November 5, 2003 RIEC Meeting

Regional Ecosystem Office 333 SW 1st P.O. Box 3623 Portland, Oregon 97208-3623 Website: www.reo.gov E-Mail: REOmail@or.blm.gov Phone: 503-808-2165 FAX: 503-808-2163
	Memorandum
Date:	October 27, 2003
To:	Regional Interagency Executive Committee (see attached distribution list)
From:	/s/Anne Badgley, Executive Director
Subject:	REGIONAL INTERAGENCY EXECUTIVE COMMITTEE MEETING AGENDA & PREWORK - 8:00 - 10:00 a.m. (Executive Breakfast at 7:00 a.m.) - November 5, 2003

Enclosed please find a proposed agenda and pre-work for the November 5, 2003 Regional Interagency Executive Committee (RIEC) meeting. The meeting will begin at 8:00 a.m. in the Idaho/Oregon/Washington Conference Room at the DoubleTree Hotel at Lloyd Center, located at 1000 NE Multnomah, Portland, Oregon 97232.

Executives or their designated alternates are invited to participate in an "Executive Only" breakfast prior to the regular RIEC meeting. To participate, please meet at the Multnomah Grill (the main hotel restaurant) at 7:00 a.m. You will have an opportunity to order off the regular menu or visit the breakfast buffet. Participants will be seated in a special area reserved for our group. Costs for the breakfast will be borne by the individual participants, and are not covered in our room rental. If you wish to bring additional executive guests, please contact me at 503-808-2165, no later than COB November 3 (so that we can ensure that there will be enough seating for everyone).

Primary topics to be discussed at the meeting include:

Next Steps in the Northwest Forest Plan Implementation Review,
Northwest Forest Plan Map Update, and
Preview of the IAC meeting.

At 9:45 a.m. we will break and transition to the Intergovernmental Advisory Committee (IAC) meeting. The IAC meeting will commence at 10:00 a.m. and be held in the same room. Pre-work for the IAC meeting will be sent under separate cover. I look forward to seeing you at the next meeting. If you have any questions regarding this material, please contact your REO Representative, Kath Collier (503-808-2179), or me (503-808-2165).

Enclosures:

1 – November Agenda and Pre-Work (12p)

cc: Presenters, REO Staff, & PAC DFOs

1878/kc

Distribution List for RIEC

Dave Allen, US Fish & Wildlife Service
Dave Wesley, US Fish & Wildlife Service (Alt)
Elaine M. Brong, Bureau of Land Management
Judy Nelson, Bureau of Land Management (Alt)
Jon Jarvis, National Park Service
Jim Shevock, National Park Service (Alt)
Linda Goodman, Forest Service
Jim Golden, Forest Service (Alt)
Bob Graham, Natural Resources Conservation Service
Dianne Guidry, Natural Resources Conservation Service (Alt)
Col. Richard W. Hobernicht, U.S. Army Corps of Engineers
Curt Loop, U.S. Army Corps of Engineers (Alt)
Anne Kinsinger, USGS Western Region
Dave Busch, USGS/REO (Alt)
Robert Lohn, National Marine Fisheries Service
Mike Crouse, National Marine Fisheries Service (Alt)
Jennifer Orme-Zavaleta, Western Ecology Division, EPA
Dan McKenzie, Western Ecology Division, EPA (Alt)
Dave Powers, Environmental Protection Agency
Dan Opalski, Environmental Protection Agency (Alt)
Stan M. Speaks, Bureau of Indian Affairs
Alex Whistler, Bureau of Indian Affairs (Alt)
Tom Quigley, Pacific Northwest Station, Forest Service
Cindi West, Pacific Northwest Station, Forest Service (Alt)

California Federal Executives
Kent Connaughton, Forest Service
Kathy Anderson, Forest Service (Alt)
Steve Thompson, U.S. Fish and Wildlife Service
John Engbring, U.S. Fish and Wildlife Service (Alt)
Phil Detrich, U.S. Fish and Wildlife Service (Alt)
Michael Pool, Bureau of Land Management
Paul Roush, Bureau of Land Management (Alt)

