Terms of Reference for Botany Groundwater Community

Terms of Reference: Botany Groundwater Community Liaison Committee 1 Rev 3d: draft for review at September 2012 CLC Meeting

Terms of Reference for Botany Groundwater Community Liaison Committee – Revision 3

Yellow highlighted text was added by Orica as suggestions for consideration at the March 2013 meeting. Some further updates have been made since to incorporate good ideas from

the CPRC ToR. The review of the ToR was deferred to the September 2012 meeting and further draft suggestions have been added by the Chair for consideration (in response to Action #1 from the June meeting). The Chair’s comments are shown in blue highlighted

text.

Objective Note - CLC MAY WISH TO CONSIDER A REVIEW OF THESE OBJECTIVES IN 2012 WITH IAN COLLEY The objective for the Botany Groundwater Community Liaison Committee (CLC) is to provide an ongoing forum for the involvement of representatives from the community members in the planning and implementation of remediation initiatives for the Orica contaminated Botany groundwater, the Orica Former ChlorAlkali Plant (FCAP) Remediation Project and the Orica Southlands Remediation and Development Project. This objective will be satisfied through:

1. Engaging the community in discussions regarding the groundwater cleanup plans put forward by Orica to the key government stakeholders and encouraging feedback through the committee

2. Receiving progress reports on the implementation of all aspects of the groundwater cleanup plan and providing feedback

3. Receiving briefings from Orica and its environmental consultants, on the development and implementation of the groundwater cleanup plan

4. Assisting in the ongoing review and monitoring on the progress of the groundwater cleanup

5. Providing a Representative on the Independent Monitoring Committee (IMC) to act as the liaison between the IMC and the CLC

6. Directing the IMC and its technical experts in the Committee’s undertakings through the CLC Representative

7. Monitoring and evaluating the performance of the IMC members in accordance with the IMC Terms of Reference

8. Reviewing the IMC Terms of Reference from time to time as required

9. Reviewing the CLC Terms of Reference from time to time to review and update membership and responsibilities

10. Reviewing the Terms of Reference of the CLC Chair from time to time as required

11. Striving to reaching decision-influencing outcomes through consensus

12. Providing feedback of the CLC and IMC meetings, and IMC tasks, to the broader local community through the networks available to the CLC members (and for Orica to support this feedback process where possible through communication channels including newsletters, newspaper columns, community forums, Orica website, etc)

13. In the event that the Chair is unable to attend a CLC meeting, the chairing role will be delegated to a representative of the City of Botany Bay Council

Meetings & Administrative Support

CLC meetings are generally held four times a year on a Tuesday in March, June, September and December.


CLC meetings and are to be held at the Botany Town Hall, unless otherwise notified in advance by Orica or the Chair. Meeting times are to be flexible to allow for the attendance of interested parties.

Meeting Participation

• The CLC meetings are open to the community and the CLC welcomes the local community to take up this opportunity.

• Anyone can attend any meeting as observers as long as they declare associations and interests.

• Special closed meetings may be called for particular issues if required.

Orica is to make copies of a background information welcome kit available to all new meeting attendees.

Meeting Numbering

All routine and extraordinary meetings are to be sequentially numbered. This will not include working parties or other ‘off line’ meetings which are not full CLC meetings.

Meeting Agendas

The Chair is to invite agenda items from members in advance of each meeting. The agenda for each meeting is set by input from the CLC members and finalised by the Chair in conjunction with Orica.

Meeting Minutes

Historical Minutes (prior to June 2009) are to be provided, where available, to the Independent Chair. Minutes from June 2009 are to be recorded in PDF form and posted on the Orica Botany Transformation Projects website.

The Orica Community Relations Team take minutes at CLC meetings.

Consistent with best practice, and for the protection of all attendees, the minutes will:

• list attendees and apologies and their affiliation;

• present a summary of key discussion and actions;

• not aim to be a verbatim transcript of the meeting; and

• state the name of the CLC member or CLC interest who makes a specific request or recommends an action that is agreed upon by the committee.

Minutes are to be developed using the following process:

1. Following each meeting, the transcript of meeting notes is to be forwarded by the minute taker to the Independent Chair, and then cleaned up by the minute taker in consultation with presenters.

2. No later than three weeks after the meeting a clean 'first draft' of minutes will be provided by Orica to the CLC Chair for review.

3. Following the review by the CLC Chair, Orica distributes the updated draft minutes to meeting attendees for review of comments made against their name, giving five (5) business days to respond.

4. The further updated draft CLC minutes are then distributed to CLC members and CLC interest for acceptance or review at the subsequent meeting.

