EIA Guidelines
Environmental assessment procedure
Project review of environmental factors roads
EIA-P05-2
RMS 14.539
About this release Reference
number
EIA-P05-2
Title
Environmental assessment procedure for project review of environmental
factors – roads
Approval and authorisation
Prepared by
Environment Officer
Senior Environmental Specialist (Planning and Assessment)
Approved by
Principal Manager Environmental Policy, Planning and Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment Planning and
Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
2.3
August 2014
Version
Date
Revision Description
1.0
30/6/10
First issue (trial version).
2.0
09/09/11
2.1
05/12/11
Trial version comments incorporated. Legal review complete.
Implementation version.
Change to Roads and Maritime Services. Formatting changes.
2.2
13/07/12
Addition of Growth Centres SEPP consultation.
2.3
21/08/14
Distinguish procedure is for road projects (following creation of the
project REF - maritime procedure). Updated titles, roles,
responsibilities and associated procedures following internal
restructure. Replaced grading system with decision about adequacy.
Made web accessible in accordance with WCAG. Change to
document location (G drive to Objective). Other minor changes and
updates.
Prepared by
Environmental Policy, Planning and Assessment
Environment Branch
Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
T
02 8588 5726
F
02 8588 4173
Key contacts
Project managers and contractors are encouraged to contact environment staff for
advice on the implementation of this procedure. Where a lead environment advisor
has been appointed for a proposal they should always be the first point of contact.
Key contacts:
Contact
Hunter region Environment Manager
Northern region Environment Manager
Southern region Environment Manager
South-west region Environment Manager
Sydney region Environment Manager
Western region Environment Manager
Pacific Highway (North) Environment Manager
Pacific Highway (South) Environment Manager
Motorways Environment Manager
Senior Environmental Specialist (Planning and Assessment)
Senior Environmental Specialist (Air and Greenhouse)
Senior Environmental Specialist (Heritage)
Senior Environmental Specialist (Biodiversity)
Senior Environmental Specialist (Sustainability)
Senior Environmental Specialist (Noise and vibration)
Senior Environmental Specialist (Land Management)
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EIA-P05-2 Issue 2.3
Phone number
4924 0440
6640 1072
6492 9515
6937 1634
8849 2516
6861 1628
6640 1375
4924 0281
8588 4372
8588 5726
8588 5749
8588 5754
8588 5745
8588 5752
8588 4375
8588 5738
1
Environmental assessment procedure: Project review of environmental factors - roads 1
Purpose
The environmental assessment procedure for project review of environmental factors
– roads has been developed to assist Roads and Maritime Services to meet its
responsibilities under the Environmental Planning and Assessment Act 1979 and
State Environmental Planning Policy (Infrastructure) 2007.
The procedure replaces the Environmental Impact Assessment Policy, Guidelines
and Procedures 2001.
The purpose of the procedure is to provide a framework for scoping, preparing and
making a decision for a roads project review of environmental factors (REF). The
procedure includes assistance on how to identify whether a REF should be placed on
public display for comment.
Project REFs are prepared as part of the environmental impact assessment
conducted under Part 5 of the Environmental Planning and Assessment Act 1979
(EP&A Act). An REF is a report that documents this environmental impact
assessment process.
The REF helps satisfy Roads and Maritime Services duties under s.111 of the EP&A
Act to “examine and take into account to the fullest extent possible all matters
affecting or likely to affect the environment by reason of that activity” and s.112 in
making decisions on the likely significance of any environmental impacts.
2
Scope
This procedure provides a framework to ensure that all roads project REFs prepared
by Roads and Maritime Services and its contractors are carried out in accordance
with statutory responsibilities. The procedure provides a consistent approach to
environmental impact assessment for activities conducted under Part 5 of the EP&A
Act. The procedure has been developed to complement the ProjectPack and
MinorProject infrastructure life cycle management systems.
The procedure applies to all roads project REFs carried out by Roads and Maritime
Services or its contractors. The procedure is to be followed by all Roads and
Maritime Services staff and contractors.
The procedure does not apply to:
 ‘Emergency Works’ as described in clauses 5 and 97(1)(e) of State
Environmental Planning Policy (Infrastructure) 2007.
 Any activity or part of an activity to which assessment under Part 4, Part 4.1
or Part 5.1 of the EP&A Act applies.
 Any works that fall within the Environmental assessment procedure for routine
and minor works (EIA-P05-1).
 Any maritime works that fall within the Environmental assessment procedure
Project review of environmental factors – maritime (EIA_P05-3).
The procedure may be used for private developer works under developer deeds,
works authorisation deeds or similar where Roads and Maritime Services is a
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2
determining authority for road or traffic control works. Assessment requirements for
private developer works should be determined in consultation with environment staff.
3
Roles and responsibilities
As the majority of project REFs are likely to be for major infrastructure development
projects, terminology of roles and responsibilities is in line with those outlined in the
ProjectPack management system. However, there will also be minor projects with
complex environmental impacts which will require preparation of a project REF. This
procedure focuses on the roles of the project team, environmental advisors and
manager delegated to determine that the project can proceed under the EP&A Act.
Abbreviation Role
ACHA
Aboriginal cultural
heritage adviser
DM
Delegated manager
EBS
Environment Branch
specialists
EM
Environment Manager (or
their delegate)
ERT
Environment review team
GMCSE
General Manager
Communication and
Stakeholder Engagement
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Responsibility
 Provide advice and guidance on
Aboriginal cultural heritage matters.
 Roads and Maritime Services
manager delegated to determine Part
5 activities under the EP&A Act –
refer to delegations manual.
 Approves the REF for public display.
 Approves the submissions report (if
required) for publication to the
website.
 Provide specialist advice on matters
of biodiversity, noise and vibration,
heritage, land and water quality
management,
air
quality
and
greenhouse gases, sustainability,
socio-economic and environmental
planning and assessment.
 Environment staff nominated by the
delegated manager to endorse that
the REF has met the requirements of
the EP&A Act and may be
determined. The person may be from
a regional/program environment team
or from the Environmental Policy
Planning and Assessment team.
 The EM may also be the lead
environmental advisor.
 Staff who review specialist reports,
REF and submissions reports (where
prepared) to ensure that the
assessments are of adequate quality
to meet the EP&A Act and any
stakeholder requirements.
 Approves
publishing
of
the
REF/submissions report following
Communications procedures.
3
Abbreviation Role
GME
General Manager
Environment
LEA
Lead environment advisor
PMEPPA
Principal Manager
Environmental Policy,
Planning and
Assessment
(May delegate to Senior
Environmental Specialist
(Planning and
Assessment), SES
(P&A))
PM
Project development
manager
RCS
Regional communications
staff
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Responsibility
 Endorses that a REF is suitable for
public display.
 Endorses that a submissions report is
suitable for publishing on the Roads
and Maritime website.
 Environment staff providing the lead
environmental advice for the project.
Assures that the REF and all
associated
documents
are
of
adequate quality to enable the project
to be determined under the EP&A
Act.
The LEA is nominated following
discussion
between
the
regional/program
Environment
Manager and the PMEPPA/Senior
Environmental Specialist (Planning
and Assessment). The LEA is
nominated based on environmental
or other risk and available resources.
Usually the LEA would be from a
regional/program environment team
but in some cases may be from the
Environmental Policy, Planning and
Assessment team.
 Provides support and advice to the
LEA and project team as required.
 Provides advice on planning pathway
and assessment and statutory
requirements.
 May recommend the determination of
the REF under Part 5 of the EP&A
Act (in consultation with the
regional/program
Environment
Manager).
 Provides advice on the involvement
of Environment Branch specialists in
REF preparation and review.
 As required consults with GME, EM
and LEA to identify and resolve
issues.
 Arranging the preparation of the
project
REF
and
obtains
determination under EP&A Act.
 Provides advice on REF public
display processes and community
consultation requirements.
 Reviews the REF/submissions report
from a communications perspective,
where necessary.
4
Abbreviation Role
REF-C
REF certifier
REF-P
REF preparer
SR preparer
Submissions report
preparer
UD
Urban design team
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Responsibility
 Certifies that all documentation is of
sufficient quality. This person is
generally from an external service
provider and will be a senior
experienced person.
 Prepares the REF. This person is
generally from an external service
provider.
 Responsible for preparation of the
submissions report.
 The SR preparer may also be the
REF-P.
 Provide specialist advice on matters
of urban design, landscape character
and visual assessment.
5
4
Procedure
The procedure consists of the following elements:
Title
Preparing a project REF guidance note
Project REF preliminary scoping checklist
Project REF brief template
Project REF template
REF consultation guidance note
REF display checklist
Infrastructure SEPP consultation checklist
REF standard consultation letter template
Consultation letter for ISEPP requirements general template
Consultation letter for ISEPP requirements heritage template
Display REF approval memo template
Consultation letter for Growth Centres SEPP template
Project REF review guidance note
REF review checklist – self assessment
REF review checklist – reviewer
REF submissions report guidance note
REF submissions report brief
REF submissions report template
REF submissions report spreadsheet
Submissions report approval memo template
REF submissions respondent notification letter
REF decision guidance note
REF decision memo template
Reference number
EIA-P05-G02
EIA-P05-G02-T01
EIA-P05-G02-T02
EIA-P05-G02-T03
EIA-P05-G03
EIA-P05-G03-T01
EIA-P05-G03-T02
EIA-P05-G03-T03
EIA-P05-G03-T04
EIA-P05-G03-T05
EIA-P05-G03-T06
EIA-P05-G03-T07
EIA-P05-P04
EIA-P05-G04-T01
EIA-P05-G04-T02
EIA-P05-G06
EIA-P05-G06-T01
EIA-P05-G06-T02
EIA-P05-G06-T03
EIA-P05-G06-T04
EIA-P05-G06-T05
EIA-P05-G07
EIA-P05-G07-T01
The procedure is shown in the flowchart in section 4.2. The steps indicated in the
flowchart refer to application of the above listed elements.
4.1
Acronyms
The following acronyms are used in the procedure: Acronym
EP&A Act
ISEPP
REF
Term
NSW Environmental Planning and Assessment Act 1979
State Environmental Planning Policy (Infrastructure) 2007
Review of environmental factors
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4.2
The flowchart
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4.3
Using the flowchart
Details on how to use the environmental assessment procedure for project REFs are
shown in Tables 1-1 to 1-10.
Table 1-1: Step 1 Establish roles and responsibilities
Step
Task
1.1 Identify and confirm LEA, EM and ERT for the project.
For complex/high risk projects the environment review team,
including the LEA will be nominated based on discussion between
the regional/program Environment Manager and the PMEPPA /
SES (P&A). Where required this will include consultation with the
DM and PM. Usually for project REFs the LEA would be from a
regional/program environment team but in some cases may be
from the Environmental Policy, Planning and Assessment team.
1.2 Review project management plan including need to (re-)establish
a steering committee for the REF preparation. Review project
milestones and indicative program.
Responsibility
Advised by
PM
DM
regional
/program
Environment
Manager
PMEPPA /
SES (P&A)
PM
DM
GME
PMEPPA
EM
Table 1-2: Step 2 Identify scope of REF and decide whether REF will be displayed
Step
Task
2.1 Identify preliminary scope of the REF using the REF preliminary
scoping checklist (EIA-P05-G02-T01).
2.2 Brief ACHA, EM, and ERT on the project and invite their
comments on REF preliminary scoping checklist.
2.3 Decide whether REF will be displayed using the REF consultation
guidance note (EIA-P05-G03) and REF display checklist (EIA-P05
G03-T01).
2.4
D
etermine whether statutory consultation under State
Environmental Planning Policy (Infrastructure) 2007 will be
required using the REF consultation guidance note (EIA-P05-G03)
and the Infrastructure SEPP consultation checklist (EIA-P05-G03T02).
2.5 Where it is proposed to display an REF for public comment advise
PMEPPA about the details of the REF and type of consultation to
be carried out.
Responsibility
Advised by
PM
LEA
PM
LEA
PM
LEA
DM
RCS
PMEPPA
LEA
PM
PM
LEA
EM
Responsibility
Advised by
PM
LEA
PM
LEA
EBS
UD
Table 1-3: Step 3 Initiate REF
Step
Task
3.1 Initiate the preparation of the REF using the Project REF brief
template (EIA-P05-G02-T02).
Note: use identified environmental issues from the REF
preliminary scoping checklist (EIA-P05-G02-T01) to inform the
brief preparation.
3.2 For more complex projects and REFs to be publicly displayed,
consult with EBS and UD to scope specialist studies prior to
finalising brief.
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Step
Task
Responsibility
Advised by
PM
LEA
PMEPPA
3.3 For more complex projects, consider need for interim or staged
approach to the REF preparation such as addressing existing
environment and summary of likely impacts in first stage. Include
in brief if considered appropriate. This is to allow environmental
issues identification to occur prior to any assessment – refer to the
Preparing a project REF guidance note (EIA-P05-G02) for advice.
3.4 LEA to review and endorse brief prior to issue to contractors.
LEA
3.5
PM
LEA
EBS
UD
PM
LEA
Responsibility
Advised by
3.6
Engage environmental assessment contractor and specialist
contractors if required.
Note: tender panels for all environmental contractors must include
the LEA.
Give instructions and briefing to the environmental assessment
contractor on the project and expectations for the REF
preparation. PM, LEA and environmental assessment contractor to
undertake a site visit.
Table 1-4: Step 4 Prepare REF
Step Task
4.1 Prepare draft project REF following the Preparing a project REF
guidance note (EIA-P05-G02) and Project REF template (EIA-P05
G02-T03).
4.2 Continue to closely liaise with REF preparer on the project and
ongoing expectations for the REF preparation.
4.3 Carry out statutory consultation as required by State
Environmental Planning Policy (Infrastructure) 2007 and State
Environmental Planning Policy (Sydney Region Growth Centres)
2006 using the Consultation letter Infrastructure SEPP templates
(EIA-P05-G03-T04/5) and Consultation letter Growth Centres
SEPP template (EIA-P05-G03-T07).
Note: this may need to be repeated if the proposal is amended or
changed in later stages of project development.
4.4 Carry out any other consultation for the REF using the REF
standard consultation letter template (EIA-P05-G03-T03).
Note: this may also need to be carried out at other stages of the
project development and REF preparation.
4.5 For complex projects, involve EBS and UD in stakeholder
consultations.
4.6 Closely liaise with REF preparer on the outcomes of the
consultation to inform the REF preparation and project
development.
4.7 Prior to submitting a draft REF to Roads and Maritime Services for
review, the REF certifier is to review the draft REF and complete
and certify the REF review checklist – self assessment checklist
(EIA-P05-G04-T01) in accordance with the REF review guidance
note (EIA-PO5-G04).
Amend the REF if required.
4.8 Submit signed and certified REF review checklist with draft REF to
the PM.
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REF-P
PM
LEA
PM
LEA
RCS
REF-P
PM
LEA
RCS
REF-P
PM
LEA
PM
EBS
UD
LEA
REF-C
REF-P
REF-P or
REF-C
9
Table 1-5: Step 5 Review REF
Step
Task
5.1
5.2
5.3
Provide first draft REF to LEA.
Provide first draft REF to ERT, ACHA and RCS for review.
Review the first draft REF and decide whether it is adequate
quality and can be accepted as a first draft deliverable under the
contract in accordance with REF review guidance note (EIA-P05G04) and REF review checklist – reviewer (EIA-P05-G04-T02).
Provide comments to PM.
5.4 If the REF is not adequate, the PM is to advise the contractor that
the document will not be accepted as the first draft deliverable
under the contract.
5.5 Seek clarification on comments from ERT where required and
provide consolidated comments to REF preparer.
5.6  Update REF in accordance with Roads and Maritime Services
comments and checklist requirements.
 Provide a response to comments.
5.7  Review the updated REF and decide whether it is adequate
quality and can be accepted as a deliverable under the
contract in accordance with REF review guidance note (EIAP05-G04) and REF review checklist – reviewer (EIA-P05-G04T02).
 If the final draft REF is not adequate, the PM is to advise the
contractor that the document will not be accepted as the final
draft deliverable under the contract and return for further work.
Repeat these steps as required until REF is adequate as a
final draft.
Responsibility
Advised by
PM
LEA
LEA
PM
ERT
RCS
UD
PM
LEA
PM
LEA
REF-P
ERT
PM
LEA
ERT
UD
Responsibility
Advised by
Table 1-6: Step 6 Finalise REF
Step
Task
6.1 Finalise the REF in MS Word and Adobe pdf format.
6.2 For REFs being displayed for public comment go to STEP 7.
For REFs not being displayed for public comment got to STEP 9.
REF-P
PM
Table 1-7: Step 7 Display REF and invite comment
Step
Task
7.1 Prepare a request for Approval to display REF memo (EIA-P05G03-T06). To be endorsed by relevant DM.
7.2 Brief DM, GME, PMEPPA and EM on the proposal, the main
issues/impacts and how they have been addressed.
7.3 Submit signed memo with finalised REF to GME for endorsement
and DM for approval (as appropriate).
7.4 Memo to be endorsed by GME and approved by DM (as
appropriate). 7.5
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Responsibility
Advised by
LEA
PM
DM
EBS
PM
LEA
PM
GME
DM
PM
LEA
LEA
PMEPPA
PM
RCS
10
Step
Task
7.6
Seek comments on the REF for a minimum period of three
calendar weeks (not including public holidays).
Note: display should not be during Easter, December or January
unless agreed to by the relevant DM, GMCSE and PMEPPA.
Select suitable display locations – should include Roads and
Maritime Services website and relevant Roads and Maritime
Services office(s) as a minimum. Other locations to be considered
– local council offices, local council.
7.7 Place pdf version of the REF on project website.
7.8 Provide REF electronic files (eg on CDs or USB) to other
agencies, local council(s) and other key stakeholders.
If the REF is made available for public purchase, the cost should
not exceed $25 for a printed copy or $10 for a CD/USB copy.
7.9 Carry out further consultation with other agencies as stakeholders
on the REF as required using the Consultation letter templates
(EIA-P05-G03-T03/4/5) and as identified in the community
involvement plan or the REF display checklist (EIA-P05-G03-T01)
and Infrastructure SEPP consultation checklist (EIA-P05-G03T02).
Involve and consult with LEA and RCS on any consultation.
Responsibility
Advised by
PM
DM
GMCSE
PMEPPA
GME
RCS
PM
PM
PM
LEA
RCS
EBS
Responsibility
Advised by
PM
LEA
Table 1-8: Step 8 Prepare submissions report
Step Task
8.1 If not included in the REF brief, initiate the preparation of the
submissions report using the REF submissions report brief (EIAP05-G06-T01).
Involve and consult with LEA on the submissions report brief
preparation.
8.2 LEA to endorse the brief before issue to contractor.
8.3 Review and consider submissions received in accordance with the
REF submissions report guidance note (EIA-P05-G06) and using
the REF submissions spreadsheet template (EIA-P05-G06-T03).
If appropriate based on the number of submissions received and
issues raised, hold workshop to categorise and agree on
responses to issues received from submissions. Involve EBS and
UD (as required) in workshop.
8.4 Prepare a submissions report in accordance with the REF
submissions report guidance note (EIA-P05-G06) and REF
submissions report template (EIA-P05-G06-T02).
Consult with LEA for advice.
8.5 Submit draft submissions report to PM.
8.6 Provide draft submissions report to LEA for review.
8.7 Provide draft submissions report to ERT, ACHA and RCS for
review.
8.8 Review submissions report and decide whether the submissions
report is adequate quality and can be accepted as a first draft
deliverable under the contract in accordance with the REF review
guidance note (EIA-P05-G04).
Provide comments to PM.
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LEA
PM
LEA
EBS
UD
SR preparer
PM
LEA
EBS
SR preparer
PM
LEA
LEA
PM
ERT
UD
11
Step
Task
8.9 If the quality of the submissions report is not adequate as a first
draft, the PM is to advise the contractor that the document will not
be accepted as the first draft deliverable under the contract and
return for further work.
8.10 Seek clarification on comments from ERT where required and
provide consolidated comments to submissions report preparer.
8.11  Update submissions report in accordance with Roads and
Maritime Services comments.
 Provide a response to comments.
 Provide updated submissions report to PM.
8.12 Provide updated submissions report to LEA and ERT to review in
accordance with the REF review guidance note (EIA-P05-G04)
confirm updates are acceptable.
8.13 If the quality of the final draft submissions report is not adequate,
the PM is to advise the contractor that the document will not be
accepted as a deliverable under the contract and return for further
work. Repeat steps as required until submissions report is
adequate as a final draft.
8.14 P
repare Submissions report approval memo (EIA-P05-G06-T04).
8.15 Brief DM, GME, PMEPPA and EM on main issues raised in
submissions and how these are addressed in the submissions
report.
8.16 Submit to GME and DM to endorse and approve the submissions
report as suitable to be made publically available on the Roads
and Maritime website.
8.17 Endorse and approve the submissions report as suitable to be
made publically available on the Roads and Maritime website (as
appropriate).
8.18 Follow Communications procedures for approval to publish.
Responsibility
Advised by
PM
LEA
PM
LEA
SR preparer
ERT
PM
LEA
ERT
PM
LEA
ERT
LEA
PM
LEA
PM
ERT
LEA
PM
GME
DM
PM
LEA
EBS
UD
RCS
Responsibility
Advised by
LEA
SES (P&A)
PM
LEA
Table 1-9: Step 9 Determine REF
Step
9.1
9.2
9.3
9.4
9.5
9.6
9.7
Task
If the REF was publically displayed but no submissions report was
necessary contact the SES (P&A) for advice before the decision
memo is submitted.
Provide finalised REF (and submissions report if relevant) to EM
for consideration.
Consider and make decision on whether to endorse the
determination of the REF using the REF decision guidance note
(EIA-P05-G07).
Prepare and endorse REF review checklist - reviewer (EIA-P05G04-T02).
Prepare and complete the REF decision memo (EIA-P07-G04T01) and send to the PM.
Sign and submit the REF decision memo (EIA-P07-G04-T01) to
the DM, accompanied by the Submissions report approval memo
(EIA-P05-G06-T04) from step 8 (if relevant).
Determine REF.
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EM
EM
EM
PM
LEA
LEA
PM
DM
12
Table 1-10: Step 10 Implement decision
Step
Task
Responsibility
10.1 File the endorsed decision memo and signed memo on file (pdf
format).
10.2 File the REF and all appendices/specialist reports (and
submissions report) on Objective (include MS Word and pdf
format).
10.3 For REFs not previously placed on public display for comment but
being placed on internet for information:
 Follow Communications procedures for approval to publish.
 Place pdf version of the REF on project website.
 Send a copy or links to the REF to relevant stakeholders.
 Update project website with details of the determined REF and
contact details for the PM. 10.4 For REFs previously placed on public display for comment:
 Place pdf version of the submissions report on project website.
 Send notification letters to those people/agencies that commented on the REF and/or made other submissions using the REF submissions respondent notification letter template
(EIA-P05-G06-T05). 10.5 Send hard copy and email the REF (and submissions report if
relevant) in pdf format to the Roads and Maritime Services library
([email protected]). Use Roads and Maritime Services
large file transfer system if file size is too large to email. Include all
appendices/specialist reports.
10.6 Incorporate REF safeguards and management measures into preconstruction contracts, contract specifications and construction
environmental management plan, as required.
10.7 Consult and involve LEA to incorporate and implement all
safeguards.
Advised by
PM
PM
RCS
PM
RCS
PM
PM
Roads and
Maritime
library
PM
LEA
EM
PM
If the project is recommended to proceed, works can commence in accordance
with the determined REF
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13
5
Related information
Reference documents:
Environmental impact assessment guidelines
Contact details:
Senior Environmental Specialist (Planning and Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
02 8588 5726
Effective date: 5 May 2011
First published: 30 June 2010
Review date: July 2015
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14
Environmental Impact Assessment
Guidance Note
Preparing a project review of
environmental factors
EIA-P05-G02
Contents
A.
Introduction ............................................................................................................................................................................................. 1
B.
Using the REF preliminary scoping checklist ........................................................................................................... 2
C.
Using the REF brief......................................................................................................................................................................... 2
D.
Using the REF guidance note ................................................................................................................................................ 3
E.
Using the REF template .............................................................................................................................................................. 3
F.
Information to be considered .................................................................................................................................................. 4
Executive summary...................................................................................................................................................................................... 5
1
1.1
1.2
Introduction ............................................................................................................................................................................................. 5
Proposal identification............................................................................................................................................................. 5
Purpose of the report............................................................................................................................................................... 6
2
2.1
2.2
2.3
2.4
2.5
2.6
Need and options considered................................................................................................................................................. 7
Strategic need for the proposal ...................................................................................................................................... 7
Existing road and infrastructure...................................................................................................................................... 8
Proposal objectives ................................................................................................................................................................... 8
Alternatives and options considered.......................................................................................................................... 8
Preferred option............................................................................................................................................................................ 9
Design refinements .................................................................................................................................................................10
3
3.1
3.2
3.3
Description of the proposal.....................................................................................................................................................11
The proposal .................................................................................................................................................................................11
Design.................................................................................................................................................................................................12
Construction activities ...........................................................................................................................................................13
3.4
3.5
3.6
Ancillary facilities .......................................................................................................................................................................15
Public utility adjustment.......................................................................................................................................................16
Property acquisition.................................................................................................................................................................16
4
4.1
4.2
4.3
4.4
4.5
Statutory and planning framework ...................................................................................................................................18
State Environmental Planning Policies (SEPPs) ..........................................................................................18
Local Environmental Plans...............................................................................................................................................19
Other relevant legislation ...................................................................................................................................................19
Commonwealth legislation................................................................................................................................................20
Confirmation of statutory position ...............................................................................................................................21
5
5.1
5.2
5.3
5.4
5.5
5.6
5.7
Stakeholder and community consultation..................................................................................................................22
Consultation strategy.............................................................................................................................................................22
Community involvement......................................................................................................................................................22
Aboriginal community involvement............................................................................................................................22
ISEPP consultation..................................................................................................................................................................22
Growth Centres SEPP consultation..........................................................................................................................23
Government agency and stakeholder involvement.....................................................................................23
Ongoing or future consultation......................................................................................................................................24
6
6.1
Environmental assessment ....................................................................................................................................................25
Environmental aspect being assessed (eg biodiversity) ........................................................................26
7
7.1
7.2
7.3
Environmental management .................................................................................................................................................31
Environmental management plans (or system)..............................................................................................31
Summary of safeguards and management measures .............................................................................31
Licensing and approvals.....................................................................................................................................................31
8
8.1
8.2
8.3
Justification and conclusion ...................................................................................................................................................32
Justification.....................................................................................................................................................................................32
Objects of the EP&A Act.....................................................................................................................................................32
Conclusion ......................................................................................................................................................................................32
9
Certification...........................................................................................................................................................................................34
10
References............................................................................................................................................................................................34
11
Terms and Acronyms used in this REF.......................................................................................................................34
12
Appendices ...........................................................................................................................................................................................34
13 Consideration of clause 228(2) factors and matters of national environmental significance........................................................................................................................................................................................................34
13.1
13.2
Clause 228(2) factors............................................................................................................................................................34
Matters of national environmental significance...............................................................................................37
14
Neutral or beneficial effect on water quality assessment.............................................................................39
15
References............................................................................................................................................................................................40
About this document .................................................................................................................................................................................42
Preparing a review of environmental factors
Key points
 A review of environmental factors (REF) is prepared in accordance with Part 5 of
the Environmental Planning & Assessment Act 1979 (EP&A Act). It assists Roads
and Maritime Services in meeting the statutory requirement to take into account
all matters affecting or likely to affect the environment by reason of a proposed
activity. It assists in establishing whether or not the activity is likely to significantly
affect the environment and whether an environmental impact statement needs to
be prepared for approval to be sought from the Minister for Planning.
 The level of detail and extent of assessment provided in the REF will depend on
the complexity of the environmental impacts of the proposed activity (or proposal)
irrespective of its size.
 It is important to include in the REF details of all known temporary and ancillary
activities and any proposed environmental management measures.
A. Introduction
Roads and Maritime Services has a statutory responsibility under NSW and Federal
legislation to consider and assess its activities and their effect on the environment.
The Act which has the most importance is the Environmental Planning and
Assessment Act 1979 and includes the Regulations made under the EP&A Act
(being the Environmental Planning and Assessment Regulation 2000). The
environmental impact assessment process helps Roads and Maritime Services fulfil
this responsibility and provides a means whereby:

Roads and Maritime Services, affected communities, and other interested
persons can identify, understand and assess the likely effects of proposed
activities on the environment.

Roads and Maritime Services can make informed decisions about proposed
activities in an environmentally sensitive manner, while meeting community
expectations.
Where Part 5 of the EP&A Act applies to a proposed construction or maintenance
activity, Roads and Maritime Services examines and takes into account to the fullest
extent possible all matters affecting or likely to affect the environment by reason of
that activity (s.111). This includes consideration of the effect on conservation
agreements and plans of management under the National Parks and Wildlife Act
1974, joint management and biobanking agreements under the Threatened Species
Conservation Act 1995, wilderness areas under the Wilderness Act 1987, critical
habitat, impacts on threatened species, populations and ecological communities and
their habitats and other protected fauna or native species. Roads and Maritime
Services also establishes whether or not the activity is likely to significantly affect the
environment and require the preparation of an environmental impact statement
(s.112).
This guidance note outlines the process for preparing a review of environmental
factors (REF) for use with the Project REF procedure – roads (EIA-P05-2) including
the REF preliminary scoping checklist (EIA-P05-G02-T01), Project REF brief (EIAP05-G02-T02) and Project REF template (EIA-P05-G02-T03).
This guidance note should be used in conjunction with procedure EIA-P05-2
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The Project REF brief and Project REF template should be used for all Roads and
Maritime Services road related activities proposed under Part 5 of the EP&A Act,
except for projects proposed on land reserved under the National Parks and Wildlife
Act, 1974 (NPW Act)1 and land to which the Airports Act, 19962 applies. Contact
Roads and Maritime environment staff for further advice in either of these situations.
For maritime activities proposed under Part 5 of the EP&A Act use the Project REF
procedure – maritime (EIA-P05-3). For routine or minor works use the environmental
assessment procedure for routine and minor works (EIA-P05-1). If Part 5.1 of the
EP&A Act applies, refer to the Part 5.1 procedure (formerly known as the Part 3A
procedure) (EIA-P03).
B. Using the REF preliminary scoping checklist
The REF preliminary scoping checklist (EIA-P05-G02-T01) is a tool that can be used
by the project manager in conjunction with the lead environmental advisor (LEA) at
an early stage in the development of a proposal. The project manager must seek the
advice of the LEA to determine whether or not the checklist is required for each
project. The purpose of the checklist is to identify the main environmental issues for
the project. The scoping checklist should be completed following a site inspection
and prior to initiating the preparation of a REF.
Questions and considerations in the checklist are general only. It is not necessary to
have an answer for every question in the checklist – the checklist is designed to
provide a preliminary picture of the environmental context of the proposal and help
set the scene for the future environmental assessment. An unsure option is provided
in the checklist where items are not known or appropriate information is not available.
Any gaps or incomplete information identified in the checklist can also be used to
help inform the brief for the REF preparation.
C. Using the REF brief
The Project REF brief template (EIA-P05-G02-T02) is to be used for engaging
environmental assessment contractors to prepare a Project REF. It is acknowledged
that REFs can vary considerably in scope depending on the complexity of the issues
being considered and the brief template allows for flexibility to suit the specific needs
of a proposal.
The template is to be completed by inserting information to tailor the document to the
needs of the proposal. Highlighted headings or text used in the templates may be
deleted or revised if necessary with text/information relevant to the proposal being
investigated and/or assessed. These headings, text or prompts have been
highlighted light grey within the template. Some paragraphs and sections will not be
relevant to all REFs, eg those relating to specialist studies, public display and
submissions report. These are also highlighted light grey within the template and
should be deleted where not applicable to the proposal.
1
Where an activity is proposed on land reserved under the NPW Act, prepare the REF in accordance
with the Office of Environment and Heritage Proponent’s Guidelines for the Review of Environmental
Factors (July 2008). Seek advice from Roads and Maritime Services environment staff.
2
NSW Airport sites include Sydney, Sydney West, Bankstown, Camden and Hoxton Park. The EP&A Act
does not apply. Seek advice from Roads and Maritime Services environment staff.
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When issues are encountered which may not be adequately covered by the template,
additional chapters and sections may be added. In these situations the project
manager should first consult with Roads and Maritime Services environment staff.
D. Using the REF guidance note
The guidance note provides assistance with preparing a REF that satisfies the Roads
and Maritime Services expectations for quality. Information is provided for project
managers responsible for delivering a review of environmental factors, for
professionals engaged to write REFs and for environment staff advising on or
reviewing REFs. The guidance note follows the format of the REF template.
E. Using the REF template
The Project REF template (EIA-P05-G02-T03) is to be used for all project REFs
prepared for or on behalf of Roads and Maritime Services. The template allows for
flexibility and tailoring of the REF to suit the proposal being assessed.

Text and headings which are not highlighted and are included within the
template are applicable to all REFs. This text or headings should not be
deleted or revised without prior consultation with Roads and Maritime Services
environment staff.

Highlighted headings or text used in the templates may be deleted or revised if
necessary with text/information relevant to the activity being investigated and/or
assessed. These headings, text or prompts have been highlighted light grey
within the template.

When issues are encountered which may not be adequately covered by the
template, additional chapters and sections may be added. In these situations
you should first consult with Roads and Maritime Services environment staff.

Do not assume that large activities require complex assessments and small
activities simple assessments. The level of detail and assessment provided in
the REF will depend on the complexity of the environmental impacts of a
proposed activity, irrespective of its size.

The REF preparer is to populate the template to produce a web accessible
document that is consistent with the Web Content Accessibility Guidelines
(WCAG) Level AA.
Further information about the use of standard templates, including style and
grammar, is provided in the current Roads and Maritime Services Editorial Style
Guide and the Visual Identity Guidelines.
Language and tense
When writing a REF, refer to the activity subject to assessment as the “proposal”.
Avoid using the word “project” as it implies that the activity has been approved.
Similarly, use the word “would” instead of the word “will’ in descriptions of the activity
and potential environmental impacts. Use “will’ or “must” in the environmental
management measures and safeguards.
This guidance note should be used in conjunction with procedure EIA-P05-2
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F. Information to be considered
The following headings and sections of this guidance note relate to the chapters and
sections within the Project REF template (EIA-P05-G02-T02). The level of detail
provided under each heading is indicative and may or may not be necessary for each
report prepared from the template.
This guidance note should be used in conjunction with procedure EIA-P05-2
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Executive summary
Executive summaries provide a useful summary of the proposal and its likely
environmental impacts.
The executive summary contains information presented in the main body of the
report. The length of an executive summary should be relative to the length of the
main body of the report, generally no more than four A4 pages.
Public display
There is no statutory requirement to publicly display a REF. However, from time to
time Roads and Maritime Services may decide to display an REF especially if there
is, or is likely to be, considerable community interest in the proposal. The decision to
display a REF should be made using the process and tools outlined in the Project
REF procedure (EIA-P05-2), including the REF consultation guidance note (EIA-P05G03) and in consultation with the project manager, environment staff and
communications staff.
The Privacy and Personal Information Protection Act 1998 governs the use and
disclosure of personal information provided by respondents. Accordingly, where the
respondent indicates at the time of supply of information that their personal details
and/or response should be kept confidential, the project manager must do so unless
there is a legislative or legal justification for the release of the information, for
example under the Government Information (Public Access) Act 2009 or under
subpoena or other statutory instrument.
Following public display it is Roads and Maritime Services practice to collate the
details of public responses and advise authors in writing when project information is
released.
Note that a publication number is supplied by Roads and Maritime Services
communications staff for all documents to be placed on public exhibition. This
number should be recorded in the document controls page.
1
Introduction
1.1
Proposal identification
When introducing the proposal, the purpose of the description is to identify and
describe the key elements of the proposal, and include:

A brief statement describing the proposal, eg a new road or widening.

A brief statement of the strategic need for the proposal, eg how safety is
improved, response to a program, overall strategic need.

Start and end locations and overall length.

Proposed operational staging of the proposal, if relevant.

A list of major structural features, eg bridge, culvert or viaduct.

A list of major design features, eg number of lanes, provisions for cyclists,
detention basins, fauna crossings, intersections, retaining walls.

A figure that provides an overview of the proposal, including key features.
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Provide the correct description of the proposal eg is the proposal a bridge demolition,
or is the more accurate and inclusive description a new bridge and approaches with a
consequent impact on the existing bridge. Please note that further information about
the proposal is provided in Chapter 3 of the REF, so the description within the
introduction should be limited to the key elements only.
State the location of the proposal within the introduction of a REF. This is to be
limited to about a paragraph so as not to duplicate information given in Chapter 6 and
should include:

A brief description of the local and regional setting including any special
features adjacent to the proposal eg waterways, National Parks, known
threatened species, heritage items, land uses, drainage, built features,
geological features.

A reference to the relevant Roads and Maritime Services region and local
government area.

A regional context map and a map of the proposal overlain on an aerial
photograph.
Other relevant information such as the expected total cost of the proposal and the
funding requirements, eg State or Nation Building funding, is also to be provided in
the introduction. The anticipated duration of construction (including commencement
and completion dates) of the proposal, with staging requirements is also to be
provided.
1.2
Purpose of the report
The purpose of the REF is discussed under this section and is standard for all REFs.
Refer to the Project REF template (EIA-P05-G02-T02).
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2
Need and options considered
The purpose of this chapter is to describe the need for the proposal in terms of its
strategic setting and operational need. Provide a discussion of the options
considered and the selection of the preferred option for the proposal. The project
manager will need to provide this information discussed in this section to the REF
preparer.
2.1
Strategic need for the proposal
Describe the need for the proposal in terms of its strategic setting (eg where does the
proposal fit with Australian Government initiatives such as the Federal Infrastructure
Investment Programme or Roads and Maritime Services strategies such as road
safety or asset management), and its project specific operational needs, such as
reducing traffic congestion, improving safety or road conditions, or addressing local
environmental problems caused by existing conditions.
Make reference to the NSW State Plan 2021 (State Plan), the NSW Government
State Infrastructure Strategy (State Infrastructure Strategy), the NSW Long Term
Transport Masterplan and NSW Freight and Ports Strategy and detail their relevance
to the proposal.
Make reference to the regional strategy for the area in which the project is located
and discuss objectives relevant to the proposal. Regional strategies are published by
the Department of Planning and Environment and are available at the following links:
Regional strategies and Metropolitan Plan for Sydney 2036. Other NSW Government
strategies that may be relevant can be found on the Department of Planning and
Environment website: Transport strategies and Strategic planning, the NSW
Government site: NSW Bike Plan and the Transport for NSW site: Sydney’s Cycling
Future, Sydney’s Walking Future and Sydney’s bus future.
Additional information may be available in Australian Government and/or other NSW
Government strategies, Roads and Maritime Services or other government agency
policies, preliminary environmental assessments, etc. eg Beyond the Pavement. If
there is a corridor strategy that relates to the proposal discuss the
objectives/milestones of this strategy and how the proposal relates.
If appropriate, a brief history of the proposal should be provided to give context to
these needs.
If applicable, discuss strategic alternatives that have been considered, such as other
transport modes or land use proposals.
Where relevant to the consideration of the proposal, list and discuss existing traffic
volumes (where possible provide classified traffic data and use latest available
figures), including peaks, approximate percentage of heavy vehicles, approximate
numbers of cyclists and pedestrians, and accident levels. Similarly, list and discuss
future traffic volumes predicted for the proposal. This should include the traffic
volumes upon project opening and at relevant milestones up to 30 years after
opening the project. Where relevant, also provide the approximate percentage of
heavy vehicles, particularly where heavy vehicle percentage is expected to increase.
Where known, and considered necessary to justify the proposal, state the level of
service (LoS) for the proposal. The LoS descriptions should be consistent with
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Austroads guidelines and be provided for the existing situation and the expected
situation following the opening of the proposal. Explain the concept of LoS in the REF. 2.2
Existing road and infrastructure
Describe the existing road and/or road infrastructure to the extent that it is relevant to
the description and consideration of the proposal. This may include the route
alignment and corridor width, the number of lanes, lane widths, the presence of a
median, footpaths, drainage, rest areas, bridges or major culverts, street lighting, etc.
Where relevant, describe existing road safety and traffic management and regulation
features such as the posted speed limit, parking restrictions, traffic signals,
intersections and local area traffic management features if any.
Additionally, describe the existing horizontal and vertical alignment and the general
condition of the road pavement, and where relevant, any median, footpaths,
landscaping or bridges.
2.3
Proposal objectives
List the specific objectives of the proposal. Discuss whether the proposal is part of a
broader program (eg part of upgrading the Pacific Highway). Discuss the proposal’s relationship to the objectives of the broader program where relevant. Detail any urban design objectives and principles that have been developed specifically for this
project. Please note the proposal objectives should: 
Be determined in conjunction with relevant Roads and Maritime Services staff, agencies, organisations and the community as appropriate.

Be as comprehensive and measurable as possible.

Relate to the need and expected outcomes of the proposed activity.

Include both environmental and urban design objectives where relevant.
2.4
Alternatives and options considered
The purpose of this section is to describe the options considered for the proposal and
to demonstrate why the preferred option was chosen. There should be consideration
of reasonably feasible alternative sites, designs, construction and management
options that may also achieve the proposal objectives. The information provided in
this section should be sufficient for the assessor and the community to be confident
that a range of alternatives and/or options for the proposal have been considered and
that the preferred option is justified. This information must be provided by the project
manager to the REF preparer. Ideally at least three genuine options should be
discussed.
2.4.1
Methodology for selection of preferred option
Discuss the methodology for the selection of the preferred option, based on
information from the project manager. Discuss the identification of alternative
solutions to the strategic need. Reference to formal route selection studies may be
appropriate here. Identify any community involvement in the process of the selection
of the preferred option.
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Discuss the analysis of options, and the criteria against which each option is
evaluated. The ability of the option to satisfy the project objectives is always a key
selection criteria. Cost and buildability will also be relevant. Describe how the
analysis of options results in the selection of the preferred option.
2.4.2
Identified options
Provide a description of each alternative/option considered including the following
information:

Start and end points and spatial relationship to existing infrastructure.

