Management Review Diary

Date: 15 Dec 2015

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

No recent changes

Customer complaints:

None this year

Environmental targets:

Front native plant/butterfly garden demonstration area seeded and growing well

Standards compliance:

Continuing to maintain Quality System and Management Plan as per QBase and ISO 9000 standards.

Chemical use:

The use of smaller packs and return to base has resulted in continued lessening of laboratory waste

Unusual incidents:

None this year

Supplier performance:

No supplier issues
Business aspects: Walk-in aspect of lab services identified as loss making. Laboratory refocussed on contract support.
Internal audits & reviews: Internal audit, 14 Dec 2015.

Date: 15 April 2014

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

No recent changes to safety, environmental or business legislation that affect Delta.

Customer complaints:

None this year.

Environmental targets:

Little progress this year.

Standards compliance:

SAI Global conducted an annual audit on 1 August 2013. No observations or CARs were recorded. This was the last audit SAIGlobal will be conducting for us..

Chemical use:

Continuing to use the smaller pack sizes.

Unusual incidents:

None this year

Supplier performance:

There have been no supply issues with existing suppliers.
Business aspects: Continuing changes and restructuring within NRM/DEWNR have resulted in a slow-down in new small projects. Some focus on WSUD and on community education projects has yielded extra work.
Internal audits & reviews: Reviewed WorkZone safety management plan sections

Date: 24 Jan 2013

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

No recent changes to safety, environmental or business legislation that affects Delta.

Customer complaints:

None this year.

Environmental targets:

We have been working with the NRM Board to manage rabbits in the St Kilda seawall plantings (providing trail-cams to monitor off-target taking of bait). Solar photovoltaics have had their 3-year check.

Standards compliance:

SAI Global conducted an annual audit on 12 June 2012. The SAI Global auditor 1) confirmed the WZTM refresher course had been undertaken, and 2) recommended that all proposal templates be checked and reference to NATA be updated. This has occurred.

Chemical use:

The smaller chemical stocks and bacterial media stocks now being held have been sufficient for our needs. IDEXX is now offerring smaller packages of consumable equipment such as Quantitrays, to match their smaller format media packs, so this will reduce the quantity of stock of these non-chemical items we need to keep, as well.

Unusual incidents:

None this year

Supplier performance:

There have been no supply issues with existing suppliers.
Business aspects: Changes and restructuring within NRM/DEWNR have resulted in a slow-down in new small projects. Working more closely with other consultants on larger, joint projects.
Internal audits & reviews: Reviewed the Calibration and Test Plan. Removed 3-yearly calibration of the analytical balances in favour of daily checks with calibrated masses.

Date: 10 April 2012

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

DPTI has changed several of their requirements for Traffic Management Plans. A new Field Guide has been issued detailing all the WZTM plans and a copy has been lodged in the Delta library at 614 GOV. All required WZTM training has been undertaken and Delta's safety procedures updated to reflect the necessity of using the new plans.

Customer complaints:

None this year.

Environmental targets:

The St Kilda Progress Association and the NRM Board will be planting the remainder of the seawall with a native plant demonstration garden. Delta's existing demonstration garden has had its layer of much topped up with Jeffries forest mulch and the existing plantings will be visually sympathetic with the larger public garden. It is planned to undertake additional seeding in the northern part of Delta's demonstration garden in May 2012.

Standards compliance:

SAI Global conducted their triennial audit on 17 June 2011. While checking the register of equipment calibration, which is managed using MS Outlook (and which was all up-to-date, it was noted that a training item ( the annual WZTM refresher) also managed using MS Outlook, had not been completed. This has been rectified and was noted on the audit for checking in 2012. The Training Matrix has been updated to reflect the recent training.

Chemical use:

The smaller stocks held have not required further modifications, but all tests will be reveiwed again next year.

Unusual incidents:

None this year.

