EPA

Daniel Calderwood

Anne Marie McCarthy

Geelong Community for Good Life

Sue McLean*

Joe Cicero

Geelong Community Forum

Sue Kelly-Turner

Geelong Grammar School

Jon Apted (Director of Planning)

Multiple Chemical Sensitivity Group

John Wilson*

Northern Community Consultative Group

Bill Aitken

Paul Dakin

Terminals Pty Ltd

George Horman (Managing Director)

Carlo Fasolino (State Manager)

Angelo Smarelli

Geoff Millard (HSE Manager)

Jeff Hibbert

Community Representative

Peter Linaker

CFA Geelong

Ian Beswick

Community Representative

Ralph Taylor

North Shore Residents Group

Margrette Lewis*

Special Monitors of Geelong

Franceska Dezalak

Terminals Pty Ltd

Gary O'Sullivan

Worksafe

Geoff Cooke

Green Party

Catherine Jones

City of Greater Geelong

Steve Sodemaco (Co-ordinator Health)

Geelong Community for Good Life

Gordon Alderson

Item 1

Welcome by Chair

Robin

Welcomed committee

Item 2

Apologies, confirmation of Draft Agenda

Apologies were received from Gary O'Sullivan, Steve Sodemaco, Catherine Jones, Gordon Alderson, Franceska Dezalak and Geoff Cooke.

ITEM 3

Confirmation of Draft Minutes

Minutes adopted by the committee.

ITEM 5

Reports from Terminals

George

Advised that Valero has put Terminals Pty Ltd on the market to be sold.

Carlo

Introduced the new format of Terminals Operations Reports using coloured bar graphs and presented the reports on the overhead projector.

Sue Mc

Suggested using shading/hatches instead of colour on the graphs for those who receive them by mail.

ACTION

Carlo/Gary to use shading on bar graphs in the reports instead of colour.

Jeff Hibbert

Presented his report on the sphere designated for butadiene being built in Thailand.  He said the sphere would be constructed in Southern Thailand and brought here by ship next April 2006.  Work would begin at the Terminals site in Geelong in preparation for the sphere in January 2006.  Jeff said he would email the presentation notes to Katie to be included in the minutes.

Robin

Suggested the report should have been tabled seven days prior to the meeting.

Carlo

Said in the past, reports had gone out with the minutes.

Joe

Said that as long as the committee were given the opportunity to ask questions once they had received the report notes, it would be all right but that did create a backlog with questions at future meetings.

Jon

Stated he thought it had been agreed to have the hard copy distributed prior to the meeting.

Robin

Robin requested that, at a minimum, all presenters make multiple copies of their presentation available at the meeting.

Jeff

Presented photos of the sphere plates.

Joe

Asked which company had the contract in Thailand.

Jeff

Said Chicago Bridge and Iron had the contract, as there was no company in Australia that could make the sphere.   He said the sphere would be moved once completed by ship and then by trailers on the wharf onto the foundations.

Ralph

Asked if Terminals could provide details of the spheres construction.

Jeff

Stated all the safeguards had been the subjects of hazard operability (HAZOP) studies and that the general engineering had been completed.

George

Said normally Terminals would invite the community to be a part of the haz op but this committee didn't exist when that was taking place.  He said he would be happy for the community representatives to come and observe the final hazard study that was needed for the safety case.  He said that the design of the sphere had come through the regulations unscathed.

Bill

Asked if there was a certificate to say it had met Australian Standards.

Jeff

Said the sphere was being built to meet the AS1210 Standard.  He said Worksafe, as part of the registration of the sphere would audit the pressure vessel. He said the wiring would also be compliant with Australian Standards.

Peter

Asked that since the sphere would not be shipped with fittings and that they would be added once the sphere arrived at the Terminals site, would a test on the completed sphere be carried out once it had been fitted out with pressure valves and fittings.

