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FOREST SERVICE MANUAL
ALBUQUERQUE, NEW MEXICO
FSM 1300 – MANAGEMENT
CHAPTER 1360 – MEETINGS MANAGEMENT
Supplement No.: 1300-98-1
Effective Date: April 2, 1998
Duration: Effective until superseded or removed
Approved: JOHN R. KIRKPATRICK
Acting Regional Forester
Date Approved: 04/02/1998
Posting Instructions: Supplements are numbered consecutively by Title 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):
1360
5 Pages
Superseded Document(s):
1360
5 Pages
(Last supplement was 1300-96-1 to
FSM 1360.)
Digest:
1360.45
1361
Revises deadline to 95 days for submitting requests for approval of
meetings exceeding $25,000.
Updates the title of Deputy Regional Forester for Administration to
Deputy Regional Forester for Operations.Daily meeting attendance
revised to include Director of Civil Rights. Monthly meeting of Regional
Forester, Deputy Regional Foresters, and Staff Directors now held the 1st
Tuesday of each month.DRF meetings with Directors revised as shown in
this update. Quarterly retreats revised as shown. Meeting notes
paragraph removed as obsolete.
R3 SUPPLEMENT 1300-98-1
EFFECTIVE DATE: April 2, 1998
DURATION: Effective until superseded or removed
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FSM 1300 – MANAGEMENT
CHAPTER 1360 – MEETINGS MANAGEMENT
1360.45 - Regional Forester, Station Directors, Area Director, and Institute
Director
The Regional Forester (RF) redelegates responsibility for meetings management as follows:
1. Director, Fiscal and Accounting Services. The Director of Fiscal and Accounting
Services (F&AS) has responsibility and authority to:
a. Establish and monitor meetings management policies and procedures.
b. Establish and monitor policy on meetings involving foreign travel.
c. Obtain passports and visas for those attending meetings outside the United States.
d. Review all letters and proposals for meetings or conferences, when the total cost is
expected to exceed $5,000. Transmit each proposal, along with a letter recommending
approval or disapproval, to the Regional Forester.
e. Review all letters and proposals for meetings or conferences concerning overall
management, strategic planning, or reorganization when the total cost is expected to
exceed $25,000. Transmit each proposal, along with a letter recommending approval
or disapproval, to the Regional Forester.
2.
Forest Supervisors and Staff Directors. Forest Supervisors and Staff Directors
have responsibility and authority to:
a. Approve attendance from their respective units at meetings listed in the
Washington Office Service-wide In-Service Meetings list, and at any approved
Regional or Geographic-Area In-Service meeting.
b. Approve holding In-Service Regional meetings and State and local jurisdictional
meetings costing less than $5,000. For In-Service meetings expected to cost over
$5,000, refer to direction (FSM 1361.22 and FSM 1361.4) and submit documented
proposals to the Regional Forester for approval or disapproval.
c. Approve attendance at all external meetings held within the United States, except
for those (FSM 1360.41) that are reserved within the Chief's authority. F&AS
requests nominations and coordinates approval for those National meetings, training
sessions, and conventions of organizations recognized by the Forest Service that are
reserved within the Chief's authority.
d. Monitor compliance with meeting policy and travel policy (FSM 1360 and FSH
6509.33) and establish controls over attendance at In-Service, external, and Regional
meetings.
e. Approve documents to attend meetings using Form AD-202, Travel Authorization,
or by official letter if the meeting is within the official duty station.
R3 SUPPLEMENT 1300-98-1
EFFECTIVE DATE: April 2, 1998
DURATION: Effective until superseded or removed
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FSM 1300 – MANAGEMENT
CHAPTER 1360 – MEETINGS MANAGEMENT
f. Prepare a transmittal letter and proposal for In-Service Regional and geographicarea meetings or conferences for overall management, strategic planning, or
reorganization, when costs are expected to exceed $25,000 (FSM 1361.4) and
drafting the letter to the Under Secretary for Natural Resources recommending
approval. All requests must be submitted to the Director, F&AS by the first of the
month, 95 days in advance of the meeting date.
