Metals in the Sudbury Environment

Public Advisory Committee - Meeting #2 - Revised

April 2, 2002 – 7:00 p.m.

President’s Boardroom – Cambrian College

 

 

Attendees:       Norris Artuso              Joe Cimino                         John Hogenbirk

                          Gary Hrystak               Nancy Keller                      Steve Reitzel                        

 

Absent:             Larry McGregor          Rubina Nebenionquit          Jennifer Santerre

 

TC Members:  Dale Henry                  Brian McMahon                  Ido Vettoretti                     

  Glen Watson

 

Absent:           

 

Process Observer:  Franco Mariotti

Chair:                         Ivan Filion

Recorder:                  Julie Sabourin

 

1.0            CALL TO ORDER

 

2.0            ADDITIONS TO THE AGENDA

 

There were four additions to the agenda:

 

            i)            TC Minutes – Meeting #6

            ii)            Advertisement of PAC Meetings

            iii)            MOE Data Management Plan

            iv)            TC Planned Open House

 

3.0            APPROVAL OF MINUTES

 

            3.1            Minutes of Meeting #1 – February 25, 2002

 

            These minutes were approved as distributed.

 

            3.2            Minutes of Workshop Meeting – March 11, 2002

 

These minutes were approved as distributed.

 

4.0            BUSINESS ARISING FROM MINUTES

 

It was requested that the presentation package from the Workshop meeting be distributed to Committee members and appended to those minutes to form part of the historical documentation It was also requested that this be the practice for any presentations made to this Committee.

Action: Julie to distribute electronically copies of power

point presentation from Workshop Meeting.

 

In addition, it was requested that a little more detail be incorporated into the minutes for the benefit of those not in attendance.  The Recorder noted that once she prepares the minutes and they are distributed to Committee members, they have an opportunity to review and provide feedback, request revisions, etc., which would be incorporated into the final draft presented at the meeting for approval.

Action:  All to review minutes for accuracy and provide

feedback to the Recorder if appropriate.

 

            It was also requested that “Declaration of Conflict of Interest” be added to the agenda.

            Action: Recorder to add to next and all subsequent agendas.

 

5.0       NEW BUSINESS

 

5.1            Review and Adoption of the PAC Terms of Reference  

 

The group brainstormed items to be visited in the Terms of Reference and expanded as follows:

 

i)            Role of PAC Chair on TC Committee

 

The TC reviewed their Terms of Reference at their last meeting and agreed that the PAC Chair (or designate) would not be involved in the decision making process of that Committee to remove any opportunities for liability for that position.  The revisions to the Terms of Reference are to be approved at their next meeting.

Action: TC to verify statements with legal counsel.

Brian to inform Ivan of revisions to TC Terms of Reference.

Amended text be identified either by colour coding or font change.

 

ii)            Confidentiality – Disclosure of Information to Public at Large

 

The Committee were informed that the TC has agreed that they will not receive any draft reports, only a presentation on findings to eliminate the opportunity of premature disclosure of confidential information.  The PAC felt that it would be appropriate for the TC to make presentations to the them for feedback as well, but as their goal is to be transparent with the public and representative of the community at large, they do not want information that could be perceived as being held back from the public.

 

iii)            Sunsetting of the PAC

 

It was felt that the appropriate time to sunset the PAC would be after the final reports of the HHRA and ERA are made public.  Recommendations from those reports would indicate if any remediation is required which, at that time, the PAC may require an altered committee with new members. It is expected that the continuity of the membership taken into consideration.

 

iv)            Attendance by Committee Members

 

It was agreed that the wording in 3.4 of the present document was appropriate.  Concern was expressed that attendance by members of the First Nations has been lacking.

Action:  Chair to approach First Nations to

resolve issue of active participation.

 

v)            Filling of Vacancies

 

Replacement of any member of the PAC shall be the responsibility of the TC upon being advised by the Chair of such a vacancy.

 

 

vi)            Term of Membership

 

It was agreed to defer this item to the next review of the Terms of Reference.

