australian melon association’s biosecurity incident ...€¦ · name john caleo signature date 30...

Australian Melon Association’s

Biosecurity Incident Standard

Operating Procedure

AMA BISOP | PAGE i

BISOP TEMPLATE INFORMATION

The Biosecurity Incident Standard Operating Procedure (BISOP) template was developed under the National

Emergency Plant Pest Training Program of Plant Health Australia (PHA). The template is available to all PHA

members when completing a BISOP through a PHA-led workshop for their organisation, but the template

remains the copyright of PHA.

© Plant Health Australia 2019

Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process

without prior permission from PHA. Requests and enquiries concerning reproduction and rights should be

addressed to PHA through the contact details listed below:

Attention: General Manager, Emergency Response

Post: Plant Health Australia

Level 1, 1 Phipps Close DEAKIN ACT 2600

Phone: (02) 6215 7700

Email: [email protected]

Template review

PHA will review the BISOP template each year and release the revised template in line with the November

EPPRD meetings. Revisions will be based on changes to the EPPRD, outcomes of active responses, testing at

simulation exercises and workshops, and recommendations for amendments from EPPRD Parties.

Recommendations for amendments should be forwarded to:

Attention: Manager, Emergency Plant Pest Response Deed

Phone: (02) 6215 7700

Email: [email protected]

Template version (of this document)

This document was developed using the template version shown in the table below.

BISOP template version Version 1.0

Issue date 9 November 2018

Disclaimer: All due care has been taken to not misrepresent the content or intent of the EPPRD in the

development of the BISOP template. Information is provided in good faith, on the best understanding of the

EPPRD. This document is not intended as professional advice on the proper interpretation of the EPPRD or any

matter. It is not intended to override, amend, alter or substitute the terms of the EPPRD in any way. No person

should act or fail to act based on any material contained in this document without first, as applicable,

consulting the EPPRD and/or obtaining specific, independent professional advice. Plant Health Australia and all

persons acting for Plant Health Australia in preparing this document, expressly disclaim all and any liability to

any persons in respect of anything done by any such person in reliance, whether in whole or in part, on this

document.

AMA BISOP | PAGE ii

BISOP DEVELOPMENT WORKSHOP

Development of version 1.0 of the Australian Melon Association BISOP was completed through a facilitated

workshop as follows:

1 The “Executive” as stated in this document is the equivalent of the “Management Committee” as stated in the Australian Melon

Association Constitution

Date 22 January 2019

Location Park Hotel, Brisbane

Attendees Jon Caleo (AMA Executive1 Chair)

Paul McLaughlin (AMA Executive Deputy-Chair)

Leanne McLennan (AMA Secretary/ Treasurer)

Andrew Martens (AMA Executive member)

Chris Jowett (AMA Executive member)

Dianne Fullelove (Melon Biosecurity Officer)

Helena Whitman (AMA Administration)

Joanna Embry (Melon Project Officer)

PHA facilitators Stephen Dibley (Manager, Training and Biosecurity Preparedness)

Felicity Andriunas (Manager, EPPRD)

AMA BISOP | PAGE iii

ENDORSEMENT OF BISOP

Position Australian Melon Association Executive Chair

Name John Caleo

Signature

Date 30 September 2019

REVIEW OF COMPLETED BISOP

This BISOP will be reviewed by AMA in full every three years from the issue of version 1.0 as a facilitated

workshop through PHA.

In addition, AMA will review relevant sections of the document upon notification by PHA that a new BISOP

template has been released or following the involvement of AMA in a Cost Shared Response Plan under the

EPPRD.

Revision History

Version # Date

issued

Template

version

Amendment Details

Section(s) Details

1.0 30/09/2019 1.0

All clauses and schedules are a reference to the relevant provision of the EPPRD issued 15 May 2019.

Capitalised words/terms (excluding names) are defined within the EPPRD.

AMA BISOP | PAGE iv

TABLE OF CONTENTS

1. Introduction .............................................................................................................................................. 6

1.1. Acronyms ................................................................................................................................................................................. 6

1.2. Background ............................................................................................................................................................................. 7

1.3. Purpose .................................................................................................................................................................................... 7

1.4. Scope ......................................................................................................................................................................................... 7

1.5. Key information ..................................................................................................................................................................... 7

1.6. Document structure ............................................................................................................................................................ 8

2. National response management.............................................................................................................. 9

2.1. Representatives nominated.............................................................................................................................................. 9

2.1.1. Contact for Notice .................................................................................................................................................. 9

2.1.2. National Management Group ......................................................................................................................... 10

2.1.3. Consultative Committee on Emergency Plant Pests .............................................................................. 11

2.1.4. Scientific Advisory Panel .................................................................................................................................... 12

2.2. Key matters for representatives .................................................................................................................................... 13

2.2.1. Pest notification to CCEPP ................................................................................................................................ 13

2.2.2. CCEPP Meetings (teleconference or face-to-face) .................................................................................. 14

2.2.3. Briefing between CCEPP and NMG representatives ............................................................................... 15

2.2.4. National Management Group Meetings ..................................................................................................... 16

2.2.5. Agreement to fund to a response ................................................................................................................. 17

2.2.6. Advice to PHA on species represented for the EPPRD .......................................................................... 17

2.3. Record management ........................................................................................................................................................ 18

2.3.1. Incident record management .......................................................................................................................... 18

2.3.2. Business rules for record storage and use ................................................................................................. 19

2.3.3. CCEPP Portal ........................................................................................................................................................... 20

3. Response Plan development and review .............................................................................................. 21

3.1. Key tasks ................................................................................................................................................................................ 21

3.1.1. Response Plan input ............................................................................................................................................ 21


3.2.1. Response Plan documentation ....................................................................................................................... 22

4. Accounting and financial management ................................................................................................ 23

4.1. Key tasks ................................................................................................................................................................................ 23

4.1.1. Tracking expenditure .......................................................................................................................................... 23

4.1.2. Repayment of Cost Sharing obligations ..................................................................................................... 24

4.1.3. Claims for Cost Shared expenses ................................................................................................................... 24


4.2.1. Records required for cost shared responses under the EPPRD ......................................................... 25

4.2.2. Financial and time ................................................................................................................................................ 25

5. Owner Reimbursement Costs (ORC) ..................................................................................................... 26

5.1. Key tasks ................................................................................................................................................................................ 26

5.1.1. Develop ORC Evidence Framework ............................................................................................................... 26

5.1.2. Indicative ORC budgeting ................................................................................................................................. 27

AMA BISOP | PAGE v

5.1.3. Facilitation of ORC awareness in responses .............................................................................................. 27

5.1.4. ORC data provision .............................................................................................................................................. 28


6. Industry-government partnerships ....................................................................................................... 29

6.1. Representatives nominated............................................................................................................................................ 29

6.1.1. Industry Liaison ..................................................................................................................................................... 29

6.2. Key tasks ................................................................................................................................................................................ 30

6.2.1. Industry liaison roles ........................................................................................................................................... 30


6.3.1. Contact details ....................................................................................................................................................... 31

6.3.2. Register of activities, decisions and advice ................................................................................................ 31

7. Public information .................................................................................................................................. 32


7.1.1. National Biosecurity Communication and Engagement Network contact .................................... 32

7.2. Key tasks ................................................................................................................................................................................ 33

7.2.1. National Biosecurity Communication and Engagement Network .................................................... 33

7.2.2. Industry member/stakeholder engagement ............................................................................................. 34

7.2.3. Media liaison .......................................................................................................................................................... 35


7.3.1. Public information records ............................................................................................................................... 35

8. Categorisation ......................................................................................................................................... 36


8.1.1. Categorisation Group Representatives ........................................................................................................ 37

8.2. Key tasks ................................................................................................................................................................................ 38

8.2.1. Information package development and contribution ........................................................................... 38

8.2.2. Categorisation Group Meeting ....................................................................................................................... 39

8.2.3. Funding Weight determination ...................................................................................................................... 39

8.2.4. Relevant Party endorsement ............................................................................................................................ 40


8.3.1. Categorisation records ....................................................................................................................................... 40

9. Appendices .............................................................................................................................................. 41

9.1. Register of key contacts .................................................................................................................................................. 41

9.2. Register of specialists ....................................................................................................................................................... 42

9.3. Register of external contacts ......................................................................................................................................... 43

9.4. Links to supporting documentation and resources .............................................................................................. 44

AMA BISOP | PAGE 6

1. INTRODUCTION

1.1. Acronyms

Acronym Full name

ACPPO Australian Chief Plant Protection Officer

AMA Australian Melon Association Inc.

