Jb card Natinal Management Grup Natinal Management Grup This jb card utlines the rles and respnsibilities f the Natinal Management Grup (NMG) during all phases f a respnse t an Emergency Plant Pest (EPP) under the Emergency Plant Pest Respnse Deed (EPPRD). Specific detail n the rles and respnsibilities f NMG Representatives is als prvided. This dcument is prvided as a guide and des nt cntain every actin that may be required in respnding t an Incident 1. Infrmatin is nt presented in any particular rder. Capitalised wrds and terms (excluding names) are a reference t the defined wrds/terms within the EPPRD. Dcument revisin histry Versin Date issued Amendment details Sectin(s) Details 1.0 22 May 2015 All Develped by Jb Cards Wrking Grup. Apprved by the Jb Cards Wrking Grup 22 April 2015. Endrsed by Parties May 2015. 2.0 29 Nv 2016 All Details relating t Transitin t Management Phase and phased respnses incrprated. Minr editrial changes fr clarity and cnsistency with PLANTPLAN. Endrsed by Parties Nvember 2016 Intrductin The NMG is respnsible fr making key decisins n natinal bisecurity plicy and resurcing in a respnse t an Incident under the EPPRD. The NMG cnsists f representatives frm all Affected Parties fr a particular Incident, wh are authrised t bind that Party under the EPPRD, and Plant Health Australia (PHA) as a nn-vting member. The NMG is frmed when an EPP is detected r suspected t be present and is respnsible fr apprving (r nt apprving) a Respnse Plan, including the budget, and the applicatin f Cst Sharing between Affected Parties where it is agreed that eradicatin is technically feasible and cst beneficial. The Cmmnwealth prvides the Chair and secretariat supprt t the NMG. The NMG is advised n technical matters by the Cnsultative Cmmittee n Emergency Plant Pests (CCEPP). In determining the plicy and financial issues assciated with a respnse, the NMG can seek further advice frm its members, the CCEPP and/r PHA n matters f EPPRD plicy. 1 Where the term Incident is used thrughut this dcument, it refers t the ccurrence f a cnfirmed r reasnably held suspicin f an EPP r f an uncategrised Plant Pest which is reasnably believed t be an EPP (nt including a Plant Pest investigatin where the prvisinal finding r diagnsis is that the Plant Pest is established). Versin 2.0 Issued 29 Nvember 2016 1
Jb card Natinal Management Grup The NMG generally meets by telecnference, which can be n shrt ntice in the event f an Incident, and reaches its decisin by Cnsensus 2, except n matters f Cst Sharing which must be Unanimus. Rles and respnsibilities f NMG as a cmmittee The NMG is primarily respnsible fr decisins with regards t respnses t Incidents. Under the EPPRD (schedule 8, part 1.2), the NMG has specific respnsibilities, including t: (a) receive advice frm the CCEPP n technical issues relating t an EPP r a Respnse Plan; (b) receive regular reprts frm the CCEPP, including budgeted, cmmitted and actual expenditure n a Respnse Plan; (c) have respnsibility fr the key decisins relating t a Respnse Plan, including: (i) (ii) (iii) (iv) (v) (vi) the apprval f a Respnse Plan, which includes an indicative budget; the review f a Respnse Plan where the NMG believes the cst may exceed the Agreed Limit; having regard t the advice f the CCEPP and pursuant t clause 9.1.1 (b), the determinatin f the relevant and reasnable investigatin and diagnstic csts f the Incident Definitin Phase; the setting f an upper limit n expenditure frm time t time, at a level less than the Agreed Limit, belw which Respnse Plan expenditure may be cmmitted by the Lead Agency(s) withut reference t the NMG; the determinatin f whether a Party r ther persn has acted apprpriately in the matter f reprting f an EPP; a determinatin that an EPP has been eradicated (acting n advice frm the CCEPP); (vii) a determinatin (n advice frm the CCEPP) that eradicatin f an EPP by means f a Respnse Plan is nt feasible; (viii) the cnsideratin f efficiency audit reprts and the Financial Audit reprt; and (ix) a determinatin (n advice frm the CCEPP) that an emergency respnse shuld enter a Transitin t Management Phase and apprval f amendments t the Respnse Plan t