Terms of Reference

DRAFT TERMS OF REFERENCE

1.0 PURPOSE

1.1 The purpose of the TGCCC is to create a framework within which the community can monitor the facility and raise and address health, safety and environmental issues relating to it with Terminals Pty Ltd and the relevant regulators (such as the EPA and the Victorian Workcover Authority), and to facilitate a process to achieve the progressive environmental improvement of the facility at Geelong.

1.2 The TGCCC, and the draft Terms of Reference, have been structured to allow all members of the community an avenue through which they can have a say about what concerns them, as well as to provide for the representation of groups with an active interest in the operations and activities at the Terminals facility at Geelong. It has also been designed to promote issue resolution through consultation and facilitation.

1.3 The TGCCC is an avenue through which Terminals must consult with the community, following PACIA's principles of Community Right to Know and Responsible Care. PACIA's guiding principle of Responsible Care states: "We will communicate with our local and broader community about our activities and products and listen and respond to these concerns. We will inform them and other interested stakeholders of our health, safety and environmental performance." (see http://www.pacia.org.au/_uploaditems/docs/5.rccop_crtk55.pdf)

2.0 SCOPE

2.1 The TGCCC will cover the operation of the Terminals Pty Ltd facility at Wharf Road, Geelong, including transport of product to and from the facility, by land or sea, and any surrounding areas that are involved in Terminals' operations. As well as current operations, future proposals and strategic issues are central to the Committee's scope.

3.0 OBJECTIVES

3.1 Objective 1 - To maintain a forum of representatives from Terminals, the community and Government agencies, that monitors and responds to emergency, health, safety and environment issues arising from the operation and development of the Geelong facility.

3.2 Objective 2 - To promote continuous improvement in all respects and encourage/support the operator towards the highest possible level of safety, environmental standards and performance.

3.3 Objective 3 - To provide information to the community about Terminals Geelong facility, its operation, the hazards and risk it poses, emergency management procedures and any significant changes proposed to the facility.

4.0 MEETING PROCEDURE

4.1 The TGCCC will be jointly sponsored by Terminals and the COGG. Terminals will be responsible for the costs associated with the Independent Chair and minute taking. COGG will be responsible for providing a suitable meeting venue.

4.2 The Committee will regulate its own procedures, and review them after 12 month's operation, against performance criteria determined by the Committee.

4.3 Decisions on all matters are to be generally made by consensus.

4.4 Where consensus is not reached, normal meeting procedures, including voting on motions and matters of procedure, will prevail.

4.5 Agenda items should be advised at least ten days before a meeting, Urgent matters which arise may be added to the draft Agenda, and their inclusion confirmed (or rejected) by the Committee.

4.6 The Committee may seek expert advice from an independent expert on contentious technical matters, providing that the expert to be consulted is approved by the Committee, and that any funding required in getting the advice be secured in advance.

5.0 THE ROLE OF COMMITTEE MEMBERS

5.1 Expectations shared by the Committee concerning the role of committee members include:

5.1.1 to bring forward issues of concern;

5.1.2 to be informed on issues as a key stakeholder;

5.1.3 to be aware of and respond effectively to community concerns;

5.1.4 to provide timely advice to the TGCCC of relevant developments;

5.1.5 to participate in the discussion at TGCCC meetings;

5.1.6 to contribute to and support the work of the TGCCC;

5.1.7 to respond to and offer constructive criticism on the ongoing management of the facility, and to proposals for forward planning;

5.1.8 sit on TGCCC sub committees as required;

5.1.9 to take opportunities to discuss TGCCC issues with the wider community, and in particular those members of the community that a member may represent.

6.0 COMMITTEE PRIORITIES

6.1 Monitor the operation of the facility, including the Safety Case, and assist Terminals Pty Ltd in the improvement of health, safety and environmental issues arising from operations and development;

6.2 Review the emergency management measures and procedures and make suggestions to meet community needs;

6.3 Review and make recommendations to plans for changes and upgrades to the plant;

6.4 Communicate with the wider community, and investigate mechanisms such as the regular use of media, community radio and public forums.

