Provincial Guidebook for Resource Clerks - MFR

Provincial Guidebook for Resource Clerks - MFR

Provincial Guidebook for Resource Clerks

Version 3.0

January 2014

The Ministry of Forests, Lands and Natural Resource Operations

Resource Tenures Branch

Table of Contents

Preface ........................................................................................................................................... ix

The Guidebook ................................................................................................................. ix

Links for Resource Clerks ................................................................................................ x

Application and Information Links for Resource Clerks ...................................................................... x

Tips for Resource Clerks ............................................................................................... xiv

Local Procedures ............................................................................................................................... xiv

Hard Copy File Creation .................................................................................................................... xiv

Recreation Site and Trail Retiring in FTA ......................................................................................... xiv

Electronic Submissions and Scanned Documents ............................................................................. xiv

Destruction of Original Documents ................................................................................................... xiv

Records related Legislation & Policy (to destroy or keep original documents) ................................. xiv

Data Fix Submission ........................................................................................................................... xv

Acknowledgements ......................................................................................................... xvi

Guidebook Change Record .......................................................................................... xvii

SECTION 1: TENURE ADMINISTRATION SYSTEMS ....................................................... 1

1.1

Forest Tenure Administration (FTA) ...................................................................... 1

1.1.1

1.1.2

1.1.3

Introduction .............................................................................................................................. 1

FTA Tenure Statuses ................................................................................................................ 3

FTA Cut Block Statuses ........................................................................................................... 5

1.2

BCTS Admin ............................................................................................................. 6

1.2.1

1.2.2

Introduction .............................................................................................................................. 6

Instructions for Launching BCTS Admin ................................................................................ 6

1.3

RESOURCES (Cengea) ............................................................................................ 7

1.3.1

Introduction .............................................................................................................................. 7

1.3.2

1.3.3

Instructions for Launching RESOURCES ................................................................................ 8

Instructions for Accessing TSL in RESOURCES .................................................................... 9

1.4

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

1.4.1

1.4.2

1.4.3

1.4.4

1.4.5

1.4.6

1.4.7

1.4.8

1.4.9

Introduction ............................................................................................................................ 10

Finding a Client ...................................................................................................................... 11

Adding a New Client .............................................................................................................. 12

Updating a Client ................................................................................................................... 14

Limited Partnerships in CLIENT ........................................................................................... 15

Firms in CLIENT ................................................................................................................... 16

Clients Under 18 .................................................................................................................... 17

Non-BC Company Clients ...................................................................................................... 17

Non-BC Individual Clients ..................................................................................................... 17

1.5

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

1.5.1

1.5.2

Introduction ............................................................................................................................ 18

ARM Contacts ........................................................................................................................ 18

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1.5.3

1.5.4

1.5.5

1.5.6

1.5.7

1.5.8

Procedures for New Applications and Extensions .................................................................. 19

Procedures for Receipt of Payments ....................................................................................... 20

Non-Negotiable Securities ..................................................................................................... 23

FML Guidelines ..................................................................................................................... 24

Entering General Payments in FML ....................................................................................... 26

Entering Trust Deposit (Security Deposit) in FML ................................................................ 27

1.5.9

Entering Bid Deposit in FML ................................................................................................. 28

1.5.10

Entering Standing Bid Deposit in FML .................................................................................. 29

1.5.11

Releasing Bid Deposits .......................................................................................................... 30

1.5.12

Releasing Security Deposits ................................................................................................... 30

1.5.13

Viewing Trust Accounts ......................................................................................................... 31

1.6

Corporate Reporting System (CRS) ...................................................................... 33

1.6.1

Introduction ............................................................................................................................ 33

1.6.2

Generating CRS Reports ........................................................................................................ 33

1.7

BC OnLine (BC Registry Services Search) ........................................................... 34

1.7.1

1.7.2

Introduction ............................................................................................................................ 34

Checking Company Status ..................................................................................................... 35

1.8

WorkSafeBC (Workers’ Compensation Board) ................................................... 36

1.8.1

Introduction ............................................................................................................................ 36

1.8.2

Obtaining WorkSafeBC Clearance Letter .............................................................................. 36

SECTION 2: GENERAL TENURE ADMINISTRATION PROCEDURES ....................... 37

2.1

Advertising ............................................................................................................... 37

2.1.1

Introduction ............................................................................................................................ 37

2.1.2

2.1.3

2.1.4

Advertising Contacts .............................................................................................................. 38

Advertising Procedures .......................................................................................................... 39

Government Communications and Public Engagement (GCPE) Procedures ......................... 41

1.

Blanket Advertising Placement Order (APO) ................................................................... 41

2.

Ad Sizing .......................................................................................................................... 41

3.

Advertising STOBs ........................................................................................................... 42

4.

Advertising Timelines....................................................................................................... 42

5.

Communications Project Approval (CPA) Form .............................................................. 43

2.2

FS 3 Amendment ..................................................................................................... 44

2.2.1

Introduction ............................................................................................................................ 44

FS 3 Amendment Procedures ................................................................................................. 45

2.2.2

2.2.3

2.2.4

FS 3 Amendment Sample Wording ........................................................................................ 46

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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5.

FS 3 Final Cover Letter (Optional) – Sample #3 ............................................................... 50

2.3

Annual Billing for Special Use Permits and Woodlot Licences .......................... 51

2.3.1

2.3.2

Introduction ............................................................................................................................ 51

2.3.3

2.3.4

2.3.5

2.3.6

Coast Region Annual Billing Procedures ............................................................................... 52

1.

Print Annual Rent Report, if appropriate (at the beginning of each month) ...................... 52

2.

Print (if appropriate) Assessment Roll Report for Special Use Permits ............................ 53

3.

Calculate Annual Rent for Special Use Permits ................................................................ 54

4.

Update FTA for Special Use Permits ................................................................................ 55

5.

Update FTA for Woodlot Licences ................................................................................... 55

6.

Release Annual Rent Preparation (at the end of the month).............................................. 55

7.

Verify and Print Copies of Invoices (Optional) ................................................................ 57

Northern Interior Region Annual Billing Procedures ............................................................. 58

1.

Print Annual Rent Report (if appropriate) ......................................................................... 58

2.

Calculate Annual Rent for Special Use Permits ................................................................ 59

3.

Update FTA for Special Use Permits ................................................................................ 60

4.

Update FTA for Woodlot Licences ................................................................................... 60

5.

Release Annual Rent Preparation...................................................................................... 61

6.

Verify and Print Copies of Invoices (Optional) ................................................................ 62

Southern Interior Region Annual Billing Procedures ............................................................. 63

1.

Print Annual Rent Report (if appropriate) ......................................................................... 63

2.

Calculate Annual Rent for Special Use Permits ................................................................ 64

3.

Update FTA for Special Use Permits ................................................................................ 65

4.

Annual Rent for Woodlot Licences ................................................................................... 65

5.

Release Annual Rent Preparation...................................................................................... 66

6.

Verify and Print Copies of Invoices (Optional) ................................................................ 67

Manual Invoicing Procedures – Northern Interior Region ..................................................... 68

Manual Invoicing Procedures – Coast and Southern Interior Regions ................................... 70

2.4

Full Release of Security Deposit (FS 45D) ............................................................. 71

2.4.1

Introduction ............................................................................................................................ 71

2.4.2

2.4.2

Operations Deposit Release Procedures ................................................................................. 72

Operations Deposit Release Procedures ................................................................................. 72

2.5

Private Timber Mark .............................................................................................. 74

2.5.1

2.5.2

2.5.3

2.5.4

2.5.5

Introduction ............................................................................................................................ 74

Assisting Private Timber Mark Clients .................................................................................. 75

Private Timber Mark Procedures ............................................................................................ 76

Renewal of Private Timber Mark ........................................................................................... 78

Amendment of Private Timber Mark (use to add or remove properties) ................................ 78

2.6

Helpful Hints ........................................................................................................... 79

2.6.1

2.6.2

2.6.3

Hidden Text............................................................................................................................ 79

Text Blocks ............................................................................................................................ 80

One Page or Two? .................................................................................................................. 80

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2.6.4

2.6.5

2.6.6

2.6.7

2.6.8

Two or More Pages ................................................................................................................ 80

Ministry of Forest and Range (MFR) Correspondence Standards .......................................... 81

How to Combined PDF Documents ....................................................................................... 83

Trust Deposit applied to spend on activities ........................................................................... 84

Legal Age for Tenure Documents .......................................................................................... 84

SECTION 3: TIMBER TENURES .......................................................................................... 85

3.1

Woodlot Licence (WL) ............................................................................................ 86

3.1.1

3.1.2

Introduction ............................................................................................................................ 86

3.1.3

3.1.4

Woodlot Licence Tendering and Issuance Procedures ........................................................... 88

1.

