June 24, 1999

To:Administration Committee

From:Brenda Glover, Executive Director of Human Resources

Subject:Corporate Occupational Health and Safety Policy and Program

Purpose:

This report provides an updated Corporate Occupational Health and Safety Policy, in compliance with the legal requirement to review such policies annually, and provides details of a proposed Corporate Occupational Health and Safety Program, which is required by law to implement the commitments made in the policy.

Recommendations:

It is recommended that:

1. the updated Corporate Occupational Health and Safety Policy be endorsed;

2. the new Corporate Occupational Health and Safety Program be endorsed.

Council Reference/Background/History:

Council approved a Corporate Occupational Health and Safety Policy on April 16, 1998. The Occupational Health and Safety Act requires that this policy be reviewed annually, and that a program to implement the policy be developed. As indicated in the April 16, 1998 report, the policy provides the context for a comprehensive occupational health and safety program, many elements of which are already operational, but which need to be formalized through a defined program. This report outlines the proposed framework and operational parameters for a Corporate Occupational Health and Safety Program, and presents an updated Corporate Policy (Appendix 1), incorporating feedback from the bargaining units, for Council endorsement.

Comments and/or Discussion and /or Justification:

Ontario's health and safety legislation requires the City, as an employer, as well as its officers and directors, to take every reasonable precaution for the protection of workers. It clearly specifies requirements for the establishment of a health and safety policy and development of a health and safety program to implement the policy. At the same time, this legislation is grounded in the concept of an internal responsibility system, a system in which the workplace parties (labour and management) jointly assume responsibility for workplace health and safety. Shared responsibility is facilitated at the local level by the establishment and maintenance of joint health and safety committees. However, an organization of the size and diversity of the City of Toronto cannot demonstrate an effective occupational health and safety internal responsibility system and program, or due diligence in the health and safety area, simply through the establishment of local committees. Both a comprehensive program and a central coordinating mechanism are required.

An effective program will facilitate the consistent application of health and safety principles across the organization which, in turn, will assist in demonstrating that the City and its officers and directors are duly diligent in the protection of worker health and safety.

A Corporate Occupational Health and Safety Program, together with a central Occupational Health and Safety Coordinating Committee is being established to assist in the implementation and effective operation of the program, be established as outlined below.

Corporate Occupational Health and Safety Program

Program Goal: To integrate the commitments made in the Corporate Occupational Health and Safety Policy into all activities undertaken by the City of Toronto, in a manner which:

Protects employee health and safety, and

Assists the City in achieving and maintaining compliance with all applicable legislation, standards and policies.

Program Components:

Corporate Occupational Health and Safety Policy

Occupational Health and Safety Management System (including defined goals and priorities, roles and responsibilities, accountability, management competencies, performance measures, mechanisms for system evaluation and audits, record keeping, and documentation)

External environmental scanning to remain abreast of current legislation, knowledge and best practices

Internal environmental scanning to anticipate, recognize, assess and control hazards

Application of risk management principles to priority setting

Establishment and promotion of occupational health and safety policies and procedures

Pro-active prevention initiatives (including purchasing practices, job, workplace and equipment design)

Strong matrix of joint health and safety committees (supported by clear terms of reference and a commitment to continuing education)

Inclusive consultation and communication strategies

Provision of technical and professional occupational health and safety support services

Needs-based education and training of workplace parties

Emergency response measures

Central Occupational Health and Safety Coordinating Committee

Purpose: The Occupational Health and Safety Coordinating Committee will assist the City to establish a Corporate Occupational Health and Safety Program and to ensure the effective operation of the program.

Mandate:

Reviewing annually the Corporate Occupational Health and Safety Policy

Recommending policy on occupational health and safety matters affecting the entire City

Monitoring policy implementation

Monitoring occupational health and safety performance across the City

Resolving occupational health and safety issues which are not resolved at the workplace level

Providing pertinent information to senior management and Council

Seeking Council's approval of those policies which have the potential to significantly impact the public or contractors engaged by the City

Proposed Structure:

The Occupational Health and Safety Coordinating Committee will have an equal number of management and bargaining unit representatives. An alternate for each member will also be appointed, and will be encouraged to attend and participate in meetings, but will not have a vote unless the member is absent.

In recognition of both the number of workers in each bargaining unit and the significance of the occupational health and safety risks faced by the workers, it is proposed that the bargaining unit representation comprise 3 members and 3 alternates from each of C.U.P.E. Local 416 and C.U.P.E. Local 79, and 2 members and 2 alternates from TPFA (IAFF Local 3888).

For management 8 members and 8 alternates will be appointed by the senior management team, from the general manager/executive director level, having regard to the size of the respective service areas, and the nature of the occupational health and safety risks in particular areas.

The manager of the Occupational Health, Safety and Workers' Compensation Unit, Employment Services, will serve as the non-voting secretary of the committee.

Operating Parameters:

Meeting Schedule - the committee will meet 6 times in the first year of operation, in anticipation of the initial volume of work anticipated

Terms of Reference - to be drafted by the Occupational Health, Safety and Workers' Compensation Unit, Employment Services, for input from and approval by the committee

Support - administrative and research support for the committee will be provided by the Occupational Health, Safety and Workers' Compensation Unit

Distribution of Minutes - Occupational Health and Safety Coordinating Committee minutes will be distributed to all joint health and safety committees

Review After One Year - a review of the committee's structure, function and effectiveness will be conducted after one full year of operation, and adjusted if necessary

Conclusion:

Adoption of the updated Corporate Occupational Health and Safety Policy and the proposed Corporate Occupational Health and Safety Program, together with the establishment of a central Occupational Health and Safety Coordinating Committee, will demonstrate the City's commitment to the occupational health and safety of its employees and to a strong internal responsibility system, while achieving compliance with key provisions of the Occupational Health and Safety Act.

Contact Name:

Alison Anderson

Director, Employment Services

392-5028

Brenda Glover

Executive Director of Human Resources

(Appendix 1)

Corporate Occupational Health and Safety Policy

Policy Statement

The City of Toronto will provide and maintain safe and healthy working conditions for all employees in keeping with the legislative requirements of the Occupational Health and Safety Act. To fulfil this commitment, the City will:

Meet or exceed health, safety and ergonomics standards, applying the precautionary principle, as needed

Recognize the importance of consulting and cooperating with joint health and safety committees and representatives when developing and implementing programs and procedures; and

Provide training and education specific to job requirements.

Application

This policy applies to all City of Toronto employees.

Conditions

The following conditions will guide the development and implementation of all health and safety programs and procedures:

Protecting the health and safety of all employees is a commitment of the highest priority.

Management will take an active leadership role in promoting a safe and healthy work environment.

Management, employees and unions share the responsibility for reducing accidents by ensuring jobs are performed in a safe and healthy manner.

Good management systems and practices will be developed with employee involvement and cooperation to minimize injuries and illnesses.

Health and safety procedures will focus on the prevention of injuries and illnesses and be based on scientific principles and acceptable standards.

Information about health and safety programs will be made accessible to employees.

Employees will be informed of all known health, safety and ergonomic hazards in their work.

Programs and practices will be monitored on an as needed basis and at least annually to ensure they are in keeping with legislative and corporate requirements.

Implementation

This policy statement is intended to provide direction for the development of all health and safety programs and procedures.

References:Occupational Health and Safety Act

Approved by:Toronto City Council

Date approved:July, 1999

Mel LastmanMichael Garrett

MayorChief Administrative Officer