BIPIM Biosecurity Incident Public Information Manual

BISOP Biosecurity Incident Standard Operating Procedure

BOLT Biosecurity Online Training

CCEPP Consultative Committee on Emergency Plant Pests

CPHM Chief Plant Health Manager

EPP Emergency Plant Pest

EPPR Emergency Plant Pest Response

EPPRD Emergency Plant Pest Response Deed

ILO Industry Liaison Officer

IMT Incident Management Team

NBCEN National Biosecurity Communications and Engagement Network

NCN National Communications Network

NMG National Management Group

ORC Owner Reimbursement Costs

PHA Plant Health Australia

PLANTPLAN The Australian Plant Pest Response Plan

SAP Scientific Advisory Panel

ToR Terms of Reference

AMA BISOP | PAGE 7

1.2. Background

The Emergency Plant Pest Response Deed (EPPRD) is a formal legally binding agreement between PHA, the

Australian Government, all state and territory governments and national plant industry body signatories. It

covers the management and funding of responses to Emergency Plant Pest (EPP) incidents, including the

potential for Owner Reimbursement Costs (ORC) for growers. It also formalises the role of plant industries’

participation in decision making, as well as their contribution towards the costs related to approved

responses.

AMA has been a signatory to the EPPRD, since 9 December 2015, representing Charentais melon (Cucumis

melo var. cantalupensis), Galia melon (C. melo var. reticulatus), Hami melon (C. melo var. reticulatus),

Honeydew melons (C. melo var. inodorus), Horned melon (C. metuliferus), Korean melon (C. melo var.

makuwa), Piel de sapo (C. melo var. inodorus), Rockmelons (C. melo) and Watermelons (Citrullus lanatus). As a

signatory to the EPPRD, AMA has defined roles and responsibilities if a suspect or known EPP is detected that

impacts on the Crops represented.

1.3. Purpose

Australian Melon Association’s BISOP documents how the organisation delivers on its roles and

responsibilities as a Party to the EPPRD, with specific emphasis on undertaking its role in a response to an

incident2. This document provides guidance to staff and other representatives of AMA, documents corporate

knowledge and organisational procedures relevant to incidents responded to under the EPPRD.

1.4. Scope

This BISOP is specific to the direct responsibilities of the AMA during a response to a suspect of known EPP

notification where they are identified as a potentially Affected Party under the EPPRD.

1.5. Key information

An introduction to the national response management and the EPPRD, refer to the PHA Foundation and

National EPP Response Management BOLT courses (available at pha.canopihr.com.au).

For detailed information on EPP responses, specified roles and responsibilities, and the plant biosecurity

system, which will provide context for the elements of the BISOPs, please refer to the information sources

listed in the table below.

Capitalised terms (excluding names) used in this document are a reference to the defined terms in clause 1.1

Definitions in the EPPRD.

Links to relevant resources

Resource Web link

EPPRD www.planthealthaustralia.com.au/epprd

PLANTPLAN and supporting

documents

www.planthealthaustralia.com.au/plantplan

CCEPP Portal portal.biosecurityportal.org.au/Pages/CCEPPLanding.aspx

Contact [email protected] for access

2 Incident means the occurrence of a confirmed or reasonably held suspicion of an EPP or of an uncategorised Plant Pest which is

reasonably believed to be an EPP (not including a Plant Pest investigation where the provisional finding or diagnosis is that the Plant

Pest is established).

AMA BISOP | PAGE 8

Resource Web link

EPPRD administration Forms and

Confidentiality Deed Poll3

Contact PHA at [email protected] for copies of forms

Endorsed ORC evidence frameworks www.planthealthaustralia.com.au/biosecurity/incursion-

management/owner-reimbursement-costs/

Industry page on PHA website www.planthealthaustralia.com.au/industries/melons/

Biosecurity OnLine Training (BOLT)

This is a plant biosecurity e-learning

platform, that includes relevant

courses.

pha.canopihr.com.au

Create your own account and then enrol in courses.

Industry specific training resources No resources identified

1.6. Document structure

Information in this document is grouped by function or outcome for ease of reference:

• National response management

• Response plan development and review

• Accounting and financial management

• Owner Reimbursement Costs

• Industry-government partnerships

• Public information

• Categorisation

Under each primary heading there is information on representative nomination, key tasks to be delivered and

record management. This structure is intended to improve ease of use and help identify linked activities to be

undertaken.

Key information sources and lists are presented in the appendices at the end of the document for quick

reference.

3 To enable the effective completion of the roles and responsibilities listed in the document, it should be standard practice that all staff

and Executive members of AMA will complete a Confidentiality Deed Poll as part of their induction procedures.

AMA BISOP | PAGE 9

2. NATIONAL RESPONSE MANAGEMENT

2.1. Representatives nominated

2.1.1. Contact for Notice

Role description The Contact for Notice is the central point of contact. They will receive all formal

notifications, requests or other communication from PHA and other EPPRD Parties to

AMA relating to the EPPRD.

It is the responsibility of the Contact for Notice to ensure that notifications and

requests are passed to the correct person internally to be actioned.

Nominee details Details of the current nominee(s) appear on schedule 2 (Notices) of the EPPRD.

Current nominees are also identified in 9.1 Register of key contacts.

Tasks The Contact for Notice has the key role of being the primary contact for matters

related to the EPPRD. Those aspects specific to a role beyond formal responses.

Details regarding to tasks outlined in this document are found in these sections:

• 4.1.3 Claims for Cost Shared expenses

• 8.1.1 Categorisation Group Representatives

• 8.2.4 Relevant Party endorsement

Requirements and

recommended

training

• Easily contactable and checks mail and emails regularly

• Ability to liaise and delegate within the organisation effectively

• Basic understanding of the EPPRD and the organisation’s role within the national

system

• Completed the PHA Foundation Course on BOLT

Nomination

process

The Contact for Notice will be the same person nominated as the CCEPP

representative.

Notification to

PHA

The Contact for Notice must complete and return a Confidentiality Deed Poll to PHA

when they are first nominated.

Email [email protected] to receive the relevant forms.

Additional

information

• The Contact for Notice may be a person or position within the organisation and

more than one person may be identified.

AMA BISOP | PAGE 10

2.1.2. National Management Group

Role description The role of NMG representative is to make decisions on behalf of AMA about

responses to EPPs under the EPPRD. Decisions are based on the advice provided by

the CCEPP about the technical aspects of the response.

Specifically, the NMG representative will:

• Decide on behalf of the national melon industry whether to commit to investing in

a response under the EPPRD.

• Represent the industry’s view at meetings

• Ensure the best interests of the melon industry are met

Nominee details Current nominees are identified in 9.1 Register of key contacts

Tasks Tasks carried out by this nominee are described in sections:

• 2.2.3 Briefing between CCEPP and NMG representatives

• 2.2.4 National Management Group Meetings

• 2.2.5 Agreement to fund to a response

Requirements and

recommended

training

• Recognition in writing from AMA as the representative

• Authorisation to commit the melon industry to paying their share of agreed Cost

Shared costs

• Understand the industry

• Effective communication skills

• Completed the PHA Foundation Course and National EPP Response Management

Course on BOLT

• Be familiar with the PLANTPLAN supporting document National Management

Group Job Card

Nomination

process

The NMG representative will be the Chair, with the backup representative to be the

vice Chair.

The CCEPP representative will provide support by receiving all NMG correspondence

and advising the NMG representative.

Notification to

PHA

The NMG representative must complete and return a Confidentiality Deed Poll to

PHA when they are first nominated and prior to participation in any EPPRD matters.


Additional

information

The NMG representative must be available to meet at short notice in an emergency.

AMA BISOP | PAGE 11

2.1.3. Consultative Committee on Emergency Plant Pests

Role description The role of CCEPP representatives is to engage and make decisions in respect of the

technical aspects of responding to EPPs. Specifically, the AMA representative will

need to consider the information available and work with the other Affected Parties

to reach the best outcome for the situation. This can include providing context about

how the melon industry may be impacted by the measures proposed, suggest

alternative approaches, ensuring the best interests of the melon industry are met and

appropriate messages about the situation can be communicated.