7.0 MEMBERSHIP

7.1 The Committee's membership comprises:

7.1.1 Representatives of Terminals Pty Ltd

7.1.2 A representative of the City of Greater Geelong (Councillor or Delegated officer)

7.1.3 Ex officio positions (Non Voting) Victoria Police, Country Fire Authority, State Emergency Service, Environmental Protection Authority, Workcover/safe, Toll Ports, Plastic & Chemical Industry Association

7.1.4 Community Representatives

7.1.4.1 Individuals - Any concerned individual may join the committee.

7.1.4.2 Community Groups - Any concerned community group may elect to have a representative and a deputy nominated to the committee

7.2 Independent Chairperson nominated by the TGCC and is appointed for a period of twelve months.

7.3 Deputy Chairperson - elected from the community members of the Committee 6 months after TGCCC initial meeting

8.0 SUB COMMITTEES

8.1 Subcommittees may be formed as required.

9.0 INFORMATION SHARING

9.1 It is recommended that the TGCCC explicitly adopts a set of procedures, as follows:

9.1.2 All parties commit to openness in information sharing, with withholding of information restricted to those circumstances where genuine risk is associated or because of contractual obligations regarding commercial confidentiality;

9.1.3 Where an information provider wishes to have the Committee treat the information to be provided as confidential, explicit agreement shall be sought in advance, to enable the Committee to determine how to proceed;

9.1.4 All parties undertake not to misrepresent publicly information received while in no way being restricted in their capacity to oppose something fairly represented.

9.1.5 All meetings of the TGCCC to be open to the public unless the Committee decides to the contrary.

10.0 CONSULTATION

10.1 The TGCCC adopts the statement below as our shared understanding of the guiding principles of consultation. We endorse the objectives of consultation set out below.

10.2 "Consultation" describes a two way communication process between stakeholders (including, at TGCCC, Terminals Pty Ltd, community representatives and community group/environmental representatives, agency representatives and other members) prior to decision making. Consultation should be undertaken in such a way that there is an opportunity for all stakeholders to have their views considered. The consultation process should be managed so that open consideration is given to all points of view, and so that haste is avoided.

10.3 The objectives of public consultation include:

10.3.1 Understanding the current operation and practices.

10.3.2 informing the stakeholders about what is proposed;

10.3.3 providing an opportunity for those otherwise unrepresented to present their views and values, therefore allowing more sensitive consideration of options, mitigation measures and trade-offs;

10.3.4 providing an opportunity for the public to influence outcomes in a positive manner;

10.3.5 obtaining local and traditional knowledge before decision making;

10.3.6 developing proposals which are more ecologically, economically and socially sustainable;

10.3.7 reducing conflict through the early identification of contentious issues, and working through these to find acceptable solutions;

10.3.8 ensuring that the benefits of the proposal are maximised and that no major impacts have been overlooked;

10.3.9 increasing public confidence in the proponent, reviewers and decision-makers; and

10.3.10 providing better transparency and accountability in decision making.

