April 17

No. Topic 1 NWCG: Agenda Review and Minutes Approval 2 NWCG: Structure and Support - May Preview 3 NWCG: May Meeting - Agenda Validation 4 OSHA: Wildland Fire Orientation Course 6 NWCG: Website – Next Steps 7 NWCG: Budget – Mid-Year Review 8 FEMA: Crosswalk – Phase 1 Transition Plan 9 IBC: Solicit New Chair / Membership 10 NFPA Coordination: Update from March call 11 Leadership Committee Charter: Review and Approval 12 IFPM: Communicating Decision Paper #5 / Aviation Quals 13 NWCG: Operating Principles and Guidelines (PMS 900) 14 NWCG PMU: Monthly Update 15 EIM: Implementation Monthly Update / Team Typing Proposal 16 EIM Podcast: Project Proposal 17 NWCG: Action Item Tracking Table / Quarterly Review 18 Smoke Committee: Featured Committee -- Bin Items 19 ICS Forms / Transition Strategy 20 IAFC Membership 21 Risk Assessment Mitigation Strategies (RAMS) Update   Meeting Location: National Interagency Fire Center in Boise, Idaho Executive Board Members Attending: • Aitor Bidaburu (Chair), U.S. Fire Administration • Dan Smith (Vice-Chair), National Association of State Foresters • John Segar, Fish and Wildlife Service • John Gould, Bureau of Land Management • Tim Sexton, U.S. Forest Service Fire Research • Lyle Carlile, Bureau of Indian Affairs • Bill Kaage, National Park Service • Jim Erickson (Topics 2, 13, 18) • Steve Gage, U.S. Forest Service PMU Attending: • Paul Schlobohm, (Acting) NWCG Manager • Tim Blake, Preparedness Branch Coordinator • Deb Fleming, Training Branch Manager • Nikki Saleen, Communication Specialist • Elaine Waterbury, Policy, Planning and Management Branch Coordinator • Krysta Shultz, Executive Assistant • Carol Saras, Application Architect • Allen Dietz, Data Architect Others Attending: All Topics • Bob Baird: Deputy Director USFS Fire and Aviation Management (FAM) • Frank Guzman: Incoming USFS (FAM) Representative to NWCG Topic 2d • Erik Torres: IT Committee Representative Topic 4 • Tony Beitia: Chair, Risk Management Committee (RMC) • Vince Mazzier: DOI Representative to RMC • Chad Fisher: NPS Representative to RMC • Ted Mason: BIA Representative to RMC • Michelle Ryerson: BLM Representative to RMC • Rod Bloms: DOI Liaison to NWCG Topic 8 • Woody Kessler: Training • LeighAnn Squires-Kazimir: Training Topic 12 • Mark Koontz: OWDC Representative (need to list NPS?) Topic 15 • Mark Jones: Chair, Operations & Workforce Development Committee (OWDC) • Kim Christensen, IMT Governance & Mobilization Work Unit Lead • Barry Mathias: EIM Project Manager • Pam Ensley: IMT Pathway Work Unit Co-Leader • Beth Lund: IMT Pathway Work Unit Co-Leader • Evans Quo: Single Qualifications System Work Unit Lead Topic 18 • Pete Lahm: Chair, Smoke Committee Meeting minutes mirror the topics listed on the Meeting Agenda, but not necessarily the order in which they were discussed at the meeting. Meeting started at 8:05 a.m.   (*) FOREST SERVICE MEMBER REPRESENTATION PRESENTER: BOB BAIRD 1) Effective immediately, Frank Guzman replaces Steve Gage on the NWCG Executive Board as the Forest Service member representing Fire and Aviation Management. (1) NWCG AGENDA REVIEW AND MINUTES APPROVAL PRESENTER: AITOR BIDABURU NWCG 2013 March Meeting Minutes 1) A long-term solution is needed for S-290 referenced on pg. 10. (Dan Smith) 2) Need to omit the word questionnaire under Item 10 referenced on pg. 7. (Bill Kaage) 3) EIM memo was distributed. 