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CAER BOARD MEETING MINUTES

January 26, 2022

ATTENDED:
Tom Strifler Nova
Joe Dedecker St. Clair Twp.
Tom Cooper Imperial Oil
Mark Wetering Lambton County
Mike Bradley City of Sarnia
Steve Bolt Dow
Roy Dewhirst St. Clair Fire Dept.
Cal Gardner City of Sarnia
Ron Huizingh Bayer
Warren Burton Imperial Oil
Todd Case County of Lambton
Dave Beer Imperial Oil
Peter St. George Shell
Brian Hatfield CAER
Gwen Hess CAER

Regrets: Robert Eick, Kirk Bailey

Call to Order: By Chair Tom Strifler at 9:35 A.M.

Approval of previous minutes: Motion made by Steve Bolt and seconded by Ron Huizingh. Motion carried.

Business Arising:

1)Dave Beer presented and reviewed the Communications Plan submitted by the Community Awareness Committee. Follow link. CAER Communications Plan

The Community Awareness Committee proposed an advertising campaign, during Emergency Preparedness week, that would outline all of the annual emergency preparedness events presented by groups including the Fire and Police Departments. Warren Burton proposed that the Board agree with Mayor Bradley’s suggestion to hold Emergency Preparedness activities on the Tornado Anniversary. Mayor Bradley pointed out that Emergency Preparedness should represent all emergency situations including natural disasters. The motion to accept the Communications Plan, with the provision that the suggestions for Emergency Preparedness event planning be considered, was put forward by Steve Bolt and seconded by Warren Burton.

2)FM Station: A proposal from the FM radio station was introduced by Board Chair Tom Strifler. During a period of emergency 1070 CHOK will provide continual information with both FM Stations providing regular updates. CHOK will have a staff member on call with a pager number provided to CAER as well as a hotline into the Newsroom. Radio Sarnia Lampton will oversee the installation of a proper phone line from the E.O.C. to Radio Sarnia Lambton News Studio’s with an internal dedicated extension to ensure immediate access to the News Department. It will be CAER’s responsibility to pay for the monthly phone line charge. CAER will be responsible for reimbursement of lost revenue on CHOK should the continual broadcast interfere with client contracts. Brian Hatfield will contact Ron Dann to determine exact cost of airtime over 24 hours. Dave Beer responded with the suggestion from the CAER Working Committee that cost be determined on a user pay basis. The CAER Board replied that the "situation" would determine the responsibility of cost by member (or members) if the occurrence were a shared responsibility. A draft should be prepared, for CAER members, reporting costs, shared costs, and services provided. Mike Bradley suggested that CAER/CVECO recognition be provided during broadcasting of emergency information. Motion to accept proposal, with above provisions included, made by Peter St. George and seconded by Steve Bolt. Action Item B. Hatfield

3)Members Designate. The proposal to send a last minute designate to Board meetings in Board members absence was rejected on the basis that the core of Board members would break down. The board decided that a quorum would be required to continue with a scheduled meeting. Brian Hatfield will review the Charter and Bylaws on correct procedure and percentage of members required for conducting meetings using a quorum. Warren Burton suggested that other plant managers could be selected as alternates for industry members to attend meetings as designates. Steve Bolt seconded the motion. Action Item: B. Hatfield

Committee Reports:

Response Review – Tom Cooper reporting

Please see attached 2003 annual report.

CAER WORKING COMMITTEE –January 15/2004
RESPONSE AND REVIEW STATUS REPORT

YEAR END 2003: THERE WERE 238 CODES ISSUED DURING 2003; 229 CODE 8’S.  6 CODE 9’S AND 3 CODE 6’S. NOTE: SIMULATIONS HAVE BEEN PURGED FROM THE CODE STATS. OVERALL AVERAGE FOR ALL CODES ISSUED DURING 2003 WAS 96%.

OCTOBER 2003: 18 CODES WERE ISSUED IN OCTOBER.  ALL CODE 8’S. 12 INFORMATION ONLY AND 6 EMERGENCY.  OVERALL COMPLIANCE FOR OCTOBER WAS 92%.

NOVEMBER 2003:  12 CODES WERE ISSUED IN NOVEMBER. ALL CODE 8’S. 9 INFORMATION ONLY AND 3 EMERGENCY.  OVERALL COMPLIANCE FOR NOVEMBER WAS 97%.

