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Chapter 2
2 Structures for Control and Coordination

2.1 The Scottish Government's Exotic Animal Disease Contingency Framework plan is complemented by similar plans in England (Defra Framework Response Plan for Exotic Animal Diseases), Wales and Northern Ireland. In the event of an outbreak there would be close liaison between the four countries. In the event of an outbreak in Scotland, Scotland's DSG will be convened and will be responsible for supervising the handling of the Scottish outbreak. It would also be convened in the event of an outbreak in England where area controls crossed the Scottish Border. If disease is found elsewhere in UK then DSGmay be called depending on the specific set of circumstances surrounding the disease. Such a decision would be taken by the Deputy Director for Animal Health and Welfare Division following consultation with CVO(S) and the Rural Director.

2.2 In Scotland disease would be confirmed by CVO Scotland. Reports of suspect disease will be made direct to Veterinary Exotic Notifiable Diseases Unit ( VENDU) and CVO Scotland by the relevant DVM. Policy would be decided by the Scottish Government and would be informed by GB and Scottish organisations, principally the Animal Health agency, The Centre of Excellence for Epidemiology, Population Health and Infectious Disease Control ( EPIC), the National Emergency Epidemiology Group ( NEEG) and the UK National Experts Group ( NEG).

2.3 The implementation of the Scottish Government policy would be carried out by the Animal Health agency, Rural Payments and Inspections Directorate ( RPID), Meat Hygiene Service ( MHS) and the local authorities to undertake disease control. In the event of an outbreak a National Disease Control Centre ( NDCC) would be set up by the Animal Health agency. Whilst the NDCC would normally be responsible for policy and operations for England under the control of the CVOUK, the NDCC in the event of an outbreak in Scotland (or wide spread throughout GB) would provide logistical support to the Scottish operation. The strategic direction for control in Scotland would be given by the Scottish Government through the DSG. An overview of Scottish Government disease control structures is shown in Figure 4 Overall Scottish Government Control Structure page 31. The relationships between Scottish Structures and GB/ UK structures is shown at Figure 3 Structural Relationships at page 30.

GB Structures for Control

2.4 Civil Contingencies Committee (Ministers) ( CCC)

Purpose:

To provide a forum for Ministerial review of strategies in a wider Government context and for dealing with decisions relating to policy and operational strategy issues that affect other Government Departments.

Chair:

Defra Minister.

Secretariat:

Cabinet Office Civil Contingencies Secretariat ( CCS).

Participants or their representatives:

• Defra Permanent Secretary or relevant DG
• UK Chief Veterinary Officer
• UK Chief Scientific Advisor
• Chief Executive Animal Health
• Number 10
• Department for Communities and Local Government ( DCLG)
• Environment Agency ( EA) Ministry of Defence ( MOD) Home Office
• Association of Chief Police Officers ( ACPO)
• Foreign and Commonwealth Office ( FCO)
• Department for Work and Pensions ( DWP)
• Department of Health ( DoH) Health Protection Agency ( HPA)
• Health and Safety Executive ( HSE)
• Department for Culture, Media, and Sport ( DCMS)
• Department for Transport ( DfT)
• Her Majesty's Treasury ( HMT)
• Food Standards Agency ( FSA)
• Government Office for Science
• Ministerial representatives from Scottish Government, WAG and DARDNI
• Other Government Departments may be invited to attend as required.

Likely issues to be discussed:

• Situation report
• Operational
• Response
• Stakeholder engagement
• International and European Issues
• Forward Strategy
• Communications and Media
• Next Steps

2.5 Civil Contingencies Committee (Officials) ( CCC (O))

Purpose:

To review strategies in a wider Government context and for dealing with operational strategy issues which affect other Government Departments.

Chair:

DGSIR (Security, Intelligence and Resilience) Cabinet Office or Director Civil Contingencies Secretariat ( CCS).

Secretariat:

Civil Contingencies Secretariat.

