OrganicFarmNZ

PROPERTY MANAGEMENT PLAN & PEER REVIEW FORM

How to use this form

This document combines and replaces the previous OFNZ Property Management Plan (2008) and Pod Review Checklist (2005). It is accompanied by a new document, NOTES FOR POD REVIEWERS.

In this form, the property owner fills out the box with the question in it; the pod review team ticks the box alongside if all is correct, or make notes if it isn’t, and the CM either ticks off or comments on both.

The form is in three sections:

SECTION A provides basic information about the applicant and the property to be certified.SECTION B covers the history of the property, the overall vision of the applicants and describes the year-on-year management practices.SECTION C deals with the activities of the current year.

ALL current and new growers must complete the form in its entirety on the FIRST occasion it is used.

It is preferable for growers to complete the form electronically – that way it is a simple matter to update in subsequent years.

In subsequent years, if growers are submitting a hard copy, SECTIONS A and C must be submitted, but SECTION B will only need to be submitted when significant changes need to be recorded or there is a Corrective Action Required (CAR) relating to something in this section. ALL CHANGES TO BE CLEARLY MARKED.

SECTION C MUST BE COMPLETED ANEW EACH YEAR.

Peer ReviewExcept for the first time this form is used, the Peer Review should focus on SECTION C, and any CAR relating to SECTION A and B. The Pod Leader needs to provide full answers and comments on all relevant questions. When using the form for the first time all three sections should be reviewed thoroughly and checked for completeness.

PERMISSION

I agree that my details (contact and product information, as shown on the OFNZ certificate) held by the National Office of OrganicFarmNZ be made available to interested parties on request.

YES / NO

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NOTES FOR POD REVIEWERS

The purpose of this document is to assist Pod Reviewers to check that the owner(s) have correctly completed the form and that practices described and observed are consistent with the BioGro Standards.

SECTION ANew applicants: Check all details correct Existing registrants: Check the information is there

SECTION BNew applicants: Check all details correct Existing registrants: Check the information is there; check any CARsB5.1.3 Tests seen?B5.2.1 Tests seen?

SECTION CC2.4 Contractor declaration provided?C3.2 CM approval attached?C3.4 CM approval attached?C3.7 Observable impacts from water discharge?C3.8 Any visible damage?C3.9 Level of biodiversity and suggestions for improvementC5.1 Organic matter recorded? How do current results relate to earlier test?C5.2 Records consistent with what is observed?C5.3 Declarations for inputs supplied? Compost diary checked? Any compost in production at time of

visit? If so want is the estimated volume? Comment on quality?C5.4 Any observable ground cover between trees?C5.5 Diaries sighted?C5.6 Any present? Evaluate as minor/significant Material comply/ have approval? Dairies sighted?C6 Does this match what is seen? Are grazing rotations appropriate?

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SECTION A: APPLICANT AND PROPERTY DETAILS

A1 THE APPLICANT(S)A1.1 Name(s)

A1.2 Name of Property/Business

A1.3 Property Address including RD number and postcode

A1.4 Postal Address (if different from above)

A1.5 Contact Details

Phone (day): Phone (evening):

Fax: Mobile:

Email:

Website:

A2 THE PROPERTY

A2.1 OFNZ Producer # (if applying for the first time, enter ‘New Applicant’):

A2.2 Regional Body:

A2.3 Are you a member of a Pod? YES / NO

If YES, enter name of the Pod:

If NO, would you like to (a) be a member of a Pod OR (b) remain an individual grower? (please underline as applicable)

A2.4 Current Certification Status: (underlin e as applicable)

New Applicant C0 C1 C2 Full

Expiry date of current certificate (if applicable):

A2.5 Total area of property (hectares):

A2.6 Partial Certification-- Is the entire property to be organically certified or only part of the property? (underline as applicable)

Total area to be certified:A22.7 Brief description of nature of business/enterprise:

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SECTION B: THE PROPERTY: LOCATION, LAND USE, HISTORY, VISION, MANAGEMENT PRACTICES

B1 LOCATION MAPAppend a location map to this Property Management Plan. The purpose of the map is to ensure that the property can be found easily by a person unfamiliar with the locality.The map should be labelled as below.[Check and or + for completeness].

