Defence National Environmental Standard: EP3 Environmental Incident Reporting & Management

Transcription

1 : EP3 Environmental Incident Reporting & Management

2 Quality information DNES Approver Sarah Brown Assistant Secretary Environment and Engineering (Acting) DSRG This DNES takes effect from the Date of Issue Document number EP3 Date of Issue Aug 2014 Revision 1.0 Date of Next Revision 1 Feb 2015

3 Content Purpose... 1 Scope... 1 Related Defence National Environmental Standards... 1 Terms and definitions... 1 Performance requirements... 6 Minimum performance levels... 6 Minimum process measures... 6 Incident, Emergency and non-conformance Monitoring, audit and review Reporting User feedback Schedule A Guidance for Assessment of Environmental Incident Severity Schedule B Environmental Incident Management Forms Schedule C Environmental Incident Management Responsibilities... 21

4 1 Purpose 1. The purpose of this Defence National Environmental Standard (DNES) is to set a consistent: Methodology for reporting, investigating and reviewing an environmental incident; and Definition of roles and responsibilities in environmental incident management. Scope 2. This is not a plan or guide to managing emergency situations and does not replace or override Base-wide Emergency Management Plans or Emergency Response Procedures. 3. This DNES is a methodology for reporting and reviewing incidents, ensuring corrective actions are effective, and establishing preventive actions to reduce the likelihood of incidents recurring. The process should be applied after an incident has occurred. 4. This DNES applies to environmental incidents, near-misses, observations, non-conformances, and complaints (refer Terms and Definitions). 5. This DNES applies to Defence personnel, contractors and third parties operating on the Defence Estate, including Training Areas and construction sites, or undertaking activities anywhere including off the Estate on behalf of Defence. This DNES does NOT apply to Navy environmental incidents, which should be reported through the Safety and Environmental Reporting Service (SERS; refer DNES item 8). Related Defence National Environmental Standards Nil. Terms and definitions Term Action Owners Appropriate forum Base Emergency Management Groups Definition Person having responsibility for carrying out and completing an action. A regular meeting where personnel discuss Base environmental issues. The format, timing and attendees will vary from Base to Base depending on the group(s) with a significant presence on that Base. Recognising that Regions and Bases can have different and effective environmental management arrangements, this term is intended to cover a wide range of scenarios. Within a Defence establishment there are three primary groups tasked with EM [Emergency Management] functions; these include: a. the Base Management Forum (BMF); b. the SEMC [Security & Emergency Management Committee], which is a sub-committee to the BMF; and c. Resident unit/facility ECO Wardens. (From Item in Security and Emergency Management Planning Governance Draft (accessed June 2014)

5 2 Term Base Management Forum (BMF) Base Support Manager (BSM) Base-wide Emergency Management Plan (Base EMP) Competent Person Complaint Corrective action Defence Base Defence Environmental Management System (EMS) Defence Estate Defence National Environmental Standard (DNES) Defence Support and Reform Group (DSRG) Definition A BMF will be formed at each Defence Base as the key forum to facilitate base support & coordination activities as they affect both capability deliverables and support service delivery requirements, and to review and agree the monthly performance report. The BMF will be cochaired by the BSM and SADFO (From the BAM Memorandum of Arrangements). A Base Support Manager (BSM) at each Defence Base has authority, responsibility and accountability, through DSG line management, for base support management and services, including the integrated delivery of agreed support services. The BSM will, in consultation with the SADFO and HRUs, coordinate and administer whole-of-base support functions such as security, occupational health and safety and emergency management planning (From the BAM Memorandum of Arrangements). The Base EMP is a living document and should be regularly tabled for review at the BMF and SEMC [Security and Emergency Management Committee]. The EMP will contain the following information: a) emergency contact directory; b) stakeholders; c) MOU agreements with internal and external agencies; d) Base Command Post location primary and alternative; e) Media communication during an emergency; f) Evacuation plans and maps; g) Primary and alternative assembly area maps; and h) ERPs. (From Item in Security and Emergency Management Planning Governance Draft, accessed June 2014) Person appropriately trained and experienced to assess whether the reported incident is an environmental incident and to assess the severity, type and impacts, and the suitability of the corrective and preventative actions. Depending on the nature of the environmental incident, a REO, RESO or SEM could be a Competent Person. In the future, training may be available to other personnel to allow them to take on the Competent Person role. Negative feedback relating to the environmental performance of Defence or Defence s contractors or third parties. Action to rectify and/or minimise environmental impact(s) resulting from an environmental incident. Corrective actions tend to be reactive and more immediate, whereas preventive actions tend to be proactive, take time to establish and need to be sustained. A Defence Base is defined as a physical locality or geographical area containing bases, establishments, sites and facilities at and from which Defence-related activities, operations, training or force preparations are managed, conducted, commanded or controlled. It may have a number of bases, naval establishments, sites and facilities attached that are also supported by DSRG from a parent base (From the BAM Memorandum of Arrangements). The Defence EMS is a framework that supports the Defence Environmental Policy. The Defence EMS was established to facilitate the delivery of environmental services in an integrated and systematic manner to support ADF capability. Land or facilities owned or leased by Defence. A set of quality or performance conditions specifying Defence s minimum acceptable level of environmental management for an environmental factor, activity or process. DSRG is a group within Defence. The role of DSRG is to support the ADF and the other Defence Groups in meeting their capability and corporate objectives.

