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Meeting Report
Codex On-The-Job Training for Codex Contact Points from
the South West Pacific
Wellington, New Zealand27 February–2 March 2012
Codex On-The-Job Training for Codex Contact Points from the South West PacificWellington, New Zealand 27 February–2 March 2012
(WP)DSE1206255-E English only
REPORT
CODEX ON-THE-JOB TRAINING FOR CODEX CONTACT POINTS FROM THE SOUTH WEST PACIFIC
Convened by:
New Zealand Ministry of Agriculture and Forestry, on behalf of the Food and Agriculture Organization of the United Nations Sub-Regional Office for the Pacific
and the World Health Organization Regional Office for the Western Pacific with funding from the Codex Trust Fund
Wellington, New Zealand
27 February - 2 March 2012
Not for sale
Printed and distributed by:
World Health Organization Geneva, Switzerland
December 2012
NOTE
The views expressed in this report are those of the participants in the Codex On-the-Job Training for Codex Contact Points from the South West Pacific and do not necessarily reflect the policies of the Organization.
This report has been prepared by the World Health Organization for governments of Members States and for those who participated in the Codex On-the-Job Training for Codex Contact Points from the South West Pacific.
SUMMARY
The Food and Agriculture Organization of the United Nations (FAO) and World Health Organization (WHO) arranged on-the-job training and was held in Wellington, New Zealand, from 27 February to 2 March 2012. The visit was funded by the Codex Trust Fund with in-kind support from the New Zealand Ministry of Agriculture and Forestry. The training convened as part of the workplans of the FAO, Subregional Office for the Pacific, and the WHO Regional Office for the Western Pacific, and as an activity to contribute to the implementation of the FAO/WHO Regional Coordination Committee for North America and South West Pacific (CCNASWP) Strategic Plan. Six participants from three countries (Samoa, Solomon Islands and Vanuatu) participated in the training, which was led by the New Zealand Codex team.
The objectives of the on-the-job training were to:
(1) provide practical training and guidance on how to strengthen management of Codex Aleminatrius work at the national level, taking into account well-established international best practices;
(2) identify strategies and actions to secure high-level commitment to the Codex programme;
(3) strengthen capacity to participate effectively in the Codex standards development processes, including understanding the criteria and methods for advancing new work proposals;
(4) provide guidance on how to engage with stakeholders on Codex-related matters; and
(5) promote regional networking as a mechanism for collaboration and sharing of information and mutual support.
The on-the-job training brought out significant weaknesses in terms of Codex management within the Pacific region. These include:
(1) Inadequate resourcing of Codex work, even to cover the current core areas of interest and participation.
(2) Lack of high-level recognition and support for Codex work and lack of clarity on policy priorities.
(3) Lack of visible leadership and engagement of Codex Contact Points (CCPs) in the management of Codex work.
(4) Inadequate interaction among CCPs in planning and preparation for Codex meetings.
(5) No clear systems for monitoring and follow-up.
The training programme was intensive and covered all critical areas of Codex work that fall within the responsibility of the CCPs. Areas covered included how to prepare for and participate in Codex meetings and how to prepare comments and contribute to international standards development. The training also provided guidance on how to engage in working groups and the role of science in Codex work.
The training also addressed issues concerning defining national policies and priorities for Codex and securing high-level recognition and support. This will be critical to sustain continuing involvement in Codex work after graduation from the Codex Trust Fund (i.e. when funding is no longer available from the Codex Trust Fund).
All the countries expressed satisfaction with the training programme and duration and indicated their intention to take specific actions to improve the management of Codex activities at the national level. Key areas identified for action included:
(1) Improving administrative systems and processes for managing Codex work on a daily basis (e-mail management, work planning and monitoring progress).
(2) Reviewing national consultative structures, including clarifying terms of reference of the National Codex Committee and securing high-level recognition for Codex work.
(3) Consultation processes and preparation for meetings and better engagement with stakeholders on work priorities.
(4) How to submit country comments and engage in standards development.
(5) Networking and linkages among other Pacific island countries and other countries involved in CCNASWP.
All participants indicated that the on-the-job training had met all of their expectations and indicated their interest in taking actions to apply the knowledge and experience gained from the training to improving the management of Codex work at the national level in line with the expectations of the CCNASWP Strategic Plan.
