Pacific Northwest Coordination Group Steering Committee (PNWCG)
150 SW Harrison, Portland, Oregon
May 15, 2013
Final
Attendees: Chair Pam Ensley, FWS; David Summer, FS; Bobbie Scopa, FS; Jeff Fedrizzi,
BLM; Christie Neill, NPS; Darrel Johnston, WA DNR (representing Albert Kassel); Nancy
Hirsch, ODF; Mark Havener, Oregon Fire Chiefs Assoc; Bill Slosson, Washington Fire Marshal
(representing Paul Perz); Pat Kelly, Executive Director/Facilitator; Isaiah Hirschfield, notes;
Dan O’Brien, NWCC Center Manager; Jason Loomis, NWCC NPS; Andy White, Department
of Forestry; Dennis Mason, Clark County Fire & Rescue (representing Dave LaFave,
Washington Fire Chief’s Association)
Afternoon Attendees: Cory Winnie, BIA; Shelby Gales, SORO Fire Operations Safety, Chris
Worth, Mt. Hood NF (on detail to SORO); Nick Giannetino, Portland NIMO – Plans Chief
Agenda
Leader’s Intent
Today’s agenda
Current Tracking/Task Orders
Review Pending Notes
2013 Focus on Fire Season Preparedness
Lunch
Next month’s (Jun 19th) agenda
IC Expectations Letter
Draft Questions to IMTs
ODF IMT Update
2013 Fire Operations Safety Sessions
2013 AOP Revision Update
Master Agreement Revision Plan
Hot Topics
AAR
Pam Ensley
Pat Kelly
Pam/Pat
Leader’s Intent
Pam
Dan O’Brien
Pat/Group
Jeff Fedrizzi
David Summer
Nancy Hirsch
Nick Giannetino
Pam
Pam
Pam
Pam
Today’s agenda will take us thru a number of discussions that will set the stage for both the
PNWCG Steering Committee and NW MAC. Some new concepts are being considered, a
proposed letter from the Steering Committee to the Type 1 IC’s and a list of considerations for
each of us to take with us when doing site visits to IMTs in the field.
Agenda
(Handout 1 – PNWCG SC Meeting agenda May 15, 2013 v2, 1 p)
5.15.2013 PNWCG SC Meeting, pg 1
Current Tracking Commitments
Pam/Pat
(Handout 2 –Tracking Commitments, May 2, 2013, V44, 1 p)
Tasks/Status
1. Dan to assess 2012 Crew Metrics provided by Nancy and share with SC for UTF’s
at peak to determine numbers out of GACC. Show T2 and T2IA categories.
Cancelled/Ongoing data set to be built during season – Revisit in October.
2. Letter of principles for management of AD’s. Coordinated with IBPWT, OWT and
CMAC. Pending, June 2013.
3. TO 1109-04 IMT sharing with AK. Cancelled. Not expecting any formal
implementation. AK needs to better define their stance/needs.
5. TO 1302-02 MOU’s with FCA’s. 2-3 yrs of ground work. Task completed.
6. TO 1302-03 Cohesive Strategy. In future.
7. TO 1302-04 Fire-Adapted Communities. In future.
8. Questions for Discussion on IMT Monitoring. Completed at this meeting.
10. Draft LI on IMT Governance. Completed. Letter went out 5/7. Continued discussion.
11. Draft TO to OWT on IMT Governance. Pending. Gather comment from IMT boards,
consolidate, distribute to OWT. Due June 2013.
12. Letter closing TO 1011-12 IMT Succession Planning. Pending. Thank them for work,
no further work. Due June 2013.
Current Task Orders/Tracking
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Pam
Six PNW Contractor Associations have accepted PNWCGs invitation for a meeting to
be held in the Portland Area Nov. 20, 2013.
2013 NW Fire Weather Plan is approved.
The 2012 PNWCG Accomplishment Report is completed, and will be out in a few days.
NWCG Questionnaire completed regarding GACC IMT needs and capabilities.
Letters out to the ICAC requesting their input regarding Standards for Standing Down
T2 IMTs. Scheduled June 1.
Last meeting draft notes distributed for final comment due Friday, May 17.
(Handout 3 –April 17, 2013 PNWCG Meeting Draft Notes, v1)
2013 Focus on Fire Season Preparedness
Dan O’Brien
(Powerpoint presented)
(Handout - 4, NW MAC Operations Handbook, June 2013, 10 pp)
Review how MAC, NWCC, PNWCG interact 50,000 ft view.
