Appendix A

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					                                                                                  Appendix A
                          SUFFOLK COASTAL DISTRICT COUNCIL
                              WAVENEY DISTRICT COUNCIL
               JOINT FOOD AND HEALTH AND SAFETY SERVICE PLAN 2012/2013


1.      SERVICE AIMS AND OBJECTIVES

1.1     Aims and Objectives

1.1.1   Food Safety Service

        To ensure that all food businesses comply with the relevant standards, are hygienic and have
        adequately trained staff.

        To ensure that food in the District is fit for human consumption and that any outbreaks of food
        poisoning and other infectious diseases are controlled.

        To secure and maintain a safe and healthy environment, for employees and members of the
        public, in those establishments, for which the Council has an enforcement responsibility.

1.1.2   Port Health Service

        To ensure the control of infectious diseases into the United Kingdom via the Port of
        Felixstowe.

        To ensure that all vessels within the Port Health District comply with international and United
        Kingdom health requirements, and are maintained in a hygienic condition.

        To operate the Border Inspection Post at the Port of Felixstowe as defined in the Trade in
        Animals and Related Products Regulations 2011

        To ensure the safety of products not of animal origin through enforcement of The Official Feed
        & Food Controls (England) Regulations 2009, the Contaminants in Food (England)
        Regulations 2010 and relevant European Union (EU) legislation at Felixstowe.

        To control melamine and Polyamide kitchenware from China in accordance with The Plastic
        Kitchenware (Conditions on Imports from China) (England) Regulations 2011

        To ensure the safety of products not of animal origin imported through Harwich International
        Port, Harwich Navyard and Mistley Quay in accordance with the Agreement made between
        Tendring District Council and Suffolk Coastal District Council.

        To deliver the port health service at the Port of Ipswich in accordance with the agreement
        made between Ipswich Borough Council and Suffolk Coastal District Council.

        To ensure the safety of high risk animal feed imported through Felixstowe in accordance with
        the agreement made between Suffolk County Council and Suffolk Coastal District Council.

        To support and further develop the Port Health Interactive Live Information System (PHILIS)
        system for Suffolk Coastal PHA, London PHA and Liverpool PHA

1.2     Links to Council Objectives and Plans

        In March 2012 the Councils agreed their Business Plans for 2012 – 2022 (Appendix 1)
        aligning the Councils’ Vision and Priorities with their current and future financial resources.

        The Vision for both Councils is to focus on maintaining and sustainably improving the quality
        of life for everybody growing up in, living in, working in and visiting our area.

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      To deliver this Vision the Councils have agreed a set of priorities which include the protection
      and promotion of the health and well-being of all our communities to ensure they remain safe
      from harm, and able to live healthy lifestyles.

      The Councils are also committed to embracing a more business like approach in directing
      resources to support the delivery of key services whilst optimising both quality and
      performance.

      During 2012/13 Suffolk Coastal and Waveney District Councils will continue to transform
      public services and work in partnership to deliver sustainable efficiencies and drive out
      unnecessary cost.

      A Joint Partnership Board with member representation from both Councils has been
      established and agreed a Statement of Partnership (Appendix 1).

      During 2012/13 further work to harmonise services across both districts will be carried out
      including the move to a single software platform for environmental health functions.

1.3   Common Service Plans across both Councils’ Food and Safety Services and Port Health have
      been agreed for 2012/13 (Appendix 2) and the Councils’ performance against these plans are
      reported to both Cabinets on a quarterly basis and will be published separately in the
      Councils’ Annual Reports. The Councils’ performance against targets set within the joint
      Service Plans for 2011/12 are detailed in Appendix 3.

1.4   Budget Plans (Appendix 4) have also been prepared for each service area matching
      resources to anticipated workloads.

1.5   Regular performance review meetings are held between Heads of Service, their Cabinet
      Member and teams to monitor performance against targets and to assist in identifying areas
      for improvement within the service.

2.    BACKGROUND

2.1   Profiles of the Local Authorities

      The profiles of Suffolk Coastal and Waveney districts area are summarised in table 1.

      Table 1 - Profiles of Suffolk Coastal and Waveney
                           Suffolk Coastal District Council         Waveney District Council
          Population
       (ONS 2008 mid-                    125,553                              117,699
         year estimate)
           Ethnicity
                          95.79% of the population are White    97.35% of the population are White
        (ONS 2007 mid
                                          British.                           British.
         year estimate)
              Size        374 square miles (90,000 hectares)    143 square miles (37,041 hectares)
           Economy        The economic profile of Suffolk       Historically Waveney’s economy
       (Suffolk Coastal Coastal is itself unique within the     has been based on farming,
             District     region. The southern part of the      printing, manufacturing, food
         Council’s Core district falls within the Haven         processing and industries taking
           Strategy &     Gateway sub-region, one of the        advantage of the coastal location,
         Development      fastest growing economic areas in     such as tourism, shipbuilding,
         Management       the East of England. The district     fishing and offshore oil and gas.
            Policies      has an economy that supports a
         Development      high proportion of small and          The District, and in particular
        Plan Document medium sized businesses vital to          Lowestoft, where 75% of the
       Interim Planning the local economy (70% of               District’s employment is found, has
          Policy - June   businesses in the district employ 5   suffered a decline in employment in
              2010        people or less). However, the         a number of key industries for over
                          district also boasts several          20 years. New forms of offshore
                                                 25
          Waveney        regionally significant employers           work such as wind power
           District      and economic drivers:                      generation are proposed to fill this
       Council’s Core     (i) The Port of Felixstowe (the           gap.
          Strategy             biggest container port in the        The market towns of Beccles,
        Development            country, is planned to grow          Bungay, Halesworth and
       Plan Document           substantially, requiring good rail   Southwold continue to make
          Adopted              and road links. A 2008               notable contributions to the
       January 2009)           Felixstowe Port Logistics Study      employment in the area, although
                               has identified a need for            in common with Lowestoft, they
                               additional land to support other     rely heavily on a few key
                               port related uses);                  employers, such as Adnams
                          (ii) Sizewell Power Station (this         Brewery in Southwold, Clays
                               has been identified by               Printers in Bungay, Clowes printers
                               government as one of the             in Beccles and Bernard Matthews
                               potential sites to accommodate       at Holton. Employment in
                               new nuclear provision) and its       agriculture has declined across the
                               role within the larger Low           District although as an industry it
                               Carbon Energy Corridor               has remained relatively
                               stretching north to Lowestoft;       prosperous.
                               and
                          (iii)The BT research and
                               development headquarters at
                               Martlesham Heath, a key part
                               of the information,
                               communication and technology
                               (ICT) cluster for the East of
                               England.
                         Tourism and the arts are also
                         major drivers for local economy,
                         including internationally recognized
                         organisations such as Aldeburgh
                         Music.
                         The East of England is commonly
                         assumed to be affluent yet parts,
                         including areas of Suffolk Coastal,
                         face problems associated with
                         remote areas that have limited
                         employment opportunities, low
                         wages and lack access to services,
                         including broadband.

2.2   Organisational Structure

 2.2.1 The Councils

      Suffolk Coastal has 55 elected members, and the Conservative Group holds the majority of
      seats. Waveney has 48 elected members and a Conservative administration. Both Councils
      operate a Leader and Cabinet structure and the Cabinet Member with responsibility for food
      safety matters is Councillor Mary Neale Suffolk Coastal District Council (SCDC) Councillor
      Mary Rudd, Waveney District Council (WDC). The Councils comprise of 10 Service Areas:

         Legal and Democratic Services
         Planning Services
         Transformation & Corporate Services
         Community and Economic Services
         Environmental Services & Port Health
         Financial Services
         Strategic Housing and Tenant Services
         Commercial Partnerships & Strategic Commissioning
         Revenues & Benefits and

                                                  26
      Audit Partnership.

     Suffolk Coastal & Waveney District Councils work in partnership with Norfolk County Council
     to provide operational functions such as property maintenance, refuse collection and grounds
     maintenance.

     Each Service Area has a Head of Service, Phil Gore being the Head of Environmental
     Services & Port Health.

     The Corporate Management Team comprises the Chief Executive, an Assistant Chief
     Executive, a Director of Resources, a Strategic Director and nine Heads of Service. The
     Chief Executive, Stephen Baker, has overall responsibility for the efficient management and
     execution of both Councils’ functions. See Appendix 5 for further information on the
     management structure.

2.2.2 Service Area for Environmental Services & Port Health

     The Service Area for Environmental Services & Port Health comprises five joint teams across
     both local authorities:

        Food and Safety
        Port Health
        Environmental Protection
        Environmental Sustainability Partnership
        Emergency Planning

     The Food and Safety and Port Health Teams contribute to the Council's aims through
     activities that include:

        food safety
        imported food controls
        food hygiene regulation and promotion
        health and safety regulation and promotion
        the monitoring and control of infectious diseases including food poisoning
        Council occupational health and safety
        animal welfare
        smokefree legislation and
        joint working with others on environmental sustainability

     The Port Health Team is responsible for protecting the health of the community, by monitoring
     the standards of safety of all foodstuffs imported into the European Union and the United
     Kingdom at the Port of Felixstowe and for ensuring the control of hygiene and infectious
     disease on board vessels. The Food & Safety Team at Waveney undertake Port Health work
     at Lowestoft.

     The structures of the Food and Safety and Port Health Teams are provided in Appendix 6.

     The Principal EHO (Food and Safety) and four Port Health Technical Managers have been
     appointed as Lead Officers for food hygiene and food safety matters, in accordance with the
     Food Safety Act Food Law Code of Practice. Letters of appointment are contained in
     Appendix 7.

     The Microbiology Department, Ipswich Hospital and the Health Protection Agency (HPA) East
     of England, Collindale Food, Water and Environmental Laboratory (United Kingdom
     Accreditation Service (UKAS) Testing Laboratory No. 1734) provide specialist services in food
     microbiology and pathology. The HPA has reviewed the provision of its services to Local
     Authorities and Port Health Authorities in England, its intention being to strengthen and
     improve the food, water and environmental areas. The new arrangements have been
     formalised in Service Level Agreements. The Council has appointed a number Public
     Analysts to provide specialist advice on food composition, labelling, and chemical and
                                                27
      physical contaminants of food. The Council minute confirming those appointments is
      contained in Appendix 8. The Public Analyst Scientific Services Ltd, an arm of Eurofins, is an
      international organisation with nine laboratories in the UK and a total of 150 laboratories in 29
      countries specialising in different areas. Port Health has regular meetings with our Public
      Analysts to exchange information about forthcoming requirements and developments and to
      keep procedures and performance under review.

      The Central Science Laboratory in York has been incorporated into The Food and
      Environment Research Agency (FERA). FERA analyses the routine antimicrobial residue
      samples submitted by the Authority. These samples form part of the Veterinary Medicines
      Directorate non-statutory surveillance scheme. Samples of fishmeal which are checked for
      the presence of mammalian bone are submitted to the Veterinary Laboratories Agency at
      Luddington as advised by Department of Environment, Food and Rural Affairs (DEFRA).

      The review of the legislation covering foodstuffs at risk of contamination from aflatoxin and the
      introduction of the High Risk Product legislation has seen an increase in the number of non
      animal origin samples taken and submitted to the Public Analyst.

      The Council is a member of Campden BRI and as such has access to technical support on
      food and safety related matters.


3     FOOD SAFETY SERVICE

3.1   Scope of the Food Safety Service

      Suffolk Coastal and Waveney District Councils’ (the Councils’) Food and Safety Teams carry
      out all functions relating to food safety e.g.

       carry out interventions e.g. inspections and other visits at food establishments
       contribute to the national Food Hygiene Rating Scheme
       provide advice to food business operators including help on implementing the FSA's Safer
         Food, Better Business food safety management system
       check on inland imported food control at retail and catering establishments etc.
       registration and approval of food establishments
       issue of export certificates
       investigation of complaints concerning food, food establishments and food handling
         practices
       investigation of cases of suspected and confirmed food poisoning and
       deliver a food safety education programme, including the CIEH level 2 Award in Food
         Safety.

      Waveney’s Food and Safety Team also carry out all functions relating to food safety at ports
      in Waveney e.g.
       inspection of ships and issue of Ship Sanitation Exemption Certificates.

3.2   Demands on the Food Safety Service

      The numbers of food establishments approved/registered under food safety legislation in
      Suffolk Coastal and Waveney are 1,329 and 1,185 respectively.

      A profile of registered/approved food establishments classified in accordance with the FSA’s
      main use codes is given in table 2.




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Table 2 - Profiles of registered/approved food establishments in Suffolk Coastal and
Waveney

                                               Number of                    Number of
            FSA Category                   establishments in            establishments in
                                            Suffolk Coastal                 Waveney
 Primary producers                                 19                            2
 Manufacturers and Packers                         62                           50
 Importers/Exporters                                8                            1
 Distributors/transporters                         21                            7
 Retailers                                        262                          274
 Restaurants and caterers                         957                          851
 Total                                           1,329                        1,185

There are 15 (Suffolk Coastal) and 22 (Waveney) food establishments approved under EU
Regulation 853/2004.

The approved establishments in Suffolk Coastal include a dairy supplying pasteurised milk
and cream, yogurt/ice cream producers, fish and meat products. Suffolk Coastal also has
three shellfish producers who have shellfish harvesting and depuration facilities together with
food businesses which manufacture and export yeast for the bakery industry, mill rice, and
manufacture sauces and condiments.

The approved establishments in Waveney mainly comprise the many wholesale fish
businesses operating out of Lowestoft, it being a port authority with a long-established fishing
industry, together with a variety of other fish-related businesses e.g. smokehouses and
producers of meat and dairy products. Waveney is also originating authority for a large food
manufacturing establishment that is part of a multinational company. Waveney also has
several other smaller manufacturers.

There are establishments in both Suffolk Coastal and Waveney that supply raw cows’ drinking
milk.