6 3 Term Directorate of Environmental Protection and Assessments (DEPA) Emergency Response Procedures (ERPs) Environment Environmental Factor Environmental Incident Form Environmental Incident Management Head of Resident Unit (HRU) Definition DEPA is responsible for the coordination of risk-based environmental impact assessments for Defence activities. DEPA also develops environmental assessment policies and is the gateway for external environmental approvals for Defence activities. DEPA is a directorate within Environment and Engineering (EE) Branch, Infrastructure Division, DSRG. In this DNES, Emergency Response Procedures (ERPs) are taken to mean both the Baselevel procedures developed to meet security and emergency management requirements, and procedures developed to respond to smaller scale incidents occurring within defined unit (or contractor) boundaries. Items 1.24 and in Security and Emergency Management Planning Governance Draft (accessed June 2014) define ERPs as: Local ERPs are to be developed and maintained to address security or safety incidents requiring the activation of an emergency response outside defined unit boundaries on a Defence establishment. Each local ERP defines localised arrangements for lodger units and common facility personnel in responding to a prescribed emergency ERPs for HAZMAT emergencies (including gas or fuel leaks) should be developed relative to the function within the workplace and immediate surrounds. The following general topics should be addressed in ERPs: [detailed list] Natural surroundings in which Defence personnel and its contractors operate, including air, water, land, natural resources, flora, fauna, people and their interrelation. For the purposes of this DNES and to ensure Defence meets its legislative obligations, environment also includes indigenous, historic and natural heritage. A measurable environmental item that needs to be actively managed due to Defence s interest or obligation. Environmental factors include biodiversity, BONS (Biosecurity and Overabundant Native Species), contaminated / polluted, heritage, resource management and waste. Within these Factors, there are Factor types. For example, the Factor types for biodiversity are: Listed animal, Listed community, Listed plant/fungus/algae, and Environmental offset. Electronic Adobe forms where information on an incident and resultant investigations and actions are recorded. The Incident Form comprises three parts: Part A: Notification - First stop form completed by Incident Reporter to capture initial information about an incident; Part B: Review - Review and verification of initial information; and Part C: Investigation - Form used to guide and document the findings of an investigation into an incident and prescribe subsequent actions. The reporting form can be provided by Regional Environmental Officers, or accessed via DEQMS, Defence Webforms (AE444) or the defence.gov.au internet site. A methodology for reviewing incidents, ensuring corrective actions are effective, and establishing preventive actions to reduce the likelihood of incidents recurring. The tools developed to support environmental incident management allow: Reporting of an environmental incident (via the Environmental Incident Forms), Identifying the contributing factors Planning, managing and documenting the response in a systematic way; and Implementing corrective & preventative actions to systematically reduce the impact of the incident and the probability of the incident recurring. HRUs will be responsible through their chains of command/line management for the delivery of capability, operational support, force generation and other Service/DMO/Group-specific deliverables. HRUs will ensure that their Unit standing / routine instructions contain a direction to members under their command to comply with all Base Instructions as issued by the BSM and SADFO (From the BAM Memorandum of Arrangements).