Regional Interagency Executive Committee (RIEC) Meeting Agenda
November 5, 2003

DoubleTree Hotel, 1000 NE Multnomah, Portland, Oregon

Time	Topics	Purpose	Presenter
7:00	‘Executive Only’ Breakfast – Multnomah Grill
8:00	Welcome Introductions Agenda Review	Housekeeping	Linda Goodman Facilitator
8:10	NWFP Land Allocation Map Update	Update	Chris Cadwell, BLM Bill Connelly, FS
8:25	NWFP Implementation Review Subcommittee findings and recommendations Next steps for Federal agencies IAC presentation strategy	Information	Moderator: Anne Badgley Subcommittee Lead Reports
9:35	Closing Review of agreements, tasks, & assignments Future meeting dates and topics Preview of the following IAC meeting Questions on Status Reports Logistics for the day	Housekeeping	Facilitator
9:45	*Break and Transition to IAC meeting*

Status Reports:

2004 REO Work Plan
RIEC Operating Principles
REO Operating Principles
Capturing IAC Recommendations

Regional Interagency Executive Committee – November 5, 2003 – Page 2

Topic: NWFP Land Allocation Map Update
Presenter/Sponsor: Chris Cadwell, BLM; Bill Connelly, FS
REO Contact/Phone: Shawne Mohoric, FS, 503-808-2175; Debbie Pietrzak, BLM, 503-808-6006
Issue Statement: The Land Allocation Map Update Workgroup has completed its RIEC assignment to compile a regionwide map update reflecting current Northwest Forest Plan (NWFP) land allocation data. The BLM and FS are resolving the remaining technical issues and preparing to make the data, map products, and documentation available for use.
Background: The 1994 FSEIS included a map of NWFP land allocations (Congressionally Withdrawn, Late-Successional Reserves, Managed Late-Successional Areas, Adaptive Management Areas, Administratively Withdrawn, Matrix, and Key Watersheds). The land allocation data developed for that display was coarse resolution data (40-acre grid) and was created under very tight timeframes. The nature and quality of the data were such that data interpretation was required for operational use. In order to implement the NWFP, the agencies responsible for management of the land allocations and associated data (FS and BLM) have refined the data over time based on individual agency data standards. In 2001, the RIEC assigned REO to form a workgroup to create an updated map displaying current FS and BLM land allocation data. This agenda topic will review the status of that assignment in preparation for distribution and use of the data: The workgroup developed data standards for compiling land allocation data consistently across the NWFP region. The BLM and FS land allocation data were compiled consistent with the data standards. The updated display map is a snapshot of land allocations as of 2002. This update displays additional land allocation categories and represents a significant improvement over the precision, quality, level of detail, and consistency of the 1994 land allocation data. Supporting documentation has been prepared describing how the 1994 map and current map update were developed. In addition, the BLM and FS have each prepared descriptions of land allocation changes that occurred after 1994. With the RIEC decision to transfer REO GIS work to the FS and BLM, those agencies agreed to host the data. They are currently resolving technical issues and finalizing preparations to make the data available for internal and external use. The data will be used to support NWFP regional monitoring, Survey and Manage species reviews, USFWS five-year status reviews, and other implementation and monitoring efforts for years to come. This presentation constitutes the closeout of this workgroup assignment with the RIEC, after which the remaining technical issues will be resolved, and the BLM and FS land allocation data and related products noted above will be made available for use.
Action Required:	[X] Review & Discussion [ ] Decision

Regional Interagency Executive Committee – November 5, 2003 – Page 3

Topic: NWFP IMPLEMENTATION REVIEW
Presenter/Sponsor/Moderator: Anne Badgley, REO Executive Director, 503-808-2165
Issue Statement: At the October 2, 2003 RIEC Executive session, 11 potential projects were identified as viable Next Steps to the Northwest Forest Plan review. Assignments for these potential projects have been made and leadership established. Several executives will provide a short (5 minute) verbal report to the committee as assigned at the August RIEC meeting. Discussion time is limited due to the IAC meeting at 10:00 a.m. Additional time and updates can be part of the next RIEC meeting as desired. The goal of this segment is to: Bring executives up to date on progress Refine time line and expectations Discuss if and what kind of advice from the IAC would be useful
Analysis and Options: Each project has unique analysis requirements and will present options appropriate to the needs.
Action Required:	[x] Review & Discussion