Jeff

Said the sphere welding would be one hundred percent x-rayed during construction in Thailand.  He said the sphere would be tested once it arrived to ensure it hadn't been damaged during transit.  This would include a hydrostatic pressure test, once the fittings were installed.

George

Said that 8.6 million dollars were being spent on the project.  The cost of the sphere was two million and the rest would be spent on the refrigeration plant, fittings etc.  The sphere is only one component of the whole package.

Joe

Asked if any changes had been made to the sphere since the original conception.

George

Said only that the combustor would be larger, they had not been able to make changes to the fittings etc.

Joe

Said the VCAT wording said that no haz ops had been carried out bout would be after the sphere was here.  He said he had been told the Process and Installation Diagrams (P and ID's) produced for VCAT were not detailed.

Joe

Concerned that everything mentioned at VCAT said it was preliminary that the detail would come later.

George

Felt it was a detailed design.

Robin

Said he felt uncomfortable that Workcover was not here while this was being discussed.

Joe

Said the Terminals legal team had said there would be substantial detail worked out after the hearing.

George

Stated the details of the combustor, drainage and fire system etc still have to be done.

Carlo

Said the detailed design review had been done but the final haz ops had not yet been done for things like the positioning of valving etc.

Robin

Suggested organising a group of community reps to be part of the haz op process.   He suggested making detailed arrangements for that to happen.

Paul

Asked that the minutes reflect expression of interest is being sought.

George

Said Terminals would give as much notice as they could to reps but he didn't think it would be much.

Robin

Suggested a subgroup of community reps be involved with the haz op.

Bill

Suggested that given the process would be spread over a period of months, that reps look at the parts of the process they were interested in i.e. the combustor.

Robin

Suggested formalising the expression of interest process.

ACTION

Expressions of interest sought from committee members to be involved with the haz op process in conjunction with Terminals.

George

Said he would advise members if anything was happening with the process.

Ralph

Asked if Terminals could identify key milestones where they were seeking help from the committee.

George

Said Terminals would put the program together and have people observe what Terminals are up to.  He said during the construction phase there would be fortnightly construction meetings and he would be happy to have one or two reps present at these meetings.

Robin

Asked if Jeff could bring back a schedule of haz ops and illuminate areas that would need input from reps. He again suggested a subset group of the committee to look at this schedule.

ACTION

Jeff to provide a schedule for the detailed design, HAZOPs and Fitting out of the sphere, showing where TGCCC input would be sought.

ITEM 5

EPA Report

Anne Marie and Daniel

Said the EPA had nothing to report.

George

Said Terminals were currently having discussions with the EPA regarding the Environment Improvement Plan and that Terminals would present to the committee next month on the Environment Improvement Plan.

Bill

Stated that the VCAT recommendations suggested such things as a community group.  He asked what involvement the EPA would have re the recommendations.

Joe

Asked regarding the conditions in the Works Approval Application, if Terminals had provided the EPA with the report on the ten-year inspection of the sphere, which was due by 31 July 2005.

Carlo

Said the report would be finished by the end of the year.

George

Said the size of the combustor won't be determined until it is designed.  He said it had to be sized to suit the sphere and it would be double the size of that originally proposed.  He said it had to be in compliance obtain the Works Approval.

Daniel

Said the license would not be granted if the combustor did not comply with environmental laws.  He said Terminals knows the design parameters and the EPA would then check it does meet the parameters.

ITEM 5

CFA Report.

Ian

Nothing to report.

Bill

Queried a previous mention of an inspection of Chemical Biological Radiological detection equipment used for hazardous chemical spills.

Ian

Suggested bringing the new equipment along to a future meeting to show it.

ACTION

CFA to bring Chemical Biological Radiological detection equipment used for hazardous chemical spills to the March meeting to show the committee.

Robin

Checked with Daniel if the time for further appeals to the works approval process (the public process) had finished.

Daniel

Replied yes, the deadline for any appeal to the Supreme Court passed 10 days ago.