Supplier performance:

We have added a new supplier of prepared microscope slides to our suppliers. There have been no supply issues with existing suppliers. The Supplier List has been updated.
Business aspects: This has been a year of consolidation.
Internal audits & reviews: Reviewed the Safety Plan and all related procedures and instructions. The safety system now includes a requirement to use a GPS messenger for remote work, additional safety clothing advice, and updated advice on WorkZone Traffic Management.

Date: 19/03/2011

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

A test'n'tag routine using external testers has been established for all portable appliances. The SA EPA has had a rewrite of many of their guidelines this year, but they have also made locating them on their website much easier, obviating the necessity of downloading them.

Customer complaints:

None this year

Environmental targets:

The demonstration garden has been seeded with native plants and the wet summer resulted in a high initial rate of success. Rabbit damage is occurring and some areas require extra seeding. Enchylaena plants are fruiting even though they are still very small, and this is attracting many more birds. Records of water use and electricity show measurable benefits from the installation of the PV system and rain/mains system last year.

Standards compliance:

SAI Global audited us on 28 June 2010. There were no conditions resulting from the audit, however a recommendation on updating our proposal template to remove reference to our previous NATA certification was made, and this has occurred.

Chemical use:

Reviewed test reagent requirements and returned expired reagents and those used for tests that are no longer undertaken to the suppliers for disposal.

Unusual incidents:

On 5 August 2010, Ruth twisted her ankle, playing with Daniel and Oliver. We looked at her footware, but the problem seems to have been not related to anything other than rough-housing on uneven ground. After a day's rest the ankle was pain-free. No other treatment was required.

Supplier performance:

We maintained the same suppliers this year as we used last year. There have been no supply issues.
Business aspects: We have successfully gained appointment or reappointment to several State and Local government contractor panels (DTEI, LMC, Southern Councils). This simplifies the process of obtaining work from these clients.
Internal audits & reviews: As a result of staff changes, it was decided to review all staff related procedures. An additional safety procedure relating to safely working outdoors in the heat was added to the management manual (see the Safety Management Plan and Beat the Heat), and all job descriptions were updated. Recent additions to IDEXX's approvals caused us to review the microbiology test method (Microbiological screening of environmental samples).

Date: 14 March 2010

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

SA EPA updated its Regulations in September 2009. A copy of the updated Environmental Protection Regulations 2009 has been downloaded and printed. Safework SA has put out an easy to read Workplace Health and Safety Handbook. A copy has been provided to staff. We are attempting to develop a test'n'tag routine for portable appliances and aim to establish this in the next 6 months.

Customer complaints:

None this year

Environmental targets:

Rain/mains system installed, tanks on house and office/shed are all connected via gravity feed to main storage tank. A solar power system has been installed to supply much of the business' daily power requirements. The new seawall has resulted in the return to us of an area of land that had been alienated, and we plan a to develop a native rain-only coastal garden on it adjacent to the public walking path. This will meet one of our environmental targets of minimising water use in the facilities and surroundings.

Standards compliance:

SAI Global audited us on 14 August 2009. There were no conditions resulting from the audit, however a recommendation was made to record the result of any internal audits or reviews. We decided to use the Management Review Diary (this document) to record the outcome of any internal audits or reviews.

Chemical use:

Reviewed test reagent requirements and returned expired reagents and those used for tests that are no longer undertaken to the suppliers for disposal.

Unusual incidents:

No unusual incidents were reported this year

Supplier performance:

We maintained the same suppliers this year as we used last year.
Business aspects: Faith has regularly attended FBA meetings over the last year focussing on the financial performance of the business. She is arranging for an FBA advisor to review our business financials.
Internal audits & reviews:

