/EOMF_FCP_PP_Manual_No.51_v.2_-_Sept_2007_-_FULL by Vince Murphy

EASTERN ONTARIO MODEL FOREST INFORMATION REPORT NO. 51 v. 2

FOREST CERTIFICATION POLICIES & PROCEDURES MANUAL - For Private Woodlot Owners, Community Forests, and Small Wood Processors within the Great Lakes St. Lawrence Forest Region –

EASTERN ONTARIO MODEL FOREST

FORÊT MODÈLE DE L'EST DE L'ONTARIO

10 Campus Drive Kemptville, Ontario Canada K0G 1J0

Tel.: (613) 258-8241 Fax: (613) 258-8363

Tél.: (613) 258-8241 Téléc.: (613) 258-8363

Forest Certification Program Policy and Procedures Manual June 29th 2007 The purpose of the Eastern Ontario Model Forest (EOMF) – Forest Certification Program Policy and Procedures Manual is to provide and share information necessary to achieve and manage a Forest Stewardship Council (FSC) Resource Manager Certificate. The EOMF FSC certificate is maintained on behalf of private forest owners and community forests in the Great Lakes St. Lawrence forest region. This manual outlines steps involved, working models, concepts, policies, procedures and operating templates that can be transferred to other forest regions and jurisdictions for implementation. In 1999 forest certification became a current topic of interest and discussion for the EOMF when several large retailers publicly stated their intent was to sell wood products coming from well managed forests. At that time there was little understanding of forest certification on the privately owned forests of southern Ontario. At the suggestion of Domtar, Cornwall and the Ontario Woodlot Association the EOMF facilitated a broad based Certification Working Group. Its goals were to explore forest certification and determine a course of action towards implementation for private woodlots and community owned forests in the eastern region. Many others have contributed various forms of support including the Richard Ivey Foundation, the George Cedric Metcalf Foundation, the Canadian Forest Service and the Ontario Ministry of Natural Resources. A full list of supporters can be found in the acknowledgements section of this manual. The EOMF would like to thank members of the Certification Working Group for their valuable time and guidance over the past 7 years, making the Forest Certification Program one that has had a positive impact on the landscape in eastern Ontario and by sharing their lessons learned with other groups and individuals seeking certification for their lands. It is the EOMF’s belief that while certification is not the end itself, it acts as an important tool by providing a framework of achieving sustainable forestry on the ground. It is hoped that you find this document useful. Any comments or feedback would be appreciated. Thank you to all that have contributed their time, ideas and effort towards this important resource.

Brian Barkley R.P.F General Manager Eastern Ontario Model Forest

EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

TABLE OF CONTENTS ACKNOWLEDGEMENTS ……………………………………………………………………..

ACRONYMS ………………………………………………………………….........................

INTRODUCTION ………………………………………………………………………………

POLICIES Policy 1.0 EOMF Forest Certification Program Structure …………………………………. Policy 1.1 Legal Requirements Policy ……………………………………………………….. Policy 1.2 Financial Policy …………………………………………………………………….. Policy 1.3 Minimum Requirements Policy …………………………………………………… Policy 1.4 Entering, Exiting and Expulsion Policy ………………………………………….. Policy 1.5 Consultation, Communication and Outreach Policy ………………………….... Policy 1.6 Document Control and Confidentiality Policy ……………………………………. Policy 1.7 High Conservation Value Forest …………………………………………………..

12 19 20 23 27 29 32 35

Policy 2.0 Processing, Manufacturing and Purchasing Policy ……………………………… Policy 2.1 Wood Purchasing Policy …………………………………………………………… Policy 2.2 Group Chain of Custody Policy ……………………………………………………. Policy 2.3 Outsourcing Policy ………………………………………………………………….. Policy 2.4 Certified Maple Syrup Policy ………………………………………………………. Policy 2.5 Certified Firewood Policy …………………………………………………………… Policy 2.6 Labeling and Text Approval Policy …………………………………………………

36 39 42 46 47 48 50

Policy 3.0 Auditing and Monitoring of Annual Operations Policy …………………………... 51 Policy 3.1 Corrective Action Request Policy …………………………………………………. 53 Policy 3.2 Dispute Resolution Policy ………………………………………………………….. 54 Policy 4.0 Education and Training Policy …………………………………………………….. 56 Policy 5.0 State of the Forest Reporting Policy ……………………………………………… 57 Policy 6.0 Policy and Procedures Review and Renewal Policy ……………………………

STANDARD OPERATING PROCEDURES SOP 1.0 Planning ………………………………………………………………………………. SOP 1.1The Forest Management Plan ……………………………………………... SOP 1.2 Forest Operations Prescription …………………………………………….. SOP 1.3 Property Boundary Lines …………………………………………………… SOP 1.4 Tree Marking …………………………………………………………………. SOP 1.4.4 Tree Marking Audit ………………………………………………. SOP 1.5 Areas of Concern ……………………………………………………………. SOP 1.6 Invasive Exotic Species …………………………………………………….. SOP 1.7 High Conservation Value Forest …………………………………………… SOP 1.8 Cultural Heritage Values …………………………………………………….

59 60 62 64 66 68 69 73 74 75

SOP 2.0 Access ………………………………………………………………………………….. SOP 2.1 General Access ……………………………………………………………… SOP 2.2 Water Crossing ………………………………………………………………. SOP 2.3 Road Layout and Construction ……………………………………………... SOP 2.4 Access across Other Lands ………………………………………………… SOP 2.5 Landings ……………………………………………………………………….

77 78 79 80 81 82

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TABLE OF CONTENTS continued SOP 3.0 Harvest ………………………………………………………………………………….. 83 SOP 3.1 Logging ………………………………………………………………………… 84 SOP 3.2 Skidding ……………………………………………………………………….. 85 SOP 3.3 Utilization ……………………………………………………………………… 87 SOP 3.4 Logging Damage …………………………………………………………….. 88 SOP 3.5 Wood Tracking ……………………………………………………………….. 89 SOP 4.0 Renewal, Tending and Protection ……………………………………………………. 90 SOP 4.1 Forest Renewal ……………………………………………………………….. 91 SOP 4.2 Tending ………………………………………………………………………… 92 SOP 4.3 Forest Protection (Insect/Disease/Fire) ……………………………………. 94 SOP 5.0 Auditing, Monitoring and Assessments ……………………………………………… 96 SOP 5.1 Auditing and Monitoring ……………………………………………………… 97 SOP 5.2 Assessments …………………………………………………………………. 100 SOP 6.0 Environmental Protection ……………………………………………………………... 103 SOP 7.0 Group Chain of Custody ………………………………………………………………. 105 SOP 8.0 Certified Maple Syrup Production …………………………………………………….. 108

APPENDICES A. B. C. D. E. F. G. H. I. J. K. L. M. N. O. P. Q. R. S. T. U. V. W. X. Y.

Landowner Group / Landowner MoU …………………………………………………. 110 Landowner Group / EOMF MoU ………………………………………………………. 114 Forest Manager / EOMF MoU …………………………………………………………. 117 Community Forest Manager / EOMF MoU ………………………………………….. 122 Forest Industry / EOMF MoU …………………………………………………………. 128 Group Chain of Custody Processing Facility / EOMF MoU ……………………….. 130 Sale of Standing Timber Contract ……………………………………………………. 133 Guidelines for Small-Scale Harvesting (Personal Use) …………………………….. 138 Document List Template for Community Forest Managers ………………………… 139 Checklist for Minimum Requirements …………………………………………………. 140 Ontario’s Rare Forest Ecosystems ……………………………………………………. 142 Chain of Custody Certification Outsourcing Agreement …………………………….. 143 Landowner / EOMF MoU for the Production of Certified Maple Syrup ……………. 144 Corrective Action Request Form ………………………………………………………. 146 Forest Stand Analysis Form ……………………………………………………………. 147 Forest Operations Prescription Template …………………………………………….. 148 Tree Marking Audit Report Form ………………………………………………………. 154 Raptor Nest Report Form ………………………………………………………………. 155 Tree Species of Concern ……………………………………………………………….. 157 EOMF Bill of Lading …………………………………………………………………….. 158 Forest Operations Activity Assessment Report ……………………………………… 159 Forest Operations Inspection Report …………………………………………………. 160 Logging Damage Assessment Report ……………………………………………….. 161 Utilization Summary Tally Sheet ……………………………………………………… 162 Fuel and Oil Spills Accidental Discharge Report Form ……………………………… 163

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Acknowledgements The Eastern Ontario Model Forest appreciates the funding support of the Canadian Forest Service through the Canadian Model Forest Program. Contributions from the following foundations have significantly accelerated the progress of the EOMF Forest Certification Program: George Cedric Metcalf Foundation Richard Ivey Foundation Home Depot Foundation Valley Heartlands Community Futures Development Corporation The Eastern Ontario Model Forest wishes to thank the following organizations for their contributions: Canadian Forest Service Canadian Model Forest Network Conservation Ontario Domtar Communications Papers Inc. Eastern Ontario Certified Forest Owners Forest Stewardship Council of Canada Mazinaw â&#x20AC;&#x201C; Lanark Forest Inc. Ontario Woodlot Association Ontario Maple Syrup Producers Association

Ontario Ministry of Natural Resources Ontario Stewardship SmartWood Program of the Rainforest Alliance South Nation Conservation Stormont, Dundas & Glengarry Certified Forest Owners Town of Oakville United Counties of Prescott & Russell Westwind Forest Stewardship Inc.

A special acknowledgement is extended to current and past members of the Eastern Ontario Certification Working Group: Brian Barkley Eric Boysen Tony Bull Martha Copestake Scott Davis Steve Dominy Achille Drouin Ray Fortune Jim Gilmour Wade Knight Jim McCready David Neave Cathy Nielsen John Oatway Vivian Peachey Mark Richardson Tom Richardson Martin Streit Silvia Strobl Linda Touzin Bert Treichel Hans von Rosen Dan Welsh

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Eastern Ontario Model Forest Ontario Ministry of Natural Resources Eastern Ontario Certified Forest Owners Eastern Ontario Model Forest Eastern Ontario Model Forest Canadian Forest Service Eastern Ontario Model Forest Board Member Ontario Maple Syrup Producersâ&#x20AC;&#x2122; Association Eastern Ontario Certified Forest Owners Group Ontario Woodlot Association Eastern Ontario Model Forest President Canadian Model Forest Network Ontario Ministry of Natural Resources Ontario Ministry of Natural Resources Forest Stewardship Council Canada Eastern Ontario Model Forest Mazinaw-Lanark Forest Inc. Ontario Ministry of Natural Resources Ontario Ministry of Natural Resources Ontario Ministry of Natural Resources Eastern Ontario Certified Forest Owners Group Forest Consultant Canadian Forest Service

EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

Acronyms AGS ANSI AOC CAR CFM CFS CLTIP CoC CSA CWG DBH DFO DWD EOCFO EOMF FM FMP FOIR FOP FRI FSC GIS GLSL HCVF IRM LG LGC MFTIP MOE MoU NCC NHIC NRIC NRVIS OBM OFSWA OMNR OWA P&P PSW RM RPF SD&G CFO SFI SFM SOP SW UGS VTE WSIB

Acceptable Growing Stock Area of Natural or Scientific Interest Area of Concern Corrective Action Request Community Forest Manager Canadian Forest Service Conservation Land Tax Incentive Program Chain of Custody Canadian Standards Association Certification Working Group Diameter at Breast Height Department of Fisheries & Oceans Downed Woody Debris Eastern Ontario Certified Forest Owners Eastern Ontario Model Forest Forest Manager Forest Management Plan Forest Operations Inspection Report Forest Operations Prescription Forest Resource Inventory Forest Stewardship Council Geographic Information System Great Lakes â&#x20AC;&#x201C; St. Lawrence High Conservation Value Forest Integrated Resource Management Landowner Group Landowner Group Coordinator Managed Forest Tax Incentive Program Ministry of Environment Memorandum of Understanding National Capital Commission Natural Heritage Information Centre Natural Resources Information Centre Natural Resources Values Information System Ontario Base Map Ontario Forestry Safe Workplace Association Ontario Ministry of Natural Resources Ontario Woodlot Association Policies & Procedures Provincially Significant Wetland Resource Manager Registered Professional Forester Stormont, Dundas & Glengarry Certified Forest Owners Sustainable Forestry Initiative Sustainable Forest Management Standard Operating Procedure SmartWood Unacceptable Growing Stock Vulnerable, Threatened, or Endangered Workplace Safety Insurance Board

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INTRODUCTION Background As one of 11 large-scale working model forests, representing the five major forest ecoregions of Canada, the Eastern Ontario Model Forest (EOMF) works with government, landowners, industry, First Nations and other stakeholders to develop new ways to sustain and manage forest resources. Landowners are stewards of more than three-quarters of the land in eastern Ontario, of which 35% is forest (Johnson et al. 1999). Most of the stands are small and fragmented, since they are located in a densely populated region with many roads, waterways, farms, and residential developments. Many produce wood products and still sustain a variety of wildlife, but their owners face several challenges, most notably how to sustainably manage their woodlots and market their wood. During the summer of 1999 sustainable forest certification became a topic of interest. Several large U.S. and Canadian retailers publicly stated their intent to sell wood products coming from sustainably managed forests. Forest certification is a process designed to encourage the sustainable management of forests throughout the world. Independent auditors evaluate forest stands to determine whether their owners are complying with sound forestry standards. Owners who meet the required standards will have their woodlots certified as “well-managed.” This label will provide assurance to both the woodlot owners and consumers of wood products that their forests are being well managed. As a result, the EOMF created a Certification Working Group (CWG) to investigate the certification of private land in the Eastern Ontario Model Forest area. Membership in this working group included EOMF staff and board members and representatives for private landowners, Domtar Cornwall, the Ontario Woodlot Association, the Ontario Ministry of Natural Resources and the Canadian Forest Service. With the closing of the Domtar Cornwall pulpmill in 2005, Domtar no longer has representation in the CWG, however all other original member organizations maintain their representation in the group. Over time Domtar’s seat will be filled by representatives from the local forest industry. Only 25% of wood processed by pulp and sawmills in eastern Ontario comes from local, small woodlots; the rest is imported from outside the region. At the same time, total employment in forestry related sectors declined by 18% from 1991 to 1996 (Johnson et al. 1999) and has continued to decline since then. By working together, woodlot owners can work with other certified landowners, manufacturers and retailers to create market and cost-sharing opportunities that can increase their revenues from the sale of certified forest products. Certification includes two components: Forest Certification, which is the certification of the sustainability of forest management activities; and Product Certification, which is directed at the production of certified forest products and is also termed “chain of custody” (CoC). Currently three systems of third-party forest certification have support in Ontario they are; the Canadian Standards Association’s Sustainable Forest Management System (CSA-SFM), the Forest Stewardship Council (FSC) certification program, and the Sustainable Forest Initiative (SFI). Through the research of the certification working group, it was concluded that while certification was not the end in itself, it could be an important means towards the end goal of achieving sustainable forestry on the ground. Preliminary analysis carried out by the EOMF indicated that the FSC system was the most applicable for testing the feasibility of forest certification for owners of small woodlots within the EOMF area. Considerations included: • At the time, the FSC has developed draft regional standards, for the central and southern portion of the Great Lakes - St. Lawrence Forest Region that appear to be accepted by forestry practitioners/operators (Wildlands League 2000).

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• •

The FSC indicated a willingness to work with the EOMF in developing an interpretation of their regional standards for use on private land and in the development of a pilot project to test this interpretation. Cost of forest certification by the other systems seemed to be cost prohibitive for smallscale forestry operations.

The Forest Stewardship Council is an independent, non-profit, non-governmental organization that was founded in 1993 by a diverse group of representatives from 25 countries. The FSC has introduced an international labeling scheme for forest products, which provides a credible guarantee that the product comes from a well-managed forest. All forest products carrying the FSC logo are independently certified as originating from forests that meet the internationally recognized FSC’s 10 guiding Principles of well-managed forests, which are: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Compliance with Laws and FSC Principles Tenure & Use Rights and Responsibilities Indigenous Peoples’ Rights Community Relations and Worker’s Rights Benefits from the Forest Environmental Impact Management Plan Monitoring & Assessment Maintenance of High Conservation Value Forests Plantations

The Forest Stewardship Council’s Principles and the related Criteria set thresholds for defining forest stewardship for all forests worldwide. The FSC supports the development of national and regional standards that implement their Principles and Criteria at the local level. The standards are developed by national and regional working groups that work to achieve consensus amongst individuals and organizations involved in forest management and conservation in different forest regions of the world. The Draft Standards for Well Managed Forests in the Central and Southern Great Lakes – St. Lawrence Forests (GLSL) of Ontario, provide guidelines for implementing the FSC Principles and Criteria in the GLSL forest region, and would apply to the EOMF. The Wildlands League, with the financial support of the Richard Ivey Foundation, coordinated the GLSL Regional Standards and the GLSL Regional Standards were field tested in June 1999 on Domtar Forest Products’ Gilmour properties, south of Bancroft, Ontario. These standards have been used by several certificate holders as the guide to forest stewardship council certification in the region for many years. Currently, FSC Canada is undergoing a review of this standard and they are merging it with the standards for the mixed-wood forests of Quebec. The result will be the FSC Certification Standard for the Great Lakes - St. Lawrence Region. It is in the final stages and is expected to be approved during the summer of 2007. This Policies & Procedures Manual is based on those standards. The EOMF established a partnership with the Forest Stewardship Council of Canada to undertake a project to assess the feasibility of FSC certification of groups of small woodlots in Eastern Ontario. The Richard Ivey Foundation provided important initial financial support to this project. Other initial contributors were EOMF partners such as Domtar Cornwall, the Ontario Maple Syrup Producers Association, the Ontario Ministry of Natural Resources (OMNR), and the Ontario Woodlot Association (OWA). The pilot project has grown substantially since its inception and is now one of the focus programs of the EOMF. The program has received funding from a variety of other foundations, including; the Metcalf Foundation, the Home Depot Foundation, and Valley Heartlands Community Futures Development Corporation. The program still relies heavily on contributors such as the OMNR, the

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OWA, and private woodlot owners. Currently, the EOMF is certified as a Resource Manager and is responsible for facilitating forest certification for several groups of private landowners and several community forests in Eastern Ontario through their forest management certificate (SWFM/COC-232). The EOMF also holds a Group Chain of Custody certificate on behalf of several small-scale wood processors in the region. The EOMF has also made partnerships with mills in the region that hold a vested interest in certified wood and pay an operating fee for any wood coming from the EOMF program. A generalized example of the flow chart can be seen in Figure 1. Please contact the EOMF for a copy of the most current Certification Program Flow Chart. This manual provides the necessary information to implement a forest certification program through Resource Manager Certification and Group Chain of Custody Certification in the Great Lakes - St. Lawrence Region and beyond. The process of Resource Manager Certification involves a legal entity (in this case the EOMF) organizing the certification process, holding a FSC certificate, and acting as Resource Manager. The EOMF establishes and supports groups of Forest Owners with small forest areas managed by Forest Managers, for example the Eastern Ontario Certified Forest Owners (Figure 1). In addition, the EOMF supports the certification of Community Forests through Forest Managers and municipal councils. Community Forests are forests owned and managed by municipalities, conservation authorities, and/or other conservation entities such as the National Capital Commission (NCC). Generally, in Ontario, Community Forests were a part of the OMNR’s past Agreement Forest Program. The Group Chain of Custody process is similar, except the EOMF holds the certificate on behalf of small-scale wood processors across the region who are interested in using wood from certified forests for their products, in turn giving them the ability to market those products as certified with an FSC label. The EOMF defines the forest management requirements for Forest Managers needed to implement the FSC GLSL Standards, and audits their performance. The EOMF chooses the FSC Accredited Certifier, maintains records, manages the certification audit, and audits participants to ensure all forest properties in the certified pool meet FSC standards. By performing these functions for a large number of landowners and community forests; forest certification is affordable for owners of small to medium sized woodlots and for municipalities who own and operate tracts of forest land. As a result, members of EOMF Forest Certification Program can produce and market FSC certified wood. The relationships between the EOMF and the various participants in the program are further outlined in the Memoranda of Understanding which follow the responsibilities outlined in the EOMF Forest Certification Program Structure – Policy 1.0. Purpose of this manual This manual has been prepared to guide the EOMF as it implements FSC certification for private woodlot owners, their forest managers, and community forest managers. The manual will also be used in the implementation of Group Chain of Custody for small-scale wood processors. This document will also be used to assist other groups and individuals achieve forest certification; this document is a tool that is easily transferable beyond the boundaries of the EOMF. The EOMF will use these policies and standard operating procedures as well as supporting documentation found in the appendices to: • ensure compliance with the FSC GLSL Standards and the Group Chain of Custody requirements • provide guidance to the EOMF Certification Coordinator and staff, Forest Managers, private woodlot owners, wood processors, and anyone involved with forests and wood certified within the EOMF program in implementing sustainable forest management on certified woodlots and those proposed for certification • cross reference Ontario Ministry of Natural Resources (OMNR) silvicultural guidelines, EOMF documents, and other relevant technical resources

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Figure 1: A Schematic Representation of the EOMF Forest Certification Program

Agreement (MOU)

(current to September 2007, showing potential for the future)

Partnership

Accreditation Body

Accreditation Body: Forest Stewardship Council (FSC)

Accredited Certifier

Resource Manager Forest Manager Community Forest

Independent 3rd party auditor: Smartwood

Landowner Group

Chain of Custody Facilities

Umbrella Organization Eastern Ontario Model Forest (Resource Manager)

Eastern Ontario Certified Forest Owners1 (Landowners)

South Nation Conservation2 (Forest Manager)

EOMF Mill Agreements (10 Sawmills)

Individual Landowners Processing Facilities Landowner Group - Program Coordinator

Town of Oakville (Community Forest)

SD&G Certified Forest Owners3 (Landowner Group Coordinator)

Other Community Forests

Other Landowner Groups

NOTES: Forest Consultants & EOMF Certification Staff (Forest Manager)

SNC Properties

SD&G Properties

Prescott & Russell Properties (Larose Forest)

John McNeil (Forest Manager)

SD&G Certified Forest Owners Inc. (Landowners)

Forest Consultants (Forest Manager)

1. The EOMF has agreements (Memoranda of Understanding - MOUâ&#x20AC;&#x2122;s) with each landowner belonging to the Eastern Ontario Certified Forest Owners Group (EOCFO). 2. South Nation Conservation is the Forest Manager for South Nation, Stormont Dundas & Glengarry, and Prescott & Russell (Larose Forest) forest properties. Josee Brizard is the direct point of contact. The EOMF has an MOU directly with South Nation Conservation indicating their responsibility for the sustainable management of these forest properties. 3. Jim Hendry is the Landowner Group Coordinator for the SD&G Certified Forest Owners (SD&G CFO). He is the direct point of contact between SD&G CFO and the EOMF. As Landowner Group Coordinator, Jim has MoUâ&#x20AC;&#x2122;s in place with all the landowners of SD&G CFO.

EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

Manual revisions This manual will be reviewed annually for currency and appropriateness and revised as required, as per the Policy and Procedures Review and Renewal Policy – Policy 6.0. Persons who have defined responsibilities within the EOMF Forest Certification Program will maintain an up-to-date version, as per the Document Control and Confidentiality Policy – Policy 1.6. Intended audience This manual is intended primarily for use by: • EOMF staff to ensure compliance of Forest Managers and landowners • Forest Managers working with landowners and community forests to ensure compliance • All program participants to ensure they understand and comply with FSC requirements for forest management • Wood Processing Facilities that are currently Chain of Custody certified or that are interested in becoming certified • FSC Accredited Certifiers to ensure compliance of certified properties with the FSC GLSL Standards • Potential Landowner Groups wishing to implement FSC Forest Certification • Interested Resource Managers or potential Resource Managers working with landowners and Forest Managers to assist with implementation of the FSC GLSL Standards How to use this manual This manual is comprised of two main sections: Policies and Standard Operating Procedures. Supporting documentation such as Memoranda of Understanding, forms, checklists, etc., can be found in the Appendices. The manual includes Policies to outline roles and responsibilities of Forest Certification Program participants and to facilitate respectful conduct among the participants in the program. The forest management services provided to program participants by Forest Managers will be guided by Standard Operating Procedures (SOPs). By using the SOPs outlined in this manual and the associated guidelines, checklists, and forms; the EOMF, Forest Managers, and individual landowners will ensure that forest management of all certified forests complies with the FSC GLSL Standards. To guide the participants of the Forest Certification Program, Memoranda of Understanding or Agreements will be required between the following parties. Generic templates of the MoU’s can be found in the appendices, as listed below.

1. • • • • • • •

EOMF EOMF with FSC Accredited Certifier (Agreement) EOMF with Landowner (MoU) – only in the case of the EOCFO - Appendix A EOMF with Landowner Group (MoU) – Appendix B EOMF with Forest Manager (MoU) – Appendix C EOMF with Community Forest Manager (MoU) – Appendix D EOMF with Forest Industry (MoU) – Appendix E EOMF with Group CoC Member (MoU) – Appendix F

2. • • • • •

Landowner Groups & Landowners Landowner Group with EOMF (MoU) Landowner Group with Forest Manager (MoU) – Appendix C Landowner with Landowner Group (MoU) – Appendix A Landowner with EOMF (MoU) – only in the case of the EOCFO – Appendix A Landowner with Logger (Agreement) – Sale of Standing Timber Contract - Appendix G

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3. Community Forest Manager • Community Forest Manager with EOMF (MoU) • Community Forest Manager with Community Forest Owner (Agreement) • Community Forest Manager with Logger (Agreement) 4. Group Chain of Custody • EOMF with FSC Accredited Certifier (Agreement) • EOMF with participating Group CoC Member (MoU) The following description of each of the participants within the Forest Certification Program outlines the relationship between the various individuals and groups and sets the stage for the policies and procedures that follow, particularly with regards to clarification of roles, terminology and acronyms used throughout this manual. Please refer to Figure 1 for more clarification. EASTERN ONTARIO MODEL FOREST (EOMF) The Eastern Ontario Model Forest organization is a collection of dedicated individuals and groups working together to sustain and ensure the health of the forests of eastern Ontario. The EOMF forest area covers more than 1.5 million hectares, north from Gananoque on the St. Lawrence River, through the regional municipality of Ottawa-Carleton into Lanark County and east to the Quebec border. It also encompasses the lands of the Mohawks of Akwesasne. The EOMF forest area is a part of the Great Lakes St. Lawrence Forest Region with a variety of commercial and non-commercial tree species. Approximately 88% of the EOMF area is privately owned and has over one million residents. For more information please visit; www.eomf.on.ca. The EOMF is the organizational body behind the Forest Certification Program and is termed the Resource Manager (RM). It is the organization that facilitated the process of obtaining the Resource Manager Certificate and the Group Chain of Custody Certificate and the EOMF holds these certificates on behalf of all program participants. The responsibilities of the EOMF are included in the policy entitled EOMF Forest Certification Program Structure - Policy 1.0. In brief, the EOMF is responsible to recruit landowners, hire an accredited certifier and oversee the organizational and reporting aspects of maintaining FSC certification. ACCREDITED CERTIFIER (Auditor) The EOMF has selected SmartWood, as the third party auditor. SmartWood is accredited by FSC and has the authority to certify forests as well-managed in accordance with the FSC Certification Standard for the Great Lakes - St. Lawrence Region. SmartWood is a program of the Rainforest Alliance, an international nonprofit environmental group based in New York City. SmartWood is managed by a headquarters staff of experienced forestry specialists and administrators based at Rainforest Alliance offices in Vermont and various locations throughout Ontario and Quebec, in collaboration with a growing number of independent nonprofit organizations that focus on forest monitoring, evaluations, assessments and forest product certification in tropical, temperate, and far northern regions. For more information, please visit; www.smartwood.org. FOREST STEWARDSHIP COUNCIL (FSC) The Forest Stewardship Council is an international non-profit organization founded to support environmentally appropriate, socially beneficial, and economically viable management of the world's forests. It supports the development of national and regional standards to be used to evaluate whether a forest is being well-managed.

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FSC, with its head office in the city of Bonn, Germany, is governed by an elected Board which consists of people from industry, environmental, social and labour groups, Indigenous People's representatives and others. FSC Canada is based has 4 full time employees and is based out of Toronto. For more information, please visit; www.fsccanada.org. EOMF – CERTIFICATION WORKING GROUP (EOMF-CWG) The EOMF created a certification working group (CWG) to investigate, manage, and guide certification of private land in the EOMF area. Membership in this working group includes EOMF staff and board members and representatives for private landowner groups, forest industry, Community Forests, forest managers, maple syrup producers, the Ontario Woodlot Association, the Ontario Ministry of Natural Resources, and the Canadian Forest Service. FOREST MANAGER (FM) The title of forest manager throughout this manual refers to the forestry practitioner responsible for undertaking and overseeing all stages of forest operations to ensure that the quality of the forestry operations meets the requirements in the Standard Operating Procedures. There may be many different forest managers across the certification program area. For instance, there are forest managers who work only with private landowners and there will be forest managers who are responsible for the management of large tracts of community forest land or several community forests. However all must have demonstrated having the minimum requirements as set out in the Minimum Requirements Policy – Policy 1.3 and must be approved by the EOMF. Examples of Forest Managers are the EOMF Certification Co-Coordinator and individuals hired by or working in cooperation with the EOMF to gather the initial property information and update management plans. Forest Managers can be hired by the EOMF, by individual landowners, by landowner groups, or by community forest owners. A forest manager may be hired to undertake only one aspect of forest operations, many different operations, or all operations. The forest manager may work for a Landowner Group, for individual landowners, or for community forest owners. INDIVIDUAL LANDOWNER This designation refers to individual landowners now part of the pool of landowners in the program or landowners becoming part of the program in the future. They could be: • Individual landowners not part of any group • members of a Landowner Group (see below) “Individual Landowner” is used interchangeably throughout this document with “landowner”, “private landowner”, “woodlot owner” or “forest owner”. LANDOWNER GROUP This designation refers to a group of landowners, who together, are seeking to have their woodlots certified. An example of a Landowner Group is the Stormont, Dundas, and Glengarry Certified Forest Owners (SD&G CFO). The SD&G CFO has its own board of directors and through their Landowner Group Coordinator they organize educational workshops. The EOMF holds the FSC Resource Manager Certificate on behalf of the members of a given Landowner Group. Participants manage their forests within the policies & procedures outlined in this manual and are committed to the Principles & Criteria of the FSC. A representative of Landowner Groups could be a member of the EOMF-CWG. The Landowner Group will have an MoU with the EOMF and as well with each member of the Landowner Group. There will be no MoU between the landowners in a Landowner Group and the EOMF, except for in the case of the EOCFO, see information below. LANDOWNER GROUP COORDINATOR Each Landowner Group will have a group coordinator with whom the EOMF will have a Memorandum of Understanding (MoU). The group coordinator will have MoU’s with each member of the group and will work directly with the members to ensure sustainable forest management across the landscape. The Landowner Group Coordinator could be a member of the EOMFCWG.

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EASTERN ONTARIO CERTIFIED FOREST OWNERS (EOCFO) The Eastern Ontario Certified Forest Owners is the name given to the pilot Landowner Group of the EOMF Forest Certification Program. This designation refers to the group of individual forest owners in Eastern Ontario that have been involved in the Forest Certification Program since its inception. The EOMF holds a FSC Resource Manager Certificate on behalf of members of the EOCFO. Participants manage their forests within the policies & procedures outlined in this manual and are committed to the Principles & Criteria of the FSC. The EOMF has a unique relationship with the members of the EOCFO, in that the EOMF has MoU’s with each member of the EOCFO and the EOMF works directly with the members to ensure sustainable forest management across the certified landscape. The EOCFO operates through an eight-member board of directors. It has a constitution, mission statement and a marketing sub-committee. COMMUNITY FOREST OWNER This designation refers to the owner of a given community forest participating in the Forest Certification Program. Examples range from municipalities or cities or towns to conservation authorities to the federal or provincial government who own and/or manage community forest land. The EOMF supports the certification of Community Forests through Forest Managers and municipal councils. Community Forests are forests owned and managed by municipalities, conservation authorities, and/or other conservation entities such as the National Capital Commission (NCC). Generally, in Ontario, Community Forests were a part of the OMNR’s past Agreement Forest Program. Sometimes they are termed “county forests” CHAIN OF CUSTODY (CoC) GROUP Chain of Custody Certification is the process by which wood is tracked from a tree harvested from the forest through all the steps of processing and production, until it reaches the end user who buys the final product, whether it is a handcrafted chair or dimensional lumber. Only when the timber product is verified as originating from a certified well managed forest through a CoC evaluation is it eligible to carry the FSC Trademark. The EOMF holds a Group Chain of Custody certificate for small-scale wood product processors in addition to the Resource Manager certificate. FOREST INDUSTRY The term “Forest Industry” refers to all manufacturers who use wood from EOMF certified woodlands, including but not limited to sawmills, veneer mills, pulp and paper mills, composite board plants, chip plants and firewood dealers. The Forest Industry participates in the Forest Certification Program by having representation on the CWG and through the payment of operating fees. The Forest Industry may also participate in the program through the Group Chain of Custody certificate.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

OF PARTICULAR IMPORTANCE FOR LANDOWNERS: This manual provides the “rules of the road” that are to be followed in order to ensure the maintenance of the EOMF FSC Certificate. Before joining the EOMF Forest Certification Program, landowners must be committed to the sustainable management of their woodlots in accordance with the Policies and Standard Operating Procedures set herein for all commercial forest operations. Landowners’ short- and long-term objectives for their woodlots are taken into consideration during the preparation of the forest management plan for their woodlot. Landowners are encouraged to become personally involved in the development of the forest management plan, as well as its implementation, where they are qualified. Landowners interested in acquiring wood from their woodlots for personal use are referred to Appendix H which provides guidelines for such use. A voice for landowners during decision-making processes is provided by Landowner Groups having a representative of their group on the EOMF Certification Working Group, which is the decision-making body for the EOMF Forest Certification Program as described in EOMF Forest Certification Program Structure – Policy 1.0.

