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� 2001 CAER.
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Community Awareness and Emergency Response Organization C H A R T E R SECTION 1 � PURPOSE CAER BOARD 1.1 Strengthen and sustain public trust, ensuring a high degree of preparedness for both industrial and municipal emergency responders. 1.2 Ensure industry and municipalities� accountability for emergency preparedness, incident prevention and response through the setting of performance standards and stewardship of results. 1.3 Show leadership binding municipal / industrial partnerships and provide sustainability and accountability of industries and municipalities. 1.4 Provide direction to the Chair of the CAER Working Committee on community issues, industrial policies, and priorities for Community Awareness (community liaison, public input) and Emergency Response activities. CAER WORKING COMMITTEE 1.5 To implement the policies and initiatives sponsored by the Board. 1.6 To provide direction to the Chair of the Community Awareness Committee (CAC) on community and industrial policies and priorities and activities in Lambton municipalities. 1.7 To provide direction and Board directives to the Chair of the CVECO executive. Review their annual goals, objectives and budget. � The CAER Working Committee will oversee the Community Awareness Committee � Chemical Valley Emergency Co-ordinating Organization and the Response Review Committee. 1.8 To supervise the CAER Administrator, who will act as Secretary for all standing and ad hoc committees. 1.9 To consider proposals for special programs brought forward by the Chair of the CAC and CVECO to arrange support from local industry and community for the scope of the proposal. Such consideration of scope will consider political jurisdictions, physical locations and community relevance. COMMUNITY AWARENESS COMMITTEE 1.10 To serve the residents of Lambton County and St. Clair County (Michigan) through direct participation in programs and activities designed to increase the community�s knowledge about: � the hazards of the chemicals handled by Lambton County industry, � the correct response of community members to hazardous materials or severe weather emergencies, and the capabilities of the municipal/industrial emergency response. Approved Rev. #8 - 2021-11-12 Page 2 of Community Awareness and Emergency Response Organization C H A R T E R SECTION 1 � PURPOSE (continued) CHEMICAL VALLEY EMERGENCY CO-ORDINATING ORGANIZATION (CVECO) 1.11 To solicit opinions of the Bluewater Community Advisory Panel on current issues regarding health, safety and environmental matters involving the chemical valley. 1.12 CVECO will provide a co-ordinated service by local emergency response groups to deal with all municipal and industrial emergencies, which present hazards to the public. 1.13 Through the agency of the mutual aid agreements in place between police and firefighting organizations within Lambton and adjoining counties, ensure compatibility of plans, procedures, equipment and training. 1.14 Ensure that the emergency response plans of industrial and municipal authorities among the membership are compatible with one another and follow current legislation. 1.15 To maintain continual and constructive communication between members, providing a maximum awareness of developing needs and new techniques and promoting a high level of commitment and co-operation in emergency response activities. 1.16 Work with the Community Awareness Committee (CAC), to provide an awareness program for the public which acquaints them with warning systems, evacuation procedures, response agency capabilities and services. RESPONSE REVIEW COMMITTEE 1.17 Conduct initial review of all emergencies and codes called monthly to see that initial notification and response is appropriate (checklist). 1.18 Conduct formal incident reviews for all Code 6 (Road Closure) and Code 9 (Municipal Fire Response) within two weeks. 1.19 Identify the people to be present for formal reviews. 1.20 Prepare an executive summary for the Board. 1.21 Review findings of SADs and tabletop exercises. 1.22 Complete trend analysis and recommend changes. Approved Rev. #8 - 2021-11-12 Page 3 of Community Awareness and Emergency Response Organization C H A R T E R SECTION 2 � OFFICERS 2.1 The Board will operate with Co-chairs. The Lambton County elected officials will elect one of the Co-chairs and the Industry members will elect the other. 2.2 The Treasurer of CAER will be the CAER Administrator. 