incrprate the Transitin t Management Phase; (d) refer relevant issues arising ut f a Respnse Plan t members f PHA fr cnsideratin; (e) reprt as necessary t Ministers wh are signatries t the EPPRD in regard t a Respnse Plan; and (f) where NMG rejects the advice f the CCEPP n matters under sub-paragraphs (i) t (ix) f (c) abve, reprt its reasns in writing t Ministers wh are signatries t the EPPRD. Specific tasks thrugh PLANTPLAN phases Specific respnsibilities f the NMG during phases f a respnse t an EPP are described belw. Nte that the actins described in these phases are nt a definitive list and the curse f an EPP respnse may require fewer r additinal actins t be perfrmed. 2 Refer t EPPRD clause 1.1 fr definitin f Cnsensus Versin 2.0 Issued 29 Nvember 2016 2
Jb card Natinal Management Grup Investigatin and alert phase The NMG will meet as required t: Cnsider recmmendatins frm the CCEPP regarding: Whether the Incident relates t an EPP, Whether eradicatin f the EPP is feasible. This is infrmed thrugh CCEPP recmmendatins n the technical feasibility and cst effectiveness f eradicatin fr an EPP (nte that at any pint during an Incident, the NMG can request that a frmal cst-benefit analysis be cmpleted by a recgnised prvider f ecnmic analysis services, such as the Australian Bureau f Agricultural and Resurce Ecnmics and Sciences (ABARES)). Determine whether apprpriate reprting f the EPP has ccurred. Determine whether an eradicatin respnse under the EPPRD shuld cmmence. Cnsider and apprve r reject the Respnse Plan prpsed by the CCEPP (within 30 days f its receipt). The Respnse Plan will detail the resurces required fr eradicatin t be achieved, including the indicative budget fr respnse activities (the indicative budget is an apprximatin by the CCEPP, f the cst f the Respnse Plan, including a breakdwn f the Shared Csts and nrmal cmmitments). The Respnse Plan prpsed by the CCEPP may include a phased apprach t respnse activities and therefre the NMG may be required t apprve (r reject) a Respnse Plan that in the first instance includes an indicative budget fr the first phase f the respnse nly. Once further infrmatin has been gathered t fully determine the extent (and therefre cst) f activities that will be required thrughut the respnse a Respnse Plan will be prpsed t the NMG by the CCEPP that includes an indicative budget fr subsequent phases f the respnse. Apprve the natinal Cst Sharing arrangements fr the Shared Csts cmpnent f the indicative budget. Apprve the upper limit n expenditure (The upper limit is the limit determined by reference t the indicative budget and is the amunt Affected Parties are willing t cmmit t Cst Share fr the respnse. This amunt can be equal t the Cst Shared cmpnent f the indicative budget amunt r anther specified amunt, s lng as it is des nt exceed the Agreed Limit 3 fr the respnse. The Lead Agency and the CCEPP may cmmit expenditure withut reference t the NMG whilst the budgeted and actual expenditure reprted t NMG is less than the upper limit and within the cnditins set by the apprved Respnse Plan. The NMG are required t specify an upper limit n expenditure under part 2.1 f schedule 10 f the EPPRD). Apprve the Trigger Pint fr review f the Agreed Limit (The Trigger Pint is a predetermined amunt which, if reached, will prmpt a review f the Respnse Plan and budget by the NMG. The amunt must be prpsed by CCEPP and apprved by 3 Nte that the Agreed Limit is a predetermined amunt which may be eligible fr Cst Sharing under an NMG apprved Respnse Plan. The amunt is determined using the mechanism set ut at clauses 9.5.1, 9.5.2 and 9.5.3 f the EPPRD. The Agreed Limit fr a respnse cannt be exceeded unless therwise agreed in writing by all f the Affected Parties. Versin 2.0 Issued 29 Nvember 2016 3
