Coast Region FRPA Implementation Team October 7 & 8th 2015 Meeting Minutes Location: South Island Natural Resource District Office, Port Alberni In attendance: Chuck Rowan, Joe LeBlanc, Craig Wickland, Laura Chessor, Jamie Killackey, Gary Gallinger, Mike Larock, Paul Barolet, Tracy Andrews, Mark Palmer, Jack Sweeten, Rod Negrave, John Andres, Brian Kyle, Kevin Telfer, Paul Bavis, Blake Fougere, Rhonda Morris, Robert van der Zalm. Regrets: Jeff Fisher, Ron Cotton, Rick Monchak, Sean Muise. Membership Blake Fougere is stepping down as FLNR representative for Sunshine Coast and South Island Districts. Tracy Andrews has been invited to fill this role. Old Business 1) Advancing Professional Reliance and CRIT consideration of working group products. a) Message common understanding of professional roles and responsibilities - Joe and Mike Hold roles and responsibilities and critical messaging facilitated session as part of 2015 CRIT business and field meeting. Handout: Professional Reliance My Roles and My Responsibility in FRPA pdf document Scan_20151022.pdf Goal: hold round table discussion and capture important messaging and determine nest steps, if any. Mike and Joe explained the task they took on, the purpose of attachment document and walked the group through the various scenarios and reviewed the principles they were trying to capture. The group was interested in understanding what final product/output would be. Group looking forward to see where the professional reliance working group will be taking this. b) Develop tools to facilitate forest sector field meetings i) Advocate for increase support for professional networking opportunities Goal: confirm CRIT support for advocating in principle, explore opportunities and determine next steps (if any. Consider the role of community of practice Attachment: << Professional Reliance Advocacy Paper.docx>> (see meeting agenda for attachment). 1
ii) Chuck identified how the task to develop a facilitation tool resulted in additional effort to develop advocacy discussion paper and provided an overview of each of the sections in the paper Paper needs section identifying what it is we can achieve as deliverables and outputs. Paper should provide alternative engagement mechanisms, e.g. webinars, bulletins. Create field trip templates with a positive PR focus for a specific and successfully prescribed and implemented local resource management issue. Goal: Review and refine draft document in preparation for Oct 8 th field meeting. Attachments: << Professional Reliance Facilitation Tool Options.docx >> <<Outline for Professional Reliance Dialogue.docx>> (see meeting agenda for attachment). Chuck provided overview of facilitation tool options developed and asked the group for feedback. Third options should include some professional reliance theme prompts as part of the Introduction section to help participants focus on the goal of the session. c) Link professional reliance principles to CRIT outputs Develop protocol that applies professional reliance lens on to CRIT outputs, e.g. reports, training, monitoring, etc. Goal: review and refine draft document (attachment to follow) Consider how this will be implemented for the purpose of the work the SWG is doing to draft stocking standards TSR discussion paper, i.e. What types of professional reliance elements are we likely to identify? Topic Deferred due to lack of time. d) Test professional reliance discussion process October 8 th Field Meeting Hold pilot professional reliance field meeting as part of 2015 CRIT business and field meeting. Goal: Prepare to implement professional reliance discussion during October 8 th field meeting. Confirm what we want to achieve from the day. What do we need to pay attention to during the field meeting? Roles and responsibilities, e.g. taking notes. Determine next steps, e.g. tentatively arrange date for follow up conference call. CRIT and DSI FMLT groups met on Oct 8 th and held field discussion at four different sites within the South Island District to talk about three different forest management issues, i.e. visuals, karst and riparian management areas. The 2
session was put on to promote professional dialogue and determine how best to implement. Observations and Feedback from the session Staying on schedule was a challenge. Assume discussion will take longer than you have scheduled time for. Try not to cut off productive discussion for the stake of staying on schedule. Make sure there is buffer time available and/or you are able to modify the agenda on the fly. Preview the sites and communicate with local hosts. Guest speakers were put on the spot to provide assessment of site without previously seeing it. Make sure guest speakers are briefed ahead of time. Try to provide opportunity for them to preview the field stops ahead of the field session. at riparian stop drifted away from intended objective. Anticipate where conversation may lead the group away from meeting objective and warn the group that they need to stay on task. Provide buffer time in schedule to provide ability to get the group back on task. A number of participants did not contribute much to the conversation. This can be a lost opportunity as we weren t able to unlock all the collective experience at hand. Look for ways to get everyone involved in the conversation. We didn t gauge utility of session for young foresters until late in the day. Make sure to get feedback earlier in the day, e.g. group may be tossing around a bucket full of adjectives not familiar to the younger folks. Concerns