2.n Renewed Service Level Agreement Project Jonah 2018 DOC 5450818.pdf

Project Jonah

Service Level Agreement8-
2021
between

Project Jonah New Zealand Inc.

and

Department of Conservation

1.  Document Control

1.1.  Document Information

Document Id
DOCDM 5450818
Document Owner
Deputy Director General, Operations

1.2.  Document History

Version
Issue Date
Status update or version-specific comment
1
19 April
Reviewed by
, Manager Marine Species
2
26 April
Sent to Project Jonah for review
3 (DOCCM11)
27/06/2018
Final version for sign off
4 (DOCCM15)
02/08/2018
Revised version for re-signing

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2.   Document Purpose

The purpose of this Service Level Agreement (SLA) is to formalise the arrangement between the
Department of Conservation (DOC; customer) and Project Jonah NZ Inc. (PJ; service provider) for a
further three-year period, 2018-2021. This document outlines the funding and in-kind support
provided by the Department to Project Jonah, in exchange for the defined level of services. This
agreement follows on from a previous Service Level Agreement of 2015-2018.
3.  Service Review
This SLA is valid from the Commencement Date shown below. This SLA should be reviewed annually,
by the signatories, prior to 30 June (30 June 2019 being the date for the first annual review, annually
thereafter).

At each annual review an assessment of the key performance indicators (KPIs) will be conducted to
review success and progress, using the annual review template.

Review of this SLA can also occur in the event of significant change to the customer need, service
delivery, or funding situation (i.e. in the case that third party funding becomes available).

Commencement Date
01 July 2018

Date of Termination
30 June 2021
4.  Description of Service Provider

PJ is a registered charity with a volunteer network that works toward the conservation and individual
welfare of marine mammals. PJ aims to take positive action for conservation through direct
assistance and/or support to incidents involving marine mammals, more specifically:
•  through the provision of first aid to stranded or injured marine mammals,
•  maintaining of a network of training volunteers,
•  maintaining of equipment to assist with stranding responses,
•  implementation of education and awareness campaigns to promote marine mammal
conservation.

PJ provides a significant contribution to the management of marine mammal strandings across New
Zealand. This involves the building and maintaining of a trained volunteer network to respond and
assist at strandings, a training and currency programme that is valued by DOC, Iwi and broader
communities. It also provides an education and advocacy programme that is well received by
communities.

5.  Commitment to SLA
DOC has retained a close working relationship with PJ, with many instances of good collaboration in
support of marine mammal incidents. This positive engagement resulted in the establishment of a
memorandum of understanding between these parties. DOC considers there is potential to grow the
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relationship to support greater conservation outcomes for New Zealand. For this reason, a shared
commitment to work together under an SLA was identified in 2015. This commitment was
reaffirmed in 2018 with a further three years of funding to continue the relationship, but also ensure
that Project Jonah have the opportunities they need to become a self-sustaining entity.
6.  Scope of SLA
6.1.  In scope services
PJ will provide and undertake the following services and actions:
•  A fit for purpose marine mammal medic training course
•  An annual marine mammal medic training programme
•  A database of volunteers trained and available to assist with marine mammal incidents
•  Under timely and reasonable request from DOC, an appropriate level of support at marine
mammal incidents
•  Safe equipment suited to assist with marine mammal incidents
•  Provision of staff able to represent PJ at the SLA review meetings as well as other ad hoc
meetings identified as necessary to progress the SLA

DOC will provide the following:
•  Funding of $50k per annum for three years from 1 July 2018 to 30 June 2021
•  Advice and opportunities for PJ staff and key volunteers to train in key areas in relation to
marine mammal incidents (e.g. CIMS2 & CIMS4) in line with the Key Performance Indicators
listed below
•  An agreed process, timetable and staff to support the annual review of the SLA, as well as
other ad hoc meetings indentified as necessary to progress the SLA.

6.2.  Out of scope services
PJ is not responsible for managing stranding incidents, unless mutually agreed upon by DOC and PJ
representatives.