Robin

Suggested that sort of information be part of the EPA report as that was the sort of thing the committee wanted to be advised about.

ITEM 4

Business Arising from the Minutes

Committee worked through the Action Summary list as follows:

Item 2/2 Tentative for the February Meeting

George

Asked why the fire-fighter from Coode Island fires was coming to this meeting

Paul

Explained it was for the committee to understand how fire reacts with chemicals.

Sue KT

Asked why the local CFA couldn't explain that.

Paul

Said Geoff Mays had been involved with the Airport equipment that would be used at Terminals if there were a fire.

Ralph

Queried why local people could not explain that.

Carlo

Said Geoff was the person who had the most experience locally.

ACTION

Robin to ask Geoff Mays to attend the February meeting.

Robin

Daniel

AnneMarie

George

Item:

6/5 Paul's computer had crashed: deferred.

6/9 Item 9 tonight

6/10 Item11.4 tonight

7/4 Plans have been emailed

7/5 Barry Seaton has left Australia.  Wayne Dwyer has replaced him.

Asked the committee if this item could be written off.  Committee in agreement.    

7/5 Deleted

8/1 Item 10 tonight

8/2 Being implemented

8/3 Sue and Joe finalising report for December meeting

8/4 Defer to December

8/5 Deferred

8/6 Robin directed the item to Daniel Calderwood

Said there was no definition of the term "incident".

Said there was no definition in the EPA statute but that an incident related to anything that has an environmental impact.  Anything that breeches the Environmental Protection Act.  She said there was more focus on the effects of an action.

Said Terminals looks at the safety impacts on people.

Joe

Referred to the spillage into the bund.

George

Said that had not been an environmental problem but it appeared on the Non-conformance Report as a loss of containment.

Joe

Stated that this was where the crossover was.  He said this incident would not interest the EPA but it would be of concern to Worksafe.

ACTION

Terminals to provide a definition of Incidents and Non Conformance items in the next operations report.

Robin

Item:

8/7 Defer (Geoff away)

8/8

Stated that the EPA was at the meeting but the COGG going through a large number of things with limited staff at the moment.  He said they were under too much pressure and Steve could not get to the meeting.  The prognosis for attendance at the next few meetings is not good either.

8/9 EIP draft in December

8/10 Chemtrans deferred until March

8/11 December meeting

8/12 To be advised when next ship discharge is anticipated.

ITEM 7

Committee Terms of Reference

George

Said Sue Kelly Turner was not happy with some elements but that she had had to leave early from this meeting.

Peter

Said that the committee members did have a copy of the revised Terms of Reference but that the sub committee had not had a chance to report back and make comments.

Robin

Asked the sub committee to report back and make comments.

Peter

Said he felt the scope had needed a lot of work and that he had tried to address this.  He felt it important to pin down what needed attending to and get the committee to have a look at those points or to accept the new draft as it is.

Robin

Attended to the membership issue, suggesting that the door to the meeting was open and anyone who wanted to be at the meeting could be.  He said membership was open to any community representative.  He suggested getting rid of the expulsion clause 7.7 in its entirety.

ACTION

Paul to check with Sue and Franceska and Peter regarding any further problems with the draft Terms of Reference.

George

Raised the previous incident of Col's outburst at the meeting where he had made threats.  He said people at meetings need to make their behaviour acceptable to the Chair and that the Chair must have the right to exclude members.

Peter

Suggested adding to the draft the clause "Members are requested to conduct themselves in a manner acceptable to the meeting." Peter referred to a standard of conduct.

Robin

Said the Chair did not have the power, the committee must be in agreement.  He said that the conduct of the meeting was something for the Chair to manage with the cooperation of the attendees, as had been the case in the instance George alluded to.

Committee

Agreed to take out clauses 7.4, 7.5 and 7.6.

ACTION

Robin to make changes, draw attention to these and send out the Terms of Reference.