2.3 The CAER Administrator is Secretary and non-voting member of the Board and all Committees. 2.4 The Chair of the Community Awareness Committee and the CAER Working Committee shall not be from the same company or organization SECTION 3 � MEMBERSHIP BOARD 3.1 There will be 16 voting members of the Board and the CAER Working Committees. Four �permanent� members will be from: Bayer, Dow, Imperial Oil and NOVA Chemicals. Two members will represent other industrial interests alternating yearly for a two-year term. i Industry Members (6) i Mayor of Sarnia i Mayor of St. Clair Township i Lambton County Warden i Mayor of Point Edward i Chief of Aamjiwnaang i Medical Officer of Health i CEP Union Executive i Building Trades Executive i Mayor of Port Huron i St. Clair County, U.S. Commissioner A quorum will be the presence of at least 50% of the industrial member companies and 50% of the non-industrial members. 3.2 The Chair of the CAER Working Committee will attend all Board meetings to give a progress report. Approved Rev. #8 - 2021-11-12 Page 4 of Community Awareness and Emergency Response Organization C H A R T E R CAER WORKING COMMITTEE 3.3 There will be 22 members of the Committee. Four �permanent industrial members� will be from Imperial Oil, Bayer, NOVA Chemicals and Dow, representing major oil and petrochemical interests in Lambton County. Two members will represent other industries for a two-year period and will change on alternate years. Other members as per the attached list. � CAER Administrator � CCAC Chair � CVECO Chair � Response Review Chair � City Emergency Planner � St. Clair / Fire Chief � City Fire Chief � Aamjiwnaang Administrator � Lambton County EMS � OPP � Lambton Health Unit Manager - Environmental Health Services � CEP Union Executive � Building Trades Union Executive � St. Clair County ER U.S. � Industry Senior HES/ER - 6 � Lambton County Emergency Planner � Sarnia Police � Emergency Measures Ontario (EMO) as an ex-officio member A quorum will be the presence of at least 50% of the industrial member companies and 50% of the other members. COMMUNITY AWARENESS COMMITTEE 3.4 Membership is open to companies operating within the County of Lambton, which process, transport or store hazardous materials. Membership will be approved by the CAER Working Committee. RESPONSE REVIEW COMMITTEE 3.5 There will be three industrial and three municipal members appointed to the committee by the CAER Working Committee. Approved Rev. #8 - 2021-11-12 Page 5 of Community Awareness and Emergency Response Organization C H A R T E R SECTION 4 � BY-LAWS 4.1 The By-Laws Sections and this Charter may be amended, with exception of Section 5, by a 2/3 majority of all existing Board members at any scheduled meeting, provided that notice of the proposed changes are available to members, in writing, at least fifteen (15) days prior to the Board meeting. SECTION 5 � FINANCING 5.1 All routine administrative expenses will be funded by an annual fee levied on industry member companies that are involved in the mutual aid agreement of CVECO and against a budget prepared by the Secretary/Treasurer. The financial support will include: i Salary of the CAER Administrator including travel expenses i Office space, supplies and electronic equipment i Communication costs for community awareness (newsletter, video, etc.) i Meeting expenses for the CAER Working Committee, Community Awareness Committee, Chemical Valley Emergency Co-ordinating Organisation and the Bluewater Community Advisory Panel and the Response Review Committee. This Clause may only be amended by a 2/3 majority of all existing Board Industrial members at any scheduled meeting, provided that notice of the proposed changes are available to members, in writing, at least fifteen (15) days prior to the meeting. 5.2 CAER members will be levied in accordance with their shareholding, as set out in Annex I to these By-Laws. Annex I will be reviewed annually by the CAER Working Committee and approved by the Board. 5.3 All extraordinary expenses and special projects approved by the CAER Board shall be individually financed by associate, municipal and industrial members. Financing needs to be approved and levied at the time of the approval by the CAER Board. 5.4 The Working Committee tracks progress on all other subcommittee�s� budgets and reports to the Board semi-annually. 5.5 Unforeseen expenditures will be immediately financed by levy. The Committee is not allowed to acquire debt. 5.6 The books of the CAER and the Chemical Valley Emergency Co-ordinating Committee shall be subject to annual external examination. 