6.3.  Assumptions
PJ will continue to seek a third party sponsor that would enable the delivery of the services identified
under the SLA, and other activities as agreed between PJ and the sponsor. This sponsor may be a
single entity, a commercial organisation, or a combination of many parties, with the goal of providing
sustainable income to ensure PJ exists beyond the term of this SLA.
7.  Service Management
Delivery of the SLA will be undertaken by PJ staff and volunteers in collaboration with relevant DOC
staff.

Oversight of the SLA as a whole will be administered by PJ staff in collaboration with DOC’s Manager
of Marine Species and Threats. Risks, benefits, opportunities and threats that arise from the SLA to
be shared and discussed openly between PJ and DOC staff. These discussions to be undertaken as
appropriate throughout the life of the SLA.
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7.1.  Key regional areas
•  Northland
•  Auckland
•  Bay of Plenty
•  Nelson
•  Golden Bay
•  Wellington
7.2.  Key performance indicators
1.  PJ and DOC share, review and agree upon the content of the marine mammal medic course
beginning 1 July and finalised by 1 September of each year
2.  PJ and DOC agree an annual training schedule by 1 September of each year with at least one
public training session implemented annually in each of the key regional areas
3.  PJ provide DOC with at least 24 guaranteed places on the marine mammal medic course
over the three-year period, priority to be given to staff working in the key regional areas
4.  Requests for participation by DOC staff to attend public training sessions beyond these 8
guaranteed places to be considered and, if reasonable, facilitated on a case by case basis
following discussion between PJ and DOC officials
5.  If an exclusive (or private) training session is requested by DOC (to train staff, key
stakeholders, members of related agencies, Iwi, etc.), PJ will make every effort to
accommodate this request at a mutually agreeable time and location, with DOC meeting any
reasonable and related expenses incurred by PJ
6.  PJ document and provide evidence to DOC by 1 July of each year that the relevant training is
undertaken with full regard to the safety and wellbeing of participants, and with full account
of relevant legislative requirements
7.  PJ maintain an up to date database of volunteers and provides evidence of this to DOC in an
annual report on the 1 July each year, including evidence data is held securely and with
approval from each volunteer
8.  PJ staff and key volunteers, provide to DOC annual evidence of their commitment to support
the CIMS structure and process as and when implemented by DOC in support of a marine
mammal incident
9.  DOC to provide timely advice and information to PJ on any legislative, health & safety and/or
procedural changes that directly affect the response to marine mammal incidents and
strandings
10. PJ staff and volunteers provide support to DOC as and when reasonably requested to assist
with marine mammal incidents within the key regional areas
11. PJ to maintain, and document, that all equipment used during training or actual stranding
incidents meets all relevant statutory requirements and that staff and volunteers are trained
in the safe operation of the equipment
12. DOC regional staff to enable participation by PJ staff and key volunteers in support of any
debrief undertaken following a marine mammal incident in the key regional areas. If PJ
attends a marine mammal incident at the request of DOC in a non-key regional area, then it
is desirable that PJ staff also participate in any debrief
13. DOC and PJ undertake an annual review of this SLA by no later than 30 June with any
mutually agreed recommendations recorded and reviewed into the SLA by no later than 1
July
14. DOC and PJ work collaboratively on media enquiries relating to marine mammal incidents or
matters that fall to this SLA

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7.3.  Key performance assessment

Key
Assessment criteria
By when
By who
performance
indicators
(PI)
1
DOC has seen, reviewed, and approved
1 July - 1

content for the medic course, assuring it
September
(PJ) and
is in line with DOC Marine Mammal