1) The Executive Board approved March minutes with changes made by Dan Smith and Bill Kaage. (2) NWCG STRUCTURE AND SUPPORT MAY PRESENTER: PAUL SCHLOBOHM & AITOR BIDABURU The purpose of this discussion was to introduce topics that will be developed in depth at the NWCG May 14-16, 2013 meeting. (2A) GOVERNANCE AND PMU SUPPORT (2a) Governance / PMU Support Agenda Request 1) Probable new NWCG Charter / Management Advisory Board (MAB) may affect PMU. 2) USFS: ICS staff alignment. NIMO moving out of Risk and into Operations. 3) Suggested prioritization of work. (John Segar) 4) Identifiable functions & how they align (budget). Address risk between partner reductions (USFS). Realignment: Streamline business. 5) Align more directly w/Cohesive Strategy. Ops w/NMAC. IT with WFIT. 6) Maintain open dialogue (USFS/DOI and NWCG) when addressing changes/future visions. Standards & Guidelines future. 7) Partnerships: How to address current constraints? How are they evolving and changing? 8) Governance: What is core responsibility of NWCG? Agency representation in groups such as: NMAC and NWCG. How do entities support governance? How does PMU move forward in its role? 9) Key Piece: Fire Management Board (FMB) and NWCG cannot be stove piped. Framing discussions to avoid negative effect. Do no harm. Seek & Learn. 1) Define core business of PMU. (Paul Schlobohm, May 2013, 1 hour) (2B) PMU STAFFING (2b) Agenda Request PMU Staffing 1) Downsize anticipated in PMU staff. Implications: (a) NARA requirements; (b) 508 Compliance; (c) Records management; and (c) Shuffling and Sharing work. 2) What are expectations of PMU? Job descriptions re-written. Allen to retire this year, 1-Year minimum to backfill. 3) Prioritize and identify things that cannot be done. Truly do less w/less. Look at business practices to make possible changes (ex: 310-1 from 1yr to 2yr cycle). 4) Reduce duplication and/or perceived duplications. 5) Committee work for partners and outside groups must be approved and tasked through the Executive Board. 6) Review core mission and staffing required to support it. 1) Provide detailed listing of the impact to PMU of loss of either architect position. (Paul Schlobohm, May 7, 2013) 2) Relative to NWCG core mission, develop a list of what PMU does for Executive Board review. (Paul Schlobohm, May 7, 2013) (2C) WFIT’S PLANNING WORKING GROUP (2c) 1-Agenda Request PWG (2c) 2-Planning Working Group Charter v1.9 1) Proposed definition of the Planning Working Group. Proposed interactions with business community; is it a definition of a silo? What is the process to reach out to the business community? 2) Charter Realignment: Integrate it into something that already exists vs. a stand-alone organization. Dual responsibility working with multiple groups. 3) Management Advisory Board (MAB) discussions on this charter may lead to recommendations for NWCG. (2D) ITC SUBGROUPS (2d) 1-Agenda Request ITC SubCom Recommendation (2d) 2-NWCG ITC Brief 1) Committee Rationale: (a) Geospatial Subcommittee (GS): Provides service to business community; (b) Incident Technology Support Subcommittee (ITSS): Guidelines; No Standards; (c) Data Standards and Terminology Subcommittee (DSTS): No Standards; Shepherds of Standard Developers 2) Move Unit ID Change Management Board under another NWCG committee. 3) Information Technology Committee (ITC) is now the Program Board. Focus: IT Service to WF Business. Key: Integration with business community to meet its needs. 4) Implement IT into existing staff. Stay away from the silo description. 5) PMU: (a) Unit ID, GS, ITSS: Agree; (b) Data Standards: NWCG retain responsibility for Glossary of Terms and approval of data standards. 6) Integrated concept of a single group that performs as DSTS on the business side for NWCG and as DSTS (or another name) on the IT service side for the WFIT Program Board. 