provincial guidebook for resource clerks - mfr

Table of Contents

Provincial Guidebook for Resource Clerks Version 1.0 - March 31, 2009 i

Provincial Guidebook for Resource Clerks

Version 1.0 March 31, 2009

Ministry of Forests and Range Resource Tenures and Engineering Branch

Table of Contents

Provincial Guidebook for Resource Clerks Version 1.0 - March 31, 2009 ii

Table of Contents Preface ........................................................................................................................................................ ix

The Guidebook.......................................................................................................................ix Links for Resource Clerks ...................................................................................................... x

Application and Information Links for Resource Clerks ...............................................xi Tips for Resource Clerks...................................................................................................... xiii

Local Procedures........................................................................................................ xiii Hard Copy File Creation............................................................................................. xiii Electronic Submissions and Scanned Documents..................................................... xiii

Acknowledgements ..............................................................................................................xiv Guidebook Change Record...................................................................................................xv

SECTION 1: TENURE ADMINISTRATION SYSTEMS.............................................................................. 1 1.1 Forest Tenure Administration (FTA)......................................................................... 1

1.1.1 Introduction...................................................................................................... 1 1.1.2 FTA Tenure Statuses ...................................................................................... 2 1.1.3 FTA Cut Block Statuses .................................................................................. 4

1.2 BCTS Admin................................................................................................................ 5

1.2.1 Introduction...................................................................................................... 5 1.2.2 Instructions for Launching BCTS Admin ......................................................... 6

1.3 GENUS (Cengea) ........................................................................................................ 7

1.3.1 Introduction...................................................................................................... 7 1.3.2 Instructions for Launching GENUS ................................................................. 8 1.3.3 Instructions for Accessing TSL in GENUS ...................................................... 9

1.4 Client Management System (CLIENT) .................................................................... 10

1.4.1 Introduction.................................................................................................... 10 1.4.2 Finding a Client.............................................................................................. 11 1.4.3 Adding a New Client ...................................................................................... 12 1.4.4 Updating a Client ........................................................................................... 14 1.4.5 Limited Partnerships in CLIENT .................................................................... 15 1.4.6 Firms in CLIENT............................................................................................ 16 1.4.7 Clients Under 18............................................................................................ 17 1.4.8 Non-BC Company Clients ............................................................................. 17 1.4.9 Non-BC Individual Clients ............................................................................. 17

1.5 Accounts Receivable Management (ARM)............................................................. 18

1.5.1 Introduction.................................................................................................... 18 1.5.2 ARM Contacts ............................................................................................... 18 1.5.3 Procedures for New Applications and Extensions ........................................ 19

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1.5.4 Procedures for Receipt of Payments............................................................. 20 1.5.5 Non-Negotiable Securities............................................................................. 22 1.5.6 FML Guidelines ............................................................................................. 23 1.5.7 Entering General Payments in FML .............................................................. 25 1.5.8 Entering Trust Deposit (Security Deposit) in FML......................................... 26 1.5.9 Entering Bid Deposit in FML.......................................................................... 27 1.5.10 Entering Standing Bid Deposit in FML .......................................................... 28 1.5.11 Releasing Bid Deposits ................................................................................. 29 1.5.12 Releasing Security Deposits ......................................................................... 29 1.5.13 Viewing Trust Accounts................................................................................. 30

1.6 Corporate Reporting System (CRS) ....................................................................... 32

1.6.1 Introduction.................................................................................................... 32 1.6.2 Generating CRS Reports............................................................................... 32

1.7 BC OnLine (Corporate Registry Search)................................................................ 33

1.7.1 Introduction.................................................................................................... 33 1.7.2 Checking Company Status............................................................................ 34

1.8 WorkSafeBC (Workers’ Compensation Board of BC)........................................... 35

1.8.1 Introduction.................................................................................................... 35 1.8.2 Obtaining WorkSafeBC Clearance Letter...................................................... 35

SECTION 2: GENERAL TENURE ADMINISTRATION PROCEDURES................................................. 36 2.1 Advertising................................................................................................................ 36

2.1.1 Introduction.................................................................................................... 36 2.1.2 Advertising Contacts...................................................................................... 38 2.1.3 Advertising Procedures ................................................................................. 39 2.1.4 Public Affairs Bureau (PAB) Procedures....................................................... 41 1. Advertising Placement Order (APO) Form ........................................ 42 2. Communications Project Approval (CPA) Form ................................ 43 3. Blanket Advertising Placement Order (APO)..................................... 44 4. Ad Sizing............................................................................................ 44 5. Advertising STOBs............................................................................. 44 6. Advertising Timelines......................................................................... 44

2.2 FS 3 Amendment ...................................................................................................... 45

2.2.1 Introduction.................................................................................................... 45 2.2.2 FS 3 Amendment Procedures ....................................................................... 46 2.2.3 FS 3 Amendment Sample Wording............................................................... 47 2.2.4 FS 3 Amendment Sample Letters ................................................................. 48 1. FS 3 Initial Cover Letter – Sample #1................................................ 48 2. FS 3 Final Cover Letter (Optional) – Sample #1 ............................... 48 3. FS 3 Initial Cover Letter – Sample #2................................................ 49 4. FS 3 Final Cover Letter (Optional) – Sample #2 ............................... 49

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2.3 Annual Billing for Special Use Permits and Woodlot Licences........................... 50

2.3.1 Introduction.................................................................................................... 50 2.3.2 Coast Region Annual Billing Procedures ...................................................... 51 1. Print Annual Rent Report ................................................................... 51 2. Print Assessment Roll Report for Special Use Permits ..................... 52 3. Calculate Annual Rent for Special Use Permits ................................ 53 4. Update FTA for Special Use Permits................................................. 54 5. Update FTA for Woodlot Licences..................................................... 54 6. Release Annual Rent Preparation ..................................................... 55 7. Verify and Print Copies of Invoices (Optional) ................................... 56 2.3.3 Northern Interior Region Annual Billing Procedures ..................................... 57 1. Print Annual Rent Report ................................................................... 57 2. Calculate Annual Rent for Special Use Permits ................................ 58 3. Update FTA for Special Use Permits................................................. 59 4. Update FTA for Woodlot Licences..................................................... 59 5. Release Annual Rent Preparation ..................................................... 60 6. Verify and Print Copies of Invoices (Optional) ................................... 61 2.3.4 Southern Interior Region Annual Billing Procedures..................................... 62 1. Print Annual Rent Report ................................................................... 62 2. Calculate Annual Rent for Special Use Permits ................................ 63 3. Update FTA for Special Use Permits................................................. 64 4. Annual Rent for Woodlot Licences .................................................... 64 5. Release Annual Rent Preparation ..................................................... 65 6. Verify and Print Copies of Invoices (Optional) ................................... 66 2.3.5 Manual Invoicing Procedures – Northern Interior Region ............................. 67 2.3.6 Manual Invoicing Procedures – Coast and Southern Interior Regions ......... 69

2.4 Full Release of Security Deposit (FS 45D) ............................................................. 70

2.4.1 Introduction.................................................................................................... 70 2.4.2 Operations Deposit Release Procedures...................................................... 71

2.5 Private Timber Mark ................................................................................................. 73

2.5.1 Introduction.................................................................................................... 73 2.5.2 Assisting Private Timber Mark Clients........................................................... 74 2.5.3 Private Timber Mark Procedures................................................................... 75 2.5.4 Renewal of Private Timber Mark ................................................................... 77 2.5.5 Amendment and Extension of Private Timber Mark...................................... 77

2.6 Helpful Hints on Preparing Letters ......................................................................... 78

2.6.1 Hidden Text ................................................................................................... 78 2.6.2 Text Blocks .................................................................................................... 79 2.6.3 One Page or Two? ........................................................................................ 79 2.6.4 Two or More Pages ....................................................................................... 79 2.6.5 Ministry of Forests and Range (MFR) Correspondence Standards.............. 80

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SECTION 3: TIMBER TENURES ............................................................................................................. 83 3.1 Woodlot Licence (WL).............................................................................................. 84

3.1.1 Introduction.................................................................................................... 84 3.1.2 Woodlot Licence Tendering and Issuance Procedures................................. 86 1. Creating Tender Package.................................................................. 86 2. On First Day of Advertising................................................................ 87 3. On Tender Opening Day.................................................................... 88 4. After Evaluation.................................................................................. 89 5. After Administrative Review............................................................... 90 3.1.3 Woodlot Licence Replacement Procedures .................................................. 94 3.1.4 Woodlot Licence Administrative Review Sample Letter and Table............... 96 1. WL Administrative Review Sample Letter.......................................... 96 2. WL Administrative Review Sample Table for Release to All Applicants .............................................................. 97

3.2 Cutting Permit (CP) .................................................................................................. 98

3.2.1 Introduction.................................................................................................... 98 3.2.2 Issuing Cutting Permit ................................................................................... 99 3.2.3 Extending Cutting Permit............................................................................. 103 1. Expiry ............................................................................................... 103 2. Extension ......................................................................................... 103 3.2.4 Amending Cutting Permit ............................................................................ 106 3.2.5 Closing Cutting Permit................................................................................. 108 3.2.6 Postponing or Rescinding Cutting Permit.................................................... 109 1. Postponement.................................................................................. 109 2. Rescindment .................................................................................... 110 3.2.7 Cutting Permit Sample Letters .................................................................... 111 1. CP Extension Letter ......................................................................... 111 2. CP Amendment Letter ..................................................................... 111 3. CP Cancellation and Replacement Letter........................................ 112 4. CP Revised Page Letter .................................................................. 112 5. CP Postponement Letter.................................................................. 113 6. Rescindment of CP Postponement Letter ....................................... 113

3.3 Forestry Licence to Cut (FLTC)............................................................................. 114

3.3.1 Introduction.................................................................................................. 114 3.3.2 Unique Requirements for FLTC Licence Types .......................................... 115 3.3.3 Issuing Forestry Licence to Cut................................................................... 117 3.3.4 Amending or Extending Forestry Licence to Cut......................................... 123 3.3.5 Closing Forestry Licence to Cut .................................................................. 124

Decision Matrix for Closing FLTC ......................................................... 124 3.3.6 Forestry Licence to Cut Sample Letters ...................................................... 125 1. FLTC Disallowance Letter................................................................ 125 2. FLTC Initial Cover Letter – No Payment Requested ....................... 125 3. FLTC Initial Cover Letter – Payment Requested............................. 126 4. FLTC Extension Letter ..................................................................... 126 5. FLTC Closure Letter ........................................................................ 127

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3.4 Occupant Licence to Cut (OLTC).......................................................................... 128

3.4.1 Introduction.................................................................................................. 128 3.4.2 Issuing Occupant Licence to Cut................................................................. 130 3.4.3 Extending Occupant Licence to Cut ............................................................ 135 3.4.4 Amending Occupant Licence to Cut............................................................ 136 3.4.5 Closing or Cancelling Occupant Licence to Cut.......................................... 137 1. Introduction ...................................................................................... 137 2. Closure or Cancellation Procedures ................................................ 137 3.4.6 Occupant Licence to Cut Sample Letters.................................................... 139 1. OLTC Initial Cover Letter Requesting Signatures ........................... 139 2. OLTC Extension Letter .................................................................... 139 3. OLTC Closure Letter – Sample #1 .................................................. 140 4. OLTC Closure Advisory Letter – Sample #2.................................... 140

3.5 Special Use Permit (SUP) ...................................................................................... 141

3.5.1 Introduction.................................................................................................. 141 3.5.2 SUP and OLTC Combination ...................................................................... 143 3.5.3 Issuing Special Use Permit ......................................................................... 144 3.5.4 Special Use Permit Expiry Notice................................................................ 148 3.5.5 Replacing Special Use Permit..................................................................... 149 3.5.6 Closing or Cancelling Special Use Permit................................................... 151 3.5.7 Special Use Permit Sample Letters............................................................. 152 1. SUP Letter Regarding Non-Forest Use ........................................... 152 2. SUP Disallowance Letter ................................................................. 152 3. SUP Letter Requesting Deposit ....................................................... 153 4. SUP Issuance Cover Letter ............................................................. 153 5. SUP Letter Regarding Transfer of Administration ........................... 154 6. SUP Expiry Notice Letter – Sample #1............................................ 154 7. SUP Expiry Notice Letter – Sample #2............................................ 155 8. SUP Expiry Notice Letter – Sample #3............................................ 156 9. SUP Replacement Letter ................................................................. 157 10. SUP Amendment Letter .................................................................. 157 11. SUP Termination Letter................................................................... 158 12. SUP Closure Letter ......................................................................... 158

3.6 Road Permit (RP) .................................................................................................... 159

3.6.1 Introduction.................................................................................................. 159 3.6.2 Issuing Road Permit .................................................................................... 160 3.6.3 Amending Road Permit ............................................................................... 164 3.6.4 Closing and Deactivating Road Permit or Road Section............................. 167 3.6.5 Road Permit Sample Letters ....................................................................... 169 1. RP Cover Letter ............................................................................... 169 2. RP Amendment Letter ..................................................................... 170 3. RP Letter re Deletion of Portion of Road Permit.............................. 171 4. RP Closure Letter ............................................................................ 172

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3.7 Road Use Permit (RUP).......................................................................................... 173

3.7.1 Introduction.................................................................................................. 173 3.7.2 Issuing Road Use Permit............................................................................. 174 3.7.3 Amending Road Use Permit........................................................................ 176 3.7.4 Closing Road Use Permit ............................................................................ 178 3.7.5 Road Use Permit Sample Letters................................................................ 179 1. Links to RUP Sample Letters........................................................... 179 2. RUP Letter to New Prime User........................................................ 180 3. RUP Letter Advising of New Prime User ......................................... 181 4. RUP Amendment Letter................................................................... 182

3.8 Free Use Permit (FUP)............................................................................................ 183

3.8.1 Introduction.................................................................................................... 18 3.8.2 Types of Free Use Permit.............................................................................. 19

3.9 Commercial Christmas Tree Permit (CTP)........................................................... 185

3.9.1 Introduction.................................................................................................. 185 3.9.2 Issuing Christmas Tree Permit .................................................................... 186 3.9.3 Amending Christmas Tree Permit ............................................................... 190 3.9.4 Replacing Christmas Tree Permit ............................................................... 190 3.9.5 Closing Christmas Tree Permit ................................................................... 190 3.9.6 Christmas Tree Permit Sample Letters ....................................................... 191 1. CTP Disallowance Letter ................................................................. 191 2. CTP Initial Cover Letter.................................................................... 191 3. CTP Final Cover Letter (Optional) ................................................... 192 4. CTP Closure Letter .......................................................................... 192

SECTION 4: BC TIMBER SALES PROCEDURES................................................................................ 193

4.1 BCTS Registration.................................................................................................. 193

4.1.1 Introduction.................................................................................................. 193 4.1.2 BCTS Registration Procedures ................................................................... 194 4.1.3 BCTS Registration Sample Letters ............................................................. 197 1. Welcome Letter to New BCTS Registrant ....................................... 197 2. BCTS Letter to Ineligible Applicant .................................................. 199

4.2 BCTS Advertising ................................................................................................... 200

4.2.1 Introduction.................................................................................................. 200 4.2.2 Naming Convention for BCTS Advertisement Titles ................................... 201 4.2.3 BCTS Advertising Procedures..................................................................... 202

4.3 BCTS Security Deposit .......................................................................................... 204

4.3.1 Introduction.................................................................................................. 204 4.3.2 Acceptable BCTS Security Deposits ........................................................... 205 4.3.3 BCTS Security Deposit Procedures ............................................................ 206

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4.4 BCTS Deposit Release (FS 45D) ........................................................................... 207

4.4.1 Introduction.................................................................................................. 207 4.4.2 BCTS Partial Release of Security Deposit .................................................. 208 4.4.3 BCTS Full or Final Release of Security Deposit ......................................... 212 4.4.4 BCTS Deposit Release Sample Letters ...................................................... 215 1. BCTS Letter Requesting Amendment to Letter of Credit ................ 215 2. BCTS Partial Deposit Release – Initial Fax ..................................... 216 3. BCTS Partial Deposit Release Letter .............................................. 217 4. BCTS Partial Deposit Release Letter – Safekeeping Agreement.... 218 5. BCTS Full Deposit Release Letter................................................... 219

4.5 BCTS Transfer of Tenure Agreement ................................................................... 220

4.5.1 Introduction.................................................................................................. 220 4.5.2 Timber Sale Licence Transfer Procedures.................................................. 222 4.5.3 Timber Sale Licence Transfer Sample Letters............................................ 226 1. BCTS Transfer Cannot Proceed Letter............................................ 226 2. BCTS Notice to Proceed with Disposition Letter ............................. 227

SECTION 5: BC TIMBER SALES TENURES ........................................................................................ 228 5.1 Timber Sale Licence (TSL)..................................................................................... 228

5.1.1 Introduction.................................................................................................. 228 5.1.2 Preparing TSL Tender Package.................................................................. 230 5.1.3 Opening TSL Tenders ................................................................................. 232 5.1.4 TSL No Bid Procedures............................................................................... 233 5.1.5 TSL Re-Tendering Procedures ................................................................... 234 5.1.6 TSL Tied Bid Procedures ............................................................................ 235 5.1.7 TSL Bidder Eligibility.................................................................................... 236 5.1.8 TSL Bid Deposits......................................................................................... 238 5.1.9 Issuing Timber Sale Licence ....................................................................... 239 5.1.10 Extending Timber Sale Licence................................................................... 242 1. Introduction ...................................................................................... 242 2. Legislation........................................................................................ 242 3. BCTS Advisory Bulletins .................................................................. 242 4. TSL Extension Procedures .............................................................. 243 5.1.11 Closing Timber Sale Licence....................................................................... 245 5.1.12 TSL Sample Letters..................................................................................... 246 1. TSL Award Letter ............................................................................. 246 2. TSL Final Award Letter .................................................................... 247 3. TSL Late Tender Letter.................................................................... 248 4. Return of TSL Security Letter .......................................................... 249 5. TSL Extension Letter – Requirement for Extension Fee ................. 250 6. TSL Extension Letter – Extension Granted ..................................... 251 7. TSL Extension Letter – Extension Granted and

Fee Waiver Process Explained........................................................ 252

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Provincial Guidebook for Resource Clerks Version 1.0 - March 31, 2009 ix

5.2 BCTS Road Permit (RP) ......................................................................................... 253

5.2.1 Introduction.................................................................................................. 253 5.2.2 Issuing Road Permit .................................................................................... 254 5.2.3 Closing and Deactivating Road Permit........................................................ 256

5.3 BCTS Forestry Licence to Cut (FLTC).................................................................. 257

5.3.1 Introduction.................................................................................................. 257 5.3.2 Unique Requirements for BCTS Forestry Licence to Cut ........................... 258 5.3.3 Issuing BCTS Forestry Licence to Cut ........................................................ 259 5.3.4 Amending or Extending BCTS Forestry Licence to Cut .............................. 261 5.3.5 Closing BCTS Forestry Licence to Cut........................................................ 262

Index......................................................................................................................................................... 263

Preface

Provincial Guidebook for Resource Clerks Version 1.0 - March 31, 2009 x

Preface The Guidebook

Guidebook Contents

Table of Contents........................................................................................i-viii Preface .......................................................................................................ix-xv Section 1: Tenure Administration Systems...............................................1-35 Section 2: General Tenure Administration Procedures...........................36-82 Section 3: Timber Tenures....................................................................83-192 Section 4: BC Timber Sales Procedures .............................................193-227 Section 5: BC Timber Sales Tenures ..................................................228-262 Index ............................................................................................................ 263

The Provincial Guidebook for Resource Clerks is intended to assist Resource Clerks with the administrative procedures related to forest use agreements. The Guidebook provides references, guidance, procedures, and sample letters applicable to the most common circumstances, from the tenure application stage to the closure stage. You may wish to print the Guidebook and insert section tabs corresponding to the sections above, as well as copies of local forms and letters that will enhance the generic content of the Guidebook. Where circumstances vary or the process is more complex, the suggested procedures and letters should be adjusted to accommodate the situation. However, it is mandatory to follow legislated requirements set out by the Forest Act, the Forest and Range Practices Act, the Forest Practices Code of British Columbia Act, and the associated Regulations, and users should always seek advice from the appropriate subject experts when necessary. The Guidebook will be updated periodically, but users should record changes in their printed copies as they become aware of them in order to keep the printed versions as current as possible.

Guidebook Contact

Submit suggestions for Guidebook corrections and new content to:

Trudy Perrin, Resource Clerk, DSC: [email protected] Operations Division, Provincial Resource Clerk Leadership Team

Marilynne Foulston, Resource Clerk PGBA: [email protected] BC Timber Sales, Resource Clerk Leadership Team

mailto:[email protected]


Preface

Provincial Guidebook for Resource Clerks Version 1.0 - March 31, 2009 xi

Links for Resource Clerks 1. This Guidebook does not provide information that is available elsewhere so you should use it

in conjunction with the appropriate forms, templates, documents, legislation, regulations, manuals, and instructions.

2. You must arrange for access to the applications you need to use.

3. Useful application and information links for Resource Clerks are listed in the table on the following pages, and direct links are also provided throughout the Guidebook when they are relevant to specific procedures.

4. If a direct link to an application or form fails, access the Applications Index or Forms Index and find the link to the application or form you need.

Applications Index: http://gww.for.gov.bc.ca/gscripts/his/apb/list.asp Forms Index: http://gww.for.gov.bc.ca/gscripts/his/forms/forms.asp

5. To use a link in the Guidebook, hold down the <Ctrl> key on your keyboard and click on

the link. If you do not navigate to the target site, right-click on the link and then click on Open Hyperlink in the displayed menu.

6. When you navigate to a target site that you need to use frequently, you can Bookmark it for quicker access or set it as a Favourite link.

http://gww.for.gov.bc.ca/gscripts/his/apb/list.asp

http://gww.for.gov.bc.ca/gscripts/his/forms/forms.asp

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Provincial Guidebook for Resource Clerks Version 1.0 - March 31, 2009 xii

Application and Information Links for Resource Clerks

Acronyms and Initialisms (Ministry of Forests and Range)

http://www.for.gov.bc.ca/hfd/library/documents/acronyms/Acronyms_August2007.pdf

Application Index (BC Forest Service Applications)


ARM (Accounts Receivable Management)

http://apps22.for.gov.bc.ca/arm/

BC Forest Service Intranet (BC Forest Service Internal Website)

http://gww.for.gov.bc.ca/

BC OnLine (BC Corporate Registry)

https://www.bconline.gov.bc.ca/

BCTS Admin (BC Timber Sales Registration)

http://gww.for.gov.bc.ca/bcts/admin/

BCTS Intranet (BC Timber Sales Internal Website)

http://gww.for.gov.bc.ca/bcts/

BCTS Public Website (BC Timber Sales External Website)

http://www.for.gov.bc.ca/bcts/

CAS (Corporate Accounting System)

http://gww.cas.gov.bc.ca/

CLIENT (Client Management System)

http://apps22.for.gov.bc.ca/client/

CRS (Corporate Reporting System)

http://apps28.for.gov.bc.ca/crsrm/

Exhibit A Manual (Geomatics Draft Manual)

https://sharepoint.forests.gov.bc.ca/GEOMATICSFORUM/Exhibit%20A%20Manual%20Update%20Project/Edited%20Draft%20-%20Exhibit%20A%20Manual%20-%20January%202009.doc

Business View: Billing Process (Harvest Billing Diagram)

http://gww.for.gov.bc.ca/his/bic/Business/Billing/index.htm

Forest Regions and Districts http://gww.for.gov.bc.ca/mof/regdis.htm

ForesTree (BC Forest Service Subject Experts)

http://gww.for.gov.bc.ca/gscripts/his/ftre/index.asp

Forms Index (BC Forest Service Forms)


FTA (Forest Tenure Administration)

http://apps12.for.gov.bc.ca/fta/





http://gww.for.gov.bc.ca/





http://gww.cas.gov.bc.ca/



https://sharepoint.forests.gov.bc.ca/GEOMATICSFORUM/Exhibit A Manual Update Project/Edited Draft - Exhibit A Manual - January 2009.doc




http://gww.for.gov.bc.ca/his/bic/Business/Billing/index.htm

http://gww.for.gov.bc.ca/mof/regdis.htm

http://gww.for.gov.bc.ca/gscripts/his/ftre/index.asp



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Provincial Guidebook for Resource Clerks Version 1.0 - March 31, 2009 xiii

GAS (General Appraisal System)

http://apps26.for.gov.bc.ca/gas/

GBS (General Billing System)

http://apps22.for.gov.bc.ca/gbs/

GENUS (BC Timber Sales – Cengea-Forest)

http://gww.for.gov.bc.ca/bcts/genus/

Glossary of Forest Terms (Ministry of Forests and Range)

http://www.for.gov.bc.ca/hfd/library/documents/glossary/Glossary.pdf

HBS (Harvest Billing System)

http://apps15.for.gov.bc.ca/hbs/

Key Applications: The Big Picture (Ministry Application Connections)

http://www.for.gov.bc.ca/ftp/his/external/!publish/OnLineClassroom/Big_Picture/The%20Big%20Picture%20-%20Version%206_1.ppt

Ministry of Forests and Range (BC Forest Service External Website)

http://www.gov.bc.ca/for/

Official Notices (BC Government Statutory Notices)

http://apps23.for.gov.bc.ca/notices/init.do

RTEB (Resource Tenures and Engineering

Branch, Victoria)

http://gww.for.gov.bc.ca/hth/

SCS (Scale Control System)

http://apps27.for.gov.bc.ca/scs/

SharePoint Home Page (Ministry of Forests and Range)

https://sharepoint.forests.gov.bc.ca/default.aspx

SharePoint Tenure Forms https://sharepoint.forests.gov.bc.ca/hthAdmin/Tenure%20Documents/Forms/AllItems.aspx

SharePoint Tenure Information https://sharepoint.forests.gov.bc.ca/hthAdmin/default.aspx

SOSS (Sign-Out Safety System)

http://apps30.for.gov.bc.ca/soss/

Tenure Transfers http://www.for.gov.bc.ca/hth/ForestRevitalization/TenureTransfer.htm

Timber Tenure System (Quick Reference)

http://www.cortex.ca/TimberTenSysWeb_Nov2001.PDF

WorkSafeBC http://www.worksafebc.com/insurance/managing_your_account/clearance_letters/default.asp

http://apps26.for.gov.bc.ca/gas/





http://apps15.for.gov.bc.ca/hbs/

http://www.for.gov.bc.ca/ftp/his/external/!publish/OnLineClassroom/Big_Picture/The Big Picture - Version 6_1.ppt



http://www.gov.bc.ca/for/


http://gww.for.gov.bc.ca/hth/

http://apps27.for.gov.bc.ca/scs/

https://sharepoint.forests.gov.bc.ca/default.aspx

https://sharepoint.forests.gov.bc.ca/hthAdmin/Tenure Documents/Forms/AllItems.aspx


https://sharepoint.forests.gov.bc.ca/hthAdmin/default.aspx

http://apps30.for.gov.bc.ca/soss/

http://www.for.gov.bc.ca/hth/ForestRevitalization/TenureTransfer.htm

http://www.for.gov.bc.ca/hth/ForestRevitalization/TenureTransfer.htm

http://www.cortex.ca/TimberTenSysWeb_Nov2001.pdf

http://www.worksafebc.com/insurance/managing_your_account/clearance_letters/default.asp


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Provincial Guidebook for Resource Clerks Version 1.0 - March 31, 2009 xiv

Tips for Resource Clerks

Local Procedures The Guidebook describes certain tasks using the term local procedures. You should complete these tasks in accordance with the established local procedures for your District Office or your Timber Sales Office.

Hard Copy File Creation The Guidebook provides the standard file designations for specific tenures. You should create hard copy files in accordance with local procedures using the standard file designations.

Electronic Submissions and Scanned Documents When the client submits an application electronically, the Ministry response must also be sent electronically, not in a mailed hard copy. A scanned PDF signature is legal provided that the entire document, including the Exhibit A map, is scanned and issued as one PDF document. Do not scan only the signature page, and do not scan portions of the document as separate attachments. One single PDF document must be issued electronically exactly as one document would be issued if you were mailing it.

Preface

Provincial Guidebook for Resource Clerks Version 1.0 - March 31, 2009 xv

Acknowledgements The Ministry of Forests and Range acknowledges the valued contribution of the Timber Clerks and Resource Clerks who initially prepared a draft guidebook for Resource Clerks several years ago. Their work provided significant value to the current endeavour. We also acknowledge the contribution of Resource Clerks across the province who submitted source material to the Resource Clerk Leadership Team in 2008 to support the development of the Guidebook. Finally, we particularly appreciate the work done by the members of the Provincial Resource Clerk Guidebook Working Group who assisted in developing Version 1.0 of the Guidebook.

Provincial Resource Clerk Guidebook Working Group Version 1.0

Trudy Perrin Resource Clerk DSC (Project Lead)

Angela Bono Resource Clerk TST Marilynne Foulston Resource Clerk TPG Darci Hamilton Business Officer TKA Judy Martin Resource Clerk TKA Judy Nitschke Resource Clerk TCH Geraldine Pritchard Resource Clerk TSN Lisa Racine Resource Clerk TOC Tracy Skakun Resource Clerk DCC Sandra Smith Resource Clerk DPC Susan Taylor Customer Service Clerk DQU Sandy Thon Resource Clerk DOS Marlene Yasko Resource Clerk DHG (DQC)

Lola Mehlenbacher Consulting Writer and Editor

Preface

Provincial Guidebook for Resource Clerks Version 1.0 - March 31, 2009 xvi

Guidebook Change Record

Version Issue Date Brief Description of Changes

1.0 March 31, 2009 Original version.

Section 1: Tenure Administration Systems – FTA

Provincial Guidebook for Resource Clerks Version 1.0 - March 31, 2009 1

SECTION 1: TENURE ADMINISTRATION SYSTEMS

1.1 Forest Tenure Administration (FTA) 1.1.1 Introduction

FTA is a web-based system that assists the Ministry of Forests and Range to manage timber, range, road, and recreation tenures, issue permits, and process Exhibit A maps. It is linked to several other business-support systems used by the Ministry. FTA functionality includes a secure Electronic Submission Framework (ESF) that accepts attribute and spatial data submitted by forest and range tenure holders. The system can receive spatially-enabled forest tenure data and operational feature classes from business clients, and uses conflict-resolution functionality to protect those clients’ interests. Link

BC Forest Service Learning Store: http://www.learningestore.com/bcmof

Forest Tenure Administration (FTA): http://apps12.for.gov.bc.ca/fta/

FTA Status Procedures, 1998: http://www.for.gov.bc.ca/hth/documents/ftas-status-codes.htm

Online FTA and ESF Classroom: http://www.for.gov.bc.ca/ftp/his/external/!publish/OnLineClassroom/FTA_ESF/

FTA Notes

Use the Notes tab in FTA to record important information about the tenure.

Never make unprofessional or confidential comments in Notes. Printing and Regenerating Exhibit A Maps

When the APP (Approved) button is available, you can print copies of Exhibit A map(s). Normally you will click on Y in the Map column to open the Exhibit A map and then print the copies you need. You can also access Map Feature to print the Exhibit A map along with the feature image maps, which are printed when the Exhibit A map is unreadable.

If you get a message stating that the Exhibit A needs to be regenerated, click on Regenerate and wait until the regeneration has been completed. The regeneration implements changes that have been made to the Exhibit A map.

Then print the regenerated Exhibit A map and attach it to the tenure document, replacing the old version with the new one.

http://www.learningestore.com/bcmof


http://www.for.gov.bc.ca/hth/documents/ftas-status-codes.htm

http://www.for.gov.bc.ca/hth/documents/ftas-status-codes.htm

http://www.for.gov.bc.ca/ftp/his/external/!publish/OnLineClassroom/FTA_ESF/



1.1.2 FTA Tenure Statuses Normal File Status Sequence

PE PL PP PI HA HI LC HC Definitions

Status Definition

PE – Pending Electronic Application has been submitted electronically through ESF.

PL – Planned TSL Used only for timber sales created through the BC Timber Sales planning process. Most information is estimated/ planned, particularly dates and areas.

PP – Proposed Licence information is being used by appraisal staff and cruise has begun.

PI – Pending Issuance Licence has been advertised and appraised, and tenders have been prepared.

or ESF submission has been made by licensee, permittee, or

Geomatics staff. or Legal document has been prepared for signature.

HA – Awarded Tenders have been opened and licence has been awarded, subject to the approval of the District Manager,1 Timber Sales Manger, or Regional Manager.

or Dually-signed tenure documents for Woodlot Licence or

Forestry Licence to Cut have been sent out for signature.

HI – Issued This status is invoked when tenure is approved in the FTA Inbox.

Legal tenure documents have been signed and issued to licensee or permittee.

Tenure information or permit/mark information is now linked to Ministry's scaling and billing systems because of status HI.

1 District Manager or DDM (Delegated Decision Maker).



LC – Logging Complete Normal or primary harvesting is complete but waste and residue may still be harvested and billed. Primary harvesting has finished and the logs are either decked or removed from the Cut Block. LC status does not mean that all harvesting obligations have been completed.

or Normal or primary harvesting is complete on all Cut Blocks.

Waste and residue may still be harvested and billed. Primary harvesting has finished and logs are either removed from all Cut Blocks or decked. All Cut Blocks are at LC status.

HC – Closed Harvesting activity and obligations on the tenure have been completed, and the tenure file is closed in FTA.

HX – Cancelled Licence has been cancelled by the Ministry. Note: HX status is not used if the licence has finished its

normal life cycle.

HS – Suspended Licence has been suspended by the Ministry.



1.1.3 FTA Cut Block Statuses Normal Block Status Sequence

PE PL PP HB LC S Definitions

Status Definition

PE – Pending Electronic Application has been submitted electronically through ESF.

PL – Planned TSL Planned Cut Block for a Timber Sale Licence issued by BC Timber Sales or Planned Cut Block on a Cutting Permit submitted by a Licensee.

PP – Proposed Gross Area and Net Area have been confirmed.

HB – Approved Cut Block is approved, harvesting has begun, the Initial Inspection is scheduled, and the Harvest Start Date has been entered.

LC – Logging Complete Normal or primary harvesting is complete. Waste and residue may still be harvested and billed, and other obligations may still be pending.

S – Silviculture Harvesting activities and obligations on the Cut Block have all been completed and responsibility for the Cut Block passes from Timber staff to Silviculture staff.

