28 November 2012

COODE ISLAND COMMUNITY

CONSULTATIVE COMMITTEE

Adopted Minutes

Wednesday, 28^th
November, 2012

PRESENT

Ian Thomas:

Community
Rep./Committee

Carlo
Fasolino

State
Manager, Victoria & SA

Deborah
Macfarlane:

Community
Rep./Committee

Paul
Hayward Terminals
Pty Ltd
Engineering Manager

Michael
Isaachsen:

Community
Rep./Committee

Rory
Quinn Terminals
Pty Ltd

Regional
Engineering Manager

Faye Simpson

Community
Rep./Committee

Susan
Chatterton Terminals
Pty Ltd

Minute Taker

Jessamy
Nicholas:

EPA Victoria

Robin
Saunders:

CICCC /
Chairperson

Bro
Sheffield-Brotherton

Community
Rep./Committee

ITEM 1. SITE VISIT AT 3PM

ITEM 2. DEMONSTRATION OF THE
MAINTENANCE SYSTEM

The demonstration of the maintenance System
was brought forward before the site inspection.

Paul Explained
Terminals maintenance system, using the handover report from Col Brighton
before he left Terminals Pty Ltd employment. Paul Cook is responsible for the
maintenance of the system.

·
Maintenance Planner on the wall visible to all
and tasks ticked off when complete followed up by check sheets filed in cabinet
in Superintendents office. Paper trail easy to access and locate.

·
Worksafe preferred system – easy to follow

·
Maintenance Manual accessible on line

·
Critical Control Performance Manual accessible
on line.

·
Meets all statutory checks

·
Maintenance Planner updated every year –
also includes 10 year tank testing etc.

Carlo We
are now starting our 10 year inspection. Pumps do not get used that much and
if they break we replace.

Ian A
computerized Maintenance System is now an industry standard.

Carlo My
experience is that centralized computer systems are not as easy to use or
maintain as the system Terminals uses.

Faye The
predictive capacity is a benefit of a computerized system. Is it possible to
roll in timetable ships arrival and personnel and tank usage.

Carlo Cannot
predict ships and customers

Paul Botany
is trialing a computerized system so we will see how they go with it. Any
system is only as good as the information put in.

Ian The
more straightforward the system the more likely things will not go wrong.

Paul If
checks prove a defect a work request is issued to maintenance people till complete.

Explanation followed on running sheets
register for repairs or faults and permit system and Job Safety Analysis
records.

Faye How
long does it take for the work to be done and is there a system of nominating
urgency.

Carlo Operators
are maintenance people that are multi skilled which is an advantage
and will repair most things except for any electrical faults.

Michael Do
valves removed get repaired and does that particular valve have a good record?

Paul                We
have the valve repaired with pressure test certificates provided to        authenticate
serviceability. Service contractor will notify if valve is not able to             be
fixed and we will then purchase new.

Robin The
first screen of Pauls report written by Col Brighton, is there a possibility to
have that document emailed?

Carlo I
will have a look at the document and let you know.

Action Carlo
to decide if the first page of Col Brighton’s maintenance handover report can
be provided to the committee.

ITEM 3. WELCOME BY THE CHAIR,
APOLOGIES & CONFIRMATION OF DRAFT AGENDA

Robin Welcome
to everyone.

Apologies:
Theo Pykoulas, Geoff Millard

Confirmation
of draft agenda – adopted

ITEM 4. CONFIRM DRAFT MINUTES
FOR THE MEETING ON 30^TH AUGUST, 2012 AND
REVIEW ACTION ITEM LIST.

Draft minutes of
30 August, 2012 adopted.

Action Items:-

05/2012-2
Carlo will circulate list of the 52 recommendations in the Safety Case review to
members. Eleven of the items are capital expenditure items.

Carlo
spoke about the following:-

·
Phenol

·
LEL’s combustor and carbon beds

·
Safety Case – brainstorming

·
Slops tank

·
Radio Alarms

ACTION: Carlo to email full list of the 52
recommendations in the Safety Case review to
Robin for circulation.

Robin With the minor
41 items resulting from the Safety Case you have just shown us, can we have
them included in into the EIP, with all 41 covered in a single line item? This
would assist the committee in being able to assure people that Terminals is a well-managed
site.

(52
items in Safety Case, 11 capital intensive, items remaining 41 management
prescriptions)

08/2012/1 Carlo to clarify the new arrangements for the financial
year reports to EPA and the Community, and the timing of receipt by the CICCC
of the 2010-2011 and 2011-2012 reports.

Carlo I have no
idea when I will have them available. The report to EPA is going to be
very streamlined, so the committee should focus on the community reports as
more work is involved in them.

ACTION: Carlo to get back to Robin prior to
Christmas to advise the target dates for the 2010-2011 and 2011-2012 Community
reports.

08/2012/2 Theo to follow up with MFB to reinstate the page on
the Industry is your Neighbour page showing nominated neighbours.

Theo
is an apology.

08/2012/3 Jessamy to follow up the availability of company
related licences, audits, works approvals, permits and EIPs on the EPA web
site.

Jessamy EPA is currently undergoing a Business Systems
Review and introducing a new client management system. New IBI’s system
should be up and running next year. Will try and arrange for an EPA
representative from the IT department to attend meeting and give a demonstration
18^th July, 2013.

EIPs
are not available on the EPA web site, and it is the responsibility of the
facility manager to put their EIPs on the web.

ACTION: Jessamy to confirm EPA IT
representative to attend 18 July 2013 meeting, to advise on the new client
management system, and the availability of company related licences, audits,
works approvals and permits on the EPA web site.