Topics	Lead	Due Date
Risk Management	Tom Quigley	NA
Adaptive Management Areas	Anne Badgley	November RIEC/IAC
AREMP 6^th & 7^th Field HUCs	Dave Powers, Tom Quigley	November RIEC/IAC
Programmatic Consultation	Kent Connaughton, Paul Roush, Mike Crouse, Dave Wesley	November RIEC/IAC
Late Successional Reserves Management and Assessments	John Engbring, Paul Roush	This winter
Firewood Gathering Guidance	Anne Badgley	No later than next RIEC
Native American Burning Exception	Jack Blackwell, John Engbring	November RIEC/January RIEC
Watershed analysis recommendations	Elaine Brong	November RIEC
Riparian Reserves	Mike Crouse	NA
Community Involvement	NA	NA
Jack Ward Thomas Follow-up	Kent Connaughton, Tom Quigley	No later than next RIEC

Regional Interagency Executive Committee – November 5, 2003 – Page 4

Status Reports

These Status Reports will not be discussed in the RIEC meeting. Executives are welcome to bring up questions or comments at the end of the meeting. Written comments may also be submitted to REOMail@or.blm.gov. If no comments are received by November 7, 2003, they will be consider as ‘approved.’

Status Report

Sponsor/REO Contact/Phone: Anne Badgley, 503-808-2165
Topic: 2004 REO Work Plan
Issue Statement: Each year the Regional Ecosystem Office develops a Work Plan for the RIEC’s approval. A 2004 Draft Work Plan has been attached for your information. Additional tasks assigned by the RIEC or called for in the ROD have been re-delegated by the RIEC to the agencies and to interagency workgroups.
REO Staff Proposal: Unless there are concerns identified at the November meeting, we will assume that this work plan is approved as of November 7, 2003.
Action Required:	[] Information [] Decision [x] Concurrence

Regional Interagency Executive Committee – November 5, 2003 – Page 5

Regional Ecosystem Office/Research Monitoring Group
Work Plan 2004

The table below contains tasks assigned to the REO by the RIEC and/or through the Record of Decision. These tasks are carried out using guidance contained in the Northwest Forest Plan Memorandum of Understanding, Record of Decision, the Federal Advisory Committee Act, work group charters, RIEC and REO correspondence, the REO staff handbook, REO/RIEC operating principles, Executive Director Performance Plan (PP), as well as, direction from the REO Executive Director and the RIEC.

Task:	Reference	Leads	Status/ Accomplishment
Support implementation of the NWFP
Approve/transmit LSR and other workgroup products; engage REO Reps as appropriate	NWFP, C-11	Executive Director
Review AMA research as requested	NWFP, D-8	RMG
Review S&G and LUA changes as delegated or assigned	NWFP, E-16	Executive Director/ Reps
Recommend S&G interpretations; evaluate/ recommend resolutions of consistency and implementation issues as delegated or assigned	NWFP, E-16 RIEC	Executive Director/ Reps
Assist with information transfer to/from PIEC/PACs as requested	RIEC, PP	Executive Director/ Reps
Provide support for RIEC/IAC meetings and activities
Develop agenda/issues in concert with RIEC and Chair	RIEC; NWFP, E-16	Executive Director/ Staff
Develop/coordinate RIEC/IAC presentations, meetings, and related documents	RIEC; NWFP, E-16	Executive Director/ Staff
Distribute/file RIEC/IAC documents (e.g., pre-work, notes)	RIEC	Executive Director/ Admin
Manage RIEC/IAC meetings (e.g., logistics, facilitation, IAC travel)	RIEC	Executive Director/ Admin
Maintain interagency website for the NWFP	RIEC	Executive Director/ Staff
Provide IAC Liaison	RIEC, PP	Executive Director/ Reps
Interface with IAC subcommittees	RIEC	Executive Director/ Reps
Complete other work as assigned
Assist lead agency in organizing Regional Executive Forum as assigned	RIEC (notes 3/11/03)	Executive Director/ Staff
Review progress/efficiency of interagency organizational structures	RIEC (notes 9/30/02)	Executive Director/ Reps
Assist in development and implementation of modifications to NWFP as requested	RIEC	Executive Director/ Reps
REO representatives attend PIEC/PAC meetings as requested	RIEC	Executive Director/ Reps