Nominee details Current nominees are identified in 9.1 Register of key contacts


• 2.1.4 Scientific Advisory Panel

• 2.2.1 Pest notification to CCEPP

• 2.2.2 CCEPP Meetings

• 2.2.3 Briefing between CCEPP and NMG representatives

• 2.2.6 Advice to PHA on species represented for the EPPRD

Requirements and

recommended

training

• Recognition in writing from AMA as the representative

• Understanding of the industry


• Understanding of current pest management approaches used in the industry


course on BOLT

• Be familiar with PLANTPLAN

• Be familiar with the PLANTPLAN supporting documents:

- Consultative Committee on Emergency Plant Pests Operating Guidelines

- Consultative Committee on Emergency Plant Pests Job Card

Nomination

process

The primary CCEPP representative will be the Melon Biosecurity Officer.

If the primary CCEPP representative is not available, the secondary CCEPP

representative will be the AMA Chair. To facilitate action when the primary CCEPP

representative is not available, during these periods emails relating to CCEPP matters

will be forwarded (auto-forward should be set) to the Melon Project Officer who will

liaise with the Executive to facilitate the appropriate course of action.

Notification to

PHA

Each CCEPP representative will be nominated to PHA every 12 months. Even if there is

no change in representative, confirmation that they remain the AMA representative

must be received by PHA.

Each representative must complete and return a Confidentiality Deed Poll to PHA

when they are first nominated and prior to any involvement in EPPRD matters.


Additional

information

The AMA should consider having multiple people authorised as CCEPP representatives

to ensure there is redundancy for the role.

AMA BISOP | PAGE 12

2.1.4. Scientific Advisory Panel

Role description The role of a Scientific Advisory Panel (SAP) member is to consider the scientific,

technical, economic or response element information available and as an expert in

the field, provide advice back to the CCEPP in relation to the terms of reference (ToR)4

provided.

Nominee details Representatives may be different for each SAP convened, as the individuals need

specialist knowledge to answer the questions posed.

Requirements and

recommended

training


• Completed the PHA Foundation Course on BOLT

• Familiar with the PLANTPLAN supporting document Scientific Advisory Panel Job

Card

Nomination

process

When a SAP for an Incident involving AMA is to be formed, the CCEPP representative

will provide the SAP ToR to the Executive via email requesting advice on potential

representatives. If the CCEPP representative has a recommended nominee, this will be

provided to the Executive at the same time as the terms of reference.

Nil response from Executive members within the identified timeframe will be taken as

they have no appropriate representatives to put forward. No response from the

Executive as a whole will be taken as endorsement of the CCEPP representative

recommended nominee (if provided) or indication that a SAP representative is not

available/required (where no nominee is provided).

While AMA is invited to nominate a SAP member, it is not mandatory to nominate a

member if there no one with relevant knowledge.

Notification to

CCEPP Secretariat

The CCEPP representative will receive an email from the CCEPP Secretariat asking for

nominations for the SAP. The email will include the ToRs for the SAP and details of

how to nominate a SAP member.

SAP members must complete a Confidentiality Deed poll and return it to PHA prior to

any involvement in EPPRD matters.

Additional

information

Multiple representatives with the appropriate knowledge may be nominated.

4 ToRs for SAPs are in the form of questions on a discrete topic.

AMA BISOP | PAGE 13

2.2. Key matters for representatives

2.2.1. Pest notification to CCEPP

Task Responding to suspect EPP notifications

Responsible CCEPP representative

Actions • Review information provided regarding the detection of a suspect EPP and

provide a response in the requested manner (usually via email in first instance).

• Make decisions on whether the Incident relates to an EPP, feasibility of

eradication and any future actions in responding to the suspect EPP.

Organisational

process

All notifications received from the CCEPP secretariat will be managed by AMA in the

same way, no matter what the perceived importance of the suspect EPP is.

On receipt of the notification, the CCEPP representative will review the information

and draft a short commentary, including the recommended response. This will be

provided to the Executive for consideration via email, with clear guidance provided

on response timeframes. The Executive will provide feedback on the commentary to

the CCEPP representative via email, copying in all members of the Executive.

The CCEPP representative or any member of the Executive may request a

teleconference to discuss the notification if they deem it necessary. On receipt of

such a request, a teleconference will be held with all members of the Executive as

soon as possible.

Nil response by the specified date will be taken as the commentary provided by the

CCEPP representative is supported.

The CCEPP representative will consolidate all responses to the commentary and

provide the required response to the CCEPP Secretariat prior to the due date.

Resources • Consultative Committee on Emergency Plant Pests Operating Guidelines

• Consultative Committee on Emergency Plant Pests Job Card

• Schedule 13 of the EPPRD

• PLANTPLAN

• Determining if an established Plant pest is an EPP under subclause (d)

AMA BISOP | PAGE 14

2.2.2. CCEPP Meetings (teleconference or face-to-face)

Task Effectively contribute to the discussions and recommendations made by the CCEPP.

Responsible CCEPP representative(s)

Actions • Participate in CCEPP meetings (teleconference and face-to-face)

• Provide the industry insights

• Make technical decisions/recommendations about the Incident

• Provide feedback on the post-meeting documents (e.g. minutes)

• Provide input into assessing risks to industry

Organisational

process

Prior to the meeting

When a CCEPP meeting is scheduled, the CCEPP representative will provide the

Executive with an email briefing prior to the meeting. This briefing will utilise the

agreed proforma format (action: CCEPP representative to develop proforma),

which provides the required background information and appropriate commentary.

Feedback and guidance from the Executive members to the CCEPP representative

will be provided via email, copying all members of the Executive into the response.

The CCEPP representative or any member of the Executive may request a

teleconference to discuss the meeting if they deem it necessary or if conflicting

views are received. On receipt of such a request, a teleconference will be held with

all members of the Executive as soon as possible.

At the meeting

The CCEPP meeting will be attended by the CCEPP representative and any other

individuals (as observers) as determined by the Executive as part of the pre-meeting

process specified above. Should the primary and secondary CCEPP representatives

not be available, the Executive will decide on the appropriate proxy to attend the

meeting.

After the meeting

The CCEPP representative (or proxy) will generate a summary of the meeting

outcomes and distribute this to the Executive. This summary will also include a

recommendation as to whether a post-meeting teleconference with the Executive is

required to consider critical issues raised during the CCEPP meeting.

Organisational

process

There are no specific logistical requirements for teleconference meetings. Face-to-

face meeting logistics will need to be determined when meeting is set.

The CCEPP representative (or their proxy) is responsible for reviewing post-meeting

files and generating the summary to be provided to the Executive.

Documents stored on a shared drive as specified in 2.3 Record management.

Resources • Consultative Committee on Emergency Plant Pests Operating Guidelines

• Consultative Committee on Emergency Plant Pests Job Card

• CCEPP Portal (refer to section 2.3.3)

AMA BISOP | PAGE 15

2.2.3. Briefing between CCEPP and NMG representatives

Task Brief the NMG representative on Incident situation and proposed AMA position

Responsible CCEPP representative and NMG representative

Actions • Communicate internally according to AMA’s agreed procedures.

• CCEPP representative will keep the NMG representative informed of the pest

detection, decisions to respond and any major changes as they happen.

• CCEPP representative should brief the NMG representative before any NMG

meeting to provide the rationale of AMA proposed position (e.g. whether they

think AMA should support or not support the Response Plan).

Consultation

process

The process undertaken in Section 2.2.2, which achieves the requirements of this

action. Additional processes may be specified by the Executive.

AMA BISOP | PAGE 16

2.2.4. National Management Group Meetings

Task Effectively contribute to the policy and financial deliberations and resolutions of the

NMG.

Responsible NMG representative

Actions • Participate in NMG meetings (teleconference and face-to-face) and respond to

emails

• Provide the industry view and position on Response Plans, funding and response

policy

• Make financial decisions on the Incident and commit funds to responses under

the EPPRD on behalf of the industry (See 2.2.5 Agreement to fund to a response

section)

• Provide feedback on the post-meeting documents, respond to action items and

other requests from the NMG Secretariat and PHA.

Consultation

process

The decisions made by the NMG representative are informed by the CCEPP

representative (see section 2.2.3).

Prior to the meeting

When an NMG meeting is scheduled, or expected to be scheduled, the CCEPP

representative will provide the Executive with an email briefing prior to the meeting.

This briefing will utilise the agreed proforma format (action: CCEPP representative

to develop proforma), which provides the required background information and

appropriate commentary. A teleconference of the Executive will be held following

the distribution of the email briefing, with the express aim of providing guidance to

the NMG representative.

At the meeting

The NMG meeting will be attended by the NMG representative, with the option for

the back-up NMG representative and/or the CCEPP representative to also attend.

Determination of attendance will be made at the Executive teleconference held prior

to the NMG meeting.

