Action
Plan for: Isle of Wight Council (Food Law Enforcement Service)
Audit date: 3-6 September 2002
|
IMPROVEMENTS PLANNED |
BY (DATE) |
TO ADDRESS (RECOMMENDATION
INCLUDING STANDARD PARAGRAPH) |
COMMENTS |
|
1i)
The review of the Food Service Plan for 2001/02 and the Food Service Plan for
2002/03 will be submitted to the portfolio holder for Consumer Protection. |
Completed |
3.1.17 Submit
the review of its Food Service Plan for 2001/2002 and it’s Food Service Plan
for 2002/3 for Member approval. [The Standard – 3.1 and 3.2] |
We
will have regard for delegated decision making powers of portfolio holders. |
|
ii)
Variances
in the Service Plan will be addressed in subsequent years arrangements. |
30
April 2003 |
Ensure that
any variance in the Trading
Standards Food Law Enforcement Service Plan is addressed in the subsequent
year's Service arrangements. [The Standard - 3.3] |
We will continue to re-assess risk
procedures and ensure more staff time is allocated to Feeding Stuffs
Inspection. |
|
2
Documented procedures will be extended to include the requirement to review
when legislation changes and at fixed periods of time. |
1 June 2003 |
3.2.5
Develop its procedures for document control to ensure that documented
procedures and policies are reviewed at regular intervals, or whenever there
are changes to legislation or centrally issued guidance. Ensure that any superseded documents are
removed from use. [The
Standard – 4.1 and 4.2] |
Most
procedures already include a date at which they must be reviewed and approved
by the relevant manager. Superseded
documents are removed already by the system of document control
operating. Any officer identifying
weaknesses in procedures is charged with bringing it/them to the attention of
their line manager. |
|
3i)
A documented procedure for the authorisation of officers based on their
competency and in accordance with Code of Practice No 19 will be
produced |
Completed |
3.3.12(i)
Develop and implement a documented procedure for the authorisation of all
officers based on their competence and in accordance with Food Safety Act
Code of Practice No.19: Qualifications and Experience of Authorised Officers.
[The
Standard – 5.1] |
Chichester
City Council and East Riding of Yorkshire’s Procedures were used as a
template. |
|
3ii)
& iii) The training plan will be developed to include details of course
content, objectives, assessment and duration of training provided |
Completed |
3.3.12(ii) Establish and maintain a documented
training program for Food Standards. [The Standard - 5.4] |
Training
plans are informed by the Authority’s personal performance review process and
by issues arising from Internal Monitoring procedures. |
|
3.3.12(iii) Ensure that the records of
training for all officers involved in food standards, Feedingstuffs &
food hygiene enforcement include details of the content, objectives, duration
and any assessment of courses attended. [The Standard – 5.4] |
|
||
|
3iv)
Appoint a suitably qualified and experienced EHO to serve EPNs and ensure
that such authorised officers are always available to serve such Notices |
Completed |
3.3.12(iv) Ensure that sufficient
officers with the relevant qualifications and experience are authorised and
available to issue Emergency Prohibition Notices at all times. [The Standard – 5.3] |
An
EHO was appointed on 20th January 2003. He has 2 years’ recent and relevant experience. He has satisfactorily completed his period
of induction, and has been authorised to serve EPNs. A system has been devised preventing the
two officers authorised to serve EPNs from taking leave at the same time. |
|
4i)
A procedure for the calibration and
maintenance of equipment will be produced and implemented. |
1 April 2003 |
3.4.7(i) Draw up and implement a procedure on the
calibration and maintenance of equipment for food hygiene law
enforcement. Develop the existing
procedure for Food Standards to include regular maintenance of all equipment
and its removal where it becomes defective. [The Standard – 6.2] |
Maldon
District Council’s procedure will be used as a template for food hygiene
enforcement. |
|
ii) Food Standards database backup
data is now securely stored. |
Completed |
3.4.7(ii)Ensure that food standards database
back-up data is securely stored to minimise the risk of loss. [The Standard -
6.5] |
Back up data now stored in secure
small safe. Larger fire proof cabinet on order. |
|
5i) The Authority will continue to make efforts to fill
vacancies in the food team and to set challenging but achievable inspection
targets to ensure all premises are inspected at appropriate frequencies
according to risk, and to remove its backlog of inspections. The
Authority will Introduce revised risk assessments for food standards and
ensure that inspections are carried out at the minimum frequencies required
by Code of practice 8. |
1 April 2005 1 June 2003 |
3.5.19(i) Ensure that premises are properly risk
rated for food standards and that food hygiene and food standards inspections
are carried out at the minimum frequency in accordance with Food Safety Act
Code of Practice No.8: Food Standards Inspections and Code of Practice No.9
Food Hygiene Inspections. [The Standard – 7.1 and 7.2] |
On
1 April 2003, the project manager for the integrated software for
Environmental Health will return to his post in Health & Safety,
releasing the appointed food EHO who has been seconded there since 1 April
2002. An EHO (food) was appointed on
20th January 2003. Two
vacancies have been advertised with a closing date for applications of 24th
February 2003. A backlog of
inspections has however accumulated. In relation to food standards we have
adopted Code of Practice No. 8; risk assessment criteria. This results in fewer high risk premises
for Food Standards Inspections. We
