EnviroVeg Induction Package (Version 1.2) 1
EnviroVeg Induction Package
(Version 1.2)
Version update: June 2013
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Purpose
This manual provides document and record examples growers may use to meet the requirements of the EnviroVeg Stewardship Scheme criteria as outlined in the Auditor’s Checklist. The document and record forms are examples only and ‘Platinum’ members may use their own forms and record-keeping methods to ensure the Scheme works within current business processes.
The EnviroVeg Stewardship Scheme Criteria specifies the information required but not how it is to be presented. This Induction Package specifies the written documentation required for each section to demonstrate compliance with the criteria and describes the auditing process for growers.
Copyright
AUSVEG Ltd 2013
This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior permission from AUSVEG Ltd. Requests and enquiries concerning reproduction and rights should be addressed to the Chief Executive Officer, AUSVEG Ltd, PO Box 138
Camberwell VIC 3124 or info@ausveg.com.au
.
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Welcome from the CEO
Congratulations on achieving ‘Platinum’ membership in the EnviroVeg Program, AUSVEG are excited to have you as a member in what has grown to be the largest environmental management program in horticulture. ‘Platinum’ membership grants you rewards including use of the EnviroVeg logo in your business activities. In a time where consumers and business partners are concerned about the environmental efficacy of the goods they consumer and people they do business with, use of the logo is a vital tool in promoting the environmental credentials of your operation. ‘Platinum’ membership involves a step up in responsibility, however, requiring member-businesses to quantify and keep records as evidence of their environmental performance. The documents contained in this package provide all the information you will need to implement the Program on property, without the necessity for formalised training.
Should you have any questions about the Program, please feel free to contact our Environment Coordinator at any time as they are more than happy to provide assistance to ensure this Program is a success. As with many industries today, it is vital that Australian vegetable growers are able to quantify and display that they are environmentally-responsible. Where EnviroVeg is different, is that AUSVEG is investing resources to promote the Program with retailers, consumers and government through our leading communications capabilities. We don’t want our program to exist in the form of a certificate that sits in the top drawer of your desk, but deliver something – a brand that you are able to use in your business activities which demonstrates the commitment which you place in your environmental responsibilities and ongoing commitment to the sustainability of your land.
AUSVEG are extremely excited to offer this exciting scheme to Australian vegetable growers, and will continue to support the Program using the considerable expertise we have developed within our organisation.
I wish you all success in this exciting scheme.
Yours sincerely
Richard J Mulcahy
AUSVEG Chief Executive Officer
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Contents
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Important contacts
Please contact the Environment Coordinator if you have any questions concerning your ‘Platinum’ membership or would like advice on implementing the
EnviroVeg Stewardship Scheme.
Environment Coordinator
Phone: (03) 9882 0277
Mobile:
Fax:
Email:
0404 772 308
(03) 9822 0688 jordan.brooke-barnett@ausveg.com.au
Mailing Address: PO Box 138
Camberwell VIC 3124
Supporting Documentation
Supporting documentation provides important evidence that you have implemented different aspects of the EnviroVeg Stewardship Scheme criteria
(outlined in the Auditor’s Checklist).
An auditor may ask you to produce any of the documents or procedures shown in this Induction Package if you are selected for a third party audit. The following section provides you with templates and standard policies to assist you in meeting the paperwork requirements of the Scheme. Your documents do not necessarily have to have the same format as those shown here, they should however cover the same content.
For templates, you must edit them with information specific to your business operation.
Policies you must store them on site(s) and have them accessible to staff members. You are also required to ensure employees understand these policies.
Staff knowledge of environmental policies and procedures will be investigated as part of third party audits under the EnviroVeg Stewardship Scheme.
Supporting documentation Checklist
The following list contains the documents and policies relevant to each criteria of the EnviroVeg Stewardship Scheme. Auditors can use the following checklist as a list of the documents which should be maintained on the property for each of the criteria. Supporting documentation can be sighted as evidence for compliance with each criteria listed in the Auditor’s Checklist.
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The supporting documents relating to Essential and Recommended criteria are listed below.
Section
2. Property and business management
1. Overarching audit documentation
3. Water use, recycled water and waterway management
Supporting documents
Essential
Copy of AUSVEG Environmental policy signed by management
Copy of AUSVEG environmental risk and opportunity assessment modified for business and signed by management
Document and record register
Essential
Environmental action plan updated for current financial year and signed by management
Staff responsibilities and training records
Contractor responsibilities and training records
Copies of AUSVEG, or custom developed environmental protocols
Emergency response plans for the following: chemical, fertiliser or fuel spills; fire; flood; and, biosecurity incursions
Recommended
Property map
Property map overlay outlining property infrastructure and features
Property map overlay outlining NRM features e.g. threatened or protected flora and fauna, special natural assets
Property map overlay outlining proposed property developments
Essential
Water and irrigation audit, conducted or reviewed within past 2 years
Water management plan including recycled water management plan if applicable
Irrigation records showing quantity, timing and location of application
Records of irrigation system maintenance
Hydroponic: records PH and electrical conductivity monitoring
Water management protocols
Recycled water quality and application records if applicable
Records of periodic water quality tests, if streams border or cross the property
Recommended
Brochures or other trade information showing efficiency of irrigation system design
Hydroponic: records of nutrient and sodicity monitoring
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4. Soil and nutrient management
5. Pest and disease management
Essential
Soil and nutrient advice from external consultants such as agronomists
Nutrient management plan and nutrient budgets
Staff training records; soil and nutrient management
Records of fertiliser, soil amendment / conditional application
Service record for fertiliser / soil additive application equipment
Recommended
Crop rotation records
Records of periodic soil tests and any soil surveys for the property
Records of periodic plant leaf tissue or sap tests
Essential
Pest, weed and disease monitoring plans, reviewed within past 2 years
Pest, weed and disease monitoring records
Chemical storage records
Spray diary
Equipment calibration records
6. AgroChemical and fuel use management
Recommended
Independent advice received by pest, weed or disease management experts
Essential
Agrochemical and fuel use risk assessment
Licenses and permits
Staff training records
Material Safety Data Sheets (MSDS)
Maintenance and calibration records for chemical application equipment
Spray diary
Chemical storage records
Recommended
Chemical management policy
Register of authorised chemical users
Cleaning and maintenance records for storage areas and equipment
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7. Biodiversity management
8. Waste and pollution management
9. Air quality management
10. Energy use management
Essential
Biodiversity action plan and review
Recommended
Biodiversity policy
Environmental action plan
Evidence of purchase of natural products
Essential
Waste management plan, up to date and reviewed within past financial year
Environmental action plan
Recommended
Evidence of purchase of minimum-waste, non-toxic or recyclable products
Essential
Air quality management plan
Air quality protocol
Recommended
Complaint resolution documentation (if applicable)
Essential
Energy management review
Evidence of purchase of energy efficient products when upgrading equipment
Recommended
Energy consumption protocol
Service and maintenance records for farm machinery
Irrigation maintenance records
Refrigeration equipment maintenance records
Power bills
Some Tips
We have provided some tips to help get you started with the EnviroVeg Stewardship Program. Our goal has been to make the process as simple for the grower as possible and recognise, where possible, the documents you are already preparing as part of your chosen QA scheme.