Supporting forms and checklists are provided in the Appendices. All supporting documentation such as guidelines, manuals, files, records, etc., will be maintained at the office of the EOMF located in the OMNR Building in Kemtpville, Ontario.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

EOMF FOREST CERTIFICATION PROGRAM STRUCTURE – POLICY 1.0 Original date: July 2002 Revised date: December 2003, March 2007 Number of pages: 6

Complementary Policies •

ALL policies

Purpose The purpose of the Eastern Ontario Model Forest (EOMF) Forest Certification Program Structure policy is to outline the roles and responsibilities of the EOMF and of all individuals and/or groups participating in the Forest Certification Program.

Policy Refer to Policy 1.0 - Tables 1 and 2 for a simplified outline of the various roles within the program.

EOMF Roles and Responsibilities as Resource Manager (RM): •

To allow the EOMF-CWG (Certification Working Group) to set the direction for the forest certification program and be the main decision-making body.

•

To develop Policies and Standard Operating Procedures (SOPs) as required.

•

To approve interested landowners, community forests, and forest managers for participation in the program.

•

To develop, sign, and have on file Memoranda of Understanding (MoU) or Agreements with: • FSC Accredited Certifier (Agreement) • Forest Owners (MoU), (this is unique to the EOCFO, this is not the case for all Landowner Groups as they will have agreements directly with their group coordinator) • Landowner Groups (MoU) • Forest Managers (Agreement) • Community Forest Managers (MoU) • Forest Industry (MoU) • Other partners and/or contractors as required • And to develop new MoU and/or Agreement templates as required.

•

To audit program participants to ensure compliance with policies.

•

To maintain an up-to-date Forest Certification Program Flow Chart and Master Contact List and for those items to be made available, upon request, to all participants in the program.

•

To strive towards financial responsibilities as defined within this manual and to increase financial self-sufficiency. Refer to Financial Policy – Policy 1.2.

•

To provide Landowner Groups, Landowners, and Community Forests with tools to assess potential harvest quantity, species, and grades in order to provide an indication of prospective forest products marketing opportunities. And to assist Landowner Groups, Community Forests, Landowners, and wood processors in linking into the certified forest product value chain.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL •

To responsibly manage the FSC certificate and to manage corrective action requests (CAR) set out by the certifier on an annual basis.

•

To maintain a file for members of the EOCFO. Landowner Group Coordinators will maintain these files for their landowner group (see Roles and Responsibilities below). The files will contain: • Signed MoU between EOMF and landowner • Any MoU or agreements between the landowner and forest workers • Updated and historical forest management plans including property maps • Pre-harvest inspection audits • Post-harvest inspection audits • Any correspondence with landowners • Any other pertinent documentation.

•

To maintain a file for participating Community Forests which will contain: • Signed MoU between the EOMF and the Community Forest Manager • Up-to-date contact list (name, phone number, and email address) for all those involved in the management of each Community Forest • Up-to-date document list showing who holds all documents relevant to the certification and management of each Community Forest. This is specifically necessary for managers responsible for several community forests and for community forests that have numerous staff members responsible for different components of the management of the forest. Please refer to Appendix I for a Document List Template. The following documents should be included: • MoU between the EOMF and the Community Forest Manager • Forest Management MoU between the Community Forest and the Forest Manager • Forest Management Plan • 5-Year Operating Plan • Harvest Plan • Tender Packages • Harvest Contracts • Haul Tickets • Cut Inspections • EOMF Forest Operations Activity Assessment Reports. Refer to Auditing & Monitoring of Annual Operations Policy – Policy 3.0.

•

To maintain files for processing facilities participating in the Group Chain of Custody which will contain: • MoU between the EOMF and participating facilities • Records of all label approvals from SmartWood Canada • Records of total volume of certified materials purchased for use by each participant • Records of total volume of certified products sold by each participant

•

To collect annual certification fees from landowners, Landowner Groups, Community Forest Managers, and Group Chain of Custody Participants

•

To develop criteria to define High Conservation Value Forests (HCVFs) for the region.

•

To support Landowner Group Coordinators and Community Forest Managers to attain natural and cultural heritage information for properties in their certified pools.

•

To implement the bill of lading process for tracing forest products from origin and ensuring payment of operating fees and tracking of product volumes.

•

To share current market stumpage prices as provided by the Ontario Forestry Association's

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Ontario Forest Products Marketing Bulletin. •

To incorporate the results of monitoring or new scientific and technical information, as well as respond to changing environmental, social and economic circumstances (i.e., Adaptive Management approach is used); have management plans revised accordingly.

•

To encourage educational opportunities for forest owners and maintain records of Forest Owner participation. (Refer to Education and Training Policy – Policy 4.0).

•

To provide advice and guidance to participants of the Forest Certification Program.

•

To consider worker safety in all activities and identify obvious safety violations to the appropriate agency.

•

To facilitate training for forestry workers (refer to Education and Training Policy - Policy 4.0).

•

To provide forestry workers with referenced material in this document where they are not readily available (i.e. Natural Resources Information Centre / OMNR)

Forest Manager Roles and Responsibilities • • • • • •

Manager approved by EOMF Has signed MoU with EOMF Ensures compliance with EOMF Policies and SOPs Ensures the use of the bill of lading system and monitors the payment of operating fees from purchasing mills/loggers Implements forest management in accordance with FSC GLSL Standards Monitors forest operations

Landowner Roles and Responsibilities • • • • • • • • •

Membership approved by Forest Certification Program Coordinator or the Coordinator of the relevant Landowner Group Has signed MoU with EOMF in the case of the EOCFO, or with the relevant Landowner Group in all other cases Maintains title to property Ensures property boundaries are defined in agreement with neighbours Follows EOMF Policies and SOPs Monitors forest operations on own property or ensures monitoring by Forest Manager Ensures the use of the bill of lading system Pays for certain forest operations and annual membership fee to support certification Refer to Policy 1 – Table 2 for more details on the key roles and responsibilities of the EOMF, landowners, and Landowner Group Coordinators.

Landowner Group Roles and Responsibilities • • • • • • • • •

Provides advice to EOMF in the development of EOMF Policies and SOPs Follows EOMF Policies and SOPs Designates member to participate on the EOMF-CWG Develops Group Terms of Reference Endeavors to increase number of properties in its group Provide the EOMF with current contact lists for program participants Signed MoU with EOMF Signed MoU with all members of the Landowner Group Pays annual certification fees to the EOMF

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Landowner Group Coordinator Roles and Responsibilities • •

• • • • • •

Ensures compliance of the Landowner Group with the EOMF Forest Certification Policies & Procedures Manual Maintains files for all group members which will include: • Signed MoU between Landowner Group and landowner • Any MoU or agreements between the landowner and forest workers • Updated and historical forest management plans including property maps • Pre-harvest inspection audits • Post-harvest inspection audits • Any correspondence with landowners • Any other pertinent documentation Monitors forest operations Ensures the use of the bill of lading system and monitors the payment of operating fees from purchasing mills/loggers Provide the EOMF with current contact lists for program participants Endeavors to increase number of properties in their group Ensures payment of annual certification fees to the EOMF Provides the EOMF with an annual progress report outlining; membership, harvest levels, and any other pertinent issues

Community Forest Manager Roles and Responsibilities • • • • • • • • •

Carries out the roles and responsibilities of a forest manager Has a signed MoU with the EOMF Has signed MoUs or Agreements with Community Forest owners and forest workers Monitors forest operations Ensures compliance with the EOMF Forest Certification Program Policies & Procedures Manual Ensures the use of the bill of lading system and monitors the payment of operating fees from purchasing mills/loggers Provide the EOMF with current Contact and Document Lists as outlined in the EOMF section Pays annual certification fees to the EOMF Provides the EOMF with an annual progress report outlining; total area certified, harvest levels, and any other pertinent issues

Group Chain of Custody Participants Roles and Responsibilities • • • • •

Has a signed MoU with the EOMF Ensures compliance with the relevant Chain of Custody Components of the EOMF Forest Certification Program Policies & Procedures Manual Seeks approval for all FSC logo use through the EOMF Forest Certification Program Staff Provides an annual report to the EOMF on FSC certified product sales Pays operating fees and annual certification fees to the EOMF

Forest Industry Roles and Responsibilities • •

Signed MoU with EOMF Pays operating fees for certified materials

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Policy 1.0 - Table 1: Key Roles and Responsibilities of Forest Certification Program Participants

MoU / Agreement

Policies

SOPs

Financial

Audit Monitoring

Communication Education

EOMF

FOREST MANAGER (FM)

LANDOWNER

LAND OWNER GROUP (LG)

LG COORD. (LGC)

COMMUNITY FOREST MANAGER (CFM)

GROUP COC MEMBER

FOREST INDUSTRY

- Develops and signs MoUs with FM, Landowner, LGs, Community FM, CoC Cert. holder, and Forest Industry Develops and ensures they are followed - Provides advice and guidance Develops and ensures they are followed - Provides advice and guidance Seeks financial independence for program - Sets operating fees - Receives Operating fees and certification fees from participating members/groups

- Signs MoU with EOMF - Signs MoU with landowners

- Signs MoU with EOMF or LG - Signs MoU with FM and forest workers

- Signs MoU with EOMF - Signs MoU with landowners

- Signs MoU with EOMF

- Follows

Provides advice and follows

Provides advice and ensures LG follows

- Signs MoU with EOMF - Signs MoU with Community Forest Owner and all forest workers - Provides advice and follows

- Follows

n/a

- Follows

Provides advice and follows

Provides advice and ensures LG follows

- Provides advice and follows

- Follows

n/a

- Pays for forest management operations and related procedures - Pays the LG an annual certification fee

- Pays the EOMF an annual certification fee

Provides advice

Pays the EOMF an annual certification fee

- Pays operating fees to the EOMF

Audits participants

program

Monitors operations

n/a

- Monitors facility and process

n/a

- Provides central point of communication between Accredited Certifier and program participants Promotes Forest Certification Program

Promotes Forest Certification Program

- Promotes Forest Certification Program

Monitors operations of LG Promotes Forest Certification Program

- Pays for all forest management operations and related procedures - Pays the EOMF an annual certification fee Monitors operations - Promotes Forest Certification Program

Promotes Forest Certification Program

n/a

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

Policy 1.0 â&#x20AC;&#x201C; Table 2: Key Roles and Responsibilities of Landowners and Landowner Group Coordinators* LGC = Relevant Landowner Group Coordinator (EOMF or other)

LO = Landowner

Activity

Landowner Role

EOMF or LG Coordinator

Forest Manager Role **

Logger Role **

Documentation EOMF Office

Cost

FSC Certificate Issued

Comply with EOMF Policy & Procedures

EOMF / Landowner MoU

EOMF / LO++

MOUs with Landowner & Forest Mgr. Forest Management Plan

Sign and agree on conditions

EOMF holds FSC Certificate, Coord. provides recognition & signage, and audits members Provide template. Sign & agree on conditions Develop Standards to be followed and accept management plan

Sign and agree on conditions

n/a

Signed MoU

LGC

Prepare management plan

n/a

Approved Forest Management Plan

Forest Operating Prescription

Tree Marking

Forest Values Stick Nests, Buffers etc.

Develop plan (Optional), Provide Vision, Direction, Objectives & Initial stand analysis Provide input, Prepare if qualified, accept

Mark trees if qualified, Provide Input, Accept & Approve Identify & Notify the EOMF

Forest Tender Process

Accept Tenders

Logger Selection

Decide based on tenders, experience Detail & Sign

Sale Standing Timber Harvest Inspection Forest Resource Inventory

* ** + ++

Monitor Loggers (optional) Provide initial input into Forest Management Planning

Approve

Audit / Approve

Ensure Guidelines are followed. Map and Inform Incorporate into FOP Provide Contacts Suggest Format Assemble Tender Pkg. Provide guidance

Provide Template

Determine frequency & scale of monitoring Audit Operations

Prepare with detailed inventory/stand analysis. Sign, Implement FOP Implement Tree Marking

Identify Implement Guidelines.

Forest Operating Prescription Signed by RPF Pre-harvest inventory & map

Identify Notify

EOMF Tree Marking Audit Form

Values Identified on a Property Map.

LGC LO

Assemble Tender Package and Facilitate Viewing

View Tendered Forest

Tender Package and Signed Bid Submission

LGC LO

Provide guidance

Past References Qualifications Detail, Sign & Follow

Min. reqâ&#x20AC;&#x2122;mt documentation

None

Signed Sale Standing Timber

None

Provide Input

Conduct on behalf of Landowner Pre- and Postharvest inventory

Compliance

n/a

Completed post harvest Inspection reports

Updated Forest Management Plan

LO / EOMF+

For the EOCFO the LGC is the EOMF, but all other LGs have their own coordinator. The FM and/or logger could be the landowner provided the minimum requirements are met. Maps provided at a discount from EOMF Annual membership fees are paid by members of the LG. EOMF collects this annual contribution from the LG.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

LEGAL REQUIREMENTS POLICY – POLICY 1.1 Original date: July 2002 Revised date: December 2003, March 2007 Number of pages 1

Complementary Policies • • • •

EOMF Forest Certification Program Structure – Policy 1.0 Minimum Requirements Policy – Policy 1.3 Document Control and Confidentiality Policy – Policy 1.6 Education and Training Policy – Policy 4.0

Purpose The purpose of the Legal Requirements Policy is to ensure that all participants of the EOMF Forest Certification Program are kept aware of existing and new legislation relating to forest management.

Policy It is the responsibility of the EOMF-CWG through the EOMF Forest Certification Program Staff to ensure that all program participants are made aware of relevant laws and administrative requirements. The EOMF Forest Certification Program Staff will: • Maintain a close relationship with FSC, Canadian Forest Service, OMNR District foresters and Science and Information staff in order to be kept informed of any new related legislation. • Maintain a subscription to electronic legislation updating systems. • Maintain a library of relevant documents at the EOMF office. • Ensure that all program participants are familiar with the relevant laws and requirements as determined by the EOMF • Define minimum training/certification requirement for participants.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

FINANCIAL POLICY – POLICY 1.2 Original date: July 2002 Revised date: December 2003, March 2007 Number of pages: 3

Complementary Policies • • •

EOMF Forest Certification Program Structure – Policy 1.0 Processing, Manufacturing and Purchasing Policy – Policy 2.0 Wood Purchasing Policy – Policy 2.1

Purpose The purpose of the financial policy is to outline the role of the Eastern Ontario Model Forest in the pursuit of funding to ensure that the Forest Certification Program is able to maintain and/or expand its current extent through the adoption of sustainable forest management by additional landowners and community-base forests throughout eastern Ontario.

Background During the pilot phase of the EOMF Forest Certification Program, the main funding source for the program was through a contribution from The Richard Ivey Foundation. Other key supporters and partners in the pilot phase of the program were; the Eastern Ontario Model Forest, Domtar Inc., the Ontario Woodlot Association, the Ontario Ministry of Natural Resources and the Forest Stewardship Council, all through in-kind contributions. In order to continue the program, the Eastern Ontario Model Forest has pursued additional avenues of long-term funding. The most recent funding sources for the Certification Program include the George Cedric Metcalf Foundation and the Home Depot Foundation. Funding is not only sought to keep the program going but also to ensure that the EOMF can transfer the knowledge and tools relating to certification to other groups and individuals throughout Ontario and beyond. Annual fees are paid by all participants of the program. These fees are put towards the payment of the annual audits, used to cover some expenses related to running the program, and a portion is set aside as a “savings” for the 5-year renewal audit. Landowners and Community Forest Managers are expected to cover certain costs such as the preparation of a management plan, initial stand analysis, tree marking, forest operations monitoring, etc. These costs are agreed to upon signing the MoU with the EOMF.

Financial Objectives: Achieve financial self sufficiency for the program over time through balanced equity representation, fundamental to this is; • Fair cost sharing between the program participants, forest industry, and society (foundations and government) • Cost recovery over time for certified forests and for the EOMF Forest Certification Program • Sustainable forest management

Strategies: • • •

Maintain a fair and realistic costing structure for the annual certification fees of program participants Increase volume of wood harvested from certified properties Ensure that certified wood makes it to market as certified with the FSC label – encourage certified product value chains

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

• •

Acquire favored rates for forest operations such as tree marking through larger volumes to market. Ensure operating fees are paid and work towards market driven operating fees. The definition of operating fees is found in the Wood Purchasing Policy – Policy 2.1.

Policy Annual Certification Fees Forest Certification Program participants are required to pay annual certification fees to the EOMF. The certification fees are determined by the EOMF’s Forest Certification Program Costing Structure. The costing structure is outlined here. There are three different categories within the costing structure in order to differentiate between types of groups interested in participating in the Forest Certification Program, they are; Forest Manager, Landowner Group, and Community Forest. A Forest Manager is defined as a person or group of people who are responsible for the management of a given area of forested land. In the EOMF Forest Certification Program Structure – Policy 1.0, this is also referred to as a Community Forest Manager. An example is South Nation Conservation who is responsible for the management of South Nation Conservation Authority owned forests, Stormont Dundas &Glengarry (SD&G) owned forests, and Larose Forest. A Landowner Group is defined as an organized group of landowners with associated forest managers and/or coordinators. Examples include the Eastern Ontario Certified Forest Owners Group (EOCFO) and the SD&G Certified Forest Owners Inc. (SD&G CFO). A Community Forest is defined as a forest owned and managed by a municipality, conservation authority and/or another conservation entity. Generally, they are the forests that made up the old MNR Agreement Forests. Examples include; Larose, Limerick, Lanark, Torbolton, and Marlborough Forests. The annual certification fee is made up of two components; a base fee and an operating fee. The fee is calculated on a yearly basis, it is calculated as follows: Annual Certification Fee = Base Fee + Operating Fee The base fee will be paid directly to the EOMF and it will be used to cover the costs associated with the annual audits; a portion will be set aside in a “savings” account to be used to cover the costs associated with 5-year renewal audits, and a portion will be used to cover some of the costs that the EOMF incurs associated with managing the certificate. The base fee is defined relative to the category that the participant falls into, it is determined as follows; • • •

Forest Manager – based on the area of the annual harvest of the managed forest Landowner Group – based on the number of landowners who hold membership in the group Community Forest – based on the total area of the Community Forest

The operating fee is a variable fee; it is based on the harvest volume and the associated wood products for each group/forest. This fee is payable indirectly to the EOMF. The EOMF has agreements with 10 local sawmills where the mills have agreed to pay an operating fee for certified wood. This operating fee is payable by the mills to the EOMF within 30 days of receiving the certified wood. If certified wood is not sold to one of the EOMF’s agreement mills then this operating fee will be paid by the wood buyer (logger/contractor). In this case, the fee is payable

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

by the wood buyer to the EOMF within 30 days of selling the wood. The fee is divided between the EOMF and the provider of the wood (landowner/forest manager/community forest) as follows; • • •

For wood coming from the properties within the EOCFO this fee is split by ½ to the EOMF and ½ to the landowner. For wood coming from other Landowner Groups the fee is divided by ¼ to the EOMF, ¼ to the Landowner Group, and ½ to the landowner providing the wood. For wood coming from community forests and forest managers the fee is divided by 1/3 going to the EOMF and 2/3 going to the provider of the wood.

The EOMF’s portion of this fee will be used to help cover the costs associated with managing the certificate. The operating fees are covered in more detail in the Wood Purchasing Policy – Policy 2.1. The Costing Matrix, which outlines current base fees by category and current operating fees, is kept at the EOMF offices in Kemptville. It is confidential but it is available for interested program participants by contacting the EOMF Forest Certification Staff directly. Based on the costing matrix, when a group of landowners, a forest manager, or a community forest presents themselves to the EOMF with an interest in joining the Forest Certification Program, the following information is needed in order to determine the costs associated with joining the program: • • • •

The total forested area The forecasted annual harvest area (ha) The forecasted annual harvest volume (m3) The number of landowners (for landowner groups)

Operating Fees Operating fees will be set by the EOMF-CWG in accordance with the Wood Purchasing Policy – Policy 2.1 in order to help develop financial self-sufficiency for the Forest Certification Program. Forest industry is also required to contribute towards the costs of the EOMF Forest Certification Program through payment of administration fees, which are included as a part of the operating fees, as described in the Wood Purchasing Policy – Policy 2.1.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

MINIMUM REQUIREMENTS POLICY– POLICY 1.3 Original date: July 2002 Revised date: December 2003, March 2007 Number of pages: 4

Complementary Policies: • • • • •

EOMF Forest Certification Program Structure – Policy 1.0 Legal Requirements Policy – Policy 1.1 Financial Policy – Policy 1.2 Entering, Exiting and Expulsion Policy – Policy 1.4 Auditing and Monitoring of Annual Operations Policy – Policy 3.0

Purpose The purpose of this policy to ensure that those involved in the EOMF Forest Certification Program are aware of the minimum requirements for forest managers, landowners, landowner groups, landowner group coordinators, community forest managers, and contractors for various forest operations such as tree marking, logging, management planning, monitoring, etc. Please see Appendix J for the Minimum Requirements Checklists.

Policy Landowner Requirements • • • • • • • • •

Landowner properties must be approved by the EOMF or the Landowner Group Coordinator Landowners must be committed to sustainable forest management with the goal of having their properties certified by the FSC. Landowners must sign a Memorandum of Understanding (MoU) with the EOMF or the Landowner Group Coordinator (see Appendix A). Willingness to take additional training to familiarize themselves with the GLSL Standards. Willingness to share information about certification with other clientele. Landowners must be willing to follow and implement the EOMF Forest Certification Program Policies and Procedures Manual. Landowners must be willing to share in the costs of implementation of forest certification as determined by the EOMF (refer to Financial Policy – Policy 1.2) Landowners entering onto their own woodlots or onto another member’s woodlot during harvest operations should take the necessary safety precautions, i.e.: hard hat, CSA approved footwear, etc. Landowners operating on their own property must meet the minimum requirements for that particular activity as outlined in this manual (i.e. tree marking).

Landowner Group (LG) Requirements In addition to the “Landowner Requirements” listed above, the LG must: • • • • • •

Be approved by the EOMF Must sign a LG MoU with the EOMF outlining all the relevant roles and responsibilities (see Appendix B). In collaboration with their members and/or the coordinator overseeing group, decide on the group management and decision making system, which could include : Creation of mission statement, constitution and by-laws; Creation of a decision making structure (e.g. Board of Directors etc.); Any further group requirements for landowner members;

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL •

• •

Develop and negotiate with EOMF any policies necessary for the running of the group, including: • Implementing administrative requirements of the group • Managing responsibilities of the group members • Monitoring responsibilities of the group Designate a representative of the LG to participate on the EOMF-CWG Communications: • EOMF is the lead contact with the Accredited Certifier, facilitating any certification assessments or communication about the certificate. EOMF will communicate with LG about certification schedules and certification requirements • The LG will identify a key contact(s) to communicate with the EOMF Forest Certification Program Staff. This should be the Landowner Group Coordinator, but could also include a member of the Landowner Group. • The LG can negotiate and coordinate with the Forest Manager • The LG is required to communicate and consult with landowner members.

Landowner Group Coordinator (LGC) Requirements • • • • • • • • • • • •

Bachelor degree or related technical diploma in forest management or a combination of education and experience. Familiarity with applicable laws and regulations in Ontario. Familiarity with Ontario provincial silvicultural guidelines. Willingness to take additional training to familiarize themselves with the GLSL Standards. Willingness to attend mandatory forestry workshops as presented by the EOMF or as suggested by the EOMF. Willingness to promote certification and the EOMF Forest Certification Program Be familiar with Occupational Health & Safety Act (C 4.2a) and have a willingness to include health and safety considerations in all activities. Demonstrated satisfactory record of compliance with agencies responsible for enforcement of forestry practices on certified property area. Must sign a LG MoU with the EOMF outlining the relevant roles and responsibilities (see Appendix B). Must follow the EOMF Forest Certification Program Policies & Procedures Manual. Demonstrated experience in monitoring forest operations Willingness to receive training regarding assessments for logging damage, utilization, road construction and water crossings, etc.

Forest Manager Requirements Forest Managers may be assigned to do various tasks. Some Forest Managers would be hired to do very specific tasks, such as tree marking, whereas others could be hired for many tasks, such as overseeing managed forest plan implementation or all tasks associated with implementing a harvest. • • • • • • • •

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• • • • • •

Must sign a MoU with the EOMF, or the LG for which they will be providing services, outlining all the relevant roles and responsibilities (see Appendix C). Must follow the EOMF Forest Certification Program Policies & Procedures Manual. Will carry General Liability Insurance with a minimum coverage of $1,000,000. Will carry the required Workplace Safety Insurance Board (WSIB) coverage. Demonstrated experience in implementing and monitoring forest operations Willingness to receive training regarding assessments for logging damage, utilization, road construction and water crossings, etc.

Forest Management Plan Author Requirements • • • •

Ontario Managed Forest Plan Approver for the Managed Forest Tax Incentive Program, or Full or Associate member of the Ontario Professional Foresters Association, or Forest Manager with demonstrated experience in preparing forest management plans for small woodlots, or Landowner may prepare managed forest plan for his own property, however, it must be approved by either the EOMF Certification Program Staff or one of the qualified individuals mentioned above.

Forest Operations Prescription (FOP) Writer Requirements •

The FOP must be certified by a Full or Associate member of the Ontario Professional Foresters Association

Tree Marker Requirements • • •

Must be certified Ontario Tree Markers or work under the direct supervision of certified Ontario Tree Markers Tree marking auditors should be a Certified Level II Ontario Tree Marker. Landowner who is not a certified Ontario Tree Marker may mark trees on his own property for personal use if he has taken a tree marking workshop or is accompanied by a certified Ontario Tree Marker.

Professional Logger and/or Skidder Operator Requirements • • • • • • •

Will carry the required Workplace Safety Insurance Board (WSIB) coverage. Will have a minimum of $1,000,000 public liability and employer’s liability insurance. Will have properly trained chainsaw and/or skidder operators governed under the provincial Ministry of Labor chainsaw and/or skidder operator certification. Demonstrated satisfactory record of compliance with agencies responsible for enforcement of forestry practices on certified property area Will participate in accredited professional logging courses, if available. Will participate in accredited professional skidder operator courses, if available. Willingness to receive S102 Industrial Training Course for Basic Forest Fire Suppression if available.

Pesticide Applicator and/or Operator Requirements • • •

Must be licensed by the Ontario Ministry of the Environment. Must carry the required insurance for pesticide application. Landowners may apply pesticides on their own properties ONLY IN ACCORDANCE with the Tending and Protection Standard Operating Procedures SOP 4.1 and/or SOP 4.2 and Ministry of the Environment regulations.

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Community Forest Manager Requirements • •

• •

Must be approved by the EOMF. Must sign a MoU with the EOMF outlining all the relevant roles and responsibilities (see Appendix D) Must hold all minimum requirements listed above under Forest Manager, Forest Management Plan Author, Forest Operations Prescription Writer, and Tree Marker. Must follow the EOMF Forest Certification Program Policies & Procedures Manual

Group Chain of Custody Participant Requirements • • • •

Must follow the EOMF Forest Certification Program Policies & Procedures Manual where applicable for processing facilities (Policies 2.0 – 2.5). Must sign an MoU with the EOMF (see Appendix F) Must be committed to the Principles of the FSC. Be familiar with Occupational Health & Safety Act (C 4.2a) and have a willingness to include health and safety considerations in all activities.

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Entering, Exiting and Expulsion Policy – POLICY 1.4 Original date: July 2002 Revised date: December 2003, March 2007 Number of pages: 2

Complementary Policies • • • •

EOMF Forest Certification Program Structure – Policy 1.0 Minimum Requirements Policy – Policy 1.3 Corrective Action Request policy – Policy 3.1 Dispute Resolution Policy – Policy 3.2

Purpose The purpose of the Entering, Exiting and Expulsion Policy is to ensure that the requirements and circumstances for joining the EOMF Forest Certification Program, leaving the EOMF Forest Certification Program, or being expelled from the EOMF Forest Certification Program are well understood.

Policy Entering the Forest Certification Program The EOMF Forest Certification Program is growing each year with the addition of new landowners, landowner groups, community forests, and forest managers. To facilitate this process there are several steps aimed at ensuring that these individuals or entities will meet the FSC Principles and Criteria and the EOMF Forest Certification Program requirements and expectations. Upon receiving an inquiry by a landowner, Landowner Group, Community Forest, or Forest Manager demonstrating a desire to join the program, all parties have a role to play in screening the applicant. These include: • •

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EOMF must provide information to the landowner, landowner group, community forest, or processing facility in order for that entity to make an informed decision about joining the EOMF Forest Certification Program. EOMF or FM will need to visit the forest of interest, in the case of community forests and landowners interested in joining the EOCFO, or the processing facility of interest for a PreInspection Visit to determine whether the forest has the potential to meet the requirements of the EOMF and the FSC Great Lakes-St. Lawrence Standards. In the case where the forest and landowner do not meet the standards or group requirements, they will be required to make necessary changes to their property or forest management plan. If the landowner or community forest is unable or unwilling to make the necessary changes, they will not be eligible to join the program. LGC or FM will need to visit the Landowner Group (LG) properties for a Pre-Inspection Visit to determine whether the properties have the potential to meet the requirements of the EOMF and the FSC Great Lakes-St. Lawrence Standards. In the case where the LG, or members of the LG, does not meet the standards or the EOMF requirements, they will be required to make necessary changes to their property(ies) or forest management plan(s). If the LG is unable or unwilling to make the necessary changes, the LG or certain members of the LG will not be eligible to join the program. Landowner or Landowner Group must be provided with adequate information to make an informed decision to join the program, must have a clear understanding of the program and must sign a Memorandum of Understanding with the EOMF or with the Landowner Group Coordinator. LGC will continuously update its landowner list and will provide updated list to EOMF once yearly prior to annual EOMF and FSC audits.

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Community Forest Owner and/or Manager must be provided with adequate information to make an informed decision to join the program, must have a clear understanding of the program, and must sign a Memorandum of Understanding with the EOMF. The Community Forest Manager will continuously update its area of community forests they are managing and will provide the updated list to the EOMF once yearly prior to annual EOMF and FSC audits. Group Chain of Custody Participant must be provided with adequate information to make an informed decision to join the program, must have a clear understanding of the program, and must sign a Memorandum of Understanding with the EOMF. The participant will ensure that the EOMF is provided with up-to-date numbers for purchase, production, and sale of FSC products.

For public properties, traditional use, public interest and the need for appropriate public notice must be met prior to the properties being brought into the certified pool. Disputes of substantial magnitude around land tenure and land use rights will disqualify a forest from being certified

Exiting the Forest Certification Program There may be reasons a program participant will need to voluntarily leave the program. Reasons for leaving group may include the sale of the certified property, compulsory purchase of the forest, or other personal reasons. The responsibilities of the participant include: • •

Exiting member will be required to formally notify the EOMF or the Landowner Group Coordinator 30 days in advance of the planned leaving date. Exiting member acknowledges that his forest certification status is then forfeited.

Expulsion from the Forest Certification Program •

• • • • •

Maintaining a FSC Certificate depends on all of the members meeting the FSC Great LakesSt. Lawrence standards and the EOMF policy requirements. If one member does not meet the FSC standards and EOMF policies and is not willing to take action in meeting them, this could jeopardize the Certificate for all members. In these cases it will be necessary for that member to be expelled from the Forest Certification Program. If a Forest Manager or Community Forest Manager or Landowner Group Coordinator violates their Memorandum of Understanding with the EOMF or does not follow the Certification policies, they would be expelled from the program. A member of the program may be expelled for non-payment of annual certification fees. A member of a LG may be expelled for non-payment of group membership fees. Disputes of substantial magnitude around land tenure and land use rights will disqualify a forest from being certified. The Dispute Resolution Policy – Policy 3.2 will be followed, however, the Accredited Certifier has the ultimate say with regards to maintaining certification.

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Consultation, Communication and Outreach Policy – POLICY 1.5 Original date: July 2002 Revised date: March 2007 Number of pages: 3

Complementary Policies • • •

EOMF Forest Certification Program Structure – Policy 1.0 Document Control and Confidentiality Policy – Policy 1.6 Dispute Resolution Policy – Policy 3.2

Purpose The purpose of the Consultation, Communication, and Outreach Policy is to establish a respectful process of facilitating communication for those involved in the EOMF Forest Certification Program and for stakeholders and affected parties that may be impacted by the program. Consultation with stakeholders and affected parties is an FSC requirement. All participants in the Forest Certification Program will need to demonstrate that stakeholders and affected parties (may include local First Nations, traditional users of the property, etc.) have been consulted with in connection with the Certification Program. The mandate of the EOMF Forest Certification Program is to promote and demonstrate the feasibility of certification for small woodlots and community forests. To this end the EOMF has incorporated a strong landowner and stakeholder education and outreach component to the Certification Program. The responsibility of the EOMF is to balance the sharing of information and experiences regarding the landowners, groups and businesses involved in the Certification Program while ensuring there is confidentiality of information where required.

