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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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 ½ 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.

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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.

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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.

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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 Organization

By 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.

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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.