This year we reviewed whether the procedures used for plankton work were sufficient. The existing procedures included one instruction covering the use of the microscope, preparation of samples and recording of counts (Biolab: Plankton counts), 2 instructions specific to the sampling, identification and analysis of diatoms (Biolab: Diatom sampling and identification and Desk studies: Generic diatom indices), and one instruction containing a key for standard identification of morphogroups of plankton that had been developed specifically for use in solar saltfields (Biolab: Plankton key for solar saltfields). The two standardised approaches (diatoms and saltfield plankton) have been very useful in expediting sample handling. While there is already a general instruction for identification of any flora/fauna samples (Biolab: Identification of plants and animals) we decided that specific plankton identification sheets for general use, including one that divided the common species into morphogroups for the purpose of producing rapidly repeatable analyses, would be useful. As a result Biolab: Illustration of common estuarine plankton and Biolab: Plankton morphogroups for general plankton counts were developed.

Date: 24 June 2009

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

The EPA has ruled that up to 2 domestic smoke alarms may be disposed into domestic waste per week, but that commercial smoke alarms must be disposed through a licenced contractor. The Code of Practice for vessel and facility management (marine and inland waters) was released in September 2008 and a copy downloaded to the Delta library. The EPA has released a wide range of guidelines for specific inductries, for the design of monitoring and contingency plans, and describing the use of their Environment Protection Policies. They are available online

Customer complaints:

None this year

Environmental targets:

The laboratory gutters and rain harvesting tank have been installed. New plantings in the unwatered gardens are of species that are native to SA and do not require watering other than by rainfall. Next year larger plantings of the more successful species will be undertaken in these gardens. Plantings of bush tucker plants and fruit trees have been made in the gardens that receive greywater. Jeffries have decided to accept shredded paper into the composting bins, so our ppaper waste is now composted. We have applied to NAWMA for a specific kitchen waste receptacle to allow us to compost kitchen waste.

Standards compliance:

SAI Global are the new auditors for our QBase system and their initial audit was held 14 August 2008. There were no conditions resulting from the audit, however a recommendation was made to reword the inspection and test plan in relation to the 3kg and waste audit scales. This has been done. Several calibrations were late this year, as a result of a change in work focus to field surveys, away from lab work. When calibrations came due they were left until a batch of lab work was undertaken. No test results were compromised.

Chemical use:

Reviewed test reagent requirements and returned expired reagents and those used for tests that are no longer undertaken to the suppliers for disposal.

Unusual incidents:

No unusual incidents were reported this year

Supplier performance:

We maintained the same suppliers this year as we used last year.
Business aspects: Last year Delta was awarded the first generation award for a South Australian Family Business. Faith has regularly attended FBA meetings over the last year. There have been a number of speakers that have focussed on management and succession issues, and these have provided a fertile ground for continued discussion of the business' direction. We plan on reviewing the Business Plan this coming (2009-2010) year, with particular focus on financial benchmarking.

 

Date: 21 April 2008

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

The EPA has issued new guidance on the identification and remediation of acid sulfate soils. A copy of the document has been downloaded. The NSW state government has decided to use Benson's vegetation classification scheme for all vegetation studies required for development approvals in that state. The methodolgy has been downloaded and placed in the Delta library.

Customer complaints:

None this year

Environmental targets:

There has been considerable focus on greywater reuse and energy efficiency, with several targets being reached and new targets relating to increased harvesting and use of rainwwater being added to the list.

Standards compliance:

The annual surveillance audit was held in July 2007. Only obbservations were recorded, and these are included in the Corrective Action report. Renae and Mel were trained to do test'n'tag for all portable electrical appliances. However, since then both of these personnel have moved on , and we will need to have someone else trained to use a PAT, in order to undertake this testing in the future. On 23rd May 2007 Delta was certified with InSkill SA, in recognition of ongoing committment to training, employing women in a non-traditional area, disability awareness and committment to quality.

Chemical use:

Reviewed chemical tests and found no further tests that are surplus to requirements

Unusual incidents:

Reane had two vehicle incidents this year. In both cases she was not the party responsible, and no-one was injured. That said, she attended defensive driving training after the first incident in order to help her recognise unexpected actions by other drivers. As both Renae and Peri underwent WorkZone Road Safety trainingin early 2007, the necessity to be highly visible was reinforced. The works vehicle has had additional reflective strips and flashing lights added, to it to increase its visibility, making the vehicle WorkZone compliant as well as improving its visibility in general traffic situations.