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1. Modify your existing QA Manual
Take the Manual (electronic or hard copy) that you have developed as part of your QA scheme and add a separate “EnviroVeg” tab. Here is where you will be able to keep any additional paperwork relating only to the EnviroVeg Stewardship Scheme.
AUSVEG have designed the EnviroVeg Stewardship Scheme so that it can be completed at the same time as your QA Audit, so it makes sense to keep everything in the same place. Likewise, as you will keep a lot of this documentation already as part of your QA Scheme, the auditor will be able to refer to the relevant section in the QA portion of the Manual if required.
2. Work out what you already have in place
The EnviroVeg Stewardship Program has been designed to use as much of the paperwork you already have in place as possible. Paperwork like spray diaries or fertiliser application schedules do not need to be duplicated as part of our scheme.
This is why we recommend you keep any paperwork in a tab within your (electronic or hard copy) QA manual. This way you are only preparing additional paperwork specific to the Scheme, with sections of the criteria covered by your QA system available in the main part of the Manual.
3. Use our templates and policies
Where possible, we have developed standard policies and templates to make implementing our scheme as easy as possible for the grower.
In the case of standard policies, these will simply need to be dated and signed-off by management and communicated to staff.
For the templates, we have laid out the information requirements in headings and the grower can then fill in each section. There are also instructions, where relevant, to assist you in developing these documents for use in your business.
Make sure that all documents relating to the scheme are signed and dated!
4. Check it off
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We have included a checklist of the supporting documentation (evidence of compliance) you are required to maintain on site at the start of this Induction
Package. Once the list is compiled in the folder, you will only need to check and update the documents as required.
5. Set a review date
The EnviroVeg Stewardship Scheme is straight forward enough not to require any additional staff and minimum maintenance after it is established. Once you have the scheme in place set a date to complete an annual review and go through the Self-Audit.
Remember to:
Check documentation is up to date and kept in an easy to access central location as hard copy or electronically;
Check that staff are knowledgeable about environmental policies; and
Perform a visual site check for any potential environmental issues on your property and have an improvement plan.
6. Keep all evidence
Remember, the more evidence you keep during the year the more prepared you are for audits. Try putting a plastic sleeve at the back of your Manual or keeping a folder with items like equipment receipts, crop nutrition advice, soil tests. This all is important evidence for an auditor to form a picture of the work that you are doing throughout the year. Photos that show how you improved the farm are evidence too.
It can be sorted out if you are audited, but for now just get in the habit of keeping records. Just like tax receipts!
7. Include environmental management in your employee induction procedure
As part of an audit, the auditor may interview staff to determine their familiarity with rules and procedures relating to the EnviroVeg Stewardship Program.
A good way of ensuring the knowledge of staff is to have a component of your staff induction procedures specifically relating to environmental management, similar to what you would do for your QA scheme.
Organising Your Audit
If you have been selected for an audit you must complete it within one calendar year of receiving notice from AUSVEG. This is to allow flexibility for you to organise the environmental audit at the same time as your scheduled QA audit. This has the benefits of reducing costs as a combined QA and EnviroVeg
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Stewardship Scheme (EnviroVeg Platinum) audit will cost around $400-$500 as a standalone audit, or less when combined with a QA audit, depending on the distance the auditor has to travel and complexity of the operation. It is more cost-effective both in cost and time for you to schedule both your QA and
EnviroVeg audits at the same time, as there are areas which crossover between schemes and the fact that the auditor is already on-property minimises costs such as travel.
The following national audit companies are authorised to audit the EnviroVeg Stewardship Scheme in conjunction with either a Freshcare or SQF2000 QA audit:
NCS International
SGS
AUSQUAL Ltd
SciQUAL International
Silliker
How will my audit be conducted?
Once you have arranged an audit, an auditor will visit your property and assess your performance against the EnviroVeg Stewardship Scheme Auditor’s
Checklist. The Checklist outlines all essential and recommended criteria to assess your compliance with the scheme, and for the auditor to determine whether you are compliant with each area.
Evidence of compliance
The auditor will assess your compliance in three ways:
By sampling written documentation;
Informal interviews with staff and management to assess knowledge of environmental policies within your business; and
Visual inspection of important farm areas such as chemical storages and fields to provide visual evidence of compliance with the Scheme.
The audit uses a process called targeted sampling where only a sample of written documentation is used to provide evidence of compliance. This means that the auditor may only select a few documents such as spray diaries, staff training records or internal policies for review.
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In order to be successful in the audit you must be compliant with either:
100 per cent of the ‘essential criteria’ as listed in the Self Audit; or
80 per cent of ‘essential criteria’ and at least 50 per cent of recommended criteria for each section of the Self Audit.
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1. Overarching audit documentation
Essential documentation
The following section of the Induction Package outlines the whole of farm planning documentation required to meet ‘essential’ criteria in the Auditor’s
Checklist.
1.1 Document and Record Register
The Document and Record Register will assist you in locating and reviewing each of the documents you are required to maintain as part of the EnviroVeg
Stewardship Scheme.
It is useful to keep at the front of the section of your manual relating to the EnviroVeg Stewardship Scheme as a record that all documents are up-to-date and able to be located if required. You may also want to keep an electronic copy of the below table.
Document/Record Name Location Issue Date Retention Period
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1.2 Environmental Policy
As part of the EnviroVeg Stewardship Scheme, participating growers are required to have an Environmental Policy in place.
Why do I need an Environmental Policy?
An Environmental Policy demonstrates a commitment from management of a business towards the environment and that they have considered its importance with respect to their business.
Think of it as similar to a mission statement, a summary of how environmental managements fits within your business priorities, why it matters, what you have achieved and your goals for the coming period.
We have developed a template for you to develop your Environmental Policy, which must be dated and signed off by management and reviewed annually.
Think of it as a marketing opportunity and way of communicating your environmental credentials to your staff and customers.
Questions to ask yourself when developing an Environmental Policy:
What importance do we place on environmental management within our organisation?
