Risky Business

Monitoring Critical to Proactive Environmental, Health & Safety Risk Management and Green Initiatives In Schools

A shift in priorities has firmly put the spotlight on good corporate governance and as a result an increased focus on Health and Safety and Environmental Risk Management in schools. In addition to Environmental, Health & Safety risks has come the need to manage energy as part of the environmental and fiduciary responsibilities schools face in 2006. “Sustainable Development” is a notion that has been at the forefront of the global conscious since the term came to light in 1987. Meeting present needs without compromising the ability of future generations to do the same has required tightening of legislation and a renewed commitment to resource management. Now more than ever, the search for the best and most effective risk management tools has become a top priority.

Education, Technology, and Legislation are most effective when used together rather than individually. The school environment, which promotes all three of these initiatives, should be at the forefront of proactive risk management and energy conservation.

Managers of facilities face the challenge of ensuring that legislative requirements are fulfilled, while at the same time acting as a leader in corporate health and safety and environmental responsibility. Public health and environmental concerns such as outbreaks of Legionnaires disease, the effects of unmanaged asbestos, and the relatively new reality of Global Warming have featured prominently in the press recently. Facility managers must ensure that policies and procedures are in place to prevent and manage such risks. Managers who take measures to adapt to the rising costs of energy will undoubtedly see their initial investment repaid in the short term.

Learning from the past, governments are proactively starting to regulate and legislate energy consumption. Green initiatives are springing up in virtually every industry. Schools are becoming aware of the need to conserve energy, and environmental awareness is growing in importance. By inspiring students to grow up to become responsible people and incorporating how they treat and interact with their environment, the tide can turn - and what better forum than at school.

At Upper Canada College in Toronto Canada they are leading the way by incorporating this ideology into their curriculum. They have been inspiring their students, staff members and parents through example. They have created a well thought out program, which involves the entire community. The green school is using a ‘Learning it by living it’ approach to sustainable development, socially, environmentally, and economically, the focus is on preserving the plant for this generation as well as generations to come, “We're all noticing our lifestyle habits just a little bit more these days. We're not idling our cars in the College driveways anymore, for instance. We're diligent about putting our compostable lunch scraps in the correct recycling containers. And we've all become used to the motion-sensitive lighting, which turns on only when someone enters a room.”

These are just a few of the green initiatives this school has begun to undertake. They are already seeing cost benefits of lower energy consumption and water consumption thus not only promoting good citizenship but reduction in energy costs. Becoming aware of the bigger picture and acknowledging that everyone carries a responsibility legislated or not, can bring huge benefits and continual improvements in environmental health and safety responsibility.

How does one start to work within this framework? RiskCheck is a Risk Management Company who has a three-tiered program for health, safety and environmental risks; Identify, Manage & Monitor. It is the best preventative system that any institution can install. A properly functioning system will provide Directors and Boards of Trustees with confidence that their school is respecting heath and safety standards compliance standards and that the best working practices (energy) are being followed.

Start with a health and safety assessment - Identify typical environmental risks, which might need managing in schools: asbestos, mould growth, air quality, storage, handling of chemicals and energy analysis. Potential health and safety hazards for staff, students and visitors include: slips/trips, machinery guarding, confined spaces, working from heights, fire life safety, and school trip safety. All of these issues and more will be identified in a risk assessment undertaken by qualified health and safety professionals and environmental engineers. Legal compliance is a priority and the specific legislation will form a key part of a full risk assessment.

When a risk assessment has been completed – Managing the issues needs to be the next step. Developing procedures and action plans for dealing with the identified risks and ensuring that checks and balances are put into place and that remediation of identified deficiencies begin. An energy checklist can help manage the framework developed and strengthen the overall commitment. Within a school, it is probable that there will be trends in terms of risks, which can then be analyzed, and provide valuable information to support strategies for managing them. The responsibility has grown and as the focus moves up the ladder to the board of governor’s, steps should be put in place to remediate their liability. Historically schools tend to have health and safety as an “add on job” or employ someone one day a week who is given vast responsibilities with few tools. The job becomes an elephant as it becomes difficult to keep up with the changing legislations. With a management system in place it is much easier for this person to do their job.