Limitations or constraints to the option influencing route, eg a historic road
corridor or SEPP 14 wetlands.

Major features or construction methods which may set the option apart from
other options.

A statement indicating whether the option meets the need and objectives of
the proposal.
Always describe the ‘do nothing’ or ‘do minimum’ option. A ‘do nothing’ or ‘do
minimum’ option might involve no works beyond the current maintenance regime.
Alternatively, the ‘do nothing’ or ‘do minimum’ option may refer to a low cost
alternative to construction works, eg installing wire rope barrier instead of widening
and separating travel lanes. Clearly identify the parameters of the ‘do nothing’ or ‘do
minimum’ option relevant to the proposal.
2.4.3
Analysis of options
Detail the investigations or analysis undertaken to choose, evaluate, compare and
select the preferred option. Any comparative analyses used, such as environmental,
traffic, safety, social, and economic issues should be included. If a value
management study or route selection report has been prepared, it should be
summarised and referenced.
Discuss how each of the options satisfies (or otherwise) the proposal objectives.
Discuss the performance of each of the options against each of the other selection
criteria identified in Section 2.3.1. The analysis must be balanced and without bias,
giving each option equal consideration in the discussion. The advantages and
disadvantages of each option need to be included.
For the ‘do nothing’ or ‘do minimum’ option, the description should include the
outcomes of not constructing the proposal, ie not addressing the strategic need and
failure to achieve the objectives.
2.5
Preferred option
Identify the preferred option and outline why the preferred option was chosen in
preference to the other options.
It is an objective of the EP&A Act to encourage ecologically sustainable development
(ESD). The ‘integration’ principle of ESD is likely to be relevant to the selection of the
preferred option. The integration principle requires the integration of economic, social
development and environmental considerations into the decision-making process for
all developments. If these aspects have influenced the selection of the preferred
option, make a reference to the ESD principle of integration here. For more
information refer to the Addressing ecologically sustainable development practice
note (EIA-N03).
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2.6
Design refinements
If design refinements have occurred to the proposal following the selection of the
preferred option, these should be identified here. Discuss the issue that has been
addressed by the design refinements and briefly identify if any stakeholders have had
input into the refinements.
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3
Description of the proposal
The purpose of this section is to describe the proposal to a level of detail sufficient to
allow the reader to understand the works being carried out and to satisfy the reader
that the likely impacts of the proposal have been adequately assessed. The
description is to include all known temporary and ancillary activities and
environmental management measures.
The proposal should be described to the fullest extent possible and reflect the extent
to which design has progressed. It is important to note in the REF that the description
of the proposal is based on the concept design, to allow for flexibility in later detailed
design stages. This may reduce the need for later amendments to the REF. The level
of detail necessary to describe the proposal will vary depending on the activity
proposed and the sensitivity of the receiving environment. Where an aspect is
proposed to be constructed in a highly sensitive environment, it may be necessary to
provide greater design detail.
The description of the proposal in the REF should:
 Use plain English (use active voice and avoid jargon).
 Include approximations of dimensions, quantities and design elements
wherever possible.
 Avoid lengthy descriptions.
 Use broad design details (such as not referring to commercial products and
machinery, eg use ‘geotextile fabric’ instead of ‘GEOTEK G88PP woven
fabric’, unless there are no other alternatives to use).
 When specific design or construction information relating to a particular
element(s) of the proposal is unknown, present either a conservative scenario
of the proposal or detail the various options available to constructing or
designing that element of the proposal. This will ensure that the worst case
scenario is assessed.
The following sections give an indication of the type of information that should be
provided where relevant.
3.1
The proposal
Describe the key elements of the proposal based on the concept design. This should
include features such as the length and type of carriageway, staging options,
intersection treatments, bridges and culverts, access tracks and service roads,
overpasses/underpasses, fauna crossing structures and ancillary construction
facilities. It is often useful to do this using dot points.
Examples of proposal elements to be described include:
 Bridges including type, location, drainage, fencing, dimensions, height,
waterways, abutments, number of piles, pile location, pedestrian access,
access tracks, ancillary compounds, lead paint.
 Removal of existing bridges including type, removal method, heritage status.  Viaducts.  Creek works including length of works, long term stabilisation, hydrology, flooding, realignment.
 Culverts including ground surface, type, materials and quantity, wing walls,
inlet and outlet stabilisation.
 Water quality basins (permanent).
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









Retaining walls including location, type and dimensions. Fauna crossings including location, type and size. Embankments including slope, drainage, final slope stabilisation and footprint. Drainage including longitudinal and cross drainage. Shared paths including location, width. Bus priority measures. Intersections including location, layout, traffic signals. Tie-ins including location, length and lane configuration. Fencing and maintenance access. Known utilities locations and removal.
An example of a possible way to describe a proposal is provided below:
An upgrade of Norballan Road about one kilometre long, located between Smiths
Road and Jones Road around 20 kilometres south of Notown. The general features
of the proposal are:
 Widening of the road from a two lane to a four lane divided road (two lanes
each way), with a vegetated median separating the carriageways and a 110
kilometre per hour posted speed limit.
 Installation of traffic signals at the intersection of Norballan Road and Smiths
Road.
 At-grade intersections at tie-in points with the existing two lane road in the
vicinity of Smiths Road and Adams Lane.
 A new access track into Scott State Forest that would connect Adams Lane to
Peter Road.
 Twin multi-span bridges over Somewhere Creek about 90 metres long.
 Permanent spill containment basins at environmentally significant
watercourse crossings.
 Fauna underpasses at river and creek crossings and key habitat locations.
 Overhead rope crossings for glider species.
 Ancillary construction facilities, including compound sites, batching plant sites
and stockpile sites.
If it is proposed to stage the operation of the proposal, identify the different stages
here and explain the rationale behind the staging proposal.
3.2
Design
Detail the adopted design criteria, the limits of the proposal, including the engineering
constraints, and the major design features of the proposal. Where appropriate
acknowledge the limitations of design to date and note that the current concept
design will be further refined at the ‘detailed design’ stage. Refer to the concept plan
for the proposal and, if available, provide a typical cross-section as a figure within the
section or as an appendix to the REF.
Design parameters can be presented under the following sections:
3.2.1
Design criteria
Design criteria includes design speed, features of the typical cross-section, eg
width of lanes, median, shoulder etc, pavement type, grade, safety barriers,
provision for pedestrians, cyclists and buses, batter slopes and landscaping.
Include a diagram of a typical cross section if available.
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3.2.2
Engineering constraints
Engineering constraints of the proposal include property access requirements,
poor foundation conditions, public utilities which cannot readily be relocated
simply (eg optical fibre), topography, material availability, etc.
3.2.3
Major design features
Examples of major design features include bridges, interchanges, culvert
duplication or major cuts. Design features also include fauna crossings, noise
attenuation works (eg noise walls or mounds) and urban design features which
have been included in the concept design stage. By including known
safeguards and management measures as an integral part of the design
description it may be possible to demonstrate that the proposal, inclusive of
those measures, is unlikely to have a significant environmental impact.
3.3
Construction activities
This section describes how the proposal would be constructed. The description
of the proposal should be sufficient to enable an assessment of all potential
direct and indirect impacts of the proposal. The anticipated construction
footprint should be shown. This information must be provided by the project
manager to the REF preparer. Any concerns that the project manager or REF
preparer has about the level of detail provided in this section should be
discussed with the Lead Environmental Adviser.
3.3.1
Work methodology
Provide a description of the known construction process and construction
footprint for the proposal, including the stripping, stockpiling and management
of topsoil, clearing of vegetation (including an approximation of the total area),
excavation, filling, drainage works etc. The processes/methodology should be
described in the expected chronological order of construction. Include, where
relevant, quantities and areas in the description and detail any proposed
staging requirements. Where appropriate acknowledge the limitations of the
development of construction methodology to date and note that detailed
methodologies would be determined during construction planning.
Where construction access tracks, temporary structures and temporary work
surfaces would be required, these must be described. Descriptions of any
temporary facilities should include the area disturbed, the duration of the use of
the facility and how the facility will be decommissioned and the site restored.
3.3.2
Construction duration and working hours
Provide the estimated construction start date and duration of works. Detail the
expected working hours for construction of the proposal. This information must
be provided by the project manager.
Where proposed construction hours differ from the standard Office of
Environment and Heritage construction hours, a sound rationale must be
provided. Detail the reasons for altered construction hours and the activities
expected to be undertaken outside of standard hours. Evidence of consultation
with potentially affected members of the community about altered construction
hours must be provided.
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3.3.3
Plant and equipment
Provide a list of the typical plant and equipment which would be used in
constructing the proposal. The list should not be exhaustive, but should cover
plant and equipment which may add to the environmental impacts of the
proposal, eg rock-breakers, concrete saws, hydraulic hammers, etc. Where
appropriate acknowledge that equipment to be utilised would be determined
during construction planning.
3.3.4
Earthworks
Describe the extent of earthworks proposed during construction. Where
relevant, this should be separated into cut and fill requirements and include the
approximate volumes and locations where cut and/or fill would be undertaken.
Additional fill and excess spoil
It may be difficult to accurately estimate earthworks volumes required at the time of
REF preparation. This can cause difficulties, including the possibility of the need for
further environmental impact assessment, if it is found later that fill material is needed
in addition to that originally identified or excess spoil must be stockpiled. To avoid
this situation it is recommended that the REF:
 Describe the factors that make it difficult to estimate earthworks volumes
accurately, eg difficulties of accurate prediction of amounts of rock and
unsuitable material produced during construction.
 Establish the principles to be adopted when selecting sites if additional fill
material is required, or if additional stockpile sites area required eg to be
located within the road reserve wherever practicable.
 Establish likely sites of additional fill material or stockpile areas if these are
required, in relation to these principles (and define ‘no go’ areas).
 Assess environmental impacts of the likely sites within the environmental
assessment chapter.
3.3.5
Source and quantity of materials
Materials to describe include, but are not limited to:
 Quarry materials such as select fill, base and sub-base.
 Aggregates.
 Steel.
 Road furniture.
The source of material should not be overly prescriptive and kept general, eg
quarry, onsite or commercial. Where a material is being sourced from a location
distant to the proposal, include a brief reason for this.
3.3.6
Traffic management and access
Discuss traffic management measures during construction such as speed
limits, parking restrictions, road closures, detours, delays to through-traffic,
stop/go controls, turning restrictions, etc. Refer to the Traffic Control at Work
Sites Manual (RTA, 2006) where necessary.
Describe any temporary restrictions or modifications to access that would result
from the proposal. Consider all property types including residences,
commercial premises, agricultural land, etc. Provide detail on what the
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restrictions and modifications are, eg location, temporary structures, time
period, etc. Describe how construction vehicles would enter and exit the site.
Additionally, specify the likely number of vehicular movements per day
generated during the construction phase, the period in which these
truck/vehicle movements would occur (including peak periods), and the traffic
route that would be affected. Outline whether the increase in truck/vehicle
movements would or would not be substantial in relation to existing traffic
conditions. Highlight the route(s) which would be used for construction related
truck/vehicle movements.
3.4
Ancillary facilities
Provide details of any proposed stockpile site(s), compound site(s), mobile asphalt
batch plant(s) and any other ancillary facilities. When describing ancillary facilities
include the following:
 Location and footprint of the site(s).  Need for vegetation clearing.  Site access requirements.  Likely activities to be undertaken within the sites.  Hours of operation.  Location relative to sensitive receivers.  Any other special features. For compound sites, describe the general purpose of the site and what it would
consist of, ie surface type, toilets/amenities, storage of chemicals and fuels, offices
and workforce parking, concrete batching facilities, etc.
For stockpile sites, discuss whether the proposal would create any stockpiles
associated with acid sulfate soils or contaminated waste, or involve longer-term
temporary stockpiles related to the proposal itself. Describe how the stockpiles would
be managed, including a reference to the most current Stockpile Site Management
Procedure and the QA Specification R44 – Earthworks.
Ancillary facilities should be related to the proposal itself and not be intended to
operate as a separate activity. If the ancillary facility is intended to be operated
separately or be used as an independent use beyond or for a longer period than that
of the proposal, seek advice from the lead environmental advisor.
Assess environmental impacts of ancillary facilities within the environmental
assessment chapter.
Locating stockpile and compound sites
It may be difficult to accurately describe stockpile and compound site(s) for the
proposal when preparing the REF. Supplementary environmental impact assessment
is likely to be required if sites are not identified in the REF or if it is necessary to
locate a stockpile and/or compound site in a different location to that originally
identified in the REF.
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To minimise the need for further assessment, it is recommended that the REF:
 Describe the factors that make it difficult to identify the location of a stockpile
and/or compound site, eg anticipated changes at the detailed design phase.  Establish the principles to be adopted when selecting alternative sites. This might include principles such as:
- At least 40 metres distant from the nearest waterway.
- Of low ecological and heritage conservation significance.
- At least 100 metres distant from residential dwellings and other land
uses that may be sensitive to noise. - Of relatively level ground. - Outside the 1 in 10 year ARI floodplain.  Eg low conservation significance in terms of biodiversity, Aboriginal and nonAboriginal heritage, set back from waterways, on level ground etc.
 Establish likely locations of stockpile and/or compound sites, in relation to
these principles and define ‘no go’ areas.
 Assess environmental impacts of the likely sites within the environmental
assessment chapter.
3.5
Public utility adjustment
If known, describe any public utilities in the vicinity of the proposal and whether they
would be impacted by the proposed activity. If public utilities are likely to be affected,
describe whether they would need to be relocated or protected and any works
associated with this. Where information relating to utility adjustments is not known,
provide a directive to seek advice from environment staff as to assessment
requirements should the information become available.
Provide a summary of any correspondence that has occurred between the Roads
and Maritime Services and the public utility provider(s).
Assess environmental impacts of public utility adjustments forming part of the
proposal within the environmental assessment chapter. If the adjustment is to be
assessed separately by the public utility provider this should be noted.
3.6
Property acquisition
Describe whether the proposal requires any property acquisition (full or partial/strip)
or modification. If property acquisition is required, specify the property description,
location and size of the acquisition(s) and/or modifications, including the Lot, DP
and/or section number where relevant. Also describe whether a leasing arrangement
is required for temporary access or site compounds.
Provide a map showing properties to be acquired or leased. Where applicable,
provide a reference to the Land Acquisition Policy and the Land Acquisition (Just
Terms Compensation) Act 1991.
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Properties that fall within a special category of land use or have a special status
should also be identified, including:
 Aboriginal Land Council land.
 National Parks estate land.
 State Forest land.
 Public cemetery land.
A reference should be provided to the section of the REF where the impact to these
special land uses and the process required to secure it are discussed. See also the
advice on projects affected by legislation related to these special land uses in part
4.3 of the guidance note.
Where information relating to property acquisition is not known, provide a directive to
seek advice from environment staff as to assessment requirements when the
information becomes available.
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4
Statutory and planning framework
This chapter provides the statutory and planning framework for the proposal and
considers provisions of relevant state environmental planning policies, local
environmental plans and other legislation. The chapter is concluded with a
confirmation of the proposal’s statutory position. Seek advice from environment staff
where there is doubt about the statutory position of the proposal.
4.1
State Environmental Planning Policies (SEPPs)
4.1.1
State Environmental Planning Policy (Infrastructure) 2007
Review the Infrastructure SEPP and determine whether it applies to the proposal.
Refer to the State Environmental Planning Policy (Infrastructure) 2007 Explanatory
Note (EIA-L02) for assistance. Where applicable, adopt the standard wording
provided in the template relating to the operation of this planning instrument.
Even if the Infrastructure SEPP provides that the proposal may be carried out without
consent, consultation with councils or agencies may be required. Consultation with
councils may also be required if the proposal has an impact on a local heritage item.
Any consultation is to be addressed in the REF as outlined in Section 5.4 below.
Refer to the REF consultation guidance note (EIA-P05-G03) for further advice.
4.1.2
Other SEPPs
List any other SEPP(s) which are relevant to the assessment of the proposal and
describe any provisions which require consideration. Detail any former regional
environmental plans (which are now considered to be deemed SEPPs). If there are
any provisions in relation to development consent, consider these in relation to the
ISEPP and state whether the proposal is permissible with or without consent.
Describe how the ISEPP removes consent requirements where appropriate.
Ensure that the proposal does not trigger the need for consent to be sought for state
significant development or state significant infrastructure from the Minister for
Planning under State Environmental Planning Policy (State and Regional
Development) 2011 or State Environmental Planning Policy (Major Development)
2005. Contact the Senior Environmental Specialist (Planning and Assessment) in
Environment Branch if you are not sure.
Consider the aims and objectives of the relevant SEPP(s) and deemed SEPPs and
address these as necessary.
Do not discuss SEPPs or deemed SEPPs that are not relevant or applicable to the
proposal.
It should be noted that some SEPPs and deemed SEPPs apply to all lands within a
local government area, city, region or state, and other SEPPs and deemed SEPPs
only apply to certain lands within a defined area.
State Environmental Planning Policy (Sydney Drinking Water Catchment) 2011
Note that this SEPP applies to lands within the Sydney Drinking Water Catchment,
as defined by maps available online at Sydney Drinking Water Catchment SEPP.
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If this SEPP applies, it requires the completion of a Neutral or Beneficial Effect
assessment. A template for this assessment is included in the appendices of the REF
template and guidance is provided in Section 14 of this guidance note.
The results of the assessment should be briefly noted in this section. If an adverse
effect is anticipated, consult with the lead environmental adviser to determine
whether consultation with SCA or any other action is required.
4.2
Local Environmental Plans
List the relevant local environmental plan(s) (LEPs) and identify all land use zoning(s)
that are applicable to the proposal.
Detail the objectives of the applicable land use zoning(s) and briefly discuss the
proposal’s consistency with these objectives.
Describe other provisions of the LEP which are relevant to the proposal and require
discussion within the REF.
Describe how the ISEPP removes the requirement to seek consent under the
provisions of LEPs. Identify any consultation requirements triggered by heritage
items listed on the LEP.
Further information and advice on the above is provided in the REF consultation
guidance note (EIA-P05-G03) and State Environmental Planning Policy
(Infrastructure) 2007 Explanatory Note (EIA-L02).
4.3
Other relevant legislation
Other legislation (either State and/or Commonwealth) will usually also apply to a
proposal. This legislation may require Roads and Maritime Services to seek approval
and/or concurrence for the proposal (eg the Environment Protection and Biodiversity
Conservation Act 1999 or the Coastal Protection Act 1977), or obtain a licence or
permit (eg National Parks and Wildlife Act 1974 or the Heritage Act 1977), or notify a
relevant Minister or government agency about a particular aspect of the proposal (eg
the Fisheries Management Act 1994 or Noxious Weeds Act 1993). If the proposal is
subject to other legislation, discuss this in the REF and provide specific details on the
applicable provisions and how they will impact on the construction and/or operation
of the proposal.
Do not discuss legislation that is not relevant or applicable to the proposal.
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Critical legislation
There are some special categories of land use that entail a lengthy or complicated
legal process in order to obtain land for a project. Seek advice from Environment
Branch if your project:
 Is located on land reserved under the National Parks and Wildlife Act 1979.  Is located on land dedicated under the Forestry Act 1916.  Is located on land reclaimed under the Aboriginal Land Rights Act 1983.  Is located on public cemetery land.
The Roads Act 1993 supports Roads and Maritime Services legal right to undertake
roadworks on certain roads. Seek advice from Senior Environmental Specialist
(Planning and Assessment) and Legal Branch if your project:
 Involves work on roads that are ‘non-classified’ roads under the Roads Act
1993.
4.4
Commonwealth legislation
4.4.1
Environment Protection and Biodiversity Conservation Act 1999
The EPBC Act can potentially apply to a proposal where there may be a significant
impact on a matter of national environmental significance or the environment of
Commonwealth land. Standard text is provided in the template in respect of the
EPBC Act and the appropriate option should be included in the REF.
Under the Environment Protection and Biodiversity Conservation Act 1999 (EPBC
Act) a referral is required to the Australian Government for proposed ‘actions that
have the potential to significantly impact on matters of national environmental
significance or the environment of Commonwealth land. These are considered in the
appendix to the REF and within the assessment chapter of the REF. If it is
considered likely that a referral under the EPBC Act is required for the project consult
with environment staff.
4.4.2
Aboriginal and Torres Strait Islander Heritage Protection Act 1984
The Aboriginal and Torres Strait Islander Heritage Protection Act 1984 (ATSIHP)
enables Indigenous Australians to protect their traditional areas and objects, which
are of particular significance to Aboriginal people in accordance with Aboriginal
traditions, from threats of injury or desecration. Unlike NSW legislation, the ATSIHP
Act is not designed to protect areas and objects of scientific and historical interest.
The ATSIHP Act can override NSW planning approvals as the Commonwealth
Minister may prevent an activity from occurring by making a declaration to protect an
area or object. Emergency declarations of up to 60 days are available to the Minister
to protect an area from a serious and immediate threat. Short term protection (48
hours) is also available for objects or classes of objects. Longer term or indefinite
protections are also available for places and objects.
These provisions have been enacted in relation to Roads and Maritime Services
projects in the recent past.
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4.5
Confirmation of statutory position
Confirm that the proposal does not require development consent, is not State
significant development or State significant infrastructure and is subject to
environmental impact assessment under Part 5 of the EP&A Act. List any other
provisions in EPIs or other legislation that apply to the proposal.
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5
Stakeholder and community consultation
The discussion of stakeholder and community consultation describes the consultation
process that has been undertaken and summarises the results. Identify and tabulate
issues that have been raised and detail where the issues are addressed in the REF if
applicable.
The sections provided below provide details of the type of information that should be
provided within an REF where appropriate to the proposal.
5.1
Consultation strategy
For larger projects, or where projects are likely to involve extensive consultation, a
consultation strategy should be available. This section provides a summary of the
consultation strategy for the proposal. The objectives of the consultation strategy are
to provide clear guidance on the following:

Key outcomes for consultation. 
Level of involvement and influence of stakeholders on the project. 
Consultation tools and activities. 
Relevance of consultation during the varying project stages. If a consultation strategy is not prepared, provide a reference to, and brief discussion
on, the relevant techniques followed in the current Roads and Maritime Services
Community Involvement and Communications. A resource manual for staff.
If the REF is going on public display, acknowledge this as part of the discussion on
consultation strategy.
5.2
Community involvement
Describe the community consultation that has been undertaken for the proposal
including details of the consultation tools used, eg letterbox drops, community
updates, project website, exhibition of concept design plan, etc. As a minimum
provide details of the date that consultation took place, the location and the intended
recipients of the consultation. Identify the issues that have been raised and provide a
reference of where the issues are addressed in the REF (if applicable).
5.3
Aboriginal community involvement
Describe any Aboriginal community consultation that has been undertaken for the
proposal. Depending on the proposed activity and existing environment, this could be
a reference to a site investigation, consultation with the relevant Local Aboriginal
Land Council (LALC) and/or traditional owners, following the Procedure for Aboriginal
Cultural Heritage Consultation and Investigation (PACHCI) and in consultation with
an Aboriginal Cultural and Heritage Advisor and environment staff. If applicable,
identify any issues that have been raised and provide a reference to where the
issues are addressed in the REF.
5.4
ISEPP consultation
Describe consultation with a local council or other government agency that was
carried out as a requirement under the Infrastructure SEPP. This consultation must
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be in writing and details of corresponding dates should be included in the REF. Refer
to the REF consultation guidance note (EIA-P05-G03) for more advice.
Identify the major issues that have been raised in responses and provide a reference
of where the issues are addressed in the REF (if applicable). It is important to
adequately capture the main issue(s) raised and it is recommended that sections be
quality checked to ensure the section referenced does address the issue as stated.
It is usual to tabulate this information.
If consultation under the ISEPP was not carried out, explain why it was not necessary
giving consideration to the provisions of Part 2, Division 1 of the ISEPP.
5.5
Growth Centres SEPP consultation
For projects located in the north-west or south-west growth centres of Sydney,
describe any consultation that was carried out with the Department of Planning and
Environment as a requirement under clause 18A of State Environmental Planning
Policy (Sydney Growth Centres) 2006. Refer to the REF consultation guidance note
(EIA-P05-G03) for more advice.
Identify the major issues that have been raised in the response and provide a
reference of where the issues are addressed in the REF (if applicable). It is important
to adequately capture the main issue(s) raised and it is recommended that sections
be quality checked to ensure the section referenced does address the issue as
stated. It is usual to tabulate this information.
If Growth Centres SEPP consultation is not applicable to the project, this section can
be deleted from the REF template.
5.6
Government agency and stakeholder involvement
Reach agreement with the project manager on government agencies and
communities to be consulted prior to commencing consultation. The Communication
and Stakeholder Engagement Branch may need to be involved via the project
manager.
Describe any other government agency or stakeholder (including councils)
consultation undertaken for the proposal beyond the ISEPP consultation detailed in
5.4. The description of consultation efforts should include the consultation tools used
and their audience.
Identify the major issues raised in responses. Provide a reference to where the
issues are addressed in the REF (if applicable). It is important to adequately capture
the main issue(s) raised and it is recommended that sections be quality checked to
ensure the section referenced does address the issue as stated. It is usual to
tabulate this information.
If there is uncertainty as to whether a particular organisation should be contacted, it
is preferable to engage in consultation. In consulting with government agencies and
other organisations, correspondence should be undertaken as early as possible in
the preparation of the document to allow enough time for comments to be received.
If no response is obtained from an organisation, note the efforts made to gain a reply.
When undertaking government agency and stakeholder consultation, forward all
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responses to the project manager and environment staff involved with the project.
Appropriate privacy considerations are to be applied.
5.7
Ongoing or future consultation
Finally, describe any ongoing consultation proposed. This may include continued
consultation with an affected community, or continued consultation with a
government agency regarding a permit or resolution of an issue.
If the REF is to go on public display, state that all submissions would be formally
considered and responses provided in a submissions report, which would also be
made available to the public.
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6
Environmental assessment
The purpose of this chapter is to describe and assess the potential impacts (both positive and negative) of the proposal during construction and operation. A paragraph of standard text introducing this chapter is included in the template. Environmental factors that may require consideration in this section include (but are not limited to): 
Traffic and access. 
Biodiversity.

Water quality.

Soil (including acid sulphate soils). 
Hydrology and flooding. 
Noise.

Air quality.

Aboriginal heritage.

Non-Aboriginal heritage.

Socio-economic.

Land use.

Waste.

Resource use – community and natural resources. 
Landscape character and visual impacts. 
Cumulative impacts.

Climate change.
Order of environmental aspects
A general principle is to present the assessments of environmental aspects in order
from those experiencing greatest impact to those least impacted. More weight and
generally more discussion is given for those aspects with the most serious
environmental impacts. However, some aspects are related and should appear in a
logical order, as outlined below:
 Traffic and access – traffic figures reported in this chapter will have informed
the noise assessment. Traffic and access should therefore be followed by
noise and vibration.
 Socio-economic – this section is informed by impacts described in a number
of other sections, including: - Traffic and access. - Noise and vibration. - Air quality.
- Visual amenity.
The socio-economic chapter should therefore be preceded by all of these
chapters.
 Water quality – impacts described in the water quality assessment may inform
the impacts within the biodiversity section. Where this is the case, water
quality should precede biodiversity.
 Climate change – impacts described in the flooding and hydrology
assessment will inform the discussion in the climate change section and
should precede it.
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Assess all known temporary, permanent, direct and indirect impacts. Distinguish
between construction impacts and operational impacts and discuss separately. The
following questions should be considered when describing the impacts of the activity
and identifying likely issues:
 How is the proposal likely to affect the physical aspects of the environment or
introduce pollution or safety risk factors?
 How is the proposal likely to affect the biological aspects of the environment?
 How is the proposal likely to affect natural or community resources?
 How is the proposal likely to affect the community?
 How is the proposal likely to affect areas sensitive because of physical factors?
 How is the proposal likely to affect areas sensitive because of biological factors?
 How is the proposal likely to affect areas allocated for conservation purposes?
 How is the proposal likely to affect areas sensitive because of community
factors?
It is the responsibility of the REF preparer to ensure that adequate coverage of a
proposal’s potential environmental impacts is provided.
6.1
Environmental aspect being assessed (eg biodiversity)
The assessment of impact upon each environmental aspect considered would be
composed of a description of the existing environment, identification of potential
impacts and description of mitigation measures (if any) as a minimum. For some
impacts, it may also be necessary to discuss the site history (eg contaminated land
impacts), policy setting (eg climate change impacts), criteria (eg noise and vibration),
and/or legislative considerations (eg flora and fauna impacts). These may appear as
separate sub-headings if required. Reference all relevant guidelines in the
discussion.
Some environmental aspects will require specialist knowledge to fully consider the
potential impacts of the proposal. The need for a specialist study will be determined
by the nature and scale of the proposal, the sensitivity of the affected environment
and the level of existing knowledge available to allow confident prediction of impacts.
When specialist studies are undertaken, the study should be referenced and included
as an appendix to the REF. Provide a concise summary of the study, including: the
date of publication, the study area, dates of any field studies, and the results and
conclusions of the study.
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Defining the area of investigation
Where a database search has been undertaken, it is necessary to define the “search
area”. This will vary considerably depending on the database and the search criteria.
Where a field investigation has occurred, it is necessary to define the “survey area”.
This will vary considerably depending on the environmental speciality being
assessed. Where field investigations have been completed, a figure containing an
overlay of the survey area and the proposal on an aerial photograph must be
included.
Avoid the use of “study area” to identify an abstract area around the project within
which all impacts will be assessed. The appropriate scope of investigations will vary
for each environmental aspect. Instead, the area of investigation for each aspect
should be identified and impacts described relative to the proposal and its
construction site. Identify distances and relationships of environmental features to the
proposal or construction site when describing impacts.
The sections below give an indication of the type of information that should be
provided when assessing the impacts on the environment. Note that not all sections
will be applicable to each environmental aspect.
6.1.1
Existing environment
Describe the existing environment as it relates to the various impacts of the
proposal in sufficient detail to provide the background to any potential impacts
and/or risks. Include the results of database searches.
The extent of information required is dependant upon the sensitivity of the
surrounding landscape, the extent of the proposal and the likely extent of the
impacts, eg air quality may need a description of the relevant airshed, whereas
noise and vibration may be limited to the area within 500 metres of the
proposal.
Define the area of the investigation covered in the environmental assessment.
This area is likely to be different for different environmental aspects. The area
of investigation may relate to a defined area, such as a local government area,
or may be site-specific, eg from the intersection of the Main Highway and City
Drive south to Deep Creek bridge including 100 metres either side of the
existing pavement.
6.1.2
History
Certain environmental factors may benefit from a discussion of the history of
the study area or surrounding region, eg Aboriginal heritage, non-Aboriginal
heritage, contaminated land, etc. Link the description of the history to the
existing environment, providing sufficient detail to provide the background to
any potential impacts and/or risks.
6.1.3
Policy setting
For some environmental factors, a description of the existing environment may
not be appropriate, eg climate change, waste. Instead, it may be necessary to
briefly describe the existing policy setting for a particular environmental aspect.
In this instance the discussion should demonstrate the role of the NSW and/or
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Australian governments in addressing the issue, the objective(s) of the policy
(including any regulatory framework), and how the existing policy influences
and directs the Roads and Maritime Services in its investigation and/or
assessment of the potential impacts of the proposal, including development of
mitigation and management measures (where required).
6.1.4
Criteria
Target criteria should be included for certain environmental factors, particularly
when relevant to assessing impacts and/or performance of the proposal, eg
noise and vibration, air quality, water quality, etc. Avoid providing the theory
behind criteria and instead reference the specific manual or guideline for this
description. Additionally, provide only the criteria that are directly relevant to the
assessment. Use plain English explanations of criteria wherever possible.
6.1.5
Potential impacts
Relate the potential impacts of the proposal to the description of the existing
environment and/or policy setting. Identify the construction or operational
nature of potential impacts and discuss separately. Where relevant, the
analysis of potential impacts should consider:
The nature of impacts, including:

The level of confidence in their prediction.

The resilience of the environment to cope with the impacts.

The permanency of the impacts or how reversible the impacts are
considered to be.

How adequately the impacts can be mitigated or managed.

Compliance with performance criteria, standards, plans or policies.

The anticipated extent of public interest in the impacts.

Whether additional studies are needed to adequately assess impacts
or to develop management measures.
The extent of impacts (generally and in environmentally sensitive areas),
including:

The type of impacts.

The size of impacts – considering amount, quantity, volume, mass or
other relevant measure.

The scope (both direct and indirect) of impacts – considering area,
number, range or limits or other relevant measure.

The intensity of impacts – considering power, vigour, force, strength,
concentration, rate, ratio, proportion degree or other relevant
measure.

The duration and expected timing of impacts during construction,
operation and any decommissioning proposals – considering time
length, period, interval, term, continuation or other relevant measure.
Results of any formal assessments such as the seven-part test or the NorBE
should be clearly stated.
The level of analysis/discussion of each potential impact should reflect the
magnitude of the impact and its importance for the proposal. Potential impacts
of greater consequence should be adequately discussed to enable the
development of a suitable mitigation strategy. If a negligible potential
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environmental impact has been identified, a concise and clear statement to that
effect is to be provided, eg ‘As a result of the highly modified and urban
environment, it is anticipated that the proposal would not effect any biodiversity
values.’ If a negligible environmental impact is identified, no further information,
eg legislative considerations or safeguards and management measures, is
required in the REF.
When predicting impacts a clear distinction should be made between impacts
which can be assessed quantitatively and impacts which can be assessed
qualitatively. It should be noted whether any impacts will be offset at a project
level, or at a regional or organisational level.
Finally it is necessary to rank the potential importance of each impact
individually and collectively for each aspect. Impacts should be ranked as high,
medium or low. The importance of each impact should be estimated based on
the extent of the impact, eg impacts would be ranked as having a high potential
significance if they are very intense or affect a large area or significant numbers
of individuals or species over a long period of time. In providing the overall
ranking for the environmental aspect, it is necessary to consider the overall
effects of the impacts, eg although impacts may be of only low or medium
ranking when considered alone, the cumulative effect of all the individual
impacts could be much larger and result in a high ranking for the environmental
aspect.
6.1.6
Safeguards and management measures
The environmental safeguards should relate directly to the potential impacts of
the proposal. Safeguards will avoid, minimise, or mitigate identified impacts.
Where residual impacts remain, compensatory measures may be developed in
consultation with the project manager and environment staff and following
consideration of related issues such as feasibility and cost.
A table format has been provided in the template. The table requires that the
impact being addressed is entered alongside the mitigation measure.
Responsibilities and time frame is also assigned against mitigation measures.
Mitigation measures must be developed in consultation with the project
manager. The project manager should consult with the construction manager
assigned to the project to ensure that mitigation measures are achievable. A
Constructability Assessment ILC-MI-TP0-620 may assist with this review.
Consider the following when developing the safeguards and management
measures:

The safeguards and management measures should be site-specific and
additional to the controls and measures provided within the relevant QA
Specifications, eg QA Specification G36 Environmental Protection
(Management System). Contractors should be provided with relevant
specifications when the REF is awarded to assist in this process (refer to
the Project REF brief template (EIA-P05-G02-T02)).

Repetition of the controls and measures provided within the relevant QA
Specifications is to be avoided.
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





The safeguards and management measures are to be written concisely,
clearly and with a high level of detail about dimensions and quantities,
without specifying particular materials or methods to be used.
Wording should be consistent with how the safeguards and management
measures will appear in an environmental management plan. For example
use “will” or “must” rather than “would”.
The safeguards and management measures should make reference to
relevant Roads and Maritime Services and industry accepted standards,
guidelines, policies, codes of practice, etc, where possible.
The timing for implementation of safeguards and management measures
should be specified where necessary, eg pre-construction, construction or
operation. Safeguards should be grouped by the relevant timeframe that
they are to be achieved.
All safeguards should be SMARTA:

Specific.

Measurable.

Achievable.

Realistic.

Time-driven.

Auditable.
If a monitoring program is considered appropriate, detail the following:

What is intended to be monitored, eg the effectiveness of noise
attenuation measures?

Are there any standards, baseline data or criteria to measure against,
eg construction noise goals, and will this need to be collected prior to
the commencement of works?

What will the monitoring achieve, eg modification of the attenuation
measures where necessary?