Participants or their representatives:

• Defra (Permanent Secretary (in exceptional circumstances), DGFFG (where appropriate), Chief Veterinary Officer, Chief Scientific Advisor, Chief Executive Animal Health)
• Number 10
• Department for Communities and Local Government ( DCLG)
• Environment Agency ( EA) Ministry of Defence ( MOD) Home Office
• Association of Chief Police Officers ( ACPO)
• Foreign and Commonwealth Office ( FCO)
• Department for Work and Pensions ( DWP)
• Department of Health ( DoH) Health Protection Agency ( HPA)
• Health and Safety Executive ( HSE)
• Department for Culture, Media, and Sport ( DCMS)
• Department for Transport ( DfT) Her Majesty's Treasury ( HMT) Food Standards Agency ( FSA) Government Office for Science
• Scottish Government
• WAG
• DARDNI
• Other Government Departments may be invited to attend as required.

Likely issues to be discussed:

• Situation report
• Operational Response
• Stakeholder engagement
• International and European Issues
• Forward Strategy
• Communications and Media
• Next Steps

2.6 National Disease Control Centre ( NDCC) Joint Coordination Centre ( JCC)

The NDCC performs similar disease control functions in England to those of Scotland's DSG and DSU. Where disease crosses national boundaries the JCC provides the major forum for GB coordination at official level.

Representatives from the Devolved Administrations may be based in the JCC during large scale outbreaks in England. For smaller outbreaks it will likely be unnecessary for the DAs to be embedded within the JCC but they may participate at NDCC birdtables via teleconference.

For more detail on the functions of the NDCC and JCC see Defra's Contingency plan which may be found at:
http://www.defra.gov.uk/animalh/diseases/control/contingency/exotic.htm

2.7 Animal Disease Policy Group ( ADPG)

Purpose:

The role of the ADPG is to provide disease control advice and strategy recommendations to Ministers and policy makers the Civil Contingencies Committee and challenge strategic assumptions. It draws, in particular, on advice from the NEEG.

Chair:

Defra Senior Responsible Officer for Exotic Disease Prevention Programme

Secretariat:

Defra Emergency Response Capability Core Team

Participants or their representatives:

• Chief Veterinary Officers of Scotland, England, Wales, and Northern Ireland
• Defra Chief Scientific Advisor's representative
• Deputy UK Chief Veterinary Officer
• Head of National Emergency Epidemiology Group ( NEEG)
• Government Office for Science representative
• Director General Farming and Food - by exception
• Deputy Director Legal Division (Animal Health and Welfare)
• Communications Directorate representative
• Scottish Government
• Welsh Assembly Government ( WAGRA)
• Department for Agriculture and Rural Development, Northern Ireland ( DARDNI)
• Cabinet Office Civil Contingencies Secretariat ( CCS),
• Defra Exotic Disease Policy Lead
• Animal Health Veterinary and Technical Services Director, Animal Health Field Services Director
• International Trade Core Function
• For zoonotic diseases, core membership will be increased to include representatives from Health Protection Agency ( HPA)/ Department of Health ( DoH)
• [For significant policy decisions, membership may expand to include: Defra Permanent Secretary and other Directors General, Defra Director of Finance, Animal Health Director of Finance, Defra Director of Communications.]

Issues to be discussed:

• Agreed policy recommendations for Ministers
• Agreed advice to be given to CCC on disease control strategy
• Policy decisions based upon scientific advice, in particular that of the National Experts Group ( NEG)
• Identification of risks and issues for future scenarios that may have an impact upon strategies under consideration.

2.8 National Experts Group ( NEG)

Purpose:

A permanently operational group which, in an outbreak of exotic animal disease, provides tactical advice and recommendations on the disease and its control to the Animal Disease Policy Group.

