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. Record management ........................................................................................................................................................ 22
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. Record management ........................................................................................................................................................ 25
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
5.2. Record management ........................................................................................................................................................ 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. Record management ........................................................................................................................................................ 31
6.3.1. Contact details ....................................................................................................................................................... 31
6.3.2. Register of activities, decisions and advice ................................................................................................ 31
7. Public information .................................................................................................................................. 32
7.1. Representatives nominated............................................................................................................................................ 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. Record management ........................................................................................................................................................ 35
7.3.1. Public information records ............................................................................................................................... 35
8. Categorisation ......................................................................................................................................... 36
8.1. Representatives nominated............................................................................................................................................ 37
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. Record management ........................................................................................................................................................ 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.
Email [email protected] to receive the relevant forms.
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
Tasks Tasks carried out by this nominee are described in sections:
• 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
• Effective communication skills
• Understanding of current pest management approaches used in the industry
• Completed the PHA Foundation Course and National EPP Response Management
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.
Email [email protected] to receive the relevant forms.
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
• Effective communication skills
• 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.
Responsible CCEPP representative
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.
Responsible CCEPP representative
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. Record management
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
4.2. Record management
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
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
5.2. Record management
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. Representatives nominated
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.
Tasks Tasks carried out by this nominee are described in sections:
• 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
• Completed the PHA Foundation Course and National EPP Response Management
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.
• Effective communication skills
• 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. Record management
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. Representatives nominated
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
• Completed the PHA Foundation Course and National EPP Response Management
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)
Tasks Tasks carried out by this nominee are described in sections:
• 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. Record management
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. Representatives nominated
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.
Resources • DRAFT Categorisation Group Operating Guidelines
• 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).
Resources • DRAFT Categorisation Group Operating Guidelines
8.3. Record management
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
(0413) 101 646 [email protected] 21 April 15 10 December
15
CCEPP
representative
(secondary)
Joanna Embry,
Melon Project
Officer
[email protected] 22 January 19
Communications
lead
Joanna Embry,
Melon Project
Officer
[email protected] 22 January 19
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
(0413) 101 646 [email protected] 21 April 15 10 December
15
Lead, Financial
Management
Leanne
McLennan,
Treasurer
[email protected] 22 January 19
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
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
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