What is the timeframe associated with the monitoring, eg during
construction only?
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7
Environmental management
The environmental management chapter provides the process to ensure that the
safeguards and measures detailed in the REF would be implemented and includes
consideration of any licenses, permits or approvals required to carry out the work.
7.1
Environmental management plans (or system)
Describe the environmental management plans which would be developed prior to
construction. As a minimum this will include a construction environmental
management plan (CEMP). Describe the CEMP and other environmental
management plans in general terms only, eg state that procedures and schedules for
undertaking and recording inspections and auditing would be included rather than
specifying the timing and nature of the inspections and auditing. Standard text is
included in the template to assist with describing the environmental management
framework.
Depending on the nature and scale of the proposal, it may be necessary to include a
description of the use of an environmental management system (EMS) to manage
and guide the implementation of the safeguards and management measures.
In addition, outline the relevant QA specifications which are applicable to the
proposal, eg QA Specification G35 Environmental Protection (Management Plan),
QA Specification G36 Environmental Protection (Management System), QA
Specification G39 Soil and Water Management (Erosion and Sediment Control Plan)
etc.
7.2
Summary of safeguards and management measures
Present a summary table of the safeguards and management measures developed
for environmental aspects in Section 6. The table format is provided in the template.
Standard safeguards that will apply to all projects are included in the table. Enter
project specific details, such as relevant specifications, timing, region etc to complete
the standard safeguards. State any criteria described in Section 3 for sourcing
additional fill or locating stockpile and compound sites.
Mitigation measures should be written as they would appear in an Environmental
Management Plan. For example the word ‘must’ or ‘will’ is used instead of ‘would’
when describing actions that would be undertaken if the project were to proceed.
Where applicable, provide the timing for implementation of safeguards and
management measures. Safeguards should be numbered and numbering should be
continuous across the whole table.
7.3
Licensing and approvals
In table format list all relevant licenses, permits, notifications and/or approvals
needed to construct/operate the proposal, including how and when they should be
obtained, eg prior to construction. List any timing implications with the licenses,
permits, notifications and/or approvals.
Refer to further information on some of the licenses, permits, notifications and
approvals that can apply to projects in the REF consultation guidance note (EIA-P05G03).
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8
Justification and conclusion
A justification of the proposal and conclusion of whether the adverse environmental
impacts are balanced or outweighed by the beneficial effects of the proposal is
required for all REFs. Include a discussion under each of the following headings.
8.1
Justification
Identify the benefits of undertaking the proposal. It may be appropriate to itemise
these in list form. Contrast the environmental and social impacts of the ‘do nothing’ or
other baseline option. Briefly discuss how the proposal is consistent with strategic or
operational needs and contrast with the ‘do nothing’ or baseline option where
appropriate.
8.2
Objects of the EP&A Act
Describe how the proposal is consistent with or furthers the objects of the EP&A Act.
This information is best presented in a table format. This table should not introduce
any new information. Succinctly summarise how the proposal performs against the
objects of the Act, referring to earlier sections in the REF where matters are further
discussed as required.
Describe how the principles of ESD (one of the objects of the Act) are incorporated
into the proposal. Comment on the relationship between the proposal and each of the
principles identified in the headings in this section. For further information refer to the
Addressing ecologically sustainable development practice note (EIA-N02).
8.3
Conclusion
The conclusion to the REF is to be concise and based only on the information
provided in the preceding chapters of the REF. Show consideration of all the
environmental outcomes of the proposal as discussed above in determining whether
beneficial outcomes outweigh adverse outcomes and enable determination of
whether the proposal is justified. Standard text is provided in the template as a basis
for the REF conclusion.
The Project REF template (EIA-P05-G02-T03) and this guidance note have been
developed to ensure that the considerations in the guideline document Is an EIS
required? (DUAP 1996) have been adequately addressed. The application of the
factors in this guideline is a requirement for all determining authorities, including
Roads and Maritime Services, under clause 228(1) of the Environmental Planning
and Assessment Regulation 2000. The REF template also requires consideration of
the factors listed in clause 228(2) of the Regulation as an appendix and further
information on addressing these factors is provided in section 13.1 below. The
completion of an REF prepared using the Project REF template (EIA-P05-G02-T03)
based on the advice in this guidance note will result in the consideration of all
relevant factors under the Regulation.
The Project REF template (EIA-P05-G02-T03) and this guidance note have also
been developed to ensure that all matters of national environmental significance
under the Commonwealth Environment Protection and Biodiversity Conservation Act
1999 are addressed. The Project REF template (EIA-P05-G02-T03) provides the
matters of national environmental significance as an appendix and further information
and advice about addressing these are provided in section 13.2 below. The
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completion of a REF prepared from the REF template for REFs will result in the
consideration of all relevant matters of national environmental significance.
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9
Certification
The certification should be signed by the primary author of the REF and accepted by
the project manager. Note that where the author is external to Roads and Maritime
Services a draft of the REF will be reviewed by environment staff prior to production
of the final report in accordance with the steps in the Project REF procedure (EIAP05-2).
The certification must not be signed by the project manager until the review process
described in the Project REF procedure (EIA-P05-2) has been completed and the
REF is of appropriate quality. If in doubt, seek advice from environment staff.
10
References
Provide a Harvard style reference list of material referred to in the REF.
11
Terms and Acronyms used in this REF
Provide a list of the technical terms and acronyms used in the REF and their
definitions. The terms must be consistent with EIAG Abbreviations and glossary of
terms (EIA-F04).
12
Appendices
Append any specialist studies, concept designs, site photos, or other material that
have been referred to within the REF.
13
Consideration of clause 228(2) factors and matters
of national environmental significance
13.1
Clause 228(2) factors
The following factors, listed in clause 228(2) of the Environmental Planning and
Assessment Regulation 2000, are required to be considered to assess the likely
impacts of the proposal on the natural and built environment.
To satisfy these requirements, complete the clause 228(2) factors checklist included
as an appendix of the Project REF template (EIA-P05-G02-T02) and append to the
REF. The checklist should be completed by the primary author of the REF.
Provide a discussion of the proposal in relation to each clause 228(2) factor in the
checklist. Use the triggers shown in grey text in the template to identify the impacts
for each factor. In the ‘impact column’, indicate whether the impacts identified are
positive or negative, whether they will result in a short term or long term impact and
whether there will be a local, regional, or statewide impact. The discussion of the
proposal in respect of the clause 228(2) factors should be a summary of the impacts
and mitigation already provided in the REF. There should be no new or additional
impacts in the tables that have not been addressed in the main body of the REF.
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Some of the matters for consideration under each of the clause 228(2) factors are
provided below. This is not an exhaustive list and other matters may need to be
considered based on the specifics of the proposal.
(a) Any environmental impact on a community
Roadworks usually do have an impact on the local community. These impacts and
the proposed methods of reducing or eliminating the impacts should be detailed.
Impacts could include changes to access or parking, changes to the streetscape, the
proximity of residences to a road and the adverse effects this may cause, altered
traffic noise levels, changes to business activity, etc. A summary of the impacts and
mitigation should be provided in the clause 228 table.
(b) Any transformation of a locality
Transformation may occur as a result of the demolition of buildings, major earthworks
or the construction of bridges, overpasses and roads generally. Transformation may
also include changes to the local community structure as a result of the proposal eg:
long established residents who find themselves separated from town by a major road
may sell and move. This may result in alterations to the age distribution, population
size and the ‘feel’ of the locality. Some cumulative impacts may also result in
transformation, eg the encouragement of increased development in the region.
(c) Any environmental impact on the ecosystems of the locality
Ecosystems include all living and non-living components of the natural environment
such as flora, fauna and other living things, water, air, soil, dead trees, etc. The
locality includes areas within or adjacent to the actual work site. Impacts may also
occur to ecosystems (including population centres) which are some distance from the
actual construction site.
(d) Any reduction of the aesthetic, recreational, scientific or other
environmental quality or value of a locality
This factor requires consideration of whether there would be any reduction in the
quality or value of the environment as a result of the proposal. Scientific quality or
value refers to whether the locality offers any special scientific interest. This could be
due for example, to the presence of rare plants, animals, or habitats, or geological,
geomorphological or hydrological features. Scientific value is sometimes reflected in
the dedication of an area as a nature or other reserve.
(e)
Any effect on a locality, place or building having aesthetic,
anthropological, archaeological, architectural, cultural, historical,
scientific or social significance or other special value for present or
future generations
This factor considers impacts on Aboriginal sites and relics, and non-Aboriginal sites,
relics or structures which have any significance or value or potential significance or
value. These sites, items or buildings may or may not be recognised by their listing
on a heritage or Aboriginal sites register. Their absence from any listing does not
mean that they are not significant or remove the responsibility to identify and fully
consider their importance. Significance may be measured on an international,
national, state, regional or local level. The future integrity or viability of the site, item
or building after the completion of the proposal should also be considered.
(f) Any impact on the habitat of any protected fauna (within the meaning of
the National Parks and Wildlife Act 1974)
Protected fauna includes all native fauna. The habitat of fauna is the place in which
individuals of a particular species can be found, the area they use for living and
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breeding. The requirements of the Threatened Species Conservation Act 1995 also
need to be considered.
(g) Any endangering of any species of animal, plant or other form of life,
whether living on land, in water or in the air
This factor includes consideration of all living things, including non-native plants and
animals, insects etc. It is not expected that all living things will be considered in
minute detail. The important aspect is that the likely direct and indirect effects of the
proposal on animals and plants, as appropriate to the nature and scale of the works,
should be fully considered. The requirements of the Threatened Species
Conservation Act 1995 and the Fisheries Management Act 1994 also need to be
considered.
(h) Any long term effects on the environment
In an urban setting long-term effects may include changed property or business
access, traffic noise increases, altered views or general amenity, increased road
safety and service etc. In a rural or natural environment long-term changes may
include all of the above plus other factors such as barriers to wildlife movement,
reduction in the viability of productive farming land, the reduction of fauna or flora
species populations due to clearing activities or the sterilisation of mineral resources.
Long term effects on landscape character and the urban design qualities of a locality
and/or region should also be considered.
(i) Any degradation of the quality of the environment
This is a very broad factor. The quality of the environment can include any aspect or
area of consideration. For some proposals the collection of baseline environmental
data is useful for determining whether for example, water quality may be adversely
affected by the proposed works. The baseline data can form the basis for subsequent
monitoring and establish the level to be achieved in any necessary remediation work
to ensure any degradation is minimised as far as practicable.
(j) Any risk to the safety of the environment
The safety of the environment includes road safety with regard to motorists,
pedestrians or wildlife, the potential spill of toxic chemicals into waterways, water
supply catchments, or in residential areas generally, or chemicals which may
produce clouds of toxic fumes. The consideration of this factor should not be limited
to the safe operation of a road. All aspects should be considered.
(k) Any reduction of the range of beneficial uses of the environment
Consideration of this factor relates to any uses of the land on which the works are
proposed to be carried out that may be curtailed or no longer operate due to
construction or operation of the road. This is wide ranging and might include
consideration of the impacts on agriculture, forestry, recreation, wildlife or flora
habitat, parks/reserves, mining, commercial, industrial or residential uses.
(l) Any pollution of the environment
Pollution of the environment as a result of road construction activities can occur
during the construction and operation of a road. Pollution includes sediment entering
watercourses, oils, fuels and other chemicals, dust and vehicle emissions, noise,
rubbish and other wastes, noise, visual pollution, lights from vehicles and road
lighting and the like.
(m) Any environmental problems associated with the disposal of waste
Aspects which may be considered under this factor include the impacts of large
numbers of truck movements on local roads, the capacity of disposal sites for surplus
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excavation material, the disposal of contaminated soils, and the disposal of any
building to be demolished which may contain dangerous wastes such as asbestos.
(n) Any increased demands on resources (natural or otherwise) that are, or
are likely to become, in short supply
Any increased demands on resources (natural or otherwise) that are, or are likely to
become, in short supply Resources include road base and gravels, sand, concrete
and any other construction materials. A broader consideration of resources may also
include recreation areas, pristine forest or bushland, or workforce.
(o) Any cumulative environmental effect with other existing or likely future
activities
This factor requires consideration of any cumulative environmental effect with other
existing or likely future activities. Cumulative effect is the compound effect of the
proposed activity on the environment in addition to existing activities and proposed
future activities. Cumulative effect considers the potential compound effects of the
proposal as it interacts with environmental impacts from other existing sources, plus
its potential interaction with, or precipitation of, likely future activities. This is a broad
consideration that needs to go beyond Roads and Maritime Services proposals and
activities.
(p) Any impact on coastal processes and coastal hazards, including those
under projected climate change conditions
This factor requires consideration of any impacts on coastal processes and coastal
hazards, including those under projected climate change conditions. More
information on assessment of this factor is available from the Department of Planning
and Environment coastal protection website, the NSW Sea Level Rise Policy
Statement (DECCW 2009) and the NSW Coastal Planning Guideline: Adapting to
Sea Level Rise (DoP 2010).
13.2
Matters of national environmental significance
Under the EPBC Act, a number of matters of national environmental significance are
required to be considered to assist in determining whether a proposal should be
referred to the Australian Government Department of the Environment.
To satisfy these requirements, complete the matters of national environmental
significance checklist included as an appendix of the Project REF template (EIA-P05G02-T02) and append to the REF. The checklist should be completed by the primary
author of the REF.
Provide a discussion of the proposal in relation to each matter of national
environmental significance heading in the checklist. Identify the level of impact under
the “impact” column of the checklist. The discussion of the proposal in respect of the
matters of national environmental significance should be a summary of the impacts
and mitigation already provided in the REF. There should be no new or additional
impacts in the tables that have not been addressed in the main body of the REF.
Some of the matters for consideration under each of the matters of national
environmental significance are provided below. This is not an exhaustive list and
other matters may need to be considered based on the specifics of the proposal.
(a) Any impact on a World Heritage property
A declared World heritage property is an area that has been included in the World
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Heritage List or declared by the Commonwealth Minister for the Environment to be a
World Heritage property. Details of declared World Heritage properties are available
from the Department of the Environment website. Generally, Roads and Maritime
Services proposals should avoid any impacts on World Heritage properties and
consideration of this factor should have a ‘nil’ response. Where there are to be any
impacts on a World Heritage property, the Senior Environmental Specialist (Heritage)
in Environment Branch must be contacted to seek further advice.
(b)
Any impact on a National Heritage place
The National Heritage List includes natural, historic and Indigenous places of
outstanding heritage value. Details of places on the National Heritage list are
available from the Department of the Environment website. Where there are to be
any impacts on a national heritage place, the Senior Environmental Specialist
(Heritage) in Environment Branch must be contacted to seek further advice.
(c)
Any impact on a wetland of international importance
Wetlands of international importance are declared Ramsar wetlands, being those
designated under Article 2 of the Ramsar Convention or declared by the Minister for
Environment to be a Ramsar wetland. Details of Ramsar wetlands are available from
the Department of the Environment website. Where there are to be any impacts on
Ramsar wetlands, the Senior Environmental Specialist (Biodiversity) in Environment
Branch must be contacted to seek further advice.
(d)
Any impact on a listed threatened species or communities
Impacts on listed threatened species or communities should be fully detailed in the
body of the REF. Here, a summary of the likely impacts on nationally listed
threatened species or communities should be provided. Details of listed species and
communities are available from the Department of the Environment website. Where
there is to be any significant impact on listed threatened species or communities, the
Senior Environmental Specialist (Biodiversity) in Environment Branch must be
contacted to seek further advice.
(e)
Any impacts on listed migratory species
Impacts on listed migratory species should be fully detailed in the body of the REF.
Here, a summary of the likely impacts on any listed migratory species should be
provided. Details of listed species and communities are available from the
Department of the Environment website and for road proposals will generally relate to
bird species (although there may also be potential impacts on marine species for
some coastal proposals). Where there is to be any significant impact on listed
migratory species the Senior Environmental Specialist (Biodiversity) in Environment
Branch must be contacted to seek further advice.
(f)
Any impact on a Commonwealth marine area
Commonwealth marine areas are any part of the sea, including the waters, seabed
and airspace within Australia’s exclusive economic zone and/or over the continental
shelf that is not state or waters. Most Roads and Maritime Services proposals will not
have any impact on a Commonwealth marine area as any interactions with the
marine environment will be within state waters. Further details of Commonwealth
marine areas are available from the Department of the Environment website. Where
there is to be any impact on Commonwealth marine areas the Senior Environmental
Specialist (Biodiversity) in Environment Branch must be contacted to seek further
advice.
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(g)
Does the proposal involve a nuclear action (including uranium mining)
Roads and Maritime Services proposals generally will not involve nuclear actions and
the consideration of this factor should have a ‘nil’ response.
(h)
Any impact (direct or indirect) on Commonwealth land
Consideration needs to be given to any direct or indirect impacts of the proposal on
Commonwealth land. This may be where the proposal traverses a portion of
Commonwealth land (eg airport land) or may have impacts on adjoining or nearby
Commonwealth land (eg defence land). Commonwealth land is defined by the EPBC
Act and includes, amongst other things, any land owned or leased by the
Commonwealth or Commonwealth agency (including any airspace above that land).
Where there is to be any impact on Commonwealth land the Senior Environmental
Specialist (Planning & Assessment) in Environment Branch must be contacted to
seek further advice.
If the assessment finds that there will be a significant impact on any matters of
national environmental significance the proposal will need to be referred to the
Australian Government Minister for the Environment to determine whether or not it is
a controlled action under the Environment Protection and Biodiversity Conservation
Act 1999. If the REF finds that there will be a significant impact contact environment
staff for advice as soon as possible.
What is a significant impact for matters of national environmental
significance?
A significant impact is an impact which is important, notable, or of consequence,
having regard to its context or intensity. Whether or not the proposal is likely to have
a significant impact depends upon the sensitivity, value and quality of the
environment which is impacted, and upon the intensity, duration, magnitude and
geographic extent of the impacts. All of these factors need to be considered when
deciding whether the proposal is likely to have a significant impact on the
environment. The significance of impacts should be decided in accordance with the
Matters of National Environmental Significance Significant Impact Guidelines 1.1
(2009) and the Actions on, or impacting upon Commonwealth land and Actions by
Commonwealth Agencies Significant Impact Guidelines 1.2 (2010).
14
Neutral or beneficial effect on water quality
assessment
A neutral or beneficial effect on water quality occurs when an activity:
1. has no identifiable potential impact on water quality; or
2. will contain any such impact on the site of the activity and prevent it from
reaching any watercourse, waterbody or drainage depression on the site; or
3. will transfer any such impact outside the site by treatment in a facility and
disposal approved by a public authority (but only if the public authority is
satisfied that water quality after treatment will be on the required standard).
For practical application, a proposed activity will have a neutral or beneficial effect on
water quality is it complies with one of the following:
1. There are no factors involved that have any potential to impact on water
quality. Changes to the site conditions and/or the nature and location of the
activity will not occur in any way that has the potential to:
a. d
irectly change pollutant loadings by introducing or increasing
substances into the hydrological cycle (such as waste flows, increased
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erosion, nutrients and sediments), or
b. indirectly change the quality of water in the hydrological system by
changing the bio-physical characteristics of the site in any way that
reduces, or poses a significant threat of reducing the capacity of the
site and related hydrological/ecological components to assimilate,
treat and otherwise produce water of at least equal quality to that
contributed by the existing systems. Changes relate to the
environmental values of the system, and may include:
i. significant changes to flows (reductions or increases to flows),
or
ii. clearing or degradation of watercourses or of riparian corridors,
or
iii. changing the flow paths of water through these assimilative
systems.
2. The activity will not adversely affect water quality off the site because:
a. pollutant loads that occur as a result of the activity can be transported
to acceptable downstream treatment and disposal facilities without
adverse off-site water quality impacts, and/or
b. any water quality issues can be effectively managed on-site such that
there are no adverse water quality impacts occurring off-site; and
c. there are no adverse water quality impacts that arise or are likely to
arise indirectly as a result of changes to factors that affect the
treatment, assimilation of pollutants, or affect the quality of water as
part of the hydrological cycle (such as changes to flow or flow paths,
water courses or riparian corridors) that can adversely affect the water
quality off the site.
The site of a proposed activity, for the purpose of determining water quality impacts,
is the land described in the Part 5 environmental assessment report. Pollutant loads
or concentrations for each pollutant leaving site are measured at the site boundary,
or at that point where the pollutant enters a drainage depression, waterbody or
watercourse.
The Sydney Catchment Authority (SCA) has endorsed a range of Current
Recommended Practices and Standards (CRPs) as required under the provisions of
the SEPP. These are listed on the SCA website at Current recommended practices
and Standards - Sydney Catchment Authority. Management measures should be
consistent with these practices and standards or demonstrably of equivalent affect.
15
References
A number of specific references have been cited within this guidance note, and it is
recommended that these be followed where applicable. General consideration should
also be given to the following documents.
The ‘Community consultation’ section of this guidance note should be read in
conjunction with:

Communications and Community Involvement: A Resource Manual for Staff,
2010.
The ‘Describing the proposal’ section of this guidance note should be read in
conjunction with:

RTA’s Road Design Guide
This guidance note should be used in conjunction with procedure EIA-P05-2
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40




RTA’s Beyond the Pavement – RTA Urban and Regional Design Practice
Notes, including:

Bridge Aesthetics Guidelines 
Noise Wall Design Guidelines 
Shotcrete Design Guidelines RTA’s Traffic Control at Work Sites Manual
‘Is an EIS required? Best practice guidelines for Part 5 of the Environmental
Planning and Assessment Act 1979’ (DUAP, 1996).
Roads and Related Facilities EIS guideline (DUAP 1996).
The “Assessing the environmental impacts of the proposal” section of this guidance
note should be read in conjunction with:

‘Is an EIS required? Best practice guidelines for Part 5 of the Environmental
Planning and Assessment Act 1979’ (DUAP, 1996).

Roads and Related Facilities EIS guideline (DUAP 1996).

NSW Coastal Planning Guideline: Adapting to Sea Level Rise (DoP, 2010).

NSW Sea Level Rise Policy Statement (DECCW, 2009).
This guidance note should be used in conjunction with procedure EIA-P05-2
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41
About this document Reference
number
EIA-P05-G02
Title
Guidance Note: Preparing a project review of environmental
factors
Parent procedure
EIA-P05-2 Project REF procedure - roads
Approval and authorisation
Prepared by
Approved by
Environment Officer
Senior Environmental Specialist (Planning & Assessment)
Principal Manager Environmental Policy, Planning & Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
3.3
August 2014
Version
Date
Revision Description
1.0
1.1
03/11/08
04/12/08
2.0
2.1
3.0
30/06/10
25/01/11
09/09/11
3.1
3.2
3.3
05/12/11
13/07/12
21/08/14
First issue
References to REF template document number
corrected
EIA-P05-2 changes, general best practice updates
Addition of clause 228(2)(p)
Incorporation of trial comments. Legal review complete.
Third issue.
Change to Roads and Maritime Services
Addition of Growth Centres SEPP consultation.
Updated titles, roles and responsibilities and processes
following internal restructure. Update to State and
Australian Government department titles. Made
consistent with web accessibility requirements (WCAG).
Update document location (G drive to Objective).
Update to logo and report template.
Your comments and suggestions to improve the EIA guidelines may be sent to:
Senior Environmental Specialist (Planning and Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Traffic Authority
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G02 Issue 3.3
42
REF preliminary scoping checklist
This checklist is to be used to identify likely preliminary environmental issues for a
proposal. It should be completed at an early stage of project development, prior to
developing a brief to initiate the preparation of a project review of environmental
factors (REF). The checklist should be completed in consultation with the Lead
Environmental Adviser following a site inspection. Using Gipsicam and recent aerial
imagery may also be of assistance. The issues identified in the checklist should be
used to inform the brief for preparation of a REF and be made available to the
successful service provider or person preparing the REF.
Note: The checklist is to be used as a preliminary tool to help scope environmental
issues early in project development – it is not intended to replace or avoid the need
for an appropriate level of environmental impact assessment.
Proposal:
Location:
Scope and description of likely works: Include aerial photo map with proposed
footprint. Aerial map should identify any areas of vegetation, waterways and sensitive
receivers. Briefly describe the proposal and construction activities including any
ancillary facilities, temporary access or other temporary facilities required for
construction. Indicate the locations of any construction facilities on the aerial map
where known. Description should identify major structural features of the proposal
and detail any changes to existing traffic access and movement arrangements.
Date of site inspection:
Flora and fauna
Is any vegetation going to be impacted due to the works (i.e. Yes / No / Unsure
clearing of trees and shrubs)?
Are the works likely to require removal of any mature trees with a Yes / No / Unsure
girth of more than 100mm?
If yes – how many? Provide details of species if known or an aerial photo indicating the
area of impact.
Are there any tree hollows, hollow logs in the likely project
footprint (identified in the site inspection)?
If yes – provide details.
Yes / No / Unsure
Are there any crevices or other locations (such as on bridges and
culverts) for potential bat habitat likely to be disturbed by the
works?
Yes / No / Unsure
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If yes – provide details.
Are the works in or near a National Park, marine park, travelling
stock route, state forest or conservation area?
If yes – provide details.
Yes / No / Unsure
Are there known threatened species, endangered ecological
communities, critical habitat, SEPP 14 wetland or SEPP 26
littoral rainforest in or near the likely project footprint?
Provide details based on information from general knowledge or
other project experience. Not required to carry out database
searches or other assessment at this time.
If yes – provide details.
Yes / No / Unsure
Are the works likely to disturb natural waterways or aquatic Yes / No / Unsure
habitat?
If yes – what are the waterway/habitats? Provide details of likely disturbance if known
or an aerial photo indicating area of impact.
Additional comments
Soil and water
Does the project occur within the Sydney Drinking Water
Catchment SEPP?
Maps are available online.
Are there any sensitive receiving environments that are located in
or nearby the likely project footprint or that would likely receive
stormwater discharge from the project?
Sensitive receiving environments include (but are not limited to)
wetlands, state forests, national parks, nature reserves,
rainforests, drinking water catchments.
If yes – what are these?
Yes / No / Unsure
Yes / No / Unsure
Would the works be carried out near a waterway (i.e. within 50 Yes / No / Unsure
metres)?
If yes – what waterway(s)? Provide details of receiving catchment if known.
Is the location known to flood or be prone to water logging?
If yes – provide details.
Yes / No / Unsure
What is the topography of the likely project footprint (ie is the
landform sloping)?
Yes / No / Unsure
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If yes – provide details and approximates slope.
Is there any evidence within or nearby the likely project footprint
of potential contamination?
This might include dip sites, service stations, fuel storage,
industrial land uses nearby the land.
If yes – provide details.
Yes / No / Unsure
Is the location known to be subject to acid sulfate soils?
If yes – provide details.
Yes / No / Unsure
Are the works likely to result in more than 2.5ha (area) of
exposed soil?
Is there sufficient land available as part of the likely project
footprint that would allow the future implementation of
appropriate erosion and sedimentation control measures (eg
basins)?
Additional comments
Yes / No / Unsure
Yes / No / Unsure
Aboriginal heritage
Would the likely works involve any disturbance in any area that
has not been subject to previous ground disturbances?
This might include soil ploughing; buildings and structures (and
the land in the immediate vicinity of these buildings and
structures); rural infrastructure (such as dams and fences);
roads, trails and walking tracks; clearance of vegetation;
pipelines, transmission lines, stormwater drainage and other
similar infrastructure; earthworks associated with these activities.
Note: use 1943 air photos in SIX or other aerial photography as a
general guide if available.
If yes – provide details.
Yes / No / Unsure
Yes / No / Unsure
Would there be removal of mature native trees?
Have trees been checked to see if they are scarred?
Yes / No / Unsure
Is further investigation required to determine potential impacts on Yes / No / Unsure
Aboriginal cultural heritage? Refer to the Procedure for Aboriginal Cultural Heritage Investigation. Additional comments Non Aboriginal Heritage
Have online heritage database searches been completed?
Refer Attachment 1.
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Yes / No / Unsure
3
Are works likely to occur in or near a listed heritage item or
Yes / No / Unsure
conservation area?
If yes – what items/areas? What level of significance has been given to the
items/areas?
Are works likely to occur near a potential heritage item or
conservation area?
Identify from site inspection – refer Attachment 2.
If yes – what potential heritage items/areas have been identified?
Yes / No / Unsure
Are works likely to occur in or near features that may indicate
potential archaeological remains?
Identify from site inspection – may include evidence of previous
domestic, agricultural, industrial and/or infrastructure activity.
Common indicators include (but are not limited to) remains of old
buildings, sandstone/brick rubble, artefact scatters, traditional
hedges/gardens or tree avenues, farm outhouses, disused farm
equipment/machinery, wells, disused mine shafts, old kerbing
and pavement.
If yes – what features have been identified?
Yes / No / Unsure
Additional comments
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Noise and vibration
Is the existing environment characterised by high levels of
noise?
Considering what is a high noise level is to be based on a
general sense of the noise environment gathered from site
inspection. No monitoring or assessment is required at this
stage.
If yes – provide details of the observed noise environment.
Yes / No / Unsure
Urban:
Are there any residential properties or other sensitive receivers
within 200 metres of the likely project footprint?
Rural:
Are there any residential properties or other sensitive receivers
within 1000 metres of the likely project footprint?
Will the likely works alter the line or level of an existing
carriageway?
Will the likely works result in a change in traffic flow?
Will the likely works result in an increase of more than 10km/h
in traffic speed?
Will the likely works involve the installation of audio-tactile line
markings (vibraline or similar devices)?
Is it evident that the proposal will result in substantial noise and
vibration impacts?
Is it likely that the works would require activities to be carried
out outside the DECCW standard working hours?
This might be due to the location of the works or the nature of
the activities that have to be carried out.
Additional comments
Yes / No / Unsure
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Yes / No / Unsure
Yes / No / Unsure
Yes / No / Unsure
Yes / No / Unsure
Yes / No / Unsure
Yes / No / Unsure
Yes / No / Unsure
5
Air quality
Is the existing environment characterised by poor air quality?
This is to be based on a sense of the air quality environment
gathered from site inspection. No monitoring or assessment is
required at this stage. Indicators of air quality might include
heavy traffic on surrounding roads, presence of industry or
certain types of agriculture, location in the south-west of the
Sydney basin.
Yes / No / Unsure
If yes – provide details of the observed air quality environment.
Would the likely works involve exposure of large areas of soil
(greater than 2.5ha)?
Is it clearly evident that the project will result in substantial air
quality impacts?
Additional comments
Yes / No / Unsure
Yes / No / Unsure
Landscape and visual character
(refer to Landscape character and visual impact assessment practice note EIA-N04
for assistance)
Is the likely project footprint over or near to any important
physical or cultural elements or landscapes?
This might include heritage items, heritage conservation areas,
distinctive/historic structures, national parks, conservation
areas, scenic highways and the like.
If yes – provide details.
Yes / No / Unsure
Is the likely project footprint over or near any valued landscape
or urban area?
This might include scenic topography, scenic rural landscapes,
parks, rivers, lakes, ocean, townscape, other landmarks and
the like.
If yes – provide details.
Yes / No / Unsure
Is it likely that the works will require noise mitigation to sensitive
receivers (might include things such as new noise walls or
mounds, visible changes to existing noise walls or mounds)?
If yes – provide details.
Yes / No / Unsure
Is it likely that the works will involve construction of a new
bridge or intersection or result in a substantial change to the
appearance of an existing bridge or intersection ?
Yes / No / Unsure
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Additional comments
Traffic and transport
Yes / No / Unsure
Is the existing road environment characterised by high levels of
traffic?
This is to be based on a sense of the general traffic
environment gathered from site inspection. No monitoring or
assessment is required at this stage.
If yes – provide details. Provide details of differences at day/night if known.
Is the existing road environment characterised by high numbers
Yes / No / Unsure
of heavy vehicles?
This is to be based on a sense of the heavy vehicle
environment gathered from site inspection. No monitoring or
assessment is required at this stage.
If yes – provide details. Provide details of differences at day/night if known.
Is the existing road environment characterised by high levels of
pedestrian or cycle movement?
This is to be based on a sense of the pedestrian/cyclist activity
in the environment gathered from site inspection. No monitoring
or assessment is required at this stage.
If yes – provide details.
Yes / No / Unsure
Are there other transport nodes or transport infrastructure in the
surrounding area?
This might include train stations, railway tracks, bus stops, bus
lanes, taxi ranks, trail heads, wharfs, ferry terminals, cycle
tracks, public car parks and the like.
If yes – provide details.
Yes / No / Unsure
Would the likely works require disruptions to existing traffic/lane
closures/roadwork zones/changes to access etc?
If yes – provide details.
Yes / No / Unsure
Additional comments
This template should be used in conjunction with procedure EIA-P05-2
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Social and economic
Is the likely project footprint in or near any items that might be
of high social value to the community?
This might include landmarks, cultural tree plantings,
memorials, parks, areas of natural or scenic value, cemeteries,
places of worship and the like.
If yes – provide details.
Yes / No / Unsure
Is the nature of the likely project going to bypass, reduce
access or reduce visibility to any businesses, farms, tourist
attractions?
If yes – provide details.
Yes / No / Unsure
Is the nature of the project likely to reduce the availability of
amount of on-street car parking?
If yes – provide details.
Yes / No / Unsure
Additional comments
Land use and property
Provide details of the existing land uses in and near the likely project footprint (eg
grazing, pasture, residential, recreation, industrial, commercial etc.):
If possible obtain details of property titles in the likely project area – check for interests
in land such as National Parks and Wildlife Act reservations, road reservations, public
cemeteries, Crown land, land under native title claim, Aboriginal land claim, Aboriginal
land council land, travelling stock routes. Provide details:
Is the nature of the project likely to influence land use changes
in the locality or in response to emerging land use changes?
If yes, provide details.
Yes / No / Unsure
Are there accesses to private property in or nearby the likely
project footprint?
If yes, provide details.
Yes / No / Unsure
Additional comments:
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Completed by:
Name
Signature
Position
Date
Name
Signature
Position
Date
Lead Environment Advisor
Additional comments or actions required:
This template should be used in conjunction with procedure EIA-P05-2
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9
Attachment 1 – Searching Non Aboriginal
heritage databases
Check the following online heritage databases:
1. NSW Heritage Branch State Heritage Inventory. This list contains heritage
items on statutory heritage registers across NSW (eg heritage listings on
environmental planning instruments, State Heritage Register and state
government section 170 registers).
http://www.heritage.nsw.gov.au/07_subnav_04.cfm
2. Heritage listings under the Federal Environment Protection and
Biodiversity Conservation Act 1995 (EPBC). This list contains heritage
items that are included as matters of National Environmental Significance
under
the
EPBC
Act.
http://www.environment.gov.au/heritage/places/nsw/index.html
3. Australian Heritage Places Inventory. This list summarises a number of
state, territory and commonwealth heritage registers and lists, including nonstatutory heritage lists. http://www.heritage.gov.au/ahpi/
There is likely some overlap in the online heritage lists but it is important to check all
three. Remember to:
 Search by the project suburb or street. In some areas it may be necessary to
search by local government area (LGA) as this allows a greater chance of
capturing items/conservation areas with ambiguous street or suburb
residences.
 Review the search results and confirm the physical location of heritage items
and consideration areas.
 When location data is not clear form the heritage listing, further clarification
would be required. This can be sought by going directly to the original listing
source (such as the relevant environmental planning instrument – often in a
local environmental plan (LEP). Environmental planning instruments,
including LEPs, are available from the NSW legislation website.
www.legislation.nsw.gov.au
You should also:
4. Contact the heritage team in Environment Branch to confirm the most up to
date version of the Roads and Maritime Services Section 170 Heritage and
Conservation Register.
5. Confirm (by mapping all search results) if listed heritage items or conservation
areas are located within the likely project footprint (including ancillary sites if
these are known).
6. If there is a known listed heritage item or conservation area within the project
impact zone contact regional environmental staff for further advice.
7. If there are no known listed heritage items or conservation areas within the
likely project footprint consider whether there is potential for unlisted heritage
items or (potential heritage items) to exist within the area.
This template should be used in conjunction with procedure EIA-P05-2
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10
Attachment 2 – Identifying potential heritage
items
The following types of potential heritage items may be located within the likely project
footprint or study area but may not be registered or identified on a heritage list.
Heritage items regularly found within the road formation include culverts, drains, road
pavement, retaining walls, disused bridge abutments, kerbing and guttering,
causeways, dams, weirs, survey trees and markers, milestones, obelisks and
alignment stones.
The photographs below can be used as a general guide in helping identify if potential
heritage items may exist in a likely project footprint. They are typical of the site types
often found on Roads and Maritime Services road projects. However, please note
this it is not a comprehensive typology of all potential heritage items that may exist.
If any of the following exist within or nearby the likely project footprint contact regional
environment staff for further advice. If in doubt email a photo to
[email protected].
Mileposts
Concrete milepost
Timber milepost
This template should be used in conjunction with procedure EIA-P05-2
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Sandstone milepost
11
Culverts
Brick arch culvert
Culvert built into a sandstone retaining wall
Railway brick arch culvert with concrete
reinforcement above
Sandstone culvert headwall with terracotta pipe
This template should be used in conjunction with procedure EIA-P05-2
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(built 1830s)
12
Retaining walls
Irregularly formed retaining wall
Well formed sandstone retaining wall in very
good condition
Sandstone with evidence of historic activity
Formed sandstone blocks with tooled margin
edging and a claw chisel finish
Causeways
Typical pick marks on sandstone block face
Artefact scatters
Causeway showing the remaining sandstone
edging
This template should be used in conjunction with procedure EIA-P05-2
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Artefact scatter
13
Survey and scar trees
Survey tree
Survey tree
(Note: survey trees are not necessarily heritage items – if the likely works impact on a non
heritage survey tree discuss with Roads and Maritime Services surveyors)
Scar tree
This template should be used in conjunction with procedure EIA-P05-2
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Scar tree
14
Historic road fabric
Corduroy road
Macadamise road surface
Macadamise road surface
Telford road base
This template should be used in conjunction with procedure EIA-P05-2
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15
Railway tracks
Cultural plantings
Railway rails and sleepers
This template should be used in conjunction with procedure EIA-P05-2
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Exotic fig tree (historical planting)
16
About this document Reference
number
EIA-P05-G02-T01
Title
REF preliminary scoping checklist
Parent procedure
EIA-P05-2 Project REF procedure – roads
Approval and authorisation
Prepared by Environment Officer
Senior Environmental Specialist (Planning and Assessment)
Approved
Principal Manager, Environmental Policy, Planning and Assessment
by
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
2.2
August 2014
Version
Date
Revision Description
1.0
30/6/10
First issue (trial version).
2.0
09/09/11
2.1
05/12/11
Trial version comments incorporated. Legal review
complete. Implementation version.
Change to Roads and Maritime Services
2.2
21/08/14
Change to document location (G drive to Objective).
Made web accessible in accordance with WCAG.
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning and Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G02-T01 Issue 2.2
17
Environmental Impact Assessment
Standard brief template
Project REF brief
EIA-P05-G02-T02
Using this document
Conditions of use
This Roads and Maritime Services project review of environmental factors (REF) brief
template should be used for engaging contractors to prepare a roads project REF. Note the
following conditions for use of this brief template:
1. The Roads and Maritime Services project manager must ensure that a project REF is
the appropriate environmental assessment report. Refer to the Roads and Maritime
Services environmental impact assessment procedure: Project review of
environmental factors (EIA-P05-2) and consult with Roads and Maritime Services
environment staff.
2. A concept design must have been prepared for the project. Assessment of options
and development of a concept must be completed prior to the REF stage. If
environmental investigations are required and the scope of the proposed works is still
being developed, a preliminary environmental investigation (PEI) report is
appropriate.
3. Consultation with Roads and Maritime Services environment staff is required to
confirm the need for specialist studies, confirm known environmental constraints,
review the REF methodology and review the scope of any specialist studies.
4. If the project is for routine or minor works refer first to the Environmental assessment
procedure for routine and minor Works (EIA-P05-1).
5. All contractors must use the Roads and Maritime Services project review of
environmental factors template (EIA-P05-G02-T03) and complete the REF review
checklist - self assessment (EIA-P05-G04-T01). The REF templates and guidance
notes must be attached to all briefs for project REFs.
6. Contractor insurance requirements are covered in the Professional Services Contract
(Construction Industry) C73 owned by Infrastructure Contracts. If you do not intend to
use this contract template, please contact environment staff for advice.
7. This page must be deleted from the REF brief.
(blank page)
INSERT PROJECT TITLE
Project review of environmental factors
brief
INSERT MONTH YEAR
Contents 1
Introduction.............................................................................................................1
1.1
1.2
1.3
1.4
2
Purpose ..................................................................................................................................................................................1
Project description.........................................................................................................................................................1
Background .........................................................................................................................................................................1
Project information........................................................................................................................................................1
Scope and methodology.............................................................................3
2.1
2.2
2.3
General ...................................................................................................................................................................................3
Specialist studies............................................................................................................................................................3
Submissions report.......................................................................................................................................................4
3
Report presentation.........................................................................................4
4
Project supervision, schedule, outputs and fees ...............5
4.1
4.2
4.3
4.4
Project supervision .......................................................................................................................................................5
Project schedule .............................................................................................................................................................5
Project outputs..................................................................................................................................................................7
Project fees and payment.......................................................................................................................................8
5
Response to brief ..............................................................................................8
6
Right of access ....................................................................................................9
7
Work health and safety.................................................................................9
8
Permits.........................................................................................................................9
9
Privacy.......................................................................................................................10
Roads and Maritime Services Insert Project Title REF brief
i
1
Introduction
1.1
Purpose
Roads and Maritime Services requires qualified personnel to prepare a review of
environmental factors (REF) to fulfil the requirements of Part 5 of the Environmental
Planning and Assessment Act 1979 (EP&A Act), and to take into account all matters
affecting or likely to affect the environment as a result of the proposal.
The REF will be placed on public display. Roads and Maritime Services also requires
the preparation of a submissions report to summarise and respond to issues raised in
response to the REF.
1.2
Project description
Provide a description of the proposal and detail the likely extent of works. This should
be based on the concept design. Do not use this template if a concept design has not
yet been developed.
Some matters to consider in detailing the project description:
 The extent of the study area/road corridor.
 Construction methodology and likely sequence of work if known.
 The need for stockpiles, compound sites, utility adjustments, sediment basins
and other ancillary facilities if known.
 Working hours, duration of works, expected date of commencement.
 Equipment/machinery that may be used.
 Any likely tree removal or vegetation trimming.
 Any scaffolding or containment requirements for works on bridges and other
structures.
It may be useful to include a map showing the details and location of the works and
also detailing any known sensitive receivers or environmental constraints.
1.3
Background
Background information relevant to the proposal that would assist in your response to
this brief includes the following:
Insert any background information to set the scene for the works. This might include
a brief description of the site and surrounding locality, any issues arising from
community consultation or preliminary environmental assessment and any known
environmental constraints.
1.4
Project information
The following project information is appended to this brief to assist in your response: 
Preparing a project REF guidance note - EIA-P05-G02 (Appendix A). 
Project REF template - EIA-P05-G02-T03 (Appendix A). 
REF review guidance note - EIA-P05-G04 (Appendix A). 
REF review checklist – self assessment - EIA-P05-G04-T01 (Appendix A). 
Site location map (Appendix B). 
Concept design (Appendix C). 
Completed Preliminary scoping checklist – EIA-P05-G02-T01 for the project. (Appendix D).
Roads and Maritime Services Insert Project Title REF brief
1

Detail any additional specific information that could be provided to the tenderer
to assist in the response to this brief. This could include any specialist studies
completed, environmental investigations, aerial photography etc.
The successful tenderer will have access to the following additional information to
assist with the preparation of the REF:

Detail any investigations undertaken to date and any investigations in progress
that may be relevant to determining the environmental impact of the proposed
activity. This may include previous EIA, preliminary environmental
investigations, route plans, route selection reports, options assessment reports,
consultation documents etc.

List the relevant Roads and Maritime Services (formerly RTA) specifications
that will apply to the proposal to assist the contractor in developing mitigation
measures without repetition.
Focus on quality
Roads and Maritime Services expects a high standard of quality for REFs. The
completeness of the environmental impact assessment and the reputation of Roads
and Maritime Services both rely upon the quality of the REF produced. A high quality
REF has the following characteristics:
 Follows basic EIA principles.  Is technically accurate.  Is comprehensive.  Is easy to read.  Language and technical information is consistent throughout the document.  Is right first time – with no need for re-work. REFs will not be accepted as a first draft until an adequate standard of quality is
achieved.
Roads and Maritime Services Insert Project Title REF brief
2
2
Scope and methodology
2.1
General
The REF should be prepared in accordance with the Roads and Maritime Services’
Project review of environmental factors template (EIA-P05-G02-T03) (the REF
template) and Preparing a review of environmental factors guidance note (EIA-P05G02). These documents are attached.
Prior to commencing the REF it is expected that the contractor will undertake and
document the following tasks:

Accompany the Roads and Maritime Services project manager (insert name)
on a site visit to discuss the proposal and establish clear lines of
communication. The site visit must be attended by the person(s) managing
and writing the REF.

Review existing information to determine potential environmental constraints,
including literature reviews and database search results, feedback from
community consultation if available, concept designs, construction footprint,
construction methodology, etc.

Provide a map, overlain by the proposal, indicating the proposed area of any
field surveys to the project manager for discussion and modification as
required.

Add any further requirements.
2.2
Specialist studies
In addition to the above it is expected that the following specialist investigations
would be required:

Detail specialist study, eg noise, ecology etc. For advice on the need for
specialist studies, consult Roads and Maritime Services environment staff
including specialists in Environment Branch.

Detail specialist study, e.g. noise, ecology etc.
The scope of the specialist investigations must be approved by Roads and Maritime
Services prior to engaging a consultant. Separate briefs and relevant Roads and
Maritime Services guidelines relating to each of these specialist studies are attached
to this REF brief.
Where available, standard briefs for each type of specialist study should be attached
to the REF brief. Links to currently available online standard briefs are provided
below. If a standard brief for the specialist study required has not been published
online, contact the relevant Environment Branch specialist.

Procedure for Aboriginal cultural heritage consultation and investigation
(includes briefs). For advice on which brief is the most appropriate, contact the
Roads and Maritime Services Senior Environmental Specialist (Heritage) in
Environment Branch.
Any Roads and Maritime Services guidelines relevant to the preparation of specialist
studies should be attached to the REF brief with its corresponding specialist study
brief. Consult with Roads and Maritime Services environment staff for advice on
appropriate guidelines.
Roads and Maritime Services Insert Project Title REF brief
3
Summaries and conclusions of specialist studies should be incorporated into the
relevant sections of the REF with complete copies of the studies provided in the
appendices of the report. All specialist studies undertaken must be conducted by
qualified, and experienced (including licensed where applicable) persons and in
accordance with any relevant Roads and Maritime Services guidelines or other
industry standard.
2.3
Submissions report
The contractor is to prepare a submissions report to summarise and respond to
submissions received during the public display of the REF. Refer to details in the
REF consultation guidance note (EIA-P05-G06), REF submissions report brief (EIAP05-G06-T01), and REF submissions report template (EIA-P05-G06-T02) for more
information to insert here if required.
3
Report presentation
The standard for all reports prepared by the contractor must meet the following as a
minimum:

The draft and final copies of reports must be professionally edited and vetted
for typographical and grammatical errors before submission to Roads and
Maritime Services. The reports must follow the current Roads and Maritime
Services editorial style guide with spelling consistent with the Australian
Macquarie Dictionary.