Supplier performance:

The supplier list was reviewed and those suppliers no longer required were removed. Additional suppliers were added to the office supplies and field gear sections, reflecting the purchase of specific new office equipment and the equipment requirements for certain new types of survey we are undertaking.
Business aspects: A 'Care Room' has been provided so that staff with family committments may bring dependants to work, and a procedure for the use of the care room has been developed. The IT staff have developed a 'fair use' policy to ensure the computer system remains safe from external intrusion. NATA Certication Systems International has ceased to support the administration of our quality standard (QBase). They are preparing a proposal to migrate Delta across to ISO 9000 for smaller businesses. This will require, at a minimum, an additional 'internal audit' requirement in additon to the regular external surveillance audits.

Date: 15 February 2007

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

Workplace Services is now SafeWork SA. Information sheets relating to Hepatitis A control have been incorporated into the Safety Plan. Provision of hand sanitiser into field kits has been made. Information posters relating to safety issues in the laboratory, nursery and office have been updated, using recently released sheets from SafeWork SA.

The EPA has released drafts of its new monitoring procedures for regulatory monitoring plans for water, wastewater and groundwater. Delta has made comment on these. They have also released guidelines for environmental management of on-site remediation and these have been printed up and lodged in our library.

Customer complaints:

None this year.

Environmental targets:

A series of small lab ovens and a cell block thermoreactor are in use, rather than a large oven. This way small batches do not require the heating of a large oven volume.

The site has been moved over to 100% renewable and 10% Green Power

Standards compliance:

The triennial QBase System Audit was held on August 21, 2006. The company has been recertified for a three year period. All auditor observations have been incorporated into the CAR system and the majority have been addressed.

Chemical use:

No further requests have been received for testing mercury in salt and the client concerned no longer processes salt for the domestic market. The prepared liquid reagents for this test have been disposed. Parent reagents that could be of use in other tests have been retained for a further period to determine whether they will be required.

Unusual incidents:

None this year

Supplier performance:

The supplier list was reviewed. Hastings Data Loggers has been added and SGE have been removed, as we do not use ELISA testing. Uniform suppliers have been added.
Business aspects: Peri attended a TRIZ workshop at a client's request to become familiar with this method of developing innovative approaches to problems. The method appears to provide us with a new approach to designing effective monitoring programs.

Date: 13 April 2006

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

EPA is developing contaminated site audit guidelines. "Non-sensitive" land uses will not require audited investigations. New auditor accreditation is being developed for "sensitive use" sites. The contamination work Delta does (environmental and industrial sites) do not come under the "sensitive use" category.

No-net-loss guidelines for Paddock Trees have been released by the Native Vegetation Branch. These outline offset requirements when working with farming communities.

The Port Waterways WQIP draft outlines propsed alterations to the water quality policy for SA, in relation to nutrients.

We conducted a workplace safety review in September and developed an induction form as well as developing field advice for remote area work. Additional safety equipment for the vehicles was purchased.

Customer complaints:

None this year. One client was concerned at the draft stage of a report when they realised they had not read the brief they supplied us, or the proposal we provided them, and had omitted a large body of work they required. The work was undertaken as a variation. Faith and the client used a 'compliance matrix' to confirm Delta had met the brief. The process highlighted the value of detailed briefs, detailed proposals and the 'compliance matrix' approach. The client is happy with the result and has approached us with further 'select tenders'.

Environmental targets:

Further seed orchard plantings are awaiting the realignment of the seawall.

A commercial spill kit for oils and fuels has been purchased for the vehicles.

Shadecloth has been mounted to shade the laboratory from direct sunshine in the mornings, to reduce heat gain.