Chair:

Deputy UK Chief Veterinary Officer ( DCVO)

Secretariat:

Defra Emergency Response Capability Core Team

Participants or their representatives:

• Head of the NEEG
• Animal Health Epidemiologists
• Head of the relevant laboratory
• Experts in virology, diagnostics, phylogenetics, vaccinology, epidemiology and pathogenesis
• Serology representative from the Veterinary Laboratories Agency
• Meteorologist (where appropriate)
• In-house modelling representative
• Modelling representative appointed by the Science Advisory Council - Epidemic Diseases Sub Group ( SAC- ED)
• Invited experts on environmental and rural issues, the Exotic Disease Policy Lead,
• Animal Health Veterinary and Technical Services Director
• Scottish Government Veterinary Division
• Veterinary representatives from Wales and Northern Ireland

Issues to be discussed:

• Recommendations on disease control for the Animal Disease Policy Group ( ADPG)
• Advice to be shared with policy colleagues in the Devolved Administrations and the independent scientists in the Science Advisory Council Epidemic Diseases Sub Group
• Commissioning additional analytical work if existing models do not provide a sufficient understanding of the epidemic

2.9 National Epidemiology Emergency Group ( NEEG)

The NEEG operates as a working division during an outbreak of animal disease and is composed of various epidemiological experts. Its main functions are to:

• Provide advice and assessments to contribute to policy decisions
• Provide advice on the viability and efficacy of vaccination as a measure of disease control
• Provide representation to the National Experts Group ( NEG) and Animal Disease Policy Group ( ADPG)
• Provide regular epidemiology reports to the European Commission
• Advise on surveillance in general and produce surveillance plans for UK disease freedom

2.10 Local Disease Control Centres LDCCs

The local disease control centre will be located in the local Animal Health Divisional Office. This reflects the need to rely heavily on non-mobile staff and facilities in place there - e.g. servers. However forward stations may be required to support some outbreaks. Such forward stations will be considered as part of local contingency planning.

The DVM will set up a LDCC when disease is confirmed. The DVM (and ROD once in place) will identify and regularly review the availability of potential LDCC locations. They will also maintain information on suppliers and contractors should temporary accommodation be required and ensure access to telephone / IT equipment.

Scottish Government Control Structures

2.11 This plan has been prepared in the light of the existing Civil Contingencies framework described in Preparing Scotland: Scottish Guidance on Preparing for Emergencies ² and complies with that guidance. In a major emergency, the Scottish Government activates corporate arrangements to provide strategic direction to the response of Scottish Government and to co-ordinate the detailed activity of SG Directorates, including Rural Directorate, within a single co-ordinated response. These arrangements also aim to co-ordinate the activity of SG with that of responders, at both local level - Strategic Co-ordination Groups ( SCGs) - and nationally via the Scottish Government Resilience Room (Officials) group ( SGoRR(O). The Scottish Government's corporate response arrangements are co-ordinated from the Scottish Government Resilience Room ( SGoRR).

2.12 In Scotland the Cabinet Sub-Group on Civil Contingencies, known as CSC- SGoRR will, lead the response on behalf of the Scottish Cabinet, as advised by officials and responders will set the overall strategic aim and objective of any SG response.

2.13 Animal disease differs from most other contingencies in that the Scottish Government, particularly through the Animal Health agency, is responsible for the operational and policy response.

2.14 The Disease Strategy Group ( DSG) will liaise with SGoRR (O) and CSCSGoRR and will co-ordinate and manage the Scottish disease control response within the strategic framework set by Scottish Ministers. Where necessary it will form part of the Scottish Government's Emergency Action Team ( EAT) - a network of senior officials who facilitate implementation of decisions taken by CSC- SGoRR and ensure co-ordination of Scottish Government activity across each of the affected policy areas. The EAT also plays an important role in ensuring that each area of the Scottish Government's interests are accounted for when decisions on the emergency response are being made. A Scottish Government Emergency Support Team ( EST) will support the activity in SGoRR by gathering, processing and sharing information about the emergency so as to facilitate an informed response. Set out below in Figure 2 National Structures for Managing a Response.