Section 1: Tenure Administration Systems – BCTS Admin


1.2 BCTS Admin 1.2.1 Introduction

BCTS Admin is used to manage BC Timber Sales data and registrants. It is linked to FTA and CLIENT, and is accessed through Citrix by authorized BCTS employees. Links

BC Timber Sales: http://www.for.gov.bc.ca/bcts/

BCTS Admin User Guide: http://gww.for.gov.bc.ca/bcts/admin/helpguide.pdf

Citrix Connection Instructions: http://gww.for.gov.bc.ca/bcts/genus/connection.htm

FAQs: http://gww.for.gov.bc.ca/bcts/admin/faq.htm

Launch BCTS Admin Application: http://gww.for.gov.bc.ca/bcts/admin/


http://gww.for.gov.bc.ca/bcts/admin/helpguide.pdf

http://gww.for.gov.bc.ca/bcts/genus/connection.htm

http://gww.for.gov.bc.ca/bcts/admin/faq.htm


Section 1: Tenure Administration Systems – BCTS Admin


1.2.2 Instructions for Launching BCTS Admin 1. Access this website: http://gww.for.gov.bc.ca/bcts/admin/.

2. Click on Launch BCTS Admin Application.

3. Log in using your IDIR User name and Password.

4. Click on FOR.

5. Click on FOR Applications.

6. Click on BCTS_Admin.

7. Click on BCTS Admin again.

8. A security warning displays. Click on Ok.

9. The “Starting BCTS Admin” message displays. The system checks your credentials and then removes the message.

10. Specify your Oracle ID (IDIR user name).

11. Specify your Citrix password. (The password is assigned to you when you are given access to BCTS Admin.)

12. Click on Ok.

13. BCTS Admin displays on your screen.


Section 1: Tenure Administration Systems – GENUS (Cengea)


1.3 GENUS (Cengea) 1.3.1 Introduction

Name of Application The name of this application was in transition when Version 1.0 of the Guidebook was being written. It was called Cengea Forest-Resources when launched, but thereafter was variably called GENUS or Cengea. It is called GENUS in Version 1.0 Guidebook.

Use of Application

GENUS is used by BC Timber Sales to track and schedule forest management activities, including the annual sales schedule. It is accessed through Citrix by authorized BCTS employees. Links

Citrix Connection Instructions: http://gww.for.gov.bc.ca/bcts/genus/connection.htm

FAQs: http://www.for.gov.bc.ca/pscripts/pab/fordisc/view_discussion.asp?TopicID=51

Launch GENUS Application: http://gww.for.gov.bc.ca/bcts/genus/

Training and Support: http://gww.for.gov.bc.ca/bcts/genus/training.htm

User Guides: http://gww.for.gov.bc.ca/bcts/genus/manuals.htm

http://gww.for.gov.bc.ca/bcts/genus/connection.htm

http://www.for.gov.bc.ca/pscripts/pab/fordisc/view_discussion.asp?TopicID=51


http://gww.for.gov.bc.ca/bcts/genus/training.htm

http://gww.for.gov.bc.ca/bcts/genus/manuals.htm



1.3.2 Instructions for Launching GENUS 1. Access this website: http://gww.for.gov.bc.ca/bcts/genus/.

2. Click on Launch GENUS Application.

3. Log in using your IDIR User name and Password.

4. Click on FOR.

5. Click on FOR Applications.

6. Click on Cengea Forest.

7. Click on Resources.

8. A security warning displays. Click on Ok.

9. The “Starting Resources” message displays. The system checks your credentials and then removes the message.

10. The “Logon to Cengea Forest-Resources” message displays. Click on Ok.

11. To navigate through GENUS, first click on the Navigation icon:

12. Then proceed as outlined on the next page.




1.3.3 Instructions for Accessing TSL in GENUS 1. Launch GENUS as explained on the previous page.

2. Click on the Navigation icon:

3. Expand your Business Area and right-click on your Business Area name.

4. Click on Search. Then click on Basic.

5. Specify the TSL number and click on Ok.

6. GENUS highlights the specified TSL in the displayed list.

7. Double-click on the highlighted TSL to select it.

8. GENUS displays the selected TSL and the functional tabs that are used for managing the TSL data.

9. For instructions on updating TSL data in GENUS, see Section 5.1: Timber Sale Licence.

Section 1: Tenure Administration Systems – CLIENT


1.4 Client Management System (CLIENT) 1.4.1 Introduction

CLIENT is the system used by the Ministry of Forests and Range to manage the names, addresses, and business relationships of corporate clients and individuals who do business with the Ministry. Links

Client Administration E-Mail Address: [email protected]

Client Information Form: http://icw.for.gov.bc.ca/hva/client/cliform.PDF

Client FAQs: http://icw.for.gov.bc.ca/iscripts/pab/fordisc/view_discussion.asp?topicid=65

Client Management System (CLIENT): http://apps22.for.gov.bc.ca/client/

Client Quick Reference Pamphlet: http://icw.for.gov.bc.ca/hva/client/quickref-pamphlet.PDF

Client User Guide: http://icw.for.gov.bc.ca/hva/rh/client/index.htm CLIENT Notes

Use the Notes feature in CLIENT to record relevant information about the client.

Never make unprofessional or confidential comments in Notes.


http://icw.for.gov.bc.ca/hva/client/cliform.pdf

http://icw.for.gov.bc.ca/iscripts/pab/fordisc/view_discussion.asp?topicid=65


http://icw.for.gov.bc.ca/hva/client/quickref-pamphlet.pdf

http://icw.for.gov.bc.ca/hva/client/quickref-pamphlet.pdf

http://icw.for.gov.bc.ca/hva/rh/client/index.htm



1.4.2 Finding a Client 1. Access CLIENT: http://apps22.for.gov.bc.ca/client/.

2. On the home page, hover over the Search tab and select Client Search.

3. Enter the Client Number or Client Name (surname). You can specify the applicant’s first name or initial but sometimes “less is better” when searching.

4. If the applicant is not a registered client, add the client as outlined in Section 1.4.3: Adding a New Client.

5. If the applicant is a registered client, the client record displays. Check the details and ensure that all the information is correct (address, phone number, and other details). For instructions on updating the information, see Section 1.4.4: Updating a Client.




1.4.3 Adding a New Client

1. Ask the applicant to complete a Client Information Form, which is available at:

https://sharepoint.forests.gov.bc.ca/CLIENT/Help%20Resources/cliform.pdf

Note: This applies only if the required information is not already available. For example, a Private Timber Mark Application contains all the necessary information if it has been completed correctly.

2. You must also enter the company’s signing authority as a client so you must have the necessary information to do that as well.

3. Before you create a registered client record for a company, you must ensure that the company is in good standing with the Province of British Columbia by checking BC OnLine. You will need a BC OnLine userid to do this.

4. Access BC OnLine: https://www.bconline.gov.bc.ca/.

Enter your User ID and Password, and click on Sign On.

Select the Corporate Registry radio button and click on Submit.

Note: When using this system, you must always use the Submit button. Never use the <Enter> button on your keyboard.

Click on Go to Corporate Online.

Click on Registry Search.

Specify search criteria for either a or b. The search defaults to “active” companies.

Click on Next.

In the Corporate Name Index screen, select the appropriate company.

Click on Proceed to Payment.

Click on Pay Now.

Click on View Corporate Summary.

Ensure that the company’s Annual Report is up-to-date. If it is not, the company may be defunct.

Print a copy of the summary if appropriate.

5. If the company is not in good standing, a warning message displays (see Section 1.7: BC OnLine). Check with your supervisor for direction. You may be asked to advise the company that it cannot be registered as a client until the problem is rectified.

https://sharepoint.forests.gov.bc.ca/CLIENT/Help Resources/cliform.pdf




6. If the company is in good standing, or if the new client is an individual, add the new client as outlined below.

If the new client is a company, you must also add the person(s) with signing authority for the company and then relate the person(s) to the company in CLIENT. That process is also outlined below.

Access CLIENT: http://apps22.for.gov.bc.ca/client/.

On the home page, hover over the Client tab and select Client Maintenance.

Enter the Client Name.

Check to ensure that the client is not already registered with a shorter name and/or different address.

Note: The applicant may be registered as Tom instead of Thomas, for example. If you find a similar name, click on the Client Number and check the ID (driver’s licence number or birth date).

If changes are required, see Section 1.4.4: Updating a Client.

A registered client may currently have a new address so investigate to ensure that the client is really a new one, usually by comparing ID information.

If you are confident that the new client is not registered in the CLIENT system, proceed to register the new client.

On the home page, hover over the Client tab and select Client Maintenance.

Enter the applicable information, click on Save to save the data, and record the Client Number for the client.

If the new client is a company, repeat the above steps for the person(s) with signing authority for the company. Then click on Save and record the Client Number(s) for the person(s) with signing authority.

To relate the company to the person(s) with signing authority, return to the Client Number for the company, click on Related Client, enter the applicable information (i.e., relationship from drop-down menu, related client number, location, etc.), and then click on Save.




1.4.4 Updating a Client 1. Access CLIENT: http://apps22.for.gov.bc.ca/client/.

2. On the home page, hover over the Search tab and select Client Search.

3. Enter the Client Number or Client Name (surname). You can specify the applicant’s first name or initial but sometimes “less is better” when searching.

4. If the applicant is a registered client, the client record displays. (If the client is not registered, see Section 1.4.3: Adding a New Client.)

5. Check the client details to ensure that all the information is correct (address, phone number, and other details).

6. Update the information if appropriate:

You cannot update a client name directly. If the client is a company, first check BC OnLine to ensure that you have the correct legal company name.

To correct a client name, click on Send CLIADMIN Request and send a note requesting that the client name be updated. Specify the Client Number, the current Client Name, and the legally correct client name.

To correct other client information, including the address, phone number, and e-mail address, follow these instructions:

In the drop-down menu on the home page, select Client Maintenance.

Enter the Client Number and click on Go.

Select the Client Location tab at the top of the screen.

Click on the appropriate location (e.g., 00) and the system displays the client information.

Enter the appropriate updates and then click on Save.




1.4.5 Limited Partnerships in CLIENT A Limited Partnership is not a legal entity but rather a business relationship between two or more legal entities. In the CLIENT system, the following rules apply to Limited Partnerships:

1. Only CLIADMIN can add or update this type of client.

2. If the appropriate information is not provided and entered for this type of client, business with the Ministry of Forests and Range will not be permitted.

3. A copy of the Limited Partnership Certificate or “register of partners” must be provided to CLIADMIN, listing the names and most recent addresses of all the partners. The Client Administrator will keep the Limited Partnership Certificate on file.

4. A Client Number will be issued to the Limited Partnership. The General Partner’s mailing address will usually be the primary mailing address and will therefore be the 00 location in CLIENT.

5. All partners will be entered as contacts, together with their most recent addresses, e-mail addresses, and phone numbers.



1.4.6 Firms in CLIENT

Note

A company must be registered in the BC Corporate Registry in order to do business in British Columbia.

The Ministry can conduct business only with legal entities. For the CLIENT system, a legal entity is defined as being one of these five entities:

an individual a registered corporation a registered society a registered association a registered Indian Band

Firms are not registered companies so they cannot be entered into CLIENT. A firm in the form of a sole proprietorship comes into existence when an individual begins to carry on business. The person can conduct business under his or her own name or under a chosen business name. A chosen business name must be registered but that is merely the registration of a name, not the registration of a company. There is no distinction between a sole proprietorship and the person who is the sole proprietor. All business benefits go to the individual and all business liabilities are the individual's responsibility. If a firm wants to do business with the Ministry, the client is either an individual proprietor who is responsible for the firm or a registered company that is responsible for the firm. In either case, the responsible party is “doing business as” the firm. In the CLIENT system, enter the legal entity that is responsible for the firm.

If an individual proprietor is responsible for the firm, that individual must be entered as the client and the firm’s name must be added to the Comment line for the individual after DBA (“doing business as”).

If a registered company is responsible for the firm, that company must be entered as the client. The company’s registration number should be specified and the firm’s name must be added to the Comment line for the registered company after DBA (“doing business as”).



1.4.7 Clients Under 18 Clients under the age of 18 may be encountered during enforcement of Section 46 (1.1) of the Forest and Range Practices Act and campfire ban legislation. To address this situation, the following CLIENT procedures are in place:

Only CLIADMIN can add a client under the age of 18.

Compliance and Enforcement staff and Scaling staff submit their requests for the registration of under-18 clients to the appropriate staff member at the District or Regional level.

That staff member contacts CLIADMIN, specifying that the client is under 18 and asking that the under-18 person be added as a client.

CLIADMIN adds the under-18 client and returns the Client Number to the requestor.

1.4.8 Non-BC Company Clients

A non-BC company can be entered into CLIENT but this must be done by CLIADMIN. Click on Send CLIADMIN Request and send a note requesting that the company be added. Provide the relevant reasons and ask to be advised of the Client Number for the new client.

1.4.9 Non-BC Individual Clients A person who is not a BC resident can be entered into CLIENT but that person must have valid, government-issued ID (for example, an Alberta Driver Licence), which can then be entered as Extra Provincial Driver Licence.

Section 1: Tenure Administration Systems – ARM


1.5 Accounts Receivable Management (ARM) 1.5.1 Introduction

ARM is the system used by the Ministry of Forests and Range to manage the accounting records of companies and individuals who do business with the Ministry. It displays debit transactions (invoices), credit transactions (payments), and the client’s current account balance. Resource Clerks are frequently required to check a client’s account information in ARM. Help When you access a screen in ARM, you can click on Help to display information about how to use the screen and what functions are performed by the buttons on that screen. Links

Accounts Receivable Management (ARM): http://apps22.for.gov.bc.ca/arm/

Forest Revenue Extranet: http://frb.rev.gov.bc.ca/ (link for ACK codes)

1.5.2 ARM Contacts

Headquarters and Coast Region

Generic Mailbox SBR G FRB (RCO) SBR:EX

Northern Interior Region

Generic Mailbox SBR G FRB (RNI) SBR:EX

Southern Interior Region

Generic Mailbox SBR G FRB (RSI) SBR:EX


http://frb.rev.gov.bc.ca/



1.5.3 Procedures for New Applications and Extensions When you receive a new tenure application or an application for a tenure extension, you must check ARM to ensure that the client’s account is not outstanding or suspended.

1. Have the Client Number at hand before accessing ARM.

2. Access ARM: http://apps22.for.gov.bc.ca/arm/.

3. Select Account Inquiry and click on Enter.

4. Select Account Summary and click on Enter.

5. Specify the Client Number and Location code in the Client/Acct fields and click on Enter at the bottom of the screen.

or Specify the Client Name in the Client Name field and click on Search at the bottom of the screen.

Note: If this is a new client that has not yet been added to the CLIENT system, ARM may display a message indicating that no records have been found.

6. Ensure that the Client Status is Active.

7. Ensure that the client’s current account is not outstanding or suspended. Accounts that are 29 days and over must be settled before any tenure or contract can be issued.

Note

Check with your supervisor regarding local procedures for handling situations involving outstanding accounts.




1.5.4 Procedures for Receipt of Payments

1. Ensure that all cheques, bank drafts, and money orders are made payable to the Minister of Finance.

2. You may accept personal cheques for all payments except security deposits, which must be in the form of a certified cheque, bank draft, or money order.

3. Stamp the back of the cheque, bank draft, or money order with the District or Timber Sale Office “deposit only” stamp.

4. Enter the payment into ARM as explained in Section 1.5.7: Entering General Payments in FML.

5. Clearly record the payment number on the front, bottom, right-hand corner of the copy of the cheque being sent with the payment. The copy provides Forest Revenue Branch, Ministry of Finance, with a single piece of paper documenting the history of the payment:

a. date payment received by District or Region b. payment number c. distributions instructions, if applicable d. date received by Forest Revenue Branch e. employee who entered the payment data and distribution instructions

6. Send payments daily to Forest Revenue Branch, Ministry of Finance, in Victoria to avoid delays in processing.

7. You can accept cash at the District level but you should take it to a CIBC bank and convert it into a money order made payable to the Minister of Finance. CIBC does not charge the Ministry for this conversion.

Note: Several Districts do not have access to a CIBC outlet. If you must send a cash payment (paper and/or coin currency) to Forest Revenue Branch, Ministry of Finance, send the pink copy of the receipt with the payment. Section 7.3.9 of the Core Policy Manual strongly discourages the remittance of cash through the mail. Instead, a money order should be purchased and forwarded to Forest Revenue Branch as described above.

8. If one money order is purchased to cover several individual payments made in cash, each payment should be entered separately in the Financial Mail List (FML) and have its own payment number. At the end of the Comment line, specify MO to indicate “money order.” Attach the individual receipts to the money order.



9. Bank drafts and money orders are accepted by CIBC for up to five years. Therefore, if you receive a bank draft or money order dated within the last five years, accept it and enter it into the FML.

If you use the payment date shown on the bank draft or money order, the FML will flag the payment as stale-dated (over six months old) and require you to re-direct the payment.

To avoid this, assign a “cheque date” that is within the last six months.



1.5.5 Non-Negotiable Securities1 1. Non-cash deposits—Safekeeping Agreements (SKA) and Letters of Credit (LOC)—

should be sent to Forest Revenue Branch, Ministry of Finance, as soon as they are received.

Forest Revenue Branch will ensure that these deposits are recorded in the clients’ Trust Accounts.

2. Safekeeping Agreements must be in the name of the licensee.

3. A Safekeeping Agreement or Letter of Credit must cover only one individual licence, not multiple licences. It is very difficult to release a non-negotiable security when harvesting activity or obligations have not been completed on all the licences.

4. A Safekeeping Agreement is an acceptable security for Standing Bid Deposits. The description on the Schedule A of the Safekeeping Agreement should read “Standing Bid Deposit for Timber Sale Licences.”

5. Letters of Credit must always contain the Evergreen Clause verbatim: Evergreen Clause

This letter of credit shall be deemed to be automatically extended (for one year from the present or any future expiry date) without any formal amendment unless thirty days prior to the present expiry or any such future expiry date as automatically extended we shall notify you in writing that we elect not to extend the Letter of Credit for any further period and at the same time forward to you together with such written notice of election a bank draft payable to the Minister of Finance in the amount of $______, less any amount previously paid under this Letter of Credit.

1 Note: The information on this page applies only to tenure-related securities.

Safekeeping Agreements and Letters of Credit related to contracts are managed in accordance with local procedures.



1.5.6 FML Guidelines

Note

Enter the payor’s name exactly as it appears on the cheque except for individuals, for whom you enter the surname first.

1. Before entering a payment into the Financial Mail List (FML), ensure that you are in the appropriate Regional Org Unit in ARM (Coast, Northern Interior, or Southern Interior). If you are not, change it in the ARM Main Menu using Select Org Unit.

2. The payor name entered in the FML must be the individual or business that is making the payment—that is, the name on the face of the cheque. A third party may be making the payment rather than the licensee.

3. An individual’s name must be entered with the surname first, followed by the given name(s) exactly as they appear on the cheque. However, it is not necessary to enter Mr., Mrs., or Ms., even if it appears on the cheque.

Exception: If the cheque is from Mr. and Mrs. John Smith and no given name is provided for Mrs. Smith, use Mr. and Mrs. as shown in the table below.

4. If there is more than one individual’s name on the cheque, the names should be entered exactly as they appear on the cheque. Thus, if the cheque uses “and,” “or,” or an ampersand (&) to separate the names, enter the name text exactly as it appears on the cheque. If there is no separator between the names on the cheques, use a forward slash to separate the names.

5. Do not use the “last name first” rule for a company name that includes the name of an individual. Enter the company name exactly as it appears on the cheque as shown for John Brown Logging Ltd. in table below. It is not necessary to type the periods after Ltd. and Co.

Names on Cheque FML Entry

Jack and Jill Jones Jones, Jack and Jill

Jack Jones & Jill Jones Jones, Jack & Jones, Jill

Mr. Steve Smith Mrs. Susan Smith

Smith, Steve/Smith, Susan

Mr. and Mrs. John Smith Smith, Mr. and Mrs. John

John Brown Logging Ltd. John Brown Logging Ltd



6. Company names should be spelled out in full as they appear on the cheque.

If the cheque is from International Forest Products Limited, for example, enter the company name exactly that way (do not shorten it to Interfor).

7. Security Deposits (Trust Deposits), Bid Deposits, and Standing Bid Deposits must be entered using a specific format on the Comment line as outlined on the following pages.

8. Use the Comment line to provide information about general payments that are to be entered into the General Leger rather than the client’s account (e.g., 1st year’s Annual Rent, Scaler’s Fee, Cash Sales, etc.) and to provide the appropriate ACK code (e.g., ACK=SCF - followed by your District Code).

9. See Section 1.5.7: Entering General Payments in FML for specific instructions on entering payments into the FML.



1.5.7 Entering General Payments in FML

1. Access ARM: http://apps22.for.gov.bc.ca/arm/.

2. Select Cash Management and click on Enter.

3. Select Financial Mail List and click on Enter.

4. If your Org Unit is not displayed at the top of the screen, click on Application Home, select Org Unit, specify the correct Org Unit, and click on Enter. Then click on Exit to return to the Financial Mail List.

5. Scroll forward by clicking on the > button at the bottom of the screen until you reach the first empty Payor data entry line.

6. Then click on Update. Some fields change from green to white, making the white fields available to you for data entry.

7. Enter the appropriate payment details for the first payment in the appropriate fields, ensuring that you also follow the standards outlined in these sections:

Section 1.5.6: FML Guidelines Section 1.5.8: Entering Trust Deposit (Security Deposit) in FML Section 1.5.9: Entering Bid Deposit in FML Section 1.5.10: Entering Standing Bid Deposit in FML

8. Then enter the next payment, and the next one, and so on, until you have entered all the payments for the day. Click on the > button as necessary to scroll forward to empty data entry lines.

9. Once you have entered all the payments for the day, click on Enter.

10. FML asks you to confirm the data. Once you are sure that all the data is correct, change the N (No) to Y (Yes) and click on Enter.

11. ARM returns you to the first entry on the FML screen, and it has assigned a payment number to each payment. Scroll through the payments using the > button until you reach the first of your new payment entries.

12. Record the payment number for each payment on the front, lower, right-hand corner of the copy of the cheque being sent to Forest Revenue Branch with the payment.

13. Once you have recorded all the payment numbers, send the original cheques and copies to Forest Revenue Branch, Ministry of Finance, and place appropriate copies on file in accordance with local procedures.




1.5.8 Entering Trust Deposit (Security Deposit) in FML 1. As stated above, the payor name entered in the FML must be the name of the

individual or business that is making the Trust Deposit (Security Deposit) payment—that is, the name on the face of the cheque. When a third party is providing the Trust Deposit, the licensee is not the payor.

2. For reporting purposes, it is mandatory to use this specific format (order) in the FML Comment line:

Licence # - e.g., A12345, S56789, R16543, RUP1234 Cash - to differentiate from a Safekeeping Agreement or

Letter of Credit Licensee Name - differs from payor if cheque is from a third party Licensee Client Number - from CLIENT system District Code - where sale is administered BCTS - if applicable

3. Safekeeping Agreements and Letters of Credit are not entered in the FML but are

forwarded to Forest Revenue Branch, Ministry of Finance.

4. The terms Trust, THV, THG, or THK are not to be used in the Comment line.

5. If the payment is split between Trust and an ACK code such as SBB, it should be very clear on the Comment line how many dollars apply to which code.

Example of Comment format for Trust Deposit:

A12345, CASH, BLUE MOUNTAIN LOG SALES, CL 3532, TST, BCTS

Example of Comment format for split payment (Trust and ACK code):

A12345, CASH $1000, SBB $500, BLUE MTN, CL 3532, TST, BCTS

6. There are only 64 character spaces available on the Comment line so it may be necessary to abbreviate the client name at times (Blue Mtn) in order to ensure that all the other information can be entered there.



1.5.9 Entering Bid Deposit in FML 1. If the sale is to be awarded within 30 days of the opening, do not enter Bid Deposits

in the FML or send them to Forest Revenue Branch, Ministry of Finance. The District Office or Timber Sales Office should hold under-30 day Bid Deposits and return them to the unsuccessful bidders when the sale is awarded.

2. If the sale is to be awarded 31 days or more after the opening, do enter Bid Deposits in the FML using the established format with the word “BID” at the beginning of the Comment line as shown in the example below, and send these Bid Deposits to Forest Revenue Branch, Ministry of Finance.

Specify the intended licensee’s Client Number in the Comment line, regardless of the name of the payor.

The Comment line format (order) for Bid Deposits sent to Forest Revenue Branch, Ministry of Finance, is as follows:

BID Licence # Cash Licensee Name - intended licensee if sale is awarded; may not be payor Client Number - intended licensee District Code - District that received the payment BCTS - if applicable

Example of Comment format for Bid Deposit:

BID, A12345, CASH, BLUE MOUNTAIN LOG SALES, CL 3532, TST, BCTS



1.5.10 Entering Standing Bid Deposit in FML 1. If a Standing Bid Deposit is in the form of a Safekeeping Agreement or Letter of

Credit, it should not be entered in the FML but it should be sent to Forest Revenue Branch, Ministry of Finance.

2. Standing Bid Deposits that are not in the form of a Safekeeping Agreement or Letter of Credit should be entered in the FML. The Comment line format (order) for Standing Bid Deposits sent to Forest Revenue Branch, Ministry of Finance, is as follows:

Standing Deposit Cash Client Name Client Number District - District that received the payment

Example of Comment format for Standing Bid Deposit:

STANDING DEPOSIT, CASH, BLUE MOUNTAIN LOG SALES, CL 3532, DCK

3. Use the ARADMIN mailbox to provide additional/back-up payment information regarding payments received from clients via EFT (electronic funds transfer) and PC/Tel (personal computer and/or telephone banking).

Otherwise, use your designated mailbox as shown in Section 1.5.2: ARM Contacts.

4. When a District Office receives a bid proposal from a client who claims to have a Standing Bid Deposit, it may not have a file on that client because the client is dealing with several Districts and several sales.

Any client who has a Standing Bid Deposit can be identified by clicking on the Diary button in ARM. To verify that there is a Standing Bid Deposit for the client, view the Diary, where a note will indicate if a Standing Bid Deposit has been received, the amount of the deposit, and the payment number.

5. All Standing Bid Deposits should be held for at least one year.



1.5.11 Releasing Bid Deposits 1. When the sale has been awarded, Forest Revenue Branch, Ministry of Finance,

requires a written request to release the Bid Deposits to unsuccessful bidders. The client can submit the request by letter, e-mail, or fax, and it must be sent to the appropriate Revenue Operations Clerk for your Region.

2. A copy of the Bid Sheet should accompany all requests for release of Bid Deposits.

3. The District Office or Timber Sales Office should advise Forest Revenue Branch, Ministry of Finance, of the successful bidder and all pertinent information regarding disbursement of the Bid Deposits.

4. The Bid Deposit for an unsuccessful bid is always refunded to the payor of that Bid Deposit, which may not have been the prospective licensee.

1.5.12 Releasing Security Deposits See Section 2.4: Full Release of Security Deposit and Section 4.4: BCTS Deposit Release for guidelines on completing the FS 45D form that must be prepared for the release of a security deposit.



1.5.13 Viewing Trust Accounts 1. Access ARM: http://apps22.for.gov.bc.ca/arm/.

2. Access Account Inquiry and click on Enter.

3. Assess Account Summary and click on Enter.

4. Click on Search at the bottom of the screen.

5. ARM displays the Client Account Search screen.

6. Enter the Client Number or Client Name associated with the tenure you are looking for, and click on Enter.

7. ARM displays the client’s list of accounts. The Trust Account will never be the 00 location. It will be location 01, 02, 03, etc., depending on the account. A large account, such as the International Forest Products Limited account, may have more than one Trust Account, one for each Region.

Trust Accounts should have either a CR (credit) balance or a zero balance—never a DR (debit) balance.

8. Select the Trust Account location and click on Enter.

9. ARM displays the Account Summary screen for the location you chose.

Click on Enter to see account data.

Ensure that you have selected the correct account. The Acct Status for a Trust Account should always be Open Trust.

10. To see deposit and refund details, click on TxnHist (transaction history).

ARM displays the A/R Item/Transaction History screen. The “From/To Dates” default to the past six months only.

11. To see the entire Trust Account history, change the “From Date” to 19800101 and click on Enter. Then ARM displays all Trust Account activity from January 1, 1980 to the present.

12. To view a particular transaction, click on the radio button beside the transaction you want to view and then click on Srce Txn (source transaction).

ARM displays the Payment Distribution screen. The Comment line displays the payment information.




13. Click on Cancel to return to the A/R Item/Transaction History screen.

Note: There are two types of transaction sources in the Trust Account: PMT (payment): - cash payments and non-negotiable securities ADJ (adjustment): - refunds, releases of non-negotiable securities,

or adjustments

Click on the radio button beside an ADJ transaction and then click on Srce Txn.

ARM displays the A/R Refund screen, which shows the adjustment details. The Comment line indicates if the refund was made (i.e., payment requisition C-266). The adjustment amount is the refund amount and the ADJ date is when the refund was processed in Forest Revenue Branch, Ministry of Finance.


Click on the radio button beside a PMT transaction and then click on Srce Txn.

ARM displays the Payment Distribution screen, showing the purpose for which the payment was made.


Section 1: Tenure Administration Systems – CRS


1.6 Corporate Reporting System (CRS) 1.6.1 Introduction

CRS is available to Ministry staff and members of the public who have a BCeID. The system provides access to information about tenures, silviculture, and licensees, and allows users to print various reports. Links

Access Requests and Online Tutorial: http://www.for.gov.bc.ca/his/crs/

Corporate Reporting System (CRS): http://apps28.for.gov.bc.ca/crsrm/

1.6.2 Generating CRS Reports

1. Access CRS: http://apps28.for.gov.bc.ca/crsrm/.

2. In the Main Menu, click on the appropriate Sub-Category.

Depending on your selection, you may have to select another sub-category. Eventually you are required to select a report and enter search criteria (e.g., Region, Licence, Tenure Type, Tenure Status, Mark, etc.).

The more criteria you specify, the more precise the search will be.

3. For example, to get a report listing your Cutting Permits:

Click on Timber Harvesting.

Then click on Timber Information Access.

Then click on Timber Permit Level Reports.

Then click on Cutting Permits (Dates) Listing.

4. Provide your report specifications by completing the applicable fields, selecting the report format, and specifying whether you want to view the report online or receive it via e-mail.

5. Then click on Generate Report at the lower, right-most corner of the screen.

6. The report will be generated according to your specifications.

http://www.for.gov.bc.ca/his/crs/



Section 1: Tenure Administration Systems – BC OnLine


1.7 BC OnLine (Corporate Registry Search) 1.7.1 Introduction

BC OnLine is used by Ministry staff to ensure that a company is registered and in good standing. To be in good standing, the company’s Annual Report must be up-to-date. If it is not, the company may be defunct. Link

BC OnLine: https://www.bconline.gov.bc.ca/

BC OnLine Help: https://www.bconline.gov.bc.ca/help.html

User Guides tab

Important Tips 1. If the company’s Annual Report is not up-to-date, do not assume that the problem is

trivial or temporary, and can be overlooked. A number of issues could account for a company’s failure to maintain its Annual Report in British Columbia’s Corporate Registry.

Check with your supervisor regarding local District or TSO procedures in this situation. The supervisor may ask you to advise the applicant that the Ministry cannot conduct business with the company until the situation is rectified.

2. When reviewing the information in BC OnLine, keep in mind that individuals who are listed as company Officers, Directors, etc. do not necessarily have signing authority for the company. That information is to be provided on the Client Information Form submitted by the applicant, and should be entered into FTA. You can also phone the company directly to obtain this information.

3. BC OnLine does not provide shareholder details so you must obtain that information from the company. You can phone the company’s Registered Office as listed in BC OnLine for shareholder information.

4. BC OnLine does provide the company history—i.e., current and previous legal company names, amalgamation details, etc.


https://www.bconline.gov.bc.ca/help.html

Section 1: Tenure Administration Systems – BC OnLine


1.7.2 Checking Company Status

1. Access BC OnLine: https://www.bconline.gov.bc.ca/.

2. Enter your User ID and Password, and click on Sign On.

3. Select the Corporate Registry radio button and click on Submit.


4. Click on Go to Corporate Online.

5. Click on Registry Search.

6. Specify search criteria for either a or b. The search defaults to “active” companies.

7. Click on Next.

8. In the Corporate Name Index screen, select the appropriate company.

9. Click on Proceed to Payment.

10. Click on Pay Now.

11. Click on View Corporate Summary.

12. Ensure that the company’s Annual Report is up-to-date. If it is not, the company may be defunct.

13. Print a copy of the summary if appropriate.

Note

If the company’s Annual Report is not up-to-date, check with your supervisor regarding local procedures for handling this situation.


Section 1: Tenure Administration Systems – WorkSafeBC


1.8 WorkSafeBC (Workers’ Compensation Board) 1.8.1 Introduction

If you hire a business, contractor, or client who is not registered with and making regular insurance premium payments to WorkSafeBC, you may be liable for the insurance premiums owing in connection with the work or service being performed on your behalf. It is therefore mandatory to obtain a Clearance Letter from WorkSafeBC before a business, contractor, or client begins working for you, and again before you make a final payment to the business, contractor, or client. Link

WorkSafeBC Clearance Letters: http://www.worksafebc.com/insurance/managing_your_account/clearance_letters/default.asp

1.8.2 Obtaining WorkSafeBC Clearance Letter

1. Access WorkSafeBC Clearance Letters using the link shown above.

2. Click on Get a Clearance Letter.

3. Click on the appropriate radio button to search by WorkSafeBC account number (which must be six digits) or Legal name or Trade name.

4. Fill in the applicable information and click on Search.

5. Select the company for which you require information and click on Next.

6. Fill in the applicable information (Ministry phone number and address) and click on Next.

7. Click on Create Clearance Letter.

8. Print the letter if appropriate.



Section 2: General Tenure Administration Procedures – Advertising


SECTION 2: GENERAL TENURE ADMINISTRATION PROCEDURES

See also Section 4: BC Timber Sales Procedures.

2.1 Advertising 2.1.1 Introduction

BCTS Advertising

See Section 4.2: BCTS Advertising.

Public Affairs Bureau (PAB) must approve all Ministry advertising, even when the District or program is paying for the ad, with two exceptions:

Recruitment advertising: http://www.hrtoolkit.gov.bc.ca/staffing/staffing_steps/advertise/agency_of_record.htm

BC Gazette and BC Bid ads: book ads directly with BC Bid and BC Gazette Official Notices and the BC Gazette are used for statutory (legal) advertising. BC Bid is used to procure goods and services. The government has a contract with Genesis-Vizeum to place all government advertising. Any ad not placed through Genesis-Vizeum breaches the contract, which includes pre-negotiated government rates that result in lower advertising costs for ministries. Usually the placement process takes a week but ads related to public safety issues, including road closures and fire bans, are processed on a priority basis. System

Official Notices Legislation

Forest Act: http://www.for.gov.bc.ca/tasb/legsregs/forest/faregs/adder/adder.htm Links

Communications and Advertising: Core Policy Manual

Official Notices: http://apps23.for.gov.bc.ca/notices/init.do

http://www.hrtoolkit.gov.bc.ca/staffing/staffing_steps/advertise/agency_of_record.htm

http://www.hrtoolkit.gov.bc.ca/staffing/staffing_steps/advertise/agency_of_record.htm

http://www.for.gov.bc.ca/tasb/legsregs/forest/faregs/adder/adder.htm

http://www.fin.gov.bc.ca/ocg/fmb/manuals/CPM/18_Administration.htm#1838a




Form

Advertising Insertion Order (FS 323): http://www.for.gov.bc.ca/isb/forms/lib/fs323.doc

FS 323 Information: http://www.for.gov.bc.ca/isb/forms/lib/stubs/fs323info.htm

http://www.for.gov.bc.ca/isb/forms/lib/fs323.doc

http://www.for.gov.bc.ca/isb/forms/lib/stubs/fs323info.htm



2.1.2 Advertising Contacts

Official Notices


Newspaper Links

http://www.llbc.leg.bc.ca/weblinks/news.htm

BC Gazette

Address: 563 Superior St. Victoria, BC V8W 4R6

Phone: (250) 387-4191

Fax: (250) 387-1120

E-mail: [email protected]

Website: http://www.publications.gov.bc.ca/bcgazette.aspx


http://www.llbc.leg.bc.ca/weblinks/news.htm


http://www.publications.gov.bc.ca/bcgazette.aspx



2.1.3 Advertising Procedures

1. If the advertisement is to be published in the BC Gazette, it must appear there before it can appear in any other publication.