What have our key achievements been to date?
What are we planning for the future – what are our goals?
What do we have in place to ensure that our organisation (including all employees) respect and improve the environment?
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Template
We have developed below template for growers, which can be edited by growers and used as a standard policy.
Business: <Insert business name/logo>
Environmental Policy
We hereby commit to ensuring the protection of the environment in all business activities and ongoing continuous improvement of our practices.
As a ‘Platinum’ member of EnviroVeg, we commit to the criteria and principles of environmental best practice outlined in the Program and will continue to place environmental management as an issue of vital importance within our business.
Business Environmental Goals
We will ensure the safety in the environment in all of our activities.
We will actively work to reduce the use of inputs per hectare and increase efficiency across our operations.
To achieve these results we will:
Adhere to the principles and operating criteria of the EnviroVeg Stewardship Program.
Regularly monitor all environmental aspects of our business.
Monitor changes in legislation and abide by all environmental legal responsibilities within our business.
Evaluate and reduce the amount of potentially harmful inputs used throughout the production, packing and processing process.
Develop environmental management procedures and systems within our business to ensure protection of natural assets.
We will actively promote the importance of environmental management to ensure:
that all employees (including contractors) are aware of this environmental policy, rules and procedures and are motivated to apply it;
that staff receive adequate training in environmental management commensurate with their job description; and
that employees are aware of their responsibilities in environmental management.
Our key achievements:
**List 1-3 key achievements to-date.
Signed: Date:
(Name)
(Position)
Our goals for the future:
**List 1-3 goals – potentially from your Environmental Action Plan.
Signed: Date:
(Name)
(Position)
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What do I do now?
Keep the Environmental Policy in a prominent place within your business, or even on your website. Ensure that all staff is aware of the document and its purpose and some of its key contents. This may be tested in an audit.
1.3 Environmental Risk and Opportunity Statement
The following section provides guidance on how to prepare an environmental risk and opportunity statement for your business.
Why do I need to prepare an Environmental Risk and Opportunity Statement?
The Environmental Risk and Opportunity Statement is a short planning exercise which aims to help you assess and indicate the environmental risks/opportunities affecting your operation. The reason we get you to do it is because each ‘Platinum’ member business has its own unique environmental factors, growing conditions and management style. The Environmental Risk and Opportunity Statement will help you prioritise the critical areas which you must address in your Environmental Action Plan.
Once developed, the Environmental Risk and Opportunity Statement can be treated as a summary document of the environmental areas you need to carefully monitor and opportunities to improve your environmental performance.
How to prepare your Risk and Opportunity Statement
Sometimes these planning documents can be deceptively difficult to prepare, as they require you to succinctly identify the major risk and opportunities within your business. If you are struggling with the process, remember that this will be a document which changes over time. It is often easier to get something down and then revisit it at a later date. You may want to involve one of you employees in this exercise.
Step 1. Risk identification
The idea is to identify the key risks which your business may pose for the environment. You should be able to identify these through past experience and knowledge of the land. It is helpful to write a list of these factors then rank them by importance. You will quickly find that often some of the risk you list are interrelated and can be consolidated. Once you have determined the critical and intermediate risks facing your business write these down. Looking through the self-audit checklist may help you to identify risk areas.
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Step 2. Risk Strategies
The next step is to list some short-hand strategies you will put in place (or already have in place) to address the risks. You may want to draw on the knowledge of advisors such as your agronomist in assessing the best course of action for some of the risks you identify.
This concludes the risk part of the Environmental Risk and Opportunity Statement.
Step 3. Opportunity identification
Identify some of the opportunities you have to improve your environmental performance in the coming year. These may relate either to areas requiring improvement or areas where you are already performing well. The idea is to identify improvements and the opportunities available to the business through these, either through things like efficiencies and direct benefits to the bottom line, improved soil structure or increased biodiversity in remnant vegetation and reduced crop protection costs as a result. Rank the opportunities by importance and consolidate your list as you did with the risks.
Step 4. Opportunity Strategies
Follow the same process with the risks in developing short-hand strategies to match up with the opportunities. The idea is to match your business capabilities with these opportunities and work out how you can capitalise on them. Write these down.
Preparing the Risk and Opportunity Statement
Once you have developed your list of key risks (1-5), key opportunities (1-5) and matching strategies to address them you can prepare your Risk and
Opportunity Statement using the template below.
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Risk and Opportunity Statement
Business:
Period:
Risks
Strategies to address risks
Signed:
Date:
Risk 1
Risk 2
Risk 3
…
Strategy 1
Strategy 2
…
(insert name and position)
Opportunities
Strategies to capitalise on opportunities
…
…
Opportunity 1
Opportunity 2
Opportunity 3
Strategy 1
Strategy 2
Review
The Risk and Opportunity Statement should be reviewed and updated at least annually to ensure it stays relevant to your business.
Using the Risk and Opportunity Statement to Complete your Environmental Action Plan
The majority of strategies you develop as part of the Risk and Opportunity statement can then be used in your Environmental Action Plan which takes these overall strategies and turns them into actions or ‘steps to get there’ which you plan to complete over a year.
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2. Property and Business Management
This section of the Induction Package outlines the documentation you will need to maintain to meet the Property and Business Management section criteria of the EnviroVeg Stewardship Scheme.
Essential documentation
The documentation in this section relates to the essential criteria in the Property and Business Management section of the EnviroVeg Stewardship Scheme criteria.
2.1 Environmental Action Plan
Why do I need an Environmental Action Plan?
An Environmental Action Plan provides a summary of the planned environmental activities you plan to implement over a period. They underpin your overall strategies. It is a tool for Management to identify priorities over the coming year and it provides evidence that your business is planning to improve its environmental practices.
Filling in the Environmental Action Plan is a relatively simple process – many growers already have an idea of the property management activities they plan to put in place, so it is just a matter of writing them down. Previous Self-Audits, Self-Assessments and third party audits you complete as part of the
EnviroVeg Program will also assist in identifying areas where your business can improve. The Risk and Opportunity Statement you completed as part of the previous section will also be an important reference for completing your plan.
The template below can be used to develop your Environmental Action Plan.
Environmental Action Plan
Business name:
Date Environmental value/issue
Period of plan:
Action and proposed date Action and completed date Signed
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2.2 Staff Responsibilities and Training Records
Training records
It is important that, under audit, you are able to demonstrate that your staff has received training in each section of the Audit Checklist they deal with.