All reports should be written in clear and concise plain English.

All reports are to be prepared to meet the Web Content Accessibility Guidelines
(WCAG) 2.0, Level AA.

The draft and final copies of reports must be accompanied by the signed and
certified Review checklist – self assessment (EIA-P05-G04-T01). The self
assessment checklist is to be completed by the person or persons who
prepared the REF prior to its finalisation and submission to the Roads and
Maritime Services representative. It is also to be checked and certified by a
senior staff member to the REF self assessment. If there is no appropriate
senior staff member to check and certify the quality of the REF, an alternative
quality certification process must be agreed to with the Roads and Maritime
Services project manager and detailed in the response to this brief.

Figures, tables and graphs should be used to convey information where
possible rather than lengthy text descriptions. Titles, scales and legends
(including north points) should be included as appropriate.

Any maps included must be based on topographical information rather than
cadastral information. If published maps are reproduced their source must be
acknowledged and referenced. Maps and diagrams should include appropriate
legends, scale and bearing.

Photos of the study area should be provided in the appendix of the report.
Photos are to be in jpeg format

Jargon, acronyms and technical words should be clearly explained at the first
point of reference in the reports. Acronyms that are not generally common
knowledge should be avoided throughout the report and written in full.
Roads and Maritime Services Insert Project Title REF brief
4



Any appendices, annexures and attached data files must be clearly labelled
and readily referenced into the body of the reports.
Draft copies of reports are to be clearly watermarked ‘draft’.
The report cover and all documents in general must be produced in
accordance with the Roads and Maritime Services’ visual identity manual. All
documents should be of a standard suitable for public availability. The
contractor must liaise with a member of the Roads and Maritime Services’
graphics panel for the preparation of materials for public availability. No
‘branding’ of the report with the preferred contractor’s logo or name should
occur.
Special note:
All reports submitted to Roads and Maritime Services must adhere to the
Environmental assessment procedure for project review of environmental factors roads (EIA-P05-2). Any report that does not adhere to this procedure, including the
requirements for adequate quality, will not be accepted as an output under 4.3 by
Roads and Maritime Services. Time delays as a result of any inadequate reports
submitted to Roads and Maritime Services will be the responsibility of the contractor.
4
Project supervision, schedule, outputs and fees
4.1
Project supervision
Contact details for the Roads and Maritime Services’ representative for the project
are as follows:
The Roads and Maritime Services representative is the person who will be
responsible for the management of the successful tenderer. Provide the contact
details for the Roads and Maritime Services representative, including postal address,
email address and work number.
Any questions relating to this brief must be directed to the Roads and Maritime
Services representative.
4.2
Project schedule
Preparation of the REF commences upon receipt of a letter of acceptance. The
timeframes for preparation and finalisation of the REF are as follows:
Detail the expected date or timing (eg 10 March 2012 or 2 weeks after site visit) for
the submission of the draft report and the final report. Include inception and progress
meetings where known and relevant. The timeframe should consider review and
receipt of comments from interested parties on specialist studies and the draft report.
Where public display is expected, allow adequate time for the Roads and Maritime
Services approval process. This includes approval of the contractor’s draft report
cover, generation of Roads and Maritime Services and ISBN publication numbers
and review by Roads and Maritime Services Communication and Stakeholder
Engagement section. Also consider any statutory requirements that need to be
addressed that would impact upon the timeframe, e.g. ISEPP consultation
requirements, community consultation requirements. Tabular format is the most
effective way of presenting this information. The below table is a sample, adapt to
your project requirements.
Roads and Maritime Services Insert Project Title REF brief
5
Activity/Output
By when
Award contract
Date/timing
Inception meeting
Date/timing
Site visit
Submit proposed REF methodology, survey area map and scope of
specialist studies for Roads and Maritime Services approval
Initiate ISEPP and other statutory consultation
Submit draft specialist reports for Roads and Maritime Services
review
Submit draft REF report for Roads and Maritime Services review
(including completed and certified REF review checklist – self
assessment (EIA-P05-G04-T01))
Submit draft REF report cover
Submit final draft REF report for Roads and Maritime Services
review (including completed and certified REF review checklist –
self assessment (EIA-P05-G04-T01) and response to comments)
Roads and Maritime Services approval process for public display of
REF report
Finalise REF report (including completed and certified REF review
checklist – self assessment (EIA-P05-G04-T01))
Public display commences
Date/timing
Close public display
Date/timing
Submit draft table of contents of submissions report
Date/timing
Submit draft submissions report
Date/timing
Submit final submissions report
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
The project team and its sub-consultants must attend the inception meeting with
Roads and Maritime Services representatives. This meeting will facilitate transfer of
information and clarify matters relating to the methodology for developing the REF.
The submission of the proposed REF methodology and scope of specialist studies is
a hold point. Preparation of the REF will not proceed until Roads and Maritime
Services has approved the methodology and scope of specialist studies. Any
variations to the agreed scope of works for the REF and specialist studies must be
approved in writing by the Roads and Maritime Services representative before they
are commenced.
The submission of the final draft REF must be accompanied by evidence of how
comments received on the first draft were addressed in the final draft. Preparation of
the REF will not proceed until Roads and Maritime Services has approved the
responses to comments and any doubts or differences of opinion have been
resolved.
The project schedule allows <insert number> weeks for Roads and Maritime
Services to return comments on draft reports. Please note that dependent on the
quality of the draft reports that a number of Roads and Maritime Services reviews
may be required. Reports should not be finalised until written approval from the
Roads and Maritime Services representative is received.
Roads and Maritime Services Insert Project Title REF brief
6
The Roads and Maritime Services process for public display of the REF includes the
following:

Approval of the contractor’s draft report cover.

Generation of Roads and Maritime Services and ISBN publication numbers.

Potential further revisions to the document.
The contractor is responsible for preparing the draft report cover in consultation with
a member of the Roads and Maritime Services’ graphics panel. Contact details will
be provided by the Roads and Maritime Services representative. The contractor is
required to edit the REF in accordance with the requirements of Roads and Maritime
Services Communication and Stakeholder Engagement section. The Roads and
Maritime Services representative will liaise with Communication and Stakeholder
Engagement section.
4.3
Project outputs
The outputs required for this project include the following:
a) <insert number> electronic copy (MS Word 2003) of any draft specialist reports
including all appendices and figures for Roads and Maritime Services review and
comment.
b) <insert number> electronic copies (MS Word 2003) of the draft review of
environmental factors including all appendices and figures for Roads and
Maritime Services review and comment. The draft REF must be adequate as
described in the REF review guidance note (EIA-P05-G04) to be accepted by
Roads and Maritime Services.
c) <insert number> bound hard copies, <insert number> unbound hard copy and
<insert number> electronic copies (one pdf and one MS Word 2003) on CD of the
final review of environmental factors including all appendices and figures. Where
Roads and Maritime Services comments provided in steps a) & b) have not been
accepted the consultant must discuss with the Roads and Maritime Services prior
to finalising the report. The final report must be adequate as described in the REF
review guidance note (EIA-P05-G04) to be accepted by Roads and Maritime
Services.
d) The completed and certified REF review – self assessment checklist (EIA-P05G04-T01) for each version of the REF submitted.
e) (for public display) One report cover in Adobe pdf format to allow for Roads and
Maritime Services approval and for creation of the Roads and Maritime Services
publication number and ISBN.
f) <insert number> electronic copy (MS Word 2003) of the draft submissions report
table of contents.
g) <insert number> electronic copy (MS Word 2003) of the draft submissions report.
h) <insert number> hard bound copies, <insert number> unbound hard copy and
<insert number> electronic copies (one pdf and one MS Word 2003) on CD/USB
of the final submissions report. Where Roads and Maritime Services comments
provided in steps e) & f) have not been accepted the consultant must discuss
with Roads and Maritime Services prior to finalising the report.
i) Insert any other project output as required.
Production of any hard copy report required by the professional services contract
should involve a low environmental impact. Reports should be produced using the
following:
Roads and Maritime Services Insert Project Title REF brief
7
 Report paper: ENVI Uncoated 50/50 paper 80gsm (from Dalton Paper). If a
printer can not source, or it is uncompetitive on price, the next preference is:
Tudor RP High White Smooth 100gsm (from Spicers Paper).
 Report covers: 280-300gsm, no lamination (ENVI Recycled 50/50 300gsm or
ENVI Recycled Super Smooth 280gsm is recommended).
 Gloss-coated paper and lamination are not to be used.
 Printing and photocopying double sided.
 Employing binding methods that facilitate recycling.
 Consideration of using plant-based inks.
4.4
Project fees and payment
A fixed price cost is required for the works. A budget breakdown is to be included
identifying each work element showing total hours, hourly rates, lump sum and
disbursements, for the tenderer and any sub-consultants.
Payment will be made by the method described below. No additional work outside
the agreed cost estimate is to be undertaken without prior written approval of the
Roads and Maritime Services representative as identified in Section 4.1 above.
Detail the payment type that will be used. eg lump sum on completion, monthly, a
percentage upon completion of a draft and the remainder at finalisation of the report,
etc.
5
Response to brief
A concise response to this brief must be submitted to the Roads and Maritime
Services representative identified above in Section 4.1 no later than close of
business <insert date>.
Responses to this brief will be evaluated against the following assessment criteria:
a) Understanding of the brief – that details your understanding of the brief and the
required outputs.
b) Technical skills – the company’s technical skills and the identified project team
including CVs and the proposed time that they will spend on the project. The
project team must identify the primary REF writer. The nominated project team
must also include a senior staff member who will be responsible for certifying the
quality of all deliverables. Identify any sub-consultants in this section and outline
their qualifications and contribution. Outline supervisory arrangements in place
for effective management of all sub-consultants.
c) Recent experience – recent relevant experience and a listing of relevant projects
undertaken by the nominated project team.
d) Estimated costs – that addresses the requirements of the brief.
e) Robustness of estimated costs – that the estimated costs are adequate and
realistic to achieve the purpose of the brief.
f) T
ime performance – that includes a detailed program of works and due dates.
g) Quality assurance process – internal quality assurance processes including
details of completion and certification of the REF review checklist – self
assessment (EIA-P05-G04-T01).
h) Additional information – that includes any other additional information that may
be relevant in the selection of the successful tenderer.
Roads and Maritime Services Insert Project Title REF brief
8
The scope of the work proposed should be clearly restated in the words of the
tenderer. Any restatement must address the issues and requirements outlined in
these documents.
The tenderer must submit a conforming tender, but may submit an alternate tender in
addition to the conforming tender. An alternate tender may be submitted where the
tenderer proposes a variation from the requirements of these briefing documents.
Scope changes and reasons for the variation must be clearly identified in the
alternative tender.
6
Right of access
It is a requirement of Roads and Maritime Services that the Roads and Maritime
Services representative and Roads and Maritime Services quality manager must
always have right of access to the contractor’s premises where activities on the
project are taking place.
If you require any further information, please contact the Roads and Maritime
Services representative.
7
Work health and safety
The contractor must incorporate work health and safety in all aspects of the project.
Safety of field workers in the vicinity of roads, heavy vehicle and general traffic is
paramount. All personnel involved in the field work must read and sign a Safe Work
Method Statement (SWMS) prepared by the contractor prior to the commencement
of any field work. A signed copy of the SWMS is to be provided to Roads and
Maritime Services prior to accessing the site. The wearing of a high visibility safety
vest is mandatory during the field surveys.
Prior notification to landowners will be required before undertaking any field
inspections and surveys within privately owned land. The Roads and Maritime
Services representative should be contacted at least ten (10) working days before
field inspections and surveys are to commence so the necessary arrangements can
be made.
8
Permits
For the purpose of this brief, “permit” includes any statutory consent, approval,
authorisation, or landowner’s permission.
The contractor shall ensure that all necessary permits have been obtained for
undertaking the investigations and that all work is carried out in accordance with
these permits. Copies of the relevant permits should be supplied with the response to
this brief or, where this is not feasible, provided to Roads and Maritime Services
representative prior to commencement of field surveys. A person not covered by
these permits may not participate in surveys under this contract in a manner that
contravenes the conditions of any permit. Delays and difficulties relating to obtaining
Roads and Maritime Services Insert Project Title REF brief
9
permits must be brought to the attention of Roads and Maritime Services
representative.
9
Privacy
The contractor is required to manage the receipt and storage of project information in
accordance with Roads and Maritime Services policies and procedures for data
privacy.
Roads and Maritime Services Insert Project Title REF brief
10
Appendix A – Preparing a project REF
guidance note, project REF template, REF
review guidance note, REF review checklist –
self assessment
Roads and Maritime Services Insert Project Title REF brief
Appendix A
Appendix B – Site location map Roads and Maritime Services Insert Project Title EIA Brief
Appendix B
Appendix C – Concept plan Roads and Maritime Services Insert Project Title REF brief
Appendix C
Appendix D – REF preliminary scoping
checklist
Roads and Maritime Services Insert Project Title REF brief
Appendix D
About this document Reference
number
EIA-P05-G02-T02
Title
Standard brief template: Project review of environmental
factors
Parent procedure
EIA-P05-2 Project REF procedure - roads
Approval and authorisation
Prepared by
Approved
by
Environment Officer
Senior Environmental Specialist (Planning & Assessment)
Principal Manager Environmental Policy, Planning & Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
3.3
August 2014
Version
Date
Revision Description
1.0
2.0
17/4/09
30/6/10
2.1
3.0
25/01/11
09/09/11
3.1
3.2
3.3
05/12/11
27/03/13
21/08/14
First issue (known as EIA-P05-TP03)
To align with EIA-P05-2 and incorporate REF review
checklist requirements
REF review grades included as deliverable
Trial version comments incorporated. Legal review
complete. Third issue.
Change to Roads and Maritime Services
Removed insurances information from Clause 6.
Updated titles, roles, responsibilities and processes
following internal restructure. Inclusion of web
accessibility requirements for deliverables. Brief
updated to be web accessible (WCAG). Replace
grading system with requirements for being adequate.
Updated logo and template. Change to document
location (G drive to Objective).
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning and Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This page to be deleted from the REF brief.
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G02-T02 Issue 3.3
Environmental Impact Assessment
Template
Project review of environmental factors
EIA-P05-G02-T03
INSERT PROJECT TITLE
Review of environmental factors INSERT MONTH YEAR
This document cover is to be replaced with a Roads and Maritime Services
approved document cover. Refer to Roads and Maritime Services Visual Identity
Manual.
MONTH/YEAR
(blank page)
Roads and Maritime Services Project title
Review of environmental factors
Date
Prepared by Provide details and any disclaimers. Note: any disclaimers to be discussed with Roads and Maritime Services project manager. Provide a document controls and reviewing register. Ensure that a publication
number is included for any document to be placed on public exhibition. Seek advice
from the Roads and Maritime Services project manager if required.
Executive summary Refer to section 3.1 of the Preparing a project REF guidance note (EIA-P05-G02).
The proposal
Need for the proposal
Proposal objectives
Options considered
Statutory and planning framework
Community and stakeholder consultation
Environmental impacts
List the potential environmental impacts of the proposal including major beneficial
and adverse outcomes. Based on the number of proposed impacts, it may also be
necessary to use sub-headings to present the discussion. Additionally, the discussion
of any major adverse outcome should include a description of any safeguards or
management measures that would be used to avoid, minimise or mitigate the impact
or risk. Minor outcomes do not need to be discussed in the executive summary.
Justification and conclusion
Display of the review of environmental factors
Please note that this section and subsequent sections of the executive summary,
regarding “How can I make a submissions?”, “Privacy Information” and “What
happens next?” are only required when the REF is to be publicly displayed.
This review of environmental factors is on display for comment between date and
date. You can access the documents in the following ways:
Internet
The documents will be available as pdf files on the Roads and Maritime Services
website at website address.
Display The review documents can be viewed at the following locations: Project title
Review of Environmental Factors
i

List display venues, including street address (with floor level if required) and
provide other details where necessary, eg this location will be staffed between
10am to 2pm, etc.
Purchase
The review documents are available for purchase in hard copy ($25.00) or CD/USB
($10.00) at locations marked with * above or by contacting add contact name and
number.
How can I make a submission? To make a submission on the proposal, please send your written comments to: Roads and Maritime Services project manager:
Name
Postal and email address
Facsimile number
Submissions must be received by day/date.
Privacy information
All information included in submissions is collected for the sole purpose of assisting
in the assessment of this proposal. The information may be used during the
environmental impact assessment process by relevant Roads and Maritime Services
staff and its contractors.
Where the respondent indicates at the time of supply of information that their
submission should be kept confidential, Roads and Maritime Services will attempt to
keep it confidential. However there may be legislative or legal justification for the
release of the information, for example under the Government Information (Public
Access) Act 2009 or under subpoena or statutory instrument.
The supply of this information is voluntary. Each respondent has free access at all
times to the information provided by that respondent but not to any identifying
information provided by other respondents if a respondent has indicated that the
representation should be kept confidential.
Any respondent may make a correction to the information that they have provided by
writing to the same address the submission was sent.
The information will be held by the Roads and Maritime Services, address of relevant
Roads and Maritime Services office.
What happens next?
Following the submissions period, Roads and Maritime Services will collate
submissions. Acknowledgement letters will be sent to each respondent. The details
of submission authors will be retained and authors will be subsequently advised
when project information is released.
After consideration of community comments Roads and Maritime Services will
determine whether the proposal should proceed as proposed, or whether any
Project title
Review of Environmental Factors
ii
alterations to the proposal are necessary. The community will be kept informed about
this Roads and Maritime Services determination.
If the proposal goes ahead, Roads and Maritime Services proceeds with final design
and tenders are called for construction of the project.
If you have any queries, please contact the Roads and Maritime Services project
manager on contact number.
Project title
Review of Environmental Factors
iii
Contents Executive summary.................................................................................................................................................................... i
1
1.1
1.2
Introduction ..........................................................................................................................................................................1
Proposal identification..........................................................................................................................................1
Purpose of the report............................................................................................................................................1
2
2.1
2.2
2.3
2.4
2.5
2.6
Need and options considered..............................................................................................................................2
Strategic need for the proposal....................................................................................................................2
Existing road and infrastructure...................................................................................................................2
Proposal objectives ................................................................................................................................................2
Alternatives and options considered .......................................................................................................2
Preferred option.........................................................................................................................................................2
Design refinements.................................................................................................................................................2
3
3.1
3.2
3.3
3.4
3.5
3.6
Description of the proposal....................................................................................................................................3
The proposal ................................................................................................................................................................3
Design................................................................................................................................................................................3
Construction activities ..........................................................................................................................................3
Ancillary facilities ......................................................................................................................................................4
Public utility adjustment......................................................................................................................................4
Property acquisition................................................................................................................................................4
4
4.1
4.2
4.3
4.4
4.5
Statutory and planning framework ..................................................................................................................5
State Environmental Planning Policies.................................................................................................5
Local Environmental Plans..............................................................................................................................5
Other relevant legislation...................................................................................................................................6
Commonwealth legislation...............................................................................................................................6
Confirmation of statutory position ..............................................................................................................6
5
5.1
5.2
5.3
5.4
5.5
5.6
5.7
Stakeholder and community consultation.................................................................................................7
Consultation strategy............................................................................................................................................7
Community involvement.....................................................................................................................................7
Aboriginal community involvement...........................................................................................................7
ISEPP consultation.................................................................................................................................................7
Growth Centres SEPP consultation.........................................................................................................7
Government agency and stakeholder involvement....................................................................7
Ongoing or future consultation .....................................................................................................................7
6
6.1
6.2
6.3
Environmental assessment ...................................................................................................................................8
Environmental factor eg Biodiversity.......................................................................................................8
Summary of beneficial effects.......................................................................................................................9
Summary of adverse effects...........................................................................................................................9
7
7.1
7.2
7.3
Environmental management .............................................................................................................................10
Environmental management plans (or system)..........................................................................10
Summary of safeguards and management measures .........................................................10
Licensing and approvals .................................................................................................................................13
Project title
Review of Environmental Factors
iv
8
8.1
8.2
8.3
Conclusion.........................................................................................................................................................................14
Justification.................................................................................................................................................................14
Objects of the EP&A Act.................................................................................................................................14
Conclusion...................................................................................................................................................................15
9
Certification.......................................................................................................................................................................16
10
References........................................................................................................................................................................17
Appendices
List all appendices to the REF
Appendix XX
Consideration of clause 228(2) factors and matters of national
environmental significance
Project title
Review of Environmental Factors
v
1
Introduction
This chapter introduces the proposal and provides the context of the environmental
assessment. In introducing the proposal, the objectives and project development
history are detailed and the purpose of the report provided.
1.1
Proposal identification
Roads and Maritime Services propose to what? eg. upgrade the Ocean Highway
between 10 kilometres and 13 kilometres north of Seagull Point.
Refer to section 1.1 of Preparing a project REF guidance note (EIA-P05-G02).
1.2
Purpose of the report
This Review of Environmental Factors has been prepared by who on behalf of Roads
and Maritime Services which directorate and region. For the purposes of these
works, Roads and Maritime Services is the proponent and the determining authority
under Part 5 of the Environmental Planning and Assessment Act 1979 (EP&A Act).
The purpose of the REF is to describe the proposal, to document the likely impacts of
the proposal on the environment, and to detail protective measures to be
implemented.
The description of the proposed works and associated environmental impacts have
been undertaken in context of clause 228 of the Environmental Planning and
Assessment Regulation 2000, the Threatened Species Conservation Act 1995 (TSC
Act), the Fisheries Management Act 1994 (FM Act), and the Australian Government’s
Environment Protection and Biodiversity Conservation Act 1999 (EPBC Act). In doing
so, the REF helps to fulfil the requirements of section 111 of the EP&A Act, that
Roads and Maritime Services examine and take into account to the fullest extent
possible, all matters affecting or likely to affect the environment by reason of the
activity.
The findings of the REF would be considered when assessing:

Whether the proposal is likely to have a significant impact on the environment
and therefore the necessity for an environmental impact statement to be
prepared and approval to be sought from the Minister for Planning under Part
5.1 of the EP&A Act.

The significance of any impact on threatened species as defined by the TSC
Act and/or FM Act, in section 5A of the EP&A Act and therefore the
requirement for a Species Impact Statement.

The potential for the proposal to significantly impact a matter of national
environmental significance or Commonwealth land and the need to make a
referral to the Australian Government Department of the Environment for a
decision by the Commonwealth Minister for the Environment on whether
assessment and approval is required under the EPBC Act.
Project title
Review of Environmental Factors
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2
Need and options considered
2.1
Strategic need for the proposal
Refer to section 2.1 of Preparing a project REF guidance note (EIA-P05-G02).
2.2
Existing road and infrastructure
Refer to section 2.2 of Preparing a project REF guidance note (EIA-P05-G02).
2.3
Proposal objectives
Refer to section 2.3 of Preparing a project REF guidance note (EIA-P05-G02).
2.4
Alternatives and options considered
Refer to section 2.4 of Preparing a project REF guidance note (EIA-P05-G02).
2.4.1
Methodology for selection of preferred option
2.4.2
Identified options
2.4.3
Analysis of options
2.5
Preferred option
Refer to section 2.5 of Preparing a project REF guidance note (EIA-P05-G02).
2.6
Design refinements
Refer to section 2.6 of Preparing a project REF guidance note (EIA-P05-G02).
Project title
Review of Environmental Factors
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3
Description of the proposal
This chapter describes the proposal and provides descriptions of existing conditions,
the design parameters including major design features, the construction method and
associated infrastructure and activities.
Refer to section 3 of Preparing a project REF guidance note (EIA-P05-G02).
3.1
The proposal
Refer to section 3.1 of Preparing a project REF guidance note (EIA-P05-G02).
3.2
Design
Refer to section 3.3 of Preparing a project REF guidance note (EIA-P05-G02).
3.2.1
Design criteria
3.2.2
Engineering constraints
3.2.3
Major design feature, eg Harbour Drive and Ocean Highway
interchange
3.2.4
Major design feature, eg Deep Creek bridge widening
3.2.5
Major design feature, eg East Road fauna underpass, etc…
3.3
Construction activities
Refer to section 3.4 of Preparing a project REF guidance note (EIA-P05-G02).
3.3.1
Work methodology
3.3.2
Construction hours and duration
3.3.3
Plant and equipment
3.3.4
Earthworks
3.3.5
Source and quantity of materials
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Review of Environmental Factors
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3.3.6
Traffic management and access
3.4
Ancillary facilities
Refer to section 3.5 of Preparing a project REF guidance note (EIA-P05-G02).
3.5
Public utility adjustment
Refer to section 3.6 of Preparing a project REF guidance note (EIA-P05-G02).
3.6
Property acquisition
Refer to section 3.7 of Preparing a project REF guidance note (EIA-P05-G02).
Project title
Review of Environmental Factors
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4
Statutory and planning framework
Refer to section 4 of Preparing a project REF guidance note (EIA-P05-G02).
Also refer to Environmental Legislation Explanatory Note State Environmental
Planning Policy (Infrastructure) 2007 (EIA-L02) and REF consultation guidance note
(EIA-P05-G03).
4.1
State Environmental Planning Policies
Refer to section 4.1 of Preparing a project REF guidance note (EIA-P05-G02).
4.1.1
State Environmental Planning Policy (Infrastructure) 2007
State Environmental Planning Policy (Infrastructure) 2007 (ISEPP) aims to facilitate
the effective delivery of infrastructure across the State.
Clause 94 of ISEPP permits development on any land for the purpose of a road or
road infrastructure facilities to be carried out by or on behalf of a public authority
without consent.
As the proposal is for a select appropriate description <road> and/or <road
infrastructure facilities> and is to be carried out select appropriate description <by
Roads and Maritime Services> or <on behalf of Roads and Maritime Services>, it
can be assessed under Part 5 of the Environmental Planning and Assessment Act
1979. Development consent from council is not required.
The proposal is not located on land reserved under the National Parks and Wildlife
Act 1974 and does not affect land or development regulated by State Environmental
Planning Policy No. 14 - Coastal Wetlands, State Environmental Planning Policy No.
26 - Littoral Rainforests, State Environmental Planning Policy (State and Regional
Development) 2011 or State Environmental Planning Policy (Major Development)
2005. Note that if the proposal does occur on or affect land identified by any of the
planning instruments listed in this paragraph seek advice from Roads and Maritime
Services environment staff.
Part 2 of the ISEPP contains provisions for public authorities to consult with local
councils and other public authorities prior to the commencement of certain types of
development. Consultation, including consultation as required by ISEPP (where
applicable), is discussed in chapter 5 of this REF.
4.1.2
Insert name of other relevant State Environmental Planning Policy(s)
and deemed SEPPs.
4.2
Local Environmental Plans
Refer to section 4.2 of Preparing a project REF guidance note (EIA-P05-G02).
4.2.1
Insert name of relevant Local Environmental Plan(s)
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Review of Environmental Factors
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4.3
Other relevant legislation
Refer to section 4.3 of Preparing a project REF guidance note (EIA-P05-G02).
4.3.1
Insert other relevant legislation.
4.4
Commonwealth legislation
4.4.1
Environment Protection and Biodiversity Conservation Act 1999
Under the Environment Protection and Biodiversity Conservation Act 1999 (EPBC
Act) a referral is required to the Australian Government for proposed ‘actions that
have the potential to significantly impact on matters of national environmental
significance or the environment of Commonwealth land. These are considered in
Appendix X and chapter 6 of the REF.
The assessment of the proposal’s impact on matters of national environmental
significance and the environment of Commonwealth land found that there is unlikely
to be a significant impact on relevant matters of national environmental significance.
Accordingly, the proposal has not been referred to the Australian Government
Department of the Environment.
or
Based on the assessment proposal’s impact on matters of national environmental
significance and the environment of Commonwealth land, Roads and Maritime
Services submitted a referral to the Australian Government Department of the
Environment on [insert date] to determine whether or not the proposal constitutes a
controlled action due to potential impacts on [insert details of why the proposal is
being referred]. If the proposal is determined to be a controlled action, the approval of
the Australian Government Minister for the Environment is required.
or
Based on the assessment proposal’s impact on matters of national environmental
significance and the environment of Commonwealth land, Roads and Maritime
Services intends to submit a referral to the Australian Government Department of the
Environment to determine whether or not the proposal constitutes a controlled action
due to potential impacts on [insert details of why the proposal is being referred]. If the
proposal is determined to be a controlled action, the approval of the Australian
Government Minister for the Environment is required.
4.5
Confirmation of statutory position
Confirm that the proposal does not require development consent and is subject to
environmental impact assessment under Part 5 of the EP&A Act. Also list any other
provisions that apply to the proposal.
Project title
Review of Environmental Factors
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5
Stakeholder and community consultation
This chapter discusses the consultation undertaken to date for the proposal and the
consultation proposed for the future. The description contains the consultation
strategy or approach used and the results of consulting with the community, the
Aboriginal community and relevant government agencies and stakeholders.
Refer to section 5 of Preparing a project REF guidance note (EIA-P05-G02).
5.1
Consultation strategy
This section may not be applicable to all REFs and may be deleted where necessary.
Refer to section 5.1 of Preparing a project REF guidance note (EIA-P05-G02) for
further information.
5.2
Community involvement
This section may not be applicable to all REFs and may be deleted where necessary.
Refer to section 5.2 of Preparing a project REF guidance note (EIA-P05-G02).
5.3
Aboriginal community involvement
Refer to section 5.3 of Preparing a project REF guidance note (EIA-P05-G02).
5.4
ISEPP consultation
This section must discuss any consultation with council or other agencies as required
under Part 2, Division 1 of the Infrastructure SEPP.
5.5
Growth Centres SEPP consultation
This section must discuss any consultation with the Department of Planning and
Environment as required under clause 18A of State Environmental Planning Policy
(Sydney Growth Centres) 2006.
5.6
Government agency and stakeholder involvement
This section must detail consultation with any other government agencies or
stakeholders which was carried out (other than ISEPP consultation).
Refer to section 5.4 of Preparing a project REF guidance note (EIA-P05-G02) for
further information.
5.7
Ongoing or future consultation
This section may not be applicable to all REFs and may be deleted where necessary.
Refer to Section 5.5 of Preparing a project REF guidance note (EIA-P05-G02) for
further information.
Project title
Review of Environmental Factors
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6
Environmental assessment
This section of the REF provides a detailed description of the potential environmental
impacts associated with the proposal during both construction and operation, and
provides site-specific safeguards to ameliorate the identified potential impacts.
The section is divided into headings describing the environmental aspect to be
assessed. Assess the potential impacts on all environmental aspects relevant to the
proposal. These discussions should be presented in order of most important to least
important with the key environmental impacts being weighted more heavily.
Refer to section 6 of Preparing a project REF guidance note (EIA-P05-G02).
This section of the REF provides a detailed description of the potential environmental
impacts associated with the construction and operation of the proposal. All aspects of
the environment potentially impacted upon by the proposal are considered. This
includes consideration of the factors specified in the guidelines Is an EIS required?
(DUAP 1999) and Roads and Related Facilities (DUAP 1996) as required under
clause 228(1)(b) of the Environmental Planning and Assessment Regulation 2000.
The factors specified in clause 228(2) of the Environmental Planning and
Assessment Regulation 2000 are also considered in Appendix XX. Site-specific
safeguards are provided to ameliorate the identified potential impacts.
6.1
Environmental factor eg Biodiversity
6.1.1
Existing environment
6.1.2
History
6.1.3
Policy setting
6.1.4
Criteria
6.1.5
Potential impacts
6.1.6
Safeguards and management measures
Safeguards and management measures should directly relate to the impacts
identified. Safeguards and management measures should be arranged so to relate to
timing for implementation- pre-construction, construction and operation. Refer to
section 6.1 of Preparing a project REF guidance note (EIA-P05-G02) for more
information.
Impact
[Identify

impact to be
mitigated/m
anaged]
Environmental safeguards
[Insert
safeguard(s)]
Project title
Review of Environmental Factors
environmental
Responsibility
[Identify
position
responsible]
Timing
[Insert
preconstruction,
construction,
operation or
8
Impact
Environmental safeguards
Responsibility
Timing
other
required]
6.2
as
Summary of beneficial effects
While this section is not always necessary, it can be useful to include a summary of
the beneficial effects of the proposal as this may help to later justify the proposal.
6.3
Summary of adverse effects
While this section is not always necessary, it can be useful to include a summary of
the adverse effects of the proposal as this may help to later justify the proposal.
Project title
Review of Environmental Factors
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7
Environmental management
This chapter describes how the proposal will be managed to reduce potential
environmental impacts throughout detailed design, construction and operation. A
framework for managing the potential impacts is provided with reference to
environmental management plans and relevant Roads and Maritime Services QA
specifications. A summary of site-specific environmental safeguards is provided as
detailed in Chapter 6 and the licence and/or approval requirements required prior to
construction are also listed.
Refer to section 6.1 of Preparing a project REF guidance note (EIA-P05-G02) for
further information.
7.1
Environmental management plans (or system)
A number of safeguards and management measures have been identified in order to
minimise adverse environmental impacts, including social impacts, which could
potentially arise as a result of the proposal. Should the proposal proceed, these
management measures would be incorporated into the detailed design and applied
during the construction and operation of the proposal.
A Project Environmental Management Plan (PEMP) and a Contractors
Environmental Management Plan (CEMP) will be prepared to describe safeguards
and management measures identified. These plans will provide a framework for
establishing how these measures will be implemented and who would be responsible
for their implementation.
The plans will be prepared prior to construction of the proposal and must be reviewed
and certified by the Roads and Maritime Services Environment Officer, [Insert
region], prior to the commencement of any on-site works. The CEMP will be a
working document, subject to ongoing change and updated as necessary to respond
to specific requirements. The CEMP and PEMP would be developed in accordance
with the specifications set out in the [adjust as necessary: QA Specification G36 –
Environmental Protection (Management System), QA Specification G38 – Soil and
Water Management (Soil and Water Plan) and the QA Specification G40 – Clearing
and Grubbing].
7.2
Summary of safeguards and management measures
Environmental safeguards outlined in this document would be incorporated into the
detailed design phase of the proposal and during construction and operation of the
proposal, should it proceed. These safeguards would minimise any potential adverse
impacts arising from the proposed works on the surrounding environment. The
safeguards and management measures are summarised in Table X.
Refer to section 7.2 of Preparing a project REF guidance note (EIA-P05-G02) for
further information.
Project title
Review of Environmental Factors
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Table X: Summary of site specific environmental safeguards.
No.
Impact
Environmental safeguards
Responsibility
Timing
1
General

All environmental safeguards must be incorporated within the
following:
o Project Environmental Management Plan
o Detailed design stage
o Contract specifications for the proposal
o Contractor’s Environmental Management Plan
Project manager
Pre-construction
2
General

A risk assessment has been/ must be carried out on the
proposal in accordance with the Roads and Maritime Services
Project Pack and PMS risk assessment procedures to
determine an audit and inspection program for the works. The
recommendations of the risk assessment are to be
implemented.
A review of the risk assessment must be undertaken after the
initial audit or inspection to evaluate is the level of risk chosen
for the project is appropriate.
Any works resulting from the proposal and as covered by the
REF may be subject to environmental audit(s) and/or
inspection(s) at any time during their duration.
Project
regional
staff
Pre-construction
The environmental contract specification [insert name] must be
forwarded to the Roads and Maritime Services Environment
Manager [insert region/program] for review at least 10 working
days prior to the tender stage.
A contractual hold point must be maintained until the CEMP is
reviewed by the Roads and Maritime Services Environment
Manager [insert region/program].
Project manager
Pre-construction
The Roads and Maritime Services Project Manager must notify
Project manager
Pre-construction


3
General


4
General

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Review of Environmental Factors
manager
and
environmental
After first audit
11
No.
Impact
Environmental safeguards
Responsibility
Timing
the Roads and Maritime Services Environmental Officer [insert
region] at least five working days prior to work commencing.
5
General

All businesses and residences likely to be affected by the
proposed works must be notified at least five working days prior
to the commencement of the proposed activities.
Project manager
Pre-construction
6
General

Environmental awareness training must be provided, by the
contractor, to all field personnel and subcontractors.
Contractor
Pre-construction
and
during
construction as
required.



