Governance > Terms of Reference > Operational Committees > Emergency Planning Committee – Terms of Reference
Authorised by Chief Executive Officer
Revised Date: 15 October 2024
Goal
The Emergency Planning Committee (EPC) shall be responsible for the development, implementation and maintenance of an emergency plan, emergency response procedures and related training for all Kyeema’s facilities.
Further responsibilities for each site will be delegated to the managers of those sites.
The EPC forms part of Kyeema Support Services’ risk management strategy.
Relevant legislation and guidelines:
AS3745 – 2010. Planning for emergencies in facilities
Fire and Emergency response procedures (State of Victoria)
Responsibilities
The tasks to be undertaken by the Committee are as follows:
a) Identify events that could reasonably produce emergency situations
b) Develop (or review) and distribute an organisational emergency plan
c) Nominate the validity period for the emergency plan and evacuation diagram (not exceeding 5 years)
d) Ensure that the emergency plan is readily identifiable and available to the appropriate persons
e) Establish an emergency control organisation (ECO) to operate in accordance with the emergency plan. The ECO is a group or person charged with carrying out emergency procedures in a particular situation or a particular site.
f) Ensure that occupants of each site are aware of the emergency response procedures.
g) Ensure relevant training is given to staff and facility occupants. As the composition of the ECO’s at Kyeema are subject to change, all staff require some level of training and/or access to evacuation drills.
h) Establish arrangements for the continuing operation of the ECO (e.g. when people resign or on leave as staff move on and off sites)
i) Establish strategies to ensure that visitors are made aware of emergency response procedures
j) Ensure that the emergency response procedures remain viable and effective by reviewing, testing and rectifying the emergency response procedures at least annually.
k) Ensure that a permanent record of events for each emergency is compiled and retained.
Membership
Membership shall consist of not fewer than two people who shall be representative of the stakeholders in the facility, one of whom shall be management.
To ensure continuity, elected members would normally be elected for a two-year term, with half the elected members retiring each year.
If a committee member leaves/resigns from the Committee then a replacement representative must be appointed from that Site.
Quorum of Members at Meetings
A quorum shall be two people as long as one is a manager or team leader who has authority to be able to ensure tasks are completed.
Frequency of Meetings
Meetings will be held twice a
year.
Recording of meetings
A record of meetings will be made and distributed to managers and OH&S Committee representatives.
Protocols of the Committee
•Chairperson for the Kyeema EPC will be the CEO or delegate
•Minutes are to be taken
•Kyeema’s standard agenda format will be used
•Agendas and previous minutes will be distributed prior to the meeting