Readiness and Response SOP

(DOC)
2
DOC and PJ agree on an annual training
1 September

schedule, with at least one training
(PJ) and
session implemented annually in each of

the key regional areas

(DOC)
3 - 5
i. At least one DOC staff member from
Throughout
Operations
each key regional area is given the
Managers
opportunity to attend a PJ training
(DOC)
annually to ensure clarity and
alignment between local and PJ
procedures
ii. When the year’s training programme is
being developed, interest of
attendance is gathered from staff in
the key regional areas to determine
spaces and/or private sessions
required
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i. There is a H&S section of the training
Throughout

to inform students of H&S

requirements at a stranding
(PJ)
ii. A health and safety plan is produced in
preparation for the physical afternoon
session of the training
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Statement of meta data describing the
1 July

system, security, data collection and

data exists and is provided to DOC
(PJ)
annually
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i. CIMS resources are provided by DOC to  Throughout

PJ (see Appendix 1 and DOC SOP pages
, in
12-18). These are studied by PJ staff
consultation
and key volunteers regularly in
with

preparation for use at stranding
(DOC)
events. Copies of these resources are
kept in stranding kits for reference
ii. Key PJ staff will attend CIMS training
where possible with guidance from
DOC
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iii. When CIMS structure implemented by
DOC, PJ will be included and participate
where necessary. Recording of this
process should be completed by both
parties in any debrief documentation.
DOC staff managing a significant
stranding with PJ assistance may be
contacted by National Office staff to
reflect on this KPI.
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DOC will inform PJ of any relevant
Throughout, as

changes to legislation, H&S, and/or
changes occur
, in
procedure, including changes to the SOP,
consultation
in sufficient time that any changes
with

necessary can be made to training course

material and procedures
(DOC)
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Requests within key regions:
Throughout
Relevant DOC
i. On DOC’s request PJ will respond to a
and PJ staff
stranding in accordance with the flow
chart in Appendix 2.
ii. PJ senior stranding coordinator/s and
trained volunteer medics to attend the
marine mammal incident as soon as is
practicable
iii. Success of PJ (and trained volunteer
support) response to a marine
mammal incident to be discussed and
measured at that incident’s debrief.
Requests outside of key regions:
i. PJ will assess size and proximity of
volunteer force available and
endeavour to provide a similar level of
support to non-key regional areas
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i. Asset register is kept up to date and
By 1 July

provided to DOC annually.
(PJ) and
ii. A comprehensive audit of equipment is

undertaken annually by PJ after the

summer stranding season and prior to
(DOC)
medic courses beginning. Equipment
will be assessed for safety during this
time.
iii.  Stock assessment should also occur
with any equipment taken to and used
at a stranding or training event

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If requested by DOC, PJ staff participate
Throughout
Relevant DOC
in stranding debriefing in the key
and PJ staff
regional areas
13
Annual review of SLA undertaken by DOC  Start 1 March,

and PJ with all recommendations
(DOC) and
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recorded and a change process agreed
finalise by 1 July

between DOC and PJ
(PJ), with
other staff as
considered
necessary
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i. When responding to media enquiries,
Throughout
DOC staff
or preparing a media release
(those leading
specifically relating to a marine
on the
mammal incident or matter that falls
stranding
under this SLA, each party will inform
incident) and
and consult with the other where
PJ staff
necessary to ensure full clarity and
alignment in messaging
ii. Any conflicts, complaints, or issues will
be discussed between the two parties
in the first instance and attempts will
be made to address and resolve
directly and not through the media or
any third party.

7.4.  Roles and Responsibilities
Organisation
Position in SLA
Name (as of July
Responsibilities
2018)
Project Jonah
Chair
Mark Simpson
Strategic oversight &
direction of Project
Jonah
Project Jonah
General Manager

Manages and directs day
to day operations of
Project Jonah
Project Jonah
Office Manager

Performs day to day
operations of Project
Jonah
DOC
Relationship Manager

Manage Project Jonah
for SLA
relations nationally and
annual review of this SLA
DOC
Assistant relationship

Support Project Jonah
manager
review and SLA
implementation
DOC
Director, National

Operational input to
Operations
review and SLA; approve
funding from Ops
budgets
DOC
Issues Manager,

Provide Ops support to
National Operations
SLA implementation and
review

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7.5.  Service costs
DOC agrees to pay Project Jonah $50,000 per annum for three years, starting from the introduction
of this SLA.