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7.3
Licensing and approvals
List all relevant licenses, permits, notifications and/or approvals needed to
construct/operate the proposal in a table.
Refer to Section 7.3 of Preparing a project REF guidance note (EIA-P05-G02) for
further information.
Table X: Summary of licensing and approval required.
Requirement
Describe exactly what is required.
eg Minister for Primary Industries must be
notified of any dredging or reclamation
works prior to the undertaking of such
works.
Project title
Review of Environmental Factors
Timing
Specify the timing for the license,
permit, notification or approval.
A minimum of 28 days prior to the
commencement of the works.
13
8
Conclusion
This chapter provides the justification for the proposal taking into account its
biophysical, social and economic impacts, the suitability of the site and whether or
not the proposal is in the public interest. The proposal is also considered in the
context of the objectives of the EP&A Act, including the principles of ecologically
sustainable development as defined in Schedule 2 of the Environmental Planning
and Assessment Regulation 2000.
8.1
Justification
8.2
Objects of the EP&A Act
Refer to Section 8.2 of Preparing a project REF guidance note (EIA-P05-G02) and
Addressing ecologically sustainable development practice note (EIA-N02).
Object
Comment
5(a)(i) To encourage the proper
management,
development
and
conservation of natural and artificial
resources, including agricultural land,
natural areas, forests, minerals, water,
cities, towns and villages for the purpose
of promoting the social and economic
welfare of the community and a better
environment.
5(a)(ii) To encourage the promotion and
co-ordination of the orderly economic use
and development of land.
5(a)(iii) To encourage the protection,
provision and co-ordination of
communication and utility services.
5(a)(iv) To encourage the provision of
land for public purposes.
5(a)(v) To encourage the provision and
co-ordination of community services and
facilities.
5(a)(vi) To encourage the protection of
the environment, including the protection
and conservation of native animals and
plants, including threatened species,
populations and ecological communities,
and their habitats.
5(a)(vii) To encourage ecologically
Ecologically sustainable development is
sustainable development.
considered in Sections 8.2.1 – 8.2.4
below.
Not relevant to the project.
5(a)(viii) To encourage the provision and
maintenance of affordable housing.
Not relevant to the project.
5(b) To promote the sharing of the
responsibility for environmental planning
between different levels of government in
the State.
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Object
5(c) To provide increased opportunity for
public involvement and participation in
environmental planning and assessment.
Comment
8.2.1
The precautionary principle
8.2.2
Intergenerational equity
8.2.3
Conservation of biological diversity and ecological integrity
8.2.4
Improved valuation, pricing and incentive mechanisms
8.3
Conclusion
The proposed [insert brief proposal description] at [insert location] is subject to
assessment under Part 5 of the EP&A Act. The REF has examined and taken into
account to the fullest extent possible all matters affecting or likely to affect the
environment by reason of the proposed activity. This has included consideration of
conservation agreements and plans of management under the NPW Act, joint
management and biobanking agreements under the TSC Act, wilderness areas,
critical habitat, impacts on threatened species, populations and ecological
communities and their habitats and other protected fauna and native plants.
A number of potential environmental impacts from the proposal have been avoided or
reduced during the concept design development and options assessment. The
proposal as described in the REF best meets the project objectives but would still
result in some impacts on [insert relevant environmental factors where more than
minor impacts have been identified]. Mitigation measures as detailed in this REF
would ameliorate or minimise these expected impacts. The proposal would also
[insert details of positive impacts of the proposal eg improve safety, improved driving
conditions, reduce travel times]. On balance the proposal is considered justified.
The environmental impacts of the proposal are not likely to be significant and
therefore it is not necessary for an environmental impact statement to be prepared
and approval to be sought for the proposal from the Minister for Planning under Part
5.1 of the EP&A Act. The proposal is unlikely to affect threatened species,
populations or ecological communities or their habitats, within the meaning of the
Threatened Species Conservation Act 1995 or Fisheries Management Act 1994 and
therefore a Species Impact Statement is not required. The proposal is also unlikely to
affect Commonwealth land or have an impact on any matters of national
environmental significance.
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Review of Environmental Factors
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9
Certification
The certification should be signed by the primary author of the REF and accepted by
the Roads and Maritime Services project manager.
Refer to Section 9 of Guidance Note: preparing a Review of Environmental Factors
(EIA-P05-G02) for further information.
This review of environmental factors provides a true and fair review of the proposal in
relation to its potential effects on the environment. It addresses to the fullest extent
possible all matters affecting or likely to affect the environment as a result of the
proposal.
Insert name
Position title, eg Environmental Officer
Company name
Date:
I have examined this review of environmental factors and the certification by insert
name from above and company name and accept the review of environmental
factors on behalf of Roads and Maritime Services.
Insert name
Position title, eg Project Manager
Insert relevant Roads and Maritime Services region/area
Date:
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Review of Environmental Factors
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10
References
Provide a reference list with documents listed in alphabetical order according to the
author names. The format of the reference list should be consistent with the Harvard
referencing style. eg:
Office of Environment and Heritage 2011, Sustainable Mountain Biking Strategy,
Sydney.
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Review of Environmental Factors
17
Terms and acronyms used in this REF Provide a list of the technical terms and acronyms used in the REF and their
definitions. The below are examples only and should only be included if relevant.
Refer to the EIAG Abbreviations and glossary of terms (EIA-F04).
AusLink
Mechanism to facilitate cooperative transport planning and
funding by Commonwealth and state and territory jurisdictions
CEMP
Construction environmental management plan
EIA
Environmental impact assessment
EP&A Act
Environmental Planning and Assessment Act 1979 (NSW).
Provides the legislative framework for land use planning and
development assessment in NSW
EPBC Act
Environment Protection and Biodiversity Conservation Act
1999 (Commonwealth). Provides for the protection of the
environment, especially matters of national environmental
significance, and provides a national assessment and
approvals process.
ESD
Ecologically sustainable development. Development which
uses, conserves and enhances the resources of the
community so that ecological processes on which life
depends, are maintained and the total quality of life, now and
in the future, can be increased
FM Act
Fisheries Management Act 1994 (NSW)
Heritage Act
Heritage Act 1977 (NSW)
ISEPP
State Environmental Planning Policy (Infrastructure) 2007
LALC
Local Aboriginal Land Council
LEP
Local Environmental Plan. A type of planning instrument
made under Part 3 of the EP&A Act.
LoS
Level of Service. A qualitative measure describing operational
conditions within a traffic stream and their perception by
motorists and/or passengers.
NES
Matters of national environmental significance under the
Commonwealth Environment Protection and Biodiversity
Conservation Act 1999.
Noxious Weeds Act
Noxious Weeds Act 1993 (NSW)
NPW Act
National Parks and Wildlife Act 1974 (NSW)
SEPP
State Environmental Planning Policy. A type of planning
instrument made under Part 3 of the EP&A Act.
SEPP 14
State Environmental Planning Policy No.14 – Coastal
Wetlands
TSC Act
Threatened Species Conservation Act 1995 (NSW)
QA Specifications
Specifications developed by Roads and Maritime Services for
use with roadworks and bridgeworks contracts let by Roads
and Maritime Services
Project title
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Appendix XX
Consideration of clause 228(2) factors and matters
of national environmental significance
Clause 228(2) Checklist
In addition to the requirements of the Is an EIS required? guideline as detailed in the
REF, the following factors, listed in clause 228(2) of the Environmental Planning and
Assessment Regulation 2000, have also been considered to assess the likely
impacts of the proposal on the natural and built environment.
Factor
a. Any environmental impact on a community?
Briefly summarise any environmental impacts of the proposal
on a community. Refer to any safeguards proposed to
minimise these impacts.
Impact
For each of the
impacts described
in the “Factor”
column, indicate
whether it is
positive or
negative, whether
it is a short term or
long term impact
and extent of the
impact.
b. Any transformation of a locality?
Briefly summarise any transformation of a locality potentially
resulting from proposal. Refer to any safeguards proposed to
minimise impacts.
c.
Any environmental impact on the ecosystems of the
locality?
Briefly summarise environmental impacts of the proposal on
any ecosystems of the locality. Refer to any safeguards
proposed to minimise impacts.
d.
Any reduction of the aesthetic, recreational, scientific or
other environmental quality or value of a locality?
Briefly summarise any reduction in aesthetic, recreational,
scientific or other environmental quality or value on a locality
potentially resulting from the proposal. Refer to any
safeguards proposed to minimise these impacts.
e.
Any effect on a locality, place or building having aesthetic,
anthropological, archaeological, architectural, cultural,
historical, scientific or social significance or other special
value for present or future generations?
Briefly summarise any effect on a locality, place or building
having any significance outlined above which may result from
the proposal. Refer to any safeguards proposed to minimise
impacts.
f.
Any impact on the habitat of protected fauna (within the
meaning of the National Parks and Wildlife Act 1974)?
Briefly summarise any impacts on the habitat of protected
fauna potentially resulting from the proposal. Refer to any
safeguards proposed to minimise these impacts.
Project title
Review of Environmental Factors
Appendix XX
Factor
Impact
g.
Any endangering of any species of animal, plant or other
form of life, whether living on land, in water or in the air?
Briefly discuss whether the proposal is likely to endanger any
species of animal, plant or other form of life. Refer to any
safeguards proposed to minimise these impacts.
h. Any long-term effects on the environment?
Briefly summarise the long-term effects (both positive and
negative) of the proposal on the environment.
i. Any degradation of the quality of the environment?
Briefly describe any degradation of the quality of the
environment likely to be caused by the proposal. Refer to any
safeguards proposed to minimise impacts.
j. Any risk to the safety of the environment?
Briefly summarise any risks posed to the safety of the
environment as a result of the proposal. Refer to any
safeguards proposed to minimise impacts.
k.
Any reduction in the range of beneficial uses of the
environment?
Briefly summarise whether the range of beneficial uses of the
environment would be reduced as a result of the proposal.
Refer to any safeguards proposed to minimise impacts.
l. Any pollution of the environment?
Briefly summarise any pollution of the environment that may
result from the proposal. Refer to any safeguards proposed to
minimise impacts.
m. Any environmental problems associated with the disposal
of waste?
Briefly summarise any issues associated with the disposal of
waste that would result from the proposal. Refer to any
safeguards proposed to minimise impacts.
n.
Any increased demands on resources (natural or
otherwise) that are, or are likely to become, in short
supply?
Briefly discuss whether the proposal is likely to increase
demands on resources. Refer to any safeguards proposed to
minimise impacts.
o.
Any cumulative environmental effect with other existing or
likely future activities?
Briefly summarise any cumulative environmental effects of the
proposal with other existing or likely future activities. Refer to
any safeguards proposed to minimise impacts.
Project title
Review of Environmental Factors
Appendix XX
Factor
Impact
p.
Any impact on coastal processes and coastal hazards,
including those under projected climate change
conditions?
Where relevant, briefly summarise any impacts on coastal
processes and coastal hazards, including reference to
projected climate change conditions. Refer to any safeguards
proposed to minimise impacts.
Project title
Review of Environmental Factors
Appendix XX
Matters of National Environmental Significance
Under the environmental assessment provisions of the Environment Protection and
Biodiversity Conservation Act 1999, the following matters of national environmental
significance and impacts on Commonwealth land are required to be considered to
assist in determining whether the proposal should be referred to the Australian
Government Department of the Environment.
If an impact is likely, state whether it is likely to be minor or significant. If no impact is
likely, write “nil”.
Factor
Impact
a. Any impact on a World Heritage property?
State whether the proposal would impact on a World Heritage
property. If yes, describe the extent of the impact. If impacts are
likely, describe the nature and extent of the impacts.
b. Any impact on a National Heritage place?
State whether or not the proposal would impact on a National
Heritage place. If impacts are likely, describe the nature and extent
of the impacts.
c. Any impact on a wetland of international importance?
State whether the proposal would impact on a wetland of
international importance. If impacts are likely, describe the nature
and extent of the impacts.
d. Any impact on a listed threatened species or communities?
State whether the proposal would impact on a listed threatened
species or community. If impacts are likely, describe the nature and
extent of the impacts.
e. Any impacts on listed migratory species?
State whether the proposal would impact on a listed migratory
species. If impacts are likely, describe the nature and extent of the
impacts.
d. Any impact on a Commonwealth marine area?
State whether the proposal would impact on a Commonwealth
marine area. If impacts are likely, describe the nature and extent of
the impacts.
g.
Does the proposal involve a nuclear action (including uranium
mining)?
State whether the proposal would involve a nuclear action. This
should usually be nil for Roads and Maritime Services projects. If
impacts are likely, describe the nature and extent of the impacts.
Project title
Review of Environmental Factors
Appendix XX
Factor
Impact
Additionally, any impact (direct or indirect) on Commonwealth land?
State whether the proposal would impact (either directly or
indirectly) on Commonwealth land. If impacts are likely, describe
the nature and extent of the impacts.
Project title
Review of Environmental Factors
Appendix XX
Appendix XX
Neutral or beneficial effect on water quality
assessment
Project title
Review of Environmental Factors
Appendix XX
Neutral or Beneficial Effect Assessment
State Environmental Planning Policy (Sydney Drinking Water Catchment) 2011
relates to the use of land within the Sydney drinking water catchment. In accordance
with Clause 12 of the SEPP, Roads and Maritime Services is required to consider
whether or not an activity to which Part 5 of the Environmental Planning and
Assessment Act applies will have a neutral or beneficial effect on water quality before
carrying out the activity.
The following template must be used to establish whether the project will have a
neutral or beneficial effect on water quality for activities within the Sydney drinking
water catchment.
Refer to Section 14 of the guidance note for further advice on completing this
assessment. Note if an adverse effect on water quality is anticipated contact the
Lead Environmental Advisor for further advice. Consultation with SCA may be
necessary.
This page may be deleted if not applicable to the project.
Factor
Impact
1. Are there any
identifiable potential
impacts on water
quality?
Major potential pollutants are sediments (fine and
coarse),
nitrogen,
phosphorus,
pathogens,
hazardous chemicals and contaminants such as
oil/fuel.
What pollutants are
likely?
It is important to identify any possible impacts, not go
straight to a conclusion that there won’t be any
impacts because they will be contained by appropriate
safeguards.
During construction
and/or post
construction?
Project title
Review of Environmental Factors
If there are no identifiable potential impacts on water
quality (see note 2), then no further assessment is
required – proceed to Question 5.
Appendix XX
Factor
Impact
2. For each pollutant, list
the safeguards needed
to prevent or mitigate
potential impacts on
water quality (these may
be
SCA
endorsed
current recommended
practices and/or equally
effective other practices)
These are the safeguards, or water quality protection
measures, that need to be in place during the
construction and operational stages of the project.
Wherever possible these safeguards should be
based on SCA endorsed CRPs: SCA has endorsed
a range of Current Recommended Practices (CRPs) &
Standards as required under the provisions of the
SEPP. These are listed on the SCA website: Current
recommended practices and Standards - Sydney
Catchment Authority
Some of the safeguards needed to prevent or mitigate
potential impacts on water quality will be commonly
used environmental protection measures that are not
directly included in the SCA endorsed CRPs and
Standards.
3. Will the safeguards be Measures should be designed to cope with expected
adequate for the time seasonal weather conditions, eg high intensity
required? How will they summer storms.
need to be maintained?
4. Will all impacts on
water quality be
effectively contained on
the site by the identified
safeguards (above) and
not reach any
watercourse, waterbody
or drainage depression?
The level of analysis should be in proportion to the
risks related to the type of activity and sensitivity of the
site. For routine projects, a qualitative assessment
would be sufficient to deem the achievement of
NorBE. For large scale projects or where they are
located in particularly sensitive areas, some form of
pollutant modelling is recommended. The MUSIC
model is recommended for stormwater related
impacts.
Or will impacts on water
quality be transferred
outside the site for
treatment? How? Why?
5. Is it likely that a neutral
or beneficial effect on
water quality will occur?
Why?
When the activity has been completed, will the level of
pollutants be the same as they were before work
commenced (ie neutral effect?) Or lower than before
(beneficial effect?) Or worse than before (adverse
effect?)
It may be useful to consider the likely effect in the
short-term and long-term.
Project title
Review of Environmental Factors
Appendix XX
About this document Reference
number
EIA-P05-G02-T03
Title
EIA template: Review of Environmental Factors
Parent procedure
EIA-P05-2 Project REF procedure - roads
Approval and authorisation
Prepared by
Approved
by
Environment Officer
Senior Environmental Specialist (Planning & Assessment)
Principal Manager Environmental Policy, Planning & Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
3.4
August 2014
Version
Date
Revision Description
1.0
1.1
2.0
2.1
3.0
03/10/08
12/12/08
30/06/10
25/01/11
09/09/11
3.1
3.2
3.3
3.4
13/07/12
10/07/13
15/07/13
21/08/14
First issue
Executive summary outline revised
EIA-P05-2 changes, general best practice updates
Addition of clause 228(2)(p)
Incorporation of trial version comments. Legal review
complete. Third issue.
Addition of Growth Centres SEPP consultation
Minor amendments to safeguards table & Section 4.1
Update to Commonwealth Minister portfolio
Updated titles, roles, responsibilities and processes
following internal restructure. Update to logo and report
template. Update to State and Australian Government
department titles. Document made web accessible
(WCAG). Change to document location (G drive to
Objective).
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning and Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street, North Sydney, NSW 2060
Ph: 8588 5726
This page to be deleted from the REF template.
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G02-T03 Issue 3.4
Environmental Impact Assessment
Guidance Note
REF consultation
EIA-P05-G03
CONTENTS
1
1.1
1.2
1.3
1.4
Introduction ............................................................................................................................................................................................. 1
Purpose ............................................................................................................................................................................................... 1
Background ...................................................................................................................................................................................... 1
Roads and Maritime Services community involvement and communications ...................... 1
Privacy considerations ........................................................................................................................................................... 2
2
2.1
2.2
2.3
Statutory consultation.................................................................................................................................................................... 2
State Environmental Planning Policy (Infrastructure) 2007 consultation................................... 2
State Environmental Planning Policy (Sydney Growth Centres) 2006 consultation........ 3
Other statutory approvals, consultation and notifications........................................................................ 4
3
3.1
3.2
3.3
3.4
General consultation....................................................................................................................................................................... 6
Who to consult............................................................................................................................................................................... 6
When to consult............................................................................................................................................................................ 6
What information to provide............................................................................................................................................... 7
How much time to give for responses....................................................................................................................... 7
4
How to decide when to display a REF............................................................................................................................ 8
5
What information is required for the REF? ................................................................................................................. 9
Appendix 1– ISEPP and Growth Centres SEPP agency details and reference information ....11
Local councils..................................................................................................................................................................................................11
Office of Environment and Heritage............................................................................................................................................11
Department of Planning and Environment ............................................................................................................................11
NSW Rural Fire Service.........................................................................................................................................................................12
Appendix 2 – Terms used in the ISEPP ..................................................................................................................................13
About this document .................................................................................................................................................................................14
1
Introduction
1.1
Purpose
The purpose of this guidance note is to outline how to:
 Consult during preparation of a review of environmental factors (REF), including
for State Environmental Planning Policy (Infrastructure) 2007 (ISEPP)
requirements.
 Help decide whether to place a REF on display for public comment.
1.2
Background
Roads and Maritime Services has legal responsibilities under state and federal
legislation to assess the impacts of its activities on the environment. The
Environmental Planning and Assessment Act, 1979 (EP&A Act) is the main
legislation guiding the planning approval process in NSW. One object of the EP&A
Act is to provide increased opportunity for public involvement and participation in
environmental planning and assessment.
Legal or administrative requirements to consult can arise in three main ways:
 A legal obligation is imposed by a statutory requirement to consult such as those
under State Environmental Planning Policy (Infrastructure) 2007 (ISEPP).
 Where Roads and Maritime Services makes a commitment to consult in respect
of a particular project. Sometimes this might amount to a legal right to be
consulted.
 Where a Roads and Maritime Services policy, procedure or guideline, or external
policy or procedure followed by Roads and Maritime Services requires
consultation. While this would generally be an administrative requirement, in
some circumstances such consultation could be enforceable at law.
Once a decision has been made to consult or a duty to consult arises, the
consultation must be carried out appropriately. It must:
 Be carried out at a formative stage of the project – this is to ensure that the
consultation is not futile and that there is not already a pre-determined outcome
by the decision maker.
 Include sufficient reasons and material for those people and groups being
consulted to allow for informed and genuine consideration of the project and
related issues.
 Allow for adequate time to respond.
 Be legitimately taken into account when making decisions about the project – that
is it cannot simply pay lip service to the consultation process or responses
received.
1.3
Roads and Maritime Services community involvement and
communications
Roads and Maritime Services carry out consultation at various stages of a project
lifecycle. The consultation process can start during project development and continue
into implementation. The amount and type of consultation varies for each project,
depending on the specific issues and community interest and values.
A community involvement plan is a valuable tool for developing and monitoring
consultation activities and is relevant to projects of different sizes. Refer to the
Community involvement and communications: A resource manual for staff (March
This guidance note should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03 Issue 2.3
1
2010). Project managers should contact Roads and Maritime Services
communications and environment staff early in the project development to prepare a
community involvement plan. If a community involvement plan is not available at the
REF stage, seek advice from the relevant Roads and Maritime Services
communications officer.
As this guidance note focuses on consultation during preparation of an REF it should
be read in conjunction with other Roads and Maritime Services guidelines and
procedures on community involvement throughout the infrastructure lifecycle. Refer
to:






ProjectPack Guideline Risk Management (ILC-MI-TP0-201). ProjectPack Technical Procedure Development, implementation and
management of community and stakeholder involvement (ILC-MI-TP0-301).
MinorProject Risk Management of Minor Projects (ILC-MP-TP0-201).
MinorProject Communications for Minor Projects (ILC-MP-TP0-301).
Community involvement and communications: A resource manual for staff (March
2010).
Procedure for Aboriginal Cultural Heritage Consultation and Investigation
(November 2011).
1.4
Privacy considerations
Personal information received by Roads and Maritime Services as part of the
consultation process is to be managed in accordance with relevant privacy legislation
and Corporate Policy – PN055 Protection of personal information. Certain
submissions, such as those in relation to Aboriginal cultural heritage, may be subject
to further privacy considerations, and in such circumstances, advice should in the
first instance be sought from Roads and Maritime Services environment staff.
To protect privacy, the personal information of individuals and businesses should not
be provided in the body or the appendix of the REF. Comments from these sources
should be referred to as being received from an ‘individual’ or a ‘business’.
2
Statutory consultation
2.1
State Environmental Planning Policy (Infrastructure) 2007
consultation
Where it applies, consultation under State Environmental Planning Policy
(Infrastructure) 2007 (ISEPP) is a legal responsibility, which must be carried out prior
to works starting. ISEPP consultation requirements are additional to the normal
community, agency and other stakeholder consultation processes undertaken in
accordance with Roads and Maritime Services policies and procedures. Roads and
Maritime Services meets its ISEPP consultation requirements during preparation of
the REF. ISEPP consultation does not replace the other consultation processes
described in this guidance note.
Whether the consultation provisions of the ISEPP apply should be decided in
consultation with environment staff. The ISEPP consultation checklist (EIA-P05-G03T02) can be used to assist with making this decision. The checklist must be
completed by the project manager if directed by environment staff.
Refer to Appendix 1 and Appendix 2 for definitions used in the ISEPP and agency
contact details.
This guidance note should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03 Issue 2.3
2
2.1.1
How to consult in accordance with ISEPP requirements
ISEPP consultation must be undertaken in writing. The ISEPP consultation letter
general template (EIA-P05-G03-T04) and ISEPP consultation letter heritage template
(EIA-P05-G03-T05) should be used for this purpose. These templates provide
standard text for the letter and guidance on the type of project specific information to
be inserted by the project manager. The templates should be filled out and sent to
the identified agencies and stakeholders for the project.
A minimum of 21 calendar days for responses to be received must be provided. At
least two additional days should be allowed for postage and internal handling (ie 23
calendar days in total). Details of where to send the notices are included at Appendix
2.
Responses from councils or agencies are normally received in writing. However
ISEPP requires consideration of any response received, including those received in
person or by phone. All responses therefore need to be documented and considered.
2.2
State Environmental Planning Policy (Sydney Growth
Centres) 2006 consultation
Works carried out in the north-west or south-west growth centres of Sydney that
require the clearing of native vegetation outside of mapped biocertified areas, require
statutory consultation to be carried out with the Department of Planning and
Environment under State Environmental Planning Policy (Sydney Growth Centres)
2006 (Growth Centres SEPP).
Details on the location of the growth centres and biocertified areas are available on
the Sydney Growth Centres website:
http://www.gcc.nsw.gov.au/the+growth+centres-5.html. Advice should also be sought from regional environment staff to determine whether the project will trigger the consultation provisions of the Growth Centres SEPP. Roads and Maritime Services meets its Growth Centres SEPP consultation
requirements during preparation of the REF. Growth Centres SEPP consultation
does not replace the other consultation processes described in this guidance note.
Growth Centres SEPP consultation must be undertaken in writing. The Consultation
letter Growth Centres template (EIA-P05-G03-T07) should be used for this purpose.
This template provides standard text for the letter and guidance on the type of project
specific information to be inserted by the project manager.
A minimum of 21 calendar days for responses to be received must be provided. At
least two additional days should be allowed for postage and internal handling (ie 23
calendar days in total). Details of where to send the notice is included at Appendix 2.
Responses from the Department of Planning and Environment will normally be
received in writing. However ISEPP requires consideration of any response received,
including those received in person or by phone. All responses therefore need to be
documented and considered as part of the REF preparation.
This guidance note should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03 Issue 2.3
3
2.3
Other statutory approvals, consultation and notifications
There are requirements for approvals, consultation and notification under other
legislation and environmental planning instruments that may apply to the carrying out
of a proposal. Seek advice from environment staff if you are unsure of other
approval, consultation and notification requirements that may apply to the proposal.
For Roads and Maritime Services projects these requirements can include (but are
not limited to):
Fisheries Management Act 1994
Requirement
Must notify (28 days) for any activities involving
dredging or reclamation work.
Must notify for any activities to construct, alter or
modify a dam, weir or reservoir on a waterway.
Permit required for harm (includes preventing
light from reaching) to marine vegetation
(includes mangroves, seagrasses and any
specified in regulations) in protected area
(includes public water land and aquaculture
lease areas).
Requirements for Species Impact Statements.
Who
Minister for Primary Industries
Minister for Primary Industries
Minister for Primary Industries
Minister for Primary Industries
Forestry Act 1916
Requirement
Who
Licence required prior to removing trees or Department
forest material from a State forest, timber Industries
reserve or flora reserve.
Heritage Act 1977
Requirement
Approval required for certain things that will
affect a place, building, work, relic, moveable
object or precinct which is subject to an Interim
Heritage Order or is listed on the State Heritage
Register unless exempted by Order of the
Minister for Planning.
Excavation permit for certain works.
Notice to the Heritage Council of discovery of a
relic.
National Parks and Wildlife Act 1974
Requirement
A permit is required to excavate, move, remove
or exhibit any Aboriginal object.
Approval is required to destroy, deface or
damage an Aboriginal object or Aboriginal place.
A licence is required to pick protected native
plants.
of
Primary
Who
Minister for Heritage
Minister for Heritage
NSW Heritage Council
Who
Office of
Heritage
Office of
Heritage
Office of
Heritage
This guidance note should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03 Issue 2.3
Environment
and
Environment
and
Environment
and
4
Noxious Weeds Act 1993
Requirement
Must notify relevant control authority within 3
days of becoming aware that a notifiable weed is
on land.
Must notify of proposed actions to control a
prohibited plant as defined under the Drug
Misuse and Trafficking Act 1985.
Who
Usually relevant local council or
Western Lands Commissioner
Police
Minister for Primary Industries
Marine Parks Act 1977
Requirement
Who
Consult if a proposed activity in the locality of a Department
marine park is likely to have an effect on the Industries
plants or animals within a marine park.
Protection of the Environment Operations Act 1997
Requirement
Who
Requirements to obtain environmental protection Office of
licences for certain road construction works.
Heritage
of
Primary
Environment
and
State Environmental Planning Policy (Sydney Drinking Water Catchment 2011
Requirement
Who
Requirement to determine whether activity will Sydney Catchment Authority
have a neutral or beneficial effect on water
quality in Sydney drinking water catchment area.
Consultation may be required if adverse effect is
expected.
Sydney Water Catchment Management Act 1998
Requirement
Who
Requirements to give notice (28 days) to Department
exercise functions in special areas within the Industries
catchment area.
Threatened Species Conservation Act 1995
Requirement
Requirements for Species Impact Statements.
of
Primary
Who
Minister for the Environment
Water Act 1912
(Note: progressively being repealed by the Water Management Act 2000)
Requirement
Who
A licence is required for construction of use of a Department
of
work (taking and using water from a dam, lock, Industries
reservoir, weir, regulator, flume, race, channel,
cutting, well, excavation, tunnel, pipe, sewer,
machinery or appliance) for certain purposes.
This guidance note should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03 Issue 2.3
Primary
5
Sydney Regional Environmental Plan No 18 – Public Corridors
(Note: now a deemed SEPP)
Requirement
Who
Must consult by notice where it is proposed to Secretary of the Department of
carry out an activity on land within a public Planning and Environment
transport corridor (as defined by the SREP –
includes land in Fairfield, Parramatta, Holroyd
and Baulkham Hills local government areas).
Does not apply to activities involving the
maintenance or repair of a road.
3
General consultation
3.1
Who to consult
3.1.1
Agency and stakeholder consultation
Identified relevant agencies and stakeholders must be consulted during preparation
of the REF. Agencies and stakeholders may include local council, Federal and State
government departments, utility providers, community organisations etc. Relevant
agencies and stakeholders for the project are identified in the community involvement
plan for the proposal. Refer to communications and environment staff for advice.
The Standard consultation letter template (EIA-P05-G03-T03) should be used to
consult with agencies and stakeholders. It provides standard text for the letter and
prompts to include project specific information. The standard letter template should
be filled out and sent to the identified agencies and stakeholders to seek feedback on
the project.
3.1.2
Community consultation
If consultation is to be undertaken with the community prior to or during the
preparation of the REF, a variety of tools and approaches may be required.
Community consultation should be in accordance with the Community Involvement
Plan for the project and in liaison with communications staff. Refer to Community
involvement and communications: A resource manual for staff (March 2010) for more
information on community consultation.
3.1.3
Aboriginal community consultation
Aboriginal community consultation should be carried out in accordance with the
Procedure for Aboriginal Cultural Heritage Consultation and Investigation (PACHCI).
Contact the relevant Roads and Maritime Services Aboriginal cultural heritage
advisor or environment staff for advice.
3.2
When to consult
Initial consultation for the REF should be undertaken at an early stage of REF
preparation. This will allow time for recipients to provide comment and for comments
received to be taken into meaningful consideration. The communications and
consultation process is interdependent with the environmental impact assessment
process. Early consultation and meaningful communication informs the development
of the REF and will assist in improving project outcomes.
This guidance note should be used in conjunction with procedure EIA-P05-2
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6
3.3
What information to provide
It is important to provide sufficient information about the project to enable meaningful comment. Information about the project should be attached to a letter prepared in accordance with the relevant letter template (refer to Section 3.6 and 3.7 of this guidance note) and signed by the project manager. Project information may include,
but not necessarily be limited to the following:  Location of the works (provide a map).  Objectives of the works.
 Brief description of works including main features.  Indicative list of equipment to be used.  Expected timing and duration of the works.  Extent of any excavation.  Proposed environmental controls, including measures to mitigate/minimise disruption to services or facilities (eg traffic controls etc).
 Plans to rehabilitate disturbed areas (pavements, landscaped areas etc).
 Any other details relevant to the purpose for consultation (eg stormwater works
etc).
3.4
How much time to give for responses
ISEPP and Growth Centres SEPP consultation requirements include that the
minimum consultation period is 21 days. This legal requirement must be met for any
ISEPP or Growth Centres SEPP consultation.
A minimum period of 21 days should also be applied to all other forms of consultation
where comment is requested. To account for postage and handling, at least two
additional days should be included (that is a minimum total of 23 calendar days).
In some cases, a longer consultation period is appropriate. For example, where the
period includes public holidays or school holidays or where there is a high level of
community interest in the project.
If no response is received by the end of the consultation period, the recipient (eg
council, agency, Local Aboriginal Land Council) should be contacted as a general
courtesy to find out whether any response is likely. Late comments should be
accepted wherever practicable.
During the consultation process, the project manager may decide to extend the
consultation period, for example where further information has been sought or where
a response is imminent. If no comments are received, this should be noted in the
REF. Any decision to extend the consultation period must be appropriately
documented and advised to relevant communications and environment staff involved
in the REF preparation.
This guidance note should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03 Issue 2.3
7
4
How to decide when to display a REF
For Roads and Maritime Services activities carried out under Part 5 of the EP&A Act,
a review of environmental factors (REF) is prepared. The REF documents all of the
consultation undertaken during project development and during preparation of the
REF. It identifies issues raised and describes how these issues have been taken into
consideration. The REF also outlines consultation that will occur in the future.
Roads and Maritime Services generally follows three different methods of making the REF available to the public. These are:  File REF: The REF is filed and made available on request.  Publish REF on internet for information: The REF and relevant information is
published on a project website for easy access by anyone seeking information.
 Place REF on public display for comment: The REF is published and placed
on public display. Comments are invited and a summary and response to all
submissions is prepared. Changes may be made to the project on the basis of
the submissions received.
Deciding on whether and how to make an REF available to the public should involve
the project development manager, the delegated manager, the Lead Environmental
Adviser, the regional Aboriginal Cultural Heritage Adviser and communications staff.
The LEA should also consult with Environment Branch specialists where relevant.
The REF display checklist (EIA-G05-P03-T01) can be used to assist with the
decision. The checklist must be used by the project manager if directed by
environment staff or communications staff. Procedures and checklists contained
within Project Pack and Minor Project for identifying project risks and managing
communications may provide a useful source of information when filling out the REF
display checklist.
The checklist has been developed to provide for greater transparency of government
processes in general and environmental planning and assessment processes in
particular. The release of the Government Information (Public Access) Act 2009
reinforces the increasing requirement for transparency. In addition, community
consultation through the environmental impact assessment process has recently
been the subject of scholarly thought by the Land and Environmental Court judiciary.
If environment staff, communication staff or project development staff ascertain there
is a widespread expectation within the community that an REF will be placed on
public display, then serious consideration must be given to placing the REF on
display regardless of the magnitude of impacts. A distinction is made between
making a document available for information purposes and inviting public comment.
An REF should only be placed on public display if Roads and Maritime Services is
prepared to give meaningful consideration to the submissions received. This requires
an ability and willingness to undertake further investigations as required and make
changes to the design, construction methods or programming of the proposal.
Placing an REF on public display where there is no scope for change may generate
false expectations in the community.
The checklist is initially used at an early stage in the development of the REF.
However, should unexpected issues arise as the REF progresses, the checklist can
and should be revisited to examine whether or not an increased level of public
participation is warranted.
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03 Issue 2.3
8
4.1.1
Decision making flowchart
Guidance on whether or not to place an REF on display is provided through three
decision making points, presented in the following flowchart. Three outcomes are
possible:
 REF is not displayed or placed on the website but must be made available to the
public upon request
 REF is placed on the internet for information purposes
 REF is placed on display and the public is invited to provide comment
The decision points in the flowchart are each supported by a series of questions in
the REF display checklist (EIA-G05-P03-T01).
Where the REF is to be placed on public display, appropriate approval must be
sought for the display as detailed in the Project review of environmental factors
procedure (EIA-P05-2). A memo must be prepared for public display of the REF in
accordance with the Approval to display REF memo template (EIA-P05-G03-T06). In
addition, the Infrastructure Communications process for seeking approval to publish
must be followed. For REFs placed on the internet for information, the Infrastructure
Communications process for seeking approval to publish must be followed.
5
What information is required for the REF?
The REF should identify all consultation activities undertaken for a project up to and
during preparation of the REF. Consultation and environmental impact assessment
are interdependent processes. The REF preparation and development should be
informed by the consultation carried out and the comments received. The project
manager should provide the following to the EIA contractor or person preparing the
REF:
 Details of all consultation undertaken prior to and during preparation of the REF
including the method of consultation, date that consultation took place, and the
intended recipients.
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03 Issue 2.3
9



Copies of any letters, emails, feedback forms, phone conversation records or
other comments received as a result of the consultation.
Any consideration given to issues raised during consultation.
Any alterations to the works or safeguards as a result of consultation.
Refer to the Preparing a project REF guidance note (EIA-P05-G02) and Project
review of environmental factors template (EIA-P05-G02-T03) for how to document
and consider consultation in the REF.
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03 Issue 2.3
10
Appendix 1– ISEPP and Growth Centres SEPP agency
details and reference information
Local councils
Correspondence should be addressed to the General Manager of the local council. If
you have been dealing with a specific staff member in the council on the works, still
address the letter to the General Manager and copy your contact into the letter as
well.
The Local Government Directory provides contact details for all local councils in
NSW, including current postal addresses:
http://www.dlg.nsw.gov.au/dlg/dlghome/dlg_LocalGovDirectory.asp?index=1&mi=2&
ml=2
Office of Environment and Heritage
The Office of Environment and Heritage is part of the Department of Planning and
Environment. Correspondence should be addressed to the Secretary of the
Department of Planning and Environment and forwarded to the relevant regional
Office of Environment and Heritage office. If you have been dealing with a specific
staff member in the Office of Environment and Heritage on the works, still address
the letter to the Secretary and copy your contact into the letter as well.
Details on the location of national parks, nature reserves and other areas
administered under the National Parks and Wildlife Act 1974 is available from:
www.environment.nsw.gov.au/NPWS/NPWSRegions.htm
Details on the location of aquatic reserves is available from:
www.environment.nsw.gov.au/parktypes/AquaticReserves.htm
Postal addresses for Office of Environment and Heritage offices is available from:
http://www.environment.nsw.gov.au/contact/index.htm
Department of Planning and Environment
Correspondence should be addressed to the Secretary of the Department of
Planning and Environment. If you have been dealing with a specific staff member in
relation to the works, still address the letter to the Secretary and copy your contact
into the letter as well. For correspondence with the Office of Environment and
Heritage see above.
Marine Parks Act 1977
Details on the location of marine parks is available from:
http://www.mpa.nsw.gov.au/index.html
Contact information and postal addresses for the Marine Parks Authority is available
from:
http://www.mpa.nsw.gov.au/contact.html
Sydney Harbour Foreshore Authority Act 1998
Details on the location of the foreshore area is available from:
http://www.shfa.nsw.gov.au/sydney-Resource_centre-Maps.htm
This guidance note should be used in conjunction with procedure EIA-P05-2
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Contact information, including the postal address, for the Authority is available from:
http://www.shfa.nsw.gov.au/sydney-Contact_us.htm
State Environmental Planning Policy (Sydney Growth Centres) 2006
Contact information for the Growth Centres team in the Department of Planning and
Environment:
http://www.gcc.nsw.gov.au/contact+us-43.html
NSW Rural Fire Service
Correspondence should be addressed to the Commissioner of the NSW Rural Fire
Service. If you have been dealing with a specific staff member in the Service on the
works, still address the letter to the Commissioner and copy your contact into the
letter as well.
Details of bush fire prone land are available by contacting the relevant local council.
Further information is available from:
http://www.rfs.nsw.gov.au/dsp_content.cfm?cat_id=1052
Contact details, including the postal address, for the NSW Rural Fire Service is
available from:
http://www.rfs.nsw.gov.au/dsp_content.cfm?CAT_ID=1154
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03 Issue 2.3
12
Appendix 2 – Terms used in the ISEPP
The consultation clauses of the ISEPP use some terms that are defined in the ISEPP
or by Roads and Maritime Services as follows:
 Adjacent means lying near, close or contiguous, neighbouring, adjoining.
 Bush fire prone land means land recorded for the time being as bush fire prone
land on a map certified under s.146(2) of the EP&A Act.
 Emergency works means works for the purpose of maintaining or restoring
infrastructure facilities or equipment in order to ensure public safety or to protect
buildings or the environment due to:
(a) a sudden natural event, including a storm, flood, tree fall, bush fire, land
slip or coastal inundation, or
(b) accident, equipment failure or structural collapse, or
(c)
damage caused by vandalism or arson, provided the works involve no greater disturbance to soil or vegetation than
necessary and are carried out in accordance with all applicable requirements of
Managing Urban Stormwater: Soils & Construction (Landcom, 2004).  Exempt development means development described as such in an environmental
planning instrument, that is of minimal environmental impact and that can be
carried out without need for development consent under Part 4 of the EP&A Act
or for assessment under Part 5 of the Act.
 Flood liable land means land that is susceptible to flooding by the probable
maximum flood event, identified in accordance with the principles set out in the
manual entitled Floodplain Development Manual: the management of flood liable
land published by the New South Wales Government and as in force from time to
time.
 Inconsequential means of no consequence, trivial.
 Local heritage item means:
(a) a place, building, work, relic, tree, archaeological site or Aboriginal object
that is identified as a heritage item (or by a similar description) in a local
or regional environmental plan, or
(b) an item of local heritage significance, as defined by the Heritage Act 1977,
that is subject of an interim heritage order in force under that Act or is
listed as an item of local heritage significance on the State Heritage
Inventory under that Act.
 Minor means lesser, as in size, extent or importance.
 Strain means to exert to the utmost tension; to stretch beyond the proper point or
limit; to make excessive demands upon.
 Substantial means real or actual, of ample or considerable amount, quantity or
size.
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03 Issue 2.3
13
About this document Reference
number
EIA-P05-G03
Title
Guidance Note: Review of environmental factors consultation
Parent procedure
EIA-P05-2 Project REF procedure - roads
Approval and authorisation
Prepared by
Approved
by
Environment Officer
Senior Environmental Specialist (Planning & Assessment)
Principal Manager Environmental Policy, Planning & Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
2.3
August 2014
Version
Date
Revision Description
1.0
30/6/10
First issue (trial version)
2.0
09/09/11
2.1
05/12/11
2.2
13/07/12
Incorporation of trial version comments. Legal review
complete. Implementation version.
Change to Roads and Maritime Services. References to
NSW Maritime referrals removed.
Addition of Growth Centres SEPP consultation.
2.3
21/08/14
Made web accessible in accordance with WCAG.
Update logo and report template. Update titles and
names of departments. Change DG to Secretary.
Change to document location (G drive to Objective).
This document replaces: EIA-P05-G03 Infrastructure SEPP consultation guidance
note
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning and Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This guidance note should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03 Issue 2.3
14
Review of Environmental Factors – REF
display checklist
This checklist provides assistance with deciding whether or not to place a Review of
Environmental Factors (REFs) on public display. The checklist should be completed
by the project manager in conjunction with regional communications staff and the
lead environmental adviser.
Refer to the consultation guidance note for further discussion on using the checklist
and displaying REFs.
Project:
REF name and version:
REF prepared by:
Decision making flowchart
Guidance on whether or not to place an REF on display is provided through three
decision making points, presented in the following flowchart. Three outcomes are
possible:
 REF is not displayed or placed on the website but must be made available to the
public upon request
 REF is placed on the internet for information purposes
 REF is placed on display and the public is invited to provide comment
The decision points in the flowchart are each supported by a series of questions (see
below).
This template should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03-T01 Issue 2.2
1
Decision 1 - Is there an expectation in the community that the REF
will be placed on display?
Consider the questions below to answer whether there is an expectation within the
community that the REF will be placed on display. If you answer yes to any of the
questions, discuss with environment and communications staff whether a widespread
expectation that the REF will be displayed exists – if yes, then proceed to Decision 2.
Is there a high level of interest in the proposal?
Yes / No
Has a commitment been made by any Roads and Maritime
Services personnel, representative or document that the REF will
be placed on public display?
Yes / No
Is the proposal part of a larger program of works for which REFs
have been displayed in the past?
Yes / No
Has the local community taken an active interest in Roads and
Maritime Services (formally RTA) activities in the past?
Yes / No
Decision 2 – Are there environmental issues of potential concern to
the community?
Consider the questions below to answer whether or not the proposal is likely to cause
concern within the community with regards to environmental impacts. If you answer
yes to any of the questions then the proposal has issues of potential concern to the
community – proceed to Decision 3.
Is the proposal likely to cause a high level of impacts to the
amenity of nearby residents or impact a high numbers of
residents (e.g. increases in noise, changes to visual outlook)?
Does the proposal involve the removal of important trees or
stands of vegetation which might be highly valued for its
ecological, heritage, aesthetic or amenity value?
Is the proposal likely to alter a community’s character, the way
people engage with the community or how community members
engage with each other (e.g. through altered landscape,
severance, bypass, business impacts, changes to pedestrian
movements in a town centre)?
Will the community experience high or protracted impacts during
construction (e.g. does construction require medium-term
detours, high levels of noise for long periods)?
Has the community expressed concern about the proposal
generally or highlighted any particular issues of concern (e.g.
directly to the Roads and Maritime Services or in local media)?
This template should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03-T01 Issue 2.2
Yes / No
Yes / No
Yes / No
Yes / No
Yes / No
2
Decision 3 – Is there an opportunity for genuine consultation?
Consider the questions below to determine whether there is an opportunity for
genuine consultation. The REF should only be placed on public display if Roads and
Maritime Services is prepared to give meaningful consideration to responses. If you
answer yes to one or more of these questions then there is an opportunity for
genuine community consultation and the REF should be placed on public display. If
you answer no to all questions, then the REF should be put on the internet for
information. A project development process inclusive of community involvement,
where design and construction scheduling options have already been canvassed and
addressed, is an example of where no answers may apply.
Is there scope for changes to be made to the concept design
should community feedback indicate a strong preference for a
change?
Yes / No
Is the construction methodology and timetable flexible and able
to respond to community concerns?
Yes / No
Is community feedback required to refine some details of the
proposal?
Yes / No
Are any remaining elements of the proposal or its environmental
management measures considered to be negotiable (e.g. where
there has already been extensive community input into the
development of the proposal and issues have been addressed as
far as possible)?
Yes / No
This template should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03-T01 Issue 2.2
3
Recommendation
The recommendation is to be completed by the project manager and regional
communications officer and endorsed by the lead environmental advisor and the
relevant delegated manager.
Type ‘yes’ next to the recommended option:
File REF and make available upon request
Place REF on internet for information purposes
Place REF on public display and invite comment
Name
Signature
Position
Date
Name
Signature
Position
Date
Endorsed
Yes
No
Name
Signature
Position
Date
Name
Signature
Position
Date
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03-T01 Issue 2.2
4
About this release Reference
number
EIA-P05-G03-T01
Title
REF display checklist
Parent procedure
EIA-P05-2 Project REF procedure – roads
Approval and authorisation
Prepared by
Environment Officer
Senior Environmental Specialist (Planning & Assessment)
Approved by
Principal Manager, Environmental Policy, Planning and Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
2.2
August 2014
Version
Date
Revision Description
1.0
30/6/10
First issue (trial version)
2.0
09/09/11
2.1
05/12/11
Trial version comments incorporated. Legal review
complete. Implementation version.
Change to Roads and Maritime Services
2.2
21/08/14
Change to document location (G drive to Objective).
Made web accessible in accordance with WCAG.
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning & Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03-T01 Issue 2.2
5
Environmental Impact Assessment
Template
ISEPP consultation requirements checklist
EIA-P05-G03-T02
Review of environmental factors - ISEPP
consultation requirements checklist
1
How to use the checklist
This checklist is a tool that can be used in the early preparation of a review of
environmental factors (REF). It helps ensure that the consultation requirements in
State Environmental Planning Policy (Infrastructure) 2007 are met. Refer to the REF
consultation guidance note (EIA-P05-G03) for more information.
The checklist must be used if directed by environment or communications staff. The
project manager is responsible for completing the checklist and forwarding it to
environment staff for endorsement.
Tables 1-1 to 1-4 below outlines the consultation requirements identified in clauses
13-16 of ISEPP. Section 2 outlines the exemptions from these requirements
identified in clause 17 of ISEPP. The ISEPP consultation requirements for a project
are determined by answering the questions in Tables 1-1 to 1-4 and considering
whether any of the exemptions in section 3 apply. Preliminary investigations and
assessment may be necessary to make an informed decision.
If consultation under the ISEPP is required use the consultation letter templates for
Infrastructure SEPP (EIA-P05-G03-T04 & EIA-P05-G03-T05) to facilitate the
consultation.
If there is any doubt whether ISEPP consultation is required, contact environment
staff for advice. In general, if there is any doubt, undertake ISEPP consultation as a
matter of best practice.
2
ISEPP consultation requirements exemptions
You do not need to consult under ISEPP if:

It would require notice to be given to a council or public authority whose
approval is required in order for the activity to be carried out.