Creating Tender Package .................................................................................................. 88

2.

On First Day of Advertising ............................................................................................. 89

3.

On Tender Opening Day ................................................................................................... 90

4.

After Evaluation ................................................................................................................ 91

5.

After Administrative Review ............................................................................................ 92

Woodlot Licence Replacement Procedures ............................................................................ 96

Woodlot Licence Administrative Review Sample Letters and Table ..................................... 99

1.

WL Administrative Review Sample Table for Release to All Applicants ......................... 99

2. First Nations Referral .......................................................

Error! Bookmark not defined.

3.

Summary of Scoring by Eligible Applications for a Woodlot Licence ............................. 99

4.

Initial Cover Letter .......................................................................................................... 101

5.

Final Cover Letter ........................................................................................................... 105

6.

Replacement Offer .......................................................................................................... 106

7.

Suspension Letter ............................................................................................................ 107

8.

Cancellation Posting ....................................................................................................... 107

3.2

Cutting Permit (CP) .............................................................................................. 109

3.2.1

Introduction .......................................................................................................................... 109

3.2.2

3.2.3

Issuing Cutting Permit .......................................................................................................... 110

Extending Cutting Permit ..................................................................................................... 114

1.

Expiry ............................................................................................................................. 114

2.

Extension ........................................................................................................................ 114

3.2.4

3.2.5

3.2.6

3.2.7

Amending Cutting Permit .................................................................................................... 116

Closing Cutting Permit ......................................................................................................... 118

Surrendering Cutting Permit ................................................................................................. 119

3.2.8

Postponing or Rescinding Cutting Permit ............................................................................ 120

1.

Postponement .................................................................................................................. 120

2.

Rescindment .................................................................................................................... 121

Cutting Permit Sample Letters ............................................................................................. 122

1.

CP Extension Letter ........................................................................................................ 122

2.

Extension Request Waiving Fees .................................................................................... 122

3.

CP Amendment Letter .................................................................................................... 123

4.

CP Cancellation and Replacement Letter ........................................................................ 124

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5.

CP Revised Page Letter ................................................................................................... 124

6

CP Surrender Letter ........................................................................................................ 125

7

CP Postponement Letter .................................................................................................. 125

8. Rescindment of CP Postponement Letter ........................................................................ 126

3.3

Forestry Licence to Cut (FLTC) .......................................................................... 127

3.3.1

Introduction .......................................................................................................................... 127

Unique Requirements for FLTC Licence Types ................................................................... 128

3.3.2

3.3.3

3.3.4

3.3.5

3.3.6

Issuing Forestry Licence to Cut ............................................................................................ 130

Amending or Extending Forestry Licence to Cut ................................................................. 135

Closing Forestry Licence to Cut ........................................................................................... 136

Forestry Licence to Cut Sample Letters ............................................................................... 138

1.

FLTC Disallowance Letter ............................................................................................. 138

2.

FLTC Initial Cover Letter – No Payment Requested ...................................................... 138

3.

FLTC Initial Cover Letter – Payment Requested ............................................................ 139

4.

FLTC Extension Letter ................................................................................................... 139

5.

FLTC Closure Letter ....................................................................................................... 140

3.4

Occupant Licence to Cut (OLTC) ....................................................................... 141

3.4.1

Introduction .......................................................................................................................... 141

Issuing Occupant Licence to Cut .......................................................................................... 143

3.4.2

3.4.3

3.4.4

3.4.5

Extending Occupant Licence to Cut ..................................................................................... 148

Amending Occupant Licence to Cut .................................................................................... 149

3.4.6

Closing or Cancelling Occupant Licence to Cut ................................................................... 150

1.

Introduction ..................................................................................................................... 150

2.

Closure or Cancellation Procedures ................................................................................ 150

Occupant Licence to Cut Sample Letters ............................................................................. 152

1.

OLTC Initial Cover Letter Requesting Signatures .......................................................... 152

2.

OLTC Extension Letter .................................................................................................. 152

3.

OLTC Closure Letter – Sample #1 ................................................................................. 153

4.

OLTC Closure Advisory Letter – Sample #2 .................................................................. 153

3.5

Special Use Permit (SUP) ..................................................................................... 154

3.5.1

Introduction .......................................................................................................................... 154

SUP and OLTC Combination .............................................................................................. 156

3.5.2

3.5.3

3.5.4

3.5.5

3.5.6

3.5.7

Issuing a Special Use Permit ................................................................................................ 156

Special Use Permit Expiry Notice ........................................................................................ 161

Replacing/Extending Special Use Permit............................................................................. 161

Closing or Cancelling Special Use Permit ............................................................................ 164

Special Use Permit Sample Letters ...................................................................................... 166

1.

SUP Disallowance Letter ................................................................................................ 166

2.

SUP Letter Requesting Client Signature and SUP Deposit ............................................. 166

3.

SUP Withdrawing Offer Letter ....................................................................................... 167

4.

SUP Issuance Cover Letter ............................................................................................. 167

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5.

SUP Extension Letter ...................................................................................................... 168

6.

SUP Amendment Letter .................................................................................................. 168

For more sample letters see the Special Use Permit Administration Guide at http://www.for.gov.bc.ca/ftp/HTH/external/!publish/web/timber ......................................... 169

3.6

Road Permit (RP) .................................................................................................. 170

3.6.1

3.6.2

3.6.3

3.6.4

3.6.5

Introduction .......................................................................................................................... 170

Issuing Road Permit ............................................................................................................. 171

Amending Road Permit ........................................................................................................ 176

Closing and Deactivating Road Permit or Road Section ...................................................... 179

Road Permit Sample Letters ................................................................................................. 181

1.

RP Cover Letter .............................................................................................................. 181

2.

RP Amendment Letter .................................................................................................... 182

3.

RP Letter re Deletion of Portion of Road Permit ............................................................ 183

4.

Gate Installation .............................................................................................................. 184

5.

RP Closure Letter ............................................................................................................ 184

3.7

Road Use Permit (RUP) ........................................................................................ 185

3.7.1

Introduction .......................................................................................................................... 185

Issuing Road Use Permit ...................................................................................................... 186

3.7.2

3.7.3

3.7.4

3.7.5

Amending Road Use Permit ................................................................................................. 188

Closing Road Use Permit ..................................................................................................... 190

Road Use Permit Sample Letters .......................................................................................... 191

1.

Links to RUP Sample Letters .......................................................................................... 191

2.

Road Use Permit Exemption letter .................................................................................. 192

3.

RUP Letter to New Designated Maintainer User ............................................................ 193

3.

RUP Letter Advising of New Designated Maintainer User ............................................ 194

4.

RUP Amendment Letter .................................................................................................. 195

5.

RUP Statutory Right-of-Way Agreement Use ................................................................ 196

3.8

Free Use Permit (FUP) .......................................................................................... 197

3.8.1

Introduction .......................................................................................................................... 197

3.8.2

Types of Free Use Permit ..................................................................................................... 198

3.9

Commercial Christmas Tree Permit (CTP) ........................................................ 199

3.9.1

3.9.2

Introduction .......................................................................................................................... 199

Issuing Christmas Tree Permit ............................................................................................. 200

3.9.3

3.9.4

3.9.5

3.9.6

Amending Christmas Tree Permit ........................................................................................ 204

Replacing Christmas Tree Permit ......................................................................................... 204

Closing Christmas Tree Permit............................................................................................. 204

Christmas Tree Permit Sample Letters ................................................................................. 205

1.

CTP Disallowance Letter ................................................................................................ 205

2.

CTP Initial Cover Letter .................................................................................................. 205

3.

CTP Final Cover Letter (Optional) ................................................................................. 206

4.

CTP Closure Letter ......................................................................................................... 206

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SECTION 4: BC TIMBER SALES PROCEDURES ........................................................... 207

4.1

BCTS Registration ................................................................................................ 207

4.1.1

Introduction .......................................................................................................................... 207

4.1.2

4.1.3

BCTS Registration Procedures ............................................................................................. 208

BCTS Registration Sample Letters ...................................................................................... 211

1.