Technology allows real-time scrutiny - Monitoring the advances in technology can make risk management systems real-time and significantly more sophisticated then the previous paper-based systems. The interactive system will monitor the facility on a regular basis, both internally and externally, in order to keep it in compliance with the legislation. It is now possible that bursars, facility managers and maintenance staff can all go online and see the status of their buildings and the tasks that need to be completed in a timely manner.

“There is a more heightened awareness among senior management, of the need to manage environmental, health and safety risks than ever before,” says Chris Kelson, Chief Executive for RiskCheck Limited, “schools failing to respond to the current climate are strongly advised to review their approach to this key area of corporate governance.”

Through the use of a real-time interactive management system, schools can have all their issues systematically listed and rated, with associated action plans incorporated to manage them over time. Issues do not get put to the bottom of piles and forgotten about. Rather, solutions are developed with the partnership and guidance of environment and safety professionals to work through the list in a timely manner.

By identifying and monitoring risk in all areas of operation, from both public areas to sports facilities and residences, the supervisors have the assurance that everything is being well managed and documented and that the best working practices are being administered.

The ever-changing legislation has everyone anxious to interpret it. How does it affect their school at their specific location? A good program will automatically update the legislation in the system and get in touch with the school to explain the specific impact the new regulations have directly on the school.

The threat of litigation is more prominent than ever before, as legislation has become more stringent in the wake of the Turnbull report. The Turnbull report is the popular name given to Guidance for Directors on the Combined Code.

The aim of the guidance is to ensure that all companies have in place an adequate system of internal control in order to facilitate the management of business risk. It states: "The guidance is based on the adoption by a company's board of a risk-based approach to establishing a sound system of internal control and reviewing its effectiveness. This should be incorporated by the company within its normal management and governance processes. It should not be treated as a separate exercise undertaken to meet regulatory requirements.” The guidance compels businesses to isolate and evaluate their significant business risks and to gauge the effectiveness of the related internal control system. Boards of directors are required to examine management reports on the effectiveness of the system of internal control on a regular basis and to undertake an annual assessment for the purpose of making their statements on internal control in an annual report. The costs for schools not maintaining a vigilant EH & S policy can run to thousands of pounds in legal costs and workers’ compensation.

Schools have to realize that making the workplace and a property an Environmental and Heath and Safety sustainable, ‘no-risk zone’ is feasible, and that it doesn’t have to cost a fortune. Managing risks can be cost effective, and if inclusion of energy management is factored in, management can even be a profitable solution!

Maintaining simple environmental and safety measures and keeping facilitators and administrative professionals up-to-date with their due diligence responsibilities and any changes in legislation and can make an enormous difference.

Karen O’Connor is Senior Vice President of Business Development with RiskCheck. A version of this article was recently published in the UK’s “The Bursar’s Review,” Autumn 2006 edition, pp.49-50. The Bursar’s Review is published by the Independent Schools’ Bursars Association and Smith Regent Press Ltd.

Works Cited:
Smart, Richie. Turnbull Report. July 20, 2000. London Stock Exchange: London.

"The Green School." Upper Canada College. www.ucc.on.ca. July 31, 2006.

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C. 21 and Due Diligence: What are your responsibilities?

As you may know by now, the Canadian Criminal code was modified when Bill C-45 was passed into law and became Canadian Statute C. 21 in March 2004. This Federal statute now provides tools to prosecute an organization, or a person, for health-and-safety-related infractions. Previously, only a company, as a general entity, could be charged: not anymore!

In the past, health and safety infractions were regulated at the provincial level; they were treated very differently by each province. For example, the maximum penalty for Health and Safety offences by an employer in Ontario was $500,000 and no jail time; in Québec $20,000 and no jail time; and in Nova Scotia $250,000 and 2-years jail time. Additionally, in Ontario, individuals could be fined up to $25,000 and/or jailed for up to one year, per offence.
With the new federal tool an organization (and its employees) may be charged, at the criminal level, if two points can be demonstrated:

• Negligence of one or more people acting on the behalf of the company
• Absence of Due Diligence by one or more senior officers of the company

• Naming enough competent supervisors;
• Periodically inspecting the workplace to detect health and safety risks;
• Implementing a written policy and procedures to protect the health and safety of your employees;
• Providing effective training to all levels of your organization to ensure that everybody understands and implements the policies and procedures;
• Enforcing disciplinary measures when health and safety rules are not followed.