Figure 2 National Structures for Managing a Response

2.15 Strategic Co-ordinating Groups

In exceptional circumstances, it may necessary to activate a strategic level of management to co-ordinate and provide overall direction to the detailed response activity of local responders. Strategic Co-ordinating Groups ( SCG) are established in each police force area in Scotland and will fulfil this role. Information on the detailed operation, membership and responsibilities of a SCG is set out in the Scottish Government Publication "Preparing Scotland-Scottish Guidance on preparing for emergencies" ³.

Emergency plans must contain a procedure for determining if the SCG, or a number of its partners should be alerted.

2.16 Disease Strategy Group ( DSG)

On notification of any case of exotic notifiable animal disease in Scotland the Cabinet Secretary for Rural Affairs and the Environment in Scotland will be informed and a Disease Strategy Group ( DSG) will be created. The DSG will be chaired by the Rural Director and will report to the Cabinet Secretary, and will meet in Edinburgh, with phone links to the LDCC as appropriate. To retain focus on disease eradication, ensure key personnel are released for other crucial duties, and to tie in with the wider battle rhythm, meetings of DSG should not last more than 30 minutes. In the event that Scottish Ministers recommend activation of the full Scottish Government corporate response structures, the DSG will then form part of the arrangements set out in figure 2 above, and will report to and take direction from Scottish Ministers via the activity managed through SGoRR.

If disease is found elsewhere in GB then DSGmay be called depending on the specific set of circumstances surrounding the disease. Such a decision would be taken by the Deputy Director for Animal Health and Welfare Division following consultation with CVO(S) and the Rural Director.

Role

To co-ordinate and manage the Scottish disease control response, taking account of local conditions, farming practices in Scotland, and other potential impacts on the Scottish economy.

Membership

• Rural Director (chair)
• Deputy Director Animal Health and Welfare Division
• CVO Scotland
• Chief Agricultural Officer ( CAO)
• Public Health and Wellbeing Directorate (where required)
• RPID Regional Operations Director ( ROD) (based in the field)
• Scottish Senior Operations Manager (Animal Health agency)
• Head of Disease Strategy Unit
• Communications Directorate Manager (Rural Affairs)
• DVM
• Meat Hygiene Service ( MHS)
• COSLA

2.17 Scottish Stakeholder Groups

Alongside the creation of the DSG, regular meetings will also be held with stakeholders and key agencies. This activity would need to be co-ordinated with any wider stakeholder engagement on non-disease control aspects.

Role (Stakeholder group)

• To facilitate discussion with stakeholder partners to inform policy decision making.
• To provide a two way exchange of views and information between stakeholders and Scottish Government.

Membership

The membership will be drawn from:

Enforcing bodies, science, research and veterinary

• British Veterinary Association
• Convention of Scottish Local Authorities ( COSLA)
• Moredun Research Institute
• Police
• Scottish Agricultural College ( SAC) Veterinary Services
• SEPA
• Scottish Society for the Prevention of Cruelty of Animals (Scottish SPCA)

Farming

• Dairy UK
• National Beef Association ( NBA)
• NFU Scotland
• National Sheep Association ( NSA)
• Scottish Beef Cattle Association ( SBCA)
• Scottish Crofting Foundation ( SCF)
• Scottish Food Quality Certification ( SFQC)
• Scottish Rural Property and Business Association ( SRPBA)
• Representative from Artificial Insemination/Embryo transfer Organisation

Markets, slaughterhouses and retailers

• Aberdeen and Northern Marts ( ANM Group Ltd)
• Institute of Auctioneers and Appraisers in Scotland ( IAAS)
• Quality Meat Scotland ( QMS)
• Road Haulage Association ( RHA)
• Scottish Association of Meat Wholesalers ( SAMW)
• Scottish Retail Consortium

In addition, depending on the disease and the livestock affected by it the membership will include national representatives of the affected livestock sector or sectors.