Policy

1. Individuals/Groups Involved in Certification Program •

•

EOMF/FM/LGC consultation/communication with participants: the EOMF Certification Program Staff will be the key contact for communication with landowners in the EOCFO and community forest managers and owners, the LGCs will be the key contact for communication with landowners within their landowner groups. FMs will also be in regular contact with the landowners whom they are working with. Conflicting management objectives and/or practices: in cases of non-compliance of management objectives and/or practices the FM, EOMF or LGC would inform the participant with rationale of infringement. If participant continues with non-compliance FM, EOMF or LGC would work through the Dispute Resolution Policy – Policy 3.2. Outreach using participants’ forests and case studies: there will be times when the EOMF will want to use the participants’ forests and information as a case example with opportunity for site visit by external parties. EOMF will need to get permission of the participant each time an outreach program involves non-public information and the a participants’ forest. (See Document Control and Confidentiality Policy – Policy 1.6) EOMF consultation with Landowner Group and LGC: The EOMF Certification Program Staff will communicate directly with the LGCs regarding each Landowner Group. LGC. Both parties will determine the frequency and methods of communication.

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• • •

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EOMF communication with Forest Manager: The EOMF Certification Program Staff may engage a forest manager for specific tasks and/or time periods on a contractual basis. Both parties will determine the frequency and methods of communication. EOMF communication with Community Forest Manager: The EOMF Certification Program Staff will maintain open lines of communication with Community Forest Managers by: • Annual forest operation assessments • the Community Forest Manager preparing a yearly report on the status of activities under its management • the EOMF following its audit schedule and communicating results to the Community Forest Manager Forest Manager Communication with Individual Forest Owner Members: the FM has a working contract with individual landowners. Both parties should determine the frequency and method of communication. Forest Manager communication with Landowner Group: the forest manager may be contracted to complete management objectives by a Landowner Group. Both parties will negotiate this agreement. EOMF communication with group CoC participant: EOMF Certification Program Staff will maintain open lines of communication with group CoC participants. The EOMF Certification Program Staff will meet once per year with the CoC participants to collect necessary information. EOMF communication with Forest Industry: EOMF Certification Program Staff will maintain open lines of communication with forest industry who have MoU’s with the EOMF.

2. Stakeholders and affected parties impacted by the Certification Program •

Consultation with Affected Stakeholders and Parties: this may include traditional users of participating forest (e.g. bird watchers, hikers, hunter’s etc.). The method of notification/consultation (e.g. signage) will vary and can be determined by the forest owner or the EOMF, and if needed the FM.

•

Consultation with Indigenous Peoples: Communications and consultations with Indigenous Peoples are fundamental to the operation of the EOMF; the EOMF will continue this relationship through consultations with respect to the Forest Certification Program and the identification of native cultural heritage values within the region.

3. Within the Forest Certification Program There is a responsibility on behalf of the members of the EOMF Board of Directors, the Certification Working Group, the EOMF Staff, the program participants as well as FSC to endeavor to keep the lines of communication open amongst themselves and each other.

4. Principles and Process of Consultation and Communication Joint design / agreement of the consultation process: A consultative process will be used with stakeholders and affected parties for program decision making. This process must remain flexible and able to change throughout the process. Consultation will take place before any decisions or recommendations are made. Consulting organizations will outline their processes in writing to ensure transparency and accountability.

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Agreed upon decision making: The EOMF promotes consensus-based decision-making. Each landowner group will need to decide on their system of decision making in order to ensure that consensus is reached. Mechanisms for appropriate dispute resolution: See Dispute Resolution Policy â&#x20AC;&#x201C; Policy 3.2 Appropriate time for consultation and review: Any party asked to participate in consultation or review document will be given adequate time. Full exchange of information: Consulting organization will make available all information relevant to the resource decision. Compensation for consultation: In unique circumstances it may be appropriate to compensate individual/group for their participation in consultation. Appropriate means of consultation/communication for the target group: Participants should determine the most appropriate method of consultation/communication. This communication might include written, oral and/or visual means as appropriate to the community. Materials may require translation into French. All communication should be in plain language that everyone can understand. Confidentiality of individual Landowner: The EOMF will keep the membership list(s) of Forest Owners Groups confidential; whenever presenting information about the program, the names of members will be kept confidential. Ongoing Commitment: Consultation must be ongoing. Consultation must focus on building trust and respectful working relationships.

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Document Control and Confidentiality Policy – POLICY 1.6 Original date: July 2002 Revised date: December 2003, March 2007 Number of pages: 3

Complementary Policies • • • •

Consultation, Communication and Outreach Policy – Policy 1.5 Auditing and Monitoring of Annual Operations Policy – Policy 3.0 Dispute Resolution Policy – Policy 3.2 State of the Forest Reporting Policy – Policy 5.0

Purpose The purpose of the Document Control and Confidentiality Policy is to establish a transparent and rigorous system of organizing, maintaining and when appropriate sharing information about the EOMF Forest Certification Program and its participants. Further, the policy describes the method of how information would be disseminated, how program participants would gain access to the information, and issues of confidentiality. The EOMF Forest Certification Program is designed to promote and demonstrate third party certification for private woodlot owners and community forests. To this end EOMF has incorporated a strong education and outreach component to the Certification Prgram. The responsibility of the EOMF is to balance the sharing of information and experiences regarding forest certification while ensuring there is confidentiality of participant information.

Policy

1. Forest Certification Program Participants 1.a. Individual Landowner Members Document Control1: EOMF or the relevant LGC will have a file for each landowner that is housed at the EOMF or LGC’s office. This information is confidential; however, landowners are to provide information to EOMF or the LGC for reporting at the landscape level – while maintaining the confidentiality of the specific information retrieved. The LGC will share all this information as needed with the EOMF. Maps and materials with sensitive data (e.g. rare/threatened species, vegetation community data, and economic data) are to be kept confidential. Efforts will be made to summarize the information to a generalized area. While respecting the confidentiality of information, summaries of key elements of forest management plans may be made available to the public. Individual landowner member files must contain all specific information related to that individual landowner and the EOMF Forest Certification Program. This includes any correspondence specific to the landowner, any documentation related to corrective action requests, dispute resolution, forest management planning, and property assessments by EOMF, LGC, and/or FM, silvicultural prescriptions, maps, etc.

In the case of the EOCFO, the details listed in this section will be the responsibility of the EOMF and in the case of other LG, they will be the responsibility of the LGC.

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1.b. Landowner Group Document Control: The landowner group will negotiate the procedure for document control with the EOMF. While respecting the confidentiality of information, summaries of key elements of forest management plans may be made available to the public. Landowner groups are to provide information to EOMF for reporting at the landscape level – while maintaining the confidentiality of the specific information retrieved. 1.c. Community Forest Document Control: The Community Forest Manager will be responsible to maintain documentation of relevant correspondence pertaining to the forests under their management. Examples of documentation are the same as for those individual landowners in 1.a. The Community Forest Manager must provide access to this information to the EOMF Certification Program Staff for purposes of audits, for dispute resolution processes or for landscape level reporting. 1.d. Forest Manager Document Control: The forest manager will negotiate the procedure for document control with the EOMF. In short, all documentation collected by the FM which is required for the certification of a given forest shall be provided to the EOMF or the LGC to be kept on file. 1.e. Group Chain of Custody Participant Document Control: The participant will negotiate the procedure for document control with the EOMF. While respecting the confidentiality of information, summaries of key elements of the participants’ certification may be made publicly available. Where possible, attempts will be made to ensure that released information is summarized in a way that does not correlate it directly to the given business. Permission will be granted to the EOMF by participants through the EOMF/Participant MoUs in order to provide the EOMF with data regarding the forest for State of the Forest Reporting.

2. Process and Principles of Document Control Data Sharing and the “Need to Know” principle "Need-to-know" is determining when information should be disseminated to internal users and to the public, the information at varying levels of detail. The level of detail is determined by balancing the demonstrated needs of the requester or program against the needs of the EOMF and the Forest Certification Program Participants. The EOMF needs to demonstrate discretion and caution when disseminating information. Information housed at the EOMF will include social (management plans and other property specific information) and economic data (harvesting schedules, marketing objectives) that could jeopardize a participants’ right to confidentiality and/or ability to remain competitive.

3. Access to Information Requests for access to relevant information maintained at the EOMF or with program participants will be reviewed using the following guidelines. This protocol may also be useful for developing similar protocols for other "sensitive" data and information held by EOMF and/or program participants. •

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General Information Requests: The EOMF Forest Certification Staff, the LGC, Community Forest Managers are the first contact for an information request. Only requests for information will be accepted. Requests and the sharing of information documented and filed. Non-public information is information and materials deemed by EOMF, the LGC, Community Forest Manager as confidential.

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Special Information Requests: Partners or other groups working on certification may request more detailed non-public information. The EOMF will weigh the needs of the requester with the interests of the EOMF and the relevant participants. An informal or formal agreement will be developed to control use of the information by the requester. Public Information using non-public participants’ information: there will be times when the EOMF will want to use participant forests and information as a case example with opportunity for site visit by external parties. The EOMF will need to get permission from the participant each time an outreach program involves non-public information about the participants; information. Using non-public Landowner Group information will require the permission of the decision making body of the Landowner Group; the Board of Directors.

4. EOMF Forest Certification Policies and Procedures Manual Current versions and future updates of the EOMF Forest Certification Program Policies & Procedures Manual will be kept with the following: • • • • • • • • •

EOMF Forest Certification Staff EOMF CWG Members Landowner Group Coordinators Board Members of Landowner Groups Members of the Landowner Groups, upon request Community Forest Managers Forest Managers FSC representative Group CoC Participants, upon request

The EOMF Certification Program Staff may provide a copy of the EOMF Forest Certification Program Policies & Procedures Manual for a fee to others interested in receiving a copy, however, the EOMF Program Staff are not responsible to keep those manuals up to date. The EOMF Program Coordinator is responsible to maintain a list of individuals to whom revised versions or sections of the manual will be sent. The EOMF Program Coordinator may revise the above list as the membership within the certification program evolves.

5. Library The EOMF Forest Certification Staff will maintain a library of documentation relevant to the certification program at the EOMF office. This library will be comprised of but not limited to forest management planning guidelines, EOMF Information Reports, EOMF Forest Certification Program Policies & Procedures Manual, etc.

6. Accredited Certifier’s Report Final reports prepared by the Accredited Certifier reporting on the results of the FSC Certification Audit of the EOMF Forest Certification Program will be summarized and posted on the Accredited Certification Body's web site.

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High Conservation Value Forest Policy – POLICY 1.7 Original date: June 2007 Revised date: Number of pages: 2

Complementary Policies • • • •

Purpose The purpose of this policy is to ensure that High Conservation Value Forests are being identified and maintained/enhanced within forests certified through the EOMF Forest Certification Program.

Definition High Conservation Value Forests (HCVF) are defined as forests of outstanding and critical importance because of their high environmental, biodiversity, or landscape values.

Policy There are three stages to the EOMF Forest Certification Program’s HCVF policy; assessment, maintenance/enhancement, and monitoring. Integral to all three stages are the landowner and forest manager education and extension services provided by the EOMF. The EOMF hosts many workshops each year with the purpose of educating landowners and forest practitioners on the various values that can be found in their woodlots (both timber and non timber, monetary and intrinsic). Identification, management planning, and monitoring are all skills that are emphasized often through the EOMF’s workshop series. Assessment: In this stage the conservation values are defined appropriate to the geographic location and to the scale and intensity of the operations and then they are identified on the landscape. In the eastern Ontario region, high conservation values are defined by the presence of any of the following: • • • • •

Rare, threatened, or endangered species and/or the presence of relevant habitat for any rare, threatened, or endangered species. Please refer to www.rom.on.ca/ontario/risk.php for the most current listing of Species at Risk in the mixed wood forests of Ontario. Rare forest ecosystems as defined by the Silvicultural Guide to Managing Southern Ontario Forests. Appendix K contains a list of these ecosystems. “Old growth” forests are defined by age, species, uniqueness, and structural diversity. Areas of Natural or Scientific Interest (ANSI’s) and protected areas. Tree species at the extremes of their natural range, for example; shagbark hickory or pitch pine in eastern Ontario.

Several different methods are used to identify forests containing these values;

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Geographic Information – The EOMF has access to land use and forest resource inventory information through our data sharing agreement with the Ontario Ministry of Natural Resources (OMNR). A landscape level map of the program region will be maintained by the EOMF which includes these features. o The location of ANSI’s can be determined and mapped. o The proximity of certified forest lands to protected areas can be determined and mapped (currently “protected area” refers to national and provincial parks). o The Significant Woodlands valuation tool can be used to determine significant woodlands in eastern Ontario. These areas can be identified and mapped. o The Natural Heritage Information Centre (NHIC) can be used to determine areas of high conservation value. This is an MNR database for vulnerable and threatened species. o The Forest Resource Inventory (FRI) data can be used to determine the locations of old forests in relation to the certified forests. This information would have to be “ground truthed” to ensure its quality as the FRI is older information.

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Ground Observation – This is the EOMF’s most important method of determining the locations of conservation values within the certified forests. o Landowners, EOMF staff members, Stewardship Coordinators, forest consultants, forest practitioners, and forest workers spend a significant amount of time in the certified forests. These regular woodlot and forest walks serve as an ideal method for identifying unique and important values on the landscape as well as monitoring those unique conservation values. o An Observer Network has been developed by the EOMF to help landowners identify levels of biodiversity and conservation values within their woodlots. This network is growing and it will further ensure that high conservation values are being identified within the certified forests.

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Conservation Land Tax Incentive Program (CLTIP) – Eligibility for this program is determined when the management plan is submitted to the OMNR for approval through MFTIP. For certified landowners, if a portion of their property is identified as “conservation land” it will be indicated in their management plan.

Maintenance/Enhancement: In this stage it is ensured that forest management planning, operational planning, and any silvicultural activities reflect the presence of the identified high conservation values and the need to maintain these values and/or work towards enhancing these values. The guidelines for wildlife features, landscape level representation of forest features, and species at risk will be followed as outlined in High Conservation Value Forest – SOP 1.7, Areas of Concern – SOP 1.5, and in the OMNR’s Silvicultural Guide to Managing Southern Ontario Forests. Monitoring: Once a conservation value has been identified and any necessary management strategies are adapted to adequately protect the value; if operations occur in the area of the HCVF, monitoring is the next step. The monitoring stage consists of regular walks in the certified forests by landowners, EOMF staff, forest consultants, and forest workers. During these walks the individuals can monitor the known and identified values but they can also monitor the landscape for any new values. Operational monitoring is outlined in the Auditing, Monitoring, and Assessments – SOP 5.0 Series. The Observer Network described above is also a key monitoring tool for high conservation values within the certified forests of Eastern Ontario. Landowners are encouraged by the EOMF to join this program.

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Processing, Manufacturing and Purchasing Policy – POLICY 2.0 Original date: July, 2002 Revised date: December, 2003, March 2007 Number of pages: 2

Complementary Policies: • • • • • • • • • •

Financial Policy – Policy 1.2 Document Control and Confidentiality Policy – Policy 1.6 Wood Purchasing Policy – Policy 2.1 Chain of Custody Policy – Policy 2.2 Outsourcing Policy – Policy 2.3 Certified Maple Syrup Production Policy – Policy 2.4 Certified Firewood Policy – Policy 2.5 Label & Text Approval Policy – Policy 2.6 Dispute Resolution Policy – Policy 3.2 Policy and Procedures Review and Renewal Policy – Policy 6.0

Purpose The purpose of the Processing, Manufacturing and Purchasing Policy is to ensure that the interests of landowners, community forest owners, and group chain of custody participants are maintained during purchasing negotiations and contracts. This policy encourages the support of local industry, and the enhancement of the local certification value chain.

Policy •

Forest products extracted from a certified forest are the possession of the purchaser. So as to protect landowner and purchaser rights, the landowner and purchaser are encouraged to sign a Timber Sale Agreement for sale of standing timber (see Appendix G)

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FSC Principles & Criteria support the stability of healthy communities. To this end the EOMF Forest Certification Program will preference and will encourage Landowners, Landowner Groups, Forest Managers, and Group Chain of Custody Participants to preference local processing, manufacturing and purchasing contracts where appropriate.

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Working with Landowners and Forest Managers, the EOMF Forest Certification Program will help facilitate the fair compensation/remuneration and potential opportunities where forest owners may receive a premium for their product. The EOMF will facilitate sharing of market price information.

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The EOMF Forest Certification Program supports diversification of forest product coming from certified forests and supports finding suitable markets for these products.

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The EOMF Forest Certification Program will take advantage of existing markets where possible. There may however be new opportunities for supporting new market opportunities, especially for alternative, under-utilized and non-timber forest products. In these cases, the EOMF Forest Certification Program will work with Landowners and Forest Managers to investigate new market opportunities.

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On an ongoing basis, the EOMF Forest Certification Program investigates available markets for non-timber forest products in order to avoid dependence on a single forest product. Should markets develop for non-timber forest products, the EOMF Forest Certification Program will develop appropriate pricing mechanisms at that time and include in a new “NonTimber Forest Products Purchasing Policy”.

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The EOMF Forest Certification Program will continue negotiations with local wood buyers to seek their interest in purchasing wood from certified forests and encourage Chain of Custody (CoC) Certification or participation in the Group Chain of Custody initiative.

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The EOMF will act as a resource centre to assist small and medium sized sawmills and wood processing facilities achieve CoC certification. The EOMF has created a CoC Toolkit which will be shared across the region to facilitate the CoC certification of small and medium sized processing facilities.

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The EOMF Forest Certification Program has developed a costing structure (see Financial Policy – Policy 1.2) to ensure landowners and other participants share in the costs of implementation of forest certification. The EOMF will continue to adapt this costing structure as the program evolves.

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Over time, it is one of the goals of the EOMF Forest Certification Program to maintain a continuous supply of certified wood into the market. The EOMF has begun to develop a forecasting and scheduling system for harvesting operations. This system will be refined over time to meet the growth of the Forest Certification Program.

This policy also ensures that Chain of Custody and labeling requirements are followed by all Forest Certification Program participants. This policy also outlines the process required for the sale of certified maple syrup and certified firewood. A standard has been developed for Maple Operations in Canada by SmartWood. The EOMF Forest Certification Program will work with SmartWood and FSC Canada to adapt this standard so that it is streamlined with all other legal requirements for maple operations in Ontario

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Wood Purchasing Policy - POLICY 2.1 Original date: July 2002 Revised date: December 2003, June 2007 Number of pages: 3

Complementary Policies: • • • • •

Financial Policy – Policy 1.2 Document Control and Confidentiality Policy – Policy 1.6 Processing, Manufacturing and Purchasing Policy – Policy 2.0 Dispute Resolution Policy – Policy 3.2 Policy and Procedures Review and Renewal Policy – Policy 6.0

Purpose The Wood Purchasing Policy identifies the process for setting, collecting and using operating fees paid by the forest industry for wood from lands certified within the EOMF Forest Certification Program.

Definitions Operating Fees = Management fees + Administrative fees • Management fees (fees to carry out forest plan implementation) o Regular management, i.e.: tree marking, boundary establishment, harvest inspection o Intensive management, i.e.: repeated tending for red oak regeneration • Administrative fees (fees to support the administration of the EOMF Resource Manager Certificate) Forest Industry – All manufacturers who use wood from EOMF certified woodlands, including but not limited to sawmills, veneer mills, pulp and paper mills, composite board plants, chip plants and firewood dealers.

Policy •

The benefits and costs of forest management and certification are shared equally by the forest industry, woodlot owners, community forests, and society (government or foundation).

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Operating fees are a critical element for striving towards financial self- sufficiency for the EOMF Forest Certification Program.

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Operating fees will reflect the volume and value (sawlog, pulp) of wood purchased.

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The EOMF has agreements with numerous sawmills and pulpmills in the region where the mills have agreed to pay an operating fee for certified wood. The operating fee is payable by the mills to the EOMF within 30 days of receiving the certified wood.

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If certified wood is not sold to one of the EOMF’s agreement mills then the operating fee will be paid by the wood buyer (logger/contractor). In this case, the fee is payable by the wood buyer to the EOMF within 30 days selling the wood.

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Landowners and Community Forests shipping wood to participating forest industries that pay operating fees to the EOMF will be the primary beneficiaries of the management fee portion of these operating fees. The administration portion of the operating fees will go to the EOMF.

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Setting Operating Fees •

Operating Fees will be set annually by the EOMF-CWG on a consensus basis.

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Operating fees have been initially calculated using the following three principles: 1. Relative product - based stumpage and delivered wood rates in eastern Ontario. 2. A target average revenue for landowners from management fees of $60 per hectare, based upon a volume of 50 m3 /hectare (12/ m3 logs and 38 m3 pulp/fuel wood) for a hardwood selection cut and 60 m3/ hectare for red pine thinning, 3. A split of operating fees to 2/3 management fees, 1/3 administration fees for community forests; ½ management fees, ½ administration fees for the EOCFO; and ½ management fees, ½ administration fees (split between the EOMF and a given Landowner Group) for other Landowner Groups. 4. Landowner Groups may choose to split operating fees paid to the EOMF in different proportions than those outlined in iii) above.

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The method for calculating operating fees will be periodically reviewed by the EOMF-CWG, and modified as required on a consensus basis. This review will address, but not be limited to an assessment of: o relative product values, o forest product categories, o the desired revenue target for landowners, and o the split between management fees and administration fees.

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The EOMF may give an appropriate credit towards administrative fees to forest industry for contribution of goods or services which reduce the costs incurred by the EOMF. These contributions would not be in-kind time of individuals but rather something that the EOMF would otherwise have to purchase.

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The EOMF Forest Certification Program Operating Fees are available on request from the EOMF. They are kept in a confidential file. This file is updated on a yearly basis with the rate set by the EOMF-CWG for the next operating year.

Collecting Operating Fees •

Operating fees will be payable to the EOMF.

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The Project Coordinator for the EOMF is responsible for the collection of operating fees. This includes the development and implementation of a wood tracking, measurement and billing system that will form the basis for identifying Chain of Custody and collecting operating fee payments.

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Operating fees are due within 30 days of the harvest for landowners undertaking few harvests per year and are due on an annual basis from community forests undertaking many harvests each year.

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Forest industry partners that are contributing operating fees will provide an estimate of their annual volume requirements for certified wood from the EOMF Forest Certification Program.

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Mills which purchase wood under the EOMF Forest Certification Program which is derived from lands under their own management as approved by the EOMF will only pay the administration portion of operating fees.

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Forest Owners (Landowners or Community Forest Owners) may pay the administration portion of the operating fee themselves, rather than passing it through to the mill or the logger/contractor, as approved by the EOMF.

Using Operating Fees •

Management fees will be used to support forest management activities, such as tree marking, artificial regeneration, tending, etc.

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Administration fees will be used to support the administration of the EOMF Forest Certification Program, staff, equipment, and certification costs.

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Operating fee rates are to be made available to all landowners participating in the EOMF Forest Certification Program, the EOMF-CWG, the board of directors of the EOMF, and participating members of the forest industry who are paying operating fees.

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Group Chain of Custody Policy - POLICY 2.2 Original date: June 2007 Revised date: Number of pages: 4

Complementary Policies: • • • • • • •

Document Control and Confidentiality Policy – Policy 1.6 Processing, Manufacturing and Purchasing Policy – Policy 2.0 Wood Purchasing Policy – Policy 2.1 Certified Maple Syrup Production Policy – Policy 2.4 Certified Firewood Policy – Policy 2.5 Label & Text Approval Policy – Policy 2.6 Group Chain of Custody Standard Operating Procedure – SOP 7.0

Purpose Chain of Custody is the path taken by raw materials, processed materials and products, from a certified forest to the consumer, including all stages of processing, transformation, manufacturing, and distribution. Chain of Custody (CoC) certification is required by companies or individuals that process, transform, or trade FSC certified forest products that wish to market and sell these products as FSC certified. Selling and labeling certified products means that each certified firm in the value chain is guaranteeing to the customer that products marked with an FSC label originated from a forest that has been certified as a well managed forest. Therefore it is essential that FSC certified materials not be mixed with non-certified during any phase of receipt, production, storage, and shipping. This will be assured through the process of tracking and product labeling as well as through employee understanding of the certified materials handling procedures. Through the EOMF’s Group CoC Certificate, only FSC-pure products will be produced. This means that only products made with 100% FSC-certified materials will be used in the production of any product with the FSC label under the EOMF Group CoC Certificate. In the Group CoC Certificate, the EOMF will act as the “Group Manager” on behalf of smaller value added wood product manufacturers as well as smaller printers and will be the primary contact for the certifier. The purpose of this policy is to ensure that the chain of custody is not compromised in the certified forest products value chain being created by the EOMF group CoC certificate.

Policy2 Qualification Criteria: • The criteria to determine if a processing facility qualifies for Group CoC Certification are as follows; o Is the processing facility willing and able to submit standardized data to the group manager on a prescribed timeline to substantiate their inputs and outputs of FSCcertified material? o Does the EOMF have the necessary internal authority to control the use of the FSC trademark by the group of Sites? 2

As per SmartWood’s “Group Chain of Custody Procedural Manual Outline for Small Forest Enterprise Group Certification” and FSC’s “Chain of Custody Standard for Companies Supplying and Manufacturing FSC-Certified Products” (FSC-STD-40-004 version 1.0).

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Does the processing facility have 15 or less employees or no more than 25 employees and an annual turn over of no more than US$1,000,000 (turnover is defined as total annual revenue from goods and services)?

Process for Adding New Member Facilities: The EOMF will visit each facility prior to their inclusion in the scope of the Group CoC certificate.

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Member facilities must have a designated Site Manager who is responsible for the Chain of Custody certification control system, communications with the EOMF, and all certification information, including; FSC CoC guidelines and standards, the EOMF P&P manual, the EOMF CoC brochure for partners and employees, and the certification number.

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The EOMF and the site manager for the member facility will sign a MoU outlining the Group CoC requirements and the relevant roles and responsibilities of each party prior to inclusion within the scope of the Group CoC Certificate. The MoU will indicate if the member facility will act as an “exclusive” facility, selling 100% FSC certified product, or a “non-exclusive” facility, selling both FSC certified and non-certified products and it will list the facility’s FSC product groups. The MoU will also indicate that the member facility agrees to operate within the procedures outlined in the Group Chain of Custody Standard Operating Procedure – SOP 7.0. Please see Appendix F for a copy of the Group CoC MoU.

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The member facility will provide the EOMF with the annual Group CoC Certification Fee. Please contact the EOMF for the current Group CoC Fee Structure.

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The EOMF will assign a site-specific sub-code to the facility and communicate that and the Group CoC Certification number to the facility.

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The EOMF will provide all member facilities with; the EOMF Forest Certification Program Policies & Procedures Manual, EOMF CoC brochures, the FSC CoC Guidelines and Standards, and a FSC brochure.

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Each facility is responsible for preparing site-specific procedures for the tracking and handling of FSC-certified products. The EOMF will provide support in the preparation of the procedures. A copy of the procedures must be provided to the EOMF. See Group Chain of Custody Standard Operating Procedure – SOP 7.0 for further guidance on the preparation of the tracking and handling procedures.

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The EOMF will maintain a file for each member facility that contains the following; o Group CoC MoU o The facility’s tracking and handling procedures contained within the MoU o Volume data for certified materials purchased, in inventory, and sold, per facility o Documentation supporting that the member facilities meet the eligibility requirements o All label and logo use communications with the facility and SmartWood, including; requests for approval and label/logo use approval letters. o Any other pertinent information about and/or communications with the member facility

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Member facilities must follow the Labeling and Text Approval Policy – Policy 2.6. The EOMF will provide logo materials to member facilities when they join the Group CoC Certificate. The EOMF will work with member facilities and the certifier to develop approved labels for all relevant product groups.

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When a new facility is added to the Group CoC certificate, the certifier will be informed within 30 days.

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The EOMF reserves the right to remove member facilities from the Group CoC Certificate at any time throughout the year if a member facility fails to meet the requirements within the Group CoC MoU. With either the addition or removal of member facilities, the EOMF shall notify the certifier in writing within 30 days.

Scope of Chain of Custody System •

Each member facility shall maintain a Product Group Schedule for all certified product groups included within the Group CoC Certificate. The schedule must be kept up-to-date and readily available upon request. The schedule shall be provided to the EOMF upon joining the program, it will be included in the MoU, and resent each time the schedule is updated. Examples of FSC Product Groups include; o A line of cedar fencing o A line of garden chairs of single species o A single paper item or quality

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Products within a product group may be manufactured from a mixture of species; however a single product group may not contain distinct product lines which differ in terms of their species composition, quality, and/or value.

Monitoring, Reporting, and Record Keeping: The EOMF will maintain a list of the member facilities that includes; contact information, FSC Certification sub-code, and the date of entry into the Group CoC Certificate.

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The EOMF will conduct an annual visit to each processing facility included within the Group CoC Certificate to ensure that the facility is in compliance with the EOMF Forest Certification Program Policies and Procedures Manual. EOMF will maintain records of the annual site visit which document each facilities level of conformity with the Policies & Procedures Manual.

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The EOMF is responsible for collecting sufficient data on inflows and outflows of certified products from all member facilities in order to present the information for annual audits or when requested. The EOMF will ensure that all records covering the most recent five years of activity related to the Group CoC Certificate are accessible to auditors.

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The EOMF will maintain a list of member facilities that have been removed from the certificate and the date of withdrawal.

Assessment and Annual Audit Process: The EOMF will conduct an annual site visit to each member facility. The EOMF will coordinate the annual site visit with the designated site manager for each member facility.

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The certifier will conduct an annual CoC audit of the EOMF’s program. The purpose of the annual audits is to verify compliance with the FSC CoC tracking and handling procedures and to verify annual certified volume turnover. They will visit a proportion of the member facilities; the certifier will determine what facilities will be visited each year. The EOMF will coordinate the annual audit with the certifier and then communicate directly with the designated site manager for each member facility to organize the site visits. The EOMF will ensure that the member facilities have sufficient notice to prepare for the audit.

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The EOMF, the certifier, and FSC reserve the right to review documents, data, and records related to the purchase, production, and sale of FSC certified products at any time.

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All information gathered during assessment and audit processes are kept confidential and maintained in secure files as per the Document Control and Confidentiality Policy – Policy 1.6.

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Corrective Action Request (CAR) Procedures: If the EOMF or the certifier finds deficiencies in any member facility, a Corrective Action Request (CAR) will be issued. If the terms of the CAR are not met within the designated timeframe, the EOMF will remove the member facility from the scope of the certificate and will inform the certifier within 30 days of the removal. The following procedures will be followed in the event of a CAR issuance:

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a. If the certifier issues the CAR, then the EOMF will, as immediately as is practical, communicate the CAR to the member facility. The EOMF will communicate with the member facility to establish a plan to implement the CAR and report the results back to the certifier. The EOMF will, if requested by the certifier, undertake a visit of the member facility to ensure compliance with the CAR. b. If the EOMF issues the CAR, then it will take the form of a letter, fax, or email to the site manager of the member facility that details the nature of the deficiency and the required timeframe for correction. The EOMF will monitor the progress of the CAR’s implementation and undertake a visit of the member facility to ensure compliance with the CAR. c. If the CAR is not implemented to the satisfaction of the EOMF and/or the certifier, then the EOMF must remove the member facility from the Group CoC certificate and inform the certifier of its removal within 30 days. •

Any member facility found using or trading illegal wood will be removed from the Group CoC Certificate.

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Outsourcing Policy - POLICY 2.3 Original date: April 2007 Revised date: Number of pages: 1

Complementary Policies: • • • •

Processing, Manufacturing and Purchasing Policy – Policy 2.0 Wood Purchasing Policy – Policy 2.1 Chain of Custody Policy – Policy 2.2 Label & Text Approval Policy – Policy 2.6

Purpose The purpose of the outsourcing policy is to enable the production of a certified product in a situation where there is a break in the chain of custody. This policy ensures that the chain of custody is kept in tact when a job is sent through a non-certified facility.

Policy •

The EOMF and the non-certified company must sign an Outsourcing Agreement (see Appendix L). The agreement must be sent to SmartWood prior to starting the job.

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The Outsourcing Agreement is meant to cover only one job and is meant to be used on an interim basis only. Additional Outsourcing Agreements must be submitted for additional jobs.

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The labeling for outsourcing jobs will be done by the EOMF Forest Certification Program as per the Labeling and Text Approval Policy – Policy 2.6.

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The non-certified company must have a good understanding of forest certification, chain of custody certification, the FSC process, and SmartWood’s role as the certifier and auditor.

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SmartWood may visit the non-certified company to investigate the outsourcing agreement.

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All certified wood sent to an outsourcing company must be clearly marked as certified on the wood or on the load itself and on accompanying documentation (bills of lading, order forms).

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The exact certified wood that is shipped to the outsourcing company is the only wood to be used in the manufacturing of the desired outsourced wood product. No other wood will be used in the job other than that which is sent specifically for certified use.

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The annual report to SmartWood from the EOMF Forest Certification Program must document dates and quantities (sent out and received) of outsourced materials.

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The certified wood products sent back to the certified company will be labeled clearly as certified on all accompanying documentation (sales slips, bills of lading, shipping invoices, etc.).

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The non-certified outsourcing company can make no claims of being a certified company. The company has no right to advertise or market their products as certified.

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The EOMF Forest Certification Program will encourage any non-certified, outsourcing companies to pursue Chain of Custody or to join the EOMF Group Chain of Custody initiative. The EOMF will work with any outsourcing companies to make Chain of Custody or Group Chain of Custody a viable option.