CONTENTS Page 1. INTRODUCTION.................................................................................................................... 1
1.1 Objectives: .................................................................................................................... 1
2. PROCEEDINGS ...................................................................................................................... 2
2.1 Expectations.................................................................................................................. 2 2.2 On-the-job training programme.................................................................................... 2 2.3 Overview of Codex programmes in the Pacific............................................................ 3 2.4 Management of Codex at the national level: administrative systems and management
processes....................................................................................................................... 5 2.5 Managing circular letters and preparing country comments on draft standards ........... 6 2.6 Proposing and leading new work.................................................................................. 7 2.7 Preparing for Codex meetings and post meeting follow-up ......................................... 8 2.8 Consideration of standards of particular interest to the Pacific region......................... 9 2.9 Role of science and data in standards development ..................................................... 9 2.10 Promoting Codex at the national level and securing high-level support .................... 10
3. CONCLUSIONS AND RECOMMENDATIONS................................................................. 11
3.1 General........................................................................................................................ 11
ANNEXES: ANNEX 1 - PROGRAMME ANNEX 2 - LIST OF PARTICIPANTS ANNEX 3 - FEEDBACK FORM ANNEX 4 - SUMMARY OF RESPONSES Key words
Food Safety - standards /Legislation, Food / Pacific Islands
1. INTRODUCTION
The New Zealand Ministry of Agriculture and Forestry hosted three countries from the South West Pacific region for on-the-job training on Codex Alimentarius in New Zealand from 27 February to 2 March 2012. The visit was agreed by FAO and WHO and was funded by the Codex Trust Fund with in-kind support from New Zealand. On-the-job training was included in the FAO/WHO Regional Coordination Committee for North America and South West Pacific (CCNASWP) Strategic Plan as a key activity to promote enhancement of national capacities for managing Codex work and is also part of the FAO and WHO Western Pacific Regional Office (WPRO) workplans.
Two representatives from each of the countries attended the week-long training. The CCP for Samoa was unable to attend at the last minute because of unexpected circumstances, but two other participants from Samoa were in attendance. A list of participants is attached as Annex 1.
1.1 Objectives:
(1) To provide practical training and guidance on how to strengthen management of Codex work at the national level, taking into account well-established international best practices.
(2) To identify strategies and actions to secure high-level commitment to the Codex programme.
(3) To strengthen capacity to participate effectively in the Codex standards development processes, including understanding of criteria and processes for advancing new work proposals.
(4) To provide guidance on how to engage with stakeholders on Codex-related matters.
(5) To promote regional networking as a mechanism for collaboration and sharing of information and mutual support.
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2. PROCEEDINGS
2.1 Expectations
The training began with a session that sought comments from the participants on their expectations for the week in terms of training and capacity-building, and this was used at the end of the training to determine if these expectations were fulfilled.
The major expectations of the participants were to:
(1) Observe and learn from how New Zealand prepares for and participates in Codex work.
(2) Gain a better understanding of areas for improvement.
(3) Get a better understanding of how New Zealand deals with food safety issues.
(4) Learn how to better coordinate and manage Codex work at the national level.
(5) Learn how to prepare country comments on Codex matters.
2.2 On-the-job training programme
The programme (See Annex 2) was developed in close consultation with FAO, WHO and the participating countries with emphasis on practical areas of managing Codex work at the national level. The programme was constructed around the following broad themes:
(1) management of Codex at the national level—administrative systems and management processes;
(2) managing circular letters and preparation of country comments on draft standards;
(3) proposing and leading new work in Codex—framework and processes;
(4) preparing for Codex meetings and post-meeting follow-up;
(5) role of science and data in Codex standards development, taking into account standards of interest to the region; and
(6) systems and procedures for monitoring and analysis.
The emphasis throughout the training was on the practical aspects of CCP functions in managing the Codex programme at the national level and involved the active engagement of participants.
The training programme was managed and coordinated by Raj Rajasekar, Codex Coordinator and Contact Point for New Zealand, with input from various specialists from the Ministry of Agriculture and Forestry. The programme originally was planned as a joint exercise between New Zealand and Australia, but Codex Australia was unable to participate in the training because of unforeseen circumstances.
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2.3 Overview of Codex programmes in the Pacific
The emphasis of the first day’s programme was on getting a clear assessment from the participating countries on the current status of Codex administration in their countries and the identification of current issues and challenges and the statement of priority areas for action in relation to Codex and standards development.
The discussion on those issues was preceded by a presentation from Raj Rajasekar on some of the critical components of Codex management at the national level and emphasized recommended best practices for strengthening Codex at that level. The presentation drew on the information gathered as part of a Codex Trust Fund-sponsored study of Codex contact points in the North America and South West Pacific region.
The major components of National Codex administration are comprised of:
(1) administrative structures;
(2) consultation and management processes at the national level;
(3) policy development and representational issues; and
(4) programme monitoring and analysis.