5. Orica is to load CLC Meeting Minutes onto the Orica Botany Transformation projects website (www.oricabotanytransformation.com) only once they are approved by the CLC at the subsequent meeting.


Note detailed meeting minutes will not necessarily be taken at extraordinary meetings. Relevant action items will be reported and recorded in the normal CLC meetings.

Meeting Conduct

The Community Consultation Guiding Principles for Botany Groundwater Community Liaison Committee provide a guidance document for the involved stakeholders and set out a standard on which the communication process can be judged. The principles note the importance of mutual respect and a willingness to be open and listen to others. In addition:

• The workings of the CLC are not to be used for personal or political interests.

• New and all attendees at CLC meetings are to declare their associations and interests to ensure that media and political representation is clear at the outset of the meeting.

• All meeting attendees (including members and observers) have the right to share their ideas at the meeting and should be treated with respect by all present.

• Discussion topics must be relevant to agenda issues.

The Chair can remind meeting attendees of these requirements as required. Members can also request that the Chair ask an individual to desist from certain behaviour if they feel that behaviour is not in accordance with the CLC Terms of Reference.

Other Matters

Meeting attendees accept responsibility for the statements they make at meetings, and consent to have summaries of their statements and relevant discussion attributed to them where appropriate. Meeting attendees have the right to require that a specific comment not be included in the minutes, or to request that a comment not be attributed to them.

Orica makes arrangements and bookings for all meetings and provides refreshments.

Orica issues the following communications to CLC Members and CLC interest:

• Minutes from CLC meetings

• Briefing Papers for CLC meetings

• Agendas for CLC meetings

• Administrative correspondence

• Papers/information on project progress

• Feedback from community workshops.

Orica posts other relevant material on the Botany Transformation Projects website as required.

Membership Members are those listed and current at the date of issue. Other interested parties will be deemed a member once they have been involved in Community Liaison Committee meetings and workshops on the Botany Groundwater Project for one year.


CLC Members as at September 2012 Current Chair – Ian Colley Secretariat – Orica Community Relations

GROUP Current member or their representatives

Orica Australia Pty Ltd Group Manager, Legacy Sites Operations Manager for GTP and Legacy Sites Project Managers Community Relations Manager Community Relations Team Members

• Bill Crowe

• Colin Wiley

• Ben Dewhurst

• James Stening

• Stephen Corish

• Peter O’Dea

• Lucy Archer

• Petra Campbell

• Effie Tsoukalas Local Residents Residents • Coleen Greene Australian National Sportfishing

Association • John Burgess

Botany Bay Explorers / Laperouse Precinct Committee

• Lynda Newnam

Australian Environmental School and Network

• Susan Hall

Kogarah Bay Progress Association • Peter Sangster Botany Bay and Catchment Alliance • Brian Shaw Local Industry Representatives Kellogg’s • Helena Cooke-Yarborough

• Jeremy Bowen Sydney Ports Corporation • Mark Ireland

• Alison Karwaj NSW Maritime Authority • Graeme Dunlavie Solvay Interox • Rick Bevan Local Councils City of Botany Bay Council • Judith Betts

• Steven Poulton Randwick City Council • Bronwyn Englaro Elected Representatives State Member for Maroubra • Michael Daley MP or

representative (Karen Browne)

Government and Regulatory Groups

Environment Protection Authority (EPA)

• Stuart Clark

• Joanna Graham

• Niall Johnston

• Matthew Hart South Eastern Sydney Public Health

Unit NSW Health

• Santo Cannata

• Mark Ferson

Department of Planning and Infrastructure

• Emma Barnet

• Christine Chapman

• Chris Ritchie NSW Office of Water (Department of

Primary Industries) • Greg Russell

• Anthony Bowling


CLC Interest as at September 2012 GROUP Current CLC Interest or their

representatives Orica • Michael Selleck

• Peter Lucas

• James Fairweather

• Cathy Riley

• Sarah Jones

• Ben Lim

• David Reed Local Residents • Len Mahony

• Rachael Makhoul

• Paul Pickering

• Ashley Hughes

• Clarence Jones

• Ross Salter

• Kellie Parkin

• Chantal Snell

• Sherry Butt

• Nickie Djapouras Local Industry Representatives Maritime Container Services • Mark Shaw Botany Industrial Park • Richard Benson Asciano • Tony Murray Gazal Corporation • Peter Wood EAJ Consultant • Elizabeth Jefferys OneSteel – Email P/L • Paul Thomas Amcor Fibre Packaging Australasia • Marc Baur Rohr Group • Tony Rohr

