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FOREST SERVICE MANUAL
HOOSIER NF (REGION 9)
BEDFORD, IN
FSM 1300 – MANAGEMENT
CHAPTER 1360 – MEETINGS MANAGEMENT
Supplement No.: 1300-2003-1
Effective Date: February 7, 2003
Duration: Effective until superseded or removed
Approved: KENNETH G. DAY
Forest Supervisor
Date Approved: 2/07/03
Posting Instructions: Supplements are numbered consecutively by Handbook number and
calendar year. Post by document name. Remove entire document and replace with this
supplement. Retain this transmittal as the first page of this document.
New Document(s):
R9 Hoosier 1300-2003-1
4 Pages
Superseded Document(s):
R9 Hoosier 1300-2001-1
4 pages
(
Digest: Insert digest information here
Provides guidance for organizing and scheduling of Forest Strategy Team
(H-ST) and Operations and Strategy Team meetings (H-OST).
HOF SUPPLEMENT 1300-2003-1
EFFECTIVE DATE: 2/07/03
DURATION: Effective until superseded or removed
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FSM 1300 - MANAGEMENT
CHAPTER 60 – MEETING MANAGEMENT
1360.3 - Policy:
This Supplement provides guidelines for organizing and scheduling of Forest Strategy Team
(H-ST) and Operations and Strategy Team meetings (H-OST).
Minimum Attendance:
The Forest Supervisor, District Ranger, and Public Affairs Officer make up the Hoosier Strategy
Team. The Hoosier Operations Team is composed of the Budget Officer, Ecosystem Program
Manager, Engineering Program Manager, Lands Program Manager, Personnel Officer,
Recreation Program Manager, and Supervisory Law Enforcement Officer.
Policy:
1. H-OST meetings are open to Hoosier employees who wish to attend. Employees may
be asked to participate based on subject under discussion. Employees may notify meeting
coordinator that they wish to attend.
2. H-OST meetings are scheduled for the third Wednesday of each month. These
meetings will usually last one day.
3. Location and other meeting particulars will vary and will be announced by the
meeting coordinator at least one week in advance of the regularly scheduled meeting
4. H-OST members will look for opportunities to have field trips and meetings in the
field. These may be in addition to, or in lieu of, regularly scheduled H-OST meetings. H-OST
members will decide if field trips/meetings are additions to scheduled meetings or are instead of
scheduled meetings.
5. The role of coordinator for each meeting shall rotate according to the list below:
January
Ecosystem Program Manager
February
Recreation Program Manager
March
District Ranger
April
Public Affairs/Planning Officer
May
Engineering Program Manager
June
Supervisory Law Enforcement Officer
July
Personnel Officer
August
Lands Program Manager
September
Ecosystem Program Manager
October
Budget Officer
November
Public Affairs/Planning Officer
December
Recreation Program Manager
HOF SUPPLEMENT 1300-2003-1
EFFECTIVE DATE: 2/07/03
DURATION: Effective until superseded or removed
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FSM 1300 - MANAGEMENT
CHAPTER 60 – MEETING MANAGEMENT
6. The H-OST meeting coordinator will secure meeting space and make necessary
arrangements; assemble briefing papers and prepare the agenda; and, act as chairperson at the
meeting.
7. The Forest Supervisor's secretary will attend H-OST meetings and serve as recorder to
capture highlights of discussions, all decisions, and assignments made. Meeting notes will be
made available to both H-OST members and all Hoosier employees within two business days.
8. Agenda, prework material and briefing papers should be sent to H-OST members at
least one week prior to the meeting date.
9. Each meeting will have a minimum of 1 hour for open discussion of topics not
included on the agenda.
10. The purpose of H-OST meetings are to communicate, inform, develop policy, give
direction, surface problems, solve problems, gain group interaction, participate in the activities
and responsibilities of the Forest.
H-OST meeting decisions will be documented and made available within two work days.
11. Meeting Ground Rules
H-OST meetings and other Hoosier NF meetings will follow the guidelines listed below
to ensure both efficiency and participation:
Respect each other.
Only one person talk at a time.
Don't chase rabbits.
Stick to the subject at hand.
Be patient with and polite to others.
12. Meeting Organization
A. Standing agenda items will be discussed at each H-OST meeting. These
include:
Diversity
Follow-up on previous assignments and action items
Project Analysis Spreadsheet
HOF SUPPLEMENT 1300-2003-1
EFFECTIVE DATE: 2/07/03
DURATION: Effective until superseded or removed
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FSM 1300 - MANAGEMENT
CHAPTER 60 – MEETING MANAGEMENT
Budget
Plan revision
B. Topics submitted for H-OST meeting agendas will identify whether the topic is
for information sharing or requires a decision. All topics requiring decisions by the
H-OST will be presented in written form for review at least one week prior to the
meeting. Enough information should be drafted for adequate understanding of
decision variables.
C. Review and presentation of policy change.
D. Schedule in-service training, update on new technology.
1360.3--a – Policy
All meetings
Participants in any Hoosier National Forest meeting are expected to strive to remove functional
or district thinking in favor of an integrated, forestwide approach.
1360.3--b – Policy
Strategy Team Meetings
The Strategy Team is charged with providing overall leadership, vision, and strategy-setting for
the Hoosier NF. Meetings may be called as needed to respond to events that impact the Forest in
addition to regularly scheduled meetings. Conference calls will also be used to keep all members
involved in forestwide activities.
1360.3--c – Policy
Functional Operations Team Meetings
The forestwide teams are expected to conduct meetings as necessary to set up, execute, and
monitor the programs on the Hoosier National Forest. Program Managers should include other
specialists and consultants depending on subject matter. The Strategy Team should have
opportunity for input as deemed necessary by the Program Manager.