After the meeting

The NMG representative (or proxy) will generate a summary of the meeting

outcomes and distribute this to the Executive, for their information. This summary

will also include a recommendation as to whether a post-meeting teleconference

with the Executive is required to consider critical issues raised during the meeting.

Organisational

process

There are no specific logistical requirements for the meeting.

The NMG representative (or their proxy) is responsible for reviewing post-meeting

files and generating the summary to be provided to the Executive.

Documents stored on a shared drive as specified in 2.3 Record management.

Resources • National Management Group Job Card

Additional

information

• The NMG Representative must be appropriately authorised to bind the Party they

represent to decisions including the commitment of funds for a Response Plan.

• Treat information discussed at the meeting in a confidential manner. Do not

disclose this correspondence or documentation to external parties.

AMA BISOP | PAGE 17

2.2.5. Agreement to fund to a response

Task Agreement by AMA to fund the amount allocated in a Response Plan presented to

NMG.

Responsible Executive

Actions • Provide the NMG representative with the required authorisation and guidance to

commit the Party to funding the amount allocated in a Response Plan presented

to NMG.

• May also relate to the provision of the NMG representative (or appropriate

individual as determined by the Executive) with the required authorisation and

guidance to complete related financial items related to a response to an incident.

Who is authorised

to agree on behalf

of Party

NMG representative (or proxy), following agreement from the Executive at the pre-

meeting teleconference.

Response Plan

budget

endorsement

process

The Executive will determine what considerations, engagement and authorisations

are required for AMA to endorse/authorise of the Response Plan budget at the

teleconference prior to the meeting. In most cases the Executive can provide the

authorisation at this meeting but will consider the need to consult with growers.

For guidance, it is expected that the Executive can authorise the commitment to

funding that can be repaid utilising the PHA Levy. Should the EPPR Levy be required

to repay the funds, grower consultation is required.

2.2.6. Advice to PHA on species represented for the EPPRD

The crops AMA represents for the purposes of the EPPRD are listed in schedule 7 of the EPPRD. In some

instances, PHA will seek guidance from AMA on which crops it represents as the description in schedule 7 of

the EPPRD is open to some interpretation (e.g. lists the genus not species).

Task Provide advice to PHA on whether AMA represents a plant species.


Chair is the back-up.

Actions • Determine whether AMA represents the species in question

• Respond to PHA in a timely manner

Organisational

process

It is unlikely there will be a request for advice on species represented, as the listing

in schedule 7 of the EPPRD is specific. For avoidance of doubt, the species

represented under the EPPRD should match the species listed on the melon levy.

If requested by PHA, additional clarification can be made by the CCEPP

representative consulting with the Executive.

AMA BISOP | PAGE 18

2.3. Record management

Appropriate records must be kept about each Incident notified to the CCEPP and any subsequent actions

taken. They should be kept for both the CCEPP and NMG meetings and decisions making processes, and any

other relevant meetings held that impact on the response activities.

2.3.1. Incident record management

The following information will be collected by AMA and stored in the manner described in 2.3.2 Business

rules for record storage and use.

Meeting and

response documents

• Meeting agendas and papers

• Meeting actions and outcomes

• Meeting minutes

• Response Plans

• National talking points

• SitReps

• Responses to email meetings

• Advice provided to CCEPP, NMG or other EPPRD Parties

• Other response related documents

Organisational

decisions

All decisions to be recorded, such as:

• Decisions relating to the EPP status of the pest

• Discussions and decisions relating to the response strategy

• Decisions relating to funding a Response Plan (Cost Sharing)

• Decisions relating to representatives

Organisational views

and responses

• Register of experience, observations and recommendations (that can be

provided as part of Incident debriefs)

AMA BISOP | PAGE 19

2.3.2. Business rules for record storage and use

Storage The CCEPP portal (see section 2.3.3 CCEPP Portal) is used as the repository/reference

for all final issued documents.

In addition to the documents stored on the CCEPP portal, information and

documents relating to pest notifications and responses under the EPPRD that have

been received by or contributed to AMA are stored on an industry shared drive. This

includes documents and emails relating to all areas specific in section 2.3.1 Incident

record management.

Log-in details will be available to the appropriate industry members as required.

Documents and information relating to responses are organised by the Melon

Biosecurity Officer.

Naming convention for files and folders are based on the pest Name. Sub-folders

are named based on activity e.g. CCEPP meeting; NMG meeting; Response Plan;

Surveillance Plan, etc.

Access rules Access to the shared drive will be provided to the Executive (through generic email

addresses), the Melon Biosecurity Officer and relevant staff as agreed by the

Executive.

Some information relating to matters under the EPPRD is confidential. AMA is

responsible for ensuring that the confidentiality requirements in the EPPRD are

upheld within the organisation. This is done by ensuring all AMA staff with access to

the AMA shared drive have completed Confidentiality Deed Polls and returned them

to PHA.

Additional

information Do not rely on the CCEPP Portal for record management. This portal only contains

the draft and final documentation provided to the CCEPP, and not all individual Party

contributions. It does not include the information provided to the NMG and other

information that is sent out ad hoc, during a response.

AMA BISOP | PAGE 20

2.3.3. CCEPP Portal

The CCEPP Portal is a restricted access website which is a central repository of the information distributed to

the CCEPP for responses to incidents. The portal was developed to assist in the dissemination and retention

of large volumes of documentation relating to a specific Incident.

The portal is administered by the CCEPP secretariat in conjunction with PHA.

Access to the portal is restricted to the CCEPP Secretariat and authorised Party Representatives for EPPRD

Parties. There is a discrete page (or sub-site) for each response to a plant pest with access to each discrete

page restricted to the representatives from Affected Parties for the response. This is to maintain strict security

around information pertaining to each Incident. Permission to access the CCEPP Portal is monitored and

granted by PHA.

Confidentiality

Users of the CCEPP Portal site acknowledge that the information provided on the site is confidential, and in

line with requirements set out in the EPPRD. If you believe you have been granted access to any response in

error you must not disclose, copy, distribute or use the information contained in it and you should contact

the CCEPP Secretariat immediately through [email protected].

Access to the CCEPP Portal

To gain access to the CCEPP Portal site, users must:

1. Complete a User Account registration to the Biosecurity Portal (biosecurityportal.org.au/). This

includes clicking on the activation links sent to the email address used to register.

2. Send an email to [email protected] with the subject Access Request to CCEPP, please

also include your Full Name, Industry Membership and contact email in the body.

3. The CCEPP site administrator will confirm your details and add your registration details to the

relevant CCEPP Organisation for CCEPP site access. A confirmation email will be sent to confirm

whether access has been granted, typically within 48 business hours.

Use of the CCEPP Portal

Any response that AMA is involved in will have all relevant documents to do with CCEPP posted on the

CCEPP Portal. The CCEPP secretariat will send an email to Parties when new information is uploaded to the

CCEPP Portal, but you can check it at any time to see if new information has been added, or when you want

to find older documents to review.

There are instructions on how to use the CCEPP Portal on the homepage, visible when you first log in.

Usage of the CCEPP

portal by AMA

The CCEPP Portal is the primary mechanism that AMA uses as a resource

repository for final documents related to responses under the EPPRD. See section

2.3.1 for more information.

Access The Contact for Notice from AMA will request access for the CCEPP representative

and back-up CCEPP representative(s) at the same time as they are nominated (if

not previously done).

AMA BISOP | PAGE 21

3. RESPONSE PLAN DEVELOPMENT AND REVIEW

The Lead Agency will develop the draft Response Plan and provide to the CCEPP for input, review and

agreement before providing to the NMG for endorsement.

3.1. Key tasks

3.1.1. Response Plan input

Task Provide input into the draft Response Plan, either through actively working with the

Lead Agency to develop, or by commenting on the drafts. The outcome is to

develop a Response Plan that is effective to eradicate the EPP and is relevant to and

addresses the requirements of the melon industry.


Actions • Work with the Lead Agency where appropriate to develop the Response Plan

• Provide input into the response strategy for EPPs, such as the surveillance

approaches, chemical options and specific elements relevant to the industry.

• Assess and communicate the potential impact of the proposed response strategy

on industry operations.

• Coordinate input and response from other staff and Executive of AMA.

• Where required, seek specific advice from external sources

Organisational

process

When a Response Plan (or revisions to an existing plan) is provided to the CCEPP for

comment/input, it will be circulated to the Executive for their review as follows:

• The CCEPP representative will review the Response Plan and generate a summary

of response intent, any issues they have identified and the role of the AMA in its

implementation. They will also make a recommendation on whether to agree or

disagree with the Response Plan.