Pod Review CMB1.1 (a) Name of applicant(s)

(b) Property name, physical address, and boundaries (c) OFNZ producer number (d) GPS coordinates, if available The map should also(e) Be accurate and drawn to scale (f) Include a North point arrow (g) Show where the property is located in relation to nearby towns/settlements, neighbours, and their land uses, with distances (h) Include names of roads, state highway numbers, and landmarks (i) Identify any other Pod members’ properties on the map

B2 LAND USE MAPAppend a land use map to this Property Management Plan. The purpose of the map is to provide a precise record of all physical elements of the property of relevance to OFNZ certification.Employ a key to identify features below and add it to your map.The map should be labelled as below.Check and or + for completeness.

Pod Review CMB2.1 (a) Name of the applicant(s)

(b) Property name and physical address (c) OFNZ producer number The map should:(d) Be drawn to scale (e) Include a North point arrow (f) Include all land use activities, including house outbuildings old building sites sewage disposal (g) Identify fence-lines, boundaries, cropping areas, pasture blocks, orchards, woodlots, shelter belts, buffer zones, quarantine areas, stream, river, lake, dam, bore (h) Identify historic, conservation, QEII Covenant areas (i) Identify wild/natural areas such as wetlands, bush (j) Indicate neighbouring land ownership and land use (k) Any other feature (l) ON PARTIALLY CERTIFIED PROPERTIES distinguish between certified and uncertified parts of the property OR Not applicable

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B3 HISTORY Pod Review CMB3.1 How long have you owned/managed this property?

B3.2 Describe any past land use and management of the property that you know of, especially in the five years before you took over:

B3.3 Do any of the use or management practices mentioned in B3.2 potentially affect the property’s potential for organic certification? YES NO DON’T KNOW

Identify problem including name/nature of product / contaminant where known:

(a) pesticide, herbicide, fertiliser use:

(b) livestock treatments, e.g. sheep dip sites:

(c) old offal pits, farm refuse dumps, etc

(d) contamination from buildings (including old building sites) or other infrastructure:

Any other comments:

NOTE: SECTIONS B3.4 – B3.7 NEED TO BE COMPLETED BY NEW APPLICANTS ONLY

Pod Review CM

B3.4 Prohibited inputsHave prohibited inputs been used on the property in the last three years? YES / NO(Check the BioGro Standards and Directory of Certified Inputs.)

If YES (or unsure of status of an input) list here:Product

B3.5 Restricted inputsHave restricted inputs been used on the property in the last three years? YES / NO(Check the BioGro Standards and Directory of Certified Inputs.)

If YES (or unsure of status of an input) list:Products Date of use

B3.6 ConversionWhen did you begin conversion towards ‘organic’ management of this property?

B3.7 Previous certificationHave you previously held organic certification? YES / NO

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Have you previously applied for organic certification and been declined? YES / NOIf YES, what was the name of the Certification Body:

Status achieved:

Period of Certification:

B4 PERSONNEL; LONG TERM AIMS Pod review CMB4.1 Manager(s)

Name the person(s) responsible for the day-to-day management of the property:

B4.1 InformationWhat sources do you use for information, advice, and education on organics/natural farming practices?

B4.2 Organic integrityWhat methods do you employ to ensure workers (temporary and permanent) do not compromise the organic integrity of the property?

B4.3 Long-term aimsWhat are your long-term aims for the organic management of the property? Include any economic, lifestyle, or other relevant objectives as well as types and scale of production envisaged, planting programmes or other development, etc

B4.4 BioGro Standards and Input Directory?Do you have access to the current BioGro Organic Standards at all times? YES / NOHave you read these Standards? YES / NODo you need clarification of the Standards in any way in regard to your property or management? YES / NO

B4.5 Do you understand the certification process? Refer to the OFNZ operational Guideline? YES / NO

B4.8 Other activitiesAre there other income generating or hobby activities carried out on the property by yourself or other persons – including buildings that are leased out – that might influence your organic production? The purpose of this question is to identify other activities on the land that may impact your organic certification status

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B5 LAND MANAGEMENT: ISSUES, PRACTICES, ACTIVITIES Pod Review CMB5.1 ISSUESB5.1.1 Sources of contamination

Are there any sources of possible contamination of your property (e.g. windblown dust, water runoff and watercourses, spray drift, etc)?