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Certified Maple Syrup Production Policy - POLICY 2.4 Original date: June 2007 Revised date: Number of pages: 1

Complementary Policies: • • • •

Processing, Manufacturing and Purchasing Policy – Policy 2.0 Chain of Custody Policy – Policy 2.2 Label & Text Approval Policy – Policy 2.6 Certified Maple Syrup Production Standard Operating Procedure – SOP 8.0

Purpose This policy outlines the process required for the sale of certified maple syrup. This policy ensures that any maple syrup producers who are members of the EOMF Forest Certification Program, and who wish to sell their syrup as certified, are following the accepted SmartWood Standards for the Certification of Maple Sugaring Operations in Canada. This policy also ensures that the interests of certified maple syrup producers are maintained through the certification process. The requirements listed here and in the Maple Syrup Standard Operating Procedure – SOP 8.0 are evaluated in addition to the forest management requirements outlined in this manual. In order to sell maple syrup as certified, producers must follow all of the forest management requirements for certification and these specific maple syrup production requirements.

Policy •

Interested maple syrup producers must first certify their forest with the EOMF Forest Certification Program, through one of the existing Landowner Groups.

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In addition to the Forest Management MoU, the maple syrup producer must sign an MoU with the EOMF that indicates they will adhere to the requirements listed in this policy and within the Maple Syrup Standard Operating Procedure – SOP 8.0. Please see Appendix M for a copy of the Certified Maple Syrup Production MoU.

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The maple syrup producer must follow the Maple Syrup Standard Operating Procedure – SOP 8.0 which outlines all operational requirements.

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The full and current SmartWood Standards for the Certification of Maple Sugaring Operations in Canada are available through the EOMF and will be provided to all maple syrup producers who sign a maple MoU with the EOMF. The EOMF will continue to work with SmartWood and FSC Canada to ensure the maple standards are reasonable and that they are streamlined with all other legal requirements for maple operations in Ontario.

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All invoices for certified syrup and sap sales must be documented and stored for inspection. These invoices must include the EOMF certification code (SW-FM/COC-232).

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The Chain of Custody Policy – Policy 2.2 will be followed for all certified maple syrup operations. Operations with multiple (certified & non-certified) sources of sap, production and labeling of product will follow FSC requirements for mixed products (see CoC policy). Where a producer has 100% certified syrup or sap it must be kept separate from non-certified products and it must be clearly distinguished as certified through labels or marks.

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Maple syrup producers must follow the Labeling and Text Approval Policy – Policy 2.6. The EOMF will provide an approved label, for a charge, to certified maple syrup producers that can be used on certified maple syrup.

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Certified Firewood Policy - POLICY 2.5 Original date: June 2007 Revised date: Number of pages: 2

Complementary Policies: • • •

Processing, Manufacturing and Purchasing Policy – Policy 2.0 Chain of Custody Policy – Policy 2.2 Label & Text Approval Policy – Policy 2.6

Purpose This policy outlines the process required for the sale of certified firewood. The purpose of this policy is to ensure that certified forest owners who wish to sell their firewood as certified are following the correct process. The requirements listed are evaluated in addition to the forest management requirements outlined in this manual. To sell firewood as certified, forest owners must follow all of the forest management requirements for certification and these specific requirements related to the sale of firewood.

Policy •

The landowner must first certify their forest with the EOMF Forest Certification Program, through one of the existing landowner groups.

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Certified landowner’s who wish to sell firewood as certified must indicate this within their Landowner MoU. There is a Certified Firewood Sale checkbox and a statement indicating that the landowner will meet all the requirements of this policy in the sale of certified firewood. Please see Appendix A for a copy of the Landowner MoU.

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If their annual harvest is less than 10 cords (128 cubic meters), landowners selling certified firewood shall follow the guidelines set out in Appendix H: Guidelines for Small-Scale Harvesting. If their annual harvest exceeds 10 cords, landowner shall follow the Standard Operating Procedures outlined in this manual for commercial harvesting.

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To ensure that chain of custody is maintained, landowners must only sell their certified firewood on the premises of the certified forested property, where the firewood was produced. For example, a landowner can sell their firewood as certified at the end of the laneway to their certified forest, but they may not sell the firewood as certified at their neighbour’s laneway or at a local market. In order to sell the firewood as certified in a location other than where it was produced, the landowner must join the group Chain of Custody program.

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All invoices for certified firewood sales must be documented and stored for inspection. These invoices must include the EOMF certification code (SW-FM/COC-232).

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The Chain of Custody Policy – Policy 2.2 will be followed for all certified firewood sales. Operations with multiple (certified & non-certified) sources of firewood, production and labeling of product will follow FSC requirements for mixed products (see CoC policy). Landowners who have 100% certified firewood must keep it separate from any non-certified firewood and ensure that it is clearly distinguished as certified through labels, marks, or other means.

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Landowners selling certified firewood must follow the Labeling and Text Approval Policy – Policy 2.6. The EOMF will provide an approved label, for a charge, to landowners selling certified firewood that can be used on certified firewood.

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Landowners selling certified firewood are responsible to report the quantity of certified firewood produced and sold as such to the EOMF. A form will be made available to all certified firewood sellers, this form will be submitted to the EOMF on an annual basis. These forms will be filed in the Landowner Binder. The EOMF or the associated Landowner Group Coordinator will report the quantities in the Landowner Group Database.

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LABELING AND TEXT APPROVAL POLICY - POLICY 2.6 Original date: April 2007 Revised date: Number of pages: 1

Complementary Policies: • • • • •

Processing, Manufacturing and Purchasing Policy – Policy 2.0 Chain of Custody Policy – Policy 2.2 Outsourcing Policy – Policy 2.3 Certified Maple Syrup Production Policy –Policy 2.4 Certified Firewood Policy – Policy 2.5

Purpose The purpose of the Labeling and Text Approval Policy is to ensure that the members of the EOMF Forest Certification Program are meeting the labeling and text approval requirements of SmartWood and FSC Canada. This policy outlines the EOMF’s lead role in meeting these labeling and text approval requirements.

Policy •

Any use of FSC and SmartWood logos by members of the EOMF Forest Certification Program must be approved by the EOMF.

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Any use of published text on the topic of FSC Certification and/or SmartWood by the members of the EOMF Forest Certification Program must be approved by the EOMF (examples include; brochures, guidebooks, other printed materials, websites, signage).

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Every time the EOMF Certification Codes are used on a FSC label, that label and the use of that label must be approved by SmartWood. The EOMF is responsible for seeking the approval of SmartWood. No label containing the EOMF Certification Code shall be used without first being approved by SmartWood through the EOMF.

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For all FSC and SmartWood label, logo, and text use, the EOMF will send a request for approval and examples of the relevant materials to SmartWood for approval.

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The EOMF will keep on file all requests for label, logo, and text approval and all notices of approval.

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AUDITING AND MONITORING OF ANNUAL OPERATIONS POLICY– POLICY 3.0 Original date: July 2002 Revised date: December 2003, March 2007 Number of pages: 2

Complementary Policies: • • • • • • •

EOMF Forest Certification Program Structure – Policy 1.0 Entering, Exiting and Expulsion Policy – Policy 1.4 Document Control and Confidentiality Policy – Policy 1.6 Corrective Action Request Policy – Policy 3.1 Dispute Resolution Policy – Policy 3.2 State of the Forest Reporting Policy – Policy 5.0 Policy and Procedures Review and Renewal Policy – Policy 6.0

Purpose The purpose of the Auditing and Monitoring of Annual Operations Policy is to establish and clearly define the roles of various participants in auditing and/or monitoring of all forest operations within the Forest Certification Program.

Definitions: Audit:

The EOMF organization, through the Certification Program Coordinator and the Certification Staff, is responsible to ensure that Forest Certification Program participants are in compliance with their agreements or MoUs with the EOMF NOTE: The role of the EOMF “Auditor” must not be confused with the role of the auditor assessing suitability of the program for certification (accredited certifier)

Monitor:

Monitoring refers to the day-to-day assessment of all aspects of forest operations to ensure that they are done in accordance with the EOMF Forest Certification Program Policies and Procedures Manual. Monitoring is normally undertaken by Forest Managers on the operations they oversee

Policy Auditing: The EOMF, as the holder of the Resource Manager Certificate, has the ultimate auditing role. The Program Coordinator or a designate, acting on behalf of the EOMF, will be responsible for undertaking regular audits of • Individual landowners in the EOCFO group • Landowner Groups and Landowner Group Coordinators • Forest Managers • Community Forest Managers • Group Chain of Custody Participants • any new entities to the program Audits will be undertaken to ensure compliance with the policies and procedures outlined in this manual and to ensure conformity with the GLSL Standards, as revised from time to time. This type of audit is more “operational” in nature. An example of this type of audit is where the EOMF would assess a site after harvest to ensure that post-harvest standards have been met and that the forest manager overseeing that operation followed the proper reporting procedure.

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In the case of Landowner Group Coordinators, audits will be undertaken to ensure compliance with the policies outlined in this manual. This type of audit is more “policy”- related in nature. An example of this type of audit would be where EOMF would ascertain that the LGC had signed agreements with landowners whose properties were under its management and that files on each landowner were kept up-to-date. The Standard Operating Procedure for Auditing and Monitoring (SOP 5.1) will detail the EOMF audit schedule and show the Forest Operations Activity Assessment Report which will be used for EOMF audits. The key focus of the audits is to ensure that forest inspections are well documented and that they reflect any non-compliance. Audits will also review participants’ compliance to the policies and procedures set out by the EOMF. The EOMF reserves the right to increase the frequency of audits described in the SOP for Auditing and Monitoring if it finds the results of audits warrants extra inspections. This would apply to participants (be it landowner or forest manager or group chain of custody participant) with a high number of non-compliances. Auditing documentation will be maintained in pertinent files at the EOMF office.

Monitoring Monitoring of operations shall be the responsibility of the Forest Certification Program participants. Their role is to inspect and report on the forest operations at all stages of harvest implementation. In the case of private landowners, a forest manager may be hired to fulfill this role. The Standard Operating Procedure for Auditing and Monitoring (SOP 5.1) will detail the monitoring schedule. It will provide the details as to the number of inspections required to ensure that a participant’s forest management plan objectives and strategies are being met and that operations are in accordance with the participant’s forest management plan and the policies and procedures of this manual. Landowners are responsible for monitoring operations being undertaken on their property, whereas the Forest Managers and Community Forest Managers are responsible for monitoring operations which they oversee. All monitoring documentation for landowners shall be kept in the landowners’ respective files maintained at the EOMF office or the office of the relevant LGC. Forest Operations Inspection Reports from owners or Forest Managers must be submitted in a timely fashion, as described in the SOP for Auditing and Monitoring (SOP 5.1), to the EOMF Certification Program Staff or the relevant LGC for assessment and evaluation. Community Forest Managers will be responsible for maintaining monitoring documentation and making this available to the EOMF Certification Program Staff upon request. The Dispute Resolution Policy – Policy 3.2 will be followed for any disputes resulting from the identification of non-compliance.

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CORRECTIVE ACTION REQUEST POLICY – POLICY 3.1 Original date: July 2002 Revised date: December 2003, March 2007 Number of pages: 1

Complementary Policies: • • •

Entering, Exiting and Expulsion Policy – Policy 1.4 Auditing and Monitoring of Forest Operations Policy – Policy 3.0 Dispute Resolution Policy – Policy 3.2

Purpose The purpose of the Corrective Action Request Policy is to ensure that corrective action is taken when required in order that certification is maintained.

Policy The following relationships are covered by the Corrective Action Request Policy: • • • • • • • • • • •

Auditor (accredited certifier) towards EOMF (Certificate holder) Auditor (EOMF) towards Forest Manager Auditor (EOMF) towards Landowner Group Auditor (EOMF) towards Landowner Group Coordinator Auditor (EOMF) towards landowner Auditor (EOMF) towards Community Forest Manager Auditor (EOMF) towards Group Chain of Custody Participant Forest Manager towards landowner Forest Manager towards forest operator Community Forest Manager towards Community Forest owner (i.e. municipality) Community Forest Manager towards forest operator

Upon finding a non-compliance with any policies in this Manual, the auditors (Accredited Certifier or EOMF) will issue a Corrective Action Request to the one in non-compliance to give that participant the opportunity to correct or mitigate the non-compliance. Failing to do so may result in expulsion from the Forest Certification Program or loss of certification. This policy is also to be used in instances of repeated operational non-compliances of Standard Operating Procedures (refer to Auditing and Monitoring Standard Operating Procedure SOP 5.1) The Corrective Action Request Form can be found in Appendix N.

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Dispute Resolution Policy – POLICY 3.2 Original date: July 2002 Revised date: December 2003, March 2007 Number of pages: 2

Complementary Policies • • • •

Financial Policy – Policy 1.2 Consultation, Communication and Outreach Policy – Policy 1.5 Document Control and Confidentiality Policy – Policy 1.6 Corrective Action Request Policy – Policy 3.1

Purpose The purpose of the Dispute Resolution Policy is to facilitate a fair, transparent and timely resolution of conflict resulting from activities occurring as part of the Forest Certification Program. The Policy will address grievances from individuals, landowners, contractors, consultants, third parties about program participants, and from program participants about the management of the program. Examples of possible grievances: • • • • •

Suspension of Customary Rights – e.g. owner no longer allows traditional land uses e.g. (hunting, bird watching, hiking, ginseng picking etc.) on property that was owned by their parents; customary right has always occurred on property Tenure claims and use rights Adjoining landowners - trespass or theft Loss or damage - resolving grievances and providing fair compensation Limited access to forest workers approved by EOMF – e.g. a forest worker identified by EOMF is considered unacceptable to Landowner (e.g. cost, style etc.)

Examples of disputes – See below for process: • EOMF dispute resolution with Landowner Group • EOMF dispute resolution with Forest Manager • EOMF dispute resolution with Community Forest Manager • EOMF dispute resolution with Individual Landowner • EOMF dispute resolution with Group Chain of Custody Participant • Forest Manager dispute resolution with Individual Landowner • Forest Manager dispute resolution with Landowner Group • Forest Manager dispute resolution with Forest Operator

Policy 1. Forest Certification Program Participants EOMF dispute resolution with Program Participants: Conflicting management objectives and/or practices: in cases of non-compliance of management objectives and/or practices the FM or the EOMF would inform landowner with rationale of infringement by following the Corrective Action Request Policy – Policy 3.1. If participant continues with non-compliance the FM or the EOMF would work through the Dispute Resolution Policy – Policy 3.2.

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2. Stakeholders and affected parties impacted by the Certification Program Dispute resolution with Adjacent Landowners: See below for process Dispute resolution with other Affected Stakeholders and Parties: Participant to try to resolve conflict with individual or group independently. See below for process Dispute resolution with Indigenous Peoples: The EOMF Forest Certification Program Coordinator will consult OMNR’s Native Liaison officer on best way to resolve conflict. See below for process.

3. Process of Dispute Resolution a.

Internal Mechanism between Parties – when grievance occurs between program participants / between landowner and Forest Manager / between landowner or community forest and stakeholder or affected parties etc, parties should be encouraged to solve conflict independently. If this fails parties can approach EOMF. Formal appeal form presented by parties to EOMF. Forest Manager / Landowner Group Coordinator Involvement - if appropriate (e.g., clarification of a technical requirement etc.) the forest manager or landowner group coordinator will attempt to resolve conflict. If this fails, parties to approach EOMF.

EOMF – EOMF-CWG will attempt to resolve conflict and document appeal. If this fails, EOMF is to facilitate process with use of an external mediator. Where the dispute involves a member of the EOMF-CWG, that member will refrain from voting due to a conflict of interest.

External mediator – will be contracted by the EOMF to attempt to resolve conflict when necessary. Mediator is to be agreed upon by parties involved. Failing resolution, a third party arbitrator will be involved.

Arbitration - a third party will be tasked with making the decision. The arbitrator is to be agreed upon by parties involved. Failing acceptance of decision, the EOMF will facilitate termination of agreement.

Termination of agreement – The EOMF in consultation with arbitrator will dissolve one party's involvement in the program. Complaint on this decision may lead to litigation.

Litigation – facilitated by the EOMF or representative of the EOMF.

The parties involved will pay cost of Dispute Resolution.

Dispute against the EOMF

The EOMF maintains the right to establish an independent review board. Members of this board would be at arms-length from the EOMF and chosen by the parties involved. Parties involved will seek and agree upon an external mediator. Failing resolution, an agreed upon third party arbitrator will be tasked with making the decision. The parties involved will pay cost of Dispute Resolution. Parties involved should retain all pertinent documentations related to the dispute.

b. c. d.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

EDUCATION AND TRAINING POLICY – POLICY 4.0 Original date: July 2002 Revised date: December 2003, March 2007 Number of pages: 1

Complementary Policies • • • •

EOMF Forest Certification Program Structure – Policy 1.0 Legal Requirements Policy – Policy 1.1 Minimum Requirements Policy – Policy 1.3 Document Control and Confidentiality Policy – Policy 1.6

Purpose The purpose of the Education and Training Policy is to ensure that all participants in the EOMF Forest Certification Program are well aware of forest management and certification and have all the necessary information and training to make informed decisions and to undertake forest operations in a safe and effective manner.

Policy It is the responsibility of the EOMF-CWG through the Forest Certification Program Coordinator and Staff to ensure that all program participants are made aware of all relevant laws and administrative requirements. The Forest Certification Program Staff will: • Host information sessions for new participants upon signing onto the program. • Host training & program information sessions as required so all participants remain current with any new developments or requirements. • Host field training sessions for landowners, forest managers, and community forest managers on forest operations and silviculture, focusing on the implementation of forest management plans and the achievement of plan objectives. • In conjunction with the landowner and/or community forest manager, facilitate training and/or educational opportunities organized in a given forest. This could entail demonstration forests for forest certification. • Provide support and expertise for workshop series’ hosted by Landowner Groups. • Provide or support relevant training courses where necessary in order that forest workers such as tree markers, loggers, etc. meet the Minimum Requirements Policy – Policy 1.3. • Keep abreast of any developments related to Forest Worker training in the region. • Maintain a mailing list of all participants, by e-mail, in order to quickly disseminate information.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

STATE OF THE FOREST REPORTING POLICY – POLICY 5.0 Original date: July 2002 Revised date: March 2007 Number of pages: 1

Complementary Policies • • •

EOMF Forest Certification Program Structure – Policy 1.0 Document Control and Confidentiality Policy – Policy 1.6 Auditing and Monitoring of Annual Operations Policy – Policy 3.0

Purpose The purpose of the State of the Forest Reporting Policy is to ensure that information is readily available on a yearly basis in order to report on the status of the certification program and its various components to Canadian and International Model Forest agencies, to the Ontario and Canadian governments and to FSC as required.

Policy •

•

On an annual basis, the Forest Certification Staff will provide the State of the Forest author with the following information: • Total area certified by ownership (private vs. community) • Any publicly available HCVF information (monitoring & assessment) • Any publicly released biodiversity monitoring results • Total harvest levels by ownership (volume harvested) This information will be summarized in the relevant sections of the State of the Forest report. This information will be summarized on a landscape level scale and no names or exact locations will be released. Upon request, this information may also be provided to the provincial and national State of the Forest authors, but not without following the Document Control and Confidentiality Policy – Policy 1.6. The State of the Forest reporting will be used to identify landscape level considerations which can be addressed in individual forest management plans and operations.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

POLICY AND PROCEDURES REVIEW AND RENEWAL POLICY – POLICY 6.0 Original date: July 2002 Revised date: September 2002, March 2007 Number of pages: 1

Complementary Policies: • •

EOMF Forest Certification Program Structure – Policy 1.0 Auditing and Monitoring of Annual Operations Policy – Policy 3.0

Purpose The purpose of the Policy and Procedures Review and Renewal Policy is to ensure that policies and procedures contained in this manual are appropriate. This will ascertain continued certificate status of the EOMF Forest Certification Program and to ensure that latest developments regarding FSC certification are incorporated. This policy will also detail timing and details of such review.

the the the the

Timing Policies, procedures (SOPs), forms, templates, etc. will be reviewed once yearly at the anniversary of the issuance of the EOMF Certificates, in preparation for the annual audit. A major review of the manual will occur once every 5 years. Upon approval of the EOMF-CWG, within three months of the major review, the newly revised policies/procedures, etc., will be deemed part of this manual and used hence.

Policy • • •

The EOMF will be responsible for undertaking the review of its certification policies and procedures, while ensuring appropriate input from participants. The EOMF will gather information from government agencies, FSC, and other organizations to ensure that the policies and procedures remain current. The EOMF will ensure that revised policies and/or procedures are distributed according to the Document Control and Confidentiality Policy – Policy 1.6.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

PLANNING STANDARD OPERATING PROCEDURES â&#x20AC;&#x201C; SOP 1.0 Original date: July 2002 Revised date: December 2003, June 2007 Number of pages: 1 The Standard Operating Procedure for PLANNING includes: SOP 1.1 SOP 1.2 SOP 1.3 SOP 1.4 SOP 1.4.1 SOP 1.5 SOP 1.6 SOP 1.7

THE FOREST MANAGEMENT PLAN FOREST OPERATIONS PRESCRIPTION PROPERTY BOUNDARY LINES TREE MARKING TREE MARKING AUDIT AREAS OF CONCERN INVASIVE EXOTIC SPECIES HIGH CONSERVATION VALUE FOREST

Purpose The purpose of the Planning Standard Operating Procedures is to provide the foundation to allow harvest activities to be undertaken in a planned and organized fashion while taking into account landowner objectives, the timber resources available for harvest and non-timber values which need special consideration.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

THE FOREST MANAGEMENT PLAN STANDARD OPERATING PROCEDURE – SOP 1.1 Original date: July 2002 Revised date: December 2003, June 2007 Number of pages: 2

Complementary Standard Operating Procedures: • • • •

SOP 1.0 series – Planning SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 4.0 series – Renewal, Tending and Protection

Standard Operating Procedure •

Each property accepted into the EOMF Forest Certification Program must have a Managed Forest Plan, based on OMNR’s A Guide to Stewardship Planning and The Managed Forest Tax Incentive Program Guide (January 2006) or an equivalent forest management planning template.

•

In addition to the requirements of the MFTIP plan, a Forest Management Plan must include: • Property boundaries • Landowner objectives • The objective of harvesting wood for personal use should be part of the Managed Forest Plan. Please refer to Appendix H: Guidelines for Small-Scale Harvesting. If the harvest exceeds 10 cords/year, the commercial harvesting guidelines outlined in this manual should be followed. • A description of the forest resources to be managed and their history • Maps describing the forest resource, including: o existing and planned infrastructure, o Forest Resource Inventory o All known forest values at the time of planning o Identify high-value stands (e.g., sugar bushes) that may require protection from insect and/or disease infestations o sites of special cultural, ecological, economic or religious significance to indigenous peoples o Planned management activities • Where appropriate, a statement regarding the intent to work towards increasing the abundance of white pine. • Where appropriate, the retention of remnant pockets of “untouched” Late Seral Stage, Old Growth or Mature Forest. Forest owners of old growth stands will be strongly encouraged to consider their protection and set aside from harvest activities; if harvesting occurs, forest owners will be encouraged to retain as much of the old growth characteristics as possible (e.g., leave large-diameter trees, higher residual basal areas, and downed woody debris, etc.). See "A Silvicultural Guide to Managing Southern Ontario Forests" • An assessment to determine the presence of the attributes consistent with High Conservation Value Forests as well as specific measures that ensure the maintenance and/or enhancement of these attributes, if found present.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

•

Where plantations are involved special consideration shall be given to their management including: o Specific management objectives o Design and layout o Species composition o Site preparation o Protection from pests, diseases, fire and invasive plant introductions o Monitoring

•

The management plan must be implemented by forest managers meeting the Minimum Requirements Policy – Policy 1.3.

•

Significant values identified during the management planning process will be protected (see Tree Marking SOP - 1.4 and Areas of Concern - SOP 1.5).

•

The management plan must be kept current in order to incorporate results of monitoring or new scientific and technical information.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

FOREST OPERATIONS PRESCRIPTION STANDARD OPERATING PROCEDURE – SOP 1.2 Original date: July 2002 Revised date: June 2007 Number of pages: 2

Complementary Standard Operating Procedures: • • • •

SOP 1.0 series – Planning SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 4.0 series – Renewal, Tending and Protection

Definition A forest operations prescription (FOP) is part of a long-term plan of treatments carried out during the life of the stand for the purpose of controlling the establishment, composition, and growth of the forest. It represents the best silvicultural compromise among; landowner objectives, site potential and sensitivity, current stand structure, composition and condition, and the protection of wildlife habitat and other natural heritage features.

Standard Operating Procedure •

A FOP will be prepared for each property where commercial forest operations are planned.

•

A FOP must be based on an accurate inventory. The preliminary assessment will be based on the Managed Forest Plan for that property. A more detailed assessment of each forest stand must be done using the EOMF Forest Stand Analysis Form found in Appendix O.

•

FOPs can be prepared by a forest manager, forestry consultant or resource technician but must be certified by a Registered Professional Forester or Associate Member of the Ontario Professional Foresters Association.

•

All FOPs must take into account the long-term objectives of the landowner, special features or values found on the property (refer to Areas of Concern – SOP 1.5), the existing condition of the forest based on the stand analysis, operational constraints as well as any broader landscape objectives if any have previously been determined for the program area.

•

FOP writers shall base the forest operations prescription on the appropriate OMNR Silvicultural and Tree Marking Guidelines, OMNR Forest Management Planning Guidelines as well as basic knowledge of the practice of silviculture and its scientific foundations and local knowledge of the stand. Other related Standard Operating Procedures shall also be followed, such as Harvesting – SOP 3.0 and Renewal, Tending and Protection – SOP 4.0.

•

The FOP must identify the long-term silvicultural treatments required over the course of stand rotation in order to achieve the desired future forest condition.

•

Where applicable, the FOP will include prescriptions to help achieve landscape targets, such as those found in the Madawaska Highlands Land Use Plan and the EOMF State of the Forest.

•

Where applicable, the FOP will include the identification of High Conservation Value Forest and its permitted uses.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

•

The FOP will identify the color scheme to be used during tree marking.

•

The forest owner will be briefed of the contents of the FOP and it will be signed by the forest owner and the forest manager or prescription author before it is implemented.

•

The FOP must be completed on the Forest Operation Prescription Form found in Appendix P.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

PROPERTY BOUNDARY LINES STANDARD OPERATING PROCEDURE – SOP 1.3 Original date: July 2002 Revised date: December 2003 Number of pages: 2

Complementary Standard Operating Procedures: • • •

SOP 1.1 – The Forest Management Plan SOP 1.2 – Forest Operations Prescription SOP 1.4 – Tree Marking

Standard Operating Procedure •

The landowner is responsible for providing clear evidence of rights to the property. The landowner must prove that tenure rights exist. Examples of proof of ownership are land deeds, notices of property assessment or MFTIP tax receipts. This must be demonstrated during the Pre-Inspection Visit for entry into the EOMF Forest Certification Program (see Entering, Exiting and Expulsion Policy – Policy 1.4).

•

Identification of property boundaries will be shown on Map 4.1 - Property Key Map and Map 4.2 - Detailed Administrative Map of the Managed Forest Plan.

•

Property boundary lines must be established and delineated before harvesting begins so as to be unambiguous and acceptable to neighboring landowners.

•

It would be beneficial if the landowner, or a representative, be available for information and/or assistance in locating the boundary line.

•

Preliminary layout of property boundaries can be based upon aerial photographs and OBM maps. Property boundaries are sometimes obvious due to agricultural fields, hedgerows, natural features or distinct changes in forest condition.

•

Property boundaries through continuous forest must be verified on the ground using physical evidence such as old fence lines, survey markers or corner posts.

•

If no evidence of property boundaries can be located, the landowner is notified that he must come to agreement with the adjacent landowner on the property boundary prior to forest operations.

•

Property boundaries are identified using red flagging tape or red paint.

•

Properly delineated boundaries on the ground will help in protecting the property from trespass, illegal harvesting, settlement and other unauthorized activities. The landowner and forest manager will monitor property boundaries as part of regular forest operation inspections. Where necessary, the landowner and forest manager will take reasonable steps to stop or prevent unauthorized activities such as posting signage or installing a gate.

•

In the case where neighboring property is owned by First Nations and there are boundary issues; the landowner, forest manager, and/or the EOMF Forest Certification Coordinator will correspond with the OMNR Native Liaison Officer to seek advice and assistance in coming to a mutually acceptable agreement.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

•

Should a dispute arise between adjacent landowners regarding the location of the property boundary, the landowner should follow the dispute resolution process in the Dispute Resolution Policy – Policy 3.2. No harvesting will occur until an agreement has been reached with respect to the property boundaries.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

TREE MARKING STANDARD OPERATING PROCEDURE – SOP 1.4 Original date: July 2002 Revised date: December 2003 Number of pages: 2

Complementary Standard Operating Procedures: • • • • • • •

SOP 1.2 – Forest Operations Prescription SOP 1.3 – Property boundary Lines SOP 1.4.1 – Tree Marking Audit SOP 1.5 – Areas of Concern SOP 1.6 – Invasive Exotic Species SOP 2.0 series – Access SOP 3.0 series - Harvest

Standard Operating Procedure Tree marking is the critical step between preparing a silvicultural prescription and timber harvesting for partial cutting practices such as the uniform shelter wood, single-tree or group selection, or clear-cut with seed trees silvicultural systems. The tree marker clearly has a significant influence on the ecology and economics of that forest and its dependent communities. Tree markers must be knowledgeable in silviculture, tree and wildlife biology and forest economics in order to choose the right trees to mark for harvesting. The Minimum Requirements Policy – Policy 1.3 outlines the tree marker requirements. •

Tree markers will make a work agreement with the forest owner (private land or community forest land).

•

All tree marking is carried out by or directly supervised by tree markers certified by the Ontario Ministry of Natural Resources and/or approved by the EOMF.

•

Implementation of the FOP will result in trees being retained for non-timber objectives (e.g., den and nest trees, mast trees, isolated conifers, super canopy trees, trees with stick nests, uncommon or unique trees). Tree markers will follow the Ontario Tree Marking Guide to provide for other benefits of the forest such as biodiversity and wildlife habitat.

•

In addition to following the Ontario Tree Marking Guide, where tree species represent less than 10% of the stand, tree markers will retain trees of Acceptable Growing Stock (AGS) of that species.

•

Tree markers will identify opportunities to retain snags where they do not present a hazard under the Occupational Health and Safety Act.

•

Tree markers will take the following measures to minimize invasive plant introductions: • Target invasive exotics for removal • Keep roads, skid trails and landings to a minimum size (refer to Access - SOP 2.0 and Harvesting - SOP 3.0)

•

Some localized associations of trees within a stand may pose situations which require appropriate alteration of the prescription at the marker's discretion. Such small-scale alterations, however, should not result in a deviation from the prescription for the overall stand.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

•

The tree marker may request a review of the prescription if actual forest conditions make implementation difficult or impossible.

•

Other established landowner objectives, such as specified trees or species to leave, or wildlife habitat interests, must be consistent with the FOP and observed when tree marking.

•

A tree marker must exercise considerable knowledge regarding timber markets, log quality, tree identification, disease symptoms, indicators of defect, silvics, and response to canopy release, and general silviculture. The poorest quality trees (poor form, defect, disease, low vigor), should be marked for removal consistent with residual stocking targets.

•

Special considerations for coppice clumps: Coppice clumps must be accessible to a chainsaw and be in a position permitting felling without damage to residual stems. Where coppice makes up a relatively small proportion of the total stand, stems joining in "V" connection above knee level should be marked to be cut entirely or left. Stems connected by a low “U” connection may be separated. When marking in a stand dominated by coppice stems, some “V” connections will be separated to ensure that stand stocking targets are maintained. Variables to consider when separating “V” connections include physical difficulty of separation, the species susceptibility to rot and forecast interval until next harvest. As a rule of thumb, not more than 50% of the total basal area will be removed from any coppice clump unless the entire clump is removed.

•

Where the forest manager is a different person from the tree marker, the forest manager will audit the tree marker to ensure that properties scheduled for harvest satisfactorily reflect the silvicultural prescription for that site prior to the start of harvest operations using the procedure outlined in the Tree Marking Audit - SOP 1.4.1.

•

The appropriate reserve and/or modified Area of Concern prescription will be applied to any significant new value encountered during marking that was not previously identified in the silvicultural prescription. These new values will be reported to the forest manager as soon as feasible and prior to the start of harvest operations.

•

Tree markers are to reference the Areas of Concern – SOP 1.5 for minimum protection standards for some forest values. When in doubt, the tree marker will seek advice from the forest manager or EOMF Forest Certification Coordinator.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

TREE MARKING AUDIT STANDARD OPERATING PROCEDURE – SOP 1.4.1 Original date: July 2002 Revised date: December 2003, June 2007 Number of pages: 1

Complementary Standard Operating Procedures: • •

SOP 1.2 – Forest Operations Prescriptions SOP 1.4 – Tree Marking

Standard Operating Procedure •

Tree marking operations may be audited by a Certified Level II Ontario Tree Marker.

•

The Tree Marking Audit Form found in Appendix Q will be used to record and summarize audit findings.

•

The Tree Marker must have a Tree Marking Quality Assessment of 90% or greater in each silvicultural system and/or conifer or hardwood harvest block for the audit to be acceptable.

•

If basal area is applicable, the Tree Marker must be within 10% of the target basal area described in the FOP.

•

The Overall Audit Rating must be deemed acceptable in order for the forest manager or program coordinator to approve the tree marking operation.

•

The forest manager or program coordinator must approve the tree marking operation prior to the commencement of harvest operations.

Recommended Procedure: Tree marking audits involve the installation of sample plots within which all trees larger than 10cm DBH are assessed.

