TERMS OF REFERENCE FOR FOCUS GROUP - CROPS FOR PROCESSING -

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1 TERMS OF REFERENCE FOR FOCUS GROUP - CROPS FOR PROCESSING - In October 2015, the GLOBALG.A.P. Board approved the formation of a Focus Group that will not only be responsible for the finalization of the Crops for Processing standard but also developing clear, auditable interpretation for the Crops for Processing standard and where appropriate the Integrated Farm Assurance standard. 1. SCOPE The Focus Group will have 2 main tasks: The 1 st will be to finalize the Crops for Processing standard: - Considering the risk assessments - Evaluating the food safety criteria - Define the sustainability elements in relation to the Sustainable Agriculture Initiative (SAI) Platform Farm Sustainability Assessment (FSA) - Evaluate public consultation and field trials comments - Agree on the General Regulations The 2 nd task will be to enhance GLOBALG.A.P s environmental sustainability Control Points and Compliance Criteria for crops with corresponding resources to support auditing and compliance: - The outcome shall be more meaningful, robust, defined and efficient approach to environmental sustainability assessment, which will foster greater acceptance and respect for GLOBALG.A.P. s role in assurance at the farm level for environmental sustainability. The scope overall will focus on the Crops for Processing standard and the outcome will include: Guidance for GLOBALG.A.P. Integrity Program for evaluating and calibrating certification body performance. Consistency in the auditor verification practices, including desk auditing when on-site audits are deemed unnecessary. Increased capacity among producers for developing and demonstrating sustainable practices. Clarity for retailers seeking to understand the assurances provided by GLOBALG.A.P. Certification. Alignment with partnering organizations specializing in environmental sustainability assessment, particularly metrics. Page 1 of 6 Page: 1 of 1

2 Information on recording or measuring sequestration or at least the reduction of emission of carbon on farms. All of these outcomes directly support GLOBALG.A.P. s mission to implement Good Agricultural Practice worldwide to lay the foundation for food safety and the protection of scarce resources with a promise for a sustainable future. Auditing guidelines will provide Certification Bodies with clear guidance on what and how to audit the environmental CPCCs, while the implementation guidelines will support producers with compliance. 2. MEMBERSHIP AND ATTENDANCE 2.1 Composition 1. The Focus Group shall consist of stakeholders who are experts in the field of crops that will be processed and also in environmental sustainability on farm level. These group members do not have to be members of GLOBALG.A.P. (Retailer/Food Service/Manufacturer, Supplier or Associate). The minimum number of members of the Focus Group is three (3) GLOBALG.A.P. members, of which at least one (1) GLOBALG.A.P Retailer/Food Service/Manufacturer and at least one (1) GLOBALG.A.P Producer/Trader member. At least one member of the Focus Group shall be a Crops Technical Committee member. The group shall not have more than 20 members. 2. A Board member liaison will be appointed. Any GLOBALG.A.P. Board member and the GLOBALG.A.P. CEO are allowed to attend any Focus Group meeting as observers. 3. The Board reserves the right to appoint additional members based on expertise. 4. A GLOBALG.A.P. staff member shall be an ex officio member of the Focus Group as facilitator. 2.2 Eligibility Criteria Applications will be assessed and accepted by the Secretariat against the following criteria: Knowledge of and impact in the industry with regards to sustainable farming Technical expertise in the areas of environmental sustainability priorities at the farm level (e.g., soil, climate, biodiversity, carbon sequestration, etc.) Page 2 of 6 Page: 2 of 1

3 Knowledge of on-farm auditing practices Knowledge of and experience with the GLOBALG.A.P. IFA Standard Support in industry to promote GLOBALG.A.P. Certification The extent to which the applicants represent their stakeholder group 2.3 Attendance GLOBALG.A.P. requests the following from Focus Group participants: Active and constructive participation Professional approach Openness about any agenda that may be in conflict of interest 1. Focus Group members shall cover participation time and other direct costs associated with participation in the meetings (travel, accommodation, meals). 2. All meetings set by the members of the Focus Group acting on a specific topic shall be attended (either face to face or virtual). 3. Attendance of Focus Group members to meetings who voluntarily participate in the GLOBALG.A.P. Rewards for Industry Program (GRIP) will affect the status and reward of that member and the associated member organization. 4. Focus Group members shall be able to communicate in English. 2.4 Term of the Focus Group 1. Membership in the Focus Group is for the duration of the finalization of the Crops for Processing standard, development process of the draft auditing and implementation guidelines and the presentation of recommendations to the GLOBALG.A.P. Board, approximately one year, starting in February Should a member not be interested in continuation of membership in the Focus Group after the finalization of the Crops for Processing standard, the GLOBALG.A.P. Secretariat will approach stakeholders that expressed interest before and/or put forward another call for participation for the remainder of the term. 3. Should a member need to resign from the committee for any other reason and his/her company cannot send an appropriate replacement (complying with the stated requirements), the GLOBALG.A.P. Secretariat shall seek nominations in a timely manner if needed. Page 3 of 6 Page: 3 of 1