Some of these responsibilities (such as crop nutrition and soil) will only be handled by select people within your organisation and others (such as chemical handling) will require external training and are already recorded as part of QA programs. We suggest you expand these existing training records to incorporate the areas required by the EnviroVeg Stewardship Program. Note that most areas of training such as in soil and crop nutrition or biodiversity (i.e. protecting native habitats) will be informal and can be managed in-house. In all instances, the training provided to staff should match their job responsibilities, capability and activities they undertake within the business. This record shows which employees and managers have training in different areas to demonstrate you have considered different staff responsibilities and provided them with training in environmentally relevant areas of your business.
As with QA schemes the training records should be signed by management and reviewed annually.
Job Responsibility and Training Record
Name
Business/Grower Name: Date:
Chemical Soil and crop nutrition
Fertiliser Biodiversity
Ma= Has managerial responsibility for business area
Water and
Irrigation
X= performs a job related to the area and has completed training
Signature
Waste Air Pest and
Disease
Energy Internal
Audit
Ch= Has completed a recognised chemical users’ course
Document
Control
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2.3 Contractor responsibilities and training records
It is important that any contractors, who work on-site or in the field e.g. maintenance people, spray contractors, or temporary workers such as harvesting crews, receive the same induction and training in environmental responsibilities as permanent workers. In these cases the job responsibilities and training records for all contractors will need to be kept in a similar manner to those of your permanent staff and can be included with the same records outlined above.
2.4 Emergency Response Plans
Emergency response plans are an important way of preparing and protecting your business from incidents such as fire or chemical spills. The EnviroVeg
Stewardship Program requires emergency response plans covering the following areas:
Chemical, fertiliser or fuel spills
Fire
Flood
Biosecurity
In each, you should give consideration to the potential environmental impacts of each incident and ways to minimise damage. You will have many of these procedures developed for your business as part of QA and OH&S requirements so these may only require minor editing to demonstrate you have considered environmental concerns in each of these documents. For example your flood plan may explain that chemical and fuel storages are placed on high ground or away from water courses to reduce the risk of flooding and contamination, or your fire plan may explain how you have prepared buffer zones around storages and have water available to protect infrastructure in the event of fire.
A number of organisations such as country fire services and emergency services organisations provide templates and advice in preparing these plans. The following section outlines some resources you may want to draw on in preparing a plan or further developing your existing plans.
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Chemical, fertiliser or fuel spills
Emergency response plans for chemical spills should already be developed for your business as part of a QA scheme. This will need to be expanded to cover fuel and fertiliser with particular concern given to effective management to prevent environmental contamination.
Fire
Your state country fire service can provide assistance and advice in preparing a fire response plan and there are a number of online templates for growers to assist in the preparation of a comprehensive plan for your business. In addition to the OH&S considerations contained within the templates provided by fire services, to satisfy the criteria of the EnviroVeg Stewardship Scheme, you will need to demonstrate how your fire plan assists in protecting the environment on your property. This may include plans to protect chemical, fuel and fertiliser storage areas and any native vegetation on your property.
Flood
State-based emergency services organisations such as the SES have online templates and information to assist in preparing a flood emergency plan. In the plan, you will need to give consideration to managing potential environmental impacts such as the storage of chemicals or fertilisers on higher ground to prevent waterway contamination.
Biosecurity
Many farms throughout Australia have biosecurity measures in place as part of business operations, which will simply need to be documented for the auditor to reference if requested. The state Departments of Primary Industries and Department of Agriculture Forestry and Fisheries have a number of resources to help you prepare your plan and Plant Health Australia has a number of horticultural guides and checklists to assist in ensuring that biosecurity is managed as part of your business operations including a biosecurity plan for the vegetable industry.
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Recommended documentation
The documentation in this section relates to the recommended criteria in the Property and Business Management section of the EnviroVeg Stewardship
Scheme criteria.
2.5 Property Map
A property map outlines areas of environmental significance on your property as well as planned environmental works. You can also mark risk areas on your map.
Why do I need to prepare a property map?
A property map is a way of demonstrating that you have thought about environmental management and that you are reviewing and making improvements to your business. It is also a useful visual aid to remind management of key priorities for the coming year. Quality Assurance Schemes currently require a property map to be prepared showing features such as chemical storage areas and block planning. We suggest you prepare additional overlays or maps for any existing maps you already have which incorporate requirements of the EnviroVeg Stewardship Program to save time. In addition, many regional Natural
Resource Management groups have resources to assist landholders with preparing property maps and plans, there may even be workshops available you can attend to help with mapping and planning.
The EnviroVeg Stewardship Scheme Criteria require the following features to be outlined on your property map:
Property features
NRM features
Proposed developments
Property infrastructure and features
These elements will likely be covered by the base map you have prepared as part of the QA Scheme. Features such as chemical and fuel storage areas nearby roads and blocks should be clearly outlined. You may want to add all buildings, irrigation infrastructure, hydrants, tracks and fencing details.
NRM features
In addition to the basic features you should also include an overlay outlining any sensitive natural resources such as waterways, wetlands, native vegetation, endangered species and habitats for native animals.
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Proposed developments
Produce an additional overlay which outlines the major environmental works outlined in your previously developed Environmental Action Plan. The objective is to show clearly the works you are planning to complete on the property to the auditor.
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3. Water Use and Waterway Management
This section of the Induction Package outlines the documentation you will need to meet the Water Use and Waterway Management section criteria of the
EnviroVeg Stewardship Scheme.
Essential documentation
The documentation in this section relates to the essential criteria in the Water Use and Waterway Management section of the EnviroVeg Stewardship
Scheme criteria.
3.1 Water Audit
A Water Audit is an assessment of your current and future water needs for irrigation and stock, if you have any. It assesses your current and plans for future requirements, for example, for when you develop new land for irrigation. Where possible, efficiencies should be sought to increase use of rainwater where possible and improve efficiency through irrigation infrastructure, scheduling and monitoring.
If your property borders on or is crossed by a stream, you should also monitor water quality each autumn e.g. pH, EC, nitrogen, phosphorus, turbidity and dissolved oxygen, best at the entry to and at the exit of your property to judge any potential impact from your operations. You may want to get advice from a local NRM body on how to best monitor your stream and how to avoid impacts on it. They may have funding available for this activity.
If you are using recycling water, you should keep records of the quality of the recycled water. You may do this already if you are part of a larger recycled water scheme, which is monitored by your local EPA.
Note: Under the EnviroVeg Stewardship Scheme Criteria your Water Audit must be reviewed at least every two years and signed by management.
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Template
The template below contains a rough outline what you will need to consider as part of the audit.
Water required on-farm Current water supply and storage Potential water supply and storage
Already adequate Block 1 (Carrots) 320
Megalitres/year
Block 2 (Lucerne) 500
Megalitres/year
Block 3 (Cattle) 43,800
Litres/year
Block 3 (New block)
320
Megalitres/year
Water license to draw 1000
Megalitres/year from on-site bore.