2. Gather the information required for the Official Notices posting:

title of notice contact person’s name, office, address, phone and fax numbers, and

e-mail address account coding for billing purposes notice type (see list below)

Official Notices – Notice Types

1. Access Management Plan 2. BC Timber Sale 3. Community Watershed 4. Contract Opportunity 5. Five-Year Silviculture Plan 6. Forest Development Plan 7. Forest Licence 8. Guide 9. Job Posting

10. Legislation 11. Open House 12. Policy

13. Public Meeting 14. Pulpwood Agreement 15. Range Licence 16. Range Permit 17. Range Use Plan 18. Recreation Objectives 19. Regulation 20. Road or Forest Closures/Restrictions 21. Sale of Seized Goods or Livestock 22. Tree Farm Licence 23. Woodlot Licence

text of the advertisement date that the notice should first appear date that the notice expires or is no longer applicable ARCS/ORCS file number project number or name (if applicable) file attachments that must be posted with the notice decision regarding publishing notice in BC Gazette names of publications into which notice is to be inserted, number of

insertions in each publication, and dates of insertions (or date range)

3. Write the file designation on all documents related to the advertisement.

4. Create a notice for the advertisement on Official Notices by accessing their website and following the instructions published in the Official Notices User Guide:


5. Click on Notices and drag it down to New Notice.




6. Enter the required information and then Save.

Note: The start date must be at least one day after the ad is to appear in the BC Gazette.

7. Record the Notice ID # and use it as the Advertising Order #.

8. As indicated above, if the advertisement is to be published in the BC Gazette, it must appear there before it can appear in any other publication.

Generate a BC Gazette Advertising Insertion Order from Official Notices, obtain the appropriate spending authority signature, and fax the order to the BC Gazette.

Deadline: The BC Gazette advertising deadline is 1:00 pm Tuesday for insertions into the Thursday issue. If you want a “proof,” the deadline is the Friday before the Thursday publication date.

9. Open your notice in Official Notices and Approve it, ensuring that the start date is at least one day after the BC Gazette publication date.

10. BC Gazette will not send a “proof” unless you submit the Advertising Insertion Order a week before the publication date



2.1.4 Public Affairs Bureau (PAB) Procedures

1. These advertising instructions apply to ads that are to be published in publications other than Official Notices and the BC Gazette.

2. Prepare the text for the ad.

3. Send the ad text and information (dates, publications, and other instructions) by e-mail to the current PAB Contact – [email protected].

If you have a blanket Advertising Placement Order (APO), provide the APO number in your e-mail.

If you do not have a blanket APO, fax the signed APO or Communications Project Approval (CPA) form to Heidi’s attention at 250-387-8485.

For samples of the APO and CPA forms, see the following pages.

4. Heidi will e-mail you a copy of the ad and cost estimate for approval and signature.

5. Proof-read the ad carefully and then have the requester review and approve the ad.

6. Arrange for a spending authority to sign the cost estimate.

7. Fax the approval (signed forms) to Heidi’s attention at 250-387-8485.

8. PAB will e-mail the ads to the designated publications to meet booking deadlines.

9. After the ad appears, the Regional or District Office will receive an invoice from Genesis-Vizeum.

10. You must contact newspapers directly for copies of tear sheets.

11. Distribute the documents:

originals to legal file copy of advertising insertion order and cost estimate to Finance Clerk




1. Advertising Placement Order (APO) Form



2. Communications Project Approval (CPA) Form



3. Blanket Advertising Placement Order (APO)

To avoid filling out the CPA and APO form each time you must place an ad, advise Heidi once each fiscal year that you wish to make arrangements for a blanket APO. You will still have to send her the details for each ad so that she can prepare it for publication. When you do that, you should provide the blanket APO number in your e-mail note.

4. Ad Sizing

Specify the preferred ad size when e-mailing the details to Heidi. 5. Advertising STOBs

STOB Notice Type

STOB 67 - informational advertising

Notices regarding Woodlot Licences, being careful with fires, open houses, information meetings, recognition or congratulations, etc.

STOB 68 - statutory/required advertising

Notices regarding road closures, pesticide management plans, fire bans, contracts, etc.

If you don’t know which STOB to use, ask Heidi Zilkie for clarification.

6. Advertising Timelines

Action # of Working Days

Ad request has been submitted to Heidi by District and Heidi prepares mock-up. 1 - 2

Heidi requests cost estimate from Genesis-Vizeum. 0.5

Heidi obtains District approval. 1.5

Heidi obtains PAB Ministry approval. 0.5

PAB HQ obtains Corporate Communications approval. 1.0

PAB HQ distributes ad to media. 0.5

Section 2: General Tenure Administration Procedures – FS 3 Amendment


2.2 FS 3 Amendment 2.2.1 Introduction

Amendments for all dually-signed documents must be prepared as “FS 3 Amendments.” System

FTA Form

Forms Index: http://gww.for.gov.bc.ca/gscripts/his/forms/forms.asp




2.2.2 FS 3 Amendment Procedures 1. Prepare the Amendment (FS 3) and send it to the appropriate section for review.

2. If the amendment is approved, create and print two copies of the FS 3 as directed.

3. Prepare and print two copies of the initial cover letter, one without hidden text for the licensee and one with hidden text for the operational file, and send two copies of the FS 3 to the licensee for signature.

4. When both copies of the FS 3 are returned, check for the witnessed licensee signature on each copy. Return them for witnessing if they are not witnessed.

5. Obtain the DDM’s signature on both copies and distribute the documents:

one original to licensee (no hidden text) one original to legal file other copies in accordance with local District procedures

6. Depending on the nature of the amendment, you may need to update FTA. If you are with BC Timber Sales, you may also need to update GENUS.

If the Exhibit A map was amended:

DO THIS:

Access FTA: http://apps12.for.gov.bc.ca/fta/. Click on Inbox at the top of the screen. If you know the File ID, specify it and

click on Go. Otherwise, follow these steps: For Exclude BCTS, select Yes if you are with Operations. Click on the File ID radio button. Click on Go.

Find your amendment. Click on the APP (Approved) button on the left of the screen and insert

customized text if required. Click on Ok.

OR DO THIS:

Access FTA: http://apps12.for.gov.bc.ca/fta/. Click on the Tenures tab and select Tenure from the drop-down list. Specify the File ID and click on Go. Update the file as appropriate.

OR DO BOTH.





2.2.3 FS 3 Amendment Sample Wording

Paragraph 1.01 of the Licence is amended to read, “The term of this Licence begins on [date] and expires on the earlier of [date] or when the District Manager or Regional Manager gives notice to the licensee that all contractual and legislated obligations associated with this Licence have been completed.” When using this sample, ensure that the “begins on” date is the original date on which the document was issued.

The attached Exhibit “A” Map dated [date] specifically cancels and replaces the Exhibit “A” Map dated [date].

The attached Exhibit “A” Map dated [date] is in addition to the Exhibit “A” Map(s) sent to you with the letter dated [date].

Paragraph 1.02(a) of the Licence is amended to include Western Hemlock.

Paragraph 1.03 of the Licence is amended to change the maximum volume of timber that may be harvested to 1500 m3.

Schedule “A” paragraphs (n) and (q) of the Licence are no longer applicable. The following Schedule “A” paragraphs are now included in the Licence:

(r) Secondary roads or trails will not be permitted for harvesting purposes.

Only main haul roads are permitted as shown on Exhibit “A”; and

(s) Timber that must be harvested to provide access to dead, endangered, or interspersed timber must be approved by a Forest Officer and includes all species in paragraph 1.02 of the Licence in accordance with Section 47.6(2)(iii) of the Forest Act.



2.2.4 FS 3 Amendment Sample Letters

See also Section 2.6: Helpful Hints on Preparing Letters.

1. FS 3 Initial Cover Letter – Sample #1

Please find enclosed two copies of Amendment No. [#] to Occupant Licence to Cut L[#], which cancels and replaces paragraphs [#] and [#]. Sign both copies of the Amendment, have your signatures duly witnessed, and return both copies to this office for execution by the District Manager. Your executed copy will be returned to you. Yours truly, RC Enclosures

2. FS 3 Final Cover Letter (Optional) – Sample #1

Please find enclosed your executed copy of Amendment No. [#] to Occupant Licence to Cut L[#], which cancels and replaces paragraphs [#] and [#]. Yours truly, RC Enclosure



3. FS 3 Initial Cover Letter – Sample #2

The enclosed Amendment has been prepared to [state purpose of Amendment (e.g., change the maximum volume of timber that may be harvested under tenure name and number to ### m3)]. Please sign both copies of the Amendment and have your signatures duly witnessed or, if applicable, impress your common seal. Print the licensee and witness names in full under the respective signatures and return both copies to this office for execution by the District Manager. Your executed copy will be returned to you. Yours truly, RC Enclosures

4. FS 3 Final Cover Letter (Optional) – Sample #2

Please find enclosed your executed copy of Amendment [#] for [tenure name and number]. You are reminded that licensees must comply with the provisions of the Forest Planning and Practices Regulation. Yours truly, RC Enclosure

Section 2: General Tenure Administration Procedures – Annual Billing


2.3 Annual Billing for Special Use Permits and Woodlot Licences 2.3.1 Introduction

File Designations

Special Use Permit 19570-20 (Operational) 19570-25 (Legal)

Woodlot Licence 19720-40 (Operational) 19720-45 (Legal)

The preparation of annual rent and fees for Special Use Permits and Woodlot Licences is done on a monthly basis, usually around the 8th of the month. The billing procedures vary as outlined on the following pages, depending on the Region in which the tenure is located. Systems

BC OnLine FTA GBS

Legislation

Annual Rent Regulation: http://www.for.gov.bc.ca/tasb/legsregs/forest/faregs/annrent/arr.htm

Links

GBS Web Page: http://gww.for.gov.bc.ca/hva/gbs/help.htm

General Billing System (GBS): http://apps22.for.gov.bc.ca/gbs/

Manuals

2006 Annual Rent Billing Procedures Manual

Annual Rents and Fees User Guide

http://www.for.gov.bc.ca/tasb/legsregs/forest/faregs/annrent/arr.htm

http://gww.for.gov.bc.ca/hva/gbs/help.htm




2.3.2 Coast Region Annual Billing Procedures

Coast Region

1. Print Annual Rent Report ................................................. 51 2. Print Assessment Roll Report for Special Use Permits.... 52 3. Calculate Annual Rent for Special Use Permits............... 53 4. Update FTA for Special Use Permits ............................... 54 5. Update FTA for Woodlot Licences ................................... 54 6. Release Annual Rent Preparation.................................... 55 7. Verify and Print Copies of Invoices (Optional) ................ 56

1. Print Annual Rent Report

1. Access FTA: http://apps12.for.gov.bc.ca/fta/.

2. In the ADMIN drop-down menu, select Annual Rents & Fees Preparation.

3. FTA displays the Annual Rents and Fees Preparation list.

4. Click on Print at the bottom of the screen to open the Rents and Fees Preparation Report.

5. The report lists Special Use Permits and Woodlot Licences for which annual rent should be billed this month, as well as any amounts from prior months that have not yet been billed.

The annual rent for a Woodlot Licence is based on its Allowable Annual Cut in FTA (total AAC x $0.60/m3 = annual rent) and is calculated by the Region. As Woodlot Licences are issued, Districts must ensure that the AAC is kept up-to-date, with the exception of TSL (Major) conversions to Woodlot Licences.

The annual rent for a Special Use Permit is based on the assessed land value.

6. Print the report.

7. Follow the steps on the next page to obtain land assessment values for Special Use Permits.




2. Print Assessment Roll Report for Special Use Permits

1. Access BC OnLine: http://www.bconline.gov.bc.ca/.

2. Enter your User ID and Password, and click on Sign On. Your User ID is the SC number assigned to you (e.g., SC35929).

3. In the Main Menu, select BC Assessment and click on Submit.

4. In the Introduction screen, click on Proceed.

5. In the Property Lookup screen, enter your search criteria:

Roll Year: - year for which you require information Area: - geographic location of the permit area Jurisdiction - if uncertain, select All Jurisdictions

6. Click on Search by Title #/Roll #/PID/Mfr.Home/Mfr.Park/Lands Branch at the

bottom of the screen.

7. Scroll down to the Lands Branch File Number field and enter the Special Use Permit number, without spaces. Do not use leading zeros.

8. Click on Lands Branch Search.

9. Click on Confirm.

10. Print the BC Assessment Roll Report for each Special Use Permit for which you will be billing annual rent.

http://www.bconline.gov.bc.ca/



3. Calculate Annual Rent for Special Use Permits To calculate the annual rent, multiply the assessed land value by the annual rent rate for the appropriate property classification as shown in this table:

Coast Region Annual Rent Calculations for Special Use Permits

Property Classification Annual Rent Rate

1. Light Industry 7.5%

2. Residential 6%

3. Gravel Pits, Quarries $200 or 1% of the land value

4. Other (Landing Strips, etc.) 6%

Note: Governments do not pay annual rent on federal and provincial lands.

Example of land value x percentage calculation:

Assessed Land Value: $6,300 Light Industry Rate: 7.5% Calculation: $6,300 x 7.5% = $472.50 annual rent

If a Special Use Permit has more than one property classification (e.g., Light Industry and Residential), calculate the annual rent separately for each classification. Then add the two annual rent values together to determine the total annual rent to be billed.



4. Update FTA for Special Use Permits 1. Open the FTA record for the Special Use Permit.

2. Compare the amount in the Annual Rent Fee field with the current year’s annual rent amount that you have just calculated.

3. If the annual rent amount has changed, enter the new rent amount and then click on Save. Also enter a comment in the Notes section regarding the rent change.

4. Repeat this process for each Special Use Permit on your annual rents list.

5. Update FTA for Woodlot Licences 1. Open the FTA record for the Woodlot Licence.

2. Compare the billable units in the Annual Rent Fee field with the Cut Control File (e.g., 19720-70/W1234) and Management Plan file (e.g., 19720-50/W1234) to ensure that FTA has the most current AAC information before releasing the rents for Woodlot Licences.

3. If the AAC has changed, enter the new AAC (m3) in the FTA930 screen and then click on Save. Also enter a comment in the Notes section regarding the rent change.

4. Repeat this process for each Woodlot Licence on your annual rents list.



6. Release Annual Rent Preparation

1. After entering the annual rent for each tenure on your FTA list, go to the Admin drop-down menu and select Annual Rents & Fees Preparation.

2. Ensure that the rents match your calculations.

3. In the box to the left of each tenure listed, select either R for release (to create the invoice) or D for delete (to avoid creating the invoice).

Note: For Woodlot Licences, confirm with the Woodlot Forester that the AAC in FTA is up-to-date, and get clearance from the Woodlot Forester before releasing the rents for the Woodlot Licences.

For Special Use Permits, you will occasionally have one for which it is not yet appropriate to release or delete. Leave those blank, do the research, and complete them later. They will stay on the system until you either release them or delete them.

Use D (Delete) for Government Special Use Permit holders because they are not charged rent.

4. Click on Print.

5. The list displays as a PDF document in a separate window.

6. Print the PDF document and file it in accordance with local District procedures.

Note: You must “Print” before you “Prepare” because deleted Special Use Permits disappear from the screen. The printout is your only record of what you have done.

7. Return to the Rents and Fees Preparation Report in FTA.

8. Click on Prepare.

9. FTA displays the notation, “Prepare successful.”

10. The invoices you have just released are sent to the clients by the Regional Revenue Clerk.

11. Clients make their payments payable to the Minister of Finance and submit them to Forest Revenue Branch, Ministry of Finance, in Victoria.



7. Verify and Print Copies of Invoices (Optional)

1. Access GBS (General Billing System): http://apps22.for.gov.bc.ca/gbs/.

2. Select General Billing Reporting.

3. On the next screen, select Invoice Register Report Request.

4. Specify your Org Unit, the appropriate dates, and your e-mail address.

5. GBS will e-mail the Monthly General Billing Report to you. The report lists the invoice number for each Special Use Permit.

6. In the GBS main menu, select Billing Selection.

7. One Special Use Permit at a time, specify the invoice number and print a copy of the invoice.

8. After printing all the invoices, place each one in the appropriate tenure file.




2.3.3 Northern Interior Region Annual Billing Procedures


1. Print Annual Rent Report ................................................. 57 2. Calculate Annual Rent for Special Use Permits............... 58 3. Update FTA for Special Use Permits ............................... 59 4. Update FTA for Woodlot Licences ................................... 59 5. Release Annual Rent Preparation.................................... 60 6. Verify and Print Copies of Invoices (Optional) ................ 61



2. In the Admin drop-down menu, select Annual Rents & Fees Preparation.




The annual rent for a Woodlot Licence is based on its Allowable Annual Cut in FTA (total AAC x $0.60/m3 = annual rent) and is calculated by the Region. As Woodlot Licences are issued, Districts must ensure that the AAC is kept up-to-date, with the exception of TSL (Major) conversions to Woodlot Licences.

The annual rent for Special Use Permits is billed in accordance with the rates shown on the next page.


7. Follow the steps on the next page to calculate annual rents for Special Use Permits.




2. Calculate Annual Rent for Special Use Permits 1. Rates for forest use situations not specified in the table below should be

determined in consultation with the Regional Timber Tenures Specialist.

2. Annual rent must be calculated and applied on a yearly basis, even if the term is less than a year.

3. Annual rent is required on all extensions, renewals, and newly issued Special Use Permits.

4. To calculate the annual rent, use the table below.

Compare the total calculated with the Annual Rental Rate (area x rate) to the Annual Minimum Rate for each Special Use Permit, and use the higher value in each case.

Northern Interior Region Annual Rent Calculations for Special Use Permits

Classification Annual Rental Rate Annual Minimum Rate

use the higher value

1. Log Storage Yard $119 per ha $175

2. Wet Dump $119 per ha $175

3. Weigh Scale $119 per ha $175

4. Logging Camp $88 per ha $175

5. Garbage Dump $88 per ha $175

6. Gravel Pit/Rock Quarry $119 per ha $175/pit

7. Communications Site $74 per ha $175

8. Airstrip $119 per ha $175

9. Fuel Storage Area $119 per ha $175

10. Access Road/Mining $70 per ha $175

11. Mill Site (Crown Land) $119 per ha $175




3. Update FTA for Special Use Permits

1. Open the FTA record for the Special Use Permit.

2. Compare the amount in the Annual Rent Fee field with the current year’s annual rent that you have just calculated.



4. Update FTA for Woodlot Licences

1. Open the FTA record for the Woodlot Licence.

2. Compare the billable units in the Annual Rent Fee field with the Cut Control File (e.g., 19720-70/W1234) and Management Plan file (e.g., 19720-50/W1234) to ensure that FTA has the most current AAC information before releasing the rents for Woodlot Licences.

3. If the AAC has changed, enter the new AAC (m3) in the FTA930 screen and then click on Save. Also enter a comment in the Notes section regarding the rent change.

4. Repeat this process for each Woodlot Licence on your annual rents list.







Note: For Woodlot Licences, confirm with the Woodlot Forester that the AAC in FTA is up-to-date, and get clearance from the Woodlot Forester before releasing the rents for the Woodlot Licences.

For Special Use Permits, you will occasionally have one for which it is not yet appropriate to release or delete. Leave those blank, do the research, and complete them later. They will stay on the system until you either release them or delete them.

Use D (delete) for Government Special Use Permit holders because they are not charged rent.

4. Click on Print.


6. Print the PDF document and file it in accordance with local procedures.






11. Clients make their payments payable to the Minister of Finance and submit them to Forest Revenue Branch, Ministry of Finance, in Victoria.








5. GBS will e-mail the Monthly General Billing Report to you. The report lists the invoice number for each Special Use Permit and Woodlot Licence.


7. One tenure at a time, specify the invoice number and print a copy of the invoice.





2.3.4 Southern Interior Region Annual Billing Procedures


1. Print Annual Rent Report ................................................. 62 2. Calculate Annual Rent for Special Use Permits............... 63 3. Update FTA for Special Use Permits ............................... 64 4. Update FTA for Woodlot Licences ................................... 64 5. Release Annual Rent Preparation.................................... 65 6. Verify and Print Copies of Invoices (Optional) ................ 66



2. In the Admin drop-down menu, select Annual Rents & Fees Preparation.




Annual rent for Woodlot Licences is billed by the Region. It is based on Allowable Annual Cut in FTA (total AAC x $0.60/m3 = annual rent) so Districts should ensure that the AAC is kept up-to-date.

Annual rent for Special Use Permits is billed by the District in accordance with the rates shown on the next page.


7. Follow the steps on the next page to calculate annual rents for Special Use Permits.




2. Calculate Annual Rent for Special Use Permits 1. Rates for forest use situations not specified in the table below should be

determined in consultation with the Regional Timber Tenures Specialist.

2. Annual rent must be calculated and applied on a yearly basis, even if the term is less than a year.

3. Annual rent is required on all extensions, renewals, and newly issued Special Use Permits.

4. To calculate the annual rent, use the table below.

Compare the total calculated with the Annual Rental Rate (area x rate) to the Annual Minimum Rate for each Special Use Permit, and use the higher value in each case.

Southern Interior Region Annual Rent Calculations for Special Use Permits

Classification Annual Rental Rate Annual Minimum Rate

use the higher value

1. Log Storage Yard $119 per ha $175

2. Wet Dump $119 per ha $175

3. Weigh Scale $119 per ha $175

4. Logging Camp $88 per ha $175

5. Garbage Dump $88 per ha $175

6. Gravel Pit/Rock Quarry $119 per ha $175/pit

7. Communications Site $74 per ha $175

8. Airstrip $119 per ha $175

9. Fuel Storage Area $119 per ha $175

10. Access Road/Mining $70 per ha $175

11. Mill Site (Crown Land) $119 per ha $175




3. Update FTA for Special Use Permits

1. Open the FTA record for the Special Use Permit.

2. Compare the amount in the Annual Rent Fee field with the current year’s annual rent that you have just calculated.



4. Annual Rent for Woodlot Licences

In the Southern Interior Region, annual rent for Woodlot Licences is billed by the Region.







Note: Use D (delete) for Government Special Use Permit holders because they are not charged rent.

Occasionally, you will have a Special Use Permit for which it is not yet appropriate to release or delete. Leave those blank, do the research, and complete them later. They will stay on the system until you either release them or delete them.

4. Click on Print.


6. Print the PDF document and file it in accordance with local procedures.






11. Clients make their payments payable to the Minister of Finance and submit them to any Ministry of Finance office listed on the statement or invoice.








5. GBS will e-mail the Monthly General Billing Report to you. The report lists the invoice number for each Special Use Permit.


7. One tenure at a time, specify the invoice number and print a copy of the invoice.





2.3.5 Manual Invoicing Procedures – Northern Interior Region

Rules

♦ Once an invoice is approved, invoice notations cannot be added or changed.

♦ Only authorized officers can change the invoice status from Complete to another status.

♦ The person who enters and/or updates an invoice cannot be the person who approves it.

1. Access GBS at http://apps22.for.gov.bc.ca/gbs/.

2. Select Process Manual Invoices.

3. To add a new invoice:

Click on the Add button and enter the invoice information.

Change the invoice status to COM (Complete) if the invoice is complete.

Click on Enter to validate the data and save the invoice.

4. To charge tax for a line item, enter the appropriate ACK code and do one of the following:

Enter the tax amount in the Units field and DOL in the Type field.

or Leave these two fields empty so that GBS will calculate the tax amount.

5. To change an invoice:

Specify the invoice number.

Click on Enter to view the invoice.

Click on the Update button and correct the information as appropriate.

To approve the updated invoice, change the invoice status to APP (Approved).

Click on Enter to validate the data and re-calculate the invoice amounts.

Errors will display at the bottom of the screen.

If there are errors, you must correct them before the invoice can be saved.

If there are no errors, respond to the confirmation message with Y (Yes) to confirm the invoice or N (No) to make more changes.

When all invoices have been changed, press <F3> to return to the Main Menu.




6. To replace, cancel, or adjust an invoice:

Click on the Add button and enter the invoice information.

Specify the original invoice number in the Related Invoice field.

Specify transaction type ADJ (Adjustment), CAN (Cancel), or RPL (Replace) in the Relationship Type field.

Change the invoice status to COM (Complete) if the invoice is complete.

Click on Enter to validate the data, calculate the amounts, and assign the invoice number. Errors will display at the top of the screen.

If there are errors, you must correct them before the invoice can be saved.

If there are no errors, respond to the confirmation message with Y (Yes) to confirm the invoice or N (No) to make more changes.

When all invoices have been entered, press <F3> to return to the Main Menu.



2.3.6 Manual Invoicing Procedures – Coast and Southern Interior Regions Coast Region: To request manual billing or the cancellation of an invoice,

send an e-mail to CoastBilling at FOR RCO P FOR:EX. Southern Interior Region: To request manual billing or the cancellation of an invoice,

send an e-mail to RSI Billing. Both regions: In your e-mail, specify the client/location number and name,

the original invoice number if applicable, and the tenure. Also provide a notation regarding the applicable amount(s) and the nature of the transaction.

Section 2: General Tenure Administration Procedures – Full Release of Security Deposit


2.4 Full Release of Security Deposit (FS 45D) 2.4.1 Introduction

Operations Deposit Release

Section 2.4: Full Release of Security Deposit

BC Timber Sales Deposit Release

Section 4.4: BCTS Deposit Release

The “deposit release” was formerly called a “deletion notice.” The FS 45D form is used to release security deposits. System

ARM Legislation

Forest Act – Advertising, Deposits, Disposition, and Extension Regulation: http://www.for.gov.bc.ca/tasb/legsregs/forest/faregs/adder/adder.htm

Form






2.4.2 Operations Deposit Release Procedures

Note

Complete only page 1 of the FS 45D form.

1. When you are asked to close a tenure that has a security deposit, check the current

security deposit balance in ARM as explained in Section 1.5.13: Viewing Trust Accounts. Then complete the FS 45D as outlined below.

2. Access the Forms Index: http://gww.for.gov.bc.ca/gscripts/his/forms/forms.asp.

3. Specify Deposit Release or FS 45D and click on Search.

4. In the displayed format column, click on SHA.

5. Complete the FS 45D form as outlined below and Save it. Ensure that the licensee name and address are current in CLIENT and entered correctly on the FS 45D, and that the Tenure, Region, District, and Client Number fields are correct in the form.

Section A: LICENCE/LICENSEE DETAILS Complete and confirm the information.

Section B: TENURE STATUS REPORT

Complete and confirm the information. Section B: ACTIONS

Update FTA. Access FTA: http://apps12.for.gov.bc.ca/fta/. Click on the Tenures tab and select Tenure from the drop-down

list. Specify the File ID and click on Go. Change the File Status to HC and specify the completion date

(if applicable). You may want to click on the Notes tab and enter a comment

about the FS 45D being initiated. Section C: DISPOSITION NOTICE (completed by District or BCTS Team)

Verify the original security deposit information, and specify the payment number and type of security (Safekeeping Agreement, Letter of Credit, money order, bank draft, certified cheque, or personal cheque). You can find this information in ARM.





Ensure that the Deposit Disposition action is completed correctly because those are the instructions that Forest Revenue Branch will follow when processing the deposit release.

Update the FS 45D form.

Section D: FOREST SERVICE DISTRICT APPROVAL OR BCTS APPROVAL Forest Service District Approval (DDM).

Once you have completed the FS 45D, send it electronically or by mail to the DDM for signature in Section C (or arrange for this in person).

Section E: SENT TO MINISTRY OF (FINANCE)1 Specify method and provide Resource Clerk Signature and date.

When the FS 45D is returned to you, insert your electronic signature in Section E (or sign in person) and specify the method of delivery.

Section F: MINISTRY OF (FINANCE)2 Section F is completed by the Ministry of Finance.

6. Place a signed copy of the FS 45D on file.

7. Send the FS 45D electronically to the appropriate Generic Mailbox as indicated in Section 1.5.2: ARM Contacts.

8. When ARM returns the FS 45D to you electronically, place the information on file and complete the deletion process in accordance with local District procedures—i.e., electronically in TRIM (Total Records and Information Management) or by hard copy.

1 Formerly Ministry of Small Business and Revenue. 2 Formerly Ministry of Provincial Revenue.

Section 2: General Tenure Administration Procedures – Private Timber Mark


2.5 Private Timber Mark 2.5.1 Introduction

Private landowners who are planning to sell wood from their properties must have a Private Timber Mark. Private Timber Marks are valid for periods ranging from six months to five years. Systems

BC OnLine CLIENT FTA

Links

Forest Tenure Administration (FTA): http://apps12.for.gov.bc.ca/fta/

Private Timber Mark Application (FS 361): http://www.for.gov.bc.ca/isb/forms/lib/fs361.pdf

Training Module for Private Marks in FTA (use Version 4.0): http://www.for.gov.bc.ca/FTP/his/external/!publish/OnLineClassroom/FTA_ESF/Private_Marks/

Form

Application for Private Timber Mark (FS 361): http://www.for.gov.bc.ca/isb/forms/lib/fs361.pdf


http://www.for.gov.bc.ca/isb/forms/lib/fs361.pdf

http://www.for.gov.bc.ca/ftp/his/external/!publish/OnLineClassroom/FTA_ESF/Private_Marks/

http://www.for.gov.bc.ca/ftp/his/external/!publish/OnLineClassroom/FTA_ESF/Private_Marks/




2.5.2 Assisting Private Timber Mark Clients 1. Be prepared to address the following issues with clients who inquire about obtaining

a Private Timber Mark

2. Ask if the client is the registered owner of the property. Many landowners hire a contractor or faller and believe that the contracted person can handle everything. Advise the client that the registered owner(s) of the property must complete and sign the Private Timber Mark Application.

3. If the property is registered in a company name, the application must be completed and signed by a person who has signing authority for the company. You should confirm the company information in the standard way by checking BC OnLine.

4. The landowner must submit a Private Timber Mark Application (FS 361), which is available at District Offices and Government Agent Offices (ServiceBC). The form can be faxed to clients and is available online from FrontCounterBC:

FrontCounterBC: www.frontcounterbc.gov.bc.ca

FS 361: http://www.for.gov.bc.ca/isb/forms/lib/fs361.pdf

ServiceBC: http://www.servicebc.gov.bc.ca/

5. The client must provide a proof of property ownership. A copy of the client’s most recent Tax Assessment Notice is usually sufficient. If the client purchased the property recently and has not yet received a tax notice, the Free Hold Transfer (Form A) can be used instead. It will have been provided to the landowner by the lawyer who handled the property purchase.

6. According to the FOI Manual, public inquiries regarding Private Timber Marks, legal descriptions of properties, landowner name(s), and wood volume are subject to the formal FOI process so any landowner who want us to provide the Timber Mark directly to a faller or contractor must provide us with written permission to do so.

http://www.frontcounterbc.gov.bc.ca/


http://www.servicebc.gov.bc.ca/



2.5.3 Private Timber Mark Procedures 1. Check to see if the Private Timber Mark Application (FS 361) is a new request or a

request for a renewal.

2. Check the application for completeness, including:

British Columbia Driver Licence, Date of Birth, and signature(s); and

copy of Property Tax Notice, Assessment Notice, or Free Hold Transfer (if the property was purchased recently and the title has not changed in BC OnLine).

3. Confirm legal registered ownership of the property in BC OnLine:

Access BC OnLine: http://www.bconline.gov.bc.ca/.

Go to Land Titles & Survey Authority.

Check to ensure that the Land Title District is correct.

Next, you must perform a search.

You can search using the PID # on the Property Tax Notice or Assessment Notice (enter PID # in search criteria field using dashes)

or You can search by landowner name (enter landowner name in search criteria field).

Once you have entered the search criteria, click on Submit.


Once you see the search results screen, choose the person you want by entering an R and then click on Submit.

Choose the appropriate file.

Print one copy of the Land Title screen for the file.

4. All registered owners of the property must sign the Private Timber Mark Application. If BC OnLine indicates more registered owners than appear on the application, hold the application and advise the applicant of the requirement for additional signatures.

5. If the property is registered in a company name, check the Corporate Registry in BC OnLine to confirm that the authorizing signature is correct. Then print a copy of the Land Title screen for the file.




6. Ensure that the applicant is registered in the CLIENT system:


If the client is registered, ensure that the client information is current and record the existing Client Number on the FS 361 in the designated place.

If the client is not registered, add the client as outlined in Section 1.4.3: Adding a New Client. Then relate the spouse or company if appropriate and record the new Client Number on the FS 361 in the designated place.


8. Click on the Private Mark tab.

9. Click on Mark Application and enter the Private Timber Mark Application information. Enter Associated Clients if there are two or more registered owners.

10. You must click on the Submit to HQ button to actually submit the application to Victoria. Otherwise, the application will remain in PI status in the Application/ Amendment list.

11. Once you have submitted the application to Victoria, check every day to see if it has been completed:

Access FTA and click on the Private Mark tab.

Check the Application/Amendment list to see if the Private Timber Mark is there and the application status has been changed HN.

12. Once the Private Timber Mark Certificate is available, print the appropriate number of copies and distribute them:

original to client: attach other applicable information to the new Private Timber Mark (e.g., marking and scaling requirement information and Logging Tax Act sheets)

other copies: in accordance with local District procedures

13. Resource Tenures and Engineering Branch requires the original Private Timber Mark Application (or, if you have faxed it to them, they will use the fax as the original). They do not require any other backup documentation except the Form A for a recent property purchase.





2.5.4 Renewal of Private Timber Mark 1. Follow the procedures in Section 2.5.3: Private Timber Mark Procedures.

2. Fax all the information to Victoria. 2.5.5 Amendment and Extension of Private Timber Mark

1. Follow the procedures in Section 2.5.3: Private Timber Mark Procedures, making all

necessary changes.

2. Then Save the new information.

3. Go right into the Private Timber Mark Certificate to confirm that all the changes have been made.

4. Fax all the information to Victoria.

Section 2: General Tenure Administration Procedures – Helpful Hints on Preparing Letters


2.6 Helpful Hints on Preparing Letters

See also the Sample Letters provided throughout the Guidebook.