It would require notice to be given to a council or other authority that is carrying
out the development or on whose behalf it is being carried out.
An example of this would be works that involve the installation of a fixed or
floating structure in or over navigable waters. This would usually require
consultation under the ISEPP with the maritime section of Roads and Maritime
Services. However, as the works would be carried out by Roads and Maritime
Services this type of ISEPP consultation is not required.

The works are characterised as exempt development or complying
development by ISEPP or in another environmental planning instrument. Note
that works which fall within Step 1 of the Environmental Assessment Procedure
for Routine and Minor Works (EIA-P05-1) are considered by Roads and
Maritime Services to be exempt development. Refer to that procedure if you
think the works might be exempt development.

The works are emergency works as defined by the ISEPP.

The works are being assessed under Part 4.1 or Part 5.1 (previously Part 3A)
of the EP&A Act (ie a major project application, state significant infrastructure
This template should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03-T02 Issue 2.2
1

application or state significant development application to the Department of
Planning and Environment.
The works are being assessed under Part 4 of the EP&A Act (ie a development
application to a consent authority, usually the local council).
If you are unsure whether any of the above items apply contact environment staff for
advice before proceeding.
This template should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03-T02 Issue 2.2
2
3
ISEPP consultation requirements checklist
Project:
REF prepared by:
Table 1-1: Council related infrastructure or service
Issue
Potential impact
Are the works likely to have
a substantial impact on the
Stormwater stormwater management
services which are
provided by council?
Are the works likely to
generate traffic to an extent
that will strain the existing
Traffic
road system in a local
government area?
Will the works involve
connection to a council
owned sewerage system?
Sewerage
If so, will this connection
system
have a substantial impact
on the capacity of the
system?
Will the works involve
connection to a council
owned water supply
Water
system? If so, will this
usage
require the use of a
substantial volume of
water?
Will the works involve the
installation of a temporary
structure on, or the
enclosing of, a public place
which is under local council
Temporary
management or control? If
structures
so, will this cause more
than a minor or
inconsequential disruption
to pedestrian or vehicular
flow?
Yes / No
If
‘yes’ ISEPP
consult with
ref.
Yes / No
local council
cl.13(1)(a)
local council
cl.13(1)(b)
local council
cl.13(1)(c)
local council
cl.13(1)(d)
local council
cl.13(1)(e)
Yes / No
Yes / No
Yes / No
Yes / No
This template should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03-T02 Issue 2.2
3
Issue
Potential impact
Yes / No
Yes / No
Road &
footpath
excavation
Will the works involve more
than minor or
inconsequential excavation
of a road or adjacent
footpath for which council
is the roads authority and
responsible for
maintenance?
If
‘yes’ ISEPP
consult with
ref.
local council
cl.13(1)(f)
Table 1-2: Local heritage items
Issue
Local
heritage
Potential impact
Yes / No
Is there is a local heritage
item (that is not also a
State heritage item) or a
heritage conservation area
in the study area for the
works? If yes, does a
heritage assessment
indicate that the potential
impacts to the item/area
are more than minor or
inconsequential?
Yes / No
If
‘yes’ ISEPP
consult with
ref.
local council
Include a
copy of the
heritage
assessment
as part of the
consultation
cl.14
Table 1-3: Flood liable land
Issue
Flood
liable land
Potential impact
Yes / No
Are the works located on
flood liable land? If so, will
the works change flood
patterns to more than a
minor extent?
If YES – consult.
Yes / No
If
‘yes’ ISEPP
consult with
ref.
local council
cl.15
Table 1-4: Public authorities other than councils
Issue
National
parks and
reserves
Potential impact
Are the works adjacent to a
national park or nature
reserve, or other area
reserved under the
National Parks and Wildlife
Act, 1974?
Yes / No
Yes / No
This template should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G03-T02 Issue 2.2
If
‘yes’ ISEPP
consult with
ref.
Office of Environment and Heritage (part of cl.16(2)(a)
Department of
Planning and
Environment)
4
Issue
Potential impact
Yes / No
Yes / No
Aquatic
reserves
Marine
parks
Sydney
Harbour
foreshore
Are the works adjacent to a
declared aquatic reserve
under the Fisheries
Management Act 1994?
Are the works adjacent to a
declared marine park under
the Marine Parks Act
1997?
Are the works in the
Sydney Harbour Foreshore
Area as defined by the
Sydney Harbour Foreshore
Authority Act 1998?
Yes / No
Department of
Planning and
Environment
cl.16(2)(b)
Department of
Planning and
Environment
cl.16(2)(d)
Yes / No
Yes / No
Bush fire
prone land
If
‘yes’ ISEPP
consult with
ref.
Office of
Environment
and Heritage
(part of
cl.16(2)(c)
Department of
Planning and
Environment)
Are the works for the
purpose of residential
development, an
educational establishment,
a health services facility, a
correctional facility or group
home in bush fire prone
land?
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03-T02 Issue 2.2
Rural Fire Service Refer to the
NSW Rural
Fire Service
publication
Planning for
Bush Fire
Protection
(2006)
cl.16(2)(f)
5
Recommendation
The recommendation is to be completed by the project manager and endorsed by
environment staff. You can either circle, strike out or delete yes or no to indicate your
answer.
ISEPP consultation required
Yes
No
If yes provide details of councils and/or agencies to be consulted:
Name:
Signature:
Position:
Date:
Endorsed
Yes
No
Name:
Signature:
Position:
Date:
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03-T02 Issue 2.2
6
About this document Reference
number
EIA-P05-G03-T02
Title
Template: review of environmental factors – ISEPP
consultation checklist
Parent procedure
EIA-P05-2 Project REF procedure - roads
Approval and authorisation
Prepared by
Approved
by
Environment Officer
Senior Environmental Specialist (Planning and Assessment)
Principal Manager Environmental Policy, Planning and Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
2.2
August 2014
Version
Date
Revision Description
1.0
30/6/10
First issue (trial version)
2.0
09/09/11
2.1
05/12/11
2.2
21/08/14
Trial version comments incorporated. Legal review
complete. Implementation version.
Change to Roads and Maritime Services. Reference to
navigable waters consultation deleted.
Made web accessible in accordance with WCAG).
Change to State government departments. Update logo
and report cover template. Change to document
location (G drive to Objective).
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning and Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G03-T02 Issue 2.2
7
[Select and type date] [Select and type reference number] [Select and type file number] [Select and type recipient name] [Select and type recipient company] [Select and type recipient address line 1] [Select and type recipient address line 2] [Select and type recipient address line 3] Dear [Select and type salutation and name] Invitation to comment – proposed <Insert brief description of project>
Roads and Maritime Services is proposing to <Insert a brief description (one to two sentences) of
the proposal including start and end points and any major project features such as bridges or
intersections etc> (the proposal). A review of environmental factors (REF) is currently being
prepared to assess the likely impacts of the proposal under Part 5 of the Environmental Planning
and Assessment Act, 1979. Roads and Maritime Services invites your organisation to comment and
advise of any interests, concerns or statutory requirements relating to the proposal. Comments
received will be considered in the REF.
The objectives of the proposal are <Describe why the proposal is necessary. If available refer to the
“Needs and options considered” section of the REF for information to paraphrase>.
The proposal would involve <Insert brief construction details, preferably using dot points. Include the
locations and general use of any stockpile and/or compound sites where known. If works would be
undertaken outside of standard hours, this should also be stated and justified>. The works would be
undertaken adjacent to <Identify any sensitive environmental areas near the works such as a
National Park, wetland or waterway. It may be appropriate to refer generally to mitigation measures,
such as for erosion and sedimentation controls or traffic management etc that would be
implemented to avoid and minimise impacts. To assist in your response, please find attached
<Attach a map showing the location of the proposal and any concept designs or drawings
available>.
To enable consideration of your comments in the REF, a written response would be appreciated by
<Insert date, generally allow 23 calendar days from sending the letter>. Roads and Maritime
Services would be pleased to provide further information if required. <Insert project manager’s
name> may be contacted on <Insert contact number> or by email <Insert email contact>.
Yours faithfully,
<Insert RMS project manager name>
<Insert RMS project manager position title>
Roads and Maritime Services
101 Miller Street North Sydney NSW 2060 | Locked Bag 928 North Sydney NSW 2059 DX10516 | www.rms.nsw.gov.au | 131 782
[Select and type date] [Select and type reference number] [Select and type file number] [Select and type recipient name] [Select and type recipient company] [Select and type recipient address line 1] [Select and type recipient address line 2] [Select and type recipient address line 3] Dear [Select and type salutation and name] Consultation regarding proposed [insert project title] Roads and Maritime Services is proposing to undertake works for the [insert project title]. Under the State Environmental Planning Policy (Infrastructure) 2007, Roads and Maritime Services
is required to consult with [insert name of council or agency] under clause [insert clause number 13,
15 or 16] due to the potential impacts on [insert coordinating aspect, eg council infrastructure, flood
liable lands, XXXX National Park, XXX River etc].
An outline of the project is attached to this letter. [Attach draft REF or other relevant information to
the letter.]
It would be appreciated if you could provide any comments regarding this proposal by [insert date 23
days from date of this letter].
Roads and Maritime Services would be pleased to provide further information if required. In this
regard [insert Roads and Maritime Services contact] may be contacted on [insert contact number] or
by email [insert email contact].
Yours sincerely
[Select and type sender name]
[Select and type sender title]
Roads and Maritime Services
101 Miller Street North Sydney NSW 2060 | Locked Bag 928 North Sydney NSW 2059 DX10516 | www.rms.nsw.gov.au | 131 782
[Select and type date] [Select and type reference number] [Select and type file number] [Select and type recipient name] [Select and type recipient company] [Select and type recipient address line 1] [Select and type recipient address line 2] [Select and type recipient address line 3] Dear [Select and type salutation and name] Consultation regarding proposed [insert project title] Roads and Maritime Services is proposing to undertake works for the [insert project title]. It has been determined that this proposal may have more than a minor or inconsequential impact upon the identified local heritage item/area [insert name of heritage item/area]. Under the State Environmental Planning Policy (Infrastructure) 2007 Clause 14, Roads and Maritime
Services is required to consult with [insert name of council] about this proposal. An outline of the
project is attached to this letter as well as a copy of the [insert name of heritage assessment report]
that has been prepared to determine the possible impacts. [Attach relevant information and heritage
assessment report to the letter].
It would be appreciated if you could provide any comments regarding this proposal by [insert date 22
days from date of this letter].
Roads and Maritime Services would be pleased to provide further information if required. In this
regard [insert Roads and Maritime Services contact] may be contacted on [insert contact number] or
by email [insert email contact].
Yours sincerely
[Select and type sender name]
[Select and type sender title]
Roads and Maritime Services
101 Miller Street North Sydney NSW 2060 | Locked Bag 928 North Sydney NSW 2059 DX10516 | www.rms.nsw.gov.au | 131 782
[Select and type date]
[Select and type reference number]
[Select and type file number]
Department of Planning and Environment
GPO Box 39
SYDNEY NSW 2001 Dear [Select and type salutation and name]
Consultation regarding proposed [insert project title]
Roads and Maritime Services is proposing to <Insert a brief description (one to two sentences) of
the proposal including start and end points and any major project features such as bridges or
intersections etc> (the proposal). A review of environmental factors (REF) is currently being
prepared to assess the likely impacts of the proposal under Part 5 of the Environmental Planning
and Assessment Act, 1979.
The proposed works are within the North West / South West Growth Centre and require the clearing
of native vegetation on land that is not subject land within the meaning of clause 17 of Schedule 7 to
the Threatened Species Conservation Act 1995.
Under clause 18A of State Environmental Planning Policy (Sydney Region Growth Centres) 2006,
Roads and Maritime Services must give written notice to the Department of Planning and
Environment regarding the proposal and take into consideration any response that is received from
the Department of Planning and Environment within 21 days of the notice.
Roads and Maritime Services invites comments from the Department of Planning and Environment
on the proposal. Comments received will be considered in the REF.
To enable consideration of your comments in the REF, a written response would be appreciated by
<Insert date, allow a minimum of 23 calendar days from sending the letter>. Roads and Maritime
Services would be pleased to provide further information if required. <Insert Roads and Maritime
project manager’s name> may be contacted on <Insert contact number> or by email <Insert email
contact>.
Yours faithfully
Insert Roads and Maritime project manager’s name
Insert Roads and Maritime project manager’s position title
Roads and Maritime Services
101 Miller Street North Sydney NSW 2060 | Locked Bag 928 North Sydney NSW 2059 DX10516 | www.rms.nsw.gov.au | 131 782
Environmental Impact Assessment
Guidance Note
REF review
EIA-P05-G04
CONTENTS
1
1.1
1.2
Introduction ............................................................................................................................................................................................. 1
Purpose ............................................................................................................................................................................................... 1
Background ...................................................................................................................................................................................... 1
2
2.1
2.2
Using the checklists ........................................................................................................................................................................ 1
Self-assessment checklist (EIA-P05-G04-T01)................................................................................................ 2
Reviewer checklist (EIA-P05-G04-T02) .................................................................................................................. 2
1
Introduction
1.1
Purpose
The purpose of this guidance note is to outline how to carry out a review of a review
of environmental factors (REF) using the REF review checklists: EIA-P05-G04-T01
(self assessment) and EIA-P05-G04-T02 (reviewer).
1.2
Background
The review of the quality of a REF is an important step in the environmental impact
assessment process. It helps to ensure the information provided in a REF is credible
and sufficient for decision making and statutory purposes. Often the quality of REFs
can be considerably improved by review, resulting in more informed decision making
and better environmental outcomes.
The purpose of review is to assure the completeness and quality of the information
gathered and reported in a REF. It acts as a check on the quality of the REF
submitted. The review assists to:
 Assess the adequacy and quality of a REF.
 Determine if the information provided in the REF is sufficient for a decision to
be made in respect of the proposal.
 Identify, as necessary, any deficiencies or omissions that must be addressed
before the REF can be publicly displayed or finalised.
2
Using the checklists
The checklists are designed to review the quality of REF. There are two checklists:
 EIA-P05-G04-T01 REF review checklist – self assessment. Refer to section
2.1.
 EIA-P05-G04-T02 REF review checklist – reviewer. Refer to section 2.2.
The checklists are arranged in sections to generally align with the structure of the
REF:
 Presentation and communication of the information.
 Introduction.
 Need and options considered.
 Description of the proposal.
 Statutory and planning framework.
 Consultation.
 Environmental assessment.
 Environmental management.
 Justification and conclusion.
 Appendices.
 REFs for public display.
 Additional comments provided.
 Certification.
Within each section there are a number of review questions to be answered about
the REF and the environmental impact assessment process relevant for the
proposal. The questions are structured to require yes/no responses. Space is also
provided to make additional comments if required. Each section contains an area for
the person completing the review to sign their name and date when the review of that
particular section was carried out. Review the REF with the concept design.
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G04 Issue 2.2
1
2.1
Self-assessment checklist (EIA-P05-G04-T01)
The self assessment checklist is to be completed by the person or persons who
prepared the REF prior to its finalisation and submission to the project manager. It is
also to be checked and certified by a staff member senior to the REF preparer, who
is accountable for ensuring adequate quality. A copy of the completed and certified
reviewer checklist is to be submitted to the project manager with the draft REF.
Note: if the REF preparer is a sole operator with no other senior staff member to
check and certify the quality of the REF, an alternative quality certification process
must be agreed to with the project manager prior to the preparation of the REF.
The questions in the self assessment checklist are the same as those within the
reviewer checklist. This allows the REF preparer to be aware of the matters that will
be considered by Roads and Maritime Services when reviewing the REF. The
questions also help the REF preparer ensure that the REF conforms to the REF
template and guidance note and that it addresses relevant statutory obligations to
appropriately assess the environmental impact of activities. Completing the checklist
may also help the REF preparer to identify weaknesses and omissions in the content
and structure of the REF.
At each question, in each section, the REF preparer is required to decide whether the
REF is considered adequate. In making this judgement the REF preparer should
consider whether the information provided is accurate and the level of detail is
adequate. There should be enough information provided in the REF to inform the
decision making process.
If the information is complete provide a “yes” response to the question. If the
information is not complete or inadequate in some other way provide a “no” response
to the question. If the answer is “no” detail what the inadequacy or omission is in the
comments area relevant to that section. If appropriate, detail what further information
is required to be included in the REF.
Any other matters relevant to the REF or proposal that are not covered in the
checklist should also be detailed in the comments section. If additional comments are
provided in another format - either as electronic changes, on a hard copy version, in
a meeting or as additional comments within the checklist this should be noted in the
“additional comments provided” section of the checklist.
2.2
Reviewer checklist (EIA-P05-G04-T02)
The reviewer checklist is to be completed by the relevant Roads and Maritime
Services environment staff member responsible for reviewing the REF – the lead
environment adviser. This review includes drafts of the REF submitted for review,
prior to finalisation of the REF for public display and/or prior to finalisation of the REF
for determination. A copy of the final completed and certified checklist is to be
submitted with the REF determination memo.
In completing the reviewer checklist, the reviewer should also consider the responses
provided in the self assessment checklist and any additional comments made by the
REF preparer. The questions in the reviewer checklist mirror those within the self
assessment checklist which should assist in reviewing the REF and easily identifying
any discrepancies in the quality of work for the REF or any potential weaknesses and
omissions.
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G04 Issue 2.2
2
Read the REF and supporting technical papers (or sections of the REF and relevant
technical papers) and decide for each question in the relevant section whether the
REF is adequate in terms of provided information and detail. There should be enough
information provided in the REF to inform the decision making process.
If the information is complete provide a “yes” response to the question. If the
information is not complete or inadequate in some other way provide a “no” response
to the question. If the answer is “no” detail what the inadequacy or omission is in the
comments area relevant to that section. If appropriate, detail what further information
is required to be included in the REF. Provide adequate feedback in the comments
section to enable the REF preparer to be able to remedy the omission or weakness
identified. Additional comments can be provided in another format - either as
electronic changes, on a hard copy version, in a meeting or as additional comments
within the checklist.
The lead environment advisor and project manager make a decision about whether
the overall REF is adequate and can be accepted by Roads and Maritime Services
as a deliverable.
2.2.1
Adequate deliverables
The lead environment advisor and project manager decide whether to accept the
REF as meeting the deliverable under the contract. Guidance on this decision is
provided in Table 1 and should be based on professional judgement and
consideration of the completed reviewer and preparer checklists.
Table 1: REF standards for adequate deliverables
A document free of technical weaknesses and/or omissions. No
Adequate
further value-adding review required prior to submission for sign-off.
Final REF
A document that may have minor technical weaknesses and/or
Adequate
omissions. Comments may require additional work and further
Draft REF
review prior to submission for sign-off.
REF
that A document requiring substantial work to address technical
cannot
be weaknesses and/or omissions. The document may require
accepted as considerable additional effort to provide a complete and accurate
description and assessment of the proposal to meet environmental
adequate
assessment requirements under Part 5 of the EP&A Act. In some
cases the comments required may be too extensive to justify the
time input required to thoroughly review.
If unsure about whether the REF is adequate to accept as a deliverable under the
contract, consult with the regional/program Environment Manager or the Senior
Environmental Specialist (Planning & Assessment). Be prepared to substantiate the
decision made. Comments provided on the checklist and the document must always
be constructive and professional in tone and should be treated with confidentiality
between Roads and Maritime Services and the contractor.
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G04 Issue 2.2
3
About this document Reference
number
EIA-P05-G04
Title
Guidance Note: REF review
Parent procedure
EIA-P05-2 Project REF procedure – roads
Approval and authorisation
Prepared by
Approved
by
Environment Officer
Senior Environmental Specialist (Planning & Assessment)
Principal Manager Environmental Policy, Planning & Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
2.2
August 2014
Version
Date
Revision Description
1.0
30/6/10
First issue (trial version)
2.0
09/09/11
2.1
05/12/11
Trial version comments incorporated. Legal review
complete. Implementation version.
Change to Roads and Maritime Services
2.2
21/08/14
Replace grading system with adequate deliverables.
Updated titles, roles and responsibilities and processes
following internal restructure. Update to State and
Australian Government department titles. Made
consistent with web accessibility requirements (WCAG).
Update document location (G drive to Objective).
Update to logo and report template.
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning & Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This guidance note should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04 Issue 2.2
4
Project review of environmental factors
Review checklist – self assessment
This checklist should be completed when finalising the preparation of a project review
of environmental factors (REF). It is also to be checked and certified by a senior staff
member to the REF preparer prior to submission to the Roads and Maritime Services
project manager and review by Roads and Maritime Services environment staff. The
checklist should be read in conjunction with the REF review guidance note (EIA-P05G04).
It helps ensure that the REF conforms to the Project REF template and guidance
note and that it adequately addresses Roads and Maritime Services statutory
obligations to assess the environmental impacts of its activities. The checklist assists
the preparer to identify weaknesses and omissions in the content and structure of the
REF.
Project:
REF name and version:
REF prepared by:
Presentation and communication of the information
1. Is the REF in accordance with the current Roads and Maritime
Services REF template and guidance note?
Y/N
2. Is the REF correctly dated and titled?
Y/N
3. Is there a document controls page?
Y/N
4. Is the font Arial?
Y/N
5. Is plain English used throughout with the use of technical terms
kept to a minimum?
Y/N
6. Is a list of abbreviations and glossary terms included? Is this
consistent with the EIA guidelines Abbreviations and glossary of
terms?
Y/N
7. Are all relevant terms and acronyms included in the Abbreviations
and Glossary terms table?
Y/N
8. Is the Executive summary a stand-alone document?
Y/N
9. Is the REF capable of being understood by a non-specialist?
Y/N
10. Is the contents page up to date?
Y/N
11. Are the footers and page numbering correct?
Y/N
12. Are maps and plans used to assist understanding of the locations
of impacts?
Y/N
13. Do all maps have a scale, north point and the source
acknowledged?
Y/N
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EIA-P05-G04-T01 Issue 2.2
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14. Are all references included and are they in Harvard style?
Y/N
15. If the REF is going on the website, does it conform with the Web
Content Accessibility Guidelines 2.0 Level AA?
Y/N
Comment:
[Use this section to provide any additional information]
Chapter 1. Introduction
1. Is a succinct and accurate description of the proposal provided?
Y/N
2. Is the strategic and/or operational need for the proposal briefly
explained?
Y/N
3. Are key elements of the proposal, including major design and
structural features outlined?
Y/N
4. Is the location of the proposal identified and mapped as an overlay
on an aerial photograph?
Y/N
5. Is there a brief description of the region and locality and of any
special or defining environmental features? (eg land uses,
waterways, conservation reserves, heritage or geological features)
Y/N
6. Is the Roads and Maritime Services region and the local
government area identified?
Y/N
7. Is the expected cost, funding and period of construction identified?
Y/N
8. Is the funding source identified?
Y/N
Comment:
[Use this section to provide any additional information]
Chapter 2. Need and options considered
1. Does Chapter 2 generally explain the objectives of and justification
for the proposal?
Y/N
2. Is the strategic and/or operational need for the project adequately
identified?
Y/N
3. Are all relevant NSW and Roads and Maritime Services plans and
strategies referenced?
Y/N
4. Are the proposal objectives stated? Do they link to the need for
the proposal?
Y/N
5. Do the proposal objectives include environmental objectives?
Y/N
6. Does Section 2.3 describe the alternatives considered for the
proposal (either design or location), the method for evaluating
options and the reasons for rejecting these alternatives over the
preferred option?
Y/N
7. Is the methodology and the selection criteria used to assess the
alternatives to arrive at the preferred option described adequately?
Y/N
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8. Are genuine alternatives to the proposal adequately described,
including key features and advantages and disadvantages of each
alternative?
Y/N
9. Is the do nothing or ‘base case’ option described including the
positive and negative consequences of not proceeding?
Y/N
10. Is a balanced and convincing comparative analysis of the options
against the proposal objectives and other selection criteria
presented?
Y/N
11. Is the preferred option identified and is it justified when compared
to the alternatives?
Y/N
Comment:
[Use this section to provide any additional information]
Chapter 3. Description of the proposal
1. Does Chapter 3 describe the proposal and associated
construction methods in non-technical terms, using figures to assist
the reader to visualise the proposal?
Y/N
2. Is the concept design provided as an overlay of an aerial
photograph in the REF or its appendices?
Y/N
3. Is the design of a suitable scale to understand the extent of
impacts?
Y/N
4. Does Section 3.1 fully describe the concept design, including any
temporary works or structures or relocations associated with the
proposal?
Y/N
5. Does the description identify the footprint of all works? Is it flexible
where required?
Y/N
6. Is the existing road and road infrastructure clearly described?
Y/N
7. Are the design criteria included? (eg design speed, posted speed,
lane widths and number, pedestrian/cyclist facilities, grades, batters,
pavement type etc)
Y/N
8. Are the engineering constraints adequately described? (eg
property access, waterway and road crossings, geology, topography,
public utilities etc)
Y/N
9. Are the major design features appropriately described? (eg
intersections, bridges, retaining walls, fences, project specific urban
design principles and objectives)
Y/N
10. Are construction activities adequately described, including:
Y/N
a. Work methodology
Y/N
b. Earthworks (estimated quantities)
Y/N
c. Construction working hours and duration
Y/N
d. Source and quantity of materials (estimated quantities)
Y/N
e. Plant and equipment
Y/N
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f. Traffic management and access
Y/N
11. Have accesses and side tracks for construction and future
maintenance of the proposal been identified and described?
Y/N
12. Have temporary facilities for construction been described,
including footprint accesses, duration and decommissioning? (eg
working pads for cranes, sediment detention basins, scour protection
etc)
Y/N
13. Have the type, location and period of operation of any ancillary
facilities been identified?
Y/N
14. If ancillary facilities are not known have potential types and
locations been included with appropriate assessment criteria?
Y/N or n/a
15. Have public utility adjustments been identified? Have any
adjustments been adequately detailed?
Y/N or n/a
16. Has property acquisition been identified, including DP and Lot
number, the area of each property to be acquired? Is the area of
acquisition shown on a map?
Y/N or n/a
17. Has the REF identified aspects of the proposal that have not yet
been fully resolved and may require further refinement and
assessment? (e.g. locations of ancillary facilities, utility adjustments,
aspects of construction methodology etc.)
Y/N or n/a
18. Are you satisfied that the description of the proposal and the
construction methodology is sufficient to enable an assessment of all
potential direct and indirect impacts of the proposal?
Y/N
Comment:
[Use this section to provide any additional information]
Chapter 4. Statutory and planning framework
1. Does ISEPP apply to the proposal?
2. Is the text from Section 4.1.1 of the Roads and Maritime Services
REF template used?
3. Are only the SEPPs (and deemed SEPPs) relevant to the proposal
identified and discussed?
Y/N
Y/N
Y/N or n/a
4. Has consideration been given to whether consent from council
and concurrence from OEH is required for the proposal due to it
being within a listed SEPP 14 wetland, within a listed SEPP 26
littoral rainforest or on land within 100 metres of a listed SEPP 26
littoral rainforest?
If consent/concurrence is required provide details:
[Insert relevant details]
Y/N
5. Does the Sydney Drinking Water Catchment SEPP apply to the
proposal?
If yes, ensure that a NorBE has been completed.
Y/N or n/a
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6. Is only relevant legislation identified and discussed?
Note legislation should only be included in the REF where relevant to
a licence, permit, notification or approval that is required for the
proposal. No other environmental legislation should be included.
Y/N or n/a
7. Are details of required permits, licences, other approvals and
notifications required under other legislation included and discussed?
Y/N or n/a
8. Does the proposal affect any heritage items listed on LEPs, the
Roads and Maritime Services s170 register, the State heritage
register, the National heritage list or subject to an interim heritage
order?
If yes, has the approval and/or consultation process required been
identified? (eg s60 approval required under the Heritage Act 1977 for
State listed item or item subject to Interim heritage order, notice to
Heritage Branch for transfer of ownership or demolition of s170
register item).
If permits/consultation is required provide details:
[Insert relevant details]
Y/N or n/a
9. Is the statutory position confirmed as being under Part 5 of the
EP&A Act?
Y/N
10. Have you reviewed the statutory section and separately formed
the opinion that the proposal can be assessed under Part 5 of the
EP&A Act?
Y/N
Comment:
[Use this section to provide any additional information]
Chapter 5. Consultation
1. If there is a communication strategy, plan or process, has it been
adequately summarised?
Y/N
2. Do the sections of Chapter 5 describe how stakeholders affected
by the proposal were identified?
Y/N
3. Do the sections of Chapter 5 describe how stakeholders have
been consulted?
Y/N
4. Do the sections of Chapter 5 indicate what issues have been
raised by the community or agencies and how the REF has been
written to meet their needs?
Y/N or n/a
5. Where issues raised are identified and considered in the REF, is a
reference provided to the correct section of the REF?
Y/N or n/a
6. Have unresolved or contentious issues that have been raised by
the community or agencies been detailed adequately?
Y/N or n/a
7. Has the process of consulting the Aboriginal community been
appropriately described?
Y/N
8. Does the REF demonstrate that the Aboriginal community
consultation process has been consistent with the PACHCI? Is the
PACHI document referenced?
Y/N
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9. Do ISEPP consultation requirements apply to the proposal?
Y/N
10. Is the ISEPP consultation process complete and have responses
been summarised and adequately addressed in the REF?
Y/N or n/a
11. If ongoing consultation is proposed, is the purpose, audience and
timing described in the REF?
Y/N or n/a
Comment:
[Use this section to provide any additional information]
Chapter 6. Environmental assessment
1. Has the potential for the proposal to impact on all relevant
environmental aspects been adequately assessed?
Y/N
2. These may include (but not be limited to):
a. Traffic and access
Y/N or n/a
b. Aboriginal cultural heritage
Y/N or n/a
c. Biodiversity
Y/N or n/a
d. Non-Aboriginal heritage
Y/N or n/a
e. Hydrology and flooding
Y/N or n/a
f.
Y/N or n/a
Landscape and visual amenity
g. Water Quality
Y/N or n/a
h. Noise and vibration
Y/N or n/a
i.
Air quality
Y/N or n/a
j.
Socio-economic effects
Y/N or n/a
k. Climate change
Y/N or n/a
l.
Y/N or n/a
Waste
m. Cumulative impacts
Y/N or n/a
n. Other
[Insert relevant details]
Y/N or n/a
3. Have relevant databases been recently searched, search dates
provided and results summarised?
Y/N
4. These may include (but not be limited to):
a. Australian Heritage Database
Y/N or n/a
b. DPI Noxious weeds list
Y/N or n/a
c. State Heritage Register and Inventory
Y/N or n/a
d. NSW EPA contaminated land records
Y/N or n/a
e. NSW Native Title Tribunal
Y/N or n/a
f.
Y/N or n/a
NSW OEH Air quality records
g. NSW OEH AHIMS
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Y/N or n/a
6
h. Acid sulphate soils risk map
Y/N or n/a
i.
NSW Government Bionet (including Atlas of NSW
Wildlife)
Y/N or n/a
j.
Australian Government Department of the
Environment National pollution inventory
Y/N or n/a
k. NSW OEH Biobanking Threatened species database
Y/N or n/a
l.
Australian Government Department of the
Environment Protected matters (EPBC Act) database
Y/N or n/a
m. NSW DPI – Fishing and Aquaculture Record reviewer
Y/N or n/a
n. Other
[Insert relevant details]
Y/N or n/a
5. Have the appropriate specialist studies been prepared?
eg consider the nature and scale of the potential impacts, the
sensitivity of the affected environment and the level of existing
information.
If yes, provide details:
[Insert relevant details]
Y/N
6. Is the description of the existing environment and the extent of the
study area sufficient to assess the potential impacts?
Y/N
7. Where necessary has the following information been included:
 Site history (eg heritage, contaminated land etc)
 Policy settings (eg noise, climate change etc)
 Criteria (eg noise and vibration, heritage, air quality, water
quality etc)
Y/N
Y/N
Y/N
8. Are the appropriate standards/procedures followed in assessing
impacts or reasons provided for any departure from recognised
standards?
Y/N
9. Have the values/receptors that will potentially be impacted been
identified?
Y/N
10. Are the potential impacts adequately characterised eg the type,
extent, intensity, duration and expected timing of the impacts?
Y/N
11. Is the nature of potential impacts considered?
eg consider the level of confidence in the prediction, the resilience of
the environment, whether the impacts are reversible, how adequately
impacts can be managed or mitigated, compliance with performance
criteria, need for additional investigations, public interest.
Y/N
12. Are all the potential impacts of the proposal adequately assessed
including direct and indirect impacts, long-term and short-term
impacts and impacts during construction and operation?
Y/N
13. Has the importance of values/receptors and impacts been
considered at difference spatial scales, where relevant?
(ie local, regional, state and national)
Y/N
14. Where negligible environmental impact has been identified, has
this been described?
Y/N
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15. Are any uncertainties in impact assessment identified with an
explanation of how these uncertainties have been managed in the
REF?
(eg worst case scenario, assess different options, sensitivity
analysis)
Y/N
16. Does the assessment discuss how design has been modified to
avoid or minimise impacts?
Y/N
17. Have issues raised in the consultation process been
appropriately addressed in the assessment section where relevant?
Y/N
18. Has there been an adequate assessment of whether or not any
impacts are likely to be significant?
Y/N
19. Has a landscape character and visual impact assessment been
carried out in accordance with the EIA guidelines practice note
Landscape character and visual amenity (EIA-N04)?
Y/N
20. Do safeguard and mitigation measures relate directly to the
identified potential impacts?
Y/N
21. Are safeguards and mitigation measures aimed at avoiding,
minimising or mitigating the identified potential impacts?
Y/N
22. Are safeguards and mitigation measures additional to QA
specifications (if these are known) and not repetitive?
Y/N
23. Do the safeguards and mitigation measures identify performance
outcomes for the proposal?
Y/N
24. Are safeguards and mitigation measures feasible and reasonable
and SMARTA?
 Specific
 Measureable
 Achievable
 Relevant
 Time framed
 Agreed
Y/N
25. Where monitoring is proposed are the purpose, criteria,
timeframes and responsibilities identified?
Y/N
Comment:
[Use this section to provide any additional information]
Chapter 7. Environmental management
1. Have future environmental management plans been identified?
Y/N
2. Has use of an environmental management system been identified
if necessary?
Y/N
3. Have the safeguards and management measures described in the
assessment sections of the REF been transcribed accurately?
Y/N
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
8
4. Have all relevant licenses, permits, notifications and/or approvals
and the process for obtaining them been identified and any statutory
timing requirements stated?
Y/N
Comment:
[Use this section to provide any additional information]
Chapter 8. Justification and conclusion
1. Does the justification section adequately outline the benefits of the
proposal compared against the do-nothing option and outline how
the proposal meets strategic, operational and/or safety needs?
Y/N
2. Does the ecologically sustainable development section
demonstrate how the proposal is consistent with, or furthers the aims
of, the principles of ESD?
Y/N
3. Is the conclusion concise and based only on information already
presented in earlier chapters of the REF?
Y/N
4. Does the conclusion consider whether beneficial outcomes
outweigh adverse outcomes?
Y/N
5. Does the conclusion address whether there would be a significant
environmental impact with reference to clause 112 of the
Environmental Planning & Assessment Act 1979 and the matters of
national environmental significance listed under the Environmental
Protection and Biodiversity Conservation Act, 1999?
Y/N
Comment:
[Use this section to provide any additional information]
Appendices
1. Are all appendices included and referenced correctly throughout
the REF?
Y/N
2. Has the Clause 228 table been completed with information
supported in the body of the REF? Are the findings in the table
consistent with those in the REF and no additional impacts
identified?
Y/N
3. Has the matters of national environmental significance table been
completed with information supported in the body of the REF? Are
the findings in the table consistent with those in the REF and no
additional impacts identified?
Y/N
4. Has the NorBE been completed and results reported in the water
quality assessment?
Y/N or n/a
Comment:
[Use this section to provide any additional information]
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
9
Additional comments provided
[Delete those not applicable]
 In track changes
 In hard copy
 In meeting
 Below
Comment:
[Use this section to provide any additional information]
REF review prepared by
Name:
Position:
Signature:
Date:
REF review certified by (must be senior staff member to the reviewer above)
Name:
Position:
Signature:
Date:
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
10
About this document Reference number
EIA-P05-G04-T01
Title
Template: Review of Environmental Factors - review
checklist – self assessment
Parent procedure
EIA-P05-2 Project REF procedure – roads
Approval and authorisation
Prepared by
Environment Officer
Senior Environment Specialist (Planning & Assessment)
Approved by
Location
Objective location
Document Status
Version
Date
1.0
30/6/10
2.0
09/09/11
2.1
05/12/11
2.2
21/08/14
Principal Manager, Environmental Policy, Planning &
Assessment
Global Folder \ RMS Global Folder \ ENVIRONMENT \
Procedures \ Environment Planning and Assessment
Procedures \ EIA-P05-2 Project REF Roads
Revision description
First issue (trial version)
Trial comments incorporated. Legal review complete.
Implementation version.
Change to Roads and Maritime Services
Update to agency titles, change to document controls,
update of search tools and databases. Made web
accessible (WCAG).
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning & Assessment)
Environmental Policy, Planning & Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
11
Project review of environmental factors
Review checklist – Roads and Maritime
Services reviewer
This checklist should be completed when reviewing project reviews of environmental
factors (REFs) for roads and read in conjunction with the REF review guidance note
(EIA-P05-G04).
It helps ensure that the REF conforms to the Roads and Maritime Services Project
REF template and guidance note and that it adequately addresses the Roads and
Maritime Services’ statutory obligations to assess the environmental impacts of its
activities. The checklist assists the reviewer to identify weaknesses and omissions in
the content and structure of the REF. The review assists in providing feedback on
contractor performance and Roads and Maritime Services expectations.
The project REF review checklist – Roads and Maritime Services reviewer is also
used to establish whether the project REF is adequate and can be accepted as a
deliverable:
REF standards for adequate deliverables
A document free of technical weaknesses and/or omissions. No
Adequate final
further value-adding review required prior to submission for signREF
off.
Adequate draft
REF
A document that may have minor technical weaknesses and/or
omissions. Comments may require additional work and further
review prior to submission for sign-off.
REF that cannot
be accepted as
adequate
A document requiring substantial work to address technical
weaknesses and/or omissions. The document may require
considerable additional effort to provide a complete and accurate
description and assessment of the proposal to meet
environmental assessment requirements under Part 5 of the
EP&A Act. In some cases the comments required may be too
extensive to justify the time input required to thoroughly review.
Project:
REF name and version:
REF prepared by:
Presentation and communication of the information
1. Has the REF review checklist – preparer been completed by the
REF preparer and certified by a senior staff member?
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
Y/N
1
2. Is the REF in accordance with the current Roads and Maritime
Services REF template and guidance note?
Y/N
3. Is the REF correctly dated and titled?
Y/N
4. Is there a document controls page?
Y/N
5. Is the font Arial?
Y/N
6. Is plain English used throughout with the use of technical terms
kept to a minimum?
Y/N
7. Is a list of abbreviations and glossary terms included? Is this
consistent with the EIA guidelines Abbreviations and glossary of
terms?
Y/N
8. Are all relevant terms and acronyms included in the Abbreviations
and Glossary terms table?
Y/N
9. Is the Executive summary a stand-alone document?
Y/N
10. Is the REF capable of being understood by a non-specialist?
Y/N
11. Is the contents page up to date?
Y/N
12. Are the footers and page numbering correct?
Y/N
13. Are maps and plans used to assist understanding of the locations
of impacts?
Y/N
14. Do all maps have a scale, north point and the source
acknowledged?
Y/N
15. Are all references included and are they in Harvard style?
Y/N
16. If the REF is going on the website, does it conform with the Web
Content Accessibility Guidelines 2.0 Level AA?
Y/N
Comment:
[Use this section to outline the additional work required to address weaknesses or
omissions or to acknowledge good work and areas of originality/innovation]
Chapter 1. Introduction
1. Is a succinct and accurate description of the proposal provided?
Y/N
2. Is the strategic and/or operational need for the proposal briefly
explained?
Y/N
3. Are key elements of the proposal, including major design and
structural features outlined?
Y/N
4. Is the location of the proposal identified and mapped as an overlay
on an aerial photograph?
Y/N
5. Is there a brief description of the region and locality and of any
special or defining environmental features? (eg land uses,
waterways, conservation reserves, heritage or geological features)
Y/N
6. Is the Roads and Maritime Services region and the local
government area identified?
Y/N
7. Is the expected cost, funding and period of construction identified?
Y/N
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
2
8. Is the funding source identified?
Y/N
Comment:
[Use this section to outline the additional work required to address weaknesses or
omissions or to acknowledge good work and areas of originality/innovation]
Chapter 2. Need and options considered
1. Does Chapter 2 generally explain the objectives of and justification
for the proposal?
Y/N
2. Is the strategic and/or operational need for the project adequately
identified?
Y/N
3. Are all relevant NSW and Roads and Maritime Services plans and
strategies referenced?
Y/N
4. Are the proposal objectives stated? Do they link to the need for
the proposal?
Y/N
5. Do the proposal objectives include environmental objectives?
Y/N
6. Does Section 2.3 describe the alternatives considered for the
proposal (either design or location), the method for evaluating
options and the reasons for rejecting these alternatives over the
preferred option?
Y/N
7. Is the methodology and the selection criteria used to assess the
alternatives to arrive at the preferred option described adequately?
Y/N
8. Are genuine alternatives to the proposal adequately described,
including key features and advantages and disadvantages of each
alternative?
Y/N
9. Is the do nothing or ‘base case’ option described including the
positive and negative consequences of not proceeding?
Y/N
10. Is a balanced and convincing comparative analysis of the options
against the proposal objectives and other selection criteria
presented?
Y/N
11. Is the preferred option identified and is it justified when compared
to the alternatives?
Y/N
Comment:
[Use this section to outline the additional work required to address weaknesses or
omissions or to acknowledge good work and areas of originality/innovation]
Chapter 3. Description of the proposal
1. Does Chapter 3 describe the proposal and associated
construction methods in non-technical terms, using figures to assist
the reader to visualise the proposal?
Y/N
2. Is the concept design provided as an overlay of an aerial
photograph in the REF or its appendices?
Y/N
3. Is the design of a suitable scale to understand the extent of
impacts?
Y/N
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
3
4. Does Section 3.1 fully describe the concept design, including any
temporary works or structures or relocations associated with the
proposal?
Y/N
5. Does the description identify the footprint of all works? Is it flexible
where required?
Y/N
6. Is the existing road and road infrastructure clearly described?
Y/N
7. Are the design criteria included? (eg design speed, posted speed,
lane widths and number, pedestrian/cyclist facilities, grades, batters,
pavement type etc)
Y/N
8. Are the engineering constraints adequately described? (eg
property access, waterway and road crossings, geology, topography,
public utilities etc)
Y/N
9. Are the major design features appropriately described? (eg
intersections, bridges, retaining walls, fences, project specific urban
design principles and objectives)
Y/N
10. Are construction activities adequately described, including:
Y/N
a. Work methodology
Y/N
b. Earthworks (estimated quantities)
Y/N
c. Construction working hours and duration
Y/N
d. Source and quantity of materials (estimated quantities)
Y/N
e. Plant and equipment
Y/N
f. Traffic management and access
Y/N
11. Have accesses and side tracks for construction and future
maintenance of the proposal been identified and described?
Y/N
12. Have temporary facilities for construction been described,
including footprint accesses, duration and decommissioning? (eg
working pads for cranes, sediment detention basins, scour protection
etc)
Y/N
13. Have the type, location and period of operation of any ancillary
facilities been identified?
Y/N
14. If ancillary facilities are not known have potential types and
locations been included with appropriate assessment criteria?
Y/N or n/a
15. Have public utility adjustments been identified? Have any
adjustments been adequately detailed?
Y/N or n/a
16. Has property acquisition been identified, including DP and Lot
number, the area of each property to be acquired? Is the area of
acquisition shown on a map?
Y/N or n/a
17. Has the REF identified aspects of the proposal that have not yet
been fully resolved and may require further refinement and
assessment? (e.g. locations of ancillary facilities, utility adjustments,
aspects of construction methodology etc.)
Y/N or n/a
18. Are you satisfied that the description of the proposal and the
construction methodology is sufficient to enable an assessment of all
potential direct and indirect impacts of the proposal?
Y/N
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
4
Comment:
[Use this section to outline the additional work required to address weaknesses or
omissions or to acknowledge good work and areas of originality/innovation]
Chapter 4. Statutory and planning framework
1. Does ISEPP apply to the proposal?
2. Is the text from Section 4.1.1 of the Roads and Maritime Services
REF template used?
3. Are only the SEPPs (and deemed SEPPs) relevant to the proposal
identified and discussed?
Y/N
Y/N
Y/N or n/a
4. Has consideration been given to whether consent from council
and concurrence from OEH is required for the proposal due to it
being within a listed SEPP 14 wetland, within a listed SEPP 26
littoral rainforest or on land within 100 metres of a listed SEPP 26
littoral rainforest?
If consent/concurrence is required provide details:
[Insert relevant details]
Y/N
5. Does the Sydney Drinking Water Catchment SEPP apply to the
proposal?
If yes, ensure that a NorBE has been completed.
Y/N or n/a
6. Is only relevant legislation identified and discussed?
Note legislation should only be included in the REF where relevant to
a licence, permit, notification or approval that is required for the
proposal. No other environmental legislation should be included.
Y/N or n/a
7. Are details of required permits, licences, other approvals and
notifications required under other legislation included and discussed?
Y/N or n/a
8. Does the proposal affect any heritage items listed on LEPs, the
Roads and Maritime Services s170 register, the State heritage
register, the National heritage list or subject to an interim heritage
order?
If yes, has the approval and/or consultation process required been
identified? (eg s60 approval required under the Heritage Act 1977 for
State listed item or item subject to Interim heritage order, notice to
Heritage Branch for transfer of ownership or demolition of s170
register item).
If permits/consultation is required provide details:
[Insert relevant details]
Y/N or n/a
9. Is the statutory position confirmed as being under Part 5 of the
EP&A Act?
Y/N
10. Have you reviewed the statutory section and separately formed
the opinion that the proposal can be assessed under Part 5 of the
EP&A Act?
Y/N
Comment:
[Use this section to outline the additional work required to address weaknesses or
omissions or to acknowledge good work and areas of originality/innovation]
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
5
Chapter 5. Consultation
1. If there is a communication strategy, plan or process, has it been
adequately summarised?
Y/N
2. Do the sections of Chapter 5 describe how stakeholders affected
by the proposal were identified?
Y/N
3. Do the sections of Chapter 5 describe how stakeholders have
been consulted?
Y/N
4. Do the sections of Chapter 5 indicate what issues have been
raised by the community or agencies and how the REF has been
written to meet their needs?
Y/N or n/a
5. Where issues raised are identified and considered in the REF, is a
reference provided to the correct section of the REF?
Y/N or n/a
6. Have unresolved or contentious issues that have been raised by
the community or agencies been detailed adequately?
Y/N or n/a
7. Has the process of consulting the Aboriginal community been
appropriately described?
Y/N
8. Does the REF demonstrate that the Aboriginal community
consultation process has been consistent with the PACHCI? Is the
PACHI document referenced?
Y/N
9. Do ISEPP consultation requirements apply to the proposal?
Y/N
10. Is the ISEPP consultation process complete and have responses
been summarised and adequately addressed in the REF?
Y/N or n/a
11. If ongoing consultation is proposed, is the purpose, audience and
timing described in the REF?
Y/N or n/a
Comment:
[Use this section to outline the additional work required to address weaknesses or
omissions or to acknowledge good work and areas of originality/innovation]
Chapter 6. Environmental assessment
1. Has the potential for the proposal to impact on all relevant
environmental aspects been adequately assessed?
Y/N
2. These may include (but not be limited to):
a. Traffic and access
Y/N or n/a
b. Aboriginal cultural heritage
Y/N or n/a
c. Biodiversity
Y/N or n/a
d. Non-Aboriginal heritage
Y/N or n/a
e. Hydrology and flooding
Y/N or n/a
f.
Y/N or n/a
Landscape and visual amenity
g. Water Quality
Y/N or n/a
h. Noise and vibration
Y/N or n/a
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
6
i.
Air quality
Y/N or n/a
j.
Socio-economic effects
Y/N or n/a
k. Climate change
Y/N or n/a
l.
Y/N or n/a
Waste
m. Cumulative impacts
Y/N or n/a
n. Other
[Insert relevant details]
Y/N or n/a
3. Have relevant databases been recently searched, search dates
provided and results summarised?
Y/N
4. These may include (but not be limited to):
a. Australian Heritage Database
Y/N or n/a
b. DPI Noxious weeds list
Y/N or n/a
c. State Heritage Register and Inventory
Y/N or n/a
d. NSW EPA contaminated land records
Y/N or n/a
e. NSW Native Title Tribunal
Y/N or n/a
f.
Y/N or n/a
NSW OEH Air quality records
g. NSW OEH AHIMS
Y/N or n/a
h. Acid sulphate soils risk map
Y/N or n/a
i.
NSW Government Bionet (including Atlas of NSW
Wildlife)
Y/N or n/a
j.
Australian Government Department of the
Environment National pollution inventory
Y/N or n/a
k. NSW OEH Biobanking Threatened species database
Y/N or n/a
l.
Australian Government Department of the
Environment Protected matters (EPBC Act) database
Y/N or n/a
m. NSW DPI – Fishing and Aquaculture Record reviewer
Y/N or n/a
n. Other
[Insert relevant details]
Y/N or n/a
5. Have the appropriate specialist studies been prepared?
eg consider the nature and scale of the potential impacts, the
sensitivity of the affected environment and the level of existing
information.
If yes, provide details:
[Insert relevant details]
Y/N
6. Is the description of the existing environment and the extent of the
study area sufficient to assess the potential impacts?
Y/N
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
7
7. Where necessary has the following information been included:
 Site history (eg heritage, contaminated land etc)
 Policy settings (eg noise, climate change etc)
 Criteria (eg noise and vibration, heritage, air quality, water
quality etc)
Y/N
Y/N
Y/N
8. Are the appropriate standards/procedures followed in assessing
impacts or reasons provided for any departure from recognised
standards?
Y/N
9. Have the values/receptors that will potentially be impacted been
identified?
Y/N
10. Are the potential impacts adequately characterised eg the type,
extent, intensity, duration and expected timing of the impacts?
Y/N
11. Is the nature of potential impacts considered?
eg consider the level of confidence in the prediction, the resilience of
the environment, whether the impacts are reversible, how adequately
impacts can be managed or mitigated, compliance with performance
criteria, need for additional investigations, public interest.
Y/N
12. Are all the potential impacts of the proposal adequately assessed
including direct and indirect impacts, long-term and short-term
impacts and impacts during construction and operation?
Y/N
13. Has the importance of values/receptors and impacts been
considered at difference spatial scales, where relevant?
(ie local, regional, state and national)
Y/N
14. Where negligible environmental impact has been identified, has
this been described?
Y/N
15. Are any uncertainties in impact assessment identified with an
explanation of how these uncertainties have been managed in the
REF?
(eg worst case scenario, assess different options, sensitivity
analysis)
Y/N
16. Does the assessment discuss how design has been modified to
avoid or minimise impacts?
Y/N
17. Have issues raised in the consultation process been
appropriately addressed in the assessment section where relevant?
Y/N
18. Has there been an adequate assessment of whether or not any
impacts are likely to be significant?
Y/N
19. Has a landscape character and visual impact assessment been
carried out in accordance with the EIA guidelines practice note
Landscape character and visual amenity (EIA-N04)?
Y/N
20. Do safeguard and mitigation measures relate directly to the
identified potential impacts?
Y/N
21. Are safeguards and mitigation measures aimed at avoiding,
minimising or mitigating the identified potential impacts?
Y/N
22. Are safeguards and mitigation measures additional to QA
specifications (if these are known) and not repetitive?
Y/N
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
8
23. Do the safeguards and mitigation measures identify performance
outcomes for the proposal?
Y/N
24. Are safeguards and mitigation measures feasible and reasonable
and SMARTA?
 Specific
 Measureable
 Achievable
 Relevant
 Time framed
 Agreed
Y/N
25. Where monitoring is proposed are the purpose, criteria,
timeframes and responsibilities identified?
Y/N
Comment:
[Use this section to outline the additional work required to address weaknesses or
omissions or to acknowledge good work and areas of originality/innovation]
Chapter 7. Environmental management
1. Have future environmental management plans been identified?
Y/N
2. Has use of an environmental management system been identified
if necessary?
Y/N
3. Have the safeguards and management measures described in the
assessment sections of the REF been transcribed accurately?
Y/N
4. Have all relevant licenses, permits, notifications and/or approvals
and the process for obtaining them been identified and any statutory
timing requirements stated?
Y/N
Comment:
[Use this section to outline the additional work required to address weaknesses or
omissions or to acknowledge good work and areas of originality/innovation]
Chapter 8. Justification and conclusion
1. Does the justification section adequately outline the benefits of the
proposal compared against the do-nothing option and outline how
the proposal meets strategic, operational and/or safety needs?
Y/N
2. Does the ecologically sustainable development section
demonstrate how the proposal is consistent with, or furthers the aims
of, the principles of ESD?
Y/N
3. Is the conclusion concise and based only on information already
presented in earlier chapters of the REF?
Y/N
4. Does the conclusion consider whether beneficial outcomes
outweigh adverse outcomes?
Y/N
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
9
5. Does the conclusion address whether there would be a significant
environmental impact with reference to clause 112 of the
Environmental Planning & Assessment Act 1979 and the matters of
national environmental significance listed under the Environmental
Protection and Biodiversity Conservation Act, 1999?
Y/N
Comment:
[Use this section to outline the additional work required to address weaknesses or
omissions or to acknowledge good work and areas of originality/innovation]
Appendices
1. Are all appendices included and referenced correctly throughout
the REF?
Y/N
2. Has the Clause 228 table been completed with information
supported in the body of the REF? Are the findings in the table
consistent with those in the REF and no additional impacts
identified?
Y/N
3. Has the matters of national environmental significance table been
completed with information supported in the body of the REF? Are
the findings in the table consistent with those in the REF and no
additional impacts identified?
Y/N
4. Has the NorBE been completed and results reported in the water
quality assessment?
Y/N or n/a
Comment:
[Use this section to outline the additional work required to address weaknesses or
omissions or to acknowledge good work and areas of originality/innovation]
REFs for public display
1. Is this REF to be placed on the internet or on public display for
comment?
Y/N
If ‘No’ proceed to ‘Additional comments provided’. If ‘Yes’, answer
the questions below.
2. Has a concise executive summary been included in the REF?
Y/N
3. If the REF is to be placed on the internet has it been sent for
review to Roads and Maritime Services regional communications
staff?
Y/N
4. If the REF is to be placed on public display for comment, has it
been sent for review to:
Roads and Maritime Services regional communications staff
Y/N
General Manager Environment (final drafts for endorsement)
Y/N
Legal Counsel (Environment & Property Law)
Note: will not always be required. Seek advice from Senior
Environmental Specialist (Planning & Assessment) before sending
for legal review.
Y/N
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
10
Comment:
[Use this section to outline the additional work required to address weaknesses or
omissions or to acknowledge good work and areas of originality/innovation]
Additional comments provided
[Delete those not applicable]
 In track changes
 In hard copy
 In meeting
 Below
Comment:
[Use this section to provide additional comments as required]
Review number
REF is adequate and can be accepted as a deliverable
Y/N
Return for additional review
Y/N
Review completed by
Name:
Position:
Signature:
Date:
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
11
About this document Reference number
EIA-P05-G04-T01
Title
Template: Review of Environmental Factors - review
checklist – reviewer
Parent procedure
EIA-P05-2 Project REF procedure – roads
Approval and authorisation
Prepared by
Environment Officer
Senior Environment Specialist (Planning & Assessment)
Approved by
Location
Objective location
Principal Manager, Environmental Policy, Planning &
Assessment
Global Folder \ RMS Global Folder \ ENVIRONMENT \
Procedures \ Environment Planning and Assessment
Procedures \ EIA-P05-2 Project REF Roads
Document Status
Version
Date
Revision description
1.0
30/6/10
First issue (trial version)
2.0
09/09/11
Trial comments incorporated. Legal review complete.
Implementation version.
2.1
05/12/11
Change to Roads and Maritime Services
2.2
21/08/14
Replaced grading system with decision about adequate
deliverables. Updated titles, roles and responsibilities and
processes following internal restructure. Update document
location (G drive to Objective). Update of department titles.
Replace RMS with Roads and Maritime. Update of search
tools and databases. Document made web accessible
(WCAG).
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning & Assessment)
Environmental Policy, Planning & Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G04-T01 Issue 2.2
12
[insert name], [insert title of delegated manager as per
EIA_P05-1]
[insert name], General Manager Environment
[insert name], [insert title of relevant manager eg
Principal Manager Project Development]
[insert name], [Environment Manager region/program]
[insert name], [insert position title of relevant regional
CC:
comms. staff]
[insert name], General Manager Communication and
Stakeholder Engagement
[insert name], [insert position Date: [Date]
From:
of lead environment advisor]
[insert name], [insert position
of project manager]
File no: [File number]
Pages: [No. of pages]
Subject: Proposed [insert name of project] at [insert location] –
Display of REF
To:
MEMO
Issue
Approval is required to publically display the review of environmental factors (REF) report for the
[insert name of project]. The REF is being displayed to seek public comment on the proposal.
Background
[Give a brief background to the proposal and REF. Include details of any relevant milestones,
proposed display period and any other relevant documentation].
The REF was prepared by [insert name of environmental assessment contractor or person who
prepared the REF]. The REF has been reviewed by [insert name and position title of lead
environment advisor] and relevant specialists from Environment Branch and Urban Design. The REF
has been prepared and reviewed in accordance with the Project review of environmental factors
procedure – roads (EIA-P05-2).
Key environment issues
The key environment issues identified in the REF are:
[Insert issue heading eg Noise and vibration]
Provide a brief summary of the main issues and how they have been addressed/managed/mitigated
in the REF.
Where a specialist has reviewed the REF and/or technical papers include: [Name and position title of
specialist] has reviewed the [insert document(s) reviewed] and is satisfied that [noise and vibration]
issues have been appropriately assessed and addressed.
Recommendation
It is recommended that the [project name] REF be approved for display for [public comment].
____________________________________
[name]
[position title of lead environment advisor]
Memo
_____________________________________
[name]
[position title of project manager] Page 1
[In signing this memo the LEA and PM are satisfied that the REF is suitable for public display]
________________________________
Agreed / disagreed
[name]
Environment Manager [region / program]
________________________________
Agreed / disagreed
[name]
[relevant manager eg Principal Manager Project Development [region / area]]
________________________________
Endorsed / not endorsed / endorsed with changes
[name] [General Manager Environment] Approved / not approved / approved with changes
______________________________
[name] [relevant delegated manager eg General Manager Project Development / General Manager Project Delivery] Please return this paperwork including the approval to publish to:
[insert contact person for the REF]
Memo
Page 2
Environmental Impact
Assessment
Guidance Note
Preparing a REF submissions report
EIA-P05-G06 1
1.1
1.2
1.3
Introduction and purpose.........................................................................................................................................1
What is a submissions report and when should it be prepared? ...................................1
Privacy considerations.........................................................................................................................................1
Late submissions......................................................................................................................................................2
2
2.1
2.2
2.3
2.4
2.5
2.6
The process.........................................................................................................................................................................3
Summarise and categorise issues raised in submissions....................................................3
Consider the issues raised and how these can be addressed ........................................6
Responding to issues ...........................................................................................................................................7
Design changes.........................................................................................................................................................8
Additional assessment and supplementary studies...................................................................8
Summary of management and mitigation measures................................................................9
3
Writing the report .........................................................................................................................................................10
4
Endorsement and publication of the report...........................................................................................11
5
Related procedures, guidance notes and templates....................................................................11
Key points
 Following public display of a REF, a submissions report is prepared to respond to
the issues raised in any submissions received and to outline any changes to the
proposal in response to those submissions. This may include amended or
additional management and mitigation measures.
 Templates have been developed for preparation of submissions reports and for
associated correspondence.
1
Introduction and purpose
When Roads and Maritime Services places a REF on public display, Roads and
Maritime Services must give consideration to any submissions made. A submissions
report is prepared to respond to the issues raised in the submissions and to detail
any changes to the proposal being made in response to those submissions. This may
include amended or additional management and mitigation measures. Submissions
reports may also detail other design changes to the proposal that were not included
in the displayed project REF. Additional assessment or details of additional specialist
studies can be included in a submissions report.
This guidance note outlines the process of responding to the issues raised in public
submissions, and preparing a submissions report.
1.1
What is a submissions report and when should it be
prepared?
A submissions report is a response to the issues raised in submissions following the
public display of a REF. REFs are prepared by Roads and Maritime Services to meet
statutory requirements under Part 5 of the Environmental Planning and Assessment
Act 1979. Seek advice from environment staff if the submissions report process
described in this guidance note is to be used to document other consultation
processes.
It is policy that all submission reports should be made available on the Roads and
Maritime Services website. Contact communications staff for advice on this.
1.2
Privacy considerations
Personal information received by Roads and Maritime Services as part of the
submissions process is to be managed in accordance with relevant privacy
legislation and Corporate Policy – PN055 Protection of personal information. The
Government Information (Public Access) Act 2009 encourages proactive release of
government information. However, the release of some information may be
prevented where there is an overriding public interest against the disclosure of
information. The release of an individual’s personal information qualifies as a public
interest consideration.
Certain submissions, such as those in relation to Aboriginal cultural heritage, may be
subject to further privacy considerations, and in such circumstances, advice should in
the first instance be sought from environment staff.
This guidance note should be used in conjunction with procedure EIA-P05-2
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1.3
Late submissions
Acceptance of late submissions is at the discretion of Roads and Maritime Services.
Wherever possible and within reasonable time limits, late submissions should be
considered and addressed in the submissions report in conjunction with the other
submissions. However, no assurance should be given to the community on the
acceptance of late submissions or extending the time period for making submissions
without first contacting the project manager and seeking advice.
If consideration and responding to submissions received for information purposes
would result in unreasonable delay to the preparation of the submissions report or
project timetable generally, receipt of the late submissions can simply be noted in the
report. If this approach is taken, contact the regional/program Environment Manager
for further advice. If late submissions are received after the preparation and
finalisation of the submissions report, a letter should be sent to the respondent
advising that the submission was not considered due to it being received after the
end of the submissions period.
This guidance note should be used in conjunction with procedure EIA-P05-2
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2
The process
The process of preparing a submissions report is shown in Figure 1.
Figure 1: The process
2.1
Summarise and categorise issues raised in submissions
The purpose of this step is to accurately capture all of the issues raised in
submissions and, where applicable, group similarly themed issues so that they can
be addressed simultaneously. This step should be taken in close consultation with
the project manager to ensure early agreement on what the identified issues are and
that issues have not been glossed over.
This guidance note should be used in conjunction with procedure EIA-P05-2
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3
The process for summarising and categorising issues will vary from project to project
according to the number of submissions and complexity of issues. For most
submissions reports, it will be helpful to capture and summarise issues in a
spreadsheet, database or similar. A spreadsheet is the simplest tool to use and a
Submissions spreadsheet template (EIA-P05-G06-T03) has been developed to
support the management of submissions. The instructions below describe the
process of summarising and categorising issues and capturing this information using
the template spreadsheet. Figure 2 provides an example of how to use the
spreadsheet.
1. Register all submissions received and identify each with a unique submission
number.
2. Identify all of the issues raised in each of the submissions. This includes
identifying all issues raised in form letters. Each submission may contain
numerous issues. Identifying the discrete issue within a submission may require
some interpretation. Be careful not to over-interpret or misrepresent the
submission.
3. Enter the submission into the spreadsheet. List the following information in the
appropriate columns:
 Submission number
 Item number (provide a number to identify each issue within a submission).
 Author (identify whether the submission was from an individual, a government
agency or other organisation, do not include the name of private individuals).
 Issue verbatim (quote the issue as it appears in the submission).
 Issue summary (provide a summary of the issue).
4. Where applicable, group similarly themed issues within a submission to enable a
common response to be prepared. This is important where there are multiple
issues raised.
5. Categorise each issue. Where possible categories should replicate the issues or
table of contents within the REF. It may be necessary to break issue categories
into sub-categories to avoid repetition. Enter this information in the issue category
and sub-issues columns in the template spreadsheet.
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G06 Issue 2.1
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Figure 2: Spreadsheet summary example
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G06 Issue 2.0
5
6. Save and retain the issues summary spreadsheet for future reference.
7. Sort the issues by category and combine any duplicate issues. Include the
submission number and author type. For submissions from a government agency
or organisation, include the name of the agency or organisation. Refer to Figure 3
for an example.
Figure 3: Issues combination example.
8. There should be a quality control process in place to ensure that all issues have
been identified and categorised correctly. This could be by a second person
performing a checking/reviewing role.
2.2
Consider the issues raised and how these can be
addressed
Consideration of the issues raised and how these can be addressed should include
the following:







What are the main or recurring issues?
Were the issues clearly addressed in the environmental assessment or the
specialist studies?
Is any further consultation with government agencies or the community
necessary?
Do issues require input from a specialist?
Are further technical studies necessary?
Are changes to the project design or description required?
Is there a need for additional management or mitigation measures?
Liaison with technical specialists or government bodies should occur as soon as
possible to determine if further consultation, additional studies or changes to the
project are necessary.
This guidance note should be used in conjunction with procedure EIA-P05-2
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6
When should a workshop be conducted and who should attend?
A workshop is a useful way to approach a submissions report, particularly when there
are large numbers of submissions or many different issues to consider. Workshops
may become part of an iterative process. For example, an early workshop could be
used to confirm the summary of issues, confirm the categories, scope responses and
allocate respondents. A follow-up workshop could be used to finalise responses to
issues.
An initial workshop should be conducted as soon as possible after summarising and
categorising the issues. As a minimum, the project manager, the lead environmental
adviser and the person preparing the submissions report should be present at the
workshop. It may also be useful for relevant technical specialists and
communications staff to attend. The workshop is used to discuss how the issues may
be addressed and whether further consultation, studies or project changes are
required. Responses to issues may also be drafted or confirmed in a workshop
setting.
2.3
Responding to issues
Similarly themed issues should be grouped and addressed together. Responses
should be concise with only relevant information included. More detailed responses
should be provided for complex issues and for issues that have been repeatedly
raised.
The information necessary in a response will vary depending on the issue being
raised. However, as a general guide, responses should include the following:





Where the issue highlights a perceived error in the environmental
assessment document - If the submission raises a perceived error that is the
result of a misinterpretation of the environmental assessment, the
misinterpretation should be corrected and the relevant component of the
environmental assessment be clarified to remove the misunderstanding.
Where clarification of some aspect of the project or environmental
assessment is requested - Clarify the aspect of the project or environmental
assessment. Refer to the section in the environmental assessment that deals
with the aspect.
Where preference for an alternative option is indicated - If consideration
was given to the option (or some form of the option) at the option selection
stage, give reasons why the option was not selected. Provide details of any
relevant options feasibility studies carried out. If no consideration was given to
the option, provide an assessment of the option’s merits. If new options are
identified by a respondent, the merits of that option should be considered and
reasons why/why not the option is relevant should be identified.
Where changes to the project design are requested - Provide an
assessment of the merits of the changes. State the reasons why the changes
can or cannot or will not be adopted. If the changes will be adopted, make
reference to the ‘Project changes’ section of the submissions report.
Where further consultation has been requested - If a strategy for future
consultation is known, provide the details of this. If no further consultation is
planned, consider whether the consultation being requested is appropriate and
state whether it will be carried out. If it will not be carried out, provide the
reasons for this.
This guidance note should be used in conjunction with procedure EIA-P05-2
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

2.4
Where technical issues have been raised - Technical issues are likely to
require the input of specialists. If the issue has been adequately covered in the
environmental assessment (ie no further work can be done to address the issue
and all efforts to minimise impacts have been incorporated into the statement of
commitments) refer to the section in the environmental assessment where the
issue has been addressed and summarise the assessment carried out. State
why no further studies can be carried out or no further mitigation measures or
design changes can be accommodated. If additional assessment is required,
discuss the results of this or describe the assessment being carried out. If the
issue can be addressed through further mitigation measures or design changes,
state this and refer to ‘Project changes’ section of the submissions report.
Where answers to issues raised are not yet known - Where this is due to
lack of detail at this stage of the project design, make a commitment to provide
details during detailed design stage of the project and for additional consultation
with relevant stakeholders if appropriate. If commitments are made should be
managed and implemented through the community involvement plan for the
project.
Design changes
Design changes to the proposal that were not included in the displayed REF can also
be included in the submissions report. Any proposed changes to the project should
first be discussed with the lead environmental advisor and, where appropriate, with
Environment Branch specialists and Legal Branch.
Any design changes to the proposal should be described and assessed in a chapter
of the Submissions report titled ‘Project changes’.
Provide a description and environmental assessment of each of the proposed
changes in the ‘project changes’ chapter. Generally for design changes, the
environmental assessment should be brief. However, the level of assessment should
be commensurate with the level of potential impact.
Any changes proposed to the project must not be so great so as to result in a
fundamentally different project to that proposed in the displayed REF. The level and
degree of changes will vary between projects so early advice should be sought in
respect of any proposed changes to that described in the displayed REF. For
substantial changes that would alter the essential nature of the originally described
project, the REF may need to be revised and displayed again to seek further public
comment.
2.5
Additional assessment and supplementary studies
Where relevant the report should include details of any additional assessment or
supplementary studies that have been prepared or finalised for the project
subsequent to the display of the project REF. These additional assessments and
supplementary studies should be detailed in a chapter of the ‘Submissions report’
titled ‘Additional assessment’.
The chapter should detail why the additional assessment or supplementary studies
were carried out (eg as identified in the exhibited REF or due to the time of year to
survey for cryptic flora species) and provide adequate details of the additional
assessment carried out (in respect of the existing environment, impacts and
management measures).
This guidance note should be used in conjunction with procedure EIA-P05-2
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8
2.6
Summary of management and mitigation measures
A summary of management and mitigation measures for the project, similar to that in
Chapter 7 of the REF, must be provided. This table must reflect any changes to
management and mitigation measures that have arisen in response to submissions.
As the most current document, the submissions report will be the single point of
reference for management and mitigation measures developing during the
environmental impact assessment process.
This guidance note should be used in conjunction with procedure EIA-P05-2
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3
Writing the report
Submissions reports should be prepared in accordance with the template (EIA-P05G06-T02). The chapters within the report will vary from proposal to proposal and
whether any additional studies have been carried out since the finalisation of the REF
or if there are any changes to the proposal. Notes on writing the report and standard text have been included in the template document. Text that is highlighted grey provides notes on preparing the report or provides a prompt to add project specific information. Text that is not highlighted is standard text that must not be altered
without prior approval from the Senior Environmental Specialist (Planning & Assessment). When writing responses:  Summarise or paraphrase information from the environmental assessment.  Where necessary, provide new information or analysis.  Do not repeat the issue in the response.  Objectively respond to the issue.  Do not include emotions or attitude in the response.  Where necessary, refer to relevant parts of the environmental assessment
documentation to provide clarification on issues (eg ‘Table 4.1 of Working Paper
2 details the hydrology impacts on Deep Creek’).
 Do not make personal references (ie “our”, “their”, names etc).
This guidance note should be used in conjunction with procedure EIA-P05-2
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10
4
Endorsement and publication of the report
The process for having a submissions report endorsed and approved to be made
publically available by publication on the Roads and Maritime website is outlined in
Step 8 of the REF procedure. The draft submissions report will be reviewed by the
lead environmental adviser and other members of the environment review team.
For the submissions report to be accepted as a deliverable it will need to meet the
standards for deliverables described in the REF review guidance note (EIA-P05G03).
A summary of the roles and responsibility of various team members is summarised
below.
Staff member
Project Manager
Responsibility
Overall management of the report including review prior to
finalisation and recommendation of final report.
Prepare and organise signatures for Submissions report
approval memo (EIA-G06-T04).
Follow Infrastructure Communications process for seeking
approval to publish.
Prepare respondent notification letters using REF
submissions respondent notification letter template (EIAG06-T05).
Client or Sponsor
Review prior to finalisation.
Lead environmental adviser
Assist in ongoing review and preparation of the report and
review prior to finalisation.
Environment
Branch Assist in ongoing review and preparation of the report and
specialists
and
Urban review prior to finalisation as required.
Design team
General
Manager, Review prior to finalisation and endorse the submissions
Environment
report as suitable to be made publically available by
publication on the website.
Relevant manager
Endorse once finalised and approve the submissions
(eg General Manager or
report as suitable to be made publically available by
Regional Manager)
publication to the website.
It may also be necessary for the report to be reviewed by Legal Branch if there are
controversial or legal issues raised in the submissions.
Submissions reports are to be placed on the Roads and Maritime Services project
website after being approved through the Communication and Stakeholder
Engagement approval to publish process. Authors of submissions should be notified
in writing that the report has been made publicly available. Letters should be
prepared in accordance with the ‘Respondent Notification Letter template’ (EIA-P05G06-T04) and in consultation with communications staff.
5
Related procedures, guidance notes and templates
This guidance note should be used in conjunction with:

EIA-P05-2 – Project review of environmental factors (REF) procedure –
roads
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G06 Issue 3.2
11




EIA-P05-G06-T01 – REF submissions report brief
EIA-P05-G06-T02 – REF submissions report template.
EIA-P05-G06-T03 – Submissions spreadsheet template.
EIA-P05-G06-T05 – Respondent notification letter template.
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G06 Issue 3.2
12
About this document Reference
number
EIA-P05-G06
Title
Preparing a REF submissions report guidance note
Parent procedure
EIA-P05-P02 Project REF procedure – roads
Approval and authorisation
Prepared by
Approved
by
Environment Officer
Senior Environmental Specialist (Planning & Assessment)
Principal Manager Environmental Policy, Planning & Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
3.2
August 2014
Version
Date
Revision Description
1-0
5/3/10
First issue
2-0
15/2/11
Second issue
3-0
09/09/11
3.1
05/12/11
Minor amendments to ensure consistency with REF
procedure implementation version.
Change to Roads and Maritime Services
3.2
21/08/14
Remove grading system and replace with adequate
deliverables. Updated titles, roles and responsibilities
and processes following internal restructure. Document
made web accessible (WCAG). Update logo and report
template. Update document location (G drive to
Objective).
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning & Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This guidance note should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G06 Issue 3.2
13
INSERT PROJECT TITLE REF submissions report brief INSERT MONTH YEAR
Contents 1
Introduction............................................................................................................................................................. 1
1.1
1.2
1.3
2
Purpose ..................................................................................................................................................................................1
Background .........................................................................................................................................................................1
Information available...................................................................................................................................................1
Scope and methodology............................................................................................................................. 2
2.1
2.2
General ...................................................................................................................................................................................2
Methodology.......................................................................................................................................................................2
3
Reporting standard.......................................................................................................................................... 3
4
Project supervision, schedule, outputs and fees............................................................... 3
4.1
4.2
4.3
4.4
Project supervision .......................................................................................................................................................3
Project schedule .............................................................................................................................................................4
Project outputs..................................................................................................................................................................5
Project fees and payment.......................................................................................................................................5
5
Response to brief .............................................................................................................................................. 6
6
Contract information ...................................................................................................................................... 6
7
Work health and safety ................................................................................................................................ 7
8
Permits......................................................................................................................................................................... 7
9
Privacy ......................................................................................................................................................................... 7
Roads and Maritime Services Insert Project Title REF Submissions report brief
i
1
Introduction
1.1
Purpose
Roads and Maritime Services requires a suitably qualified professional services
contractor with extensive experience in environmental impact assessment to prepare
a submissions report for the Review of Environmental Factors (REF) prepared for the
<insert project name>. The purpose of the submissions report is to identify and
respond to issues raised during public display of the REF and to assess and justify
any resultant changes to the proposal including changes to safeguards and
management measures.
The submissions report will be made publicly available. The submissions report
(including any changes to the proposal) and the REF will be considered to determine
if the proposal is likely to have a significant impact on the environment and/or if there
is any requirement for referral of the proposal under the Environmental Protection
and Biodiversity Conservation Act, 1999.
1.2
Background
Provide a brief description of the proposal (including need for the proposal) as
described in the REF.
Provide an outline of the display period and display locations of the REF and the
number of submissions received.
1.3
Information available
The following information is available to assist in your response:

Submissions report guidance note and templates (Appendix A);

Detail any additional specific information that could be provided to the tenderer
to assist in the response to this brief. This could include a summary or
database of submissions received, detailing government agencies and
proportion of form letters.
The successful tenderer will have access to the following additional information to
assist with the preparation of the submissions report:

Submissions received.

<insert title of REF>. 
<insert titles of any additional supporting documents, maps etc. or further investigations already commenced>.
Roads and Maritime Services Insert Project Title REF Submissions report brief
1
2
Scope and methodology
2.1
General
The submissions report is to be prepared in accordance with the submissions report
guidance note and templates attached in Appendix A.
The submissions report will list the respondents, identify issues raised in submissions
and categorise them, summarise the issues and respond to the issues. It may be
necessary for further studies to be undertaken to address an issue, e.g. further
specialist investigations, design investigations or further consultation. The need for
any such work will be discussed with the Roads and Maritime Services project
contact.
Any changes to the proposal resulting from further investigations or submissions will
be documented, assessed and justified in the submissions report. Should changes to
the proposal require revision or addition of safeguards and management measures in
the REF, these changes will be outlined in the submissions report.
2.2
Methodology
Following receipt of submissions, each submission shall be assigned a submission
number. Categorisation of issues will involve: 
Careful review of each submission to identify issues raised. 
Collation of issues from submissions into the spreadsheet template (EIA-P05G06-T03).

Sort issues by category and amalgamate re-occurring issues.

A quality control process to ensure all issues have been identified and
categorised correctly. A reviewing procedure should be established to ensure
that any interpretive issues are resolved early. The consultant must detail how
this quality control will be organised and managed in their proposal.
Following summary of issues, preparation of responses will involve:

Consideration of whether issues are adequately addressed in the REF.

Recommendation of further investigations or consultation where necessary and
discussion with the Roads and Maritime Services contact person.

Management of any further investigations.

Summary of any further investigations.

Consultation with Roads and Maritime Services to assess whether changes to
safeguards and management measures should be made as a result of further
investigations.

Consultation with Roads and Maritime Services to assess whether changes to
the concept design are required.

Development of responses in consultation with Roads and Maritime Services,
identifying sections of the REF which address the issue or incorporating new
information where applicable.
Any changes to the proposal will need to be justified in the submissions report.
Environmental impact assessment for changes will also be required.
Roads and Maritime Services Insert Project Title REF Submissions report brief
2
3
Reporting standard
The standard for all reports prepared by the contractor must meet the following as a
minimum:

Must be prepared in accordance with the following environmental impact
assessment guidelines:

EIA-P05-G06 REF Submissions report guidance note.

EIA-P05-G06-T02 REF Submissions report template.

EIA-P05-G06-T03 REF Submissions spreadsheet template.

The draft and final copies of reports must be vetted for typographical and
grammatical errors before submission to Roads and Maritime Services. The
reports must follow the current Roads and Maritime Services editorial style
guide with spelling consistent with the Australian Macquarie Dictionary.

All reports must be written in plain English.

All reports are to be prepared to meet the Web Content Accessibility Guidelines
(WCAG) 2.0, Level AA.

For further investigations or other supporting documents, figures, tables and
graphs should be used to convey information where possible rather than
lengthy text descriptions. Titles, scales and legends should be included as
appropriate.

For further investigations and other supporting documents, any maps included
must be based on topographical information rather than cadastral information.
If published maps are reproduced their source must be acknowledged and
referenced. Maps and diagrams should include appropriate legends, scale and
bearing.

Jargon, acronyms and technical words must be avoided if possible. Where
necessary to use they are to be clearly explained at the first point of reference
in the reports.

Draft copies of reports are to be clearly watermarked ‘draft’.

Any appendices, annexures and attached data files must be clearly labelled
and readily referenced into the body of the reports.