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	Home Page Adopted Minutes Media Releases Technical Reports About the Committee Terms of Reference About Terminals Contact Details Useful Links		Terms of Reference DRAFT TERMS OF REFERENCE 1.0 PURPOSE 1.1 The purpose of the TGCCC is to create a framework within which the community can monitor the facility and raise and address health, safety and environmental issues relating to it with Terminals Pty Ltd and the relevant regulators (such as the EPA and the Victorian Workcover Authority), and to facilitate a process to achieve the progressive environmental improvement of the facility at Geelong. 1.2 The TGCCC, and the draft Terms of Reference, have been structured to allow all members of the community an avenue through which they can have a say about what concerns them, as well as to provide for the representation of groups with an active interest in the operations and activities at the Terminals facility at Geelong. It has also been designed to promote issue resolution through consultation and facilitation. 1.3 The TGCCC is an avenue through which Terminals must consult with the community, following PACIA's principles of Community Right to Know and Responsible Care. PACIA's guiding principle of Responsible Care states: "We will communicate with our local and broader community about our activities and products and listen and respond to these concerns. We will inform them and other interested stakeholders of our health, safety and environmental performance." (see http://www.pacia.org.au/_uploaditems/docs/5.rccop_crtk55.pdf) 2.0 SCOPE 2.1 The TGCCC will cover the operation of the Terminals Pty Ltd facility at Wharf Road, Geelong, including transport of product to and from the facility, by land or sea, and any surrounding areas that are involved in Terminals' operations. As well as current operations, future proposals and strategic issues are central to the Committee's scope. 3.0 OBJECTIVES 3.1 Objective 1 - To maintain a forum of representatives from Terminals, the community and Government agencies, that monitors and responds to emergency, health, safety and environment issues arising from the operation and development of the Geelong facility. 3.2 Objective 2 - To promote continuous improvement in all respects and encourage/support the operator towards the highest possible level of safety, environmental standards and performance. 3.3 Objective 3 - To provide information to the community about Terminals Geelong facility, its operation, the hazards and risk it poses, emergency management procedures and any significant changes proposed to the facility. 4.0 MEETING PROCEDURE 4.1 The TGCCC will be jointly sponsored by Terminals and the COGG. Terminals will be responsible for the costs associated with the Independent Chair and minute taking. COGG will be responsible for providing a suitable meeting venue. 4.2 The Committee will regulate its own procedures, and review them after 12 month's operation, against performance criteria determined by the Committee. 4.3 Decisions on all matters are to be generally made by consensus. 4.4 Where consensus is not reached, normal meeting procedures, including voting on motions and matters of procedure, will prevail. 4.5 Agenda items should be advised at least ten days before a meeting, Urgent matters which arise may be added to the draft Agenda, and their inclusion confirmed (or rejected) by the Committee. 4.6 The Committee may seek expert advice from an independent expert on contentious technical matters, providing that the expert to be consulted is approved by the Committee, and that any funding required in getting the advice be secured in advance. 5.0 THE ROLE OF COMMITTEE MEMBERS 5.1 Expectations shared by the Committee concerning the role of committee members include: 5.1.1 to bring forward issues of concern; 5.1.2 to be informed on issues as a key stakeholder; 5.1.3 to be aware of and respond effectively to community concerns; 5.1.4 to provide timely advice to the TGCCC of relevant developments; 5.1.5 to participate in the discussion at TGCCC meetings; 5.1.6 to contribute to and support the work of the TGCCC; 5.1.7 to respond to and offer constructive criticism on the ongoing management of the facility, and to proposals for forward planning; 5.1.8 sit on TGCCC sub committees as required; 5.1.9 to take opportunities to discuss TGCCC issues with the wider community, and in particular those members of the community that a member may represent. 6.0 COMMITTEE PRIORITIES 6.1 Monitor the operation of the facility, including the Safety Case, and assist Terminals Pty Ltd in the improvement of health, safety and environmental issues arising from operations and development; 6.2 Review the emergency management measures and procedures and make suggestions to meet community needs; 6.3 Review and make recommendations to plans for changes and upgrades to the plant; 6.4 Communicate with the wider community, and investigate mechanisms such as the regular use of media, community radio and public forums. 7.0 MEMBERSHIP 7.1 The Committee's membership comprises: 7.1.1 Representatives of Terminals Pty Ltd 7.1.2 A representative of the City of Greater Geelong (Councillor or Delegated officer) 7.1.3 Ex officio positions (Non Voting) Victoria Police, Country Fire Authority, State Emergency Service, Environmental Protection Authority, Workcover/safe, Toll Ports, Plastic & Chemical Industry Association 7.1.4 Community Representatives 7.1.4.1 Individuals - Any concerned individual may join the committee. 7.1.4.2 Community Groups - Any concerned community group may elect to have a representative and a deputy nominated to the committee 7.2 Independent Chairperson nominated by the TGCC and is appointed for a period of twelve months. 7.3 Deputy Chairperson - elected from the community members of the Committee 6 months after TGCCC initial meeting 8.0 SUB COMMITTEES 8.1 Subcommittees may be formed as required. 9.0 INFORMATION SHARING 9.1 It is recommended that the TGCCC explicitly adopts a set of procedures, as follows: 9.1.2 All parties commit to openness in information sharing, with withholding of information restricted to those circumstances where genuine risk is associated or because of contractual obligations regarding commercial confidentiality; 9.1.3 Where an information provider wishes to have the Committee treat the information to be provided as confidential, explicit agreement shall be sought in advance, to enable the Committee to determine how to proceed; 9.1.4 All parties undertake not to misrepresent publicly information received while in no way being restricted in their capacity to oppose something fairly represented. 9.1.5 All meetings of the TGCCC to be open to the public unless the Committee decides to the contrary. 10.0 CONSULTATION 10.1 The TGCCC adopts the statement below as our shared understanding of the guiding principles of consultation. We endorse the objectives of consultation set out below. 10.2 "Consultation" describes a two way communication process between stakeholders (including, at TGCCC, Terminals Pty Ltd, community representatives and community group/environmental representatives, agency representatives and other members) prior to decision making. Consultation should be undertaken in such a way that there is an opportunity for all stakeholders to have their views considered. The consultation process should be managed so that open consideration is given to all points of view, and so that haste is avoided. 10.3 The objectives of public consultation include: 10.3.1 Understanding the current operation and practices. 10.3.2 informing the stakeholders about what is proposed; 10.3.3 providing an opportunity for those otherwise unrepresented to present their views and values, therefore allowing more sensitive consideration of options, mitigation measures and trade-offs; 10.3.4 providing an opportunity for the public to influence outcomes in a positive manner; 10.3.5 obtaining local and traditional knowledge before decision making; 10.3.6 developing proposals which are more ecologically, economically and socially sustainable; 10.3.7 reducing conflict through the early identification of contentious issues, and working through these to find acceptable solutions; 10.3.8 ensuring that the benefits of the proposal are maximised and that no major impacts have been overlooked; 10.3.9 increasing public confidence in the proponent, reviewers and decision-makers; and 10.3.10 providing better transparency and accountability in decision making. 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