The districts attract many tourists particularly during the summer months. Large events
attracting several thousands of people are held in both districts, these include the Lowestoft
Air Show and the Suffolk Show at Trinity Park. The four-day Latitude Festival takes place at
Henham Park on a site that extends into both Suffolk Coastal and Waveney. The Food and
Safety Teams work with the event organisers and others during the planning and delivery of
the festival to ensure that the food stored, prepared and served is safe to eat and comply with
food safety laws.

The Food and Safety Teams perform out of hours inspections where this is necessary e.g.
some large outdoor events, Sunday markets and regular farmers' markets. Some food
businesses that are open for business at night, at weekends or in the early hours of the
morning, are identified for occasional inspection at these times.

Waveney’s Food and Safety Team has responsibility for inspection of all landings of fish that
are auctioned in the approved auction hall at Lowestoft Fish Market. In addition to this the
food and safety service also inspects ships, whilst in the Port, under the International Health
Regulations 2006 to ensure ships are free from rodents and other health risks. Ship
Sanitation Exemption Certificates are then issued. In addition, vessels are required to be
inspected as part of the Food Hygiene Inspection Programme. These are incorporated with
the Ship Sanitation Inspections. Due to a unique feature of this part of the Suffolk coast there
has been a demand for both types of inspection on much larger vessels (in excess of 30,000
gross tonnage), which needs to be done at sea, within UK sovereign territory. Whilst the
inspections are the same, this procedure involves more time and special transport and safety
arrangements. Vessels or shipping agents are charged a standard fee for these inspections,
with additional costs specific to the offshore activity.


                                           29
      The recovery of the costs of providing the ship sanitation inspections by Waveney’s Food and
      Safety Team contributes towards the costs of officer time, allowing inspection work to be
      undertaken at unsociable hours. Port Health Authorities are Category 1 Responders under
      the Civil Contingencies Act 2004. This work has proven to be a fluctuating demand on
      resources.

      Ships sanitation inspections anticipated in 2012/13:
             Suffolk Coastal – N/A
             Waveney – 80
      There are a large number of food businesses associated with and/or operated by the ethnic
      minorities within the districts - including Chinese/Cantonese, South Asian (particularly
      Bangladeshi), Turkish, Greek, Thai and, more recently Portuguese and Polish. The majority
      of food businesses run by these groups are takeaway food outlets and restaurants. This has
      been an increasing trend with the expansion of the European Commission (EC), increased
      employment of migrant workers and increased consumer demand for a wider choice of
      cuisines etc. Translation facilities are available at both Councils via Language Line and
      translated materials are provided where appropriate. Letters sent to business operators or
      customers known to have a poor understanding of English may include sentences in
      appropriate languages/alphabets advising the recipient of the legal importance of the letter
      and the need to obtain a full translation. The increasing need for Ship Sanitation and Vessel
      Food Hygiene Inspections at Waveney frequently involves working with crew and staff from all
      parts of the world, with the inevitable difficulties associated with a very limited understanding
      of English.
      Several food businesses cater specifically for people who are vulnerable e.g. as a result of
      age or disability. This is taken into account by appropriate risk scoring criteria used in the risk
      rating of such premises to determine interventions.

4.    SERVICE DELIVERY – FOOD SAFETY

4.1   Interventions at Food Establishments

      Profiles of the food establishments in each district by risk are shown in table 3 below.

      Table 3 - Profiles of food establishments according to risk

                                                                            Un-       Out-
                        A         B          C          D         E                              Total
                                                                           rated      side

        Suffolk
                        4         59        506        191       546         22         1        1,329
        Coastal

       Waveney         11         48        445        220       399         29        33        1,185


      Unrated premises include new businesses that are waiting for an inspection to be carried out.
      The procedure for handling food registrations, including the initial action to be taken where
      businesses should be registered but are not, is set down in working procedures.

      The Food and Safety Teams aim to ensure that food in the districts is fit for human
      consumption, and that outbreaks of food poisoning and other infectious diseases are
      controlled. To achieve this, inspections of food establishments and other interventions are
      carried out using a risk based approach in accordance with the FSA’s Food Law Code of
      Practice. Specialist computer software is used by both Food and Safety Teams to record all
      food business establishments. These records are regularly updated and are used to
      administer the programme of risk based inspections and other interventions.

      Food establishments are risk rated using criteria set out in the statutory FSA’s Food Law
      Code of Practice. Establishments receive a risk rating according to:

                                                  30
    the nature of their business e.g. risk associated with the type of food handled,
      processing methods, number and vulnerability of customers and
    the standard of food safety achieved i.e. compliance with food safety law.

Hence establishments may be rated as higher risk either because of the high risk nature of
their business or because of the lower standards of food safety or both. Establishments
receive a risk rating ranging from A (highest risk) to E (lowest risk). The numbers of food
interventions due by each risk category in each district are show in table 4.

Table 4 - Number of food interventions due by risk category in 2012/13

                       A         B             C       D          E      Unrated      Total

     Suffolk
                      4+4        53        312         56        214        22        665
     Coastal

    Waveney         11+11        48        324        138        154        29        715


The food interventions at predominantly lower risk premises that were not completed in
2011/12 and will be carried forward into 2012/13 are shown below in table 5.

Table 5 - Number of food interventions to be carried forward into 2012/13

                       A         B             C       D          E      Unrated      Total

     Suffolk
                       0          3         24         8         82          0        117
     Coastal

    Waveney            0          4         82         34         2          0        122


The range of available interventions for food establishments includes inspections, monitoring,
surveillance, verification, audit, sampling, education, advice, coaching, information and
intelligence gathering. The regulatory burden is minimised by selecting the most appropriate
intervention appropriate for the risk category of the establishment. The Food and Safety
Teams use alternative enforcement strategies that include the use of questionnaires for
appropriate lower risk category E food business establishments.

Interventions are undertaken following documented procedures. The date of a primary
inspection may be brought forward e.g. in response to a complaint, a new food registration,
material change in the business, receipt of information from the FSA, an outbreak, or seasonal
business that may be closed at the time of the next date due etc. Other interventions are
carried out at other times e.g. in response to customer complaints, alleged cases of food
poisoning, food hazard warnings, sampling, revisits and requests for advice.

The Trading Standards Department of Suffolk County Council has responsibility for food
standards matters. Liaison arrangements are in place through the Suffolk Food Liaison Group
to develop joint work plans and to help ensure that matters of joint interest, such as food
labelling, imported food, BSE controls, Animal By-Products, avian influenza and genetically
modified foods are discussed. Joint visits with Trading Standards Officers are made where
appropriate. Copies of all food registrations received by the Food and Safety Teams are
forwarded to Suffolk County Council’s Trading Standards Department.




                                          31
4.2   Food/hygiene of premises complaints

      Officers investigate food complaints in accordance with documented procedures and, where
      necessary, liaise with Primary, Originating and Home Authorities during the course of
      investigations. In determining an appropriate course of action, the Food and Safety Teams
      will take into consideration any reports received from the Primary, Home or Originating
      Authorities, and the food business identified as the cause of the complaint, and will have
      regard to the Councils’ Enforcement Policies.

      Food/hygiene of premises complaints anticipated in 2012/13
            Suffolk Coastal - 100
            Waveney – 100

4.3   Food Sampling and Inspection

      The Food and Safety Teams carry out food sampling programmes where appropriate to
      support national and regional microbiological sampling initiatives to be coordinated by Local
      Government Regulation (LGR)/HPA. Sampling is also undertaken of local manufacturers of
      dairy, meat and fish products. All sampling is undertaken following documented sampling
      procedures. The samples will be examined and/or analysed by the laboratories authorised by
      the Council in accordance with the procedures laid down in the Food Safety (Sampling and
      Qualifications) Regulations 1990 and the Food Law Code of Practice.

      Samples anticipated in 2012/13:
            Suffolk Coastal - 30
            Waveney – 30

      Suffolk Coastal also undertakes the mandatory sampling of shellfish and river water arising
      from shellfish beds in the River Alde, River Deben and Butley Creek and their associated
      depuration plants. In addition, the Council is required to take part in the national algal toxin-
      monitoring programme for shellfish co-ordinated by CEFAS. As part of this samples of flesh
      and water are sent to CEFAS Laboratories in Weymouth and Lowestoft.

      Shellfish classification and algal toxin samples anticipated in 2012/13:
              Suffolk Coastal – 130
              Waveney – NA

      All samples submitted for examination by the Food and Safety Teams are tested by the
      Health Protection Agency London, Colindale Food, Water and Environmental Laboratory, and
      all samples or complaints submitted for analysis will be tested by Eurofins trading as Lincolne
      Sutton & Wood, the Council's Public Analyst, based in Norwich, or other accredited
      laboratories.

4.4   Control and Investigation of Outbreaks and Food Related Infectious Disease

      The Food and Safety Teams will assess and respond accordingly to reports of communicable
      diseases, including food-associated illness. The investigation of outbreaks of food poisoning
      is conducted in liaison with the Consultant in Communicable Disease Control (CCDC) having
      regard to the Suffolk Outbreak Control Plan. Certain infections requiring particular information
      will be collected as a matter of urgency and passed to the HPU in accordance with the East of
      England Standard Approach to Investigating Gastro-Intestinal Disease Cases.

      Responses to reports of communicable diseases, including food-associated illness is
      undertaken following documented procedures.

      Infectious disease (food-associated) notifications anticipated in 2012/13:
              Suffolk Coastal – 260
              Waveney – 180

      Joint civil contingency and emergency stand-by arrangements exist to respond to suspected
      or confirmed outbreaks of infectious disease or food poisoning with either the potential to
                                                 32
      cause serious harm or death to any person, or debilitating illness or disease to significant
      numbers of people, or illness or disease to particularly vulnerable populations.

4.5   Food Safety Incidents

      Arrangements are in place to receive FSA Food Alerts for Action and take specified action on
      behalf of consumers.

4.6   Primary Authority and Home Authority Schemes

      In April 2009 The Regulatory Enforcement and Sanctions Act 2008 introduced into law the
      principle of the Primary Authority (PA). All local authorities are now required by law when
      considering enforcement action against a business with multiple outlets to follow advice
      agreed between the business and its PA. The purpose of these new requirements is to
      achieve greater consistency in enforcement action in large, multi-outlet businesses.

      The Food and Safety Teams support PA and Home Authority (HA) schemes. Where Primary
      Authority partnerships are registered with the Better Regulation Delivery Office, an officer will
      contact the Primary Authority to ensure that proposed actions are not contrary to appropriate
      advice that the Primary Authority has previously issued. Neither Suffolk Coastal nor Waveney
      has a PA or HA agreement with companies in their districts.

4.7   Advice to Business

      The Food and Safety Teams endeavour to build on their existing liaison arrangements with
      businesses, both to improve existing consultation arrangements, and to encourage and
      facilitate business growth. The teams provide advice to businesses e.g.
       the provision of proformas to assist businesses comply with the law
       directing enquiries to relevant sources of competent and reliable advice e.g. FSA website
       distribution of FSA and other guidance to businesses giving guidance on specific and
          topical issues
       provision of advice to businesses during inspections
       mailshots and
       responding to requests for advice from businesses and members of the public.

      Requests for advice anticipated in 2012/13:
            Suffolk Coastal - 200
            Waveney - 335

      The Food and Safety Teams contribute updates to the Councils’ website pages. These have
      information on setting up a new business, Safer Food Better Business, commonly used forms
      to download, the facility to book places on training courses, how to make complaints or make
      an enquiry, general food safety information and a link to the FSA’s website for more
      information.

4.8   Economic Challenge

      The Food and Safety Teams are conscious of the need to help deliver conditions for business
      success whilst meeting our aims and objectives. During the current economic challenge we
      are particularly aware of the benefits of listening to the needs of businesses and will continue
      to:
           provide information and advice
           signpost sources of information
           provide local low cost training
           monitor and respond as appropriate to regular feedback from questionnaires
           deal with applications to trade in a prompt manner e.g. food establishment
             approvals/registrations
           take account of and respond to national and local influences and
           regularly review our procedures.


                                                 33
       There continues to be a significant number of enquiries received from people seeking advice
       who are exploring the setting up their own small business from home e.g. home catering.
       Although these tend to be low risk activities they do involve some time in tailoring appropriate
       advice. The number of food registrations received from new food business operators
       continues to increase. The number of food registrations in Suffolk Coastal and Waveney has
       seen an increase over the past four years.

       The FSA’s Food Code of Practice requires that all food establishments should receive an
       initial inspection. This should normally take place within 28 days of registration or from when
       the Authority becomes aware that the establishment is in operation. This reflects the
       importance of ensuring new food establishments are complying with food law.

       Food Registrations anticipated in 2012/13:
             Suffolk Coastal - 220
             Waveney - 170

4.9    Liaison with other Organisations

       The Food and Safety Teams have extensive liaison in place with a wide range of other
       organisations. For food safety matters these include:

          FSA
          Suffolk Food Liaison Group reporting to Suffolk Chief EHOs Group
          Eastern Region Sampling Group
          Association of Port Health Authorities
          CCDC and the Health Protection Agency
          DEFRA
          Eastern Ports Liaison Network (EPLaN) [Secretary of the group is a member of
            Waveney’s Food and Safety Team]
          Essex and Suffolk Shellfish Liaison Group
          Liaison with HM Revenue and Customs nationally and locally in relation to imported food
            controls and smuggled products of animal origin
          Liaison with Planning and Building Control Teams to review related applications
          Campden BRI - an independent membership-based organisation carrying out research
            and development for the food and drinks industry.
          Associated British Ports
          Maritime and Coastguard Agency
          Trading Standards/Environmental Health Departments nationally as required
          Care Quality Commission
          Suffolk Adult Safeguarding Board.


4.10   Food Safety Promotion

       The Food and Safety Teams promote food safety using materials made available by the FSA
       that are intended for businesses or the public. Examples include helping business operators
       meet regulations on food hygiene through promoting and supporting the FSA’s free Safer
       Food, Better Business packs for caterers and retailers together with the use of FSA material
       such as during Food Safety Week.