must have regard for wider budget decisions of the Council. |
|
5ii)
The documented inspection procedure will be extended to include butchers’
licensing and approved premises. Food Standards & Feedings Stuffs
Inspection procedures now include procedure for visiting new premises,
referrals to FSA and other authorities and policy re. when visits are to be
announced or un-announced. Procedures
for feeding stuff inspections to be developed. |
Completed Completed 1
September 2003 |
3.5.19(ii)
Develop its documented inspection procedures and extend them to cover the
full range of inspections carried out. [The
Standard – 7.4] |
The butchers’ licensing
inspection procedure produced by Maldon District Council was used as a
template. The inspection of approved
premises was delegated to other officers. |
|
6i)
We will incorporate LACORS food complaints guidance into written food standards
and feeding stuffs procedures. Training
will be given whenever new procedures are adopted or amended and the lead
food standards officer shall monitor actions taken in response to food
standards and feeding stuffs complaints. |
31 March 2003 |
3.6.5(i)
Extend its written procedures relating to, food standards and feeding stuffs
complaints to ensure that they comply fully with centrally issued guidance. [The
Standard – 8.1] |
|
|
ii)
Training will be given whenever new procedures are adopted or amended and the
lead food standards officer shall monitor actions taken in response to food
standards and feeding stuffs complaints. |
1
September 2003 |
3.6.5(ii) Ensure that appropriate action is taken
on all food standards complaints in accordance with the Authority's policy
and procedures and centrally issued guidance. [The Standard - 8.3] |
ii)
More information now recorded on paper complaint forms and on database. |
|
7.
Officers to be
reminded to contact the Home and Originating Authorities (as appropriate)
when investigating complaints. A 20%
sample of all complaints investigated every 2 months will be scrutinised to
assess whether the HA/OA were contacted |
Completed |
3.7.6 Ensure that
home authorities of businesses are notified of food hygiene complaints in
accordance with Food Safety Act Code of Practice No. 2 and centrally issued
guidance. [The Standard – 9.4] |
|
|
8.
New computer software package will combine Trading Standards and Food Hygiene
premises. The database will be kept
up to date by Food Hygiene for food premises and by Trading Standards for
feeding stuffs premises updates. |
1
May 2003 |
3.9.4 Develop and implement a documented procedure to ensure that the accuracy of its food standards and feeding stuffs premises database is maintained and kept up to date. [The Standard - 11.2] |
|
|
9.
A sampling procedure will be produced and program for food hygiene sampling. Food
standards sampling procedures are being revised to comply with Code of
Practice No.7. |
Completed 1 April 2003 |
3.10.10
Draw up and implement documented procedures and a programme for food hygiene
sampling and develop its procedures for food standards to comply with Food
Safety Act Code of Practice No.7: Sampling and Analysis or Examination and
centrally issued guidance. [The Standard – 12.4] |
A
draft policy and procedure already exists. The food sampling procedure from
Tonbridge and Malling and the Food Sampling Protocol from Telford and Wrekin
Councils will be used as templates for food hygiene sampling |
|
10
i) A documented procedure for investigating outbreaks and food related
infectious disease will be drawn up and implemented in accordance with
centrally agreed guidance |
1 June 2003 |
3.11.3
The Authority shall draw up and implement documented procedures in accordance
with centrally issued guidance for the investigation of outbreaks and food
related infectious disease. [The Standard – 13.2] |
There
are flow diagrams and questionnaires in place at present to guide
officers. Procedures and
questionnaires used within the Authorities of Portsmouth and South East
Hampshire will be used as templates.
Guidance will be drawn from the Department of Health guidance
(burgundy book) |
|
11. Prosecution reports will be
submitted to the food standards team leader who will check evidence and
compliance with HR legislation and that RIPA has been complied with. The team
leader will countersign the report and act as disclosure officer. The Trading
Standards Manager will review the report for compliance with the enforcement
policy and will then sign it. |
Completed |
ii) All prosecution reports now
comply with provisions of CPIA 1996 |
|
|
12
Food standards inspection records are now completed as per Food Safety Act
code of practice no. 8.All food inspection reports are now monitored
quarterly by the Food standards Team Leader .Training will be given whenever
inconsistencies are found or new /amended procedures are implemented. |
Completed |
3.14.10 Ensure that
records of food standards inspections and inspection reports include all of
the information required by Food Safety Act Code of Practice No.8: Food
Standards Inspections. [The Standard - 16.1] |
|
|
13.
We will strengthen internal supervision arrangements. The internal monitoring
procedure will be reviewed to include monitoring of food sampling against
sample plan and code of practice and that complaints and enforcement actions
are in accordance with enforcement policy. A monitoring form on similar lines
to the one used by Food Hygiene will be produced and used. |
31
March 2003 |
3.17.6 Extend and implement the documented
internal monitoring procedures for Trading Standards in relation to, sampling, and formal enforcement
action and verify its conformance with the Standard, relevant centrally
issued guidance and the Authority's own policies and procedures. [The Standard - 19.1 and 19.2] |
|
GD/RO/Feb 2003