• The Response Plan together with the summary must be circulated to the Executive

for comment/review, with feedback provided to the CCEPP representative by the

specified due date (at least three days prior to the date of return to the CCEPP

Secretariat), copying in all members of the Executive. Nil response will be taken as

full agreement to the recommendation on the Response Plan and the guidance

provided by the CCEPP representative.

• The CCEPP representative or any member of the Executive may request a

teleconference to discuss the Response Plan if they consider it necessary.

Following such a request, a teleconference will be setup with all members of the

Executive as soon as possible.

• The CCEPP representative will provide comments back to the CCEPP Secretariat or

to the relevant CCEPP meeting, as appropriate.

Industry

consultation

requirements

No broader industry consultation is required, unless expressly determined by the

Executive.

Resources Multiple PLANTPLAN supporting documents provide useful information for response

planning. Specifically:

• Response Plan Guidelines

• Response Plan for eradication template

• Response Plan for Transition to Management template

• Transition to Management Guidelines

AMA BISOP | PAGE 22


3.2.1. Response Plan documentation

Copies of the draft and endorsed Response Plans and associated budgets for Cost Sharing will be stored

according the to the information set out in 2.3.2 Business rules for record storage and use.

AMA BISOP | PAGE 23

4. ACCOUNTING AND FINANCIAL

MANAGEMENT

4.1. Key tasks

4.1.1. Tracking expenditure

Task Keep records of AMA’s expenditure for each EPP response where a Response Plan

has been approved. This includes expenditure on staff time. Records should include

and identify any normal commitments and Cost Sharable costs. Collection of

expenditure should begin from notification of the EPP, which can then be stopped if

a Response Plan is not agreed.

Records must be auditable, if seeking to claim costs for cost sharing

Responsible AMA Treasurer is responsible for finance, working with the Melon Biosecurity Officer.

Why • For determination of expenditure eligible for Cost Sharing

• Each Party must report their expenditure (normal commitments and Cost Shared

costs) for the Incident at the completion of each Cost Shared response. This is so

that the total cost of the response can be known.

Tracking

expenditure

system

description/details

Company expenditure is managed using Xero, under the guidance of the AMA

Treasurer. Any expenditure relating to a specific incident must be noted and

accompanied by a tax invoice, then sent to the AMA Treasurer, who will incorporate

into the system.

Notes Should AMA be required to undertake activities under an agreed Response Plan that

incur significant costs and are above normal commitments, AMA may not have

enough funds available to cover them from their reserves. In these situations, there

may be an option to negotiate with the Lead Agency to cover some or all of the Cost

Shared costs related to AMA. In addition, a secondary driver for the Lead Agency to

cover AMA Cost Shared costs is to simplify accounting regarding levy payments, as

funds expended by AMA will not be returned directly, but instead be deducted from

the AMA liability against the Response Plan.

The CCEPP representative will be responsible for initiating the conversation with the

relevant CPHM in this situation.

Resources • Normal Commitments Guidelines

AMA BISOP | PAGE 24

4.1.2. Repayment of Cost Sharing obligations

Task To determine how the organisation will meet their Cost Sharing obligations under an

approved Response Plan. If required, this may also involve working with the

Australian Government Department of Agriculture and Water Resources regarding

repayment of underwritten costs.

Responsible The Executive is responsible for undertaking this task.

The current arrangements will see the determination of the lead to be undertaken at

an Executive meeting. The aim is to assign this role to a specific Executive member as

a standing position.

Why • In agreeing to Cost Share a response to an EPP, the Party must have a means of

paying for its allocation of Cost Shared expenses

• If funds are not readily available (a levy has not already been collected), the

payment by an industry can be underwritten by the Commonwealth and repaid

over time.

• This is usually through activation of a levy previously set at zero.

Repayment

options

The Executive will determine the source of funds to undertake the repayment at an

Executive meeting. The hierarchy of source funds will be:

1. PHA levy

2. AMA funds (for small amounts only – to be determined by the Executive)

3. EPPR levy (requires altering the rate from zero)

4.1.3. Claims for Cost Shared expenses

Task Submit cost claim for activities carried out by AMA as described in the NMG

endorsed Response Plan.

Responsible AMA Treasurer

Actions • Identification of expenditure that is eligible for Cost Sharing

• Completion of cost claims

System in place Yes

Details The financial system (Xero) used by AMA will generate appropriate cost claims based

on the expenditure records (see section 4.1.1). The CCEPP representative will need to

provide advice on which elements are eligible for Cost Sharing and therefore are to

be included in the claim.

Resources • Normal Commitments Guidelines

AMA BISOP | PAGE 25


Copies of the draft and endorsed Response Plans and associated budgets for Cost Sharing will be stored

according the to the information set out in section 2.3.2 Business rules for record storage and use.

4.2.1. Records required for cost shared responses under the EPPRD

At the end of each cost shared response under the EPPRD, the total costs (beyond those cost shared) are

calculated. Therefore, AMA are required to keep records of:

• Cost Sharable expenditure – items that are eligible and agreed to for Cost Sharing of the Response

Plan

• Expenditure for non-cost shared activities to do with the response – e.g. travel to meetings, media,

workshops held for growers.

• Time spent on the response – e.g. teleconferences, face to face meetings, internal meeting to brief

NMG/CCEPP representatives or the Board, development and review of documentation to do with the

response.

4.2.2. Financial and time

The following information will be collected by AMA and stored in the manner described in 2.3.2 Business

rules for record storage and use.

Expenditure • Invoices

o Hard copy of invoices and other supporting documentation are kept by

the Treasurer

• Contracts for third party services

• List of authorisations for expenditure on behalf of AMA

Time • Staff hours against the response

AMA BISOP | PAGE 26

5. OWNER REIMBURSEMENT COSTS (ORC)

Owner Reimbursement Costs (ORCs) are included in the shared costs of a response and are available to

eligible growers to alleviate the financial impacts that are a direct result of actions taken under an agreed

Response Plan.

ORCs were developed to encourage early reporting and increase the chance of successful eradication. ORCs

are paid to the owner and cover direct costs associated with implementing a Response Plan, including:

• Value of crops destroyed or the economic value of the crop is destroyed

• Replacement of capital items destroyed

• Fallow periods

• Additional treatments applied

ORCs are only available when there is an approved Response Plan under the EPPRD, and only to industries

that are signatories to the EPPRD or considered under clause 9.5.10 of the EPPRD.

The value of ORCs is informed by the formulae identified in the EPPRD and the ORC Evidence

Frameworks and is based on an agreed valuation approach developed for each cropping sector. Information

about this approach can be found on the PHA website5 or obtained from PHA by contacting

[email protected].

5.1. Key tasks

5.1.1. Develop ORC Evidence Framework

Task Develop an ORC Evidence Framework that covers all Crops represented by AMA.

Responsible Melon Biosecurity Officer in consultation with Executive

Why • ORC Evidence Frameworks guide the determination of ORC payments to owners

• Having an endorsed ORC Evidence Framework prior to a response improves

budgeting, resolves ORC assessments in a timelier manner and assists to decrease

uncertainty to AMA and growers

Actions • Contact PHA to initiate the development of an ORC Evidence Framework

• Liaise with growers and other industry stakeholders on appropriate data sources

to capture in the ORC Evidence Framework

Status of evidence

framework

Australian Melon Association is yet to begin development of an ORC Evidence

Framework

Relevant

information

sources

None specified

Endorsement On completion, the Melon ORC Evidence Framework will be endorsed by the

Executive. Note: All Relevant Government Parties and the PHA Board must also

endorse the framework.

Reviewing and

updating

Review of the document should be linked with the review of the Melon Biosecurity

Plan.

Resources • Centre for International Economics Guidelines for Owner Reimbursement Costs

under the Plant Pest Deed

5 www.planthealthaustralia.com.au/biosecurity/incursion-management/owner-reimbursement-costs/

AMA BISOP | PAGE 27

5.1.2. Indicative ORC budgeting

Task Provide support to the Lead Agency (government agency leading the response)

when developing an indicative budget for ORCs in a Response Plan.

Responsible Area representative on the Executive

Why Indicative budgets for ORCs may be more accurate and developed in a shorter

timeframe if AMA is involved in the drafting.

Actions Assist by sourcing data and industry specific information on the indicative value of

items/crops that ORCs will be covering

Additional contact

points

If there is an Industry Liaison Officer or Coordinator engaged, they could coordinate

between the Lead Agency and AMA.

