TGCCC Adopted Minutes 11 August 2008

Terminals TGCCC

(Terminals Geelong Community Consultative Committee)

Draft Minutes of the Meeting

Held in the Meeting Room, Corio Library, Norlane

Monday 11^th August, 2008

Present:

Robin Saunders Chair

Charmaine Granger Minute Taker

Community Representative	Greg Postuma Joe Cicero Peter Linaker
CFA	Bob Smith Ian Beswicke
City of Greater Geelong	Lyndon Ray
Terminals Pty Ltd	George Horman Gary O'Sullivan Carlo Fasolino
Geelong Community Forum	Suz Kelly-Turner
Geelong Community for Good Life	Sue McLean
Friends of Port Lillias and Corio Bay	Pam Edwards

Apologies:

Geelong Grammar	Jon Apted
EPA	Neil McKenzie
Community Representative	Catherine Jones Bill Aitkin John Wilson Ralph Taylor

ITEM 1	Welcome by Chair
Robin	Welcomed everyone.
ITEM 2	Apologies, confirmation of Draft Agenda
	Apologies were received from Jon Apted, Catherine Jones, John Wilson, Ralph Taylor, Bill Aitkin and Neil Mc Kenzie.
Robin	Asked for confirmation of the Draft Agenda.
ITEM 3	Confirmation on the Draft Minutes of the meeting 12th May, 2008. Adopted as true records of the meeting without change.
ITEM 4	Confirmation of draft outcomes of the Forum on Emergency Communication held on 2 June, 2008 and discussion of Consultants' Report.
Sue Robin	Stated that she felt 75% of the report was a fair and accurate representation. More information in respect to community is required. Section 3.6 - Communication Before, During and After an Incident:- Consensus was that non media was not the only form of communication. Sue advised that she will document other points. Requested that it be noted that this is what the GHD record was and suggested that the report be adopted by this meeting and discussed further in this item.
Robin	The GHD draft report was adopted as their report.
ACTION	Robin to post the GHD Report to the web site with a note clarifying its status.
George	Pointed out that a lot of people seem to have dropped off the email listing. Robin to follow up.
ACTION	Robin to review the email list.
George	Apologised for the late distribution of the GHD report. The first draft report was received Thursday week before last and did not address or define the relevant community. They have gone back and have now resubmitted this draft. There are some things that perhaps we don't all agree with but a decision was made to get it out and discuss it first. George proceeded to briefly go through the report. In particular Page 8 figure 1. Divided into 4 zones, Targeted Community - challenge to agree who the targeted community will be. GHD have not made a decision on this and are leaving it to us to consider.
Robin	Stated that the size of the zones seems to be the issue, with either making the perimeter too big or not large enough a concern from different perspectives. While the zones are shown as static, maybe they might vary with different types of incidents.
George	Stated that it would be more specific on the incident.
Peter	Asked if everyone was going to have an opportunity to discuss items.
George	Replied yes at a later stage. Only some pages that are really relevant. Seems to have raised more questions than answers.
Sue	Stated that a major issue seemed to be defining incidents and different scales of incidents. Feels that the report failed - does not indicate how go about defining who to communicate with for what incidents and feels categories need to be applied.
Peter	Stated that there are short comings in the report. However, outline for discussion has been submitted, the report has given some framework for discussion. See if we can bring out and discuss issues. Suggestion:- page 8- Figure 1 "sphere of interest" which I will title as A. Safety Case - perhaps 800m radius, but it will depend on the product/event and prevailing wind. B1. Target community B2. Opt-in to be added to B1. C. Wider community The contrast of these 3 groups is very useful. Area A to be informed on an emergency basis. Area B to be informed on a short-term basis. Area B2 includes those who request and the "special interest" groups are essential. This could include primary schools, Geelong Grammar, they would want to be opted in and make their own decision. Corio Village eg have loud speakers to inform large groups. GHD have not included special interest groups. May have to consider prevailing wind, types of danger do vary. Special interest groups: include residents along the transport groups would also need to be included. Area C ought to be supplied with regular information so that the whole community can rely on and trust information concerning Terminals operation. Immediate, short term and long term communication. A positive approach is essential. There should have been a section on communication and how to communicate. We need to pick up the drawing and apply, what, when, by whom and to whom.
Pam	Advised that a decision bought up in May by the Government that Terminals have to notify the public. It was regarding the communications to the public.
Robin	Advised that who ever is handling an incident needs to put out information, eg CFA.
George	Advised that in that case, that would be CFA decision.
Robin	Stated that the Colleen Hartland, the Greens Senator, advised that although her motion for funding an alerting system throughout Victoria, where residential areas were adjacent to industry, the government sees the matter as a Commonwealth one, and has referred it to a COAG sub-committee. The City of Maribyrnong taking action now, in advance of any Commonwealth decision, and is implementing an alerting system for industry in the Coode Island - Footscray area.
Carlo	Advised that the City of Maribyrnong is putting out an information pack to residents, which has been funded by adjacent industry, including Terminals.
Sue	Requested if we could write to the City of Maribyrnong requesting a copy of this package and also in support of the campaign and have Theo Pykoulus, the Manager of Emergency Management speak to the committee again.
