TGCCC Adopted Minutes 12 May 2008
Terminals Geelong
Community Consultative Committee
Adopted Minutes of the Meeting
Held in the Meeting Room, Corio Library, Norlane
Monday 12th May, 2008
|
PRESENT
|
|
|
Robin Saunders: TGCCC Chairperson |
Neil McKenzie Environment Protection Authority |
|
Ralph Taylor Community Representative |
Rob Smith Country Fire Authority |
|
Bill Aitken Community Representative |
Tony Villella GHD, Project Manager |
|
Greg Postuma Community Representative |
David Nield GHD, Principal Risk Consultant |
|
Suz Kelly-Turner Community Representative |
George Horman Managing Director, Terminals Pty Ltd |
|
Peter Linaker: Community Representative |
Carlo Fasolino State Manager-Victoria, Terminals Pty Ltd |
|
Pam Edwards Community Representative |
Gary O'Sullivan Operations Manager, Terminals Pty Ltd |
|
Susan Chatterton Minute Taker |
ITEM 1. WELCOME BY THE CHAIR
Robin: Extended a warm welcome to all those present and a special welcome to David and Tony from GHD.
ITEM 2. APOLOGIES & CONFIRMATION OF DRAFT AGENDA
Apologies were received from Ian Beswick, Geoff Millard, and Sue McLean
The Draft agenda was adopted.
ITEM 3. EMERGENCY COMMUNICATION - BRIEF PRESENTATION BY REPRESENTATIVES OF GHD.
Robin: We have with us tonight two representatives from GHD who are going to be looking after the Emergency Communication Forum. Robin asked Tony and Neil to introduce themselves to the committee.
George: Terminals had a meeting with the CFA and we talked about emergency communication within the community before, during and after an incident. We were going to reinvent the whole emergency communication response etc. In the end it got distilled down to what Terminals could do and we would look at our emergency plan and our emergency response. The legislation in regard to a Major Hazard Facility requires us to communicate in a particular way with the community. Are we doing as well as we practicably can.
We then looked around for people who had experience to look at our emergency plan and what is approved by WorkSafe and to make recommendations.
This is something fairly unique and maybe others around the area will take a leaf from us and take a look at their emergency plans.
Tony: Introduced both himself and David from GHD. We have an information sheet that we would like to distribute explaining a little about GHD and what our company does.
We are attending tonight for our own education to understand how this committee works. We did a tour of Terminals today, thank you George for arranging that.
We propose to have a workshop in June at next months meeting where we will look in depth at the need for communication before; during and after an incident within the terms of reference we have been given.
We intend to have a look at all options looking exclusively at Terminals as this is the area that we will concentrate on as this is what our terms of reference are.
Would like to invite David to explain briefly what he does
David: Previously worked for ICI and for a number of years was the company's National Emergency Response Coordinator in that capacity I fielded calls from people like fire brigade police and members of the general public. Shortly after finishing that job I was working in a plant in Laverton that is the principle customer for the Vinyl Chloride Monomer stored at Terminals in the 1980's. Carting such a substance down Geelong road was a significant risk that we had to manage and we spent a lot of time on community consultation, for which we won an award.
Tab: Although Terminals is paying us we are here as your instruments. George has made it very clear to us that our job is to be objective and to go ahead and do the job.
Tab: At the next meeting it is our job to interrogate you in a workshop to see what your needs are. And for us then to take a look at the existing plan and come back to you with some recommendations.
Tab: Tony was heavily involved in the Altona Petrochemical/ICI Orica Consultative Committee and used to working with groups like this.
Robin: The forum is going to be run at the next meeting as indicated and I am sure everyone will be pleased to have that on soon. Would you mind taking a question or two from us?
Bill: With all your experience are your starting from a base or leaving everything open for suggestion.
Tony: Both David and I have a background that covers the chemical industry I worked at ICI / Orica for some 16 years and then the Altona complex for a few years. My experience would indicate to leave everything open as a guide we have the terms of reference and within the terms of reference we will focus on before, during and after an emergency.
Bill: I worked with the Altona complex for 6 years and they had a lot of problems
Tony: Of course. This is why they formed the consultative committee some years ago. The top managers in the complex attended the meetings religiously. There will be issues outside of the terms of reference which will be dealt with at another location. The terms of reference are very clear and we can only work within our terms of reference.
Robin: What you are doing here is just focusing on Terminals
Tony: Correct
George: The Terminals Emergency Plan is THE document that is on the table that will be put under the microscope.