A sign relating to what materials may be flushed down the laboratory sink has been mounted near the sink.

Standards compliance:

The QBase auditor visited in July and provided an audit report on 19 July 2005. Observations from the auditor are now incorporated into the Corrective Action Reports and the majority have been addressed.

Chemical use:

Reviewed test methods and reagents in January. Several reagents used specifically for analysing mercury in salt may become redundant as the client that required them no longer operates a business that requires those tests. If no other client requires such tests within the next year these reagents will be disposed.

Unusual incidents:

None this year

Supplier performance:

T Fitton at IMVS is handling the repairs of our new Nikon microscopes. He has a long standing relationship with Nikon's Australian distributors, Coherent.
Business aspects: Delta successfully applied for a DTEI Panel appointment in late 2005. The process was very detailed and made us look more carefully at our methods and safety procedures. Having the management plan available electronically allowed us to submit an electronic tender with hyperlinks, on a CDROM. This was a tidy and useful solution.

Date: 1 May 2005

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

Recent amendments to the Native Vegetation Act have tightened it up. This will have to be considered during flora surveys. Florlist (from the herbarium) has also been updated for 2004, with new plant significances. Adelaide Dolphin Sanctuary Act passed. Draft Wharf Code of Practice for Bulk Handling released by EPA.

Bollard for wet floors obtained.

Customer complaints:

None this year

Environmental targets:

Progressing with planting of species of native plants from which we currently wild harvest the seeds. Isolepis orchard established. Individual plants of numerous species incorporated into garden. More area will become available once seawall is correctly aligned.

Standards compliance:

The QBase auditor visited and conducted an audit on 23 July 2004. Observations from the auditor are now incorporated into the Corrective Action Reporting mechanism of the company, in addition to the reporting of non-conformances.

Chemical use:

Continuing to use Merck’s return to base service.

Unusual incidents:

Jenny Larter injured her hand on a spanner, applied incorrectly, in February. The injury was a cut, requiring a bandaid. All staff were reminded to check the size of spanners prior to applying pressure.

Supplier performance:

Revewed 1 May 2005 and updated.
Business aspects: Faith has been undertaking reviews of the published details of government contracts won by others, in order to refine our tendering skills.

Date: 26 April 2004

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

EPA have clarified their comments re contaminated site work (see letters and presentation from EPA, stored with legislation). Our web site has been updated to reflect their latest advice.

Environmental Protection (Water Quality) Policy for SA has been released, and we have obtained a copy. Recent amendments to EP Act have also been examined.

The safety sign has been placed in the laboratory. Wet floor bollard still outstanding.

Customer complaints:

None this year.

Environmental targets:

Pergola to reduce summer cooling requirements has been installed, and roof /sink runoff has been directed through a pebble bed to the lawn. Use of chemical reagent stabiliser and disposal to solid waste has been instituted for all reagents and samples that are not returned to the chemical suppliers.

Standards compliance:

Certification audit for QBase successfully completed in July 2003. Observations relating to management review focus, network backups, MSDS sheets and client verbal instructions were recorded. The production and archiving of CD-ROMS of client data and paper project files, in addition to monthly network backups has been introduced. Email confirmation of clients’ verbal instructions is now specified.

In January 2004 the first 6-monthly compliance audit was held. A minor non-conformance in relation to the signatures in the laboratory notebooks was found. This has been addressed by use of highlighter pen (memory jog) in the notebooks, a weekly Outlook reminder for Peri to review the notebooks and a change to Lab Report templates. Other observations have led to the development of instructions detailing some of our flora survey methods, the instituting of separate job descriptions and discussion about a customer satisfaction survey.

Chemical use:

Continuing to use Merck’s return to base service. Officeworks has started to accept empty ink cartridges.

