JHSC Meeting Agenda Template

JHSC Meeting Requirements under the OHSA

Certified Joint Health and Safety Committees must meet at least once every three months, and must also meet within seven days of any critical injury or fatality. Meetings must be held during regular working hours, and co-chairs may call an additional meeting at any time with reasonable notice.

Standard Agenda Items

• Call to order and attendance (quorum confirmation)
• Approval of previous meeting minutes
• Review of action items from previous meeting
• Reports from co-chairs on workplace inspections
• Incident and near-miss review (including worker concerns received)
• Health and safety program updates from management
• New business and hazard concerns raised by members
• Review of recommendations to be submitted to employer
• Schedule and location of next meeting
• Adjournment

Documenting Recommendations

Every recommendation made by the JHSC must be submitted to the employer in writing. The employer is required to respond in writing within 21 days, stating whether the recommendation will be adopted and, if not, the reasons why. The template includes a dedicated section for recording formal recommendations and tracking employer responses.

Quorum Requirements

A JHSC meeting may only proceed if at least half the members present are worker representatives. If quorum is not met, the meeting should be rescheduled. The template includes a quorum check field to document compliance.

Best Practices for Effective Meetings

• Circulate the agenda to all members at least 48 hours in advance
• Attach copies of inspection reports to the meeting package
• Assign a clear owner and due date to every action item
• Distribute minutes to all members and the employer within 14 days
• Retain all meeting minutes for a minimum of 3 years