Minutes from SW Idaho Resource Advisory Committee Meeting

Minutes from SW Idaho Resource Advisory Committee Meeting

February 20, 2002 Boise, Idaho

In attendance:

SW Idaho RAC Members/Replacements: Darel Harris, Scot Kump, Lois Van Hoover, Sandra Mitchell, Tom Glass, John McCarthy, Barry Ross, Phil Davis (RAC Chairperson), Bob Baker, Randy Harrison, Bob Coats, Mark Mahon, Ed Mansfield, Gale Hogan (RAC Vice Chair), David Whaley

Designated Federal Officer: Randy Swick

Others: Kelly Woods (Forest Service - Recorder), Andy Brunelle (Forest Service), Dave Olson (Forest Service), Bill Brown (Adams County Commissioner), Dale Hanson (Boise County Commissioner), Nate Helm (Staffer for Senator Craig)

  • The meeting started at 10:40 a.m. with a welcome by Phil Davis, Chairperson of the RAC. At first call, a quorum as defined in the Committee operating guidelines, was not present. As the group was discussing how to proceed, Gale Hogan arrived and quorum was established.
  • Chair Phil Davis reviewed the meeting agenda and asked for additions and/or modifications.

Agenda modifications:
    1. Scot Kump suggested adding discussion about what counties can do with Title III money and how that relates to the RAC.
    2. Andy Brunelle had information about RAC operations from around the country to present to the group.
  • DFO Randy Swick thanked everyone for attending the meeting and announced to the group that Dave Alexander, Forest Supervisor for the Payette National Forest would be retiring March 1. He said that likely a short-term acting Forest Supervisor would be selected, then a longer-term acting, and ultimately the position would be permanently filled.
  • DFO Randy Swick asked everyone to review the minutes from the January 16 meeting.

A motion to approve the minutes as written from the January 16, 2002 meeting was made by Randy Harrison and seconded by David Whaley. Motion carried unanimously.
  • DFO Randy Swick asked everyone to review a handout showing RAC expenses to date, including per diem and travel costs for committee members and replacements.

A motion to approve the expenses as presented was made by David Whaley and seconded by Bob Coates. Motion carried unanimously.
  • DFO Randy Swick provided the group with a list of the SW Idaho RAC operating guidelines approved to date, which led to discussion about quorum and using replacement RAC members to fill-in for RAC members in their absence.
  • A motion to amend the RAC operating guidelines and redefine quorum as follows was made by David Whaley and seconded by Sandra Mitchell.

"Quorum, for purposes of conducting an official meeting of the RAC, will be defined as having a majority of RAC members (eight of fifteen), physically present or able to fully participate via conference call as allowed for in the Charter."

The motion rescinds the definition of quorum approved at the 12/12/01 RAC meeting.

Motion carried unanimously.
  • A motion to allow RAC members to designate the replacement member from their category as their proxy prior to a meeting from which the member will be absent was made by Bob Baker and seconded by Lois Van Hoover. The motion further stipulated that the Designated Federal Officer must be notified of the substitution prior to the meeting; that the RAC member may stipulate how the proxy is rendered during a vote; that the replacement shall vote as directed by the RAC member; and in the absence of direction, the proxy may vote his or her opinion.

Discussion ensued, including the legalities of using replacements in the temporary absence of RAC members. DFO Randy Swick told the group that the legislation does not mention replacements. Replacements were provided for in the State Charter for RACs to provide for more efficient transitions when a member had to resign prior to the end of their term.

David Whaley, with the agreement of several others, expressed concerns with determining how the proxy must vote ahead of time because things may change or new information may surface at the meeting.

Andy Brunelle stated that the best solution is for everyone to be at the meetings.

Gale Hogan called for the question.

The motion failed unanimously.
  • Andy Brunelle provided a handout with information about RAC operations from around the county. Topics included signing RAC members up as Forest Service volunteers and RAC members attending the National Forest Counties and Schools Coalition (NFCSC) conference in Reno. This led to discussion about the SW Idaho RAC’s decision to use RAC funds to send interested members to the conference.
  • Andy reported that the Forest Service Washington Office and David Tenney, Undersecretary of Agriculture for Forestry and Natural Resources, had determined that it was not an appropriate expenditure of RAC money. He added that the decision had come after the SW Idaho RAC had approved a motion at their January meeting to cover the expenses of any member or replacement planning to attend. Scot Kump asked Andy who has the last say in this decision and expressed frustration with the RAC seemingly acting within its authorities and then being second-guessed by folks in Washington D.C.

