Committee meeting minutes

Workplace Safety and Health committee members have an important role in the workplace. One of their key responsibilities is to meet at least once every quarter to discuss safety and health matters.

Taking minutes not only provide a record of the meeting but also help communicate workplace concerns raised to the committee. They also document any actions taken to address these concerns and specify who is responsible for carrying them out. 

Use this Safety Swap to kick-start your next committee meeting:

What to include in meeting minutes and how it’s determined

Meeting minutes provide a detailed description of what was discussed and must be recorded. They will outline any workplace hazards identified and recommendations made to address those hazards. Minutes should also include administrative information, including meeting date, names of members who were present during the meeting and the position they represent.

Items that should be in the meeting minutes include:

• Committee details: name, work address, phone number, meeting date, next meeting date, number of employees and if more than one committee exists at a workplace, which committee
• Attendance: name, occupation and whether the attendee is a worker, employer or guest
• Concerns or problems: date of origin, recommended action and who is responsible for carrying it out
• Other business: upcoming elections, education or training, review of statistics, etc.
• Signatures: co-chairs or alternates 

3.7 (1) of The Workers Compensation Act (the Act) also indicates that “. . . the minutes of each committee meeting are recorded in a format acceptable to the branch and signed by the co-chairpersons.“

Posting of meeting minutes

Meeting minutes must be posted on the safety and health bulletin board in a visible location at the workplace within one week of the meeting date. The minutes must remain posted until any recorded issues or concerns are deemed “resolved” by the committee.

How long to keep meeting minutes

Meeting minutes must be kept on file at the workplace for at least 10 years from the meeting date and be easily accessible. Ideally, the committee co-chairs should keep the previous minutes. These can be stored electronically or in binders.

Keeping meeting minutes

Minutes serve as a record of your workplace safety and health committee meetings. They can be used to track items identified and addressed over time and provide a historical review of the committee’s function.

Signing meeting minutes

Manitoba Workplace Safety and Health legislation requires the minutes to be signed by both co-chairs or their designates who attended the meeting on their behalf. Both parties must sign to confirm that the employer and worker co-chair have read, understood and agreed with the meeting minutes.

Distributing the committee minutes

Distribution of copies must be done within one week following the committee meeting:

• Distribute copies to committee members, alternates and relevant managers.
• Keep one copy at the workplace for a period of at least 10 years from the date of the meeting.
• Post one copy on the safety and health committee bulletin board(s).

See Workplace Safety and Health Act 3.7 (1) for legislation related to the distribution of meeting minutes.

Top tips

• Use a template to ensure items are not accidentally missed.
• Ensure meeting minutes are signed by each co-chair or their designate.
• Distribute meeting minutes to all members within one week after the meeting.
• The workplace must keep meeting minutes for at least 10 years.