ACTION	Robin to write to the Maribyrnong City Council in support of their campaign, seek copies of their information pack, and extend an invitation to Theo Pykoulus to attend a future meeting.
Suz	Stated that this was support in principal at this stage.
Robin	Asked would it be useful to have a short report from Terminals in regard to their thoughts on the GHD report?
George	A 24 hour telephone line for people has been suggested. This works on the basis, that a person phones and asks a question eg is there something happening at Terminals, and if information is not know at that stage they will get back to them. Yes Terminals would be happy to get back to you on this report. Would also like to hear what others have to say, before they put out their report. Another comment sessions first.
ACTION	Members to advise thoughts on the GHD report and recommendations to Robin, for discussion at the next meeting.
Suz	Stated that somewhere there was a point where the responsibility for providing information moves beyond Terminals. Sue asked who takes over this information.
George	Stated that there are still things we can do before and incident. GHD suggested that a website could be updated as an incident occurs. George felt this was impossible.
Bob	Stated that this is all about a process, education on how it's going to happen. Process needs to be in place before it can go ahead, before we can authorise a media release. It's about how the community find out.
Robin	Stated that Emergency Services have that call at Coode Island. He advised the the Office of the Emergency Services Commissioner was preparing a case for the establishment of a hot line for all emergencies.
Ian	Advised that there is already one up and running for bush fire information line. An urban information number is in early stages; paperwork needs to be put together.
Peter	Stated that certain plans need to be done, and checked legally. GHD should have included this in their report.
George	Page 10 3.5: Methods of Communication. GHD say there is already such a facility available that industry use. Terminals will be looking into this to see if it would be suitable.
Sue	Advised that this 1800 number says it is for an emergency only which may put the public off.
Robin	Asked Bob whether his comments about the process, education and how its going to happen was covered in the GHD report. The situation where control passed to the Police and Emergency Services is beyond the scope of the GHD work.
Bob	Stated he sees this as the same as what they are doing with wild fire service: pointing the public to the information place.
George	The GHD report is not really dealing with emergency services as such, Terminals would like to get to the bottom of improvements to their site Emergency Plan.
Peter	Class C - General Community; must not neglect the general community and communication needs to be positive. Need to have information from Terminals actually published in the Geelong Advertiser. A positive approach, inform along the way, not just passive.
Sue	COGG - we are interested to hear your view at this stage. What do you see as COGG role in assisting?
Lyndon	Responded that Kevin Gard is the person for this area, he is the equivalent to Theo for COGG.
Suz	Request if we could send a copy of the letter that's going to city of Maribyrnong to Mr. Gard.
Robin	Stated that there had been a number of incidents in the City of Maribyrnong area over the years and they have worked closely with the Office of the Emergency Services Commissioner. Would imagine it would be a good time for Kevin Gard to attend a TGCCC meeting to pick up what is going on.
Sue	Stated that Barwon Health were appalled with the communication that occurred with an incident that happened with a boat. Please invite Kevin to our meeting.
ACTION	Robin to invite Kevin Garde to a TGCCC meeting.
Bob	Advised that the City of Maribyrnong have a flood issue and that may be why they were included on a pilot program.
George	Suggested that Carlo would get some information from Theo over the next couple of weeks.
Robin	Advised that Community reps should look over this report and make comment on any recommendation and email them to Carlo, George and Robin. These will be on the next meeting agenda and may be added to.
ITEM 5	Business Arising from Minutes
Action Item 31/5	Advise date on which Port Plan Planning Scheme Amendment will go on exhibition. No further advice from CoGG as yet.
Lyndon	Nothing to update at this stage.
Robin	Asked for specific advise from COGG to be provided to this meeting 8th September
Action Item 32/1	Follow up Shell / Terminals regarding clean up notice.
George	Done.
Action Item  32/2	Report on Work Safe carcinogen audit.
Gary	Presentation. Advised 2 work safe inspectors attend annually for a day. An extensive 8 page list of audit questions is covered. Focus is on regulations, control measures, any site changes and monitoring/reporting performance.
Sue	Requested that Work Safe attend the next meeting. When will Work Safe update the list to include bitumen?
Gary	Audit outcomes indicated no improvement, prohibition or legal notices. Found one VCM tanker loading hose was about 3 days overdue it annual pressure test. An incident Report and raised and this was rectified on the same day by replacement with a replacement hose. Also complaint with carcinogenic licence.
Greg	Asked if the spare hose that replaced gets tested on the same day.
Gary	Replied no. Since been implemented on to the monthly checklist, the test date and expiry date is recorded.
Robin	Asked where the hoses are stored.
Gary	Stated that they are kept separate on racks in the drum shed and a list kept.
Robin	Asked if the aim was to have back up hoses ready.
Gary	Yes, spares are tested first.
Joe	Inquired if Terminals Asset management register is it automated or manual? Is everything bar coded?