       The Food and Safety Teams have a joint programme to deliver the Chartered Institute of
       Environmental Health (CIEH) Level 2 Award in Food Safety in Catering together with the
       CIEH Level 2 in Food Safety in Catering Refresher Course.

       In April 2012 Waveney migrated to the national Food Hygiene Rating Scheme with financial
       help secured through an FSA grant. A key aim of the scheme is to allow customers to make
       more informed decisions when it comes to the hygiene standards of food premises. Exposing
       potential customers to this kind of hygiene information can help them make informed choices
       and in so doing strongly drive hygiene improvements without the need for further regulation.
       Better compliance reduces the need for enforcement, reduces inspection times and
                                                  34
        frequencies, reduces the amount of food related ill-health and therefore reduces the burden of
        illness to the economy and health services.

5.      RESOURCES

5.1     Financial Allocation

        Details of budgetary provision are included as Appendix 4.

        The Councils maintain their own legal services to provide support to service areas. There is
        also financial provision made to enable the use of external legal services, where appropriate.

5.2     Staffing Allocation

5.2.1   Head of Service

        The Head of Health is Phil Gore who provides a 0.45 FTE towards achieving the Joint Food
        and Health & Safety Service Plan.

5.2.2   Food and Safety Teams

        When fully staffed the Food and Safety Teams have full time equivalents available for food
        safety related work as follows in table 6.

        Table 6 - FTE food safety

                                     Professional staff                     Support staff
         Suffolk Coastal         Food safety (excluding Port
                                                                               0.7 FTE
                                     Health): 3.05 FTE
         Waveney                 Food safety (including Port
                                                                               0.7 FTE
                                     Health) 3.31 FTE

        These are detailed in Appendix 9.

        Staff turnover and organisational changes etc. during 2011/12 led to the following staff
        changes:
         full time Administration Assistant (Suffolk Coastal) took voluntary redundancy
         full time EHO (Suffolk Coastal) left and the post was not filled
         the Principal Environmental Health Officer/Safety Officer (Suffolk Coastal) was re-issued
           with a new letter of appointment and job description as Food and Safety Manager for both
           Suffolk Coastal and Waveney
         the Environment Protection Officer & UNIform Corporate System Administrator (Waveney)
           took on some of the roles formerly undertaken by the Administration Assistant (Suffolk
           Coastal)
         the Principal Environmental Health Officer (Waveney) was re-issued with a new letter of
           appointment and job description as Senior Environmental Health Officer for both Suffolk
           Coastal and Waveney
         the part-time Safety Adviser (Waveney) was re-issued with a new letter of appointment
           and job description and began to cover both Waveney and Suffolk Coastal with some
           support from the Senior Environmental Health Officer
         the Administration Assistant (Food and Safety) at Suffolk Coastal took maternity leave and
           maternity cover was provided by a temporary member of staff who then left and was
           replaced by a further two part time employees. The staff providing maternity cover did not
           have experience of the job and they had to be trained and supervised.

5.2.3   Staff Development Plan

        The Councils have harmonised their staff appraisal schemes and have a Joint Competency
        Framework. As part of the scheme, officers formally discuss and agree an individual
                                                  35
      performance and development plan with their line manager every 12 months. Progress with
      the plan is reviewed every six months so any issues can be raised. Training matrices for the
      Food and Safety are provided in Appendix 10.

      Relevant training areas are identified to ensure the requirements for Food Enforcement
      Officers in accordance with the FSA’s Food Law Code of Practice are met.

      The Food and Safety Teams ensure that all enforcement officers are appropriately qualified
      and receive regular training to maintain and improve their level of competency. All officers are
      expected to have access to the equivalent of at least 10 hours update training which is
      monitored through the teams’ joint internal Service Plan. A mixture of both internal and
      external training is provided for officers to achieve this aim. The Food and Safety Teams will
      take advantage of opportunities for low cost training offered by the Food Standards Agency.

      A well established programme at Suffolk Coastal helps to provide practical training to student
      EHOs. Arrangements are in place for Suffolk Coastal’s Port Health Authority to fund the
      annual appointment of a student EHO to receive practical training. The appointment of the
      student is co-ordinated by an officer from the Food and Safety Team who also manages and
      oversees the student’s training programme.

6.    QUALITY ASSESSMENT

6.1   Quality Assessment

      The Food and Safety Teams have a range of documented procedures which are subject to a
      programme of internal audit and review.

6.2   Investors in People

      Suffolk Coastal and Waveney both achieved Investors in People status following an
      assessment in November 2011. This is subject to external accreditation every 3 years. The
      assessment report confirmed that the Suffolk Coastal and Waveney, as a partnership, meet
      the mandatory requirements of the Investor in People Standard, in most areas to a good level.

6.3   Inter Authority Audits and Peer Review

      The principle of inter authority audits (IAA) is fully supported. The Food and Safety Teams
      have undertaken inter-authority inspection quality monitoring arrangements between the
      teams. Peer review takes place amongst the teams e.g. discussions during team meetings
      and joint visits.

6.4   Internal Monitoring Arrangements

      The Food and Safety Teams have the following arrangements in place to assist in the quality
      assessment of the work carried out:
       documented work procedures (under a process of continuous review)
       samples of post-inspection reports, letters and notices are checked
       a sample number of inspections, either by shadowing or a follow-up visit or file review
         team meetings, including joint team meetings which include performance reviews via the
         joint internal Service Plans
       one to one meetings.

      The contents of statutory notices will be discussed and agreed, where appropriate, with the
      appropriate manager or colleague before service.

6.5   Customer Satisfaction Survey

      A sample of complainants and establishments inspected by the Food and Safety Service will
      be sent customer satisfaction forms. A statistical summary of the results of these surveys is
      shown in Appendix 11.

                                                 36
6.6   Team Meetings

      The Food and Safety Teams hold meetings to discuss all matters relating to the service,
      including issues relating to competency and consistency. In 2011/12 the Food and Safety
      Teams continued with a programme of joint team meetings to help promote, explore and
      produce benefits of partnership working.

6.7   Bench Marking

      The Food Standards Agency publishes on their website the food safety enforcement activity
      carried out by all local authorities in the UK. This information is collated from the Local
      Authority Enforcement Monitoring System (LAEMS) statistical returns provided by local
      authorities and provides a useful tool for bench marking performance with other local
      authorities.

      Monitoring performance against the standards set out in the Joint Food and Health and Safety
      Service Plan will be via management meetings and annually to full Councils.

6.8   Complaint Procedures

      The Councils publish complaint procedures and customer service standards on their websites.
      A summary of complaints received in 2011/12 is produced in Appendix 12.

7.    REVIEW – FOOD SAFETY

7.1   Identification of any Variation from the Service Plan – Food Safety

      The Suffolk Coastal and Waveney Food and Safety Teams continue to perform well and
      continue to provide a good service and have coped well with current challenges facing local
      authorities.

      The Joint Food and Health and Safety Service Plan 2011/12 was largely completed with
      regards to food safety.

      During late 2011/12 the first phase of the restructure in Environmental Services & Port Health
      was completed and involved three members of the teams and this was followed by the first
      steps of a wider restructure involving the review and revision of all job descriptions of all
      members of both teams that will be completed in 2012/13.

      During 2011/12 the teams dealt with some significant reactive tasks as outlined below that the
      teams responded to ensure that consumers were protected.

      The planned food intervention work was mostly completed and the overall food premises
      broadly compliant figure for food premises in both districts improved significantly. Outstanding
      interventions will be rolled over to 2012/13.

      Officers from both teams contributed to ensuring that a water supply problem at a large scale
      event was effectively managed. This incident was covered in the local and national media.

      At Suffolk Coastal a full time EHO left the team in June 2011 and was not replaced. In
      addition the team’s administrative support was reduced by the loss of the Service Area’s
      Administrative Officer and the maternity leave of the team’s Administrative Assistant.
      Temporary administrative cover was arranged but this involved the officers providing
      additional training and support that was not anticipated at the start of the year.

      The priority of some items in the 2011/12 Joint Food and Health & Safety Service Plan were
      reviewed taking a risk based approach and they were not completed. Plans to develop the
      joint and reciprocal authorisation of existing food law enforcement officers will be rolled over to
      2012/13 although temporary joint authorisation has been issued to deal with specific events
      such as Latitude.

                                                  37
7.2     The food safety key achievements in 2011/12 worthy of note are:

7.2.1   Suffolk Coastal and Waveney Food and Safety Teams’ joint key achievements – food safety

           Worked with Suffolk Coastal Port Health at Felixstowe to simplify and bring together four
             service plans into one.

           Developed a joint internal Service Plan.

           Continued to explore opportunities for efficiencies through partnership between Suffolk
             Coastal and Waveney by sharing best practice and officer expertise across both Councils
             and quality monitoring work across the teams.

           Developed closer working by commencing a joint review of the delivery methods and
             course teaching plan for the CIEH Level 2 Award in Food Safety to ensure that it meets
             customers’ needs and remains commercially viable.

           Offered food safety training courses in both Suffolk Coastal and Waveney. We:
               continued to delivered the food hygiene training programme with 156 candidates in
                  Suffolk Coastal and 68 candidates in Waveney attending the Level 2 Award in Food
                  Safety in Catering (3 candidates failed the examination)
               delivered two half-day cleaning and disinfection workshops in response to an
                  identified need amongst food business (15 delegates attended)
               customer satisfaction surveys show that: 93% of delegates rate training courses as
                  good and 7% as average.

         Held joint team meetings.

         Began working towards harmonising the teams work procedures for common tasks.

         Submitted annual data returns to the FSA’s Local Authority Enforcement Monitoring
           System (LAEMS) relating to food safety. A summary of the interventions, enforcement
           actions and compliance data (2010/11 data provided for comparison) is shown in table 7.
           below.

             Table 7 - Summary of food interventions, enforcement actions and compliance data
             for Suffolk Coastal and Waveney Food and Safety Teams

                                                   Suffolk Coastal                     Waveney
                    LAEMS Criteria
                                               2011/12        2010/11          2011/12        2010/11
                 Total % of                     100%           100%             100%           100%
               interventions        A             (25            (31              (20            (43
                achieved by                 interventions) interventions)   interventions) interventions)
                  premises                     96.94%          100%            95.88%         95.14%
                  category          B             (95           (136              (93           (137
                 (excluding                 interventions) interventions)   interventions) interventions)
                  unrated)                     93.77%         97.01%           78.13%         94.75%
               Interventions        C            (361           (487             (293           (451
                   include:                 interventions) interventions)   interventions) interventions)
                inspections                    93.16%         98.53%           67.92%         86.76%
                 and audits,        D            (109            (67              (72            (59
                verification                interventions) interventions)   interventions) interventions)
                     and                       43.06%         44.88%           97.83%         97.44%
               surveillance,        E             (62            (57              (90           (114
                  sampling                  interventions) interventions)   interventions) interventions)




                                                   38
                                        Suffolk Coastal                      Waveney
          LAEMS Criteria
                                     2011/12       2010/11            2011/12      2010/11
      visits, advice
             and
        education
                                         98              82               87              105
        visits, and      Unrated
                                   interventions   interventions    interventions    interventions
      information/
       intelligence
        gathering.
               Number of
      establishments not yet            22              16               29               34
                  rated
        % Broadly compliant.
             All categories
                                     93.19%          90.35%           85.22%           82.95%
      (excluding unrated and
                outside)
        % Broadly compliant.
             All categories
                                     91.57%          89.13%            80.76           78.55%
       (including unrated and
                outside)
           Written warnings            234             230              346              436
        Improvement notices             5               5                12               20
       Emergency Prohibition
                                        0               0                0                0
                 Notices
          Prohibition Orders            0               0                0                0
          Voluntary closures            0               0                2                5
       Seizure, detention and
                                        0               0                2                0
           surrender of food
           Remedial Action
                                        0               0                0                0
                 Notices
              Prosecutions              0               0                0                1
            Simple cautions             0               0                0                0
      Suspension/ revocation
                                        0               0                0                0
               of approval
             Samples taken              12             123               9                11
               Complaint
                                        48              37               18               12
         investigations - food
               Complaint
            investigations –            55              97               90               92
         hygiene of premises

Table 8 - New food business registrations received (2010/11 data provided for
comparison)

                 Suffolk Coastal                                     Waveney
          2011/12              2010/11                    2011/12                   2010/11
            233                  188                        185                       129

 Infections requiring particular information be collected were promptly followed up and
   passed to the HPU in accordance with the East of England Standard Approach to
   Investigating GI Disease Cases.




                                         39
        Table 9 - Gastrointestinal disease cases April 2010 to March 2011 and April 2011 to
        March 2012. Source Norfolk, Suffolk and Cambridgeshire HPU

                                          Suffolk Coastal                         Waveney
                                     2011/12          2010/11           2011/12             2010/11
           E coli O157 VTEC            <5                 0                 0                <5
           Salmonellosis                26               19                19                 18
           Campylobacteriosis          209              206               149                154
           Cryptosporidiosis            10               28                7                  6
           Giardiasis                   13               10                5                 <5
           Total                       258              263               180                180


        Table 10 - Cases of food poisoning infections in Suffolk Coastal and Waveney April
        2010 to March 2011 and April 2011 to March 2012, rate per 100 000 population*. Source
        Norfolk, Suffolk and Cambridgeshire HPU

                                          Suffolk Coastal                        Waveney
                                      2011/12          2010/11             2011/12       2010/11
            E coli 0157 VTEC            0.0                  0.8               0.8              0.0
            Salmonellosis              15.3                 21.0              15.3             16.1
            Campylobacteriosis        166.0                168.4             130.8            126.6
            Cryptosporidiosis          22.6                  8.1               5.1              5.9
            Giardiasis                 8.1                  10.5               0.8              4.2
            Total                     108.8                107.1              74.4             74.4
              * ONS mid year estimates 2009

         Adopted a co-ordinated approach to our intervention work at the Latitude Festival,
           including working with officers from the Environmental Protection Team to ensure that a
           water supply problem at the event was effectively managed.