Welcome Letter to New BCTS Registrant ...................................................................... 211

2.

BCTS Letter to Ineligible Applicant ............................................................................... 213

4.2

BCTS Advertising ................................................................................................. 214

4.2.1

4.2.2

4.2.3

Introduction .......................................................................................................................... 214

Naming Convention for BCTS Advertisement Titles ........................................................... 215

BCTS Advertising Procedures ............................................................................................. 216

4.3

BCTS Security Deposit ......................................................................................... 218

4.3.1

Introduction .......................................................................................................................... 218

4.3.2

4.3.3

4.4.1

4.4.2

4.4.3

4.4.4

Acceptable BCTS Security Deposits .................................................................................... 219

BCTS Security Deposit Procedures ...................................................................................... 220

4.4

BCTS Deposit Release (FS 45D) .......................................................................... 221

Introduction .......................................................................................................................... 221

BCTS Partial Release of Security Deposit ........................................................................... 222

BCTS Full or Final Release of Security Deposit .................................................................. 226

BCTS Deposit Sample Letters ............................................................................................. 229

1.

BCTS Partial Deposit Release Letter .............................................................................. 229

2.

BCTS Full Deposit Release Letter .................................................................................. 230

4.5

BCTS Transfer of Tenure Agreement ................................................................. 231

4.5.1

Introduction .......................................................................................................................... 231

4.5.2

4.5.3

Timber Sale Licence Transfer Procedures ............................................................................ 232

Timber Sale Licence Transfer Sample Letters...................................................................... 236

1.

BCTS Transfer Cannot Proceed Letter............................................................................ 236

2.

BCTS Notice to Proceed with Disposition Letter ........................................................... 237

SECTION 5: BC TIMBER SALES TENURES .................................................................... 238

5.1

Timber Sale Licence (TSL) .................................................................................. 238

5.1.1

Introduction .......................................................................................................................... 238

5.1.2

5.1.3

5.1.4

5.1.5

5.1.6

5.1.7

Preparing TSL Tender Package ............................................................................................ 240

Opening TSL Tenders .......................................................................................................... 242

TSL No Bid Procedures ....................................................................................................... 243

TSL Re-Tendering Procedures ............................................................................................. 244

TSL Tied Bid Procedures ..................................................................................................... 245

TSL Bidder Eligibility .......................................................................................................... 246

5.1.8

5.1.9

TSL Bid Deposits ................................................................................................................. 249

Issuing Timber Sale Licence ................................................................................................ 250

5.1.10

Extending Timber Sale Licence ........................................................................................... 253

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1.

Introduction ..................................................................................................................... 253

2.

Legislation ...................................................................................................................... 253

3.

BCTS Advisory Bulletins ............................................................................................... 253

4.

TSL Extension Procedures .............................................................................................. 254

5.1.11

Closing Timber Sale Licence ............................................................................................... 256

5.1.12

TSL Sample Letters .............................................................................................................. 257

1.

TSL Award Letter ........................................................................................................... 257

2.

TSL Final Award Letter .................................................................................................. 258

3.

TSL Late Tender Letter .................................................................................................. 259

4.

Return of Initial TSL Security Letter .............................................................................. 260

5.

TSL Extension Letter – Requirement for Extension Fee ................................................ 261

6.

TSL Extension Letter – Extension Granted .................................................................... 262

7.

TSL Extension Letter – Extension Granted and Fee Waiver Process Explained ............. 263

5.2

BCTS Road Permit (RP) ...................................................................................... 264

5.2.1

5.2.2

5.2.3

Introduction .......................................................................................................................... 264

Issuing Road Permit ............................................................................................................. 265

Closing and Deactivating Road Permit ................................................................................ 267

5.3

BCTS Forestry Licence to Cut (FLTC) ............................................................... 268

5.3.1

5.3.2

Introduction .......................................................................................................................... 268

Unique Requirements for BCTS Forestry Licence to Cut .................................................... 269

5.3.3

5.3.4

5.3.5

Issuing BCTS Forestry Licence to Cut ................................................................................. 270

Amending or Extending BCTS Forestry Licence to Cut ...................................................... 272

Closing BCTS Forestry Licence to Cut ................................................................................ 273

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Preface

Preface

The Guidebook

Guidebook Contents

Table of Contents .........................................................................................................i -viii

Preface ........................................................................................................................ ix-xix

Section 1:

Section 2:

Section 3:

Section 4:

Tenure Administration Systems ............................................................... 1-36

General Tenure Administration Procedures ........................................... 37-85

Timber Tenures ................................................................................... 86-202

BC Timber Sales Procedures ............................................................. 203-233

Section 5: BC Timber Sales Tenures .................................................................. 234-269

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 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

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

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Preface

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

Forms Index

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.

NOTE: Use “control+click” to follow link if that does not work try coping and pasting the link into the search bar in internet

Application and Information Links for Resource Clerks

https://gww.gov.bc.ca/ @ WORK BC Public Service

(Where Ideas Work)

Acts, Legislation & Regulations

(Also See Quickscribe - EnviroFor)

Acronyms and Initialisms

(Forestry)

Advertising - Official Notices

(BC Government Statutory Notices)

Advertising – BC Bid

(Guides)

Key Application Index

ARM

(Accounts Receivable Management) http://www.for.gov.bc.ca/tasb/legsregs/ https://gww.nrs.gov.bc.ca/flnr/legislation/envirofor http://www.for.gov.bc.ca/hfd/library/documents/acronyms/Acronyms_A ugust2007.pdf

https://www23.for.gov.bc.ca/notices/init.do

http://www.bcbid.gov.bc.ca/open.dll/welcome http://gww.for.gov.bc.ca/gscripts/his/apb/list.asp

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

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BC OnLine

(BC Registry Services)

BC OnLine

(BC OnLine Users Guide)

BCTS Admin

(BC Timber Sales Registration)

BCTS Intranet

(BC Timber Sales Internal Website)

BCTS Public Website

(BC Timber Sales External Website)

BCTS Resources

(BC Timber Sales – Cengea-Forest)

BCTS Sharepoint Site

CAS

(Corporate Accounting System)

CLIENT

(Client Management System)

(Client E-Mail)

CLIENT

(Client Help Site Map)

Contract Management Manual

Correspondence Services

(Correspondence Policy and Procedures Manual)

CRS

(Corporate Reporting System)

Cutting Permit and Road Tenure Administration

Manual

(Issuing CP’s and RP’s)

Employee Handbook

Exhibit A Mapping and Clearance Processing

Manual for Tenure Administration

(Geomatics Manual) https://www.bconline.gov.bc.ca/ https://www.bconline.gov.bc.ca/user_guides.html

http://gww.for.gov.bc.ca/bcts/admin/ http://gww.for.gov.bc.ca/bcts/ http://www.for.gov.bc.ca/bcts/ http://gww.for.gov.bc.ca/bcts/resources/ https://spc-flnr.gov.bc.ca/bcts_rclt/default.aspx

http://gww.cas.gov.bc.ca/ https://apps.nrs.gov.bc.ca/int/client/ [email protected]

https://apps.nrs.gov.bc.ca/int/client/

Preface

https://spc-flnr.gov.bc.ca/HFM_FINMAN/Contract/default.aspx

https://gww.for.gov.bc.ca/CSS/correspm/htm/Chap1-

94.htm#TopOfPage https://apps.nrs.gov.bc.ca/ext/crsrm/ http://www.for.gov.bc.ca/ftp/hth/external/!publish/web/publications/CP

RT-Admin-Manual.pdf

https://gww.nrs.gov.bc.ca/flnr/landing/employee https://spc- flnr.gov.bc.ca/GeomaticsCommunity/CommunityResources/Libraries/T echDocs/Technical_Documents/Exhibit_A_Manual/Exhibit%20A%20

Manual%20for%20Tenure%20Administration.pdf

https://gww.nrs.gov.bc.ca/csnr/fsb/financial-services http://gww.for.gov.bc.ca/gscripts/his/ftre/index.asp

Finance Services Branch (CSNR)

ForesTree

(Subject Experts)

Forms Index

(The Ministry of Forests, Lands and Natural

Resource Operations Service Forms)

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

https://spc-ilmb.gov.bc.ca/Divs/FCBC/default.aspx

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

1

1

(Sharepoint Site)

Front Counter BC

(Home Page)

FTA

(Forest Tenure Administration includes)

(FTA Training Guides)

