Farm System Evaluator Next Steps

Farm System and Infrastructure Selection

Testing the concept

Significant investments and operation change should not be made hastily to mitigate an immediate or short- term issue. Testing concepts and options with business partners and trusted advisors is very important. This is also an opportunity to delve deeper by travelling and visiting other businesses who have already transitioned and are operating the system being contemplated. This first-hand experience will confirm and test the thinking before commitment.

Consult specialists

Discuss the concept ideas with trusted and professional consultants, industry bodies and government agencies specialising in agriculture. This will test the thinking and raise matters that may not have been considered. Seek a range of opinions and weigh up the pros and cons. Where specialists will be engaged to assist, the relationship between various parties needs to be clearly and formally recorded in a contract to provides legal protection for all those involved. Typically including scope of work, activity schedule, associated costs and payments, accountabilities for all parties, dispute mediation, insurance, warranties, OH&S and sign off at completion.

Consult a financial adviser

Once the operation’s potential future direction has been firmed up, consult a financial adviser, lender and/or potential investors outlining the economic rationales for the investment. A Benefit Cost Analysis (BCA) provides reassurance that due diligence has been undertaken and the cost of the development is outweighed by the longer-term gains. This is a critical step before getting too advanced with design and planning. Discussions with others will inform the potential scale of the investment. Key triggers for the release of finance should also be discussed at this point e.g. approval stage, equipment order, construction etc to understand the cash flow requirements through the process.

Infrastructure design and siting

In this early stage of planning, it is recommended to consult with system designers and specialists to review various options, configurations and stages of development best suited to the property. This should include the integration of the proposed infrastructure complex with existing infrastructure and consider, connection to laneways, water access, milking facilities, commodity areas, paddocks, and relationship to surrounding areas (sensitive receivers, planning overlays). The infrastructure complex involves all the associated works including feeding and housing facilities, effluent system, commodity, and feed preparation area overlayed on a property footprint.

Develop timeline schedules

An aspect of project management that is often under- estimated is timelines, given the amount of work required to take the proposed concept through construction to operation. Complexities can arise depending on the development type, chosen site, planning requirements and assessments, locality complexities and separation distances from sensitive land uses such as neighbours and waterways, and the coordination of multiple professional services, timelines for larger investments can take a minimum of ten months and even longer should the development attract objectors. Typically, larger scale developments (contained housing, dairies) can take well over twelve months to reach operations.

Project Planning and Development

Preliminary property data collection and planning

To prepare the relevant approval documents, the appointed environmental planner must have a better understanding of the business, the proposed developments and property and operational specific information. Property specific reports including identification of land use and development controls is an important aspect to determine the information that will be required to support the development or identify constraints which may require review. It is at this stage, the original proposed site for development may need refinement or if not considered in the initial siting, reconsideration, taking into account various planning overlays and relevant conditions that will be imposed by government agencies.

Liaison with local councils and agencies

Early communication with approval authorities which in many cases will be local government councils will help inform the assessment criteria and expectations along with identifying other government agencies that may be involved in the approval process and their requirements and or further consent. This is often best undertaken in a Focus Planning Meeting (see below).

Development consent

Depending on the type and size of development and the investment being proposed, the planning pathway in different states will vary. Some states, depending on how the development is classified (i.e. a state significant development, a designated development, or a scheduled premise), will need to seek consent from the relevant planning authority before an approval or planning permit can be granted. It is important to understand these triggers at a very early stage to enable the planning for and meeting these requirements in a timely and cost-effective manner. If not recognised and addressed correctly, this can add significant, cost, delays and frustration to the process. Often development consent approvals will identify further actions that must be undertaken prior to commencement of construction (e.g. Building Permit/Construction Certificates, road access connections) and operation (e.g. EPA licensing, Fire Safety Certificates). These are important requirements to meet as they may have implications on the release of finance and insurance cover.

Preliminary desktop environmental planning

No development, including initial site preparation and/or earthworks should be undertaken until a comprehensive planning desktop assessment and relevant site investigations have been completed. All proposed development requires the preparation of relevant documents and reports to ensure approval agencies that due diligence has been undertaken to mitigate potential risks and meet the conditions outlined in the states and local planning provisions.

Site inspections by relevant authorities are undertaken as part of this assessment during the approval process. When proposing contained housing developments, Environmental Impact Statements and professionally designed Effluent Management Plans must be developed to support the application. These overarching documents can also be supported by a range of other plans such as: Land Capability Assessment and Soil Management Plan, Salinity Management Plans, Traffic Management Plans, Aboriginal Cultural Heritage Management Plan, Storm Water Management Plans, Flora and Fauna Assessment, Floodplains Management Plans, and Irrigation Whole Farm Plans etc. Quite often, developments can be delayed if plans are not properly prepared and planning agencies seek further information.