The initial focus will be to explain the current disease position.

Sub-groups may be considered to address specific issues e.g. movement controls.

Role (individual stakeholder organisations)

• To help keep their members informed and to communicate key messages between constituent membership and the Scottish Government.
• To alert SG to any particular issues their members may be facing.

2.18 Disease Strategy Unit ( DSU)

On identification of an outbreak anywhere in GB, the Deputy Director of the Animal Health and Welfare Division will establish a Disease Strategy Unit. The unit would be headed by the head of the Animal Health and Welfare Strategy and Planning and Exotic Diseases Branch.

Role

• To manage the disease control operation, and in particular ensure the necessary legislation is put in place (in liaison with the Legal Directorate).
• To ensure that relevant information on disease control developments is shared with SGoRR and where appropriate directly with key Directorates with relevant interests inside the Scottish Government (e.g. Environmental Quality Directorate, Enterprise and Tourism Directorate, Public Health and Wellbeing Directorate, Communications Directorate) and outside organisations (e.g. COSLA, FSA, SEPA, stakeholders) are kept fully informed of developments; to support the general management of disease control related policy.
• To handle national animal health policy issues which develop during the response to the outbreak and its aftermath.
• To co-ordinate responses to any legal appeals against the Scottish Government's handling of disease outbreaks (e.g. over culling powers) in conjunction with the Scottish Government's Legal Directorate ( SGLD).
• To Establish and attend Access Group (if required).
• Provide support to the DSG and Stakeholder Group.
• Dissemination of notes of meetings and instructions.

Location

Scottish Government, Edinburgh

Responsibilities

The functions of the DSG and DSU are limited to the disease control aspects. Any overlap with the wider co-ordination functions that would be managed through SGoRR and/or by other directorates on the non-disease aspects.

Communications

• Dissemination of policy to enforcing bodies/industry/public/farmers/media.
• Quick and effective communication to field staff and enforcing bodies.
• Departmental and inter-departmental liaison.
• Stakeholder liaison.
• Parliamentary

Briefing

• Contact point for enquiries from agencies and stakeholders.
• Creation and management of a national helpline where required (run by RPID).
• Management of the Scottish Government website run by the Rural Directorate Web Information Coordinator.
• Dealing with disease related correspondence (Ministerial and Official).

Access

• Policy lead on access. The DSU includes dedicated Press Officer, Communications Co-ordinator and an Access Officer (Landscape and Habitat's Division). These roles are described in more depth in the communication strategy.

Legislation

• Responsible for producing Statutory Instruments and Declarations which need to be created to support the Scottish Government's response.
• Supported by a dedicated Solicitor from SG Legal Directorate (who would also be available to provide legal support to other activities of the Strategy Unit).
• Local Authority enforcement/trading standards officer may be brought in as an advisor on the practical aspects of enforcing legislation.

Licensing

• Responsible for devising and implementing movement regimes.
• Works alongside Legislation personnel.
• Responsible for policy in Scotland relating to animal movements.
• Includes RPID (Agricultural) Staff and veterinary input.
• Communication with SGRPID Area Offices, SG Agricultural Census Branch, Other Government Departments, stakeholders, Local Authorities, police.
• Liaison with Scotland's Animal Identification and Traceability unit (Scottish Animal Movements Unit ( SAMU).

Compensation Policy

• Defra are responsible for compensation payments, but policy liaison and oversight will be required by Scottish Government.
• DSU is responsible for policy in Scotland relating to compensation.
• To provide a link between Scottish Government and the other GB Rural Affairs Departments where required.
• Introduce appropriate secondary legislation.

Liaison with Other Government Departments

The DSU will take the lead in liaison on policy matters with other UK Rural Affairs Departments. It will, in conjunction with Scottish Resilience, liaise with other government departments on relevant non Directorate matters.