Unusual incidents:

None this year

Supplier performance:

 Reviewed and updated 25th April 2004

Date: April 8, 2003

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

EPA have issued a new "Advice to Consultants engaged in work on contaminated sites." As a result of this advice, we have appended the following note to our web site: "Please note the following important detail about CONTAMINATED SITE studies: Delta Environmental Consulting can provide screening studies for a range of inorganic constituents and total petroleum hydrocarbons, however the company does not engage in site classification."

We still haven't a 'wet floor' sign.

Lindsay Virgo checked the safety switch and showed us how to test the smoke detector. We have agreed to assemble in the car park in the event of a fire, but need to make up a sign for the lab showing where the fire extinguisher is and detailing the assembly area.

Customer complaints:

None

Environmental targets:

Compact fluoros fitted in Lab and most household fittings at the St Kilda premises. Financial assistance to purchase compact fluoros was provided to staff for converting lights in their own homes.

Targets not yet met: Wetland for roof runoff/sink waste. New target: Pergola to shade lab windows to reduce cooling requirements in summer.

Standards compliance:

Document review by QBase has been completed. There were some areas to be addressed and these were attended to in February 2003. Site review next on the list.

Chemical use:

Merck has expanded their return to base lines. We are using the EPA household disposal service for small batteries.

Unusual incidents:

None this year

Supplier performance:

Reviewed and updated approved supplier list, 25 February 2003

Date: 3 June 2001

Name: Peri Coleman

Comments: Faith Coleman and Jenny Larter conducted an energy audit on the laboratory and office in late May 2001

 

Comments

Legislative compliance:

We still haven't a 'wet floor' sign, seen Lindsay Virgo about checking the safety switch on a regular basis and keeping a record, or developed a fire extiguisher plan including evacuation arrows and assembly area. This is a priority area for 2001.

Customer complaints:

None

Environmental targets:

Spill planning for field spills has been included in Chemical Hygiene Plan. This addresses the field impact of spillage.

Vehicle maintenance reminders have been set for 3 months or 10,000 km. Mechanics for each vehicle have been found. Older vehicles are using LRP instead of leaded fuel. This addresses the field impact of emissions.

Targets not yet met: Wetland for roof runoff/sink waste. Field impact of vegetation disturbance while sampling etc not addressed yet.

Standards compliance:

On-track for target: 2nd party audit before 2002

Chemical use:

All new testing via Merck (spectrophotometer methods) includes 'return to base' for chemical reagents (for reclamation).

Unusual incidents:

2 this year. One was an unlabelled roadworks excavation (Council has since flagged it off) and one was a case of clumsiness, inattention and hurry resulting in Peri falling over a trailer hitch that was quite legitimately attached to a trailer. Peri is eating breakfast now, and not rushing as much.

Date: 17 April 2000

Name: Peri Coleman

Comments:

 

Comments

Legislative compliance:

OH&S: OH&S audit identified the following tasks to be undertaken: get a 'wet floor' sign, see Lindsay Virgo about checking the safety switch on a regular basis and keeping a record, develop a fire extiguisher plan and include evacuation arrows and assembly area.

Environment: Spill response for lab is fine - need one for out in the field, roof runoff wetland still outstanding

Customer complaints:

None

Environmental targets:

Done: Cheminal hygiene plan (including spill response)and waste management plan

Targets: Wetland for roof runoff, Field Spill Response Plan

Standards compliance:

Target: 2nd party audit before 2002

Chemical use:

Chemicals reviewed - OK

Date: January 1999

Name: Peri

Comments:

 

Comments

Legislative compliance:

New stormwater code - consider roof runoff disposal

OH&S - are all contractors shown safety and spill response procedures?

Customer complaints:

None

Environmental targets:

Done: Shredder installed, rainwater tank installed, Outlook installed for office management.

New tasks: Wetland for excess roof runoff, Chemical hygiene plan, Spill Plan

New targets: Field activities to be conducted to minimise impacts (spillage, emissions, vegetation)

Standards compliance:

Consider asking Andrew Graham to undertake a 2nd party audit of the system

Chemical use:

All chemicals now on register. None present that are no longer required.

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