Section 2: General Tenure Administration Procedures

2.2.3 FS 3 Amendment Sample Wording ........................................47 2.2.4: FS 3 Amendment Sample Letters...........................................48

Section 3: Timber Tenures

3.1.4: Woodlot Licence Sample Letter and Table.............................96 3.2.7: Cutting Permit Sample Letters..............................................111 3.3.6: Forestry Licence to Cut Sample Letters ...............................125 3.4.6: Occupant Licence to Cut Sample Letters .............................139 3.5.7: Special Use Permit Sample Letters ......................................152 3.6.5: Road Permit Sample Letters.................................................169 3.7.5: Road Use Permit Sample Letters .........................................179 3.9.6: Christmas Tree Permit Sample Letters.................................191

Section 4: BC Timber Sales Procedures

4.1.3: BCTS Registration Sample Letters.......................................197 4.4.4: BCTS Deposit Release Sample Letters................................215 4.5.3: TSL Transfer Sample Letters................................................226

Section 5: BC Timber Sales Tenures

5.1.12: TSL Sample Letters ..............................................................246

2.6.1 Hidden Text When you open a letter, you will find “hidden text” at the top of the letter. You should “unhide” the returns at the end of each line of hidden text or your text will seem to shift as you print.

The hidden text will not print but the returns will, thereby resulting in a blank line. This keeps your text where you see it without shifting as you print, with or without hidden text.

To hide or unhide text, hold down the <Ctrl> and <Shift> keys simultaneously and press the <H> key. You can identify hidden text by the dotted line beneath it. You will not see a visual difference if you are hiding or unhiding only a return.



2.6.2 Text Blocks

To keep blocks of text together on one line (proper names, dates, etc.), delete the space between the words and press <Ctrl><Shift><space> to hold the two words together instead of using a regular space. If appropriate, repeat this with the next word to hold three words together. Alternatively, press <Enter> to move the first word in the text block down to the next line.

2.6.3 One Page or Two?

If there is almost enough room to keep the letter on one page, try decreasing the space between the paragraphs or decreasing the footer spaces.

Ensure that signature blocks are kept together. That is, do not allow “Yours truly” and the signature to be on one page while the writer’s title moves to the next. Also ensure that there is more than just the signature block on the last page.

Press <Shift><Enter> at the beginning of a line to move it to the next page.

2.6.4 Two or More Pages When breaking a paragraph over two pages, leave at least two lines of the paragraph at the bottom of the first page and carry over at least three lines of the paragraph onto the next page. If the paragraph has fewer than five lines, move it entirely to the next page. Do not break the paragraph at a word beginning with an upper case (capital) letter.

On letters with multiple pages, type the notation “Page 1 of [#]” in the lower right corner of page 1.



2.6.5 Ministry of Forests and Range (MFR) Correspondence Standards

Correspondence Services Section

http://wwwinternal.for.gov.bc.ca/css/

Correspondence Policies and Procedures Manual

http://icw.for.gov.bc.ca/css/correspm/htm/TablCont.htm

1. Letter template:

Use the sunrise logo.

Change the address (if applicable). 2. File number:

All correspondence must have a file number, with the word "File" preceding the file number.

Place the main file number first, followed by the cross-reference file number (e.g., 19500-45/TFL39 CP111).

3. Address:

Fully spell out British Columbia (do not use B.C. or BC) except on mailing labels.

4. Postal code:

The postal code is a combination of letters and numbers.

Do not use zero for the letter O. 5. Salutation:

Use the addressee’s full name (for a letter addressed to Ruth Williams, the salutation is “Dear Ruth Williams”).

6. Date:

The correct date format is: name of month (written in full), day (numeric) followed by a comma, year (numeric) — e.g., April 30, 2009.

If a date is specified at the beginning or in the middle of a sentence, there is a comma before and after the year — e.g., The letter was written on April 30, 2009, and was mailed promptly.

http://wwwinternal.for.gov.bc.ca/css/

http://icw.for.gov.bc.ca/css/correspm/htm/TablCont.htm



7. Notations:

PERSONAL / CONFIDENTIAL / BY FAX – place these notations two lines below the date.

REGISTERED MAIL / PRIORITY POST – place these notations one line above the inside address.

8. Subject line and reference line:

A subject line contains a general definition of the contents of the letter (e.g., Forest Practices in British Columbia) and should be included in the opening sentence of the first paragraph of the letter.

A reference line (Re:) refers to a specific subject. Do not use reference lines on Ministry correspondence or letters to the public.

When writing to a company, use the reference line only if it is essential for ready comprehension of the letter.

It is permissible to use reference lines in letters in which a specific job competition, appeal, or case number is to be highlighted.

9. Upper case (capitalization):

Use upper case (capital letters) for the names of draft forms or documents to be published or legislated (e.g., guidelines, acts) to emphasize their importance.

Once the documents are published or legislated, italicize their names.

Use upper case for programs, plans, and codes, but do not italicize these names. Use lower case for general terms.

Examples: the Forest Renewal Plan, the Forest Practices Code, a forest development plan

Use upper case for formal titles of codes, laws, bills, and treaties, but do not use upper case for nouns that stand alone in place of the full name.

Examples: the Treaty of Versailles, the treaty

Do not use upper case for generic or informal references to existing or pending legislation except for proper nouns and adjectives.

Example: environmental protection laws

Use upper case but do not italicize when specifying a certain regulation or a section within an act.

Examples: Regulation 123 of the Forest Act

Section 50 of the Forest Practices Code of British Columbia Act



Use upper case for all official titles of honour and respect associated with personal names.

Examples: Leonard Munt, District Manager

the district manager

Do not use upper case for a common noun that replaces a proper name.

Example: Haida Gwaii Forest District

the district

10. Numbers:

Spell out the numbers zero to ten.

Use the numeric form of numbers for 11 and higher.

When there is more than one number in the sentence, use the form appropriate for the higher number for all the numbers in the sentence.

Example: We issued 100 permits in 5 days.

11. Plural form of acronyms:

Form the plural of most acronyms simply by adding the letter “s” to the singular form. Do not insert an apostrophe before the “s.”

Examples: FTEs, TFLs, FSPs, FDUs

Section 3: Timber Tenures


SECTION 3: TIMBER TENURES Section 3 provides information regarding tenures and cutting permits issued by District Offices.

Tenures Issued by Districts

1. Woodlot Licence.......................................................... 84 2. Cutting Permit.............................................................. 98 3. Forestry Licence to Cut ............................................. 114 4. Occupant Licence to Cut ........................................... 128 5. Special Use Permit.................................................... 141 6. Road Permit............................................................... 159 7. Road Use Permit ....................................................... 173 8. Free Use Permit ........................................................ 183 9. Commercial Christmas Tree Permit .......................... 185

Section 5 provides information regarding tenures issued by BC Timber Sales Offices.

Tenures Issued by BC Timber Sales

1. Timber Sale Licence.................................................. 228 2. BCTS Road Permit.................................................... 253 3. BCTS Forestry Licence to Cut................................... 257

This Guidebook does not currently provide information regarding tenures issued by Regions.

Tenures Issued by Regions

1. Community Forest Agreement 2. Forest Licence 3. Timber Licence 4. Tree Farm Licence

Section 3: Timber Tenures – Woodlot Licence


3.1 Woodlot Licence (WL) 3.1.1 Introduction

Woodlot Licence File Designations

19720-20 (Operational) 19720-22 (Cruise) 19720-25 (Legal)

A Woodlot Licence issues exclusive right to harvest an Allowable Annual Cut (AAC) and manage forests in a specified area. This section outlines procedures for advertising, awarding, and replacing Woodlot Licences. Systems

ARM BC OnLine CLIENT FTA Official Notices

Legislation

Forest Act: http://www.for.gov.bc.ca/tasb/legsregs/forest/foract/contfa.htm

Ministry of Forests and Range Act: http://www.for.gov.bc.ca/tasb/legsregs/minfor/minfact/mofa.htm

Woodlot Legislation: http://www.for.gov.bc.ca/hth/woodlots/woodlot-legislation.htm

Links

Ministry Policy Manual – Policy 8.9 - Woodlot Licence Program - Competition, Evaluation, and Award: http://www.for.gov.bc.ca/tasb/manuals/policy/resmngmt/rm8-9.htm

Ministry Policy Manual Additions – Additional to Policy 8.9 - Woodlot Licence Application Evaluation Procedures: http://www.for.gov.bc.ca/tasb/manuals/policy/resmngmt/rm8-9add.htm


Woodlot Business Process Route Card: http://gww.for.gov.bc.ca/mof/warrt/BusinessProcessRouteCard.pdf

Woodlot Licence Program: http://www.for.gov.bc.ca/hth/woodlots/woodlot-program.htm

http://www.for.gov.bc.ca/tasb/legsregs/forest/foract/contfa.htm

http://www.for.gov.bc.ca/tasb/legsregs/minfor/minfact/mofa.htm

http://www.for.gov.bc.ca/hth/woodlots/woodlot-legislation.htm

http://www.for.gov.bc.ca/hth/woodlots/woodlot-legislation.htm

http://www.for.gov.bc.ca/tasb/manuals/policy/resmngmt/rm8-9.htm

http://www.for.gov.bc.ca/tasb/manuals/policy/resmngmt/rm8-9add.htm


http://gww.for.gov.bc.ca/mof/warrt/BusinessProcessRouteCard.pdf

http://www.for.gov.bc.ca/hth/woodlots/woodlot-program.htm




Forms

Ministry of Forests and Range Form Index – FS 280 – Tender Opening Record: http://wwwinternal.for.gov.bc.ca/iscripts/isb/forms/forms.asp

Notice to Intending Applicants, Tender Package for Intending Applicants, and Application for Woodlot Licence: http://www.for.gov.bc.ca/hth/woodlots/woodlot-program.htm

Woodlot tenure documents: https://sharepoint.forests.gov.bc.ca/hthAdmin/Tenure%20Documents/Forms/AllItems.aspx

http://wwwinternal.for.gov.bc.ca/iscripts/isb/forms/forms.asp






3.1.2 Woodlot Licence Tendering and Issuance Procedures 1. Creating Tender Package

1. When the Woodlot Forester asks you to create a Woodlot Licence tenure number in FTA, do so as follows:

Access FTA: http://apps12.for.gov.bc.ca/fta/.

Click on the Tenures tab and select Add Tenure from the drop-down list.

In the File Type drop-down box, select A4 for Woodlot Licence (Competitive Sale) or A44 for Woodlot Licence, Sec 47.3 F.A. (Direct Award).

Click on Add New.

FTA displays the Tenure screen.

Click on Save.

FTA generates the tenure number for the Woodlot Licence.

Record the tenure number and provide it to the Woodlot Forester.

2. The Woodlot Forester will provide you with a Woodlot Licence package containing:

cover page and envelope tender package specifics AAC analysis location map Exhibit A map Record of Tender Record of Bids

3. Prepare and review all documents related to the tender package.

4. Request files 19720-20 and 25/W[#].

5. Book a meeting room for the tender opening time and date.

6. Give a copy of the tender package to the Woodlot Forester and place a copy on file.




2. On First Day of Advertising

1. Post the tender package and attachments in PDF form on Official Notices:


Advertising must be placed on Official Notices at least four weeks before the scheduled tender opening date in accordance with the advertising procedures outlined Section 2.1: Advertising.

Sample Notice:

TAKE NOTICE that under Section 44 of the Forest Act, interested and eligible persons are invited to submit applications to the District Manager for Woodlot Licence W[#], over an area which includes [#] hectares of Crown lands in the vicinity of [location], [name] Land District. The initial allowable annual cut of the Crown land is [#] m3.

Weighting of the evaluation factors will be:

Bonus offer: 50% Private land: 25% Proximity: 25%

Applications must be received in sealed envelopes on or before [#] AM (PST) on [date] at the [name]Forest District office located at [location].

2. Post the attachments as PDF files to the FTP server (if required). This needs to be done only if the files are extremely large.

3. Advertising in local papers is optional, but if you do advertise locally, place the tear sheets on file.

4. In accordance with local procedures, prepare tender packages that can be picked up at Reception. Tender packages can be provided to prospective applicants on a computer disk or in hard copy form.

5. Applicants must submit their tenders in the envelopes provided in the tender packages.

6. As the tenders are received at the District Office, ensure that they are date- and time-stamped, and then recorded on the List of Bidders form.

7. Tenders received after closing time are not accepted.




3. On Tender Opening Day

1. At opening time, check the front door mailbox for tenders.

2. Collect the tenders and List of Bidders from Reception, the safe, or wherever your District keeps them.

3. Open the tender packages in the order in which they were received, and record the appropriate details on the Tender Opening Record (FS 280) form.

http://www.for.gov.bc.ca/isb/forms/lib/FS280.doc

The FS 280 can be provided to the public as long as no unit prices are shown and provided that the recommendations section and the sections below it have not been completed.

4. Store the bid deposits in the safe.

5. Forward the tenders to the Woodlot Forester for evaluation. If the Woodlot Forester is not readily available, place the tenders in the safe.

6. Delete the tender documents from the FTP server (if applicable).

http://www.for.gov.bc.ca/isb/forms/lib/FS280.doc



4. After Evaluation

The Regional Manager or District Manager will not award a Woodlot Licence or declare a tie until an administrative review period of five business days has been concluded.

The purpose of an administrative review period is to allow applicants to request and receive explanations regarding the scoring of their applications before an award decision is made. Only the scoring of the applicant requesting the review is to be discussed with that applicant.

The five-day administrative review period will not be extended.

1. Prepare the notification letter to the applicants by referring to the sample letter in Section 3.1.4: Woodlot Licence Administrative Review Sample Letter and Table.

2. Include the total scores of all applicants in the letter by referring to the sample table in Section 3.1.4: Woodlot Licence Administrative Review Sample Letter and Table. Note that this table does not include the fine details that would be present on the evaluation spreadsheet.

3. The administrative review period commences five business days after the letters notifying applicants of the results have been mailed.



5. After Administrative Review

1. When the Woodlot Forester advises you of the successful bidder, check to ensure that the bidder is in good standing, first in CLIENT:


If the successful bidder is registered, ensure that the address, phone number, and other details are correct (see Section 1.4.4: Updating a Client).

If the successful bidder is not registered, send the Client Information Form to the bidder for completion.

Note: The required information may already be available to you. For example, a Private Timber Mark Application will contain all the necessary information if it has been completed correctly.

When the Client Information Form is returned, add the new client as outlined in Section 1.4.3: Adding a New Client.

2. If the successful bidder is a company, also check to ensure that that the bidder is in good standing in BC OnLine:








Click on Next.

Select the appropriate company from the displayed list.


Click on Pay Now.








3. Check the successful bidder’s status in ARM:

Access ARM: http://apps22.for.gov.bc.ca/arm/.

If you get an “Exception Error” screen, click on Refresh on the browser.

Select Account Inquiry and click on Enter.

Select Account Summary and click on Enter.

Enter the Client Number and Location Code, and press <Enter> on your keyboard.

If the account is suspended, investigate. Forest Revenue Branch may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Branch, Collection Officer Ministry of Finance

If you confirm that the account is indeed suspended, notify the appropriate person(s) and hold the application until the account obligations have been met.

4. Before the offer can be accepted, the successful bidder must submit the bonus payment in a form acceptable to the Ministry within 10 business days.

If the successful bidder is in good standing, prepare a letter requesting the bonus payment and advising that the successful bidder is required to submit a management plan. The management plan must be approved before the Woodlot Licence can be issued.

If the successful bidder was not registered in CLIENT, attach a Client Information Form to the letter.

5. Send the letter by registered mail.

6. Process the bonus bid as outlined in Section 1.5: Accounts Receivable Management and send it to Forest Revenue Branch, Ministry of Finance.

7. Return bid deposits to the unsuccessful bidders by registered mail.

8. Prepare the licence document for the successful bidder:


Click on Inbox at the top of the screen. If you know the File ID, specify it and click on Go. Otherwise, follow these steps:

For Exclude BCTS, select Yes.

Click on the File ID radio button.

Click on Go.





Find your Woodlot Licence document.

Ensure that the Woodlot Licence has been cleared. If it has, the APP (Approved) button on the left is available.

If the APP button is not available, notify Geomatics.

If the APP button is available, click on Y in the Map column to open the Exhibit A map. Then print two copies of the map and attach them to the documents.

If you get a message stating that the Exhibit A needs to be regenerated, click on Regenerate and wait until the regeneration has been completed. This implements changes that have been made to the Exhibit A. Then print the regenerated Exhibit A and attach it to the tenure document, replacing the old version(s) with the new one(s).

9. Send both copies of the document package to the successful bidder for witnessed signature and request the first year’s annual rent. The annual rent for a Woodlot Licence is calculated from the AAC(m3) in FTA:

Total AAC x $0.60/m3 = annual rental

Indicate that the documents must be returned within 30 days.

10. When you receive the signed package and the first year’s annual rent payment, process the payment as outlined in Section 1.5: Accounts Receivable Management and send it to Forest Revenue Branch, Ministry of Finance.

11. Obtain the DDM’s signature, witness the signature, and distribute the documents:

original to licensee copy to file other copies in accordance with local District procedures

12. Update FTA:





Click on Go.

Find your Woodlot Licence.

Click on it to navigate to the Tenure screen.

Click on the Sale Info tab, enter the mandatory information, and Save.




Click on the Assc. Client tab, enter the appropriate information, and Save.

Click on the Assc. Files tab if applicable, enter the appropriate information, and Save.

Click on the Tenure tab, enter the mandatory information, and Save.

The File Status will change automatically once the tenure is approved in the Inbox.

Click on the Back button to return to the Inbox.

Click on the APP (Approved) button on the left of the screen and insert customized text if required.

Example: This is your official notice that Woodlot Licence [#] has now been issued.

Click on Ok.



3.1.3 Woodlot Licence Replacement Procedures Unless a Woodlot Licence provides that a replacement must not be offered for the licence, the Regional Manager or District Manager must offer the licensee a replacement during the six-month period following the ninth anniversary of the Woodlot Licence. 1. No later than six weeks after the replacement offer is made (or the intent to make

the offer is determined), place advertising on Official Notices in accordance with the advertising procedures outlined in Section 2.1: Advertising. The notice must be posted on the site for at least seven days.

Sample Replacement Notice:

TAKE NOTICE that an offer to replace Woodlot Licence W[#], held in the name of [name of company] and located in the vicinity of [location] in the [name of District] Forest District for a term of [#] years has been made in accordance with Section 46 of the Forest Act.

2. Advertising in local papers is optional, but if you do advertise locally, place the tear

sheets on file.

3. Prepare the replacement document as directed by the Woodlot Forester.

4. Check to ensure that the licensee is in good standing in CLIENT:


Find the client.

Ensure that the address, phone number, and other details are correct (see Section 1.4.4: Updating a Client).

5. If the licensee is a company, ensure that it is in good standing in BC OnLine:








Click on Next.







Click on Pay Now.




6. Check the licensee’s status in ARM:









7. If the licensee is in good standing, prepare two copies of the replacement document and send them to the licensee for witnessed signature. The documents must be returned within 30 days.


original to licensee copy to file other copies in accordance with local District procedures

9. Update FTA:


Click on the Tenures tab and select Tenure from the drop-down list.

Specify the Woodlot Licence File ID and click on Go.

Enter the appropriate data in the Replacement Date field and Save.





3.1.4 Woodlot Licence Administrative Review Sample Letter and Table

Note

The sample table is on next page.

1. WL Administrative Review Sample Letter

These are the results of the evaluation of applications for Woodlot Licence (W####):

Summary of Scoring by Eligible Applicants for Woodlot Licence W####

Bonus Offer Proximity Private Land Applicant

Bonus Points Distance Points Raw Score Points

Total

Prior to [date 10 business days after this letter is mailed], I will make a decision regarding the award of Woodlot Licence [W####]. During this period, you may request and receive an explanation from the [district manger or regional manager] as to how the scoring of your application was determined. Only the scoring of the applicant requesting the review will be discussed during the review. If you wish to meet to discuss your application, please contact [Contact Name] at [contact telephone number] to arrange a meeting. Thank you for your interest in the Woodlot Licence Program in the [Name of Region or District]. Yours truly, DDM pc: [RM or DM Name], [Name of Region or District] Forest Revenue Branch, Ministry of Finance



2. WL Administrative Review Sample Table for Release to All Applicants

Summary of Scoring by Eligible Applicants for Woodlot Licence #W_______

Bonus Offer Proximity Private Land Applicant

Bonus Points Distance Points Raw Score Points

Total

A $56 000 35 120 km 15 48 24 74

B $40 000 25 30 km 25 44 22 72

C $80 000 50 20 km 25 50 25 100

Section 3: Timber Tenures – Cutting Permit


3.2 Cutting Permit (CP) 3.2.1 Introduction

Cutting Permit File Designations

Community Forest Agreement 19460-40 (Operational) 19460-45 (Legal)

Forest Licence Non-Replaceable 19510-40 (Operational) 19510-45 (Legal)

Forest Licence Replaceable 19500-40 (Operational)) 19500-45 (Legal)

Forestry Licence to Cut 19545-40 (Operational) 19545-45 (Legal)

Timber Licence 19580-40 (Operational) 19580-45 (Legal)

Tree Farm Licence 19700-40 (Operational) 19700-45 (Legal)

Woodlot Licence 19720-40 (Operational) 19720-45 (Legal)

The Cutting Permit document is signed only by the Ministry of Forests and Range and is issued under the authority of the tenure document. It does not require the licensee’s signature. The Cutting Permit term must be specified on the document, and cannot exceed four years.

Systems

ARM BC OnLine CLIENT FTA

Legislation

Forest Act, Section 47.6: http://www.for.gov.bc.ca/tasb/legsregs/forest/foract/contfa.htm

Manual

Cutting Permit and Road Tenure Administration Manual: http://www.for.gov.bc.ca/hth/timten/documents/CPRT_Admin_Manual_Ver2.1_2008Mar14.PDF

Forms

SharePoint Tenure Forms: https://sharepoint.forests.gov.bc.ca/hthAdmin/Tenure%20Documents/Forms/AllItems.aspx


http://www.for.gov.bc.ca/hth/timten/documents/CPRT_Admin_Manual_Ver2.1_2008Mar14.PDF






3.2.2 Issuing Cutting Permit 1. The licensee submits the Cutting Permit application electronically through ESF,

which generates the Cutting Permit number. Then the licensee submits a written application with the Cutting Permit number on it via e-mail to the District’s Inbox.

2. Check the Cutting Permit application for completeness.

3. Check the client’s account status in ARM:









4. Check the client’s status in CLIENT:


Ensure that all the client information is correct (address, phone number, etc.) and update it if appropriate (see Section 1.4.4: Updating a Client).

5. Check to ensure that that the client is in good standing in BC OnLine:













Click on Next.



Click on Pay Now.




6. If the client is in good standing, forward the application to the appropriate section for review.

7. If the Cutting Permit is approved, choose the applicable Cutting Permit template from the SharePoint site:

https://sharepoint.forests.gov.bc.ca/hthAdmin/Tenure%20Documents/Forms/AllItems.aspx

The appropriate template will depend on the tenure type and its issuance or replacement date. Forest Licences, Non-Replaceable Forest Licences, Tree Farm Licences, and Woodlot Licences have two Cutting Permit templates.

If the licence document was issued prior to November 4, 2003, use the PRE Cutting Permit template.

If the licence document was issued after November 3, 2003, use the POST Cutting Permit template.

Other forms of agreement that provide for Cutting Permits have one template each.

8. Fill in the template and schedule(s) as directed.

Timber Mark Samples

Tree Farm Licence 19 734

Forest Licence EB7 520

Timber Licence TAM HCC

Woodlot Licence WBL KDD





9. Print the Cutting Permit document and check it for accuracy.

10. Update FTA: http://apps12.for.gov.bc.ca/fta/.





Click on Go.

Find your Cutting Permit.

Ensure that the CP submitted in ESF has been cleared. If it has, the APP (Approved) button on the left is available.


If the APP button is available, click on Y in the Map column to open the Exhibit A map. Then print a copy of the map and attach it to the document.

If you get a message stating that the Exhibit A needs to be regenerated, click on Regenerate and wait until the regeneration has been completed. This implements changes that have been made to the Exhibit A. Then print the regenerated Exhibit A and attach it to the tenure document, replacing the old version with the new one.

11. Obtain the DDM’s signature on the Cutting Permit document.

12. Update FTA: http://apps12.for.gov.bc.ca/fta/.





Click on Go.

Find your Cutting Permit in the File ID column and click on it.

In the Tenure screen, enter the required information.







Ensure that you have the correct Client Number and Location Code for the address to which billing is to be sent. If the licensee has asked that billing be sent to a location that is different from the address for the tenure, you must set up an S-Link for the billing address.

Click on the Assc. Client tab.

Enter the Client Number and the appropriate Location Code.

Click on the down arrow and select S - Appraisals and Billing Mail.

Enter the Start Date and click on Save.

Click on the Tenure tab to return to the Tenure screen.


On the right side of the screen, click on the APP (Approved) button.

Insert customized text if appropriate.

Example: This is your official notice that Cutting Permit [#] within Licence [#] is issued for a 4-year term starting on [date].

Click on Ok.

13. Distribute the CP document:

Scan the signed document and send the PDF copy to the licensee electronically rather than using hard copy and mail service. If the District or permittee has no scanning capability, you can fax the permit. In both cases, you should not send it by mail as well.

A copy of the document and appraisal information should be e-mailed to the Region for rates.

Place a copy on the file.

Distribute other copies in accordance with local District procedures.



3.2.3 Extending Cutting Permit 1. Expiry

The Ministry of Forests and Range is not required to advise the licensee that a Cutting Permit is pending expiry. However, some Districts send a courtesy expiry notice. If you are asked to prepare an expiry notice, see the sample letter in Section 3.2.7: Cutting Permit Sample Letters, print the expiry notice, send it to the licensee, and place a copy on the file.

2. Extension

Under Sections 58.1 and 58.2 of the Forest Act, Cutting Permits may be extended upon application if they meet certain criteria. For details, see Section 2.3.3 of the Cutting Permit and Road Tenure Administration Manual:


If an extension request has been reviewed and it is recommended that the Cutting Permit be extended, follow the steps below.

1. Check the account status in ARM:






Ensure that the account is in good standing. If the Client Status is “Suspended” or not current, advise the appropriate person(s) and then investigate. If the account appears to be suspended in error, send an e-mail inquiry to:



http://www.for.gov.bc.ca/hth/timten/documents/CPRT_Admin_Manual_Ver2.1_2008Mar14.pdf





2. Check the client’s status in CLIENT:



3. Check to ensure that that the client is in good standing in BC OnLine:








Click on Next.



Click on Pay Now.




4. If the client is in good standing, continue with the extension.

5. Type the extension letter and have it signed by the DDM (see Section 3.2.7: Cutting Permit Sample Letters).

6. Update the Cutting Permit in FTA:



Click on the CP/Mark tab.

Enter the File number and the CP/HVA ID number.

Click on Go.






Scroll down and click on the Details button.

Enter the Extended Date and Reason, and click on Save.

7. Distribute the extension letter:

original to licensee copy to legal file other copies in accordance with local District procedures

8. If the Cutting Permit extension was not approved, retrieve the files and begin the closure process as outlined in Section 3.2.5: Closing Cutting Permit.



3.2.4 Amending Cutting Permit Cutting Permits are signed only by the Ministry so FS 3 Amendments are not required. An amendment may be executed simply by way of a letter signed by the District Manager or DDM (the licensor). A letter amending the Cutting Permit document must contain this statement:

This letter forms an integral part of the cutting permit document and should be attached to it.

Depending on what is being amended, the letter may refer to a revised document page enclosed or a page enclosed on which the amendment is contained in the form of a clause or document paragraph. If a revised document page is enclosed, it should state the effective date of revision, which may or may not be the same as the letter date. If an amendment request has been reviewed and it is recommended that the Cutting Permit be amended, follow these steps:

1. Type the amendment letter (see Section 3.2.7: Cutting Permit Sample Letters).

2. If there has been no ESF submission, proceed to the distribution instructions below.

3. If there has been a ESF submission, do the following:


Click on Inbox at the top of the screen.

Specify the File ID and click on Go.


Check to ensure that the amendment has been cleared. If it has, the APP (Approved) button on the left is available.


If the APP button is available, click on Y in the Map column to open the Exhibit A map. Then print a copy of the new Exhibit A map and attach it to the amendment letter.

If you get a message stating that the Exhibit A needs to be regenerated, click on Regenerate and wait until the regeneration has been completed. This implements changes that have been made to the Exhibit A. Then print the regenerated Exhibit A map and attach it to the amendment letter.

4. Have the amendment letter signed by the DDM.








Click on the APP (Approved) button on the left of the screen.

Type a message if required and Save.

6. Distribute the letter:

original to the licensee copy to legal file other copies in accordance with local District procedures




3.2.5 Closing Cutting Permit

Note

Before you change the CP status to HC, all Cut Blocks within the CP must be at status LC or S. The licensee does this by updating the Results information.

Advance notice of expiry is not required. Closure letters are not required and could be detrimental if they mislead the CP holder regarding the status of rights and obligations. If it is recommended that the Cutting Permit be closed, follow these steps:

1. If you are asked to prepare a deletion letter, have it signed by the DDM and distribute it:







Click on Go.

Scroll down and click on the Details button. Then click on Cut Blocks.

Ensure that all the Cut Block statuses are at LC (logging complete) or S (silviculture). If they are not, advise the licensee to update the Results and hold the file until the Results have been updated.

When all the Cut Block statuses have been changed to LC or S, access the Cutting Permit and change its status to LC (logging complete but obligations outstanding) or HC (logging complete and obligations completed as required by Cutting Permit).

Click on Save.

3. If applicable, when the Cutting Permit status has been changed to HC, click on the Retire button at the bottom of the screen. (This may be done by Geomatics.)

The Retire button removes Cutting Permit from the active map layer so that when Geomatics is checking for conflicts, it will no longer show as active.




3.2.6 Postponing or Rescinding Cutting Permit

Cutting Permit and Road Tenure Administration Manual


CP Postponement Guide

http://www.for.gov.bc.ca/ftp/his/external/!publish/OnLineClassroom/FTA_ESF/CP%20%20Postponement/

1. Postponement

If it is recommended that the Cutting Permit be postponed, follow these steps.

1. Type the postponement letter (see Section 3.2.7: Cutting Permit Sample Letters).

2. Have the letter signed by the DDM and distribute it:







Click on Go.


Enter the appropriate Postponement Date and Save.



http://www.for.gov.bc.ca/ftp/his/external/!publish/OnLineClassroom/FTA_ESF/CP Postponement/

http://www.for.gov.bc.ca/ftp/his/external/!publish/OnLineClassroom/FTA_ESF/CP Postponement/




2. Rescindment

If it is recommended that the Cutting Permit be rescinded, follow these steps.

1. Type the rescindment letter (see Section 3.2.7: Cutting Permit Sample Letters).

2. Have the letter signed by the DDM and it:







Click on Go.


Enter the appropriate Rescinded Date and Save.




3.2.7 Cutting Permit Sample Letters


1. CP Extension Letter

In response to your application dated [date] and pursuant to the authority contained in the permit, the term of Cutting Permit [#] of [tenure type] Licence A[#] is hereby extended to [date], upon which date all rights under the permit will cease. This letter forms an integral part of the cutting permit document and should be attached to it. Yours truly, DDM

2. CP Amendment Letter

This letter is written in response to your application dated [date] for an amendment to [tenure type] Licence A[#], Cutting Permit [#]. [tenure type] Licence A[#], Cutting Permit [#], Block(s) [#] has/have now been amended as shown in the enclosed Exhibit A map(s) dated [date]. This letter forms an integral part of the cutting permit document and should be attached to it. Yours truly, DDM Enclosure(s): [list enclosures]



3. CP Cancellation and Replacement Letter

This letter is written to advise that paragraph [paragraph # in licence document] of [tenure type] Licence A[#], Cutting Permit [#], has been cancelled and replaced with the following, effective [date]:

[replacement paragraph] The timber mark for this Cutting Permit is:

*** ***

This letter forms an integral part of the cutting permit document and should be attached to it. Yours truly, DDM

4. CP Revised Page Letter

Please find enclosed revised page [#], dated [date], for [tenure type] Licence A[#], Cutting Permit [#]. This page cancels and replaces page [#] attached to your copy of the cutting permit. The revised page forms an integral part of the cutting permit document and should be attached to it. Yours truly, DDM Enclosure



5. CP Postponement Letter

In reference to [tenure type] Licence A[#], Cutting Permit [#], authority is hereby granted under Section 58.21 (1) of the Forest Act to postpone the operation of the cutting permit. The effective date of the postponement will be [date]. During the period of postponement and until the postponement is rescinded by the District Manager, the licensee must not exercise any of the rights granted by the cutting permit. If this postponement is not rescinded as provided under Section 58.21 (7) of the Forest Act or an extension is not granted as provided under Section 58.21 (4) of the Forest Act, the postponement will expire on [date]. As provided in Section 58.21 (8) of the Forest Act, the expiry date of the cutting permit will be extended to [date]. On that date, all rights under the permit will cease. This letter forms an integral part of the cutting permit document and should be attached to it. Yours truly, DDM

6. Rescindment of CP Postponement Letter

In reference to [tenure type] Licence A[#], Cutting Permit [#], the postponement of the cutting permit is hereby rescinded as provided under Section 58.21 (7) of the Forest Act. As provided in Section 58.21 (8) of the Forest Act, the expiry date of the cutting permit will be extended to [date], on which date all rights under the permit will cease. This letter forms an integral part of the cutting permit document and should be attached to it.

Yours truly, DDM

Section 3: Timber Tenures – Forestry Licence to Cut


3.3 Forestry Licence to Cut (FLTC) 3.3.1 Introduction

Forestry Licence to Cut File Designations

19545-20 (Operational) 19545-25 (Legal)

A Forestry Licence to Cut issues the right to harvest and/or remove timber from specified areas. Various licence types are designed to meet various purposes, such as small scale salvage, timber removal for scientific purposes, forest health, and small commercial purposes (firewood, fence posts). The Forestry Licence to Cut replaced the Timber Sale Licence that is now issued only by BC Timber Sales. Forestry Licences to Cut are used to dispose of Crown timber (i.e., to authorize the harvesting and/or removal of Crown timber) that does not fit under other forest use agreements (i.e., Tree Farm Licence, Forest Licence, Woodlot Licence, Community Forest Agreement, Timber Licence, Road Permit, Free Use Permit, or Christmas Tree Permit). Systems


Legislation

Forest Act: http://www.for.gov.bc.ca/tasb/legsregs/forest/foract/contfa.htm Links

Intermediate Salvage: http://gww.for.gov.bc.ca/hth/timten/intermediate-salvage.htm

Small Scale Salvage: http://www.for.gov.bc.ca/hth/timten/small-scale-salvage.htm Form



http://gww.for.gov.bc.ca/hth/timten/intermediate-salvage.htm

http://gww.for.gov.bc.ca/hth/timten/intermediate-salvage.htm

http://www.for.gov.bc.ca/hth/timten/small-scale-salvage.htm





3.3.2 Unique Requirements for FLTC Licence Types

Note

See also Section 5.3.2: Unique Requirements for BCTS Forestry Licence to Cut.

Forestry Licence to Cut

FLTC Licence Type Unique Requirements

FLTC Decked Timber - Timber that has been

harvested and decked/piled along roadside for removal.

Forest Act, Section 47.6 (2.1) no cutting allowed – removal of “decks” only no volume limit should be competitive award (i.e., advertised)

> 2,000 m3 see http://gww.for.gov.bc.ca/hth/timten/decked-

timber.htm

FLTC Max 50 m3 - Usually cash sales for which

the tenure number begins with the letter D.