DECEMBER 2003: 14 CODES WERE ISSUED IN DCEMBER. ALL CODE 8’S. 11 INFORMATION ONLY AND 3 EMERGENCY. OVEREALL COMPLIANCE FOR DECEMBER WAS 95%.

NOTES: SINCE JUNE 2003, THE RESPONSE AND REVIEW COMMITTEE HAS DESIGNATED CODE 8’S AS EITHER INFORMATION ONLY OR EMERGENCY FOR STATS PURPOSES. DURING THIS TIME PERIOD, THERE HAVE BEEN 110 INFORMATION ONLY AND 44 EMERGENCY CODE 8’S ISSUED.

THERE WERE 229 CODES ISSUED IN 2002 VERSUS 238 IN 2003.

The focus for improvement for 2004 was discussed and it was suggested by Tom Cooper that a two step procedure be adopted: Step 1) a letter to be sent to the CVECO rep. Step 2) a letter to be sent to Plant Manager. There was concern by several board members regarding improperly called codes and codes not called that should have been. An incident involving Cabot calling a code 8 that should have been a code 6 was brought up. The correct protocol for a code 6 not sounded on a release would be to contact SLEA for follow-up. Tom Cooper brought up the issue of Code 6 and 9 reviews. He questioned whether all of Transalta’s code 9s should be reviewed. A draft defining criteria so that the Response and Review committee can evaluate the necessity for reviewing code 9’s is required before any changes can be made to the manual. Acton Item Tom Cooper.

Tom Cooper notified the Board that CN Railways have not been issuing checklists following incidents on CN property. Action Item: Cal Gardner will contact CN regarding checklist issue.

It was questioned whether all CVECO members are participating on the highest level. Brian Hatfield will be meeting with Plant Manager members to review, assess and evaluate responsibilities and to identify possible gaps in protocol. Steve Bolt suggested that this program be implemented to increase awareness and prevention.

Community Awareness Committee Report: Dave Beer reviewed CAC chair Chris Powell’s report.

Community Awareness Committee Report - January 14, 2022
The Community Awareness Committee met on January 7th for the first time in 2004. The meeting was well attended by all members with a positive focus on the year ahead. The communications plan held the most discussion and although not yet approved by the Working Committee, plans were detailed on how to achieve success. Members brainstormed ideas for the CAER newsletter that included updates to format and content. A sub committee was formed to drive a new format will all members required to submit articles and ideas for two issues a Spring/Summer and Fall/Winter. The website was also discussed at great length with a focus on layout, content and updating. Again a subcommittee will drive these changes with input on content by the CVECO committee. Advertising initiatives were also discussed with all members required to submit ideas for public awareness, and media campaigns for 2004. It was felt that the advertising budget needed to be more focused on community based events and less on hard print ads. Emergency Preparedness Week is generally a focal point for CAC community relations activities and 2004 will be no different. A sub committee with representation from both the public and private sector are already laying out details for the week that will surely involve the local schools and community groups. The CAC committee is focused and energized for change and improved public awareness.

CVECO Report by Chair Roy Dewhirst: On the issue of CVECO General Vice-chair, Eric Mortensen will allow his name to stand for the position. The matter will come before the committee at their next meeting on January 28, 2004.

Financial Report by Brian Hatfield CAER Co-ordinator: Please see below. On the issue of Phase II of the Sirens, the proposal that the cost of approximately $60,000 be paid by CAER and an equal share paid by the municipality was agreed on in principal. The $60,000 from council is in the budget for this year, but has not been passed yet. CAER’s share would be paid by industry following a special levy. This levy will be decided using the same equation as Phase I levies.