7 4 Term Incident Incident Manager Incident Register Incident Reporter Incident Severity Instruction Near-miss Non-conformance Observation Personnel Preventative Action Project / Contract Manager (P/CM) Range Control Officer (RCO) Range Standing Order (RSO) Regional Environment Officer (REO) Senior ADF Officer (SADFO) Definition An activity or omission that impacts the environment. Person tasked with undertaking the incident investigation, and developing and implementing corrective and preventative actions (using Part C of the forms). This may be any person with a relationship with the incident or the impacted environment, including the party responsible for the incident or an environmental personnel. A centralised, electronic management platform for the collation, storage and tracking of Incident information. Refer Item 10 below. Person initially reporting an environmental incident to Base staff, environmental staff or other management out of reporting lines. Measure of the environmental impact caused by an incident. Refer Schedule A for detailed definitions of the measures. Enforceable operational controls that specify how a standard activity should be undertaken. This may include specific requirements to minimise WHS and environmental risks or response in an emergency. Phrase is intended to include controls such as (but not limited to): Defence Instructions, Range Standing Orders (RSOs), Standard Operating Procedures (SOPs), Standing Orders (SOs), and Base Instructions. An activity or omission that did not impact the environment but could have. An action or omission that did not meet Defence s environmental operational controls including Defence Instructions, Defence National Environmental Standards, Environmental Clearance Certificate conditions, Range Standing Orders (RSOs), Standard Operating Procedures (SOPs), Standing Orders (SOs), Base Instructions, etc; an action or omission that did not meet external conditions placed on Defence. An unusual, unexpected or noteworthy occurrence of potential environmental significance. This may include high risk activities without adequate controls, or assets without pollution control devices that create a risk to the environment, or previously unknown environmental values at risk of being impacted upon, An idea that would improve the environmental performance of a Defence activity or asset. Members of the Australian Defence Force (ADF), members of the Australian Public Service (APS) employed by Defence, contractors/subcontractors and/or consultants performing work or providing services for Defence, and third parties or other visitors to the Defence Estate. An action that prevents or minimises the risk of a similar incident occurring in the future. Preventive actions tend to be proactive, take time to establish and need to be sustained, whereas corrective actions tend to be reactive and more immediate. Person responsible for administering contracted works. May be a Defence or contracted person; includes Project Management Contract Authorities (PMCAs). Responsible for the management of access and security at training areas, and for the safe and effective coordination of all activities on a Training Area. Operational controls that specify how a standard activity should be undertaken on a Training Area. Traditionally, environmental instructions are included as Chapter 13 in Range Standing Orders. Responsible for providing general environmental support and advice to the management and operation of bases. May be delegated some responsibilities of a SEM. A senior military officer at each Defence Base will be appointed as the Senior ADF Officer (SADFO). The SADFO will, in addition to his/her primary operational or capability support role, be responsible for coordinating and leading designated whole of ADF matters such as Defence Assistance to the Civil Community (DACC), community engagement and reputation management. The SADFO will assume command of the base in case of a major security alert, emergency or other circumstance. The SADFO will provide broad leadership of base military

8 5 Term Definition personnel on a collegiate whole-of-defence approach consistent with the CDF s expectations of all senior ADF officers (From the BAM Memorandum of Arrangements). Senior Environment Manager (SEM) Sponsor Training Area (TA) Senior professional advisor for environmental matters in a DSRG Region, advising Defence personnel including senior Commanders and managers. Leads the environmental team and manages the regional implementation of national and strategic programs. ADF or APS personnel, or contractor, responsible for a contractor or visitor on a Base. Any area of land, sea, or air that may be designated for military manoeuvres or simulated wartime operations involving planning, preparation and execution, carried out for the purpose of training and evaluation. A Defence Training Area is one that is owned or leased by the Commonwealth specifically for the purpose of conducting Defence training, and is designated as such. A Defence Training Area may contain a variety of ranges within its boundaries. A Non-Defence Training Area is a facility used by Defence for training activities, that is NOT owned or leased by the Commonwealth for the purpose of Defence training, i.e. private land, Council facility, National Park.

9 6 Performance requirements Minimum performance levels 6. All environmental incidents must be reported in accordance with the process described in this DNES. Minimum process measures 7. An overview of the Environmental Incident Management process is shown in Figure 1. Specific details including timeframes are detailed in Table 1. Figure 1 Requirements for environmental incident management (refer Table 1 for more detail) Initial response Step Environmental Incident occurs or is noticed Key - Action responsibility: Incident Reporter 1. Initiate emergency response procedures, if required. Competent Person 2. Estimate incident severity Incident Manager Action owner(s) Moderate or Major Incident As soon as practicable inform by phone: -SEM/REO -RCO -P/CM - BSM (for Major) Minor Incident - Management responsibility: Supervisor SEM BSM Acronyms SEM Senior Environmental Manager Step REO Regional Environmental Officer Update register (EE Branch) 3. Fill out and submit Incident Form Part A: Notification Notify SEM/REO, RCO, BSM, P/CM RCO Range Control Officer BSM Base Support Manager Update register (EE Branch) 4. Fill out and submit Incident Form Part B: Review Notify SEM/REO, RCO, BSM, P/CM P/CM Project or Contract Manager EE Branch Defence Environmental & Engineering Branch 5. Investigate incident. Identify preventative and corrective actions. 6. SEM to endorse actions when appropriate. Implement actions. Update register (EE Branch) 7. Submit Part C Investigation & Action to close incident Notify SEM/REO, RCO, BSM, P/CM

