirements in AFSCME collective
bargaining agreement, Article 11, Section 2
Campus must conduct at least quarterly meetings
One representative from each bargaining unit
represented by a Union
At a minimum two (2) representatives
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Campus Safety Committee:
AFSCME Contract Requirement
(cont’d)
• Safety committee member or local union officer can
participate in safety inspection conducted by safety
committee or EHS personnel
• Safety inspection to be conducted at least yearly
• Copy of meeting minutes to be send to System
Office
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Best Practices for Joint Health
and Safety Committees
• Mission or Statement of Purpose
The role of JHSC has to be transparent and well defined
Develop a clear, univocal commitment to employee health
and safety
Inform all campus employees of JHSC’s mission by posting
on bulletin board or through email memo.
Committee Composition
Should be large enough to ensure fair representation of all
bargaining units and management but small enough to be
able to get things done
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Best Practices for Joint Health and
Safety Committees
• Committee composition
Ensure adequate AFSCME and student representation and
alternates for each member
For employees to be on the committee, the most important
criteria are interest and concern about workplace health
and safety
Ensure the all campus employee are aware of the JHSC
meetings and members
The committee members need to have adequate time and
support to work on committee functions
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Important to include management members or have support
to implement committee recommendations
Best Practices for Meetings
• Plan on frequent meetings
Schedule regular (monthly) safety meetings
Schedule meeting at same time and day of month,
same room etc.
Develop meeting schedule for the entire year and
inform JHSC and all campus employees
Conduct scheduled meetings while strictly observing
start and stop time
Encourage 100% member attendance (or their
substitutes)
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Best Practices: Agenda
Agenda to be prepared and distributed well in
advance of each scheduled meeting
Ensure that meetings take place in an atmosphere of
mutual respect and commitment to health and safety
Follow a standard agenda for each meeting
Conduct roll call in every meeting
Approval of meeting minutes
Assign responsibilities to members
Member conducting meeting
Member recording minutes
Ensure meeting minutes are recorded effectively
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Best Practices: Agenda (Cont’d)
Agenda
Address the injuries, illness, incidents and near
misses in each meeting
Employee injuries and student injuries addressed as
separate items
A specific time period (10 or 15 minutes) be assigned
to each agenda item
Meetings should not be used as a forum for airing
general complaints and grievances
Suggested AFSCME agenda (Appendix A)
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Best Practices
Meeting Minutes – follow a standard format
Time and date of meeting, who attended
Items discussed (reports, problems, education…)
Specific recommendations and reasons for them
Time and date of next meeting
Management Support
Ensure there is adequate management support for JHSC
activities
Ensure that the committee recommendations are generally
implemented or management provides reasons for not
implementing them
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Best Practices
Employee Involvement
Use a hazard reporting procedure (Appendix I) to encourage
all campus employees for reporting hazards
Encourage employees to communicate unresolved issues to
the JHSC
Inform all campus employees of JHSC mission, work and
meetings
Use bulletin boards, forums, emails or memos to post names
and contact information of committee members, minutes and
other important information
Ensure the employees perceive JHSC as performing a useful
and active function
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Work Place Safety Inspections
JHSC Committee
Schedule and conduct annual workplace safety
inspections
Designate sub-committee to conduct assigned
inspections according to campus configuration
(buildings, areas or programs)
Report findings to the committee (Walkthrough
Inspection Worksheet – Appendix II)
Ensure the recommendations are implemented
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Summary
• Effective JHSC interacts frequently with all campus
employees
• Safety is the responsibility of each and every
employee
• All MnSCU campuses have JHSCs
• Standardization for safety meetings and reporting
o Will help evaluate progress and
o Enable us to develop and provide targeted resources
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Questions
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