FTA Date Fixes

(Data Fix/Data Load Requests)

GAS

(General Appraisal System)

GBS

(General Billing System)

Glossary of Forest Terms

(Ministry of Forests and Range)

HBS

(Harvest Billing System)

HBS

(How to Use Harvest Billing System)

Key Applications: The Big Picture

(Ministry Applications Inter-Connections)

Licence to Cut Administration Manual http://www.frontcounterbc.ca/ https://gww.for.gov.bc.ca/his/fta/index.htm

https://nrsservicedesk.gov.bc.ca/ https://apps14.for.gov.bc.ca/gas2/showAppraisalSearch.do?actionMappi ng=view http://apps22.for.gov.bc.ca/gbs/ https://apps15.for.gov.bc.ca/hbs/

Preface

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

Manuals

(Some Online Manuals/Users Guides)

Ministry of Forests, Lands and Natural Resource

Operations

(External Website)

Ministry of Forests, Lands and Natural Resource

Operations

(Internal Website)

Ministry of Forests, Lands and Natural Resource

Operations Regions and Districts

Ministry of Forests, Lands and Natural Resource

Operations

(Forestry Roundtable)

Ministry of Finance – Forest Revenue Extranet

(Trust Ledger)

MYHR

Postponements

Date & Time duration (useful for, when you need to know the number of days) http://www.for.gov.bc.ca/hva/rh/hbs/index.htm#mergedProjects/Manual/

2_How_to_Use_HBS.htm

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

http://www.for.gov.bc.ca/ftp/hth/external/!publish/web/publications/LT

C-Manual-Ver1-2010Mar10.pdf

http://www.for.gov.bc.ca/hth/manuals.htm

http://www.gov.bc.ca/for/ http://gww.for.gov.bc.ca/ https://gww.nrs.gov.bc.ca/flnr/organization-charts/organization- charts?pl=mo-flnr-org_charts http://www.for.gov.bc.ca/mof/forestry_roundtable/ http://frb.rev.gov.bc.ca/ http://www2.gov.bc.ca/myhr/index.page

http://www.timeanddate.com/date/duration.html

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Private Timber Marks

Range Billing

(FTA Training Range Billing Module)

Range Manual

RESULTS

(Reporting Silviculture Updates and

Landstatus Tracking System)

Roads - Engineering and Real Estate Operations

Procedures and Polices

(Procedures and Polices)

SCS

(Scale Control System)

SharePoint Home Page

(Ministry of Forests, Mines and Lands)

SOSS Information Website

SOSS

(Sign-Out Safety System)

Special Use Permit Administration Guide

Support Service Desk

(Help Desk)

Tantilis Gator

(Crown Lands Document)

Tenures Administration Site

(Provincial Tenure Documents)

Tenure Transfers

Timber Tenures (Info for all Tenures)

Timber Tenure In BC

(Quick Reference)

TRIM

WorkSafeBC http://www.for.gov.bc.ca/hth/private-timber-marks.htm

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

A_ESF/Range%20Billing/FTA-Range-Billing-PG-V3.0.pdf

http://www.for.gov.bc.ca/hfp/publications/00005 http://www.for.gov.bc.ca/his/results/ https://gww.nrs.gov.bc.ca/flnr/engineering-roads-access/engineering- roads-access?pl=mb-flnr-roads_access https://apps27.for.gov.bc.ca/scs/ https://spc-flnr.gov.bc.ca/Lists/Links/AllItems.aspx

https://gww.for.gov.bc.ca/his/soss/ https://apps.nrs.gov.bc.ca/int/soss/ https://ssbc-client.gov.bc.ca/help/default.htm

Preface

http://www.for.gov.bc.ca/ftp/HTH/external/!publish/web/timber- tenures/SUP-Admin-Guide-V.2-(Jan-2012).pdf

https://apps.gov.bc.ca/ext/pls/gator/gator$queryforms.toplevelmenu

https://spc- flnr.gov.bc.ca/hthAdmin/Tenure%20Documents/Forms/Standard%20Vi ew.aspx

Note Road tenures are located at http://gww.for.gov.bc.ca/gscripts/his/forms/forms.asp

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

http://www.for.gov.bc.ca/hth/timber-tenures/index.htm

http://www.for.gov.bc.ca/ftp/HTH/external/!publish/web/timber- tenures/timber-tenures-2012.pdf

http://www.gov.bc.ca/citz/iao/records_mgmt/arcs_orcs/index.html

http://www.worksafebc.com/insurance/managing_your_account/clearan ce_letters/default.asp

Provincial Guidebook for Resource Clerks

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Preface

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.

Recreation Site and Trail Retiring in FTA

If you get a request from your Recreation Officer or Geomatics/GIS Technician to retire a recreation site and/or trail forward the request to Bill Dowedoff, Provincial Geomatics/GIS should I remove Bill’s name Recreation Technician. He has a process to archive the record that hits all the marks it’s supposed to and ends up in the right layer.

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.

Destruction of Original Documents

“based on existing legislation/policy within government and the court system we must retain the original documents.

If documents are scanned in TRIM, there is still a requirement to keep the original paper copy on file as well. Scanned documents are not acceptable in court because they can easily be doctored and re-scanned.

Records related Legislation & Policy (to destroy or keep original documents):

The Document Disposal Act

sets out approvals required to dispose of records.

Records are defined by the

Interpretation Act

to include various types of documents stored in any form

including electronically

.

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Preface

Section 8 & 9 of the

Electronic Transaction Act

define requirements to provide and retain originals and define when an electronic record satisfies requirements under law to maintain a record.

This legislation is supported by government Core policy Section 12.3.3 Information

Management Managing information being addressed in part 3 of this section and additional central agency policies

Data Fix Submission

Click on the “Line of Business Application Support” icon on the left hand side of the screen

Click on the “Application Issues” icon

Click on the “Application Issues” link

Fill in the form

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

15

Preface

Acknowledgements

The Ministry of Forests, Lands and Natural Resource Operations 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.

Trudy Perrin

Provincial Resource Clerk Guidebook Working Group

Version 1.0

Resource Clerk DSC (Project Lead)

Angela Bono

Marilynne Foulston

Darci Hamilton

Judy Martin

Judy Nitschke

Geraldine Pritchard

Lisa Racine

Tracy Skakun

Sandra Smith

Susan Taylor

Sandy Thon

Marlene Yasko

Lola Mehlenbacher

Resource Clerk

Resource Clerk

Business Officer

Resource Clerk

Resource Clerk

Resource Clerk

Resource Clerk

Resource Clerk

Resource Clerk

Customer Service Clerk

Resource Clerk

Resource Clerk

Consulting Writer and Editor

TST

TPG

TKA

TKA

TCH

TSN

TOC

DCC

DPC

DQU

DOS

DHG (DQC)

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

16

Guidebook Change Record

Version

1.0

2.0

Issue Date

March 31, 2009

August 18, 2011

Section

1.1.1 1.1.2

1.5.1

1.5.1 Links

1.5.4(2)

1.5.5(4)

1.5.5(5)

1.5.6(8) and

1.5.7(7)

2.2.1

2.3.1

2.3.1

2.3.2(6)

2.3.2(6)(5)

2.3.2(6)(7)

2.3.2(6)(10)

2.5.5(4)

2.6

3.1.2(3)(4)

3.1.2(5)(9)

3.2.2(8)

3.2.3(2)

Preface

Brief Description of Changes

Original version.

Updated Ministry names where applicable,

Added more links to the application and information links for

RC’s

Updated Region Revenue contacts

Updated BC OnLine information

Updated FT Status Links

Added two HST links

Added “and Trust Accounts” to second bullet

Updated wording

Added bullet

Added bullet

Added sample break down on the comment line when HST is charged.

Changed link so it goes directly to FS3 form

Introduction updated, Added Hyperlink removed the reference to Annual Rents and Fees User Guide

Added “at the end of each month in the title line

Updated wording

Updated wording

Updated wording

Added Fax number

Rename it Helpful Hints

Added (should be $1,000.00 deposit).