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Guest Column: Early Suppression Fast Response Sprinklers

What Are They?
Early Suppression Fast Response sprinkler systems are becoming more common in warehouse and industrial type buildings. Traditionally in these types of buildings, it is necessary to drop down sprinkler heads if storage racking is installed.

Drop down sprinkler heads can:

1. be expensive to install;
2. require modification if the racking layout is changed, and;
3. be easily damaged through the movement of goods.

Another consideration, particularly if retrofitting ESFR sprinklers, is the size of the water service pipe to the building and the amount of water pressure under flow on the street. These factors are considered during new construction, but would have to be re-considered if retrofitting in an existing building. If there is insufficient water on the street, it may be necessary to install fire pumps and/or water storage tanks.

Cost
During new construction, the cost to install ESFR sprinklers is generally less than the cost for conventional sprinklers and drop down heads. Plus, ESFR sprinklers provide greater flexibility to the building user. This would arguably increase the building value.

Richard Weldon is a Professional Engineer and co-founder of Carson Dunlop Weldon & Associates Ltd. - a partner of RiskCheck's that provides prompt and professional Property Condition Assessments and a variety of other services. To learn more, please visit CDW.

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GreenCheck: An Interactive Tool for Creating "Green" Buildings

RiskCheck is currently developing an interactive, web-based platform designed to assist building owners and managers in “Greening” their buildings. Implementation and adoption of the GreenCheck program at your building will:

• Increase the likelihood that your building will be eligible for government incentives and/or rebates;
• Result in reduced operating costs and increased tenant satisfaction;
• Increase the likelihood that your building will be eligible for a variety of building certifications.

The GreenCheck program is an ongoing system, with continual support and program improvements. GreenCheck is the perfect choice for improving the environmental conditions at existing commercial and retail buildings.

For more information on the GreenCheck program, contact Karen O’Connor, Senior Vice President of Business Development.

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Gardening Without Pesticides

December may seem like the wrong time of year to think about pesticides and landscaping often associated with spring months. However, planning for the spring is best done during the dormant months of winter, because when ‘Spring has Sprung’ it may be difficult to find the necessary service providers or products that you require.

Planning for the growth season requires a little more thought these days, especially if you live in one of the 124 municipalities across Canada that have a pesticide bylaw in place (as of November 2006). The restrictions and phase-in periods vary by municipality. Many municipalities are currently in the process of drafting or adopting proposed bylaws, so the number of municipalities with bylaws in place is expected to increase. The use of pesticides for private property use is slowly but surely becoming a thing of the past.

Of course, there is still public desire for green lawns and professional-looking landscaping. To achieve the desired look without the use of pesticides, the following tips may come in handy:

• Choose native, drought resistant plants;
• Look for “Green” alternatives to pesticides, available at hardware and garden supply stores;
• Introduce natural predators to rid your garden of damaging pests (Intergrated Pest Management or “IPM”);
• Prune and weed your lawn and garden on a regular basis.

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The Straight Goods on Driving Fatalities

And the winner is… According to the Bureau of Labor Statistics, the number one most frequent work-related fatal event occurs on our streets and highways, about twice as often as the nearest competitor – falls. Twenty-five percent of all occupational fatalities happen on our roads!

It matters little whether the fatality happens on or off the job. The overall costs and losses are about the same: insurance, workers’ compensation, burial and funeral, loss of a valuable employee, loss of overall productivity, replacement and training, employee morale and workplace culture, company reputation, investigations, OH&S enforcement agency orders and charges, equipment replacement, etc.

The main difference between on and off the job fatalities is that someone from your company may have to make the announcement to unsuspecting family members, friends and co-workers!