Resources None specified

5.1.3. Facilitation of ORC awareness in responses

Task Inform growers and industry members impacted by actions delivered under a

Response Plan of what ORCs are, whether they may be eligible and assist with the

application process.

Responsible AMA Project Officer, as they are responsible for communications in the organisation.

Actions • Support the Lead Agency and ensure all eligible owners can apply for ORCs

• Provides guidance to owners on the process, timeframes and eligibility for ORCs

• Obtain the required information from PHA and the Lead Agency, and then

collating it into a package for distribution to growers

• Work with the Lead Agency to distribute the information package to eligible

owners

Mechanism for

information

distribution

Information will be distributed through the communications program. This will entail

an email to all growers and utilise the state bodies and regional organisations.

Additional contact

points

None specified

AMA BISOP | PAGE 28

5.1.4. ORC data provision

Task Provide appropriate data (as identified in the ORC Evidence Framework) to the Lead

Agency and/or ORC assessor to enable the completion of ORC assessments in a

response.

Responsible The Industry Liaison Coordinator/Officer would coordinate (if appointed). In the

absence of this position, it would revert to the CCEPP representative.

Why • Where information/data for ORC assessments cannot be provided by the

individual owners/growers, regional averages (or similar) are required to complete

assessments (these are described in the ORC Evidence Framework)

• Rapid provision of information/data will allow quicker calculation and payment of

ORCs

• Industry Parties are likely to have access to better data on the value and yield of

the Crops represented by the industry compared to the Lead Agency

Actions • Work with the Lead Agency and growers to find the best data sources to calculate

ORCs for growers, if not present in ORC Evidence Framework

What data could

be required

None specified

Data sources No data available but could be based on retail or wholesale market data.

External contacts None specified

Formal

agreements

None specified


Information relating to ORC information collection and facilitation will be stored according the to the

information set out in section 2.3.2 Business rules for record storage and use.

AMA BISOP | PAGE 29

6. INDUSTRY-GOVERNMENT PARTNERSHIPS


6.1.1. Industry Liaison

Role description The role of the industry liaison personnel is to be a conduit of information between

AMA, and the on-ground response.

Nominee details Industry liaison representatives may be different for each response to an EPP.

Details of potential nominees are shown in 9.1 Register of key contacts.


• 6.2.1 Industry liaison roles

Requirements and

recommended

training

• Have good communication skills both verbal and written

• Be knowledgeable about the industry, relevant communities and those working

within them

• Be respected within the industry and community

• Understand their role within a response to an EPP under the EPPRD

• Recognition from the Industry Party as the representative


course on BOLT

• Familiar with the PLANTPLAN supporting documents:

o Industry Representative job card

o National talking points guidelines

• Beneficial to understand emergency response functions and reporting structures

Nomination

process Appointed industry liaison officers must complete a Confidentiality Deed Poll prior to

participation in any EPPRD matters and return to PHA.

The determination of the appropriate person to fulfil the industry liaison role in a

control centre will be made by the Executive. The likely options are:

• The default initial representative would be the Melon Biosecurity Officer

o For small scale responses the Melon Biosecurity Officer may remain in the

position

o For larger responses they would be replaced if time commitments of the role

expand

• The Executive member from the region where the response is being conducted

• An external consultant is an option, particularly in large scale responses where the

above options do not have the available time

o As responses where AMA is an Affected Party are likely to also have AUSVEG as

an Affected Party, the potential to have a jointly funded industry liaison

position representing both Parties could be explored.

Additional

information

• This role is only required during an emergency response and may require several

people to fulfil the role (on a rotating basis).

• At the start of a response, AMA may want to speak to the Lead Agency about

appointing the industry liaison personnel and the next steps to take.

• Depending on the size of a response, there may be multiple control centres, at the

local, state and national level. If there are multiple control centres, it may be

beneficial to have at least one industry liaison representative in each.

AMA BISOP | PAGE 30

6.2. Key tasks

6.2.1. Industry liaison roles

Task Provide input into the response operations, planning and communications at the

local and state levels by providing effective communication between the industry

(e.g. growers and the community), the control centre and Australian Melon

Association.

This may be carried out by someone who can provide input into the Incident

Management Team (IMT) Strategy, a technical expert or an Industry Liaison Officer

(ILO).

Responsible The Executive is responsible for appointing industry liaison representatives and the

Melon Biosecurity Officer is responsible for managing the ongoing engagement with

the industry liaison representatives.

Actions IMT Strategy

• Facilitate response planning and operations.

• Provide relevant industry information to IMT

• Lead the engagement of industry, from the growers to the peak industry body, to

support the implementation of the response

ILO

• Embedded in the Local Control Centre

• Provide relevant industry information to control centre staff

• Lead the engagement of the growers, the local industry and community to

support the implementation of the response

Technical expert

• Provide technical advice about response strategy and/or operations

Skills, knowledge

and requirements

• Understand the industry operations and ability to assess the impact of the

response strategy on these operations.

• Knowledge of, or access to, communication and engagement mechanisms that are

effective for the industry.


• Good people skills and respected in the community

• Authorisation of the Industry Party to provide the industry view.

Details and

process

The Melon Biosecurity Officer will conduct weekly teleconferences (or as frequent as

agreed necessary) with the industry liaison representative(s) during the term of their

appointment. The Melon Biosecurity Officer will decide as to whether the Executive,

or individual members from the Executive, need to be part of the teleconferences on

a case-by-case basis.

Resources PLANTPLAN supporting document:

• Industry representative Job Card

AMA BISOP | PAGE 31


6.3.1. Contact details

Outcome Access to current contact information for potential industry liaison personnel,

including relevant supporting information (e.g. training, area of expertise).

System

implemented

No contact detail database specifically for potential industry liaison is maintained.

The melon industry contact database held by AMA for communications captures the

required contact information.

Information

captured

None specified

Additional

resources

None specified

6.3.2. Register of activities, decisions and advice

Outcome Australian Melon Association has a register of relevant activities, decisions and

advice provided by the industry liaison personnel.

Details Industry liaison representatives will be required to keep a record/diary relating to the

activities conducted as part of their role. This will be provided to AMA at the

completion of their term. At a minimum, this diary will capture all specific advice and

decisions made by the industry liaison representative.

AMA BISOP | PAGE 32

7. PUBLIC INFORMATION


7.1.1. National Biosecurity Communication and Engagement Network contact

Role description The role of National Biosecurity Communication and Engagement Network (NBCEN)

contact is to receive, review and contribute to draft talking points regarding a

response to an incident. When talking points are finalised, the NBCEN contact is

responsible for distributing the document appropriately within AMA.

Nominee details Details of potential nominees are shown in 9.1 Register of key contacts.

Requirements and

recommended

training

• Understanding national response management arrangements

• Understand confidentiality arrangements in the EPPRD and how to communicate

effectively about responses


course on BOLT

• Familiar with the PLANTPLAN supporting documents:

• National Talking Points Guidelines

• National Talking Points Template

• Familiar with relevant aspects of the Biosecurity Incident Public Information Manual

(BIPIM)


• 7.2.1 National Biosecurity Communication and Engagement Network

Nomination

process

The CCEPP representative is the NBCEN contact.

Notification of

appointment

Notification of PHA and NBCEN has been completed.

Additional

information

• Correspondence from the NBCEN defaults to the AMA CCEPP representative, if no

NBCEN contact is nominated.

• Talking points documents are confidential. These documents should not be

distributed outside AMA, rather should be used to guide the development of

AMA’s communication materials.

• The NBCEN was formerly known as the National Communications Network or NCN

and some documentation may still use this terminology.

AMA BISOP | PAGE 33

7.2. Key tasks

7.2.1. National Biosecurity Communication and Engagement Network

Task To be the AMA contact for the NBCEN6 during a response to a pest.

Responsible NBCEN representative

Actions • Work with the NBCEN to ensure information required by the melon industry to

communicate during a response to an EPP is included in the endorsed national

talking points

• Receive draft talking points and based on the needs of the melon industry provide

appropriate comments and input

• Work within the NBCEN to develop appropriate communications plans and

materials regarding the response and implications to the industry

Process – Talking

Point review

When draft Talking Points are developed by the NBCEN, they are distributed to all

Affected Parties for comment. Australian Melon Association input will be completed

through:

• Comments on the draft Talking Points will be made by the person who attended

the relevant CCEPP meeting, together with the NBCEN representative.

Process – Talking

Point

development

• Talking points/communication should be included as a discussion item in the

CCEPP pre-brief with the Executive (see section 2.2.2). At this agenda item any

specific points to recommended to be included in the Talking Points will be raised

by the Executive.