100 Megalitre Dam for rainwater storage.
100 Megalitre Dam for rainwater storage
No water supply or storage yet.
Fire fighting
House water
10,000
Litres/year
100,000
Litres/year
No supply or storage yet
Other considerations
Groundwater is saline and must be shandied. Not suitable for livestock.
Installation of variable-rate controller installed to current irrigation system would save 0.5ML/ha per annum for silage and vegetable crops. Total estimated saving is 100 ML per annum.
Capture of greater volumes of rainwater using contouring and drainage system into on-site dam.
Purchase of town mains water.
Already adequate
High quality water required; high demand in summer.
Peak demand summer. Quality not important.
Self-sufficient. Tanks overflow regularly. Can possibly supplement stock and fire fighting requirements.
Signed:
Date:
Approximately 128,250 Litres/year from
135m² house roof. House is self-sufficient for water. 45,000 litres of storage water tanks already in place.
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3.2 Water Management Plan
The Water Management Plan is a way to plan any management changes or improvements to efficiency of water use, water quality or management of environmental harm to water sources on your property.
Why do I need a water management plan?
Water is an essential resource and activities which occur on farm can have catchment-wide impacts. It is important that EnviroVeg ‘Platinum’ growers are able to record and demonstrate what they are doing to protect water sources on their property and improve efficiency of use. Once this plan is completed, it should be reviewed annually and updated as necessary.
How do I prepare my plan?
The EnviroVeg Manual contains a step-by-step guide to preparing your Water Management Plan on page 14 of the Water and Waterway Management section.
Template
The following template can be used to develop your Water Management Plan.
Grower/business name:
Water source
On-site dam
Year/Season:
Management method
Annual water tests to measure salinity and any traces of fertiliser or chemicals and benchmark water quality.
Installation of grassed channels and settling ponds to assist with purification of any run-off
Responsibility
Farm manager
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3.3 Irrigation records
Many farms already have detailed records of the quantity, timing and location of crop irrigation and soil moisture monitoring data. These records can be used to provide evidence to the auditor of good irrigation practice. A log book in the irrigation pump room is a good way to keep this information, however, many of the new farm management and soil moisture monitoring software systems help to record this information.
The idea is to demonstrate that crops are irrigated at times which minimises evaporation and that water is only applied to match the exact needs of the crop without creating run-off or leaching past the root zone.
3.4 Irrigation system maintenance records
EnviroVeg Stewardship Scheme members should keep a record of periodic maintenance of irrigation systems on-farm. The objective is to demonstrate that irrigation systems are regularly monitored for leaks, application uniformity and periodically serviced to ensure efficiency.
A simple log book with the maintenance activity, date and name and signature of the person carrying out the maintenance is all that is required.
3.5 Records of PH and Electrical Conductivity Monitoring (For Hydroponic Growers)
Hydroponic growers will need to be able to produce records of PH and Electrical Conductivity Monitoring as a means of demonstrating that water is being used in an efficient manner which matches crop needs. This is often incorporated into on-site software, although if measured manually then a sample of paper-based records is appropriate.
If hydroponic systems are ‘run-to waste’ monitoring of the receiving environment should be conducted; e.g. pH, EC, nitrogen, phosphorus should be recorded at a minimum, if the water is returned to a water body, turbidity and dissolved oxygen should also be monitored.
3.6 Water Management Protocols
From your Water Management Plan you will have identified a number of areas which you can effectively manage water sources and improve water use efficiency and water quality. The development of protocols involves turning these into a set of instructions for the training of staff responsible for each area. This may involve signage or incorporation of training in water management into staff induction and writing out these as a set of protocols or work instructions. In preparing these protocols and keeping monitoring and training records, you are proving that you are putting your Water Management Plan into action.
An auditor may test staff knowledge of these protocols as part of the audit when they conduct informal interviews with people in your business.
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Recommended documentation
The documentation in this section relates to the recommended criteria in the Water Use and Waterway Management section of the EnviroVeg Stewardship
Scheme Criteria.
3.7 Brochures or product information
If you upgrade any of your irrigation equipment, remember to keep any product information in your manual. This can provide evidence that you have considered and installed water-efficient equipment in your business. This information may also be available online so you could refer the auditor to the relevant company website if product specifications are available. In addition, any emails or written advice from irrigation experts could be produced to show that you have planned your irrigation system using expert advice.
3.8 Water audit and quality monitoring records
Keep all records of water audits performed by yourself or external people. Keep all information on water budgeting including rainfall, irrigation scheduling and soil moisture monitoring.
Keep all laboratory reports and your own monitoring results (diary entries are ok if legible).
3.9 Records of Nutrient and Sodicity Monitoring
Hydroponic growers can produce records of nutrient and sodicity monitoring as a means of demonstrating that water is matching plant needs and uptake is maximised. This is often incorporated into on-site software, although if measured manually then a sample of paper-based records is appropriate.
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4. Soil and Nutrient Management
This section of the Induction Package outlines the documentation you will need to meet the Soil and Nutrient Management section criteria of the EnviroVeg
Stewardship Scheme.
Essential documentation
The documentation in this section relates to the essential criteria in the Soil and Nutrient Management section of the EnviroVeg Stewardship Scheme
Criteria.
4.1 Expert advice
If you receive any expert advice from agronomists or soil consultants relating to either soil or plant nutrition you should keep a record so this can be produced to the auditor. This provides evidence that you are managing the soil and use of nutrients in an environmentally-responsible manner.
4.2 Nutrient budgets and crop nutrition plans
In addition, nutrient management plans and budgets prepared either by consultants or internally are important to demonstrate that you are planning your application of fertiliser and soil amendments to match plant needs. These can either be prepared through third parties such as agronomists, or through soil analysis laboratories, which often provide comments and advice to assist in the interpretation of soil or plant tests.
You may be asked under audit to demonstrate that you have been following this advice in your application of nutrients.
4.3 Staff training records
It is important to be able to demonstrate that staff involved in soil and nutrient management (including application) is adequately trained. You can record this in the Staff Responsibilities and Training Records for your business, as outlined in Section 2.2 of this Induction Package. Make sure that any contractors you are using also adhere to your protocols e.g. via providing them with a copy. You can ask contractors to sign the protocol after reading it and keep a signed copy.
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4.4 Fertiliser application records
Fertiliser application records provide evidence that you are following advice of soil/plant tests and nutrient budgets and are using best-practice application techniques in your business.