5.7 Surpluses generated by under-expenditure or additional fees from new members will be carried forward to defray the following annual levy. 5.8 Each committee will develop an annual budget to be reviewed by the CAER Working Committee and approved by a 2/3 majority vote of the Industrial Board members. 5.9 The Financial sections 5.2 to 5.9 of the Charter can be amended by a 2/3 majority of the Board members provided that the notice of the proposed changes are circulated to the members in writing and fifteen (15) days in advance of the voting deadline. Approved Rev. #8 - 2021-11-12 Page 6 of Community Awareness and Emergency Response Organization C H A R T E R SECTION 6 � DUTIES OF THE ADMINISTRATOR 6.1 Duties of the Administrator are as follows: i Act as Secretary to the CAER organization; Guidance Committee, Community Awareness Committee (CAC), and Chemical Valley Emergency Co-ordinating Organization (CVECO) and the Response Review Committee (RRC). i Act as Treasurer to CAER organizations, CAC, CVECO including budget preparation and management. i Prepares and presents financial statement. i Act as focus person for all CAER related activities and information. i Act as CAER public relations representative and media contact - developing positive relations with media representatives. i Assist chairpersons in planning, organizing and participating in CAER activities to meet CAER goals. i Act as co-ordinator and secretary for Bluewater Community Advisory Panel. Approved Rev. #8 - 2021-11-12 Page 7 of Community Awareness and Emergency Response Organization BY-LAWS CAER BOARD SECTION 1 � REPRESENTATION 1.1 Municipalities and industries will be represented by the senior elected officials or plant managers, no substitutions allowed. SECTION 2 � MEETINGS 2.1 Regular meetings will be scheduled by the Co-chair and called by the Secretary. 2.2 There shall be not less than four meetings per year. 2.3 Special meetings may be called at any time at the initiative of any member, providing 15- calendar days notice is given. 2.4 Consensus will be sought, but in its absence, as determined by the Co-Chair, decision will be by a 2/3 majority. 2.5 No proxy voting in absentia is allowed. Approved Rev. #8 - 2021-11-12 Page 8 of Community Awareness and Emergency Response Organization BY-LAWS CAER WORKING COMMITTEE SECTION 1 � REPRESENTATION 1.1 Every member organization will be primarily represented by individuals with management responsibility for Community Awareness and Emergency Response. 1.2 Substitution, in the event of any member non-availability, is allowed, provided the CAER Administrator is advised prior to the commencement of the meeting. Substitutes will be expected to carry the authority of the primary representative. 1.3 It shall be the responsibility of the primary representative to ensure that a substitute nominee be present at all meetings which they are unable to attend. 1.4 The Committee shall judge the eligibility of companies applying for membership. 1.5 If the company has not been represented at more than � of scheduled meetings over any 12-month period will be sent a letter requesting attendance or replacement. 1.6 The Chair of the Committee will rotate among the municipal officials and industrial company members on an annual basis. The Vice-Chair will alternate between industry and municipalities on an annual basis. 1.7 The industrial Chair representative will rotate in order among Bayer, Dow, Imperial Oil and NOVA Chemicals every second year. SECTION 2 - OBJECTIVES 2.1 Maintain a checklist of duties to ensure all members of the Committee understand their responsibilities. 2.2 Ensure annual goals and budgets are created for CAER, CAC, CVECO and RRC. Track progress and report to Board. 2.3 Develop a follow-up and closure system for all Response Review Committee recommendations. 2.4 Ensure all other committees are properly resoursed, function effectively and attendance at meetings is high. 2.5 Implement Board�s directives. Approved Rev. #8 - 2021-11-12 Page 9 of Community Awareness and Emergency Response Organization BY-LAWS SECTION 3 � MEETINGS 3.1 Regular meetings will be scheduled by the Chair and called by the Secretary. 3.2 There shall be not less than six meetings per year. 3.3 Special meetings may be called at any time at the initiative of any member, with the Chair�s agreement, providing 15-calendar days� notice is given. 3.4 A quorum will be the physical presence of at least 50% of the industrial member companies and 50% of the municipal members. 3.5 Consensus will be sought, but in its absence, as determined by the Chair, decision will be by a 2/3 majority. 