What has your company done to prevent driving fatalities? Most companies do very little except to say, “Be careful out there!” What should you do to protect your employees and company from driving-related hazards and risks? Here are some ideas:

• The Vehicle – Ensure all company-owned and leased vehicles undergo a thorough safety inspection at least annually. This should also be expanded to include personal vehicles used for company business. A safety inspection costs between $20 – 60 depending on the province, and is a good investment to ensure your equipment is safe. NOTE: Identified deficiencies on personal vehicles should be repaired at the cost of the employee from mileage or vehicle allowances.
  
  
• The Driver – Can you say confidently that all your employees are safe drivers on and off the job? Certainly not! But what have you done to change this tremendous exposure to risk? Most of us have done NOTHING! Employees should provide an Abstract of driving experience annually. The Abstracts should be reviewed by the supervisor and/or manager and discuss with the employee if any infractions are revealed, especially while driving company vehicles. How about a desk job for a year or three until the driving record is clear?
  
  
• Training – Let’s face it, we are all the world’s best drivers. Just ask anyone, they’ll tell you with extreme passion. The honest ones might say, “I am good enough.” This complacency compounds the hazardous situation on our roads, and promotes inconsiderate driving, intolerance, road rage, horn-beeping, hand and finger waving, etc. The fact is your employees, equipment and goods should be only left in the hands of trained professionals. In addition to looking after the vehicle and the driver, each employee should attend some sort of driver training session – there are many great ones to choose from – on a regular basis: Initially at hire, annually at first, then every 2-4 years as deemed necessary.

• Cell Phone Use – This one’s simple… BAN IT! While there are arguments on all sides of this matter, hands-free or not, it makes no difference – the risk is increased when carrying on a conversation while driving. Same goes for smoking, drinking coffee, eating, anything that prevents one from focussing 100% on driving in the safest possible manner. All of today’s phones offer some sort of message service or call-forwarding. Even if the call is very urgent, it can wait until you arrive at your destination or find a safe place to pull over to check messages.

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Recycle, Reduce, Reuse – 3Rs as a Daily Routine

Did you know…About 1/3 of our waste is paper and paperboard; another third is yard and kitchen waste; the rest is divided among glass, metals, plastics, textiles, wood and other materials.
-Environment Canada

You may not have heard a lot about the 3Rs since your school days, but like many good things, the guiding principles of the 3Rs will likely stand the test of time, and become even more applicable as the world’s population continues to grow. If you need a brush-up on the 3Rs, or some updated ideas for how to incorporate the 3Rs into your daily routine, simply do an internet search and you will find plenty of information. In the meantime, read on for easy ways to incorporate the 3Rs everyday.

Recycle
Waste Audits (WA) and Waste Reduction Work Plans (WRWP) are effective tools for analyzing the type and amount of waste produced on a regular basis. WA’s and WRWP’s may be completed formally or informally; at the office or at home. WA’s help to identify where opportunities for waste diversion exist (i.e. they identify items that may be recycled instead of thrown out). WRWP’s provide the means to the end – identifying strategies and plans to reduce and divert wastes from landfill.

Reduce
Reducing the amount of wastes produced is arguably the most important of the 3Rs, as reduction is most reflective in the economical bottom line, and reduces the need for recycling and reusing.

Reducing materials used and consumed on a daily basis is relatively easy with a little thought; offices should consider it standard policy to print only when necessary, and to make sure that documents are being printed off double-sided. Reducing the amount printed will not only reduce the amount of paper used and trees consumed, but will also reduce the amount of the usage fees associated with the printer.

Savvy shopping can help reduce consumption; avoid purchasing products wrapped in excess packaging. Choose multi-purpose products with a longer shelf-life and the ability to be recycled and/or reused.

Reuse
Do some research and replace single-use products with similar products that may be reused. Even a slight reduction in waste on an individual level will result in a large diversion of items from landfill. Using coffee mugs instead of paper or Styrofoam cups is a simple way to reduce waste in the workplace.

3Rs During the Holiday Season
Here are a few tips for incorporating the 3Rs that will not take the ‘Happy” out of “Happy Holidays!”