•

Data must be collected in a uniform manner across all sites and distributed evenly across the stand. Aerial photos are used to complete an unbiased stratification of the area. Plots are to be placed a minimum of 80 metres apart and 40 metres from stand edges.

•

To assess tree infractions, a minimum of 10 plots for up to 20 hectares and 1 plot for every 5 hectares thereafter are to be installed. Stand infractions can be assessed by walking between plots and checking AOCs and Integrated Resource Management (IRM) considerations.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

AREAS OF CONCERN STANDARD OPERATING PROCEDURE – SOP 1.5 Original date: July 2002 Revised date: December 2003, June 2007 Number of pages: 4

Complementary Standard Operating Procedures: • • • • • • •

SOP 1.1 – The Forest Management Plan SOP 1.2 – Forest Operations Prescriptions SOP 1.4 – Tree Marking SOP 2.0 series – Access SOP 3.1 – Logging SOP 3.2 – Skidding SOP 4.0 series – Renewal, Tending and Protection

Definition Area of Concern (AOC): An area adjacent to an identified value that may be affected by some (or all) aspects of forest management activities.

Standard Operating Procedure Forest values needing special treatment include: • Lakes, streams, wetlands, seeps • Raptor nests sites • White-tailed deer wintering areas • Recreation and cultural designations, such as hunt camps, cottages • Sites of historical (ie: cemeteries) or natural significance • Sites of special cultural, ecological, economic or religious significance to indigenous peoples • Environmentally sensitive areas • Areas of Natural and Scientific Interest (ANSI) • Rare, threatened and endangered species and their habitats A prescription must be developed for the AOC in order to prevent, minimize or mitigate adverse effects of forest management operations on the identified value. This “sub-prescription” is included in the FOP. The AOC prescription includes • “reserves” (which prohibit operations), • “modified areas” (which include specific restrictions or conditions on operations) • Restrictions on scheduling of operations, location of roads and landings • Measures for controlling the intensity of harvest (basal area, canopy closure, size of cut) Key sources for the identification of values are: • Landowner or landowner adjacent to the property in question • Regular users of community forest land • OMNR’s Natural Resource Values Information System (NRVIS) • Forest Operation Prescription writers • Tree markers

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

Sources of direction for the protection of forest values include: • OMNR’s Forest Management Planning guidelines • Ontario Tree Marking Guide • A Silvicultural Guide to Managing Southern Ontario Forests Newly identified values found during tree marking or during forest operations will receive the appropriate protection. These new values will be reported to the forest or resource manager as soon as feasible and prior to the start of harvest operations. The Raptor Nest Form found in Appendix R must be completed for any raptor nests found. New scientific information regarding the protection of forest values will be incorporated as new sites are planned for operations. The following table of Minimum Standards for the Protection of Forest Values shall be applied during tree marking and during the writing of the FOP. The most recent Crown provincial guidelines should be applied. Revisions to provincial guidelines will be incorporated into new FOPs.

SOP 1.5 - Table 1 - Minimum Standards for the Protection of Forest Values VALUE

TARGET

DETAILS

Isolated Conifers

Retain 10 conifers/ha when available Min. 25cm dbh, >40cm dbh preferred Retain min. 1 per 4ha where available Retain 8/ha Min. 25cm dbh, >40cm dbh preferred Large, vigorous, well rounded crowns Encourage operators to leave snags (dead standing trees) that are not a safety risk.

Clumps preferred Hemlock, Cedar, White and Red Pine preferred

Supercanopy trees Mast trees

Snag trees

Downed Woody Debris (DWD)

Leave coarse woody material on site.

Cavity trees

6 per ha concerns Min. 25cm preferred

Wildlife trees in Removal cuts/Clearcuts

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where dbh,

no >40cm

safety dbh

Retain 25 wildlife trees/ha when available At least 6 large diameter living cavity trees or potential

>60cm dbh preferred Retention priority: oaks, beech, hickories, butternut, black cherry, basswood, ironwood

Leave snags that are in various stages of decay. Removal of snag trees to be minimized during road and landing construction consistent with OHSA requirements DWD includes unmerchantable logs, limbs, branches and stumps on the forest floor. Encourage operators to leave hollow logs in the bush. Where feasible, use site preparation equipment and techniques that do not windrow or crush DWD. Leave larger logs scattered, including remaining material at log landings Retention priority: Pileated woodpecker roost and nest trees, Other woodpecker nest trees, Trees with escape cavities, Trees with feeding excavations Trees with the potential to develop cavities Retention priority: Cavity Trees, Isolated Conifers, Mast trees

EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

VALUE

TARGET

Coldwater streams

lakes

and

Warmwater lakes and streams

Wetlands – Provincially Significant (PSW)

Wetlands PSW)

(other

than

intermittent streams, vernal pools, seepage ways

Reserve: variable dependent upon slope of shoreline 0-15% slope = 30m reserve 16-30% slope = 50m reserve 31-45% slope = 70m reserve >45% slope = 90m reserve Modified management area: 0-15% slope = 30m 16-30% slope = 50m 31-45% slope = 70m >45% slope = 90m 120m modified management area

15m modified management area

Restrict mechanical disturbance, ensure adequate water crossing structures to maintain normal drainage flows and patterns. Maintain adequate crown cover to protect water quality (70%+).

Treed wetlands

Heron Nest

Osprey Nest

Red-shouldered & Cooper’s Hawk nests

Active Hawk Nest – Red-tailed, broad winged, sharp-shinned, Merlin Inactive Hawk nest – red-shouldered, Cooper’s, northern goshawk

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150m reserve from edge of colony Additional 150m radius Modified Management Area 150m reserve from nest tree Additional 150m radius Modified Management Area 150m reserve from nest tree Additional 21ha Modified Management Area

20m reserve centered on nest tree Additional 130m radius Modified Management Area 20m reserve centered on nest tree

DETAILS

0-15m of normal high water mark – no skidders, heavy equipment or mechanical site preparation permitted except at designated water crossings.

Focus on maintenance and enhancement of wildlife and biodiversity values – den trees, nest sites, downed woody debris, etc. No mechanical site preparation within 15m of value Skidders and heavy equipment will only be permitted within 15m of value under frozen ground conditions. Focus on maintenance and enhancement of wildlife and biodiversity values – den trees, nest sites, downed woody debris, etc. No mechanical site preparation within 15m of value Skidders and heavy equipment will only be permitted within 15m of value under frozen ground conditions. Roads and landings to avoid these areas and within 15m of the wetland Roads and landings to avoid these areas except at designated crossing points.

Operate with sound forest management practices i.e.: when ground is frozen. Where good forestry dictates an area should not be harvested, the area should be restricted from operations. No harvesting, mechanical disturbance or silvicultural operations in 300m zone from April 1 to August 15 No harvesting, mechanical disturbance or silvicultural operations in 300m zone from March 1 to July 31 No harvesting, mechanical disturbance or silvicultural operations in 300m zone from March 1 to July 31 Selection harvest that retains at least 70% canopy closure permitted in modified zone No harvesting, mechanical disturbance or silvicultural operations in 150m zone from March 1 to July 31 No harvest, renewal or tending in reserve

EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

VALUE

TARGET

DETAILS

Inactive Hawk nest – broad-winged, red-tailed, sharp-shinned, Merlin Deer Winter Concentration Area

No reserve

Tree species of concern (refer to Appendix S)

Function of tree species

Cultural Heritage sites

Function of site

Trails

Function of landowner objective

In selection and shelter wood cuts, retain nest tree and adjacent trees to maintain high canopy closure and protect nest tree No landings in small conifer patches Deer trails and travel corridors to be kept free of logging debris Alter management strategies to maintain population of species of concern. For some species, it is important to recognize groups or stands as well as individual trees; for other species, recognition of larger diameter trees are of importance. AGS trees of Butternut, Hickory, White Oak and Hemlock are a priority for retention First Nations representative and OMNR’s Native Liaison Officer to be consulted for Native sites. Trails should be cleared of logging debris and left passable if the landowner wishes to maintain the trail

60% conifer canopy closure in areas with trees >10m in height

These standards are compiled from Ontario’s Tree Marking Guide, 2004 and from the MazinawLanark Forest Management Plan, 2001-2021.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

INVASIVE EXOTIC SPECIES STANDARD OPERATING PROCEDURE – SOP 1.6 Original date: July 2002 Revised date: December 2003 Number of pages: 1

Complementary Standard Operating Procedures: • • • • •

SOP 1.1 – The Forest Management Plan SOP 1.2 – Forest Operations Prescription SOP 4.1 – Forest Renewal SOP 4.2 – Tending SOP 5.1 – Auditing and Monitoring

Definition Exotic species - An introduced species not native or endemic to the area in question Invasive exotic species – a non-native plant that threatens the survival of native species

Standard Operating Procedure Landowners and forest managers should learn to recognize the most troublesome exotic species that could be present in or might invade their managed stands. During the inventory, landowners and forest managers should note the presence and relative abundance of invasive exotic species. The following actions could help reduce the incidence of invasion of these species and sometimes prevent their spread altogether: • Avoid or minimize ground disturbance • Regularly monitor the woodlot and adjacent land • Remove plants when they first show up in the woodlot or adjacent to it Measures shall be taken to prevent invasive plant introductions by treating early infestations quickly with appropriate control measures as listed in Table 8.1.4 of "A Silvicultural Guide to Managing Southern Ontario Forests". The following is a list of the most important invasive exotic species. Barberry Smooth Brome Grass Glossy Buckthorn Common Buckthorn Dame’s Rocket Purple Loosestrife Black Locust Common Reed Wild parsnip

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Dog-strangling Vine Garlic Mustard Exotic Honeysuckle Species Japanese Knotweed Norway Maple Amur Maple Manitoba Maple Flowering Rush Scots Pine

EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

HIGH CONSERVATION VALUE FOREST STANDARD OPERATING PROCEDURE – SOP 1.7 Original date: December 2003 Revised date: June 2007 Number of pages: 3

Complementary Standard Operating Procedures: • • • •

SOP 1.0 series – Planning SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 4.0 series – Renewal, Tending and Protection

Standard Operating Procedure Key operational considerations that shall be followed by landowners and forest managers include; • • • • •

Forest operations within a HCVF shall be included in the Managed Forest Plan outlining the specific measures that ensure the maintenance and/or enhancement of the particular conservation attribute. Use best and accepted management practices as dictated by the given high conservation value. The EOMF-CWG will be contacted for consultation and/or recommendations on specific HCVF cases. Decisions regarding high conservation value forests (HCVF) shall always be considered in the context of a precautionary approach. Sites where forest operations have been undertaken will be monitored annually to assess the effectiveness of the measures employed to maintain or enhance the applicable conservation attributes. Refer to Auditing and Monitoring – SOP 5.1. Access which could compromise the HCVF in the long term will be decommissioned after use.

In some cases the presence of a HCVF may indicate the need for full protection of and surrounding the HCVF, but in some cases silvicultural activities will not harm the HCVF and can take place in and around it. The level of protection will vary depending on the nature of the HCVF.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

CULTURAL HERITAGE VALUES STANDARD OPERATING PROCEDURE – SOP 1.8 Original date: June 2007 Revised date: Number of pages: 2

Complementary Standard Operating Procedures: • • • •

SOP 1.0 series – Planning SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 4.0 series – Renewal, Tending and Protection

Definition Cultural heritage is defined in Ontario’s Forest Management Guide for Cultural Heritage Values as the memory, tradition, and evidence for the historical occupation and use of a place, and the consideration of this evidence in society. Cultural heritage is defined in relation to the community which derives some sense of its identity from a shared history of beliefs, behaviors or practices. The value of cultural is regionally specific and the scale of that region is dynamic; the value could exist for one village or concession road or it could exist for an entire municipality or county. In Ontario, there are 5 Classes of Cultural Heritage Values of which 4 are applicable to the EOMF Forest Certification Program, they are; • • • •

Archaeological sites – A location registered with the Ontario Ministry of Culture. Cultural heritage landscapes – A defined geographical area of heritage significance which has been modified by human activities and is valued by a community. Historical Aboriginal values – Mapped places with cultural heritage value to an Aboriginal Community. Cemeteries – Where human remains have been burried and could contain grave markers, fences, mausauleums, or other structures.

Standard Operating Procedure •

The procedure for cultural heritage values is as follows; 1. Identify value 2. Record location of value 3. Determine strategy for the protection of the value

•

When a given cultural heritage value is identified, it will be recorded within the management plan for the given certified forest.

•

For private land, cultural heritage value information will not be made public and if this value is mapped, its exact location will not be given, unless the landowner gives full permission for the location and the nature of the value to be made public.

•

Community forest managers shall work towards mapping cultural heritage values for community forests. The values can be identified by the Forest Manager and members of the public. Information about the value and the location of the value may be made public. This will be determined based on the individual value.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

•

Any cultural heritage value identified within the EOMF Forest Certification Program that may be compromised by having its location revealed to the public; the EOMF, landowners, and forest manager shall ensure that the location of the value will be kept confidential.

•

If the value has been identified in a community forest by a member of the public or a public group, then that individual or that group shall be given an opporutnity to be a part of developing a protection and/or operating strategy for the value.

•

If the value has been identified by a landowner on their own land, that landowner shall be given an opporutnity to be a part of developing a protection and/or operating strategy for the value. The landowner shall also include the strategy within their forest management plan and provide an updated copy to the EOMF.

•

Refer to Ontario’s Forest Management Guide for Cultural Heritage Values for further recommendations regarding protection and management strategies for cultural heritage values.

•

Examples of management strategies to protect cultural heritage values include; o Altering the layout of a harvest area to avoid a cultural heritage value o Leave a reserve area surrounding the cultural heritage value to protect it from operations, to decrease visibility of the site, and to reduce access.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

ACCESS STANDARD OPERATING PROCEDURE – SOP 2.0 Original date: July 2002 Revised date: Number of pages: 1 The Standard Operating Procedure for ACCESS includes: SOP 2.1 SOP 2.2 SOP 2.3 SOP 2.4 SOP 2.5

GENERAL ACCESS WATER CROSSING ROAD LAYOUT AND CONSTRUCTION ACCESS ACROSS OTHER LANDS LANDINGS

Purpose The purpose of the Standard Operating Procedure for Access is to ensure proper planning, use and reclamation of access roads and landings.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

GENERAL ACCESS STANDARD OPERATING PROCEDURE – SOP 2.1 Original date: July 2002 Revised date: December 2003 Number of pages: 1

Complementary Standard Operating Procedures: • • • • • • •

SOP 1.1 – The Forest Management Plan SOP 1.2 – Forest Operations Prescription SOP 1.3 – Property Boundary Lines SOP 1.5 – Areas of Concern SOP 1.6 – Invasive Exotic Species SOP 2.0 series – Access SOP 3.0 series – Harvest

Standard Operating Procedure •

•

• • • • • • • • •

The forest manager and/or the EOMF Forest Certification Coordinator will review access issues with landowners, where appropriate, to ensure new access is appropriate and to suggest methods for control and limitation of liability. Road construction will be identified in the Forest Management Plan (only developed for those management plans where harvesting activity is a management objective) and/or as per the FOP. Ensure access is legal. Determine if permission must be sought from neighboring property owners. Access must satisfy operational requirements of logging including location of landings, distance from public roads, and physical requirements of equipment. Access constraints may dictate that operations be scheduled for period of frozen ground to permit equipment operability and to prevent rutting. Involve landowner in all access decisions, where appropriate. Inform landowner of loading and hauling schedule, where appropriate. Significant damage caused to access route as a result of the logging operation will be repaired promptly and the site restored to proper condition. Access plan must respect all identified values by applying the appropriate protection. Access will be decommissioned if cultural heritage values or High Conservation Value Forests have been identified and may be compromised by the increased access. Approaches to harvest areas along access routes will have signage similar to: “Proceed with Caution – Logging Operation Ahead”.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

WATER CROSSING STANDARD OPERATING PROCEDURE – SOP 2.2 Original date: July 2002 Revised date: December 2003 Number of pages: 1

Complementary Standard Operating Procedures: • • • •

SOP 1.2 – Forest Operations Prescription SOP 2.1 – General Access SOP 2.3 – Road Layout and Construction SOP 2.4 – Access Across Other Lands

Standard Operating Procedure • • • • • • •

•

Construct stream crossings consistent with OMNR Environmental Guidelines for Access Roads and Water Crossings (1990). Minimize number of stream crossings. Avoid crossing ponds and seeps wherever possible. Cross only at right angles. Locate crossing where there is a firm (rock or gravel) streambed. Avoid soils prone to erosion. Unless otherwise approved by the forest manager, the slope of the road shoulder at the water crossing shall be 2:1 or flatter, to ensure that the shoulder is stable and will not erode into the waterbody. Acquire Department of Fisheries and Oceans (DFO) permit prior to crossing construction, if required.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

ROAD LAYOUT AND CONSTRUCTION STANDARD OPERATING PROCEDURE – SOP 2.3 Original date: July 2002 Revised date: December 2003 Number of pages: 1

Complementary Standard Operating Procedures: • • • • • • • •

SOP 1.1 – The Forest Management Plan SOP 1.2 – Forest Operations Prescription SOP 1.5 – Areas of Concern SOP 1.6 – Invasive Exotic Species SOP 2.1 – General Access SOP 2.2 – Water Crossing SOP 2.4 – Access Across Other Lands SOP 3.0 series - Harvest

Standard Operating Procedure • • • • •

Roads should be flagged or marked prior to harvesting. All timber on roads and landings must be harvested prior to construction. Follow OMNR’s Environmental Guidelines for Access Roads and Water Crossings (1990). Roads will be kept to a minimum width (roads and landings cover not more than 2% of the forested area). Roads shall be constructed so as not to impede natural drainage.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

ACCESS ACROSS OTHER LANDS STANDARD OPERATING PROCEDURE – SOP 2.4 Original date: July 2002 Revised date: December 2003 Number of pages: 1

Complementary Standard Operating Procedures: • • • • • •

SOP 1.1 – The Forest Management Plan SOP 1.2 – Forest Operations Prescription SOP 1.3 – Property Boundary Lines SOP 1.5 – Areas of Concern SOP 2.0 series – Access SOP 3.0 series - Harvest

Standard Operating Procedure • • • •

If it is deemed necessary to access a certified forest property via an adjacent property, permission must be granted by the adjacent landowner. With permission from the adjacent landowner, signage will be erected as per General Access - SOP 2.1 if harvesting operations are planned. If it is deemed necessary to construct a landing on adjacent property, an agreement between the landowner and the adjacent landowner must be negotiated. All related SOPs would apply on the adjacent lands.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

LANDINGS STANDARD OPERATING PROCEDURE – SOP 2.5 Original date: July 2002 Revised date: Number of pages: 1

Complementary Standard Operating Procedures: • •

SOP 2.0 Series – Access SOP 3.0 Series - Harvest

Standard Operating Procedure Pre-and during harvest: • • • • • • • • •

Landings and haul roads should not cover more than 2% of the forested area. Landings should be kept to less than 0.15 hectares in size. Plan landing locations before harvest begins and in conjunction with skid trails. Locate landings in well-drained areas away from water bodies. Avoid low spots and poorly drained areas. Avoid dry drainage ways (e.g. seasonal creeks). Wherever possible and feasible, landings will be located outside of the forest, preferably in existing clearings, old fields, old landings, portion of field edge or areas of low quality timber. Organize landings to accommodate sorting, processing, and short-term storage and to allow safe movement of workers and equipment. Woody vegetation on landing area should be cut to ground level so it can regenerate after the harvest. Utilize all merchantable trees. Avoid locating landings within riparian or wildlife habitat buffer zones.

Post-harvest: • • •

Remove and properly dispose of all garbage, equipment parts, and other refuse. Reasonable efforts should be made to utilize merchantable wood to avoid excessive slash piles at the landing. Allow landing to re-vegetate naturally or replant with appropriate native tree species of local origin.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

HARVEST STANDARD OPERATING PROCEDURE â&#x20AC;&#x201C; SOP 3.0 Original date: July 2002 Revised date: Number of pages: 1 The Standard Operating Procedure for HARVEST includes: SOP 3.1 SOP 3.2 SOP 3.3 SOP 3.4 SOP 3.5

LOGGING SKIDDING UTILIZATION LOGGING DAMAGE WOOD TRACKING

Purpose The purpose of the Standard Operating Procedure for harvesting activities is to provide guidance for proper skid trail layout, harvest techniques, wood utilization, minimization of rutting and logging damage and wood tracking.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

LOGGING STANDARD OPERATING PROCEDURE – SOP 3.1 Original date: July 2002 Revised date: December 2003 Number of pages: 1

Complementary Standard Operating Procedures: • • • • • •

SOP 1.2 – Forest Operations Prescription SOP 1.4 – Tree Marking SOP 1.5 – Areas of Concern SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 6.0 series – Environmental Protection

Standard Operating Procedure •

• •

•

• • • • • • • • • • • • • • •

The logger and landowner (private or community forest) are encouraged to sign a Sale of Standing Timber Contract prior to the start of commercial logging operations, a sample of which can be found in Appendix G. Logger must meet minimum requirements as outlined in the Minimum Requirements Policy – Policy 1.3. Loggers will use all safety equipment and will work in a recognized, safe manner, per the Ontario Forestry Safe Workplace Association and Occupational Health and Safety Act (OH&SA) RSO 1990 guidelines. Harvesting should be done in consideration of time of year, ground conditions, ground disturbance required (e.g. for regeneration of certain species), presence of significant wildlife habitats, etc. Fell only trees identified for removal except all hazardous trees (e.g. lodged trees) which should be downed in a safe manner before working in the area. Snags that must be felled should be left on site. Utilize directional felling techniques; wedges should be carried and used. Try aligning the tree for straight winching or up to a 45 o angle. Tops, branches and rotten butt ends of trees should be removed at the stump prior to skidding. Leave large, hollow unmerchantable logs in the forest. Slash is to be lopped to approximately 1metre above ground, or to an agreed upon standard as specified by the owner. When and where feasible, harvest when ground is dry or frozen to minimize rutting. Avoid harvesting during wet weather, and in particular, during the spring break-up period (March to May) to minimize soil rutting, compaction, erosion, and bark abrasion. Harvest in a systematic fashion, usually from back to front of area. Fell bumper trees last, if marked for removal. Fell trees away from sensitive areas (streams, seeps, stick nests) and away from good quality residual trees. Avoid leaving tops in skid trails. When servicing equipment, ensure oils, fuel and grease do not contaminate the site. Any significant value found during the logging operation must be reported to the forest manager, the landowner, and/or the EOMF Forest Certification Coordinator and the appropriate protection applied as per Areas of Concern - SOP 1.5.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

SKIDDING STANDARD OPERATING PROCEDURE – SOP 3.2 Original date: July 2002 Revised date: December 2003 Number of pages: 2

Complementary Standard Operating Procedures: • • • • • •

SOP 1.2 – Forest Operations Prescription SOP 1.4 – Tree Marking SOP 1.5 – Areas of Concern SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 6.0 – Environmental Protection

Standard Operating Procedure Skid Trails: • Main skid trails should be flagged or marked prior to harvesting. • Skid trails will avoid being located less than one tree length from marked wildlife trees that may be a chicot or have chicots amongst the branches. • Minimize number and width of trails. Skid trails will not cover more than 20% of the forested area for selection cutting and 30% for shelter wood systems. • Use old trails or existing access in woodlot wherever possible, however, consideration is given to skid trail coverage as above as well as to layout of existing trails in relation to a preferred layout so as not to inadvertently increase the amount of residual stem damage. • Use straight and gently curving skid trails and follow the contours of the land wherever possible. • Avoid sensitive areas such as watercourses, seasonal ponds, seeps, natural drainage systems, steep grades and poorly-drained areas. • Branch trails should not run parallel to main trail. • Branch trails should be 30m apart or more. • Trails should intersect at an angle of 40-60 degrees. • Trails should not criss-cross. • Existing forest access routes used for skidding will be returned to as good a condition as reasonably possible. • Skid trails should be left to revegetate naturally. • Rutting damage may need to be back-bladed to fill in ruts and lower high ridges once ground conditions are drier. Skidding: • Skidder operator must meet minimum requirements as outlined in the Minimum Requirements Policy – Policy 1.3. • Skidder Operators must follow the Occupational Health and Safety Act (OH&SA) RSO 1990 • Skidder Operators must follow the guidelines set out by the Ontario Forestry Safe Workplace Association • Avoid unnecessary skidder trips. • Skid systematically; take time to optimize loads and avoid excessive use of trails. • Use bumper trees strategically placed along the trails, such as uncut marked trees. • Once a network of skid trails is established, try not to deviate onto undisturbed ground. • Use cable; skidder should not leave trail. • Avoid winching and skidding at sharp angles. • Remove large obstructions, such as dropped trees, from skid trail. • When servicing, ensure oils, fuel and grease do not contaminate the site. • Follow skidding tips listed in Section 8.3 of the Silvicultural Guide to Managing Southern Ontario Forests.

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Any significant value found during the skidding operation must be reported to the forest manager, the landowner, and/or EOMF Forest Certification Coordinator and the appropriate protection applied as per Areas of Concern - SOP 1.5.

Rutting (Compaction): The following table identifies the rutting/compaction standards that must be met:

•

SOP 3.2 – Table 1. Rutting/Compaction Standards Compaction category

Compaction per skid trail

Minor < 30 cm

Can be maintained over the length of the trail.

Major > 30 cm but < 60 cm

120 meters

Extreme > 60 cm

30 meters

Maximum distance of compaction per landing Can be maintained over the entire system of main skid trails. 480 meters

120 meters

Operational status

None

If maximum distance is greater than 120 meters cease skidding on an individual trail. If maximum distance is greater than 480 meters cease skidding to an individual landing. If maximum distance is greater than 30 meters cease skidding on an individual trail. If maximum distance is greater than 120 meters cease skidding to an individual landing.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

UTILIZATION STANDARD OPERATING PROCEDURE – SOP 3.3 Original date: July 2002 Revised date: September 2002 Number of pages: 1

Complementary Standard Operating Procedures: • • •

SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 5.0 series – Auditing, Monitoring and Assessments

Standard Operating Procedure • • • •

All trees will be merchandized to produce the highest value product. Forest manager/landowner will encourage the use and/or sale of firewood. Fell only within marked harvesting area. Minimize the amount of wood waste on the landings through good utilization and by cutting and leaving unmarketable trees or pieces of trees in the woods.

•

High Stump: A tree must not be felled so that its stump height is greater than 30cm except that a tree may be felled so that its stump height is not greater than its diameter measured outside the bark at the point of cutting. Regardless of diameter, no tree may be felled so that its stump height is greater than 60cm.

•

All trees marked for removal over 16cm top will be cut unless there is a safety concern.

•

Leaving Merchantable Timber of Any Length: It is a wasteful practice to leave any merchantable timber of any length in any part of a harvest. Merchantable timber means:

SPECIES MINIMUM TOP DIAMETER In cases of a felled conifer other than white 10cm (4 inches) pine, red pine, or hemlock where ½ of its total content is sound • In cases of a felled white pine, red pine, 16cm (6 inches) hemlock, poplar or white birch where ½ of its total content is sound • Any hardwood log other than poplar and 16cm (6 inches) white birch of which ore than 1/3 of the total content is sound Note: All measurements are taken outside the bark, at the smaller end and recorded in centimeters. •

•

Leaving merchantable trees: It is a wasteful practice to leave any merchantable trees standing that the logger has the right to harvest on any part of a harvest area. Leaving merchantable trees means: • A standing conifer, poplar or white birch tree where more than ½ of the total content of wood is sound; or • A standing hardwood tree other than poplar or white birch, where more than 1/3 of the total content of wood is sound.

•

Leaving lodged trees: It is a wasteful practice to leave lodged trees in an area where harvesting operations have been carried on. Lodged refers to a tree that for other than natural causes does not fall to the ground after being: • Partly or wholly separated from its stump; or • Displaced from its natural position.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

LOGGING DAMAGE STANDARD OPERATING PROCEDURE – SOP 3.4 Original date: July 2002 Revised date: Number of pages: 1

Complementary Standard Operating Procedures: • • •

SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 5.0 series – Auditing, Monitoring and Assessments

Standard Operating Procedure •

A minimum of 90% of the residual trees (stems of 10cm DBH and greater) must be free of major damage. The following table describes what is considered major damage:

TYPE OF INJURY Bark Scraped Off

CONSIDERED MAJOR WHEN Trees 10 to 31 cms at diameter at breast height (dbh): Any wound greater than the square of the dbh (i.e., for a 10 cms dbh tree a major wound is greater than 100 cm2.) Trees 32+ cms at dbh:

Broken Branches Root Damage Bole of Tree Broken Off Bent Over

Any wound greater than 1,000 cm2. Note: If the wound has ground contact (and for yellow birch) a major wound is considered to be 60% of the size shown above for all size classes (i.e., 60 cm2 for a 10 cm tree or 600 cm2 for any tree 32+ cms at dbh). More than 33% of the crown is destroyed. More than 25% of the root area exposed or severed. Any tree. Any tree tipped noticeably.

Preventive Measures: • Select the smallest piece of equipment that is capable to perform the work • Avoid operating during the active growing season – late April to late July • Follow good felling and skidding practices – SOP 3.1 and SOP 3.2

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

WOOD TRACKING STANDARD OPERATING PROCEDURE – SOP3.5 Original date: July 2002 Revised date: December 2003, June 2007 Number of pages: 1

Complementary Standard Operating Procedures: •

SOP 3.1 - Logging

Standard Operating Procedure •

•

To maintain wood and wood products under the FSC Certified label, the wood and/or wood product must be tracked from the point of origin to its destination using the Bill of Lading found in Appendix T. All terms and conditions for the use and completion of Bills of Lading must be followed.

Bill of Lading Terms and Conditions: 1.

All truck loads of wood hauled from the Seller’s property must have a fully completed “Bill of Lading” attached and have identification markings painted on the sides and ends of the load.

Distribution of “Bill of Lading”: a. 1st copy (White) – landowner deposit in box at harvest site b. 2nd copy (Yellow) – to be retained by the contractor/purchaser c. 3rd copy (Blue) – stays in the book with EOMF d. 4th copy (Manilla) – destination (with scale tally)

The EOMF will supply the “Bills of Lading” and will provide instruction on how to complete the document and where to place the identification markings on the load. All parts/sections of the “Bill of Lading” are to be fully completed.

Failure to complete the “Bill of Lading” or properly affix the proper identification markings on the load prior to leaving the Seller’s property may be reason to terminate this contract between the landowner and the contractor.

All used and unused books of “Bills of Lading” are to be returned to the EOMF within four weeks of hauling being completed.

The “Bill of Lading” shall include the EOMF’s certification code; SW-FM/COC-232.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

RENEWAL, TENDING AND PROTECTION STANDARD OPERATING PROCEDURE – SOP 4.0 Original date: July 2002 Revised date: Number of pages: 1

The Standard Operating Procedure for RENEWAL, TENDING AND PROTECTION includes: SOP 4.1 – Forest Renewal SOP 4.2 – Tending SOP 4.3 – Forest Protection (Insects/Disease/Fire)

Purpose The purpose of the Standard Operating Procedure for Renewal, Tending and Protection is to ensure that woodlots are regenerated and that measures are in place for their protection.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

FOREST RENEWAL STANDARD OPERATING PROCEDURE – SOP 4.1 Original date: July 2002 Revised date: December 2003 Number of pages: 1

Complementary Standard Operating Procedures: • • • •

SOP 1.1 – The Forest Management Plan SOP 1.2 – Forest Operations Prescriptions SOP 1.5 – Areas of Concern SOP 1.6 – Invasive Exotic Species

Standard Operating Procedure •

Renewal operations will be prescribed in a FOP.

•

Woodlots that undergo selection cutting will be left to regenerate naturally.

•

It may be necessary to plant trees in shelter wood cuts and clear cuts.

•

Ensure that the design and layout of plantations will promote the protection, restoration and conservation of adjacent natural forests, for example, by increasing the size of forest interior, buffering small natural forests with high conservation value.

•

Encourage replanting with native species that are suitable to sites climatic and soil conditions.

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Planting of known invasive exotic tree species is not permitted in the certified pool, for example, Black Locust, Manitoba Maple, Norway Maple, Scots Pine,

•

Ensure origin of planting stock is from appropriate OMNR seed zone(s).

•

Measures shall be taken to prevent and minimize outbreaks of pests, diseases, fire and invasive plant introductions, for example, not planting white pine in high risk white pine blister rust areas, minimizing soil disturbance in site preparation, using healthy planting stock from appropriate seed zones, etc..

•

The promotion of natural regeneration will be a priority.

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TENDING STANDARD OPERATING PROCEDURE – SOP 4.2 Original date: July 2002 Revised date: December 2003 Number of pages: 2

Complementary Standard Operating Procedures: • • • • •

SOP 1.1 – The Forest Management Plan SOP 1.2 – Forest Operations Prescriptions SOP 1.5 – Areas of Concern SOP 1.6 – Invasive Exotic Species SOP 6.0 – Environmental Protection

Standard Operating Procedure •

Alternatives to pesticides should be considered.

•

Tending operations will be prescribed in a FOP.

•

Only pesticides (e.g., herbicides, insecticides, rodenticides, fungicides etc.) registered by Health Canada’s Pest Management Regulatory Agency under the Pest Control Products Act and classified for use in Ontario by the Ontario Ministry of the Environment under Regulation 914 of the Pesticides Act may be used. These pesticides must be applied according to label directions.