• Any identified points will be documented by the CCEPP representative and

provided to the CCEPP, either:

o Prior to the meeting via email to the CCEPP Secretariat, or

o Verbally at the meeting

Resources • PLANTPLAN supporting documents:

o National Talking Points Guidelines

o National Talking Points Template

• Biosecurity Incident Public Information Manual (BIPIM)

6 www.outbreak.gov.au/about/biosecurity-incident-national-communication-network

AMA BISOP | PAGE 34

7.2.2. Industry member/stakeholder engagement

Task Engage appropriately with growers and industry stakeholders to provide relevant

information about response to ensure that the response can have the best outcome.

Responsible Joint responsibility of the Melon Biosecurity Officer and the AMA Project Officer

Actions • Provide relevant information to industry stakeholders to facilitate the delivery of

the response operations

Identification of

target

stakeholders

AMA maintains a comprehensive list of growers.

Communication

channels

• Website (only for fact sheets)

• Inclusion in e-newsletter (monthly)

• Direct email to all growers, or growers in specific region

Mechanism and target audience will be determined by situation on a case-by-case

basis.

Communication

resources available

• Guidelines for stakeholder engagement to build a collaborative response to

biosecurity Incidents

The AMA website contains basic biosecurity information and resources and should

be linked in any response related communication. At the time of BISOP

development, there were no additional resources available.

Additional

information

Australian Melon Association is the representative body for the melon industry,

therefore, when there is a response to an EPP under the EPPRD, growers and

industry stakeholders may approach AMA for information.

AMA BISOP | PAGE 35

7.2.3. Media liaison

Task Respond to media enquiries related to the response to the incident and produce

appropriate information for the melon industry for distribution through the media.

Responsible The Melon Biosecurity Officer is responsible for coordinating.

Actions • Respond to enquiries from the media during a response

• Provide consistent messaging to stakeholders, in line with the national talking

points

• Adhere to confidentiality requirement in the EPPRD

Authorisations and

limitations

When communicating with the media about a response, the communication

representative for the AMA must stick to the agreed national talking points. This is to

ensure that all Parties involved in the response are providing consistent messages.

Procedures in the AMA Crisis Communications Plan (available at

www.melonsaustralia.org.au) should be followed when engaging with the media in a

response.

Authorisation

procedures

All media releases must be approved by the Chair prior to release.

Other procedures There is the potential to engage a third-party media advisor to support AMA in

fulfilling its media and communication responsibilities in a biosecurity response. This

may occur where there is a need to inform the public regarding potential (or lack of)

impacts to human health, or where the expected volume of media is above what can

be handled by the Melon Biosecurity Officer and Chair.

This advisor position may support through the development of media releases,

coordination of external communications (e.g. by answering phone calls), arranging

media interviews and advising on when/how to respond to media enquiries.


7.3.1. Public information records

Information relating to public information will be stored according the to the information set out in section

2.3.2 Business rules for record storage and use.

The following should be kept on record:

• Talking points (draft and endorsed)

• Media releases

• Fact sheets

AMA BISOP | PAGE 36

8. CATEGORISATION

The process by which a group of independent scientific technical experts (known as the Categorisation

Group) is convened to assess all known information about an EPP to identify the public and private benefits

of eradicating the EPP, and recommend a category. Cost Sharing of a response to an incident will be split

between government and industry Parties based on the category of the pest. Pests that have already been

categorised can be found in schedule 13 of the EPPRD.

An information package is developed by the Party that submit the request to have the Plant Pest categorised.

The information package contains all the known information about the Plant Pest to make assessments on

the public and private benefits of it being eradicated.

For more information on the categorisation process contact PHA.

AMA BISOP | PAGE 37


8.1.1. Categorisation Group Representatives

Role description Each industry may nominate two representatives for a Categorisation Group:

• a representative of the Industry Party, and

• a technical expert.

Affected Industry Party representative

The role of Industry Party Categorisation Group Representative is to provide industry

specific information and context about how the industry would be impacted if the

plant pest in question were to establish in Australia.

Technical expert

The role of the industry nominated Technical Expert is to provide expert advice about

how the plant pest in question is known to impact on host crops. This person will

have specialist knowledge of the plant pest.

Nominee details Representatives may be different for each Categorisation Group convened, as the

individuals will need to understand the impacts of the pest in questions. If other

members of AMA wish to contribute information to the Categorisation Group, they

can do so through the nominated representative.

Details of potential nominees are shown in 9.1 Register of key contacts.

Tasks Tasks carried out by the Categorisation Group are listed in section:

• 8.2.2 Categorisation Group Meeting

• 8.2.3 Funding Weight determination

Selection process When a pest affecting a crop represented by AMA for the EPPRD is being categorised,

the process used to select the appropriate representative is:

Affected Industry Party representative –

Melon Biosecurity Officer

Technical expert

Melon Biosecurity Officer to lead the process of identifying the individual based on

the specific pest and through existing contacts. This may involve liaising with research

and development agencies or reviewing recent publications to determine who is the

expert in the area. AMA have a compiled list of researchers and their area of expertise

which could be useful in this situation.

Nomination to

PHA

PHA will send details about convening the Categorisation Group to the Contact for

Notice (see 9.1 Register of key contacts for who this is).

The email will include:

• Details of the plant pest to be categorised

• Details of how to nominate the Industry Party and technical representatives

• When the meeting is likely to take place

• Other information relevant to the Categorisation Group

Additional

information

• Categorisation of a pest can happen during or outside an active response to the

pest.

• Categorisation Group members must complete and return a Confidentiality Deed

Poll to PHA prior to meetings.

AMA BISOP | PAGE 38

8.2. Key tasks

8.2.1. Information package development and contribution

Task Develop or contribute to the development of information packages to support a

categorisation request for a plant pest.

Responsible Melon Biosecurity Officer will lead the development or contribution for AMA.

Why • Categorisation, re-categorisation, or removal of Plant Pests can be requested by

any Party, and these requests must be supported by an information package.

• Whether leading or contributing to the development of the information package,

relevant information on the Plant Pest and the impacts to plant production should

be provided/drafted.

Actions • Liaise with representatives from other Industry Parties, representing Crops that are

impacted by the plant pest

• If AMA requests the categorisation of a plant pest, then it will develop the

information package to accompany the request.

• If another Industry Party requests the categorisation of a plant pest, then AMA will

be asked to contribute information about the impacts to the melon industry.

Process and

external expertise

Draft contributions to the information package will be undertaken by the Melon

Biosecurity Officer, which will be provided to the Executive for comment. The

information package with the suggested AMA input, together with a

summary/briefing document, will be provided to the Executive via email with clear

guidance on timeframes. The Executive will provide input/feedback/advice on the

commentary to the Melon Biosecurity Officer via email, copying in all members of

the Executive.

The Melon Biosecurity Officer, or any member of the Executive, may request a

teleconference to discuss the package/input if they deem it necessary. On receipt of

such a request, a teleconference will be setup with all members of the Executive as

soon as possible.

Known experts in the target pest may be utilised for advice and/or technical input at

the discretion of the Melon Biosecurity Officer.

If a significant amount of input is required that cannot be reasonably resourced

internally, funding will be sourced to allow the appointment of a contractor. The

Melon Biosecurity Officer will be responsible for leading this process, with guidance

from the Executive.

Resources • DRAFT Developing and Submitting a Categorisation Request Guidelines

AMA BISOP | PAGE 39

8.2.2. Categorisation Group Meeting

Task Australian Melon Association to:

1. effectively contribute to Categorisation Group meetings through their nominee

2. provide a relevant technical expert to a Categorisation Group

Responsible Categorisation Group Members (see section 8.1.1)

Actions Categorisation Group members must be able to:

• Consider the information provided in the plant pest information packages

• Participation in Categorisation Group meetings

• Making technical recommendations about the impacts of the plant pest on behalf

of the industry (industry representative)

Organisational

process

Pre-meeting

The Industry Party Representative will communicate with the Executive to assist with

identifying key technical, economic and industry specific aspects regarding the

decision points in the categorisation process, together with an indicative category

outcome (based on the category description). This will also consider the relevant

Funding Weight for AMA. This could be through:

• A face-to-face meeting of the Executive

• A teleconference with the Executive

• Direct conversation with the Chairman (if deemed appropriate)

At the meeting

The Industry Party Representative and technical expert will dial in to the

teleconference separately.

Post-meeting

A summary of the meeting and outcomes will be provided to the Executive by the

Industry Party Representative for their information.

