Proceedings

Content Content of meetings is limited to topics as stated in the meeting agenda. Members may provide input into upcoming meetings by requesting topics be added or dropped from the agenda. Generally content will be SFM and other forest values that interest or affect members.

Introduction Goals Membership Proceedings Adjusting Terms Of Reference

Development of the SFM plan will include: choosing local values, objectives, targets and indicators based on the CSA SFM elements and any other elements of relevance to the members; discussion of issues relevant to TFL 46; and review of the draft SFM plan.

Maintenance of the SFM plan will include: monitoring programs for targets and indicators; evaluating the effectiveness; and providing input and recommendations for the continual improvement of the SFM plan.

SIPAG will operate within the existing laws, regulations, government policies; and will not promote a concept that is illegal. The SFM plan must also operate within the framework of established provincial, regional and local planning initiatives and public participation processes.

Recommendations from SIPAG will be presented to Teal at the end of each meeting. Teal will respond to each recommendation and indicate whether the recommendation is accepted or not, including a clear rationale.

Timelines
Meetings, field trips or workshops will begin and end on time, as specified in meeting
agendas.

It is expected that development of the SFM plan will be achieved in 7-9 meetings, these meetings are scheduled for the first and third Wednesday of each month (beginning July 6th, 2005) at 4:30pm. Each meeting will be 2 hours unless specified otherwise in the meeting agenda.

Approval of the SFM plan is targeted for November. After the approval of the SFM plan, meetings will be held as required, at the discretion of the members, a minimum of twice per year, approximately 6 month intervals.

External Communication
SIPAG may identify an appropriate spokesperson(s) as the need arises. Otherwise, the
facilitator or chairperson will be the spokesperson for the group and can appoint other spokespersons as required to respond to requests.

The group may designate a contact person for phone or email inquiries. Unless otherwise designated, Teal Environmental Department will respond to general inquiries for information.

The Teal web site (www.tealjones.com) will be developed to include approved SIPAG Purpose, Goals, Terms of Reference, Meeting Minutes, the approved SFM plan and other information for general public access.

In addition, interested parties who are unable to attend meetings or are not members may be sent copies of approved meeting minutes, agendas or other relevant information regarding SFM planning or SIPAG upon request.

At the request of members, organizations with expertise or interest in sustainable forest management may be requested to attend meetings or workshops as Guest speakers.

Internal Communication
A membership list with contact information will be distributed to all members.

In preparation for each meeting, Teal will provide minutes from the previous meeting, a meeting agenda and any background information on relevant subjects, in writing, a minimum of one week prior to the meeting.

All members must address each other in an open and respectful manner. Use of derogatory language or insulting behavior will not be tolerated, and any member behaving in a manner unacceptable to the membership may be asked to leave. Members agree to act according to the following code of conduct:

Code of Conduct Members will show respect for other members at all times with their words, tone of voice and body language. Members will listen with an open mind as other members speak. Members will speak clearly and honesty, with integrity, goodwill and respect regarding their point of view (or the point of view of the group they represent). If members represent more than one sector, they must clearly indicate which sector they are speaking for or if they are expressing a personal opinion. Members do not criticize other members or their points of view. Members work to express their interests around an issue as opposed to their positions, where interests are defined as "the needs, wants and concerns that are connected to an issue" and positions are defined as "a predetermined solution to a problem within consideration for the interests of others".

Any confidential information must be clearly marked as such and members agree to respect confidentiality agreements.

Decision Making Method
Each group member will have an opportunity to present their point of view for each issue
on the agenda, as requested.

Each member is given the opportunity to cast one vote for each recommendation. Teal representatives, the facilitator, observers and guest speakers are not eligible to vote.

Votes will normally be made verbally, but may be made by confidential ballot, as desired by the members on a case by case basis.

Preferably all recommendations will be made by consensus, where consensus is defined as "the substantial agreement of all members on a recommendation related to the SFM Plan. Consensus is more than a simple majority, but not necessarily unanimity".

Members will work diligently towards reaching consensus by discussing issues in a manner consistent with the code of conduct. Where consensus is not reached, dispute resolution techniques will be used.

Those opposed to recommendations reached by consensus agreement will be given the opportunity to clearly state their reasons against the recommendation, which will be recorded in the meeting minutes.

Where consensus cannot be reached, alternative recommendations will be explored.

Teal must either accept recommendations, and adapt management accordingly, or provide a specific explanation for not accepting recommendations. SIPAG members must accept Teal as the authority for decisions associated with the management of TFL 46.

Members may choose not to participate in decisions that do not interest them (or the group they represent). If the entire group chooses not to participate in the development of recommendations for specific values, Teal will address those values and report to the group on their decisions.

Dispute Resolution Process
Disputes will be mediated by the Facilitator or Chairperson.

All members will work to identify underlying issues and work towards an acceptable solution through compromise, alternatives and clarification of information or points of view.

If an agreement cannot be reached, then the issue will be deemed 'outstanding' and will be summarized and forwarded to Teal without recommendations.