ITEM 8

Housekeeping - Website

Robin

Sought a formal agreement from the Committee on establishing a Website.  He asked the committee if they wished to get Terminals to proceed and establish a website.

Peter

Asked who would be in charge of wording for the website.

Robin

Indicated that with the Coode Island website, he (the Chair) put everything on the website but was responsible to the committee regarding what was on there.

Peter

Suggested the committee agree to Terminals establishing the website and ask Robin to be responsible for putting the information on it.

George

Asked if a proposal could be put forward of what would be on the website.

Joe

Suggested allowing all interested parties to have some input.

ACTION

Terminals requested to establish a website, the content of which would be managed by the Chair in consultation with the committee.

Item 8

Housekeeping [^] Media Release

Robin

Suggested he do a draft Media Release for the committee to look at, at the next meeting, with a view to it being the first Media Release.

George

Queried the purpose of a Media Release.

Peter

Said it was a first general report on the committee.

Bill

Asked why Media Releases were wanted.

Robin

Said it was an opportunity for items discussed at the meeting to be picked up by local media however at Coode Island, not much got picked up.  He said the other purpose was as a short hand summary of the main things that had happened at the meeting, which would be widely available on the TGCCC web site. Robin will send it in draft form to people who were quoted or who presented reports as well as a couple of community representatives to obtain general agreement on the content of the Media Release.

Jon

Pointed out it was also a way of advertising the meeting.

Robin

Said he was hoping Terminals would put some money towards advertising the website.

ACTION

Robin to present a draft Media Release for the next meeting.

ITEM 9

Emergency Procedures (Geoff Millard)

Geoff

Read the definition of incident from the Terminals Emergency Procedure Plan book.  He put forward a draft acknowledging the wider community that proposed a plan of Emergency Communication with the wider community.

Peter

Asked if the Community Information Warning System (CIWS) on trial in Melbourne now would be used in the future.

Ian

Said it would be a Government initiative if it worked.  He said it was in one area on a trial.  If it worked the phone numbers in the community would be linked to one telephone number.  He mentioned the Statewide Emergency Warning System (SEWS) that would be put out by police in certain situations of threat but that it had not yet been used.

Bill

Suggested Terminals consult with the CFA.  He said that over 2,000 phone subscribers in the Norlane area could only get calls in but could not make calls out.  He said the CIWS would operate on postcodes for groups of users.

George

Said the problem with emergency notification was that in emergencies only some people are affected and it is difficult to isolate the effected area and only warn those people.

Ian

Said emergency services were reluctant to evacuate people due to the large numbers of workers required to do so.

Bill

Read from section 8.4 of Terminals Emergency Procedure Plan that gave a phone number out of business hours to be contacted in emergency saying that it was too far away.  It also said Terminals had to contact Shell.

Geoff M

Explained that the Safety Case Manual comprised six major manuals.

Joe

Wanted to go through the safety case to confirm what the details were.

George

Invited Joe to look at it.  George explained that Terminals emergency plan took up the first fifteen minutes of an incident and involved notifying emergency services and first aid immediately but from then on Terminals was not in charge of the situation.

Geoff M

Referred to the draft proposal of Emergency Communications in case of a major incident and requested that the committee look at it and provide comment.

ACTION

The committee members look at page slide9/9 of Geoff Millard's presentation notes entitled In Case of Major Incident and read through this draft of communications for the wider community in order to provide comment at the next meeting.

Ralph

Said he would rather see what Shell has done than start from scratch.

George

Said the phone system may take a number of years to become viable.

ACTION

George to approach Shell for information on their Emergency Communications procedures.

ACTION

Ralph to bring the Altona Emergency Communications procedures to the next meeting for discussion.

ITEM 10

Draft action plan responding to VCAT order (Terminals)

Carlo

Presented on the overhead projector the draft action plan on the VCAT Order Status.  (Plan to be sent out with draft minutes.)

Robin

Declared the meeting closed at 9.30pm

The next meeting will be held on Monday 12 December 2005 at 6.30pm.