Updated

Removed the triangle

Has been updated

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

xvii

Version

3.0

Issue Date

January 2014

Preface

1.1.2

1.4.3(6)

1.5

Section

3.2.6(1)(3)

3.2.6(2)(3)

3.3.1

3.3.3(11)

Tips for

Resource Clerks

2.1.4

2.2.3

2.3.2(5), 2.3.3(4)

2.3.4(4)

2.4.2

2.5

2.6.7

2.6.8

3.2.6

3.2.8(2)

3.2.8(6)

3.4.1

Brief Description of Changes

Changed wording in bullet 7

Changed wording in bullet 6, 7 and 8

Added Link to the Licence to Cut Administration Manual

Updated wording

Added Helpful Hints

Retiring Recreation Site/Trial in FTA

Destruction of Original Documents

Updated/Added Links

Removed all references to two copies make copies

Added note about using HX status in FTA

Added “ Note

Updated as per Carl Jensen, Finance Supervisor, Revenue

Operations - email May 2013

Updated Acceptable Securities as per ADDER update

February 28, 2013 (Safekeeping Agreements are no longer acceptable by Operations Divisions, but are acceptable by

BCTS)

Added “ Note

” to WorkSafeBC stating that WCB coverage is not applicable to tenure issuance.

Updated process as per Heidi Zilkie request

Added sample wording for woodlot private land removal

Updated processes on AAC changes in FTA and added

Note

” to cover letters

Added “ Note

” regarding FS 45D updates

Updated Private Timber Mark process as requested by Shelly

Grout, Registrar of Timber Marks

Trust Deposit applied to spend on activities

Legal Age for Tenure Documents

Added Surrendering Cutting Permit

Added Sample CP letter extension request waiving fees

Added Sample CP letter surrender letter

Added Link for the Licence to Cut Administration Manual

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

18

Version

Issue Date Section

3.5

3.7.5

3.7.5(2)

Index

Preface

Brief Description of Changes

Updated Special Use Permit Section as per new manual

Added Link for the new Special Use Permit Manual

Removed reference to prime maintainer and replace it with designated maintainer

Added Road Use Permit exemption letter

Removed till later date

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Version 3.0 – January 2014

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Section 1: Tenure Administration Systems – FTA

SECTION 1: TENURE ADMINISTRATION SYSTEMS

1.1

1.1.1

Forest Tenure Administration (FTA)

Introduction

FTA

is a web-based system that assists the Ministry of Forests, Lands and Natural

Resource Operations 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.

Links

BC Forest Service Learning Store

Forest Tenure Administration

FTA Status Codes

File level status codes

Harvest Authority level status codes

Cut block level status codes

(FTA)

Online FTA and ESF Classroom

FTA Notes

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

Never make unprofessional or confidential comments in Notes.

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Version 3.0 – January 2014

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Section 1: Tenure Administration Systems – FTA

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, print new Exhibit A map by clicking on Y in the Map column to ensure you have the most updated copy of the map. (If applicable, cancel and replace Exhibit A that is attached to signed document).

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

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Version 3.0 – January 2014

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Section 1: Tenure Administration Systems – FTA

1.1.2

FTA Tenure Statuses

Normal File Status Sequence

PE



PL



PP



PI



HA



HI



LC



HC

Definitions

Status Definition

PE – Pending Electronic

PL – Planned TSL

PP – Proposed

PI – Pending Issuance

Application has been submitted electronically through

ESF

.

Used only for timber sales created through the BC Timber Sales planning process. Most information is

estimated/ planned

, particularly dates and areas.

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

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

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 (DM) or Delegated Decision Mitaker (DDM).

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

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Section 1: Tenure Administration Systems – FTA

LC – Logging Complete

HC – Closed

HX – Cancelled

HS – Suspended

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.

Harvesting activity and obligations on the tenure have been completed, and the tenure file is closed in

FTA

.

Licence has been cancelled by the Ministry.

Note:

HX

status is

not

used if the licence has finished its normal life cycle. If you feel you must use HX status which means cancelled for a forest act violation, advise has been given that it’s okay to use that status and put in

really really

good notes as to why you used HX. The problem is that at the HX status you can’t retire anything.....so the workaround is, you have to put all the blocks at LC, the CP at HC and retire it,.... then go back and change the status to HX (don’t forget to put in

really really

good notes as to why you used HX).

Licence has been suspended by the Ministry.

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Version 3.0 – January 2014

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Section 1: Tenure Administration Systems – FTA

1.1.3

FTA Cut Block Statuses

Normal Block Status Sequence

PE



PL



PP



HB



LC



S

Definitions

Status Definition

PE – Pending Electronic

PL – Planned TSL

PP – Proposed

HB – Approved

LC – Logging Complete

S

– Silviculture

Application has been submitted electronically through

ESF

.

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.

Gross Area and Net Area have been confirmed.

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

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

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.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

5

Systems – BCTS Admin Section 1: Tenure Administration

1.2

1.2.1

BCTS Admin

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

Launch BCTS Admin Application

BCTS Admin User Guide

FAQs

Citrix Connection Instructions

1.2.2

Instructions for Launching BCTS Admin

1.

Access

BCTS Admin

website

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.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

6

Section 1: Tenure Administration Systems – RESOURCES (Cengea )

1.3

1.3.1

RESOURCES (Cengea)

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

RESOURCES

or Cengea. It is called

RESOURCES

in Version 1.0

Guidebook.

Use of Application

RESOURCES

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

FAQs

Launch RESOURCES Application

Training and Support

User Guides

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

7

Section 1: Tenure Administration Systems – RESOURCES (Cengea )

1.3.2

Instructions for Launching RESOURCES

1.

Access

RESOURCES

website

2.

Click on

Launch RESOURCES 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

RESOURCES

, first click on the Navigation icon:

12.

Then proceed as outlined on the next page.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

8

Section 1: Tenure Administration Systems – RESOURCES (Cengea )

1.3.3

Instructions for Accessing TSL in RESOURCES

1.

Launch

RESOURCES

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.

RESOURCES

highlights the specified TSL in the displayed list.

7.

Double-click on the highlighted TSL to select it.

8.

RESOURCES

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

9.

For instructions on updating TSL data in

RESOURCES

, see

Section 5.1: Timber

Sale Licence

.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

9

Section 1: Tenure Administration Systems – CLIENT

1.4

1.4.1

Client Management System ( CLIENT )

Introduction

CLIENT

is the system used by the Ministry of Forests, Lands and Natural Resource

Operations to manage the names, addresses, and business relationships of corporate clients and individuals who do business with the Ministry.

Links

Client Management System (

CLIENT

)

Client User Guide

Client Administration E-Mail Address

Client Information Form click on form you want, a tab bar will be created under

“Documents” then choose “Download a Copy”

Client FAQs

Client Quick Reference Pamphlet

CLIENT Notes

Use the

Notes

feature in

CLIENT

to record relevant information about the client.

Never make unprofessional or confidential comments in

Notes

.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

10

Section 1: Tenure Administration Systems – CLIENT

1.4.2

Finding a Client

1.

Access

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

.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

11

Section 1: Tenure Administration Systems – CLIENT

1.4.3

Adding a New Client

1.

Ask the applicant to complete a Client Information Form

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

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

View Corporate Summary

.

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.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

12

Section 1: Tenure Administration Systems – CLIENT

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.

Note: The officer, director etc. listed in BC OnLine do not necessarily have signing authority for the company. The best way to find out who has signing authority for the company is to ask the company, you could ask them to send you a signing matrix for the company.

Access

CLIENT

On the home page, hover over the

Enter the

Client Name

.

Client

tab and select

Client Maintenance

.

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

Client Number

for the client.

Save

to save the data, and record the

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

.

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Section 1: Tenure Administration Systems – CLIENT

1.4.4

Updating a Client

1.

Access

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

Enter the

Client Number

and click on

Go

.

Client Maintenance

.

Select the

Client Location

tab at the top of the screen.

Click on the appropriate location (e.g., information.

00

) and the system displays the client

Enter the appropriate updates and then click on

Save

.

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Section 1: Tenure Administration Systems – CLIENT

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, Lands and Natural Resource Operations 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.

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1.4.6

Firms in CLIENT

Section 1: Tenure Administration Systems – CLIENT

Note

A company must be registered in the BC Registry Services

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”).

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Section 1: Tenure Administration Systems – CLIENT

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

requestor. adds the under-18 client and returns the

Client Number

to the

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

.

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Section 1: Tenure Administration Systems – ARM

1.5

1.5.1

Accounts Receivable Management (ARM)

Introduction

ARM

is the system used by the Ministry of Forests, Lands and Natural Resource

Operations 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

):

Forest Revenue Extranet

Sales Tax PST/GST

Collections E-Mail

( link for

ACK

codes and Trust Ledger )

1.5.2

ARM Contacts

Headquarters and Coast Region

Generic Mailbox [email protected]

Northern Interior Region

Generic Mailbox [email protected]

Southern Interior Region

Generic Mailbox [email protected]

Provincial Collections

Generic Mailbox [email protected]

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Section 1: Tenure Administration Systems – ARM

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

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.