10 7 Table 1 Requirements for environmental incident management Step Required action Action Responsibility person responsible for undertaking Required Action Management Responsibility person responsible for ensuring Required Action is completed Communication Timeframe 1 Incident Reporter to assess situation and, if required, follow emergency response procedures in accordance with Base-wide Emergency Management Plan (Base EMP) and/or Emergency Response Procedures (ERPs), or other relevant Instructions. If incident is not an emergency, move to Step 2. 2 Incident Reporter to rate the incident severity and estimate whether a minor, moderate or major incident has occurred. Note: a best guess is sufficient at this stage. If in doubt, contact Regional environmental staff. Refer Schedule A of this DNES for incident severity guidance. Base EMP, ERPs or other Instructions may also contain relevant guidance on incident severity. Near-misses should be rated as though the incident had actually happened, and should use the incident severity guidance. Observations, non-conformances and complaints do not need to be given a severity rating. Incident Reporter Supervisor As per Base-wide Emergency Management Plan (Base EMP), Emergency Response Procedures (ERPs) and/or relevant Instructions Incident Reporter Supervisor If a moderate or major incident has occurred, as soon as practicable, the Incident Reporter must notify: o SEM/REO o RCO (if on Training Area) o Project or Contract Manager (if projectrelated). If a major incident has occurred, the Incident Reporter must additionally contact the BSM as soon as practicable. Environmental contacts list available on the Contact us page of DEQMS (link). BSM contact details available on regional intranet sites via DSRG page (link). As per Base-wide Emergency Management Plan (Base EMP), Emergency Response Procedures (ERPs) and/or relevant Instructions As soon as practicable

11 8 Step Required action Action Responsibility person responsible for undertaking Required Action Management Responsibility person responsible for ensuring Required Action is completed Communication Timeframe 3 Incident Reporter to complete Incident Form Part A: Notification and submit. The form is available on DEQMS, the Defence internet site, the Defence intranet via Webforms (AE444), or from Regional environmental staff. The Part A form should be filled out for all incidents, near-misses, observations, nonconformances and complaints. Incident Reporter Supervisor When submit is pushed, report is attached to new and addresses for SEM/REO, RCO and EE Branch should populate automatically. addresses for BSM, P/CM (as appropriate) and other listed Stakeholders should be manually added by the Incident Reporter. Send . EE Branch to update register. If incident requires external notification, check Regional processes. SEM must brief appropriate forum on all environmental incident reports Major environmental incidents should be reviewed at BMF For a major incident, Part A form must be submitted within 24 hours. For other incidents, within 48 hours. For a major near-miss, Part A form should be submitted within 24 hours. For other nearmisses, within 3 working days. For non-conformances and observations, Part A form should be submitted within 3 working days.

12 9 Step Required action Action Responsibility person responsible for undertaking Required Action Management Responsibility person responsible for ensuring Required Action is completed Communication Timeframe 4 Competent Person to complete Incident Form Part B: Review, including recommendation. If major incident is related to EPBC Act matter, DEPA must be notified use environmentandheritage@ defence.gov.au address. If incident requires external notification, check Regional processes. The SEM should brief the BSM on their choice of Incident Manager. If the recommendation is that no further action is required, the incident moves to Step 7. If the recommendation is that an investigation is required, the incident moves to Step 5. 5 Incident Manager to undertake incident investigation and identify contributing factors using Incident Form Part C: Investigation & Action. Incident Manager to identify preventative and corrective actions. The preventative and corrective actions identified should correspond to the contributing factors. Competent Person SEM When submit is pushed, report is attached to new and addresses for SEM/REO, RCO and EE Branch should populate automatically. addresses for BSM, P/CM (as appropriate) and other listed Stakeholders should be manually added by the Competent Person. Send . EE Branch to update register. Competent Person must contact Incident Reporter with update SEM must brief appropriate forum on all environmental incident reports Major environmental incidents should be reviewed at BMF SEM in conjunction with BSM must brief the Director Estate & Facilities Services (DEFS) and Regional Director if the incident severity reaches the major threshold in 2 or more categories Incident Manager SEM (BSM audit) For a moderate or major incident, or a complaint, Part B form must be submitted within 2 working days. For a minor incident, within 5 working days. For a major near-miss, Part B form should be submitted within 2 working days. For other near-misses, within 5 working days. For a non-conformance or observation, Part B form should be submitted within 5 working days. Within 2 weeks of Part B form being completed, as approved by BSM.

