Metals in the Sudbury Environment

Public Advisory Committee - Meeting #3

April 16, 2002 – 7:00 p.m.

Room 1408 – Cambrian College

 

 

Attendees:        Norris Artuso           Joe Cimino                           John Hogenbirk

                           Nancy Keller            Larry McGregor                    Steve Reitzel                        

 

Absent:              Gary Hrystak           Rubina Nebenionquit            Jennifer Santerre

 

Regrets:            Ivan Filion

 

TC Members:   Marc Butler               Penny Sutcliffe                     Glen Watson

 

Process Observer:  Franco Mariotti

 

Guest:               Pat Bolger

 

Chair:                John Hogenbirk

Recorder:         Julie Sabourin

 

1.0            CALL TO ORDER

 

2.0            DECLARATION OF CONFLICT OF INTEREST

 

It was requested that this item be placed as a regular item on the agenda.  The Chair explained that at any time during any PAC meeting a conflict could be declared and minuted.

 

At this point Steve Reitzel declared a potential conflict with the presentation of the RFP as it is likely his company will be submitting a bid.  It was agreed he would excuse himself from that part of the meeting.

 

3.0            ADDITIONS TO THE AGENDA

 

There was one addition to the agenda:

 

            i)            Communication Plan

 

and one removal from the agenda:

 

            5.2) Advertising RFP to Consultant Fraternity

 

4.0            APPROVAL OF MINUTES

 

            4.1            Minutes of Meeting #2 – April 2, 2002

 

            It was felt that Item 5.1 v be amended to reflect the wording documented in the Terms of Reference.

 

            It was also noted that Ivan should still follow-up with the Whitefish First Nations.  Julie noted that she had received an e-mail from Jennifer indicating there could be a potential conflict with her work schedule if the PAC meetings continue to be held monthly.  Julie indicated that she suggested to Jennifer to contact Ivan to discuss this further.

 

With this revision, the minutes were approved as distributed.

Action:  Julie to revise minutes and re-distribute.

 

            4.2            Minutes of Workshop Meeting – March 11, 2002

 

These minutes were approved as distributed.

 

5.0            BUSINESS ARISING FROM MINUTES

 

5.1            Approval of PAC Terms of Reference - April 2, 2002   

 

            i)            Participation by First Nations

 

Teleconferencing was an option made available to participants having to travel long distances such as those from the First Nations.  It was requested that anyone wishing to participate via this method notify Julie as soon as they can so that she can ensure the proper facility and equipment are made available.

Action: Anyone wishing to participate via teleconference to notify Julie.

           

ii)            Annual Meeting of EarthCare

 

Information on this to be forthcoming.

Action: Ivan to contact EarthCare.

 

With an amendment to include a footnote detailing the MOE summary report, the PAC Terms of Reference to be dated April 16, 2002 were approved.

Action:  Julie to amend and re-distribute.

 

5.2            Schedule of PAC Meetings                                         

 

This document, specifying the dates of the PAC meetings, was tabled for PAC information and review.  Julie noted that the October 15^th date could be a potential conflict as the TC will meet on that same day.  It is a possibility that that PAC meeting could be delayed to the next week.

 

It was noted that the minutes from the TC meeting of April 8^th were not included in this agenda.  Julie indicated that she had not received instruction to distribute unapproved TC minutes, the concern is in tabling unapproved minutes that are available to the public. It was also felt that the PAC would be better informed and issues arising for PAC could be better facilitated in a more timely fashion if they were to receive these minutes more promptly.  It was suggested these items be tabled for discussion at the next TC meeting.

Action:  Julie to add to next TC agenda.

 

5.3            Schedule of TC Meetings - January 14, 2002                                       

 

This document, specifying the dates of the TC meetings, was tabled for the information of PAC.  It was noted that the information in the Chair column is now incorrect as Dick DeStefano has agreed to facilitate the TC meetings.  The invitation was again extended for any PAC member to attend the TC meeting as an observer.  The PAC requested that if there were any changes to the document, such as a change in venue, the PAC should be notified as well.

 

           

5.4            Detailed Review of HHRA/ERA Schedule (Feb. 12/02) and

Understanding PAC’s Role

 

            It was emphasized that this document was a work in progress and that at the last meeting of the TC Working Group, several errors were noted. Penny indicated that the general concept of the document was to provide a framework for the development and distribution of the RFP to consultants, review bids, receive reports - both periodic and final, and if remediation was identified, move to that stage of the process.  She also noted that there will be the peer review of documents at various stages of the process, both by the companies and the agencies. 