Forest Act, Section 47.6 (5)(b) can be for “green” timber authorized by District Manager or Forest Officer normally up-front cash payment (i.e., “cash sale”), but

need not be

FLTC Max 500 m3 Forest Act, Section 47.6 (2)(a) authorized by Forest Officer timber that, in the opinion of the Regional Manager

or District Manager, is to be harvested under controlled scientific or investigative conditions

FLTC (no CP, Major) General Terms

FLTC (no CP, Major) Specific Terms

FLTC (no CP) TSL Surrendered

part of “Timber Sale Licence (Major) Conversion” under Forest Revitalization Act

replaceable

FLTC (with CP) normally designated as major licence (i.e., must establish free-growing stands)

normally a direct award under Forest Act, Section 47.3 in association with First Nation agreement

http://gww.for.gov.bc.ca/hth/timten/decked-timber.htm

http://gww.for.gov.bc.ca/hth/timten/decked-timber.htm



Forestry Licence to Cut - continued

FLTC Licence Type Unique Requirements

FLTC Community Interface in accordance with Forest Act, Section 47.6 (2)(d) and Forestry Licence to Cut Regulation, Section 1

direct award as part of contract to implement Community Wildfire Protection Plan

FLTC CP cutting authority for FLTC with CP

FLTC Max 2,000 m3 Forest Act, Section 47.6 (2)(c) and Forestry Licence to Cut Regulation, Section 2

standard FLTC used for Small Scale Salvage

FLTC under Pulpwood Agreement (no CP)

cutting authority for Pulpwood Agreement replaced Timber Sale Licence (TSL) when BC Timber

Sales branded TSLs exclusively for their program direct awarded to Pulpwood Agreement holder



3.3.3 Issuing Forestry Licence to Cut 1. When the application is received, check to ensure that the applicant is in good

standing in CLIENT:


If the client is registered, ensure that the address, phone number, and other details are correct (see Section 1.4.4: Updating a Client).

If the client is not registered, send the Client Information Form to client for completion.

Note: This required information may already be available to you. For example, an Application for Crown Timber will contain all the necessary information if it has been completed correctly.


2. If the applicant is a company:








Click on Next.



Click on Pay Now.








3. Check the applicant’s status in ARM:









If the applicant’s ARM status is acceptable, continue as indicated below.

4. FTA processes:

For B07 cash sales:

If the applicant is in good standing, create a tenure number in FTA if appropriate:



In the File Type drop-down box, select B07 for Forestry Licence to Cut.

Click on Add New.

Enter the mandatory information: Quota Type, Zone, Purpose, and Submit Spatial Later.

You must change Payment Method to C - Cash if it is a cash sale. This will generate a tenure number beginning with the letter D.

Then Save the data

FTA generates the tenure number. Record the number on the application.

For B07 application submitted through ESF:

ESF generates the tenure number if the licensee submits the application through ESF. The licensee may also submit a written application via the District Inbox with the tenure number noted on it.








Find the Forestry Licence to Cut and confirm the tenure number on the application.

5. Forward the application to the appropriate section for review.

6. If the application is approved, complete the appropriate documents as directed:

Choose the appropriate Forestry Licence to Cut template from the SharePoint site:


Complete the Forestry Licence to Cut document and print two copies.

Review the document for accuracy.

Prepare and print two copies of the cover letter, one without hidden text for the licensee and one with hidden text for the legal file.

7. If the B07 application was submitted through ESF:




Find your Forestry Licence to Cut.

Ensure that the Forestry Licence to Cut submitted in ESF has been cleared. If it has, the APP (Approved) button on the left is available.










8. If the B07 application was not submitted through ESF:





Click on Go.

Find your Forestry Licence to Cut.

Ensure that the Forestry Licence to Cut submitted in ESF has been cleared. If it has, the APP (Approved) button on the left is available.




9. Notify the licensee by mail, e-mail, or phone to sign the document and make the required payment (if applicable for cash sale or security deposit).

10. If it is a cash sale, the payment is made in the form of a cheque, bank draft, money order, or personal cheque made payable to the Minister of Finance. It is preferable that the payment not be made in the form of cash (see Section 1.5.4: Procedures for Receipt of Payments).

11. If a security deposit is required, personal cheques are not acceptable. Security deposits must be in the form of a certified cheque, bank draft, money order, or Letter of Credit.

Security deposits are required to ensure compliance with the terms set out in the tenure document. They can and will be used to rectify any non-compliance issues that arise during the term of the tenure.

12. Process the payment as outlined in Section 1.5.4: Procedures for Receipt of Payments.

13. Ensure that the licensee has signed both copies of the licence document, and that the signatures have been witnessed.




14. Obtain the DDM’s signature, and witness the signature.

15. Distribute the documents:

original to licensee (no hidden text)—attach Logging Tax information and any other applicable information (i.e., mark site designation)

copy and miscellaneous appraisal information to Region via e-mail copy to file other copies in accordance with local District procedures

16. Update FTA:

Access FTA: http://apps12.for.gov.bc.ca/fta/. If this was an ESF application:


If you know the File ID, specify it and click on Go. Otherwise, follow these steps:



Click on Go.

Find your Forestry Licence to Cut and go to the Tenure screen. If this was not an ESF application:






Click on the Tenure tab, enter the mandatory information, and Save. If this was an ESF application:

The File Status will change automatically once the tenure is approved.

Click on the Back button to return to the Inbox. If this was not an ESF application:

Change the File Status to PI and Save.

Then change the File Status to HI and Save.





Example: This is your official notice that Forestry Licence to Cut [#] has now been issued.

Click on Ok.



3.3.4 Amending or Extending Forestry Licence to Cut If an extension request has been received and reviewed, and it is recommended that the Forestry Licence to Cut be extended, prepare an extension letter or an FS 3 Amendment:

If there are provisions for extension in the licence document, the Forestry Licence to Cut is extended through a letter (see Section 3.3.6: Forestry Licence to Cut Sample Letters).

If the licence document did not contain provisions for extensions, the Forestry Licence to Cut is extended through an FS 3 Amendment, replacing that paragraph with one that allows for extension (see Section 2.2.3: FS 3 Amendment Sample Wording and Section 2.2.4: FS 3 Amendment Sample Letters).

If the licence document is being amended, you must prepare an FS 3 Amendment as outlined in Section 2.2: FS 3 Amendment.

Depending on the nature of the amendment, it may be necessary to update FTA:




Enter the appropriate information and Save.




3.3.5 Closing Forestry Licence to Cut

Decision Matrix for Closing FLTC

Question If Yes. If No.

1. Is this FLTC a Professional Salvage?

Obtain Post-Harvest Report from licensee. Proceed to #2.

Proceed to #2.

2. Is this an early termination?

Obtain surrendered licence. Change FTA status to LC if logging is “complete” as defined in #5 below.

Change FTA status to LC. Proceed to #3.

3. Are we holding a security deposit on this FLTC?

Prepare FS 45D for release of security deposit. Proceed to #4.

Proceed to #4.

4. Complete closure steps.

Prepare and distribute closure letter. Send FS 45D with letter to Forest Revenue Branch, Ministry of Finance, and place copy on legal file. When completed FS 45D is returned by Forest Revenue Branch, file it.

Question If Yes. If No.

5. Is harvest “complete”? Definition:

No scale in. Timber Mark not used.

Change FTA status to HC.

Change FTA status to HX.

Update FTA: http://apps12.for.gov.bc.ca/fta/.



Click on the Assc. Files tab, make note of any associated files, and close them in accordance with local procedures.

Click on the Tenure tab, change the File Status to HC, and Save.

Click on the Retire button at the bottom of the screen. This removes the tenure from the active map layer so that when Geomatics is checking for conflicts, it no longer shows as active.




3.3.6 Forestry Licence to Cut Sample Letters


1. FLTC Disallowance Letter

In response to your letter dated [date] regarding an application for a Forestry Licence to Cut located in the vicinity of [location], please be advised that this area is already under licence and therefore your application can not be considered at this time. Thank you for your continued interest in the Small Scale Salvage Program. If you have any questions or concerns, please contact me at [phone number] or by e-mail at [e-mail address]. Yours truly, [person recommending the disallowance]

2. FLTC Initial Cover Letter – No Payment Requested

Please find enclosed two copies of the licence document for Forestry Licence to Cut A[#] for an area located in the vicinity of [location]. Sign both copies of the licence document, have both signatures witnessed, and return both copies to this office for execution by the District Manager. Your executed copy will be returned to you. Before removing any timber from this licence area, you must obtain authorization from the Revenue Inspector for a designated place of scaling. A Request for Mark Site Designation form is therefore enclosed. Please complete it and return it to this office. Yours truly, RC



3. FLTC Initial Cover Letter – Payment Requested Two copies of the licence document for Forestry Licence to Cut D[#] are enclosed for the harvesting of timber located in the vicinity of [location] as described in the licence document. Sign both copies of the licence document, have both signatures witnessed, and return both copies to this office along with the full stumpage payment in the amount of $[amount]. Your cheque, bank draft, or money order should be made payable to the Minister of Finance. After the licence documents have been executed by the District Manager, your copy will be returned to you. Yours truly, RC

4. FLTC Extension Letter

In reply to your application dated [date] and pursuant to authority contained in Forestry Licence to Cut A[#], the term of this licence is hereby extended for [#] year[s] to [date], on which date all rights under the licence will cease. This letter forms an integral part of the licence document and should be attached to it. [Do not use this sentence if the extension is done with a FS 3 Amendment.] Yours truly, DDM



5. FLTC Closure Letter As harvesting has been completed on Forestry Licence to Cut A[#], the licence is considered terminated as of its expiry date. A notice will be forwarded to Victoria to release your security deposit. Yours truly, DDM pc: Ministry of Finance, Victoria

Attention: [revenue contact] Please initiate refund of deposit in the amount of $[amount], Payment No. [#], Client No.[#].

See also Section 2.4: Full Release of Security Deposit.

Section 3: Timber Tenures – Occupant Licence to Cut


3.4 Occupant Licence to Cut (OLTC) 3.4.1 Introduction

Occupant Licence to Cut File Designation

19545-60

This file designation differs from many others as there is a single file number for both legal and operations information.

You can place legal information on the left side of the file and operational information on the right to make it easier to find information when you need it.

The Ministry may issue an Occupant Licence to Cut to legal occupiers of Crown land who do not otherwise have the right to harvest the timber from that land. An Occupant Licence to Cut may also be required where private land is subject to a reservation of timber in favour of the Crown (i.e., the landowner owns the land but not the timber). Under an Occupant Licence to Cut, stumpage must be paid unless the timber is located on land granted by letters patent. The licensee must also comply with other conditions identified in the licence (e.g., utilization, slash disposal, etc.). Section 14 of the Mineral Tenure Act specifies the following:

(3) Subject to the terms and conditions set by the issuing authority under the Forest Act, a recorded holder of a mineral title that is not in production must on request be issued either a free use permit or an occupant licence to cut under that Act at the option of the government.

(4) The recorded holder of a mineral title that is in production or being prepared for production must on request be issued an occupant licence to cut under the Forest Act, subject to terms and conditions set by the issuing authority.

Systems


Link

Timber Tenure System Overview: http://www.cortex.ca/TimberTenSysWeb_Nov2001.PDF

http://www.cortex.ca/TimberTenSysWeb_Nov2001.PDF



Form






3.4.2 Issuing Occupant Licence to Cut An application for an Occupant Licence to Cut must include proof of authorization to occupy the Crown land for which the application is being made (e.g., copy of lease or Licence of Occupation).

1. Review the status of the occupational tenure by confirming the following:

full and complete name of tenure holder effective date and term of tenure specific area to which the tenure applies

Note: An application or offer to occupy Crown land does not constitute authorization to occupy Crown land.

2. The licensee must be identical to the holder of the occupational tenure. If the

occupational tenure is held jointly by many parties, all parties must be named as the Occupant Licence to Cut licensee and all parties must sign the licence document.

3. The term of the licence must fall within the term of the occupational tenure.

4. The area covered by the licence must be within, or equal to, the area covered by the occupational tenure.

5. Ensure that the document authorizing occupation of the land has been signed by both parties.

6. Ensure that the document authorizing occupation of the land and is in good standing.

7. Check to ensure that the successful applicant is in good standing in CLIENT:




Note: The Application for Crown Land will contain all the necessary information if it has been completed correctly.














Click on Next.



Click on Pay Now.














10. Ensure that the expiry date does not extend beyond the expiry date on the occupational tenure document.





12. If the application is approved:

Download the specific terms of the Occupant Licence to Cut and the General Terms template from the SharePoint site:


Complete the Occupant Licence to Cut document as directed.

Print two copies and review the document for accuracy.

Prepare and print two copies of the initial cover letter, one without hidden text for the licensee and one with hidden text for the legal file.





Click on Go.

Find your Occupant Licence to Cut.

Note: All tenure applications should be submitted via ESF. If the application arrives in hard copy form, ask the Technician if he wants you to return it and advise the client to submit it via ESF instead.

Alternatively, the Technician may choose to take it to Geomatics and ask them to do the ESF submission.

Check to ensure that the Occupant Licence to Cut submitted in ESF has been cleared. If it has, the APP (Approved) button on the left is available.









14. Notify the licensee by mail, e-mail, or phone to sign the documents and make the required payment (if applicable for security deposit).

15. Send both copies of the document package to the applicant for witnessed signatures.

16. If a security deposit is required, personal cheques are not acceptable.

Security deposits must be in the form of a certified cheque, bank draft, money order, or Letter of Credit.

Security deposits are required to ensure compliance with the terms set out in the tenure document. They can and will be used to rectify any non-compliance issues that arise during the term of the tenure, and at closure for unpaid stumpage.

17. When both copies of the document are returned, check for the witnessed licensee signature on each copy, and for the security deposit if applicable.


19. Obtain the DDM’s signatures on both copies, witness the signatures, and distribute the documents:

original to licensee (no hidden text); attach Logging Tax information and any other applicable information (i.e., mark site designation)

copy and miscellaneous appraisal information to Region via e-mail

copy to file

other copies in accordance with local District procedures

20. Update FTA:





Click on Go.

Find your Occupant Licence to Cut and go to the Tenure screen.


Click on the Assc. Files tab.

Enter the appropriate information to relate the Occupant Licence to Cut to the occupational tenure document, and then Save.





Do not change the status. The File Status will change automatically once the tenure is approved.



Example: This is your official notice that Occupant Licence to Cut [#] has now been issued.

Click on Ok.



3.4.3 Extending Occupant Licence to Cut 1. If an extension request has been received and reviewed, and it is recommended

that the Occupant Licence to Cut be extended, prepare an extension letter or an FS 3 Amendment.

2. Check the occupational tenure document to ensure that you are not extending the Occupant Licence to Cut beyond the terms on that document.

3. If you are amending the licence document, you must prepare an FS 3 Amendment as outlined in Section 2.2: FS 3 Amendment.

4. When both copies of the FS 3 are returned, check to ensure that there are witnessed licensee signatures on both copies.

5. Obtain the DDM’s signature on both copies and distribute the documents:

one original to licensee (no hidden text) one original to legal file other copies in accordance with local District procedures

6. Update the Occupant Licence to Cut dates in FTA.



3.4.4 Amending Occupant Licence to Cut An Occupant Licence to Cut is a dually-signed document (signed by both licensee and Ministry). Therefore, amendments must be made by way of an FS 3 Amendment and must be signed by both parties.

1. Forward the amendment application to the appropriate section for review.

2. If the amendment application is approved, prepare the FS 3 and cover letter as directed, and as indicated in Section 2.2: FS 3 Amendment.

3. Depending on what is being amended, the letter may refer to a revised document page enclosed or a page enclosed on which the amendment is contained in the form of a clause or document paragraph.

If a revised document page is enclosed, it should state the effective date of revision, which may or may not be the same as the letter date.

4. Notify the licensee by mail, e-mail, or phone to sign the amendment and make the required payment (if applicable for security deposit).

5. Send both copies of the amendment to the applicant for witnessed signatures.

If a security deposit is required, personal cheques are not acceptable. Security deposits must be in the form of a certified cheque, bank draft, money order, or Letter of Credit.

Security deposits are required to ensure compliance with the terms set out in the tenure document. They can and will be used to rectify any non-compliance issues that arise during the term of the tenure, and at closure for unpaid stumpage.

6. When both copies of the document are returned, ensure that there are witnessed licensee signatures on both copies, and ensure that the security deposit has been submitted (if applicable).


8. Obtain the DDM’s signatures on both copies, witness the signatures, and distribute the amendment document:

original to licensee (no hidden text) copy and miscellaneous appraisal information to Region via e-mail

(if applicable) copy to file other copies in accordance with local District procedures



3.4.5 Closing or Cancelling Occupant Licence to Cut 1. Introduction

The term of an Occupant Licence to Cut ends on the earlier of these two dates:

the date on which licensee’s right to purchase or occupy the area(s) covered by the occupational tenure expires, is surrendered, is cancelled, or is otherwise terminated;

or

the expiry date specified in the Occupant Licence to Cut document.

There is no licence, statutory, or administrative requirement to issue an advice letter when operations are complete on an Occupant Licence to Cut but it is understandable that the licensee would want to know that everything is satisfactory. It is reasonable to provide such reassurance as long as the letter does not conflict with the Forest Act by stating that the licensee has “no further obligations” when in fact it does.

The advice letter can do some or all of the following:

acknowledge that all harvesting-related operations are complete—or all except those specifically noted, such as slash burning;

indicate that the licence has expired or is about to expire;

notify the licensee of any outstanding compliance and enforcement issues (e.g., incomplete obligations or observed non-compliance where a determination is pending); and/or

remind the licensee of its continuing liability under the Forest Act.

If you are asked to prepare a courtesy expiry notice, refer to the sample closure advisory letter in Section 3.4.6: Occupant Licence to Cut Sample Letters, prepare the letter, send it to the licensee, and place a copy on the District file.

2. Closure or Cancellation Procedures

1. If you are directed to close the file because a request for closure or cancellation has been received, or the Occupant Licence to Cut has expired, prepare a closure or cancellation letter if required and print two copies, one without hidden text for the licensee and one with hidden text for the legal file.

2. Obtain the DDM’s signature and distribute the letter:

original to licensee (no hidden text) copy to file other copies in accordance with local procedures



3. If applicable, follow the procedures outlined in Section 2.4: Full Release of Security Deposit for releasing the deposit.

Complete the FS 45D in conjunction with the closure or cancellation letter, and hold the file until the completed FS 45D is returned to you.

4. Update FTA:




Click on the Assc. Files tab and make note of any associated files so that you can close them too.

Change the File Status to HC.

Click on Save.

When the File Status has been changed to HC, click on the Retire button at the bottom of the screen. This removes the tenure from the active map layer so that when Geomatics is checking for conflicts, it no longer shows as active.

5. File the returned FS 45D and/or closure letter on the legal file and send a copy to

the Records Clerk for closure.




3.4.6 Occupant Licence to Cut Sample Letters


1. OLTC Initial Cover Letter Requesting Signatures

Your application dated [date] has been approved. Please find enclosed two copies of Occupant Licence to Cut L[#] covering [lease/licence name/#]. Sign both copies of the licence document, have your signature witnessed, and return both copies to this office for execution by the District Manager. Your executed copy will be returned to you. Yours truly, RC Enclosures

2. OLTC Extension Letter Pursuant to authority contained in Occupant Licence to Cut L[#], a term extension of [#] years is hereby granted. The licence is therefore extended to [date], upon which date all rights under the licence will cease. Yours truly, DDM



3. OLTC Closure Letter – Sample #1

It has come to our attention that Lease No. [#], covering [what the licence covers], expired [or was cancelled] on [date]. Therefore, pursuant to paragraph 1.02(a) of the Licence, the term of Occupant Licence to Cut L[#] also ended on [date]. Yours truly, DDM

4. OLTC Closure Advisory Letter – Sample #2

Occupant Licence to Cut L[#] expired [or will expire] on [date]. We understand that harvesting operations have been completed on this licence except for [specify condition(s)], which is [or are] expected to be completed by [date]. Our records indicate that there are no outstanding compliance or enforcement concerns regarding this licence. Nothing in this letter relieves you of your continuing liability related to this licence under the Forest Act. Yours truly, DDM

Section 3: Timber Tenures – Special Use Permit


3.5 Special Use Permit (SUP) 3.5.1 Introduction

Special Use Permit File Designations


A Special Use Permit gives non-exclusive authority to a company or individual to occupy and use an area of Crown land within the Provincial Forest if it has been demonstrated to the District Manager that the intended use is in accordance with the Provincial Forest Use Regulation and related legislation. It does not grant harvesting permission. A person may use or occupy Crown land in a Provincial Forest or Wilderness Area, or for purposes provided for under various acts, but only if the use or occupation is in accordance with the applicable regulations and, if it is required by regulation, in accordance with a Special Use Permit. The District Manager may require the permittee to submit a deposit to ensure that the conditions of the permit are met. The deposit must be in the form of a certified cheque, bank draft, or money order payable to the Minister of Finance. The deposit is refundable on the expiry of the permit, minus any amounts taken to satisfy claims or recover costs under the terms of the Provincial Forest Use Regulation. Annual rent is payable to the Ministry of Finance. In addition, Special Use Permits are subject to taxation. When it issues a Special Use Permit, the Ministry advises the BC Assessment Authority for taxation purposes. There may also be a requirement for a security deposit, depending on the proposed use and any environmental issues or concerns that may have to be addressed. A Special Use Permit is not issued by the Ministry of Forests and Range unless it is forestry-related or within the Provincial Forest. Other Special Use Permit applications should be sent to the Integrated Land Management Bureau and a letter should be sent to the applicant advising of this. If you are asked to prepare this letter, see Section 3.5.7: Special Use Permit Sample Letters. Use the legislation link on the next page to determine whether or not the proposed use is forestry-related.



Systems

ARM BC OnLine CLIENT FTA GBS

Legislation

Forest Practices Code of British Columbia Act - Section 8: http://www.for.gov.bc.ca/tasb/legsregs/fpc/fpcaregs/pforuse/pfur.htm#section8

Manual

Annual Rent Billing Procedures: http://www.for.gov.bc.ca/hth/timten/documents/annual-rent-billing-procedure-may-1-2006.pdf

Form


http://www.for.gov.bc.ca/tasb/legsregs/fpc/fpcaregs/pforuse/pfur.htm#section8

http://www.for.gov.bc.ca/hth/timten/documents/annual-rent-billing-procedure-may-1-2006.pdf

http://www.for.gov.bc.ca/hth/timten/documents/annual-rent-billing-procedure-may-1-2006.pdf





3.5.2 SUP and OLTC Combination The issuance of a Special Use Permit may also require the issuance of an Occupant Licence to Cut for the cutting of Crown timber—for example, a Special Use Permit for a gravel pit that involves the removal of trees to obtain the gravel. In this situation, the application for an Occupant Licence to Cut should be submitted together with the application for a Special Use Permit to facilitate the District review. If both applications are not received when both are required, advise the applicant to submit the missing application. Holders of major licences may apply for Cutting Permit authority instead of an Occupant Licence to Cut for areas within their tenures.



3.5.3 Issuing Special Use Permit 1. When the application is received, check to ensure that the applicant is in good

standing in CLIENT:













Click on Next.



Click on Pay Now.




















5. If the application is approved, send a letter requesting any security deposits that may be required and the first year’s annual rent as specified in Section 2.3: Annual Billing for Special Use Permits and Woodlot Licences.

The security deposit must be in the form of a certified cheque, bank draft, or money order payable to the Minister of Finance or a Safekeeping Agreement or Letter of Credit. For guidance on preparing the letter, see Section 3.5.7: Special Use Permit Sample Letters.

The first year’s annual rent for a Special Use Permit is requested by letter when the application is approved. In subsequent years, annual rent is billed as outlined in Section 2.3: Annual Billing for Special Use Permits and Woodlot Licences.

6. Process the payments as outlined in Section 1.5: Accounts Receivable Management.

7. If the application is approved, download the Special Use Permit template from the SharePoint site:


8. Complete the Special Use Permit document as directed, print one copy, and check it for accuracy.










Click on Go.

Find your Special Use Permit.

Note: All tenure applications should be submitted via ESF. If the application arrives in hard copy form, ask the Technician if he wants you to return it and advise the client to submit it via ESF instead.

Alternatively, the Technician may choose to take it to Geomatics and ask them to do the ESF submission.

Check to ensure that the Special Use Permit submitted in ESF has been cleared. If it has, the APP (Approved) button on the left is available.


If the APP button is available, click on Y in the Map column to open the Exhibit A map. Then print one copy of the map and attach it to the document.


10. Obtain the DDM’s signature and distribute the document:

original to permittee copy to file other copies in accordance with local District procedures

11. Update FTA:


Click on Inbox at the top of the screen. If you know the File ID, specify it and click on Go. Otherwise follow these steps:



Click on Go.

Find your Special Use Permit.


Click on the Assc. Files tab (if applicable), enter the appropriate information, and Save.


Do not change the File Status. It will change automatically once the tenure is approved.






Example: This is your official notice that Special Use Permit [#] has now been issued.

Click on Ok.



3.5.4 Special Use Permit Expiry Notice Sending a Special Use Permit expiry notice is optional. If you are asked to prepare an expiry notice, see the sample expiry notice letter in Section 3.5.7: Special Use Permit Sample Letters, prepare the expiry notice, send it to the permittee, and place a copy on the District file. A District may choose to send an expiry notice for the following reasons:

The permittee must clean up the site—which can take some time and may be quite costly—and then obtain Ministry of Environment approval of the Site Profile.

The Ministry of Environment may be slow to respond and the Ministry of Forests and Range cannot allow the Special Use Permit to lapse during that time.

If the Special Use Permit is replaced, or if the area or use has changed, the permittee who receives an expiry notice has time to submit the new Exhibit A map(s) and maybe even amalgamate some Special Use Permits in the same area.



3.5.5 Replacing Special Use Permit

Note

A Special Use Permit cannot be extended by a letter.

The document must be replaced, but you can use the same tenure number.

1. When the application for an extension is received, check to ensure that the applicant is in good standing in CLIENT:











Click on Next.



Click on Pay Now.



















4. Forward the replacement application to the appropriate section for review.

5. If the replacement application is approved, download the Special Use Permit template from the SharePoint site:


6. Complete the Special Use Permit document as directed, review it for accuracy, and print one copy.

Note: Replace the Special Use Permit as directed by the appropriate section. If two Special Use Permits are amalgamated, use one of the existing Special Use Permit numbers and close the other in accordance with local procedures.

7. Update FTA:




Enter the replacement date in the Extended Date field, specify the reason for the replacement, and Save.

It is advisable to click on the Notes tab and enter a note stating that the tenure document was replaced.

8. Distribute the document:







3.5.6 Closing or Cancelling Special Use Permit 1. Forward the request for closure or cancellation of the Special Use Permit to the

appropriate section, which will inspect the site to ensure that there is no site contamination, structures have been removed, etc.

2. After the review has been completed and all outstanding issues addressed, prepare the closure or cancellation letter as directed.

3. Print two copies, one without hidden text for the permittee and one with hidden text for the legal file.

4. Obtain the DDM’s signature and distribute the letter:


5. If applicable, follow the procedures outlined in Section 2.4: Full Release of Security Deposit for releasing the deposit.

Complete the FS 45D in conjunction with the closure or cancellation letter, and hold the file until the completed FS 45D is returned to you or notify the Region to proceed with the release if it is a Safekeeping Agreement or Letter of Credit.

6. Update FTA:




If applicable, click on the Assc. Files tab and make note of any associated files so that you can close them too.

Change the File Status to HC.

Click on Save.

When the File Status has been changed to HC, click on the Retire button at the bottom of the screen. This removes the tenure from the active map layer so that when Geomatics is checking for conflicts, it no longer shows as active.

7. File the returned FS 45D and/or closure letter on the legal file and send a copy to the Records Clerk for closure.




3.5.7 Special Use Permit Sample Letters


1. SUP Letter Regarding Non-Forest Use

This letter acknowledges receipt of your tenure application submitted to the Ministry of Forests and Range for the purpose of [purpose] in the vicinity of [location]. Your application is for a non-forest use and would therefore be administered by the Integrated Land Management Bureau in accordance with their protocol agreement with the Ministry of Forest and Range. We have forwarded the application to the appropriate office and you can expect to receive their response in due course. Yours truly, RC

2. SUP Disallowance Letter This letter acknowledges receipt of your tenure application submitted to the Ministry of Forests and Range for the purpose of [purpose] in the vicinity of [location]. Your application has been disallowed because a field inspection has shown that this area is unsuitable for this use. If you require further information, please contact me at [phone number] or by e-mail at [e-mail address]. Yours truly, [person recommending the disallowance]



3. SUP Letter Requesting Deposit The tenure application you submitted to the Ministry of Forests and Range has been approved and we are now prepared to issue Special Use Permit S[#] for the purpose of [purpose] in the vicinity of [location]. As required under the provisions of the permit document, please submit the first year’s annual rent in the amount of $[amount] and the security deposit in the amount of $[amount]. Your certified cheque, bank draft, or money order should be made payable to the Minister of Finance. If payment is not received within 30 days, we will assume that you are no longer interested in obtaining this Special Use Permit. Yours truly, RC

4. SUP Issuance Cover Letter This letter acknowledges receipt of your remittance in the amount of $[amount] as payment of the first year’s annual rent for Special Use Permit S[#]. The enclosed Special Use Permit S[#] is issued to cover [purpose] in the vicinity of [location]. Special Use Permits are subject to taxation so we will advise the Area Assessor of the issuance of this Special Use Permit for taxation purposes. Yours truly, RC pc: BC Assessment Authority



5. SUP Letter Regarding Transfer of Administration This letter is written to advise that the administration of your Special Use Permit S[#] will be transferred from the Ministry of Forests and Range to [the Ministry of (Name) or other] upon the expiry of the permit. [The Ministry of (Name) or other] will contact you in due course regarding the extension of this permit by way of a permit replacement. If you have any questions regarding this change, please contact [the Ministry of (Name) or other] at [address, phone #, e-mail]. Yours truly, DDM

6. SUP Expiry Notice Letter – Sample #1 This letter is written to advise that Special Use Permit S[#] issued for the purpose of [purpose] in the vicinity of [location] will expire on [date]. If you require an extension of this permit by way of a permit replacement, please submit your request at least 60 days prior to the expiry date. If a Special Use Permit will no longer be required, please notify the undersigned. Yours truly, DDM



7. SUP Expiry Notice Letter – Sample #2 This letter is written to advise that Special Use Permit S[#] located in the vicinity of [location] will expire on [date]. Please advise our office within 60 days regarding whether you require a cancellation of this permit or an extension of the permit by way of a permit replacement. Note: If there have been any changes to the area or use authorized by this permit,

submit a revised site plan at suitable scale (i.e., 1:1000) showing the external boundaries of the area of interest; all proposed buildings, improvements, installations (e.g., fuel farms, drainage, sumps, and ditches), roads, and trails; and all applicable measurements.

It is important to review the special conditions and requirements in Schedule A of Special Use Permit S[#]. The key expectations regarding clean-up and restoration are as follows:

• Before the Special Use Permit expires or is terminated, the permit holder must remove and properly dispose of any fuel tanks currently on the site.

• Buildings, equipment, and other material must be removed prior to expiry unless other arrangements have been approved by the District Manager.

• The permit holder must submit a site profile (if triggered by the Environmental Management Act and Contaminated Sites Regulation) to:

Attention: Ministry of Environment [address] or by Fax: [fax number]

The typical trigger is the decommissioning of a site that has been used for a specific industrial activity. Site profiles are an important tool for identifying potentially contaminated sites. They contain readily available information can be completed without the assistance of a consultant.

• The Ministry of Forests and Range requests a copy of the site profile. Further information on the need for a site profile can be found at:

http://www.env.gov.bc.ca/epd/remediation/site_profiles/index.htm

Note that it may take significant time to complete any clean-up, and the Special Use Permit must be active to authorize occupation during clean-up activity. Yours truly, DDM

http://www.env.gov.bc.ca/epd/remediation/site_profiles/index.htm



8. SUP Expiry Notice Letter – Sample #3 Special Use Permit S# is due to expire on [date]. If the Special Use Permit is no longer required, you should submit a written request for deletion to this office. If the Special Use Permit is still required after the expiry date, it is mandatory to replace it in accordance with the Provincial Forest Use Regulation. If you do not expect operations to be completed by the expiry date, you must submit a written application for a replacement to this office at least 30 days prior to the expiry date. The following information must be submitted with an application for a replacement:

term required general description of your proposal (application) current use of the area intended use of the area location of chattels or fixtures planned methods and location for the disposal of waste generated at the site planned cleanup and site restoration of the land after use

This information is required in accordance with the policy currently being established to address existing and potential site contamination from activities conducted under Special Use Permits. Replacements will not be granted to licensees who are indebted to the Crown for any fee, royalty, stumpage, or other sum imposed under the Forest Act. Yours truly, RC



9. SUP Replacement Letter

We acknowledge receipt of your application for a renewal of Special Use Permit S[#]. This is accomplished by way of a permit replacement. Your Special Use Permit is hereby replaced for [#] year(s), subject to the terms and conditions set out in the permit document. Yours truly, RC

10. SUP Amendment Letter We acknowledge receipt of your application for amendment to Special Use Permit S[#]. Your amendment request for Special Use Permit S[#] located in the vicinity of [location] is approved. The attached Exhibit A map(s) dated [date] specifically cancels and replaces (cancel and replace) (is/are in addition to) Exhibit A map(s) previously sent to you and dated [date]. This letter forms an integral part of the permit document and should be attached to it. Yours truly, DDM



11. SUP Termination Letter This letter is written further to our letter dated [date] advising of the expiry of Special Use Permit S[#]. We have received no response to our letter and therefore assume that you no longer require this Special Use Permit. It is therefore considered terminated as of this date. Yours truly, DDM

12. SUP Closure Letter

This letter is written regarding your Special Use Permit S[#]. Because Special Use Permit S[#] is no longer required for the purpose of [purpose] in the vicinity of [location], it is considered terminated as of [date]. Yours truly, DDM pc: Ministry of Finance, Victoria

Attention: [revenue contact] Please initiate refund of deposit in the amount of $[amount], Payment No. [#], Client No.[#]. BC Assessment Authority – [location]

See also Section 2.4: Full Release of Security Deposit.

Section 3: Timber Tenures – Road Permit


3.6 Road Permit (RP) 3.6.1 Introduction

Road Permit File Designations


A Road Permit authorizes the construction or modification of a forest road to facilitate access to Crown timber. It may also include the right to harvest Crown timber and the right to manage and/or use adjacent sand, gravel pits, and rock quarries. Systems


Legislation

Forest Practices Code of British Columbia Act - Forest Road Regulation: http://www.for.gov.bc.ca/tasb/legsregs/archive/fpc/fpcaregs/forroad/froadr.htm

Links

Coast Transition Planning Guide: http://gww.for.gov.bc.ca/rco/reallocation/Transition/Coast%20Transition%20Planning%20Guide%20version%201.doc


Engineering and Real Estate Operations – Procedures and Policies: http://gww.for.gov.bc.ca/hth/engineering/pol_pro_mld.htm

Forms

RTEB Permits, Forms, and Documents: http://gww.for.gov.bc.ca/hth/engineering/per_doc_engineering.htm

http://www.for.gov.bc.ca/tasb/legsregs/archive/fpc/fpcaregs/forroad/froadr.htm

http://gww.for.gov.bc.ca/rco/reallocation/Transition/Coast Transition Planning Guide version 1.doc

http://gww.for.gov.bc.ca/rco/reallocation/Transition/Coast Transition Planning Guide version 1.doc



http://gww.for.gov.bc.ca/hth/engineering/pol_pro_mld.htm

http://gww.for.gov.bc.ca/hth/engineering/per_doc_engineering.htm



3.6.2 Issuing Road Permit 1. When the application is received, check to ensure that the Road Permit has been

submitted via ESF:





Click on Go.