Powerpoint Presentation Content:
 MAC Mission
 Ongoing Operations
o Roles/Responsibilities
 Operating Guidelines
5.15.2013 PNWCG SC Meeting, pg 2
The template for the Agency Administrator delegation to the MAC Rep states that the
delegation is effective until “the MAC Group completes its work and disbands or until relieved
of your assignment.” This wording suggests the MAC is not in continuous effect. Given that the
NWC Center Manager delegation comes from the MAC, this suggests that the delegation cannot
be in continuous effect.
Pam’s delegation states that the delegation is good until rescinded.
Task: Dan will update delegation template with new language.
Discussion:
Have all players (meet and greet agency administrators) pre-season in the room at some point?
Not at this time…too late in the year…AA’s schedule too full.
When PL 4 or 5 on horizon? Convene then? Flag those events?
Previously had evening conf calls to not disrupt daily ops.
Topic, Bobbie S.: Agency duty officers moving resources without notification of GACC/MAC.
Topic, Jeff F.: Distinguishing between name/role of Steering Committee/MAC. Do players with
a dog in the fight have a more prominent role?
Topic: Defining firmer criteria for establishing MAC engagement. Transfer of delegated
responsibilities between NWCC Center Manager & MAC.
Pam: Difficult to create a black & white threshold; have to sometimes operate in the gray.
BLM & USFS may have conflict with movement of resources that are being directed by
NWCC. USFS BLM delegations may be in conflict with MAC/NWCC delegations.
Discussion group: Jeff, Dan, David, Bobbie. “Group of four”. These four will discuss, develop
understanding and resolve the issue.
Task: Pam & above group: Resolve issue in advance of building next meeting’s agenda. This
will not be an agenda item.
Pam: Improved documentation, could be a justification to bring in MAC sooner.
Next month’s (Jun 19th) agenda/Fire Season/Preparedness
Pat/Group
Topics
Sign Annual Operating Plan
Agree to Timeline of Master Agreement
T1 ICs meet
5.15.2013 PNWCG SC Meeting, pg 3
Capturing/develop agenda session:
Fire Season Pre/MAC - to accomplish
1. Invite T1 IC’s for day (presented around lunch hour, ~30 min)
Task: Pam, contact IC’s, brief them. Suggest to provide T1 leader’s intent. What could
PNWCG/MAC do better to help them.
Focus ahead questions for 2013
Social lunch hosted by PNWCG
2. Sign AOP (30 min)
3. Master Agreement Timeline (30 min
4. T2 IMT Stand Down Criteria (60 min)
5. Public & Prevention Messages (30 min) Task: Nancy provide who? when? to Pat to
generate task order regarding this topic
6. Intro/Leaders Intent/Tracking Notes (30 Min)
7. T1 IC’s Critical Time Risk Assessments (30 min). The ICs will be asked to present their
role
Share IC Expectations Letter
Jeff Fedrizzi
(Handout - 5, 2013 Incident Commander Expectations, Rocky Mountain CG, 3 pp)
Handed out example. Gave background. Clarifies expectations looking forward. Do something
similar in NW?
Discussion:
Conflict with geo-board guidance? Send to geo-board for endorsement, then send from
PNWCG? Endorse by OR & WA Geo boards, PNWCG? Focus on salient points (2-3 items? i.e.
Public/landowner interactions)?
Task: Jeff draft letter, send 72 hr, for comment this month.
Group: Send examples, comments to Jeff.
Draft Questions for PNWCG members to focus on with IMTs in the field. David Summer
(Handout – 6, FY12 Learning Put into Action for FY13, 1 pp)
Topics:
1. Communications
2. Risk Sharing/Transfer
3. Workforce Succession
4. Contract Resources
Discussion:
5.15.2013 PNWCG SC Meeting, pg 4
Themes could be integrated into IC Expectations Letter? Advise: incidents can expect a
leadership visit? Caution: Adding a new process (for IMTs or Agency Administrators)/Provide
guidance informally vs. formally? Show commitment “by being there”, 24 hr visit (Crew Boss
Mtg, Helibases, etc)? Experience: the line says “we need X”, but message doesn’t reach
leadership. Perception: visits may be intrusive/disruptive? AAR visit adequate? Timing: day 5-7
of incident often captures critical peak, more informative than visit during ramp-down phase.
Set tone: not a review, to add value.
Remain informal tool. Not checklist. Is “tickler list.” Plan opportunities for roll-ups, feedback
from incident visits.
ODF IMT Update
Nancy
ODF Federal Participation?
Clarify: will retain 3 ODF Teams. There is no rule forbidding ODF employee participation in
other teams. Participation has varied greatly over the years. Interest is there. For joint
jurisdiction, federal team fire, various options for how ODF IMT could be integrated exist.
Generate SOPs for engaging more actively (w/ individual positions/group positions/alternate
pool). If 40 nat’l team plan moves forward, creates a tension for state-funded teams (paid for by
states/landowners).