 

As to the role of the PAC, the Vice-Chair indicated that the PAC is to be a sounding board for the dissemination of information to the public and not to provide scientific critiques of the documents or the information.

 

            Communication Plan: At this point Glen informed the group that the companies are in the process of developing a Communication Plan/Framework for TC review, hopefully at their next meeting.  This plan will take into consideration timelines established in the RFP and could then possibly pre-empt some of the timelines already established by that TC.  The companies (and the TC has already supported) that the development of this Plan would be useful in ensuring the proper information is shared with the public in a timely fashion.

 

5.5            Compendium of Background Material (MOE to provide)

 

As Ivan had requested this item for the agenda it was agreed to defer it to his participation.

 

5.6            Indexing of Agenda, Minutes, etc.

 

Norris suggested that there might be a better way to index information for the Committee to facilitate searching/referencing specific items/topics.  It was suggested that the search feature on the word processing software could achieve this goal.  As to supporting information such as media pieces, these could be included in a database.  In reference to the issue of questions raised by the public, it was noted that it was not the PAC’s responsibility to respond to public queries, these should be redirected to members of the TC.  As to how to monitor/maintain a record of these, it was suggested that the PAC could direct these questions/comments/issues raised by the public, PAC, etc., to a “parking lot” or a database. This database would record the reply and could include a record of the date of the question/issue/comment and the source (e.g. citizen, PAC member, TC member, business, industry or government, for TC response via Julie.  It was also requested that documents noted on agendas/minutes be cited to ensure the appropriate document is being discussed.

Action:  PAC to forward questions/queries to Julie for inclusion in Parking Lot.

Julie to cite documents in agendas and minutes.

 

5.7            Advertisement of PAC Meetings       

 

            It was noted that the PAC Terms of Reference indicate their meetings are to be advertised and open to the public.  The PAC felt that, up to this point, most of the PAC meetings have been orientation in nature, but that they agreed the meetings should be promoted to the public.  Discussion ensued as to whether the Committee, their meetings, role and purpose should be introduced at the planned Open Houses along with the TC. The discussion then branched as to how the public could contact members of the PAC with any questions, etc., that they might have and it was suggested that an e-mail address, phone/fax number dedicated for this purpose could be obtained to provide this service.  These numbers could then be promoted with all public communication as the PAC felt that a one-page ad be taken out in the newspapers to provide the public with background information and promote the Open Houses.  Members of the TC supported this plan and indicated they would take it to the TC for further discussion.

Action:  Julie to place on next TC agenda. 

 

5.8            TC Planned Open House                                                

 

            The PAC were informed that this has tentatively been planned for the week of May 27^th. The companies are bringing in the Communications Officers of the TC membership to assist in the development of the promotional pieces.  The PAC suggested that ads be placed in the Sudbury Star, Northern Life and Le Voyageur at a minimum, and possibly develop posters as well for use by Band Councils.

Action: TC to ensure promotional pieces developed.

 

6.0       NEW BUSINESS

 

            6.1            Minutes of TC Meetings

            i)  Workshop Meeting – March 11, 2002

ii) Meeting #7 – March 12, 2002

 

            Tabled for information.

 

            6.2            Presentation of Request for Proposal (RFP)

 

Pat Bolger, Marc and Glen provided a power point presentation on the above for the information of the PAC and as well to received feedback on the document.  There were several items identified by the PAC throughout the presentation that were noted for reference in the preparation of the final document.  As well, clarification was requested on some items as to the outcomes the assessments were to obtain. 

 

Following this presentation, the PAC requested that the consultant make a presentation to them prior to the information being released to the public.  As well, the question was raised as to whether the costs of the project should be shared with the public – to make it part of the public record.  The presenters did not feel this was appropriate, that it was enough for the public to know that the companies were paying for these assessments to be completed.

 

(Acronym: VEC – valued ecosystem components)

 

7.0            ADDENDUM

 

            7.1            Communication Plan

 

            See item 5.4.

 

8.0       NEXT MEETING                  

 

May 21, 2002 at 7:00 p.m.

Cambrian College – President’s Boardroom. 

 

9.0            ADJOURNMENT:               

 

Meeting adjourned at 10:35 p.m.

            _______________________________                      _____________________________

                        Vice-Chair, John Hogenbirk                                            Recorder, Julie Sabourin