3.6 No proxy voting in absentia is allowed. Approved Rev. #8 - 2021-11-12 Page 10 of Community Awareness and Emergency Response Organization BY-LAWS COMMUNITY AWARENESS COMMITTEE SECTION 1 � REPRESENTATION 1.1 Each industrial/municipal member involved in Mutual Aid shall provide a representative. SECTION 2 - OBJECTIVES 2.1 To improve awareness of the community regarding the following: � the hazards of chemicals handled by Lambton County industries � the correct response to emergency situations including industry incidents and severe weather. � the high degree of preparedness for both municipal and industrial emergency responders. SECTION 3 � MEETINGS 3.1 Regular meetings will be scheduled by the Chair. a) The frequency of regular meetings shall be determined by need, but it is recommended that there be no fewer than six in a calendar year, one of which shall be in January. b) Special meetings may be called by the Chairperson at any time, with at least 15- calendar days� notice to representatives. c) A quorum is defined as the physical representation of at least 50% of members. d) Consensus will be sought, but in its absence, as determined by the Chair, decision will be by a 2/3 majority. SECTION 4 � PROJECT GROUPS 4.1 a) Project groups shall be established to carry out the Committee�s purpose and to share work fairly among members. b) Project groups will be reviewed and altered or confirmed at the January meeting of each year. 4.2 General goals for project groups will be determined for the succeeding year, when the budget is established. Each project group will submit to the Committee, for approval, a statement of its proposed activities for the year, at the second scheduled meeting. Approved Rev. #8 - 2021-11-12 Page 11 of Community Awareness and Emergency Response Organization BY-LAWS COMMUNITY AWARENESS COMMITTEE SECTION 5 � DUTIES OF THE CHAIR 5.1 Duties of the Chair: � Serve as Chairperson of the Committee and member of CAER Working group. � Present meeting agenda to the Committee at least five working days before each meeting. � Serve as Spokesperson for the Committee on all occasions, including at the CAER Working Committee, or with discretion choose a spokesperson to represent the Committee. � Respond to the Community Advisory Panel, respecting the effectiveness of community awareness activities in the Bluewater area. � Ensure that all relevant matters are dealt with by the Committee. � To provide a link between the Bluewater CAP and other individual industrial CAPs. Approved Rev. #8 - 2021-11-12 Page 12 of � Chemical Valley Emergency Co-ordinating OrganizationBy Laws SECTION 1 � NAME The organization will be known as the "Chemical Valley Emergency Co-ordinating Organization" (CVECO). SECTION 2 - OBJECTIVES The organization will provide a co-ordinated service by local emergency response groups to deal with all natural and industrial emergencies which present hazards to the public. Through the agency of the mutual aid agreements in place between police and firefighting organizations within Lambton and adjoining counties, ensure compatibility of plans, procedures, equipment and training. Ensure that the emergency response plans of industrial and civic authorities among the membership are compatible with one another and current legislation. To maintain continual and constructive communication between members, providing maximum awareness of developing needs and new techniques and promoting a high level of commitment and co-operation in emergency response activities. SECTION 3 - REPRESENATION CVECO member organizations may be any of the following which have operations in Lambton and adjoining counties: � Industrial companies or divisions of companies. � Transport or storage companies or divisions of companies. � Local and regional governments and their agencies such as fire, police, health units and Boards of Education. � Public utility companies Associate membership may be granted to trade or industry associations, or to government agencies of jurisdictions other than within Lambton and adjoining counties which may have interests in emergency response and control. Each full member organization may appoint up to four representatives but can have only one vote. For voting purposes, each agency of a local government has a vote. Approved Rev. #8 - 2021-11-12 Page 13 of Chemical Valley Emergency Co-ordinating Organization By Laws SECTION 4.