Robin: Just in relation to that being the only document on the table can you just refresh our memories as to its availability
George: Any one can visit the site and read it any time they like
Robin: So it is just restricted to on site perusal? If we could get the index for example that might be a useful starting point for people.
Carlo: The table of contents and the communications sections would be relevant.
Robin: Could you email the "Table of Contents and Communications" sections to me please, and I will email it to members.
ACTION: Carlo to review and email out sections of the Emergency Plan, i.e. "Table of Contents" and "Section 10 Communications"
Peter: What about your experience directly with the community early warning systems
Tony: I have also worked for Yallourn Energy implanting a new local community communication program. Was heavily involved today in the Government desalination project - Wonthaggi.
Robin: Just on that Yallourn Energy that was location where the river was diverted across the mine, and subsequently failed, shutting down the power station for some time. You must have had some problem with that.
Tony: That was a difficult time and was an unfortunate technical mistake. The whole issue became a little more difficult to follow as ownership of company changed 3 times.
Robin: We are very fortunate with Terminals as we are working with a very stable management.
Neil: How will you determine if there is more community than that as represented by this TGCCC and if the answer is yes how do you intend on engaging them? How are you are planning to identify community members and how are you planning to communicate with them.
Tony: The answer will need to come from the workshop next month.
Robin: Are you thinking about opening up the workshop to the broader community. What do you think about that George?
George: Not sure how we would package it up to the broader Geelong community. Open to suggestion on that one. Would be a shame to have it only available to a very small insular group.
Robin: Certainly put out a separate letter or advice slip to all the people on our mailing list.
Suz: Letter to the original objectors to the Butadiene application as there were quite a few people that attended at the start. The written objectors.
Carlo: There were only a few written objections
Peter: Two aspects to this with passing time every opportunity to encourage new members, my suggestion would be that we make public that people are welcome to come as auditors (observers) or new members. Some people will not want to join in the conversation.
Robin: Send something out to our mailing list, local paper that just says that this particular meeting on 2nd June is going to have a major focus on a forum on emergency communication with specialist consultants from GHD are welcome to come as observers or participants.
George: Could be a little misleading as we are not going to be discussing telephone tress and things like that for emergency services.
Robin: Public notice would need to be framed very carefully so as to not raise expectations of something that is not happening. It is the responsibilities of Terminals Pty Ltd that will be looked at.
Peter: Forum to be held on a fixed agenda, observers are not to distract from the agenda.
Robin: Would make it clear in the advertisement what the scope is.
Bob: Important it is not made any bigger. The meetings open to public and the members of the public sit in a separate area and be controlled by the chair.
Bill: Knows several members of a committee that he feels would be interested in attending. All residents that live fairly close to site. Ground rules to be set up on the night. Get the input of peoples suggestions.
Robin: The more involvement from the local people the richer the discussion would be.
David: Not clear what the likely duration of the workshop is. Need to understand if we will be given a 2 hour slot or if the whole of the duration will be given over to this. Will need to be very tight on our facilitation.
George: It is our intention to devote the whole of the night to it, to do it properly.
Suz: Tell the people prior to them attending that meeting will be focused on Terminals
David: Our challenge during the meeting will be to allow people to speak and record what they say. Our task is to lead the discussion. We would need to make people aware it is only about Terminals and not about Shell or the emergency services.
George: Propose to draft a letter from myself to those that are still current committee member who are not attending regarding the workshop to make the effort to come. The advertisement in the paper does not inspire me too much.
Peter: Distinction sought out regarding the orientation of the meeting. Is that to hear and listen to community or to put forward what GHD plan to do?
Robin: GHD have already answered that and it is very clearly to listen to people
David: Our requirement within the terms of reference is to draw out from people what they want from Terminals prior to, during or after an incident.
Robin: Do you want to have people who are well informed about Terminals or just you want to have ordinary people in the community attend.
Tony: Does not think anyone should be excluded. Terms of reference needs to be made perfectly clear.
Suz: I wonder whether we are talking at cross purposes. Are we expecting too much from one workshop. What we have are set terms of reference relating to Terminals and how they react and how they project what they are going to do with regard to the community. I just think we are going to get terribly tied up and confused. It is all about what Terminals is prepared to do. Do not think this particular workshop is for educating the community.
Bill: The groups that I could name are the North Shore Residents Group, Corio Norlane Neighborhood Renewal, Northern Consultative Group, Geelong Community for Good Life. They are the sort of people that will be attending it is matter of a Terminals focus and that is what the meeting is going to be about. If I could have a letter that says it is going to have a Terminals focus. What if we put an advertisement in the Geelong Independent?
