The meeting, the minutes, and what the committee did about it
A committee is judged on what it produces between meetings, not on the fact that it met. CheckOHS keeps the whole record in one place — who sat on it, what was raised, what was recommended, what the employer answered, and what was actually done — and locks the minutes once both co-chairs have signed them.
What it does
A committee for each facility
A committee belongs to a facility and covers that facility's satellite and customer sites, so a site is never left without one and never has two. Turning a committee off clears the active flag only — meetings, minutes, agenda and membership are records and stay, so switching it back on restores the committee with its history intact.
Members, sides and co-chairs
Each member is recorded as representing the workers or the employer, with one co-chair on each side. Membership is what grants the right to draft minutes, and only a sitting co-chair can sign them off. Appointing a new co-chair steps down whoever held the post on that side, so the two sides stay balanced without anyone having to remember to remove the old one.
An agenda your organization owns
The agenda is grouped into opening, business arising, standing items, new business and closing. Items carry a label in English and French and optional guidance for whoever is taking the minutes. Edit the wording, move items between sections, remove what does not apply, and restore removed items later unchanged. Every meeting keeps a copy of the agenda it was actually run with, so editing the agenda never alters a meeting already held.
Minutes that lock when both co-chairs sign
A draft goes for approval, and each co-chair signs for their own side — the side comes from committee membership, so one person cannot sign for both. The second signature makes the minutes the record and locks their content; any later attempt to change them is refused and written to the committee's history. Corrections are recorded at the next meeting, which is how minutes are corrected in practice. Approved minutes download as a PDF, can be posted to everyone at the facility, and can be emailed to the people who attended.
Concerns and action items that carry forward
Business arising is assembled from live records each time rather than from a template: everything still open, everything closed since the last meeting with an account of what was done, and every concern still awaiting a response. Action items cannot be closed without describing what was done, or cancelled without a reason. Concerns run from the recommendation sent to the employer, through the response with any interim measures and implementation timetable, to resolution.
Reminders timed from the meeting actually held
Co-chairs are prompted ahead of the next meeting falling due, timed from the date the last meeting was held rather than from the end of the period, so there is room to find a date everyone can make. Action item reminders go to the assignee before the target date and on it, then to the co-chairs and later the location's managers if it passes. A period the committee deliberately skips is recorded with a reason and takes its number in the sequence, so a gap is explained rather than looking like a lapse.
Common questions
- Does this cover a joint health and safety committee?
- Yes. This is the general committee record, and the names differ by jurisdiction and by workplace — joint health and safety committee, joint work site committee, JHSC, JWSC, and their French equivalents all describe the same working arrangement. CheckOHS hard-codes none of them: you name the committee, set its cadence and its response window, and the record follows what you set.
- How often does a committee have to meet?
- That is your organization's determination, not CheckOHS's. A new committee starts on a monthly schedule because a starting value is needed, and you change it to monthly, quarterly, semi-annual, annual or a custom number of days. You can also record a minimum number of meetings per calendar year, counted against meetings actually held. Every reminder is measured against the cadence you set.
- Can approved minutes be edited?
- No. Once the second co-chair signs, the agenda items, attendance, times and quorum are locked, and an attempt to change any of them is refused and recorded in the committee's history. A correction goes into the next set of minutes, under corrections to previous minutes, where it is itself minuted and approved. The original stays exactly as it was approved.
- Who can read the minutes, and who can draft them?
- Everyone at a location can read that location's minutes, and the most recently posted set appears on their dashboard with a link to the PDF. Drafting is limited to committee members, directors and company admins; signing is limited to the sitting co-chairs, each for their own side. Someone an action item is assigned to can start and close it themselves even if they do not sit on the committee.
Explore the rest of the platform
CheckOHS is one system — every module feeds the same records, the same audit trail, and the same compliance binder.
Equipment inspections
Asset registry, inspection schedules, checklists and QR status lookup.
Fleet & vehicle management
Usage and fuel logs, damage register, renewal reminders and utilization reporting.
Facility inspections
Walk-through checklists per location, with findings tracked to a management response.
WHMIS register
Hazardous product inventory, SDS access records and review dates, per location.
Out-of-service workflow
Defect reporting, corrective actions, and authorized return to service.
See your compliance in one place
CheckOHS is built by JPMain Safety. Get in touch to arrange access for your organization.