Robin Saunders
Chair

Gary O'Sullivan
Operations Manager, Terminals Pty Ltd

Sue Chatterton
Minute Taker, Terminals Pty Ltd

Carlo Fasolino
State Manager, Terminals Pty Ltd

Joe Cicero
Geelong Community for Good Life

Geoff Millard
National Safety & Environ. Mgr, Terminals P/L

Kitty Van Wees-Miller

Frank Fleer
Air Water Noise

Sue Kelly-Turner
Geelong Community Forum

Ann-Marie MacArthy
Environmental Protection Authority

Jonathan Apted
Geelong Grammar

Lyndon Rae
Environmental Health Officer - CoGG

Bill Aitken
Northern Community Consultative Group

Steve Sodamaco
City of Greater Geelong

Action: Robin to write to Katie and thank her for her services. Also put an advertisement in the paper for a new minute taker.

Action Item 11/2 & 15/4  

Robin:

Remove from list. No response for 12 months.

Action Item 12/4 & 18/1

Robin:

Wrote to CoGG and received response, both fulfilled.

Action Item 12/7

Remove from list

Action Item 13/6

Gary:

Deferred to next meeting March 2007

Action Item 15/7

On Agenda for tonight

Action Item 16/2

On Agenda for tonight

Action Item 17/9

Remove from list

Action Item 18/1

Done

Action Item 18/5

On Agenda for tonight

Action Item 19/1

Done, now on website. Handout on glossary items, Geoff to send to Robin and he will put on website.

Action Item 19/2

Robin:

Welcomed Ann Marie from the EPA.

Ann Marie:

Explained how Jim Clements has been taken off working with Terminals. Once it has been decided who is client managing Terminals they will attend meeting. The new representative will be working on both Shell & Terminals together.

Robin:

Explained the background information that was discussed at previous meeting so Ann Marie could convey to next EPA representative.

Action Items 19/3, 19/4 & 19/5  

Done, remove from list

Action Item 19/6

30A Approvals

Action

Robin to scan and send to Sue for distribution

Action Item 19/7

Talk about this later in the meeting. Remove from list.

Action Item 19/8

Robin:

There seems to be a different understanding about what "commissioning" stated in media release meant.

George:

Media release was telling the public that Terminals had received the product and therefore sphere commissioned.

Joe:

At the time when court hearing was taking place the current 30A was unsigned.

George:

On the day we received the product the 30A was current. Main difficulty was a different thinking about what "commissioning" meant.

Cannot have a licence and cannot get a licence until commissioned.

Robin:

Other people have taken the view that "commissioning" meant the whole system complete.

George:

The sphere was "commissioned" to EPA requirements.

Joe:

Obviously have used the word in that manner indicating that there is nothing more to be done. Monitoring was to be done prior when in fact it was done during import.

George:

Then read the media release in question to the committee.

The message was getting across the product was put in the sphere safely and that all went well.

Joe:

George should of said "commissioning" is ongoing regarding truck loading etc.

George

Acknowledged that such a rider to the media release would have clarified the situation.

Robin:

Closed off item. Remove from list.

Action Item 19/9:

When is next shipment due?

George:

Does admit this was the last chance to witness Frank Fleer and Carlo's monitoring. We knew that the commissioning was happening earlier but did not publicise as did not want to have any distractions during import.

Received phone calls from Robin suggesting that we should have some people along but made the decision not to. Co-ordinated that Frank had the right number of staff on site and elected not to have community members. However did achieve having people to witness whilst receiving Butadiene.

George:

Thursday 8^th February, 2007 is the next Butadiene ship date. During this discharge we may be running the combustor. Dockline only took 40 minutes to clear last time.

Then drew a diagram to explain discharge sequence.

George:

Product comes off as liquid into sphere. At end of discharge ship pushes hot gas into wharf line at approx 50-60 psi clearing residual liquid in line. This is then depressurised through combustor. As it depressurises it gets cold and vapour turns back into liquid and sits in low point of wharf line and doesn't evaporate. With time it heats up and builds up pressure in wharf line requiring it to be re depressurised.

Robin:

When ship comes in Thursday offer Sue McLean to take a reading should she wish. Asked Joe to talk to Sue regarding her wishes in respect to this and contact Gary and let him know her intentions.

Joe:

Agreed to pass the message on to Sue on Tuesday.