Robin: Proposal that George composes a letter. Doubtful if we advertise in the paper that we would get a response anyway. Feel it would be better dealt with by committee members advising people they deal with.
George: Will draft letter and email to Robin for comments. No reason why letter cannot be emailed out as I will be overseas this week.
Peter: Put on website
Robin: Will post as well
Item now closed. Thank you to David and Tony and invite them to stay if they wished for the remainder of the meeting.
Pam: Will 2 hours be enough?
Tony: From an efficiency point of view 2 hours is probably enough as we have to set a limit.
ACTION George to draft a letter of invitation to the Emergency Communication Forum, Robin to edit it and send it to our mailing list by letter or email. Letter to be put on TGCCC web site.
Robin: The consultant report will take place of the minutes of the meeting.
ITEM 5. BUSINESS ARISING FROM MINUTES - REVIEW ACTION LIST.
Robin: Many of the items on the action list has been completed.
Action Item 31.5 Steve doesn't know when the Port Plan will go on exhibition and when they decide to put the plan on exhibition will inform the committee.
Action Item 32/1 Will be covered in the EPA report Agenda Item 6.
Action Item 32/2 Report on WorkSafe carcinogen audit and how the audit went.
Gary: Terminals passed with flying colours
Bill: Asked Geoff about legislation that had been put in place about the timeframe of asbestos removal from Geoff Cooke and he was going to get back to us.
Carlo: That wasn't the action item, but Geoff sent an email saying that there was no timeframe.
Robin: Will email Geoff and see when he is going to come to a meeting.
George: Notify Geoff Cooke he may email his report instead of attending meeting. As far as asbestos is concerned we only have some in cement sheeting.
Robin: I will do that. That concludes business arising from the minutes.
ITEM 6. REPORTS FROM TERMINALS, EPA, WORKCOVER, CFA, CITY OF GREATER GEELONG
ENVIRONMENT PROTECTION AUTHORITY
Neil: Regarding the Works Approval - Terminals provided further information to EPA, photographs etc. Terminals submitted a report on the efficiency of the combustor and the Bitumen unloading process. Unlikely licence will require an amendment and the Works Approval will be signed off.
Robin: Any questions of Neil and the EPA report?
George: With regard to Action Item 32/1 - Follow up Shell/Terminals regarding clean up notice.
Carlo: Shell has been given a clean up notice and was issued in December 2007, but the notice was given to Shell and it is not up to us to present it to this meeting.
George: We assume that Shell are doing what was stated in the notice but we are not sure if Shell are doing anything considering the notice was only issued in December. We were asked if we could give the committee a copy of the notice but were told no we shouldn't as it is not up to us to make it public. The notice may be available on the EPA website. Under the notice Shell were to clean up areas around Terminals
Neil: In relation to your premises I would think it is your obligation to report what is happening at your site.
ACTION: Neil to get a copy of the clean up notice for the TGCCC.
Carlo: We have reported that to the community before. There is nothing new that we are aware of within the current clean up notice.
Gary: Last week Shell monitored the wells and this week actually gauged the well and pumped them out and removed the water off site.
Robin: What is the difference between monitoring and gauging
Gary: Gauging is to determine the level of ground water and indicate the thickness of any product if any floating on the top. Then they pump out the wells.
Robin: And how much did they remove off site
Gary: No idea. Would be less than 200 litres.
George: This practice has been going on for a number of years.
Suz: To what extent do you know what Shell do and do you get a report from Shell.
George: What happens is Shell do give us a report on what they remove from the wells after we sign a confidentiality agreement as explained before at previous meeting. We are unable to make this information available to the committee.
We do our own testing from time to time. The report Colin gave at a previous meeting was fairly detailed and I don't feel things have changed
Robin: Your last remark was that you don't think things have changed. What we heard from Colin was that while there was some product in the groundwater it wasn't moving fast and that what was there didn't pose much threat. I suppose what this committee would like to know if whether the recent testing by Shell has caused any change in that situation. And what I have heard is that nothing is there to cause alarm bells and that things are much the same as they were.
George: We will definitely have a meeting with Shell later in the year and will bring the details to the committee. Carlo do you have any indication on when that will occur.
Carlo: Shell have only just completed the sampling so would imagine it would be some months off yet.
George: Geoff will be involved in the meeting with Shell and will no doubt be able to convey the findings.
Robin: Can you please let us know when Geoff has had that meeting and when he is happy to come and tell us.