Find your Road Permit.

If the submission is not in the Inbox, wait until it has been submitted via ESF.

2. Check to ensure that the applicant is in good standing in CLIENT:













Click on Next.








Click on Pay Now.














5. If applicable, send a letter requesting a security deposit. The security deposit must be in the form of a certified cheque, bank draft, or money order payable to the Minister of Finance or a Safekeeping Agreement or Letter of Credit.

6. Process the payment as outlined in Section 1.5: Accounts Receivable Management.

7. If the application is approved, download the appropriate Road Permit template:


8. Complete the document and schedule(s) as directed.

Road Permits do not have expiry dates.

Road Permits can have multiple marks. For information, see Cutting Permit and Road Tenure Administration Manual, Timber Marking (Section 1.4.3) and Road Timber Marks (Section 3.2.2):











Click on File ID radio button.

Click on Go.

Find your Road Permit.

Check to ensure that the Road Permit submitted in ESF has been cleared. If it has, the APP (Approved) button on the left is available.


If the APP button is available, click on Y in the Map column to open the Exhibit A map. Then print copies of the map.

If you get a message stating that the Exhibit A needs to be regenerated, click on Regenerate and wait until the regeneration has been completed. This implements changes that have been made to the Exhibit A. Then print the regenerated Exhibit A and attach it to the Road Permit document.

Check the Road Permit document for accuracy.

10. Obtain the DDM’s signature, witness the signature.

11. Distribute the Road Permit document:

original to permittee copy to file copy and miscellaneous appraisal information to Region via e-mail other copies in accordance with local District procedures

12. Update FTA:




Click on File ID radio button.

Click on Go.

Find your Road Permit and navigate to the Tenure screen.


Click on the Assc. Files tab (if applicable), enter the appropriate information, and Save.






Do not change the File Status. It will change automatically once the tenure is approved.



Example: This is your official notice that Road Permit [R#] has now been issued.

Click on Ok.



3.6.3 Amending Road Permit 1. Check to ensure that the Road Permit Amendment has been submitted via ESF:





Click on Go.

Find your Road Permit Amendment.


2. Check to ensure that the applicant is in good standing in CLIENT:











Click on Next.



Click on Pay Now.



















5. If the client is in good standing, send the application to the appropriate section for review.

6. If the amendment is approved, prepare the Road Permit Amendment as directed.





Check to ensure that the Road Permit Amendment has been cleared. If it has, the APP (Approved) button on the left is available.








8. If the amendment application is approved, prepare and print two copies of the amendment letter, one without hidden text for the permittee and one with hidden text for the legal file.

9. Obtain the DDM’s signature.

10. Update FTA:






Example: This is your official notice that the amendment for Road Permit [R#] has now been completed.

Click on Ok.


original to permittee (no hidden text) copy to file other copies in accordance with local District procedures




3.6.4 Closing and Deactivating Road Permit or Road Section 1. When the closure request is received, check to ensure that the Road Permit closure

and/or Section deletion(s) have been submitted via ESF:






2. Send the Road Permit closure and/or Section deletion(s) request to the appropriate section for review.

3. If the Road Permit closure and/or Section deletion(s) are approved, prepare the letter in accordance with local District procedures.





Check to ensure that the Road Permit Amendment has been cleared. If it has, the APP (Approved) button on the left is available.


If the APP button is available, click on Y in the Map column to open the Exhibit A map. Then print copies of the map for attachment to the letters.

If you get a message stating that the Exhibit A needs to be regenerated, click on Regenerate and wait until the regeneration has been completed. This implements changes that have been made to the Exhibit A. Then print the regenerated Exhibit A and attach it to the letters.

5. Prepare and print two copies of the letter, one without hidden text for the licensee and one with hidden text for the legal file.

6. Obtain the DDM’s signature.

7. Update FTA:











Example: This is your official notice that your application to close/delete sections [section numbers] of Road Permit [R#] has been approved.

Click on Ok.

8. When deleting a Road Permit or Road Sections, navigate to Tenures in FTA:

Click on the Assc. Files tab and make note of any associated files so that you can close them too.

If the entire Road Permit is being deleted, change the File Status to HC and Save.

Then click on the Sctn.\Brnch. tab to access the Road Section screen.

For each Section that is to be deleted, click on the button in the lower portion of the screen:

When you have thus selected all applicable Sections for deletion, click on the Retire Sections tab.

In the Road Section Retire screen, enter applicable comments in the Description field (e.g., date of deletion letter).

Then click on the Retire button.

The changes are automatically saved and a date displays in the Retirement Date field for each deleted Section.

Retiring the Sections removes them from the active map layer so that when Geomatics is checking for conflicts, they no longer show as active.


original to permittee (no hidden text) copy to file other copies in accordance with local District procedures



3.6.5 Road Permit Sample Letters


1. RP Cover Letter

Enclosed is Road Permit [#], issued to cover a logging road right-of-way associated with your [licence/permit#] located in the vicinity of [location]. This permit will terminate on the date when the District Manager notifies the permittee in writing that the road has been permanently deactivated to the satisfaction of the District Manager or that future use of the road by others will preclude the need for permanent deactivation. If this road provides access to foreshore, any use of the foreshore must be authorized by lease or a licence to occupy granted by:

Integrated Land Management Bureau Ministry of Agriculture and Lands 200: 10428 - 153 Street Surrey, British Columbia V3R 1E1 (Telephone: 604 586-4000)

Forms and information on applying for Crown Land tenures are available at this website: http://www.agf.gov.bc.ca/clad/. Note that road use permits over already-permitted roads are no longer required, although it is recommended that an agreement be reached to share road maintenance responsibilities, including costs. Yours truly, RC

http://www.agf.gov.bc.ca/clad/



2. RP Amendment Letter This letter is written regarding your application to amend Road Permit R[#] designated Amendment Number R[#]. Your application received on [date] has been reviewed against the Forest Stewardship Plan approved on [date] for forest tenures in the [Name] Forest District for the [location] operating area. You are hereby authorized to proceed with the work on the sections of road shown on the attached Exhibit A Map(s) dated [date]. The following conditions apply:

Approved Road Sections

Sec. Designation on Exhibit A Map

Road Length in Km

Licensee Road Name

Station (from)

Station (to)

Accessing Block No.

G1000 2.042 G1000 0+000 2+042 ORF 6A/6B

All operations are to conform to the Forest and Range Practices Act. The Forest Road Engineering Guidebook may be used to assist in achieving compliance with the Act. The enclosed attachment(s) form(s) an integral part of Road Permit R[#] and should be attached to it. Yours truly, DDM



3. RP Letter re Deletion of Portion of Road Permit This letter is written regarding your letter dated [date] requesting the deletion of portions of Road Permit R[#] in your [location] operating area. Because the following road sections are to be assumed “as is” by another party, we have retired them from Road Permit R[#]:

Location From Station To Station Exhibit A Section

Note: As deactivation has not been completed on Section [#], Station [#] to [#]

(the last [#] metres), maintenance obligations are mandatory until deletion is approved.

Because the following road sections were never built, they have been deleted from Road Permit R[#]:

Location From Station To Station Exhibit A Section

This letter forms an integral part of Road Permit R[#] and should be attached to it. Yours truly, DDM



4. RP Closure Letter We note that logging operations have been completed on the area of [Tenure tied to Road Permit] Licence [#] in your [location] operating area. Because Road Permit R[#] is no longer required, it is considered terminated as of this date. Yours truly, DDM

Section 3: Timber Tenures – Road Use Permit


3.7 Road Use Permit (RUP) 3.7.1 Introduction

Road Use Permit File Designation

11360-20

This file designation differs from many others as there is a single file number for both legal and operations information.


A Road Use Permit authorizes the use of a Forest Service Road (FSR) to facilitate access to Crown timber for the purpose of cutting and hauling Crown timber or for other forestry-related activities. Systems

ARM BC OnLine CLIENT

Note

Road Use Permits are not currently tracked in FTA.

Forms

RTEB Permits, Forms, and Documents (including FS 102): http://gww.for.gov.bc.ca/hth/engineering/per_doc_engineering.htm




3.7.2 Issuing Road Use Permit 1. When the application is received, check to ensure that the applicant is in good

standing in CLIENT:



If the client is not registered, ask the client to complete the Client Information Form.











Click on Next.



Click on Pay Now.


















4. Check to ensure that the Road Use Permit application is complete, with a Schedule A or Exhibit A attached.


6. If the application is approved, download the FS 102 template:

http://gww.for.gov.bc.ca/hth/engineering/per_doc_engineering.htm.

7. Complete the document as directed.



9. Road Use Permits are not currently tracked in FTA so there are no FTA tasks to complete.

10. Update District ledgers if appropriate.





3.7.3 Amending Road Use Permit 1. When the application for the amendment is received, check to ensure that the

applicant is in good standing in CLIENT:











Click on Next.



Click on Pay Now.




















5. If the application for amendment is approved, prepare the amendment letter as directed.







3.7.4 Closing Road Use Permit 1. When you receive a closure request from the Road Use Permit permittee or from

BC Timber Sales, forward the request to the appropriate section for review.

2. If the application for closure is approved, prepare the closure letter as directed.



4. The prime user of a Road Use Permit is the individual or company that is primarily responsible for maintenance of the Forest Service Road (FSR). All other users must inform the primary user when they are using the road so that arrangements can be made for maintenance fees.

When deleting a Road Use Permit for which the permittee is the prime user, you must amend all other Road Use Permits on the applicable FSR, advising the permittees of the identity of the new prime user (see Section 3.7.5: Road Use Permit Sample Letters). The section responsible for the Road Use Permit should give you the necessary information.





3.7.5 Road Use Permit Sample Letters


1. Links to RUP Sample Letters

Access http://gww.for.gov.bc.ca/hth/engineering/per_doc_engineering.htm for samples of these letters:

Forest Service Road Junction Letter Forest Service Road Works Permit Road Use Maintenance Permit Road Use Permit Exemption Road Use Permit Replacement

Access http://gww.for.gov.bc.ca/gscripts/his/forms/forms.asp for samples of these letters and other documents:

Road Use Permit Cover Letter Road Use Permit Schedule A Cover Letter Road Use Permit Cover Letter - To Include Maintenance Agreements Road Use Permit - Procedures Road Use Permit Application Road Use Permit Bridge Conditions Letter & Form

See the following pages for other RUP sample letters.





2. RUP Letter to New Prime User

Effective this day, you are considered the Prime User of [FSR name] Forest Service Road (FSR) [#], Branch [#]. The following Schedule A table specifically cancels and replaces the Schedule A table sent to you under our cover letter dated [date]:

FSR Name/Project

No.

FSR Branch

No.

Section to be Used

km to km Off

Highway

MFR USE ONLY Road Use Permit holder

required by District Manager to maintain the FSR

Name/telephone number

The dimensions and weights of vehicles not indicated for off-highway use shall conform to Ministry of Transportation Regulations for legal highway loads. This letter forms an integral part of Road Use Permit [#] and should be attached to it. Yours truly, DDM



3. RIP Letter Advising of New Prime User

Effective this day, [Name of Original Prime User] is no longer the Prime User of [FSR name] Forest Service Road (FSR) [#], Branch [#] from [#] km to [#] km or Branch [#] from [#] km to [#] km. [Name of New Prime User] is now considered the Prime User or the user designated by the District Manager and is responsible for maintenance of the road in accordance with Schedule A of the Road Use Permit document. The following revised Schedule A indicates the new Prime User of this FSR:

FSR Name/Number and Branch (Br.) Number

Section to be Used km to km

Road Use Permit holder required by District Manager to maintain the FSR


This letter forms an integral part of your Road Use Permit and should be attached to it. Yours truly, DDM



4. RUP Amendment Letter

This letter is written in response to your [date] request to amend Road Use Permit [#]. Your request has been approved and Schedule A has been amended to include the following:

FSR Name/Project

No.

FSR Branch

No.

Section to be Usedkm to km

Off Highway

MFR USE ONLY Road Use Permit holder

required by District Manager to maintain the FSR


Approval is also granted for a spur road to junction with the [name] Forest Service Road (FSR) Branch (Br.) [#] at [#] kilometres (km) that will access Cutblock [#]. This letter does not approve the actual construction of the spur as it is located on private property. Approval is also granted for Spur [#] to junction with the [name] FSR Br. [#] and [#] km. Spur [#] accesses Cutblock [#] of Cutting Permit [#]. All conditions of Road Use Permit [#], Schedule A, Other Conditions and Requirements Sections [#] and [#] for the above spur roads are applicable. The attached Exhibit A map(s) dated [#] specifically cancel(s) and replace(s) Exhibit A map(s) dated [#]. This letter forms an integral part of Road Use Permit [#] and should be attached to it. Yours truly, DDM

Section 3: Timber Tenures – Free Use Permit


3.8 Free Use Permit (FUP) 3.8.1 Introduction

Free Use Permit File Designations

19520-20 (General)

19520-30 (Mining)

19520-40 (Traditional Use)

19440-08 (Christmas Tree for Personal Use)

These file designations differ from many others as there is a single file number for both legal and operations information.


Systems

ARM BC OnLine CLIENT

Links

Forest Act: http://www.for.gov.bc.ca/tasb/legsregs/forest/foract/

Form

SharePoint Tenure Form for Fee Use Permit: https://sharepoint.forests.gov.bc.ca/hthAdmin/Tenure%20Documents/Forms/AllItems.aspx?RootFolder=/hthAdmin/Tenure%20Documents/Generic%20Timber%20Tenure%20Documents/Free%20Use%20Permit

http://www.for.gov.bc.ca/tasb/legsregs/forest/foract/

https://sharepoint.forests.gov.bc.ca/hthAdmin/Tenure Documents/Forms/AllItems.aspx?RootFolder=/hthAdmin/Tenure%20Documents/Generic%20Timber%20Tenure%20Documents/Free%20Use%20Permit



Section 3: Timber Tenures – Free Use Permit


3.8.2 Types of Free Use Permit There are various types of Free Use Permits, including the following:

1. Free Use Permit for cutting firewood for personal use 2. Free Use Permit for mining 1 3. Free Use Permit for harvesting trees for traditional use 1 4. Free Use Permit for cutting a Christmas tree for personal use

1. Members of the public who wish to cut firewood on vacant Crown land for personal

use must obtain authorization via a “Free Use Permit for Firewood” from the Ministry of Forests and Range. There is no charge for this privilege, only a commitment to abide by a number of simple rules that are outlined in the Free Use Permit. Firewood cutters must obtain a Free Use Permit from each Forest District in which they intent to cut firewood on Crown land, signed by each District Manager or DDM.

2. The applicant for a Free Use Permit for mining must have a Crown grant of a mineral claim authorizing the use of Crown timber on land described in the grant during the development stage of a mining operation.

3. First Nations can request a Free Use Permit for the purpose of harvesting trees from Crown land for traditional and cultural activity as defined in Section 1 of the Free Use Permit Regulation of the Forest Act:

4. Any person who is 19 years or age or older and resides in British Columbia is allowed to cut a Christmas tree free of charge from Crown lands.

1 Note: Free Use Permits for mining and traditional use must be tracked and ledgered by the District.

Section 3: Timber Tenures – Commercial Christmas Tree Permit


3.9 Commercial Christmas Tree Permit (CTP) 3.9.1 Introduction

Christmas Tree Permit File Designations


A commercial Christmas Tree Permit authorizes the permittee to harvest or grow and harvest Christmas trees on Crown land for commercial purposes. The permittee is required to pay a stumpage fee on Christmas trees that are sold. A Christmas Tree Permit may be entered into or replaced for a term of 10 years. Close to Christmas time, the Ministry sends the permittee a Christmas Tree Scale Return book (FS 200) for tracking the harvested trees for stumpage purposes. The permittee must complete the forms, pay the stumpage, and return the book to the Ministry by January 31 of the following year. Systems


Legislation

Forest Act: http://www.for.gov.bc.ca/tasb/legsregs/forest/foract/contfa.htm Form







3.9.2 Issuing Christmas Tree Permit

1. When the application is received, check to ensure that the applicant is in good standing in CLIENT:



If the client is not registered, ask the client to complete the Client Information Form.











Click on Next.



Click on Pay Now.


















4. Find the tenure number in FTA:





Click on Go.

Find your Christmas Tree Permit (using the permittee’s name if applicable).

Record the tenure number on the application.


6. If the application is approved, complete the appropriate documents as directed:

Choose the applicable Christmas Tree Permit template from the SharePoint site:


Complete the Christmas Tree Permit document and print two copies.







Review the document for accuracy.

Prepare and print two copies of the cover letter, one without hidden text for the permittee and one with hidden text for the legal file.

7. Print and attach the Exhibit A:

Access FTA: http://apps12.for.gov.bc.ca/fta/



Ensure that the Christmas Tree Permit submitted in ESF has been cleared. If it has, the APP (Approved) button on the left is available.



If you get a message stating that the Exhibit A needs to be regenerated, click on Regenerate and wait until the regeneration has been completed. This implements changes that have been made to the Exhibit A. Then print the regenerated Exhibit A and attach it to the tenure document.

8. Notify the permittee by mail, e-mail, or phone to sign the document and make the required payment (if applicable for cash sale).

9. If it is a cash sale, the payment is made in the form of a certified cheque, bank draft, money order, or personal cheque made payable to the Minister of Finance.

It is preferable that the payment not be made in the form of cash (see Section 1.5.4: Procedures for Receipt of Payments).


11. Ensure that the permittee has signed both copies of the Christmas Tree Permit and that the signatures are witnessed.


original to permittee (no hidden text) copy and miscellaneous appraisal information to Region via e-mail copy to file other copies in accordance with local District procedures




13. Update FTA:


Click on Inbox at the top of the screen, enter the File ID, and click on Go.

Find your Christmas Tree Permit.





The File Status will change automatically once the tenure is approved in the Inbox.



Example: This is your official notice that Christmas Tree Permit [#] has now been issued.

Click on Ok.




3.9.3 Amending Christmas Tree Permit To amend a Christmas Tree Permit, you must prepare an FS 3 Amendment as outlined in Section 2.2: FS 3 Amendment.

3.9.4 Replacing Christmas Tree Permit

Christmas Tree Permits are replaced, not extended. After the fourth anniversary of the permit, the holder of a Christmas Tree Permit may apply to the Regional or District Manager, or to a Forest Officer authorized by either of them, for a replacement of the permit. The replacement application must be submitted between 6 and 12 months prior to the permit expiry date. Follow the instructions in 3.9.2: Issuing Christmas Tree Permit when replacing a Christmas Tree Permit.

3.9.5 Closing Christmas Tree Permit Update FTA:


Click on the Tenures tab and select Tenure from the drop-down list


Click on the Assc. File tab, make note of any associated files, and close them.






3.9.6 Christmas Tree Permit Sample Letters


1. CTP Disallowance Letter

In response to your letter dated [date] regarding an application for a Christmas Tree Permit located in the vicinity of [location], please be advised that [give reason for disallowance] and therefore your application can not be considered at this time. If you have any questions or concerns, please contact me at [phone number] or by e-mail at [e-mail address]. Yours truly, [person recommending the disallowance]

2. CTP Initial Cover Letter

Please find enclosed two copies of Christmas Tree Permit C[#] for an area located in the vicinity of [location]. Sign both copies of the permit and return both copies to this office. The permit will be signed by the District Manager and your executed copy will be returned to you. If the signed documents are not submitted to this office within 30 days, we will assume that you are no longer interested in obtaining this permit and will terminate it. Yours truly, RC



3. CTP Final Cover Letter (Optional)

Your fully executed Christmas Tree Permit C[#] for an area located in the vicinity of [location] is enclosed. The timber mark assigned to this permit is C***** and scalers should be advised of this mark for completion of Christmas Tree manifests. Prior to the commencement of harvesting, you should contact this office to obtain a manifest book and confirm your scaling arrangements. Yours truly, RC

4. CTP Closure Letter Because Christmas tree permit C[#], is no longer required, it is considered terminated as of its expiry date. Yours truly, DDM

Section 4: BC Timber Sales Procedures – BCTS Registration


SECTION 4: BC TIMBER SALES PROCEDURES

4.1 BCTS Registration 4.1.1 Introduction

BCTS Registration File Designation

19130-20 (Operational)

The BC Timber Sales registration process keeps track of all BC Timber Sales registrants. Systems

ARM BC OnLine BCTS Admin CLIENT

Legislation

Forest Act – BC Timber Sales Regulation: http://www.for.gov.bc.ca/tasb/legsregs/forest/faregs/bctimbersales/bctsr.htm

Link

Launch BCTS Admin: http://gww.for.gov.bc.ca/bcts/admin/ Forms

BCTS Forms Index: http://gww.for.gov.bc.ca/gscripts/his/forms/forms.asp

http://www.for.gov.bc.ca/tasb/legsregs/forest/faregs/bctimbersales/bctsr.htm





4.1.2 BCTS Registration Procedures

1. An applicant for registration can apply at any of the 12 BCTS business offices across the province but not at the headquarters office in Victoria.

2. If the application is from a new registrant, check it for completeness and ensure that the signatures have been notarized. If they have not, return it for notarization.

Note: Someone in your office may be authorized to notarize the application.

3. If the application is from a company, ensure that it includes information for all shareholders and that the shareholder percentages are in accordance with the requirements identified in BC Timber Sales Regulations B.C. Reg. 265/88:


4. Once the application is complete, date-stamp it.

5. Verify that the applicant’s address is in your Timber Sales Office (TSO) area.

If it is not in your area, contact the applicant, advise that you are forwarding the application to the appropriate TSO, and advise where that is.

6. If the applicant’s address is in your TSO area, ensure that the applicant is registered in CLIENT:


If the applicant is registered, ensure that the address, phone number, and other details are correct (see Section 1.4.4: Updating a Client).

If the applicant is not registered, send the Client Information Form to client for completion.


7. If the applicant is registered in CLIENT, print the applicant’s Client screen and attach it to the application.

8. If the applicant is a company, it must be registered and in good standing with the BC Registrar of Companies (seen next step). Alternatively, the applicant can apply for BCTS registration as an individual.














Click on Next.



Click on Pay Now.



Print a copy of the summary and attach it to the application.









If you confirm that the account is indeed suspended, notify the applicant and hold the application until the account obligations have been met.

If the applicant’s ARM status is acceptable, print the screen showing the applicant’s acceptable status and attach it to the application.

11. Forward the application to the approving officer for your TSO.




12. If the application is not approved, prepare a letter indicating why the applicant is not eligible for registration (see Section 4.1.3: BCTS Registration Sample Letters).

13. If the application is approved, prepare the “welcome” letter (see Section 4.1.3: BCTS Registration Sample Letters) and the BC Timber Sales Enterprise Certificate of Registration (FS 591).

14. Arrange for the Timber Sales Manager to sign the letter.

15. Mail the letter and certificate to the new registrant and place copies of the letter and certificate on file in accordance with local TSO procedures.

16. Enter the approved registrant into BCTS Admin:

Launch BCTS Admin: http://gww.for.gov.bc.ca/bcts/admin/.

Select Registrant.

Enter the Client Number (including all preceding zeroes).

Click on Search.

For a new registrant, BCTS Admin finds no record and asks if you wish to add a new record. Click on Ok.

When the screen refreshes, click on the drop-down box for Location and select 00 for the Client Location Code. This populates the Client Address.

The Expiry Date defaults to 9999. Do not change it.

The Start Date defaults to the current date. If appropriate, change it to the date the Timber Sales Manager signed the document.

Click on Save.

Print the screen for the file.




4.1.3 BCTS Registration Sample Letters


1. Welcome Letter to New BCTS Registrant File: 19130-20/BCTS Applications Date Name and Address Dear Name: Thank you for submitting your application dated (date) for registration as a BC timber sales enterprise, Category (1 or 2). I have carefully examined your application and the information contained therein, and I am pleased to say that you have satisfied the requirements for registration. I welcome you to BC Timber Sales (BCTS) as a BC timber sales enterprise, Category (1 or 2), and have enclosed your Certificate of Registration. Your registration is valid commencing on (date), and is subject to the provisions of the BC Timber Sales Regulation. Your registration does not have an expiry date. However, it will cease if you do not apply for a timber sale licence within five years of the date of this registration or if you do not apply for a timber sale licence within five years of your most recent application for a timber sale licence. You may confirm the status of your registration at any time on this BCTS website: http://www.for.gov.bc.ca/bcts/. As a BC timber sales enterprise (registrant) Category (1 or 2), you may apply only for those timber sale licences for which competition is open to your specific category of registration, in any BC Timber Sales Business Area in the province, provided that you continue to meet the necessary eligibility requirements. Timber sale licences are advertised at http://www5.for.gov.bc.ca/notices/init.do and may be advertised in local newspapers circulating near the area in which the licence is located. Details of each licence, including maps and sample licence documents, are available at BC Timber Sales Business Area offices or can be downloaded from the website. We recommend that you view the licence area prior to submitting your sealed tender.


http://www5.for.gov.bc.ca/notices/init.do



If you are the successful applicant, you will be required to submit a security deposit, pay stumpage and other fees at prescribed rates, and fulfil all contract conditions and legislative requirements. Failure to do so could result in suspension of rights under the licence, cancellation of the licence, forfeiture of deposit, and/or disqualification. All timber sale licences issued under Section 20 of the Forest Act are subject to fixed stumpage rates for the term of the licence and all extensions. You may hold up to three BC timber sales agreements under which timber harvesting operations have not been completed. Those BC timber sales agreements may include any combination of the following forms of agreement:

timber sale licences issued under Section 20 of the Forest Act; non-replaceable forest licences issued pursuant to Section 13 (1.1) of the

former Forest Act; and/or timber sale licences issued pursuant to Section 21 of the former Forest Act

before its repeal. It is your responsibility to inform the BC Timber Sales office of the completion of primary timber harvesting operations (falling and yarding) on a licence. If you hold three licences on which primary timber harvesting operations have not been satisfactorily completed, you will be deemed ineligible to apply for new timber sale licences. I also wish to remind you to stay current with payment of stumpage fees and other charges due to the government. If you have incurred any debt under the Forest Act that has been outstanding for more than 29 days, your application for a timber sale licence may be refused. It is important that you continue to meet the requirements for registration because you will be deemed ineligible to apply for timber sale licences until such time as the reasons for ineligibility are rectified. I strongly advise that you read and understand the BC Timber Sales Regulation, which can be found at this website:


I thank you for your interest in BC Timber Sales and wish you success in your business endeavours. Yours truly, Timber Sales Manager, BC Timber Sales (Business Area) Enclosure(s)




2. BCTS Letter to Ineligible Applicant File: 19130-04/BCTS Applications Date Name Address City, British Columbia Postal Code Dear Name: Thank you for your application for registration under the BC Timber Sales program of the Ministry of Forests and Range. The BC Timber Sales Regulation (B.C. Reg. 265/88) states:

[insert relevant text] I regret that your application for registration cannot be accepted because it did not meet the following requirements:

[insert relevant text] A copy of the regulation is enclosed for your information, and your cheque for the registration fee is returned herewith [unless applicant has outstanding account]. If you become eligible for registration at some future time, please submit a new application for registration. Yours truly, Name Timber Sales Manager, BC Timber Sales (Business Area) Enclosure(s)

Section 4: BC Timber Sales Procedures – BCTS Advertising


4.2 BCTS Advertising 4.2.1 Introduction

See also Section 2.1: Advertising.

All BCTS statutory (legal) advertising must be posted on the Official Notices website. System

Official Notices Legislation


Links


TSL Tender Process: http://gww.for.gov.bc.ca/BCTS/dev/bd/docs/TenderProcessDesign/index.htm

Template

Official Notices Ad Template for TSLs: http://gww.for.gov.bc.ca/BCTS/dev/bd/docs/TenderProcessDesign/index.htm



http://gww.for.gov.bc.ca/BCTS/dev/bd/docs/TenderProcessDesign/index.htm




4.2.2 Naming Convention for BCTS Advertisement Titles

A##### – Closest known geographic location

Example: A12345 – Lucas Lake

The standard naming convention shown above must be used for the titles of all BCTS advertisements so that BCTS clients can easily find timber sales advertisements in Official Notices. The following rules apply:

The closest geographic location must be the name of a known town, road, or lake that your clients will recognize. Do not use office names, business area names, field unit names, notice ID numbers, or Timber Sale Area names in the title of the notice.

Do not place the term TS, TSL, or Timber Sales Licence in front of the A##### designation. Each notice is already identified as a Timber Sale (Notice Type).

Do not include a reference to your business area in the title. The name of your office is specified in a standard format in each notice (Issuing Office) and is automatically added to the title in e-mail notices and on the list of notices in Official Notices.

Do not select a Forest District Office as the issuing office or add it to the title as the closest geographic location. Timber Sales are issued by Timber Sales Offices, not Forest District Offices.



4.2.3 BCTS Advertising Procedures

1. To create the advertisement, access this website and select the Official Notices Ad Template for TSLs:


2. Access http://apps23.for.gov.bc.ca/notices/init.do.

3. Create an Official Notices notice by following the instructions published in the Official Notices User Guide.

4. Click on Notices and select New Notice from the drop-down menu.

5. For the advertisement title, use the naming convention shown in Section 4.2.2: Naming Convention for BCTS Advertisement Titles.

For the attachments, use the naming conventions in !A00000_a4_ToC.doc.

http://gww.for.gov.bc.ca/BCTS/dev/bd/docs/TenderProcessDesign/TemplateStandards/!A00000_a4_ToC.doc

6. Enter the appropriate data:

Notice type: BC Timber Sales

Contact name: If your contact is not listed in the drop-down menu or the name is incorrect, follow the instructions in the Official Notices User Guide for adding or editing a contact.

Issuing office: your Timber Sales Office

7. Copy and paste the text of the advertisement from the Official Notices Ad Template for TSLs into the Notice Content section.

8. The File Number is the TSL number, including the ORCS number. Leave the Project Number field blank

9. Attach the appropriate documents, named in accordance with !A00000_a4_ToC.doc.

Convert the tender package to PDF format except for the Receipt document, which should remain a Word document, and the Digital Cruise Card Data, which must be converted to a ZIP file.

Note: Ensure that the links work in the Read Me First Document after you PDF it. If they do not work in PDF format, post it as a Word document.

ZIP instructions are available on this website: http://www.winzip.com/aboutzip.htm.





http://www.winzip.com/aboutzip.htm



10. Once you approve the advertisement, you cannot change it. If the advertisement is complete, select Yes at the Approved line. Otherwise, select No and approve it later.

11. The web start date is the first day the advertisement will appear in Official Notices. The web end date is the date of the TSL opening.

12. Click on Save to save the Official Notices advertisement.

13. Print and distribute copies in accordance with local TSO procedures.

Section 4: BC Timber Sales Procedures – BCTS Security Deposit


4.3 BCTS Security Deposit 4.3.1 Introduction

See also Section 1.5: Accounts Receivable Management.

Security deposits are collected on BCTS tenures to ensure compliance with the terms of the tenure agreement. They can and will be used to rectify any non-compliance issues that arise during the term of the tenure, to pay unpaid stumpage, and/or to settle any other financial obligations to the Government of British Columbia. Systems

ARM FTA

Legislation


Link

Forest Revenue Branch, Ministry of Finance (Internal Access): http://frb.rev.gov.bc.ca/welcome.htm

Forest Revenue Branch, Ministry of Finance (Public Access): http://www.sbr.gov.bc.ca/business/Natural_Resources/ForestRevenue/forest_revenue.htm

Forms

Letter of Credit: This is a bank document prepared by the financial institution.

Safekeeping Agreement: http://www.fin.gov.bc.ca/PT/rmb/forms/0346FILL.pdf


http://frb.rev.gov.bc.ca/welcome.htm

http://www.sbr.gov.bc.ca/business/Natural_Resources/ForestRevenue/forest_revenue.htm

http://www.sbr.gov.bc.ca/business/Natural_Resources/ForestRevenue/forest_revenue.htm

http://www.fin.gov.bc.ca/PT/rmb/forms/0346FILL.pdf



4.3.2 Acceptable BCTS Security Deposits

Personal cheques and third-party Safekeeping Agreements are not acceptable as security deposits. The following are acceptable as security deposits:

cash or negotiable instruments—i.e., certified cheque, bank draft, or money order.

irrevocable Letter of Credit redeemable at par value before maturity, issued by a chartered bank, credit union, or trust company, and accompanied by an absolute and unconditional assignment to the Minister of Finance. The Letter of Credit must include the Evergreen Clause verbatim as shown below:

Evergreen Clause

This letter of credit shall be deemed to be automatically extended (for one year from the present or any future expiry date) without any formal amendment unless thirty days prior to the present expiry or any such future expiry date as automatically extended we shall notify you in writing that we elect not to extend the Letter of Credit for any further period and at the same time forward to you together with such written notice of election a bank draft payable to the Minister of Finance in the amount of $[amount], less any amount previously paid under this Letter of Credit.

Safekeeping Agreement (formerly Receipt and Agreement) in the name of the successful applicant or licensee, and executed by a chartered bank, credit union, or trust company, verifying that assignable securities in the amount designated by the Ministry are being held in safekeeping and the rights and claims to the securities have been assigned to the Minister of Finance.



4.3.3 BCTS Security Deposit Procedures

1. If the security deposit is in the form of a Safekeeping Agreement or Letter of Credit, photocopy it for the tenure file and send the original to Forest Revenue Branch, Ministry of Finance.

2. The Revenue Operations Clerk in Forest Revenue Branch is responsible for signing Safekeeping Agreements on behalf of the Minister of Finance.

3. Ensure that a security in the form of a Letter of Credit contains the Evergreen Clause as shown in Section 4.3.2: Acceptable Securities.

4. For cash securities (certified cheques, bank drafts, and money orders), prepare the Financial Mail List in ARM as outlined in Section 1.5.4: Procedures for Receipt of Payment.

5. Print the Accounts Receivable screen showing the payment number and place it on file in accordance with local TSO procedures.

6. Photocopy the security deposit (certified cheque, bank draft, money order, Letter of Credit, or Safekeeping Agreement) and place the photocopy on the tenure file.

7. Enter the amount of the security deposit into the Security Deposit field in the Sale Info screen in FTA.

Note

For additional details on processing security deposits, see Section 1.5: Accounts Receivable Management.

Section 4: BC Timber Sales Procedures – BCTS Deposit Release


4.4 BCTS Deposit Release (FS 45D) 4.4.1 Introduction

BC Timber Sales Deposit Release

Section 4.4: BCTS Deposit Release

Operations Deposit Release

Section 2.4: Full Release of Security Deposit

The “deposit release” was formerly called a “deletion notice.” The FS 45D form is used to release security deposits. Systems

ARM CLIENT FTA GENUS

Legislation


Form






4.4.2 BCTS Partial Release of Security Deposit

Note


1. When you are asked to initiate a partial release of a security deposit, check the current security deposit balance in ARM as explained in Section 1.5.13: Viewing Trust Accounts. Then complete the FS 45D as outlined below.