Gary:

Discharge rate was good on the first shipment.

Jonathan:

As a near neighbour is there monitoring being conducted during discharge?

Gary:

Leak detection was being conducted during first shipment only.

George:

Tests were taken on the first discharge to ensure combustor was working correctly. It is a totally sealed system so therefore very low levels.

Jonathan:

Sealed systems can also leak. Do we need monitoring in the future or is no further monitoring required?

George:

Leak detection equipment is used on pumps, seals etc on a regular basis under a regime.

Action:   

Gary to present leak detection regime used on site.

Bill:

Should be commissioned in such a way to keep to bench marks or standards.

Gary:

The bench mark was based on what we know and how we operate around the VCM.

Carlo:   

We are not a manufacturing plant. Sphere was pressure tested under manufacturers testing programme. Combustor and Refrigeration Plant also tested under manufacturers testing programme.

Gary:

Only possible point of emission is connection to ship. All tests conducted during this operation to monitor for leaks.

Robin:

The ambient air quality monitoring report tabled at the December meeting compared the measured results to maximum standards. Levels measured were less than a tenth of the standards.

George:

WorkSafe went thru everything we said we would do under MHF licence. We had to provide proof of certificates for testing of sphere etc. Also all operating procedures had to be written, all operators had to be trained. EPA went through requirements of Works Approval.

EPA

Ann-Marie:

Did not have an EPA report to present given the change over in responsibilities within the EPA.

Robin:      

Asked if there were any questions from the committee for the EPA

None were forthcoming.

TERMINALS PTY LTD

Gary:

Then presented report - attached.

George:

Asked Gary how the Butadiene trucks were going?

Gary:

All good, process similar to VCM. Client using a VCM tanker converted for Butadiene. Loading not a problem.

Discussed incidents for the month detailed on the report.

George:

Incident where operators were exposed to high levels of VCM. Why were they not wearing BA equipment?

Gary:

The BA equipment was available at the time. The exposure of the operators was only marginally above the allowable exposure. Operators have been cautioned. WorkSafe attended site and subsequent investigation conducted.

George:

No lost time injuries were recorded for 2006.

Would also like to point out at the beginning that, (as was reported last year), an overflow of iso-propylene occurred at the Geelong site. As a consequence of this incident, one of the recommendations of the incident report was that tanks should be fitted with high level alarms. All other tanks at Geelong have now had high level alarms fitted. A planned refit program is underway at Terminals Botany site to fit high level alarms to all 65 tanks on site. Also tanks at other sites have had high level alarms fitted. Just goes to show that recommendations from such incidents can have a flow on effect to assist in safety at other sites.

Joe:

Do the lost time injuries include near misses?

Robin:

Incident reports include near misses but as there were no lost time injuries they are not included in statistics.

Need to look at bigger picture tonight so asked George about the Bio Diesel and Bitumen projects.

George:

Bitumen under construction at present should be finished around September - October 2007.

Paul:

Confirmed this was still the case.

George:

All the floor plates being constructed.

Bio Diesel failed to reach their public offering so therefore a 90 day extension granted. Still sceptical. In his opinion still going to take a little more time but will probably happen eventually. Marketing and distribution present problems, as does the present lower crude oil price.

Robin:

Thanked George and Gary.

CITY OF GREATER GEELONG

Steve:

Changeover happening, will be attending meetings in the future.

George:

What is happening with the Strategic Land Use Plan?

Steve:

Still in draft form. Land and Port Plan.

Robin:

Could Steve advise when the Strategic Land and Port Use Plan to be issued and advise when it is to be placed on website. Who is putting it out and when we can access it?

ACTION:

Steve to advise Robin on progress of draft Strategic Port Plan, and when it is available to advise the web site address where it can be accessed.

Geoff:

Terminals have submitted 2^nd round Safety Case MHF Licence. WorkSafe have 6 months to assess the document. Envisage mid January to mid July to be finished. New licence due to be granted July 2007.

George:    

Need to get the rules of distribution sorted out.

