Animal health and welfare framework: 2020 to 2022

Section 5: The local authority activity matrix

5.1 The matrix should reflect the total range of activities likely to be carried out by local authorities in animal health and welfare work – including planning and post-operational activities, other than the premises licensing function e.g. riding establishments, pet shops. It is recognised that it is good practice for local authorities to carry out comprehensive checks on the same visit. Animal health and welfare inspections may be undertaken at the same time as food and feed hygiene checks.

5.2 It is not intended that this guidance should prevent or restrict local authorities from making local determinations as to appropriate service delivery. All local authorities are however expected to achieve at least the 'minimum standard/priority activity' outlined in this activity matrix.

5.3 The matrix describes three levels of practice delivery for each activity:

• minimum standard/priority activity
• good practice
• better practice

Before local authorities can progress to a higher level(s), the standard of the lower levels must be achieved.

5.4 A number of minimum standard/priority activities may not be appropriate to some local authorities. Due to local circumstances, local authorities may after discussion with their VL agree not to meet certain minimum standards/priority activities.

5.5 The COVID-19 pandemic in 2020 in 2021 and avian influenza outbreaks has significantly affected delivery of animal health and welfare services.

5.6 Resource provision is not equal among authorities and affects how much can be achieved. It is because of the wide variation in the profiles of authorities and their other priorities that there are three different levels against which authorities can benchmark their activities.

5.7 Local service provision needs to vary according to many factors: veterinary advice, the nature of the agricultural sector in its area, the degree of compliance or non-compliance, the numbers of market and other key premises, the size and scope of animal health and welfare work and local and national priorities. For some local authorities it is a major feature of their work, while for other local authorities it is only a minor element. It would not be appropriate to apply the same measure to all.

5.7 Each local authority should produce an annual service plan following discussions with the VL and considering the Scottish Government's priorities. The Framework will be used in the consultative process between VLs and local authorities. Once the delivery standards are established, it will be for the local authorities to benchmark their service provision against the relevant standards and monitor and report on the work undertaken to protect animal health and welfare. In response to the COVID-19 pandemic some local authorities may develop a service plan to take them through to the recovery phase to March 2022, but it will be important to maintain regular liaison with APHA and aim for at least a six-monthly review to assess priorities and make adjustments to changing circumstances.

5.8 It is hoped that by using the activity matrix, and the reports provided by associated management information, everyone will be much better informed within their respective organisations.

5.9 The Framework will assist in providing better information to the executive members of local authorities on the animal health and welfare function.

5.10 For any areas of work not specifically identified or allocated service delivery standards within the matrix, documentation should be identified by individual local authorities in discussion with respective VLs. Decisions as to the appropriate level of service delivery should be agreed against identified risks and recorded in any documentation or Service Plan.

5.11 This activity matrix should, wherever possible, form the basis of the local authority's annual Service Plan and be used as a template. Where appropriate, the local authority should set out its targets for the year in the relevant activity areas (e.g. visits to high risk farms – liable 50/target 50). APHA will contribute by planned and reactive support including providing information and data.

5.12 The Framework is not prescriptive in respect of frequency of visits to medium and low risk premises. As a guide the following inspection frequency is considered appropriate:

• High Risk - minimum annually;
• Medium Risk – minimum every three years;
• Low Risk - minimum every five years.

Local authorities can consider alternative methods of inspection. Visit frequency may be influenced by a number of factors, including membership of farm assured schemes (including Quality Meat Scotland), visits by other agencies and local intelligence (See the glossary for definition of inspection). When intelligence is used to determine that an inspection is not required, it would be appropriate to review the next due inspection date.

5.13 Column 2 links each activity to the relevant outcome.

Local Authority Activity Matrix

1. Planning the delivery of the local authority animal health and welfare function

Activity

1.1 Profile of Local Authority area and associated animal health and welfare workload

Content and relevant outcome(s)

Analysis of critical control areas by type, number, days of operation, including:

• premises used for sales (e.g. auction markets etc.)
• abattoirs/slaughter houses

Analysis of agricultural premises according to risk

Summary of staff engaged in Animal Health and Welfare work

Outcomes 3 and 5

Minimum Standard/Priority Activity

Local Authority profile completed annually in format of template at Annex B and submitted to VLs by the specified deadline

Local authority have approved enforcement policy in place.