1) Geospatial Subcommittee (GS) and Incident Technology Support Subcommittee (ITSS) will move to the Program Board. 2) Unit ID Change Management Board stays with NWCG. Accountable to another committee (to be determined). 3) The function of the Data Standards and Terminology Subcommittee (DSTS) will be split between NWCG and the WFIT Program Board (PB). Approval of NWCG data standards and wildland fire terminology will remain with the DSTS under NWCG. NWCG recommends the PB stand up a complimentary group, preferable consistent in part of the same individuals, to manage the IT services aspects of data standards. 1) Determine under which NWCG Group the Unit ID Change Management Board (CMB) is to be chartered. (Elaine Waterbury, August 1, 2013) 1) Implementation of ITC Subgroup realignment – How to make it work? (Paul Schlobohm and Elaine Waterbury, May 2013, 1 hour) (3) NWCG MAY MEETING AGENDA VALIDATION PRESENTER: PAUL SCHLOBOHM (03) Agenda Request May Meeting 1) Chose strategic topics for ½ day discussions. They are as follows: a. Tue AM Governance and Staffing b. Tue PM Product Management c. Wed AM EIM d. Wed PM NWCG Standards with respect to OSHA e. Thu AM Cohesive Strategy f. Thu PM 2014 Fiscal Year Priorities 2) Question: Appropriate to bring in a facilitator for the strategic portions of discussions? 1) May meeting will be held in the RAWS Conference Room. 2) Executive Board agreed to the proposed core topics for the May 2013 meeting. (4) OSHA WILDLAND FIRE ORIENTATION COURSE PRESENTER: PAUL SCHLOBOHM & AITOR BIDABURU (04) RMC/OSHA Orientation Update 1) Two Topics: (a) NWCG Standards or Code Book: How OSHA standards mesh w/NWCG standards; (b) OSHA Orientation Course and Risk Management Committee Engagement. 2) Current – OSHA Orientation: (a) Creation of matrix for course development where WF provides content where applicable; (b) Course development has been trimmed due to limited funding; (c) Course to now be online only; (d) Instructor led; (e) Performance support eTool: Not an interactive course but an information hub. 3) Key opportunity to present our story: Risk Management vs. Safety. 4) No anticipated date on instructor led course. Content review is the expectation. 5) In future, Risk Management Committee (RMC) would prefer to receive a tasking to define its engagement. 6) Maintain WF SME’s at instructor led course. 7) OSHA curiosity on ICS: Life on fire, ground info, regulations, etc. 8) Executive Board Topic – If NWCG designates standards and Department accepts those. Is NWCG a national standard setting body? 1) Develop tasking to Risk Management Committee on expectations and involvement with OSHA course. (Tim Blake, June 19, 2013) 1) NWCG standards in support of the OSHA Course. (Paul Schlobohm & Tim Blake, May 2013) (5) NWCG EXECUTIVE BOARD This was not a discussion topic but rather an opportune time to take a new photograph of the NWCG Executive Board for communication purposes. (6) NWCG WEBSITE: NEXT STEPS PRESENTER: CAROL SARAS (06a) Agenda Request – Web recommendations (06b) #I-502-2013_NWCG Web Presence Status and Next Steps (06c) NWCG Website Recommendations (06d) NWCG Website Identity 1) Website Options: a. Use Current Site: Non-508 compliant & doesn’t meet needs b. Forest and Rangeland Site: Be on site w/other gov organizations, lower cost, lose identity/brand c. Re-Build Site: Unknown cost, maintain current identity/brand. 2) Choose to staff remainder of 2012 website contract. Appx. $38K available. 3) No NWCG money is needed for maintenance of USFS-hosted website. 