•

Landowners and/or forest managers who contract a licensed pest management company should ensure that the pesticide applicator holds an appropriate license issued by the Ontario Ministry of the Environment to apply pesticides to maintain treed areas of the property.

•

Landowners, whose property is considered “farm land” under Regulation 914 of the Pesticides Act and who hold an agriculturist certificate issued by Ridgetown College, University of Guelph, may apply federally registered and Ontario classified pesticides on a treed area of their farm land according to the limitation of the agriculturist certificate (i.e., pesticides classified in Schedule 2, 3, 4, 5 or 6 pesticides may be used on the farm land).

•

Landowners who are licensed exterminators under the Pesticides Act and hold either an Agriculture license (includes the use of pesticides applied to a wood lot or Christmas tree plantation for agricultural production), a Landscape license (includes the use of pesticides on treed areas that does not exceed 1 hectare) or a Forestry license (includes the use of pesticides for forestry maintenance or the growing or maintenance of trees) may purchase and apply, on their property, any federally registered and Ontario classified pesticide authorized by that license. Schedule 1 products will require a use permit issued by the regional office of the Ministry of the Environment.

•

Landowners may purchase and apply Schedule 3, 4 or 6 products for domestic use on their own property without need of a license or an agriculturist certificate.

•

An appropriate registered and classified herbicide may be used to selectively treat undesirable vegetation to regenerate or restore mid-tolerant species that are uncommon in the forested landscape.

•

An appropriate registered and classified herbicide may be used to selectively treat undesirable vegetation to regenerate tree species such as white pine and/or red oak on challenging sites.

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An appropriate registered and classified herbicide may be used to selectively treat undesirable vegetation to establish tree species on old field sites.

•

An appropriate registered and classified herbicide may be used to selectively treat invasive exotic species as per guidelines in Section 8.1 of "A Silvicultural Guide to Managing Southern Ontario Forests".

•

Chemicals, containers, and liquid and solid non-organic wastes (including fuel and oil) shall be disposed of in an environmentally appropriate manner at off-site locations. Empty pesticide containers must be disposed of according to Regulation 914 under the Pesticides Act.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

FOREST PROTECTION (INSECT/DISEASE/FIRE) STANDARD OPERATING PROCEDURE – SOP 4.3 Original date: July 2002 Revised date: December 2003 Number of pages: 2

Complementary Standard Operating Procedures: • • •

SOP 1.1 – The Forest Management Plan SOP 1.2 – Forest Operations Prescription SOP 6.0 – Environmental Protection

Standard Operating Procedure •

Protection operations will be prescribed in the forest operations prescription when appropriate and/or necessary.

•

Where appropriate, integrated pest management shall form an essential part of the management plan, with primary reliance on prevention and biological control methods rather than chemical.

•

Measures shall be taken to prevent and minimize outbreaks of pests, diseases, fire and invasive plant introductions.

•

The Canadian Forest Service Federal Insect and Disease Survey Rangers should be notified of significant incidence of insect or disease conditions that are detected in the woodlot.

•

Landowners who contract a licensed pest management company should ensure that the pesticide applicator holds an appropriate license issued by the Ontario Ministry of the Environment to apply pesticides to maintain treed areas of the property.

•

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Landowners may purchase and apply Schedule 3, 4 or 6 products for domestic use on their own property without need of a license or an agriculturist certificate.

•

Forest workers are encouraged to take the appropriate fire training if available (for example, S102 – Industrial training course for basic forest fire suppression).

•

Consideration will be given to the forest fire hazard prior to undertaking forest operations.

•

Forest workers shall have the appropriate fire suppression equipment at the work site.

•

Forest workers will be familiar with their responsibilities under the Forest Fires Prevention Act.

•

Forest workers will immediately report forest fires to the local municipality stating: • The exact location of the fire • The condition of the fire • The fuel type • The size of the fire

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

AUDITING, MONITORING AND ASSESSMENTS STANDARD OPERATING PROCEDURE – SOP 5.0 Original date: July 2002 Revised date: Number of pages: 1 The Standard Operating Procedure for AUDITING, MONITORING AND ASSESSMENTS includes: SOP 5.1

AUDITING AND MONITORING • Auditing • Policy • Forest Operations • Tree Marking • Monitoring Forest Operations

SOP 5.2

ASSESSMENTS • Residual Logging Damage • Access • Post-harvest • Skid trail coverage • Rutting • Utilization • Regeneration

Purpose The purpose of the Standard Operating Procedure for Auditing and Monitoring is to detail the methodology of audits and monitoring as well as the schedule and frequency of inspections required to ensure that the policies and procedures of this manual are being followed. The purpose of the Standard Operating Procedure for Assessments is to detail the types of assessments needed and their methodology.

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AUDITING AND MONITORING STANDARD OPERATING PROCEDURE – SOP 5.1 Original date: July 2002 Revised date: September 2002, June 2007 Number of pages: 3

Complementary Standard Operating Procedures: • • • • •

SOP 1.0 series – Planning SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 4.0 series – Renewal, Tending and Protection SOP 5.2 - Assessments

Standard Operating Procedure

Audits • Policy The EOMF Forest Certification Program Staff will annually audit the Landowner Groups and Landowner Group Coordinators, the Community Forest Managers, the Group Chain of Custody member facilities, and the Forest Managers to ensure compliance with the Policies of this manual. Notes from these audits will be filed in the relevant files at the EOMF offices and available for the EOMF’s annual certification audit. • Forest Operations The EOMF Forest Certification Program Coordinator, or a designated representative, is responsible to audit the operations and/or forest managers within the EOMF Forest Certification Program. The EOMF Forest Certification Program Coordinator or a designated representative will conduct one audit per year per property being harvested for the EOCFO. The Landowner Group Coordinators will be responsible for the auditing of harvesting taking place within their landowner group. The coordinators reserve the right to increase the number of audits should it be warranted as a result of several non-compliances. The EOMF Forest Certification Program Coordinator will conduct a minimum of one audit per year per community forest manager and forest manager. The EOMF Forest Certification Coordinator will use the “Forest Operations Activity Assessment Report” which can be found in Appendix U. This report will be completed on an annual basis with each relevant forest manager who manages a forest which has had active harvesting operations within that year. The assessment report is the tool that the EOMF certification staff will use for their annual audits or check-ups of forest operations on community forest land. Some factors to consider in determining the number of forest operations to audit are; type of operation, scale and intensity of operations, values identified on site, compliance history and number of properties in the certified pool of landowners. Audits will not be limited to forest operations. Other items that could be included in an audit are proof of contracts or agreements (for example, between landowner and logger), reporting mechanisms, forest operations inspections by forest managers and/or landowners, updates of Managed Forest Plans, etc.

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â&#x20AC;˘ Tree Marking Refer to Tree Marking Audit - SOP 1.4.1. The minimum frequency of auditing is detailed in SOP 5.1 - Table 1.

Monitoring The forest manager (and, optionally, the landowner) is responsible to monitor forest operations on properties they are responsible for. The minimum frequency of monitoring operations is detailed in SOP 5.1 - Table 1. Some factors to consider in determining the frequency of monitoring activities are type of operation, scale and intensity of operation, relative complexity and fragility of the environment, values identified on site, compliance history of operator and number of ongoing operations at any given time. The EOMF Forest Operations Inspection Report found in Appendix V will be used to record findings during the inspection of forest operations and will be forwarded in a timely fashion to the EOMF Forest Certification Program Coordinator for review, evaluation and filing. Special consideration will be given when assessing plantations to include special on-site and offsite ecological and social impacts. The inspection will be an opportunity to note events such as severe blowdowns, insect infestations, etc. and adjust forest management activities as appropriate. The results of monitoring are to be incorporated into the implementation and revision of the Forest Management Plan.

The Corrective Action Request Policy â&#x20AC;&#x201C; Policy 3.1 will be followed for repeated non-compliances in regard to Auditing and Monitoring.

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SOP 5.1 - Table 1. Activity

Minimum Schedule of Auditing and Monitoring

Forest Manager’s requirements

Landowner’s Requirements

EOMF Project Coordinator’s Requirements

Will notify landowner of start-up Will notify EOMF Program Coordinator of start-up FM or EOMF designate will inspect at least once during marking FM or EOMF designate will undertake a final inspection once marking is completed Will release to EOMF for audit

Landowner is encouraged to monitor tree marking progress and report any potential problems to forest manager

EOMF Program Coordinator will undertake an audit of any tree marking contracts at least once yearly Result will be kept on file at the EOMF office and will be communicated to FM.

Harvesting (includes logging damage assessments, wood utilization, verification of areas of concern, skid trails, landings, rutting, wood tracking,)

Will notify landowner of start-up Will notify EOMF Program Coordinator of start-up Will inspect at least once within first week Will inspect within 2 weeks of 1st inspection 1 inspection for every 6 ha harvested subsequently (or 1/month if less) Will undertake a final inspection once harvesting is completed Will release to EOMF for audit

Landowner is encouraged to monitor logging progress and report any potential problems to forest manager

Access Roads and Water Crossings

Will notify EOMF Program Coordinator of start-up Will inspect at least once within first week Will inspect once weekly until completion Will undertake a final inspection once road is built or crossing is installed Will release to EOMF for audit

Landowner is encouraged to monitor progress and report any potential problems to forest manager

Tree Marking

Grant Access to property There are no formal requirements

Grant Access to property

EOMF Program Coordinator will undertake an audit of any logging operations at least once yearly Result will be kept on file at the EOMF office and will be communicated to FM

There are no formal requirements

Grant Access to property

EOMF Program Coordinator will undertake an audit of any road building operations or any water crossing installations at least once yearly Result will be kept on file at the EOMF office and will be communicated to FM

There are no formal requirements

Renewal, Tending Protection

and

Will notify EOMF Program Coordinator of start-up Will inspect at least once within first week Will inspect every 2 weeks until completion Will undertake a final inspection once operation is completed Will release to EOMF for audit

Landowner is encouraged to monitor progress and report any potential problems to forest manager Grant Access to property

EOMF Program Coordinator will undertake an audit of any Renewal, Tending and Protection operations at least once yearly Result will be kept on file at the EOMF office and will be communicated to FM

There are no formal requirements

Policies / Agreements

MoUs

N/A

EOMF Program Coordinator will undertake an audit at least once yearly to ensure compliance of Landowner, Landowner Group, and Forest Managers with policies, Agreements/MoUs. Result will be kept on file at the EOMF office and will be communicated to Landowner, Landowner Group, and Forest Managers.

Please note that the “Landowner Requirements” in the above table are not applicable for certified community forests. In the case of certified community forests only the forest manager and EOMF requirements in the above table should be considered, as well as the need to grant access to the community forest for all auditing and monitoring activities.

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

ASSESSMENTS STANDARD OPERATING PROCEDURE – SOP 5.2 Original date: July 2002 Revised date: December 2003 Number of pages: 3

Complementary Standard Operating Procedures: • • • • •

SOP 1.0 series – Planning SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 4.0 series – Renewal, Tending and Protection SOP 5.1 – Auditing and Monitoring

Standard Operating Procedure 1. • • •

• • • • •

Residual Logging Damage Logging damage will be assessed by the standard outlined in the Logging Damage - SOP 3.4 To sample for logging damage, either a prism plot sampling method or a fixed area method can be used. When sampling under either method the plots should be randomly located throughout the stand. The area to be assessed must be stratified in advance by prescribed silvicultural system (from the FOP). The cruise line should therefore be determined prior to entering the stand. Plots should be measured whenever they fall within the stand (including skid trails). Plots falling within an unmarked area within the harvest block will be counted. Plots, which fall outside the cut, within an uncut area, on roads or landings, will not be included in the assessment. Logging damage will not be assessed on trees marked for removal. The following sample intensity “rule of thumb” should be used: Size of Harvest Block (ha.) 1-5 6 - 10 11 - 20 21+

• •

•

No. of Plots 10 15 20 20+ (area - 20) 4

For example, a 60 ha. harvest block should have 30 plots = 20 + 60 - 20 = 30 plots 4 The sample intensity may vary to match the variation found within the stand, i.e. fewer plots are required in a uniform logging job. Calculation: Major Logging Damage

= total major damaged trees x 100% total residual trees

Results of assessment are to be recorded on the Logging Damage Assessment Tally Sheet found in Appendix W and summarized on the Forest Operations Inspection Report form found in Appendix V.

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2. • • •

•

Skid Trail Coverage/Rutting Skid trails will be assessed to ensure compliance with Skidding - SOP 3.2. Skid trail coverage and rutting are assessed with a strip sample. Results of assessment are to be recorded on the Logging Damage Assessment Tally Sheet found in Appendix W and summarized on the EOMF Forest Operations Inspection Report form found in Appendix V. The length and average width of skid trail segments which are encountered in the sample are recorded and used to calculate the percent skid trail coverage: E.g.:

•

Total skid trail length encountered within strip cruise =1,000 feet Average width of skid trails = 15 feet Area of strip cruise =66 feet wide X 1500 feet long % skid trail coverage = 15 x 1000 X 100% = 15.15% 66 x 1500 The assessment will measure the length of skid trails with major and/or extreme rutting encountered during the sample and calculate the percentage of rutting as compared to the total skid length encountered: E.g.:

•

The total site disturbance will be calculated by multiplying the percentage of skid trail coverage for the logging job by the percentage of skid trails with major and extreme rutting: E.g.:

3. •

•

4. • •

5. • • • • •

Total skid trail length encountered =1,000 feet Length of skid trails encountered with major and extreme rutting = 110 feet % major and extreme rutting = 110/1000 x 100% = 11%

Total skid trail coverage for logging job % major and extreme rutting on skid trails Total site disturbance = 15.15 x 11 / 100%

= 15.15% = 11% = 1.7%

Regeneration Assessments The methodology for regeneration assessments will vary dependent upon stocking and could be visual (“walk through”). Regeneration assessments will make note of the presence and relative abundance of invasive exotic species.

Access Roads, Landings and Water Crossings Roads, landings and water crossings will be inspected to ensure compliance with SOP 2.0 Access series Results are recorded on the EOMF Forest Operations Inspection Report form found in Appendix V.

Utilization Utilization will be assessed by the standard outlined in the Utilization - SOP 3.3 Utilization is assessed with a strip sample using the same methodology as for assessing logging damage. Utilization assessments can be done simultaneously with the logging damage assessments The number of infractions by type of infraction found within the total fixed area sampled is extrapolated over the harvested area. Results are recorded on the Utilization Summary Tally Sheet found in Appendix X and summarized on the EOMF Forest Operations Inspection Report form found in Appendix V.

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In regard to Wasteful Practices as defined in Utilization Standard Operating Procedure – SOP 3.3, one wasteful practice is an infraction. However, during normal harvesting activities minor amounts of wasteful practices will often occur due to operating conditions. The following assessment is used to determine whether the level of deviation for this specific site is tolerable. Where the deviation is of minor significance and tolerable for the factors/conditions encountered, the Auditor or Monitor will work with the operator to increase the level of compliance. These factors are not to be used to condone poor operating practices or to establish different operating standards. Tolerable – technically an infraction, the level of deviation was reasonable. If there is room for improvement, follow-up inspections may be required. Not Tolerable – the level of deviation could have been avoided; improvement is necessary. Actions and follow-up inspections required. Operating Conditions/Factors to be considered in making the assessment of tolerance: Distribution Forest Product Values Forest type Silvicultural Harvesting System Geography/Topography Impediment to Renewal or Other Values Harvest Method Wood Supply to Mill

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ENVIRONMENTAL PROTECTION STANDARD OPERATING PROCEDURE – SOP 6.0 Original date: July 2002 Revised date: December 2003 Number of pages: 2

Complementary Standard Operating Procedures: • • •

SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 4.0 series – Renewal, Tending and Protection

Standard Operating Procedure Spill Cleanup •

Contractors will have and maintain emergency intervention fuel and oil spill kits, with the capacity of up to 25 litres.

•

The forest manager and/or landowner will periodically check for the presence and condition of the spill kits during forest operations inspections.

•

All Spills are to be; 1) Stopped 2) Contained 3) Cleaned up immediately

•

The contaminated material is to be collected and placed into a waterproof container or bag for proper disposal.

•

Spills greater than 10 litres or any spills into water are to be documented on the Fuel & Oil Spills Accidental Discharge Report Form found in Appendix Y and reported immediately to the EOMF Project Coordinator.

Spill Prevention •

Contractors are responsible to carry out regular inspections and maintenance of their machinery to assist in preventing spills.

•

Machinery must always be serviced in a safe place where oils and fuels cannot enter water bodies.

•

Mobile fuel tanks will be in compliance with Ontario Gasoline Handling Act.

•

Chemicals, containers, and liquid and solid non-organic wastes (including fuel and oil) shall be disposed of in an environmentally appropriate manner at off-site locations

Spill Reporting •

Program participants shall report spills to MOE as per the following guidelines for leaks and spills reporting:

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MOE GUIDELINES FOR REPORTING SPILLS OF MOTOR VEHICLE FLUIDS: Spills less than 100 litres (22 imp. gal.) and in an area restricted from public access; or spills less than 100 litres that do not enter any water or are not likely to enter any water; and not likely to cause any adverse affects other than clean up and restoration and arrangements for clean up and remediation are made and carried out immediately: do not need to be reported to MOE Spills Greater than 100 litres; or greater than 25 litres (5 imp. gal.) in an area with public access; or any spills that do enter any water or that may enter any water; or less than 100 litres that may cause any adverse affects other than clean up and restoration; or less than 100 litres if clean up and remediation steps are not carried out immediately: MUST be reported to MOE MOE Spills Reporting Phone Number: 1-800-268-6060

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GROUP CHAIN OF CUSTODY STANDARD OPERATING PROCEDURE – SOP 7.0 Original date: June 2007 Revised date: Number of pages: 3

Complementary Standard Operating Procedures: • • • • •

SOP 1.0 series – Planning SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 4.0 series – Renewal, Tending and Protection SOP 8.0 – Certified Maple Syrup Production

Purpose The purpose of the Group Chain of Custody Standard Operating Procedure – SOP 7.0 is to provide wood product sourcing, handling, and tracking procedures for all facilities, who are members of the EOMF’s Group CoC Certificate, that are consistent with FSC’s Chain of Custody Standards. The following Standard Operating Procedures are taken directly from the “FSC Chain of Custody Standard for Companies Supplying and Manufacturing FSC-Certified Products” (FSC-STD-40004 Version 1.0).

Standard Operating Procedure Quality System Requirements: • The member facility shall have written procedures and/or work instructions to ensure the implementation of all the elements specified within the Group Chain of Custody Policy – Policy 2.2 and the Group Chain of Custody SOP – SOP 7.0. The procedures and/or instructions will include identification of the person/position responsible for implementing each procedure. • The member facility shall maintain accurate, complete, and up-to-date records and reports covering all aspects of the Policy and SOP. • All records and reports related to the Group CoC Certificate shall be retained by the member facility for at least five (5) years. • The member facility shall specify any training requirements for staff for the implementation of the Policy and SOP. Training shall be provided to staff as specified. The member facility shall keep records of any training provided to staff in relation to the Group CoC Certificate. Wood Sourcing: • Within the FSC system there are 5 categories that wood can fall into, they are; FSC-pure FSC-mixed Post-consumer reclaimed Other reclaimed Controlled All material that is not clearly identifiable as being in one of the categories specified above shall be considered “uncontrolled material” for the purpose of FSC CoC control and shall be kept separate and not labeled as certified. For the purpose of the EOMF’s Group CoC Certificate, member facilities will only use the classification of “FSC-pure” for facilities sourcing raw wood material. Therefore member facilities must follow the FSC’s requirements for the production of FSC-pure products, as outlined in this SOP. For printers and for facilities sourcing processed wood materials, the procedures listed here will be followed but

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the labeling will be associated with the category found on the label of the FSC-certified paper products or processed wood materials used. •

The member facility shall have written specifications for the purchase of all FSC-certified material which shall include the following requirements; o The individual supplying the FSC-certified material shall be in possession of a valid FSC chain of custody or joint forest management and chain of custody certificate OR they shall be a member of a group certificate such as that provided through the EOMF Forest Certification Program and the material supplied shall be covered by the scope of that individual’s certificate. o The material to be supplied shall be identified as one of the 5 FSC categories o The transport documentation and invoices issued for the FSC-certified material shall quote the supplying individual’s FSC-certificate number.

•

If a member facility is working with reclaimed wood they should contact the EOMF to determine if it can be sold as certified.

•

If the member facility generates material on-site, from FSC-certified materials, which it wishes to reclaim as raw material for further processing or for sale, the member facility shall allocate the material as FSC-certified and follow the following procedures; o The company shall define procedures and/or work instructions for the collection and storage of reclaimed material that is generated on site. o It must be clearly indicated how the reclaimed material is directly from FSC-certified materials and how it will be further segregated as FSC-certified. If it is not possible to identify FSC-certified material from other materials, then the reclaimed material cannot be classified as certified.

•

The member facility shall check on the arrival of all material that it has been supplied as FSCcertified or non-certified to ensure that it is identifiable as such and is accompanied by shipping documents that include the correct and valid FSC COC or FM/COC certificate number.

•

FSC-certified material shall be clearly identified and/or stored separately from other noncertified materials.

Production Control & Records: • For each product group, the member facility shall record the quantity (by volume or weight) of FSC-certified material on a monthly basis: o received as stock for production; o used for the manufacture of each FSC product group; and o sold as FSC-certified •

The member facility may reduce the time period to less than a month for sporadic and limited orders.

•

The member facility shall specify a batch number by which it is possible to identify all products in each FSC product group.

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Requirements for Labeling: • Products shall only be eligible for on-product use of the FSC trademarks if: 1. the member facility complies with the Group Chain of Custody Policy – Policy 2.2 and the Group Chain of Custody SOP – SOP 7.0, and 2. the product is included in the member facility’s FSC product group schedule. •

For all product labeling, the member facility must follow the Label & Text Approval Policy – Policy 2.6. All label approvals must go to the certifier through the EOMF. The EOMF will be responsible for the filing for all label use requests and approvals.

Invoicing, Sales, and Shipping Documentation: • All invoices issued for the sale of FSC-certified products shall include the following information; o The name and address of the buyer o The date on which the invoice was issued o A description of the product which is the same as the description of the same product on the FSC product group schedule o The quantity of the products sold o The CoC certificate number with the member facility’s sub-code (as assigned by the EOMF) o Reference to the product’s batch number •

Invoices for certified products shall include the statement “FSC-pure” except in the case of printers and facilities purchasing certified processed wood products. This shall only be issued on invoices accompanying material sold as FSC-pure. In the case of printers and facilities purchasing certified processed wood products, the invoices for certified shall state the category of certification relevant to the certified product.

•

The member facility shall ensure that the FSC trademarks and logos are not used for the promotion of products which do not meet the standards (non-certified products).

•

If the FSC-certified products are transported separately form the sales invoice, then the products shall be accompanied by shipping documentation which shall include the following information; o The name and address of the buyer o The date on which the invoice was issued o A description of the product which is the same as the description of the same product on the FSC product group schedule o The quantity of the products included in the shipment o Reference to the sales invoice for the products delivered, sufficient to link the goods shipped to the specific invoice for the goods

•

The member facility shall keep a record of all their buyers of FSC-certified materials in the product group schedule and volumes of material sold as FSC-certified. This shall be available to FSC upon request.

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CERTIFIED MAPLE SYRUP PRODUCTION STANDARD OPERATING PROCEDURE – SOP 8.0 Original date: June 2007 Revised date: Number of pages: 2

Complementary Standard Operating Procedures: • • • • •

SOP 1.0 series – Planning SOP 2.0 series – Access SOP 3.0 series – Harvest SOP 4.0 series – Renewal, Tending and Protection SOP 7.0 – Group Chain of Custody

Purpose The purpose of this SOP is to ensure that any maple syrup producers who are members of the EOMF Forest Certification Program, and who wish to sell their syrup as certified, are following the accepted SmartWood Standards for the Certification of Maple Sugaring Operations in Canada. The requirements listed here and in the Certified Maple Syrup Production Policy – Policy 2.4 are evaluated in addition to the forest management requirements outlined in this manual. In order to sell maple syrup as certified, producers must follow all of the forest management requirements for certification and these specific maple syrup production requirements. The following Standard Operating Procedures are taken directly from SmartWood’s Standards for the Certification of Maple Sugaring Operations in Canada (January 2000).

Standard Operating Procedure Regulations: • Maple tapping and processing equipment must meet all applicable licensing laws, sanitation standards, quality control, and packaging and labeling requirements Public Notice: • The Landowner and/or Forest Manager must communicate with neighbours, local communities, and any potentially affected groups or individuals when sugarbush management activities have the potential to negatively impact them. Management Plan Considerations: • The management plan shall contain all of the requirements outlined in SOP 1.0 Series. • The management plan shall specifically address and incorporate sugarbush management objectives and related silvicultural prescriptions that may be used. • The sugarbush management section of the forest management plan shall be technically sound and sufficiently detailed, given the size, complexity, and intensity of the sugarbush operation. The plan shall include a description of the intensity of sap harvesting, and justification for this intensity. The plan shall also include a description of the implemented harvesting technique and the equipment used. • Sugarbush management practices shall be periodically adjusted to incorporate new scientific or technical information as required. Operations: • Landowners and Forest Managers shall keep up-to-date on sugarbush management and syrup processing developments and technology. • Sap collection equipment shall be installed with minimal damage to trees

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• • • • •

Sap collection infrastructure (i.e. collection pipelines) and management activities do not negatively impact wildlife populations and other forest resources. The intensity, frequency, and seasonality of sap harvest, by area and volume, shall be based on a combination of scientific study and/or long-term local experience and knowledge and does not exceed sustainable levels. Allowable tapping rates, sap harvest rates, and best management practices shall be followed in the forest. Sap harvest levels shall be adjusted when populations exhibit decline or weakened condition. Prior to operations, the Landowner and/or Forest Manager shall identify sensitive elements on the site in order to minimize the environmental impacts of sap collecting operation through recognized practices (i.e. diversity at the stand level, wildlife, species at risk, sensitive soils, etc.) Sugarbush management and sap collection practices shall minimize impacts to forest composition and soil structure and fertility. The intensity of sugarbush management shall be based on an understanding of species and site productivity and potential limitations. Unused sap collection materials and any waste generated from sugaring operations shall be removed from the forest and disposed of appropriately. Sugarbush harvesting practices shall be periodically adjusted to incorporate new scientific or technical information as required. Workers shall receive adequate training and supervision to ensure proper tapping and processing techniques.

Monitoring: • Sugarbush monitoring shall be incorporated into the overall monitoring plan for the forest management operation. Monitoring shall provide data on forest changes upon which management prescriptions can be updated. • The sugarbush monitoring plan is technically sound and identifies/describes monitoring of the following: o Changes in the maple component of the forest, maple growth rates, and regeneration o Changes in forest health over time o Presence of pests o Harvesting levels including number of taps used, volume of sap collected, and volume and grades of syrup produced. Chain of Custody: • All invoices for certified syrup and sap sales must be documented and stored for inspection. These invoices must include the EOMF certification code (SW-FM/COC-232). •

The Group Chain of Custody Policy – Policy 2.2 and the Group Chain of Custody SOP – SOP 7.0 will be followed for all certified maple syrup operations. Operations with multiple (certified & non-certified) sources of sap, production and labeling of product will follow FSC requirements for mixed products (see CoC policy). Where a producer has 100% certified syrup or sap it must be kept separate from non-certified products and it must be clearly distinguished as certified through labels, marks, or other means.

•

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APPENDICES

EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

APPENDICES

APPENDIX A EOMF - Forest Certification Program Memorandum of Understanding Between: [insert Landowner Group name]1

& [insert Landowner Group name here] Member

Between:

[insert Landowner Group name]

Address

And:

Landowner Name

Location: This memorandum of understanding applies to those lands owned by the landowner described as Lot ________ Concession ________ Township of ____________, County of ______________, hereinafter referred to as the “property”.

Landowner & Property Information: Names:

______________________________ ______________________________

Mailing Address:

Phone Number:

______________________________

Street

______________________________

Town, Province

______________________________

Postal Code

______________________________

Home

______________________________

Work or Alternate

Email Address:

______________________________

Property Size:

_________ acres (or ________ hectares)

Civic Address:

______________________________ (for property)

Sale of Certified Firewood?

□YES

□NO

Please note that for the Eastern Ontario Certified Forest Owners (EOCFO), “Eastern Ontario Model Forest” will be inserted where it says [insert Landowner Group name]. And on the last page, the EOMF will be represented by the signature of the General Manager only. For all other Landowner Groups, use this template.

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APPENDICES

Overview: The [insert Landowner Group name] is a collection of landowners promoting sustainable forest management through Forest Stewardship Council certification. Participants carefully manage their forests for economic and social benefits while maintaining the ecological integrity of the forest community. The EOMF Forest Certification Program provides private forest owners and community forests affordable access to independent third party evaluation and certification of their forests and forest management practices. To meet the requirement for a legally incorporated body, the EOMF will hold the Forest Stewardship Council (FSC) certificate on behalf of the [insert Landowner Group name]. Landowners, who have signed this memorandum of understanding (MOU) are certified to the FSC standards for forest management and will be allowed to use the Forest Stewardship Council label to market their timber and other non-timber forest products derived from the property using the EOMF certification code; SW-FM/COC-232. This MOU serves as a partnership between individual landowners and the [insert Landowner Group name].

The landowner and the [insert Landowner Group name] mutually understand the following:

The [insert Landowner Group name] agrees to: Management Plan & Forest Operations 1. Approve a Forest Management Plan for the property. This plan will meet the Forest Stewardship Council’s “Standards for Sound Forestry Practices in the Great Lakes-St. Lawrence Forests Region” hereinafter called the “certification standard”. 2. Provide each landowner with a copy of the Great Lakes St. Lawrence Standards for forest management when requested. Make available upon request the EOMF Forest Certification Policies and Procedures Manual. 3. Review and approve commercial tree marking and timber harvesting plans for the property prior to operations. 4. Approve a forest operations prescription signed by a registered professional forester. 5. Provide the landowner with lists of forest workers and sample agreements and contracts for various forest workers. Certification 1. Maintain records of individual landowner properties in the landowner group, as required to meet requirements set out in the EOMF Forest Certification Policies & Procedures Manual. 2. Manage the FSC certificate in a responsible manner. 3. Notify the landowner when there has been non-compliance with this agreement, and outline the steps necessary to re-establish compliance. 4. Designate a contact person for the landowner. 5. Assess each property in the landowner group as a part of the larger forest ecosystem and promote the protection of site productivity, water quality and biological diversity.

The Participating Landowner agrees to: Management Plan 1. Ensure that all forest management activities carried out on the property under his/her direction is in compliance with the forest management plan approved by the [insert Landowner Group name] and the certification standard. 2. Notify the designated contact person if there are scheduled changes with pre-approved forest activities. 3. All costs associated with the management plan and forest operations will be the responsibility of the landowner. 4. Pay annual membership ($50) to the [insert Landowner Group name] within one month (30 days) of the [insert Landowner Group name] AGM to assist with the cost of the administration of the Forest Certification Program. Forest Operations 1. Grant access to the property to the EOMF, its forest management contractors, and the [insert Landowner Group name] to review compliance of the forest management plan and the certification standard.

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2. Take prompt actions to rectify any non-compliance with the forest management plan and the certification standard resulting from his/her direction. 3. Notify adjacent landowners at least 5 working days prior to commencing commercial timber harvest activities. 4. If the landowner has indicated that he/she will be selling certified firewood; in signing this MOU, the landowner agrees to meet all the requirements for the sale of certified firewood outlined in the Certified Firewood Policy Policy 2.5 in the EOMF Forest Certification Policies & Procedures Manual. 5. Provide the [insert Landowner Group name] with annual harvest volume of FSC certified products produced. Certification 1. Warrant that he/she is the registered owner of the property, and has the absolute right to enter into this agreement, and that the boundaries of the property are known, not in contention, clearly identified and that timber harvesting is legally permitted. 2. Notify the [insert Landowner Group name] in writing 30 days prior to removing your land from the certified pool. Eastern Ontario Model Forest – “Certified Forest” Sign Details Landowners pay $50 for their “Certified Forest” sign upon joining the program – this is a rental fee for the sign and will not be returned upon exiting the program. This $50 covers the cost of producing the sign. A cheque for $50 is given to the [insert Landowner Group name] rep upon receiving the sign or is sent to the [insert Landowner Group name] before the sign is given to the landowner. Each landowner can purchase 1 sign per contiguous forest block owned and 1 additional sign. The signs will be dropped off during a woodlot visit or when an [insert Landowner Group name] rep is nearby. Upon exiting the program it is the landowner’s responsibility to return the sign(s) to the [insert Landowner Group name] within 1 month of exiting the program. This will be included within the exiting notice from the [insert Landowner Group name]. This applies to all landowners who join the program as of January 2007 and to all existing landowners who would like signs. The [insert Landowner Group name] will record, in the Landowner database, how many signs each member has been given.

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Furthermore, it is mutually agreed by the [insert Landowner Group name] and the landowner that: The [insert Landowner Group name] is not liable for any injury or damages that may be incurred by any forest workers during the duration of the membership in the forest certification program. This agreement shall remain in effect for the term of the forest certification program or until a written request for removal is received by the [insert Landowner Group name] from the landowner. The [insert Landowner Group name] will keep all records, forest management plans and timber sale details confidential and will not distribute contact information without the consent of the participating forest owner.