Note all monetary values mentioned are excluding GST.
7.6.  Service level reporting
Project Jonah will provide, for the annual SLA review occurring between 1 March and 1 July each
year until 2021, an overview report on the implementation of the SLA. As a guide, each report to
include at least:
•  Annual budget planning and account for spend under the SLA
•  Progress against KPIs
•  Risks and opportunities
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Appendix 1. CIMS resources
•  National Rural Fire Authority (NRFA) website
•  NRFA training materials website
•  CIMS blue book/Manual
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Appendix 2. Project Jonah Marine Mammal Incident Response Plan
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Appendix 3. DOC and Project Jonah marine mammal strandings
media protocols and media messages

Agreed between DOC and Project Jonah February 2016

Roles

Department of Conservation

The Department of Conservation (DOC) administers the Marine Mammals Protection Act
1978 and accordingly is responsible for leading management of marine mammal stranding
events.  DOC consults and works closely with manawhenua iwi, Project Jonah and any
other
marine mammal rescue groups involved on the direction of rescues and decisions taken.

DOC’s responsibilities include:
•  Protecting the welfare of stranded animals
•  Disposing of any dead marine mammals
•  Ensuring the health and safety of staff, volunteers and the public
•  Enabling research including the collection of scientific samples

Project Jonah

Project Jonah is a registered charity and voluntary organisation promoting marine
mammal welfare and protection. Project Jonah runs Marine Mammal Medic training
programmes throughout New Zealand to train volunteers in the techniques for rescuing
stranded marine mammals.

Project Jonah volunteer members assist DOC staff in rescuing stranded marine
mammals and can mobilise large numbers to assist particularly at mass strandings.
Experienced Project Jonah members may be part of the DOC incident management
structure for managing mass stranding events.

DOC and Project Jonah media protocols and joint media messages

Media protocols
  •  In line with DOC’s responsibility for managing and directing marine mammal
strandings, DOC leads the provision of information to media about the management
of marine mammal strandings and decisions taken.
  •  Project Jonah staff provide information to media about their role and involvement
in stranding events.
  •  Both DOC and Project Jonah may provide updates on the progress of marine
mammal rescues through websites and social media sites such as Facebook and
Twitter.

•  As far as is practicable, DOC and Project Jonah will coordinate and share media and
Internet information and material, including sharing images as
appropriate.
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•  DOC and Project Jonah will as much as possible acknowledge in media
information the key role played by each and our working closely together in
rescues of stranded marine mammals.

Joint media messages

•  New Zealand has one of the world's highest rates of whale strandings and is
recognised as a world leader in successful whale rescues.  Much of this
success is thanks to DOC and Project Jonah working together, as well as the
important support of iwi, local communities and other marine mammal rescue
groups and volunteers.

•  DOC is responsible for managing rescues of stranded whales and dolphins but
makes decisions on the direction of the rescue response in consultation with
manawhenua iwi, Project Jonah and other marine mammal rescue groups
when they are involved.

•  DOC appreciates the assistance and support of Project Jonah in working with
DOC staff to rescue stranded whales and dolphins. Project Jonah marine
mammal medics can
play a key role in rescues of stranded marine mammals. Those with
considerable experience, in particular, can valuably assist DOC staff in
the response and
management of whale strandings.

•  Project Jonah’s ability to mobilise large numbers of its marine mammal medics
for mass whale and dolphin stranding rescues greatly assists DOC with
managing such events.

•  DOC encourages people wanting to be involved in rescues of stranded marine
mammals to attend a Project Jonah Marine Mammal Medic course. Medics
who complete this course will be well equipped in rescuing stranding whales
and dolphins and can act as a role model to untrained rescuers. Knowing the
rescue process, including health and safety risks, enables the process to run
more safely and smoothly.
  •  DOC also appreciates other logistical assistance Project Jonah members can
provide at stranding events, including taking on tasks such as providing safety
briefings to volunteers or managing traffic and car parking.

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