Site investigations

These investigations should commence with the environmental planning aspect covering both the construction site, any site for borrowing earth and those proposed for disturbance (roads etc). These investigations involve: site surveying, site plans (in addition to infrastructure plans), drainage, location of ground water, geotechnical assessments, soil classification and suitability. It is the combination of the infrastructure development plans, environmental planning considerations and site investigation results that confirm the proposed development site is proposed in the best location.

Focus planning meeting (pre-lodgement meeting)

Usually associated with larger scale investments, the pre-application meeting may involve a proponent and the project management team conducting an on-site presentation to approval authority and other relevant government agencies. This will involve outlining the broad proposal to identify any specific areas of focus that agency might raise during the application/approval phase together with the assessments and detailed considerations required to be presented as part of the application. This provides an opportunity to finetune and strengthen relevant information before lodging the application. It also assists agencies to better understand the proposed development and future operation proposed at the site.

Community planning meeting

A public meeting may be conducted by the proponent or required by the approval authority pre-application to involve neighbours and the communities to better understand the proposal and provide an opportunity to raise any areas of concern. This has the benefit of informing the preparation of application documentation to address any concerns and seek to minimise any potential future complaints, as well as any requirements for mediation once the application has been lodged.

Submitting the application

This is the final checking stage to ensure all relevant documents and supporting plans have been finalised and are ready for submission. Completion of the generic approval authority application form and payment of the permit application fee. Some authorities may require a pre-lodgement meeting requirement to check that all documentation has been prepared to the satisfaction of the approval authority (local council).

Application lodgement

The approval authority (local council) will review and determine if all required information has been submitted. If incomplete, the authority may formally request further information with timeframes for response.

Referral to relevant government agencies

The approval process may require the referral of the proposal to relevant government agencies. The various agencies are required to assess the proposal, may apply conditions to any approval, require further information and or object to the proposal.

Public notice

If it is deemed a notice of application is required, a letter to adjoining neighbours, notice on the site or local media will be instigated. The approval authority will consider any submissions received within a nominated timeframe.

Council processing

The Council planner will review and determine if all required information has been submitted (if not, the officer will either return the application or will formally request outstanding information is supplied through a Request for Further Information before referring to statutory referral or non-statutory referral agencies. These referrals will depend on the development type, related works, and their location. The various agencies will then undertake their assessment and respond with specific conditions to apply to the approval. In most cases, the application will be publicly advertised via the local or state related system, notice on website and sometimes social media. This will likely also include notification to adjoining and surrounding residents.

Mediation

In the event the proposed development attracts objections to the proposal (individuals or community groups), the approval authority council will organise a public meeting council for submissions to be heard and the proponent to address those concerns. The aim of this process is to resolve concerns and reach a satisfactory outcome by amending the proposal or providing further information to address the concerns raised. Planning consultants may need to be re-engaged.

Approval issued (conditions)

The approval authority will collectively weigh up all information presented and will make their final determination to grant a permit and/or approve subject to conditions, give notice of a decision subject to review or a refusal. If required appeals can then be made through the relevant body either by the proponent or objectors depending on the outcome. It is important to carefully review these conditions and their required timing to ensure that the Construction Phase is undertaken in adequate timeframes and without delays. Conditions of consent – particularly those that relate to construction activities should be provided to all contractors.

Project Construction

Project management

Effective project management is a critical aspect once planning approval has been granted ensuring the scheduling of works and associated activities to support construction and installation are closely monitored and managed. Arising issues and unforeseen circumstances can be addressed quickly to minimise disruptions to the numerous personnel on-site undertaking various works. Experienced project managers with expertise in specific works can save time and cost during this phase.

Site preparation and earthworks

The results obtained from site assessments, various planning documents and any relevant amended conditions informs the construction requirements and determines how the site must be prepared, which will include stages for inspection and supervision.

Shed construction and infrastructure installation

During construction, the project manager will be required to observe and manage onsite activities and confirm all specified requirements are being met, with the construction monitoring typically undertaken by the design engineer (or representative) to ensure “key elements” of the design have been interpreted and constructed. This will be in line with relevant documents including drawings, specifications, consent conditions and required inspections.

Project Commissioning and Transition

System commissioning and completion review

At the completion of the project construction, it is important to undertake a final check and assessment of the facilities and installed equipment to ensure they are fully functional and operating to specifications. Training should be received in the installed systems and future reviews of the system should be established.

Transitioning

It is common to hear the transitioning process to new facilities takes time as the herd and staffing adjust to the farm operation changes. The transition from a grazing business to contained housing takes longer and requires a lot of pre-planning particularly right from the very start at the concept idea. The transition should consider the potential to manage short term reduced production, staff training and seasonal change where possible.