Appropriate local liaison arrangements are in place between LA and APHA to discuss regional and local strategic and operational priorities

Good Practice:

N/A

Better Practice

N/A

Activity

1.2 Annual Service Plan for delivery of services in Animal Health and Welfare

Content and relevant outcome(s)

Service Plan produced detailing levels of Service Delivery for all activities detailed in this activity matrix, reflecting national and local priorities. Annex C should be used as a template.

Outcomes 3, 4, and 5

Minimum Standard/Priority Activity

Annual Service Plan produced by LA and agreed with VLs by agreed deadline. Regular reviews are undertaken of performance against the plan

Progress and outcomes formally reported.

Any departure where the local authority is unable to deliver minimum standards, should be discussed with APHA

Good Practice:

6 monthly review of Service Plan

Better Practice

Service Plan agreed by Council and outcomes formally reported.

Activity

1.3 Risk Assessment

Content and relevant outcome(s)

Premises risk assessed in accordance with the national risk scheme detailed in Section 4 or other comparable risk assessment scheme.

Risk based inspection programme

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

All premises risk assessed and documented (in accordance with matrix in Section 4 or other comparable scheme)

Inspection programme based on locally determined frequency according to risk

Interventions shall be carried out to all high-risk premises in accordance with the risk assessment scheme

Attempts are made and documented to ensure inspection programmes are coordinated with other agencies e.g. SGRPID/ /APHA

Good Practice:

National risk scheme in section 4 used to assess premises risk.

Evidence that veterinary risks and direction taken into account in local authority service plans

Inspection programmes are co- ordinated with other agencies

e.g. SGRPID/APHA

Better Practice

N/A

2. Training and development

Activity

2.1 Training for new officers

On-going professional development

Content and relevant outcome(s)

Officers are authorised to enforce all relevant legislation.

All enforcement staff to hold recognised qualification or have equivalent professional experience i.e. 'Grandfather rights' or undertake to achieve such qualifications as soon as possible

It is recognised that in emergency situations

i.e. outbreaks of disease, there may be a need to call upon non animal health qualified officers to assist in carrying out animal health and welfare duties.

Time and resources allocated to keep up to date on appropriate Animal Health and Welfare legislation, codes of practice, guidance etc. – e.g. by accessing Local Government Regulation website

Outcome 5

Minimum Standard/Priority Activity

New officers to undergo internal induction training on animal health and welfare

Continuing professional development – The minimum ongoing training should be 10 hours based on the principles of CPD. This should include training on new legislation and procedures relevant to animal health and welfare.

For officers engaged in on farm food hygiene enforcement, training in relation to these activities can be included.

All enforcement staff have access to full legal reference including all relevant AH&W legislation and guidance

Good Practice

Officers working towards recognised AH&W qualification

Continuing professional development - As minimum standard but a minimum of 15 hours training per year

Annual staff review and development

Better Practice

6 monthly staff review and development

Officers to hold recognised AH&W qualification

Continuing professional development –As minimum standard but a minimum of 20 hours training per year

3. Licensing

None required

4. Education and advice to maximise compliance

Activity

4.1 Education and advice

Content and relevant outcome(s)

Guidance provided to businesses on all aspects of Animal Health and Welfare for which Local Authorities are responsible, including any movement licensing requirements.

Delivery targets should be set in accordance with individual Local Authority 'charter' response times.

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

Provide advice and guidance on request to businesses during office hours.

Make available information including those produced by the Scottish Government and gov.uk. (APHA).

Good Practice

Provision of answer phone facility for out of office hours contact

Better Practice

Business advice and up to date information available via Local Authority website, including links to external website e.g. Scottish Government and Animal Health.

Activity

4.2 Proactive activity

Content and relevant outcome(s)

Proactive involvement or lead in education and training events with stakeholder organisations etc.

Joined up approach to education and advice through liaison with the Scottish Government, Local Government Regulation and APHA

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

Actively promote business advice

Support liaison with other relevant agencies and stakeholder groups e.g. meetings, fora

Good Practice

Arrange talks to stakeholder groups on request

Better Practice

Take lead role in liaison with other relevant agencies and stakeholder groups

Provision of other advice: newsletters, roadshows, stands at shows.

5. Enforcement activities to maximise Animal Health and Welfare compliance

Activity

5.1 Attendance at Critical Control Areas - Livestock markets, Sales, and Assembly Centres

Content and relevant outcome(s)

Highly visible preventative enforcement presence.

