skip to navigation skip to content skip to footer

Defence Estate Quality Management System (DEQMS) Davis Langdon Certification Services


Site Selection Task 6 - Full Review

Send Minute to Regional Director Estate Planning


Defence Project Officer writes to the relevant regional Director Estate Planning (i.e. ACT/NSW, WA/SA/NT or QLD/VIC/TAS)  seeking approval for the SSB membership and to conduct a SSB  Minute to Regional Director Estate Planning.

Minute to Director Estate Planning for the relevant region is to include recommendation for:

  • the Chair of the Site Selection Board (SSB) - typically the Defence Project Officer
  • membership of the SSB (membership typically includes 3 to 7 people, excluding the chairperson depending on the scale of the project - all Defence personnel)
  • mandatory stakeholders and suggested Subject Matter Experts and other relevant stakeholders who should be involved with the Site Selection Process
  • approval authority
  • a footnote must be included at the bottem of the Minute document which clearly identifies the project number and location/base.

Minute to include:

  • Site Selection Brief
  • Maps of Sites
  • Design Layout Drawings
  • Requirement for Full Review

The Minute to Director Estate Planning (DEP) (for the relevant region) and supporting documents are to be submitted to the Site Selection Admin Co-ordinator.

Electronic Copies of documents are to be sent to the internal group mailbox ASEP Site Selection Applications
External emails are to be sent to 


The Minute to DEP (region) acts as a blueprint for the review and evaluation stage of the Site Selection Process as it identifies and names the Chair and Members of the Site Selection Board, suggested subject matter experts and mandatory stakeholders.

It is imperative in this step that the Defence Project Officer takes the time to reflect on the nature, scale and impact of the project to ensure that the listed stakeholders, subject matter experts etc. are appropriate to be able to provide meaningful input to the Site Selection process. The SADFO and BSM would normally be SSB members and on ‘green field’ sites a representative from the Directorate of Environmental Protection & Assessment (DEPA) is mandatory.

The Project Officer should also contact the respective Service Headquarters to ascertain whether they may require representation at the SSB.


  • Chair, membership of SSB, stakeholders, Subject Matter Experts approved by ASEP.
  • Defence Project Officer or Chair notifies SSB members of their formal appointment.
  • Submission and approval of the Minute is recorded in the Site Selection Approval Register for future reference.