Other Animal Health and Welfare functions

DSU will liaise with other policy areas in Animal Health and Welfare Division such as:

• Import requirements
• Export requirements
• Traceability
• Animal Welfare

Staffing

• Core membership of Unit: provided by SG Animal Health and Welfare Division.
• Additional technical input: provided by the Veterinary Division and SGRPID.
• Additional admin input: provided from elsewhere within Scottish Government.
• Embedded liaison officers: may be deployed from Communications Directorate, COSLA and Defra.

2.19 Veterinary Division

The expertise of the Veterinary Division is fundamental to the Scottish Government's response to an exotic animal disease outbreak. Veterinary Division will provide professional advice, undertake collection and interpretation of data, undertake veterinary risk assessments, communicate disease progress, control strategies, exit requirements and wider veterinary issues and liaise with relevant bodies (eg Health Protection Scotland ( HPS) and FSA).

Role

The CVO Scotland will provide veterinary advice to Ministers and Officials on disease control in Scotland. The Veterinary Division will provide veterinary expertise to inform all policy decisions. CVO Scotland will also provide media briefing support as required.

2.20 Rural Payments and Inspection Directorate ( RPID) HQ

RPID staff have technical expertise in livestock farming and will be vital in informing policy decisions.

Role

• To provide advice and support to the DSG, Ministers and the DSU.
• To provide the link between the RPID Area Offices and Headquarters.
• Manning of the national helpline which feeds back to the DSU with licensing and other issues that may need to be addressed
• Mapping - The initial production of the PZ , SZ and other zone map(s) are produced by Defra's RADAR team), in close consultation with Scottish Government Veterinary Division, RPID and SG Animal Health and Welfare Division. However, there will be a requirement for RPID staff to produce related maps for a variety of purposes, for example, for use at the LDCC, Press Office, Web page and letters to farmers. RPID staff will draw on the expertise of their Drawing Office staff for mapping duties.
• provided assistance in the development and drafting of general licences.

2.21 Scottish Government Communications Directorate

To ensure consistency of message, accurate scientific information and to manage public concerns, the Scottish Government will have the lead role on all media communications from all partners. A Scottish Government press officer will be embedded in the LDCC. That press officer will determine the level of control they require over media communications from partner agencies in consultation with colleagues in SG Communications Directorate. They will liaise with Communications colleagues in SGoRR and elsewhere in SG to ensure a co-ordinated approach to SG messaging, warning and informing, etc.

SG Communications Directorate should ensure that where required, a media response is available near the locus.

A key function of the SGCD is to ensure that accurate information is given out particularly in relation to outbreak statistics. A standard approach is to take the outbreak statistics (number of confirmed cases, cases under investigation, animals slaughtered, awaiting slaughter etc.) at 18:00 hrs. These consistent data are then used in all communications with the press, by Ministers until updated at 18:00 hrs the next day.

Role

Liaison with the local media

Co-ordination with the Communications Co-ordinator (see Scottish Government Communications Strategy ⁴) , ROD, DVM, Principal Agricultural Officer ( PAO) and Head Rural Affairs & The Environment Communications Team.

Co-ordination on media issues with other agencies and stakeholders e.g. Local Authority, SEPA, and Police, especially through the SCGs.

Figure 3 Structural Relationships

Figure 4 Overall Scottish Government Control Structure

Required Actions

2.22 On suspicion of disease and when disease is confirmed meetings of the DSG will be convened. set out below are the initial actions to be taken by SG officials on suspicion of disease and on confirmation.

On Suspicion

Having taken the above actions, if disease is not confirmed then the officials need to take the necessary actions to stand down those that have been alerted.

On Confirmation of Disease

2.23 Outline Agenda for meetings of the Disease Strategy Group ( DSG) on Suspicion and on Confirmation of Disease

An outline agenda for the initial meetings of the DSG on suspicion and confirmation of disease is provided below. The actual items on the agenda will depend on the specific disease outbreak.