B5.1.2 Reducing contaminationDescribe what you have done to reduce possible contamination of your property from activities carried out on neighbouring properties/adjoining public land. Include references to spraying, application of synthetic fertilizer, shelter-belts, roadside verge management, agreements with neighbours and local authorities, etc.

B5.1.3 Water(a) Describe the water catchment of the property (i.e. explain

where water comes on to the property, where it goes to, and the catchment area)

(b) Describe any possible effects the source of any water might have on the quality of the water used on the property (e.g. runoff from neighbouring land, 1080 use, etc.)

(c) Name all sources of water used on the property for irrigation, livestock, washing crops and machinery (e.g. town supply, bore, springs, river, dam, etc.)

(d) Have you had any water tests conducted on any of the water sources listed in (c) above?

Water tests: YES / NODate of tests:

(Town water supply or rainwater usually does not need testing but bore water, river and spring water if used in quantity or for washing crops for sale off site generally require testing)

Tests seen? Tests seen?

B5.1.4 SoilDescribe any erosion or other soil problems you may have on the property and how you are managing them (e.g. erosion of river banks and slopes, soil creep, pugging).

B5.1.5 Weeds, pests, diseasesList any persistent weeds, pests or diseases (plant and animal) that affect your property and outline the methods you use to

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manage these.

ITEM METHOD

Outline any compulsory Government or Regional Council pest or weed control measures on your property, e.g possums, noxious weeds, etc.

Permission needs to be sought from the CM for non-certified, or restricted inputs.

[Regional Councils and DOC may be of assistance in providing traps for possums and rodents and in advising on non-chemical methods of weed management.(http://www.doc.govt.nz/get-involved/run-a-project/restoration-advice/weed-control/to-control-or-not/)]

B5.1.6 Wild areasDescribe any wild or natural areas (e.g. bush, wetlands, etc.) on your property, how these are protected and/or enhanced, and how they contribute to the overall biodiversity of your operation (ensure they are on property map).

AREA CONTRIBUTION

B5.1.7 Cultural sitesAre there any important cultural, archaeological or wāhi tapu sites on your property? YES/NO

If YES, what are they and how are they maintained and/or protected?AREA MANAGEMENT

B5.2 PRACTICES Pod Review CMB5.2.1 Soil

(a) Describe the methods you use to develop and maintain soil structure (e.g. cultivation techniques, cover crops, fallows, mulch, etc)

(b) Describe the methods you use to build soil fertility (e.g.

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composting, mineral fertilizers, BD preparations, green crops, livestock, microorganisms)

(c) Has your soil been tested for heavy metal, DDT, DDE or other contamination? YES / NO

If YES, type and date of test: Results seen by Peer Review/CM? YES / NO

B5.2.2 PastureDescribe the methods you use to develop and maintain pasture health and diversity (e.g. pasture species, renewal practices)

B5.2.3 Orchard swardDescribe the methods you use to develop and maintain a healthy orchard environment(e.g. mowing practices, orchard sward species)

B5.2.4 BiodiversityDescribe how you are ensuring adequate biodiversity within and between production areas and on the property generally. Provide details of shelter, shade, species diversity, insect habitat, and measures to enhance soil microorganisms etc.

B5.2.5 Water useDescribe how water is used on your property.Do you use water or irrigate production areas? YES / NO

If YES(a) describe the water source(s):(b) areas covered:(c) crops involved:(d) methods (eg equipment) used:

B5.2.6 QuarantineHave you created a defined quarantine area on your property? YES / NO

If YES, is that area marked on your Property Land Use map? YES / NO

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B5.2.7 Machinery

List all machinery used on the property and indicate whether is dedicated 100% to organic use on the property:

Does the machinery match the list?

B5.2.8 Clean-downDescribe clean-down and reporting procedures for all non-dedicated machinery and contractors’ machinery used on the property.(If all machinery is dedicated organic, answer N/A)

NOTE: You need to ensure that wash down areas are appropriate to the scale of your operation. Written permission from your Certification Manager may be required for machinery clean down procedures on partially certified properties.

B5.3 ACTIVITIES Pod Review CMB5.3.1 Crops

Give details of your main crop rotations (e.g. Year 1: potatoes; Year 2: brassicas, etc.)

