Effective Health and Safety Committees – Part Two This material was produced under the grant SH-20839-SHO from the Occupational Safety and Health Administration, U.S. Department of Labor. It does not necessarily reflect the views or policies of the U.S. Department of Labor, nor does mention of trade names, commercial products, or organizations imply endorsement by the U.S. Government.

Objectives At the end of the training, health and safety committee members will: Establish a committee structure and process Develop an action plan for the year that identifies one – two priority health and safety issues to work on

In the best of all worlds……………… What’s Your Vision? In the best of all worlds……………… DISCUSSION: What are some elements that would make a committee successful? Flipchart answers Image: Energystar.gov http://www.energystar.gov/ia/business/tools_resources/new_bldg_design/images/rice_elem.jpg

Elements of a Successful Committee Having a committee that reflects the membership Setting priorities that are reasonable and attainable Having regular meeting times and clear roles of committee members Keeping minutes and following through on member issues Gathering information Training and education Conducting investigations Investigating incidents Keeping in touch with the leadership and membership Having a committee that reflects the membership – recruiting at least one member from every constituency. Setting priorities that are reasonable and attainable Having regular meeting times and clear roles of committee members Keeping minutes and following through on member issues Gathering information (health and hazard surveillance – surveying members; reviewing logs, reviewing employer written plans, etc.) Training and education Conducting investigations Investigating incidents Keeping in touch with the leadership/membership - posting minutes of meetings, recording findings, reports in union newsletter, etc.

Review Function and Process for Joint Committees Management and unions should each appoint their own members t the committee Equal number of management and union representatives is ideal Representatives from several sites or schools is important Rotation of representatives is important Management representative with the latitude to act upon the committee’s recommendation is essential (budgetary authority as well as expertise) What are important key concepts for joint committees?

Now, how are we going to organize our selves to fulfill the vision? How are we to function? So, we all have a vision! Now, how are we going to organize our selves to fulfill the vision? Where to Start? Defining the purpose of the committee and your overall goals through a mission statement. We got the vision thing, now the hard work begins. How are we going to organize ourselves in the health and safety committee? Discussion: Why are mission statements important? IMAGE: Microsoft Clipart

Why are mission statements important? Provides direction. Defines purpose – i.e. why do we exist? A safety net or beacon when the committee loses its sense of direction. Image: Microsoft Clipart

Tips for Mission Statements What is the role of health and safety committee? Complaint investigations? Training? What are the powers of the health and safety committee? Access to records? Recommendations to employer?

Drafting Your Mission Statement Activity: Developing a Mission Statement Creative Commons - You are free: to Share — to copy, distribute and transmit the work to Remix — to adapt the work Under the following conditions: Attribution — You must attribute the work in the manner specified by the author or licensor (but not in any way that suggests that they endorse you or your use of the work). Image: Broken Chord's photostream Image: Broken Chord's photostream What’s the committee’s “vision” (short and sweet) What’s the purpose of the Health and Safety Committee (five or six bullets)

Establishing a Committee Step #1: What roles and associated responsibilities need to be established ? Chair person Vice chair Committee members Subcommittees How will these roles be determined? How long will people serve in these roles? Will there be alternates? Will there be subcommittees for specific tasks? Activity: Establishing a Committee – group discussions of key components of committee structure

Establishing a Committee Step #2: How often should the committee meet? How will the agenda be established? Who should take minutes and how will they be approved and distributed?

Establishing a Committee Step #3: How will decisions be made within the committee? How will conflicts be resolved? Discussion: Group will discuss these concepts and following slide will summarize key concepts for conflict resolution.

Key Concepts for Conflict Resolution Simple communication is at the heart of conflict resolution Important skills include: Listening to each other and seeking to understand the problem Flexibility and willingness to change Respecting the opinion of others and agreeing to sometimes disagree Democracy – majority rules

Establishing a Committee Step #4: How will you communicate with members/stakeholders? How will you keep the membership involved in the process? What systems need to be put into place to obtain H&S related suggestions, reports of hazards or other information directly? Will the committee respond to hazards, complaints, accidents or other situations as they come up? Image: Microsoft Clipart

Keeping our Members Engaged What are their issues? How do you find out? How often do you ask? What needs to be put into place to obtain H&S related suggestions, reports of hazards or other information directly? Discussion: Have them think about ideas for keeping them informed and engaged. Flipchart answers Image: Microsoft Clipart

Preventive Approach Who will you be dealing with in management? Will the committee take a preventative approach, such as: Getting involved in long-range planning on equipment Renovations Employee trainings, etc.? Who will you be dealing with in management? Image: Microsoft clipart

Homework Review Activity: Discussion of homework assignments – what did people find out about their workplaces and compliance with standards and regulations? Image: Microsoft clipart

Making Recommendations How will recommendations on ways to eliminate or correct hazards and unsafe work practices be made to leadership and administrators? What will be the plan if recommendations aren’t addressed? Image: Microsoft clipart

Next Steps – Your Homework Assignment! What is the most important health and safety issue within your facility that the committee should address first? What do you think you need to be effective and how will you go about accomplishing that? How does your solution benefit: The union? The employer? The community? Discussion: Prioritizing issues; being effective