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Section 1: Tenure Administration Systems – ARM

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 ( make sure that the name of the licensee is on the front of the bank draft, money order etc. and that you use the licensee name when entering the information into ARM – do not use the bank name ).

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 payable to the Minister of Finance or a Safekeeping Agreement (Safekeeping Agreements are only acceptable by BCTS they are no longer accepted by operations division) or

Letter of Credit.

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

Operations, Ministry of Finance, (Forest Revenue Operations) 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 Operations e.

employee who entered the payment data and distribution instructions

6.

Send payments

daily

to Forest Revenue Operations, in Victoria to avoid delays in processing.

7.

You can accept cash at the District level and it can be deposited directly into the

Forest Revenue Operations bank account at CIBC. (See below for more details on

Conversion of Cash Procedures).

The following steps must be taken if a district office chooses to deposit the cash directly into the bank, rather than pay for a bank draft.

The district office needs to obtain a business account deposit slip book from their local CIBC. These are provided free of charge by the bank. It is a book of blank three-part deposit forms.

When cash is received in the District Office:

The payment is entered by a District staff member in the FML before doing the actual bank deposit.

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Section 1: Tenure Administration Systems – ARM

When entering the payments, ensure that you use the name of the person who is making the actual payment as the PAYOR and that this is entered as a “CSH” deposit.

If the payment is for a particular invoice, the invoice number should be indicated.

If the payment is for the general ledger, the ACK code (e.g. ACK = STP and the three character district code (such as DSC) should be noted.

If it is for a security deposit, the correct format for a licence security deposit should be used.

You then complete a deposit slip (the three-part form). Both sides at the top of the form must be completed with the date, account number and account name. Also, the denomination of the bills as well as the value of the coin must be completed. The depositor must sign the form at the bottom. See the following sample:

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Section 1: Tenure Administration Systems – ARM

You then take the cash and the first two copies of the deposit form to the bank (you can take the whole book if you prefer). The bank teller will accept the cash and return one copy of the deposit slip to the depositor. It will be stamped with the bank stamp to indicate receipt of funds.

Once back at the office, you will scan and e-mail to [email protected]

Forest Revenue Operations in Victoria.

 a copy of the stamped deposit slip.

A copy of each pink client receipt with the payment number written on it.

The subject line of the e-mail should read:

Cash deposited directly to CIBC = $AMOUNT

The body of the e-mail should indicate the how many payments are related to the total cash deposit (one or more payments that make up the total of the

$AMOUNT on the deposit slip).

Upon receipt of the e-mail, a Forest Revenue Operations staff member will verify and deposit the payment through the ARM system. It will be distributed as per the information contained on the Comment Line in ARM.

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 Operations, 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, if cash, a money order should be purchased and forwarded to Forest Revenue Operations as described above.

Note: if you are going to go to the bank for a money order or a bank draft you will have to pay a service charge for it.

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.

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Section 1: Tenure Administration Systems – ARM

1.5.5

Non-Negotiable Securities1

1.

Non-cash deposits—Safekeeping Agreements (SKA) ( are only acceptable by BCTS they are no longer accepted by operations division ) and Letters of Credit (LOC)— should be sent to Forest Revenue Operations, as soon as they are received.

Note:

Safekeeping Agreements should only be signed by Forest Revenue staff.

Forest Revenue Operations 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

.”

Contact Information in section 16 (b) for the Province and/or the Minister is:

Ministry of Finance.

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 $

Letter of Credit.

, less any amount previously paid under this

The beneficiary for all Letters of Credit is the Minister of Finance.

1

Note:

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

Safekeeping Agreements ( Safekeeping Agreements are only acceptable by BCTS they are no longer accepted by the operations division ) and Letters of Credit related to contracts are managed in accordance with local procedures.

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1.5.6

FML Guidelines

Section 1: Tenure Administration Systems – ARM

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. The payor is not necessarily the same as the licensee when a third party is making the payment.

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. If the cheque uses “and”, “&” or “or,” to separate the names, enter in the FML 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

Jack and Jill Jones

FML Entry

Jones, Jack and Jill

Jack Jones & Jill Jones

Mr. Steve Smith

Mrs. Susan Smith

Mr. and Mrs. John Smith

John Brown Logging Ltd.

Jones, Jack & Jones, Jill

Smith, Steve/Smith, Susan

Smith, Mr. and Mrs. John

John Brown Logging Ltd

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Section 1: Tenure Administration Systems – ARM

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). It is not necessary to put the periods after Ltd. or Co.

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).

Sample break down on the comment line when GST is charged is as follows:

(this is for a scaling fee).

RAN $100.00 + $5.00 (GST 5%) = client name, number, district code.

9.

See

Section 1.5.7: Entering General Payments in FML

for specific instructions on entering payments into the FML.

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Section 1: Tenure Administration Systems – ARM

1.5.7

Entering General Payments in FML

1.

Access

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:

Section 1.5.8:

FML Guidelines

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

Sample break down on the comment line when GST is charged is as follows:

(this is for a scaling fee)

RAN $100.00 + $5.00 (5% GST), client name, number, district code

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 Operations with the payment.

13.

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

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Section 1: Tenure Administration Systems – ARM

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. The payor is not necessarily the same as the licensee when a third party is putting up the deposit. The entry of trust deposit in the FML

must follow a specific format on the comment line

, as follows. The specified format is mandatory for report purposes.

2.

For reporting purposes, it is mandatory to use this specific format (order) in the

FML Comment

line:

Licence #

Cash

-

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

Letter of Credit

Licensee Name - not necessarily the payor if cheque is from a third party

Licensee Client Number -

District Code

BCTS

-

- from CLIENT system where sale is administered if applicable

3.

Safekeeping Agreements and Letters of Credit are

not

entered in the

FML

but are forwarded to Forest Revenue Operations.

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 DPG BCTS-TPG

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

A12345 CASH BLUE MTN CL 3532 DPG BCTS-TPG $1000/ACK=SBB 500

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.

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Section 1: Tenure Administration Systems – ARM

1.5.9

Entering Bid Deposit in FML

1.

Do

not

enter Bid Deposits in the

FML

or send them to Forest Revenue Operations if the sale is to be awarded within 90 days of the opening, regardless of the dollar amount. The District Office or Timber Sales Office should hold under-90 day Bid

Deposits and return them to the unsuccessful bidders when the sale is awarded.

2.

Bid deposits for sales that are to be awarded 91 days or later should be entered in the

FML

using the established format with the word “BID” added to the beginning of the

Comment

line (see below). The client number in the comment line must be in the intended Licensee’s number, not necessarily the payor’s. Once entered in the FML these bid deposits must be sent to FRO.

The

Comment

line format (order) for Bid Deposits sent to Forest Revenue

Operations is as follows:

BID

Licence #

Cash

Licensee Name -

Client Number

District Code

BCTS

-

-

- intended licensee if sale is awarded; may not be payor of intended licensee

District that received the payment if applicable

Example of Comment format for Bid Deposit:

BID A12345 CASH BLUE MNT LOG SALES CL 3532 DPG BCTS-TPG

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Section 1: Tenure Administration Systems – ARM

1.5.10

Entering Standing Bid Deposit in FML

1.

If a Standing Bid Deposit is in the form of a Safekeeping Agreement

( only acceptable by BCTS they are no longer accepted by operations division

) or Letter of Credit, it should

not

be entered in the

FML

but it should be sent to Forest Revenue Operations.

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 Operations, 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 MNT LOG SALES CL 3532 DPG BCTS-TPG

3.

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.

4.

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

5.

Use the [email protected] 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).

For more information on payment by EFT and PC/TEL banking contact Forest

Revenue Operations at 1-877-405-4911 or via email at [email protected]

Note: Payments made via EFT or PC/TEL are not instantaneous . It may take one or more days for the payment to be deposited into our account, depending on your financial institution.

To avoid interest charges, EFT and PC/TEL payments must be received by

Forest Revenue Operations prior to 12 noon on the day before the payment due date on the statement.

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Section 1: Tenure Administration Systems – ARM

1.5.11

Releasing Bid Deposits

1.