3. Specify Deposit Release or FS 45D and then click on Search.


5. Complete the FS 45D form as required and Save it. Ensure that the licensee name and address are current in CLIENT and entered correctly on the FS 45D, and that the Tenure, Region, District, and Client Number fields are correct in the form.

Section A: LICENCE/LICENSEE DETAILS Ensure that you complete and confirm the information.

Section B: TENURE STATUS REPORT Ensure that you complete and confirm the information, and update

FTA and GENUS.

Section C: DISPOSITION NOTICE (completed by District or BCTS Team) Verify the original security deposit information, and specify the

payment number (for bank draft, money order, or certified cheque) or type of security (Safekeeping Agreement or Letter of Credit) on the payment number line. You can find this information in ARM.

6. Have the Client Number at hand before accessing ARM:




Specify the Client Number and Location code in the Client/Acct fields and click on Enter at the bottom of the screen.

Ensure that the Client Status is Active.

Click on TxnHist (transaction history).





Click on Srce Txn.

ARM displays the payment number and type.

In Section C of the FS 45D form, ensure that the Deposit Disposition action is completed correctly because those are the instructions that Forest Revenue Branch will follow when processing the deposit release.

7. If the security deposit was in the form of a Safekeeping Agreement, follow your local TSO procedures for obtaining a replacement security for the holdback amount.

or

Prepare a letter to the licensee requesting a revised holdback amount.

or

Replace the Safekeeping Agreement through Coast Region Revenue Branch, in which case the TSO contacts the licensee by e-mail, letter, or fax with the following information:

BC Timber Sales, _________ Business Area is about to release 75% (or 50%) of your security deposit ($_________) on TSL A_______ for _____________________. As your security is in the form of a Safekeeping Agreement, please inform your bank, _____________________, that our Revenue Branch will be sending them a letter stating that we will require only $_________ to be kept for security on TSL A_______.

If you have any have any questions, please contact me.

8. If the security deposit was in the form of a Letter of Credit, the licensee can bring a new Letter of Credit to the TSO for the reduced amount or give the TSO permission to contact the bank directly to get an amended Letter of Credit.

If the licensee brings a new Letter of Credit to the TSO, release the original version to the licensee.

If the licensee asks the TSO to contact the bank directly, prepare a letter to the bank requesting an amendment that reduces the amount (see Section 4.4.4: BCTS Deposit Release Sample Letters), and send a copy of the letter with the FS 45D to Forest Revenue Branch, Ministry of Finance.

9. Update FTA:



Specify the TSL File ID and click on Go.




Check the Cut Block screen. All Blocks must be at status LC or S before the File Status can be changed to LC.

If necessary, ask the Technician to update the Cut Block(s). Then change the File Status to LC on the Tenure screen.

Click on the Notes tab and enter details regarding the partial release of the security deposit.

10. Update GENUS:

Launch GENUS: http://gww.for.gov.bc.ca/bcts/genus/.

Assess the Timber Sale Licence.

Click on the Details tab.

Change the Licence State to SC (Substantial Completion) and Save.

Click on the Activities tab.

For Substantial Completion, specify the date and change to Done in accordance with local TSO procedures.

Note: If Substantial Completion is not in the Corporate Mandatory Licence column, click on the Insert Record icon to display a blank field.

Then click on the drop-down arrow and select Corporate Mandatory Licence – Substantial Completion to insert it into the column.

11. Update the FS 45D form:

Section D: FOREST SERVICE DISTRICT APPROVAL OR BCTS APPROVAL Specify Timber Sales Manager’s name and Business Area.

Section E: SENT TO MINISTRY OF (FINANCE)1 Specify method (mail or electronic). If you specify electronic, you

will be prompted for your e-mail address.

Section F: MINISTRY OF (FINANCE)2 Section F is completed by the Ministry of Finance.

12. Once you have completed the FS 45D, send it electronically to the Timber Sales Manager for signature in Section D (or arrange for this in person).





13. When it has been signed by the Timber Sales Manager, insert your electronic signature in Section E (or sign in person) and place a copy on the file.

14. Send the FS 45D electronically to the appropriate Generic Mailbox:







15. Prepare the partial release letter for the signature of the Timber Sales Manager (see Section 4.4.4: BCTS Deposit Release Sample Letters).

16. Mail the letter to the licensee and place a copy on file in accordance with local TSO procedures.

17. When the FS 45D is returned to you by Forest Revenue Branch, ensure that a copy is placed on file.



4.4.3 BCTS Full or Final Release of Security Deposit

Note


1. When you are asked to initiate a full or final release of a security deposit, check the current security deposit balance in ARM as explained in Section 1.5.13: Viewing Trust Accounts. Then complete the FS 45D as outlined below.


3. Specify Deposit Release or FS 45D and then click on Search.


5. Complete the FS 45D form as required and Save it. Ensure that the licensee name and address are current in CLIENT and entered correctly on the FS 45D, and that the Tenure, Region, District, and Client Number fields are completed in the form.

Section A: LICENCE/LICENSEE DETAILS Ensure that you complete and confirm the information.

Section B: TENURE STATUS REPORT Ensure that you complete and confirm the information, and update

FTA and GENUS.

Section C: DISPOSITION NOTICE (completed by District or BCTS Team) Verify the original security deposit information, and specify the

payment number (for bank draft, money order, or certified cheque) or type of security (Safekeeping Agreement or Letter of Credit) on the payment number line. You can find this information in ARM.

6. Have the Client Number at hand before accessing ARM:




Specify the Client Number and Location code in the Client/Acct fields and click on Enter at the bottom of the screen.

Ensure that the Client Status is Active.

Click on TxnHist (transaction history). Then click on Srce Txn.





ARM displays the payment number and type.

In Section C of the FS 45D form, ensure that the Deposit Disposition action is completed correctly because those are the instructions that Forest Revenue Branch will follow when processing the deposit release.

7. Update FTA:




Change the File Status to HC and specify the completion date.

Check the Cut Block screen to ensure that the Block Status is set to S. Ask the Technician to enter the Results if the status is not S.

Click on the Assc. Files tab and follow local TSO procedures for updating any associated files.

Click on the Notes tab and enter details regarding the security deposit release.

8. Update GENUS:

Launch GENUS: http://gww.for.gov.bc.ca/bcts/genus/

Click on the Details tab.

Change the File Status to HC and Save.

Click on the Activities tab.

For Corporate Mandatory, specify Harvest Complete, enter the date, and change to Done.

9. Update the FS 45D form:

Section D: FOREST SERVICE DISTRICT APPROVAL OR BCTS APPROVAL

Specify Timber Sales Manager’s name and Business Area.

Section E: SENT TO MINISTRY OF (FINANCE)1 Specify method (mail or electronic). If you specify electronic, you

will be prompted for your e-mail address.

Section F: MINISTRY OF (FINANCE)2

Section F is completed by the Ministry of Finance.






10. Once you have completed the FS 45D, send it electronically to the Timber Sales Manager for signature in Section D (or arrange for this in person).

11. When it has been signed by the Timber Sales Manager, insert your electronic signature in Section E (or sign in person) and place a copy on the file.

12. Send the FS 45D electronically to the appropriate Generic Mailbox:







13. Prepare the final release letter for the signature of the Timber Sales Manager (see Section 4.4.4: BCTS Deposit Release Sample Letters).

14. Mail the letter to the licensee and place a copy on file in accordance with local TSO procedures.

15. When the FS 45D is returned to you by Forest Revenue Branch, ensure that a copy is placed on file.

16. Complete appropriate local TSO procedures and notify the Records Clerk that the TSL is closed.



4.4.4 BCTS Deposit Release Sample Letters


1. BCTS Letter Requesting Amendment to Letter of Credit

File: 19620-25/A[#] Date Royal Bank of Canada International Trade Centre BC 34th Floor, Royal Centre Tower 1055 West Georgia Street Vancouver BC V6E 3S5 Dear Sir or Madam:

In reference to Letter of Credit No. P2010499V04092 for $30,881.38, please reduce the amount covering Timber Sale Licence A[#] from $30,881.38 to $7,720.35. All other terms and conditions remain the same. Yours truly, Name Timber Sales Manager, BC Timber Sales (Business Area)



2. BCTS Partial Deposit Release – Initial Fax

File: 19620-25/A[#] Fax: ______________ Date: ______________ Licensee: ______________ Dear Sir: We are currently processing an early/partial deletion for Timber Sale Licence A[#] located in the ___________ Field Unit of the BCTS ___________ Timber Sales area. We are planning to withhold $[amount] of your security deposit for outstanding obligations [itemize items]. As your security deposit of $[amount] is in the form of a [Safekeeping Agreement or Letter of Credit], we cannot release only a portion of the security without liquidation. One option would be for you to remit a new Safekeeping Agreement, Letter of Credit, money order, bank draft, or certified cheque to cover the conditional security that we require before returning your original deposit. The other option is for us to wait until the timber sale licence expires and then proceed with releasing the security deposit upon the satisfactory completion of outstanding obligations. Please contact me at [phone number] or by e-mail at [e-mail address] to advise me of which of these two options you prefer. If you have any questions regarding the outstanding obligations, please call [Name], the forest technician in charge of this licence, at [phone number]. Yours truly, Name Timber Sales Manager, BC Timber Sales (Business Area)



3. BCTS Partial Deposit Release Letter

File: 19620-25/A[#] Date Licensee name Address City, British Columbia Postal Code Dear Licensee Name:

This letter is in reference to your request for closure of Timber Sale Licence A[#] and the return of your security deposit. As all licence conditions have been satisfactorily completed except [list outstanding conditions], we are proceeding with partial closure of Timber Sale Licence A[#]. A conditional security deposit of $[amount] will be withheld from your original security deposit of $[amount] pending the completion of the outstanding conditions. Please advise the forest technician in charge of your timber sale licence when the work has been completed so that an inspection can be arranged. Notification regarding disposition of the security deposit will be forthcoming. Yours truly, Name Timber Sales Manager, BC Timber Sales (Business Area)



4. BCTS Partial Deposit Release Letter – Safekeeping Replacement

File: 19620-25/A[#] Date Licensee name Address City, British Columbia Postal Code Dear Licensee Name:

This letter is in reference to our fax dated [date] regarding an early/partial closure of Timber Sale Licence A[#] with a conditional deposit. As all licence conditions have been satisfactorily completed except [list outstanding conditions], we are proceeding with partial closure of Timber Sale Licence A[#]. A conditional security deposit of $[amount] has been received in the form of a [Safekeeping Agreement, Letter of Credit) and will be held pending the completion of the outstanding conditions. Please advise the forest technician in charge of your timber sale licence when the work has been completed so that an inspection can be arranged. Notification regarding disposition of the original security deposit of $[amount] will be forthcoming. Yours truly, Name Timber Sales Manager, BC Timber Sales (Business Area)



5. BCTS Full Deposit Release Letter File: 19620-25/A[#] 11400-25/A[#] Date Licensee Name Address City, British Columbia Postal Code Dear Licensee Name: As all operations on the licence area covered by Timber Sale Licence A[#] have been completed satisfactorily, the licence is hereby closed. The road(s) within Road Permit R[#] has (have) been deactivated to the satisfaction of the Timber Sales Manager and is (are) hereby terminated. Future use of the road within Road Permit R[#] by others will preclude the need for deactivation. [or] Road Permit R[#] is cancelled in accordance with the Forest Act. [If there is a Road Use Permit for this TSL:] A Road Use Permit is associated with this licence. Please contact the District Manager, [Forest District Name], Ministry of Forests and Range, to request the closure of your Road Use Permit. Notification regarding disposition of the security deposit of $[amount] will be forthcoming. Yours truly, Name Timber Sales Manager, BC Timber Sales (Business Area)

Section 4: BC Timber Sales Procedures – BCTS Transfer of Tenure Agreement


4.5 BCTS Transfer of Tenure Agreement 4.5.1 Introduction

Section 54 of the Forest Act provides for the transfer of a tenure agreement and Section 54.3 provides for the exemption of certain transfers from certain requirements. These tenure agreements are not transferable:

agreements suspended - under Section 76 or Section 78 of the Forest Act. Free Use Permits Occupant Licences to Cut - unless associated with a disposition of land or

a disposition of a right to occupy land. Road Permits - unless the associated licence(s) is/are also being

transferred. The transfer of a BCTS tenure agreement requires the payment of a non-refundable administrative processing fee of $100.00. Systems

ARM BC OnLine BCTS Admin FTA GENUS

Legislation

Forest Act, Section 54: http://www.qp.gov.bc.ca/statreg/stat/F/96157_04.htm#part4_division2

Forest Act - Transfer Regulation (BC Reg. 351/2004): http://www.qp.gov.bc.ca/statreg/reg/F/Forest/351_2004.htm

Forest (Revitalization) Amendment Act, 2003 (Bill 29): http://www.leg.bc.ca/37th4th/3rd_read/gov29-3.htm

Link

BC Timber Sales Transfer Procedures and Flowchart:1 http://gww.for.gov.bc.ca/bcts/dev/Licence_Transfer_Procedures.pdf

1 See page 16 of this document for a flowchart showing BCTS tenure transfer processes.

http://www.qp.gov.bc.ca/statreg/stat/F/96157_04.htm#part4_division2

http://www.qp.gov.bc.ca/statreg/reg/F/Forest/351_2004.htm

http://www.leg.bc.ca/37th4th/3rd_read/gov29-3.htm

http://gww.for.gov.bc.ca/bcts/dev/Licence_Transfer_Procedures.pdf



Form

Notice of Intended Disposition (Transfer) of a BC Timber Sales Agreement Under Section 54 of the Forest Act – FS 1208: http://www.for.gov.bc.ca/isb/forms/lib/FS1208NoticeOfIntendedTransfer.doc

http://www.for.gov.bc.ca/isb/forms/lib/FS1208NoticeOfIntendedTransfer.doc



4.5.2 Timber Sale Licence Transfer Procedures

Note

Tenure transfer processes may involve complex legal issues so seek advice from a Business Officer when appropriate.

Transfer Procedures Flowchart (page 16)


1. If you receive a tenure transfer inquiry from a client and/or a completed FS 1208 (Notice of Intended Disposition) that is not related to a BCTS tenure, send it to Operations Division.

2. If you receive a tenure transfer inquiry from a client and/or a completed FS 1208 that is related to a BCTS tenure, determine whether or not the transfer is exempt from certain requirements under Section 54.3 of the Forest Act.

3. A Notice must be received from both the current and the intended recipient so joint submissions from both are encouraged.

4. The client must submit a $100 administrative fee in the form of cash, a certified cheque, a money order, or a bank draft.

5. You must issue a receipt if it is a cash payment. The comment line on the receipt should read:

Transfer fee BCTS A12345 from Smith Industries Ltd. to Johnson Industries Ltd – [name of your Business Area].

6. Also enter that information into the Comment line when entering the fee payment into ARM (see Section 1.5.7: Entering General Payments in FML).

7. Check BCTS Admin to ensure that the proposed new TSL holder:

is registered in the appropriate category;

is not under suspension; and

has room within the three-sale limit to hold another TSL.

8. Check BC OnLine to ensure that the proposed new TSL holder is in good standing:












Click on Next.



Click on Pay Now.




9. Check ARM to ensure that all money that is due and payable in respect of the agreement to be transferred has been paid or is the subject of an arrangement for payment. It is prudent to ensure that neither client has an outstanding account.








If amounts are outstanding, they must be paid in full or an appropriate payment plan must be established.




10. Check FTA for any tenures associated with the TSL to be transferred. If associated tenures exist, they must be transferred too.




Click on the Assc. Files tab to view any associated files.

11. Prepare a letter from the Timber Sales Manager to both clients advising that the transfer cannot proceed until the client meets specific requirements (see Section 4.5.3: TSL Transfer Sample Letters).

or

Prepare a Notice to Proceed with Disposition letter from the Timber Sales Manager to both clients advising that the transfer may proceed if specific requirements are met, and send copies to the appropriate Regional and District Managers (see Section 4.5.3: TSL Transfer Sample Letters).

12. If the transfer is proceeding, do not create a new TSL document. Letters are sufficient documentation.

13. Update FTA:




Click on the Assc. Client tab and enter the new licensee name.

If appropriate, click on the Assc. Files tab and update the associated files.

Click on the Notes tab and add a note stating that the transfer occurred from licensee 1 to licensee 2.

Update Sale Info if the security deposit format has changed.

14. Update GENUS:


Click on the Navigation icon.

Expand your Business Area and right-click on your Business Area name.

Click on Search. Then click on Basic.

Specify the TSL number and click on Ok.

Select the highlighted TSL in the displayed list.






Select the Details tab in the Licence screen and enter the new licensee’s name in full in the Registrant field.

Save the data.

15. If a new security deposit is received from the new licence holder in the form of cash, a certified cheque, a bank draft, or a money order, proceed with the normal deposit process for Timber Sale Licences as outlined in Section 1.5: Accounts Receivable Management and Section 4.3: BCTS Security Deposit.

16. To release the original security deposit to the previous licensee, prepare an FS 45D requesting the deposit release. In Section C (Disposition Notice) on the FS 45D, indicate that the TSL is being transferred from the original licensee to a new licensee.

For licence transfers, when following the FS 45D instructions in Section 4.4: BCTS Deposit Release:

Do not change the File Status in FTA.

Complete all FS 45D sections as usual except Section B (Tenure Status Report), which is not applicable when a licence is transferred.

17. Place all documents and letters on file. As indicated above, there is no new TSL document because the letters are sufficient documentation.

18. Advise the Records Clerk to change the name of the TSL holder on the file label and in the electronic filing system for all associated tenures.



4.5.3 Timber Sale Licence Transfer Sample Letters


1. BCTS Transfer Cannot Proceed Letter File: 19620-25/A##### Date Name and Address of Agreement Holder Name and Address of Intended Recipient of Agreement Dear [Name of Agreement Holder] and [Name of Intended Recipient of Agreement]: I have received your notice dated [date] of the intended disposition of TSL A##### (the TSL) from [Name of Original Licensee] to [Name of Intended Licensee]. Please note that to meet the requirements of Section 54.(2)(b) of the Forest Act with respect to this intended disposition, all money payable to the Crown (invoices are payable on receipt) must be paid in full (payable by [Name of Original Licensee]). Until the monies are paid, the disposition of the TSL may not proceed. Once the money payable has been received, Section 54(2)(f) of the Forest Act requires the disposition of the TSL to be completed by a date specified by the Timber Sales Manager. For TSL A#####, the date for this purpose is [date]. In accordance with the requirement of Section 54.2 of the Forest Act, after the completion of the disposition of the TSL, both of you must confirm the disposition in writing to the Timber Sales Manager, BC Timber Sales [Business Area], within 21 days of the completion of the disposition. Yours truly, [Name] Timber Sales Manager, BC Timber Sales [Business Area] Attachment(s): Notice of intended disposition dated [date] pc: [Name], Area Forester, [BCTS Field Unit] [Name], Forest Technician, [BCTS Field Unit]



2. BCTS Notice to Proceed with Disposition Letter File: 19620-25/A##### Date Name and Address of Agreement Holder Name and Address of Intended Recipient of Agreement Dear [Name of Agreement Holder] and [Name of Intended Recipient of Agreement]: I have received your notice dated [date] of the intended disposition of TSL A##### (the TSL) from [Name of Original Licensee] to [Name of Intended Licensee]. I am satisfied that the requirements of Section.54.1 of the Forest Act have been met with respect to this intended disposition. I hereby give you notice that the disposition of the TSL may proceed. I draw your attention to the requirements of Section 54(2)(b) of the Forest Act with respect to money payable to the government, and to Section 54(2)(f) of that Act, which requires the disposition of the TSL to be completed by the intended disposition date cited in your Notice of Intended Disposition. In accordance with the requirement of Section 54.2 of the Forest Act, after the completion of the disposition of the TSL, both of you must confirm the disposition in writing to the Timber Sales Manager, BC Timber Sales [Business Area] within 21 days of the completion of the disposition. Yours truly, [Name] Timber Sales Manager, BC Timber Sales [Business Area] Attachment(s): Notice of intended disposition dated [date] pc: [Name], Area Forester, [BCTS Field Unit] [Name], Forest Technician, [BCTS Field Unit]

Section 5: BC Timber Sales Tenures – Timber Sale Licence


SECTION 5: BC TIMBER SALES TENURES

5.1 Timber Sale Licence (TSL) 5.1.1 Introduction

TSL File Designations

19620-20 (Operational) 19620-22 (Cruise) 19620-25 (Legal)

Timber Sale Licences are issued only by BCTS, and are offered through a competitive auction process designed to market Crown timber, establish market prices, and capture the value of the timber asset for the public. Systems

ARM BC OnLine BCTS Admin CLIENT FTA GENUS Official Notices

Legislation


Links

BC Timber Sales: http://gww.for.gov.bc.ca/bcts/


GENUS Corporate Mandatory Data Fields: http://www.for.gov.bc.ca/ftp/HBT/gov_internal/!publish/genus/manuals/guides/Corporate_MandatoryDataFields_UserGuide.doc


SAFE Certified Companies: http://www.bcforestsafe.org/safe_companies/whos_safe.html

TSL Tender Process: http://gww.for.gov.bc.ca/BCTS/dev/bd/docs/TenderProcessDesign/index.htm




http://www.for.gov.bc.ca/ftp/HBT/gov_internal/!publish/genus/manuals/guides/Corporate_MandatoryDataFields_UserGuide.doc

http://www.for.gov.bc.ca/ftp/HBT/gov_internal/!publish/genus/manuals/guides/Corporate_MandatoryDataFields_UserGuide.doc


http://www.bcforestsafe.org/safe_companies/whos_safe.html




Forms and Templates

Invitation and Application for Timber Sale Licence (FS 574): http://gww.for.gov.bc.ca/gscripts/his/forms/forms.asp

Official Notices Ad Template for TSLs: http://gww.for.gov.bc.ca/BCTS/dev/bd/docs/TenderProcessDesign/index.htm

Timber Sale Licence Template (FS 575): http://gww.for.gov.bc.ca/isb/forms/lib/TSL9.dot



http://gww.for.gov.bc.ca/isb/forms/lib/TSL9.dot



5.1.2 Preparing TSL Tender Package

1. If the TSL number has not yet been generated in FTA, generate it as follows:

• Access FTA: http://apps12.for.gov.bc.ca/fta/.


In the File Type drop-down box, select U1 (BCTS Licence # only).

Click on Add New.

Select the District from the drop-down list and Save.

FTA generates the TSL tenure number. Make note of the TSL number (A#####) for future reference.

2. If the TSL number has not yet been created in GENUS, create it as follows:

• Launch GENUS: http://gww.for.gov.bc.ca/bcts/genus/.

• Click on the Navigation icon and expand your Business Area.

• Right-click on the area in which you want to create the TSL and select New Licence.

• Enter the data for Licence Id (A##### from FTA), Category, Crown Land, Admin Zone, Licence Class, Tenure, Permits Exist w/in Licence, Licence State (PP), Licensee (Timber Sales Manager), BCTS Tenure Type, Certification Level, and Field Team.

• Select the Activities tab in the Licence screen and enter the Corporate Mandatory data:

• Auction = Date and Planned (minimum to have the TSL appear on the Sale Schedule)

• Licence Closed = Estimated Date and Planned (this date will generate the term for the TSL Sales Schedule)

• Save the data.

3. Compile the tender package using the BCTS tender process redesign forms at:


4. Use the Table of Contents (accessed via the link above) to determine which documents are mandatory and which are optional.

5. Be sure to name the documents in accordance with the file-naming conventions specified in the Table of Contents document.






6. Access the Exhibit A map in FTA:



Specify the TSL number in the File ID field and click on Go.

Find the Timber Sale Licence.

If the APP (Approved) button is available on the left of the screen, click on Y in the Map column to open the Exhibit A map.

Print and/or save copies of the map as required, and attach them to the documents.

If you get a message stating that the Exhibit A needs to be regenerated, click on Regenerate and wait until the regeneration has been completed. This implements changes that have been made to the Exhibit A.

7. Arrange for the Woodlands Supervisor (or designate) to check and proofread the TSL tender package.

8. Compile the ad using the Official Notices Ad Template for TSLs from the BC Timber Sales Tender Process Redesign website:


9. Convert the tender package to PDF format except for the Receipt document, which should remain a Word document, and the Digital Cruise Card Data, which must be converted to a ZIP file.

Note: Ensure that the links work in the Read Me First Document after you PDF it. If they do not work in PDF format, post it as a Word document.

ZIP instructions are available on this website: http://www.winzip.com/aboutzip.htm.

10. Post the tender package on the Official Notices site as outlined in Section 4.2.3: BCTS Advertising Procedures.

11. Newspaper ads are optional, depending on local TSO procedures. If you are asked to compile a newspaper ad, use the Mini Ad Format from the BC Timber Sales Tender Process Redesign website:


12. Ensure that you are complying with the applicable advertising regulations:




http://www.winzip.com/aboutzip.htm





13. In accordance with local TSO procedures, prepare tender packages that prospective bidders can pick up at Reception. Most TSOs place their tender packages on computer disks but some continue to print hard copies.

14. Record the tender opening date on your calendar and book a room to accommodate the tender opening process.

15. Update BCTS Admin:


Click on the Timber Sale tab, specify the TSL number, and click on New.

Enter the TSL data and Save.

16. As tenders are received, ensure that they are date- and time-stamped, and then recorded on a TSL Bidder Envelope Record.

17. Prepare a Sale of Crown Timber Bid and Deposit Record (FS 69) for the sale:

http://www.for.gov.bc.ca/isb/forms/lib/FS69.PDF 5.1.3 Opening TSL Tenders

On the tender opening day, the Resource Clerk and one other staff member open the tender envelopes in public in the order in which they were received.


http://www.for.gov.bc.ca/isb/forms/lib/FS69.PDF



5.1.4 TSL No Bid Procedures 1. If there are no bids, arrange for the Timber Sales Manager (or designate) to sign the

Sale of Crown Timber Bid and Deposit Record (FS 69).

2. Save the signed FS 69 as a PDF file, post it on the BCTS external website, and post and/or circulate copies in accordance with local TSO procedures.



Click on the Timber Sale tab, specify the TSL number, and click on Search.

Click on Add Bidders.

Click on No Sale Rationale and select the appropriate reason.

Enter the name of the Timber Sales Manager or designate in the Approved by field, specify the Sale Date, and Save.

Note: BCTS Admin accepts multiple sale dates for a TSL. It is critical to specify the Sale Date even if there were no bidders because an unsuccessful sale that attracts no bidders is valuable for the pricing model.

4. Update FTA:


Access the Timber Sale Licence.

Enter a comment in Notes specifying the upset price and stating that there were no bids.

5. Update GENUS:







Select the Activities tab in the Licence screen.

For Corporate Standards Licence, specify No Bid Sale, enter the date, and change to Done.

• Save the data.






5.1.5 TSL Re-Tendering Procedures 1. The original TSL number is retained when re-tendering a “no bid” TSL if there are no

changes other than the auction date and stumpage rate (i.e., VCU rate instead of MPS 70% rate).

2. A new TSL number is assigned for a “no bid” TSL if changes are made to the appraisal data or to any other TSL characteristics that could potentially affect the value of the TSL—e.g., licence area, timber volume, associated Road Permit (if any), and/or changes to licence conditions, such as harvesting method (if stipulated).

3. A new TSL number is assigned if the TSL was auctioned but not properly issued (i.e., no agreement was signed by an eligible applicant and the Timber Sales Manager) and changes have been made that might affect the value of the TSL.



5.1.6 TSL Tied Bid Procedures 1. If the highest bids are tied bids, set aside all tenders except the tied bids.

2. See Section 5.1.8: TSL Bid Deposits for information on returning bid deposits to unsuccessful bidders.

3. Check the bidding eligibility of the tied bidders as described in Section 5.1.7: TSL Bidder Eligibility.

4. The Timber Sales Manager completes a verification review of the initial Application and Tender.

5. The Timber Sales Manager then invites each of the tied bidders to submit an additional bid over and above their initial bid within approximately five days.

Second bids must be submitted in a sealed envelope and must be in one-cent increments.

Note: In the case of a tied bid, the upset stumpage rate in the second application will be the sum of the original upset stumpage rate plus the original bonus bid.

6. Assuming there is not a second tie, the TSL is awarded to the bidder with the highest aggregate bid.




Click on Add Bidders and enter information for all bidders.

For tied bidders, specify “tied bid” in the Ineligibility Comments and Save.

Track the subsequent auction between the tied bidders as a new Date/Time of Sale.

8. Update FTA:



Enter a comment in Notes indicating that this sale is a tied bid, and specify the tied bidders’ names and the new auction date for the TSL.





5.1.7 TSL Bidder Eligibility 1. Check to ensure that the BCTS registration number is on all the tender applications.

2. If it is missing on a particular application, find it as follows:


On the home page, hover over the Search tab and select Client Search.

Specify the Client Name (surname). You can specify the applicant’s first name or initial but sometimes “less is better” when searching.

Click on Search to find the client.

Record the Client Number, which is the same as the BCTS registration number, on the tender application.

3. Check each applicant’s account in ARM:





Applicants with outstanding accounts over 29 days may be ineligible to bid. Awarding the TSL to a successful bidder with an outstanding account can be done only at the discretion of the Timber Sales Manager.

If the account is suspended, investigate through an inquiry to:


If you confirm that the account is indeed suspended, advise the Timber Sales Manager.





Enter each bidder’s BCTS registration number, bonus bid, and security deposit information.






For the successful bidder, ensure that the Successful Bidder indicator is set to Y (Yes).

Click on each applicant individually and select Check Eligibility.

The client must have active registration in the category of the sale and must have less than three active sales. A licensee may have only three active Timber Sale Licences at one time.

For any ineligible bidders, ensure that the Ineligible indicator is set to Y (Yes) and specify the reason in the Ineligibility Comments field.

5. If the applicant is a company, confirm the company’s legal name and status in BC OnLine:








Click on Next.



Click on Pay Now.







5.1.8 TSL Bid Deposits

1. Arrange for the Timber Sales Manager to sign the Sale of Crown Timber Bid and Deposit Record (FS 69), save it as a PDF file, post it on the BCTS external website, and post and/or circulate copies in accordance with local TSO procedures.


Launch BCTS Admin: http://gww.for.gov.bc.ca/bcts/admin/

Specify the TSL number and click on Search.


Specify the name of the Timber Sales Manager (or designate) and the Approved Date (the date the FS 69 was signed).

Save the data.

3. Keep the bid deposits from the two highest bidders.

4. Overdue accounts must be paid before bid deposits can be returned to unsuccessful bidders with outstanding accounts. Therefore you must check each unsuccessful bidder’s account status in ARM before releasing the bid deposits.

5. Provided that there are no outstanding accounts, return each unsuccessful bidder’s bid deposit by registered mail within five days.

Alternatively, unsuccessful bidders may pick up their bid deposits in person. The person picking up the bid deposit must either be the person whose name is on the tender submission or have a letter from the person whose name is on the tender submission authorizing him or her to pick up the deposit.

If you do not know the person, verify the person’s identity by checking the person’s driver’s licence. Each person picking up a bid deposit must sign the FS 69 form to indicate receipt of the bid deposit.

6. If the second-place bidder wants the bid deposit returned, advise that this will mean the bidder is withdrawing the tender and will no longer be eligible for the TSL if the first-place bidder does not enter into the TSL agreement within the required time.




5.1.9 Issuing Timber Sale Licence

1. Calculate the required security deposit amount:

To calculate the total sale value, add the bonus bid to the upset rate and multiply that sum by the volume.

The security deposit is 10% of the first $100,000 of the total sale value plus 5% of the remainder of the total sale value.

2. Update the Timber Sale Licence document (FS 575) with the licensee’s name and bid price, and print one copy of the document.

3. Mail the award letter to the licensee (see Section 5.1.12: TSL Sample Letters), indicating the security deposit amount required and specifying that the signed TSL document and security deposit must be received within 14 days of the letter date.

Enclose the TSL document and any other applicable documents (e.g., standard road use maintenance agreement, Road Use Permit application, acceptable forms of security deposit.)

4. Once the successful applicant can be awarded the TSL, update FTA accordingly:



Click on Sale Info, enter the known data, and Save.

Click on the Assc. Client tab, enter the appropriate data, and Save.

Click on the Tenure tab, change the file status to HA, enter the mandatory data, and Save.

If the TSL has an associated Road Permit, click on the Assc. Files tab, enter the Road Permit number and source (FTAS), and Save.

5. Update GENUS:







On the Details screen, change the licence state to HA, and Save.

Click on Activities.





For Auction, enter the Tender Opening Date and change to Done.

For Awarded, enter the Award Date and change to Done.

6. When you receive the signed Timber Sale Licence document and security deposit, immediately process the security deposit as indicated in Section 1.5: Accounts Receivable Management.

7. Arrange for the Timber Sales Manager to sign the TSL document and, if applicable, the Road Permit.

The issuance date for both the TSL and the Road Permit is the date the Timber Sales Manager signs the TSL document.

8. Update FTA:



Click on Sale Info, update the security deposit amount, and Save.

Click on the Tenure tab, enter the issue and expiry dates, zone, etc., and Save.


Specify the TSL number for File ID and click on Go.

Access the Inbox.

Click on the APP (Approved) button on the left of the screen.

Click on Ok.

If you get a message stating that the Exhibit A needs to be regenerated, click on Regenerate and wait until the regeneration has been completed. This implements changes that have been made to the Exhibit A. Then print the regenerated Exhibit A and attach it to the tenure document.

This approval process changes the TSL File Status to HI.

9. If applicable, update FTA for the Road Permit by following the same steps as those listed above for the TSL.



Specify the TSL number and click on Search.


Enter the TSL Effective Date and Save. The legal effective date is the date the tenure document was signed by the Timber Sales Manager.





11. Update GENUS:







Click on Details, change the licence state to HI, and Save.


For Licence Issued, specify the date the TSL document was signed by the Timber Sales Manager and change to Done.

For Licence Expiry, specify the expiry date and change to Done.

12. Place the original TSL document on file.

13. Mail the licensee a copy of the TSL document and any other relevant documents (e.g., Road Permit).

14. Ensure that all unsuccessful bidders’ bid deposits have been returned by registered mail or picked up in person as described in Section 5.1.8: TSL Bid Deposits.

15. Send a copy of the FS 574 showing the bonus bid, TSL issue date, and licence term to the appropriate section for entry into the Electronic Commerce Appraisal System (ECAS).

16. Depending on local TSO procedures, you may be required to prepare EMS binders for the Forest Technician’s pre-work meeting with the licensee.




5.1.10 Extending Timber Sale Licence 1. Introduction

A TSL extension is possible if Section 2.0 of the Timber Sale Licence states:

An extension of the term of this Licence that is authorized by the Forest Act is not prohibited and is subject to the provisions of the Forest Act.