Andy said this is the only issue he is aware of where this has occurred. Andy reported that one concern in D.C. is that if all RACs opt to attend the NFCSC conference, cumulatively it would be a large expenditure, and could be hard for the Department of Agriculture to justify. He said that David Tenney is the final authority on RAC decisions.

Gale Hogan said despite the guidance from Washington, he believes it to be a justifiable expenditure of RAC funds. Lois Van Hoover agreed because of the opportunities to interact with other RACs who attend the conference.

John McCarthy said he sees the RAC’s responsibility to be localized to what is happening on the Boise and Payette National Forest and not too be directly involved in national lobbying efforts.

Scot Kump and Mark Mahon suggested authorizing one RAC member from each category to attend the NFCSC conference using RAC funds.

A motion to use RAC funds to cover the expenses of one RAC member from each category to attend the NFCSC conference in Reno, Nevada was made by David Whaley and seconded by John McCarthy. This motion would supercede the January decision to cover the expenses of any RAC member or replacement choosing to attend.

Discussion ensued. John McCarthy suggested that members who attend the conference could bring information back to the RAC or bring specific speakers from the conference to the RAC if it was deemed beneficial.

Chair Phil Davis reiterated that each person in attendance will get something different from the conference and said the more that go the better.

Lois Van Hoover volunteered to call Dave Tenney’s office to get the rationale behind the decision.

The motion was tabled until the RAC could get clarification from Dave Tenney’s office.

Andy Brunelle continued to discuss the handout he provided with information about RAC operations from around the county. He said the remainder of the handout focused on conflict of interest issues.
  • Scot Kump raised his questions about Title III funds. Scot said the counties have not been given specific guidelines on how the money should be spent. Scot said it seems it can be used to purchase equipment, but can it be used for training? Scot asked for some clarification and introduced Bill Brown, Adams County Commissioner, who further addressed the concerns of counties.

Chair Phil Davis reported that if a county can justify the expenditure (the "red face" test) then it is appropriate. Phil said the guidelines for using Title III funds is intentionally vague to give local officials some discretion. Valley County used Title III funds to send people to avalanche training.

Bill Brown asked for some specific guidelines for counties to follow. Andy Brunelle said he would work with the counties on Title III spending.
  • Lunch was provided at noon and the meeting continued.
  • DFO Randy Swick provided the group with a revised draft of the Southwest Idaho RAC Project Proposal Forms (Parts 1 and 2). He reviewed the two-part form with the group.

A motion to accept the Project Proposal Forms, Parts 1 and 2, as presented was made by Bob Baker and seconded by Gale Hogan. Motion carried unanimously.
  • Chair Phil Davis initiated a discussion about project solicitation. Kelly Woods discussed the elements of the news release and to whom it would be sent. The RAC agreed on the basic contents and the mailing list. Kelly will send it out prior to the March RAC meeting.

Scot Kump asked if a member of the RAC could submit a project proposal. Phil Davis said yes and Randy Swick said there is nothing in the legislation to preclude a RAC member from doing so.
  • Chair Phil Davis suggested setting the next meeting date.
  • A motion to schedule future RAC meetings on the third Wednesday of each month starting at 10:30 a.m. was made by Darel Harris and seconded by Bob Coates. Motion carried unanimously. Meeting location will typically be at the ICRMP Building (3100 South Vista Ave, Boise), unless its unavailable or the committee desires a change of venue.
  • Chair Phil Davis asked the group about becoming a member of the National Forest Counties and Schools Coalition. DFO Randy Swick stated that he and Andy Brunelle had conferred with the Washington Office, and it would be inappropriate and outside the scope of PL 106-393 for the RAC to become a member of a non-agency organization.

