Every workplace with more than 20 employees should have a Joint Health and Safety Committee. Check out this free Joint Health and Safety Committee meeting minutes template. Simply fill out the form at the end of the article and download for free. For all of your workplace health and safety training needs, contact the professionals at ACUTE. Training you can trust.
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Joint Health and Safety Committee Meeting Minutes Template
A Joint Health and Safety Committee (JHSC) is a forum for the cooperative involvement of employees representing both labour and management. These committees are required for organizations with over 20 employees in Ontario. Workplaces with more than five but less than 20 workers are not usually required to have a JHSC. Instead, workers must select a person from among themselves to be a health and safety representative. A JHSC brings together labour’s in-depth, practical knowledge of specific jobs and management’s larger overview of job relationships and general company policies and procedures. The Ministry of Labour, Immigration, Training and Skills Development has published A Guide for Joint Health and Safety Committees and Representatives in the Workplace. The main way that workers can participate in workplace health and safety is through exercising their rights and duties in a responsible manner and by supporting their Joint Health and Safety Committee (JHSC).
How Often Must the Joint Health and Safety Committee Meet?
Committee members are required to meet at the workplace at least once every three months. More frequent meetings may be useful in industries in which hazardous substances or procedures are involved.
Who Chairs the Meeting?
Committees must be co-chaired by two members. One of the co-chairs is chosen by the members who represent workers, the other by managers. It is recommended that the chairs alternate chairing meetings.
How Is an Agenda Prepared?
According to the Government of Ontario, agendas for meetings should be prepared by the co-chairs and should be distributed one week in advance of the committee meeting. Agendas ensure that:
- Members know the date, time and place of the meeting.
- Every item the committee considers will receive attention.
- Business will not be side-tracked.
- Deferred items or business outstanding will be carried forward.
- Members will have the opportunity to study the items before the meeting.
Members who wish to have items added to the agenda should make such request to the co-chairs.
What Is the Joint Health and Safety Committee’s Role?
The committee is an advisory body that helps to stimulate or raise awareness of health and safety issues in the workplace, recognizes and identifies workplace risks and develops recommendations for the employer to address these risks. The committee holds a regular meeting and conducts inspections to make recommendations to the employer for the overall improvement of the health and safety of the organization.
Why Are Joint Health and Safety Committees Important?
Joint health and safety committees help to protect the workplace. They involve representatives who are workers and employers. Joint health and safety committees are a key element of a well-functioning workplace.
Advantages of Having a Joint Health and Safety Committee
There are a number of benefits to having cross-functional and certified employees involved in a health and safety committee including:
- Limits business impacts to hazards of the workplace
- Increases buy-in to organization’s health and safety program
- Increases employee satisfaction as perspectives and ideas are communicated
- Greater assurance from government fines and business disruptions
Acute is a CPO approved training provider, with a track record of client success towards certification and support. Get your team certified through 2 courses (approx. 5 days of training) offered by our team.
Click here for upcoming training: Part 1 Basic Training for JHSC Certification (The Basics)
Click here for upcoming training: Part 2 Basic Training for JHSC Certification (Identifying Hazards)
Joint Health and Safety Committee Defined and Legal Requirements From the Ministry of Labour, Immigration, Training and Skills Development
The Ministry of Labour, Immigration, Training and Skills Development provides the following information in defining a Health and Safety Committee (or more formally Joint Health and Safety Committee – JHSC):
A Joint Health and Safety Committees (JHSC) is a committee of at least two persons, who represent the workers and the employer at a workplace. Their primary role is to identify workplace health and safety problems and bring them to the attention of the employer. Section 9 of OHSA requires a JHSC at:
- Any workplace that regularly employs 20 or more workers;
- Construction projects expected to last three months or longer with 20 or more workers;
- Any workplace (other than a construction project) to which a designated substance regulation applies;
- Any workplace where an order has been issued under OHSA section 33, dealing with toxic substances; and
- Any workplace where the Minister of Labour orders one to be established.
Workplaces with more than five but less than 20 workers are not usually required to have a JHSC. Instead, workers must select a person from among themselves to be a health and safety representative.
Further Ministry Requirements for Committee Members
The Ministry of Labour, Immigration, Training and Skills Development also requires the following requirements to be met for members of the JH&SC by March 1, 2016:
Every Joint Health and Safety Committee (JHSC) must have at least two Certified members: one representing workers, and one from management. One worker and one management designated JHSC member must complete Part 1 and Part 2 (see below) of the Training to maintain active Certification status.
Responsibility of Employers
There are a number of stipulations mandated by the Ministry of Labour, Immigration, Training and Skills Development in the Ontario Health and Safety Act (OHSA). A Joint Health and Safety Committee (JHSC) is recommended to ensure the effective planning, implementation, and renewal of hazard controls in the workplace. Employers are 
required by OHSA to:
- Take every precaution necessary – to safeguard their staff, including the assessment and control of workplace hazards (i.e. hazardous materials, workplace violence, confined spaces, etc).
- Reassess regularly workplace hazards – to ensure that the safety policy or program remains effective (it is recommended that organizations do so annually, at minimum).
- Ensure a trained or experienced individual conducts an assessment – the ministry requires that hazards assessment must be conducted by a qualified and trained individual.
- Communicate and train employees – in order to help them work safely, cognizant of the risks and hazards around them.
- Provide training and instructor meeting MLITSD standards – employers are to provide approved training to safeguard their staff.
- Get Certified JHSC Members – often times the ministry requires a minimum of 1 or more JHSC members to be certified. See here for more details.
Please ensure a full review of the OHSA is conducted. The content posted on this blog is meant to inform generally, rather than act as a comprehensive guide to ministry regulations.
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- Open Door Instructor-Student Partnership – ACUTE’s training services emphasize client participation. Staff foster relationships with clients and serve as a touchstone for advice anytime moving forward.
- Serving Your Team and Industry – With a vast array of clients in manufacturing, construction, health, academic, and government sectors, ACUTE brings the best safety practices from across the spectrum to your workplace.
- 100 Years Combined Experience – ACUTE provides comprehensive health and safety training, on-site safety services, and consulting services. With over 100 years of combined experience, our company staff offer more than theoretical or abstract ideas. ACUTE offers solutions.
- Track Record of Success – ACUTE is rated 4.9/5 stars on Google reviews, demonstrating a commitment to our clients, quality, and passion for training.
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