July 21, 2020
- Adoption of the agenda
The agenda was adopted. - Presentation: GCworkplace (Sonia Powell, Director General Lead, Workplace Solutions, PSPC)
Following the GCworkplace site visits on August 7, 2019, Public Services and Procurement Canada (PSPC) extended an invitation to the Committee to engage in more detailed consultations related to various features of GCworkplace. After providing an overview of all the engagements and consultations that have been done to date, S. Powell reiterated PSPC’s commitment to continuous improvement by requesting the Committee’s feedback on more technical aspects such as its Design Guide, lighting, acoustic control and ergonomics..etc.
Although a list of topics was prepared by PSPC, members of the Committee were invited to propose additional topics they felt were appropriate for discussion. A Committee member suggested that safety and violence in the workplace be added as a topic which includes what protections and preventative measures are available, particularly in the case of domestic violence. Other members suggested discussing issues related to infrastructure, such as roads, commuting access and parking at these new workplaces.
Generally, concerns were raised regarding the layout of these worksites, the availability of privacy rooms, the proximity of workstations near large meeting rooms, collaboration spaces in high traffic areas, and one size fits all office furnishings.
It was explained that the current design incorporates a variety of spaces to allow for visual breaks while reducing the open concept impression that is often associated with a sea of cubicles. Although redesigned, PSPC is seeking to optimize and improve these shared spaces through continuous feedback and consultation with employees and stakeholders. As workspaces continue to evolve, a reminder was made to revisit initial designs to ensure they remain up-to-date.
The Committee spent some time discussing the results of a recent report which indicated that one-third of employees did not like the new office space, that productivity was decreasing and that the lack of personalization was a common complaint. While some of these finding were unsurprising, it was explained that data needs to be gathered over an extended period of time; given that with all new things, there is an adjustment factor/change curve which will influence one’s opinion. Regarding personalization, PSPC continues to experiment with achieving the right balance in these shared environments as the opportunity for community building has a positive contribution. It was also confirmed that although emphasis is placed on unassigned spaces, there are always jobs, tasks or accommodation measures (long and short) which warrant having a fixed office space and these can still be made available if the situation warrants.
In terms of full implementation, it is estimated that workplace renewal will take place over the next 50 years. Currently, PSPC is catering to departments that have actively expressed interest in making the transition to GCworkplace.
Following the presentation, the Committee discussed next steps for consultation. It was agreed that the first meeting be a high level overview of the Design Guide; following which, members could identify more technical aspects to be discussed. A schedule could then be developed with PSPC subject matter experts and members from both the Committee and the Joint Employment Equity Committee could attend on the days which suite their area of expertise. - Update from the Sub-Committees:
- Competent Persons
Although scheduling has been difficult, the sub-committee’s next meeting is on October 3, 2019. Members will continue to work on developing a standardized Statement of Work as well as a Competent Persons (CP) assessment tool.
The Committee briefly discussed the National Master Standing Offer for Competent Persons and the welcomed addition of a number of new investigators to the list. A. Gagnon committed to reviewing the NMSO and confirming the number of available investigators.
With the increasing number of investigations, Committee members highlighted the need for more central reporting. While PSPC can track the expenditure on external CPs, there is currently no central reporting database which could assist in identifying trends and problem areas which require targeted prevention. The Committee remains hopeful that under the new Regulations, priority will be placed on standardized and centralized reporting. - Guarding Minds at Work Survey (GM@W)
A. Peart and A. Payette met with the Joint Employment Equity Committee (JEEC) on September 4, 2019 to discuss the way forward. Following a brief summary of the background, it was explained that although the JEEC/SWOHS federalized version of GM@W incorporates diversity and inclusion, it lacks the analytical advantages and efficiencies that the current GM@W survey has, such as data collection and comparison with the ISPOS database. Following a previous discussion with CCOHS representatives, the Committee was advised that a new version of the survey will be released in March 2020 which is expected to include diversity and inclusion considerations. Given the advantages this new survey will offer, the Committee agreed to wait for its release before moving forward. It was suggested that representatives be invited to present the new survey once it becomes available. A. Peart and A. Payette have already started drafting a communiqué which could be sent once the new survey becomes available. - OHS Training/Learning Sub-Committee
B. Christianson presented the final draft of the OHS training package for employees to the Committee for its review and approval. It was explained that the training package is an adaptation of the training provided by the Department of Fisheries and Oceans and that sub-committee members reviewed, updated and supplemented the materials contained within. Committee members were asked to review the training package and to provide any comments or feedback by October 17, 2019. Following which, the training package will be updated, translated, sent for quality control and then both English and French versions will be presented to the Committee for final approval.
Regarding roll-out, the sub-committee was aiming to have the materials available early next year and it was explained that similar to other SWOHS communiqués, it will be passed down to departments/agencies to implement or supplement their current OHS training program as necessary.
In response to questions regarding the involvement of the Canada School of Public Service (CSPS), it was explained that a member of the sub-committee is from the CSPS and while they currently do not have the capacity to provide this training to all employees, they have worked closely with the sub-committee to identify online courses which could be acquired. In that regard, sub-committee members did evaluate 27 different online modules and recommended seven from Skillsoft and four from CCOHS. The CSPS has successfully secured the majority of these courses and is working towards obtaining the rest. - Legalization of Cannabis
This sub-committee is currently in the process of scheduling its first meeting for mid-October. Interested members from both the Joint Employment Equity Committee and the SWOHS have been contacted. Should any other members be interested in joining this sub-committee, they are asked to contact the NJC Committee Advisor.
- Competent Persons
- Standing Items:
- Asbestos
J.-R. Tourigny provided an update regarding asbestos as it pertains to PSPC managed properties. It was indicated that a lot of progress has been made over the last two years. Government of Canada properties which have been assessed increased from 10% to 61%. Of the properties that have been assessed as containing asbestos, 77% of them have an asbestos management plan.
It was explained that moving forward, all new leases and those up for renewal will now require asbestos certification from building owners which was previously not the case. Also, many long term leases are revisited every 5 years, and if necessary, asbestos concerns can be addressed at that time. PSPC will continue to take proactive measures to minimize exposure to asbestos and the risks to employees. - Legionella
Overall, legionella management is going well. J.-R. Tourigny advised that three cases of legionella had been reported in Moncton, Gatineau and London, but none of these sites were managed by PSPC. This did however prompt a review of PSPC systems.
The Committee confirmed that its legionella communiqué should be reviewed and recirculated every March.
J.-R. Tourigny had suggested that a speaker from Health Canada come in to present on lead and potable water as PSPC is working on a communication protocol on this issue.
- Asbestos
- Round table
F. Murphy reminded the Committee that Radon Action month is November and the Committee should work on a brief message to send to Policy Co-Chairs to increase awareness. On that note, a Committee member asked for an update regarding when the Federal Building Testing Program data will be publicly available.
Committee members also asked that the Labour Program be invited to provide an update on the draft Regulations on Workplace Harassment and Violence Prevention if practicable.
D. St-Jean informed the committee that the mental health portfolio continues to advance. Work is currently being done in the territories and internationally. - Next Meeting
- November 21, 2019
Adjournment
The meeting was adjourned at 11:56 a.m.