1) Executive Board agreed to Option C: Rebuild the NWCG website. (7) NWCG BUDGET: MID-YEAR REVIEW PRESENTER: ELAINE WATERBURY & LISA MCDEVITT (07a) Agenda RequestNWCG Mid-Year Budget Review (07b) FY 2013 NWCG Mid-Year Budget Review Final (07c) FY 2013 NWCG Mid-Year Funded Project List 1) Decision on what to do with the remaining money. a. Option A: Funds already returned -- Done b. Option B: Support projects for $184,000. Hold balance for now. c. Option C: Return all excess or unspent funds for $282,000. 1) Executive Board approved Option B: Mid-year funding of $86.5K and a $114.5K contingency. (8) FEMA CROSSWALK: PHASE I TRANSITION PLAN PRESENTER: DEB FLEMING (08a) Agenda Request National Training Curriculum 3 (08b) Curriculum Transition Plan v2 1) How do we get WF instructors qualified to teach FEMA courses? Three (3) months to get them qualified. 2) Need to help FEMA implement performance piece of the training curriculum. 3) Intent: Get courses into ICS Instructor Database. Parallel with WF for one (1) year then phase out and direct people on where and how to get the documents or the training. 4) Currently working on a Memorandum between NWCG and FEMA. Will provide SMEs for construction of the MOU. Intent to formalize the relationship through the memo process and foster future growth. 5) Phase I: Transition all positions not in the 310-1. 6) Phase II: WF endorsements to FEMA courses (i.e. DIVS). 7) Emergency Management Institute (EMI) is flexible with who WF wants to be trained as an instructor. 1) NWCG conversion to FEMA National Training Curriculum will move forward with Phase I Transition Plan. 1) Notify the Executive Board when FEMA window of opportunity to qualify as an instructor is opened. (Deb Fleming, Fall 2013) (9) IBC NEW CHAIR AND MEMBERSHIP PRESENTER: TIM BLAKE, STEVE GAGE, AND AITOR BIDABURU (09a) IBC Chair Agenda Request (09b) IBC Chair Duties 1) Immediate Need: To fill the position of IBC Chair a. Skillset(s) need to be appropriate for the position b. 2-year term c. Transition flexibility 2) Possible Candidates 1) Get recommendations for the new IBC Chair to Tim Blake. (Executive Board, May 1, 2013) a. Additional candidates for IBC Membership to Tim Blake. (Executive Board, May 1, 2013) (10) NFPA COORDINATION: UPDATE FROM MARCH CALL PRESENTER: DAN SMITH & PAUL SCHLOBOHM (10a) Agenda Request NFPA (10b) NWCG Relationships to NFPA Committees 1) Review of April coordination call with NFPA 2) NFPA committees that need NWCG – or wildland fire agency – participation: a. Mass Evacuation Committee (new) b. Forest and Rural (replace Tory Henderson) 1) Provide to Dan Smith the name of the USFS replacement of Tory Henderson on NFPA Forest and Rural Committee. (Steve Gage and Frank Guzman, August 2013) 2) Recruit state representatives for NFPA Mass Evacuation Committee membership. (Dan Smith, August 2013) (11) LEADERSHIP COMMITTEE CHARTER: REVIEW AND APPROVAL PRESENTER: DEB FLEMING (11a) Agenda Request Leadership Committee Charter (11b) Leadership Committee Draft Charter (11c) Leadership Committee Draft Intent 1) Chair of the Leadership Committee is Chris Wilcox. 2) Review of the charter and intent documents. 1) The Executive Board approved the Leadership Committee Charter. 1) Featured committee for future meeting: Leadership Committee (Deb Fleming, Lead, 1-hour, October 2013) (12) IFPM COMMUNICATING DECISION: PAPER #5 AND AVIATION QUALIFICATIONS PRESENTER: TIM BLAKE (12a) August 2012 NWCG Minutes from IFPM (12b) Decision Paper #5 Aviation (12c) IFPM Complexity Re-Analysis (12c) Aviation Qualifications Inclusion Matrix 1) What is the appropriate delivery mechanism for NWCG to transmit changes to implementation of IFPM? 2) USFS must vet changes with unions before they can implement and is requesting 90 days to do so before NWCG transmits changes to IFPM. 1) Executive Board approved for release the draft memo regarding IFPM Unit Complexity Analysis. 