         Attended newly formed local multi agency Safety Advisory Groups that are recognised as
           a fundamental core planning forum for safety planning for major public events such as
           outdoor concerts.

7.2.2   Suffolk Coastal Food and Safety Team’s key achievements – food safety

         Organised and hosted a one-day training course for food safety enforcement officers from
           across Suffolk on controlling E. coli contamination in food establishments. The training
           was supported officers in the consistent and proportionate enforcement of national
           guidance issued to food businesses on preventing this type of contamination.

         Sent out a letter and information to selected food businesses on E. coli O157: control of
           cross-contamination Guidance for food businesses and enforcement officers.

         Sent butchers shops copies of the FSA DVD E. coli O157 – A butchers’ guide to staying
           safe that focused on three key areas:
                   the threat that E. coli O157 poses to businesses and their customers
                   the importance of separation in controlling cross contamination
                   the role of documented food safety management procedures in ensuring food
                       safety and the ease with which they may be embedded into everyday working
                       practices.



                                                 40
           The DVD was primarily produced for those working in butchers shops to encourage them
           to think about the type of food safety risks they face in their business and how they should
           control them.

         Continued to focus on improving standards at poorer performing food businesses by
           arranging meetings with food business operators to review their performance with them
           and give them an opportunity to discuss what barriers etc. they face in becoming
           compliant. Officers listened to food business operators and explained legal expectations,
           offered advice on compliance and agreed action plans with timescales. This work will
           continue through into 2012/13.

         Took 128 samples of shellfish/river water as part of the statutory shellfish harvesting
           classification programme and algal bio-toxin monitoring programme. This work was
           largely undertaken by the student EHO as part of practical training.

         Liaised with the FSA and took action, as a precautionary measure, to temporarily close a
           shellfish production area due to the detection of Diarrheic Shellfish Poison in a routine
           sample of shellfish.

         Approved a new shellfish producer based on the River Deben.

         Used a warrant issued by the Magistrates' Court to enter dairy premises accompanied by
           the police where EHOs had previously been refused entry.

         91.6% of businesses surveyed following an inspection said that they were treated fairly.

         Sent an information leaflet to key food business operators giving them advice on
           preventing and controlling outbreaks of Norovirus.

         Raised public awareness during 2011 Food Safety Week by distributing FSA food safety
           on good practice and consumer leaflets on the nFHRS information to libraries, Tourist
           Information Centres and surgeries.

         Offered the CIEH Level 2 in Food Safety in Catering Refresher Course. This half-day
           course was provided in response to feedback from delegates on other courses and gives
           businesses an opportunity to equip staff with refresher training without having to release
           them for a full day. Nine fee paying delegates attended.

7.2.3   Waveney Food and Safety Team’s key achievements – food safety

         Were awarded a £6,689 grant by the FSA to migrate to and launch the national Food
           Hygiene Rating Scheme (nFHRS). The scheme was launched in Waveney on time. Food
           businesses were kept informed of the migration via a letter and information leaflets at least
           three months before the scheme was launched. Businesses were also invited to attend
           one of three open mornings where they could ask questions about the scheme and get
           further information. The launch of the scheme was covered in both the Lowestoft Journal
           and the Beccles and Bungay Journal who carried a photograph of the Portfolio Holder
           presenting a certificate showing a top rating of 5 to a local food business. Many
           businesses promptly displayed their striking green and black window stickers showing
           their hygiene rating to customers in time for the launch.

         Secured the voluntary closure of a hot food takeaway due to the discovery of mouse
           droppings and evidence that mice were breeding.

         Prosecuted a food business operator for non compliance of a Food Hygiene Improvement
           Notice for the lack of documented and implemented food safety management system
           resulting in a guilty plea.

         Stopped food stalls trading because of poor food practices/standards and upon further
           investigation identified that they were trading without consent.

                                                   41
       Worked with a large local food manufacturer on a £5.6 million project to implement a new
         production processing facility.

       89.4% of businesses surveyed following an inspection said that they were treated fairly.

       Waveney Food & safety Team have carried out inspections at many major events in the
         district, monitoring and rectifying food hygiene and health and safety matters at such
         events as the Air Show, Latitude, The Grand Henham Steam Rally, Wings and Wheels,
         the Greenpeace Fair, the various Town Carnivals in Lowestoft, Beccles etc, Gig In The
         Park. These attractions bring in over 500,000 visitors, are an important part of the local
         economy and, more importantly, potentially expose a huge number of people to risks from
         poor safety or food, and hence are seen as an important high priority part of the service.

       Investigated options to further expand the training on offer, to include health and safety,
         HACCP, and training in schools.


8.    AREAS FOR IMPROVEMENT – FOOD SAFETY

8.1   In 2012/13 the Food and Safety Teams of Suffolk Coastal and Waveney plan to:

       Introduce revised delivery methods and course teaching plan for the CIEH Level 2 Award
         in Food Safety from June 2012 to ensure that it meets customers’ needs and remains
         commercially viable.

       Work towards harmonising procedures where possible.

         Work towards using common specialist computer software.

         Assist in producing a harmonised Environmental Services and Port Health Enforcement
           Policy across Suffolk Coastal and Waveney.

         During 2013 it is anticipated that the option of Remedial Action Notices (RANs) will be
           made available for use in all food businesses. RANs can be used to tackle immediate
           problems with hygiene in a proportionate and effective way without enforcement officers
           or businesses having to attend the courts. At present they can only be used in certain
           food premises, such as abattoirs and other approved premises. If the RANs option is
           extended, procedures, backed up by officer training, will be provided to ensure the
           effective, proportionate and consistent use of RANs.

8.2   In 2012/13 Suffolk Coastal’s Food and Safety Team plans to:

         Investigate developing charging arrangement for advisory service for new businesses.

8.3   In 2012/13 Waveney’s Food and Safety Team plans to:

       Continue putting into practice the procedures and practices agreed and approved by the
         Food Standards Agency from the Audit, and to share this endorsed best practice with
         partner colleagues in Suffolk Coastal.

       Further develop a range of procedures and practices by sharing best practice with Suffolk
         Coastal colleagues.


9.    HEALTH AND SAFETY SERVICE

9.1   Scope of the Health and Safety Service



                                                42
       The Suffolk Coastal and Waveney Councils carry out all functions relating to health and safety
       matters in those premises for which it has enforcement responsibility, including the following:

        inspection of premises such as retail shops, wholesale shops and warehouses, offices,
          catering premises, tyre and exhaust fitting, leisure and consumer services, care homes
          (without nursing care) etc.
        monitoring asbestos removal in LA enforced premises
        investigation of complaints concerning work premises and practices
        investigation of accidents and dangerous occurrences reported under the Reporting of
          Injuries, Diseases and Dangerous Occurrences Regulations 1995
        health and safety promotional activities, including participation in European Week of
          Safety and Health
        health and safety education programme, including CIEH Level 2 Award in Health and
          Safety in the Workplace
        Sunday trading laws
        Smokefree laws
        consultee as a responsible authority under the Licensing Act 2003 and
        registration of skin piercing activities.

       In addition the above enforcement roles the Councils’ Safety Advisor and Senior EHO work
       within the Food and Safety Teams to advise on:

        corporate health and safety including incident/accident investigations, staff training,
          providing advice on health and safety matters, health and safety audits, annual health and
          safety report to Corporate Management Team (CMT), organising the Council's health and
          safety committee and briefing the Chief Executive and Management Team on changes in
          health and safety law and the work of safety committee.

9.10   Demands on the Health and Safety Service

       The districts attract many tourists particularly during the summer months. Large events
       attracting several thousands of people are held in both districts, these include the Lowestoft
       Air Show and the Suffolk Show at Trinity Park. The four-day Latitude Festival takes place at
       Henham Park on a site that extends into both Suffolk Coastal and Waveney. The Food and
       Safety Teams work with the event organisers and others during the planning and delivery of
       the festival to ensure that health and safety standards are managed to protect both employees
       and members of the public.


10     SERVICE DELIVERY – HEALTH AND SAFETY

10.1   Health and Safety Premises Inspection and other Interventions

       The responsibility for the enforcement of the Health and Safety at Work Act etc. 1974 and
       relevant statutory provisions is governed by the Health and Safety (Enforcing Authority)
       Regulations 1998 that allocate enforcement to either the Health and Safety Executive or Local
       Authority according to the main work activity. Since 1974 local authorities have been
       responsible for enforcement of the health and safety laws in places such as shops, retail and
       wholesale warehouses, offices, catering, restaurants, bars, hotels, care homes (without
       nursing care), leisure and cultural services such as golf courses and horse riding
       establishments together with consumer services such as undertakers and centres fitting tyres
       and exhausts.

       The recorded numbers of premises for which Suffolk Coastal and Waveney are the enforcing
       authority under health and safety laws are 2,274 and 2,260 respectively. The profiles of
       health and safety premises according to risk are shown below in table 11.




                                                 43
Table 11 - Profiles of health and safety premises in Suffolk Coastal and Waveney


                                    Number of premises in          Number of premises in
       Type of premises
                                       Suffolk Coastal                  Waveney

 Retail Shop                                   575                            764
 Wholesale Shop etc.                            56                             72
 Office                                        280                            273
 Catering, Restaurant & Bars                   619                            432
 Hotels, camp sites etc.                        92                            111
 Residential Care Homes                         39                             48
 Leisure and Cultural                          147
                                                                              135
 Services
 Consumer Services                             419                            307
 Other premises                                 50                            118
                           Total               2,274                          2,260

The Health and Safety Executive is responsible for the remainder of activities e.g. factories,
building sites, farms, vehicle repair workshops, railways, power stations, care homes
providing nursing care, docks, fairgrounds, schools, colleges and Council run services.

Table 12 - Profiles of health and safety premises according to risk category

                       A           B1           B2           C        Unrated         Total
   Suffolk
                      14           22           334        1,386        518           2,274
   Coastal
   Waveney            34           79           242        1283         622           2,260

The Food and Safety Team aims to secure the safe and healthy working environment for
employees and members of the public who may be affected by the activities of the business.
To achieve this, health and safety premises are inspected and receive other interventions
based on the risk rating criteria. To ensure that they are safe, have identified and are
controlling hazards to their employees and that employees are adequately trained.
Inspections are carried out in accordance with documented procedures. In addition to a
proactive programme of inspections for higher risk activities, premises are visited in response
to complaints from employees or members of the public, following receipt of a reportable
accident/dangerous occurrence or following a request for advice. Interventions other than
planned general inspections such as monitoring of incident reports, seminars, campaigns,
questionnaires, and the consideration of planning/licensing and other formal applications are
undertaken.

Nationally identified priority topics are at the core of all the occupational health and safety
work undertaken e.g. routine inspections, accident investigations and project work etc.

Liaison arrangements with the HSE have been set up through the Suffolk Health and Safety
Group attended by the HSE's Enforcement Liaison Officer (ELO) or their representative.

The transfer or assignment of premises, where enforcement responsibility is unclear between
the local authority and the HSE, would be carried out in liaison with the ELO.

The risk rating scheme set down in national HELA Circular 67/2 (rev3) will be used in priority
planning to:
 maximise and target resources in order to achieve the greatest impact
 create a complementary framework for both proactive and reactive interventions and
                                          44
               provide a coherent approach to interventions which is consistent between LAs and HSE.

       Under Government reforms announced in its publication ‘Good Health and Safety, Good for
       Everyone’ (published May 2011), protecting people in the workplace and wider society still
       remains a key priority. The Government’s aims for health and safety reform include reducing
       the inspection burden on business alongside focussing on better health and safety outcomes.
       Refining the intervention strategies for businesses by further improving the targeting of
       relevant and effective interventions and preserving inspection for higher risk premises and
       issues will lead to a reduced number of proactive inspections. Reducing the aggregate
       numbers of proactive inspections by a third across all local authorities will free up capacity for
       more effective outcome focussed interventions.

       Suffolk Coastal and Waveney’s Food and Safety Teams are committed to improving health
       and safety outcomes where there is greatest risk and will reserve proactive planned
       inspections for those premises that present a comparatively high risk e.g. category A
       premises as set out in LAC 67/2. Premises in lower risk categories and unrated premises
       may be inspected as part of the project set out below or other factors such serious complaints
       or accident reports. A desktop exercise will be undertaken to identify those unrated premises
       that may potentially be category A and require inspection. Alternative interventions such as
       self-assessment questionnaires and the provision of information/mail-shots will be used, as
       appropriate, in lower risk categories and unrated premises. The number of planned health
       and safety interventions for 2012/13 is shown below in table 13.

       Table 13 - Number of health and safety interventions planned for 2012/13 under LAC
       67/2.

                                      Total

        Suffolk Coastal                12

        Waveney                        20

       Premises not due within the period but which are prioritised as part of a project will be
       selected for intervention. To reflect the Government’s aim for health and safety reform that
       includes reducing the inspection burden on business alongside focussing on better health and
       safety outcomes, the teams have planned joint health and safety intervention projects. The
       following projects began in 2011/12 and will continue into 2012/13.

                 Preventing or controlling ill health from animal contact at visitor attractions – ill-health
                   includes E coli and Cryptosporidium.
                 Reduce skin cancer incidence by preventing the use of sunbeds on commercial
                   business premises by anyone under the age of 18 in accordance with the Sunbeds
                   (Regulation) Act 2010.
                 Reduce the risk of gas explosion by supporting the national LPG pipe work
                   replacement inspection programme to implement industry standards.
                 Tackle concerns regarding health and safety standards at care homes, identified from
                   working with partner agencies.
                 Provide mailshots with free health and safety information and guidance to businesses
                   to reflect current Government policy.

            In 2012/13 a project identifying matters of evident concern in relation to gas and electrical
            safety will be undertaken during the inspection of catering establishments. This follows
            cases locally where unsafe gas installations have been identified, some cases have
            involved work on gas installations/appliances by unregistered people.

