Pasco, Washington, March 11-12, 1997

7:30 - 12:30, Tour of Boise-Cascade Fiber Farm

Tour of Boise-Cascade short-rotation forestry operations -- fertigation, site preparation, plantations, and harvesting operations. Tour hosted by Chuck Weirman and Steve Pottle of Boise-Cascade.

2:00 - 5:30, Work Session 1

Purpose -- Welcome, introductions, discussion of meeting objectives and agenda, review of Steering Committee and business meetings of First Conference of the SRWC Operations Working Group (Paducah, KY), general discussion of Charter and Steering Committee.

Welcome and introductions of current, new, and proxy members.

First SRWC Operations Working Group Conference (Paducah, KY).

An early summer 1997 publication date is anticipated for the conference proceedings.

Total revenue from registration fees totaled $9765. Meeting expenses totaled $9,438 leaving a balance of $327. The single largest expense ($3965) was for meals, conference breaks, and the reception. Bus transportation ($1800) and direct ORNL conference staff ($1505) were the second and third largest expenses. The remaining expenses included audio/visual, graphics, photography, telephones, and miscellaneous supplies.

Distributed copies of the SRWC Operations Working Group home page. Discussed need to update and proposed changes including addition of links to forestry-related home pages.

Reviewed the Paducah Steering Committee and Working Group Business meetings. Introduced new Steering Committee members - Larry Abrahamson (Northeast perspective), who was unable to attend, and Bruce Hartsough (Research perspective).

Reviewed and discussed revision of the Charter.

At the organizational meeting of the Working Group in Paducah, KY there was some sentiment expressed to broaden the mission the Working Group to include biological and/or genetics in the mission statement. The Steering Committee decided to accept the Charter as is and not broaden its mission.

The steering Committee noted that “ecological soundness and social acceptance” is not represented in Steering Committee. Action on this was deferred to work session 2.

Activities of the Working Group were discussed at length. The Committee agreed to continue to: maintain a mailing list (over 260 names on list), prepare occasional newsletters, sponsor conferences including workshops and demonstrations, and assist in research funding activities. The information clearinghouse database activity was changed to a resource/contact database activity. In the future, more emphasis will be placed on developing the home page and adding links and perhaps a search capability. The word “prioritizing” was deleted from the promoting research activity bullet. The establishing protocols bullet was made into two bullets -- establishing recommendations for the evaluation, reporting, and testing of equipment and systems; and promote design criteria for technology development.

8:00 - 5:30 Work Session 2

Purpose -- Organizational structure, Steering Committee (composition, tenure/selection, leadership, appointments), support, future activities, future conference, and assignment of responsibilities.

A decision was made to keep the SRWC Operations Working Group as an informal organization with no formal legal charter.

Decisions were made on the composition of the Steering Group. It was decided that the Steering Committee will consist administrative sponsors plus additional members representing fuel, fiber, manufacturers (e.g., equipment, chemicals, irrigation, etc.), harvest contractor/operators, and public research. Steering Committee representation will also be geographically and technically diverse. The total voting size of the Steering Group will not exceed 14 members excluding administrative sponsors or 18 voting members including administrative sponsors. In addition, the Steering Committee decided that non-voting affiliate members will be sought. Affiliate members will primarily represent commercial interests -- equipment manufacturers, chemicals, and irrigation.

The administrative sponsors will be non-profit and have a collective interest in promoting the commercialization of SRWC. They will provide to the Working Group support funds and/or in-kind services. Further, administrative sponsors will be points of contact for the Working Group and will oversee Working Group activities. Each administrative sponsor will have one voting member on the Steering Committee. Administrative sponsors are expected to contribute at least $5000 in funding, in- kind services, or both. The current administrative sponsors include the USDA/Forest Service, Oak Ridge National Laboratory (ORNL), and the Electric Power Research Institute (EPRI). A fourth administrative sponsor, who could represent environmental interests will be sought. The Steering Committee decided to approach NCASI.

The Steering Committee concluded that the general members of the Steering Committee should represent fuel, fiber, manufacturers, harvesting contractor/operators, and public research interests. In order to ensure diverse representation of interests, general members should represent each major SRWC producing region (South, North Central, Northwest, and Northeast) and major technical areas including environmental. The Steering Committee acknowledged that at any given time not all interests and geographical and technical areas may be represented. General members of the Steering Committee will serve a two year term with the possibility of renewal for another two year term. General members cannot serve more than four consecutive years. Appointments will be on a calendar year basis. To ensure proportional turnover, some initial appointments will be made for only one year.

All members of the Steering Committee will be approved by the Working Group during the business meeting. People can be nominated by letter or by recommendations of the Steering Committee. Unexpired terms will be filled by the Steering Committee subject to the general guidelines for representation.

Based on general representation guidelines, the Steering Committee will seek one general member who

can represent agricultural equipment manufacturers, and two members who can represent harvesting contractors/operators. Non-voting or affiliate memberships will be offered to chemical and irrigation equipment manufacturing interests.

The Steering Committee decided that two leaders would be appointed, a chairman and vice-chairman. The length of tenure in each office will be one calendar year. The vice-chairman will automatically replace the chairman after one year. The duties of the chairman are to moderate Steering Committee meetings, handle correspondence, and attend to finances. The vice-chairman will support the chairman, as appropriate.

The Steering Committee elected Bryce Stokes (USDA/FS) as chairman for 1997 and Bruce Hartsough as vice-chairman. Attached is the current status of the Steering Committee.

The planning and organization of the Working Group’s biannually Conference will be the responsibility of a Conference Chair. The Conference Chair will be appointed to a single two year term. After a site has been selected for a Conference, a local arrangements chair will be appointed to assist the Conference Chair. Gail Simonds (Westvaco Corp.) was appointed Chair for the 1998 Conference. James River Corp. agreed to host the 1998 Conference. Chuck Kaiser (James River Corp.) will direct local arrangements. The tentative location is the Portland, Oregon area. The tentative Conference date is mid- august 1998.

The major operating expenses of the Working Group will be subsumed by the administrative sponsors. However, in attempt to defray costs, the Steering Committee will seek contributions from sustaining sponsors, who will be expected to contribute $500 annually. Administrative and sustaining sponsors will be summarized on all official correspondence of the Steering Committee and Working Group.

Membership dues of $20 will be solicited from individual members. These dues will cover the costs of the newsletter. Members paying dues will also be entitled to reduced registration fees for the biannual conferences.

Finish Proceedings of the First Conference and distribute to attendees

Prepare second newsletter including a questionnaire to update changes to mailing list and to solicit information for use in developing the resource/contact database. Also, included will be a general announcement that all Steering Committee meetings will be open.

Develop implementation plan for SRWC Operations Working Group activities.

Prepare formal descriptions of administrative sponsors, topical interest Steering Committee members, duties of the Chairman, Vice-Chairman, and Conference organizer.

Contact NCASI as a potential administrative sponsor.

Steering Committee members will provide recommendations on new general members by May 1st.

File posted on March 17, 1998; Date Modified: February 21, 1999