When the sale has been awarded, Forest Revenue Operations 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 Operations, 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.

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Section 1: Tenure Administration Systems – ARM

1.5.13

Viewing Trust Accounts

1.

Access

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 change “

Open Items Only

” (Y/N) to “

Y

” 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.

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Section 1: Tenure Administration Systems – ARM

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): -

ADJ (adjustment): - cash payments and non-negotiable securities 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 Operations.

14.

Click on

Cancel

to return to the

A/R Item/Transaction History

screen.

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.

15.

Click on

Cancel

to return to the

A/R Item/Transaction History

screen.

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Section 1: Tenure Administration Systems – CRS

1.6

1.6.1

Corporate Reporting System (CRS)

Introduction

CRS

is available to Ministry staff and members of the public who have a

BC

e

ID

. The system provides access to information about tenures, silviculture, and licensees, and allows users to print various reports.

Links

Access Requests and Online Tutorial

Corporate Reporting System (CRS)

1.6.2

Generating CRS Reports

1.

Access

CRS

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 Reports.

Then click on Harvesting.

Then click on Timber Mark Level Reports.

Then click on TP00 Cutting Permits Listing by Status and Zone.

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.

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Section 1: Tenure Administration Systems – BC OnLine

1.7

1.7.1

BC OnLine (BC Registry Services Search)

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.

Links

BC OnLine

BC OnLine Help

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 BC Registry

Services.

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.

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Section 1: Tenure Administration Systems – BC OnLine

1.7.2

Checking Company Status

1.

Access

BC OnLine

2.

Enter your

User ID and Password

, and click on

Sign On

.

3.

Select the

BC Registry Services

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.

4.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

5.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate

Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

6.

Click on

Proceed to Payment

.

7.

Click on

Pay Now

.

8.

Click on

View Corporate Summary

.

9.

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.

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Section 1: Tenure Administration Systems – WorkSafeBC

1.8

WorkSafeBC (Workers’ Compensation Board)

Note: This section does not apply to tenures (e.g. Special Use Permit, Forestry Licence to Cut, Occupant Licence to Cut, Road Permit, Road Use Permit, Woodlot

Licence, Community Forest Agreement, Forest Licence, Tree Farm Licence etc.).

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

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.

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Section 2: General Tenure Administration Procedures – Advertising

SECTION 2: GENERAL TENURE ADMINISTRATION PROCEDURES

See also

Section 4: BC Timber Sales Procedures

.

2.1

2.1.1

Advertising

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

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

Legislation

Forest Act

Links

Communications and Advertising: Core Policy Manual

Official Notices

Provincial Guidebook for Resource Clerks

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37

2.1.2

Advertising Contacts

Section 2: General Tenure Administration Procedures – Advertising

Official Notices

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

Address:

Phone:

Fax:

E-mail:

Website:

Newspaper Links

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

BC Gazette

563 Superior St. Victoria, BC V8W 4R6

(250) 387-4191

(250) 387-1120

[email protected]

http://www.crownpub.bc.ca/

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Section 2: General Tenure Administration Procedures – Advertising

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).

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Section 2: General Tenure Administration Procedures – Advertising

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.

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Section 2: General Tenure Administration Procedures – Advertising

2.1.4

Government Communications and Public Engagement (GCPE) Procedures

These advertising instructions apply to ads that are to be published with all media outlets

(print, radio, TV) other than

Official Notices

and the

BC Gazette

.

Prepare the text you would like in the ad.

Send (by email) your ad text and advertising information (dates/papers) to the Public

Affairs Officer ( [email protected]

). The text will then be designed/sized.

Note: If you have a blanket APO number already in place, please quote the APO number in the email you send to Thomas.

If you don’t have a blanket APO in place, please forward signed CPA form to

Thomas via fax or scan and email.

You will be sent a copy via email of both the ad PDF and cost-estimate (that has obtained from Vizeum) for your approval and signature.

Once you have approved the ad and cost estimate, please fax all signed forms to

250-387-8684, or scan and email; attn: Thomas.

The ad will be e-mailed to the newspapers to meet booking deadlines.

After the ad appears, district/regional office will receive an invoice via snail mail from Vizeum media, the government’s ad placement agency.

1.

Blanket Advertising Placement Order (APO)

The Ministry of Forests, Lands and Natural Resource Operations places a lot of

STATUTORY ads. To avoid having to fill out the CPA form every time, tell Thomas that you wish to make them “blanket” buys. (Do this once every fiscal.) You will still need to forward the ad details (eg.: papers, insertion dates, etc) to Thomas for the ad to be mocked up. Cite the APO number in your note.

2.

Ad Sizing

Please include suggested ad size when sending email requests to Thomas, to mock-up the ad.

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Section 2: General Tenure Administration Procedures – Advertising

3.

Advertising STOBs

STOB Notice Type

STOB 67

- informational advertising

STOB 68

- statutory/required advertising

Notices regarding recognition/congrats, be careful with fires, woodlots, open houses/info meetings). The ministry has no budget for informational advertising.

Government generally sets aside some funds for fire prevention advertising. Requests for other types of informational ads are unlikely to be approved, etc.

Note programs and districts do not hold ANY

STOB 67 funds – GCPE is the holder and must approve and pay for ALL STOB 67 advertising.

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

If you don’t know which STOB to use, ask Thomas Winterhoff for clarification.

4.

Advertising Timelines

Action

Notify Thomas of ad request (District/Region/Branch)(Thomas to mock-up ad)

Request cost estimate from Vizeum (Thomas)

Obtain region/district approvals (Thomas)

Obtain GCPE Ministry (Communications) approval (Thomas)

Obtain Corporate Communications approval (GCPE HQ)

Distribute ad to media (GCPE HQ)

# of Working Days

1-2

0.5

1.5

0.5

1

0.5

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Section 2: General Tenure Administration Procedures – Advertising

5.

Communications Project Approval (CPA) Form

Note: APO forms are no longer required.

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Section 2: General Tenure Administration Procedures – FS 3 Amendment

2.2

2.2.1

FS 3 Amendment

Introduction

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

System

FTA

Forms

Forms Index

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Section 2: General Tenure Administration Procedures – FS 3 Amendment

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

a copy

(if appropriate) of the FS 3.

3.

Prepare and print

a copy

(if appropriate) of the initial cover letter, one without hidden text for the licensee and one with hidden text for the operational file, and send the

FS 3 to the licensee for signature.

4.

When

copy/copies

of the FS 3 are returned, check for the witnessed licensee signature. Return to client for witnessing if not witnessed.

Obtain the DDM’s signature

Distribute copies in accordance with local District procedures

5.

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

RESOURCES

.

If the Exhibit A map was amended:

DO THIS:

Access

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

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.

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Section 2: General Tenure Administration Procedures – FS 3 Amendment

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 m

3

.

Note: do not forget to go into FTA and change the harvest volume under the

Sale Info

tab.

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

.

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Section 2: General Tenure Administration Procedures – FS 3 Amendment

Approval under section 47.1 of the

Forest Act

was granted to remove private land

(description) from Woodlot Licence (Woodlot) W (#) . The amount of private land for removal is (#) hectares, which now leaves (#) hectares of private land associated to

Woodlot W (#) .

Woodlot Licence Management Plan and Woodlot Licence Plan for Woodlot W (#) have now been amended.

This FS 3 Amendment and the attached Exhibit A map dated (date ) form an integral part of Woodlot Licence W (#) and should be attached thereto.

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Section 2: General Tenure Administration Procedures – FS 3 Amendment

2.2.4

FS 3 Amendment Sample Letters

See also

Section 2.6: Helpful Hints

1.

FS 3 Initial Cover Letter – Sample #1

Please find enclosed Amendment No. (#) to Occupant Licence to Cut L (#) , which cancels and replaces paragraphs (#) and (#) .

Sign the Amendment, have your signature witnessed or, if applicable impress your common seal and return 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

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Section 2: General Tenure Administration Procedures – FS 3 Amendment

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 ### m

3

)) .

Please sign the Amendment and have your signature duly witnessed or, if applicable, impress your common seal. Print the licensee and witness names in full under the respective signatures and return to this office for execution by the District Manager.

Your executed copy will be returned to you.