13 10 Step Required action Action Responsibility person responsible for undertaking Required Action Management Responsibility person responsible for ensuring Required Action is completed Communication Timeframe 6 Incident Manager to brief SEM on investigation and to seek endorsement of proposed preventative and corrective actions. SEM may reject, add to or change proposed actions before endorsing them. Incident Manager and SEM should discuss any issues arising with BSM. Incident Manager to implement actions through appropriate mechanisms, such as tasking personnel, adding action to risk managed works, business case, etc. SEM and BSM to provide support to Incident Manager as required to resolve any issues arising. Incident Manager Action Owners SEM (BSM audit) Incident Manager must brief SEM on investigation, actions and issues SEM should brief BSM and DEFS on incident investigation, actions and issues as required BSM should brief Regional Director as required SEM must review all environmental incidents at appropriate forum Major environmental incidents should be reviewed at BMF As defined by Incident Manager in Action due date (Section 5 of Incident Form Part C) Once all actions completed, Incident Manager to forward incident management form to SEM for close out. 7 Hold de-brief meeting. Review the form, and use as a basis for discussing the incident, what was done well, and areas for improvement. Close out incident. SEM & BSM BSM SEM and/or BSM to hold de-brief with Incident Reporter (if appropriate), Incident Manager, P/CM and stakeholders as appropriate. SEM and BSM to electronically sign environmental incident form Final signatory to submit environmental incident form When submit is pushed, report is attached to new and addresses for SEM/REO, RCO and EE Branch should populate automatically. address for BSM should be manually added. Send . EE Branch to update register. At next meeting of appropriate forum.

14 11 8. Ship-based Navy environmental incidents including whale strikes, foreign fishing, sewage and fuel spills and other marine pollution, specified greenhouse gas emissions and marine pest fouling, must be reported through Navy s Safety & Environment Reporting System (SERS) 9. The Environmental Incident Forms (refer Schedule B) can be accessed in many ways: DEQMS intranet site Defence Webforms on the homepage (Form identification number AE444) Defence webpage: Via from Environmental or Base staff. 10. Two versions of the Environmental Incident Register are maintained. A simplified version is available to anyone with DRN access via the DEQMS intranet site. A complete version of the Register is available on an as-needs basis to relevant personnel such as Base staff involved in environmental management and environmental policy owners. Personnel who require access to the complete Register should contact the Register manager via [email protected]. The Register draws data from the environmental incident forms and is managed by EE Branch. 11. An incident can occur whilst following an Standard Operating Procedure, RSO, Construction EMP, or similar, and must be reported. 12. Where an environmental impact occurs that is approved through an ECC, SOP, RSO, Construction EMP or similar, an incident report is not required. Where an environmental impact occurs that is greater than approved, even whilst following the approved procedure, an incident must be reported. 13. For incidents with Workplace Health and Safety (WHS) implications, personnel must also complete a WHS incident report. The following intranet webpage details the Defence WHS incident reporting rules and processes Preventative and corrective actions should go through the normal approvals and funding processes. Incident, Emergency and non-conformance 15. Refer to Base Emergency Management Plans (Base EMPs) for property-specific emergency management requirements and to Emergency Response Procedures (ERPs) and Base Instructions for response procedures. Monitoring, audit and review 16. Environmental incident data is available for review and analysis via the Environmental Incidents Register to assist in improving Base or Training Area environmental performance. 17. The EE Branch policy owner may request the assistance of DSO Environmental personnel to review this DNES and related forms and documents for workability for users, usefulness for Base, environmental, policy and other relevant stakeholders, and compliance with legislation and other Defence policy. 18. SEMs and BSMs should regularly review outstanding corrective and preventative actions, close incidents and communicate results, and more general environmental performance, with stakeholders. Reporting 19. The environmental incident registers can be viewed and used to inform reporting requirements. 20. EE Branch should prepare environmental incident data for Defence Annual Report in accordance with Australian Government Statutory Reporting requirements. 21. EE Branch should review and analyse trends in Environmental incident data, with a particular focus on Environmental Factors, to assist in policy review and development. 22. SEMs should review and analyse trends in Environmental incident data, with a particular focus on the Regional and Base scale on a regular basis, and communicate results to the relevant BSM, and other stakeholders, at the appropriate forum.