2) Executive Board agreed to send out Decision Paper #5 in 90 days to allow USFS time to vet with Unions. 1) Report the response from the USFS union to the proposed draft letter regarding IFPM Decision Paper #5. The final Decision Paper will be released no later than 90-days from April 17, 2013. (Frank Guzman, July 2013). (13) NWCG OPERATING PRINCIPLES AND GUIDELINES (PMS 900) PRESENTER: ALLEN DEITZ (13a) PMS 900 Significant Changes (13b) PMS 900 Change Log 1) Approval of annual revisions. 2) Section 1 language (i.e. references to policy) will change when NWCG MOU and Charter, the source of this language, are revisited in the near future 1) Executive Board approved the revision of PMS-900 for use. 2) Executive Board expects a future revision to PMS-900 when NWCG’s MOU and Charter are updated. (14) NWCG PMU MONTHLY UPDATE PRESENTER: PAUL SCHLOBOHM (14) April PMU Update 1) Relevant to the handout: a. Brief description of what each member of the PMU is currently working on. Reference handout for detail. 1) PMU to work with Frank Guzman to coordinate funding projects through the USFS Technology & Development Centers. (15) EIM IMPLEMENTATION: MONTHLY UPDATE / TEAM TYPING PRESENTER: BARRY MATHIAS, PAM ENSLEY AND MARK JONES (15a) Agenda Request EIM (15b) Pathways Work Unit Recommendations for NWCG (15c) OWDC Issue Paper v2 1) Mobilization Update: a. Due date of May 1 for feedback from GACC/GACC. SOP/Recruitment/Tenure: Look at historical information to glean best practices. b. Tolerance of agency administrators for how long employees can be gone from home unit (ex: PNW = 34days). 2) NIMO approval hanging up in the vortex for introduction to the red book. 3) Obstacle/Barrier: T2 Configuration. T1/T2 Quals: 520 is the current difference between business practices. 4) Status Quo: Expedites opportunities such as S-520 or other training program opportunities to combine positions. 5) Efficiencies Per Recommendation: (1) See above. (2) Culture change. Drop Fed T2 Teams/States keep. (3) Module concept. Order what you need. 6) Preferred Recommendation #2: a. (3.2) Multiple S-520 equivalency courses (i.e. two NAFRI S-520’s, CIMC, L-580, NIMO mentoring with T2 IMT’s, etc. . .) b. (3.4) Currently no connectivity in training curriculum (i.e. S-420) or continuing education beyond S-520. Desire to build in, if going to 3-Tier. c. (3.5) Pilot positions of T3 in ROSS. Redefine and replace qualifications where/when/how to implement. 7) Question: a. Alignment w/FEMA for typing? All responders meet NIMS requirements. Same policies apply overall. FEMA will need to be NIMS compliant. FEMA does not determine the complexity of Wildland Fire. 8) Problem(s): a. Budget: No People & Travel/Training (# 1 issue) b. Flat T1/T2, Complex T3. c. Goal: Get to complex. Go from 3-1 or 2-1 (Teams). 9) Standards by position: If moving to FEMA, standards of T3 are already set. Positions to be 310-1 compliant. 10) Recommendation: Establish positions, not teams. Keep flexibility situational. CIMC 620/520 (synonymous) … teaching/learning environment. 1) The Executive Board supports the concept of moving from a 5-Tiered Incident Management System to a 3-Tiered System (Initial Attack, Extended Attack and Complex Incident Management) but wants to define the pathway from T3 to T1. 