10.2   Investigation of Accidents and Dangerous Occurrences

       The Food and Safety Teams will have regard to the national Health and Safety
       Executive/Local Authority Enforcement Liaison Committee (HELA) Circular 22/13 (rev1)
       Incident Selection Criteria Guidance to deliver a common proportionate, transparent and
                                                        45
       targeted approach for the selection and investigation of accidents and incidents. When
       deciding which incidents to investigate and the level of resource to be allocated to the
       investigation, account will be taken of the:

          severity and scale of potential or actual harm;
          seriousness of any potential breach of the law;
          duty holder’s known past health and safety performance;
          enforcement priorities;
          practicality of achieving results; and
          wider relevance of the event, including serious public concern
          national guidance on targeting interventions (LAC 67/2).

       In the case of a fatal accident or a serious incident the investigation will commence within one
       day.

       As April 2012 the over-three-day injury reporting requirement under the Reporting of Injuries
       Diseases and Dangerous Occurrences Regulations changed to over seven days’
       incapacitation. This change implemented a recommendation made by Lord Young in his
       report “Common Sense, Common Safety". It is estimated that this will result in a reduction of
       RIDDOR notifications to LAs by approximately one third.

       Accident notifications anticipated in 2012/13:
             Suffolk Coastal - 100
             Waveney - 100

10.3   Notification of Asbestos Removal

       The Food and Safety Teams will respond to all notifications of asbestos removal from
       premises for which the Councils have enforcement responsibility. Officers will monitor
       arrangements in accordance with documented procedures.

       Notifications of asbestos removal anticipated in 2012/13:
               Suffolk Coastal - 6
               Waveney – 6

10.4   Licensing and Planning consultations

       The Councils’ Food and Safety Teams are involved in the registration process for skin
       piercing activities e.g. tattooing under the Local Government (Miscellaneous) Provisions Act
       1982. The teams are also responsible authorities under the Licensing Act 2003 and are
       consulted on licensing applications. The new Temporary Event Notice legislation introduced
       April 2012 will increase the number of consultations received for consideration. The teams
       have procedures in place to consider planning applications/approvals to enable changes/new
       developments to be identified and early advice offered where appropriate.

       The Food and Safety Team at Waveney also carryout inspections in connection with animal
       welfare, dangerous wild animals, riding establishments and caravan site licensing.

10.5   Primary Authority and Home Authority Schemes

       In April 2009 The Regulatory Enforcement and Sanctions Act 2008 introduced into law the
       principle of the Primary Authority (PA). All local authorities are now required by law when
       considering enforcement action against a business with multiple outlets to follow advice
       agreed between the business and its PA. The purpose of these new requirements is to
       achieve greater consistency in enforcement action in large, multi-outlet businesses. The
       Local Better Regulation Office view Primary Authorities as a solution to the weaknesses that
       previously existed with the voluntary Home Authority scheme.

       The Food and Safety Teams support Primary Authority (PA) and Home Authority (HA)
       schemes. Where Primary Authority partnerships are registered with the Local Better
                                                  46
       Regulation Office, the teams will contact the Primary Authority to ensure that proposed
       actions are not contrary to appropriate advice that the Primary Authority has previously
       issued. Neither Suffolk Coastal nor Waveney has a PA or HA agreement with companies in
       their districts.

10.6   Advice to Business

       The Food and Safety Teams endeavour to build on their existing liaison arrangements with
       businesses, both to improve existing consultation arrangements, and to encourage and
       facilitate business growth. The teams provide free advice to businesses e.g.
        the provision of proformas to assist businesses comply with the law
        distribution of HSE and other guidance to businesses giving guidance on specific and
           topical issues
        provision of advice to businesses during inspections and
        responding to requests for advice from businesses and members of the public.

       Requests for advice anticipated in 2012/13:
             Suffolk Coastal - 100
             Waveney – 100

       The Food and Safety Team contributes updates to the Councils’ website pages. These have
       general health and safety information together with a link to the HSE’s website for more
       information.

10.7   Economic Challenge

       The Food and Safety Teams endeavour to build on their existing liaison arrangements with
       businesses, both to improve existing consultation arrangements, and to encourage and
       facilitate business growth. The teams provide advice to businesses e.g.
             provide free information and advice
             provide signposts to sources of free information
             provide local low cost training
             monitor and respond as appropriate to regular feedback from questionnaires
             process imported food controls promptly
             deal with applications to trade in a prompt manner e.g. food establishment
                approvals/skin piercing/general food establishment registrations
             respond to national influences and
             regularly review our procedures.

10.8   Liaison with other Organisations

       There are benefits to be gained by working in close partnership with the Health and Safety
       Executive and other local authorities. The Food and Safety Teams have demonstrated
       commitment to this by having already undertaken or have plans to liaise with the Health and
       Safety Executive e.g. via meetings, other communication and initiatives involving:

          our Health and Safety Executive partnership inspectors at district level
          the Suffolk Health and Safety Liaison Group at county level
          the Health and Safety Executive Regional Partnership Team at regional level and the
            Health and Safety Policy Forum at national level.

       We have also been involved in the co-ordination and conduct of joint visits and campaigns
       with Health and Safety Executive inspectors and participated in initiatives involving the Health
       and Safety Executive and neighbouring local authorities.

       The Food and Safety Teams have extensive liaison in place with a wide range of other
       organisations on health and safety matters:

        Suffolk Health and Safety Liaison Group reporting to Suffolk Chief EHOs Group
        CIEH
                                                  47
          LGA Practitioner Forum on Health and Safety.
          HSE e.g. staff at the local offices, Local Authority Unit and Partnership Manager
          Planning and Building Control
          Trading Standards Officers at Suffolk County Council
          Primary Care Trust
          Suffolk Fire Service
          Other LAs directly and through EHCnet
          Regional Safety Officers' Forum
          Health Protection Agency
          Licensing Team (Licensing Act 2003)
          Waveney Safety and Environment Group
          Suffolk and North Essex Occupational Safety Group
          Care Quality Commission
          HSE/LA Eastern Region Partnership Forum; and
          Suffolk Police.

10.9   Flexible Warranting

       The aims of the flexible warrant scheme were to:

        allow urgent health and safety matters of evident concern to be dealt with expeditiously by
          either the HSE or relevant local authority
        avoid difficulties of enforcement in premises where enforcement responsibility is unclear
        allow a more flexible approach to joint inspection initiatives and
        allows support between local authorities in Suffolk in emergency situations.

       The scheme worked well locally, however, following consideration at a national level, the
       criteria for extending flexible warrant schemes has been tightened as a result of increased
       Ministerial scrutiny and policy shaping. Having flexible warrants to deal with matters of
       evident concern undoubtedly enabled a quicker response and resulted in some very good
       outcomes. However, there is a view that by themselves the number of matters of evident
       concern identified may not justify the resources needed to administer and enable flexible
       warrant schemes.

       There may still be scope to have flexible warrant schemes if there are specific time bound
       projects that would be in accordance with the joint HSE/LGA statement. Where this is the
       case, they can also be used for matters of evident concern. Although there have not been
       any such projects suggested to date, recent research by HSE’s Health and Safety Laboratory
       (HSL) on Legionella indicates that some limited, prioritised inspection of cooling towers and
       evaporative condensers may be appropriate having regard to the lessons learnt from the
       Edinburgh outbreak of Legionnaires Disease.

       Local participation in a flexible warrant scheme will be considered once a decision has been
       taken at a national level.

10.10 Health and Safety Promotion

       The Food and Safety Teams have considered the benefits of improved health and safety
       awareness as a part of the Councils’ roles and determined to put part of their resource into
       education activities. The Council will support European Week of Health and Safety and
       provide courses and seminars according to demand to meet the needs of businesses, e.g.
       CIEH Level 2 Award in Health and Safety in the Workplace etc. The effectiveness of training
       programmes will be assessed using delegates’ evaluation forms.

11.    RESOURCES

11.1   Financial Allocation

       Details of budgetary provision are included as Appendix 4.

                                                   48
       The Councils maintain their own legal services to provide support to service areas. There is
       also financial provision made to enable the use of external legal services, where appropriate.

11.2   Staffing Allocation

11.2.1 Head of Service

       The Head of Health is Phil Gore who provides a 0.45 FTE towards achieving the Joint Food
       and Health & Safety Service Plan.

11.2.1 Food and Safety Teams

       When fully staffed the Food and Safety Teams have full time equivalents available for health
       and safety regulatory work as follows:

       Table 14 - FTE health and safety.

                                  Professional staff                   Support staff
        Suffolk Coastal           Health and safety 1.49 FTE           0.3 FTE
        Waveney                   Health and safety (including the     0.3 FTE
                                  licensing functions referred to in
                                  this plan) 2.19 FTE

       These are detailed in Appendix 9.

       The Council’s corporate health and safety advice is provided by a shared Safety Advisor (0.5
       FTE) and the Senior EHO (0.2 FTE) who both work across the partnership.

        Staff turnover and organisational changes are detailed in paragraph 5.2.2

11.3   Staff Development Plan

       The Councils have harmonised their staff appraisal schemes and have a Joint Competency
       Framework. As part of the scheme, officers formally discuss and agree an individual
       performance and development plan with their line manager every 12 months. Progress with
       the plan is reviewed every six months so any issues can be raised. Training matrices for
       Food and Safety Teams are provided in Appendix 10.

       All health and safety enforcement officers can use the Regulators’ Development website to
       aid and enhance the continuing development of their health and safety competence. To
       maintain competence, enforcement officers attend training courses run by various
       organisations including the HSE. The Food and Safety Teams will continue to access both
       local and national training initiatives to ensure that all of its enforcement officers are well
       trained and competent.       Officers will also use of the online Guidance for Regulators –
       Information Point that is part of the Regulators’ Development website.

       The Food and Safety Teams ensure that all enforcement officers are appropriately qualified
       and receive regular training to maintain and improve their level of competency.

12     QUALITY ASSESSMENT

12.1   Quality Assessment

       The Food and Safety Teams have a range of documented procedures which are subject to a
       programme of internal audit and review.

12.1   Investors in People

       Waveney and Suffolk Coastal both achieved Investors in People status following an
       assessment in November 2011. This is subject to external accreditation every 3 years. The

                                                  49
       assessment report confirmed that the Suffolk Coastal and Waveney, as a partnership, meet
       the mandatory requirements of the Investor in People Standard, in most areas to a good level.

12.2   Inter Authority Audits and Peer Review

       The principle of inter authority audits (IAA) is fully supported. The Food and Safety Teams
       have undertaken inter-authority inspection quality monitoring arrangements between the
       teams. Peer review takes place amongst the teams e.g. discussions during team meetings
       and joint visits.

12.3   Internal Monitoring Arrangements

       The Food and Safety Teams have the following arrangements in place to assist in the quality
       assessment of the work carried out:
        documented work procedures (under a process of continuous review)
        samples of post-inspection reports, letters and notices are checked
        a sample number of inspections, either by shadowing or a follow-up visit or file review
          team meetings, including joint team meetings which include performance reviews via the
          joint internal Service Plans
        one to one meetings.

       The contents of statutory notices will be discussed and agreed, where appropriate, with the
       appropriate manager or colleague before service.

12.4   Customer Satisfaction Survey

       A sample of complainants and establishments inspected by the Food and Safety Service will
       be sent customer satisfaction forms. A statistical summary of the results of these surveys is
       shown in Appendix 11.

12.5   Team Meetings

       The Food and Safety Teams hold meetings to discuss all matters relating to the service,
       including issues relating to competency and consistency. In 2011/12 the Food and Safety
       Teams continued with a programme of joint team meetings to help promote, explore and
       produce benefits of partnership working.

12.6   Bench Marking

       The Councils complete the annual LAE1 return to the HSE that can form the basis of national
       benchmarking. At a local level the partnership between the two Councils provides
       opportunities to benchmark and the Suffolk Health and Safety Liaison Group is also a forum to
       exchange approaches in the way that local authorities and the HSE work.

       Monitoring performance against the standards set out in the Joint Food and Health and Safety
       Service Plan will be via management meetings and annually to full Councils.

12.7   Eastern Region Partnership Forum

       The Council will work with its local authority and HSE partners to share best practice and
       improve the level and quality of the services provided. The Forum will facilitate joint service
       planning at a regional and county level to prevent duplication of effort and improve health and
       safety outcomes.

       The Council monitors its performance against the standard set out in its Health and Safety
       Plan via management meetings and annually to Cabinet.

12.8   Complaint Procedures

       The Councils publish complaint procedures and customer service standards on their websites.
       A summary of complaints received in 2011/12 is produced in Appendix 12.
                                                 50
13.    REVIEW – HEALTH AND SAFETY

13.1   Identification of any Variation from the Service Plans - Health and Safety

       The Suffolk Coastal and Waveney Food and Safety Teams continue to perform well and
       continue to provide a good service and have coped well with current challenges facing local
       authorities.

       The Joint Food and Health and Safety Service Plan 2011/12 was largely completed with
       regards to health and safety.

       During late 2011/12 the first phase of the restructure in Environmental Services & Port Health
       was completed and involved three members of the teams and this was followed by the first
       steps of a wider restructure involving the review and revision of all job descriptions of all
       members of both teams that will be completed in 2012/13.

       During 2011/12 the teams dealt with some significant reactive tasks as outlined below that the
       teams responded to ensure that consumers were protected.

       The planned health and safety intervention work was mostly completed.            Outstanding
       interventions will be rolled over to 2012/13.

       Officers from both teams contributed to ensuring that a water supply problem at a large scale
       event was effectively managed. This incident was covered in the local and national media.

       At Suffolk Coastal a full time EHO left the team in June 2011 and was not replaced. In
       addition the team’s administrative support was reduced by the loss of the Service Area’s
       Administrative Officer and the maternity leave of the team’s Administrative Assistant.
       Temporary administrative cover was arranged but this involved the officers providing
       additional training and support that was not anticipated at the start of the year.

       The priority of some items in the 2011/12 Joint Food and Health & Safety Service Plan were
       reviewed taking a risk based approach and they were not completed, for example a mailshot
       to businesses.