• Mark Rohr Institute of Sustainable Futures, UTS • Jason Prior Linfox • Frank Cassar Local Community Groups Botany Bay Planning and Protection

Council • Bernie Clark

Botany Environment Watch • Nancy Hillier

• Julia Gennissen CCB Rockdale • John Taylor Eastlakes Community Group • John Tullis

• George Constantin Local Schools (limited to schools

within and immediately surrounding the Groundwater Extraction Exclusion Area)

Banksmeadow Public School Pagewood Public School Matraville Public School Botany Public School John Brotchie Memorial Pre School

• Cathryn Lucantonio (Principal)

• Marella Hogan (Principal) • Susan Orlovich (Principal)

• Jason King (Principal)

• Rebecca Andrews Government and Regulatory Groups

Environment Protection Authority (EPA)

• Erwin Benker

• James Goodwin

• Patricia Fabiano

• Tasneem Kanpurwala NSW Office of Water (Department of

Primary Industries) • Marwan El-Chamy

• George Gates

• Richard Nevill CLC Interest as at June 2012 continued


Department of Industry and Investment

• Carla Ganassin

• Peter Turnell South Eastern Sydney Public Health

Unit NSW Health

• Meredith Nirui

Member of Heffron • Ron Hoenig Government and Regulatory Groups continued

Roads and Traffic Authority • Jasper Childs

Other Earth Foundation Australia • Kate Hughes Lumisun • Jeff Kitz Consultancies Golder Association • Gavan Butterfield JBS Environment P/L • Greg Dasey Environmental Risk Sciences P/L • Jackie Wright

Past Interested Parties (not currently on our distribution list) Local Industry Representatives

• Rail Infrastructure Group

• Hy-Tec Concrete

• Nuplex

• Nalco

• Metalcorp

• Mobil Terminals

• Grayking

• CGE Forge and Engineering

• K&T Metal Fabrications Local Schools

• St Bernard’s Primary School Conservation/Environment Groups

• National Toxics Network

• Greenpeace

• UNSW Ecoliving Centre Government and Regulatory Groups

• State Member for Heffron

• Sydney Water

• National Parks and Wildlife Services Land Council

• La Perouse PCC Committee

Draft CLC communication vision and objectives

Most recent drafts from previous discussions:

Vision

“Our aim is to motivate and maintain local community interest in and commitment to environmental

issues that relate to ensuring the ongoing interest and commitment of Orica and the regulators to the

long-term Botany Groundwater Cleanup Project. We will build upon our area’s proud and passionate

history of successful and collaborative community consultation by encouraging the exchange of

timely, accurate, credible and clear information through a variety of contemporary communication

tools and media to a broad range of stakeholders on the Orica, Botany projects”.

Redraft Objectives of the CLC Communications Strategy:

1. Use a range of effective means to provide information that is considered by the community as credible, accurate, timely and clear 2. Encourage community interest in, support of and commitment to the CLC 3. Engage with regulating agencies, and other relevant bodies to promote a safe and healthy environment 4. Encourage involvement with education bodies – secondary and tertiary 5. CLC committee members have access to information in a format that enhances their knowledge and understanding of the issues which then allows them to confidently and competently share this information through their networks

Chair’s Update on CLC Communications Actions

12 November 2012

Action #5 from the September 2012 meeting was as follows:

Orica to invite Jason Prior from UTS to present to the CLC on the societal perceptions and

acceptability of remediation technologies research project.

• On 22 October Ian Colley, CLC Chair, had a phone meeting with Jason Prior from

UTS and James Stening and Lucy Archer from Orica.

• Jason is happy to present to the CLC on 11 December 2012 to outline the research

project he is now working on - the Societal Perceptions and Acceptability of

Remediation Technologies Research (SPART) Project. This will be included in the

agenda for early on in the meeting.

• Jason advised he could also come back to the CLC in March 2013 to outline more

detail about the scope of the research project and the proposed survey methodology.

The research project is to span 4-5 years.

• Jason advised that a number of sites around Australia will be chosen to be included

in this research project and, subject to the approval of the Cooperative Research

Centre for Contamination Assessment and Remediation of the Environment II (CRC

Care II), the Orica remediation projects at Botany are to be included.

• Jason advised that it is likely that the Botany projects would be one of the first areas

surveyed and suggested that initial survey results may be available to the CLC as

early as mid 2013.

• Jason advised that he was happy to consider including additional questions in the

scope of the survey if CLC members have specific interests that are not met in the

initial survey scope.