Participants were provided with information and guidance on critical requirements for effective management of Codex work covering each of the above areas and the critical role of CCPs in efficient management of Codex work at the national level. Key points emphasized included:
(1) Ensuring the CCP is located and designated in the appropriate agency and the role clearly defined and empowered.
(2) A well-defined National Codex Committee with strong leadership and clear terms of reference and wide membership.
(3) Systematic and transparent processes for consultation on Codex matters.
(4) Consultations that are well-managed and focused on priority areas of interest.
(5) Systematic training and capacity-building for national Codex professionals.
(6) A clear statement of national policy priorities on Codex and food regulation matters.
(7) An active engagement in international standards work in areas of importance to the country.
(8) Networking with other members to promote an exchange of information collaboration and mutual support.
(9) Effective systems for monitoring and analysis.
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The training programme covered practical aspects of work relevant to strengthening Codex management in all of the above areas. The programme for the training also provided participants ample opportunity to observe and learn from New Zealand Codex systems and processes.
The presentations from participating countries were very useful to bring out the current status of Codex management in Samoa, Solomon Islands and Vanuatu and revealed some interesting differences.
2.3.1 Samoa
In Samoa, the CCP is located in the Ministry of Commerce, Industry and Labour and has the support of all the relevant agencies, including the Ministry of Health, which is the lead agency for food safety in Samoa. There appears to be high-level support for Codex work in Samoa as evidenced by the Cabinet-level endorsement of the national committee and the active leadership of the head of the Ministry of Commerce, Industry and Labour in its work.
The National Codex Committee also meets quarterly to discuss Codex matters. Staff turnover and continuing access to training and capacity-building were regarded as some of the challenges going forward. The priorities for the country were to proceed with a revision of food legislation and the formulation of national standards for key food products and a nutrition policy.
2.3.2 Solomon Islands
In Solomon Islands, the CCP was originally in the Ministry of Agriculture but was moved to the current location in the Ministry of Health eight years ago. Solomon Islands has a National Codex Committee, but it does not have any formal terms of reference and does not have regular meetings. Some of the major challenges for the country are:
(1) How to respond to circular letters and participate in Codex standards work.
(2) How to engage industry and stakeholders at the national level.
(3) Resourcing of Codex work. The Codex team finds it difficult to manage its work programme and exercise any kind of leadership.
(4) There is a need to secure high-level commitment and support for Codex work.
Priorities going forward include:
(1) Active participation in the Coordinating Committee for North America and the South West Pacific (CCNASWP) work on kava and nonu.
(2) Formulation of a policy document covering Codex and food regulation priorities.
(3) Revision of national standards, particularly those relating to fisheries.
(4) National training and capacity building on Codex.
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2.3.3 Vanuatu
The CCP is located in the Ministry of Health. It was previously located in the Ministry of Trade. The location of the CCP in the Ministry of Health has been problematic in terms of communication and programme leadership. Vanuatu has a National Codex Committee with various subcommittees but has not been very active in terms of management and oversight. Major challenges in Vanuatu include:
(1) The need to secure a high-level commitment to Codex.
(2) Engaging other departments and stakeholders in Codex work.
(3) Promoting public awareness.
(4) Inadequacies in preparation and participation in Codex meetings.
Major priorities for the future include:
(1) Secure ministerial support and endorsement for national policy priorities for Codex.
(2) Implement changes to the National Codex Office.
(3) Amend existing food legislation to facilitate the establishment of imported and exported food control.
All of the participants expressed a strong desire to share the knowledge gained from the training to implement changes at the national level.
2.4 Management of Codex at the national level: administrative systems and management processes
This was the major focus of Day 2 of the training programme. Participants were given detailed information and a practical demonstration of the New Zealand systems and processes for managing the Codex mailbox, dissemination of information to internal and external parties, and practical aspects of managing Codex consultation processes. New Zealand shared with participants its systems and processes for prioritization and work management. These included:
(1) Arrangements for dealing with Codex New Zealand generic e-mail and initiating actions.
(2) Preparation of circular logs and following up New Zealand priorities.
(3) Updating website information.
(4) Systems for managing working group participation.
(5) Setting up preparatory meetings and planning for participation and responses.
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Among the points emphasized was the need to deal with messages in a timely manner. It was the CCP’s responsibility to manage communication with the Codex secretariat and disseminate information to appropriate people at the national level. The benefits were noted of setting up generic e-mail addresses within the official agency rather than using public e-mail systems.
New Zealand also provided details of how to identify and support the engagement of stakeholders in Codex work. Participants also were given the opportunity to observe a New Zealand preparatory meeting for the Codex Committee on Methods of Analysis. Participants received copies of agenda papers and New Zealand briefing notes.