1) Evolving Incident Management Project Team work to define the pathway from T3 to T1. Include: Flexibility, experience, pre-requirements, etc. (Pam Ensley and Beth Lund, June 2013) a. Define the scope of T1 and T2 including a baseline of skillsets applicable to each. (Pam Ensley and Beth Lund, June 2013). (16) EIM PODCAST PROJECT PROPOSAL PRESENTER: NIKKI SALEEN & ROBERTA D’AMICO (16) EIM Podcast Agenda Request 1) Narrated Powerpoint: a. Each agency will have own introduction aimed at holding credibility with corresponding audience. b. Script provided to each director giving introduction. 2) NPS / Bill Kaage will test the powerpoint next week (April 22-26, 2013) 1) Move forward on the creation of an EIM Podcast using the NWCG Instructional Media Unit. a. Approval of Powerpoint and the use of training center video equipment for 1-2 minute video featurette of agency representative(s). (17) NWCG ACTION ITEM TRACKING TABLE / QUARTERLY REVIEW PRESENTER: AITOR BIDABURU (17) NWCG 2013 Action Item Tracking Table 1) Items completed (in reference to the Action Item Table) include: 11, 12, 13, 18. 2) Work Needed: a. Action Item #3: USFS to work with OWF to sort out the difference of opinion between DOE and USFS. 1) Present a draft tasking to NIAC regarding a review and update of the strategy to be completed before the 2014 fire season. (John Gould, May 2013) (18) SMOKE COMMITTEE: FEATURED COMMITTEE PRESENTER: PETE LAHM (18a) NWCG SmoC Jan 2013 Update (18b) NWCG SmoC Feb 2013 Update (18c) NWCG SmoC Mar 2013 Update (18d) SmoC Overview Powerpoint #1 (18e) SmoC Overview Powerpoint #2 1) Oversight and review of what the Smoke Committee has accomplished. Provided PPT’s covering in detail. 2) Future: Air Resource Advisor position modeled after IMET. 3) Question: a. Large vision of how air quality fits into WF Mgmt Program. Is it a large package? Starting to impact additional committees. 4) Training documents: Need to keep addressing smoke information in these documents. Add check-list or message to document? Guidance based on data. 5) Simplicity of three (3) focus areas referenced in powerpoint, will make implementation easier. Insert key messages where applicable. 6) Smoke Committee: Could benefit from messaging from Executive Board. 7) Challenge: Grasping why/how oversight to smoke belongs in wildland fire business. Dialogue needs to happen. (19) BIN ITEM: ICS FORMS / TRANSITION STRATEGY PRESENTER: N/A (19a) ICS Forms Agenda Request (19b) ICS Forms Transition Strategy 1) Executive Board agreed to move forward with the transition to using FEMA’s ICS forms. Tim Blake will write a formal tasking to the NRF/NIMS Committee. 1) Tasking to be written to NRF/NIMS Committee regarding use of FEMA’s ICS forms. (Tim Blake, May 2013). (20) BIN ITEM: IAFC MEMBERSHIP PRESENTER: AITOR BIDABURU (20a) IAFC – NWCG Letter 1) Reviewed and discussed agency support for membership. 2) Executive Discussion: NWCG’s MOU is needed to discuss and define roles and responsibilities. Let signatories of MOU decide without any pre-conceived decisions on behalf of NWCG. Each individual can recommend. 3) Change of the MOU is needed for NWCG membership to change. (21) BIN ITEM: RISK ASSESSMENT MITIGATION STRATEGIES (RAMS) UPDATE PRESENTER: CAROL SARAS (21a) RAMS Replacement Project Initiation Request 1) Met with PB to answer questions regarding RAMS. 2) I & T Management Advisory Board (MAB) will be discussing the questions asked by the WFIT Program Board (PB). (22) BIN ITEM: DUTCH CREEK PROTOCOL PRESENTER: PAUL SCHLOBOHM & AITOR BIDABURU 1) Inconsistent implementation of Dutch Creek protocols. Potential need for reinforcement statement through NMAC/NWCG. 2) Arduous EMTs close to being available in ROSS. Possibility of use available to field units by May.