Preparing Your Municipality for Compliance: Key Insights on Due Diligence and MOL Inspections

By Manisha Thakur 
Manager, Marketing
4S Consulting Services Inc.
(Insights from Jules Arntz's webinar, Ontario Ministry of Labour.) 

Ensuring the safety of municipal workers and the public is a shared responsibility for leaders across Ontario’s municipalities. With regulatory bodies like the Ministry of Labour, Immigration, Training and Skills Development (MLITSD) conducting regular inspections, municipal organizations must take proactive steps to maintain compliance, avoid fines, and, most importantly, protect their workers.

Let’s explore practical steps and key lessons that municipalities can implement to prepare for inspections, foster a culture of safety, and strengthen compliance.

UNDERSTANDING THE SCOPE OF MOL INSPECTIONS IN MUNICIPALITIES

Municipalities face a unique set of challenges due to the diverse nature of their work environments, ranging from public works sites, parks, and waste management facilities to administrative offices and recreation centers. These varied settings create multiple hazards and site-specific compliance requirements that require careful management.

Key Focus Areas for MOL Inspections:

• Public Works Sites: Equipment safety, worker fall protection, and hazard assessments.
• Administrative Offices: Ergonomic standards, fire safety protocols, and workplace violence prevention policies.
• Recreation Centers and Parks: Maintenance of facilities, slip-and-fall prevention, and training on proper chemical use (e.g., cleaning supplies).

Did You Know?
The MOL regularly inspects public works departments, construction sites, and municipal facilities. Being prepared for these inspections can save municipalities from fines, project delays, and reputational harm.

THE ROLE OF DUE DILIEGENCE IN MAINTAINING COMPLIANCE

Due diligence is the foundation of compliance—it’s not just a checklist to follow before an inspection. Rather, it’s an ongoing, systematic effort to identify, assess, and mitigate risks before they escalate into significant issues.

Jules Arntz, Director - Occupational Health and Safety, Ontario Ministry of Labour, Immigration, Training and Skills Development, explains, “Being proactive isn’t just about reducing liabilities; it’s about building trust within your teams and showing workers that their safety is a top priority.”

How can municipalities implement due diligence effectively? Jules shared several practical measures.

Practical Steps for Municipalities:

• Conduct Regular Internal Audits: Inspect facilities, equipment, and operations for hazards before they become compliance issues.
• Maintain Up-to-Date Records: Keep training logs, hazard assessments, incident reports, and safety procedures readily available.
• Tailor Safety Programs to Different Sites: Develop site-specific safety programs. For example, public works employees may need fall protection training, while office workers may require ergonomic assessments.
• Involve Employees in Safety Protocols: Encourage feedback from front-line workers to uncover hidden risks and continuously improve safety measures.

LESSONS FROM COMMON COMPLIANCE ISSUES

Municipalities often face similar challenges during inspections. Many fines and violations are tied to preventable mistakes such as incomplete documentation, lack of proper training, and failure to conduct regular hazard assessments. Jules Arntz emphasizes, “The most preventable fines come from simple oversights—things like missing documentation or failure to review safety policies annually.”

Key Areas Where Municipalities Need to Focus:

• Training Programs: Ensure all workers—including temporary and seasonal staff—complete mandatory safety training and receive site-specific instruction.
• Hazard Assessments: Regular inspections are critical to identifying potential risks and implementing corrective actions.
• Violence and Harassment Policies: These policies, required under the OHSA, must be current, accessible, and reviewed regularly.

Statistical Insight
A recent study found that organizations with comprehensive and regularly updated training programs experienced a 22% reduction in workplace injuries compared to those with outdated safety measures.

PRIORITIZING WORKER SAFETY

Beyond compliance, maintaining a safe work environment leads to improved operational efficiency, higher employee morale, and greater public trust. Municipal employees often work in unpredictable and high-risk environments—whether they’re maintaining public roads, responding to emergencies, or operating heavy equipment at public works sites.

A single safety oversight could lead to severe consequences, including injuries, operational disruptions, and legal penalties.

Jules stressed the importance of a proactive approach, “Municipal leaders need to treat safety as a strategic priority, not a regulatory burden. When you prioritize safety, you protect your workforce and your organization’s reputation.”

FINAL TAKEAWAY: DON'T WAIT FOR AN INSPECTION TO ACT

The cost of inaction can be severe—both financially and in terms of worker safety. By embedding due diligence into your daily operations, municipalities can avoid fines, reduce workplace injuries, and foster a safer environment for workers and the public alike. Take proactive steps now to create a safer tomorrow for your municipality.

To learn more about the AMO-endorsed Occupational Health & Safety Management program, please visit the LAS website.