The report cover and all documents in general must be produced in
accordance with the current Roads and Maritime Services visual identity
manual. All documents should be of a standard suitable for public availability.
[The contractor must liaise with a member of the Roads and Maritime Services
graphics panel for the preparation of materials for public availability].
Special note:
All reports submitted to Roads and Maritime Services must adhere to the
Environmental assessment procedure for project review of environmental factors –
roads (EIA-P05-2). Any report that does not adhere to this procedure, including the
acceptable deliverable standards, will not be accepted as an output under 4.3 by
Roads and Maritime Services. Time delays as a result of any inadequate reports
submitted to Roads and Maritime Services will be the responsibility of the contractor.
4
Project supervision, schedule, outputs and fees
4.1
Project supervision
Contact details for the Roads and Maritime Services representative for the project
Roads and Maritime Services Insert Project Title REF Submissions report brief
3
are as follows:
The Roads and Maritime Services representative is the person who will be
responsible for the management of the successful tenderer. Provide the contact
details for the Roads and Maritime Services representative, including postal address,
email address and phone number.
Any questions relating to the proposed activity should be directed to this person.
4.2
Project schedule
Preparation of the submissions report will commence upon receipt of a letter of
acceptance. The timeframes for preparation and finalisation of the submissions
report are as follows:
Detail the expected date for the submission of the draft report and the final report.
Include inception and progress meetings where known and relevant. The timeframe
should consider review and receipt of comments from interested parties on specialist
studies and the draft report. Allow adequate time for the Roads and Maritime
Services review and approval process. Tabular format is the most effective way of
presenting this information. The below table is a sample and should be adapted to
your project requirements.
Activity/Output
By when
Award tender
Date/timing
Inception meeting and transfer of submissions
Submit issue breakdown (eg spreadsheet) and amalgamation of
issues for Roads and Maritime Services review
Issues workshop (if required)
Date/timing
Submit recommendations for further investigations (if required)
Commence further investigations as required following Roads and
Maritime Services approval (if required)
Submit drafts of further investigations for Roads and Maritime
Services review (if required)
Submit draft responses for Roads and Maritime Services review
Submit final draft responses for Roads and Maritime Services
review
Submit draft submissions report for Roads and Maritime Services
review
Meeting to discuss draft submissions report (if required)
Date/timing
Submit final draft submissions report for review
Roads and Maritime Services approval process for public availability
of submissions report
Finalise submissions report
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
Date/timing
The project schedule allows 2 weeks for the Roads and Maritime Services to return
comments on draft reports, unless stated otherwise.
The submission of the final draft submissions report must be accompanied by
evidence of how comments received on the first draft were addressed in the final
draft. Preparation of the submissions report will not proceed until Roads and Maritime
Roads and Maritime Services Insert Project Title REF Submissions report brief
4
Services has approved the responses to comments and any doubts or differences of
opinion have been resolved.
Roads and Maritime Services approval process for publication of the submissions
report includes the following: approval of the contractor’s draft report cover;
generation of Roads and Maritime Services and ISBN publication numbers; and
potentially further revisions to the document.
4.3
Project outputs
The outputs required to for this project include the following:
a) One electronic copy (MS Excel or other program compatible with Roads and
Maritime Services software) of submissions and issues breakdown.
b) One electronic copy (MS Word version) of any draft reports for further
investigations including all appendices and figures for Roads and Maritime
Services review and comment.
c) One electronic copy (MS Word version) of draft responses to submissions.
d) One electronic copy (MS Word version) of the draft submissions report. The draft
submissions report must be deemed to be adequate as described in the REF
review guidance note (EIA-P05-G04) to be accepted by Roads and Maritime
Services.
e) Two bound hard copies, one unbound hard copy and two electronic copies (one
pdf and one MS Word version) of the final submissions report including all
appendices. Where Roads and Maritime Services comments provided in steps a)
and b) have not been accepted the consultant must discuss with Roads and
Maritime Services prior to finalising the report. The final report must be deemed
to be adequate as described in the REF review guidance note (EIA-P05-G04) to
be accepted by Roads and Maritime Services.
f) Insert any other outputs as required.
Production of any hard copy report required by the professional services contract
should involve a low environmental impact. Reports should be produced using the
following:
 Report paper: ENVI Uncoated 50/50 paper 80gsm (from Dalton Paper). If a
printer can't source, or it is uncompetitive on price, the next preference is: Tudor
RP High White Smooth 100gsm (from Spicers Paper).
 Report covers: 280-300gsm, no lamination (ENVI Recycled 50/50 300gsm or
ENVI Recycled Super Smooth 280gsm is recommended).
 Gloss-coated paper and lamination are not to be used.
 Printing and photocopying double sided.
 Employing binding methods that facilitate recycling.
 Consideration of using plant-based inks.
4.4
Project fees and payment
You are required to prepare a fixed price cost estimate for the works. A budget is to
be included for each work element showing total hours, hourly rates, disbursements
and price for you and any sub-consultants.
Roads and Maritime Services Insert Project Title REF Submissions report brief
5
Payment will be made by the method described below. No additional work outside
the agreed cost estimate is to be undertaken without prior approval of the Roads and
Maritime Services representative as identified in Section 4.1 above.
Detail the payment type that will be used. E.g. lump sum, monthly, a percentage
upon completion of a draft and the remainder at finalisation of the report, etc.
5
Response to brief
Your concise response to this brief should be submitted to the Roads and Maritime
Services representative identified above in Section 4.1 no later than close of
business insert date.
The response to this brief must detail:
a) Report contents – addressing the requirements described in Sections 2 and 3.
b) Technical skills – that details your company’s technical skills and the nominated
project team including CVs and the proposed time that they spend on the project.
The project team must identify the primary submissions report writer. The
nominated project team must also include a senior staff member who will be
responsible for certifying the quality of all deliverables. Any sub-consultants
should also be identified in this section and their contribution outlined. Outline
supervisory arrangements in place for effective management of all subconsultants.
c) Recent experience – that details your recent relevant experience and lists
relevant projects undertaken by the nominated project team.
d) Estimated costs – that addresses the requirements in Section 4.4.
e) Robustness of estimated costs – that the estimated costs are adequate and
realistic to achieve the purpose of the brief.
f) T
ime performance – that includes a detailed program of works and due dates.
g) Quality assurance process – internal quality assurance processes.
h) Additional information – that includes any other additional information that may
be relevant in the selection of the successful tenderer.
Where there is any doubt as to the intention of the services to be provided as
detailed in the brief, the scope of the work proposed should be restated in the words
of the tenderer. Any restatement must address the issues and requirements outlined
in these documents.
6
Contract information
The following information will be required to be provided for the contract. If you intend
to submit a tender for this project, please ensure that you have the following:
a) NSW Workers Compensation Insurance in accordance with the Workers
Compensation Act 1987 (or personal accident insurance).
b) Public Liability Insurance with the following:
i) Limit of Liability - not less than $10 M;
ii) Inclusion of the Roads and Maritime Services as an additional named insured
(if possible);
iii) Include Cross Liability and Waiver of Subrogation clauses (if possible).
Roads and Maritime Services Insert Project Title REF Submissions report brief
6
c) Professional Indemnity Insurance with a limit of liability not less than $1M.
d) Motor Vehicle Insurance including the following:
i) If motor vehicles will be used in the study, contractor must have
comprehensive or third party property damage motor vehicle insurance
It is a requirement of the Roads and Maritime Services that the representative and
Quality Manager must always have right of access to the contractor’s premises
where activities on the project are taking place.
If you require any further information, please contact the Roads and Maritime
Services representative.
7
Work health and safety
The contractor must incorporate work health and safety in all aspects of the project.
Safety of field workers in the vicinity of roads, heavy vehicle and general traffic is
paramount. All personnel involved in the field work must read and sign a Safe Work
Method Statement (SWMS) prepared by the contractor prior to the commencement
of any field work. A signed copy of the SWMS is to be provided to the Roads and
Maritime Services prior to accessing the site. The wearing of a high visibility safety
vest is mandatory during the field surveys.
Prior notification to landowners will be required before undertaking any field
inspections and surveys within privately owned land. The Roads and Maritime
Services representative should be contacted at least five (5) working days before
field inspections and surveys are to commence so the necessary arrangements are
made.
8
Permits
You shall ensure that all necessary permits have been obtained for undertaking the
investigations and that all work is carried out in accordance with these permits.
Copies of the relevant permits should be supplied with your response to this brief or,
where this is not feasible, provided to the Roads and Maritime Services
representative prior to commencement of field surveys. A person not covered by
these permits may not participate in surveys under this contract in a manner that
contravenes the conditions of any permit.
Any access to private property should be arranged via the Roads and Maritime
Services representative.
9
Privacy
Personal information received by the Roads and Maritime Services as part of the
submissions process is to be managed in accordance with relevant privacy
legislation and Corporate Policy – PN055 Protection of personal information. Certain
submissions, such as those in relation to Aboriginal cultural heritage, may be subject
to further privacy considerations, and in such circumstances, advice should in the
first instance be sought from the Roads and Maritime Services representative and
environment staff.
Roads and Maritime Services Insert Project Title REF Submissions report brief
7
Appendix A –Submissions report guidance
note and template
A copy of EIA-P05-G06 REF Submissions report guidance note, EIA-P05-G06-T02
REF Submissions report template and EIA-P05-G06-T03 Submissions spreadsheet
template should be included as Appendix A. Current versions are available for
download from the Environment Assessment intranet site.
Roads and Maritime Services Insert Project Title Submissions report brief
Appendix A
Appendix B – Roads and Maritime Services Insert Project Title Submissions report brief
Appendix B
Appendix C – Roads and Maritime Services Insert Project Title Submissions report brief
Appendix C
About this document Reference
number
EIA-P05-G06-T01
Title
REF submissions report brief
Parent procedure
EIA-P05-2 Project REF procedure – roads
Approval and authorisation
Prepared by
Approved by
Environment Officer
Senior Environmental Specialist (Planning & Assessment)
Principal Manager Environmental Policy, Planning & Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
2.2
August 2014
Version
Date
Revision Description
1.0
5/3/10
First issue
2.0
09/09/11
2.1
05/12/11
Minor amendments to ensure consistency with REF
procedure implementation version.
Change to Roads and Maritime Services
2.2
21/08/14
Replace grading system with decision about adequacy
as a deliverable. Update logo and template. Update to
work health and safety. Update location of document (G
drive to Objective). Updated for web accessibility
(WCAG).
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning & Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This page to be deleted from the submissions report brief.
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G06-T01 Issue 2.2
Sub no. Item no
Author name
Issue verbatim
Issue summary
Issue category
Roads and Maritime Services
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G06-T03 Issue 1.1
Sub‐issue
Suggested response
Respondent
Environmental Impact Assessment
Template
REF submissions report
EIA-P05-G06-T02
(blank page)
PROJECT NAME
Submissions report
MONTH YEAR
This document cover is to be replaced with an approved
document cover. Refer to the current Roads and Maritime
Services Visual Identity Manual.
(blank page)
Roads and Maritime Services Project title
Submissions report
Date
Prepared by
Provide Roads and Maritime Services Publication Number
Provide details and any disclaimers
Provide a document controls and reviewing register
Note: any disclaimers to be discussed with Roads and Maritime Services project
manager.
1
Executive summary
Summarise the information presented in the main body of the report. Detail the
number of submissions received, the issues raised, whether additional studies have
been carried out since the environmental assessment and any changes that are
proposed to the project, mitigation or management measures or the like.
The length of the summary should be relevant to the main body of the report and
generally no more than 2 pages.
Project title
Submissions Report
i
Contents 1
Executive summary .......................................................................................................................................................... i
1
Introduction and background................................................................................................................................1
1.1 Purpose........................................................................................................................................................................1
1.2 The proposal............................................................................................................................................................1
1.3 REF display ..............................................................................................................................................................1
2
Response to issues .........................................................................................................................................................2
2.1 Overview of issues raised............................................................................................................................2
2.2 Issue 1, eg biodiversity...................................................................................................................................3
2.3 Issue 2, eg noise and vibration ...............................................................................................................3
3
Additional assessment..................................................................................................................................................5
3.1 Additional study name.....................................................................................................................................5
4
Changes to the proposal.............................................................................................................................................6
4.1 Change 1 eg Relocation of intersection with the North-South Link with
Illawarra Road further south.....................................................................................................................................6
4.2 Change 2 etc ...........................................................................................................................................................6
5
Environmental management....................................................................................................................................7
5.1 Environmental management plans (or system)........................................................................7
5.2 Summary of safeguards and management measures .......................................................7
5.3 Licensing and approvals ............................................................................................................................10
6
References...........................................................................................................................................................................11
Appendices
List all appendices
Project title
Submissions Report
ii
1
1.1
Introduction and background
Purpose
This submissions report relates to the review of environmental factors (REF)
prepared for the <insert project title>, and should be read in conjunction with that
document.
The REF was placed on public display and submissions relating to the proposal and
the REF were received by Roads and Maritime Services. This submissions report
summarises the issues raised and provides responses to each issue (Chapter 2),
details investigations carried out since finalisation of the review of environmental
factors (Chapter 3), describes and assesses the environmental impact of changes to
the proposal (Chapter 4), and identifies new or revised environmental management
measures (Chapter 5).
1.2
The proposal
Briefly describe what the proposal is as presented in the displayed REF.
1.3
REF display
Roads and Maritime Services prepared a review of environmental factors to assess
the environmental impacts of the proposed works. The review of environmental
factors was publically displayed between <insert start date> and <insert end date> at
<insert number of physical locations> locations, as detailed in Table 1.1. The review
of environmental factors was placed on the Roads and Maritime Services internet
website and made available for download. The display locations and website link
were advertised in <state the publications that the display was advertised in. Use a
bulleted list if necessary>.
In addition to the above public display, an invitation to comment and copy of the
review of environmental factors was sent directly to several identified stakeholders
(Appendix A).
Table 1.1: Display locations
Location
Project title
Submissions Report
Address
1
2
Response to issues
Roads and Maritime Services received <insert number> submissions, accepted up
until the <insert date of last submission accepted>. Table 1.2 lists the respondents
and each respondent’s allocated submission number. The table also indicates where
the issues from each submission have been addressed in Chapter 3 of this report.
Table 1.2: Respondents
Submission Section number where issues are
Respondent
No.
addressed
State whether an
XX
X.X, etc.
individual
submission or an
agency/organisation
submission. If an
individual do not
provide the
individual’s name or
address. If an
agency or
organisation, name
the agency or
organisation).
If there are a large number of submissions received it may be appropriate to include
the table list of respondents in an appendix rather than in the report itself. Consult
with regional environment staff if a large number of submissions are received.
2.1
Overview of issues raised
A total of [insert number of submissions received] submissions were received in
response to the display of the environmental assessment comprising [insert number
of government agency submissions] government agencies and [insert number of
community submissions] from the community.
Each submission has been examined individually to understand the issues being
raised. The issues raised in each submission have been extracted and collated, and
corresponding responses to the issues have been provided. Where similar issues
have been raised in different submissions, only one response has been provided.
The issues raised and Roads and Maritime Services response to these issues forms
the basis of this chapter.
State the number or percentage of submissions which objected to the proposal,
supported the proposal, or which did not offer a position at all on the proposal.
Briefly describe the main issues raised by each government body.
Briefly summarise the main issues raised by the public.
Include brief comment on the number of form letters received.
Project title
Submissions Report
2
2.2
Issue 1, eg biodiversity
Identify and address the issues raised in submissions under appropriate issue
categories. Where possible, issue categories should correspond with sections from
the review of environmental factors. In some cases, it may be necessary to have subcategories for issues. As a guide, if you find that you are providing the same
response to different issues, it is a sign that the issues should be amalgamated.
Refer to section 2.3 of the guidance note for further advice.
2.2.1
Sub-issue (only use if required to further breakdown issues), eg flora Submission number(s) List the submission number(s) applicable. Issue description
Note: Summarise each issue that falls within the issue category or sub-category in 13 sentences and present all of the issues in a bullet list. The issue summary should
not present the respondent’s issues verbatim. Describe the issue objectively, without
any emotive or colloquial language. Be careful not to lose the intent of the issues
raised. Refer to section 2.2 and 2.3 of the guidance note for further advice.
In summary, the respondent(s) raised the following issues:
1)
Response
Note: Provide a response to the issues. When writing responses, consideration
should be given to the following:
 Summarise or paraphrase information from the environmental assessment.
 Where necessary, provide new information or analysis.
 Do not repeat the issue in the response.
 Objectively respond to the issue.
 Do not include emotions or attitude in the response.
 Where necessary, refer to relevant parts of the REF documentation to provide
clarification on issues (eg ‘Table 4.1 of Working Paper 2 details the hydrology
impacts on Deep Creek’).
 Do not make personal references (ie “our”, “their”, names etc).
Number the responses in accordance with the issues summary above.
2.3
Issue 2, eg noise and vibration
2.3.1
Sub-issue (only use if required to further break down issues), eg
construction noise
Submission number(s)
List the submission number(s) applicable.
Issue description
In summary, the respondent(s) raised the following issues:
Project title
Submissions Report
3
1)
Response
1)
Project title
Submissions Report
4
3
Additional assessment
Note: This chapter may not always be required. It is used to describe any additional
assessment or supplementary investigations undertaken since the display of the
REF.
If this chapter is included, the following should be described:
 The scope of the study, eg a noise impact assessment of a specific
component of the proposal such as mobile plant equipment.
 The reason the additional investigation has been undertaken, eg at the
request of the Office of Environment and Heritage.
 Any outcome or further action that has resulted from the investigation eg
additional management or mitigation measures or amendments to the details
of the proposal.
If additional investigations result in changes to the proposal or any management or
mitigation measures being modified or added, specifically refer to these.
3.1
Additional study name
3.1.1
Summary
3.1.2
Additional management and mitigation measures
Project title
Submissions Report
5
4
Changes to the proposal
Note: this chapter provides details of any changes to the proposal. It may not be
needed for all reports.
4.1
Change 1 eg Relocation of intersection with the NorthSouth Link with Illawarra Road further south
4.1.1
Description
Describe the proposed change with reference to what was originally proposed in the review of environmental factors. Where relevant, include or make reference to any amended designs or concept plan figures. Outline the reason for the proposed change and refer to any supporting documents. 4.1.2
Environmental assessment
Carry out an environmental assessment for the proposed change and the relevant
environmental impacts. It should reference the relevant sections of the REF or
specialist reports where impacts have previously been covered.
The environmental assessment section should generally be brief and indicate that
changes are substantially consistent with the original description of the proposal and
would result in no adverse impacts. When assessing design changes it is acceptable
to detail assessment by exception – eg indicating that a design change such as a
revised signage strategy will not impact on Aboriginal heritage, biodiversity etc and
not including any assessment of these but appropriately covering off on socioeconomic issues.
Refer to additional studies or other supporting documents where relevant.
4.1.3
Revised management and mitigation measures
Describe any alterations or additions to management and mitigation measures that
have arisen from the alteration to the proposal.
4.2
Change 2 etc
4.2.1
Description
4.2.2
Environmental assessment
4.2.3
Revised management and mitigation measures
Project title
Submissions Report
6
5
Environmental management
The REF for the proposal title identified the framework for environmental
management, including management and mitigation measures that would be adopted
to avoid or reduce environmental impacts (section XX of the review of environmental
factors).
After consideration of the issues raised in the public submissions and changes to the
proposal, the management and mitigation measures have been revised. Insert brief
summary of changes to mitigation measures and reference sections where changes
are identified and discussed.
Should the proposal proceed, environmental management will be guided by the
framework and measures outlined below.
5.1
Environmental management plans (or system)
A number of safeguards and management measures have been identified in order to
minimise adverse environmental impacts, including social impacts, which could
potentially arise as a result of the proposal. Should the proposal proceed, these
management measures would be incorporated into the detailed design and applied
during the construction and operation of the proposal.
A Project Environmental Management Plan (PEMP) and a Contractors
Environmental Management Plan (CEMP) will be prepared to describe safeguards
and management measures identified. These plans will provide a framework for
establishing how these measures will be implemented and who would be responsible
for their implementation.
The plans will be prepared prior to construction of the proposal and must be reviewed
and certified by environment staff, [Insert region], prior to the commencement of any
on-site works. The CEMP will be a working document, subject to ongoing change
and updated as necessary to respond to specific requirements. The CEMP and
PEMP would be developed in accordance with the specifications set out in the [adjust
as necessary: QA Specification G36 – Environmental Protection (Management
System), QA Specification G38 – Soil and Water Management (Soil and Water Plan)
and the QA Specification G40 – Clearing and Grubbing].
Refer to section 7.1 of Preparing a project REF guidance note (EIA-P05-G02) for
further assistance if required.
5.2
Summary of safeguards and management measures
Environmental safeguards outlined in this document would be incorporated into the
detailed design phase of the proposal and during construction and operation of the
proposal, should it proceed. These safeguards would minimise any potential adverse
impacts arising from the proposed works on the surrounding environment. The
safeguards and management measures are summarised in Table X.
Add or modify management measures as required. Refer to section 7.2 of Preparing
a project REF guidance note (EIA-P05-G02) and section 2.6 of Preparing a REF
submissions report (EIA-P05-G06) for further information.
Project title
Submissions Report
7
Table X: Summary of site specific environmental safeguards.
No.
Impact
Environmental safeguards
Responsibility
Timing
1
General

All environmental safeguards must be incorporated within the
following:
o Project Environmental Management Plan
o Detailed design
o Contract specifications for the proposal
o Contractor’s Environmental Management Plan
Project manager
Pre-construction
2
General

A risk assessment has been/ must be carried out on the
proposal in accordance with Project Pack and PMS risk
assessment procedures to determine an audit and inspection
program for the works. The recommendations of the risk
assessment are to be implemented.
A review of the risk assessment must be undertaken after the
initial audit or inspection to evaluate is the level of risk chosen
for the project is appropriate.
Any works resulting from the proposal and as covered by the
REF may be subject to environmental audit(s) and/or
inspection(s) at any time during their duration.
Project
regional
staff
Pre-construction
The environmental contract specification [insert name] must be
forwarded to the Roads and Maritime Services Environment
Manager [insert region/program] for review at least 10 working
days prior to the tender stage.
A contractual hold point must be maintained until the CEMP is
reviewed by the Roads and Maritime Services Environment
Manager [insert region/program].
Project manager


3
General


Project title
Submissions Report
8
manager
and
environmental
After first audit
Pre-construction
No.
Impact
Environmental safeguards
Responsibility
Timing
4
General

The Project Manager must notify the Roads and Maritime
Services Environment Officer [insert region/program] at least
five working days prior to work commencing.
Project manager
Pre-construction
5
General

All businesses and residences likely to be affected by the
proposed works must be notified at least five working days prior
to the commencement of the proposed activities.
Project manager
Pre-construction
6
General

Environmental awareness training must be provided, by the
contractor, to all field personnel and subcontractors.
Contractor
Pre-construction
and
during
construction as
required.



Project title
Submissions Report
9
5.3
Licensing and approvals
List all relevant licenses, permits, notifications and/or approvals needed to
construct/operate the proposal in a table.
Refer to Section 7.3 of Preparing a project REF guidance note (EIA-P05-G02) for
further information.
Table X: Summary of licensing and approval required.
Requirement
Describe exactly what is required.
eg Minister for Primary Industries must be
notified of any dredging or reclamation
works prior to the undertaking of such
works.
Project title
Submissions Report
Timing
Specify the timing for the license,
permit, notification or approval.
A minimum of 28 days prior to the
commencement of the works.
10
6
References
Provide a reference list with documents listed in alphabetical order according to the
authors’ names. The format of the reference list should be consistent with the
Harvard referencing style, eg:
Office of Environment and Heritage 2011, Sustainable Mountain Biking Strategy,
Sydney.
Include a reference for the Review of Environmental Factors.
Project title
Submissions Report
11
About this release Reference
number
EIA-P05-G06-T02
Title
REF submissions report template
Parent procedure
EIA-P05-P02 Project REF Procedure – roads
Approval and authorisation
Prepared by
Approved by
Environment Officer
Senior Environmental Specialist (Planning & Assessment)
Principal Manager Environmental Policy, Planning & Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
2.3
August 2014
Version
Date
Revision Description
1.0
5/3/10
First issue
1.1
15/2/11
First issue revision – changes to issues numbering
2.0
09/09/11
2.1
05/12/11
Minor amendments to ensure consistency with REF
procedure implementation version
Change to Roads and Maritime Services
2.2
09/07/13
Minor updates to safeguards table
2.3
21/08/14
Update logo and report cover. Update titles following
restructure. Document made web accessible (WCAG).
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning and Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This page to be deleted from the submissions report.
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G06-T02 Issue 2.3
[insert name], [insert name of delegated manager as
per EIA_P05-1]
[insert name], General Manager Environment
[insert name], [insert title of relevant manager eg
Principal Manager Project Development]
[insert name], [Environment Manager region/program]
[insert name], [insert position title of relevant regional
CC:
comms. staff]
[insert name], General Manager Communication &
Stakeholder Engagement
[insert name], [insert position Date: [Date]
From:
of lead environment advisor]
[insert name], [insert position
of project manager]
File no: [File number]
Pages: [No. of pages]
Subject: Proposed [insert name of project] at [insert location] –
approval of submissions report
To:
MEMO
Issue
Approval of the [insert name of project] submissions report as suitable to be made publically available
by publication on the RMS website. Note: this memo is for sign off that the submissions report is
suitable to be made publically available on the website. For approval to publish the document follow
Communications’ procedure using the approval to publish memo.
Background
The review of environmental factors (REF) was prepared for the [insert brief description of the project,
including identification of any program of works to which the project belongs].
The REF was placed on public display from [insert start date] to [insert end date] with comments
accepted until [insert date if beyond end date]. A total of [insert number] submissions were received in
response to the display of the REF comprising submissions from the community, [identify agencies
and other representative bodies]. [Insert number] of these submissions were received from
individuals.
Preparation of submissions report
The submissions report has been prepared and certified by [insert contractor(s)] in accordance with
the Project review of environmental factors procedure - roads (EIA-P05-2).
The project manager, lead environment advisor, relevant specialists in Environment Branch, the
Urban Design team and [insert details of other staff/groups that have reviewed the submissions report
and/or specialist reports] have been involved in preparation and review of the submissions report.
Main issues and responses to submissions
The main issues raised in the submissions included:
 [Summarise key issue]  Response: [insert summary of RMS response to issue]  [Summarise key issue] Memo
Page 1
 Response: [insert summary of RMS response to issue]
Since display of the REF, the proposal has been refined to take into consideration [landowner
discussions], submissions received and additional environmental assessment undertaken. These
refinements include:
 [Insert recent amendments]
The potential environmental impacts of these refinements have been outlined in the submissions
report and proposed safeguard and mitigation measures amended accordingly.
The issues raised during the public display of the REF have been adequately summarised and
responded to. All potential environmental impacts have been assessed adequately with appropriate
safeguards and management measures identified to avoid, minimise and mitigate impacts. The
implementation of the safeguards and management measures identified in the submissions report
would appropriately manage and mitigate the potential impacts.
The submissions report [and specialist reports] [is/are] attached.
Comment
The submissions report is suitable to be made publically available by publication on the RMS website.
Recommendation
It is recommended that the [insert project name] submissions report be approved for publication on
the RMS website.
_______________________________
[name]
[position title of lead environment advisor]
_______________________________
[name]
[position title of project manager] [Note: in signing this memo the LEA and PM are satisfied that the submissions report is adequate to be made publically available] ________________________________
[name] [Environment Manager [region/program] Agreed / disagreed
________________________________
Agreed / disagreed
[name] [relevant manager eg principal manager project development [region/area]] ________________________________
[name] [General Manager Environment] Endorsed / not endorsed / endorsed with changes
________________________________
Approved / not approved / approved with changes
[name]
Memo
Page 2
[relevant manager eg General Manager Project Development / General Manager Project Delivery]
Please return this paperwork including the approval to publish to:
[insert contact person for the REF]
Memo
Page 3
[Select and type date] [Select and type reference number] [Select and type file number] [Select and type recipient name] [Select and type recipient company] [Select and type recipient address line 1] [Select and type recipient address line 2] [Select and type recipient address line 3] Dear [Select and type salutation and name] [insert name and location of project]
Thank you for your submission on the [insert short name of project]. Roads and Maritime Services has prepared a report to respond to all of the issues raised in
submissions received during the public display of the [insert short name of project] Review of
Environmental Factors (REF). The report is available on the project website [insert web address]. If you wish to discuss this matter, or require a hard copy of the report, please contact [insert name of RMS contact] on [insert phone number of contact]. Yours sincerely / faithfully [Select and type sender name] [Select and type sender position] Roads and Maritime Services
101 Miller Street North Sydney NSW 2060 | Locked Bag 928 North Sydney NSW 2059 DX10516 | www.rms.nsw.gov.au | 131 782
Environmental Impact Assessment
Guidance Note
Project REF decision
EIA-P05-G07
Contents
1
1.1
1.2
Introduction ............................................................................................................................................................................................. 1
Purpose ............................................................................................................................................................................................... 1
Background ...................................................................................................................................................................................... 1
2
Making a recommendation and decision...................................................................................................................... 1
3
Using the project REF decision memo template ................................................................................................... 3
Key points

Responsibility for deciding if an activity proposed in a project REF (and
submissions report if relevant) is likely to significantly affect the environment
and deciding whether the activity should or should not proceed rests with the
relevant delegated manager. This decision is based on a response to the
recommendation made by the regional/program Environment Manager.

The REF decision memo must be used to document the decision making
process for all project REFs.

If a submissions report was not necessary, contact the SES (P&A) for advice
on additional steps in the decision process.
1
Introduction
1.1
Purpose
The purpose of this guidance note is to outline the Roads and Maritime Services
decision making process for project REFs (and submissions reports if relevant) using
the Project REF decision memo (EIA-P05-G07-T01).
1.2
Background
Roads and Maritime Services has a statutory responsibility under Section 111 of the
Environmental Planning and Assessment Act 1979 (EP&A Act) to examine and take
into account to the fullest extent possible all matters affecting or likely to affect the
environment by reason of that activity. Section 112 of the EP&A Act requires Roads
and Maritime Services to establish whether or not an environmental impact statement
is required to be prepared because the activity is likely to significantly affect the
environment. Under the Commonwealth Environmental Protection and Biodiversity
Conservation Act 1999, Roads and Maritime Services is required to establish
whether the proposal has the potential to significantly impact any matters of national
environmental significance or impact on Commonwealth land.
Responsibility for deciding if an activity proposed in a project REF (and submissions
report if relevant) will, or is likely to have a significant affect on the environment (and
require the preparation of an environmental impact statement), is likely to have a
significant impact on any matters of national environmental significance or an impact
on Commonwealth land and whether or not the activity may proceed rests with the
relevant delegated manager. This decision is made in response to the
recommendation made by the regional/program Environment Manager.
2
Making a recommendation and decision
The recommendation on the activity proposed in the REF (and submissions report if
relevant) should be made independently of project management considerations, such
as project timeframes, and political considerations. The recommendation indicates
that Roads and Maritime Services has and will continue to adhere to its statutory
environmental responsibilities in the assessment and management of the proposal.
If a recommendation is made to proceed with a proposal, the regional/program
Environment Manager is effectively certifying that Roads and Maritime Services has
considered environmental impacts to the fullest extent possible and that the proposal
is not likely to result in a significant environmental affect on the environment. It is
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G07 Issue 2.2
1
therefore vital that the regional/program Environment Manager provides a
reasonable, appropriately considered and defendable recommendation. The person
making the recommendation on the proposal should not be the same as the person
responsible for preparing the REF or submissions report (if relevant).
Below are some questions to consider when formulating a recommendation and
alternatives that may apply.
Is the REF deficient in any aspect?
The regional/program Environment Manager may consider that the REF and/or
submissions report does not provide enough information to make an informed
judgement as to whether significant impacts are likely. Consultation efforts
documented in the REF and/or submissions report may not satisfy statutory
requirements. The proposed safeguards and management measures may not be
considered adequate or sufficient in their own right. If the safeguards in the REF (or
as amended in the submissions report) are not sufficient the REF and/or submissions
report should be amended and the project not determined until they are adequate.
Additional conditions or requirements must not be included as part of the
recommendation in the REF decision memo.
In these cases, the regional/program Environment Manager should require
amendments to the REF and/or submissions report and delay preparing the decision
memo until the REF and/or submissions report provides satisfactory information.
Is the proposal likely to significantly affect the environment?
The regional/program Environment Manager may consider, based on the information
in the REF, submissions report and any other specific advice available, that a
significant impact on the environment is likely to result from the proposal. The
following environmental impacts are more likely to be significant (although there may
be others):
 Impacts which are extensive relative to the receiving environment.
 Impacts in an area where the environment has low resilience.
 Impacts which cannot be predicted with any confidence.
 Impacts which are not consistent with Roads and Maritime Services or other
government policy or for which there are no other adequate government controls.
 Impacts with irreversible health or safety implications.
 Impacts which are inconsistent with community values.
Is a referral to the Australian Government under the EPBC Act required?
If the potential for impacts is such that the proposal requires a referral to the
Australian Government, the assessment of the project under Part 5 of the EP&A Act
should be reconsidered.
Does the proposal require a concurrence, consent or approval?
A recommendation to proceed with the proposal should be conditional on receipt of
documentary evidence of any concurrence, consent or approvals required to be
received prior to making a determination under Part 5 of the EP&A Act and
compliance with any conditions.
If the regional/program Environment Manager considers that it is not appropriate to
proceed with a project, the Senior Environmental Specialist (Planning & Assessment)
must be contacted to discuss this recommendation. The Senior Environmental
Specialist (Planning & Assessment) will provide support and advice in these
circumstances.
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G07 Issue 2.2
2
3
Using the project REF decision memo template
The Project REF decision memo (EIA-P05-G07-T01) is designed to document the
decision making process for activities considered under a project REF (and
submissions report if relevant).
The decision memo template is to be used by the regional/program Environment
Manager to make a recommendation to the relevant delegated manager on whether
or not the project as assessed should proceed.
The memo template provides template text which is to be tailored where prompted to
the specifics of the proposal. When issues are encountered which may not be
adequately covered by the template, additional sections may be added. In these
situations the regional/program Environment Manager should first consult with the
Senior Environmental Specialist (Planning & Assessment).
The decision memo template consists of a description and discussion of the proposal
including a recommendation as to whether the project should proceed.
A copy of the project REF under consideration (including any necessary specialist
reports and the submissions report if relevant) and the completed Project REF review
checklist - reviewer (EIA-P05-G04-T02) must be attached to the decision memo.
These items must be completed and attached for the decision memo to be valid.
If an audit and inspection schedule risk assessment is undertaken concurrently with
the preparation of the decision memo, the results should be attached to the memo.
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G07 Issue 2.2
3
About this document
Reference
number
EIA-P05-G07
Title
Guidance note: Project REF decision
Parent procedure
EIA-P05-2 Project REF Procedure – roads
Approval and authorisation
Prepared by
Approved
by
Environment Officer
Senior Environmental Specialist (Planning and Assessment)
Principal Manager Environmental Policy, Planning and Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
2.2
August 2014
Version
Date
Revision Description
1.0
30/6/10
First issue (trial version).
2.0
09/09/11
2.1
05/12/11
2.2
21/08/14
Trial version comments incorporated. Legal review
complete. Implementation version.
Reference to submissions report added. Change to
Roads and Maritime Services.
Update report cover including logo. Update to titles from
restructure. Made web accessible (WCAG).
Your comments and suggestions to improve this or any of the EIA guidelines may be
sent to:
Senior Environmental Specialist (Planning and Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This guidance note should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G07 Issue 2.2
4
Delegated manager
[Multiple recipients]
[Environment Manager
Date: [Date]
[region/program]]
[Recipient reference]
Ref:
Pages: [Insert pages]
File no: [File number]
Subject: [Project Name], [Project Location]
To:
CC:
From:
REF DECISION MEMO
Project
[insert project name]
Location
[insert project location]
Discussion
Part 5 of the Environmental Planning and Assessment Act 1979 applies to the
proposal. The REF has been reviewed and considered against the requirements of
sections 111 and 112 of the Environmental Planning and Assessment Act 1979.
In considering the proposal this assessment has examined and taken into account to
the fullest extent possible, all matters affecting or likely to affect the environment by
reason of that activity as addressed in the REF, submissions report and associated
information. This assessment is considered to be in accordance with the factors
required to be considered under clause 228 of the Environmental Planning and
Assessment Regulation 2000.
The proposal described in the REF [and submissions report] will have some
environmental impacts which can be ameliorated satisfactorily. Having regard to the
safeguard and management measures proposed, this assessment has considered
that these impacts are unlikely to be significant and therefore an environmental
impact statement does not need to be prepared and approval for the proposal does
not need to be sought under Part 5.1 of the Environmental Planning and Assessment
Act 1979.
or
The proposal described in the REF [and submissions report] is likely to have
significant environmental impacts in respect of [insert details] which may not be able
to be ameliorated satisfactorily. Having regard to these impacts and the safeguard
and management measures proposed, it is considered that these impacts are likely
to be significant and therefore an environmental impact statement must be prepared
and approval must be sought under Part 5.1 of the Environmental Planning and
Assessment Act 1979 from the Minister for Planning.
The assessment has considered the potential impacts of the activity on critical habitat
and on threatened species, populations or ecological communities or their habitats
for both terrestrial and aquatic species as defined by the Threatened Species
Conservation Act 1995 and the Fisheries Management Act 1994.
This template should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G07-T01 Issue 2.3
1
The proposal described in the REF [and submissions report] will not affect declared
critical habitat. The activity described in the REF [and submissions report] will not
significantly affect threatened species, populations or ecological communities or their
habitats. Therefore the concurrence of the Secretary of the Department of Planning
and Environment and a species impact statement is not required.
or
The proposal described in the REF [and submissions report] [will/will not] affect
declared critical habitat. The activity described in the REF [and submissions report]
[will/will not] significantly affect threatened species, populations or ecological
communities or their habitats. Therefore the concurrence of the Secretary of the
Department of Planning and Environment and a species impact statement [is/is not]
required.
In addition to the above, the assessment considered the effect of the proposal on:
 Conservation agreements under the National Parks and Wildlife Act 1974.
 Plans of management under the National Parks and Wildlife Act 1974.
 Joint management agreements under the Threatened Species Conservation
Act 1995.
 Biobanking agreements under the Threatened Species Conservation Act
1995.
 Wilderness areas under the Wilderness Act 1987.
[Identify whether any of the above are relevant to the proposal, the likely effect and
any notification or consent requirements that apply to the project].
The assessment has also addressed the potential impacts on the activity on matters
of national environmental significance and any impacts on Commonwealth land and
concluded that there will be no significant impacts. Therefore there is no need for a
referral to be made to the Australian Government Department of the Environment for
a decision by the Commonwealth Minister for the Environment on whether
assessment and approval is required under the Environment Protection and
Biodiversity Conservation Act 1999.
or
The assessment has also addressed the potential impacts on the activity on matters
of national environmental significance and any impacts on Commonwealth land and
concluded that there will be significant impacts on [insert details]. Therefore there is a
need for a referral to be made to the Australian Government Department of the
Environment for a decision by the Commonwealth Minister for the Environment on
whether assessment and approval is required under the Environment Protection and
Biodiversity Conservation Act 1999.
The REF [and submissions report] is considered to be of adequate quality and meets
all relevant requirements. The completed REF review checklist is attached.
Improvements made to the REF [and submissions report] during the review process
include:
or
The REF [and submissions report] is not considered to be of adequate quality and
does not meet all relevant requirements. [insert reasons/details why the
REF/submissions report is not of adequate quality]. The completed REF review
checklist is attached.
This template should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G07-T01 Issue 2.3
2
Recommendation
It is recommended that the proposal to [insert brief description of works] at [insert
location] as described in the [name of REF and version no. if appropriate] dated [date
of REF] [and [name of submissions report] dated [date of submissions report]]
proceed subject to the implementation of all safeguards identified in the REF
[submissions report] and compliance with all other relevant statutory approvals,
licences, permits and authorisations. The REF [and submissions report] has
examined and taken into account to the fullest extent possible all matters likely to
affect the environment by reason of the activity and established that the activity is not
likely to significantly affect the environment. The REF [and submissions report] has
concluded that there will be no significant impacts on matters of national
environmental significance or any impacts on Commonwealth land.
This project determination will remain current for [five years] until [insert lapse date]
at which time it shall lapse if works have not been physically commenced. The preconstruction checklist must be completed prior to the commencement of any works.
A risk assessment has been carried out on the proposal in accordance with the
[reference relevant process/procedure] to determine an audit and inspection program
for the works, the results of which are attached (refer to Attachment [insert
attachment no.]).
or
It is recommended that the proposal to [insert brief description of works] at [insert
location] as described in the [name of REF and version no. if appropriate] dated [date
of REF] [and [name of submissions report] dated [date of submissions report]] not
proceed for the following reasons:
 insert reasons why it is recommended that the proposal not proceed]
[Keep recommendation and signatures on the same page]
Recommended by:
________________________________
[Insert name]
[Insert position]
Optional: Supported / not supported by:
________________________________
[Insert name] [Insert position of Principal Manager (eg Principal Manager Project Development [region/area] or equivalent delivery or asset principal manager)] Determined in accordance with the above recommendation under delegated authority and in accordance with sections 111 and 112 of the Environmental Planning and Assessment Act 1979: This template should be used in conjunction with procedure EIA-P05-2
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EIA-P05-G07-T01 Issue 2.3
3
________________________________
Date: ________________
[Insert name of delegated manager determining the REF – details of delegations are
contained in the Delegations Manual] [Insert position] Attachments
1.
2.
3.
4.
[Insert name and date of REF]
[If relevant insert name and date of submissions report]
REF review checklist
Audit and inspection program risk assessment
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G07-T01 Issue 2.3
4
About this document Reference
number
EIA-P05-G07-T01
Title
REF decision memo template
Parent procedure
EIA-P05-2 Project REF procedure – roads
Approval and authorisation
Prepared by
Approved by
Environment Officer
Senior Environmental Specialist (Planning & Assessment)
Principal Manager, Environmental Policy, Planning & Assessment
Objective location
Global Folder \ RMS Global Folder \ ENVIRONMENT \ Procedures \ Environment
Planning and Assessment Procedures \ EIA-P05-2 Project REF Roads
Document status
Date
2.3
August 2014
Version
Date
Revision Description
1.0
30/6/10
First issue (trial version)
2.0
09/09/11
2.1
05/12/11
2.2
26/03/11
Trial version comments incorporated. Legal review
complete. Implementation version.
Reference to submissions report added. Change to
Roads and Maritime Services.
Update to Commonwealth Minister title.
2.3
21/08/14
Update to Commonwealth Minister title and
Commonwealth and State department titles. Change to
Roads and Maritime logo. Change title from Director
General to Secretary. Update for web accessibility
(WCAG).
Your comments and suggestions to improve this or any of the EIA templates may be
sent to:
Senior Environmental Specialist (Planning and Assessment)
Environmental Policy, Planning and Assessment
Environment Branch, Roads and Maritime Services
Level 17, 101 Miller Street
North Sydney, NSW 2060
Ph: 8588 5726
This template should be used in conjunction with procedure EIA-P05-2
Printed copies of this document are uncontrolled
EIA-P05-G07-T01 Issue 2.3