4 2.5 Meeting dates The Focus Group will decide on how many meetings they need and whether it will be face-to-face or virtual meetings. The first meeting will be: 3 February 2016, 9:00-13:00, Berlin, Germany. Future meetings for 2016 will be set during the first meeting. 3. APPLICATION PROCESS 1. A public call for participation will be published on the GLOBALG.A.P. website for 4 weeks. 2. This Focus Group will be limited to 20 members. 3. Interested individuals shall be nominated or apply to the GLOBALG.A.P. Secretariat at committees@globalgap.org. Application forms are available on the GLOBALG.A.P. website. 4. The GLOBALG.A.P. Board liaison and Secretariat will select the most suitable members, according to the criteria presented in the brief and in alignment with the present rules. 5. Members of this Focus Group will be announced on the GLOBALG.A.P. website and to GLOBALG.A.P. members by the beginning of January RESPONSIBILITIES OF FOCUS GROUP The Focus Group, supported and guided by the GLOBALG.A.P. Secretariat, will work mostly independent from the Crops Technical Committee. However, the Crops Technical Committee and Board need to finally adopt and/or approve any normative documents developed/revised/recommended by the Focus Group. The Focus Group has the following responsibilities: Advise the GLOBALG.A.P. Board and Crops Technical Committee in a technical capacity when called upon. Coordinating with the Crops Technical Committee on CPCCs that address risks to both environment and food safety. Additionally, the Focus Group shall explore the utility of quantitative sustainability metrics in demonstrating compliance, and the potential for data collection procedures that would reduce the need for annual on-farm verification. Page 4 of 6 Page: 4 of 1

5 5. FOCUS GROUP CHAIR AND VICE CHAIR The GLOBALG.A.P. Board will appoint a chairperson and the group will elect a vicechairperson. They will moderate and conduct the meetings. Any member of the Focus Group may nominate himself or herself for vice-chair. The chair and vice-chair are appointed for the duration of the Focus Group activity. In case the chair is not able to fulfill his/her duties temporarily, the vice-chair shall take over his/her duties. Role and Responsibilities Chair all meetings, ensuring there is open and adequate discussion on each agenda item Approve agendas and minutes of all meetings Facilitate decision-making amongst members Work with the GLOBALG.A.P. Secretariat representative to ensure that the composition of the Focus Group is balanced and that commitment of all members is tracked through attendance and activity Attend Technical Committee and/or Board meetings on request 6. DECISION-MAKING 1. The Focus Group shall seek to make decisions by consensus, which is defined here as the absence of sustained opposition to a decision. 2. Where consensus cannot be reached, the Focus Group shall revert to decisions by 75% majority of those present. 3. Minority statements shall be included in meeting minutes. 7. COMMUNICATION 1. The Focus Group reports directly to the Crops Technical Committee. The Secretariat shall support the Focus Group and is a necessary intermediate. 2. The Board shall receive the minutes of the Focus Group meetings; and the Focus Group shall receive Board meeting minutes that relate to relevant issues. 3. Excerpt of minutes of Focus Group meetings shall be shared with the relevant Technical Committees and National Technical Working Groups. 4. All communication shall be in English. Page 5 of 6 Page: 5 of 1

6 9. CONFIDENTIALITY AGREEMENT The Focus Group members have the obligation to maintain the strictest confidentiality about all the information, documents and decisions of the meetings that affect the committee, unless expressly authorized otherwise on specific issues by the particular committee. Each member of the Focus Group shall confirm this by signing the Confidentiality Agreement. All Focus Group members shall also observe the Anti-trust statement. Page 6 of 6 Page: 6 of 1