ANZFA COMMUNITY   INVOLVEMENT   STRATEGY

June 2000

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Background

The Australia New Zealand Food Authority (ANZFA) is a bi-national organisation, which is responsible for food standards setting development for Australia and New Zealand.

In developing standards, ANZFA is required to consider a number of objectives, as defined under the Australia New Zealand Food Authority Act 1991, which are (in order of priority):

• the protection of public health and safety;
• the provision of adequate information relating to food to enable consumers to make informed choices;and
• the prevention of misleading and deceptive conduct .

Under the Act, ANZFA is also required to give regard to:

• the need for standards to be based on risk analysis using the best available scientific evidence;
• the promotion of consistency between domestic and international food standards;
• the desirability of an efficient and internationally competitive food industry;and
• the promotion of fair trading in food.

ANZFA cannot fully consider these issues in isolation and depends on community input. Involvement by the community is essential in developing effective food standards because it enables:

• the views of the community to be presented and understood;
• sound decision making following review of all available information;
• a form of peer review for scientific and technical matters;
• increased accountability and transparency in decision making; and
• smooth implementation following decision making.

The ANZFA Board has identified improving community involvement in standards development as a key priority. ANZFA recognises that such involvement requires ongoing interaction rather than just the effective one-way communication of issues and facts.

In August 1999 the Board agreed it was important for ANZFA to consult with a broad range of interested groups and organisations to identify a range of mechanisms for improving the way it consults and involves the community in the development of food standards.

A discussion paper entitled Improving Community Involvement in Food Standards Development was prepared in September 1999 to facilitate dialogue with and input from non-government organisations. The paper was distributed to a large number of organisations for review and comment and was placed on the ANZFA website to promote wider access. Staff from ANZFA also met with a number of key organisations to discuss the paper and written comments were also received from a number of organisations.

A paper outlining the outcomes of the consultations was circulated to interested parties for information and to the ANZFA Board for consideration. They agreed that a Community Involvement Strategy would be developed in consultation with a reference group of interested organisations and with the community generally.

The Reference Group was established to consider the strategies suggested by the community. Its terms of reference are:

1. Review the broad range of strategies identified to improve community involvement in ANZFA' s work.
2. Provide advice to ANZFA on specific strategies that would improve community involvement to form the Community Involvement Strategy.
3. Participate in the development of strategies to enable ongoing monitoring and evaluation of the effectiveness of the Community Involvement Strategy.

The Reference Group met by teleconference in February and June 2000 and provided advice to ANZFA concerning the relative priorities of the actions identified. These priorities were incorporated into a draft Strategy which was circulated to a broad range of interested individuals and organisations for comment. This Community Involvement Strategy has considered the issues raised in these consultations and has incorporated improvements wherever possible.

Separate discussions are taking place with ANZFA' s government partners.

Definitions

In considering the Community Involvement Strategy it is essential to define key terms such as ' community' and ' involvement'.

The term ' community ' should be read to mean the broad range of community players i.e. consumers, consumer groups, small business, industry, public health professionals and their representative organisations and other interested parties. It should be recognised that such community members are diverse in nature and have differing levels of resources available for involvement in food standards issues.

' Involvement' should be considered as covering a broad range of activities including information provision, the gathering of information and feedback, discussion and broad participation and be interactive in nature.

Prioritisation of Strategies

Implementation of the initiatives identified will differ in relation to:

• capacity to achieve outcomes in relation to community involvement;
• simplicity of implementation; and
• cost of implementation.

The Reference Group considered the range of identified actions and categorised proposed activities as being of high, medium and low priority. Clearly those initiatives agreed as being of high priority would be implemented first with those of lower priority actioned further into the future.

Timeframe for Implementation of Priorities

Whilst ANZFA recognises the importance of implementing the priority actions identified, it is important to recognise the limited level of resources ANZFA has available. Many have considerable cost implications of which some are related to staff time and some related to costs for other items such as printing or improvements to information technology.

It is envisaged that these actions will be implemented within two years with a focus on implementing highest priorities within six to nine months. Implementation of some actions will be dependant on the availability of resources within ANZFA.

Some actions are in the process of being implemented or have been implemented already. For example the ANZFA Board has commenced releasing statements on the outcomes of Board meetings in line with 10. Improved Feedback on the Outcomes of ANZFA Board meetings.

Consultation with Maori and Aboriginal and Torres Strait Islanders

As part of its broader community involvement activities, ANZFA needs to ensure appropriate input from indigenous communities in both Australia and New Zealand on food standards issues. Whilst the implementation of the range of initiatives below would assist in increased participation involving such communities, it is recognised that specific strategies are required.

To this end, ANZFA has developed strategies to improve the involvement of indigenous communities in the consideration of food standards issues. The key aspect of this is the establishment of reference groups to identify standards issues of significance to indigenous communities in Australia and New Zealand and oversee targeted consultative arrangements on such issues.