15 12 User feedback 23. Personnel are encouraged to provide feedback on this DNES. Feedback will be used to inform future versions of this document, which will be reviewed at regular intervals in accordance with the Defence EMS continual improvement process. 24. Provide any feedback on this DNES via to Please include the DNES title in the subject line of /feedback.

16 13 Schedule A Guidance for Assessment of Environmental Incident Severity The Incident Reporter should use the following guidance to make an initial assessment of the severity of an environmental incident (refer Table 2). The environment is defined as Natural surroundings in which Defence personnel and its contractors operate, including air, water, land, natural resources, flora, fauna, people and their interrelation. For the purposes of this DNES and to ensure Defence meets its legislative obligations, environment also includes indigenous, historic and natural heritage. Note that more than one definition may be applicable (i.e. significant and irreversible, unapproved impact on the environment AND damage to Defence s reputation with a single or small group of organisations or individuals, and that the highest assessment of severity applies. Table 2 Guidance for the initial assessment of environmental incident severity Major Moderate Minor Significant AND irreversible impact on the environment. Environmental impact requires emergency commitment of significant time and/or money to remediate, would take more than 10 years to recover naturally. National / international damage to Defence s reputation. Negative press coverage at a national or international scale. Significant but reversible, irreversible and localised, impact on the environment. Environmental impact requires a programmed commitment of moderate time and/or money to remediate, would take 2-10 years to recover naturally. Local / regional damage to Defence s reputation. Negative press coverage at a local or regional scale. Reversible and localised impact on the environment. Environmental impact requires a programmed commitment of some time and/or money to remediate, would take less than 2 years to recover naturally. Damage to Defence s reputation with a single or small group of organisations or individuals.

17 14 The Competent Person should use the following guidance to categorise the severity of an environmental incident in the Part B form (refer Table 3). The column incident category includes both receptors and activities because both are relevant in determining the severity of an incident. An environmental incident may fall into more than one incident category. The severity should be assessed for all relevant incident categories and the highest rating used to categorise the incident. For example, an environmental incident may occur which is categorised as minor under the General incident category. However if the incident is related to an issue of interest to local or regional media and the Reputation rating is moderate, the incident s overall rating would be moderate. Table 3 Guidance for the assessment of environmental incident severity Incident Category Major Moderate Minor * General Unapproved, enduring and extensive impact to the environment on or off the Defence Estate (EPBC Act). Significant negative impact on management objectives and targets, which requires an emergency commitment of substantial resources (time and/or money) to remediate, would take more than 10 years to recover naturally. Extensive but short-lived,, enduring but localised impact to the environment off the Defence Estate, resulting from an environmental incident that occurred on the Defence Estate. * Incident resulting from a non-conformance Moderate or major incident resulting from nonconformance with EPBC Act Referral Conditions (i.e. if a moderate incident occurs and it is also a non-conformance with conditions imposed by an EPBC Act Referral, the incident is upgraded to major severity) Unapproved, extensive but short-lived,, enduring but localised impact to the environment on or off the Defence Estate (EPBC Act). Negative impact on management objectives and targets, which requires a programmed commitment of substantial resources (time and/or money) to remediate, would take 2-10 years to recover naturally. Short-lived and localised impact to the environment off the Defence Estate, resulting from an environmental incident that occurred on the Defence Estate. Minor incident resulting from non-conformance with EPBC Act Referral Conditions (i.e. if a minor incident occurs and it is also a nonconformance with Conditions imposed by an EPBC Act Referral, the incident is upgraded to moderate severity) Short-lived and localised, unapproved impact to the environment on or off the Defence Estate (EPBC Act). Negative impact on management objectives and targets, which requires a programmed commitment of resources (time and/or money) to remediate, would take less than 2 years to recover naturally. Potential for impact to the environment off the Defence Estate, resulting from an environmental incident that occurred on the Defence Estate. n/a