Participants were able to observe how the CCP and the New Zealand lead delegate to the Codex Committee on Methods of Analysis and Sampling (CCMAS) managed the consultation process, what preparations were made in advance of the meeting, how the CCP and delegates interacted with stakeholders at the meeting, and how the consultation was used to review national positions.
The major points emphasized included the need for close interaction between the CCP and the lead delegate in planning and preparation for participation, preparation of written briefing and statement of national policy positions, and timely circulation of agenda papers and briefing documents to interested parties to facilitate informed discussions at the preparatory meeting. The session concluded with a practical exercise on how to prepare and engage stakeholders using the proposal to develop a Codex standard for kava, as an example.
2.4.1 Issues for the Pacific
(1) Review of how Codex mailboxes are set up and managed daily.
(2) A clear documentation of administrative systems and procedures for efficient management of daily functions of the CCP.
(3) Timely dissemination of documents to interested parties.
(4) Greater interaction between the CCP and national delegates and clear programme leadership.
(5) Securing high-level commitment to Codex, as has been successfully achieved in Samoa.
2.5 Managing circular letters and preparing country comments on draft standards
Participants identified this as a major area of interest. They recognized that there was inadequate engagement from the Pacific island countries in the submission of comments on draft standards. Many acknowledged that there was no systematic process for reviewing and identifying topics and circular letters for comments. This was despite the benefit of the long-standing practice of Australia, Canada, New Zealand and the United States of America sharing their responses to circular letters with the Pacific island countries.
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New Zealand provided a detailed explanation of the WHO STEPwise process for preparation and submission of country comments. Among the points covered were the processes for identification of issues of importance (based on criteria of health protection, significance for trade and New Zealand strategic objectives in Codex) and procedures for the formulation of draft comments, consultation and final submission. Key points highlighted under this session were:
(1) The importance of identifying priority issues as a way of focusing limited national resources.
(2) Working closely with relevant national delegates on the preparation of draft comments to facilitate meaningful engagement with interested parties.
(3) Engaging with stakeholders.
(4) Adhering to critical timelines (submitting comments on time).
(5) The role and leadership of the CCP in managing the activities and processes.
For the practical session on the preparation of country comments, participants were asked to prepare brief country comments on the proposal to develop a Codex standard for kava, taking into account the issues set out in the discussion paper and the questions identified by Tonga as the leader of the electronic working group.
Participants got a better understanding of administrative systems and analytical requirements for preparation and submission of written comments. The New Zealand Codex team emphasized the importance of submitting comments as a way of informing other members of national positions and briefing national delegates to Codex meetings.
2.5.1 Issues for the Pacific
(1) A lack of systematic processes for identifying priority standards and subjects for submission of comments.
(2) A need for greater programme leadership and coordination from the CCP.
(3) How to address concerns about capacity for technical analysis.
(4) Greater efforts to network and seek guidance from Quad countries.
2.6 Proposing and leading new work
The training programme included a practical session on preparing new work proposals. Participants were provided with a detailed explanation of the commission’s criteria and processes for preparation and submission of new work proposals on commodity and general subject areas. We used various examples, including kava for the North America and South West Pacific region and the New Zealand project proposal to the Codex Committee on Food Labelling (CCFL) on the use of ethylene for ripening of kiwi fruit, to illustrate the information requirements set out in the Procedural Manual.
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Using the New Zealand example as an illustration of what is involved, participants were given a practical exercise on preparing a new work proposal on the use of ethylene for ripening other tropical fruit of interest to Pacific island countries for consideration by the CCFL. The intent and emphasis of the practical session was to provide participants with guidance on how to apply the Codex criteria for new work and the need to do homework to ensure all the questions are answered thoroughly so that the proposal meets the critical review process.
This is an area where the Pacific has had some success, as evidenced by Tonga’s active contribution to the revision of the Codex Standard for Bitter Cassava and the current efforts in the North America and South West Pacific region to propose new work on kava and nonu. The main point of the training was for adequate research and preparation of project proposals, collaboration with other members and timely circulation of a document.
2.7 Preparing for Codex meetings and post meeting follow-up
Participants were given the opportunity to learn from New Zealand processes for participating in Codex meetings. The New Zealand CCP provided detailed illustrations of New Zealand processes for:
(1) Initial scoping of the agenda of committees.
(2) Preparation of draft delegation briefing.
(3) Public consultation process.
(4) Selection of national delegations.
(5) Preparation of travel reports, including examples of New Zealand travel reports.