Landowner(s): ________________________ Name

________________________ Signature

______________ Date

________________________ Name

________________________ Signature

______________ Date

____________________ President

________________________ Signature

______________ Date

____________________ Landowner Group Coordinator

________________________ Signature

______________ Date

[insert Landowner Group name]:

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APPENDIX B EOMF - Forest Certification Program Memorandum of Understanding Between: Eastern Ontario Model Forest & [insert Landowner Group name]

Between:

Eastern Ontario Model Forest P.O. Bag 2111 Kemptville, Ontario K0G 1J0

And:

[insert Landowner Group name] Address

Overview: Eastern Ontario Model Forest The Eastern Ontario Model Forest (EOMF) is one of Canada’s 11 large-scale working model forests. Taken together, these 11 model forests represent Canada’s five major forest ecoregions. The EOMF works with government, landowners, industry, First Nations and other stakeholders to develop innovative ways to sustain and manage the forest resources of eastern Ontario. The EOMF Forest Certification Program provides private forest owners and community forests affordable access to independent third party evaluation and certification of their forests and forest management practices.

The [insert Landowner Group name] The [insert Landowner Group name] is a group of forest owners that promote and implement private woodlot management through an internationally recognized system of forest certification – the Forest Stewardship Council. The [insert Landowner Group name] is a forest service corporation. Its mission is to maximize ecological, economic and aesthetic benefits from our area forests. We promote sustainable, environmentally responsible forest practices through FSC Forest Certification. We provide landowners, loggers and consumers with forest education and we assist woodlot owners with the sales and marketing of their products . To meet the requirement for a legally incorporated body, the Eastern Ontario Model Forest will hold the "SmartWood Resource Manager Certificate" in accordance with the Principles and Criteria of the Forest Stewardship Council.

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The [insert Landowner Group name] and the Eastern Ontario Model Forest mutually understand the following:

The Eastern Ontario Model Forest agrees to: 1. Provide the [insert Landowner Group name] Coordinator with a copy of the Standards for Sound Forestry Practices in the Great Lakes-St. Lawrence Forests Region. Provide the [insert Landowner Group name] Coordinator with the EOMF Forest Certificatin Program Policies and Procedures Manual. 3. Provide formal training sessions and occasional technical services for participating Forest Managers and Forest Owners. 4. Provide the [insert Landowner Group name] Coordinator the Eastern Ontario Model Forest â&#x20AC;&#x201C; Forest Certification Program Management Framework which includes the Program database template. 5. Provide the [insert Landowner Group name] Coordinator with sample agreements, templates and contracts for various forest worker services. 6. Provide support to the [insert Landowner Group name] Coordinator for the promotion, organization and delivery of forest related workshops in partnership with the [insert Landowner Group name]. 7. Notify the [insert Landowner Group name] when there has been non-compliance with this agreement, and outline the steps necessary to re-establish compliance. 8. The Eastern Ontario Model Forest will perform an annual audit of the [insert Landowner Group name] to ensure annual activities are in compliance with the EOMF Forest Certification Program - Policies and Procedures Manual

The [insert Landowner Group name] agrees to: 1. Maintain records of individual landowner properties in the certification pool, as required to meet Forest Stewardship Council certification including forest management plans, harvest prescriptions, timber sale information and other relevant documentation. 2. Ensure that all forest management activities carried out on the properties under the direction of the [insert Landowner Group name] is in compliance with the individual landowner forest management plan approved by the EOMF and the certification standard. Notify the EOMF contact person if there are scheduled changes with pre approved forest activities. 3. Pay annual membership of [insert costing matrix figure] in accordance with the EOMF Forest Certification Program costing matrix to the Eastern Ontario Model Forest to assist with the expense of the EOMF certificate. 4. Grant access of the participating property to the EOMF or its forest management contractors to review compliance of the forest management plan and the certification standard. 5. Provide an annual report of forest operations activities to the EOMF for the group. 6. Take prompt actions to rectify any non-compliance with the forest management plan and the certification standard resulting from his/her direction. 7. Costs such as: forest management planning, tree marking, boundary establishment and forest harvest monitoring, will be the responsibility of the participating [insert Landowner Group name] landowner.

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It is mutually agreed by the EOMF and the [insert Landowner Group name] that: A confidential full report will be written after the certification for the entire group. This will be reviewed to assess whether the certification findings meet the Forest Stewardship Councils certification standards and policy. The Eastern Ontario Model Forest is not liable for any injury or damages that may be incurred by any forest workers on the [insert Landowner Group name] properties during the duration of the forest certification program. This agreement shall remain in effect for the term of the forest certification program or until a written request for removal is received by the EOMF from the [insert Landowner Group name]. The Eastern Ontario Model Forest will keep all records, forest management plans and timber sale details confidential and will not distribute contact information without the consent of the [insert Landowner Group name] coordinator or participating forest owner. This memorandum of understanding serves as a partnership between the [insert Landowner Group name] and the Eastern Ontario Model Forest and these two entities will partner to strive for longer term financial security

[insert Landowner Group name]: ____________________ President

________________________ Signature

______________ Date

____________________ Landowner Group Coordinator

________________________ Signature

______________ Date

________________________ Signature

______________ Date

Eastern Ontario Model Forest: ________________________ Name

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APPENDIX C EOMF - Forest Certification Program Memorandum of Understanding (MOU) Between: Eastern Ontario Model Forest2 & [insert name of Forest Manager] Between:

Eastern Ontario Model Forest (EOMF) P.0 Box 2111 10 Campus Drive Kemptville, ON K0G 1J0

And:

[insert name of Forest Manager] (hereafter referred to as the Forest Manager) Address

Purpose: This MOU serves to describe the partnership between the Forest Manager and the EOMF. Term: This agreement shall remain in effect until a written request for removal be received by the EOMF from the Forest Manager or received by the Forest Manager from the EOMF. Overview: The EOMF is a collection of partners and landowners promoting sustainable forest management through Forest Stewardship Council certification. Participants carefully manage their forests for economic and social benefits while maintaining the ecological integrity of the forest community. The Eastern Ontario Model Forest (EOMF) provides community based forests and private forest owners affordable access to independent third party evaluation and certification of their forest and forest management practices. The Eastern Ontario Model Forest is represented by the Program Coordinator. The EOMF agrees: 1. To provide the Forest Manager with a copy of the EOMF Forest Certification Policies and Procedures Manual and the Standards for Sound Forestry Practices in the Great Lakes-St. Lawrence Forests Region. 2. To establish permission for access to the property in order to carry out the duties of site viewing, forest management planning, marking, and harvest monitoring. 3. To periodically inspect the Forest Managersâ&#x20AC;&#x2122; work performed on certified properties to ensure compliance with the specifications stipulated herein, of which the Eastern Ontario Model Forest shall be the sole judge. Any repetition or correction of their work, required due to poor workmanship by the Forest Manager, shall be conducted at the Forest Managerâ&#x20AC;&#x2122;s expense. 4. Provide the Forest Manager with the [insert Landowner Group name] contact list for the purpose of providing forest management services for the forest certification program. 5. To assist the Forest Manager with the implementation of these outlined duties. 2

This agreement may be directly with the EOMF or it may be with a Landowner Group, such as is the case with the SD&G CFO. If the agreement is not with the EOMF, please substitute the name of the Landowner Group in the MoU wherever EOMF is referred to.

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The Forest Manager agrees: 1. That he/she meets the Minimum Requirements Policy – Policy 1.3 for Forest Manager as identified in the EOMF Forest Certification Policies and Procedures Manual; refer to Exhibit “A”. 2. To respect the confidentiality of all forest owners and not divulge property or financial information regarding individual properties. The Forest Manager will not use the [insert Landowner Group name] contact list for any other purpose than providing forest management services as outlined in this MOU 3. That all personnel employed by them shall be employees of the Forest Manager and not of the Eastern Ontario Model Forest. As such the Forest Manager shall be solely responsible for paying employees, providing employee benefits, making appropriate payroll deductions as required by law and ensuring that all such employees are insured by Workplace Safety Insurance (Ontario). 4. To purchase and thereafter maintain, at its own cost and expense a Comprehensive General Liability Policy against personal injury, including but not limited to death of any person, and loss of or damage to personal and/or real property arising out of or incidental to the Forest Manager performance of the forestry activities on private land in a minimum amount of $1,000,000.00. Additional insured shall include all employees, contractors, agents or any other persons authorized by the Forest Manager to perform forestry activities on their behalf. The Forest Manager shall provide a copy of said policy to the Eastern Ontario Model Forest upon the execution of this MOU. 5. To comply with all laws, rules and regulations applicable to their work and to obtain all licenses and/or permits that may be required relative to their work to be performed on private land, and to provide the Eastern Ontario Model Forest, upon request, evidence satisfactory of compliance with such laws, rules and regulations and of holding such licenses and/or permits. 6. To conduct all forest management planning and operations in a professionally accepted fashion considering the landowner, forest and the EOMF forest certification objectives. All forest management activities will meet the Forest Stewardship Council’s Standards for Sound Forestry Practices in the Great Lakes-St. Lawrence Forests Region, hereinafter called the “certification standard”. 7. To provide the following forest management services and information to members of the [insert Landowner Group name] in accordance with specifications stipulated in No. 4 and where consistent with and appropriate for landowner objectives and forest conditions: a. Planning i. The Forest management Plan ii. Forest Operations Prescription iii. Property Boundary Lines iv. Tree Marking v. Areas of Concern vi. Invasive Exotic species vii. High conservation Value Forests b. Access i. General Access ii. Water Crossing iii. Road layout and Construction iv. Access across other lands v. Landings

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Harvest i. Timber Sales ii. Logging iii. Skidding iv. Utilization v. Logging Damage vi. Wood Tracking d. Renewal, Tending and Protection i. Renewal ii. Tending iii. Protection e. Auditing, Monitoring and Assessments i. Auditing and Monitoring ii. Assessments

8. To provide the Eastern Ontario Model Forest with a copy of the forest management plan, harvest plan/prescription, monitoring reports and all relevant forest certification reports for members of the [insert Landowner Group name], in a timely manner.

Furthermore, it is mutually agreed by the Forest Manager and the Eastern Ontario Model Forest that: 1. The working schedule may include duties but not restricted to: a. Forest Management Plans b. Forest Resource Inventory c. Tree Marking & Boundary Establishment d. Timber Sale Contracts e. Timber Viewing for Operators f. Forest Harvest Monitoring g. Post Harvest Assessements 2. The Eastern Ontario Model Forest is not personally liable for any injury that may be incurred by any forest workers during the duration of this project. Eastern Ontario Model Forest

Forest Manager

Brian Barkley â&#x20AC;&#x201C; EOMF General Manager Name _____________________________ Date

Name 02/02/2007 Date

_____________________________ Signature Signature EOMF Forest Certification Program Coordinator Name _____________________________ Date _____________________________ Signature

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Schedule “A” CHECKLIST FOR MINIMUM REQUIREMENTS: FOREST MANAGER

NAME:

Requirement

Documentation attached? Yes or No

Bachelor degree or related technical diploma in forest management or a combination of education and experience MOU with the EOMF Workplace Safety Insurance Board (WSIB) coverage General Liability Insurance with a minimum coverage of $1,000,000 Satisfactory record of compliance on certified properties

CHECKLIST FOR MINIMUM REQUIREMENTS: FOREST PLAN AUTHOR

NAME:

Requirement

Documentation attached? Yes or No

Full or Associate member of the Ontario Professional Foresters Association

OR Forest Manager with demonstrated experience in preparing plans for small woodlots

OR Landowner may prepare managed forest plan for his own property, however, it must be approved by either the EOMF Certification Project Coordinator or one of the qualified individuals mentioned above. CHECKLIST FOR MINIMUM REQUIREMENTS: FOREST OPERATIONS PRESCRIPTION (FOP) WRITER Requirement

NAME: Documentation attached? Yes or No

FOP must be certified by a Full or Associate member of the Ontario Professional Foresters Association CHECKLIST FOR MINIMUM REQUIREMENTS: PESTICIDE APPLICATOR

NAME:

Requirement

Documentation attached? Yes or No

Ministry of Environment Pesticide Applicator License Proper Insurance Coverage OR Landowner following SOP 4.2 & SOP 4.3 and MOE regulations

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CHECKLIST FOR MINIMUM REQUIREMENTS: TREE MARKER

APPENDICES

NAME:

Requirement

Documentation attached? Yes or No

Certified Ontario Tree Marker OR Work under the direct supervision of certified Ontario Tree Marker OR Landowner who is not a certified Ontario Tree Marker may mark trees on his own property for personal use if he has taken a tree marking workshop or is accompanied by a certified Ontario Tree Marker. CHECKLIST FOR MINIMUM REQUIREMENTS: PROFESSIONAL LOGGER AND/OR SKIDDER OPERATOR Requirement

NAME: Documentation attached? Yes or No

Workplace Safety Insurance Board (WSIB) coverage Minimum of $1,000,000 public liability and employer’s liability insurance Ministry of Labour chainsaw and/or skidder operator certification * Accredited professional logging courses * Accredited professional skidder operator courses *S102 Industrial Training Course for Basic Forest Fire Suppression Satisfactory record of compliance on certified properties * - if training is available

CHECKLIST FOR MINIMUM REQUIREMENTS: COMPLIANCE MONITOR

NAME:

Requirement

Documentation attached? Yes or No

Demonstrated experience (or willingness to acquire training) in monitoring forest operations • Logging damage • Utilization • Road construction • Water crossing

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APPENDIX D EOMF - Forest Certification Program Community Forest Manager Memorandum of Understanding MEMORANDUM OF UNDERSTANDING made in duplicate this [insert date here] BETWEEN:

[insert Community Forest Manager name] address herein after referred to as “CFM” And: Eastern Ontario Model Forest P.O. Bag 2111 Kemptville, Ontario K0G 1J0 herein after referred to as the “EOMF”

CFM has agreed with the EOMF to participate as a COMMUNITY FOREST MANAGER in the EOMF Forest Certification Program in accordance with the provisions of this Memorandum of Understanding. In consideration of the mutual provisions of this Memorandum of Understanding, CFM and the EOMF agree each with the other as follows: Definitions The EOMF and CFM agree that, in and for the purposes of this Memorandum of Understanding: a) Operating Fees - Fees paid to the EOMF for certified wood. b) Annual Certification Contribution – as determined by the costing matrix c) Resource Manager Certificate – The EOMF will possess on behalf of Forest Owners. d) Certification Standards - Refers to the Forest Stewardship Council’s Standards for Sound Forestry Practices in the Great Lakes-St. Lawrence Forests Region” hereinafter called the “certification standard” e) Forest Owner - Refers to landowners involved in the EOMF Forest Certification Program f) FSC - Forest Stewardship Council of Canada. Area of the Undertaking This Memorandum of Understanding applies to those lands within the EOMF area managed by CFM hereinafter referred to as “CFM properties”. These properties [list all properties managed by the CFM].

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Program Scope The EOMF Forest Certification Program, hereinafter referred to as the “program”, provides Community Forest Owners affordable access to independent third party evaluation and certification of their forests and forest management practices. CFM is participating in the program as a Forest Manager and representative of the Forest Owners of the CFM properties; [list all properties managed by the CFM]. The CFM will contribute [insert base fee from the costing matrix] annually towards the cost of FSC certification and may pay up to an additional [insert operating fee from the costing matrix] in operating fees for a maximum annual contribution of [insert annual certification fee from the costing matrix]. Term of Memorandum of Understanding This Memorandum of Understanding shall remain in effect until a written request is made by either party to terminate. This Memorandum of Understanding may be renewed subject to the mutual consent of both CFM and the Eastern Ontario Model Forest. Undertaking The Eastern Ontario Model Forest agrees to provide the services within the parameters of the program as outlined in Appendix “B”, attached hereto. CFM agrees to perform provide the services within the parameters of the program as outlined in Appendix “C”, attached hereto. Insurance During the entire term of this Memorandum of Understanding, CFM agrees to have in force a general public liability and property damage insurance policy or policies with a limit of at least $2,000,000 for each occurrence that protects CFM and any employee of CFM against claims arising out of any act or omission of CFM, any employee of CFM, or any of them, in performance or intended performance of this Memorandum of Understanding. Comply with the Laws CFM and CFM’s employees and representatives, if any, shall at all times comply with any and all applicable federal, provincial and municipal laws, ordinances, statutes, rules, regulations and orders, and all by-laws of all relevant local authorities. Termination If CFM does not perform its obligations as required by this Memorandum of Understanding, the EOMF shall notify CFM, in writing, of the deficiency with particulars thereof and CFM shall within 15 days of receipt of notice: a) rectify the deficiency; or b) Meet with the EOMF or a designate, in order to agree to the appropriate remedial action.

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If the deficiency is not rectified or appropriate remedial action is not taken within 30-day period after the meeting noted in clause x (a), the EOMF may terminate this Memorandum of Understanding. Termination If the EOMF does not perform its obligations as required by this Memorandum of Understanding, CFM shall notify the EOMF, in writing, of the deficiency with particulars thereof and the EOMF shall within 15 days of receipt of notice: a) rectify the deficiency; or b) Meet with CFM or a designate, in order to agree to the appropriate remedial action. If the deficiency is not rectified or appropriate remedial action is not taken within 30-day period after the meeting noted in clause x (a), CFM may terminate this Memorandum of Understanding. Indemnity CFM agrees to fully indemnify and save harmless the EOMF, their employees and agents from and against all claims, demands, actions, losses, expenses and legal fees. The Eastern Ontario Model Forest agrees to fully indemnify and save harmless CFM, their employees and agents from and against all claims, demands actions, losses, expenses and legal fees. Representatives Upon entering into this Memorandum of Understanding, the parties agree to each designate a representative for the purposes of this Memorandum of Understanding and to give each other notice of their designated representative, and also agree that the designated representatives may deal with each other in respect of all matters arising out of this Memorandum of Understanding and that the decisions and acts of a designated representative shall be binding upon the party that designated the representative. For the purposes of this Memorandum of Understanding, the designated representative of CFM is: [insert name of designated CFM representative] The designated representative of the EOMF is: [insert name of EOMF Forest Certification Program Coordinator] Both CFM and the EOMF agree that they may designate a different representative by providing notice in writing. Schedules The EOMF and CFM agree that the provisions of Schedules “A”, “B” and “C” to this Memorandum of Understanding form a part of this Memorandum of Understanding as if fully incorporated herein.

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IN WITNESS WHEREOF the duly authorized representatives of the Eastern Ontario Model Forest

and [insert name of Community Forest Manager] have duly executed this Memorandum of Understanding.

[insert Community Forest Manager name]: ________________________ Name

________________________ Signature

______________ Date

________________________ Witness Name

________________________ Signature

______________ Date

____________________ General Manager

________________________ Signature

______________ Date

____________________ Witness Name

________________________ Signature

______________ Date

Eastern Ontario Model Forest:

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SCHEDULE “B” To the Memorandum of Understanding between the EOMF and CFM For the purposes of this Memorandum of Understanding, the Eastern Ontario Model Forest agrees to: Certification Facilitate the certification of the CFM properties through the administration of certification audits. Provide guidance to CFM in implementing the Forest Stewardship Council’s Standards for Sound Forestry Practices in the Great Lakes-St. Lawrence Forests Region, hereinafter called the “certification standard.” Maintain records of the CFM properties as required. Forest Management Develop EOMF Policies, in cooperation with CFM and other program partners, which govern the activities of the Forest Owners or their representatives in the program. Offer periodic training in management planning, forest operations and/or certification. Assist CFM to identify the habitat of unique species, such as vulnerable, threatened, and endangered species on CFM properties where the Natural Heritage Information System or local naturalists have previously recorded such habitat. Support activities, which monitor the forests of eastern Ontario at a landscape level.

Operating Fees Develop a tracking system (Bill of Lading) to monitor the flow of wood from Forest Owners participating in the program to forest industry mills. Ensure the Forest Owners participating in the program are aware of the operating fees payable for certified wood. Collect the operating fees paid by forest industry mills. The operating fees will be used in a manner that is consistent with the EOMF Wood Purchasing Policy.

Compliance Carry out periodic audits of the CFM properties to ensure compliance with this Memorandum of Understanding and the EOMF Certification Policies. Notify CFM when there has been non-compliance with this Memorandum of Understanding and outline the steps necessary to re-establish compliance.

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SCHEDULE â&#x20AC;&#x153;Câ&#x20AC;? To the Memorandum of Understanding between the EOMF and CFM For the purposes of this Memorandum of Understanding, CFM agrees to: Certification Participate in the program with the goal of providing Forest Owners affordable access to independent third party evaluation and certification of their forests and forest management practices. Pay to the EOMF reasonable incremental costs associated with certifying the CFM properties as identified in the EOMF Forest Certification Costing Matrix. Provide to the EOMF updated records of CFM properties in the program, as required to meet certification standards. Notify the EOMF in writing 30 days prior to removing any CFM properties from the program Forest Management Ensure that all forest management activities carried out on CFM properties are in compliance with the Forest Management Plans, EOMF Forest Certification Policies and Procedures Manual, and the certification standards. Provide a copy of the relevant forest management plans to the EOMF. Provide an annual report of forest operations activities to the EOMF indicating harvest blocks, volumes, and purchaser. Operating Fees Provide a summary of wood volumes sold to Forest Industry mills from the CFM properties to be used in the calculation of operating fees payable to the EOMF.

Compliance Grant access to CFM properties and related records to the EOMF or its agents to audit compliance to this Memorandum of Understanding and the EOMF Certification Policies. Develop action plans to address non-compliance issues identified by the EOMF.

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APPENDIX E EOMF - Forest Certification Program

Memorandum of Understanding Between: Eastern Ontario Model Forest & Forest Industry Between:

Eastern Ontario Model Forest (EOMF) P.O. Bag 2111 Kemptville, Ontario K0G 1J0

And:

[insert mill name]

[insert mill name] has agreed with the Eastern Ontario Model Forest to participate as a partner in the EOMF - Forest Certification Program in accordance with the provisions of this Memorandum of Understanding. Overview: The Eastern Ontario Model Forest is a collection of individuals and organizations dedicated to promoting sustainable forest management in eastern Ontario and beyond. One of the existing tools available to forest owners (private & community) today is independent third party forest certification. The Eastern Ontario Model Forest is certified by Smartwood (SW-FM/COC-232) in accordance with the Principles & Criteria of the Forest Stewardship Council (FSC). The EOMF Forest Certification Program provides private forest owners and community forests affordable access to independent third party evaluation and certification of their forests and forest management practices. To meet the requirement for a legally incorporated body, the EOMF will hold the "Forest Management Certificate" from the Forest Stewardship Council on behalf of private landowner groups and community forests in eastern Ontario. Upon certification, participating forest owners and managers who have a MOU with the EOMF will be allowed to use the Forest Stewardship Council label to market their forest products as per the policies outlined in the EOMF Forest Certification Program Policies & Procedures Manual. Participating Forest Industries will have access to FSC certified timber sold from participating private landowners and Community Forests. This memorandum of understanding serves as a non binding informal partnership between [insert mill name] and the Eastern Ontario Model Forest.

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[insert mill name] and the Eastern Ontario Model Forest mutually understand the following: The Eastern Ontario Model Forest agrees to: 1. Guarantee that timber sold from the EOMF Forest Certification Program is FSC certified under the EOMF Certificate SW-FM COC 232. 2. Ensure that wood tracking procedures are followed from the harvest site to the mill for Chain of Custody purposes using the established EOMF Bill of Lading Procedure. 3. Provide the Forest Industry with the current rate of Operating Fees to be paid under this Memorandum of Understanding as outlined in the Wood Purchasing Policy - Policy 2.1. The Eastern Ontario Model Forest also agrees to consult the Mill Owner prior to making any changes to the operating fees. 4. Promote the sale of timber to participating sawmills and processing facilities

The Mill Owner agrees to: 1. Provide to the EOMF copies of scale data, detailing volumes by product, species, grade, and the date received for all wood purchased under this project. 2. Inform the EOMF of any wood received under this project that does not have an EOMF Bill of Lading. 3. Pay to the EOMF, operating fees as outlined in the Wood Purchasing Policy. This agreement shall remain in effect for the term of the forest certification program or until a written request for termination is received by either party.

[insert mill name]

Eastern Ontario Model Forest

Name

Name: Brian Barkley

______________________ Date

________________________ Date

______________________ Signature

_________________________ Signature

*Please note that the current Operating Fees and an explanation of those fees will be attached to each Forest Industry MOU.

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APPENDIX F EOMF – Forest Certification Program - Group Chain of Custody Memorandum of Understanding Between: Eastern Ontario Model Forest & [insert processing facility name] Between:

Eastern Ontario Model Forest P.O. Bag 2111 Kemptville, Ontario K0G 1J0

And:

[insert processing facility name] Address

Processing Facility Information: Name of Site Manager:

______________________________

Facility Mailing Address:

______________________________

Street

______________________________

Town, Province

______________________________

Postal Code

Facility Phone Number:

______________________________

Site Manager Email Address:

______________________________

Does the Facility have 15 or less employees and an annual turn over of less than US$1,000,000?

□ Yes Will the Facility act as

□ No □ an exclusive facility or □ a non-exclusive facility?

Please list the Facility’s Product Group Schedule:

_________________________ _________________________ _________________________ _________________________ _________________________

The Facility’s site specific certification sub-code is:

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The Member Facility and the EOMF mutually understand the following:

The EOMF agrees to: 1. Provide all member facilities with; the EOMF Forest Certification Program Policies & Procedures Manual, EOMF COC Brochures, the FSC COC Guidelines and Standards, and a FSC Brochure. 2. Assign a site-specific certification sub-code for the Member Facility. 3. Maintain a file for each member facility that contains the following; a. Group COC MOU b. The facility’s tracking and handling procedures contained within the MOU c. Volume data for certified materials purchased, in inventory, and sold, per facility d. Documentation supporting that the member facilities meet the eligibility requirements e. All label and logo use communications with the facility and SmartWood, including; requests for approval and label/logo use approval letters. f. Any other pertinent information about and/or communications with the member facility 4. Maintain a list of the member facilities, for auditing purposes,that includes; contact information, FSC Certification sub-code, and the date of entry into the Group COC Certificate. 5. Conduct an annual visit to each processing facility included within the Group COC Certificate to ensure that the facility is in compliance with the EOMF Forest Certification Program Policies and Procedures Manual. EOMF will maintain records of the annual site visit which document each facilities level of conformity with the Policies & Procedures Manual. 6. Collect sufficient data on inflows and outflows of certified products from all member facilities in order to present the information for annual audits or when requested. The EOMF will ensure that all records covering the most recent five years of activity related to the Group COC Certificate are accessible to auditors.

The Member Facility agrees to: 1. Operate within the procedures outlined in the Group Chain of Custody Standard Operating Procedure – SOP 7.0 of the EOMF Forest Certification Program Policies & Procedures Manual. 2. Identify a Site Manager who will be responsible for the Chain of Custody certification control system, communications with the EOMF, and all certification information, including; FSC COC guidelines and standards, the EOMF Forest Certification Program Policies & Procedures Manual, the EOMF COC brochure for partners and employees, and the certification number. 3. Provide the EOMF with the annual Group COC Certification Fee as outlined in the COC Costing Matrix; [insert fee] 4. Prepare site-specific procedures for the tracking and handling of FSC-certified products. A copy of the procedures must be provided to the EOMF. See Group Chain of Custody Standard Operating Procedure – SOP 7.0 of the EOMF Forest Certification Program Policies & Procedures Manual for further guidance on the preparation of the tracking and handling procedures. 5. Follow the Labeling and Text Approval Policy – Policy 2.6 of the EOMF Forest Certification Program Policies & Procedures Manual. The EOMF will provide logo materials to member facilities when they join the Group COC Certificate. 6. Maintain a Product Group Schedule for all certified product groups included within the Group COC Certificate. The schedule must be kept up-to-date and readily available upon request. The schedule shall be provided to the EOMF upon joining the program; it will be included in the MOU, and resent each time the schedule is updated. 7. Be available for annual site visits by the EOMF and prepare relevant materials (to be indicated by the EOMF) in advance of these site visits.

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Furthermore, it is mutually agreed by the EOMF and the landowner that: This agreement shall remain in effect for the term of the forest certification program or until a written request for removal is received by the EOMF from the member facility. The EOMF will keep all records confidential and will not distribute contact information without the consent of the member facility. The EOMF reserves the right to remove member facilities from the Group COC Certificate at any time if a member facility fails to meet the requirements within the Group COC MOU. Any member facility found using or trading illegal wood will be removed from the Group COC Certificate. The EOMF, the certifier, and FSC reserve the right to review documents, data, and records related to the purchase, production, and sale of FSC certified products at any time.

Member Facility: ________________________ Name

________________________ Signature

______________ Date

________________________ Name

________________________ Signature

______________ Date

________________________ Signature

______________ Date

Eastern Ontario Model Forest: ____________________ General Manager

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APPENDIX G SAMPLE SALE OF STANDING TIMBER CONTRACT This contract entered into this day of 20___, between_(Name and Address) ____________ hereinafter called the Seller, and ___(Name and Address) ____________________hereinafter called the Purchaser. Description of Sale Area (See map). Includes the following: • Lot, Concession, Township, County; • Area in hectares; • Description of stand or compartment numbers (map should also be colour coded, hatched, etc to show the harvest area); • Description of access, right-of-way, and locations for log piling and loading of trucks; • Description of areas or parts of the harvest to be cut first (if applicable). Now therefore this contract witnesseth: I.

The Seller agrees to sell and the Purchaser agrees to buy for the TOTAL SUM OF _____________________________________under the conditions set forth in this contract, only those trees specified in this contract on the above tract of land.

II.

(1) The Purchaser agrees to pay to the Seller (50% of sale price) ($ ), by bank draft or money order, upon the signing of this agreement and further agrees to pay the seller (50% of sale price) ($ ), by bank draft or money order within 90 calendar days of the signing of this agreement or prior to the commencement of logging operations, whichever comes first.

III.

(1) All marked trees, designated trees, or trees for sale, harvest, or felling, referred to in this contract have been marked. (2) All trees of sawlog and pulpwood quality, which are designated for cutting, have been marked with yellow or orange rings at or about eye level and a yellow or orange slash below stump height.

IV.

The Purchaser agrees to buy, upon the terms herein stated, only those trees designated for felling (as per III (2)) as described in Appendix II.

The Seller further agrees to the following; (1) To guarantee title to the trees covered by this contract and to defend it against all claims at the Seller’s expense. (2) To ensure boundaries are clearly defined or marked, prior to the commencement of cutting. (3) To guarantee that the Purchaser and its employees shall have the right-of-way over the property for the purpose of harvesting and removing the trees purchased herein via the existing routes on property as described in the “Description of Sale Area” on Page 1. The guarantee of right-of-way shall exist from the commencement of the harvesting and removal which shall be no later than ___date___ to the completion of the harvesting and removal which shall be no later than ___date___.

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(4) To guarantee that the Purchaser and its employees shall be allowed space for the purpose of log piling and loading trucks at locations agreed upon by the Seller and the Purchaser. This guarantee shall exist from the commencement of the harvesting and removal which shall be no later than ___date___ to the completion of the harvesting and removal which shall be no later than ___date___. VI.

The Purchaser further agrees to the following: (1) The forest products sold herein shall be felled and removed from the property on or before ___date___. The Purchaser agrees that any trees, logs, treetops or other parts of trees remaining on the property after this date become the property of the Seller. (2) To notify the Seller by telephone, or in writing, at least 72 hours before the commencement of logging operations. (3) To fell only those trees designated for harvest that have been marked with yellow or orange rings at or about eye level and a yellow or orange slash below stump height. (4)To fell and skid all trees designated for harvest so as to minimize damage to the residual stand and to prevent unnecessary damage to young growth and other trees not designated for cutting. Whole tree tops shall not be skidded. (5) To cut trees in such a manner as to leave evidence of butt marking (yellow or orange) and so that the stump heights are not higher than the diameter of the stump, to a maximum of 60 cm. (6) To reimburse the Seller as liquidated damages and not as a penalty, the rate of $300 for each unmarked tree (not designated for harvest) that is felled to the ground. This shall not be construed as permission to cut any tree not designated for cutting. (7) To reimburse the Seller as liquidated damages and not as a penalty, for all trees not designated for felling which are unnecessarily damaged due to carelessness by the Purchaser or its employees, as determined by the EOMF Policies and Procedures Manual under the Logging Damage Standard. (i) At the rate of $ 50.00 for each tree greater than 10 cm but less than 30 cm diameter at the stump. (ii) At the rate of $ 100.00 for each tree 30 cm or greater in diameter at the stump. (8) To repair to original condition immediately after harvesting and removal have been completed, all damage caused by logging to roads, trails, fences, survey/boundary line markers, mining claim lines, culverts, bridges, utilities or other improvements damaged beyond ordinary wear and tear (9) That any felled trees lost through theft, or destroyed or devalued in any way by fire, hurricane, tornadoes, lightning, ice storms, insects or diseases, during the term of this agreement, such losses shall be borne entirely by the Purchaser. (10) (i) That all trees designated for harvest shall be felled to the ground. Partially severed standing trees and lodged trees must be pulled to the grounds by the Purchaser daily. (ii) All tops and slash are to be cut to within 1.2 metres of the ground. All such logging debris is to be cleared from all roads, trails, watercourses, and property adjoining the woodlot (daily). (11) That no garbage or litter will be left on the property during or after the operation.