 

vii)            Annual Report

 

The content of the report was discussed.  It was noted that the Report should contain items such as:

            i)            themes of discussions

            ii)            summary of how the Committee dealt with issues

            iii)            output/recommendations

 

It was agreed that this report is intended for the public and would be synchronized with the Annual Meeting of EarthCare Sudbury, but given to the TC for distribution.

Action:  Ivan to research when Annual Meeting to be held.

 

It was also agreed that the Recorder would develop the report, but the PAC would author the report by assigning a Committee member(s) to create this document. 

Action:  Chair and Recorder to incorporate suggested revisions to the Terms of Reference.

Recorder to include on next agenda for approval.

All to review Terms of Reference annually.

 

5.2            Election of Officers        

 

With those present, it was agreed that Ivan Filion would continue the appointment of Chair and John Hogenbirk be appointed as Vice-Chair.

 

5.3            Meeting Schedule      

 

The group were informed that the TC meetings every second Monday of the month and that it would be most helpful if PAC meetings could be held either the third or fourth week of the month.  To this end it was agreed that the PAC would meet every third Tuesday of the month at 7:00 p.m..  The Boardroom at Cambrian College was offered as the venue as it does have teleconference capabilities if necessary.  It was also agreed that the Chair would cancel the scheduled meeting should there be no agenda items.

Action:  Recorder to develop schedule of meetings.

Recorder to distribute schedule of TC meetings.

 

5.4            Detailed Review of HHRA/ERA Schedule                                

and Understanding PAC’s Role

 

Due to time constraints, this item was deferred to the next meeting.

 

5.5            Compendium of Background Material                                

(MOE to Provide)

 

Due to time constraints, this item was deferred to the next meeting.

 

5.6            Indexing of Agendas, Minutes, etc.                                    

 

Due to time constraints, this item was deferred to the next meeting.

6.0            ADDENDUM

 

            6.1            TC Minutes – Meeting #6

 

            Tabled for information.

 

            6.2            Advertisement of PAC Meetings

 

            Deferred to next meeting.

 

            6.3            MOE Data Management Plan

 

Brian McMahon informed the group of the MOE plan to release information to the property owners as soon as possible on the statistical results of the sampling conducted last year on commercial market gardens, schools and daycares, residential properties, First Nations, and parks and beaches.  Although there was no specific information as to results, etc., given to the PAC, the PAC strongly felt that it would be most inappropriate to provide this information without any context with which to be adequately informed or compare results.  When questioned as to why this information would not be released as part of the HHRA, the Committee were told that the MOE has the responsibility to provide this information to the public as soon as possible and they do not want to wait for the two years for the HHRA to be completed.  The Committee supported this position, but again reiterated that necessity of having a complete report, not just data and suggested that the report contain information on the current levels, comparative values and corrective measures.  It was agreed that this information should be shared as quickly as possible, but most certainly with the supporting information.  The PAC also recommended that this report be released to the public as opposed to specific individuals as it may have repercussions to neighbours, etc., that may not necessarily be made aware if only individual homeowners are informed.

Action: MOE to develop supporting information for statistical

data a.s.a.p. and release the results to the public.

 

            iv)            TC Planned Open House

 

The Process Observer had recommended the re-release of information to the public to inform them of progress-to-date.  The Working Group of the TC made the recommendation that a meeting/open house be held the end of April where the introduction of the HHRA and ERA be made to the public.  As well, this would be the opportunity for the participants of the Committees to be introduced.  The PAC requested that information/documents to be shared at this meeting be vetted through their Committee first at their next meeting.

Action: TC to table documentation for Open House at next PAC meeting.

 

7.0       NEXT MEETING -             April 16, 2002 at 7:00 p.m.

Cambrian College – President’s Boardroom. 

Vice-chair John Hogenbirk to Chair meeting.

 

8.0            ADJOURNMENT -             Meeting adjourned at 10:05 p.m.

            _______________________________                      _____________________________

                        Chair, Ivan Filion                                                        Recorder, Julie Sabourin