(6) Monitoring and implementation of follow-up actions.
Participants had the opportunity to observe the interaction between the New Zealand CCP and the New Zealand lead delegate to the CCFL on the initial scoping of the agenda of the CCFL and planning for participation. Participants were provided with copies of New Zealand delegation briefings for CCMAS and the Codex Committee on Food Additives (CCFA) to illustrate the format and content of national briefing documents. The training highlighted the critical role of the CCP in the management of these processes.
It was clear from the comments of participants that significant improvements will be needed in this area. While there was some level of leadership in Samoa in managing Codex processes, all countries agreed that greater efforts were needed in preparing for Codex meetings.
2.7.1 Issues for the Pacific
(1) Systematic review of the agenda of priority committees and proactive management of preparatory processes by the CCP.
(2) Preparation of a delegation briefing to help stakeholder consultations and participation in committees.
(3) Timely reporting back and identification of follow-up actions, with the CCP taking the leadership role.
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2.8 Consideration of standards of particular interest to the Pacific region
The programme included presentations from two New Zealand experts, given the interest of the Pacific island countries in the work of the Codex Committee on Fish and Fishery Products (CCFFP) and the CCFL. The New Zealand delegate to the CCFFP emphasized the relevance of the work of this committee to the Pacific island countries and provided insights into its work and some of the issues relevant to standards development at the international level and their application at the national level.
New Zealand used the opportunity of the training to present the draft of the discussion paper on date marking of foods, which was the subject of discussion at the last meeting of the Codex Coordinating Committee for North America and the South West Pacific in October 2010. The New Zealand delegate to the CCFL presented the draft of the paper and emphasized a number of questions for comment and discussion.
This exercise had the dual purpose of illustrating how the NASWP regional processes were being used to promote regional approaches to food regulation and what is involved in applying Codex standards at the national level. Participants were encouraged to follow up the session by engaging with the New Zealand delegate in the further development of the discussion paper ahead of the next session of the Codex Coordinating Committee for North America and the South West Pacific.
2.8.1 Issues for the Pacific
More training and guidance on development of national standards and guidelines based on Codex.
2.9 Role of science and data in standards development
This part of the programme was intended to address capacity-building needs in terms of Objective 3 of the Codex Trust Fund. Two topics were selected to provide practical guidance on the role of science in Codex standards development and the efforts being made to engage low-income countries in the scientific areas.
The first covered the issues related to the development of the Codex standard for bitter cassava and some of the underlying technical issues and policy considerations. The revision of the cassava standard by the Codex Committee on Fresh Fruits and Vegetables (CCFFV) and the current discussions in the CCCF on maximum limits for hydrogen cyanide in cassava were used to illustrate the importance of using Codex to address potential barriers to trade.
The New Zealand delegate to the Codex Committee on Food Hygiene (CCFH) provided a synopsis of the initiatives by that committee to support the engagement and participation of low-income countries in technical working groups. The example of the CCFH electronic working group led by New Zealand and including Kiribati and Samoa on the development of microbiological criteria to verify performance of the food safety control system was used to illustrate efforts being made to provide mentoring and guidance on technical aspects Codex work.
The example used by New Zealand (campylobacter in poultry meat is of wide interest globally) helped to illustrate the practical efforts being made to engage low-income countries in working groups through mentoring initiatives.
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The two presentations emphasized the importance of science in Codex work and the importance of data to standards development.
2.9.1 Issues for the Pacific
(1) The availability of scientific expertise to participate in areas of interest.
(2) There is a lack of resources for collection of data in support of international standards development and implementation of standards at the national level.
2.10 Promoting Codex at the national level and securing high-level support
This was the final segment of the training and addressed some of the actions taken by New Zealand over the years to:
(1) Improve knowledge and understanding among government officials and stakeholders.
(2) Provide strategic focus and direction to participation in Codex.
(3) Securing high-level support to Codex-related activities.
New Zealand described the actions taken to improve awareness and understanding of Codex at the national level. These include training workshops and seminars for internal and external groups and use of a website to communicate and share information. New Zealand also emphasized the role of the New Zealand Codex strategy to clarify New Zealand policy objectives and secure high-level support.
It was noted that the Codex Strategy was endorsed at the ministerial level and was central to promoting whole-of-government engagement in Codex. Having a clear statement of policy objectives in Codex also helped to manage consultations with stakeholders on sensitive issues. The strategy was also helpful to post-evaluation of outcomes and future planning. The session provided practical examples of documentation used to facilitate systematic consideration of New Zealand objectives and evaluation of outcomes.