Resources • DRAFT Categorisation Group Operating Guidelines

• DRAFT Categorisation Group BOLT course

8.2.3. Funding Weight determination

Task Work with PHA and the other Affected Industry Parties to determine the Funding

Weights for a cost shared response to the EPP in question.

Responsible The contact is the Melon Biosecurity Officer.

Actions Liaise with PHA and other Affected Industry Parties (likely via teleconference) to reach

consensus on Funding Weights for an EPP or response.

Organisational

process

The request for contributing to Funding Weight determinations will be taken to the

Executive (via teleconference as the preference), who will determine whether external

technical consultation is required, and provide advice on the appropriate pathway

forward.


• DRAFT Categorisation Group BOLT course

AMA BISOP | PAGE 40

8.2.4. Relevant Party endorsement

Task Review the recommendations of the Categorisation Group Meeting, determine

whether Australian Melon Association endorse the recommendation and respond

appropriately to PHA.

Responsible Contact for Notice (see section 2.1.1)

Why • Endorsement is required from all Relevant Parties to finalise the categorisation of

an EPP and include in schedule 13 of the EPPRD

Actions • Endorse or decline the category proposed for the EPP on behalf of Australian

Melon Association

Organisational

process

All requests for endorsement by Relevant Parties will be considered at an Executive

meeting (face-to-face or teleconference).



Information relating pest categorisations will be stored according the to the information set out in section

2.3.2 Business rules for record storage and use.

8.3.1. Categorisation records

What records are

kept

• The pest categorised

• The information package

• Who was appointed as the Industry and Technical representatives on the

Categorisation Group

• Company views during the categorisation process

• The formal response from AMA

• The outcome of processes and meetings

Specific locations

and rules

No additional information further to 2.3.2 Business rules for record storage and use

AMA BISOP | PAGE 41

9. APPENDICES

9.1. Register of key contacts

Representatives and other contacts identified within Australian Melon Association as authorised to fulfil the role.

Role Individual or

position

Phone Email DATE Deed poll

SUBMITTED7

DATE Forms

submitted8

Notes/Comments

Categorisation

Group

representative

Dianne

Fullelove,

Melon

Biosecurity

Officer

(0413) 101 646 [email protected] 21 April 15 10 December

15

CCEPP

representative

(primary)

Dianne

Fullelove,

Melon

Biosecurity

Officer


15

CCEPP

representative

(secondary)

Joanna Embry,

Melon Project

Officer

[email protected] 22 January 19

Communications

lead

Joanna Embry,

Melon Project

Officer


Contact for Notice Dianne

Fullelove,

Melon

Biosecurity

Officer

(0413) 101 646 [email protected] 21 April 15 9 December 15

7 Date the signed Confidentiality Deed Poll was sent to PHA 8 Date the signed authorisation form was sent to PHA

AMA BISOP | PAGE 42

Role Individual or

position

Phone Email DATE Deed poll

SUBMITTED7

DATE Forms

submitted8

Notes/Comments

Industry Liaison

manager

Dianne

Fullelove,

Melon

Biosecurity

Officer

(0413) 101 646 [email protected] 21 April 15

Industry Party

Delegate

Dianne

Fullelove,

Melon

Biosecurity

Officer


15

Lead, Financial

Management

Leanne

McLennan,

Treasurer


NBCEN

representative

Dianne

Fullelove,

Melon

Biosecurity

Officer

(0413) 101 646 [email protected] 21 April 15

NMG

Representative

John Caleo,

Chairman

[email protected] 22 January 19 10 December

15

NMG

Representative

(secondary)

Paul

McLaughlin,

Deputy

Chairman

Personal email 22 January 19

9.2. Register of specialists

Register of specialists not utilised by AMA due to duplication with separately maintained contact list.

AMA BISOP | PAGE 43

9.3. Register of external contacts

Contact details current as at September 2019.

Useful contacts relating to EPP responses

Position Name Phone Email Alternate email

Australian Chief Plant

Protection Officer (Chair of

CCEPP)

Cleland, Robyn (02) 6272 4671 [email protected] [email protected]

CCEPP Secretariat [email protected]

CPHM – Australian Capital

Territory

Stephen Hughes (02) 6207 2508 [email protected]

CPHM – New South Wales Satendra Kumar (02) 6391 3553 [email protected] [email protected]

CPHM – Northern Territory Anne Walters (08) 8999 2188 [email protected] [email protected]

CPHM – Queensland Mike Ashton (07) 3087-8095 [email protected] [email protected]

CPHM – South Australia Ross Meffin (08) 8429 0829 [email protected]

CPHM – Tasmania Andrew Bishop (03) 6478 4116 [email protected]

CPHM – Victoria Rosa Crnov (03) 9217 4308 [email protected] [email protected]

CPHM – Western Australia Sonya Broughton (08) 9368 3263 [email protected] [email protected]

NBCEN Secretariat [email protected]

NMG Secretariat [email protected]

PHA Susanna Driessen

Felicity Andriunas

02 6215 7700 [email protected], or

[email protected]

AMA BISOP | PAGE 44

9.4. Links to supporting documentation and resources

Details current as at September 2019.

Links to supporting documentation9

Resource Link or source

Biosecurity Incident Public

Information Manual (BIPIM)

www.animalhealthaustralia.com.au/our-publications/ausvetplan-manuals-and-documents/

BOLT pha.canopihr.com.au

Categorisation Group Operating

Guidelines

In draft

CCEPP Job Card www.planthealthaustralia.com.au/wp-content/uploads/2016/11/Job-card-Consultative-Committee-on-

Emergency-Plant-Pests-v2.0.pdf

CCEPP Operating Guidelines www.planthealthaustralia.com.au/wp-content/uploads/2016/11/Guidelines-CCEPP-operating-guidelines-

v2.0.pdf

CCEPP Portal Users Guide Available on the home page of the CCEPP Portal (portal.biosecurityportal.org.au/Pages/CCEPPLanding.aspx)

CIE Guidelines for owner

reimbursement costs under the plant

pest deed

www.planthealthaustralia.com.au/wp-content/uploads/2013/02/Guidelines-for-owner-reimbursement-costs-under-the-

plant-pest-deed.pdf

Developing and Submitting a

Categorisation Request Guidelines

In draft

Emergency Plant Pests subclause (d)

Guidelines

www.planthealthaustralia.com.au/wp-content/uploads/2016/05/Guidelines-EPP-subclause-d.pdf

Industry Representative Job Card www.planthealthaustralia.com.au/wp-content/uploads/2013/12/Job-card-Industry-representatives.pdf

National Talking Points Guidelines www.planthealthaustralia.com.au/wp-content/uploads/2017/12/Guidelines-National-talking-points-v1.0.pdf

9 Further supporting information can be found at http://www.planthealthaustralia.com.au/biosecurity/incursion-management/plantplan/

AMA BISOP | PAGE 45

Resource Link or source

National talking points template www.planthealthaustralia.com.au/wp-content/uploads/2018/11/Template-National-talking-points-v1.1.pdf

NMG Job Card www.planthealthaustralia.com.au/wp-content/uploads/2016/11/Job-card-National-Manangement-Group-

v2.0.pdf

Normal Commitments for Parties to

the EPPRD Guidelines

www.planthealthaustralia.com.au/wp-content/uploads/2016/06/Guidelines-Normal-Committments.pdf

ORCs (PHA website) www.planthealthaustralia.com.au/biosecurity/incursion-management/owner-reimbursement-costs/

Response Plan Development

Guidelines

www.planthealthaustralia.com.au/wp-content/uploads/2018/06/Guideline-Response-Plan-development-

v1.0.pdf

Response Plan for eradication www.planthealthaustralia.com.au/wp-content/uploads/2018/11/Template-Response-Plan-for-eradication-v1.1.pdf

Response Plan for Transition to

Management

www.planthealthaustralia.com.au/wp-content/uploads/2018/11/Template-Response-Plan-for-Transition-to-Management-

v1.1.pdf

Scientific Advisory Panel www.planthealthaustralia.com.au/wp-content/uploads/2016/11/Job-card-Scientific-Advisory-Panel-v2.0.pdf

Stakeholder engagement to build a

collaborative response to biosecurity

Incidents

www.planthealthaustralia.com.au/wp-content/uploads/2016/11/Guidelines-Stakeholder-engagement-v1.0.pdf

Transition to Management Guidelines www.planthealthaustralia.com.au/wp-content/uploads/2016/05/Guidelines-Transition-to-management.pdf