Suz: If Geoff is going to be talking with Shell and if Shell request that all information be given in confidence then we are no further ahead are we?
George: As far as Terminals land is concerned we have no objection but it is really up to the EPA and I don't want to put Neil on the spot.
Robin: I think we ought to recognize that the report by Colin was a very open presentation and that we have no reason to suspect that firstly that anything particularly untoward is happening or to expect that any of the results will not be made available to the committee. Is that a fair summary Neil
Neil: Yes
Bill: Question to Neil. How do you know that a clean up notice is finished because my memory and information is that since 1997 this is the 7th version of a clean up notice served on Shell and 4 years ago they did test Terminals site and wells and they did find certain products in those tests. How do you fit into the role of when it is finished, what is the next step.
Neil: A site may have a number of clean up notices before a site is cleaned up. The number of clean up notices proceed as follows:
Go and have a look, when you find something tell us
Tell us what you are going to do about it and how are you going to clean up
Then go do it, they might find that the first try to clean it up doesn't work well or come up with different options
Some options might take longer than anticipated so EPA will then change the timeframe to suit
Then there will be another clean up notice to verify what has happened and what is to still be carried out
Bill: The other question is the duration with the tests done 4 years ago how do they compare with the tests being done in the present time.
George: Will take that on board and get back to you.
Carlo: My understanding is that they are slightly decreasing as you would expect and that it slowly breaks down over time.
Robin: Colin's report gave us some information about the time series Bill and I don't know if you were here. The hydrocarbon contaminants in the water yes they were there but they were moving microscopically, being intercepted and being pumped out from time to time and were decreasing in concentration over time. What has been tested over the past number of years indicates a situation under control
Thanked Neil for his prompt attention to completing action items 27/3 and 31/2 - approval of EIP.
COUNTRY FIRE AUTHORITY
Departed meeting prior to giving report.
CITY OF GREATER GEELONG
No questions for the City of Greater Geelong
TERMINALS PTY LTD
Gary: For April there were a couple of General Chemical shipments.
George: What about the Bitumen ship
Gary: That was in May not April. Tankering was down considerably due to VCM client having problems getting their plant operating due to plant shutdown. They replaced an electrical computer control system and have not been able to get the system up and running since.
Lost Time Injuries still 1
Worksafe Carcinogenic Audit - visit by WorkSafe and Carcinogen licence approved.
Visit by EPA for the Bitumen Works Approval all signed off, Neil was happy with the Bitumen site.
Customers visited site to view Butadiene sphere - owners of product from Singapore as part of their own internal auditing process.
Interviewed applicants for new dispatch clerk role and have a successful applicant starting next week. This is a new position generated at the site.
WorkSafe closed out improvement notice regarding actuated control valve to avoid having to climb up and do it manually. The control valve turns foam onto tanker.
Incident for the month - the site exceeded suspended solids limit.
Robin: This is the first experience you have had like this in a long time isn't it.
Gary: Yes it is
Robin: How much water did you give to the council
Gary: Approximately 150,000 litres was given to the council
Robin: With regard to the Butadiene monitoring Terminals only need to quote the allowable licence level and state all results were below the limit of detection.
George: Received Bitumen ship on Friday 9th May, 2008. Handed Media Release to all those present. There were no issues with the ship and it went off without a hitch. The Bitumen tanks and system is a very impressive piece of plant. The committee needs to be given the opportunity to go down and have a look now it is in operation. If you wish you can call in adhoc at the site around 4pm and will be welcome to take a look.
Robin: If people wish to inspect the new facility they are welcome to go to the site. Would it be difficult to attend whilst a ship is unloading?
George: Better to watch whilst a truck is being loaded. The maximum load out temperature is 190 degrees C. Impressive plant.
Ralph: Following the inspection of VCM sphere were there any polymers found and were the welds tested.
Gary: The welds were tested from the outside and no polymers found.
Ralph: Did the welds carried out enhance the reliability of the sphere.
Gary: It was within the specification certificate of analysis which comes with the surveyor.
ITEM 7. REVIEW IMPROVEMENT ACTION REPORT
Robin: When would be a good time to report on progress with this? 6 months from now November?
George: Will draft up new EIP.
ACTION George will arrange for the new EIP to be drafted and circulated prior to the August 2008 meeting.
ITEM 8. OTHER BUSINESS
NONE
ITEM 6. DATE FOR NEXT MEETING
NEXT MEETING: Emergency Communication forum - 2nd June, 2008.
The Committee Meeting on 14th July, 2008 has been deferred, and the next meeting will be on 8 September 2008.