18 15 Incident Category Major Moderate Minor * Incident occurring within approval or conditions (ECC, RSO, SOPs), i.e. impact to the environment above impact expected under the relevant approval or conditions. * Incident occurring where SOP has not adequately considered environmental impacts Irreversible and extensive impact to the environment on or off the Defence Estate (EPBC Act) above that approved. Significant negative impact on management objectives and targets, above that approved, which requires an emergency commitment of substantial resources (time and/or money) to remediate, would take more than 10 years to recover naturally. Extensive but reversible,, irreversible but localised impact to the environment on or off the Defence Estate (EPBC Act) above that approved. Negative impact on management objectives and targets, above that approved, which requires a programmed commitment of substantial resources (time and/or money) to remediate, would take 2-10 years to recover naturally. Reversible and localised damage to the environment on or off the Defence Estate (EPBC Act). Negative impact on management objectives and targets, above that approved, which requires a programmed commitment of resources (time and/or money) to remediate, would take less than 2 years to recover naturally. * Biodiversity Loss of or damage to a moderate or large group, or moderate or large area (>100m2), listed as a Matter of National Environmental Significance under the EPBC Act (i.e. wetlands, threatened species & ecological communities, migratory species, Commonwealth marine areas and Great Barrier Reef Marine Park) * Uncontrolled release fuels & lubricants Spill of any size impacts on nationally or internationally significant environmental receptor(s) including soil, air and/or water Spill is >50L and impacts on environmental receptor(s) including soil, air and/or water Loss of or damage to a small group or small area (10-100m2) listed as a Matter of National Environmental Significance under the EPBC Act Loss of or damage to a moderate or large group, or moderate or large area (>100m2), listed under a state listing Spill is 5-50L and impacts on environmental receptor including soil, air and/or water Loss of or damage to an individual or very small area (<10m2) listed as a Matter of National Environmental Significance under the EPBC Act Loss of or damage to a small group or small area listed under a state listing Loss of or damage to a moderate or large group, or moderate or large area (>100m2), listed under a local listing Spill is <5L and impacts on environmental receptor including soil, air and/or water

19 16 Incident Category Major Moderate Minor * Waste Waste of any size impacts on nationally or internationally significant environmental receptor(s) including soil, air and/or water Waste is >50m3 and impacts on environmental receptor(s) including soil, air and/or water * Heritage Unapproved, irreversible loss of natural or cultural heritage values from a site with the potential for listing or listed on the World Heritage, National Heritage or Commonwealth Heritage Lists. Waste is 5-50m3 and impacts on environmental receptor including soil, air and/or water Inappropriate disposal of significant volume of waste (where significant is relative to the type of waste) Unapproved, extensive but reversible loss of natural or cultural heritage values at a site with the potential for listing or listed on the World Heritage, National Heritage or Commonwealth Heritage Lists. Unapproved, irreversible but localised loss of natural or cultural heritage values at a site with the potential for listing or listed on the World Heritage, National Heritage or Commonwealth Heritage Lists. Waste is <5m3 and impacts on environmental receptor including soil, air and/or water Inappropriate disposal of waste Unapproved, reversible and localised loss of natural or cultural heritage values at a site with the potential for listing or listed on the World Heritage, National Heritage or Commonwealth Heritage Lists. Unapproved, reversible localised loss of any natural or cultural heritage values * Resource usage water, energy, materials N/A Excessive, wasteful or inefficient consumption of large quantities of a limited resource including materials, water and energy. Excessive, wasteful or inefficient consumption of a limited resource including materials, water and energy. * Reputation Damage to Defence s reputation or loss of public confidence at a national or international scale. Negative press coverage at a national or international scale. Subject of a parliamentary question or ministerial. Damage to Defence s reputation or loss of public confidence at a local or regional scale. Negative press coverage at a local or regional scale. Damage to Defence s reputation or loss of public confidence with a single or small group of organisations or individuals.