Jb card Natinal Management Grup NMG under clause 9.5.6 and 9.5.7 t ensure that the Agreed Limit fr a respnse is nt exceeded. The Trigger Pint must nt be mre than 90% f the Agreed Limit). Advise the CCEPP f its determinatins - this must include relevant reasns fr nt supprting cmmencement f an eradicatin respnse, and/r a prpsed Respnse Plan. If the NMG rejects the advice f the CCEPP (see Rles and respnsibilities abve), it must reprt the reasns in writing t Ministers wh are signatries t the EPPRD. Operatinal phase The NMG will meet as necessary t cnsider plicy and financial issues assciated with the implementatin f a Respnse Plan and t ensure its effective management. If expenditure n an EPP respnse reaches 90% f the Agreed Limit, the NMG will meet t review funding arrangements and the cntinuatin f the EPP respnse. The NMG may appint an Efficiency Advcate t assess the efficiency and effectiveness f a Respnse Plan at any pint during its implementatin. The NMG will cnsider the findings reprted by the Efficiency Advcate and advise the CCEPP and cmbatant jurisdictin(s) whether the recmmendatins have been accepted t be implemented. The NMG will cnsider reprts prvided by the CCEPP during the prgress f a respnse, such as Financial Audit reprts, annual reprts, and ther prgress reprts, and prvide advice n decisins relating t respnses. The NMG may reprt as necessary t Ministers wh are signatries t the EPPRD in regard t a Respnse Plan. Where the NMG rejects the advice f the CCEPP it must reprt its reasns in writing t Ministers wh are signatries t the EPPRD. If trigger pints fr review (as previusly agreed by the NMG and utlined in the Respnse Plan) are met, the NMG will cnsider recmmendatins frm the CCEPP regarding: ptential amendments t the Respnse Plan; r that it is n lnger feasible t eradicate the EPP. An emergency respnse under an agreed Respnse Plan will be finalised when the NMG declares (n advice frm the CCEPP) that: the EPP has been eradicated and prf f freedm has been demnstrated (where the Respnse Plan is successful); r eradicatin f the EPP is n lnger feasible (nt technically feasible and/r cst-beneficial) and either that the Respnse Plan will be terminated (as a Transitin t Management Phase is nt cnsidered apprpriate) r that the emergency respnse shuld enter a Transitin t Management Phase in which case the Respnse Plan will be mdified. T make the determinatin that the emergency respnse shuld enter a Transitin t Management Phase the NMG must cnsider and agree (n advice frm the CCEPP) that Transitin t Management is achievable within a defined and reasnable timeframe nt exceeding 12 mnths. Fr the Transitin t Management Phase t cmmence the NMG must cnsider and apprve amendments t the Respnse Plan that incrprate Transitin t Management activities including the indicative budget fr the Transitin t Management activities identified in the Respnse Plan. Versin 2.0 Issued 29 Nvember 2016 4
Jb card Natinal Management Grup In apprving a Transitin t Management Phase and revised Respnse Plan, the NMG must apprve the indicative budget, the upper limit n expenditure and if required a revised Trigger Pint fr review f the Agreed Limit (as prpsed by the CCEPP). As the Transitin t Management Phase will be part f an existing Respnse Plan there will be n changes t the natinal Cst Sharing arrangements. Stand dwn phase Once the NMG agrees that the Incident is ver (clsed), the stand dwn phase will cmmence. The NMG is t prvide the utcmes f the Efficiency Advcate s reprt t all Parties. The NMG is t receive and assess the final Financial Audit reprt 4.NMG Representatives may be engaged in Incident debriefing. Further infrmatin n debriefing can be fund in the EPPRD debriefing guidelines and PLANTPLAN. Relief and recvery phase There are n defined relief and recvery actins r respnsibilities utlined in PLANTPLAN and activities are nt subject t Cst Sharing under the EPPRD. These ccur utside f an EPP Respnse Plan and are the respnsibility f jurisdictins, industry and lcal cmmunities nt the NMG. Transitin t Management Phase The respnsibilities f the NMG during the Transitin t Management Phase will be similar t thse in the peratinal phase with a few ntable differences as identified belw. If trigger pints fr review (as agreed by the NMG and utlined in the Respnse Plan) are met, the NMG will cnsider recmmendatins frm the CCEPP regarding whether the Transitin t Management Phase is still apprpriate and depending n the utcme: pssible amendments t the Respnse Plan; r that the Transitin t Management Phase shuld end. When