Joint Health & Safety Committee (JHSC)

Introduction

Welcome to your guide for conducting Joint Health & Safety Committee (JHSC) elections and meetings! At Five Guys and Blaze Fast-Fired Pizza, we prioritize safety and well-being, and the JHSC plays a vital role in fostering a healthy work environment. This guide will walk you through the voting process for JHSC Employee Representatives and explain how to hold productive and efficient safety meetings. Let’s make safety an everyday conversation!

Part 1: How to Conduct Voting for JHSC Employee Representatives

1. Nomination Process

The first step in forming the JHSC is nominating Employee Representatives who will work alongside management to ensure a safe workplace.

• Who can be nominated?

Any non-managerial employee can be nominated to join the JHSC. They’ll represent their coworkers and contribute ideas to improve health and safety.

• Nomination Period:

The nomination process typically lasts for one week. During this time, you’ll have the chance to nominate colleagues who you believe can make a positive impact on the JHSC.

• Filling out the Nomination Form:

Each employee will receive a Nomination Form (Click Here) where you can list the names of coworkers you’d like to nominate. Ensure that the nominee signs off to confirm they’re willing to participate.

2. Voting Process

Once the nomination period ends, it’s time to vote! Here’s how it works:

• Voting Methods:

Voting can happen via:

• Paper ballots distributed in the restaurant for anonymous voting. (Click Here)

• Voting Period:

The voting window will remain open for seven days to allow everyone, even those on different shifts, to cast their vote. Voting ballots will be held in Pickle Jar or Empty Box.

• Counting the Votes:

A neutral party (such as a manager or external supervisor) will tally the votes. The employees with the highest votes will be elected as JHSC Employee Representatives!

3. What Happens After the Election?

• Term Length: Elected representatives will serve for two years, ensuring consistency and allowing them to develop valuable experience in health and safety.

• Training: Don’t worry if you’re new to the role! Elected representatives will receive all the necessary training to understand workplace safety protocols and their role on the JHSC.

Part 2: Running Effective JHSC Meetings

Now that the JHSC has been formed, it’s time to make things happen! Here’s how to ensure your meetings are engaging, productive, and focused on safety improvements.

1. Preparing for Meetings

• How often should we meet?

According to Workers Compensation Act, JHSC meetings should be held once a month. However, if there’s an incident or urgent safety issue, you can schedule additional meetings.

• Who prepares the meeting?

The Co-Chairs—one employee and one employer representative—are responsible for preparing the agenda (Click Here), leading the meeting, and ensuring the minutes are recorded.

• What’s on the agenda?

The agenda typically includes:

• Review of R&M\OHS reports\audits (e.g., first aid statistics, incident investigations).

• Discussion of new or ongoing safety concerns.

• Recommendations to management for improving safety.

You’ll follow a meeting template to make sure nothing is missed (refer to the agenda template you already have).

2. Conducting the Meeting

• Set the Tone:

Meetings should be open and collaborative. Encourage everyone to share their thoughts, and remember—this is all about making the workplace safer for everyone!

• Meeting Structure:

• Start by reviewing any incidents or safety concerns from the previous month.

• Discuss new safety issues raised by employees.

• Propose solutions and make formal recommendations to management on how to improve safety.

• End by confirming any follow-up actions and setting the date for the next meeting.

• Decision-Making:

JHSC decisions should be made by consensus (everyone agrees). If consensus isn’t possible, the committee can use a majority vote to decide.

3. Keeping Records

• Document the Meeting:

After every meeting, the minutes (summary of discussions and decisions) need to be recorded. This helps track progress and ensures that actions are followed up on.

• Submit Recommendations:

If the committee identifies a safety improvement that requires management’s attention, they’ll submit a formal recommendation. Management is required to respond within 21 days.

4. Follow-up Actions

• After each meeting, make sure you review any recommendations and follow up at the next meeting to check on their progress. It’s important to ensure that safety improvements are implemented effectively.

Conclusion

The JHSC is a powerful tool in creating a safer work environment, and by following these voting and meeting procedures, you’ll help build a positive safety culture at your restaurant. Whether you’re nominating peers, casting your vote, or participating in monthly meetings, your involvement matters.

Let’s work together to make our restaurants safer, one meeting at a time!

Remember: If you have any questions about the process, reach out to your manager or JHSC Co-Chair for guidance. You’re making a difference—stay engaged, stay safe!

Forms and Templates

Referencing Materials