• Local situation report (Veterinary Unit/ CVO)
• National situation assessment including time line and risk assessment CVO Scotland
• Public Health Implications (Health Protection Agency Scotland) and proposed action
• Area restrictions (including Temporary Control Zones where appropriate), implementation and communications
• Local Authority Report
• Vaccination issues
• Stakeholder engagement, timing and content
• Objectives and lines to take for Communication
• Food Standards Agency ( FSA) and Meat Hygiene Service ( MHS) issues.
• Summary of action points

Resources

2.24 In devising this Framework Plan the Scottish Government has made a commitment that additional resources will be made available from elsewhere within the Scottish Government and its Agencies to support the Rural Directorate in its lead role.

2.25 Part of this strategy means that staff working in an intense operational and policy area will be rotated as appropriate to ensure that they are not overburdened to the detriment of their health. There is a need to have very clear desk instructions. Further welfare support role provided by the Employee Assistance Programme for permanent Scottish Government staff and immediate family members. (Available on 0800 587 5670).

IT Infrastructure

2.26 The primary computer systems used for management of an exotic animal disease outbreak are owned and operated by the Animal Health Agency. These systems are being enhanced and upgraded under the Animal Health Agency Business Reform Programme.

Procurement

2.27 The Animal Health agency is a executive agency of Defra. As such, operational procurement will be led by Defra and will take advantage of various call-off contracts which have been established as part of GB-wide contingency planning arrangements.

2.28 The Defra Procurement and Contracts Division ( PCD) will provide a team to operate at operational level from 72 hours or sooner, to manage all of the procurement activities at a local level. These will include procurement advisor(s)/contracts manager(s) and quantity surveyor(s). Actual requirements and numbers will be dependant on the extent of the outbreak. Forensic accountants will be engaged prior to receipt and approval of supplier/contractor invoices and will be responsible for the certification, verification and evaluation of these invoices.

2.29 Animal Health Contingency Planning Division will ensure that PCD have been contacted at the suspect case stage, so that the appropriate resources can be placed on standby. Sources of supply for personnel have been identified by PCD and these resources can be called upon in the event of a notifiable disease outbreak or other emergency situation. Best practice guidance is available to Animal Health Divisional Offices which will provide support until Procurement staff arrive and will include guidance covering the triggering of contingency contracts; authorisation and use of emergency purchase orders and procurement cards; and contract management and letting.

Contracts

2.30 Defra PCD are, and will be responsible for ensuring that robust, value for money contracts are let and mobilised for goods, services and works requirements including their contract management and forensic examination. These contracts will be let on a regional and local basis, in consultation with local Animal Health Offices, to supply contingency arrangements to meet all foreseeable requirements of an emergency or notifiable disease outbreak. All Suppliers will be vetted and will be subject to regular review.

2.31 These contracts and arrangements will include but not be limited to slaughter and disposal, gatherers and ancillary equipment; carcass pick-up; haulage, preliminary C&D including detoxification units; management and disposal; electrical works and technical services. Details of contingency contracts will be held locally (at each Animal Health Divisional Office) and centrally ( PCD).

Procurement by the Scottish Government

2.32 Procurement of goods and services required for administrative support (including accommodation, furniture, personnel and utilities) is the responsibility of the Scottish Government. SG Procurement Division will liaise with the ROD to ensure that these are procured in line with Scottish Government policy. Consultation between Defra's PCD and Scottish Government Procurement Division would be undertaken as necessary.

Laboratory Testing

2.33 In the event of an exotic animal disease outbreak within GB, disease diagnostic samples would go to the GB National Reference Laboratories, either the Veterinary Laboratories Agency, Weybridge or the Institute for Animal Health, Pirbright depending on the disease.