B5.3.2 Livestock rotation and grazing practicesGive brief details of your rotation and other grazing practices for all livestock types (e.g. heifers strip grazing behind electric fence, moved daily; poultry rotated weekly – 3 pens.)

B5.3.3 Livestock nutritionDescribe how you ensure your livestock (including poultry) receive an appropriate and balanced diet. Include details of supplementary feeds.NOTE: any feed not produced on the property is an off-farm input and should be included in your Input Schedule. Livestock feed should preferably be certified organic but if this is unattainable it should not contain any GM material, except for GM-derived Vit B2 and Vit B12.

Is all livestock feed certified? YES / NO /n.a.

If NO, is a GM-free declaration attached? YES / NO /n.a.

B5.3.4 ProcessingGive details of any processing undertaken on your property of products for sale, for which you require organic certification.NOTE: processing includes making jam, pickles, and the like, but

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does not include the packing of fruit or vegetables, milk, or nuts. It does not include processing for home use. Also, if any processing involves the use of inputs (e.g. sugar, honey) these should be detailed, together with the certification status for all inputs acquired off-farm. Any off-farm inputs must be included in your Input Schedule.

B5.3.5 PackingAre crops or products packed on-farm? YES / NO

If YES, describe the types of packaging used (e.g. new cardboard boxes, glass bottles, plastic bags, etc).

If reusable packaging is used, how is it cleaned?

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SECTION C: THE CURRENT YEAR.

This section should include any Corrective Actions Required (CARs)

C1.2 Changes to Sections B Pod Review CMHave you made any changes to the information provided in Section B of this Property Management Plan?

YES /NO

If YES, indicate the sections concerned:

CARs CARs

C1.3 CARS from last year Pod Review CMWere any corrective actions required as a result of last year’s certification round?

YES / NO / n.a.

If YES, provide details of(a) corrective actions achieved; and

(b) corrective actions not yet achieved, and reasons.

C1.4 Short-term goals Pod review CMProvide a brief account of your short term goals for the property, including a reference to the goals mentioned in your last Property Management Plan.

C2 Personnel Pod review CMC2.1 Manager

If there is more than one property manager listed in Section B4.1, who will be present at the Peer Review?

C2.2 StandardsI /we have access to the current BioGro Standards at all times, have read them and understand them.

YES / NOC2.3 Consultants

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Have you employed any consultants or other advisers to help with the organic management of the Property? YES / NO

If YES, provide details including names and dates:

C2.4 ContractorsHave any contractors been employed on the property? YES / NO

If YES, provide details including names and dates, and include details of clean-down if appropriate, and provide contractor declaration:

Contractor declaration provided?

C3 Property Management Pod Review CMC3.1 Buffer zones

Comment on the effectiveness of your buffer zones at present.NOTE: provide details of any activities by your neighbours or others that might have compromised the organic integrity of your property

.

C3.2 Prohibited inputs usedProhibited inputs may only be used with permission of the Certification Manager. Have any prohibited inputs been used on the property in the current year? YES / NO

If YES, name product(s): date(s) used: reason(s) for use:

Check they are included in input schedule

C3.3 Prohibited inputs storedAre any prohibited inputs stored on the Property? YES / NOIf YES, name the product(s) and explained why they are being stored:

C3.4 Restricted inputsRestricted inputs may only be used with permission of the Certification Manager Have any restricted inputs been used on the property in the current year? YES / NOIf YES, name product(s): date(s) used: reason(s) for use:

Check they are included in input schedule

C3.5 Off Site Input FormAll offsite inputs must be recorded on the standard input form,

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obtainable from the Organic Farm NZ websiteC3.6 Machinery Clean-down

Have the clean-down procedures as described in SECTION B5.2.8 been employed? YES / NO / n.a.

If no, what clean-down has occurred?

C3.7 Water dischargeComment on any issues created by water discharge from clean-down and crop washing on the property:

observable impacts from water discharge?

C3.8 Soil erosion, compactionHave there been any issues with erosion, soil compaction, pugging, etc in the current year? YES / NOIf YES, provide details:

Any visible damage?

C3.9 BiodiversityWhat has been done over the current year to preserve or enhance biodiversity on the property?

Level of biodiversity

Suggestions for improvement

C4 Produce, products Pod review CMList all crops / products / livestock being produced on the property over the last year.