- ORGANIZATION STRUCTURE CVECO will be guided by an executive committee composed of: � A Chairperson � A Vice-Chairperson � The Immediate Past Chairperson � CAER Administrator SECTION 5 - DUTIES OF EXECUTIVES AND COMMITTEES 5.1 CHAIRPERSON The Chairperson is responsible for the general conduct of the organization. The Chair guides the organization in setting its policy, executes its decisions, and represents it before other bodies. The Chairperson presides over the executive and general meetings to preserve proper decorum, to keep order and facilitate procedure. 5.2 VICE-CHAIRPERSON The Vice-Chairperson performs the duties of the Chairperson during the Chairperson's absence, or any other duties as assigned. 5.3 IMMEDIATE PAST CHAIRPERSON Provides executive continuity from the previous year and assists the Chairperson in any designated capacity. 5.4 COMMITTEES Such committees may be established as may be needed by the organization. These may include Police, Fire and others. Approved Rev. #8 - 2021-11-12 Page 14 of Chemical Valley Emergency Co-ordinating Organization By Laws SECTION 6 - ELECTION OF EXECUTIVES 6.1 The Chairperson and Vice-Chairperson will be elected by ballot with a simple majority at the last meeting of the general membership in the previous year. 6.2 Nominations for officer positions must be sent to the CAER Administrator at least fifteen (15) calendar days before the last General Meeting of the year. The Vice-Chairperson is an automatic nominee for Chair. 6.3 The Chairs of standing committees will be confirmed annually by the Executive at their first meeting. 6.4 Special committees may be formed at any time by the Executive to fulfil a particular role, and their Chairs will also be appointed by the Executive. Executive to review special committee viability on an annual basis. SECTION 7 - MEETINGS 7.1 There shall be a minimum of five (5) scheduled meetings per year of the Executive, with the first being in January. The Chairperson has discretionary power to call additional meetings. 7.2 Chairs of standing committees will attend Executive meetings. 7.3 All members of the Executive, and committee Chairpersons, may vote in executive decisions, except the CAER Administrator who is an external appointee. 7.4 Five General membership meetings will be scheduled at the Executive's discretion but will be alternated with Executive meetings. 7.5 Voting at Executive and General meetings shall be decided by simple majority. A quorum for these meetings is 50% of those qualified to attend. The Chairperson carries a second casting vote. 7.6 Sub-Committee meetings will be held at such times and places as the Chairperson deems necessary. 7.7 A quorum to conduct business at a meeting will be 50% of the total membership. Approved Rev. #8 - 2021-11-12 Page 15 of RESPONSE REVIEW COMMITTEE BY-LAWS SECTION 1 � REPRESENTATION 1.1 The Response Review Committee (RRC) will consist of six members, three from Industry, and three from the municipal agencies. The RRC will appoint members on an ad-hoc basis as deemed necessary for reviews of Code 6�s and 9�s. SECTION 2 � MEETINGS 2.1 The Committee will meet monthly to review all Code 8�s for the previous month. The Committee and ad-hoc members will meet within two weeks of all Code 6�s and Code 9�s to conduct a formal review for each. SECTION 3 � OBJECTIVES 3.1 To review all codes for the purposes of; � The appropriateness of the Code � Exchange of information between industry and the municipality � Review any instances where a code was not called to determine if one was required. � To do an in-depth investigation of the CVECO response to all Code 6�s & 9�s with the intention of determining if procedures were followed or if revisions are required. � To ensure that lessons learned are distributed to all members for continuing improvement. SECTION 4 � DUTIES OF CHAIR 4.1 Serve as Chairperson of the Committee and member of the CAER Working Committee. 4.2 Serve as Spokesperson for the Committee on all occasions, including at the CAER Working Committee, or with discretion choose a spokesperson to represent the Committee. 4.3 Respond to the Community Advisory Panel, respecting the effectiveness of CVECO response activities in the Bluewater area. 4.4 Ensure that the Committee deals with all relevant matters. 4.5 Present meeting agenda to Committee members at least five working days before each meeting. SECTION 5 � DISTRIBUTION OF REPORTS 5.1 Monthly and formal reports to CAER Working Committee. 5.2 Presentation for CVECO General Meeting. 5.3 Presentation to Bluewater CAP as requested. 5.4 Provide a report to the CAC who will develop public reports and media releases on Code responses. |
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