Communications

2.34 Good communication at all levels is essential for the successful control of any outbreak of disease. Internally, for the control authorities, good communication is required so that all understand what is going on, what the objectives of control are and to ensure that all work to a coordinated common purpose with no duplication of effort. The same principles apply to those affected by the disease because their understanding, cooperation and contribution to the control will provide the solution to the problem. The Scottish Government exotic diseases communications strategy can be found at http://www.scotland.gov.uk/Publications/2005/02/20639/51786 .

Key features of the Communications Strategy include:

• Detailed communications plan for each stage of an outbreak (suspect, confirmed, ongoing).
• Clear description of the policy position on the naming of locations.
• The issuing of a map of the controlled zones along with press releases.
• Definitions of roles and responsibilities with job descriptions for those with responsibility within the Disease Strategy Unit for communications.
• Description of tools and infrastructures used to disseminate information effectively.
• A communication matrix, identifying a wide range of audiences, the information each will require and the best channel of communication for them.

Internal

2.35 The Disease Strategy Unit (see page 26) will be responsible for ensuring that Scottish policy is effectively communicated. For this reason a Communications Coordinator will be responsible for overseeing the effective dissemination of accurate information both internally and externally. In addition a Scottish Government Press Officer will be sent to the LDCC to co-ordinate communications at the local level. A priority will be to ensure that staff in the field are fully aware of policy, but it will also be vital that appropriate communication is undertaken with other parts of the Scottish Government, particularly Scottish Resilience, Environment, Health, Enterprise and Tourism colleagues to ensure that the disease control work is fully joined up with any work on its wider impact.

Operational Instructions

2.36 In Scotland all instructions for use will be agreed between the Animal Health agency and the Scottish Government. Where a specific Scottish delivery plan is developed and instructions need to be issued to veterinary field staff, this will be done through existing channels by the Animal Health agency headquarters staff. Similarly any veterinary instructions which do not apply in Scotland will not be directly issued to Scottish field staff but will be copied to DVMs for information.

Stakeholder Communications

2.37 There are a wide range of methods used to communicate with stakeholders - these include text messaging, websites, helplines and stakeholder meetings with the Scottish Government.

Media Relations

2.38 The Media message will be led from the Scottish Government's Communications Directorate. A member of this will join the LDCC and co-ordinate a press response from there. They will also work with the Strategic Coordinating Groups ( SCGs) and any relevant sub-group to manage media relations at the scene of incidents and to ensure a consistent message is being projected from all agencies.

2.39 For a major animal disease outbreak, the strategic media response for Scottish Government should be set at corporate level, taking into account not only the disease control aspects but also consideration of the wider consequence management issues, e.g. impacts on communities, the economy, public health, etc. It is therefore likely that the Cabinet Sub-Committee- SGoRR (Scottish Government Resilience Room) would set the overall strategic direction for the SG response, including the media handling strategy in those circumstances. The communications interrelationships and coordination through the Communications Coordinator are set out below in Figure 5 Media Relations.

2.40 A key function of the SGCD is to ensure that accurate information is given out particularly in relation to outbreak statistics. A standard approach is to take the outbreak statistics (number of confirmed cases, cases under investigation, animals slaughtered, awaiting slaughter etc.) at around 18:00. These consistent data are then used in all communications with the press, by Ministers until updated at 18:00 the next day.

Schedule of Daily Co-ordination Meetings & Reports

2.41 A series of daily meetings will be scheduled to take place across the Command and Control Disease Management Structures. Internal team briefing meetings form part of this schedule and are to be held at regular intervals throughout each day. Representatives from the main headquarters disease control teams, RPID, Agricultural Staff, Press Office, and Agricultural and Rural Development Divisions will attend. Lasting approximately 30 minutes these meetings will provide a forum for immediate concerns/ key points of information to be raised and corrective action identified.

2.42 Time must also be built in for any required liaison with the corporate response structures and with SCG(s); the frequency of such engagement will depend upon the wider impacts of the outbreak and are not therefore set out in this Plan, but SCGs should consider the timetable at Table 1 Schedule of Daily Meetings

Table 1 Schedule of Daily Meetings

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