all the activities f the Respnse Plan are cmpleted the NMG will determine (n advice frm the CCEPP) that Transitin t Management has been cmpleted and the Transitin t Management Phase will end. Rles and respnsibilities f NMG Representatives Specific respnsibilities f NMG Representatives are described belw. Nte that these actins are nt a definitive list and the curse f an EPP respnse may require fewer r additinal actins t be perfrmed. It is the respnsibility f every NMG Representative t: Be apprpriately authrised t bind the Party they represent t decisins including the cmmitment f funds fr a Respnse Plan. 4 An external audit f the Respnse Plan ledger accunt is required fllwing cmpletin f the Respnse Plan where the ttal Cst Shared amunt is equal t r exceeds $500,000 (as at 2011/2012 t be indexed annually using the Cnsumer Price Index at 30 June each year and applying frm 1 July each year EPPRD part 2 f schedule 11). Versin 2.0 Issued 29 Nvember 2016 5
Jb card Natinal Management Grup If a delegatin f authrity is required, prvide the delegate t the Chair prir t meetings f the NMG. Cmplete a Cnfidentiality Deed Pll and return t PHA befre participating in any NMG activities 5. Treat infrmatin discussed at the meeting in a cnfidential manner. Be available t meet at shrt ntice in an emergency situatin (24 hurs). Prepare fr meetings thrugh reading agenda papers and ther relevant infrmatin prvided. Review and endrse the minutes, actin items, cmmuniqués and ther relevant dcuments in the required time frame. Respnd t actin items and email requests frm the NMG Secretariat by the date stated. Additinal key respnsibilities f NMG Representatives and ther individuals attending NMG meetings are summarised in the table belw. Representative/ ther Chair Rle/Respnsibility Present the psitin f the Cmmnwealth t the ther NMG members. Make decisins n behalf f the Cmmnwealth. Effectively chair NMG meetings. Gvernment Present the psitin f the Party they represent t the ther NMG members. Make decisins n behalf f the Party they represent. Ensure they are apprpriately authrised t bind the Party they represent t decisins including the cmmitment f funds fr a Respnse Plan. Affected Industry Party(s) Present the psitin f the Party they represent t the ther NMG members. Make decisins n behalf f the Party they represent. Ensure they are apprpriately authrised t bind the Party they represent t decisins including the cmmitment f funds fr a Respnse Plan. PHA Present the view f PHA. Prvide advice n the EPPRD in sessin where pssible and in writing where necessary. PHA is a nn-vting member f NMG. Secretariat Finalise NMG reslutins in sessin where pssible r ut f sessin where required. 5 Industry representatives, bservers, technical experts and ther participants must sign a Cnfidentiality Deed Pll (planthealthaustralia.cm.au/wp-cntent/uplads/2012/12/cnfidentiality-deed-pll.pdf) prir t participatin in any activities relating t the EPPRD. Gvernment representatives may be autmatically bund by privacy prvisins under their respective public service/gvernment emplyment Acts althugh they may chse t sign a Cnfidentiality Deed Pll. Versin 2.0 Issued 29 Nvember 2016 6
Jb card Natinal Management Grup Prepare and circulate draft minutes t all NMG members prmptly fllwing the NMG meeting. Prepare and circulate draft actin items t all NMG members prmptly fllwing the NMG meeting. Circulate final minutes t all NMG members prmptly fllwing the receipt f all respnses frm members n the draft minutes and final endrsement f the Chair. Crdinate the presentatin and circulatin t members f any cmmunicatins material in cnjunctin with the Natinal Bisecurity Cmmunicatins Netwrk. Advisrs May accmpany Members if their specific expertise and advice is required. Nt invlved in decisin making r vting. Nt required t endrse the reslutins, minutes, actin items and cmmuniques f the NMG meetings. Further infrmatin Further infrmatin n the rles and respnsibilities f the NMG as a cmmittee and its representatives can be fund thrugh the Bisecurity Online Training (BOLT) planthealthaustralia.cm.au/resurces/training/bisecurity-nline-training/. Versin 2.0 Issued 29 Nvember 2016 7