13.2   The health and safety key achievements in 2011/12 worthy of note are:

13.2.1 Suffolk Coastal and Waveney Food and Safety Teams’ joint key achievements - health and
       safety

          Worked with Suffolk Coastal Port Health at Felixstowe to simplify and bring together four
            service plans into one.

          Developed a joint internal Service Plan.

          Continued to explore opportunities for efficiencies through partnership between Waveney
            and Suffolk Coastal by sharing best practice and officer expertise across both Councils
            and quality monitoring work across the teams.

        Held joint team meetings.

        Began working towards harmonising the teams work procedures for common tasks.

        Submitted annual data return to the HSE relating to occupational health and safety (LAE1
          Local Authority Health & Safety Return). A summary of the interventions, enforcement
          actions and compliance data (2010/11 data provided for comparison) is shown in table 15
          below.



                                                  51
   Table 15 - Summary of the interventions, enforcement actions and compliance data
   Suffolk Coastal and Waveney Food and Safety Teams

                                       Suffolk Coastal                    Waveney
            LAE1 Criteria
                                     2011/12     2010/11            2011/12    2010/11
            Total number of
                                        52              58             81             130
             planned visits
           Number of revisits           13              11             19              33
          Visits to investigate
                                         0               6             22              20
                accidents
             Visits following
       requests for health and           5               -             139             48
              safety service
               Other visits             17               -             0                -
             Other contacts              -              33             0               53
         Improvement Notices            36              20             34              11
          Deferred Prohibition
                                         0               0              0              0
                 Notices
        Immediate Prohibition
                                         0               2             13              13
                 Notices
            Simple cautions              0               0              0              0

 Carried out projects based on national and local issues and priorities.

       Preventing or controlling ill health from animal contact at visitor attractions – ill-health
       includes E coli and Cryptosporidium.
        An outbreak of E. coli O157 at an open farm in Surrey in the summer of 2009
           involved a total of 93 cases of infection with E. coli O157 linked to the farm. An
           independent expert Griffin Investigation Committee set up by the Board of the
           Health Protection Agency to investigate the outbreak. The HSE revised national
           guidance for operators of farms with animals and visitors. Many of these are
           aimed at families with younger children.
        The project involved informing the operators of visitor attractions where animal
           contact is allowed of the revised guidance with follow up visits to assess
           compliance. Some premises were found to be following the guidance but some
           were found to be lacking basic essential standards such as hand washing facilities.
           Improvement Notices were served in some instances having regard to the
           Council’s Enforcement Policy and follow up visits made to assess compliance.
           The interventions carried out have secured basic essential improvements. The
           project was largely complete but will continue into 2012/13 to us to assess ongoing
           standards.

       Reduce skin cancer incidence by preventing the use of sunbeds on commercial
       business premises by anyone under the age of 18 in accordance with the Sunbeds
       (Regulation) Act 2010.
        The main cause of skin cancer is over-exposure to ultraviolet (UV) rays. This may
          be from natural sunlight or artificial rays from the use of sunbeds and sunlamps.
          There is evidence that the risk of skin cancer seemed particularly high when
          sunbeds were used at a young age. The Act seeks to prevent persons aged under
          18 from using sunbeds. Businesses that offer sunbeds for use on their premises
          are banned from allowing persons aged under 18 to use, or have access to, their
          sunbeds, and from offering their sunbeds for use by persons aged under 18.
        To support the project a questionnaire was used to help identify premises that
          provide sunbeds for public use. A guidance leaflet was produced explaining the
          new legislation and follow up visits are being made to assess compliance. The
          project will continue into 2012/13.

       Reduce the risk of gas explosion by supporting the national LPG pipe work
       replacement inspection programme to implement industry standards.


                                             52
         Three premises were visited after notifications from HSE as part of the national
           inspection programme. Improvement Notices were served at three premises
           relating to the bulk tank and two for pipework.
         32 other premises were also assessed as a joint visit to carrying out programmed
           food safety inspections. Of these 13 had bulk LPG tanks and two had metallic
           pipework. From these, six Improvement Notices were served with regard to non
           compliance with conditions set out in the industry Code of Practice and two for
           pipework replacement. In addition five letters were written with regard to issues
           with the bulk tank.

        Tackle concerns regarding health and safety standards at care homes, identified from
        working with partner agencies.
         The project involves visiting care homes at which the Councils have a health and
           safety enforcement role. Links have been developed with other agencies that have
           an interest in care homes to help achieve a consistent, proportionate and effective
           approach to adequately protect residents, staff and visitors. These agencies
           include the Care Quality Commission (CQC), Infection Control staff, Fire Service,
           Suffolk Adult Safeguarding, Suffolk County Council Social Services and the Police
           etc. Liaison takes place as appropriate and if necessary, sometimes at ad hoc
           multiagency meetings.
         LA inspectors have identified priority topics that include legionella, gas, electricity,
           lifting equipment together with slips, trips and falls. Matters of evident concern are
           also followed up and if necessary referred to another agency,
         The project has identified some care homes with inadequacies in the management
           of health and safety. The project has so far resulted in 21 Improvement Notices
           and 2 Immediate Prohibition Notices being served on three of the homes. This
           work involved multi agency working. In one case a decision was taken by the multi
           agency group to make the premises safe for the night before moving the residents
           out the next day until improvements were made. Standards at the premises have
           since been monitored and significant improvement achieved.

 Acted as responsible authority under the Licensing Act 2003 for public safety.

   Waveney’s Safety Adviser worked closely with Suffolk Coastal’s Principal EHO/Safety
     Officer to continue to align the health and safety management systems. A Joint Health
     and Safety Policy was signed by the joint Chief Executive and Leaders of both Councils in
     June 2011. Additional joint health and safety guidance, procedures and forms etc have
     been developed to help staff working across the partnership effectively and efficiently
     manage health and safety. To support this work a joint Health and Safety Committee
     convenes on a quarterly year basis via the video conferencing facilities.

   Provided managers with half-day training in managing health and safety across the
     partnership.

   Completed for the first joint review of the management of health and safety across the
     partnership to identify areas for improvement and offer support and other help where
     needed.

   Completed a review of the health and safety management of waste systems.

   Extended the use of e-forms where possible for managing corporate health and safety to
     improve efficient working.

 Participated in the national campaign on the replacement of metallic pipe work by
   following up notifications from the HSE of liquefied petroleum gas (LPG) in bulk tanks at
   eight installations. Checks were made to ensure that duty holders were taking adequate
   steps to control the risk of explosion having regard to standards developed by the LPG
   industry. The majority of the tanks had been installed contrary to industry standards.
   Enforcement action was taken having regard to the Enforcement Management Model.
   Action was taken in all cases including the service of Improvement Notices requiring
   replacement of metallic pipework or improvement to the condition/layout of the bulk tank.
                                            53
              Following service of the notices all installations have achieved or are on course to achieve
              compliance.

13.2.2    Suffolk Coastal Food and Safety Team’s key achievements – health and safety

          Used partnership working arrangements for a Suffolk Coastal officer to serve an
            Improvement Notice at premises in Waveney when there was reduced cover due to staff
            sickness.

          Delivered the CIEH Level 2 Certificate in Health and Safety for local employers/employees
            with 7 candidates attending. The course provides an opportunity for delegates to raise
            enforcement issues in a non-threatening environment.

13.2.3 Waveney Food and Safety Team’s key achievements - health and safety

          Carried out investigations at premises identified from the onset and incubation times of
            two separate cases of Legionella and ensured that controls were in place. An
            Improvement Notice was served where deficiencies were identified.

            A Prohibition Notice was served to prohibit an unregistered/unhygienic tattooist from
              operating anywhere in the UK.

            Suspect dangerous gas supplies were identified in commercial premises that led to
              National Grid being alerted who took action to terminate the supplies until remedial work
              was undertaken.

            Obtained and used Waveney’s first warrant to enter under The Animal Welfare Act 2006.

            Waveney’s Food and Safety Team has developed a constructive and positive relationship
              with other agencies that have an interest in care homes and are regarded as leaders with
              a proactive approach with other agencies regularly contacting them for advice.

            The first prosecutions in Waveney were taken under the smokefree laws introduced in
              2007. A publican pleaded guilty to allowing smoking to take place at premises under her
              control. In addition a customer also pleaded guilty to smoking in area where smoking was
              not permitted. The prosecution was well received in the local media and sent a message
              that Waveney District Council was prepared to protect public health and enforce the law
              where necessary. The customer also pleaded guilty to assaulting a member of staff
              during the course of acquiring evidence.


14       AREAS FOR IMPROVEMENT – HEALTH AND SAFETY

14.1     In 2012/13 the Food and Safety Teams of Suffolk Coastal and Waveney plan to:

            Take necessary steps to follow the anticipated National Code for Local Authorities to
              ensure consistent and proportionate health and safety inspection and enforcement
              activity.

            Work towards harmonising procedures where possible.

            Work towards using common specialist computer software.

            Assist in producing a harmonised Environmental Services and Port Health Enforcement
              Policy across Suffolk Coastal and Waveney.

          In relation to corporate health and safety:

               Undertake an audit of the asbestos and legionella policies to bring about one joint
                 policy for each
                                                     54
           Provide a workplan to implement the findings from the annual management review
           Bring together the retention schedule for both Councils
           Carry out 'Friendly' audits with UNISON to improve health and safety management.

14.2   In 2012/13 Suffolk Coastal’s Food and Safety Team plans to:

        Investigate developing charging arrangement for advisory service for new businesses.

15     SUFFOLK COASTAL PORT HEALTH AUTHORITY

15.1   Scope of the Port Health Service – Suffolk Coastal Port Health Authority

       The Port Health Service has responsibility for all food safety and food standards matters
       relating to imported foods and materials in contact with food. The service includes the
       following:

        operation of Felixstowe Border Inspection Post (products of animal origin)
        imported food control (non-animal origin products) at Felixstowe Harwich International
          Port, Harwich Navyard and Mistley Quay.
        Checking catch certificates for specified products to ensure the legitimacy of the products
          caught and to prevent the Illegal Unreported & Unregulated activities of fishing vessels
        enforcement of The Plastic Kitchenware (Conditions on Imports from China) (England)
          Regulations 2011 at Felixstowe, Harwich International Port and Ipswich
        Imported food control, vessel inspection, & control of infectious disease at the Port of
          Ipswich
        Control of feed covered by EU 669/2009 at the Port of Felixstowe
        inspection of vessels to ensure compliance with international and United Kingdom health
          requirements
        food hygiene inspections of vessels within the dock
        control of infectious disease
        verification of organic produce at point of importation and
        undertaking monitoring programmes.
        Port Health responsibilities at Lowestoft Port including fish landings and Ship Sanitation
          Certificates

       Suffolk County Council is responsible for all food standards matters within the District, outside
       of the Port of Felixstowe and is responsible for NAO animal feed arriving at the Port, although
       a contract has been negotiated which sees us deliver the day to day statutory controls on
       High Risk feed. We are continuing to work with them to ensure an effective monitoring
       procedure for other animal feed imported through Felixstowe.

15.2   Demands on the Port Health Service

       The first phase of the Felixstowe South project is operational and has been officially opened.
       Phase II will progress as soon as market conditions allow. Felixstowe South will be able to
       accommodate the largest 18,000 Twenty-foot Equivalent Units (TEU) vessels for which orders
       are now being placed. Work has commenced on a new rail terminal capable of handling up to
       1 million TEUs upon completion. It is scheduled for completion in early 2013 and will provide
       9 working roads and the capacity to handle 30-wagon length trains without the need to split
       and shunt them. In addition to providing improved capacity the new rail terminal will also
       enhance operating and carbon efficiencies.

       The High Risk Product legislation quarterly reviews mean the addition and removal of
       products for checking, this has led to varying fluctuations in workload. Our PHILIS system has
       reaped dividends in dealing with the changes. The required changes can easily be entered
       into the administration of the system and once the information is active all the required
       information will be available to all staff ensuring we can rapidly and seamlessly change from
       one list to the next. The range of products/countries captured by the legislation is now
       considerable so we are also reaping the benefits from PHILIS controlling the sampling

                                                  55
frequencies for each category. If this had to be done as a manual process it would be difficult
and time consuming. The ability to cost recover for all products on the list remains.

The development of the Port Health Interactive Live Information System (PHILIS) has
continued and its network of users has expanded. Work has been undertaken with London
Port Health Authority and Liverpool Port Health Authority and both organisations are now
using the full range of functions delivered by PHILIS. The Plastics Declaration Document
(PDD) required under legislation for the pre-notification of Chinese melamine and polyamide
kitchenware was added to the PHILIS online system prior to the legislation requiring it coming
into force at the beginning of July. Further improvements to the online document are
proposed to give us access to additional information which will streamline the processing of
the documentation. River Tees Port Health Authority has signed up to use PHILIS online for
the submission of their PDD documents. PHILIS has been linked into the UK Food
Surveillance system (UKFSS) this year. UKFSS is the main repository of data of official
control sampling across the UK. This allows the Food Standards Agency real time access to
analytical results for food and feed samples taken by enforcement agencies. Work has
commenced on identifying the best mobile and scanning devices to suit the needs of the
organisation. Learning from the experience of configuring PHILIS to incorporate London and
Liverpool onto the system it has been decided to re-write PHILIS, this should give the system
greater flexibility and future proof it.