Template
The template below can be used and contains all of the relevant information you need to collect. Note: As farms throughout Australia use many different electronic and paper-based systems this is only a suggested template and you are able to collect this information in a way which works best within your operation.
Date Product type and composition
Amount applied per hectare, application method
Crop, paddock name and area
Reason for use Equipment used and calibration date
Weather conditions, temperature and precipitation
Person(s) applying the fertiliser(s) and signature
4.5 Service and calibration record for fertiliser/soil additive equipment
Service and calibration records are a way of demonstrating that equipment is appropriately maintained and operates efficiently. For advice on service and calibration, refer to your equipment manufacturer. Fertilisers and suppliers may also be able to provide advice on appropriate calibration of equipment.
Date Equipment Service/Calibration Name and signature
Recommended documentation
The documentation in this section relates to the recommended criteria in the Soil and Nutrient Management section of the EnviroVeg Stewardship Scheme
Criteria.
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4.6 Crop rotation records
Any records relating to crop rotation planning and actual planting schedules such as spread sheets or notebooks can be kept as a record of good environmental practice. These provide evidence that you are not ‘stressing’ the soil on different blocks. Most growers have crop planning schedules already and this documentation can be used to demonstrate that you have a crop rotation regime in place.
4.7 Records of Soil, Plant Tissue or Sap Tests
Fulfilling the criteria relating to soil and plant testing requires the grower to produce the results of periodic tests. Ensure you keep a copy of all test results as a reference in case you are audited. You may want to refer to the crop monitoring records in your fertiliser application records e.g. under reason for application.
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5. Pest and Disease Management
This section of the Induction Package outlines the documentation you will need to maintain to meet the Pest and Disease Management section criteria of the EnviroVeg Stewardship Scheme.
Essential documentation
The documentation in this section relates to the essential criteria in the Pest and Disease Management section of the EnviroVeg Stewardship Scheme criteria.
5.1 Pest and Disease Monitoring Record
Why do I need a Pest and Disease Monitoring Record?
The Pest and Disease Monitoring Record is a way of showing that you plan your use of crop protectants, minimise applications and use IPM techniques, soft chemicals or BT’s where applicable in your operations. In matching actions to the risk posed by each pest or disease you justify your pest or disease management actions based on the level of risk. The auditor will then be able to assess whether you are adhering to the principles of responsible pest and disease management outlined in the EnviroVeg Stewardship Scheme criteria and Self-Audit checklist.
How do I prepare my record?
The EnviroVeg Manual contains instructions on how to prepare your Pest and Disease Monitoring Record on page 10 of the Pest Management section.
Pest and Disease Monitoring Record
Grower/business name: Year/Season:
Date Crop Area Pest/Disease/Weed Monitoring result Action required Outcome of control
Operator and signature
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Recommended documentation
The documentation in this section relates to the recommended criteria in the Pest and Disease Management section of the EnviroVeg Stewardship Scheme criteria.
5.1 Independent advice from pest, weed or disease management experts
If an independent consultant with expertise in pest, weed and disease management is brought in to deal with issues on-farm, records of any advice can be kept as evidence of good pest, weed and disease management practice. Sample copies of this advice can be produced under audit.
5.2 Chemical storage records
Chemical storage records required under QA schemes can be used to show that soft or biological control options are being used on-farm.
5.3 Spray diary
Your business Spray diary is an excellent resource to provide evidence of responsible application of control options on-farm and can be produced to provide evidence under audit.
5.4 Best practice procedures and instructions
Best practice procedures and instructions should be recorded and turn pest and disease management priorities (i.e. implementation of a part-IPM Program) into action. It is suggested that these instructions be incorporated into a staff induction. The goal is to communicate any relevant laws and business priorities with staff responsible for pest and disease management.
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6. Agrochemical and Fuel Use Management
This section of the Induction Package outlines the documentation you will need to maintain to meet the Agrochemical and Fuel Use Management section criteria of the EnviroVeg Stewardship Scheme.
Essential documentation
The documentation in this section relates to the essential criteria in the Agrochemical and Fuel Use Management section of the EnviroVeg Stewardship
Scheme criteria.
6.1 Agrochemical and fuel use risk assessment
The agrochemical and fuel use risk assessment identifies key environmental issues in the storage and use of fuel and agrochemicals on-farm. A good initial step is to identify any risk areas such as chemical storages, on-farm drains and fuel storages on your farm property map. The next step is to identify any potential environmental issues which may arise from the storage and use of chemicals on property. This exercise is similar to what you will have prepared under your QA scheme, however, will need to focus on environmental risks such as groundwater contamination or spillage into waterways or natural habitats on-farm.
Template
The template below can be used to prepare your agrochemical and fuel use risk assessment.
In the Risk section provide details of the environmental risk and provide a Rating of 1-5 based on the level of risk to the environment. Under Proposed
action, outline how you plan to manage the risk should it occur, as well as the Person responsible for coordinating the response. In Communications outline how the risk subsequent action will be communicated with key staff responsible for acting in the event of the risk occurring.
Risk Rating Proposed action Person responsible Communications
6.2 Licenses and permits
Under the EnviroVeg Stewardship Scheme, members are required to comply with all legal requirements for responsible chemical management such as licenses and permits, withholding periods, record keeping, storage and handling. Evidence of licenses and permits can be provided to auditors along with
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bills for chemicals to show that they are part of your QA approved suppliers list. These records are usually kept in administration sections of growing operations and can be produced as required.
6.3 Staff training records and workplace signage
Staff training records for chemical management can be provided on audit to show that key staff has been trained in chemical management and storage. In addition, workplace signage and procedures can be produced to show compliance with relevant legal requirements relating to chemical storage and application on-farm.
6.4 Material Safety Data Sheets (MSDS)
It is important to keep MSDS for agrichemicals used on-farm in a central location and accessible to staff. The Australian Pesticides and Veterinary Medicine
Authority (APVMA) have released a smartphone application available to growers, which contains MSDS in electronic format so that they are easily accessible out in the field.
6.5 Spray Diary
The Spray Diary is a key document in providing evidence of environmentally-responsible application of agrichemicals on-farm. You will already keep a spray diary as part of an existing QA scheme, however, may need to add additional information to meet requirements under the EnviroVeg Stewardship Scheme.
Many growers collect spray records using electronic software and are free to collect this information in a way which best works within their business systems.
The template below contains the information which will need to be collected in spray records as part of the EnviroVeg Stewardship Scheme. The goal of providing this information is to provide an overall record of environmentally-responsible application of agrichemicals on-farm.