If the wording of the Timber Sale Licence prohibits an extension, that wording must be amended by an FS 3 Amendment before an extension request can proceed (see Section 2.2: FS 3 Amendment). The licensee must apply to the Timber Sales Manager in writing, prior to the expiry of the licence, for an extension of the TSL term. The extension cannot exceed one year and cannot result in a TSL term of more than four years. The extension fee is calculated in accordance with Section 58.1(5) of the Forest Act and Section.14 of the Advertising, Deposits, Disposition and Extensions Regulation.

2. Legislation

Forest Act – Advertising, Deposits, Disposition and Extension Regulation: http://www.for.gov.bc.ca/tasb/legsregs/forest/faregs/adder/adder.htm

3. BCTS Advisory Bulletins

Advisory Bulletin No. 06/28/04 (Revised 12/08/04) – Key Legislative, Regulatory and Forest Policy Changes Affecting BCTS: http://www.for.gov.bc.ca/bcts/bulletins/ab20040628.pdf

Advisory Bulletin No. 03/24/05 – Timber Sale Licence Term and Extension Practices: http://gww.for.gov.bc.ca/bcts/memos/bcts/ab20050324.pdf

Advisory Bulletin No. 07/11/07 – Timber Sale Licence Extension Fee Calculation (for registrant communication): http://gww.for.gov.bc.ca/BCTS/dev/bd/docs/TenderProcessDesign/Notices/TSL_Extension_Fee_Calculation.pdf


http://www.for.gov.bc.ca/bcts/bulletins/ab20040628.pdf

http://gww.for.gov.bc.ca/bcts/memos/bcts/ab20050324.pdf

http://gww.for.gov.bc.ca/BCTS/dev/bd/docs/TenderProcessDesign/Notices/TSL_Extension_Fee_Calculation.pdf

http://gww.for.gov.bc.ca/BCTS/dev/bd/docs/TenderProcessDesign/Notices/TSL_Extension_Fee_Calculation.pdf



4. TSL Extension Procedures

1. If the TSL must have the “no extension fee” clause removed, prepare an FS 3 Amendment to remove the clause (see Section 2.2: FS 3 Amendment) and arrange for the witnessed signatures of the licensee and the Timber Sales Manager.

2. Receive the extension fee, make a copy of the payment and receipt for the file, and deposit the fee into BCTS General Revenue.

3. As directed by the Timber Sales Manager, prepare a letter extending the TSL term (see Section 5.1.12 – TSL Sample Letters).

4. Update FTA:



Enter the new expiry date as the Extended Date.

For the Reason, specify Management Discretion.

When you Save the data, FTA populates Ext. Count (Extension Count).

5. Update GENUS:








Click on the Insert Record icon.

In the drop-down box, select Corporate Mandatory Licence - Extension Date.

Enter the new expiry date and Save the data.

The Ext. Count (Extension Count) populates automatically.

6. Send an e-mail to the Regional Revenue Clerk advising of the extension of the mark and rate because the pc-ed letter may not arrive at the Regional Office before the mark expiry date.





7. The licensee may request that the extension fee be waived within 30 days of the date on which the extension application was submitted to the Timber Sales Manager.

8. If BCTS Headquarters issues a letter waiving the extension fee, a copy of the letter will be sent to the Ministry of Finance as notification to refund the extension fee to the licensee.

To review the status of an extension waiver, access http://www.for.gov.bc.ca/bcts/ and select Advisory Council – Waiver & Relief Registers.




5.1.11 Closing Timber Sale Licence

1. Follow the procedures outlined in Section 4.4: BCTS Deposit Release for completing the FS 45D form and arranging for the release of the security deposit.

2. Update FTA:


Click on the Tenures tab and select Tenure from the drop-down list


Click on the Assc. File tab, make note of any associated files, and close them.

Click on the Tenure tab, change the TSL File Status to HC, and Save.


3. Update GENUS:







On the Details screen, change the licence state to HC, and Save.


For Licence Closed, specify the date and change to Done.





5.1.12 TSL Sample Letters


1. TSL Award Letter 19620-20/A[#]

Date

Licensee Name Address City, British Columbia Postal Code

Dear Licensee Name:

Your Application and Tender for Timber Sale Licence A[#] has been approved, subject to the provisions of the Forest Act.

A copy of Timber Sale Licence A[#] is enclosed for your signature. Please sign the licence where indicated, have your signature duly witnessed, and return the licence to this office for execution by the Timber Sales Manager. A copy of the licence document will then be returned to you.

The total security deposit required for this Timber Sale Licence is $[amount]. You may submit the additional security deposit in the amount of $[amount] to supplement the bid deposit previously submitted. Alternatively, you may replace the bid deposit with a Safekeeping Agreement, Letter of Credit, or other acceptable form of deposit for the full deposit amount, in which case your bid deposit will be refunded to you.

Please note that the TSL document contains certain requirements related to safety certification.

The signed licence document, security deposit, and SAFE Companies certification must be provided to this office no later than [date 14 calendar days following letter date]. Note that logging operations on the licence area are not authorized without a valid licence signed by the Timber Sales Manager.

Yours truly,

Resource Clerk Name, Resource Services BC Timber Sales (Business Area)

Enclosures: Timber Sale Licence document, Road Use Permit Application, Acceptable Forms of Deposit information.



2. TSL Final Award Letter 19620-25/A[#] Date Licensee Name Address City, British Columbia Postal Code Dear Licensee Name: Please find enclosed your completed copy of Timber Sale Licence A[#]. Before carrying out operations on this area, please read the licence document and be prepared to comply with all conditions specified therein. Yours truly, Resource Clerk Name, Resource Services BC Timber Sales (Business Area) Enclosures: Licence Document, Copy of Tender Form.



3. TSL Late Tender Letter 19620-20/A[#] Date Licensee Name Address City, British Columbia Postal Code Dear Licensee Name: Please find enclosed your tender for Timber Sale Licence A[#]. It is being returned to you unopened because it was received after the tender closing time and date of [time on date]. Yours truly, Resource Clerk Name, Resource Services BC Timber Sales (Business Area) Enclosure



4. Return of Initial TSL Security Letter 19620-20/A[#] Date REGISTERED MAIL Licensee Name Address City, British Columbia Postal Code Dear Licensee Name: Thank you for your Application and Tender for Timber Sale Licence A[#]. The auction held at [time] on [date] has determined the successful bidder to be [Successful Bidder Name] with a bonus bid of $[amount]. We are therefore returning your bid deposit of $[amount]. Yours truly, Resource Clerk Name, Resource Services BC Timber Sales (Business Area) Enclosure



5. TSL Extension Letter – Requirement for Extension Fee 19620-25/A[#] Date BY FAX Licensee Name Address City, British Columbia Postal Code Dear Licensee Name: I have received your letter dated [date] requesting an extension to the term of Timber Sale Licence (TSL) A[#]. Under Section 58.1(3)(c) of the Forest Act, an extension cannot be granted until you have paid a fee in the amount of $[amount]. The extension fee must be received in this office at least one week prior to the expiry date of TSL A[#], which is [date]. Acceptable forms of payment are cash or a certified cheque, money order, or bank draft payable to the Minister of Finance. Please contact me at [phone number] if you have any questions. Yours truly, Name, Area Forester BC Timber Sales (Business Area)



6. TSL Extension Letter – Extension Granted 19620-25/A[#] Date Licensee Name Address City, British Columbia Postal Code Dear Licensee Name: I have received your letter dated [date] requesting an extension to the term of Timber Sale Licence (TSL) A[#] and your extension fee payment in the amount of $[amount]. Your extension request has been approved, and the new expiry date for TSL A[#] will be [date]. We will update our internal systems to reflect the new expiry date. This extension letter forms an integral part of TSL A[#] and should be attached to the licence. If you have any questions about the timing of the changes, please contact [Name], Area Forester, at [phone number]. Yours truly, Name Timber Sales Manager, BC Timber Sales (Business Area)



7. TSL Extension Letter – Extension Granted and Fee Waiver Process Explained 19620-25/A[#] Date Licensee Name Address City, British Columbia Postal Code Dear Licensee Name: Your written request for an extension to the term of Timber Sale Licence (TSL) A[#] has been determined to be compliant with the requirements described in Section 58.1 of the Forest Act. Therefore, the term of this agreement will now expire on [date]. Regarding your extension fee of $[amount], if you intend to apply for a waiver of this fee, you must apply to:

Director of Business BC Timber Sales PO Box 9510, Stn Prov Govt Victoria, BC V8W 9C2

Such a request must be submitted within 30 days of the date on which the application for an extension was made, must be signed by or on behalf of the requesting person, and must specify the reason for the request. If you have any questions about this process, please contact [Name] at [phone number]. Yours truly, Name Timber Sales Manager, BC Timber Sales (Business Area)

Section 5: BC Timber Sales Tenures – BCTS Road Permit


5.2 BCTS Road Permit (RP) 5.2.1 Introduction

Road Permit File Designations


A BCTS Sales Road Permit is issued in conjunction with a Timber Sale Licence and authorizes the construction or modification of a forest road to facilitate access to Crown timber. It may also include the right to harvest Crown timber. System

FTA Legislation

Forest and Range Practices Act: http://www.bclaws.ca/Recon/document/freeside/--%20f%20--/forest%20and%20range%20practices%20act%20%20sbc%202002%20%20c.%2069/00_02069_01.xml

Forest Road Regulation (Deactivation), Section 14: http://www.for.gov.bc.ca/tasb/legsregs/archive/fpc/fpcaregs/forroad/froadr.htm#section14

Links


Engineering and Real Estate Operations – Procedures and Policies: http://gww.for.gov.bc.ca/hth/engineering/pol_pro_mld.htm

Form

BCTS Road Permit Form (FS 582 BCTS): http://www.for.gov.bc.ca/isb/forms/lib/fs582bcts.doc

http://www.bclaws.ca/Recon/document/freeside/-- f --/forest and range practices act sbc 2002 c. 69/00_02069_01.xml



http://www.for.gov.bc.ca/tasb/legsregs/archive/fpc/fpcaregs/forroad/froadr.htm#section14

http://www.for.gov.bc.ca/tasb/legsregs/archive/fpc/fpcaregs/forroad/froadr.htm#section14



http://gww.for.gov.bc.ca/hth/engineering/pol_pro_mld.htm

http://www.for.gov.bc.ca/isb/forms/lib/fs582bcts.doc



5.2.2 Issuing Road Permit

1. When you are asked to generate a Road Permit number in FTA:



In the File Type drop-down box, select B01 for Road Permit.

Click on Add New.

Click on the asterisk (*) in the Mgmt Unit field.

Select either T for Tree Farm Licence or U for Timber Supply Area, whichever is appropriate.

Choose your Tree Farm Licence or Timber Supply Area from the drop-down list and click on Select.

Select the District from the drop-down list.

Save the data.

When FTA generates new Road Permit file number, record it.

Click on the Assc. Files tab, specify the associated TSL file number, and Save.

Provide the new Road Permit file number to the person who requested it.

2. You will receive the completed Road Permit document from the Technician.

3. Update FTA.



Specify the Road Permit File ID and click on Go.

Update the Award Date, Location, and Zone. Then Save the data.

Note: Road Permits do not have an expiry date.

Click on the Assc. Files tab and confirm the associated TSL file.



Check to ensure that the Road Permit has been cleared. If it has, the APP (Approved) button on the left is available.







If you get a message stating that the Exhibit A needs to be regenerated, click on Regenerate and wait until the regeneration has been completed. This implements changes that have been made to the Exhibit A. Then print the regenerated Exhibit A map.

Check the Road Permit document for accuracy and attach the Exhibit A map.

4. Have the Road Permit document signed by the Timber Sales Manager.


• original to file • copy to licensee • other copies in accordance with local TSO procedures



5.2.3 Closing and Deactivating Road Permit 1. Upon receipt of the Road Permit closure/deletion request:




Click on the Assc. Files tab, make note of any associated files, and verify the status of the associated files with the Technician requesting the deletion. Place the verification on file.

These steps may be applicable for your local TSO:

Click on the Sctn.\Brnch. tab to access the Road Section screen.

Check Road Sections. The current lengths must be at 0.0000.

If the current lengths are not set to zero, advise the GIS/Data person in your office that the Road Permit is to be retired and the Section lengths must be set to 0.000. That person will update the Sections in GENUS.

Confirm that all road Sections have been set to 0.000 and that the Road Permit has been retired in GENUS. This retires the spatial data.

Click on the Tenure tab to return to the Road Permit.

Change the Road Permit File Status to HC and Save.


Click on the Notes tab and enter final information about the closed Road Permit.

2. Complete other applicable local TSO procedures for the closure of Road Permits.

3. Distribute the closure letter:

original to file copy to licensee other copies in accordance with local TSO procedures


Section 5: BC Timber Sales Tenures – BCTS Forestry Licence to Cut


5.3 BCTS Forestry Licence to Cut (FLTC) 5.3.1 Introduction

Forestry Licence to Cut File Designations


A BCTS Forestry Licence to Cut is issued in conjunction with a Major Works Contract – Forest Road Construction (FS 623 FRC). The licence authorizes the contractor to cut or cut and remove timber in conjunction with a contract related to building a BC Timber Sales road. Systems

CLIENT FTA GENUS

Legislation

Forest Act: http://www.for.gov.bc.ca/tasb/legsregs/forest/foract/contfa.htm Forms

BCTS Forestry Licence to Cut: http://gww.for.gov.bc.ca/isb/forms/lib/FLtC9.dot


Major Works Contract (FS 623 FRC): http://www.for.gov.bc.ca/isb/forms/lib/FS623FRC%20Cntrct.doc


http://gww.for.gov.bc.ca/isb/forms/lib/FLtC9.dot


http://www.for.gov.bc.ca/isb/forms/lib/FS623FRC Cntrct.doc



5.3.2 Unique Requirements for BCTS Forestry Licence to Cut

BCTS Forestry Licence to Cut

Licence Type Unique Requirements

BCTS Forestry Licence to Cut

The BCTS Forestry Licence to Cut is not a stand-alone tenure. It is issued in conjunction with an FS 623 FRC Major Works contract.

BCTS Forestry Licence to Cut timber marks: - The “cut and deck” timber mark is unique to the Business Area

(Timber Sales Office). - The “cut and remove” timber mark is the BCTS Forestry

Licence to Cut file number generated by FTA.



5.3.3 Issuing BCTS Forestry Licence to Cut 1. To generate a BCTS Forestry Licence to Cut tenure number:



In the File Type drop-down box, select U01 for BCTS Licence # Only.

Click on Add New.

Enter the mandatory information and Save.

FTA generates the tenure number.

Print the screen and attach it to the contract file.

2. Prepare the tenure document using this template:


3. Send the BCTS Forestry Licence to Cut document to the contractor for witnessed signature along with the Major Works contract.

4. When the documents are returned, ensure that the signature on the BCTS Forestry Licence to Cut has been witnessed.

5. Obtain the Timber Sales Manager’s witnessed signature on the licence document.


original to file copy to licensee other copies in accordance with local TSO procedures

7. Update FTA:



Specify the Forest Licence to Cut File ID and click on Go.




Click on the Tenure tab, enter the Issue Date, Expiry Date, and Zone, and Save the data.







Specify the BCTS Forestry Licence to Cut File ID and click on Go.

Click on the APP (Approved) button, print the Exhibit A map(s), and attach them to the document.

If you get a message stating that the Exhibit A needs to be regenerated, click on Regenerate and wait until the regeneration has been completed. This implements changes that have been made to the Exhibit A. Then print the regenerated Exhibit A map(s) and attach them to the tenure document.


Change the File Status to HI and Save.

Click on Ok.

8. Update GENUS:


Access the BCTS Forestry Licence to Cut.

Click on Details, change the Licence State to HI, and Save.


For Auction, enter the Contract Award Date and change to Done.

For Licence Issued, enter the Contract Award Date and change to Done.




5.3.4 Amending or Extending BCTS Forestry Licence to Cut A BCTS Forestry Licence to Cut issued in conjunction with a Major Works Contract expires at the same time as the Major Works Contract or on the date the Timber Sales Manager gives notice to the licensee that all contractual obligations associated with the BCTS Forestry Licence to Cut have been completed. An FS 3 Amendment must be issued to amend the BCTS Forestry Licence to Cut completion date as outlined in Section 2.3: FS 3 Amendment.



5.3.5 Closing BCTS Forestry Licence to Cut 1. The BCTS Forestry Licence to Cut expires with the related Major Works Contract.

2. Once the Major Works Contract has been completed, advise the client in the Contract Completion Letter that the BCTS Forestry Licence to Cut tenure has been closed.

3. Update FTA:



Specify the BCTS Forestry Licence to Cut File ID and click on Go.

Click on the Assc. Files tab, make note of any related files, and close them.




Index


INDEX

A acceptable securities., BCTS 205 accessing TSL in GENUS 9 Accounts Receivable Management (ARM) 18-31 acknowledgements xiv acronyms, link to definitions xi add client 12-13 administrative procedures, BCTS 193-227 administrative procedures, Operations 36-82 administrative processing fee, BCTS 220 administrative review, Woodlot Licence 89-93, 96-97 administrative review table, Woodlot Licence 96, 97 advertisement sizing 44 advertising 36-44, 200-203 advertising contacts 38 Advertising Insertion Order (FS 323) 37 Advertising Placement Order (APO) 42, 43, 44 Advertising Placement Order (APO), blanket 44 advertising STOBs 44 advertising timelines 44 advertising, Woodlot Licence 87 advisory bulletins, BCTS 242 Amendment (FS 3) 45-49 Amendment (FS 3), sample letters 48-49

1. FS 3 Initial Cover Letter – Sample #1 48 2. FS 3 Final Cover Letter (Optional) – Sample #1 48 3. FS 3 Initial Cover Letter – Sample #2 49 4. FS 3 Final Cover Letter (Optional) – Sample #2 49

Amendment (FS 3), sample wording 47 annual billing, Special Use Permits 50-69 annual billing, Woodlot Licences 50-69 annual rent 50-69 annual rent calculation, Special Use Permit 53, 58, 63 annual rent for Special Use Permit - FTA update 54, 59, 64 annual rent for Woodlot Licence - FTA update 54, 59 annual rent preparation, release 55, 60, 65 annual rent report 51, 57, 62 application links for Resource Clerks xi-xii ARM 18-31 ARM, contacts 18 ARM, extensions 19 ARM, help 18 ARM, new applications 19 ARM, receipt of payment 20-21

Index


assessment roll report for Special Use Permits 52 assistance for Private Timber Mark client 74 B BC Bid 36 BC Gazette 36, 38, 39, 40, 41 BC OnLine (Corporate Registry Search) 33-34 BC Timber Sales (BCTS) 5-9, 193-262 BC Timber Sales Enterprise Certificate of Registration (FS 591) 196, 197 BCTS, acceptable securities 205 BCTS Admin (system) 5-6 BCTS, administrative procedures 193-227 BCTS, advertisement title, naming convention 201 BCTS, advertising 200-203 BCTS, deposit release 207-219 BCTS, deposit release, sample letters 215-219

1. BCTS Letter Requesting Amendment to Letter of Credit 215 2. BCTS Partial Deposit Release – Initial Fax 216 3. BCTS Partial Deposit Release Letter 217 4. BCTS Partial Deposit Release Letter – Safekeeping Agreement 218 5. BCTS Full Deposit Release Letter 219

BCTS, full or final release of security deposit 212-214 BCTS, partial release of security deposit 208-211 BCTS, registration 193-199 BCTS, registration, sample letters 197-199

1. Welcome Letter to New BCTS Registrant 197-198 2. BCTS Letter to Ineligible Applicant 199

BCTS, Road Permit (RP) 253-256 BCTS Road Permit template (FS 582 BCTS) 253 BCTS, security deposit 204-206 BCTS, tenures 228-262 BCTS, transfer of tenure agreement 220-227 bid deposit in FML 27 bid deposit release 29 bid deposits, Timber Sale Licence 238 bidder eligibility, Timber Sale Licence 236-237 blanket Advertising Placement Order (APO) 44 C Cengea (GENUS) 7-9 change record for Guidebook xv Christmas tree for personal use, Free Use Permit 183, 184 Christmas Tree Permit (CTP) 185-192 Christmas Tree Permit, amendment 190 Christmas Tree Permit, closure 190 Christmas Tree Permit, issuance 186-189 Christmas Tree Permit, replacement 190

Index


Christmas Tree Permit, sample letters 191-192 1. CTP Disallowance Letter 191 2. CTP Initial Cover Letter 191 3. CTP Final Cover Letter (Optional) 192 4. CTP Closure Letter 192

Christmas Tree Return - scale book (FS 200) 185, 192 Citrix 5, 6, 7 clearance letter, WorkSafeBC 35 Client Information Form 10, 12, 33, 90, 91, 117,

130, 144, 160, 174, 186, 194

Client Management System (CLIENT) 10-17 CLIENT notes 10 client, add 12-13 client, find 11 client, non-BC 17 client, under 18 17 client, update 14 Coast Region, annual billing 51-56 Coast Region, manual invoicing 69 combination, Special Use Permit and Occupant Licence to Cut 143 comment format, FML 26-28 commercial Christmas Tree Permit 185-192 Communications Project Approval (CPA) 43 company status, BC OnLine 34 Corporate Registry Search (BC OnLine) 33-34 Corporate Reporting System (CRS) 32 correspondence standards 80-82 CRS report generation 32 cultural and traditional use, Free Use Permit 183, 184 cut block statuses, FTA 4 Cutting Permit (CP) 98-113 Cutting Permit, amendment 106-107 Cutting Permit, closure 108 Cutting Permit, expiry 103 Cutting Permit, extension 103-105 Cutting Permit, issuance 99-102 Cutting Permit, postponement 109 Cutting Permit, rescindment 110 Cutting Permit, sample letters 111-113

1. CP Extension Letter 111 2. CP Amendment Letter 111 3. CP Cancellation and Replacement Letter 112 4. CP Revised Page Letter 112 5. CP Postponement Letter 113 6. Rescindment of CP Postponement Letter 113

Index


D DBA (doing business as) 16 DDM, definition 2 (see footnote) deletion notice see deposit release Deposit Release (FS 45D) 29, 70-72, 124, 138,

151, 207-219, 225, 245 deposit release, BCTS 207-219 deposit release, Operations 70-72 E electronic submissions xiii eligibility, Timber Sale Licence bidder 236-237 evergreen clause, Letter of Credit 22, 205, 206 Exhibit A maps, printing and regeneration 1 F file creation, hard copy xiii file designations see specific licence

or permit final release of security deposit, BCTS 212-214 Financial Mail List (FML) 23-28 firewood, Free Use Permit 184 firms, not registered companies 16 FML, comment format 26-28 FML, guidelines 23-24 FML, names 23-24 Forest Road Construction - Major Works Contract (FS 623 FRC) 257, 258 Forest Tenure Administration (FTA) 1-4 Forestry Licence to Cut (FLTC) - BCTS 257-262 Forestry Licence to Cut (FLTC) - Operations 114-127 Forestry Licence to Cut, amendment - BCTS 261 Forestry Licence to Cut, amendment - Operations 123 Forestry Licence to Cut, closure - BCTS 262 Forestry Licence to Cut, closure - Operations 124 Forestry Licence to Cut, closure decision matrix - Operations 124 Forestry Licence to Cut, extension - BCTS 261 Forestry Licence to Cut, extension - Operations 123 Forestry Licence to Cut, issuance - BCTS 258-260 Forestry Licence to Cut, issuance - Operations 117-122 Forestry Licence to Cut, sample letters - Operations 125-127

1. FLTC Disallowance Letter 125 2. FLTC Initial Cover Letter – No Payment Requested 125 3. FLTC Initial Cover Letter – Payment Requested 126 4. FLTC Extension Letter 126 5. FLTC Closure Letter 127

Forestry Licence to Cut, types - Operations 115-116

Index


Free Use Permit (FUP) 183-184 Free Use Permit types 184 FrontCounterBC 74 FS 3 - Amendment 45-49, 106, 123, 126,

135, 136, 190, 242, 243, 261

FS 3 - Amendment, sample letters 48-49 1. FS 3 Initial Cover Letter – Sample #1 48 2. FS 3 Final Cover Letter (Optional) – Sample #1 48 3. FS 3 Initial Cover Letter – Sample #2 49 4. FS 3 Final Cover Letter (Optional) – Sample #2 49

FS 3 - Amendment, sample wording 47 FS 45D - Deposit Release 29, 70-72, 124, 138,

151, 207-219, 225, 245 FS 69 - Sale of Crown Timber Bid and Deposit Record 232, 233, 238 FS 102 - Road Use Permit template 173, 175 FS 200 - Christmas Tree Return (scale book) 185 FS 280 - Tender Opening Record 85, 88 FS 323 - Advertising Insertion Order 37 FS 361 - Private Timber Mark Application 73, 74, 75, 76 FS 574 - Invitation and Application for Timber Sale Licence 229, 241 FS 575 - Timber Sale Licence template 239 FS 582 BCTS - BCTS Road Permit template 253 FS 591 - BC Timber Sales Enterprise Certificate of Registration 196, 197 FS 623 FRC - Major Works Contract - Forest Road Construction 257, 258 FS 1208 - Notice of Intended Disposition (Transfer) of a BC Timber Sales Agreement 221, 222 FTA cut block statuses 4 FTA notes 1 FTA statuses 2-4 FTA tenure statuses 2-3 full release of security deposit - BCTS 212-214 full release of security deposit - Operations 70-72 G general BCTS administrative procedures 193-227 general payment in FML 25 general tenure administration procedures 36-82 generation of CRS reports 32 Genesis-Vizeum 36, 41, 44 GENUS (Cengea) 7-9 Guidebook, acknowledgements xiv Guidebook, change record xv Guidebook, contact ix Guidebook, contents i-ix Guidebook, introduction ix-xv Guidebook, preface ix-xv

Index


Guidebook, updates ix Guidebook Working Group, Version 1.0 xiv H hard copy file creation xiii helpful hints, letters 78-82 hidden text, letters 78 I-K individual proprietor 16 information links for Resource Clerks xi-xii introduction to Guidebook ix-xv Invitation and Application for Timber Sale Licence (FS 574) 229, 241 invoice copy, print 56, 61, 66 L launching BCTS Admin 6 launching GENUS 8 ledger 175, 177, 178 Letter of Credit 22, 26, 28, 71, 120, 133,

145, 151, 161, 204-206, 208-209, 212, 215-216, 218

Letter of Credit, evergreen clause 22, 205, 206 letters, pages 79 letters, preparation 78-82 letters, standards 80-82 limited partnership 15 links for Resource Clerks x-xii local procedures xiii M Major Works Contract - Forest Road Construction (FS 623 FRC) 257, 258 manual invoicing, Coast Region 69 manual invoicing, Northern Interior Region 67-68 manual invoicing, Southern Interior Region 69 mining, Free Use Permit 183, 184 Ministry correspondence standards 80-82 N names in FML 23-24 naming convention, BCTS advertisement title 201 navigation icon, BCTS 8, 9, 224, 230, 233, 239,

241, 243, 245 no bid procedures, Timber Sale Licence 233

Index


non-BC company 17 non-BC individual 17 non-negotiable securities 22 Northern Interior Region, annual billing 57-61 Northern Interior Region, manual invoicing 67-68 notes, CLIENT 10 notes, FTA 1 Notice of Intended Disposition (Transfer) of a BC Timber Sales Agreement (FS 1208) 221, 222 O Occupant Licence to Cut (OLTC) 128-140 Occupant Licence to Cut, amendment 136 Occupant Licence to Cut, cancellation 137-138 Occupant Licence to Cut, closure 137-138 Occupant Licence to Cut, extension 135 Occupant Licence to Cut, issuance 130-134 Occupant Licence to Cut, sample letters 139-140

1. OLTC Initial Cover Letter Requesting Signatures 139 2. OLTC Extension Letter 139 3. OLTC Closure Letter – Sample #1 140 4. OLTC Closure Advisory Letter – Sample #2 140

Official Notices xii, 36, 38, 39, 40, 41, 84, 87, 94, 200-203, 228, 229, 231

Opening Record, Tender (FS 280) 85, 88 opening, Timber Sale Licence tender 232 opening, Woodlot Licence tender 88 Operations, administrative procedures 36-82 Operations, tenures 83-192 Operations, deposit release 70-72 outstanding account 19 P-Q partial release of security deposit, BCTS 208-211 partnership, limited 15 personal Christmas tree, Free Use Permit 183, 184 postponement, Cutting Permit 109 preface to Guidebook ix-xv prime user, Road Use Permit 178, 180, 181 print invoice copy 56, 61, 66 Private Timber Mark 73-77 Private Timber Mark, amendment 77 Private Timber Mark Application (FS 361) 73, 74, 75, 76 Private Timber Mark, client - assistance 74 Private Timber Mark, extension 77 Private Timber Mark, FOI policy 74

Index


Private Timber Mark, renewal 77 Public Affairs Bureau (PAB) 41-44 R regenerate Exhibit A map 1 registered company 16 registration, BCTS see BCTS, registration release annual rent preparation 55, 60, 65 release bid deposit 29 release security deposit, BCTS 207-219 release security deposit, Operations 70-72 replacement, Cutting Permit 112 replacement, Special Use Permit 157 replacement, Woodlot Licence 94-95 rescindment, Cutting Permit 110 re-tendering, Timber Sale Licence 234 Road Permit (RP) 159-172 Road Permit, amendment - Operations 164-166 Road Permit, closure - BCTS 256 Road Permit, closure - Operations 167-168 Road Permit, deactivation (deletion) - BCTS 256 Road Permit, deactivation (deletion) - Operations 167-168] Road Permit, issuance - BCTS 254-255 Road Permit, issuance - Operations 160-163 Road Permit, sample letters - Operations 169-172

1. RP Cover Letter 169 2. RP Amendment Letter 170 3. RP Letter re Deletion of Portion of Road Permit 171 4. RP Closure Letter 172

road section, closure - Operations 167-168 road section, deactivation (deletion) - Operations 167-168 Road Use Permit (RUP) 173-182 Road Use Permit, amendment 176-177 Road Use Permit, closure 178 Road Use Permit, issuance 174-175 Road Use Permit, prime user 178, 180, 181 Road Use Permit, sample letters 179-182

1. Links to RUP Sample Letters 179 2. RUP Letter to New Prime User 180 3. RUP Letter Advising of New Prime User 181 4. RUP Amendment Letter 182

Road Use Permit template (FS 102) 173, 175 S Safekeeping Agreement 22, 26, 28, 71, 145, 151,

161, 204-206, 208-209, 212, 215, 218, 246

Index


Sale of Crown Timber Bid and Deposit Record (FS 69) 232, 233, 238 sale value, total - Timber Sale Licence 239 sample Timber Marks for cutting permits 100 scanned documents xiii section closure, Road - Operations 167-168 section deactivation (deletion), Road - Operations 167-168 securities, non-negotiable 22 security deposit calculation, Timber Sale Licence 239 security deposit in FML 26 security deposit release 29 sole proprietor 16 Southern Interior Region, annual billing 62-69 Southern Interior Region, annual rent for Woodlot Licences 64 Southern Interior Region, manual invoicing 69 Special Use Permit (SUP) 141-158 Special Use Permit and Occupant Licence to Cut (combination) 143 Special Use Permit, annual billing 50-69 Special Use Permit, cancellation 151 Special Use Permit, closure 151 Special Use Permit, expiry notice 148 Special Use Permit, issuance 144-147 Special Use Permit, replacement 149-150 Special Use Permit, sample letters 152-158

1. SUP Letter Regarding Non-Forest Use 152 2. SUP Disallowance Letter 152 3. SUP Letter Requesting Deposit 153 4. SUP Issuance Cover Letter 153 5. SUP Letter Regarding Transfer of Administration 154 6. SUP Expiry Notice Letter – Sample #1 154 7. SUP Expiry Notice Letter – Sample #2 155 8. SUP Expiry Notice Letter – Sample #3 156 9. SUP Replacement Letter 157

10. SUP Amendment Letter 157 11. SUP Termination Letter 158 12. SUP Closure Letter 158

standards, correspondence 80-82 standing bid deposit in FML 28 statuses, FTA 2-4 STOBs for advertising 44 T table of contents i-viii tender evaluation, Woodlot Licence 89 Tender Opening Record (FS 280) 85, 88 tender opening, Timber Sale Licence 232 tender opening, Woodlot Licence 88 tender package, Timber Sale Licence 230-231 tender package, Woodlot Licence 86

Index


tenure administration procedures, general 36-82 tenure administration systems 1-35 tenure agreement transfer, BCTS 220-227 tenure statuses, FTA 2-3 tenure transfer, BCTS 220-227 tenures issued by BC Timber Sales 83, 228-262 tenures issued by Districts 83-192 tenures issued by Regions 83 text blocks, letters 79 tied bid, Timber Sale Licence 235 Timber Mark, Private see Private Timber

Mark Timber Mark samples, cutting permits 100 Timber Sale Licence (TSL) 228-252 Timber Sale Licence, access in GENUS 9 Timber Sale Licence, bid deposits 238 Timber Sale Licence, bidder eligibility 236-237 Timber Sale Licence, closure 245 Timber Sale Licence, extension 242-244 Timber Sale Licence, extension - advisory bulletins 242 Timber Sale Licence, extension - legislation 242 Timber Sale Licence, issuance 239-241 Timber Sale Licence, no bids 233 Timber Sale Licence, re-tendering 234 Timber Sale Licence, sample letters 246-252

1. TSL Award Letter 246 2. TSL Final Award Letter 247 3. TSL Late Tender Letter 248 4. Return of TSL Security Letter 249 5. TSL Extension Letter – Requirement for Extension Fee 250 6. TSL Extension Letter – Extension Granted 251 7. TSL Extension Letter – Extension Granted and Fee Waiver Process Explained 252

Timber Sale Licence, security deposit calculation 239 Timber Sale Licence template (FS 575) 239 Timber Sale Licence, tender opening 232 Timber Sale Licence, tender package 230-231 Timber Sale Licence, tied bids 235 Timber Sale Licence, total sale value 239 Timber Sale Licence, transfer 220-227 Timber Sale Licence, transfer, sample letters 226-227

1. BCTS Transfer Cannot Proceed Letter 226 2. BCTS Notice to Proceed with Disposition Letter 227

timber tenures 83-192 tips for Resource Clerks xiii total sale value, Timber Sale Licence 239 traditional and cultural use, Free Use Permit 183, 184 transfer of tenure agreement, BCTS 220-227 transfer of Timber Sale Licence, sample letters 226-227

Index


trust account, view 30-31 trust deposit (security deposit) in FML 26 types of Forestry Licence to Cut - Operations 115-116, 257-258 types of Free Use Permit 184 U under-18 client 17 update client 14 updates to Guidebook ix V verify and print copy of invoice 56, 61, 66 view trust account 30-31 Vizeum (Genesis-Vizeum) 36, 41, 44 W-Z waiver of TSL extension fee, BCTS 244, 252 Woodlot Licence (WL) 84-97 Woodlot Licence, annual billing 50-69 Woodlot Licence, replacement 94-95 Woodlot Licence, sample letter and table 96-97

1. WL Administrative Review Sample Letter 96 2. WL Administrative Review Sample Table for Release to All Applicants 97

Woodlot Licence, tendering and issuance 86-90 WorkSafeBC (Workers’ Compensation Board of BC) 35 WorkSafeBC clearance letter 35