1.  Development of a Community Involvement Policy Statement

The statement would outline the role of ANZFA, the importance of community involvement and what ANZFA seeks to achieve in its community involvement activities. The ANZFA Board would endorse such a policy.

Timeframe:     It is expected that the Community Involvement Policy Statement will be completed in December 2000 .

2.  The establishment of a Community Involvement Protocol

A Community Involvement Protocol would clearly outline the processes for consultation on food standards issues and would include information on when ANZFA would seek community involvement and how it will do this.

The Protocol would be a practical document used by both community members and ANZFA staff to guide and understand the processes to be used in seeking community involvement on issues. The Protocol will outline the steps required in achieving the appropriate community involvement and will establish mutual obligations for ANZFA and interested organisations or groups.

The process for development would involve the preparation of a draft Protocol for comment initially by the Reference Group followed by interested organisations. The ANZFA Board would then endorse the Protocol.

Timeframe:     It is expected that the Community Involvement Protocol will be completed in December 2000. Implementation will commence in early 2001.

3.  Improvement of information papers and reports

This strategy involves the development of a new format for all information papers and assessment reports produced by ANZFA in relation to food standards applications or proposals. The new format could include issues such as an executive summary at the beginning of all such documents and increased and more user-friendly feedback on submissions in assessment reports. Such documents would also be written in plain English wherever possible.

  Timeframe:   It is expected that a new format for information papers and reports will be developed for implementation in 2001.

4.  Increased feedback on food standards issues

The provision of both verbal and written feedback on key aspects of the submissions made by the community is an important aspect of public accountability and transparency.

Timeframe:     Feedback on issues raised in submissions is always available from ANZFA staff. Increased emphasis on written feedback in assessment reports will be included as a key aspect of the improved paper formats as above.

5.  ANZFA to investigate ways of increasing times available for comments at critical times without unduly extending the overall time

The current process for consideration of applications or proposals requires consultation with the community. Generally there are at least two opportunities to comment. Consideration of revised arrangements to increase consultation time at the key stages of assessment whilst allowing ANZFA to meet its legislated 12 month timeframe for assessment of standards may be an effective way of maximising input from interested parties.

Timeframe:     ANZFA is developing an approach to the process of the assessment of food standards applications which moves away from the current ' one size fits all ' approach. Within this process re-engineering, it is envisaged that, depending on the issue and its likely public health and safety impact or potential community concern, improved consultative arrangements will be established whereby there is better emphasis on ensuring community involvement at the right time.   It is envisaged that this approach will be piloted during 2000 with full implementation during 2001.

6.  Preparation and circulation of a monthly report on the status of assessment of food standards applications and proposals

A monthly update of progress with applications and proposals in the assessment process would assist the community to understand the status of projects and to plan their input. These could be provided both in hard copy, email and be included on the ANZFA website.

Timeframe:     ANZFA is now required to produce workplans which indicate which food standards issues will be assessed by ANZFA.   This will be updated every month.   A further document indicating status of applications and proposals currently under assessment will also be made available by September 2000.

7.  Establishment of ' issue' or  ' sector' based consultative panels

The development of either standing or ad hoc panels to assist in consultation on issues maybe of value to both ANZFA and the community. Further investigation as to whether the panels are ' issue' or ' sector' based is required. The duration and frequency of meetings would also need to be considered in light of resources required and ANZFA' s funding constraints.

Timeframe:     ANZFA has recently conducted a series of workshops on issues such as the draft Food Standards Code. It has also recently conducted forums for public health professionals in both Australia and New Zealand. Whilst such forums will occur on various issues, a proposal for the establishment of standing panels from various sectors will be considered by the ANZFA Board by December 2000.

8.  Independent research on consumer opinions

At present, there is considerable debate surrounding the needs of consumers and what they think about particular food standards issues. Debate surrounding the validity of research conducted by representative organisations or private industry is also occurring. The commissioning of, or participation in, the development of research by independent organisations would help establish a better understanding of consumer viewpoints by ANZFA. Careful consideration of the costs of such research is required in light of limitations of the ANZFA budget.

Timeframe:     The establishment of a consumer research function within ANZFA is likely to have considerable cost implications for the Authority. A scoping paper discussing how such activities may occur will be developed for consideration by the Board in June 2001.

9.  community education

Community education regarding food standards issues is an important aspect of ANZFA' s work as defined in its legislation. Whilst ANZFA produces a number of education materials, further activity in this area would assist consumers to develop a better understanding of the food regulation system and food safety. Consideration of models for community education, such as working with the school system or developing collaborative ventures with appropriate organisations, and the associated costs of implementation is required.

