Minutes from SW Idaho Resource Advisory Committee Meeting

Minutes from SW Idaho Resource Advisory Committee Meeting

January 16, 2002 Boise, Idaho

In attendance: Randy Swick (Designated Federal Officer), Scot Kump, Lois Van Hoover, John Gebhards, Sandra Mitchell, Tom Glass, John McCarthy, Barry Ross, Phil Davis (RAC Chairperson), Bob Baker, Randy Harrison, Bob Coats, Mark Mahon, Gale Hogan (RAC Vice Chair), David Whaley, Kelly Woods (Forest Service - Recorder), Andy Brunelle (Forest Service), Ihor Mereszczak (Designated Officer for the North Central Idaho RAC), Dave Olson (Forest Service), Maggie Mahoney (Idaho Association of Counties), Ken Webster (Staffer for Representative Mike Simpson), Glenn Secrist (Idaho State Department of Agriculture)

  • The meeting started at 10:40 a.m. with a welcome by Phil Davis, Chairperson of the RAC. It was determined that a quorum was present.
  • A motion was made by David Whaley to approve the minutes as written from the December 12, 2001 meeting. Motion was seconded. Motion carried unanimously.
  • Chair Phil Davis reviewed meeting objectives and the agenda. No modifications were proposed.
  • Chair Phil Davis led a discussion about the history of the National Forest Counties and Schools Coalition (NFCSC). He introduced Maggie Mahoney from the Idaho Association of Counties. Phil provided the group with copies of the Coalition’s Mission Statement and Joint Principles. He asked the group to read the documents and come to the next meeting ready to discuss whether the RAC should adopt these from the Coalition or develop their own.

Phil Davis also asked the group to consider having the RAC join the National Forest Counties and Schools Coalition. Phil and Vice Chair Gale Hogan both support joining the coalition. Randy Swick asked Andy Brunelle if anything in the authorizing legislation addresses RAC membership in other organizations. Andy said there was no official word on RACs being affiliated with organizations; it is up to the RAC.

Tom Glass asked if it is appropriate for a RAC to join a lobbying organization. Gale Hogan suggested that the diversity of the Coalition helps members make better decisions and allows members to network with people who have similar concerns in other areas. He indicated that the New Meadows and McCall School Boards are members. Phil Davis asked the group to be prepared to address whether the RAC should become a member of NFCSC at the next meeting.

  • Chair Phil Davis asked if the RAC was interested in paying expenses for a RAC member or members to attend the April NFCSC conference in Reno, NV.

Discussion ensued about whether or not this was an appropriate expenditure of RAC funds. Andy Brunelle responded that he did not see anything in the authorizing legislation precluding such expenditure.

Randy Harrison asked if the RAC could send Phil as a representative. Phil said he was already going, but recommended that others go for the following reasons:

    1. To understand the legislation’s origin
    2. To gain a better sense of the purpose of the RAC
    3. To be involved in the decision about what will happen after the six years of funding is up

Phil Davis reviewed the agenda for the Reno conference.

Barry Ross asked how many were interested in going – most were interested (no official show of hands just supportive discussion).

Randy Harrison asked if the RAC could justify sending everyone. Phil Davis said there would be definite value in it. Randy asked what the process would be for setting itineraries and reimbursing participants.

Randy Swick suggested that people make their own travel and lodging arrangements, within the established per diem rates agreed to by the RAC, and then submit receipts to the Forest Service for reimbursement.

Lois Van Hoover offered that if other RACs are attending the Reno conference the SW Idaho RAC should too in order to interact with them.

A motion that all 18 appointed RAC members be able to use RAC funds, within established per diem rates, to attend the National Forest Counties and Schools Coalition Conference in Reno, Nevada, April 21-23, or during dates allowing them to fully participate in the Conference, was made by Randy Harrison, and seconded by Barry Ross.

Following the motion, discussion ensued. John McCarthy asked for a show of hands on who really wanted to attend the conference to help determine costs of the trip. Ten of those present expressed an interest.

Randy Swick, using the Federal Government per diem rate, estimated a cost of $10,000 to $12,000 to cover travel, lodging, meals and registration for ten folks.

Phil Davis called for the question. The motion carried by unanimous vote.

Randy Swick will work to develop a process for reimbursements. Ihor Mereszczak mentioned that RAC members might need to use the Forest Service’s contract travel agent in order to be reimbursed.

Maggie Mahoney from the Idaho Association of Counties expressed the importance of the RAC attending the NFCSC Conference and stated that the success of the RAC will determine if the funding continues.
  • Chair Phil Davis proposed that the RAC conduct future meetings at the Idaho Association of Counties building. The only charge would be a $15.00 clean-up fee. Barry Ross suggested the Idaho Counties Risk Management Program (ICRMP) Building may be available without charge. Maggie Mahoney will look into the options and Phil will follow-up with the group at the next meeting.
  • Randy Harrison suggested picking a routine monthly date for future RAC meetings.

A motion to schedule next month’s meeting on the third Wednesday (February 20, 2002) at 10:30 at the ICRMP Building was made by Randy Harrison and seconded by David Whaley.

Motion carried unanimously.
  • Randy Swick led a follow-up discussion on questions from the previous meeting.

1. Will NEPA/consultation be required on projects on non-federal land?

Randy and Andy Brunelle cited the law and said yes projects would have to go through NEPA and consultation even if on non-federal land because projects submitted by the RAC and approved by the Forest Service would be considered federal projects, treated as federal actions, and have effects on federal resources.