Company

Membership Fees

GST

Total

Invoice Number

Paid

Amount

Air Products

4273.93

299.18

4573.11

200401

11/21/2003

4573.11

Basell

8545.86

598.21

9144.07

200402

1/13/2004

9144.07

Bayer

12821.79

897.53

13719.32

200403

12/11/2021

13709.32

BP Canada

4273.93

299.18

4573.11

200404

11/20/2003

4573.11

Cabot Carbon

4273.93

299.18

4573.11

200405

12/22/2003

4573.11

Clean Harbours

4273.93

299.18

4573.11

200406

1/14/2003

4573.11

Dow Chemicals

12821.79

897.53

13719.32

200407

Dupont

4273.93

299.18

4573.11

200408

12/2/2022

4573.11

Enbridge

4273.93

299.18

4573.11

200409

11/20/2003

4573.11

Ethyl

4273.93

299.18

4573.11

200410

Imperial Oil

17095.72

1196.7

18292.42

200411

Nova Chemicals

17095.72

1196.7

18292.42

200412

12/8/2022

18292.42

Shell Canada

8545.86

598.21

9144.07

200413

1/14/2004

9144.07

Sunoco

8545.86

598.21

9144.07

200414

11/25/2003

9144.07

Terra Nitrogen

8545.86

598.21

9144.07

200415

11/13/2003

9144.07

TransAlta Energy

4273.93

299.18

4573.11

200416

Total CAER Membership

128209.9

Total GST

8974.74

137184.6

Total Paid

96016.68

Total Paid minus GST.

89295.51

Total Unpaid minus GST.

38914.39

As of January 21/04

Company

Membership Fees

GST

Total

Invoice Number

Paid

Amount

Air Liquide

350

24.5

374.5

200417

12/22/2003

374.5

Bell Canada

350

24.5

374.5

200418

Bluewater Bridge Authority

350

24.5

374.5

200418(2)

Bluewater Power

350

24.5

374.5

200419

11/13/2003

374.5

Canadian National Railway

350

24.5

374.5

200420

12/15/2003

374.5

Cargill AgHorizons

350

24.5

374.5

200421

12/4/2022

374.5

Chinook Group

350

24.5

374.5

200422

11/11/2021

374.5

CMS Energy Marysville

350

24.5

374.5

200423

11/18/2003

374.5

CSX Transportation

350

24.5

374.5

200424

11/19/2003

374.5

Eastern Canada Response Corp.

350

24.5

374.5

200425

11/6/2022

374.5

Fibrex

350

24.5

374.5

200426

GATX

350

24.5

374.5

200427

11/18/2003

374.5

Harmac Transportation

350

24.5

374.5

200428

11/13/2003

374.5

Hydro One

350

24.5

374.5

200429

Lambton College

350

24.5

374.5

200430

Lambton Kent District School Board

175

12.25

187.25

200431

11/20/2003

187.25

Lambton Emergency Medical

350

24.5

374.5

200431(2)

Lambton County

350

24.5

374.5

200432

1/9/2022

374.5

Marysville Fire Dept.

350

24.5

374.5

200433

11/25/2003

374.5

Ontario Clean Water Agency

350

24.5

374.5

200434

11/19/2003

374.5

Ontario Power Generation Inc.

350

24.5

374.5

200435

11/25/2003

374.5

Port Huron Fire Dept.

350

24.5

374.5

200436

11/13/2003

374.5

Praxair Canada Inc. (Sarnia)

350

24.5

374.5

200437

12/8/2022

374.5

Procor Ltd.

350

24.5

374.5

200438

11/25/2003

374.5

Royal Polymers Ltd.

350

24.5

374.5

200439

10/29/2003

374.5

Sarnia General Hospital

350

24.5

374.5

200440

11/27/2003

374.5

City of Sarnia

350

24.5

374.5

200441

11/13/2003

374.5

St. Clair Catholic District School Board

175

12.25

187.25

200442

11/12/2021

187.25

St. Clair County Emergency Man.

350

24.5

374.5

200443

Corp. ot twsp.of St. Clair

350

24.5

374.5

200444

11/6/2022

374.5

Sun-Canadian PipeLine CO. Ltd.

350

24.5

374.5

200445

11/13/2003

374.5

TransCanada PipeLines Ltd.

350

24.5

374.5

200446

11/13/2003

374.5

Transport Canada Marine Safety

350

24.5

374.5

200447

Union Gas Ltd.

350

24.5

374.5

200448

11/13/2003

374.5

United States Coast Guards

350

24.5

374.5

200449

Village of Point Edward

350

24.5

374.5

200450

12/31/2004

374.5

Total CVECO Membership Fees

12250

Plus GST

857.5

13107.5

9737

Total Paid minus GST

9055.41

Total Unpaid Minus GST

3194.59

As of January 21/04

New Business:

Phase II Sirens: A breakdown of the levies due by each member company was requested and will be presented at the next Board meeting on April 26, 2004. Acton Item Brian Hatfield.

Meeting Adjourned: 10:40 A.M.