1361.2
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FOREST SERVICE MANUAL
MT. HOOD NATIONAL FOREST HQ
SANDY, OREGON
FSM 1300 – MANAGEMENT
CHAPTER 60 – MEETINGS MANAGEMENT
Mt. Hood Supplement No. 1300-2002-1
Effective Date: The Directive Manager completes this field.
Duration: This supplement is effective until superseded or removed.
Approved: GARY L.LARSEN
Forest Supervisor
Date Approved: mm/dd/yyyy
Posting Instructions: Supplements are numbered consecutively by title and calendar year.
Post by document; remove the entire document and replace it with this supplement. Retain this
transmittal as the first page(s) of this document. The last supplement to this manual was Mt.
Hood Supplement No. 1300-99-1- to FSM 1361.2.
New Document
1361.2 (exhibit 1)
3 Pages
Superseded Document(s)
(Mt. Hood Supplement No.
99-1-April 19, 1999)
1361.2 (exhibit 1)
3 Pages
Digest:Clarifies documentation requirements. Reissuing Supplement No.99-1 as 1300-2002-1.
Content has not been changed.
MH SUPPLEMENT 1300-2002-1
EFFECTIVE DATE:
DURATION: This supplement is effective until superseded or removed.
1361.2
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FSM 1300 - MANAGEMENT
CHAPTER 60 – MEETINGS MANAGEMENT
1361.1 – Attendance Approvals.
Local Meetings. District Rangers and Forest Staff Officers are authorized to approve
attendance for local meetings. Authorization may be given orally. However, an approved SF1164 is required as a basis for reimbursing the cost of meals.
These approving meeting attendance must assure themselves that program benefits justify the
expenditure of funds and that the employee was not free to partake of his meals elsewhere
without having been absent from essential formal discussions, lectures or speeches concerning
the purpose of the meeting.
Continuing Authorization. The Forest Supervisor, Deputy Forest Supervisor, District
Rangers, and Forest Staff Officers are authorized to attend meetings of the “Associated Oregon
Loggers”, “Oregon Department of Fish and Wildlife”, and “Mt. Hood Timber Purchasers.” Mt.
Hood policy encourages the leadership team to attend as many of these meetings as practical in
order to promote good communication between the Forest and the Organizations.
The continuing authorization is applicable only to those occupying the designated position.
When claiming reimbursement for meals on SF-1164 that meet the criteria outlined above, please
cite this manual reference.
From time to time, other individuals may also attend these meetings. This will require an
approved SF-1164 on a case-by-case basis.
1361.2 – Location of Cost Analysis. Since most meetings sponsored by the Mt. Hood National
forest do not entail the use of per diem, the cost analysis generally done through the purchasing
agent in conjunction with other procurement objectives will be sufficient for meetings
management purposes. Perform a more formal location cost analysis for large group meetings;.
To document the analysis, use form AD-110. Analysis and Exhibit 1. The Forest
Administrative Officer will coordinate with the appropriate Forest Leadership Team members to
ensure location cost analysis is performed for FLT meetings. A copy of the cost analysis should
be filed in 1360 and a copy will be retained by the purchasing agent in support of purchase order
of imprest voucher.
MH SUPPLEMENT 1300-2002-1
EFFECTIVE DATE:
DURATION: This supplement is effective until superseded or removed.
1361.2
Page 3 of 3
FSM 1300 - MANAGEMENT
CHAPTER 60 – MEETINGS MANAGEMENT
Exhibit 1
LOCATION COST ANALYSIS
Meeting Purpose:
Who will attend?
Who will make presentations who are not attendees?
Who will facilitate?
What special needs do you anticipate will need to be provided by the meeting room “owner”:
TV/VCR
Film projector/screen
Overhead projector/screen
Particular access needs
Interpreters
Flipcharts & pens
Are you looking for a particular meeting room environment?
Windows:
-No Windows
-Lighting – especially if attendees will be taking notes.
-Room Seating Arrangements:
with or without tables
circular, U-shape, theatre style
-Floor space or wall space for displays
-Room for physical activities
-Outlets for DG/computer/phone hookups.
Is any portion of the meeting to be done outside the meeting room: i.e., field trips, visitations?
Transportation
Horses or pack animals
Location Name & Address
Special clothing or footwear
Special equipment i.e., ATV’s
PD & Travel Other
Meets Special Needs Cost
Costs
Total
Decision:
Do I need to adjust the agenda, room criteria or anything else to accommodate this room? If so,
why?