Introductory Teleconference to the Potassium Iodide Pill Working Group – Meeting Minutes

Agenda

1. Opening remarks
2. Introductions
3. Roles, responsibilities and expectations of Working Group members
4. Discussion on the Phase I Workshop
   1. Workshop date
   2. Tentative topic areas
5. Open discussion
6. Closing Remarks

Date

August 15, 2019

Time

2:30 – 4:00 pm

Duration

1.5 hours

1. Opening Remarks

The Canadian Nuclear Safety Commission (CNSC) provided opening remarks and welcomed participants to the Potassium Iodide (KI) Pill Working Group Introductory Teleconference.

CNSC reiterated the purpose of this teleconference for providing an opportunity for all Working Group members to introduce themselves; review expectations and responsibilities; address any questions; and discuss next steps regarding the Phase I Workshop.

2. Introductions

There was a roundtable introduction of Working Group members. The following organizations were represented:

• Signatories to the Terms of Reference (TOR): CNSC, the Office of the Fire Marshal and Emergency Management (OFMEM), the Ontario Ministry of Health and Long-Term Care (MOHLTC) and Ontario Power Generation (OPG)
• Public Health Units (PHUs) from Peel Region, York Region, City of Toronto, Durham Region, Simcoe Muskoka District, Haliburton-Kawartha-Pine Ridge District, and Peterborough.
• Emergency Management Coordinators (EMCs) from the Region of Peel, Regional Municipality of York, City of Kawartha Lakes, and City of Peterborough.

Information from the KI Pill Working Group TOR was presented to the Working Group members. This included:

• A summary of the KI Pill Working Group
• The deliverables and key milestones to date (e.g. Terms of Reference and establishment of the CNSC Advisory Committee)
• Upcoming milestones (e.g. Phase I and Phase II workshops and reports, and potential participation/support at Commission meetings/hearings)

the Working Group members to achieve the deliverables set out in the TOR.

CNSC reiterated that meeting minutes of the Working Group will be made publicly available following concurrence of the minutes by all Working Group members.

Action: CNSC to circulate the meeting minutes for this teleconference to the Working Group members by August 26, 2019 for their review.

3. Roles, responsibilities and expectations of Working Group members

The roles, responsibilities and expectations of the Working Group members was discussed as detailed in the TOR:

• Each member is responsible for meeting the timelines and objectives agreed to by the Working Group. All members are accountable for their area of responsibility. Members have the authority to negotiate and enlist the help of other staff, as needed. Because good communication is fundamental for success, members must inform the chairperson and co-chairs that a commitment cannot be met as soon as they know or suspect this to be so, and they must negotiate an alternate date or make alternate arrangements. Members are responsible for bringing any risk issues to the attention of the chairperson and co-chairs in a timely manner.

CNSC highlighted the expectation that all Working Group members must attend scheduled teleconferences and workshops, or send a delegate in their place to ensure adequate representation of participating organizations. CNSC also sought participation and support from the Working Group members during Public Commission Meetings on Phase I and II to provide additional information, if required.

4. Discussion on the Phase I Workshop

4.1. Workshop date

• It was proposed to conduct a two-day Phase I Workshop during the week of November 4, 2019.

• Action: Working Group Members to follow-up with the CNSC by August 26, 2019 to confirm their availability for this week.

• OPG committed to finding a venue to host this workshop at their facilities or at an offsite location within the Pickering area. This will be confirmed after the workshop date is set.

4.2. Tentative topic areas

4.2.1	Accident progression and emergency response actions OPG confirmed they will facilitate a presentation on this topic.
4.2.2	Provincial response and protective action development (Sub-topic: Background information on the use of KI pills for an emergency) Provincial response and protective action development / Background information on the use of KI pills for an emergency The MOH from the Peterborough proposed expanding this item to cover the rationale for the size of the Ingestion Planning Zone (IPZ). This would be beneficial for those who reside in Peterborough, which is beyond the IPZ. The Working Group will consider expanding this item as proposed.
4.2.3	Availability of KI pills in the IPZ for the vulnerable population and the whole IPZ population / Confirmation on the amount of KI pills pre-distributed as well as the available stockpiles to be distributed within the IPZ, if warranted, in the event of an emergency at Pickering. OPG confirmed that they will provide an update on the pre-distribution of KI pills within 10 km, in addition to the number of orders requested from https://preparetobesafe.ca for individuals beyond 10 km.
4.2.4	Distribution of KI pills in an emergency (pathway, timing and availability) CNSC indicated this item will require input from all Working Group members as it relates to the hierarchy and interdependencies of plans from various organizations.
4.2.5	Municipal level plans for distribution of KI within the IPZ / Availability at welcome centers It was noted that welcome centres also refers to reception centres. Working Group members inquired about discussing how this topic area can be used to further enhance public education and available public information. CNSC emphasized that the scope of Phase I is on the current plans in place; however, this can be discussed at a high-level at the Phase I workshop, and considered further in Phase II.
4.2.6	Working level plans and procedures for PHUs and EMCs PHUs and EMCs may be asked to present on some of their working level plans and procedures for this item. CNSC can offer support in coordinating these presentations amongst the different organizations. CNSC also requested PHUs and EMCs to provide working level plans and procedures that are not publicly available.
4.2.7	Available Public Information on KI Pills / Facilitate review of education and emergency information available in jurisdictions / Overall information that is available and discussion of strengths and potential areas for improvement. OPG and the Municipality of Durham Region expressed interest in facilitating a presentation for this item. Working Group members inquired about the scope of the public information piece. It was discussed whether it should include information available to the public regarding accident progression and types of Nuclear Power Plant (NPP) events. It was agreed that this type of information would be beneficial and may be included, bearing in mind that the primary focus is on KI pills as a protective action in the IPZ. The representative from York Region Public Health indicated that First Responders have inquired about further details related to responding to an NPP event within Durham Region. The PHU was inquiring about where this can be captured during the workshop. It was discussed that First Responders could be included in the overall concept of operations for Emergency Workers. This may be covered under Item No. 4.2.6.
4.2.8	International best practices CNSC confirmed that they will facilitate a presentation on this, and is open to support from other organizations that may have additional information. This item will also consider national practices (e.g. Bruce and New Brunswick).
4.2.9	Tabletop exercise The purpose of this exercise is to better understand the execution of plans and procedures in place for distributing KI pills within the IPZ. This exercise will involve all Working Group members and will focus on the interoperability of the various organizations involved. Working Group members inquired about whether this exercise should be expanded to include how information for taking KI pills is communicated to the public during a nuclear emergency response, especially the vulnerable population. It was agreed that this would be beneficial, and can also be in included in Item No. 4.2.7. Working Group members inquired about whether there should be a discussion on the KI pills that are pre-distributed and the timeline for taking KI pills during a nuclear emergency response. It was discussed that this is something that could be covered in Item No. 4.2.3 and 4.2.7.

5. Open discussion

Membership:

Working Group members discussed whether the municipalities that are within the IPZ for Darlington but not for Pickering should also be engaged in this Working Group. CNSC reiterated that the scope of this Working Group is for Pickering NPP only. Furthermore, Peterborough County is the only municipality that is within the IPZ for Darlington and not the IPZ for Pickering; however, the municipality was included given their role as a host community in the event of an emergency at Pickering. Should the Commission direct the Working Group to consider Darlington in the future, the TOR could be revised, as appropriate.

Working Group members indicated that there are lower tier municipalities within the IPZ and inquired about whether these tiers should also be included in the Working Group. CNSC indicated that the size of the Working Group was determined to ensure focussed engagement and adequate representation of the organizations involved in a nuclear emergency response. The expectation is that the current Working Group members would liaise with any additional organizations to provide input into the Working Group.

Engagement of Indigenous Communities:

Working Group members inquired about the involvement of Indigenous Communities. CNSC is currently drafting a letter to directly engage with Indigenous Communities and to seek their involvement during public comment periods. There may also be an opportunity for a face-to-face meetings to address any questions, comments or concerns they may have. OPG also indicated that they independently engage with the Indigenous Communities in which this topic has and will continue to be discussed.

6. Closing Remarks

CNSC thanked all the Working Group members for their participation in the Introductory Teleconference and their ongoing support to the overall KI Pill Working Group.

The following actions were identified:

6.1. CNSC to circulate the meeting minutes for the introductory teleconference to the Working Group members by August 26, 2019 for their review.

6.2. Working Group Members to follow-up with the CNSC (Lee Casterton) by August 26, 2019 to confirm their availability for the Phase I Workshop, tentatively scheduled for the week of November 4, 2019.