Policies and Directives
Effective June 2003

Facility Management Policy

For elevators and terminals on construction and renovation projects

The intent of this policy is to form a basis for standards and requirements to be addressed in facilities where staff of the Canadian Grain Commission (CGC) is required to work. Such a standard will ensure that workspaces and employee environments are consistent throughout the regions and provide the mechanism to implement the facility policy. This policy applies to both new fit-ups as well as renovations to existing spaces.

The Canada Grain Act stipulates the following:

Facilities, equipment and maintenance

(1) A licensee operating an elevator shall install in it such equipment, provide such facilities and maintain the equipment and structure of the elevator in such condition as may be prescribed in respect of elevators of that type or required by order of the Commission in respect of that elevator to ensure, as may be applicable, the efficient and accurate weighing, sampling, inspection, grading, drying, cleaning and accommodation of all grain, grain products and screenings received into or discharged from the elevator.

Source: Canada Grain Act s. 56.

Space Allocation

The basis for the requirement is founded from the following… if CGC employees occupy the space that is acquired from the grain company on a routine basis, the space should then be considered CGC space. If the space is considered as such, the CGC then becomes responsible for the internal fit-up.

The grain company is in turn responsible for heating, ventilation and air conditioning (HVAC) as well as construction of grain returns and the sample delivery system. The ventilation can include ventilation for such items as dockage testers, boerner dividers, pearlers, grain returns (to eliminate back draft), or any other equipment that requires ventilation. The HVAC standards are defined under "Health and Safety". The grain company is also responsible for electrical and plumbing services as well as communication lines (LAN and phone) to the designated work area. The CGC is responsible for construction work that needs to be performed within the designated workspace. This includes, but is not limited to, flooring, painting, millwork, grading lights, workstations, etc. If washrooms are unavailable for CGC staff within a reasonable proximity to the allocated workspace, washrooms can be included in the work area and the interior costs associated with washroom fit-up are at the CGC expense. The CGC reserves the right to determine when washroom facilities are required as part of the fit-up costs on a case-by-case basis.

Although this policy indicates whose responsibility costs are, mutual approval is required where it impacts the CGC and/or the grain company. For example, any work being performed on, or a newly constructed, sample delivery system is to be approved by both parties.

Space Requirements

The amount of space is determined by the CGC as an official space requirement. A specific standard is used in all fit-ups based on a generic formula. The generic formula is based on the type of activity as well as the number of FTEs and future requirements.

Standards

Official standards have been set by the CGC. These include colour schemes for inspection areas, such as grey for walls, flooring, and grading benches. Lighting for Inspection workstations will follow the standards in "Grading Room Lighting Standard" issued by the Office of the Chief Grain Inspector. Please refer to the Official Grain Grading Guide for specifications of the standards or contact the Facilities Manager.

Health and Safety

Specific health and safety requirements must be met to ensure compliance to the Canada Labour Code Part II and the associated Regulations, the National Fire Code, National Building Code, Treasury Board Policy and Standards and CGC Policy. Acceptable HVAC parameters are available from Health Canada and the American Society of Heating, Refrigerating and Air-conditioning Engineers Inc. (ASHRAE) guidelines will also be consulted.

Ventilation, heating, cooling, dust extraction, noise control, manual handling, workflows and ergonomics will be addressed to meet the standards referred to in the applicable regulations and to maintain basic standards for CGC employees. These standards will always be in compliance with CGC Policy. The document entitled "Health and Safety Considerations for Inspection Offices" will be used as a guideline and is available from the Facilities Manager.

Whenever possible, the CGC will develop individual project specifications to reduce the dust and noise levels in the work environment to as low a level as possible by utilising dust extraction systems and enclosing dust and noise producing equipment. The CGC will provide the best ergonomic environment possible and reduce manual handling as much as possible.

Rest areas and cleanliness of offices/workspaces:

It is the responsibility of supervisors and managers to ensure that washroom facilities meet the labour code and eating areas are suitable. It is the responsibility of grain companies to ensure the Guidelines for Cleaning (Annex A) are followed. The guidelines are available from the Facilities Manager.

Security

Under the Canada Labour Code, departments are responsible for the safety and health of employees at work. As such, the CGC will ensure that the designated workspace for its employees meets standard requirements and will ensure its designated workspace is secured at all times. Where a port security system exists, the CGC will work with the grain company to ensure it is included in the fit-up. Coordination for any work in new fit-ups/renovations and communication between the two parties will help to ensure security is not compromised.

Project Approvals

All projects before proceeding to plans and specs require approval from health and safety, the facility officer, the regional director or his/her delegated authority.

Terms of reference

Roles and responsibilities

For a greater understanding, below is a brief description of the roles and responsibilities of those involved.

Regional Representatives

(Regional Director and/or his/her delegate)
A major initiative such as co-location of inspection and weighing is an example of the impacts decision-making may have on facility management. As such, the regional representative(s) is/are responsible to initiate any projects and is/are involved in the initial planning stage to ensure such initiatives are considered and where possible implemented.

Facility Officer

The facility officer leads the planning stage and provides leadership and guidance throughout the project. The facility officer is involved in the regional budget planning process to realize some cross-regional benefits. The facility officer is also responsible to provide the document containing the standards mentioned above and to initiate periodic review of these standards.

Health and Safety Manager/Regional Advisor

The health and safety manager/regional advisor is to ensure that all health and safety needs and requirements are met. The health and safety manager/regional advisor is involved in the initial planning stage and throughout the project to provide guidance and ensure compliance.

Project Officer

The project officer will play a hands-on role to ensure follow-through and liaise with all stakeholders including the grain company project officer (if available) to project termination.

Involvement of Grain Company

Where possible, it is recommended to have a senior manager act as an interactive liaison between the grain company and the CGC for planning purposes. This will facilitate the implementation of accommodation needs and ultimately result in better service delivery.

As a second step to this, it is also recommended to have project managers from the CGC and the grain company working together to ensure on-going communication once plans have been formalized. This will facilitate the process of renovations and/or fit-ups of new workspaces and ensure both parties share mutual consent and understanding.

Contact:

Facilities Manager
Fax: (204) 983-0248
Email: facilities-installations@grainscanada.gc.ca