Yours truly,

RC

Enclosures

Note: If you are changing the AAC the new AAC (m

3

) will need to be updated in

FTA, go to the FTA930 screen and enter new AAC then click on the “

Save”

button

. The “Save” button must be used

so changes and historical AAC is retained

. (DO NOT

use the

“Update”

button, it only updates the line of entry and you will lose the AAC history

)

. Also enter a comment in the

Notes

section regarding the rent change. For more information go to 2.3.2 or go to the following: http://www.for.gov.bc.ca/ftp/HIS/gov_internal/!publish/FTA/Production%20

Release%20Statements/FTA%204.6/

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

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49

Section 2: General Tenure Administration Procedures – FS 3 Amendment

5.

FS 3 Final Cover Letter (Optional) – Sample #3

Please find enclosed your executed copy of Amendment (#) along with Exhibit A map(s) dated reflecting the removal of private land from Woodlot Licence W (#) .

The Management Plan (MP) and the Woodlot Licence AAC have now been amended for Woodlot Licence W (#). The effective date of the AAC for Woodlot Licence

W (#) is (date ), in accordance with the removal of the Private Land.

Schedule “A” = 0 m

3 and Scheudle “B” = (#) m

3

.

The Woodlot Licence Plan (WLP) for W (#) has been amended.

This letter and attachment(s) forms an integral part of Woodlot Licence W (#) document, Woodlot Licence Management Plan and Woodlot Licence Plan and should be attached to all.

Yours truly,

RC

Enclosure

Note: The new AAC (m

3

) will need to be updated in FTA, go to the FTA930 screen and enter new AAC then click on the “

Save”

button

. The “Save” button must be used

so changes and historical AAC is retained

. (DO NOT

use the

“Update”

button, it only updates the line of entry and you will lose the AAC history

)

. Also enter a comment in the

Notes

section regarding the rent change. For more information go to 2.3.2 or go to the following: http://www.for.gov.bc.ca/ftp/HIS/gov_internal/!publish/FTA/Production%20

Release%20Statements/FTA%204.6/ ).

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Section 2: General Tenure Administration Procedures – Annual Billing

2.3

2.3.1

Annual Billing for Special Use Permits and Woodlot Licences

Introduction

File Designations

Special Use Permit

Woodlot Licence

19570-20 (Operational)

19720-40 (Operational)

19570-25 (Legal)

19720-45 (Legal)

The preparation of annual rent for Special Use Permits and Woodlot Licences is done on a monthly basis as follows:

At the beginning of the month, the billing list is available.

The billing list is reviewed to ensure all licences are included and the AAC is correct.

FTA is updated to correct any errors found.

At the end of the month, the invoices are issued.

And then the cycle would begin again.

The billing procedures vary as outlined on the following pages, depending on the Region in which the tenures is located.

Systems

BC OnLine

FTA

GBS

Legislation

Annual Rent Regulation

Links

General Billing System (GBS)

General Billing System (GBS) Web Page: (annual rent billing procedures)

Manual

2009 Annual Rent Billing Procedures Manual

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Section 2: General Tenure Administration Procedures – Annual Billing

2.3.2

Coast Region Annual Billing Procedures

Coast Region

1.

Print Annual Rent Report ........................................................... 53

2.

3.

Print Assessment Roll Report for Special Use Permits ............... 54

Calculate Annual Rent for Special Use Permits ......................... 55

4.

Update FTA for Special Use Permits ......................................... 55

5.

Update FTA for Woodlot Licences ............................................ 56

6.

Release Annual Rent Preparation ............................................... 56

7.

Verify and Print Copies of Invoices (Optional) .......................... 58

1.

Print Annual Rent Report, if appropriate (at the beginning of each month)

Note: Before proceeding check your Adobe Acrobat Reader settings:

Go to Start/All Programs/Adobe Reader 7.

In Adobe Reader, go to Edit/Preferences.

Under the Categories column, select Internet.

Ensure the box labelled "Display PDF in Browser" is unchecked.

This will force any PDF files to open up in a separate Adobe Reader session rather than within your browser. You will return to the FTA session without having to close down your browser and going through the full logon procedure again.

1.

Access

FTA

2.

In the

ADMIN

drop-down menu, select

Annual Rents & Fees

.

3.

FTA

displays the Annual Rents and Fees Preparation list.

4.

Click on

Print,

(if appropriate) at the bottom of the screen to open the Rents and

Fees Preparation Report, (you can either print the report or click on “

File

” at the top left corner of the screen and then choose “

Attach to Email

” and send it to yourself).

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/m

3

= annual rent). The Districts must ensure that the AAC is kept up-to-date, (whether it is a TSL (Major) conversions or not).

Wait 24 hours after update to ensure correct AAC displays on invoice.

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Section 2: General Tenure Administration Procedures – Annual Billing

Note: Check file (WL For-19720-25 or WL Management Plan For-19720-50) to make sure that the AAC in FTA is correct prior to releasing annual rent requests. Also see 2.3.2.5 for more information on updating FTA.

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

6.

Follow the steps below to obtain land assessment values for Special Use Permits.

2.

Print (if appropriate) Assessment Roll Report for Special Use Permits

Note: If this is a new Special Use Permit (SUP) you will have to contact the BC

Assessment Authority and get the Area, Jurisdiction and the Roll Number for it, make sure you put this information into FTA for the applicable SUP under the

“Assc. Files”

tab so you have it for next time.

1.

Access

BC OnLine

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.

Click on Search

by Title #/Roll #/PID/Mfr.Home/Mfr.Park/Lands Branch

at the bottom of the screen.

6.

In the Property Lookup screen, enter your search criteria:

Roll Year:

Area:

- year for which you require information

- geographic location of the permit area

Jurisdiction - if uncertain, select All Jurisdictions

Roll

Number -

i.e.10717.050

Note: You should be able to find this information in

FTA

under

“Assc. Files”

if it is not there you should be able to get this information off the previous year(s) printout from BC Assessment Authority that you put on file, if you don’t have a previous years printout on file you will have to contact BC

Assessment Authority for the information. ( Remember when you get this information to enter it into

FTA

for the applicable SUP under

“Assc.

Files”

).

7.

Scroll down to the

Roll Number

field and enter the roll number, without spaces.

8.

Click on

Roll # Search

.

9.

Click on

Confirm

.

10.

Print (if appropriate), the BC Assessment Roll Report for each Special Use Permit for which you will be billing annual rent.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

53

Section 2: General Tenure Administration Procedures – Annual Billing

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

2. Residential

3. Gravel Pits, Quarries

4. Other (Landing Strips, etc.)

7.5%

6%

$200 or 1% of the land value

6%

5. Special Use Permits used for Road Access $200

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:

Calculation:

7.5%

$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.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

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Section 2: General Tenure Administration Procedures – Annual Billing

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 (m

3

) in the FTA930 screen and then click on the “

Save”

button

. The “Save” button must be used

so changes and historical AAC is retained

. ( DO NOT

use the

“Update”

button, it only updates the line of entry and you will lose the AAC history

)

. Also enter a comment in the

Notes

section regarding the rent change. For more information go to 2.3.2

.

4.

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

6.

Release Annual Rent Preparation (at the end of the month)

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 and any Special Use Permits that are being cancelled.

4.

Click on

Print

(if appropriate)

.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

55

Section 2: General Tenure Administration Procedures – Annual Billing

5.

The list displays as a PDF document in a separate window. (The PDF document will display in a separate window only when your browser has been set as per

NOTE above).

6.

Print (if appropriate), the PDF document

(

you can either print the report or click on “

File

” at the top left corner of the screen and then choose “

Attach to Email

” and send it to yourself).and file it in accordance with local District procedures.

Note: You must “Print” or “Email it” before you “Prepare” because deleted

Special Use Permits disappear from the screen. The printout/email is your only record of what you have done.

7.

Return to

Annual Rents and Fees Preparation

in FTA. (Will only return when your browser has been set as per NOTE above).

8.

Click on

Prepare

.

9.

FTA

displays the notation, “Prepare successful.”

10.

The invoices you have just released are printed overnight in Pricing Branch. The next business day the invoices are mailed from Pricing Branch to the clients. Once the invoices have been generated the “R” selected items will no longer appear on the list of

Annual Rents and Fees Preparation.

If required you may deselect the

“R” when it is still displayed, just remove the “R” then click on

Prepare

.

11.

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

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

56

Section 2: General Tenure Administration Procedures – Annual Billing

7.

Verify and Print Copies of Invoices (Optional)

1.

Access

GBS

(General Billing System)

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.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

57

Section 2: General Tenure Administration Procedures – