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ENV IRONMENTA L ASSESSMENT & NAT URAL RESOURCE MANA GEM ENT
C O N S U L T A N T S
MALLACOOTA OCEAN ACCESS BOAT RAMP at BASTION POINT
Independent Compliance Audit of Environmental Management Plan
2018 Operation and Maintenance FINAL AUDIT REPORT
Prepared For:
East Gippsland Shire April, 2019
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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ETHOS NRM Pty Ltd
ABN: 44 104 999 528
PO Box 204, 162 Macleod St Bairnsdale, Vic. 3875 Telephone: 03-5153 0037 Facsimile: 03-5153 0038 E-mail: [email protected] Website: www.ethosnrm.com.au
Cover Photo: Kelp accumulation at Mallacoota Ocean Access Boat Ramp, Bastion Point, May, 2018
Ethos NRM Pty Ltd Document Control
Client East Gippsland Shire
Title Mallacoota Ocean Access - Bastion Point Boat Ramp: Independent Audit of Environmental Management Plan 2018 Operation and Maintenance. Final Audit Report.
Author Eric Sjerp
Manager Eric Sjerp
Reviewed Internally
Version Final v2.1
Electronic File Name 19001 egsc bastion point emp audit 2018 final v2.1
Date Last Saved 24th April 2019
Date Last Printed No. Vers. / Format Date
Distribution: Internal review 1 Draft v1.0 April, 2019
Tom Weatherall – East Gippsland Shire 1 Draft v1.1 17th April 2019
Tom Weatherall – East Gippsland Shire PDF Final v2.1 24th April 2019
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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TABLE OF CONTENTS
EXECUTIVE SUMMARY ................................................................................................. 4
1 INTRODUCTION ........................................................................................................ 5
1.1 MALLACOOTA OCEAN ACCESS BOAT RAMP .............................................................. 5 1.2 OPERATION AND MAINTENANCE ENVIRONMENTAL MANAGEMENT PLAN ...................... 5 1.3 AUDITOR’S STATEMENT ........................................................................................... 6
2 INDEPENDENT AUDIT .............................................................................................. 7
2.1 AUDIT SCOPE AND OBJECTIVE ................................................................................. 7 2.2 AUDIT PERIOD ........................................................................................................ 8 2.3 OPERATIONS AND MAINTENANCE ACTIVITIES ............................................................ 8
2.3.1 Area of Operations and Maintenance ............................................................ 8 2.3.2 Definitions and Activities ................................................................................ 9
2.4 AUDIT METHODOLOGY AND STANDARDS .................................................................. 9 2.5 AUDIT MEETINGS, AUDIT EVIDENCE AND SITE INSPECTIONS .................................... 10 2.6 COMPLIANCE RANKINGS ........................................................................................ 11
3 DECLARED NON-CONFORMANCES ......................................................................11
4 AUDIT FINDINGS .....................................................................................................12
4.1 AUDIT CRITERIA .................................................................................................... 12 4.2 AUDIT FINDINGS ................................................................................................... 12 4.3 POSITIVE AUDIT OUTCOMES .................................................................................. 15 4.4 NON-COMPLIANCES .............................................................................................. 16 4.5 AREAS FOR IMPROVEMENT .................................................................................... 16 4.6 PREVIOUS AUDIT FINDINGS ................................................................................... 19
5 CONCLUSION ..........................................................................................................20
6 REFERENCES ..........................................................................................................23
7 APPENDIX 1: DETAILED AUDIT FINDINGS............................................................24
TABLES
Table 1: Compliance Ranking Definitions
Table 2: Summary of Audit Criteria Compliance Findings
Table 3: Recommended Improvements
PLOTS
Plot 1: MOABR O&M EMP Compliance Results for 2018
Plot 2: Comparison of Previous Audit Results
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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ABBREVIATIONS
CEMP Construction Environmental Management Plan
CMA Coastal Management Act
DELWP Department of Environment Land Water and Planning (formerly DEPI)
DEPI Department of Primary Industries (now DELWP)
DoEE Department of Environment and Energy (Commonwealth)
EGSC East Gippsland Shire Council
EMP Environmental Management Plan
EPBC Environment Protection and Biodiversity Conservation Act 1999
GPM GPM Construction Pty Ltd
GP Gippsland Ports
MOA Mallacoota Ocean Access
MOABR Mallacoota Ocean Access Boat Ramp
O&M EMP Operations and Maintenance Environmental Management Plan
PDS Project Delivery Standards (also referred to as Audit Criteria)
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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EXECUTIVE SUMMARY
Mallacoota Ocean Access Boat Ramp was constructed in 2014 by East Gippsland Shire to facilitate improved launching facilities and ocean access at Bastion Point for commercial and recreational vessels. The facility became operational in December 2014.
Operation and maintenance of Mallacoota Ocean Access Boat Ramp (MOABR) is subject to a variety of statutory approvals and conditions, which are reflected in an approved Operation and Maintenance Environmental Management Plan (O&M EMP).
This Independent Audit seeks to establish the extent to which operation and maintenance activities undertaken by East Gippsland Shire at MOABR in 2018 comply with the requirements of the O&M EMP. The Independent Audit is not an assessment of the boat ramp design or environmental values at Bastion Point. The Audit relates only to an assessment of compliance with the approved MOABR O&M EMP. Similar audits were undertaken for the 2015, 2016 and 2017 operation and maintenance activities (Ethos NRM, 2017a & 2017b, 2018).
All Audit Criteria (or Project Delivery Standards) within the O&M EMP have been assessed by the Auditor against agreed Compliance Rankings (Table 1). A summary of the Audit Findings is presented in Table 2 and below. Appendix 1 lists Audit findings.
Based on the evidence made available by East Gippsland Shire and on-site inspections, the Auditor found 55.9% of the assessed criteria to be either Fully Compliant, or Compliant but Improvements Required, with a further 29.4% showing a Minor Non-Compliance. There were no Critical Non-Compliances nor Major Non-Compliance audit findings for 2018. Compared to previous audits, the Auditor again found a considerable lack of documentation, and whilst there has been a steady reduction in the number of Compliant but Improvements Required results, there is still scope for further improvement relating to operational & maintenance activities at MOABR.
In summary: 47.1% of Audit Criteria are Fully Compliant (16 out of 34)
8.8% of Audit Criteria are Compliant but Improvements Required (3 out of 34)
29.4% of Audit Criteria are a Minor Non-Compliance (10 out of 34)
0.0% of Audit Criteria are a Major Non-Compliance (0 out of 34)
0% of Audit Criteria are a Critical Non-Compliance (0 out of 34)
14.7% of Audit Criteria are Undetermined due to lack of Evidence (5 out of 34)
47.1% 8.8%
29.4%
0.0% 0.0%
14.7%
Fully Compliant
Compliant
Minor Non-Compliance
Major Non-Compliance
Critical Non-Compliance
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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1 INTRODUCTION
Ocean access for vessels at Mallacoota was enhanced in 2014 through construction of a new boat ramp facility at Bastion Point. Ethos NRM Pty Ltd, Environmental Assessment and Natural Resource Management Consultants have been engaged by East Gippsland Shire Council to undertake an independent compliance audit of the Operation and Maintenance Environmental Management Plan applicable to operation and maintenance of the ocean access boat ramp at Mallacoota.
This Audit Report covers the 2018 calendar year period. Previous similar audits have been undertaken by Ethos NRM for the 2015, 2016 and 2017 periods (Ethos NRM, 2017a, 2017b, 2018). For comparison purposes, all Mallacoota Ocean Access Boat Ramp audit reports by Ethos NRM follow a similar format and content.
1.1 Mallacoota Ocean Access Boat Ramp
Mallacoota Ocean Access Boat Ramp (MOABR) was constructed by East Gippsland Shire to facilitate improved launching facilities and ocean access at Bastion Point for commercial and recreational craft up to approximately 10 metres in length.
An existing boat ramp at Bastion Point was historically used by recreational fishers, commercial Abalone divers, fisheries patrols, emergency response agencies, Victorian Water Police, Coast Guard, and for servicing Gabo Island. The original boat ramp was used intensively during summer and Easter holiday periods, resulting in car and boat trailer parking often reaching capacity.
Bastion Point is also a popular surfing location and recreational swimming / beach bathing spot for both local residents and tourists.
Construction of the Mallacoota Ocean Access Boat Ramp at Bastion Point was undertaken under contract by GPM Constructions on behalf of East Gippsland Shire. Construction was completed in December 2014.
Ongoing operation and maintenance of the boat ramp facility is the responsibility of East Gippsland Shire, and is undertaken in accordance with various regulatory approvals and an Operation and Maintenance Environmental Management Plan (O&M EMP).
1.2 Operation and Maintenance Environmental Management Plan
Operation and maintenance of the Mallacoota Ocean Access Boat Ramp at Bastion Point is subject to a variety of statutory approvals which originate from a 2009 Ministerial Assessment of the Mallacoota Ocean Access Boat Ramp Environmental Effects Statement and subsequent Coastal Management Act Consent (DELWP, 2013). Conditions contained within these approvals are reflected in the Operation and Maintenance Environmental Management Plan.
The O&M EMP outlines the environmental management requirements to be complied with during operation and maintenance of the Ocean Access Boat Ramp and its related infrastructure at Bastion Point, Mallacoota.
Version ‘Final V2’ dated 1st December 2014 (Crossco, 2014) is the most recent O&M EMP document and forms the basis of this Audit. It is based on an earlier approved Plan (Version 5, dated 6th November, 2014) that addressed both construction and operation & maintenance requirements. The current ‘Final V2’ O&M EMP document only addresses operation & maintenance requirements.
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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Environmental and statutory approvals addressed by the O&M EMP include the Environment Protection and Biodiversity Conservation Act 1999 (Commonwealth), Environment Effects Act 1978, Coastal Management Act 1995, Environment Protection Act 1970, and the Planning and Environment Act 1987.
The O&M EMP comprises several parts/sections based on general requirements, operational and maintenance aspects, and an environmental risk assessment and register. In summary the approved EMP includes:
• Performance requirements for environmental management during the operational phase (post-construction) of the boat ramp;
• Performance requirements for environmental management of maintenance activities undertaken during the operational phase of the boat ramp;
• Risk assessment framework and project risk register; • Environmental objectives and targets for different components of the operation and
maintenance works; • Environmental controls, including standards and limits, to ensure that specific
objectives and targets are achieved; and • Responsibilities for implementing the EMP.
The Environmental Risk Assessment and Register included in Appendix 5 of the O&M EMP provides an evidence-based assessment of the potential impacts from construction and operational activities upon specific environmental values. The risk treatment / mitigation measures identified in the Environmental Risk Assessment are reflected as environmental controls in the O&M EMP.
Key values and risk events identified in the Risk Assessment and Register are:
• Airborne noise; • Coastal ecology and habitat; • Terrestrial habitat; and • Removal of native vegetation.
Specific environmental performance standards and targets to address the various risks are referred to as Project Delivery Standards (PDS) and Environmental Controls in the O&M EMP.
East Gippsland Shire, as the ‘owner and operator’ of Mallacoota Ocean Access Boat Ramp, is responsible for ensuring that all operational and maintenance activities relating to the MOABR comply with the O&M EMP. Council staff are responsible for day-to-day activities, and engage consultants / contractors for specialist tasks.
1.3 Auditor’s Statement
This Independent Audit has been completed in accordance with a Project / Audit Brief and is generally consistent with the requirements of ISO19011:2014. The Auditor is suitably qualified, experienced and competent to undertake the audit.
Ethos NRM has previously completed a variety work for East Gippsland Shire Council (EGSC), including:
Independent Compliance Audit of Environmental Management Plan for both
construction and for operation & maintenance of Mallacoota Ocean Access Boat
Ramp
Development of management plans for foreshore, recreation / open space and
ecologically sensitive areas managed by EGSC;
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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Development and involvement in preparation of environmental and planning
strategies for rural land and ecologically sensitive areas;
Independent reviews and status assessments of previously prepared management
plans;
Independent compliance reviews of previously completed revegetation works; and
Independent assessment and reporting of environmental values and potential
impacts of proposed Council works.
In addition, Ethos NRM regularly prepares environmental impact reports to accompany planning permit applications by third parties, which are then subsequently assessed by Council statutory planning staff for approval.
Ethos NRM has had no direct involvement in undertaking environmental assessments, reporting or gaining approvals associated with establishment or operation of the MOABR. Ethos NRM did provide Council with advice regarding the scope and content of the original 2015 Project/Audit Brief for MOABR audits.
East Gippsland Shire Council and Ethos NRM both assessed the potential for a conflict of interest, and concluded that the previous work by Ethos NRM in no way compromises the independence of Ethos NRM in undertaking this audit, nor does the previous work constitute a Conflict of Interest.
2 INDEPENDENT AUDIT
2.1 Audit Scope and Objective
This Independent Audit seeks to establish the extent to which operation and maintenance of the Mallacoota Ocean Access Boat Ramp complies with the requirements of the O&M EMP.
The Objectives of the Independent Audit, as specified in the Audit Brief (East Gippsland Shire Council, February, 2018), is to:
1. Undertake an independent compliance audit of the approved EMP including:
independently assess implementation of the EMP; and
independently gather information that verifies compliance against all the
Environmental Controls specified in the EMP.
2. Advise East Gippsland Shire of any non-conformances with the EMP.
3. Provide a written audit report to East Gippsland Shire outlining:
the extent of compliance against all Environmental Controls specified in the
EMP; and
any potential improvements to the audit process for subsequent ‘operational
and maintenance’ audits.
(Note Council did not issue a detailed for this 2018 audit, instead issued an ‘email brief’ requesting that the previous Audit Brief be used for reference.)
Importantly, the Audit Brief highlights that the Independent Audit is not an assessment of the boat ramp design or environmental values at Bastion Point. The Audit relates only to an assessment of compliance with the approved MOABR O&M EMP.
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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This Independent Audit relates only to the operational and maintenance phase of MOABR. The Audit Brief explicitly excludes auditing of construction aspects, which have been separately audited following completion of the construction phase (Ethos NRM, 2015).
2.2 Audit Period
This Audit Report covers operations and maintenance activities at Mallacoota Ocean Access Boat Ramp for the 2018 calendar year period. This audit was undertaken between March and April, 2019.
Conditions of the Coastal Management Act Consent require that a separate independent operations and maintenance audit is undertaken and reported upon annually.
Previous Audit Reports cover the 2015, 2016 and 2017 periods (Ethos NRM, 2017a, 2017b, 2018).
2.3 Operations and Maintenance Activities
2.3.1 Area of Operations and Maintenance
The area within which Council’s operations and maintenance activities are permitted to occur is defined by a formal Crown Land Lease area on Plan of Crown Allotment OP123390, which is illustrated in Appendix 1 of the O&M EMP, and is reproduced below.
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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2.3.2 Definitions and Activities
‘Operations’ is defined in the O&M EMP as:
Operations include the launching and / or retrieval of vessels and temporary berthing of vessels associated with launching and retrieval of vessels. Operational activities will be carried out by commercial, recreational and Government Agency users.
Operations will be undertaken in accordance with the Maritime Safety Operational Manual as required by condition 3 of the Coastal Management Act consent dated 14 January 2013.
‘Maintenance’ is defined in the Audit Brief as:
Maintenance works are defined as works required or undertaken to preserve the infrastructure constructed in good working order, and as near to “as designed” and “as constructed” for as long as possible.
These works may be routine or on an “as required” basis.
Maintenance works are the responsibility of EGSC and will be carried out by or on behalf of EGSC.
Operations and maintenance activities that may occur at MOABR are listed in Appendix 1 of the O&M EMP, and include but are not necessarily limited to:
Establish environmental & cultural heritage management controls and OHS in
accordance with approved plans
Removal of sand and/or kelp from boat ramp
Landscaping
Timber structures (jetty, bollards, walkway)
Roadways and pedestrian access paths
Breakwater
Navigational aids
Ablutions
Lighting
Pavement line marking
Signage
Navigational channel
Servicing infrastructure (electricity, sewer, water)
Parking of vehicles and associated trailers.
2.4 Audit Methodology and Standards
Requirements of AS/NZS ISO 19011:2014 Guidelines for Auditing Management Systems have been used to direct this audit. AS/NZS ISO 19011:2014 provides a clear systematic approach for undertaking audits and allows for a consistent approach across multiple or recurrent audits. Definitions used throughout this Audit Report are generally consistent with AS/NZS ISO 19011:2014.
The audit methodology is consistent with the Audit Brief issued by Council and with the Coastal Management Act Consent conditions stipulated by the Department of Environment Land Water and Planning (DELWP, 2013).
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
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E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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The environmental requirements, standards and limits assessed by this audit are listed as ‘Project Delivery Standards’ (PDS) and ‘Environmental Controls’ in the O&M EMP, and are referred to in this report as Audit Criteria for the purposes of assessing compliance with the O&M EMP. The individual Audit Criteria are listed in the ‘Register of Environmental Objectives and Targets’ of the O&M EMP (Table 4 to Table 10, Appendix 4), and in Table 3 of the O&M EMP.
An Audit Plan was developed in cooperation with East Gippsland Shire Council staff to direct specific audit tasks and to ensure the audit objectives and methodology were clear.
The audit methodology involved:
Audit Commencement Meeting
o Agreed Audit Plan
o Confirmation of Audit Criteria
o Confirmation of compliance rankings
Exchange of audit evidence and related information
Audit meetings
On-site inspection at Bastion Point
Audit assessment
Issuing of Draft Audit Findings
Issuing of Final Audit Findings
Audit Closure
2.5 Audit Meetings, Audit Evidence and Site Inspections
An audit inception / commencement meeting was held on 14th March 2019, where the Draft Audit Plan, method and Audit Criteria were confirmed.
Subsequent meetings, phone calls and email exchanges took place over the following weeks in order to facilitate the transfer and assessment of information and Audit Evidence provided by Council staff, and to discuss recommendations made in the previous MOAB compliance audits (2015, 2016 and 2017) for a range of improvements.
All available evidence was freely provided by EGSC to the Auditor.
A site inspection and meeting was undertaken at Mallacoota by Ethos NRM on 19th March, 2019, which afforded the Auditor with first-hand observational evidence of the boat ramp, dredging equipment, and the Catfish dredge vessel which was located at the EGSC depot.
Assessment of Audit Evidence occurred in March and April 2019.
The Auditor also benefited from his familiarity of the general Bastion Point boat ramp environs, having visited the site on numerous occasions before and subsequent to this audit, for matters other than this audit. These occasions allowed the Auditor to observe day-to-day operational aspects of the boat ramp.
A draft Audit report was issued to East Gippsland Shire on 17th April, 2019.
A Final Audit report, incorporating minor text edits, was issued to East Gippsland Shire on 24th April, 2019, and Audit Closure is expected to occur in late April, 2019.
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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2.6 Compliance Rankings
Compliance Rankings and definitions listed in the Audit Brief were confirmed at the Commencement Meeting as being appropriate for use in undertaking a compliance audit of the O&M EMP.
Table 1 below lists the adopted compliance rankings.
The ranking applied to an O&M EMP non-conformance (ie Minor, Major or Critical), was determined by assessing the extent to which the non-conformance impacts on environmental values, as outlined in the Environmental Risk Register included in Appendix 5 of the O&M EMP, and with the regulatory (legal) approvals governing that specific non-conformance.
Table 1: Compliance Ranking Definitions
Compliance Rank / Grade
Description
Fully Compliant There is sufficient evidence to confirm that actions have been undertaken, prepared and/or implemented in full compliance with the requirements of the auditable element.
Compliant but with Improvements Required
There is evidence to confirm that actions have been implemented to achieve compliance with the auditable element, but improvements are required to achieve Full Compliance.
Minor Non-Compliance
The evidence shows that actions are not in full compliance with the requirements of the auditable element but it is unlikely that this will cause the environment to be seriously affected.
Major Non-Compliance
The evidence shows that actions are not in full compliance with the requirements of the auditable element and this gives risk to a high potential that the environment will be seriously affected if the non-compliance is not rectified.
Critical Non-Compliance
The evidence shows that actions are not in full compliance with the requirements of the auditable element and this gives rise to a serious or imminent risk to the environment.
Undetermined There is insufficient evidence to make a judgement on compliance.
Not Applicable The auditable element falls outside the scope of the audit, eg. work relevant to the environmental control/standard has not yet commenced.
3 DECLARED NON-CONFORMANCES
During the commencement and audit meetings, East Gippsland Shire staff indicated that there had been a single operational incident during 2018. This involved a minor hydraulic leak on the Catfish dredge whilst the vessel was operating. Details are provided under Audit Criteria 20, in the Detailed Audit Findings (Appendix 1).
In addition Council staff also indicated that there was an unannounced site visit by WorkSafe Victoria that resulted in a Compliance Notice being issued. Details are described in Audit Criteria 6, in the Detailed Audit Findings (Appendix 1).
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
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E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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4 AUDIT FINDINGS
4.1 Audit Criteria
The environmental requirements, standards and limits evaluated by this audit are listed as Project Delivery Standards and Environmental Controls in the MOABR O&M EMP, and are referred to in this audit report as Audit Criteria for the purposes of assessing compliance with the O&M EMP.
Detailed Project Delivery Standards and Environmental Controls are listed in Table 4 to Table 10 of the ‘Register of Environmental Objectives and Targets’, Appendix 4 of the O&M EMP. The tables address the following Audit Criteria themes:
General Management of Maintenance Activities
Marine-based works
Dredging / excavation and plume
Channel maintenance schedule
Dredged / excavated material management
Land based standards
Additional Audit Criteria listed in Table 3 of the O&M EMP relate to External Notification and Reporting.
A summary of the Audit Criteria assessed for this Audit are listed in Table 2 of this report, with further detail provided in Appendix 1 (Detailed Audit Findings).
4.2 Audit Findings
A detailed assessment of compliance against all Audit Criteria is documented in Appendix 1: Detailed Audit Findings.
Audit findings are summarised in Table 2 below. Findings are listed only for the 2018 operational and maintenance phase of the MOABR. An audit of construction activities was completed separately in 2015 (Ethos NRM, 2015), and previous operational and maintenance audits for 2015, 2016 and 2017 were reported on separately (Ethos NRM 2017a; Ethos NRM 2017b, Ethos NRM 2018).
A total of thirty four (x34) Audit Criteria have been assessed by the Auditor, with the following results (excluding three (x3) additional Not Applicable results), which are also depicted in Plot 1:
47.1% of Audit Criteria are Fully Compliant (16 out of 34)
8.8% of Audit Criteria are Compliant but Improvements Required (3 out of 34)
29.4% of Audit Criteria are a Minor Non-Compliance (10 out of 34)
0.0% of Audit Criteria are a Major Non-Compliance (0 out of 34)
0.0% of Audit Criteria are a Critical Non-Compliance (0 out of 34)
14.7% of Audit Criteria are Undetermined due to lack of Evidence (5 out of 34)
Excludes Audit Criteria that are Not Applicable (3 criteria)
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
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E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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Less than half (47.1%) of the assessed Audit Criteria are Fully Compliant, and approximately one tenth (8.8%) are Compliant but Require Improvements.
There are no Critical Non-Compliances and no Major Non-Compliance. However, a significant proportion of Audit Criteria (29.4%) are a Minor Non-Compliance.
In addition, a considerable proportion of Audit Criteria (14.7%) were Undetermined due to a lack of Audit Evidence.
An initial Major Non-Compliance finding (for Audit Criteria 7a) was presented to EGSC staff in the Draft Audit Report, but was upon review of the O&M EMP, amended to Not Applicable, with a recommendation to clarify the O&M EMP intent.
Plot 1: MOABR O&M EMP Compliance Results for 2018
These 2018 Audit Findings are similar to the results determined for 2015, 2016 and 2017 (see Plot 2), although there has been a slight improvement in the number of Fully Compliant results and a slight increase in the number of Minor Non-Compliance audit findings, with a corresponding reduction compared to previous years in the Compliant but Improvement Required.
The underlying cause of these changes and lack of substantial improvement is canvased in the Discussion Section below.
47.1%
8.8%
29.4%
0.0% 0.0%
14.7% Fully Compliant
Compliant
Minor Non-Compliance
Major Non-Compliance
Critical Non-Compliance
Undetermined
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
E N V I R O N M E N T A L A S S E S S M E N T & N A T U R A L R E S O U R C E M A N A G E M E N T
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Table 2: Summary of Audit Criteria Compliance Findings for 2017
Audit Criteria
Fu
lly
Co
mp
lia
nt
Co
mp
lia
nt
bu
t
imp
rovem
en
ts
req
uire
d
Min
or
No
n-
Co
mp
lia
nc
e
Ma
jor
No
n-
Co
mp
lia
nc
e
Cri
tic
al
No
n-
Co
mp
lia
nc
e
Un
de
term
ine
d
(du
e t
o la
ck
of
Ev
ide
nce
)
No
t
Ap
pli
ca
ble
1. Hours of operation x1
2. Airborne noise x1
3. Waste management x3 x2
4. Equipment maintenance x1
5. Fuels, oils, chemicals and hazardous goods
x1
6. Emergency response preparedness
x1 x1 x1
7. Marine pests x1 X3
8. Vessel Refuelling x1
9. Cetacean – vessel manoeuvring x1
10. Heritage (marine based) – identification of potential relics
x1
11. Dredging / excavators and plume
x2
12. Dredging / excavator schedule x1
13. Consideration of season sensitivities
x1
14. Dredged / excavated material disposal
x1 x1
15. Disposal site monitoring x1
16. Excavation, placement and stockpiling of material
x1
17. 17. Removal and management of native vegetation
x2
Continued …..
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
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Table 2: continued
Audit Criteria
Fu
lly
Co
mp
lia
nt
Co
mp
lia
nt
bu
t
imp
rovem
en
ts
req
uire
d
Min
or
No
n-
Co
mp
lia
nc
e
Ma
jor
No
n-
Co
mp
lia
nc
e
Cri
tic
al
No
n-
Co
mp
lia
nc
e
Un
de
term
ine
d
No
t
Ap
pli
ca
ble
18. Weeds and pest animals x1 x2
19. Sediment transport control x2
20. External notification and reporting
x2 x1
TOTALS 16 3 10 0 0 5 3
% TOTALS (excl Not Applicable)
47.1% 8.8% 29.4% 0.0% 0.0% 14.7%
4.3 Positive Audit Outcomes
Positive outcomes from this independent compliance audit of the MOABR EMP for operations and maintenance activities at Bastion Point during 2018 are:
Successful operation of EGSC Catfish dredge vessel throughout the year
Continued preparedness and commitment by EGSC on-site operational staff to
operate and maintain MOABR in accordance with the intent of all regulatory
requirements and the MOABR O&M EMP
Successful introduction of Bastion Pt Dredging Operations Work Diary / Log Book
for recording operational details whilst dredge is being operated.
Continued strong working relationship and operational / procedural arrangements
between EGSC on-site operational staff and contractors working at MOABR,
particularly KcKinnon Earth Constructions, Kina Diving, and Environmental Marine
Solutions
No major operational incidents resulting in catastrophic environmental impact
No Critical Non-Compliance and no Major Non-Compliance audit findings
47.1% of assessed Audit Criteria are Fully Compliant
Additional operational details are being recorded by staff on the Weekly Inspection
Logs.
Improvements have been made by acting upon a number of the previous
Recommendations for Improvements.
Successful removal of navigation hazard (dislodged rock) in channel
Details are documented in Appendix 1: Detailed Audit Findings.
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4.4 Non-Compliances
As found in previous independent compliance audits of the MOABR O&M EMP, operation and maintenance of MOABR at Bastion Point has been undertaken professionally and with the correct intent by EGSC staff. However, this audit, (as with previous year’s audits) has identified a variety of adverse findings for the 2018 period, including:
A significant proportion of Audit Criteria (29.4%) are a Minor Non-Compliance
Large proportion (14.7%) of Audit Criteria were Undetermined due to a lack of
Audit Evidence
Improvement is required in relation to 8.8% of assessed Audit Criteria that are
otherwise Compliant
Failure to capture and record all necessary information to demonstrate compliance
Incomplete records of contractor work practices, particularly operational logs, SOP
and SWMS documentation
Lack of documented evidence, primarily from Contractors, relating to:
o storage and handling of fuels, oils, chemicals and hazardous goods,
particularly for contractor’s equipment
o emergency response procedures, including for oil spills, man overboard,
and training
o equipment maintenance
Lack of GPS evidence to demonstrate that all dredging and/or excavation activity
remains within the identified channel zones
Incomplete notification to government agencies of potential and confirmed
environmental incidents.
These Non-compliances are again similar in nature and frequency to the results determined for 2015, 2016 and 2017. Importantly, the non-compliances have not come about due to any wilful act to purposefully avoid compliance with the MOABR O&M EMP. Rather they result from Council establishing work practices – which are often adequate in their own right – but fail to take into account the O&M EMP’s specific requirements for record keeping and documentation.
All Non-Compliances are documented in Appendix 1: Detailed Audit Findings.
4.5 Areas for Improvement
A substantial number of improvements have been identified throughout the Detailed Audit Findings listed in Appendix 1. These recommendations are summarised in Table 3 and reflect both the “Compliant but with Improvements Required” compliance grading, and less critical improvements associated with outcomes that still have scope for improvement during the ongoing operational and maintenance phase of MOABR.
Table 3 covers both i) improvements required of EGSC, and ii) recommendations to review and improve the MOABR O&M EMP.
In summary, improvements required of EGSC focus on ensuring that existing work practices – which (as noted above) are often adequate in their own right – are enhanced to better reflect specific requirements stated the MOABR O&M EMP, and to ensure all the
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necessary information is captured and recorded so that compliance with the Audit Criteria can be easily demonstrated.
Recommendations for review and improvements to the MOABR O&M EMP focus on ensuring the EMP is relevant to the actual type of dredging and excavation being undertaken by EGSC at MOABR, and that it is ‘value adding’ to the overall efficiency of operations and maintenance activities, whilst at all time preventing adverse environmental impacts.
All Areas for Improvement are documented in the Detailed Audit Findings (Appendix 1).
Table 3: Recommended Improvements
Recommendations for Improvements
Improvements Required of EGSC
Develop comprehensive response procedures / arrangements / systems (ie
SOP’s SWMS etc), in co-operation with all staff and contractors, to ensure
sufficient systems are in place to mitigate threat of an oil spill or noxious
substance discharge during operation of any machinery near or over water (eg
dredge, excavators, front-end loaders).
Develop data capture and record keeping protocol to demonstrate maintenance
of all Contractor’s plant and equipment.
Modify EGSC Weekly Inspection Logs and EGSC Bastion Pt Dredging
Operations Work Diary / Log Book to include inspection for all on-site hazardous
materials (including confirmation that none is on-site).
Create Hazardous Substances Register and establish system for documenting
and retaining records of all hazardous materials used by contractors .
Require Contractors to develop and submit “waste management arrangements
to include waste minimization, containment, segregation and appropriate reuse,
recycling, treatment and disposal”.
Develop and test emergency response procedure (including for all contractors),
and retain records in accordance with App 8 & 10 of O&M EMP.
Document staff oil spill response training.
Document existence of oil spill response kits for all contractor’s and equipment.
Develop procedures and data capture / record keeping protocols to minimise the
threat of introducing marine pests from Catfish Dredge and support vessels
being used in waters beyond Mallacoota, including a register of all necessary
decontamination certification.
Implement training to enable staff to identify and report potential marine pests,
particularly when Catfish Dredge is used in waters beyond Mallacoota.
Develop and implement operational procedure for response to Cetacean
sightings during operation of dredge and support vessels.
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Recommendations for Improvements
Continued …..
Develop and implement improved method for recording that all dredging and/or
excavation activity remains within the identified channel zones.
Continue liaison with DELWP to investigate options and gain Coastal
Management Act Consent approval for improvements to dredge / excavated
material disposal site management. Objective should be to prevent ‘circular
flow’ resulting in deposited material being washed southwards back onto boat
ramp apron and back into launching channel.
Prepare a Performance Report to DELWP on management of disposal site,
including options for prevention of ‘circular sand flow’ and deposition of rocks
resulting excavation of shallow areas inaccessible by dredge.
Review and Improve MOABR O&M EMP
Amend O&M EMP to better distinguish allowable work hours for machinery use
(eg dredging) verses routine maintenance (eg toilet cleaning).
Review O&M EMP to consider applicability of Airborne Noise Standard
Review O&M EMP Audit Standard / Criteria 7B to determine if applicable.
Update O&M EMP to reflect most current version of EPA Publication 949, if
remains relevant.
Reword O&M EMP Audit Standard / Criteria 7a to better reflect dredge and
support vessels being used at MOABR.
Review O&M EMP Audit Standard / Criteria 7C to determine if applicable.
Update O&M EMP to reflect most current version of Australian Ballast Water
Management Requirements, if remains relevant.
Update O&E EMP to correctly identify that Crossco Drawing No. 1579/007-B has
been updated to 1579/007-C.
Review O&M EMP Audit Standard / Criteria 11B to better reflect equipment
being used at MOABR.
Review O&M EMP to consider appropriateness of Criteria 18a within O&M EMP
rather than managed thorough corresponding By-Laws. Alternatively, amend
Weekly Inspection Logs to include checks for domestic animal restrictions.
Review O&M EMP to consider appropriateness of “Imported Soil” Criteria within
O&M EMP. Alternatively, amend Weekly Inspection Logs to include checks for
imported soil.
Amend O&M EMP to clarify intent of DELWP ‘Notification’ Audit Criteria.
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4.6 Previous Audit Findings
Audit Findings from previous operational and maintenance activities at MOABR have been documented in three separate reports similar to this audit report, and issued to Council at the conclusion of each audit.
Plot 2 highlights that the 2018 Audit Findings are similar to the results determined for 2015, 2016 and 2017, although there has been a slight improvement in the number of Fully Compliant results and a slight increase in the number of Minor Non-Compliance audit findings, with a corresponding reduction compared to previous years in the Compliant but Improvement Required
The underlying cause of these changes and lack of substantial improvement is canvased in the Discussion Section below.
Plot 2: Comparison of Previous Audit Results
The 2015 and 2016 audit reports were not distributed within Council to either an Audit & Risk Committee, nor to operational staff responsible for day-to-day management of the Mallacoota boat ramp at Bastion Point. The 2017 audit report was circulated internally on only a very limited basis.
MOABR O&M EMP audits do not form part of a broader Annual Audit Plan undertaken by Council, and hence were not subjected to the levels of review and action other similar audit reports commonly adhere to. Consequently there has been no formal process to address previous audit findings, nor put in place the necessary resources to enable staff to make the recommended improvements. The EGSC Works Supervisor responsible for
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MOABR was unaware of previous the Audit Findings until the commencement of the 2017 audit. A Council staff member recently appointed to oversee on-site MOABR activities was not aware of the 2017 Audit Findings.
Hence, whilst some of the previous Audit Findings have been addressed through staff making ‘opportunistic’ improvements, there is still no formal ‘improvement process’ and many of the findings remain ‘Open’. This is reflected by the 2018 Audit Findings again being very similar to those from 2015, 2016 and 2017, including similar Non-compliances and similar Improvements being ‘carried forward’ from previous years.
5 CONCLUSION
Operation and maintenance of the Mallacoota Ocean Access Boat Ramp at Bastion Point during 2018 was subject to a variety of ‘Environmental Controls’ specified in the Mallacoota Ocean Access Boat Ramp Operations and Maintenance Environmental Management Plan (MOABR O&M EMP).
This Independent Audit has assessed thirty four (x34) individual Audit Criteria (ie Standards) to determine compliance of operations and maintenance activities with the requirements of the O&M EMP.
Operation and maintenance activities during 2018 involved dredging, excavation, sand management, ramp cleaning, signage, traffic management, responding to operational incidents, and preparedness to respond to emergency situations.
Based on the evidence made available by East Gippsland Shire and on-site inspections, the Auditor found 55.9% of the assessed criteria to be either Fully Compliant, or Compliant but Improvements Required, with a further 29.4% showing a Minor Non-Compliance. There were no Critical Non-Compliances nor Major Non-Compliance audit findings for 2018.
Compared to previous audits, the Auditor again found a considerable lack of documentation, and whilst there has been a steady reduction in the number of Compliant but Improvements Required results, there is still scope for further improvement relating to operational & maintenance activities at MOABR.
In summary:
47.1% of Audit Criteria are Fully Compliant (16 out of 34)
8.8% of Audit Criteria are Compliant but Improvements Required (3 out of 34)
29.4% of Audit Criteria are a Minor Non-Compliance (10 out of 34)
0.0% of Audit Criteria are a Major Non-Compliance (0 out of 34)
0.0% of Audit Criteria are a Critical Non-Compliance (0 out of 34)
14.7% of Audit Criteria are Undetermined due to lack of Evidence (5 out of 34)
An additional three Audit Criteria are considered Not Applicable for this audit assessment.
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Areas of Non-Compliance include:
Failure to capture and record all necessary information to demonstrate compliance
Incomplete records of contractor work practices, particularly operational logs, SOP
and SWMS documentation
Lack of documented evidence, primarily from Contractors, relating to:
o storage and handling of fuels, oils, chemicals and hazardous goods,
particularly for contractor’s equipment
o emergency response procedures, including for oil spills, man overboard,
and training
o equipment maintenance
Lack of GPS evidence to demonstrate that all dredging and/or excavation activity
remains within the identified channel zones
Incomplete notification to government agencies of potential and confirmed
environmental incidents.
Recommended improvements focus on ensuring that existing works are enhanced to better reflect specific requirements from the MOABR O&M EMP, and to ensure that all the necessary information is captured and recorded so that compliance with the Audit Criteria can be easily demonstrated.
Recommendations for review and improvements to the MOABR O&M EMP focus on ensuring the EMP is relevant to the actual type of dredging and excavation being undertaken by EGSC at MOABR, and that it is ‘value adding’ to the overall efficiency of operations and maintenance activities whilst at all times preventing adverse environmental impacts. As stated following completion of all previous MOABR audits, the EMP should be substantially edited. Re-grouping the EMP content to combine similar Standards and Controls (ie. Audit Criteria) will provide Council with a better tool to more efficiently record and demonstrate compliance across all the necessary issues. Updating the MOABR O&M EMP will also greatly improve Council’s ability to manage the facility more efficiently.
Importantly, the non-compliances and need for improvements identified in this audit report have not come about due to any wilful act to purposefully avoid compliance with the MOABR O&M EMP. Rather they result from Council staff establishing work practices – which are often adequate in their own right – but fail to take into account the O&M EMP’s specific requirements for record keeping and documentation. East Gippsland Shire’s staff responsible for operation and maintenance of the MOABR at Bastion Point have made a conscious effort to implement improvements, and continue to actively and diligently manage the site with the resources made available to them.
Restricted pedestrians access during dredging operations resulted in several instances where members of the public became hostile and abusive towards Council staff, including an instance in 2018 which required police attention. This no doubt impacts on staff morale and their ability to manage the site efficiently.
The lack of substantial improvement in Fully Compliant audit findings over the four year period between 2015 and 2018 highlights that a review of Council’s management approach at MOABR is required. The O&M EMP should be seen as a tool to assist Council operate the site safely and efficiently, with minimal impact to the surrounding environment. Reviewing and updating the EMP to be better aligned with Council’s operational activities will enable streamlined work practices and accurate record keeping,
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which can be used to readily show compliance with the EMP standards. Including MOABR O&M EMP audits as part of Council’s broader Annual Audit Plan, having increased internal circulation and empowering Council staff with the necessary resources to make improvements, will engender greater ownership and drive a cultural shift towards seeing the EMP and related audits as a useful tool, rather than a burden.
DELWP (as regulator of the Coastal Management Consent for MOABR) have provided only limited feedback on previous Audit Findings. Council should liaise with DELWP and gain their support to transform the O&M EMP and related Audit process into a mutually beneficial undertaking.
The Auditor acknowledges and appreciates the manner in which all relevant information and evidence was made readily and freely available during the course of this Audit.
ERIC SJERP Date: 24th April, 2019 Principal Consultant / Managing Director
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6 REFERENCES
Crossco, 2013. Mallacoota Ocean Access Boat Ramp Environmental Management Plan. Prepared for East Gippsland Shire Council
Crossco, 2014. Operations and Maintenance Environmental Management Plan: Bastion Point, Mallacoota (Final V2, December 2014). Prepared for East Gippsland Shire Council
DELWP, 2013. Coastal Management Act approval, Department of Environment Land Water and Planning, January 2013
East Gippsland Shire, 2019. Audit Brief (email), February 2019
Ethos NRM, 2015. Mallacoota Ocean Access Boat Ramp at Bastion Point: Independent Compliance Audit of (Construction) Environmental Management Plan. Prepared for East Gippsland Shire Council
Ethos NRM, 2017a. Mallacoota Ocean Access Boat Ramp at Bastion Point: Independent Compliance Audit of Environmental Management Plan. 2015 Operation and Maintenance. Prepared for East Gippsland Shire Council
Ethos NRM, 2017b. Mallacoota Ocean Access Boat Ramp at Bastion Point: Independent Compliance Audit of Environmental Management Plan. 2016 Operation and Maintenance. Prepared for East Gippsland Shire Council
Ethos NRM, 2018. Mallacoota Ocean Access Boat Ramp at Bastion Point: Independent Compliance Audit of Environmental Management Plan. 2017 Operation and Maintenance. Prepared for East Gippsland Shire Council
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7 APPENDIX 1: Detailed Audit Findings
Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
Table 4: GENERAL MANAGEMENT OF MAINTENANCE ACTIVITIES
Objective:
To plan and implement maintenance aspects of MOA.
To ensure materials are appropriately stored, handled and disposed of.
Application:
Throughout all MOA maintenance activities
Target:
Conformance with all environmental limits and controls Operations and Maintenance Risk Register.
1. Hours of operation Evidence Audit Findings and Comments Compliance
a. All activities must be
conducted in accordance
with EPA guidelines, except
where explicitly restricted
within this EMP, or by
legislation.
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Copies of EGSC emails regarding operations and maintenance activities
“Maintenance” hours apply to all works required to maintain MOABR facility. O&M EMP makes poor distinction between dredge use, machinery use and other routine maintenance (eg toilet cleaning) outside of specified hours.
Dredging Operations Work Diary / Log Book records the dredge operating hours and indicates which contractor machinery is on site:
KcKinnon Earth Construction – excavator and loader hire and use for sand removal
Environmental Marine Solutions - machinery hire and use for ramp cleaning - Kelp
Kina Diving machinery hire and use for rock hazard removal and underwater inspections
No individual records from separate Contractors were made available, other than several invoices. Available evidence suggests all operations and maintenance activities occurred during daytime.
Fully Compliant
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
Improvement:
Amend O&M EMP to better distinguish allowable work hours for machinery use (eg dredging) verses routine maintenance (eg toilet cleaning).
2. Airborne noise Evidence Audit Findings and Comments Compliance
a. All activities must be
conducted in accordance
with Noise from Industry in
Rural Victoria (NIRV: EPA
Publication 1411).
None sighted
No Evidence of quantitative noise monitoring against Standards.
Auditor concludes there is a lack of evidence for quantitative noise monitoring, hence the Audit Criteria cannot be assessed with confidence.
Improvement:
Review O&M EMP to consider applicability of Airborne Noise Standard
Undetermined (due to lack of Evidence)
3. Waste management Evidence Audit Findings and Comments Compliance
a. All EGSC works crew
contractors engaged to have
independent waste
management arrangements
to include waste
minimization, containment,
segregation and appropriate
reuse, recycling, treatment
and disposal.
EGSC Weekly Inspection Logs
Photographs
Auditor’s visual observations
EGSC Weekly Inspection Logs record maintenance activities relating to waste, bins and toilets.
On-site bins observed by Auditor.
Toilet cleaning contractor engaged to maintain toilets.
No indication or suggestion that waste is not being managed appropriately.
However no evidence provided to demonstrate that “contractors engaged … have independent waste management arrangements ……”
Auditor concludes the available evidence suggests waste is being managed appropriately and there has been no impact to environmental values, although no Contractor documentation exists, hence the Audit Criteria is not met and therefore is considered a Minor Non-Compliance.
Minor Non-Compliance
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
Improvement:
Require Contractors to develop and submit “waste management arrangements to include waste minimization, containment, segregation and appropriate reuse, recycling, treatment and disposal”.
b. All waste must be removed
from the site.
EGSC Weekly Inspection Logs
Photographs
Auditor’s visual observations
EGSC Weekly Inspection Logs record occasional waste and bins maintenance activities.
EGSC staff advised Auditor that all waste removed from site. Photographs demonstrate site to be free of ‘waste’ from operations and maintenance activities.
No waste observed on site by Auditor.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
Fully Compliant
c. The handling and disposal of
unexpected materials
identified during dredging/
excavation/maintenance (eg.
inert debris such as concrete
and timber) to be included in
waste management
arrangements.
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Notes from interview with EGSC staff
Copies of EGSC emails regarding operations and maintenance activities
No record of unexpected materials being encountered during operations and maintenance activities.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
Fully Compliant
d. All waste bins must be
wildlife proof so as to
eliminate litter and access by
wildlife and/or encourage
vermin.
Auditor’s visual observations
Photographs
EGSC Weekly Inspection Logs
Evidence suggests on-site waste bins (small) are fitted with lids.
No report of wind-blown litter. No report of injury to wildlife.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
Fully Compliant
e. All waste to be managed in EGSC Weekly Inspection EGSC Weekly Inspection Logs record waste and bins maintenance activities. Minor
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
accordance with:
Environment Protection Act 1970 (Vic)
Pollution of Waters by Oil and Noxious Substances Act 1986 (Vic)
Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Auditor’s visual observations
Photographs
EGSC Catfish Dredge SWMS
Auditor observed oil spill response equipment on-board Catfish Dredge and at EGSC depot.
EGSC Works Supervisor advised Auditor that oil spill response equipment was stationed onsite for all works activities, and contractors carried additional oil spill response equipment. Photographs and email records demonstrate oil spill response equipment at ramp ready for deployment during dredging and excavation. Photographs illustrate oils spill kits on some contractor equipment.
Auditor has previously sighted KcKinnon Earth Construction’s procedures for oil spill and noxious substance discharge (Project Management Plan, Daily Logs, SWMS Checklist), however no evidence provided for 2018 year.
Minor hydraulic leak occurred as discussed under Criteria 20 below.
Auditor concludes oil spill response equipment is adequately stationed on-site and within (some) equipment, ready for deployment. However the available evidence suggests there is a lack of documented response procedures for oil spill and noxious substance discharge by all contractors using equipment / machinery near or over water (Appx 7 O&M EMP). Whilst there has been no resulting impact to the environment, the Audit Criteria is not met and hence is considered a Minor Non-Compliance.
Improvement:
Develop comprehensive response procedures / arrangements / systems (ie SOP’s SWMS etc), in co-operation with all staff and contractors, to ensure sufficient systems were in place to mitigate threat of an oil spill or noxious substance discharge during operation of any machinery near or over water (eg dredge, excavators, front end loaders).
Non-Compliance
4. Equipment maintenance Evidence Audit Findings and Comments Compliance
a. Maintenance programs will
be implemented for all plant
and equipment as defined in
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging
EGSC Weekly Inspection Logs mention equipment and machinery use. Dredging Operations Work Diary / Log Book mention Tool box meetings. EGSC Catfish Dredge pre-start check lists have been completed, however no
Minor Non-Compliance
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
EGSC procedures and the
Occupational Health and
Safety Regulations 2007
(Vic).
Operations Work Diary / Log Book
EGSC Catfish Dredge SWMS
EGSC Catfish Dredge pre-start check list
KcKinnon Earth Constructions SWMS
record of machinery maintenance logs were provided.
Machinery inspection and maintenance logs were provided for EGSC truck and dredge trailer.
No records were sighted of machinery maintenance for Contractor’s equipment: excavation, diving inspections, ramp cleaning etc.
Available evidence suggests equipment maintenance records are documented for Council equipment, but no evidence exists for contractor plant and equipment. The Audit Criteria is not fully met and hence is considered a Minor Non-Compliance.
Improvement:
Develop data capture and record keeping protocol to demonstrate maintenance of all Contractor’s plant and equipment.
5. Fuels, oils, chemicals
and hazardous goods Evidence Audit Findings and Comments Compliance
a. Storage and handling of
chemicals in accordance
with:
Dangerous Goods Act 1985 (Vic)
Pollution of Waters by Oil and Noxious Substances Act 1986 (Vic)
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Notes from interview with EGSC staff
Ecoterra Oil Safety Data Sheet
Auditor’s visual observations
EGSC Catfish Dredge SWMS
Auditor observed oil spill response equipment on-board Catfish Dredge and at EGSC depot.
EGSC Works Supervisor advised Auditor that no oil, fuel, noxious substances or dangerous goods were stored onsite at MOABR during normal operations in 2018 (ie. when no equipment is used onsite), nor when machinery was onsite for maintenance works, and that no equipment re-fuelling occurred on-site.
EGSC Works Supervisor has successfully implemented use of ‘eco-friendly’ Ecoterra Oil in operations and maintenance of all Council machinery / equipment,
No records available of any oils, fuels, noxious substances or dangerous goods that were stored onsite by contractors at MOABR.
Auditor did not sight any SOPs or SWMS for ‘Working Near or Over Water’ (Appx 7 O&M EMP) completed by contractors.
Auditor concludes there is a lack of documentation relating to storage and
Minor Non-Compliance
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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Audit Criteria Evidence Audit Findings and Comments Compliance
handling of fuels, oils, chemicals and hazardous goods for machinery used on-site, but that there was no resulting impact to the environment, and hence the Audit Criteria is not fully met and is therefore considered a Minor Non-Compliance.
Improvement:
Modify EGSC Weekly Inspection Logs and EGSC Bastion Pt Dredging Operations Work Diary / Log Book to include inspection for all on-site hazardous materials (including confirmation that none is on-site). Create Hazardous Substances Register and establish system for documenting and retaining records of all hazardous materials used by contractors .
6. Emergency response
preparedness Evidence Audit Findings and Comments Compliance
a. Development and testing of
emergency response
procedures, integrated with
the EMP, including provision
for fuel, oil and chemical
spills.
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
EGSC Weekly Inspection Logs
WorkSafe Victoria Incident Report Ref: V01002003700L
EGSC Man Overboard (MOB) procedure
Notes from interview with EGSC staff
EGSC Catfish Dredge SWMS
Auditor’s visual observations
Photographs
EGSC Works Supervisor advised Auditor that EGSC staff previously completed Oil Spill Response Training in 2017. However no records or documented evidence of staff training was sighted by the Auditor. No evidence sighted of Oil Spill Response Training being completed in 2018.
Dredging Operations Work Diary / Log Book and Weekly Inspection Logs document an unannounced visit to site by WorkSafe Victoria during dredging operations (March 28
th, 2018), resulting in a Notice to Comply in relation to lack of
Man Overboard (MOB) procedure. Ref: V01002003700L. EGSC subsequently developed MOB to WorkSafe Victoria’s satisfaction. Auditor has sighted EGSC’s MOB procedure. WorkSafe Victoria revisited site in June. No incidents reported.
Auditor previously sighted KcKinnon Earth Constructions SWMS for 2017, however not sighted for 2018.
EGSC Catfish Dredge SWMS includes procedural arrangements and risk assessment, including Sign-on & Close-out record, and minor emergency response elements.
Auditor observed oil spill response equipment on-board Catfish Dredge and at EGSC depot available for deployment.
Minor Non-Compliance
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
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No evidence of Register of Emergency Response Tests (App 8 of O&M EMP) being completed.
No evidence of Emergency Test and Incident Review Form (App 10 of O&M EMP) being completed.
No evidence of Emergency Response Test by contractors.
Auditor concludes emergency response procedures were not adequately developed or tested, including for contractor activities, but that no record exists of an emergency incident seriously affecting the environment, and hence represents a Minor Non-Compliance.
Improvement:
Develop and test emergency response procedure (including for all contractors), and retain records in accordance with App 8 & 10 of O&M EMP.
b. All dredging vessels /
excavation to have oil spill
response kits. Relevant
personnel to be trained in its
use.
Notes from interview with EGSC staff
EGSC Catfish Dredge SWMS
Auditor’s visual observations
Photographs
Auditor observed oil spill response equipment on-board Catfish Dredge and at EGSC depot available for deployment.
EGSC Works Supervisor advised Auditor that EGSC staff previously completed Oil Spill Response Training in 2017. However no records or documented evidence of staff training was sighted by the Auditor. No evidence sighted of Oil Spill Response Training being completed in 2018.
EGSC staff advised Auditor that oil spill response equipment was stationed onsite for all works activities, and contractors carried additional oil spill response equipment. Photographs and email records demonstrate oil spill response equipment at ramp ready for deployment during dredging and excavation. Photographs illustrate oils spill kits on some contractor equipment.
Auditor concludes oil spill response kits were available onsite and limited staff training occurred, however no documented evidence exists. The Audit Criteria is considered Compliant but Requires Improvement.
Improvement:
Compliant but Requires Improvement
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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Project Delivery Standard /
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Document staff oil spill response training.
Document existence of oil spill response kits on all contractor’s plant and equipment.
c. Gippsland Region Marine
Pollution Contingency Plan is
amended to reflect projected
increased activity following
construction
Gippsland Region Marine Pollution Contingency Plan
Online copy of Marine Pollution Contingency Plan highlights risk of increased marine pollution event occurring at Bastion Point boat ramp.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
Fully Compliant
Table 5: MARINE-BASED WORKS
Objective:
To appropriately manage marine-based works.
To minimise disturbance to and appropriately manage non-Aboriginal heritage.
To minimise impacts on cetaceans.
To mitigate the impact of oil spills or other marine pollution events.
Application:
All marine-based MOA activities.
Target:
Conformance with all environmental limits and controls.
7. Marine pests –
If Dredging / Excavation
equipment is mobilized
Evidence Audit Findings and Comments Compliance
a. Marine pest inspection and
certification of contract
dredge and support vessel is
required before mobilization,
Notes from interview with EGSC staff
Auditors observations
Email correspondence
Not applicable as there were no contracted dredge and support vessels used during 2018 operations and maintenance activities that were sourced from outside of Mallacoota Inlet.
The Audit Standard / Criteria in O&M EMP is poorly worded with respect to
Not Applicable
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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where these are sourced
from outside Mallacoota Inlet.
Certification must be
received from the final port of
call, before mobilization.
relating to draft audit findings
“sourced from waters outside of Mallacoota Inlet”, and phrasing suggests it is intended for larger vessels arriving at Mallacoota via sea transport.
Catfish Dredge was used on North Arm in the Gippsland Lakes, near lakes Entrance in November 2018, and was washed down at Abalone Co-operative prior to use at MOABR.
Improvement:
Reword O&M EMP Audit Standard / Criteria 7a to better reflect the dredge and support vessels being used at MOABR.
Develop procedures and data capture / record keeping protocols to minimise the threat of introducing marine pests from Catfish Dredge and support vessels being used in waters beyond Mallacoota, including a register of all necessary decontamination certification.
b. All vessels to comply with
Protocol for Environmental
Management – Domestic
Ballast Water Management in
Victorian State Waters, EPA
Publication 949.2 (April 2008)
NA
Not applicable as vessels requiring ballast water were not used during 2018 operations and maintenance activities.
Note: EPA Publication 949 has been updated.
Improvement:
Review O&M EMP Audit Standard / Criteria 7B to determine if applicable.
Update O&M EMP to reflect most current version of EPA Publication 949, if remains relevant.
Not Applicable
c. All vessels to comply with
Australian Ballast Water
Management Requirements,
AQIS (June 2007).
NA
Not applicable as vessels requiring ballast water were not used during 2018 operations and maintenance activities.
Note: Australian Ballast Water Management Requirements, DAFF has been updated.
Improvement:
Review O&M EMP Audit Standard / Criteria 7C to determine if applicable.
Update O&M EMP to reflect most current version of Australian Ballast Water
Not Applicable
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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Management Requirements, if remains relevant.
d. Train staff undertaking
construction and
maintenance activities in
identification of marine pests,
and reporting procedure.
None sighted
Catfish Dredge was used on North Arm in the Gippsland Lakes, near lakes Entrance in November 2018. No certification or evidence sighted to indicate Catfish Dredge was cleaned to remove potential marine pests,
No evidence sighted to indicate staff were adequately trained to identify and report potential marine pests, particularly Northern Pacific Seastar.
Auditor concludes the audit criteria has not been fully met, however it is unknown if the environment has been seriously affected, hence is considered a Minor Non-Compliance.
Improvement:
Implement training to enable staff to identify and report potential marine pests, particularly when Catfish Dredge is used in waters beyond Mallacoota.
Minor Non-Compliance
8. Vessel Refuelling Evidence Audit Findings and Comments Compliance
a. All refuelling to take place in
accordance with Marine
Safety Victoria’s guideline,
Port Management
Regulations, Gippsland
Ports’ Harbour Master
directions.
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
EGSC Catfish Dredge SWMS
Notes from interview with EGSC staff
EGSC staff advised Auditor that No on-water refuelling of dredge or support vessels was necessary during 2018 operations and maintenance activities. And refuelling of all other maintenance (earthmoving) plant and equipment was undertaken off-site, away from MOABR (ie. at depot).
Oil and fuel spill kits kept were stationed onsite during maintenance activities.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
Fully Compliant
9. Cetaceans – vessel
manoeuvring Evidence Audit Findings and Comments Compliance
a. If within 300m of a dolphin or
whale the vessel must not:
EGSC Bastion Pt Dredging Operations Work Diary /
EGSC staff advised Auditor that dolphin sightings occurred on several occasions Compliant but Requires
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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Approach a whale or
dolphin head on; or
Be in the path of a
whale or dolphin; or
Separate any whale or
dolphin from a group; or
Come between a
mother and a calf; or
Drop or lower an
anchor overboard from
the vessel.
b. Within 300m of a whale or
dolphin, the vessel must:
Maintain a constant
speed that does not
exceed 5 knots; and
Avoid sudden changes
in direction; and
Maneuver the vessel to
a distance of at least
200m from the whale or
dolphin if it shows any
sign of disturbance,
when safe to do so.
Log Book
EGSC Weekly Inspection Logs
during 2018 maintenance activities involving EGSC Catfish dredge.
Auditor believes (based on verbal comment) that there may be confusion regarding the distance Cetaceans may approach before ceasing works.
Dredging Operations Work Diary / Log Book and Weekly Inspection Logs record if Dolphins have been sighted and if dredging works were halted (ie 150 metres verses 300 metres).
No operational procedure exists for response to Cetaceans sightings during operation of dredge and support vessels.
Auditor concludes EGSC staff, dredge operators and contractors complied with Cetacean requirements but that no documented operational procedure exists for response to Cetaceans sightings. The available evidence demonstrates Compliance with the Audit Criteria but that Improvements are Required.
Improvement:
Develop and implement operational procedure for response to Cetacean sightings during operation of dredge and support vessels.
Improvement
10. Heritage (marine based) –
identification of potential
relics
Evidence Audit Findings and Comments Compliance
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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a. If potential relics are
identified during construction
activities, the process
described in Annexure 11
Response Process will be
followed.
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Notes from interview with EGSC staff
EGSC staff advised Auditor that no heritage relic material was encountered during 2018 operations and maintenance activities.
Weekly Inspection Logs and Dredging Operations Work Diary / Log Book make no mention of heritage relic material being encountered.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
Fully Compliant
Table 6: DREDGING / EXCAVATION and PLUME
Objective:
To appropriately manage dredging / excavation activities and sediments.
To minimize the area of channel and seabed disturbed and appropriately manage the material removed.
To protect assets, beneficial uses and values from long-term adverse effects to dredging-related water quality effects.
Application:
All relating to maintenance of navigation depth activities.
The disposal of dredged / excavated material.
Use of dredges / excavators and associated equipment.
Target:
Conformance with all environmental limits and controls.
11. Dredging / Excavation
and plume Evidence Audit Findings and Comments Compliance
a. Dredging and/or excavation
must remain within the
identified channel zones, and
will be confirmed by recorded
GPS data.
EGSC Weekly Inspection Logs, including annotated Crossco Drawing No. 1579/007-C
EGSC Bastion Pt Dredging Operations Work Diary /
EGSC Catfish dredge and various contractors (including KcKinnon Earth Constructions, Kina Diving, Environmental Marine Solutions) operated at MOABR in 2017 to remove sand shoals from the channel and ramp apron.
Annotations by EGSC Works Supervisor and staff on Crossco Drawing No. 1579/007-C delineate areas of shallow sand as a guide for dredging and
Minor Non-Compliance
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
ETHOS NRM
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
Channel zones” are shown
on Crossco Drawing No.
1579/007-B included in
Appendix 12
Log Book, including annotated Crossco Drawing No. 1579/007-C
Copies of EGSC emails regarding operations and maintenance activities
EGSC Catfish Dredge SWMS
Notes from interview with EGSC staff
Photographs
excavation operations.
Excavation and removal of sand from the boat ramp aprons (using excavator, loader and truck) was required whenever shallow water depths prevented access by the Catfish dredge vessel.
GPS records and track logs of Catfish dredge vessel in channel or excavator in shallows were not captured by either EGSC staff or contractors.
No evidence was sighted by the Auditor to confirm spatial extent of dredging activities and excavation, except photographs depicting that shoals had successfully been removed.
Extent of dredged zone and excavation is most likely to have occurred within the designated area (on Crossco Drawing No. 1579/007-B) because rock outcrops generally prevents such activity outside the marked area.
Auditor concludes that GPS readings were not taken to delineate extent of dredged and excavation zone but that the environment is unlikely to have been seriously affected, hence represents a Minor Non-Compliance.
Improvement:
Develop and implement improved method for recording that all dredging and/or excavation activity remains within the identified channel zones.
Update O&E EMP to correctly identify that Crossco Drawing No. 1579/007-B has been updated to 1579/007-C.
b. Recording of equipment
activity on log sheets will
include the following
information as a minimum:
Dredge/Excavator:
Management of sand from
….., and
EGSC Weekly Inspection Logs, including annotated Crossco Drawing No. 1579/007-C
EGSC Bastion Pt Dredging Operations Work Diary / Log Book, including annotated Crossco Drawing No. 1579/007-C
Designated dredge/excavation and disposal sites are annotated on Crossco Drawing No. 1579/007-C.
Auditor’s previous observations and photographs illustrate dredged sand being discharged via pipeline, or relocated by excavator, to the designated site.
Photographs show rocks and pebbles deposited within designated disposal site, which were subsequently removed from beach by machinery.
Dredge records are documented in the newly developed Bastion Pt Dredging
Minor Non-Compliance
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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Project Delivery Standard /
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Sailing and placement of
sand to …..
Other Equipment
Management of sand from
….
Reason for use of equipment
Notes from interview with EGSC staff
Photographs
Operations Work Diary / Log Book. No contractor machinery logs were sighted.
The Auditor did not sight any log sheets set out in the prescribed format.
Auditor believes prescribed format relates better to offshore hopper dredging rather cutter dredge with disposal pipeline, such as EGSC Catfish dredge.
Auditor concludes performance standard has not been achieved but that environment was unlikely to have been seriously affected, hence represents a Minor Non-Compliance.
Improvement:
Review O&M EMP Audit Standard / Criteria 11B to better reflect equipment being used at MOABR.
Develop and implement improved method for recording that all dredging and/or excavation activity remains within the identified channel zones
Table 7: CHANNEL MAINTENANCE SCHEDULE
Objective:
To develop an appropriate maintenance schedule, taking into account the seasonal sensitivities of the Mallacoota Inlet assets,
beneficial uses and values.
Application:
All channel Maintenance activities.
Target:
Conformance with all environmental limits and controls.
12. Dredging / excavator
schedule Evidence Audit Findings and Comments Compliance
a. Dredging / excavation to take
place in accordance with
construction plans showing
EGSC Weekly Inspection Logs, including annotated Crossco Drawing No.
EGSC Catfish dredge and various contractors (including KcKinnon Earth Constructions, Kina Diving, Environmental Marine Solutions) operated at MOABR in 2018 to remove sand shoals from the channel and ramp apron.
Fully Compliant
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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channel location and depths 1579/007-C
EGSC Bastion Pt Dredging Operations Work Diary / Log Book, including annotated Crossco Drawing No. 1579/007-C
Photographs
Notice to Mariners issued by Gippsland Ports
EGSC emails regarding operations and maintenance activities
EGSC Traffic Management Plan
Operational aspects of MOABR recorded on Weekly Inspection Logs and in Dredging Operations Work Diary / Log Book.
Logs and annotations by EGSC staff on Crossco Drawing No. 1579/007-C delineate areas of shallow sand
Excavation and removal of sand from the boat ramp aprons was required whenever shallow water depths prevented access by the Catfish dredge vessel, and was recorded on Weekly and Monthly Inspection Logs.
Monthly Inspection Log includes prompt for channel depth measurement. Drawing No. 1579/007-C includes table for recording channel depths. However depths were not measured or recorded in 2018.
Slippery condition of concrete ramp apron and cleaning requirement recorded on Weekly Inspection Logs.
Navigation Warning signs erected and checked by EGSC.
Traffic Management Plan (including pedestrian traffic) were prepared and implemented during all dredging maintenance activities.
Notice to Mariners were issued by Gippsland Ports to address changing conditions of ramps and ramp closures during dredging operations.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
13. Consideration of
seasonal sensitivities Evidence Audit Findings and Comments Compliance
a. Dredging /excavation
activities planned with a
particular awareness and
regard for high recreational
use periods (Easter, Summer
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Photographs
2018 operations and maintenance activities involved dredging with EGSC Catfish dredge, sand excavation from shallow ramp aprons by contractors, and cleaning of ramp aprons by contractors.
EGSC Works staff advised Auditor all works were timed to avoid peak tourist periods wherever possible, but was subject to weather conditions and availability
Fully Compliant
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
holidays, long weekends) EGSC emails and photos
EGSC traffic management plan
Public notices regarding maintenance works
Notice to Mariners
of contractors.
Traffic management plan implemented to manage vessel and pedestrian access.
Impact to ramp users was minimised by continuing to allow, under controlled/supervised conditions, the launch and retrieval of vessels during dredging activities.
Restricted pedestrians access resulted in several instances where members of the public became aggravated and abusive towards Council staff.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
Table 8: DREDGED / EXCAVATED MATERIAL MANAGEMENT
Objective:
To manage and track the placement of removed material.
To relocate removed material and manage appropriately within approved near-shore locations.
Application:
All dredged / excavated and removed material placement.
Target:
Conformance with all environmental limits and controls.
14. Dredged / excavated
material placement Evidence Audit Findings and Comments Compliance
a. All dredged / excavated sand
placement to be placed:
within 300m of the “channel
zone” shown on Crossco
Drawing No. 1579/007-B
(included in Appendix 12);
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Annotated Crossco Drawing No. 1579/007-C
Designated dredge/excavation and disposal sites are annotated on Crossco Drawing No. 1579/007-C.
Auditor’s observations and numerous photographs illustrate dredged sand being discharged via pipeline, or relocated by excavator, to the designated site.
Rocks and pebbles deposited within designated disposal site following excavation of shallow ramp aprons were removed by machinery to maintain beach for
Fully Compliant
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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Audit Criteria Evidence Audit Findings and Comments Compliance
and
to the west of the
breakwater; and
above the low water mark
in the intertidal zone.
Notes from interview with EGSC staff
Photographs
EGSC emails and photos
Auditor’s observations
swimming purposes.
No dredging records, machinery logs or GPS data exists to document where piped and excavated material was placed (refer to Criteria 11 above).
Available evidence indicates all dredged and excavated material was placed in accordance with Crossco Drawing No. 1579/007-C and O&M EMP specifications.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
b. Kelp removed from the ramp
and/or channel will be
disposed of in accordance
with EPA requirements.
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Photographs
Kelp build-up within channel and on ramp is recorded on Weekly and Monthly Inspection Logs.
Auditor sighted no records of Kelp being physically removed.
EPA requirements for Kelp disposal do not exist.
Auditor concludes there is a lack of available evidence relating to removal and disposal of Kelp, and EPA requirements, hence the Audit Criteria cannot be assessed with confidence.
Undetermined (due to lack of Evidence)
15. Disposal site monitoring Evidence Audit Findings and Comments Compliance
a. Site inspections will be
recorded and photographs
taken to provide evidence of
appropriate management.
The results of inspections will
be included in performance
reporting.
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Annotated Crossco Drawing No. 1579/007-C
Notes from interview with EGSC staff
Photographs
EGSC emails regarding remobilisation of deposited
Refer to Criteria 11 and 14 above regarding disposal site management.
EGSC staff’s visual and photographic monitoring of dredged and excavated material disposal site indicates that deposited material is being washed out of disposal site by waves and tidal action, in southwards direction back onto boat ramp apron and back into launching channel, thereby circumventing dredging / excavation efforts.
Council has commenced process to seek DELWP Coastal Management Act Consent approval to implement remedial actions, which may include:
Installation of a geo-textile groyne as a physical barrier to prevent
‘circular sand flow’, and/or
Compliant but Requires Improvement
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
dredge/excavated sand
relocate the approved disposal site, possibly to south of the breakwater.
Any remedial actions will require detailed geomorphological investigations to gain DELWP approval.
Auditor notes that no Performance Report was prepared as required by this Standard / Criteria.
Auditor concludes the available evidence adequately demonstrates Compliance with the Audit Criteria but that improvements are required.
Improvement:
Continue liaison with DELWP to investigate options and gain Coastal Management Act Consent approval for improvements to dredge / excavated material disposal site management. Objective should be to prevent ‘circular flow’ resulting in deposited material being washed southwards back onto boat ramp apron and back into launching channel.
Prepare a Performance Report to DELWP on management of disposal site, including options for prevention of ‘circular sand flow’ and deposition of rocks resulting excavation of shallow areas inaccessible by dredge.
Table 9: LAND BASED
Objective:
To manage operations and maintenance activities.
Application:
All land based works.
Target:
Conformance with all environmental limits and controls.
Conformance with approved Cultural Heritage Management Plan (CHMP).
16. Excavation, placement
and stockpiling of
Evidence Audit Findings and Comments Compliance
Mallacoota Ocean Access Boat Ramp - Bastion Point: Independent Compliance Audit of Operation and Maintenance Environmental Management Plan - 2018
East Gippsland Shire
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Audit Criteria Evidence Audit Findings and Comments Compliance
material
a. All Maintenance works to be
completed in accordance
with the approved:
Cultural Heritage
Management Plan
(CHMP);
Construction drawings
and specifications.
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Photographs
Auditor’s onsite observations
Cultural Heritage Management Plan
Cultural Heritage Management Plan details requirements for avoidance and management of aboriginal cultural sites during construction period. Less emphasis is placed on operational and maintenance phase.
2018 operations and maintenance activities involved both dredging and excavation.
EGSC staff advised that known sites of Cultural Significance were not disturbed during 2018 operations and maintenance activities, which is supported by Auditor’s on-site observations.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
Fully Compliant
17. Removal and
management of native
vegetation
Evidence Audit Findings and Comments Compliance
a. All temporary site facilities
and vehicle management to
be within defined areas
approved by EGSC
Notes from interview with EGSC staff
Auditor’s onsite observations
Available evidence indicates that 2018 operations and maintenance activities were undertaken by staff and contractors as instructed by EGSC Works Supervisor. All activities were undertaken within the approved MOABR area as defined in the O&M EMP. No additional designated area was defined by EGSC.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
Fully Compliant
b. All operations and
maintenance to be completed
in accordance with each as
may be amended from time-
to-time: Coastal Management
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Notes from interview with
Available evidence indicates that 2018 operations and maintenance activities were undertaken within the approved MOABR area as defined in the O&M EMP, the Coastal Management Act Consent.
Permit issued by Gippsland Ports for maintenance dredging and excavation activities.
Fully Compliant
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
Act consent dated
14/01/2013, Crown Lease
conditions, and DEPI Native
Vegetation removal approval
dated 4 September 2011
EGSC staff
Copies of EGSC emails regarding operations and maintenance activities
Photographs
Gippsland Ports Permit
Available evidence indicates 2018 operations and maintenance activities resulted no additional vegetation removal.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
18. Weeds and pest animals Evidence Audit Findings and Comments Compliance
a. Domestic animals must be on
a lead at all times in
accordance with East
Gippsland Shire local law
requirements.
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Notes from interview with EGSC staff
EGSC staff advised that no domestic animals (dogs) were on-site during operational and maintenance activities undertaken by Council staff or contractors.
Weekly Inspection Logs do not include checks for presence of domestic animals (dogs) on leads, but allow for such comments under “Other Observations”.
No other records sighted containing information regarding presence of domestic animals during 2018 operations and maintenance activities.
Auditor considers ‘Dogs on Leads’ to be a By-Law issue rather than an operational issue for MOABR.
Auditor concludes that based on EGSC staff advice (rather than documented evidence), the Audit Criteria is Fully Compliant.
Improvement:
Review O&M EMP to consider appropriateness of Criteria 18a within O&M EMP rather than managed thorough corresponding By-Laws
Fully Compliant
a. No topsoil will be imported to
the site
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Notes from interview with EGSC staff
Weekly Inspection Logs and the Dredging Operations Work Diary / Log Book do not include checks for importation of topsoil.
No other records sighted regarding topsoil importation restrictions during 2017 operations and maintenance activities.
Auditor considers “Imported Soil” Criteria within O&M EMP may have been more appropriate during construction phase of MOABR.
Undetermined (due to lack of Evidence)
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
Auditor concludes there is a lack of evidence indicating checks restricting importation of topsoil were undertaken, hence the Audit Criteria cannot be assessed with confidence.
Improvement:
Review O&M EMP to consider appropriateness of “Imported Soil” Criteria within O&M EMP.
Alternatively, include checks for imported soil and “weed free” status in the Bastion Pt Dredging Operations Work Diary / Log Book.
b. All material imported to the
site will be free of seed stock,
unless specifically approved
EGSC
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Notes from interview with EGSC staff
No other records sighted regarding topsoil importation restrictions during 2017 operations and maintenance activities.
There is no evidence that EGSC issued approval for importation of seed stock.
Auditor considers “Imported Soil” Criteria within O&M EMP may have been more appropriate during construction phase of MOABR.
Auditor concludes there is a lack of evidence indicating checks restricting importation of seed stock were undertaken, hence the Audit Criteria cannot be assessed with confidence.
Improvement:
Review O&M EMP to consider appropriateness of “Imported Soil” Criteria within O&M EMP.
Alternatively, include checks for imported soil and “weed free” status in the Bastion Pt Dredging Operations Work Diary / Log Book.
Undetermined (due to lack of Evidence)
19. Sediment transport
control Evidence Audit Findings and Comments Compliance
a. No contaminated stormwater
to leave the construction site.
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging
Weekly Inspection Logs and Dredging Operations Work Diary / Log Book do not include checks for stormwater management.
Fully Compliant
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East Gippsland Shire
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
Operations Work Diary / Log Book
Notes from interview with EGSC staff
Photographs
No operations and maintenance activities undertaken in 2018 were likely to generate contamination other than oil or fuel spills form car park area or ramp apron. Oil and fuel spills are addressed in Criteria 5 and 8 above.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
b. Where vegetation cover is
inadequate to protect soil, silt
traps must be constructed
and maintained and form part
of regular inspections
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Notes from interview with EGSC staff
Auditor’s onsite observations
Photographs
Weekly Inspection Logs do not include checks for vegetation cover or soil erosion.
Photographs and Auditor’s observations suggest areas disturbed during construction of MOABR have now fully rehabilitated and no soil or silt traps are required.
Auditor concludes the available evidence adequately demonstrates Full Compliance with the Audit Criteria.
Fully Compliant
Table 3: EXTERNAL NOTIFICATION and REPORTING REQUIREMENTS – OPERATIONS and MAINTENANCE PHASE
Objective:
To report performance against EMP to Government agencies and stakeholder groups
Application:
None listed
Target:
None identified
20. Reporting Requirement Evidence Audit Findings and Comments Compliance
Pollution event or imminent environmental hazard (as defined in Environmental Auditor
Copy of relevant report
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
Guidelines for Conducting Environmental Audits, Publication 953.2, October 2007, EPA, Victoria)
EPA, DEPI, GP, TSV
Notification within 4 hours.
Incident report required.
Notification to GP as soon as
practicable.
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Notes from interview with EGSC staff
EGSC emails
EGSC Photographs
Notice to Mariners
Weekly Inspection Logs and Dredging Operations Work Diary / Log Book record minor hydraulic oil leak on CatFish Dredge while operating over water. EGSC OH&S Incident Report form completed and provides additional details.
Approximately 5 litres of oil leaked, of which approximately 4 litres was captured. Approximately 1 litre spilled into ocean. Dredging operations were halted and dredge removed back to depot.
EPA were notified (Ref: 200165921). No further action taken by EPA.
Risk / Event Report Form (Appx 9 of O&M EMP) not completed.
No notification to DELWP.
Lack of ‘interest’ by EPA may have incorrectly suggested to EGSC that no further reporting was required.
Auditor concludes a Non-Compliance has occurred in terms of failure to fully document minor operational incident and failure to notify government agency (DELWP), but that there are no direct environmental implications, hence a Minor Non-Compliance.
Minor Non-Compliance
Project Delivery Standard Evidence Audit Findings and Comments Compliance
DEPI
Notification within one
business day of verifying
non-conformance with a
PDS.
EGSC Weekly Inspection Logs
EGSC Bastion Pt Dredging Operations Work Diary / Log Book
Notes from interview with EGSC staff
Environmental Incident reports
No Evidence of Environmental Non-Conformance report forms (Appx 13 in O&M EMP) being completed for minor operational incidents described immediately above.
No evidence that non-conformances relating to minor Oil spill and Works Safe Man Overboard notice (refer to Audit Criteria 20 and 6 above) were reported to DELWP.
Auditor concludes a Non-Compliance has occurred in terms of notifying DELWP of minor operational incident, but that there are no direct environmental implications,
Minor Non-Compliance
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Project Delivery Standard /
Audit Criteria Evidence Audit Findings and Comments Compliance
hence a Minor Non-Compliance.
Operational and Maintenance Activities
Evidence Audit Findings and Comments Compliance
DEPI
Notification within 14 days of
commencement and
completion.
NA
Audit Criteria is ambiguous.
Auditor is uncertain if Audit Criteria requirement relates to notification of all Operational and Maintenance Activities at MOABR, or only those not authorised by existing approvals (eg CMA Consent).
Auditor is unable to determine compliance with Audit Criteria.
Improvement:
Amend O&M EMP to clarify intent of DELWP ‘Notification’ Audit Criteria.
Undetermined
(due to poorly defined Audit Criteria)
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