20 February 2018

PRESENT

Robin
Saunders:

CICCC /
Chairperson

Susan
Chatterton

Minute Taker,
Terminals Pty Ltd

Faye Simpson

Community
Rep./Committee

Phil Jones

National AUS
Operations Team, Terminals Pty Ltd

Nick Moen

Michael
Isaachsen

CEO,
Terminals Pty Ltd

Community
Rep./Committee

Gary
O’Sullivan

Ian Thomas

Operations
Manager, West Melbourne

Community
Rep./Committee

Robin

Apologies – Bro Sheffield-Brotherton; Deborah McFarlane

Draft Agenda – confirmed

Welcome to Nick Moen

Nick

I have been at Terminals for 8 months today.

18 years at BP

·
Ran the Terminals

·
Ran the Strategy

Worked in the UK – Corporate headquarters London and
latterly in Australia.

Prior to that I was in the Navy

My reflections for the company are as follows:-

1.
Standardization across the company

2.
Reliable and safe working environment

3.
Maintenance completed

Aim to get the best out of the business.  There have been
changes in the industry with manufacturing declining.  Also now store Diesel,
and Jet Fuel

Hope to foster growth, more land at Coode would mean more
tanks.  Tankage at Port Botany has increased.  The health of the
business is on the way up

There is a lot of energy and pride from personnel within the
company.

I believe you need to have a chronic unease with regards to Safety
so incidents like Bunsfield do not happen again.

Terminals have 12 sites across Australia and New Zealand

Ian

One of the tanks needs some work on it.  The outside is
missing some of the cladding.

Phil

The cockatiels get into the foam lining, tried all types of
deterrent to no affect.

Faye

What are your base qualifications Nick?

Nick

Grew up in New Zealand

Attended Auckland University, Bachelor of Commerce, then the Navy;

BP – Operations Manager Trainee;

BP Spotswood, Head Office, Supply Logistics;

BP Queensland;

BP Melbourne – Commercial roles, BP Logistics for Australia,
and then BP London

Faye

Who is your counterpart for Safety?

Nick

5 years in Navy was very operational, studied Safety at MIT in
Boston; third of career spent in the field of Safety.

Faye

Understanding Safety and Maintenance and comprehension of safety
factors; unless you have a solid background in safety you are reliant on a
counter party.

Nick

I have Phil in charge of Operations; Alan
Figgis is the National Integrity Manager and Stephen Lewis is the National
HSEQ Manager

We review our risks, mitigations; how we avoid damage to the
community.  Conduct maintenance to ensure robust approach to safety.

Michael

Where in that chain is the experience?

Phil

Stephen Lewis – 25 years in the industry

Myself – 20+ years in the oil industry

Alan – 20+ years in the oil industry

I am a Process Control Engineer, Stephen is a Chemical Engineer
and

Alan Figgis is a Mechanical Engineer.

If we need skills outside of those already mentioned we bring in
qualified personnel.

I am also a member of the Institute of Engineers Australia

Ian

I am a member of the Risk Engineers Society, Asset Council,
Chemists Group.

Phil

As a member of the Institute of Engineers I have access to user
group

forums that provide information and support on several different
topics

including risk management.

Ian

I organize meetings on selected topics

Phil

Stephen is a member of Chemical Engineers of Australia.

Ian

What is Risk? (asked rhetorically)

The reason it is topical at the moment is risk is the likelihood
that a hazard will cause harm.  All depends on the likelihood of harm.

Nick

I think the team we have got is very good.  I am not an
Engineer but I know how to run a business.  I personally go through
every incident each week with the operations personnel.

Faye

The layers of management seem very sparse

Nick

It is a fair size; I doubt I would like to get any lighter.

Robin

Is there anything at Coode that you have initiated to improve the
level of safety?

Nick

I have ensured the focus is on Safety.

Robin

Engineering culture, who is driving the culture?

Nick

Increased site walks, supporting training, and continuing to
reinforce safety.

Robin

Thank you Nick, it has been a pleasure to meet you today and I
wish you every success.

04/2017/8

The whole purpose of sending the reports prior to meeting is for
the members to view before the meeting.  Thus making the meetings more
productive.

07/2017/1

Is it possible Phil for you to ask Stephen to attend the meeting
to explain the incident classification?

Phil

The classifications are developed through similar bases with
Mobil, BP, etc.  No Industry Standard so went to similar
industries.  Worksafe have accepted and like the classifications we have
in place.

Faye

Is this not a concern to Worksafe?

Phil

I am sure Worksafe would like everyone the same but they like what
we have in place.

Faye

EPA not worried about it either?

Robin

EPA regulate emissions, Worksafe regulate Safety activities.

Phil

EPA regulates environment, Worksafe regulates impact on people.

Robin

Worksafe’s assessment of the impact on people is mainly addressed
through the Safety Case process

ACTION

Phil – Incident Classification guide cropping to a bigger
font/scale next quarter.

ACTION

Phil to invite Stephen Lewis to the next meeting

Phil

The Annual Community Report for 2013/2014 has been presented
today.  Stephen has promised the remaining reports before the next
meeting.

Phil

MHF renewed for next 5 years, WorkSafe audit protocol has
increased massively.

Robin

With respect to the WorkSafe Pin Notices, rather than just
inserting the list of notices into the minutes, can you send the list to me
with the actions for insertion into the minutes?

Phil

Yes I can do that

ACTION

Phil to email Robin a list of the Pin Notices and the actions
taken, for adding to the Minutes.

Phil

SEPP levels.  I have spoken to Stephen Lewis and conformance
has not affected Terminals very much.  Lloyds audit annually, they check
SEPP.  EPA audit they check SEPP, I will ask Stephen if firefighting
foam is included in SEPP.

