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SECTION 2
ORGANIZATIONAL STRUCTURE
& CONSTITUTION
Index
| 1. |
WHAT IS CAER?: |
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| 1.1 |
CAER is an
organization that deals with the issues arising from a community living
in close proximity to large chemical manufacturing and oil refining
industries. |
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| 1.2 |
The initials
represent two different areas of interest which have developed over the
past 45 years into the present day organization. |
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| 1.3 |
"CA" stands
for Community Awareness - that part of the organization which keeps the
community informed as to the nature of the industry and what steps to
take in the event of a natural or industrial emergency. |
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| 1.4 |
Activities in
this area are co-ordinated by the Community Awareness Committee (CAC). |
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| 1.5 |
"ER" stands
for Emergency Response - that part which brings the city and industry
together to mitigate any emergency which may occur. |
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| 1.6 |
The Chemical
Valley Emergency Co-ordinating Organization (CVECO) handles the
activities in the emergency response area. |
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| 1.7 |
The initials "CAER"
also represent one of six different Codes of Practice that make up an
industry program called "Responsible Care" a registered trademark of the
Canadian Chemical Producers Association and the Chemical Manufacturers
Association in the United States. |
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Index
| 2. |
NAME: |
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| 2.1 |
The
organization will be known as the "Chemical Valley Emergency Co-ordinating
Organization" (C.V.E.C.O.). |
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Index
| 3. |
PURPOSE:
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| 3.1 |
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. |
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| 3.2 |
Through the
agency of the mutual aid agreements in place between police and
fire-fighting organizations within Lambton and adjoining counties,
ensure compatibility of plans, procedures, equipment and training. |
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| 3.3 |
Ensure that
the emergency response plans of industrial and civic authorities among
the membership are compatible with one another and with senior
government disaster plans for the area. |
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| 3.4 |
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. |
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| 3.5 |
In conjunction
with the Community Awareness Committee (C.A.C.), provide an awareness
program for the public which acquaints them with warning systems,
evacuation procedures, response agency capabilities and services. |
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Index
| 4. |
MEMBERSHIP:
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| 4.1 |
C.V.E.C.O.
member organizations may be any of the following which have operations
in Lambton and adjoining counties: |
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Industrial
companies or divisions of companies. |
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Transportation
or storage companies, or divisions of companies |
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Local and
regional governments and their agencies such as fire, police, health
units and Boards of Education. |
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Public utility
companies. |
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| 4.2 |
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. |
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| 4.3 |
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. |
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Index
| 5. |
ORGANIZATION STRUCTURE: |
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| 5.1 |
C.V.E.C.O.
will be guided by an executive committee composed of: |
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A Chairperson |
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A
Vice-Chairperson |
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The Immediate
Past Chairperson |
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Chairman from
each CVECO Sub-committee |
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Maximum of two
advisors municipal and/or industrial as required making up a balance
committee of industrial and municipal representation. |
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Care
Administrator (non voting) |
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Index
| 6. |
FUNCTIONS AND DUTIES OF
ELECTED OFFICERS AND COMMITTEES |
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| 6.1 |
Chairperson: |
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The
Chairperson is responsible for the general conduct of the organization.
He/she guides the organization in setting its policy, executes its
decisions, supervises its officials and represents it before other
bodies. |
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The
Chairperson presides over the executive and general meetings to preserve
proper decorum, to keep order and facilitate procedure. |
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| 6.2 |
Vice -
Chairperson: |
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The
Vice-Chairperson performs the duties of the Chairperson during the
Chairperson's absence, or any other duties assigned to him by the
Chairperson. |
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| 6.3 |
Caer
Administrator |
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Role of
Secretary/Treasurer will be the responsibility of the Executive Co-ordinator.
Caer Administrator will: |
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Maintain
liaison between C.V.E.C.O. committees and executive. |
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Maintain
liaison with municipalities including U.S.A. |
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Work closely
with all CVECO / CAER members responsible for the development of SADS
Exercise. |
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Liaison link
with Ontario Petroleum Association, L.I.S., ECRC, CCPA /TEAP, Community
Awareness Committee. |
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| 6.4 |
Immediate Past
Chairperson |
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Provides
executive continuity from the previous year and assists the Chairperson
in any designated capacity. |
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| 6.5 |
Committees |
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Such
committees may be established as may be needed by the organization.
These may include Police, Fire and others. |
Index
| 7. |
ELECTION OF OFFICERS: |
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| 7.1 |
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. |
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| 7.2 |
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 Chairperson. |
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| 7.3 |
The Caer
Administrator will be the administrator appointed by the C.A.E.R.