Regional Interagency Executive Committee – November 5, 2003 – Page 6

Topic: RIEC Operating Principles
Issue Statement: Over the last several years, the RIEC has made several decisions regarding attendance, decision-making processes, meeting expectations, etc. These decisions have been summarized and are attached for your information. Operating Principles, or group agreements, form a basic framework for how a particular group operates and frequently evolve over time. We expect that these principles will continue to evolve and that minor changes in the future may occur.
REO Staff Proposal: Unless there are concerns identified at the November meeting, we will assume that this summary list of the RIEC Operating Principles is adequate.
Action Required:	[] Information [] Decision [x] Concurrence

Regional Interagency Executive Committee – November 5, 2003 – Page 8

* * * DRAFT * * *

Regional Interagency Executive Committee
Operating Principles

The Regional Interagency Executive Committee (RIEC) serves as the senior regional entity to ensure the prompt, coordinated, and successful implementation of the Northwest Forest Plan. Following is a list of operating principles to guide the effective functions of the committee:

Membership	1. RIEC agencies include: US Army Corps of Engineers; US Environmental Protection Agency and EPA Research; USDOC, NOAA National Marine Fisheries Service; USDA Forest Service and FS Research; USDA Natural Resources Conservation Service; USDI Bureau of Land Management, USDI Fish and Wildlife Service; USDI Bureau of Indian Affairs, USDI National Park Service, and the US Geological Survey. 2. The RIEC Chair responsibilities rotate yearly between the USDA Forest Service and the USDI Bureau of Land Management. 3. The RIEC may alter its membership at any time.
Attendance at RIEC meetings	1. RIEC members or their officially designated alternates are the only appropriate participants at RIEC meetings (other individuals may attend, but not participate in decision making). 2. Alternates are delegated the authority to make decisions on behalf of their agencies. 3. Executives from other non-NWFP Federal agencies may be invited to participate in some discussions, particularly if it would enhance collaboration, cooperation, or implementation.
Meeting Logistics	1. Meetings should focus on broad and highly substantive executive level issues that normally either present opportunities for, or require, interagency collaboration, cooperation, or involve interagency impacts. 2. Meeting pre-work will be provided to RIEC members in a timely manner to ensure sufficient opportunity for executives to review the material. 3. Agreements will be captured during the meeting and noted during the meeting close-out. 4. Potential agenda topics for future meetings will be identified and noted at the meeting close-out. 5. Meetings will be critiqued and feedback regarding potential improvements sought.
Executive Sessions	1. Executive sessions may be scheduled during, or separate from, normal RIEC meetings. 2. Executives or their designated alternate may attend Executive Only sessions.
Creation & Support of Subgroups	1. Sub-groups or committees may be created by the RIEC and directed to work on specific issues. These sub-groups may be created to work on an issue and report back to the full RIEC or they may be delegated full decision making authority. 2. Typically the REO does not provide staff or meeting support to subgroups or committees unless specifically directed by the RIEC Chair or REO Executive Director.
Decision Making	The RIEC reviews two primary categories of issues: 1. Issues that fall within the decision-making authority of one or more of the RIEC member agencies. An agency with decision-making responsibility may ask for input from the other agencies. The final decision rests with the responsible agency. 2. Issues where there is no specific decision-making agency. Generally the RIEC will employ collaborative decision-making processes to reach agreements with the goal of finding solutions that all agencies can support or be satisfied with. Consensus may not necessarily be reached in all cases. At the request of the RIEC, the REO Executive Director may recommend and/or facilitate a process for resolving the issue.
Elevation of Issues	The RIEC may decide to elevate issues and recommendations to senior officials. The RIEC will select the appropriate method for elevation which may include, for instance: 1. Asking the RIEC Chair to forward the request on behalf of the RIEC, 2. Asking each agency to elevate the issue within their established channels, or 3. Doing a combination of both.

Regional Interagency Executive Committee – November 5, 2003 – Page 9

Topic: REO Operating Principles
Issue Statement: REO also revisited their Operating Principles and developed several that we will be using within the staff. These Operating Principles have been attached for your information. We expect these to continue to evolve as we continue to downsize the staff and adjust to a decentralized format.
REO Staff Proposal: Unless there are concerns identified at the November meeting, we will assume that this summary list of the REO Operating Principles is adequate.
Action Required:	[] Information [] Decision [x] Concurrence

Regional Interagency Executive Committee – November 5, 2003 – Page 10

Regional Ecosystem Office Operating Principles

The Regional Ecosystem Office (REO) provides staff work and support to the Regional Interagency Executive Committee (RIEC) and the Intergovernmental Advisory Committee (IAC). The RIEC frequently delegates tasks and authority to the REO for reviews and other related staff work. The Standards and Guidelines (S&G) state that the REO will make recommendations to the RIEC who have responsibility for decision-making regarding interpretation of the S&G. Following is a list of operating principles to guide the effective functions of the REO:

REO Staff Responsibilities

Executive Director.