The Regional Forester approves attendance at meetings held outside the United States. Forest
Supervisors and Staff Directors must submit Form FS-6500-1, Foreign Travel Proposal, to
F&AS when requesting attendance at foreign meetings.
1361 - MEETING PLANNING CONSIDERATIONS
In-Service meeting responsibilities are assigned as follows for regularly held formal meetings
involving the Regional Forester.
1. Prepare agendas and itineraries for meetings.
2. Assign and coordinate staff work to be completed for meetings.
3. Ensure followup tasks resulting from meetings is assigned and completed on schedule.
Meeting
Schedule
Responsibility
Food and Agriculture
Quarterly
Forest
Supervisor,
Tonto NF
Quarterly
Director,
S&PF
Annual
Director,
L&M
Council - Arizona
Food and Agriculture
Council - New Mexico
FS/BLM
February
R3 SUPPLEMENT 1300-98-1
EFFECTIVE DATE: April 2, 1998
DURATION: Effective until superseded or removed
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FSM 1300 – MANAGEMENT
CHAPTER 1360 – MEETINGS MANAGEMENT
FS/BLM/NRCS
(NM Land Office also
participates)
Annual
Director, RGE
November
FS/Game and Fish
Department - AZ
Annual
Director, WL
May
FS/Game and Fish
Department - NM
Annual
December
Director, WL
FS/NPS - AZ
Annual
March
Director, RN
FS/NPS - NM
Semiannual
April/November
Director, RN
R-3 Leadership
Quarterly
Deputy
Regional
Forester
(DRF),
Operations
R-3 and RM Station
Annual
Director, PAO
Salt River Project - AZ
Annual
Director,
EAP/WSA
Water & Power Resources
Svc.
Bureau of Reclamation
March
Meeting
State Executive Comm.
Agencies - NM
(Coordinated Resource
Annual
October
Director, RGE
Chairperson
rotates
annually
between
agency
heads
Alternate Director,
S&PF
Quarterly
State
Planning) ASCS, BLM, FS,
NRCS, NM Association of
Conservation Districts,
and State Forester
Forest Stewardship
R3 SUPPLEMENT 1300-98-1
EFFECTIVE DATE: April 2, 1998
DURATION: Effective until superseded or removed
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FSM 1300 – MANAGEMENT
CHAPTER 1360 – MEETINGS MANAGEMENT
Forester
Agencies: FS, NRCS, BIA,
Farm Service Agency,
NMSU Extension Service,
Private Landowners
4.
RF, DRF, Staff Directors, and R-3 Leadership Meetings.
a. Send agenda items and any supporting staff papers to the RF's secretary for DRF
approval no later than a week before the scheduled meeting. The DRF for Operations
approves and distributes final agendas and supporting staff papers for Directors' and
DRFs' meetings on the Wednesday before the scheduled meeting. Suggested format:
Meeting Agenda
Location
Date
Time
Subject
Purpose
Leader
9:00-9:10
Personnel Update
Information
HR Director
9:10-10:10
Items of Interest
Information
All
b. Schedules.
(1) The RF and DRFs meet each workday at 8 a.m. in the RF's office. Directors
of PAO, PD&B, and Civil Rights also attend.
(2) The RF, DRFs, and Directors meet on the first Tuesday of each month at 8:30
a.m. in the 6th floor conference room.
(3) The DRFs, Resources and State and Private Forestry meet on the first
Wednesday of the month with their Directors at 9 a.m. in the 6th floor conference
room. Staff Directors rotate responsibility for coordinating the agenda.
(4) The DRF, Operations, meets with Operations' Directors each Monday, as
needed, in the RF conference room.
(5) Quarterly Retreats will be scheduled for all DRFs and all Directors. Location
of the next retreat will be determined at the meeting. Directors rotate the
assignment of scheduling and coordinating the next retreat.