Attendance at markets and other sales, and Assembly Centres to ensure compliance, in particular with:

• Biosecurity (vehicles, premises and people)
• Livestock identification
• Welfare
• Transport
• Licensing and record keeping
• Specific pre movement licensing
• All other relevant legislation

The principal objective is to ensure compliance with the Guidance of Best Practice produced by The Scottish Markets Working Group

Exact attendance levels and times according to status of gathering

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

Visible local authority presence

Implementation of and working within the Scottish National Market Strategy

Other visits undertaken based on intelligence

Local authority has lead enforcement role unless otherwise agreed

Risk based inspection programme by LA and APHA is in place for assembly centres

Good Practice

N/A

Better Practice

N/A

Activity

5.2 Attendance at Critical Control Areas - slaughter houses

All these activities with regard to the transport unloading and identification of livestock should normally occur outside of the slaughterhouse production area. This service delivery function does not require Local Authority officers to enter the slaughterhouse production area, or undertake enforcement in relation to the slaughterhouse operation itself. The FSS are responsible for enforcement in the slaughterhouse itself, and Local Authorities should liaise with FSS with regard to any need to enter the slaughterhouse production area.

Content and relevant outcome(s)

Attendance at slaughter houses (high and low through put, red meat and poultry(white meat) in liaison with FSS OV to ensure legislative compliance, in particular with:

• Biosecurity (vehicles, premises and people)
• Livestock identification
• Welfare
• Transport
• Licensing and record keeping
• Specific pre-movement licensing
• All other relevant legislation

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

Appropriate attendance to maintain effective liaison and partnership working between FSS and local authorities.

Establish and maintain communication links with FSS OV at abattoir with regard to reporting of anomalies (e.g. single tagged bovines on agreed local authority / FSS template)

To respond to any annex 4 notification and to forward, where appropriate, to local authority of origin.

Report annex 4 investigations timeously to FSS

Good Practice

Attendance frequency reviewed with VL or representative and agreed in line with risk

Better Practice

N/A

Activity

5.3 Attendance at Critical Control Areas - high risk traders

Content and relevant outcome(s)

Identification of high-risk traders

Visits/inspections to verify legislative compliance

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

Compile and maintain list of known high risk traders

Plan visits/inspections according to risk

Major non compliances found during inspections should be reported to relevant agencies

Revisit when actionable infringements have occurred

Inspection programmes coordinated, if appropriate with other agencies and local authorities.

Good Practice

Written report given at time of inspection

Better Practice

Quality assurance procedures in place within local authority

Activity

5.4 Attendance at Critical Control Areas - Ports (excluding Border Control Posts)

Content and relevant outcome(s)

Attendance at ports to ensure legislative compliance, in particular with:

• Biosecurity (vehicles, premises and people)
• Livestock identification
• Welfare
• Transport
• Import/export documentation
• All other relevant legislation

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

Planned visit or inspection programme prioritised due to risk status

Respond to notifications of potential illegal arrivals/departures

Ensure appropriate disease information signs are clearly displayed

Local authority contact details clearly displayed

Liaison arrangements with APHA, port/harbour management and Port Health Service.

Contact numbers available for quarantine

Good Practice

Local authority officers usually available outside office hours

Liaison with marina (sea) operators

Planned visits outside normal office hours

Better Practice

Agreed quarantine arrangements in place

Facilities in place for detaining 'pre export' animals

Formal call out procedures provide guaranteed response out of hours

Formal agreements with operators to self-monitor landings.

Activity

5.5 Attendance at Critical Control Areas - High risk farms (Other than high risk traders)

Content and relevant outcome(s)

Visits/inspections to verify legislative compliance

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

Planned visit or inspection programme prioritised due to risk status

Risk re assessed following visit/inspection

Inspection programme to take into account other agency inspections e.g. SGRPID/AH to avoid duplication and arrange joint visits where necessary.

Checks from Scot EID, SAMU, and BCMS data

Major non compliances found during inspections should be reported to relevant agencies

Revisit when actionable infringements have occurred

Good Practice

Written report given at time of inspection

Better Practice

Quality assurance procedures within local authority

Activity

5.6 Visits and inspections to other premises

Content and relevant outcome(s)

Visits to verify legislative compliance.