Timeframe:  The provision of community education by ANZFA has the potential for considerable financial impact.   A scoping paper discussing how such activities may occur will be developed for consideration by the Board in June 2001.

10.  Improved feedback on the outcomes of ANZFA Board meetings

The ANZFA Board does not at present release minutes or public statements concerning the outcomes of Board meetings. The Board, at its meetings, covers a broad spectrum of subjects ranging from internal housekeeping issues to matters with potential for significant impact on consumers, industry and food safety.

A report could be provided on key decisions taken and circulated to stakeholders after meetings or placed on the web page to inform interested parties of key decisions. It would need to recognise the current statutory process as defined in the Australia New Zealand Food Authority Act 1991 and not compromise or restrain Ministers in their decision making responsibility when considering recommendations from the ANZFA Board. Similarly, internal management issues may be inappropriate to report on publicly.

Timeframe:     Completed - outcomes statements are now available on the ANZFA website following ANZFA Board meetings.

11.  Provision of training to ANZFA staff

Provision of training to ANZFA staff is a critical component of improving the organisation' s ability to communicate with and involve the community in its work. The development of training programs in areas such as facilitation skills and risk communication may be appropriate.

Timeframe:     Training for ANZFA staff in these areas will be ongoing.

12.  Improving ANZFA' s website

The ANZFA website is a critical component in ANZFA' s information provision strategies. In order to ensure maximum effectiveness, ANZFA will review its website to:

• ensure it is user friendly;
• increase the number of linkages to other key sites;
• increase the level of information provided;   and

• ensure that all ANZFA reports and associated documents are available.

Timeframe:     A process for continual review and update of the ANZFA website has been established. Changes aimed at improving the website will occur on an ongoing basis.

13.  Improving use of information technology

It is important that ANZFA utilises technology to increase the participation of community members in food standards issues. In particular, the use of chat rooms or bulletin boards would provide an opportunity for question and answer sessions over the internet. Increased use of email to circulate information bulletins or receive submissions would assist participation in the processes.

Timeframe:     A process for continual review and update of the ANZFA website and associated technology has been established. Changes aimed at improving the website will occur on an ongoing basis.

14.  Improving access to expert working parties and consultative committees and other key meetings

Some individuals and organisations find it difficult to participate in the development of food standards because of the costs involved. Whilst other technologies may be able to facilitate some access, there is a need to be clear as to the circumstances in which ANZFA is willing to contribute to the costs of people involved. This would provide for clarity and consistent decision making in this area.

Timeframe:     A policy paper on involvement in ANZFA expert working groups and consultative committees will be prepared for consideration by the Board by March 2001.

15.  Establishing and promoting a system for complaints management

Whilst ANZFA receives complaints from organisations and members of the public, it has not established a standard process for considering the issues raised and addressing the individual and systemic problems identified.

The development and articulation of a complaints management process would enable a clear understanding of the processes involved to investigate and address complaints. Appropriate information provision and promotion would also enable interested parties to access the complaints process.

Timeframe:     An improved complaints management process will be established by December 2000.

LOWEST PRIORITY

16.  Increased debate on food standards issues

At present, there is little opportunity for debate between key groups on food standards issues. The development of mechanisms whereby key stakeholder groups discuss issues with ANZFA and amongst themselves would be valuable in providing a clearer picture of the different viewpoints and issues.   This could be achieved in a number of ways.

Timeframe:     ANZFA will endeavour to promote discussion between different groups on food standards issues wherever possible.

17.  Establishment of internet videoconferencing

ANZFA as a bi-national organisation is required to develop food standards for both Australia and New Zealand. Members of the public need access to staff to discuss issues of importance. Given the huge geographical coverage of the organisation and the limited number of staff, the utilisation of technologies such as internet videoconferencing would increase the ability of ANZFA staff to bridge such distances.

Timeframe:      A process for continual review and update of the ANZFA website and associated technology has been established. Changes aimed at improving the website will occur on an ongoing basis.

18.   Clarification of the scope of theANZFA Actobjectives in relation to food standards development

The development of a clearer understanding of the scope of ANZFA' s objectives in food standards setting as established under the Australia New Zealand Food Authority Act 1991 would assist in the community being clearer on the role ANZFA plays in this area. As an example, some discussions have been held with the Public Health Association of Australia as to what constitutes public health and safety in relation to food standards setting.

Timeframe:     This process has commenced with the consideration of issues concerning ANZFA' s role in relation to the protection of public health and safety. It is envisaged that a policy paper on this will be finalised prior to the end of 2000.

19.   Increased use of discussion papers to facilitate understanding and debate on broad policy issues

Discussion papers are important tools in providing information and gaining input into the development of policy. The expansion of the use of such documents would assist in developing understanding between ANZFA and the community about key issues.

Timeframe:     Discussion papers will be used wherever possible in relation to key issues under consideration.