From the Pacific side, the experience of Samoa provided a positive example of a possible way forward in securing high-level support for Codex work. The National Codex Committee of Samoa was endorsed at the Cabinet level and the head of the lead department chaired the meetings. It also met regularly and is being used as the main forum for consultations with other departments and external stakeholders. There was also good interagency support for current administrative structures and programme management arrangements.
2.10.1 Issues for the Pacific
(1) Review national Codex committees, including terms of reference and how they operate including the need for high-level leadership and oversight.
(2) Defining a simple statement of national policy objectives and securing high-level endorsement.
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3. CONCLUSIONS AND RECOMMENDATIONS
The main conclusions of the on-the-job training were as follows:
3.1 General
Based on participants’ feedback (See Annexes 3 and 4), the training succeeded in addressing the practical training needs of the three Pacific island countries on how to manage Codex work at the national level. The programme covered all of the core functions of the CCP and provided participants with ample opportunities to observe and interact with the New Zealand Codex team and delegates on all the key areas of managing Codex work at the national level.
All of the participants agreed that the training was very good and of appropriate duration. Participants also noted that the training was helpful in providing greater knowledge and understanding of how to manage various critical areas of Codex work at the national level.
The planning and preparation for training of this kind always requires significant time and effort, and this one was no exception. The training was deliberately timed to enable participants to observe core activities related to management of Codex at the national level during a critical time of the Codex calendar.
New Zealand believes that the training succeeded in meeting participants’ expectations in terms of practical training and provided them with better knowledge and understanding of how to manage core areas of Codex work at the national level and to support more effective engagement in Codex work at the international level. Participants also left with a greater appreciation of the importance of securing high-level commitment for Codex to sustain their long-term participation in Codex.
Looking ahead, the participating countries have the opportunity to apply the knowledge gained from the training to strengthen Codex work at the national level and make specific improvements in the following key areas:
(1) Administrative systems and processes for managing Codex work on a daily basis (e-mail management, work planning and monitoring progress).
(2) Greater visibility and demonstrated leadership from the CCPs in managing Codex activities at the national level.
(3) National consultative structures, including clarifying terms of reference of the National Codex Committee and securing high-level recognition.
(4) Consultation processes and preparation for meetings and better engagement with stakeholders on work priorities.
(5) How to submit country comments and engage in standards development.
(6) Networking and linkages among other Pacific island countries and other countries involved in CCNASWP.
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The FAO, the WHO Western Pacific Regional Office and the region of the FAO/WHO Coordination Committee for North America and South West Pacific have invested heavily in regional capacity-building in Codex and this training represented a significant step forward in terms of addressing a key area. Now Member States may take timely actions to strengthen Codex at the national level in the areas identified by them and work on securing the high-level support, which is going to be critical to the long-term sustainability of Pacific participation in Codex.
ANNEX 1 20 February 2012
CODEX ON-THE-JOB TRAINING FOR CODEX CONTACT POINTS FROM THE SOUTH WEST PACIFIC
(Samoa, Solomon Islands and Vanuatu) Wellington, New Zealand
27 February -2 March 2012 Venue: Ministry of Agriculture and Forestry 25 The Terrace Wellington
Day 1 Monday 27 February 2012
Theme: Introductions and overview of Codex programmes in the Pacific region Morning session 9am to 12noon 9am to 9.15am
Introductions
9.15am to 9.30am
Objectives of the training and programme overview
Raj Rajasekar
9.30am to 10am
Management of Codex work at the national level- critical components and recommended best practices
Raj Rajasekar
10am to 10.15
Morning Tea Break
10.15am to 11.30 am
Introductory presentations from PICs on: Current status of Codex administration at the
national level Current issues and challenges; Priority areas for action in relation to Codex
and standards development
Samoa, Solomon Islands and Vanuatu.
11.30am to 12 noon
PIC expectations from the training programme All
Afternoon session 1.00pm – 4.30pm 1pm to 1.30pm
Overview of NZ Codex Programme and processes
Raj Rajasekar
1.30pm to 2pm
Overview of Australian Codex programme and processes
Codex Australia
2pm to 2.30 pm
NZ Policy objectives and NZ Codex Strategy
Raj Rajasekar
2.30pm to 3pm
Australian policy objectives Codex Australia
3pm to 3.15pm
Afternoon tea break
3.15pm to 4.15pm
Comment/group discussion on Pacific Island policy objectives and priorities
All
4.15pm to 4.30pm
Summary of day’s proceedings and issues for follow up
Raj Rajasekar
4.30- 5.30 pm Informal Social hosted by MAF
Day 2 Tuesday 28 February 2012.