about local host exposing their operations to guests did not seem to materialize. Credit professionalism of the group for this. A number of participants indicated that they will be reviewing internal processes, consider implementing practices observed during the session or looking into cited references based on the discussion they heard. Credit our ability to find topic of discussion relevant to participant priorities and needs. Our ability to get wide range of participants together at one time will be limited. We need to look at other opportunities to facilitate discussion within readily (and likely smaller) available format. highlighted the need for professionals to practice forestry rather than blindly follow guidance, i.e. one size does not fit all. fell a bit short of exploring outside the box options, e.g. managing small streams at strategic scale. Session would likely need significantly more available time to do this. Field discussions of this type are very useful but they cannot replace more formal training. These sessions should be used to supplement training. The majority of the group indicated that the session was beneficial to participants and that CRIT should continue efforts to promote and facilitate future sessions. Participants feel good about the discussion during the meeting but walk away from it quickly forgetting key messages once they get wrapped up in 3
day to day priorities. We need to find way to extend the effectiveness of messaging beyond the one field day event. 4
CRIT Meeting Outstanding Action Items Action # Issue Responsibility Remark Due Status 01-Jul-14 Professional Reliance Professional reliance working group Research issue and make recommendation related to CRIT s role in promoting professional reliance. Working group to bring recommendations forward for CRIT consideration during October 2014 face to face business meeting. Working group met Sept 22 nd in Campbell River and developed list of professional reliance issues. PR presentation was made during Oct 8 th CRIT meeting using working group identified issues. s lead to the following action items. Action: Chuck and Joe to ask CRIT PR working group to consider discussion points listed above and develop a preferred approach available to CRIT for the purpose of advancing professional reliance with the coast forest sector. Working group met May 25 2015 and developed options for presentation to CRIT. Options presented to CRIT June 15, 2015. Decision: ask WG to develop strategy and tools to implement all three options and bring back to CRIT for feedback. Action Items Provide Coast OIF with update on status of this action item during June 25 th meeting. CRIT update during June 25 OIF meeting included description of what CRIT was doing to advance professional reliance. OIF didn t express any concerns with this. Closed. Working group to develop tools for the purpose of addressing the three options as appropriate. WG had conference call July 28, 2015. WG developed detailed list of tasks associated with the eight strategies identified during the June 15, 2015 CRIT meeting. List of task and status provided to CRIT during Sept 10 2015 conference call. Ongoing Work toward testing/piloting tools during fall CRIT business and field meeting. WG in process of developing field meeting agenda. Update provided to CRIT during Sept 0 2015 conference call. Ongoing. 02-Jul-14 Silviculture Treatment Paper Silviculture Working Group Research viability of developing discussion paper linking silviculture treatments to timber supply analysis. Result to be completed by early August 2014. paper proposal presented during Oct 8 th meeting. Action: CRIT members to provide review comments and indicate level of support for moving ahead with development of discussion paper as proposed. Two week turn around. The CRIT co-chairs, endorsed the proposal (in Dec 2 2014 email to the SWG) with the condition the SWG consider the comments identified and captured in the Oct 8 th meeting minutes as well as the two comments received after the meeting. 5
CRIT Meeting Outstanding Action Items Action # Issue Responsibility Remark Due Status 01-Jun-15 RSTC Stocking Standards Strategy Review Chuck and Joe a) Summarize discussion points from June 15 2015 meeting and forward to RSTC for consideration. Craig provided update on working group progress in developing discussion paper. SWG hopes to have discussion paper available for CRIT review by fall of 2015. Ongoing. Feedback for June 15, 2015 CRIT meeting was captured in meeting minutes and forwarded to meeting participants July 21, 2015, the SWG held conference call to discuss Options Adapting Silvicultural Practices to Address Timber Supply and long term Forest Health. was captured in meeting minutes and forwarded to RPB. During Sept 11 th 2015 conference call, the group identified a number of questions and comments. Chuck and Craig to review with RPB staff. Sept 11 th, Chuck and Craig held conference call with Al Powelson and Kevin Astridge. Conference call was followed up with email summary of CRIT questions/comments. Ongoing b) Professional Reliance Paper comments At Sept 10 2015 conference call, CRIT was asked for review comments on draft RPB discussion paper. CRIT identified questions about the document. Action: Chuck and Craig to forward CRIT questions and comments to RPB and forward response to CRIT. 01-Sep-15 Coast Area 5 Year LBIS Investment Opportunity Strategy Joe, Jack, Paul and Rick. Form working group to develop input into strategy. Conference call scheduled for Sep 17 or 18 th. 6