20 17 Schedule B Environmental Incident Management Forms

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24 21 Schedule C Environmental Incident Management Responsibilities Table 4 Responsibilities and accountabilities for environmental incident management Individual Responsibilities Accountable to ADF members and APS employees Contractors and visitors Supervisors, Managers and Commanding Officers Base Support Manager (BSM) Senior ADF Officer (SADFO) Range Control Officer (RCO) Take all reasonable steps to protect the environment Report environmental incidents to supervisor immediately Formally notify Defence that an environmental incident has occurred via the Environmental Incident Reporting Form Part A: Notification using the methodology in this DNES Contact Regional environmental staff if any incident may have environmental consequences Take all reasonable steps to protect the environment Report environmental incidents to supervisor or sponsor immediately Formally notify Defence that an environmental incident has occurred via the Environmental Incident Reporting Form Part A: Notification using the methodology in this DNES Contact Regional environmental staff as per this DNES if an incident may have environmental impacts Take all reasonable steps to protect the environment, including consideration of the environment when developing and implementing procedures Communicate to personnel that Defence has an environmental incidents reporting requirement Ensure personnel / units under their command appropriately respond to any environmental incident Ensure that personnel are aware of, and conform to, environmental control measures Ensure technical advice is sought where relevant Contact Regional environmental staff as per this DNES if any incident may have environmental consequences If a staff member reports that an incident has occurred, ensure that a formal notification takes place via the Environmental Incident Reporting Form Part A: Notification using the methodology in this DNES, and that appropriate resources are provided to the reporting staff member Review and investigate the environmental incident as required Implement corrective and preventative actions relating to environmental incidents as required by Defence Ensure Environmental Incident Reporting Form Part A: Notification is available for all Base users to facilitate the reporting of incidents Contact Regional environmental staff as per this DNES if any incident may have environmental consequences Discuss all reported environmental incidents with SEM at appropriate forum In conjunction with SEM, brief Director Estate & Facilities Services and Regional Manager if incident severity rating reaches major in 2 or more categories. Brief the BMF of relevant and/or major environmental incidents Review outstanding corrective and preventative actions and close incidents with SEM and communicate results with stakeholders If required, facilitate resolution of any issues relating to environmental incidents If required, facilitate resolution of any issues relating to environmental incidents Ensure Environmental Incident Reporting Form Part A: Notification is available to all Training Area users to facilitate the reporting of incidents. The form is accessible via TASMIS Contact Regional environmental staff as per this DNES if any incident may Superiors within applicable hierarchy Sponsor Superiors within applicable hierarchy RD Superiors within applicable command hierarchy

25 22 Individual Responsibilities Accountable to have environmental consequences Facilitate access to Training Areas for investigations and remediation actions Senior Environment Manager (SEM) Regional Environmental Officer (REO) Regional Director (RD) National Program Managers within the EE Branch Base Services Contractors Provide technical advice and support when an environmental incident occurs or as requested by the BSM Ensure that a Competent Person is allocated to review each Environmental Incident Form Part A Ensure the Environmental Incident Form Part B is completed Liaise with the relevant manager (BSM, REO or other) and DEPA for incidents which have, or have the potential to, require reporting to external authorities Provide technical advice to the Incident Manager when an incident is being investigated. The SEM may need to liaise with EE Branch if required. Review corrective and preventative actions proposed by Incident Manager and endorse and support the enactment of these actions when satisfied they are appropriate Brief BSM, and other stakeholders where possible, on all incident reports at appropriate forum / fora Review outstanding corrective and preventative actions and close incidents with BSM on a quarterly basis, and communicate results with stakeholders In conjunction with BSM, brief Director Estate & Facilities Services and Regional Manager if incident severity rating reaches major in 2 or more categories. Review and analyse trends in Environmental incident data on an annual basis, with a particular focus on the Regional and Base scale. Communicate results to BSM, and other stakeholders, at appropriate forum / fora Audit conformance with this DNES annually within the Region and provide feedback to EE Branch Delegate responsibilities to REO, or other Competent Person, where appropriate Assist SEM with any of SEM s responsibilities as requested SEM Use seniority / leadership / relationship manager role to facilitate resolution of any issues relating to environmental incidents Brief relevant senior leadership team meeting of relevant and/or major environmental incidents Provide technical advice to Regional staff relating to Program area Provide advice and support to SEMs and BSMs regarding potential external reporting requirements Analyse Environmental Incident data relating to Program area quarterly, identify trends and/or issues, and liaise with Regional staff regarding possible solutions Develop preventative actions which can be applied across the whole Estate (e.g. development of policy or instruction to address a type of incident that occurs several times) Take all reasonable steps to protect the environment, including consideration of the environment when developing and implementing procedures Adhere to all environmental conditions placed on activities Communicate to personnel including sub-contractors that Defence has an environmental incidents reporting requirement and the importance of environmental incident reporting Contact Regional environmental staff as per this DNES if any incident may have environmental consequences Ensure that staff under their direction appropriately respond to any environmental incident If a person reports that an incident has occurred, ensure that a formal EFS Manager, RD Head, Defence Support Organisation (HDSO) Assistant Secretary Environmental & Engineering Branch (ASEE) BSM

26 23 Individual Responsibilities Accountable to Assistant Secretary EE Branch (ASEE) notification takes place via the Environmental Incident Reporting Form Part A: Notification using the methodology in this DNES, and that appropriate resources are provided to the reporting person. The form can be ed to the contractor, by any DRN user, if the contractor does not have DRN access Implement corrective and preventative actions relating to environmental incidents as required by Defence Develop, maintain, promulgate and garner support for the Defence EMS, including the Environmental Incident Management process, policy and reporting Review analysis of environmental incident data undertaken by EE Branch personnel and report to senior leadership as appropriate Head Infrastructure (HI)