Certified produce for sale(for inclusion on your certificate and in order of economic value)

Uncertified produce for sale(give reasons for exclusion)

Other produce/livestocknot for sale

C5 PRACTICES Pod Review CMC5.1 Soil fertility test Organic matter

recorded?.

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Has a soil fertility test has been conducted during the current year? YES / NO

If YES, are the test results available for the Peer Review? YES / NO

If NO, when was the last test? was it seen by the Peer Reviewer? YES / NO

How do current results relate to earlier test?

C5.2 Soil Management practices

Describe any management practices employed in the current year (in addition to those described in B5.2.1) to improve soil health and productivity (e.g. compost applications, mineral amendments, sprays, etc.

Have these all been recorded in the relevant property diaries? YES / NO

Records consistent with what is observed?

C5.3 CompostHas any compost been made on the property in the current year? YES / NO

If YES:(a) have any inputs come from off the property? YES/NO (If Yes, provide details)

(b) has a temperature and turning diary been maintained, as required by the standards ? YES / NO

Declarations for off-farm inputs supplied?

Compost diary checked?

Any compost in production at time of visit? If so want is the estimated volume?

Comment on quality?

C5.4 Cover crops, green manure crops, fallowsHave any green crops, cover crops, or the like, been grown this year, or areas fallowed? YES/NOIf yes, give details:

Observed?

Ground cover between trees?

C5.5 Nutrient and pest/disease management spraysHave any nutrient or pest/disease management sprays or other applications been made this year? YES/NO

If YES, provide details (and have relevant diaries available for

Diaries sighted

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inspection)

C5.6 Plant and animal pests and diseasesIdentify any pest or disease problems this year

Provide details and describe any treatments or practices employed to mitigate the problems (and have relevant diary available for inspection)

Any present?

Evaluate as minor/significant

Material comply/ have approval?

Diaries sighted?C5.7 Seeds

Where do you get your seeds from? (e.g. save your own, purchase, from neighbours).Note: any seed not grown on the property is an off-farm input and should be included on your Input Schedule.

Is all your seed certified? YES / NO / n.a.Is all seed untreated? YES / NO /n.a.Is a declaration that non-certified seed is untreated and GM-free attached?......................................YES / NO / n.a.

All seed should be untreated, but if it is not, identify any treated seeds used, and why:

C6 Livestock, including poultryList and give numbers for all livestock including information on type/breed and age

Pod review CM

Animal Type/breed Age NumberDoes this match what is seen?

Are grazing rotations appropriate?

C7 Quarantine Pod Review CMProvide details of all livestock owned by you, or grazed on your land, that are treated and quarantined on property in the current certfication year

Livestock detaiIs (incl tag or marker ID):

.

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Type and date of last treatment:

Time in quarantine:

C7 Other information Pod Review CMIs there any additional information that you think is relevant to this Property Management Plan?

POD PEER REVIEW CHECK Initial: Date:

The following information is still required:

All information is complete

Property Management Plan Checklist (completed by the Applicant)

Please Underline

Property Management Plan completed………………………………………………. YES NO

Maps completed………………………………………………………………………………… YES NO

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Fee attached…………………………………………………………………………………. ….. YES NO

Off-Farm Inputs Schedule attached……………………………………………………. YES NO

With ALL relevant Restricted Inputs Forms………………………………..…. YES NO

With ALL relevant Supplier Declaration Forms…..…………..……..……..…. YES NO

Soil tests attached…………………………………………………………………………….. YES NO

Pod Leader check and signed…………………………………………………………. YES NO

PMP circulated to and checked by other Pod Members……………………………. YES NO

CM Approvals for use of restricted or prohibted inputs……………………………... YES NO

Any other Attachments………………………………………………………………….. YES NO

Number of Attachments ……………..

Paperwork on file

You should have some (or all) of the following on file (for your own records, for the Pod Peer Review and also for any independent audit).