Commercial hauliers

Farms (including own livestock vehicle) Agricultural Shows and farm dispersal sales Animal by products premises including Knackers/Hunt kennels/renderers

Any other premises of livestock origin and destination

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

Planned visit or inspection according to risk, as per agreed Service Plan

Inspection programme to take into account other agency inspections e.g. SGRPID/AH to avoid duplication and arrange joint visits where necessary.

Major non compliances found during inspections should be reported to relevant agencies

Checks from ScotEID, SAMU, AMES, if appropriate, and BCMS data

Revisit when actionable infringements have occurred

Good Practice

Written report given at time of inspection

Internal monitoring of quality control

Better Practice

Accredited or external audit and peer review

Activity

5.7 In transit checks

Content and relevant outcome(s)

Roadside checks (in conjunction with police)

Police led multi-agency roadside checks local authority led checks for animal health and welfare compliance only (including co- ordination with adjacent Local Authorities)

National exercises and operations

Outcomes 1, 2, 3, 4 and 6

Minimum Standard/Priority Activity

Intelligence approach in place with police and other agencies for transit checks.

Inspection of individual suspected livestock transport vehicles (including horses) or other agricultural vehicles subject to AH&W legislative requirements.

Good Practice

As minimum standard with checks carried out outside normal office hours

Better Practice

N/A

Activity

5.8 Vehicle biosecurity – cleansing and disinfecting compliance

Content and relevant outcome(s)

Checks on vehicles to ensure cleansing and disinfection carried out at premises other than where they have delivered livestock

Outcomes 1, 5 and 6

Minimum Standard/Priority Activity

Targeted or intelligence led checks to ensure compliance with cleansing and disinfecting requirements

Good Practice

N/A

Better Practice

N/A

Activity

5.9 Out of operating hours checks

Content and relevant outcome(s)

Checks out of normal specified operating hours or subsequent days for:

• Markets
• Slaughterhouses
• Premises used for collection of animals for slaughter or for further rearing or finishing

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

Intelligence led visits carried out in line with risk

Good Practice

Attendance frequency reviewed with VL

Better Practice

N/A

Activity

5.10 Stand by and on call arrangements

Content and relevant outcome(s)

Emergency interagency contact regarding disease and other enforcement incidents

Outcomes 1, 2, 3, 4 and 6

Minimum Standard/Priority Activity

All local authorities have emergency out of hours contact procedures in place and have this recorded on Resilience Direct

Officers have access to Resilience Direct

All relevant agencies to be aware of contact procedures

Good Practice

All local authorities to have a system which provides nominated enforcement duty staff on call out of hours

Better Practice

N/A

6. Partnership working and intelligence driven enforcement

Activity

6.1 Identified Infringements

Content and relevant outcome(s)

Identified breaches of legislation, including biosecurity, licensing, welfare, livestock identification, standstill breaches, illegal imports, by products, and other disease control work.

Irregularities found on documentary checks followed up

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

To be investigated and appropriate action taken in accordance with the local authority's published enforcement policy

Follow up checks on suspected irregularities identified on SAMU, Memex and BCMS, if appropriate.

Good Practice

N/A

Better Practice

N/A

Activity

6.2 Intelligence and Information and systems

Content and relevant outcome(s)

Provision and collection of Intelligence Information

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

Has established procedures and protocols necessary to capture and report animal health activities including movements and enforcement action.

Has a data sharing agreement in place.

Local Authority subscribes to Memex and has designated Local Intelligence Liaison Officer (LILO). Animal health and welfare staff have access to this

All level 1 and level 2 intelligence to be routinely inputted on Memex.

Good Practice

Actively sharing intelligence with other local authorities, agencies and operational partners

Better Practice

Is developing innovative approaches to improve the effectiveness and range of its knowledge about national priorities and the local farming community.

Activity

6.3 Intelligence led actions

Content and relevant outcome(s)

Infringements or suspected infringements reported from external enforcement sources or identified by use of data interrogation or intelligence sources; members of the public/complaints

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

To be investigated and appropriate action taken in accordance with the local authority's published enforcement policy.

Good Practice

Using the intelligence to drive delivery including development of local and regional enforcement.

Animal health and welfare issues fed into local authority Tactical Assessment in order to identify, plan, undertake or refer specific local; authority or multiagency enforcement activity

Better Practice

Seeking opportunities to engage with stakeholder groups etc.