In addition to normal record keeping requirements, calibration comments are required to display appropriate maintenance and use of application equipment. For further information on equipment calibration, growers can refer to a fact sheet prepared for the Innoveg Program, available through the
Knowledge Management System at www.ausveg.com.au
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Template
Date Location, temperature, wind speed and direction
Precipitation
(Y/N) and humidity
Paddock name and area in hectares, target crop(s) and pest/disease
Product name and rate and required withholding period.
Amount prepared and applied, disposal record.
Equipment type and calibration comments
(operating pressure, ground speed, nozzle use)
Name and signature.
6.6 Chemical storage records
A live inventory should be kept of all chemicals used on farm, taking into account when products are used or disposed of. This is a requirement of existing
QA schemes, with a goal of ensuring that an accurate inventory of chemicals is able to be provided at any given time. In addition to agrichemicals used in production, records should also be kept of chemicals used for cleaning or in post-harvest processes.
6.7 Disposal records
Evidence of appropriate disposal of chemicals can be provided through the Spray Diary, as well as by providing receipts and evidence that empty drums and unused chemicals are disposed of through the ChemClear and DrumMuster programs.
Recommended documentation
The documentation in this section relates to the recommended criteria in the Agrochemical and Fuel Use Management section of the EnviroVeg
Stewardship Scheme Criteria.
6.8 Chemical management policy
The Chemical management policy builds on the Agrochemical Risk Assessment and Pest and Disease Management Record. The goal is to turn the information in both these plans into internal policies and procedures so that staff can enact company goals (for example proper spray equipment calibration or chemical application). We suggest incorporating chemical management into your company induction.
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6.9 Cleaning and maintenance records for storage areas
Cleaning and maintenance records for agrochemical storage areas can be used to display that they are regularly maintained and that spills are addressed on a regular basis.
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7. Biodiversity Management
This section of the Induction Package outlines the documentation you will need to maintain to meet the Biodiversity Management section criteria of the
EnviroVeg Stewardship Scheme.
Essential documentation
The documentation in this section relates to the essential criteria in the Biodiversity Management section of the EnviroVeg Stewardship Scheme Criteria.
7.1 Biodiversity Action Plan
Why do I need to prepare a Biodiversity Action Plan?
Vegetable growing operations can have a significant effect on the natural environment. Vegetable farms may be situated next to sensitive areas of remnant vegetation, waterways or other areas of natural significance (often called natural assets or resources or biodiversity / natural values). It is important for growers to be aware of the National, State and Local regulations and targets concerning environmental management. The Biodiversity Action Plan is a management tool which allows growers to plan initiatives which enhance and preserve the natural environment in which their business operates.
How do I prepare my plan?
The EnviroVeg Manual contains instructions on how to prepare your Biodiversity Action Plan on page 10 of the Biodiversity Management section.
Natural Resource Management (NRM) bodies and Landcare groups are also a valuable resource for information on the regulations and environmental targets of growers in their region. AUSVEG has also produced a number of regional guides for the EnviroVeg Program which outline key programs, legislation and environmental targets for a number of growing regions throughout Australia. These guides are available at www.enviroveg.com
.
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Biodiversity Action Plan
Grower/business name: Year/Season
Date Property area
Biodiversity value/ issue Action proposed and date Action completed and date Operator
Recommended documentation
The documentation in this section relates to the recommended criteria in the Biodiversity Management section of the EnviroVeg Stewardship Scheme
Criteria. If you have a property management or whole farm plan, you will already have a biodiversity action plan.
8.2 Biodiversity policy
Once you have developed your Biodiversity Management Plan, you will have clearly identified any focus areas on your property, such as remnant vegetation which is to be protected or areas which are to be re-planted or managed as habitat e.g. for threatened species. Once you have identified these activities we recommend you clearly document a Biodiversity policy to provide direction to staff. This policy may identify significant areas on the farm which are to be protected, limiting machinery and livestock traffic through the habitat. The idea is to turn your plans into action, by developing a concise set of procedures to be communicated to staff to ensure that any areas of natural significance on your property are preserved.
8.3 Environmental Action Plan
Biodiversity management should be considered in the development of your overarching business Environmental Action Plan. The auditor may look for evidence that these considerations are taken into account in the document to provide evidence against criteria in this section of the Scheme.
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8.4 Evidence of the purchase of natural products
If you make a conscious effort to purchase natural products, such as bio-pesticides or untreated timber, for your business ensure you keep evidence. This is a way of showing that you are considering impact on the environment in your business purchasing activities. You may want to have a purchasing policy to that effect.
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8. Waste and Pollution Management
This section of the Induction Package outlines the documentation you will need to maintain to meet the Waste and Pollution Management section criteria of the EnviroVeg Stewardship Scheme.
Essential documentation
The documentation in this section relates to the essential criteria in the Waste and Pollution Management section of the EnviroVeg Stewardship Scheme
Criteria.
8.1 Waste Management Plan
Why do I need a Waste Management Plan?
Vegetable operations produce different types of solid and liquid waste which must be managed to protect the environment. Depending on the size of the operation and whether or not it incorporates processing facilities these waste streams will vary for each business. The Waste Management Plan is a management tool to identify waste streams produced in your business and put strategies in place to effectively manage and minimise the waste produced on-farm. Regulations about classified wastes and their disposal or potential re-use differ from state to state. Business owners are required to adhere to state and council regulations. The EnviroVeg Waste Management Plan focuses on non-regulated waste streams that may have an impact on the environment if not managed well. These include: vegetable waste, packaging waste, fertiliser waste, wastewater with low contamination levels.
How do I prepare my plan?
The EnviroVeg Manual contains a step-by-step guide to preparing your Waste Management Plan on page 7 of the Waste Management section.
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Template
The following template can be used to develop your Waste Management Plan.
Waste Management Plan
Grower/business name: Year/Season:
Area/ Waste type Management method Monitoring method and results Responsibility
8.2 Environmental Action Plan
Waste and pollution management should be considered in the development of your overarching business Environmental Action Plan. The auditor may look for evidence that these considerations are considered in the document to provide evidence against criteria in this section of the Scheme.
Recommended Documentation
The documentation in this section relates to the recommended criteria in the Waste and Pollution Management section of the EnviroVeg Stewardship
Scheme Criteria.
8.3 Evidence of the purchase of minimum-waste, non-toxic or recyclable products
After you have examined the waste streams in your business and completed your Waste Management Plan, you will have likely identified a number of areas where inputs can be reduced or substituted for more environmentally friendly alternatives. If you decide to opt for more environmentally friendly or wasteconserving products (i.e. recyclable packaging) ensure you keep evidence of purchase or use. This could be in the form of receipts, product information or even photos of packaging.