    1. Are RAC members protected from liability issues while performing RAC duties?

Andy Brunelle said no – no coverage for travel is extended under FACA. As for injury or property damage sustained by an individual during project implementation, RAC members are shielded from liability because the RAC serves as an advisor, but does not make the decision to implement a project.

Tom Glass asked if using volunteer forms would be beneficial so RAC members would become federal employees. Randy Swick said RAC members operate under FACA and the authorizing legislation for the RAC, so volunteer forms are not required.

Mark Mahon suggested RAC participants might want to consider purchasing personal liability insurance. Andy Brunelle will continue to work on clarifying this issue with the Washington Office.
  • Ihor Mereszczak provided the RAC with a summary of what the North Central Idaho RAC has been doing. He reported that their RAC had been operating in a similar manner to the SW Idaho RAC and was working on ways to solicit projects and working on a form for project submittal. The Designated Federal Officer (Ihor) will operate as a clearinghouse for project proposals.
  • Randy Swick asked whether or not everyone has been receiving information via email or fax appropriately. The group affirmed that they were. Gale Hogan circulated a list for people to confirm their contact addresses, phone numbers, and email addresses. Gale will provide everyone with a copy for the next meeting.
  • Phil Davis opened discussion about inviting guest speakers to future meetings.

A motion to allow RAC members to submit recommendations to Phil on potential speakers in order to develop a list for future meetings was made by David Whaley. The committee chair (Phil) will have discretion on any associated costs. The motion was seconded by Tom Glass. Motion carried unanimously.
  • Lois Van Hoover asked if the RAC can formally submit comments on Forest Service projects. Andy Brunelle affirmed that they could.
  • Lunch was provided at 12:40 and the meeting continued.
  • Randy Swick initiated discussion about process and format for project solicitation and submittal. Randy provided the group with a sample form developed by Ihor Mereszczak and Andy Brunelle for the North Central Idaho RAC. Ihor reviewed the form and took comments from the RAC.

Randy Swick asked if all RACs in Idaho are going to use the same form. Andy Brunelle said it would help if the form were consistent for all RACs in the state.

Significant discussion ensued. Concerns rose over the form being too complicated for proponents to understand and creating too much work for the agency.

The RAC decided to create a draft form to review for the next meeting that is a two-phase approach. Items 1-11, 13, 14, and 29 would be on one form for initial project submissions. If the RAC was interested in pursuing the project, they would ask the proponent to work with the Forest Service to complete a second form with the remaining items. Randy Swick will work with Ihor and Andy to develop the draft form for the next meeting.
  • The RAC discussed using news releases and a website for project solicitation. Dave Olson shared that Boise State University was interested in working with the RAC to develop a website.

A motion to utilize the ESPRI group from BSU to develop a RAC website was made by Gale Hogan and seconded by Sandra Mitchell. Motion carried unanimously. Andy Brunelle and Dave Olson will follow-up.
  • A motion to issue news releases quarterly for project solicitation was made by Barry Ross and seconded. In the ensuing discussion, the motion was amended to include the following additions: project proposals received at least 14 days prior to a RAC meeting will be available for consideration at that meeting; and the DFO and Chair, in preparing the meeting agenda, will notify project proponents if their project is scheduled for discussion. Motion carried unanimously.

The Forest Service will prepare a draft news release for review at the next RAC meeting.
  • Bob Baker asked what mechanism the RAC should use to get information about RAC meetings to the county commissioners. Phil Davis suggested using Maggie Mahoney to distribute meeting minutes to the counties, and for the RAC to produce an annual report.
  • In response to a request from the December RAC meeting, Randy Swick provided quarterly schedules of proposed actions from the Boise and Payette NF’s, and additional preliminary project proposals for RAC members to review.
  • Public Forum – Phil Davis introduced Glenn Secrist of the Idaho State Department of Agriculture who talked to the RAC about the potential to fund projects geared toward noxious weed eradication. He highlighted opportunities to extend current Federal, State, County and CWMA resources dedicated to noxious weed treatments with RAC funds.
  • Review of decisions reached at this meeting:
    1. Approved minutes from 12/12/01 meeting.
    2. All 18 RAC appointees who are available may use RAC funds to attend the National Forest Counties and Schools Coalition Conference in Reno during April.
    3. The next RAC meeting will be February 20, 2002 at 10:30 at the ICRMP Building in Boise.
    4. RAC members will develop a list of potential speakers and submit recommendations to Phil Davis who will have discretion on costs associated with speakers.
    5. The RAC will work with BSU/ESPRI to develop a RAC website.
    6. The RAC will produce quarterly news releases to solicit project proposals. Proposals received 14 days prior to meetings will be considered. DFO and Chair will determine agenda and the DFO will notify proponents if their proposal will be discussed at the upcoming meeting.
  • For the next RAC meeting:
    1. RAC members will review the Mission Statement and Principles of the National Forest Counties and Schools Coalition (NFCSC). RAC members will be prepared to adopt the NFCSC Mission Statement and Joint Principles for the SW Idaho RAC, or develop their own.
    2. RAC members will be prepared to make a decision on becoming a member of NFCSC.
    3. Randy Swick will provide procedures for RAC members to follow in making travel arrangements for the NFCSC Conference in Reno.
    4. Phil Davis will work with Maggie Mahoney to determine whether ICRMP Building or IAC Building is best suited for future RAC meetings.
    5. Randy Swick will prepare a draft of the two-phase project submittal form with instructions.
    6. Andy Brunelle will advise on any further update regarding RAC member liability while engaged in RAC related business.
    7. Andy Brunelle and Dave Olson will provide an update on the development of a RAC website.
    8. Kelly Woods will prepare a draft news release for project solicitation.
  • Meeting adjourned at 4:00 p.m.