Gift wrap, ribbons and bow can produce a large amounts of garbage. Cloth or paper bags and boxes can be found in a variety of wonderful colours and patterns, and can be saved and reused for years to come. For those who prefer to use traditional gift wrap, it can now be recycled in most municipalities across Canada.

For the person who has everything, a donation in their name to a local or international community for a “green” project is always a good idea, and requires very little wrapping!

Stephanie Casson, B. Sc. Eng.

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Preventing accidents: everyone’s responsibility

In Ontario, the Workplace Safety Insurance Board (WSIB) is out to change the way people think about “accidents” at work. With a new social marketing campaign, launched this October, the WSIB wants to make Ontario’s workplaces the safest in the country. The campaign hopes to turn awareness into action utilizing every form of media possible: television, print, transit, outdoor, and website advertising. The WSIB has put into motion this aggressive campaign to inform the public of its belief that workplace injuries and fatalities are unacceptable, intolerable and 100% preventable.

According to statistics gathered by WSIB, last year in Ontario, almost 350 workers lost their lives due to injuries and illnesses, and more than 277,000 suffered from injuries or illnesses in the workplace. While this campaign has been designed for Ontario workers, its message is universal: Preventing workplace injuries is the responsibility of everyone - including workers, employers, supervisors, health and safety committee members, parents and teachers.

To find out more, visit www.prevent-it.ca.

Amanda Edwards, B. A.

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RiskCheck Gives Back to the Community

On September 8th, several RiskCheck employees took the opportunity to give back to the community. Six of RiskCheck’s staff partnered with GWL Real Estate Advisors, along with other companies, to participate in a Habitat for Humanity build.

Habitat for Humanity is a national, non-profit, organization that works to provide a safe and decent place to live for people who otherwise might not have that opportunity. Their mission is to utilize volunteers and community partners to build affordable housing and promote home ownership as a means to breaking the cycle of poverty. Founded in 1985, Habitat for Humanity Canada consists of 30,000 volunteers and 70 affiliate organizations across Canada. Internationally, Habitat for Humanity has built over 200,000 homes in 100 countries.

RiskCheck worked hard all day with the other volunteers to paint and install trim in 6 houses so that their new owners would be able to move in by the end of September. It was a tiring day but fulfilling day. Their efforts were well rewarded. At the end of the day, they asked a local woman to take their picture. She was immensely thankful: she explained that she had recently moved into a new home of her own, and that “it was only because of [Habitat for Humanity and its volunteers]” that she was able to have her home. That was all the payment that the RiskCheck volunteers could ask for.

To find out more about Habitat for Humanity Canada visit: www.habitat.ca.

Mark Taylor, B. Sc. Hon.

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Seen and Heard: Answers to Frequently-Identified Problems

In this section, RiskCheck will address common issues found at sites they visit to help keep you informed of your responsibilities.

This month: Open Junction Boxes

On many of our health and safety inspections, we find junction boxes that are not properly covered, exposing live wiring. This is a very serious problem: while many junction boxes may be out of reach to most people, the chance of coming in contact with energized wires creates a high potential for serious injury. According the Canadian Electrical Code, bare live parts must be guarded against accidental contact. Cover plates cost about a dollar at most hardware stores, so this is very inexpensive way to help keep your employees safe. If you see exposed wires, make a note and get them covered!

CSA C22.1-02 Canadian Electrical Code.

Protection of Persons and Property

2-200. General

Electrical equipment shall be installed and guarded so that adequate provision is made for the safety of persons and property and for the protection of the electrical equipment from mechanical or other injury to which it is liable to be exposed.

2-202. Guarding of Bare Live Parts

1. Bare live parts shall be guarded against accidental contact by means of approved cabinets or other forms of approved enclosures except where the bare live parts are:
   1. Located in a suitable room, vault, or similar enclosed area which is accessible only to qualified persons; or
   2. As elsewhere permitted by this Code.
2. Where electrical equipment has mounted on it, within 900 mm of bare live parts, non-electrical components which require servicing by unqualified persons, suitable barriers or covers shall be provided for the bare live parts.
3. Entrances to rooms and other guarded locations containing exposed bare live parts shall be marked with conspicuous warning signs forbidding entry to unqualified persons.