The new organisational structure has been realised. The new Port Health Manager joined the
organisation in September 2011 and a Resource Manager and Assistant Resource Manager
have been appointed and are in place. Closer and more frequent links have been established
with the Port of Felixstowe operational staff to allow us to better match our resources to work
levels. The development of this relationship is ongoing. The Memorandum of Agreement
framework remains in place and we are actively working with the Port to arrive at workable
solutions to overcome the challenges the increased rail movements will give rise to in
accessing the inspection facilities this is of particular importance as the work on the rail
terminal has already started. Flexible working has been incorporated into the organisations
daily routine as the work levels require it. In the forthcoming year we will be looking at
streamlining our workflows and ensuring each task is being undertaken by the most
appropriate role in the organisation. Such changes will be backed up by standard operating
procedures and one point lessons giving clear staff guidance

The Food and Veterinary Office (FVO) carried out a mission to the UK to assess the Official
Control Systems in place for Import Control of Feed of Non-Animal origin. This included an
assessment of Suffolk County Councils feed controls and a verification visit to Felixstowe to
see the work we are undertaking on behalf of Suffolk County Council. The audit focused
mainly on Official Controls outside of Commission Regulation 669/2009. The FVO will be
visiting us in October to undertake an audit on our POAO activities. This audit may also
include a review of Illegal Unregulated and Unreported fishing controls, the Commission will
be advising us further on this.

There is still a high level of interest from organisations national and international in visiting us
to see how we carry out our work; these include visits from senior officials from other Third
Country Competent Authorities and the European Commission.

The State Veterinary Service (SVS) will continue to conduct audits on Products of Animal
Origin controls on a monthly basis. Our plans to incorporate DEFRA’s verification checks into
our in-house audit checks may result in reduced SVS visits. We will also be receiving audits
under the terms of our Contracts from Tendring District Council, Ipswich Borough Council and
Suffolk County Council.

The work on the control of products of animal origin and products not of animal origin through
Felixstowe continues to develop. Further changes are expected during 2012/13:

 The revision of Council Directive 97/78 is still ongoing. The finalised version of the
   legislation may present some significant changes to the checking regime as the intention
   is to make the checks being carried out “risk-based”. We will need to review our
   procedures and working methods to ensure they are in-line with the requirements of the
                                            56
   new legislation when it is published. A draft of the proposed legislation is expected in
   February 2013

 We will continue to feed into the review of Regulation 882/2004. The review is covering
   the mechanisms for raising fees for official controls, and ensuring a consistency in
   enforcement between the POAO and NAO regimes. It is expected that consultation on the
   draft legislation within the Commission will commence towards the end of this year.

 An Options paper is being prepared by the Food Standards Agency driven by the
   Government on the delivery of official controls in the UK. One of our Technical Managers
   has been invited to participate in the Overview of LA Delivery strand of the review. The
   Options paper laying out the different models for the delivery of official controls is
   expected to be completed towards the end of 2012.

 Amended legislation including new certification requirements is expected for POAO
   composite products. A composite product is a foodstuff intended for human consumption
   that contains both processed products of animal origin and products of plant origin.

 TRACES has been amended to incorporate the Article 24 controls on sampling of the next
   10 consignments once an infringement has been identified. This means these controls
   are now conducted EU wide as required by the legislation as opposed to being controlled
   by the individual member states. Guidance is expected from the Commission on this. A
   review of the national controls still in place will be undertaken.

 Emergency control measures to protect food safety remain in place following the
   Fukushima Daiichi nuclear power plant incident in Japan, although controls on some
   products have been relaxed in view of sample results obtained.

 New legislation requiring controls on sprouts and seeds intended for the production of
   sprouts for human consumption is expected later this year this will include documentary
   checks.

 Quarterly review of the high risk products in the Annex to Commission Decision 669/2009
   continues with products remaining on the list, being removed from the list and new
   products being added onto the list.

 Further work is being undertaken to streamline our organisational structure. Workflows
   are being documented so we can determine which staff roles are undertaking which
   pieces of work and then review if each area of work is being undertaken by the correct role
   within the organisation. Once completed we may re-align areas of work to different
   groups.

 Work to clarify the requirements for vessel inspections / assessments in terms of Ship
   Sanitation Inspections, Routine Food Hygiene Inspections and LAEMS returns is ongoing.
   Reports from the Working groups have been presented for consideration by APHA
   members and these will be considered further by a meeting of the Health and Hygiene
   Committee of APHA.

 Work on the delivery of mobile working and document scanning has commenced with the
   identification of the most appropriate hardware for our purposes. Auto coding of manifests
   is now operational and its development is ongoing as new legislation and products come
   to light for incorporation. A new intranet is to be developed specifically for Port Health this
   will provide us with a centrally managed information store to support the business need
   including training, operational procedures, and business support information such as
   legislation.

 The IT lines have been installed from Port Health to Brackenbury Sports Centre and
   Woodbridge Melton Hill office to facilitate the organisations disaster recovery plan. The
   lines are awaiting commissioning by the corporate IT section. Once the lines are
   operational the recovery plan will be tested to ensure its robustness.

                                            57
        PHILIS is to be re-written to give the system increased flexibility and to future proof it.

        We will continue to monitor any changes which affect our role as a Category 1 responder
          under the Civil Contingencies Act 2004.

       The majority of new emergency control measures which have been enacted have continued to
       make provision for the collection of fees from importers / agents to cover the cost of delivering
       the new controls.

       We continue to undertake routine monitoring and testing of products which pass through our
       district both with our own funding and with Funding from the FSA. We are now linked into the
       UKFSS Network. This is a nationally promoted system supported by the FSA which contains
       details of samples taken and their results. Submission of sample information here can be
       done automatically through PHILIS. The public analyst can subsequently add the result
       information onto the system. The FSA have direct access to all of this information so have
       detailed information about food quickly and can manipulate the information to look for national
       trends etc. without having to ask individual authorities for information.


16.    SERVICE DELIVERY – PORT HEALTH

16.1   Port Health Service

       The Council undertakes sampling of imported products of animal origin in accordance with
       detailed rules lay down by the European Commission and its own risk based monitoring plan.
       In addition to the statutory samples of NAO required to be taken, the Council has recognised
       the demands of controlling imported foods of non-animal origin and undertakes a risk based
       sampling programme. A Food Sampling Policy helps us to determine where to focus our
       sampling activity. New emergency controls requiring controls on sprouts and seeds intended
       for production of sprouts will be coming into force during this year the impact of this legislation
       on sampling is not yet clear. Where financial resources allow, enhanced sampling
       programmes are undertaken when potential problems are identified with a product or range of
       products.

       Anticipated imported food samples:

          Microbiological -         150
          Chemical composition      2500
            inc Aflatoxins and others
          Water              -      40

            Resource requirement 2,690 hours.

       Changes to TRACES which allow it identify the next 10 consignments being imported into
       Europe where an infringement has been identified will see us undertaking less of these
       samples as the 10 will be drawn from the whole of Europe as opposed to just the UK. Further
       consignments of the same product which fall outside of the 10 consignments which must be
       sampled have to remain on the port to await satisfactory results of the 10 consignments
       sampled. Alternatively the importer may chose to have these consignments sampled also at
       their expense these can then be released on satisfactory results for that consignment. These
       changes are likely to involve us in increased levels of sampling. For high volume imports
       large numbers of consignments can be awaiting the results of the 10 sampled so importers
       are likely to choose the option of having their consignments sampled. There are currently
       also national controls in place on products where an infringement has been identified these
       are to be reviewed by DEFRA. There is currently EU Emergency Control legislation imposing
       special conditions on POAOs in relation to:

       Indonesian farmed fish for veterinary residues
       Bangladeshi crustaceans for veterinary residues
       Indian fishery products for veterinary residues
                                                   58
       Myanmar shrimp for chloramphenicol
       Chinese aquaculture products and crayfish for veterinary residues
       Japanese POAO from specified prefectures for radiation

       We have continued to operate our own sampling regime for those POAOs received at
       Felixstowe which have been the subject of Rapid Alerts from other Ports. The next 5
       consignments will be sampled to see if there are any further failures. The number of samples
       we anticipate to be taken for chemical composition sampling therefore remains high.

       The statutory sampling of NAO products continues with changes to the quarterly lists being
       accommodated through our internal procedures and delivered through administrative changes
       to the PHILIS system which allow seamless movements between the old and new lists at the
       appropriate time. Enhanced sampling of NAO products deemed to be high risk but which fall
       outside the statutory controls is on-going and Rapid Alerts are monitored to check whether
       any of the products found to be unsatisfactory elsewhere are imported through Felixstowe.

       There is currently EU Emergency Control legislation imposing special conditions on NAO in
       relation to:

       Chinese products containing milk, soya and ammonium bicarbonate for melamine
       Indian Guar gum and guar gum products for pentachlorphenol and dioxins
       Chinese rice and rice products for genetically modified varieties
       Sunflower oil from the Ukraine for mineral oil
       Fruits of the forest and wild mushrooms from area affected by the Chernobyl incident for
       radiation
       Japanese origin food and feed for radiation

       The on-going programme of food hygiene checks on-board vessels is continuing pending the
       outcome of the review of vessel activity by the APHA working groups. Charges for water
       sampling where such sampling is requested by the Master / agent of the vessel remain. The
       charges cover the analysis cost and the time taken to draw the samples. We will continue to
       undertake water sampling free of charge where such sampling is undertaken due to public
       health concerns about conditions on board the vessel. We are currently examining the cross
       over between the Ship Sanitation and routine Food Hygiene Inspection requirements to clarify
       what needs to be done to avoid duplication of effort.

       All samples submitted for examination by the Port Health Team will be tested by the Health
       Protection Agency London, Colindale Food, Water and Environmental Laboratory, and all
       samples or complaints submitted for analysis will be tested by PASS (Public Analyst Scientific
       Services), the Council's Public Analyst, based in Norwich, or other accredited laboratories
       nominated as our public analyst. CEFAS are undertaking the analysis of food / feed samples
       from Japan. Samples for melamine assessed as being of low risk are submitted to Campden
       BRI.

16.2   Advice to Business

       In relation to imported food controls we attend meetings of the Felixstowe Port Users
       Association (FPUA) if required. Through FPUA we are able to keep the members informed of
       changes in legislation and procedures which assists them with compliance and minimises
       disruption and delays for them.

       We have continued to develop the port health website ( www.porthealth.eu ) and promote it as
       the place to find detailed information about us and the checks we carry out, the charges we
       levy and the procedures in place at Felixstowe to deliver the statutory controls required of us.
       The site contains a facility to register to receive updates which we will issue if there is new
       legislation, changes in legislation or changes to procedures. A fish name search tool has
       been added to the site this year in response to changes on TRACES which required more
       detailed information to be added about the species of fish contained within consignments.
       This has been well received and has assisted in the reducing the number of calls received for
       assistance in this area. Agents and importers are being encouraged to register to use our
       update facility on the site this will update them with details of legislation or procedural changes
                                                   59
       as we have information about them. In preparation for the Self Service part of the website
       customers are being encouraged to provide functionality suggestions for the service.

16.3   Economic Challenge

       The Port Health service is conscious of the need to help deliver conditions for business
       success whilst meeting our aims and objectives set out in paragraph 1.1 above. During the
       current economic challenge we are particularly aware of the benefits of listening to the needs
       of businesses and will continue to:

              provide free information and advice
              provide signposts to sources of free information utilising our website to do this
              process imported food controls promptly
              respond to national influences and
              regularly review our procedures.
              Work closely with the Port of Felixstowe to ensure delays to consignments due to our
                activity are kept to a minimum


 16.4 Liaison with other Organisations

       The Port Health Team have extensive liaison in place with a wide range of other
       organisations.

        Suffolk Food Liaison Group reporting to Suffolk Chief EHO’s Group
        CIEH East of England Region
        CIEH Port Health Special Interest Group [Public Relations Officer is a member of the Port
          Health Team]
        FSA Imported Food Division
        FSA Contaminants Division
        FSA Animal Feed Division
        Association of Port Health Authorities
        CCDC and the Health Protection Agency
        DEFRA – Organic Imports Section
        DEFRA - International Trade Division
        State Veterinary Service
        Eastern Ports Liaison Network (EPLaN) [Chairman of the group is a member of the Port
          Health Team]
        Haven Ports Welfare Committee
        LACORS
        Liverpool Port Health Authority
        London Port Health Authority
        Medicines and Healthcare Products Regulatory Agency
        EETSA Agricultural Focus Group
        Liaison with HM Revenue and Customs nationally and locally in relation to imported food
          controls and smuggled products of animal origin
        Campden BRI
        Felixstowe Port Users Association
        Harwich Port Users Association
        Associated British Ports
        Port of Felixstowe
        Port of Ipswich
        Harwich International Port
        Harwich Navyard
        Marine Management Organisation
        Mistley Quay and Forwarding
        Maritime and Coastguard Agency
        Other Enforcement Authorities on the Port of Felixstowe and
        Trading Standards/Environmental Health Departments nationally as required.
                                                 60
        World Health Organisation
        SHIPSAN project - the project aims at developing and establishing an EU integrated
          strategy for safeguarding the health of travellers and crew of passenger ships and for
          preventing the international and trans-national spread of diseases through ships.


17     RESOURCES

17.1   Financial Allocation

       Details of budgetary provision are included as Appendix 4.

       The Council maintains its own Legal Section to provide support to service areas. There is
       also financial provision made to enable the use of external legal services, where appropriate.

       The High Risk Product legislation was implemented in January 2010. This allows us to re-
       coup the full cost of undertaking the checks on a specified list of products assessed to pose a
       high risk to public health. This includes analytical cost, staff time and on costs. The provision
       to recover fees covers all products in the Annex so as the lists are updated the provision to
       charge automatically applies to any new product added to the list.

       A review of European charging mechanisms is included in the overall review of Regulation
       882/2004. This will cover charging mechanisms for both POAO and NAO so we will be
       assessing the impact of this once the draft proposals are published.

17.2   Staffing Allocation

17.2.1 Head of Service

       The Head of Health is Phil Gore who provides a 0.45 FTE towards achieving the Joint Food
       and Health & Safety Service Plan.

17.2.2 Port Health Team

       When fully staffed the Port Health Team has a total of 20.28 FTE professional staff and 24.5
       FTE support staff.

17.3   Staff Development Plan

       The Councils have harmonised their staff appraisal schemes and are working to develop a
       common Competency Framework. As part of the scheme, officers formally discuss and agree
       an individual performance and development plan with their line manager every 12 months.
       Progress with the plan is reviewed in detail after six months so any issues can be raised.
       Additionally staff are having one to one meetings with their managers every 4 to 6 weeks so
       issues can be raised and training reviewed in reasonable timescales. A Training matrix for
       the Port Health Team is provided in Appendix 10.