Please Underline

Compost diary………………………………………………………………..…. YES NO N/A

Livestock treatment diary…………………..………………………………….. YES NO N/A

Livestock quarantine diary…………………………………………………..… YES NO N/A

Crop treatment diary…………………..……………………………………….. YES NO N/A

Soil tests: - including organic matter…………………..………………… YES NO

- including chemical residues…………………..…………… YES NO

- including heavy metals…………………..………………… YES NO

- DDT tests…………………………………………………… YES NO

Water quality tests……………………..……………………………………….. YES NO N/A

Production records……………………………………………………………... YES NO N/A

Sales records……………………..…………………………………………….. YES NO N/A

Spray diary…………………..………………………………………………….. YES NO N/A

Fertiliser schedule…………………..………………………………………….. YES NO N/A

Privacy Act 1993 Authorisations

I/We authorise OrganicFarmNZ (including its regional bodies) to:

(a) Collect from, and disclose to, any person (“person”) information in connection with this Property Management Plan for the purpose of assessing this Plan and my/our application for certification; and

(b) Disclose to any person whether or not I/we have been granted certification from OrganicFarmNZ and/or the products in which we have been granted certification.

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I/We also authorise each person to provide any information about me/us to OrganicFarmNZ which OrganicFarmNZ may require in connection with assessing this Property Management Plan.

I/We understand that, under the Privacy Act 1993, I/we may have rights of access to, and correction of, personal information held by OrganicFarmNZ about me/us.

Declaration

I/We hereby declare that:

(a) The information provided by me/us in this Property Management Plan:

(i) is true, accurate and complete;

(ii) is not false or misleading in any respect; and

(iii) represents my/our processes, inputs and outputs in the business or property which is subject to this application for certification; and

(b) I/we have disclosed to OrganicFarmNZ all information that has reasonable bearing on whether or not OrganicFarmNZ will grant me/us certification.

By submitting this Property Management Plan, I/we agree to accept and be bound by OrganicFarmNZ’s Compliance Procedures and Operational Guidelines (as may be amended from time to time).

OrganicFarmNZ reserves the right, at any time, to terminate any certification given by OrganicFarmNZ if I/we:

(a) Have withheld any information from, or given false or misleading information in, or in connection with this Property Management Plan; or

(b) Fail to comply with OrganicFarmNZ’s Compliance Procedures and Operational Guidelines.

Please initial to confirm:

1. ___ I/We have read the Privacy Act Authorisation and Declaration above.

2. ___ I/We have read and understand the information in the BioGro Standards [Appendix B],related to prohibited inputs.

3. ___ I/We agree to abide by the OFNZ Compliance Procedures and Operational Guidelines.

Please sign to confirm the accuracy of the information included and acceptance of OrganicFarmNZ’s terms and conditions.

Name/s:

Signed:

Date:

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To be fi lled out by the Peer Review

Recommendation – copy for the Certification Committee

At the end of each Peer Review, the Pod is required to collectively overview what they have seen and heard and record their responses.

Note the peer review team do not finally decide on the level of certification the property will receive. The final decision on the certification status will be made by the Regional Body Certification Committee based on this Pod Peer Review Report and the independent Auditors report.

The immediate task of the Peer Review team is to identify the specific actions required by the property owner in order that they comply with the Standards.

With specific reference to the Standards, list any Corrective Actions Required that must be met before a certificate can be awarded.

Clause # CA # Corrective Action to be taken By When?

What level of certification is this Pod recommending? (Please circle)

By default, new certification begins at C0. This may be adjusted by the Regional Body Certification Committee.

Nil C0 C1C2 Full

Recommendations & Comments (Note: if different Pod members disagree on the certification level/status – these views should be noted.)

Pod Members

Are all Pod Members present? Yes No Date:

Name SignaturePod Leader

Pod Reviewer

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Recommendation – copy for the Property Owner/s

Note: This page is to be removed and handed to the Property Owner(s) after the Pod Peer Review is completed

Property Owner’s Name(s)…………………………...…………………………………..

Note: The information entered below should be a ‘carbon copy’ from the previous page “Recommendation – copy for the Certification Committee”

With specific reference to the Standards, list any Corrective Actions Required that must be met before a certificate can be awarded.

Clause # CA # Corrective Action to be taken By When?

What level of certification is this Pod recommending? (Please circle)

By default, new certification begins at C0. This may be adjusted by the Regional Body Certification Committee.

Nil C0 C1

C2 Full

Recommendations & Comments (Note: if different pod members disagree on the certification level/status – these views should be noted.)

Signed: ………………....…………………………………………. Date: ………………………

Pod Reviewer

Signed: …………………….………………………………………. Date: ………………………

Property Owner(s)

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