Sue:

The usual distribution procedure was Katie would email me all the relevant information to be posted and she would take care of the emailing side. Was not aware Katie had resigned until 2^nd February, 2007 and did not have access to email details of committee members until 2^nd Feb only postal addresses. The December 2006 minutes of which I volunteered to record in Katies absence, were sent to Katie to distribute via email, I did not receive an email from Katie saying she wasn't going to do distribution any more so assumed they were sent. As far as email addresses not being correct only receive a "system undeliverable" message with no indication of new email address. Therefore if not notified of either new postal address or new email address makes distribution difficult. If someone didn't receive the minutes over the month and a half why wasn't I told, I was way too busy with my own work prior to Christmas and Terminals financial year end to worry about TGCCC. Was not aware there was a problem until the meeting. If someone had mentioned it to me prior to meeting I would of rectified situation immediately.

Sue Kelly Turner:  

Suggested members be sent the distribution list to update their own record.

Robin:

Upon finalisation of new minute taker have them undertake to send out a questionnaire asking if members preferred to receive information via email, or postal mail with also a preference for delivery of short or long mail.

ACTION:

When appointed, new minute taker to send out a questionnaire to update contact details, and form of reports desired (hard copy or email).

Robin:

Confirmed the dates for 2007.

Robin:  

The form of the confidentiality agreement has been resolved.

Frank Fleer:   

Discussed the history of ambient monitoring which was also discussed during VCAT. Monitoring sites were determined and presented at VCAT whereby VCAT added another site.

A sample of the ambient air is drawn into a stainless steel sphere, with a highly polished inside surface to minimise adhesion. A limiting valve can be adjusted to allow the sphere to fill over a longer (say 24 hour) or shorter period. The samples taken for the monitoring on butadiene were for a three to four minute period.

Robin:

Asked if Frank could supply report via email to himself so he can put on website.

ACTION

Frank to forward an electronic version of the report to Robin for posting to the web site.

4 occasions of background monitoring were conducted over a 24 hour period. Monitoring was conducted under a range of wind conditions.

On the day the ship was in Avalon data regarding wind conditions were received on a half hourly basis. Monitoring was modelled as accurately as we could to what Avalon was predicting. Not a big window of opportunity for monitoring down wind.

Carlo:

Putting an extra monitoring point on Terminals boundary would be useless.

Frank:

There was a limitation to how many you can do. We were trying to ensure were definitely within the plume. Sampling was done for 3 to 4 minutes to fill canister.

The most Butadiene monitoring that the EPA has ever done were conducted around Corio area. Results were a very low concentration detected.

AWN conducted background monitoring for east link in the Ringwood area.

Bill:

Tests that he was involved with at Avalon proved noise reached Clifton Springs before Lara.

Frank:

Wind direction moves around a lot but turned out to be directly where Avalon indicated. Did not measure any Butadiene.

Paul:

Curious to know if any air monitoring done at Quenos where they manufactured the product.

Carlo:

Believed to be 12 tonnes they used to emit depending on the sources used.

Robin:

More monitoring is done today than used to be in the past. Maybe because of what has happened in the past Terminals seem to be under a great deal of scrutiny.

Paul:      

Introduced himself to committee as the Engineering Manager who handles all engineering matters at Coode and Geelong.

Conducted presentation (copy attached)

Sue Kelly-Turner:

Mentioned that she did attend one day of the Hazop and found it a fascinating experience and came away feeling satisfied that every scenario had been discussed. The brain storming brought up things that hadn't occurred before and thanked Paul for allowing her to attend.

George:

We are pleased to have people attend Hazops.

Carlo:  

Basically everything done. Will send out with the minutes and ask for discussion at the next meeting.

Robin:   

Next meeting 5^th March, 2007 with discussion on Emergency Management Communication.

George:

Questions to be looked at regarding communications the community would receive? Where did the community fit in and get involved? When and how were the community to be notified? Felt the exercise was an exercise in community response.

Robin:

Already had the flavour of what they would do, dependent on what was available in resources.

What was being communicated to the community

How the command structure works

How hard it is at the start of an emergency to communicate to the community.

Intended to get the main agenda items out of the way and then have a good hour discussion on the topic.

Kitty:

How are you going to let people know for us the residents - very important issue.

Bill:

What back up if radio communication failed.

Sue Kelly-Turner:

What is relevant to resident in the area?

Kitty:

CoGG should also consider this issue.

George:

At what stages and what would the community involvement be. How do I find out what is going on?

Robin:   

The Coode Island Trial conducted by City of Maribyrnong could be of assistance so should be presented for information. Ask Theo to talk at meeting about outcomes from trial.

Action:

Robin to invite Theo to present City of Maribyrnong Trial to committee.