08/2012/4 Jessamy to advise the Committee whether EPA intends
to put the old complaints data up on its web site.

Jessamy EPA will be putting the most topical complaints
on the web site in the future with a map reference.

08/2012/5 Carlo to update the 2013 – 2016 EIP summary table
and email to Robin for distribution.

Carlo EIP
summary table – 2013 – 2016 will discuss in my presentation.

ITEM 5. REPORTS FROM AGENCIES
AND TERMINALS

CITY OF MARYIBYRNONG

Theo is an apology.

ENVIRONMENTAL PROTECTION AUTHORITY

Jessamy distributed
Activity Report and Environmental Citizenship power point presentation.

·
EIP’s are not available on EPA’s website.
It is the responsibility of business to put them on
their own website.

·
EPA carried out licence compliance inspection of
Terminals on 19/6/12. Results will not be available until next quarterly
meeting.

·
EPA has now prepared the Approvals review (draft
report) for comment.

·
EPA is establishing it’s first strategic
Community Reference Group to compliment the issues focused on in the Regional
Community Forums. The first meeting is on Tuesday 6^th December,
2012.

TERMINALS

Carlo discussed
incidents. There was just one Severity 2 incident, where both operators were
found inside a canola tank undertaking an inspection, when the confined space
rules require one person to be outside at all times. The operators have been
counseled and will re-sit the confined space training.

Robin: Carlo, could you
please give us an overview of Terminals’ operations throughout all its sites?

Carlo

·
Melbourne is full and as big as it can get.

·
Geelong – AVGAS complete, Half way
through the Bitumen expansion

·
South Australia – A new fuels Terminal is
being built

·
NSW Botany – Bitumen facility built

·
New Zealand – quiet

ITEM 6. TERMINALS REVIEW OF EIP
PROGRESS (BOTH REVIEW OF PROGESSS WITH 3^RD EIP,
AND OUTLINE FOR NEW EIP)

Robin Ground Water
Protection – Clay bund liner should read “clay bund liners”

Carlo Terminals
have backed off clay bund until next year.

Robin Vapour
Emission – replace wording in status column. Alternative to
automate fans to turn on when required automate the re generable back up carbon
beds.

Carlo
have a look at February minutes and make sure it outlines Item 4.

ACTION: Carlo to send Robin new consolidated
EIP

ITEM 7. OTHER BUSINESS

The dates for
the 2013 meetings were confirmed as Wednesday 6 February (site, 3 pm); Thursday 11 April (MCC 6:30pm),
Thursday 18 July (MCC 6:30pm), and Wednesday 6 November (site, 3pm). These will
be confirmed at the November meeting.

MEETING CLOSED 7:30 PM

EPA Report

Coode Island
CCC relationship lead

Jessamy
Nicholas

Phone

0427 866 475

Statutory
activities

EPA carried out a licence compliance inspection of
Terminals Pty Ltd on 19 June 2012. Follow up activities from that
inspection:

· EPA requested data on
testing of surface water and groundwater, and the evaluation of air
discharges – Terminals has now provided this to EPA

· EPA is
still following up on internally to validate air, surface water and
groundwater site data to assess the veracity of the statements made during
the inspection.

· EPA is
still following up internally on the groundwater infrastructure along the
riverside boundary of the site that is there to contain contaminated
groundwater.

Pollution
incidents and reports

Community
Reports to EPA Pollution Watch for Terminals Coode Island:

·
30 August
– 20 November 2012 = 0 community reports

Action items
for EPA Victoria

1. Jessamy to follow up
the availability of company related licences, audits, works approvals,
permits and EIPs on the EPA web site:

· Currently EPA is
undertaking a business systems review and introducing a new client management
system. This is a major IT project which is due to be complete by March
2013. This will enable community, customers and business to access
information on licences, works approvals, non-confidential audits and some
permits through the EPA website. Jessamy or the new relationship lead
can organise for a demonstration of this in the July meeting next year.

· EIPs are not available
on EPA’s website. It is the responsibility of business to put them on
their own website.

2. Jessamy to advise the
Committee whether EPA intends to put the old complaints data up on its web
site:

· EPA doesn’t intend to
put old data complaints up on its website. The community are able to
request specific complaints information through the EPA customer service
centre or FOI process. In the future as EPA’s technology becomes more
sophisticated EPA may consider having current complaints data available on
its website.

Other local
and EPA news

Approvals
Review – open for comment

EPA has
now prepared the Approvals review (draft report) for comment. This draft
report – informed by extensive research and stakeholder input –
proposes reforms to EPA’s approvals process for:

· works
approvals

· licence
approvals

· research,
development and demonstration approvals

· emergency or
commissioning approvals.

EPA
welcomes your comments on what is proposed in the draft report by Friday, 7
December 2012. Written comments should be sent to approvals.review@epa.vic.gov.au. More information is on the website
http://www.epa.vic.gov.au/our-work/licences-and-approvals/improving-the-system/approvals-review

EPA
Community Reference Group

EPA is
establishing it’s first strategic Community Reference Group to compliment the
issues focused Regional Community Forums. The group will meet quarterly
with the first meeting being held on Tuesday 4 December. The main
purpose for the group is for community and environment groups to collaborate
with EPA to:

· focus on the
State wide environmental issues and opportunities, and work towards achieving
shared objectives;

· have strategic
discussions that challenge and influence EPA in constructive ways, to advance
EPA’s knowledge, and enhance the delivery of EPA’s mandate; and

· provide a
forum to enhance EPA’s communication and relationships with key community and
environmental partners.