       DEFRA and the Food Standards Agency have committed themselves to provide specialised
       training in the area of imported food. POAO update seminars are delivered twice a year and
       officers are required to attend once every 2 years. This requirement has been incorporated
       into our training matrix. The FSA has delivered training on the FSS net system, feed sampling
       and notice drafting relating to port health activities. Officers not already authorised have
       attended high risk feed and feed sampling courses in addition to in-house practical training so
       they can be authorised to undertake the feed controls we are delivering on behalf of Suffolk
       County Council (SCC). The majority of officers are now authorised to undertake feed controls
       on behalf of SCC. Authorised officers will be required to undertake some feed training each
       year to maintain competency. Despite the limited number of places available for the UK we
       have been successful in obtaining a number of places on the EU’s Better Training for Safer
       Food programmes. Relevant training areas are identified from a wide range of sources to
       ensure the requirements for Food Enforcement Officers in accordance with the FSA’s Food
       Law Code of Practice are met. Better Regulation Delivery Office (BRDO) in conjunction with
                                                  61
       APHA and individual ports has compiled a Port Health Competency Framework, this should
       be published shortly. Officers from this Authority have been instrumental in drafting the
       imported food section. This will allow individual officers to assess their competency in the
       range of areas covered by their work and formulate a training needs assessment.

       Our Port Health Assistant training to be an Environment Health Officer is on target to
       complete her academic studies in 2013. She is completing her practical training alongside the
       academic studies. A further opportunity for practical training at our main Woodbridge office
       has been offered to one of our PHAs who was already undertaking self supported study for a
       Masters in Environmental Health, this will help her to achieve the necessary practical element
       required to be registered with the Environmental Health Officers Registration Board. We are
       currently assessing the impact the change in the cost of University Tuition fees will have on
       our ability to offer opportunities for PHAs to train to become Port Health Officers. As part of
       this assessment we are looking at all the existing options available to qualify as an EHO and
       the associated cost of each one.


18.    QUALITY ASSESSMENT

18.1   Quality Assessment

       A number of arrangements are in place to ensure the quality of the services provided by the
       Port Health service. These include BSI ISO 9001 and Investors in People.

18.2   BSI ISO 9001

       Suffolk Coastal’s Port Health Services are supported by a comprehensive range of written
       procedures, which are subject to a programme of internal audit and review. A BSI audit was
       undertaken in early 2012 and a further one is scheduled for later in the year. We are planning
       to replace the current procedures with standard operating procedures and one point lessons
       backed up with a comprehensive in-house training package to ensure that staff are
       conversant with the requirements of their role.

18.3   Investors in People

       Suffolk Coastal was re-assessed and was jointly awarded the Investors in People status with
       Waveney District Council in January 2012. The assessment undertaken included a visit to the
       Port Health Section. In view of the inspection teams comments regarding the organisation
       already exceeding the standard requirements the Port Health team is going to examine the
       merits of seeking separate accreditation to a higher standard.

18.4   Internal Monitoring Arrangements

       The Port Health Team has the following arrangements in place to assist in the quality
       assessment of the work carried out:

            written work procedures (under a process of continuous review)
            Technical Managers / Senior Official Veterinary Surgeon check all notices and rapid
              alerts prior to them being served
            team meetings of the technical groupings
            one to one meetings.

       A selection of files and correspondence will be monitored during the course of the year. As
       part of our ongoing review of the service we will be putting in place a system for verifying the
       effectiveness of the border inspection post checks which covers all the aspects in Annex II,
       Chapter II of the Official Feed and Food Controls (England) Regulations 2009. This will see
       changes to the internal monitoring systems and once these are in place we will receive fewer
       audit visits from DEFRA Animal Health.



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18.5   Customer Satisfaction Survey

       The Port Health Team sends customer satisfaction surveys to importers/agents of specified
       non compliant consignments and to an equal number of importers/agents of compliant
       consignments. Once a survey has been sent to a particular agent or importer they do not
       receive a further survey request for a year. We are in the process of transferring the customer
       satisfaction surveys to our website. We have not done any formal satisfaction surveys during
       2011/12 but we have been monitoring the website activity so we can understand how to
       incorporate the survey requests to get maximum coverage of website users. Our research
       over a 6 months period (Oct 2011 to Mar 2012) indicates there have been 2888 “added value
       visits” to the website defined as where the user has looked at pages on the site in addition to
       the home page to find out additional information.

18.6   Team Meetings

       The Port Health Management Team holds meetings to discuss all matters relating to the
       service, including issues relating to competency and consistency. Each grouping within the
       Port Health Service has its own monthly meeting with agendas in the main set by the meeting
       participants with management input into each meeting. A series of whole team meetings are
       planned for this year to keep staff informed of the changes happening within the section.

18.7   Bench Marking

       The Single Integrated National Control Plan has been updated to reflect organisational and
       legislative changes and development during 2011/12.

       Monitoring performance against the standards set out in the Joint Food and Health and Safety
       Service Plan will be via management meetings and annually to full Councils.

18.8   Complaint Procedures

       The Councils publish complaint procedures and customer service standards on their websites.
       A summary of complaints received in 2011/12 is produced in Appendix 12.

19.    REVIEW – PORT HEALTH

19.1   Identification of any Variation from the Service Plans - Port Health

       The Port Health areas for improvement have been completed or remain ongoing. The mobile
       working and scanning elements of PHILIS development are ongoing with the best hardware
       for the organisations needs being identified. The changes to the contract with Ipswich
       Borough Council to extend the responsibility for outbreak control / infectious disease are
       currently being negotiated between the two organisations.

19.2   The port health key achievements in 2011/12 worthy of note are:

        A successful bid to the FSA to support enhanced surveillance of non-animal origin imports
          through Felixstowe which allowed us to undertake additional sampling activity to the tune
          of £61,425.

        Implemented the new legislation controlling polyamide and melamine plastic kitchenware
          from China and Hong Kong. This included providing a raft of guidance for importers most
          of whom were unfamiliar with Port Health and their procedures and getting the Plastic
          Declaration Document incorporated onto PHILIS online to facilitate the pre-notification of
          consignments to us by importers and agents.

        Successfully configured our PHILIS (Port Health Interactive Live Information System)
          system to include the operating needs of London and Liverpool Port Health Authorities.
          Both organisations are now using the whole range of facilities provided by PHILIS


                                                  63
 Successfully integrated PHILIS with the UKFSS net system; this allows the FSA to have
   real time access to the information on samples we have taken and the results once they
   are available.

 Participated in the FVO Audit to evaluate the implementation of measures concerning
   official controls on feed legislation through our joint working with Suffolk County Council.

 Successfully implemented the new IUU charging regime which sees us fully recovering the
   cost of undertaking these checks.

    Successfully implemented the changes for POAO by-products which introduced the
     requirement for such products to come from approved establishments properly listed.

 Undertook additional pieces of work funded by the FSA in conjunction with Suffolk County
   Council and Essex County Council to monitor the feed not covered by Commission
   Regulation 669/2009 coming in through the relevant ports. This will form part of the
   national picture of feed being imported into the EU / UK that the FSA wishes to build up.
   The work with Essex is not likely to continue as the initial work has indicated negligible
   amounts of feed being imported through the Essex ports. Work with Suffolk County
   Council is ongoing and likely to continue. The majority of our Port Health Officers are now
   authorised to undertake the feed work.

   Figures reported through FSA returns demonstrate the following level of activity during
     2011/12:
      Dealt with an average of 1130 faxes per week
      19282 identity checks on products of animal origin
      7190 physical checks on products of animal origin
      4303 checks on consignments for IUU purposes
      1873 checks on High Risk NAO products
      1811 verification checks on Organic products
      566 Plastic declaration documents handled
      4030 samples taken
      299 unsatisfactory food consignments removed from the food chain over the full
        financial year

 Continued to work with the Port of Felixstowe but forged closer day to day links with them
   through the introduction of the resource team who are working closely with the Port
   Examination facilities staff and reviewing the port health workload on a daily basis.
   Continued work being undertaken on forecasting of consignments and expected work will
   complement the current resource work.

   Hosted a number of visits by officials wishing to see our operations first hand:
      The Chairman of the Food Standards Agency and a senior policy official visited to see
        an operational port and discuss current issues with us
      Our local MP visited to discuss current issues with us
      Representatives from Animal Health visited to gain an understanding of the
        operational aspects of a large port
      A visit was made by representatives from the Food Standards Agency involved in
        imported food work to gain an understanding of the port environment and the work
        undertaken by this Authority. This is an ongoing programme of visits to allow people
        working in the area of imported food to see a port in operation
      Senior officials from the EU Commission accompanied by FSA officials visited to allow
        them to see the port in operation and as a fact finding mission in connection with the
        issues affecting the revision of Regulation 882/2004
      US Embassy officials visited to see a port in operation and to obtain an overview of
        our procedures.




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20.    AREAS FOR IMPROVEMENT – PORT HEALTH

20.1   In 2012/13 the Port Health Service plans to:

        Complete the work already started on mobile working and document scanning which will
          see both procedures implemented through the organisation

        Develop the finance package for PHILIS to deliver improvements to the agents accounting
          systems.

        Build on the website further to incorporate example documents of “what looks good” e.g.
          health certificates, testing certificates to provide importers and agents with information on
          the documents they require.

        Develop Standard Operating procedures and one point lessons which incorporate the
          principles of ISO 9001 : 2008 to enhance the Quality Management system for all our
          activities

        Incorporate internal auditing into our Quality Management system following the principles
          of the verification checks required by DEFRA and FVO missions

        Source a suitable operating platform for the Port Health intranet which can be developed
          to support the service, standard operating procedures and online training matrices’

        Participate fully in the FSA’s review of Official Controls delivery




                                                   65
                                           Annex 2


                                      GLOSSARY OF TERMS
APHA        -        Association of Port Health Authorities
ABP         -        Associated British Ports
BRDO        -        Better Regulation Delivery Office
BSE         -        Bovine Spongiform Encephalopathy
BSI         -        British Standard Institute
BTP         -        British Transport Police
CCDC        -        Consultant in Communicable Disease Control
Campden BRI -        Campden BRI is independent membership-based organisation carrying out
                     research and development for the food and drinks industry.
CEFAS        -       The Centre for Environment, Fisheries and Aquaculture Science
CIEH         -       Chartered Institute of Environmental Health
CED          -       Common Entry Document
CMT          -       Corporate Management Team
CPS          -       Crown Prosecution Service
CQC          -       Care Quality Commission
CVED         -       Common Veterinary Entry Document
DEFRA        -       Department of Environment, Food and Rural Affairs
DTI          -       Department of Trade and Industry (now Department for Business, Innovation
                     and Skills)
E. coli O157 -       Escherichia coli O157
EC           -       European Commission
EETSA        -       East of England Trading Standards Association
EHO          -       Environmental Health Officer
ELO          -       Enforcement Liaison Officer of the Health and Safety Executive
EMM          -       Enforcement Management Model
EHORB/EHRB       -   Environmental Health Officers’ Registration Board/Environmental Health
                     Registration Board
EPLaN        -       Eastern Ports Liaison Network
ERTS         -       Enhanced Remote Transit Sheds
EU           -       European Union
FERA         -       Food and Environment Research Agency
FSA          -       Food Standards Agency
FSA 1990     -       Food Safety Act 1990
FTE          -       Full-time equivalent
FPUA         -       Felixstowe Port Users Association
FVO          -       Food and Veterinary Office (Audit Branch of the EU)
GM           -       Genetically Modified
HACCP        -       Hazard Analysis and Critical Control Points
HAP          -       Home Authority Principle
HELA         -       Health & Safety Executive/Local Authorities Enforcement Liaison Committee
HPA          -       Health Protection Agency
HPU          -       Health Protection Unit
HSE          -       Health and Safety Executive
HMRC         -       Her Majesty's Revenue and Customs
IMS          -       Information Management System
IAA          -       Inter-Authority Audit
ISO          -       International Organisation for Standardisation
IUU          -       Illegal Unregulated and Unreported
LAEMS        -       Local Authority Enforcement Monitoring System
LAC          -       Local Authority Circular
LACORS       -       Local Authority Co-ordinating body on Regulatory Services
LAU          -       Local Authority Unit
LGA          -       Local Government Association
LGR          -       Local Government Regulation
LPG          -       Liquefied Petroleum Gas
MSD          -       Musculoskeletal Disorders
MCA          -       Maritime and Coastguard Agency
                                              66
MCP      -      Maritime Cargo Processing plc
NAO      -      Non Animal Origin product
nFHRS    -      National Food Hygiene Rating Scheme
OFFC     -      Official Feed and Food Controls
PASS     -      Public Analyst Scientific Services
PDD      -      Plastic Declaration Document
PEHO     -      Principal Environmental Health Officer
PHA      -      Port Health Assistant
PHILIS   -      Port Health Interactive Live Information System
POAO     -      Product of Animal Origin
PCT      -      Primary Care Trust
PT       -      Phage type
RASFF    -      Rapid Alert System for Food and Feed
RDNA     -      Regulators’ Development Needs Analysis
REHIS    -      Royal Environmental Health Institute of Scotland
RIDDOR   -      Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995
SFBB     -      Safer Food, Better Business
SLIC     -      Senior Labour Inspectors’ Committee
SVS      -      State Veterinary Service
TEU      -      Twenty-foot Equivalent Units
TRACES   -      Trade Control and Expert System
UKAS     -      United Kingdom Accreditation Service
UKFSS    -      United Kingdom Food Surveillance System




                                    APPENDICES

         The appendices referred to in this Service Plan can be downloaded from

             www.suffolkcoastal.gov.uk/yourbusiness/foodsafety/serviceplan/

                                           or

                          www.waveney.gov.uk/fhsserviceplan




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