Activity

6.4 Cross border and multi-agency working

Content and relevant outcome(s)

Assessment and communication to interested parties of cross cutting issues

Research and intelligence led activities including workshops

Joint investigations/exercises/initiatives Mentoring arrangements

Outcomes 1, 2, 3, 4 and 6

Minimum Standard/Priority Activity

Reactive work with other Local Authorities and agencies

Liaise with APHA Enforcement Officers and FSS Food Crime and Incident Unit as appropriate.

Participation in animal health and welfare local and national working groups, as appropriate

Good Practice

Pro-active work with other local authorities and agencies including regional projects and training

Identify cross cutting issues and relevant areas of risk suitable for cross border and multi-agency approach

Better Practice

Lead role in multi- agency and cross border working.

Resources dedicated to this

7. Post enforcement reporting of management information

Activity

7.1 Reporting management information

Content and relevant outcome(s)

The electronic and recording of animal health and welfare activities and the subsequent reporting of data on local authority enforcement activities, results and actions.

Recording of data on infringements

Outcomes 1, 2, 3, 4, 5 and 6

Minimum Standard/Priority Activity

An electronic information management system which records animal health and welfare activities and actions.

Reporting of statistics and data to Scottish Government in prescribed format and frequency

Good Practice

Recording of 90% of enforcement data within 5 working days

Internal procedures and auditing in place to ensure quality of data entered

Better Practice

Recording of 90% of enforcement data within 3 working days

Accredited or external peer review audit procedure in place.

Activity

7.2 Management information

Content and relevant outcome(s)

Collation of management information data for internal use and provision to the Scottish Government and Animal Health,

Outcomes 3, 4 and 5

Minimum Standard/Priority Activity

Timely provision of information, in particular submission of statutory returns e.g. WAT(S)R (for Annual Enforcement Statistics return to the Commission) and Prosecutions, report to Parliament

The reporting of enforcement information appropriate to monitor progress with delivering the service plan and agreed management dataset.

Good Practice

N/A

Better Practice

N/A

8. Contingency planning and emergency action

Activity

8.1 APHA/Scottish Government , COSLA and local authority emergency preparedness

Content and relevant outcome(s)

Planning and contributing to emergency preparedness plans with APHA /Scottish Government and other agencies as appropriate

Outcomes 1, 3, 5 and 6

Minimum Standard/Priority Activity

Local Government Regulation / local authority plans (individual local authority or with neighbouring local authorities) drawn up consistent with Scottish Government and APHA generic plans for disease outbreaks.

Ensure local authority contact details are entered and updated on Resilience Direct

LA plans are consistent with Scottish Government, APHA and Regional Resilience Partnership outbreak plans.

Review plans and update annually

Respond to notification of disease outbreaks

Good Practice

Plans formally approved by the local authority

Has built on the generic plan and developed specific plans for diseases identified as high risk for the local authority area as a result of local intelligence.

Plans reviewed annually and shared with identified partners.

Better Practice

Uses lessons learned reports from exercises and responses to review their plans

Plans made publicly available

Activity

8.2 Testing and Training

Content and relevant outcome(s)

Testing, training, practising and evaluating activities in relation to the emergency plan

Outcomes 1, 3, 5 and 6

Minimum Standard/Priority Activity

Contribution through others or on paper to planned exercises

Internal and external contact details reviewed annually

Good Practice

Plans tested and reports made

Better Practice

Full, regular practical participation in tests, training and exercises.

Individual local authority implementation training plan.

Activity

8.3 Emergency Action

Content and relevant outcome(s)

Provision of full emergency range of services under the emergency plan, when disease emergency declared by the Scottish Government

Outcomes 1, 3, 5 and 6

Minimum Standard/Priority Activity

Full requirements of plan actioned.

Good Practice

N/A

Better Practice

N/A

9. Additional Activities

Activity

9.1 National priorities

Content and relevant outcome(s)

Provide details in Service Plan (Annex C) of identified priorities as agreed with the VLs and the Scottish Government

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

As agreed with APHA

Good Practice

N/A

Better Practice

N/A

Activity

9.2 Regional priorities

Content and relevant outcome(s)

Agree regional priorities, with the VL at regional animal health and welfare panel meetings for consideration in annual service planning.

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

As agreed with APHA

Good Practice

N/A

Better Practice

N/A

Activity

9.3 Local priorities

Content and relevant outcome(s)

As determined by local authority in agreement with VL

Outcomes 1, 2, 5 and 6

Minimum Standard/Priority Activity

As agreed with APHA

Good Practice

N/A

Better Practice

N/A