Theme: Management of Codex at the national level – administrative systems and management processes Morning session (9am to 12Noon) 9am to 9.15 am
NZ processes for managing the Codex Mailbox – practical demonstration
Cathy Corbett
9.15am to 9.30am
Australian processes for managing Codex mailbox – practical demonstration
Codex Australia
9.30am to 10am
NZ & Australian Codex websites – practical demonstration
Cathy Corbett/ Codex Australia
10am to 10.15am
Morning Tea Break
10.15am to 11am
Managing and planning Codex work at the national level (prioritisation, work management and timelines)
Raj Rajasekar
11am to 11.30am
Preparing for public consultation
Melissa Quarrie
11.30am to 12noon
Engagement with stakeholders – identification of stakeholders and how to support involvement.
Melissa Quarrie
12noon to 12.30pm
Roundtable discussion on consultation issues in the Pacific including the operation of National Codex Committees
All
Afternoon session 1.30pm to 4.30pm 1.30pm to 2pm
Resourcing of Codex Contact Points in the Pacific- Feedback from PICs
PICs
2 – 3pm CCMAS NZ Preparatory meeting, Level 3 Meeting room
PICs to observe NZ process
3pm to 3.15pm
Afternoon Tea Break
3.15pm to 4pm
Practical exercise on managing consultation- Pacific Island participants to identify one or two issues of interest to them and prepare a consultation plan (who, what and how) – suggest countries identify on items from the agenda for the next session of the Codex Committees on General Principles and Food Labelling.
4pm to 5pm Group discussion on current situation and challenges with managing Codex work in the Pacific and identifying possible areas for action
All
Day 3
Wednesday 29 February 2012 Theme: Managing circular letters and preparation of country comments on
draft standards; Proposing and leading new work in Codex- framework and processes
Morning session (9am to 12noon) 8.30am to 9am
NZ systems and processes for managing circular letters and comments on draft standards. Programme will cover systems and processes for consultation and preparation of comments in areas of particular interest to PICs.
Melissa Quarrie/Cathy Corbett
9am to 10am Practical exercise on preparing country response to circular letters – Pacific Islands participants to identify a topic of interest and prepare draft comments during session
All PICs
10am to 10.15am
Morning Tea Break
10.15am to 10.45am
CCFL Pre-session planning meeting between the NZCCP( Raj) and delegation leader
Jenny Reid- NZ delegate to CCFL
PICs to observe NZ process
10.45am to 11.15am
Proposing and leading new work in Codex – Process and requirements
Raj Rajasekar/ Phil Fawcet
11.15am to 12.30pm
Practical exercise in preparing new work proposal- PICs to prepare draft new work proposal using the Codex project document framework( suggested topic- Proposal for revision of CCFL Organic Guidelines for inclusion of Ethylene for ripening other tropical fruit)
All PICs
Afternoon session (1.30pm to 4.30pm) Theme: Preparing for Codex meetings and post meeting follow up 1.30pm to 3pm
Preparing for Codex meetings- what’s involved: Initial scoping of agenda and review of
outcomes of previous meeting Preparation of draft briefing Public consultation process Preparing for attendance and selection of
national delegation Travel report – format for reporting and
systems for follow up Follow up actions and preparation for the next
session
Raj Rajasekar/ Codex Australia
3pm to 3.15pm
Afternoon tea break
Theme: Consideration of standards of particular interest to the Pacific region 3.15pm to 4.30pm
Standards for Fish and Fishery Products and Food Labelling - to discuss issues related to development of national standards and regulations based on Codex standards and guidelines
Jim Sim/ Phillippa Hawthorne and Codex Australia
Day 4 Thursday 1 March 2012
Theme: Role of Science and data in Codex standards development Morning session 9am to 12.30pm 9am to 10am Role of science and data in standards development –
some practical examples relevant to PICs Codex standard for bitter cassava CCFH work relating to application of micro
criteria to foods( Samoa and Kiribati on eWG led by New Zealand)
John Reeve and Judi Lee
10-11am CCFA Preparatory Meeting Level 3, Pastoral House- PICs to observe NZ processes
PICs to observe NZ process
11am to 12.30pm
PIC contact points to come prepared to discuss their priorities and policy positions relating to a committee of particular interest (might be useful to consider CCGP and CCFL for this exercise given the timing of the next sessions and the interest of the region in the work of these Committees.