Reports to the RIEC Chair.

Provides management direction for the REO.

Supports executive direction and management for all Northwest Forest Plan agencies involved in the implementation of the Plan.

Actively facilitates ongoing collaborative and cooperative working relationships with the member agencies of the RIEC, the IAC, the PACs and a variety of work groups.

Provides direction to the REO staff and set priorities for accomplishment of assigned tasks

Ensures equitable distribution and timely completion of tasks, and, in cooperation with the RIEC, evaluate the performance of interagency staff.

Provides input into the REO staff annual performance plan and performance reviews.

NWFP Agency Representatives

Reports to their RIEC Executive and the REO Executive Director.
Are located at their agency or within the REO as desired.
Are expected to fulfill all responsibilities irrespective of their office location. This applies to REO representatives, or those acting in their place.
Functions as a focal point for NWFP information and activities.
Keeps their agency RIEC member informed about NWFP issues and attends RIEC meetings as appropriate.
Represents the interests of their agency with the REO.
Attends staff meetings. If a substitute is appropriate, REO representatives will ensure that the substitute is aware of and abides by these operating principles.
Coordinates with other REO representatives.
Works on issues, as assigned by the Executive Director or agency RIEC representative, for the collective benefit of the RIEC agencies.
Serves or coordinate with a staff appointed IAC Liaison who will be a prime point-of-contact for information, comments, and concerns from the IAC.
Participates with subgroups and committees as directed by the Executive Director or agency RIEC representative.

REO Administrative Support Staff.

Reports to the Management Analyst, who reports to the REO Executive Director.
Provides support for meeting planning, logistics, documentation, and execution.
Provides a wide variety of administrative support for the project.
Participates with subgroups and committees as directed by the Executive Director or RIEC.
Seeks additional support as needed from special programs (such as youth or senior employment programs) or through detailers from RIEC agencies.

Meeting Responsibilities

RIEC Meetings. REO staff will:

Provide meeting pre-work to RIEC members in a timely manner to ensure sufficient opportunity for Executives to review the material.

Capture agreements and potential topics for future meetings will be captured during the meeting and noted during the meeting close-out.

Provide feedback and facilitate meeting critiques.

Decision making, Collaboration, and Coordination

REO issue resolution and RIEC decisionmaking generally follows the steps outlined below. Although the steps are presented sequentially, some steps may occur concurrently.

1. Issue is submitted to REO.
2. REO solicits initial RIEC/IAC guidance.
3. REO representatives present agency perspectives.
4. REO facilitates interagency collaboration and analysis.
5. REO presents analysis, alternatives, and recommendation(s).
6. RIEC makes decision and REO prepares follow-up documentation.
7. RIEC and REO review and critique the process.

Regional Interagency Executive Committee – November 5, 2003 – Page 12

Topic: Capturing IAC Recommendations
Sponsor/REO Contact/Phone: Anne Badgley, 503-808-2165
Issue Statement: It was recommended at the last meeting that some type of a recommendations log for the Intergovernmental Advisory Committee (IAC) be created. This recommendation dovetails well with the new Annual Federal Advisory Committee Act report format which requires agencies to report on recommendations and follow-up actions.
REO Staff Proposal: There are several actions in progress to support this recommendation: Recommendations will be captured on a separate flip chart sheet during the meeting. Meeting notes will include recommendations for individual items (which has often been done in the past) and in a summary table (something new!). Each IAC meeting will include a report back on the actions taken regarding recommendations from the previous meeting.
Analysis and Options: The RIEC may want to clarify what kind of deliverables were desired, and what kinds of feedback they would like from the IAC on this topic. In many cases, the RIEC or REO has actively pursued recommendations from the IAC. Follow-up actions have been included as "updates" on the prototype site above. There are some recommendations that, for one reason or another, are never acted upon. RIEC members may want to discuss how to address those recommendations, if additional disclaimers or explanations are needed, and how to engage the IAC in this discussion.
Action Required:	[] Information [] Decision [x] Concurrence [x] Discussion