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(12) Not to assign this contract to a third party, in whole or in part, or employ subcontractors, without prior written consent of the Seller. (13) To obtain at its expense all permits from public authorities, which may be required in connection with the performance of this contract and to comply with all municipal, provincial, federal and other laws, statutes, ordinances and requirements. (14) To indemnify and save harmless the Seller from and against all claims, demands, loss, costs, damages, actions, suits or other proceedings by whomsoever made, brought or prosecuted for any damage or injury to persons or property occasioned in the carrying on of the operations of the Purchaser under this agreement or by any neglect, misfeasance, or nonfeasance on the Purchaser’s part or on the part of persons employed by him or under his control. (15) That the Seller is released from any and all claims for injury or damage to property, however caused, which may be sustained by the Purchaser or its employees while carrying out operations on the woodlot under this agreement. (16) During the entire term of this contract, the Purchaser agrees to have in force a general public liability and property insurance policy or policies with a limit of at least $1,000,000 for each occurrence that protects the Seller and the Purchaser against any claim arising out of any act or omission of the Purchaser, any employee of the Purchaser, or any of them, in the performance or intended performance of this contract. (17) The Purchaser agrees to comply fully with all the requirements of the Workplace Safety and Insurance Act and, without limiting the generality of the foregoing, agrees to pay all assessments made under the said Act against the Purchaser. (18) To take all necessary steps to prevent and to suppress any forest fire on the sale area. (19) To comply with the following “Standard Operating Procedures” from the Eastern Ontario Model Forest, Forest Certification Policies and Procedure Manual in effect at the date this agreement was commenced: • • • •

Access Standard Operating Procedures (SOP 2.0 to 2.5); Harvest Standard Operating Procedures (SOP 3.0 to 3.5); Forest Protection Standard Operating Procedure (SOP 4.3); Environmental Protection Standard Operating Procedure (SOP 6.0).

(20) All harvesting and access activities shall be confined to the approved areas described under “Description of Sale Area” on page 1. Optional conditions: • • • •

The Purchaser further agrees to deliver all pulpwood volume to __________________. All merchantable material six (6) inches and greater shall be utilized and extracted Harvesting and/or access activities are permitted in the area described as __stand, compartment, etc on map___ only during the following time periods (may be for winter operations only, or other timing requirements) Where all conditions of the Timber Sale Agreement were met, plus the Site Damage and Damage to Residual Stand standards were exceeded by 50% the seller will reimburse the purchaser by $___-

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(VII) The Seller and the Purchaser further agree: (1) The Seller retains the right to conduct inspections in person and/or assign an agent to conduct inspections of the cutting operations from time to time and to order the immediate cessation of all work if any violation of this contract occurs. (2) The Forest Manager may temporarily suspend operations and order an immediate cessation of all work when site damage is occurring or is likely to occur due to environmental conditions. These circumstances normally occur during the spring and fall. (3) In the case of any dispute as to the meaning of any of the provisions of this agreement, the Seller and the Purchaser agree to submit such dispute to arbitration in accordance with the Arbitration Act. Each contracting party will select one arbitrator and the two arbitrators selected shall select a third arbitrator, and the decision of the arbitrators shall be final. Signed in duplicate this ___________ day of __________________________ 20 _____.

__________________________________ (Witness for the Purchaser)

___________________________________ (Purchaser)

_____________________________ (Witness for the Seller)

___________________________________ (Seller)

_____________________________ (Witness for the Seller)

___________________________________ (Seller)

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BID SUBMISSION This bid package will remained sealed until opened by (the Seller). Bids will be accepted until 12:00 p.m. (noon) -------------, 20--. On the attached Timber Notice you have been provided with an estimated volume by species and grade for the trees to be harvested. You may opt to view the forest to be harvested personally or may assign an agent to inspect the timber on your behalf. Volumes were determined by the following method: • Diameters of all trees designated for harvest were measured at breast height (DBH) in inches; • The grade and/or product quality of each tree was determined; • The ______volume tables were used to calculate volumes. Volumes by species, grade, and product were estimated using the above methods, and are not guaranteed. Pulpwood produced from this sale has access to Domtar – Cornwall. (provided it is representative of the species and product quality on site) Operating Fees: In an effort to continue to provide a steady flow of well managed wood into the marketplace as well as offset the costs of forest certification the Eastern Ontario Model Forest (EOMF) has established an upset price for all forest products harvested under this program. I __________________________ (Bidder) agree to pay the EOMF an additional upset price as per the EOMF wood purchasing policy for boltwood, pulpwood or fuelwood from this sale that has a destination point OTHER than Domtar, Cornwall and an additional price of $_____ per cubic metre ($_____ per MBM) for sawlogs, veneer, or other specialty products not delivered to a destination that has agreed with the EOMF to pay the operating fees. NOTE – this upset fee is based on the actual volume harvested and the fee is in addition to your Lump Sum Bid. An EOMF representative will determine the actual volume of boltwood, pulpwood or fuelwood harvested. The successful Bidder agrees all truckloads leaving the harvest site will have a fully completed “Bill of Lading” with the load. For all pulpwood delivered to Domtar, Cornwall, Domtar agrees to pay the upset price on behalf of the Bidder. The successful bidder will be required to enter into a “Timber Sale Agreement” with the seller. The successful bidder will also be required to post a performance bond in the amount of $_____ by bank draft or money order, upon the signing of the Timber Sale Agreement, with the EOMF. The performance bond will be returned in full upon the successful completion of the harvest, and all conditions of the Timber Sale Agreement have been met. Where all conditions of the Timber Sale Agreement were met, plus the Site Damage and Damage to Residual Stand standards were exceeded by ?% the seller will reimburse the purchaser by $___I ___________________________would like to place a Lump Sum bid of $_________________________ for the marked standing trees. Half of the payment (in the form of a money order/bank draft) will be made upon signature of the Timber Sale Agreement with the balance due before harvesting begins or with agreed terms from the Seller. The highest or any bid received not necessarily accepted. Bids can be sent directly to the seller __name and address__or_ faxed to Scott Davis (613) 258 – 8363 and will be accepted until 12:00 p.m. (noon) on ) -------------, 20--. All bids will remain sealed until opened by the Seller. ________________________________ DATE

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APPENDIX H GUIDELINES FOR SMALL-SCALE HARVESTING • • • • • • •

The objective of harvesting wood for personal use (non-commercial) and/or small-scale harvesting (firewood sale) should be part of your Management Forest Plan Consider hiring a certified Ontario Tree Marker to mark your woodlot or section of your woodlot with the objective of providing wood for personal use, i.e. fuel wood 10 cords/year (128 cubic meters) is considered personal use. If the landowner’s needs for personal use wood exceed this amount, the EOMF Project Coordinator should be contacted. Personal use wood must not be removed from a woodlot or portion thereof previously managed under the EOMF Forest Certification project. Consider site conditions prior to harvesting ie: it may be more appropriate to log when ground is frozen. For fuel wood, concentrate harvesting on Unacceptable Growing Stock trees not suitable for wildlife purposes. The EOMF will provide periodically - an “Introduction to Tree Marking” short course which will enable participating forest owners to mark their own fuel wood but this training would not be adequate for commercial harvest operations. Not all UGS trees should be removed Consider residual basal area, crown closure, variety of species, tree sizes. Priority for removal; Diseased trees ie: Nectria (Target canker), Eutypella (Cobra canker); Fomes rot, Hypoxylon fungus, armillaria, Beech Bark disease and Dutch Elm disease. Trees with insect borer wounds Trees with Low vigour Trees with dark-faced wounds Trees with open frost cracks Trees with black bark (mold fungi) Trees with severe lean or sweep

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APPENDIX I Document List Template for Community Forests Managers [outline details of the management structure for the Community Forest Managers, who is responsible for what, what is their relationship, and which components of the certified forest are they responsible for]

EOMF MOU between CFM & EOMF Forest Management MOU Management Plan 5 yr Operating Plan Harvest Plan Tender Package Harvest Contract Haul Tickets Cut Inspection EOMF Activity Assessment Report

Community Forest Forest Owner Manager Manager Manager Owner 1 Owner 2 1 2

With Checkmarks, identify who is responsible for each document. The purpose here is that the EOMF has a record of where all documents pertinent to forest management can be found. More documents can be added to this list as needed.

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APPENDIX J CHECKLIST FOR MINIMUM REQUIREMENTS: FOREST MANAGER

NAME:

Requirement

Documentation attached? Yes or No

Bachelor degree or related technical diploma in forest management or a combination of education and experience Agreement with EOMF Workplace Safety Insurance Board (WSIB) coverage General Liability Insurance with a minimum coverage of $1,000,000 Satisfactory record of compliance on certified properties

CHECKLIST FOR MINIMUM REQUIREMENTS: FOREST PLAN AUTHOR

NAME:

Requirement

Documentation attached? Yes or No

Full or Associate member of the Ontario Professional Foresters Association OR Forest Manager with demonstrated experience in preparing plans for small woodlots OR Landowner may prepare managed forest plan for his own property, however, it must be approved by either the EOMF Certification Project Coordinator or one of the qualified individuals mentioned above. CHECKLIST FOR MINIMUM REQUIREMENTS: FOREST OPERATIONS PRESCRIPTION (FOP) WRITER

Requirement

NAME:

Documentation attached? Yes or No

FOP must be certified by a Full or Associate member of the Ontario Professional Foresters Association CHECKLIST FOR MINIMUM REQUIREMENTS: PESTICIDE APPLICATOR

NAME:

Requirement

Documentation attached? Yes or No

Ministry of Environment Pesticide Applicator License Proper Insurance Coverage OR Landowner following SOP 4.2 & SOP 4.3 and MOE regulations

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CHECKLIST FOR MINIMUM REQUIREMENTS: TREE MARKER

APPENDICES

NAME:

Requirement

Documentation attached? Yes or No

NAME: Documentation attached? Yes or No

Workplace Safety Insurance Board (WSIB) coverage Minimum of $1,000,000 public liability and employer’s liability insurance Ministry of Labor chainsaw and/or skidder operator certification * Accredited professional logging courses * Accredited professional skidder operator courses *S102 Industrial Training Course for Basic Forest Fire Suppression Satisfactory record of compliance on certified properties * - if training is available CHECKLIST FOR MINIMUM REQUIREMENTS: COMPLIANCE MONITOR

NAME:

Requirement

Documentation attached? Yes or No

Demonstrated experience (or willingness to acquire training) in monitoring forest operations • Logging damage • Utilization • Road construction • Water crossing

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APPENDIX K Ontario’s Rare Forest Ecosystems

* From “A Silvicultural Guide to Managing Southern Ontario Forests” – Ontario Ministry of Natural Resources, 2000.

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APPENDIX L Chain-Of-Custody Certification Outsourcing Agreement A SmartWood Chain of Custody (CoC) certification contract allows a company or individual to use Forest Stewardship Council (FSC) approved and certified wood to produce a SmartWood certified product. In some cases, a company may wish to outsource some of the work that goes into manufacturing these products. If a SmartWood CoC certified company wishes to outsource manufacturing of certified wood products to another company or individual that is not certified, it is the SmartWood CoC certified company’s responsibility to get the non-certified outsourcing company/individual to sign the following agreement. SmartWood CoC Company Name: Certification #:

___Eastern Ontario Model Forest___ ___SW-FM/COC-232____________

As a SmartWood certified company outsourcing certified wood products, I agree to the following terms: • All certified wood sent to an outsourcing company/individual must be clearly marked as certified on the wood or load of wood itself (paint, tags, etc.) and on accompanying documentation (bills of lading, order forms, etc.) • The exact certified wood that is shipped to the outsourcing company/individual is the only wood to be used in the manufacturing of the desired outsourced wood product. • The outsourcing company/individual is fully aware of all the responsibilities outlined below. • The annual report to SmartWood must document dates and quantities (sent out and received) of outsourced materials. Company Representative: Brian Barkley, General Manager, Eastern Ontario Model Forest Signature and Date: __________________________________________________ Outsourcing Company/Individual Name: ______________________________ Street Address: ______________________________ Town, State, Zip: _______________ _______________ Phone: _______________________________ Fax: _______________________________ As an outsourcing company for certified wood products, a company must agree to the following terms: • The outsourcing company/individual will only use the wood sent to them by the SmartWood certified company. No other wood will be used in the job other than that which is sent specifically for certified use. • Products sent back to the SmartWood certified company were manufactured using only the certified wood sent to them by the certified company/individual. • The certified wood products sent back to the certified company will be labeled clearly as certified on all accompanying documentation (sales slips, bills of lading, shipping invoices, etc.) • The non-certified outsourcing company/indvidual can make no claims of being a chain of custody certified company/individual. Company Representative: ________________________________________ Signature and Date: _________________________________________

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APPENDIX M EOMF Forest Certification Program - Certified Maple Syrup Production Memorandum of Understanding Between: Eastern Ontario Model Forest & [insert Landowner Group name here] Member Between:

Eastern Ontario Model Forest P.O. Bag 2111 Kemptville, Ontario K0G 1J0

And:

Landowner Name

Landowner & Property Information: Names:

______________________________ ______________________________

Mailing Address:

Phone Number:

______________________________

Street

______________________________

Town, Province

______________________________

Postal Code

______________________________

Home

______________________________

Work or Alternate

Email Address:

______________________________

Property Size:

_________ acres (or ________ hectares)

Civic Address:

______________________________ (for property)

Average # of taps

_________

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Overview: Landowners belonging to one of the Landowner Groups certified within the EOMF Forest Certification Program can sell certified maple syrup by agreeing to the conditions outlined in this Memorandum of Understanding (MOU). Landowners may not sell their maple syrup as certified unless they are a member of one of the Landowner Groups certified within the EOMF Forest Certification Program AND they have signed a Certified Maple Syrup MOU with the EOMF.

The landowner and the EOMF mutually understand the following:

The EOMF agrees to: 7. Maintain the Certified Maple Syrup Production Policy – Policy 2.4 and the Certified Maple Syrup Production Standard Operating Procedure – SOP 8.0 of the EOMF Forest Certification Policies & Procedures Manual so they are in line with the most current and accepted FSC Standards for the Certification of Maple Sugaring Operations in Ontario. 8. Provide a copy of the FCS Standards for the Certification of Maple Sugaring Operations in Ontario. 9. Work with SmartWood and FSC Canada to ensure that maple standards are reasonable and that they are streamlined with all other legal requirements for maple operations in Ontario. 10. Maintain a database of current certified maple syrup producers within the EOMF Forest Certification Program which contains yearly data on number of taps, volume of certified syrup and sap produced, and volume of syrup and sap sold as certified.

The Landowner agrees to: 8. Follow all forest management requirements as outlined in the EOMF Forest Certification Policies & Procedures Manual. 9. Adhere to the requirements outlined in the Certified Maple Syrup Production Policy – Policy 2.4 and the Certified Maple Syrup Production Standard Operating Procedure – SOP 8.0 of the EOMF Forest Certification Policies & Procedures Manual. 10. Adhere to the Chain of Custody Policy – Policy 2.2 of the EOMF Forest Certification Policies & Procedures Manual for the production of certified maple syrup. 11. Adhere to the Labeling & Text Approval Policy – Policy 2.6 of the EOMF Forest Certification Policies & Procedures Manual for labeling maple syrup as certified. 12. Ensure that all invoices for certified syrup and sap sales are documented and stored for inspection and that these invoices include the EOMF certification code (SW-FM/COC-232). 13. Provide the EOMF with data on number of taps, volume of certified syrup and sap produced, and volume of syrup and sap sold as certified on a yearly basis. Furthermore, it is mutually agreed by the EOMF and the landowner that: • •

This agreement shall remain in effect for the term of the forest certification program or until a written request for removal is received by the EOMF from the landowner. The EOMF will keep all records confidential and will not distribute contact information without the consent of the participating forest owner.

Landowner: ________________________ Name

________________________ Signature

______________ Date

________________________ Signature

______________ Date

Eastern Ontario Model Forest: ____________________ General Manager

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APPENDIX N CORRECTIVE ACTION REQUEST (CAR) Purpose: The purpose of the corrective action request (CAR) is to request alternate or corrective measures to the implementation of any Policy or repeated non-compliances of forest management or any associated activities, which negatively affect the Forest Stewardship Council certificate. This is a standard procedure to request alternative action, and if compliance is followed the situation is completed. If non-compliance is continued, the Dispute Resolution Policy will proceed. The (CAR) should be viewed as a formal request to change actions. All information and detail will be kept confidential. Project Coordinator Date

___________________________________________ ___________________________________________

Name of person in non-compliance

_____________________________________

Contact Information

___________________________________________

Land Location

___________________________________________

Reason for Corrective Action _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Corrective Action Required and Timelines _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Comments of person in non-compliance _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Project Coordinator Comments Was resolution reached? ______________________ Was this a reasonable request for corrective action? ______________________ Is further corrective action required? ______________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________

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APPENDIX O Forest Stand Analysis Date: _____________________________ County

____________________FEC _______________________

Forest Mgr: ______________________ Township ___________________ Photo Reference _____________ Stand # __________________________ Soil Texture __________________ Moisture regime _____________ Map # ____________________________ Topography __________________ Physiography _____________

PRISM TALLY: 2 m²/ha STATIONS

STAND ANALYSIS TALLY TREE SIZE CLASSES

SPECIES

POLEWOOD 10-24 cm

AGS

SAWTIMBER

UGS

SMALL 26-36cm

MEDIUM 38-48cm

LARGE 50cm +

AGS

UGS

TOTAL ALL

UGS

AGS

Total Trees BA(m²/ha)** BA(m²/ha)Tot Target BA Ideal BA [Total Trees (

) X Basal area factor] / # of stations = Actual Basal area per hectare (

Species Comp Age Height Site Class Avg. Dbh Comments

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Access Mast Trees Cavity Trees Stick Nests Solitary Con.

)

Ground Cover Regen: Species Regen: Height Regen: Stocking

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APPENDIX P Prescription Analysis Document Certification: The following document represents the recommended forest operations prescriptions for the property owned by Name. The prescriptions are listed by compartment and are herby certified to be appropriate for the actual conditions encountered. This document can be considered

The application of the Professional Seal to this document signifies that the contents conform to the Code of Ethics and professional forestry standards.

valid for a period of one year from signing date. Name: ________________________ Date: _______________

Signature: ______________________________

Prescription Author (s): Name:

Signature: ____________________

Name:

Signature: ____________________

Landowner Verification The landowner herby acknowledges that he/she has reviewed and received a copy of the following Prescription Analysis. Name: Date: _______________

Signature: ______________________________

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Section 1 – Landowner Information Property Owner: Owner Address:

Contact Information: Home: Property Location:

Office:

Email:

Lot: Con: Township: County:

Section 2: Forest Compartment Map The forest compartment map was used for the determination on compartment areas, values location and stream buffers. The classification of forested areas into definable compartments of similar species is critical for the development of appropriate management prescriptions. Please note: compartment boundaries may differ from those identified in other management plans such as MFTIP which does not standardize a classification system. Data Source

FRI (1991) and OBM (1991) data were used to identify stand types and special features. Classification of FRI stands into Forest Compartments was done using the forest cover information provided in “A silvicultural guide to managing southern Ontario forests” (OMNR 2000)

*Insert a Forest Compartment Map here

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Section 2: continued Compartment Summary : Compartment Number

Forest Cover Type

Compartment Area (Hectares)

Compartment Area (Acres)

Total

Section 3: Inventory Collection Information Inventory data are used to develop management recommendations for the different compartments. The inventory summaries for each identified compartment are listed in Section 4 in both tabular and graphical form. The inventory results provide a basis by which one stand or forest type can be compared to what is recommended by forest managers. The inventory conducted for the purposes of this exercise should be updated before the next scheduled harvest or after 3-years from the date of the current inventory if no harvesting has taken place. Inventory Date

Inventory Crew Inventory Methodology

I certify that the data collected during the inventory was collected to the best of my ability and adequately represents the woodlot in which it was collected. Signature:_____________________________; Date: ________________

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APPENDICES

Section 4: Prescription Analysis Compartment 1 Total Compartment Area:

Hectares

Acres

General Forest Condition:

Access:

Lines and Boundaries: Line Type

Identification

Work Required

Compartment Values: Value

Description

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Prescription

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Compartment Working Area: Compartment working area is the area available for forest management activities. Areas identified as protection areas in the Compartment Values section have been removed from the Total Compartment Area

Total Compartment Area Less Identified Exclusion Areas Compartment Working Area

hectares

Inventory Summary (table and graph)

Table 1 Inventory data summary compartment 1 – Basal Area

Figure 1 Inventory data summary graph – Basal Area

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APPENDICES

Section 5: Compartment Treatment Prescription Name: Compartment: Compartment Treatment Prescription Total Area for Treatment (Ha) Description: Objectives: Tree Marking Paint Colour Trees to Harvest Trees to retain Boundaries Special features Prescription Details:

Harvest Activities Prescription:

Renewal and Tending:

*Fill out a Section 4 & 5 for each forest compartment covered within the Forest Operations Prescription.

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153

APPENDIX Q

Tree Marking -- Audit Report CONIFER Lot/Conc:

Auditor:

Township: Stand Number:

Auditor: Contractor: Landowner:

HARDWOOD Signature: Signature: Contract # : Date of Audit:

Field Tally Summary Total Number of Prism Plots = Plot

AGS Size Classes

Marked

UGS Residual

Marked

TOTAL Residual

Marked

Residual

1 2

Poles (10-24 cm)

Small Logs (26-40 cm)

Medium Logs (42-48 cm)

Large Logs (50 cm+)

Marked Residual BA

6 Total Number of Trees

2 BA (m /ha)

#DIV/0!

8 TOTAL -- BA (m2/ha)

#DIV/0!

95% Confidence Intervals for the Residual Basal Area (m2/ha) t-value =

2.776

% BA Marked =

#DIV/0!

Lower

#DIV/0!

Upper

#DIV/0!

12 13

Wildlife Attributes Cavity Trees Size Classes

Marked

Mast Trees

Residual

Marked

Conifers

Residual

Marked

15 Residual

Small Logs (26-40 cm)

Medium Logs (42-48 cm)

Large Logs (50 cm+)

19 20

Total Number of Trees Number per Hectare

Marked

Residual

Marked

Residual

Marked

Residual

#DIV/0!

Total per Hectare

#DIV/0!

95% Confidence Intervals for

Lower

Upper

Lower

Upper

Lower

Upper

Number Residual per Hectare

#DIV/0!

26 27

Tree Infractions Summary & Tree Marking Quality (TMQ) Assessment

28 29

1 - Paint Application

2 - Spacing

3 - Species Priority

4 - Quality Choice

5 - Size Priority

Total

Number of Infractions

30 31 32

TMQ = TT (total number of trees assesses) - TTI (total number of infractions recorded)/TT * 100

33 34

TMQ =

(TT

TMQ =

TTI) 0

* 100

= TMQ

35 #DIV/0!

36 37

95% Confidence Intervals for the TMQ

Lower

#DIV/0!

Upper

#DIV/0!

39 40 41

Stand Level Infractions Summary and Overall Audit Rating

42 43

Stand Level Infractions Code A

Marked in Reserves

Overall Rating Satisfactory

Unsatisfactory

N/A

________

44 45

ACCEPTABLE ________

Marked Outside Block

N/A

________

IRM Considerations

________

Residual Basal Area

________

Residual Crown Closure

________

UNACCEPTABLE ________

Form: OSI.09.07.98.aud-report

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

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APPENDIX R Raptor Nest Form Date: ____________20 . .

Forest Manager Name ________________________________ Forest Owner Name Lot ______

________________________________

Conc ______

Township _________________

Nest No. on the attached map Nest Active

Yes 

No 

Unsure 

hawk species

probable hawk species

_______________

__________________

Evidence of Activity • • •

bird(s) present (describe) __________________________________________ other __________________________________________________________ (consider: whitewash, green decoration, fresh sticks (white ends visible), down feathers, eggshells nearby)

none 

Nest features or Number of nests in a colony __________________ (describe condition below, skip other features)

•

Location in the tree & height ______________________________

•

Size of nest: width ______________ depth________________

•

size of sticks _____________________

•

nest condition _____________________

Nest tree •

tree species ______________

•

tree diameter DBH _____________cm

•

tree was marked with (paint / tape /color) _________________________________

Appropriate Buffer Implemented __________________________________ Location & Comments (describe and/or draw; if GPS data – indicate NAD)

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Raptor Nest reporting procedure Any new nest believed to be constructed or used by a raptor must to be reported to the landowner for updating the Managed Forest Plan and to the EOMF Project Coordinator for updating valuesâ&#x20AC;&#x2122; database. When a nest or colony of nests is located on landowner property: 1) If nest encountered during marking operation: mark nest tree with blue ring and a letter N. Follow AOC guidelines (SOP 1.5 Areas of Concern). If marking operation not involved, mark tree with blue tape for follow-up. 2) Fill in the Raptor Nest Form. 3) Mark the location on FRI map as accurately as possible. Use 6 mark to pinpoint. Map should be suitable for standard (black & white) photocopy. 4) Number multiple nests on the map (see next step). Reference the nest number on the form. 5) Treat a colony as one entity, i.e. no need to number individual nests, but try to indicate the extent of the colony by multiple x-marks or an outline of the colony. Note: the distance from a shore of a wetland is important for AOC planning. 6) Submit a package of Form(s) and map(s) to landowner and EOMF Project Coordinator for further processing. When nests are located outside landowner property within a distance that would clearly affect landowner property according to the AOC prescriptions in the EOMF Forest Certification Policies and Procedures Manual: follow steps 2 â&#x20AC;&#x201C; 6 above.

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APPENDICES

APPENDIX S TREE SPECIES OF CONCERN Species

Conservation Concern

Note

Black Spruce

Southern edge of range/ limited distribution

groups/stands of trees

White Spruce Hackberry Black Maple Shagbark Hickory American Elm *

Northern limit of range/ limited distribution Rare Shagbark Hickory in northern section of District uncommon Dutch Elm disease

Pitch pine

Scattered stands/ limited distribution

White Oak Butternut *

Northern Limit in northern section of District Butternut canker

Red spruce

Limited distribution

Black ash Hemlock

Reduced abundance Reduced abundance

groups/stands of trees groups/stands or individual trees groups/stands or individual trees groups/stands of trees/ note regeneration Large trees > 50cm dbh and disease free stands and individual trees/ note presence absence of regeneration groups/stands or individual trees Note any trees and presence/absence of canker groups/stands or individual trees Record groups of trees groups/stands of trees

* Record location and forward information to: Forest Gene Conservation Association Suite 233, 266 Charlotte St. Peterborough ON K9J 2V4 barb.boysen@mnr.gov.on.ca Tel: Fax:

705-755-3284 705-755-3292

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

APPENDICES

APPENDIX T

EASTERN ONTARIO MODEL FOREST BILL OF LADING 00001 Certificate Code: SW-FM/COC-232 Landowner ___________________________ Contractor/Operator _____________________

Date _____________________________ AM Time Out of Bush _________________PM

Lot/Concession _________________________

Destination _______________________

Township _____________________________

Vehicle ID _______________________

Other _________________________________

Vehicle Type ______________________ Pieces/Volume

Product (Circle) Veneer Sawlogs Boltwood Tree Length Pulp

Chips

Fuelwood Other ________________

Species

Driver’s Signature _______________________________ ------------------------------------------------------------------------------------------------------------------------White – 1st copy (Landowner; deposit in box at harvest site) Blue – 3rd copy (Stays in book (EOMF) Yellow – 2nd copy (Contractor/Operator) White – 4th copy (Destination)

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APPENDICES

APPENDIX U EOMF – Forest Certification Program Forest Operations Activity Assessment Report In accordance with Principle 8 – the Eastern Ontario Model Forest shall monitor to the scale and intensity of forest management on properties included in their certified pool. This monitoring will assess the condition of the forest, yields of forest products, management activities, social, economic & environmental impacts. The EOMF Certification monitoring program will reflect the scale of operations and forest management responsibility. For members of the Forest Certification Program this activity assessment may be performed by EOMF certification staff or a suitable agent of their choice. Forest Owner

________________________________________________

Forest Manager

_______________________________________________

Date

_______________________________________________

Checklist & Comments Outline of Forest Management Activities Planned:

For Harvested Areas outline: volume, products, utilization, post harvest condition:

Environmental Impact Considerations – flora, fauna, water, HCVF, habitat:

Economic Impact Considerations – payment to owner, contactor, efficient operation: The Forest Manager and EOMF Forest Certification Program representative believe that that the above mentioned forests are currently being managed in accordance with the Principles and Criteria of the Forest Stewardship Council and are compliant with all roles and responsibilities of the Memorandum of Understanding

______________________ Eastern Ontario Model Forest Name:

Information Report NO. 51 v. 2

___________________________ Forest Manager Name:

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EOMF FOREST CERTIFICATION POLICIES AND PROCEDURES MANUAL

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APPENDIX V EOMF Forest Operation Inspection Report BACKGROUND INFORMATION Landowner

Land Size

Date

County

Township

Y Year

Purpose of Inspection ti

Start-up Partial

w- Follow-up to Report # ___________ Audit R Final Report # ___________

In-Progress Completed

Method of Inspection Aerial

Ground

Additional Information

Remote Sensing

Other

Observations In Compliance Y N Not Checked

Activity

Significance

Comments

Access Aggregate C Water Crossing A.O.C. Harvest u Wasteful Practice Wood Measurement/Movement Renewal g Tending Protection General Additional Information Attached

Map I ncluded

DESCRIPTION OF DESIRABLE/UNDESIRABLE SITE CONDITIONS OBSERVED (I.E. INSECT DAMAGE, BLOWDOWN, WASHOUTS, TC.) Indicate Number of Road Washouts

Action Requested (immediate) Action Requested (long term)

Follow-up

Follow-up Actions: Date

None

Investigations Inspector’s Name

Information Report NO. 51 v. 2

CAR

Further Inspections

Communicate with landowner

Inspector’s Signature

Training Required Sent to EOMF

160

APPENDIX W - LOGGING DAMAGE ASSESSMENT Silvicultural System: Lot/Conc Township: Stand Number:

Inspector Auditior: Contractor: Landowner:

Signature: Signature: Date:

Comments:

Plot#

Poles 10-24cm AGS

UGS

Small Log 26-40cm AGS

UGS

Medium 42-48cm AGS

UGS

Large Log 50cm+ AGS

UGS

Total All Sizes AGS

Total

Comments

UGS Total:

Damaged (major) Undamaged

Skid Trails Encountered (m) Damaged (major)

Moderate:

Major:

Extreme:

Total:

Moderate:

Major:

Extreme:

Total:

Moderate:

Major:

Extreme:

Total:

Moderate:

Major:

Extreme:

Total:

Moderate:

Major:

Extreme:

Total:

Moderate:

Major:

Extreme:

Total:

Moderate:

Major:

Extreme:

Total:

Moderate:

Major:

Extreme:

Total:

Moderate:

Major:

Extreme:

Total:

Moderate:

Major:

Extreme:

Total:

Undamaged

Skid Trails Encountered (m) Damaged (major)

Undamaged

Skid Trails Encountered (m) Damaged (major)

Undamaged

Skid Trails Encountered (m)

Damaged (major) Undamaged

Skid Trails Encountered (m)

Damaged (major) Undamaged

Skid Trails Encountered (m) Damaged (major)

Undamaged

Skid Trails Encountered (m)

Damaged (major) Undamaged

Skid Trails Encountered (m) Damaged (major)

Undamaged

Skid Trails Encountered (m)

Damaged (major) Undamaged

Total Skid Trails Encountered(m)

Summary

Total Trees Damaged

Total Residual BA of Stand:

Total Tree Undamaged

BA With Major Damage:

BA Damaged BA Undamaged BA Damaged BA Undamaged

AGS

UGS

% BA With Major Damage: Cruise Line Distance (m): Skid-Trails encountered (m): % of Stand Covered by Skid-trails:

161

APPENDIX X - Utilization Summary -- Field Tally Lot/Conc:

Auditor:

Signature:

Township :

Auditor:

Signature:

Stand Number :

Contractor:

Date:

Landowner:

Line No.

Compass Bearing :

Area Surveyed :

m (length) X 10 m (width)

Area Inspected :

ha. (1 ha = 10,000 m2)

ie s

INSPECTION

WASTEFUL PRACTICES

Sp ec

CRITERIA

Diameter

Conifer

Hi gh

Swd Hwd TOTAL

Conifer Swd

Lo n

gB ut ti

Hwd

TOTAL

be r-

Cu t

Conifer Swd

er ch

Ti m

Hwd

TOTAL

Un cu

Conifer Swd

er ch

Tr ee

Hwd

TOTAL

ge d

Tr ee s

Conifer Swd

Lo d

Hwd

Tr e

es -

Cu t

TOTAL Conifer

ke d

Swd

Un m ar

Hwd

Conifer Swd Hwd

Tr e

es Un c

TOTAL

COMMENTS :

162

APPENDIX Y Fuel and Oil Spills Accidental Discharge Report Form Name of Company or Contractor

Date of Report

Location Township

Lot

Concession

More Specific Location of Spill (i.e. On Road, Landing, along skid trail etc.) (Include a sketch of more exact location on back of this sheet)

Yes

Was spill in, or did it get into any water or water body?

if yes, name if applicable

Was spill near any water or body of water?

if yes, name if applicable

Is area restricted from public access?

Time Date of Spill:

What time did it occur?

How long did the discharge last?

Product and Volume of Spill ///

Adverse Effects lits or gal

What was spilled?

Estimate of How Much was Spilled

What caused the spill? (i.e.. hose or fitting broke etc.)

What contributed to the cause? (i.e.. stick or stake caught hose, wear, stick slipped and hit fitting, etc.)

Were there any adverse effects observed or potential adverse effects?

Action Taken What was done to contain the Spill? By whom?

When?

What was done to clean up the Spill?

By whom?

When?

Disposal of Contaminated Material How was Contaminated material disposed of?

Where was material disposed of? By whom?

When?

Name of author of this report

Signature

Contractor name if different from above

Signature

163