Afternoon session (1.30pm- 4.30pm) Theme: Preparing for Codex meetings and monitoring of outcomes 1.30pm to 2pm
Criteria and processes for selection of national delegations
Raj Rajasekar
2pm to 3pm Practical exercise on briefing and preparation of national positions - PICs to review agenda for CCGP and CCFL and prepare skeleton draft of delegation briefing( Group exercise)
All PICs
3pm 3.15pm Afternoon Tea Break 3.15 to 3.45 Discussion of output from practical exercise 3.45pm to 4.30pm
Systems for reporting, follow up and programme analysis and monitoring
Raj Rajasekar
Day 5 Friday 2 March 2012
9am to 10am Promoting Codex at the national level- (what and
how) - NZ and Australian approaches Improving knowledge and understanding
among stakeholders Strategic planning; and High level engagement and resourcing issues
Raj Rajasekar/ Codex Australia
10am to 10.15am
Morning Tea Break
10.15am to 11am
Review of training programme against participants’ expectations as identified at the beginning of the training
All
11am to 12noon
Participants to develop an Action Plan for possible implementation at national level
All PICs
12-12.30pm Wrap up and closing comments from FAO/WHO 12.30pm to 1.30pm
Lunch
ANNEX 2 LIST OF PARTICIPANTS SAMOA Mr. Sinei Fili Principal Officer Public Health Division Ministry of Health Samoa Mr. Pelenato Fonoti ACEO Quarantine and Pesticides Registrar Ministry of Agriculture and Fisheries Samoa SOLOMON ISLANDS Ms. Ethel Lano Mapolu Food Safety, Inspection and Certification Unit Codex Contact Point Environmental Health Division Solomon Islands Mr. James Nicholas Kamalige Senior Research Officer Research and Development Department Ministry of Agriculture Solomon Islands VANUATU Ms. Emily Tumukon Senior Food Technologist Codex Contact Point Food Technology Development Centre and Analytical Unit Ministry of Trades, Industry, Tourism and Commerce Vanuatu Mr. David Malakay Compliance Officer Public Health Ministry of Health Vanuatu
ANNEX 3 March 2012 CODEX ON-THE-JOB TRAINING FOR PACIFIC ISLAND COUNTRIES IN NEW ZEALAND Participants Feedback Q 1 How do you rate the programme for the week? Very Good
Good
Average
Poor Q 2 What is your view on the duration of the training ? Too short
Appropriate Too Long
Q 3 Did the training programme and materials presented provide you with the
knowledge and skills required to improve specific areas of Codex work in your country?
Q 4 Taking into account the current state of Codex in your country which parts
of the training programme are going to be most relevant/of priority interest to your country going forward?
Q 5 What actions do you propose to take to apply/implement the knowledge and
skills gained from the training to managing Codex work in your country?
Q 6 Looking to the future, do you have any specific suggestions in terms of areas
for practical training? Q 7 Are there any other comments you would like to make on any aspect of the
programme?
ANNEX 4 Training assessment: Participants feedback summary On the final day participants were requested to provide anonymous feedback on the training. The feedback form is set out in Annex 3 Summary of responses Q1 and 2: Overall rating of the training and duration All six participants rated the training as very good and considered the duration of the training to be of appropriate length Q3. Assessment of the training programme All participants commented that the programme and materials presented at the training will be helpful to improving management of Codex work at the national level. Q4. Which parts of the programme are of most relevance to participating countries Responses to this question ranged from those who identified the whole programme as being relevant to those who highlighted specific areas such as:
administrative structure and systems and processes for managing Codex work on a day to day basis;
National consultative structures including clarifying terms of reference of National Codex Committee
Consultation processes and preparation before meetings and better engagement with stakeholders;
How to submit country comments; and how to strengthen regional networking
Q 5 What actions do you propose to take to implement knowledge and skills gained at the training Participants’ responses identified the following actions:
developing a policy document to better guide Codex work at the national level;
improve consultation systems and engagement with stakeholders; apply knowledge to writing and submitting country comments on standards
and discussion papers in areas of interest; provide training to National Codex Committee seek high level support be more focussed on Codex work
Revision of national legislation and standards based on Codex. Q 6 Suggestions for future practical training Participants’ responses suggested the following:
Need for more training on preparation and commenting on discussion documents and working groups;
Food safety training/attachment in specific areas- border control( food importation) and certification of products
Similar programmes to train other new staff and for further improvement; Similar trainings for contact points to cover other standards bodies such as IPPC
and OIE; Similar in country programme to train National Codex Committee and
stakeholders Q 7 Any other comments on any areas of the programme All participants expressed satisfaction with the programme content and delivery. All indicated that that the programme for the week had met all their expectations as identified at the beginning of the training.
Meeting Report
Codex On-The-Job Training for Codex Contact Points from
the South West Pacific
Wellington, New Zealand27 February–2 March 2012