Guidance Committee at any point in time. |
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| 7.4 |
The
Chairpersons of standing committees will be confirmed annually by the
executive at their first meeting. |
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| 7.5 |
Special
committees may be formed at any time by the Executive to fulfil a
particular role, and their Chairpersons will also be appointed by the
Executive. |
Index
| 8. |
MEETINGS: |
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| 8.1 |
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 |
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| 8.2 |
Chairpersons
of standing committees will attend Executive meetings. |
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| 8.3 |
All members of
the Executive, Committee Chairpersons, and Technical Advisors may vote
in executive decisions, except the Caer Administrator who is an external
appointee. |
Index
| 8. |
MEETINGS: |
Continued |
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| 8.4 |
General
membership meetings will be called at the Executive's discretion but
should preferably be alternated with Executive meetings. |
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| 8.5 |
Standing
committees will meet at the discretion of their Chairpersons, but in no
case less often than two (2) times per year. |
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| 8.6 |
They shall
have, normally, not less than three (3) members including the
Chairperson. They may invite membership from non-participating
organizations if that improves their working capability. |
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| 8.7 |
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. |
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| 8.8 |
Standing
committees or special committees shall operate according to their need
in respect of quorums and voting. |
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| 8.9 |
Meetings will
be held at such times and places as the General Chairman deems
necessary. |
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| 8.10 |
A quorum to
conduct business at a meeting will be one-third (1/3) of the total
membership. |
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| 8.11 |
Minutes of any
CVECO committee should be completed and sent out to the membership
within 14 days of the meeting. |
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| 8.12 |
The minutes of
all committee as a minimum will contain |
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Date of
meeting and list of attendees |
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Record of
topics and outline of discussion on those topic |
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Action items
to identify responsibilities that require follow-up |
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Name of person
who is to follow-up on each action item. |
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Time frame the
action item is to be completed |
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Date, time and
location of next meeting |
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| 8.13 |
Meeting
agenda�s should be sent to committee member 5 days prior to their
meeting. |
Index
| 9. |
FINANCIAL ARRANGEMENT: |
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| 9.1 |
The Caer
Administrator will act as Treasurer. |
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| 9.2 |
The Caer
Administrator has signing authority up to $1,000. For amounts over
$1,000, signing authorities will be any two of the Chairperson,
Vice-Chairperson, and Caer Administrator. |
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| 9.3 |
All members
will pay an annual fee, determined by the CVECO Executive. |
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| 9.4 |
Associate
members will pay an annual administrative fee determined by the CVECO
Executive. |
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| 9.5 |
The above fees
will form the General Fund supporting all normal administrative and
operating expenses. Additional funding for special projects will be
levied in a manner proposed by the Executive and approved by general
membership. |
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| 9.6 |
A Financial
Report will be presented at each General Meeting and a fully detailed
Financial Report will be circulated annually. |
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| 9.7 |
Books will be
subject to annual external examination. |
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Index
| 10. |
CVECO MANUAL: |
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| 10.1 |
The CVECO
Manual has been developed to provide the member organizations a
reference tool to use in event of an actual or potential emergency in
the Sarnia - Lambton area. |
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| 10.2 |
The manual
includes communication protocol, definitions of the alert codes, mutual
aid organizations and emergency response guidelines. |
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| 10.3 |
It is the
expectation that the employees of each CVECO member organization will be
aware of the manual contents, and that the member organizations will
conduct regular CVECO Manual refresher training with it�s employees. |
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| Note: |
Reference
Appendix G �Revision Request Form� for the form required to implement
revisions to the CVECO manual. |
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Index
| 11. |
CVECO MANUAL REVIEW: |
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| 11.1 |
The CVECO
Executive Committee will coordinate the review the manual annually. The
annual review will be completed in the 1st quarter of each calendar
year. |
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| 11.2 |
Items
that will be reviewed are, but not limited to: |
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Information that may be outdated, incorrect, incomplete or omitted. |
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Changes
to the alerting codes and response protocols |
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Changes
in Contact Lists |
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Changes
in Resources |
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Changes
in Hazards |
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| 11.3 |
Any
revision identified in the review process will be incorporated into the
CVECO Manual. |
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| 11.4 |
Any
changes identified as a result of training and simulation exercises will
also be incorporated into the manual at this time. |
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| 11.4 |
Revisions
will be recorded at the end of the section of the manual that has been
revised, which will include |
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Date of
revision |
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Person or
committee that reviewed or changed the section |
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Description of the revisions |
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Date of
the general meeting revisions were approved at. |
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| 11.5 |
Member
organizations will be made aware of the updates, and changes will be
distributed to each manual holder any time there is a manual revision. |
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| 11.6 |
It is the
accountability of the CVECO Executive Committee to approve any changes
to the manual. |
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| 11.7 |
The
Executive Committee will direct the Manual Administrator to make
approved revisions to the manual and the CAER Administrator will issue
the update notification to the manual holders. |
Index
| 12. |
CVECO MANUAL
REVISIONS: |
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| 12.1 |
Manual
holders can submit a Revision Request Form to the CAER Administrator if
they notice that pertinent information is incorrect, incomplete or
omitted. |
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Reference
Appendix G �Revision Request Form� for the form required to implement
revisions to the CVECO manual. |
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| 12.2 |
The CAER
Administrator will review each revision request for completeness, and
will present requests to the CVECO Executive Committee for discussion
and endorsement or rejection. |
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| 12.3 |
The CAER
Administrator is to provide a response to each person who submitted a
request with the outcome of the review. |
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| 12.4 |
The
Executive Committee will direct the Manual Administrator to make
approved revisions to the manual and the CAER Administrator will issue
the update notification to the manual holders. |
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| 12.4 |
The
revisions are to be made and updates are to be issued based on the
priority of the request, and at no time will this be longer than the
time of annual review. |
Index
| 13. |
REVISION HISTORY: |
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| Date |
By |
Description |
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| 1971 |
CVECO
Committee |
Original |
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| June
03/03 |
CVECO
Executive |
Reviewed. CVECO
manual revision information and meeting criteria added. |
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