Chair Phil Davis and Vice Chair Gale Hogan then proceeded to lead a discussion about adopting a mission statement and joint principles similar to those of the National Forest Counties and Schools Coalition. Gale suggested that the RAC mission statement should parallel the national effort that underwrote the legislation in part because the success of the RACs will dictate whether or not the legislation continues beyond 2006.

John McCarthy said that he sees the RAC’s function as spelled out in the law. John said he is interested in outlining projects using Title II money and not so much in the lobbying effort of the NFCSC.

Mark Mahon suggested that a mission statement would give future RAC members direction. Randy Harrison said that the guiding principles of the RAC should match the legislation.

Barry Ross suggested waiting on a decision about mission statements and joint principles until the group works together more on reviewing and recommending projects and has a better understanding of its role. Gale Hogan said the mission statement should be broad enough to encompass the represented interests of each member of the RAC.

A motion to adopt the mission statement "The mission of the Southwest Idaho Resource Advisory Committee is to actively initiate, coordinate, and monitor activities regarding the multiple use management of public and private lands that effect their health, productivity, and sustainability; and which also effect the economic and social vitality of forest and rural county communities, families, schools, and local governments within the boundaries of the Southwest Idaho Resource Advisory Committee consistent with the terms of Public Law 106-393." was made by Gale Hogan and seconded by Randy Harrison.

Further discussion ensued. David Whaley voiced concerns about having an official mission statement on paper and having it surface and be problematic at a later date.

Motion carried with 12 in favor, and one opposed.

As the one neigh vote, John McCarthy told the group he does not necessarily oppose the mission statement, he just does not need it to meet the purpose of the RAC.
  • Lois Van Hoover reported that she had not been able to reach Dave Tenney by phone regarding use of RAC funds to cover travel expenses for the NFCSC Conference.

The motion to use RAC funds to cover the expenses of one RAC member from each category to attend the NFCSC conference in Reno, Nevada which was made by David Whaley and seconded by John McCarthy was withdrawn.

The group discussed the motion approved at the January 16 meeting to use RAC funds to cover expenses of all 18 RAC members who are available to attend the NFCSC Conference in Reno. The general consensus was to let this decision stand without amendment as long as it is determined to be legal. Chair Phil Davis asked for a show of hands on who planned to attend. The RAC members who indicated that they will attend are:
    1. Ed Mansfield – using RAC funds
    2. Gale Hogan – using McCall-Donnelly School District funds
    3. Tom Glass – using RAC funds
    4. Sandra Mitchell – using RAC funds
    5. Lois Van Hoover – using RAC funds
    6. Barry Ross – using RAC funds
    7. Mark Mahon – using RAC funds
    8. Phil Davis – using RAC funds

Chair Phil Davis indicated he would continue efforts to discuss the issue with Dave Tenney, and Andy Brunelle was going to follow up with Tom Quinn in the Washington Office.
  • Public Forum – Neither Dale Hanson, Boise County Commissioner, or Bill Brown, Adams County Commissioner, had anything further to add. No other people were present.
  • Meeting adjourned at 3:00 p.m.
  • Review of decisions reached at this meeting:
    1. Approved minutes from 01/16/02 meeting.
    2. Approved RAC expenses to date.
    3. Amended RAC operating guidelines to define quorum for purposes of conducting an official RAC meeting as a simple majority of RAC members (8 of 15) in attendance.
    4. Approved Part 1 and Part 2 of the SW Idaho RAC Project Proposal form.
    5. Hold future RAC meetings on the third Wednesday of each month starting at 10:30 a.m.
    6. Adopted the mission statement "The mission of the Southwest Idaho Resource Advisory Committee is to actively initiate, coordinate, and monitor activities regarding the multiple use management of public and private lands that effect their health, productivity, and sustainability; and which also effect the economic and social vitality of forest and rural county communities, families, schools, and local governments within the boundaries of the Southwest Idaho Resource Advisory Committee consistent with terms of Public Law 106-393."
  • For the next RAC meeting:
    1. Randy Swick will update the RAC operating procedures based on the new definition of quorum, and he will draft a white paper highlighting the new mission statement; the RAC purpose as defined under Title II of PL 106-393; and the operating guidelines.