Discussion: Per Barry Point reviews, expect increased trigger/recommendation to manage with
Unified Command.
Participation: 2/3rd ODF IMT makeup from outside the Fire Management program (militia).
These positions are funded directly by revenue generating sources and cannot always be
separated from their day job unless a significant priority exists.
WA DNR also largely militia.
Obstacles to providing training/positions - State forest program-funded, must account for
exchanging revenue production in-state vs. providing firefighters/training opportunities.
Regarding the national Emerging Incident Management effort: Response to the recent NWCG
survey 40 nat’l/fed IMT plan and about 30 state teams to be in-state, “surge force”.
An upcoming Nat’l Assoc of State Foresters meeting will further discuss the State roles in EIM.
2013 Fire Operations Safety Sessions
Nick Giannetino/Shelby Gales and guest
Chris Worth.
(Handout – 7, PNWCG Safety Session AAR 2013 Sessions, 3 pp)
Held 4 consistent sessions in 4 distinct geographic locations. Active state, structure fire
participation. 100 person max per session with a total of 350 attendees.
Key discussions:
5.15.2013 PNWCG SC Meeting, pg 5
Targeted getting AA level w/ ENG/CRW level folks. Theme: “not getting heard”.
Communicated that 4 hard-wired times exist in 24 hr cycle to communicate to managers.
Agency folks “focus on listening”.
Large group: pulling teeth to get feedback. Once in small groups “the dam broke.”
IC/Crew Boss meetings? Crew captains feeling welcome?
Reaching our audience? Have to pre-plan 3-6 months ahead administratively due to bureaucratic
constraints.
Initial thoughts:
Background: PNWCG initiated the sessions in June 2012 as a follow-up to implementing the
PNWCG Safety Focus.
An initial brainstorm of the SC regarding how to proceed in 2014:
Highly-valued sessions should outweigh bureaucratic obstacles to continue on.
Focus on 1st Line Supervisors.
Emphasize small-group sessions.
Spread over 2 weeks (instead of 1)
Was there seasonal employee participation? Consider the possible value increase/promote by;
close to areas with fft’s in colleges? Closer to a date when seasonals are on? Count as
critical/refresher? 2 weeks in April? 4-6 towns?
Ops working, Training, ICAC teams to inform agenda.
Purpose was not always clear to all participants. Clarify/convey message to field better.
Praise from PNWCG for group’s efforts
2014 Pre-planning
Who – Task to training working team. Shelby Gales active. Nick Giannetino’s continued
participation would be valuable but he may not be available due to NIMO priorities.
What – Develop a theme? Opinion Poll?
Safety: Potentially taxing season. “Keeping an fft healthy/balanced as a theme”
Bring the (emotionally) “fit for duty” concept forward.
When – Request that the Task Order be complete By July 1, 2013
Where – To be addressed`
Task: Jeff to write a Task Order to the Training Working Team asking them to work with
Shelby Gales to develop a recommendation to the SC on how to proceed in 2014.
2013 AOP Revision Update
Pam
Not ready until June meeting. Signature Ready June 15.
Master Agreement Revision Plan
Pam
(Handout 8 – 2014 Rewrite of PNW Master Agreement, Draft Timeline,1 p)
Last year of 5 year master agreement. Carla Schamber has sent out timeline.
5.15.2013 PNWCG SC Meeting, pg 6
Validate Timeline
Jeff: Timeline too ambitious (based on past experience).
Timeline needs names/dates
Clarify with Cici in June: Is there a detailed implementation plan?
Christie Neill volunteers the NPS to identify a Solicitors Officer representative for DOI who the
NPS has had very good outcomes with.
Hot Topics
1. Barry Point
Pam
ODF is involved in addressing recommendations made by previous reviews. State Forester
Decker is visiting with interested parties in the Lakeview area next week. David Summer
provided a link to documents regarding reviews already accomplished regarding Barry
Point.
2. Evolving Incident Management Update
Pam
(Handout 9 – NWCG EIM Project May 2013 Update, 3 pp)
Pam handed out a 3 page summary that gives good detail on how EIM is being
implemented.
3. OSFM/Districts Involvement?
Mark Havener
OSFM interest in being a more active interagency player. Obstacles in place. Won’t see
change this year.
4. 2012 PNWCG Charter Revision has been under review by the Assistant Attorney
General’s Office since July 2012. Bill Slosson is working with the AAG to address their
concerns.
5. Identify notetaker in Jan Mathis’ absence. Ad hoc staffers, Christie Neill volunteered.
Sabrina Perez from ODF will cover June 2013.
AAR
Positives captured
New ideas
Site visits
Candor
Letter to ICs
Informed on what other GACCs are doing
5.15.2013 PNWCG SC Meeting, pg 7