• Given these scale and depth of this project, and the fact that much of the Botany

focus of the research project will be completed during 2013, Ian suggested that it is

likely to negate the need for a separate CLC research project on communication

strategies to be undertaken at this stage.

Action #6 from the September 2012 meeting was for the four Chair’s recommendations from

the CLC Communications Strategy Workshop to be undertaken. The following table lists

each of those recommendations and gives a brief update for your consideration prior to our

next discussion at the December 2012 CLC meeting.

Recommendation Chair’s Update 1. That a 1-2 page Summary document

on the CLC Communications Strategy be prepared by the Chair, based on the redrafted vision and objectives (and noting that the Strategy should be a ‘dynamic’ document’ which can be revised over time).

1. The CLC Communications Strategy Vision and Objectives have been updated, following discussion at the last meeting, and copied below. This text will be inserted in the CLC Terms of Reference. Ian’s comment: I note that the vision and objectives are ‘provisional’ and will be refined as we test out various activities. At this point, I don’t think the strategies should be included given we are proposing research on these.

Recommendation Chair’s Update

1. That the CLC endorse the suggestion of a ‘social research’ approach to development of strategies, as the first step in developing and refining specific communication activities of the CLC. The purpose of this social research would be to improve the effectiveness of communications about Orica’s remediation activities.

2. In light of the information shared by Jason Prior noted above, I recommend that the CLC receive presentations from Jason Prior in Dec 2012 and March 2013 to understand the scope of his survey. The initial findings of Jason’s work are estimated to be available in mid 2013. The CLC should accept his offer to consider including additional questions where any gaps are identified by CLC members. Given the scale, depth and timing of this study, I suggest that the CLC does not undertake any parallel research at this stage.

2. That design options for the social research be identified and reported to the March 2013 meeting. A set of clear and simple Key Performance Indicators will be developed in the context of the research. Ian Colley and Lucy Archer will develop these options in consultation with interested CLC members.

3. Based on the above information it would not be useful to develop other design options at this stage. 4. Your feedback on possible KPI’s is requested before the December meeting.

3. That CLC activities for 2013 have a focus on 'listening to the community' in relation to Orica remediation activities. This would include consideration of timing and location of CLC meetings over the course of the year. And CLC meetings for 2013 will include a standing item on Communications

5. A standing agenda item on communications should be included for 2013 meetings.

6. Meeting location and timing – the CLC should consider the following mix of locations & timing for 2013 meetings :

- 2 evening meetings - 2 afternoon meetings - 2 meetings at Botany Town

Hall - 1 meeting at Bowen Library,

Maroubra - 1 meeting at Hillsdale

Community Centre, Hillsdale

7. Note the action for members to ask for feedback from their community contacts on the minutes.

8. In addition, other ‘listening to the

community’ activities might include examples

such as the following:

- Target events in the local

Recommendation Chair’s Update

community and offer for a CLC stall – manned by members to answer questions or drum up

- a simple online survey or feedback sheet for new community members who attend any event or meeting which we host (in fact we could do a survey of existing members on how we are travelling as a committee)

- add a short survey to the Newsletter to test out whether it is being used/valued etc

- an activity to interview or survey ‘opinion leaders’ and key organisational contacts about the CLC value for them

- Note and track the very fact that the CLC generates useful responses from key departments on behalf of the community eg EPA email notifications, Health reports etc.

- An online survey invitation on the web site

- Develop the idea of the single web ‘home page’ which provides a simple, easy to use starting point for anyone interested in the remediation process

Vision (current redraft) “Our aim is to motivate and maintain local community interest in and commitment to environmental issues that relate to ensuring the ongoing interest and commitment of Orica and the regulators to the long-term Botany Groundwater Cleanup Project. We will build upon our area’s proud and passionate history of successful and collaborative community consultation by encouraging the exchange of timely, accurate, credible and clear information through a variety of contemporary communication tools and media to a broad range of stakeholders on the Orica Botany projects”.

Objectives (current redraft)

The CLC aims to

1. Play a brokerage role in encouraging information sharing between government

agencies, other organisations and member of the local community

2. Use a range of effective means to encourage the two-way sharing and accessibility

of information that is considered by community members as credible, accurate, timely

and clear

3. Encourage community interest in, support of and commitment to the CLC, by

providing opportunities for input and comment

4. Engage with regulating agencies, and other relevant bodies to promote a safe and

healthy environment

5. Encourage involvement with education bodies – secondary and tertiary

6. Have access to information in a format that enhances their knowledge and

understanding of the issues which then allows them to confidently and competently

share this information through their networks

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Documents

Terms of Reference for Botany Groundwater Community