Gary	Replied it's a manual register and not everything is bar coded.
Pam	Asked in the shed, where a box of breathing apparatus is stored there are steel boxes, because of corrosion is this kept locked. What is in the box? Is it breathing apparatus; neither of us could get the box open because of corrosion. Is there something that can be done?
Gary	Stated that this is extra apparatus for an emergency. Drivers do not use this; it's for site personnel to access only. During shipping they are used if they have forgotten to get one from stores. Operates, just need to put CRC on the hinges. These are not there for emergency response.
George	Stated that Terminals will follow up on why they are actually there.
ACTION	Terminals to investigate why the breathing apparatus was stored at that location, and report.
Peter	Asked if there were enough controls on the VCM stored to calculate if any VCM is being lost?
Gary	Replied that we can tell how much VCM in spheres liquid.
Carlo	Stated that small temperature changes will make a difference in the result, and there are too many variables to allow small leaks to be detected by this method.
George	Each weight is plus or minus 20 kilos. Precision is just not there.
Sue	Were any leaks picked up on the boundaries.
Gary	There have been no leaks over the last 12 months.
Action Item 33/1	Review and email out sections of the emergency plan. i.e. "table of contents" and "section 10 communications"
Carlo	Done.
Action Item 33/2	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.
George/ Robin	Done.
Action Item 33/3	To get a copy of the clean up notice for the TGCCC and report to the committee what Shell has done with regard to the Terminals site?
Sue	Stated that there are queries for EPA. Also advised that at a recent meeting it was said that the EPA were very short staffed.
George	Stated that Terminals are still waiting for information to come back.
Robin	Stated that he will make contact with Neil requesting attendance.
Action Item 33/4	To arrange for the new EIP to be drafted and circulated prior to the August 2008 meeting.
Carlo	Summary of Targets 2009-2011 was distributed. The listed elements were water reuse and reduction, air emissions, energy saving, liquid waste, groundwater contamination and greenhouse emissions. Stated that the combustor in Melbourne is operating to 750 degrees and is currently fine.
George	Liquid waste - Sustainability program, maybe things that come out of that which may need to go in the EIP.
Carlo	Would like to see some feedback from people
Robin	Invited community members for submissions for inclusion in next EIP. Any comments please pass on to Carlo. By November meeting will report back on last 3 years and next EIP.
Item 6	Report on Work Safe carcinogenic audit by Geoff Millard.
	Covered under Action Item 32/2 above.
Item 7	Draft of new EIP 2009 to 2011.
George	See discussion under Action Item 33/4 above.
Item 8	Terminals, EPA, Work Cover, CFA, City of Greater Geelong
COGG Lyndon	Stated that he had nothing to report.
Robin	Stated that the committee would like to hear about significant issues and initatives at COGG.
Lyndon	Felt that he was here more to take information back.
CFA Ian	Advised that CFA have been working with Terminals over the last months. Looking at alternatives to fighting bund fires and is progressing very well. Different foams etc.
Terminals Gary	Monthly Operations Report presented. June first VCM ship in 6 months. June was a big month. VCM shipping has dropped off this year but is now beginning to pick up. August will be another big month.
Sue	Queried the number of trucks.
George	Advised that there is a bitumen shortage, trucks not going to Shell they are coming to Terminals instead. Most bitumen loads are done before 7am.
Sue	Directed a question to COGG - "What are the latest figures of trucks on the road?" Mr. Brumby wants more B-triples. Specifically what review is council undertaking in respect of truck numbers from the wharf precedent?
Lyndon	Replied that he was not sure if there is monitoring.
Gary	Loading average 4 B-doubles a day.
George	Various reason why there are bitumen shortages.
Robin	Most months average 15,000 tonnes of imports, and an average of 500 trucks. Does this mean most trucks load 30 tonnes?
George	Most trucks average 25 tonnes. Safety Lost time injuries this month, minor work injuries this month, number of lost time injuries in last 12 months all nil. Worksafe conducted an annual MHF audit. An operator resigned and a replacement to commence shortly. Operations manager visited ILTA conference in Houston.
	Incidents - Bitumen leak found in tank farm area and valve found to be leaking through insulation at fill stand- action install tell tales on relief valves to highlight blockages so valve an be removed and cleaned. Hot oil heaters leaked oil from relief valves -action modify plant shut down procedures to remove potential problem and install bund around hot oil heaters building. Checklist report of deluge fire protection on Sphere 2200 VCM identified up to 40 deluge nozzles were either blocked or partially blocked - action removed blocked nozzles and clean piping. In longer term replace piping.
Robin	With respect to the blocked deluge nozzles, this could be quite a serious issue. Why is it only severity 1.
George	Stated that on the VCM 2200 all the nozzles are programmed to be replaced. First time to be replaced in 40 years.
Carlo	Asked how many sprays are on the sphere.
Gary	Replied approx 220.
Sue	Requested that EPA give a report on the final inspection of bitumen plant
Gary	Operator noticed leak from TK 2-1 outlet line. Severity 2. Action: repair weld and keep monitoring. Average 26-30 incident reports per year.
Item 9	Other Business Nil
Item 10	Confirm date for next meeting 8th September, 2008.
Robin	Remaining dates for 2008. Robin would like to request final meeting for the year 10th November, 2008. Cancel 13th October, and 8th December 2008. Agreed.
Meeting Closed	9.05pm