ACTION

SEPP levels to be asked of Stephen at next meeting and provide a
written report prior to meeting.

Robin

We need the report to show the Management action on the incidents

Phil

Stephen conducts a review at the end of each month and checks the
due dates.

Robin

We need the report to be modified to provide clarification of
Stats in reporting.  What I would like to have is a list of Total number
of incidents that are actual incidents which are open or closed.

Faye

So if someone tried to delete an action can they just delete it?

Phil

Incident is put in system with description, immediate action, they
send for review, once that has happened we cannot change the text.

Gary

We log on to Integrum and record the incident, log onto incident,
cannot change, the system logs all the changes everyone does.

Phil

The system effectively stamps the incident and action.  Gary
cannot close his own actions or incidents.  We like it as everything is
tracked.

Robin

Not all incidents have an action

Gary

No that’s right.  Such an incident would be in an instance
for example where a transport company has a problem with paperwork.
Dispatch have noticed the problem and corrected it.  Incident raised but
no action required.  Regarded as a near miss.

Phil

Another example – inspection of platform found rusty
bolts.  We would then inspect all bolts therefore preventing any
incidents.  We get quite small things happening now so alertness
increased to prevent incidents.

ACTION

Page 5 of
report.  List our understanding of what the boxes mean. 

Review box
descriptions in report.  Interpretation and understanding.

INCIDENTS

Robin

IRF-1117-0016 – Injury.  Can you explain the dates?

Phil

Incident report was created on 22/1/17, it was given to 31/12/17
to complete and was completed 7/12/17.  The date of 31/12/17 was given
just in case the operator concerned goes home and his elbow deteriorated.

Phil

IRF-1117-0037 – Tank 049

100 tones spilled into bund and contained in bund.  480
tonnes of the product (Aluminium Sulphate) remaining in the tank was
transferred to road tankers and taken to storage at an empty tank at our
Geelong facility.  We are in the process of doing a review to determine
cause of leak.  Clean up complete using

Cleanaway a certified waste management company, all product was
water soluble.  We are in the process of checking groundwater.

Faye

Why wasn’t that leak picked up earlier?

Phil

Drew drawing on whiteboard to explain. The leak started at night
when no-one was on site, and was discovered by an operator doing his rounds
the next morning.

Faye

Why isn’t the tell-tale drain wired with an alarm.

Phil

Because it is not a flammable if it was a flammable we would have
an alarm.  Bentonite lines the bunds, it absorbs like a sponge.

Robin

400 tones – 4 cm pipe comes out almost a meter a second, so
you would have lost a lot of product overnight.  Do you get insurance
for that?

Phil

We are working through that.

Gary

Tank washed, NDT testing been done.  Still doing
investigation as to where leak happened.

Phil

That is the only incident we have seen that is a Level 4.

Ian

Next time we have a site visit can we go on the wharf?

Phil

No you require an MSIC.

Ian

We should be permitted to go on the wharf when we are in your
company

Phil

No

Robin

It would be helpful if you would suggest 2 or 3 incidents for
discussion that you think might be of interest to the committee each meeting.

Phil

Definitely any injury and level 3 incidents

1.
Ian

New EPA guideline 1667.1

Management and recycling of combustible materials such as tyres
and waste storage.  PPO’s have to be incinerated.

Phil

The only place is Queensland at the moment.

2.
Robin

I serve here at the pleasure of the community representatives (and
Terminals Pty Ltd).  I had a meeting with Phil and Nick prior to this
meeting.  I asked the question “What did the company feel about the
future of the committee?”

The company is happy with the committee and wishes for it to
continue.  I am happy to keep serving.

In relation to the issue of trying to find new local community
representatives, I will draft a short report identifying the purpose and
objectives of the Committee, and draft an advertisement.

ACTION

Robin to
draft a short report on the purpose and objectives of the Committee, and a
draft Advertisement.

Faye

Is there any change from Terminals that they would like to see
from the committee structure?

Phil

Terminals are happy with the format.

3.
 Robin

I think it is time to develop a program of inviting senior
representatives from EPA, WorkSafe and the City of Maribyrnong to attend
meetings.

ACTION

Robin to develop
a program for inviting representatives from those organisations to future
meetings, aiming to have just one invited for any particular meeting.

Next meeting: 22^nd May, 2018 on site at Coode Island at
3:00pm

Other meeting
dates for 2018:- 21^st August and 20^th November on site
at Coode Island at 3:00pm.

MEETING CLOSED 5:15pm

Addendum

Following the
meeting, Phil provided a table showing the description of the Pin Notices
received from WorkSafe, and the dates by which they were (or will be)
addressed by Terminals, as follows:

Improvement Notice Description

Due Date

Action

Status

Complete
testing to ensure foam system mixing delivers foam at the correct
concentration

7-Dec-17

Testing
completed before due date

Complete

Establish
a comprehensive SMS audit protocol

7-Dec-17

Audit
protocol setup and tested, completed before due date.

Complete

Implements
updated Permit to Work System

18-Dec-17

New
permit to work system implemented before due date.

Complete

Develop
procedure for operating Plant B foam system manual proportioning valve

18-Dec-17

Procedure
developed and implemented before due date.

Complete

Develop
procedure for isolating fire system during testing

18-Dec-17

Procedure
developed and implemented before due date.

Complete

Develop
a critical locked valve register for the site.

21-Mar-18

Register
developed, locks on order.

In
progress

Develop
procedures for standard maintenance items completed by contractors on site

21-Mar-18

Register
developed, procedures 80% complete.

In
progress

Audit
new Permit to Work system

21-Mar-18

Audits taken place, continuing to audit
system

In
progress