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9. Air Quality Management
This section of the Induction Package outlines the documentation you will need to maintain to meet the Air Quality Management section criteria of the
EnviroVeg Stewardship Scheme.
Essential documentation
The documentation in this section relates to the essential criteria in the Air Quality Management section of the EnviroVeg Stewardship Scheme Criteria.
9.1 Air Quality Management Plan
Why do I need an air management plan?
Activities conducted on farm can cause environmental issues such as smoke, dust or noise which impact on neighbours. Activities, such as burning off or spraying, need to be conducted in accordance with local regulations and cause minimum impacts on neighbours and the environment.
How do I prepare my plan?
The EnviroVeg Manual contains a step-by-step guide to preparing your Air Quality Management Plan on page 9 of the Air Quality Management section.
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Template
The following template can be used to develop your Air Quality Management Plan.
Air Quality Management Plan
Grower/business name: Year/Season:
Location/Activity Management method Monitoring method and results Responsibility
9.2 Air Quality Protocol
The Air Quality Protocol turns your Air Quality Management into action. It is a way to ensure that key members of your operation and staff understand all relevant rules and legislation relating to air quality management in your operation and understand the goals and strategies outlined in your plan.
It is a list of procedures for your staff to instruct them about controlling or mitigating issues such as dust or noise. These can form part of your business operating procedures and staff induction.
Other documents such as your spray or fertiliser diary that show wind speed when spraying or doing other tractor work can also be produced as evidence of sound practice to prevent spray drift or dust for neighbours. Irrigation pumps should be maintained for minimum noise levels.
Recommended Documentation
The documentation in this section relates to the recommended criteria in the Air Quality Management section of the EnviroVeg Stewardship Scheme
Criteria.
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9.3 Complaint resolution documentation
Having a documented complaint recording and resolution procedure is recommended to assist in effectively dealing with complaints from neighbours or the general public. Should any issues arise, ensure you keep all documentation relating to complaints so that they can be presented to the auditor as evidence that you have procedures in place and that complaints relating to air quality or noise are dealt with effectively in your business.
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10. Energy Use Management
This section of the Induction Package outlines the documentation you will need to maintain to meet the Energy Use Management section criteria of the
EnviroVeg Stewardship Scheme.
Essential documentation
The documentation in this section relates to the essential criteria in the Energy Use Management section of the EnviroVeg Stewardship Scheme Criteria.
10.1 Energy Management Review
The Energy Management Review is a useful tool to summarise your operation’s strategies to reduce energy consumption for the coming year.
Why am I doing this review?
It is fast becoming a necessity for vegetable growing businesses to periodically review and put strategies in place to reduce energy consumption, which is a considerable component of the cost of producing vegetables especially irrigation, cooling and transport.
Most vegetable growers have a number of strategies already in place, so the Energy Management Review is a process of writing these down to have evidence for the auditor. A benefit of sitting down and preparing an Energy Management Review is that it may cause you to think about energy use in more depth and put in place more strategies to keep these costs down. Remember, every dollar you save in energy efficiency goes straight to the business bottom line!
Step 1. Review your consumption
The first step is to review previous bills and energy consumption information to determine the areas of your business you would like to focus on. You may find that a particular area, such as irrigation or refrigeration comprises a particularly large percentage of your costs so you may want to target these areas for the maximum benefit.
Once you have identified these areas of focus, evaluate potential strategies and their costs/benefits. These could be large-scale investments in plant or other infrastructure or simple changes to behaviour (such as not leaving tractors idling, changing irrigation times, installing curtains and self-closing doors in cool rooms or sensor light in some areas). This can result in significant savings over a year. The Energy Management section of the EnviroVeg Manual is a good resource to identify potential initiatives you may want to implement in your business.
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Step 2. Prepare your review
Once you have identified what you want to do, you can start writing your activities down in your Energy Management Review using the template below.
2.
3.
Activity Priority
List your activity. High,
Medium or
Low.
Benefit
What you expect to achieve e.g. current cost vs potential or target savings.
Implementation
How you plan to implement the activity.
How you will communicate the activity to key staff
Result
What results have you been able to achieve? (e.g. a reduction in energy use)
10.2 Evidence of Energy Efficient Products and Equipment
It is important that EnviroVeg ‘Platinum’ members are able to demonstrate that they are considering the environment when making purchasing decisions.
Under the audited ‘Platinum’ scheme this requires growers to be able to provide evidence that they are making energy-efficient purchasing decisions.
Think of this like the way you would keep fuel or other business receipts for tax purposes. Each time you make an energy-efficient purchasing decision make sure to keep the receipt or other information as evidence.
An example would be the purchase of energy-efficient light globes for a workshop, whereby the receipt could be produced when audited.
Another example would be the upgrading or installation of new irrigation or refrigeration equipment, where product manuals or brochures showing the energy efficiency performance or product capabilities and comparable energy bills (before and after installing new equipment) could be used as evidence.
Recommended Documentation
The documentation in this section relates to the recommended criteria in the Energy Use Management section of the EnviroVeg Stewardship Scheme
Criteria.
10.3 Energy Consumption Protocol
Once you have put together your Energy Management Review, the next step is to turn it into action. The Energy Consumption Protocol is a simple document with procedures for staff to implement your planned initiatives outlined in the review.
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It could contain a series of rules for staff to follow and be communicated to them as part of your QA induction package, such as instructing office staff to only purchase energy-efficient lighting, or teaching field staff fuel-efficient use of farm machinery and all to turn equipment off when not in use.
For the purpose of an audit, you will be required to prove that you have communicated the goals and energy efficient practices to staff. This could, for example, be signage on machinery about energy-efficient operating techniques, or signage reminding staff to turn of machinery when not in use.
This can be achieved in a number of ways:
Documenting and communicating policies and procedures to staff as part of induction.
Signage in key work areas on energy-efficient practices.
Communicating the importance of energy-efficient practices to staff on a regular basis, e.g. in company newsletters or on notice boards.
10.4 Service and maintenance records for farm machinery
Keeping equipment well maintained and serviced can reduce the amount of energy used on-farm. Keeping copies of records of equipment service and maintenance records can demonstrate to the auditor that you are keeping equipment in good working order. Copies of these documents can be kept in your Manual as evidence.
10.5 Irrigation and refrigeration equipment maintenance records
Irrigation and refrigeration equipment are major users of energy in vegetable growing operations. Keep records of any maintenance or servicing you do throughout to demonstrate to the auditor that this equipment is operating efficiently in your operation.
10.6 Energy invoices
A great way to show reductions in energy use is to keep Energy invoices, which can then be presented as evidence to the auditor.
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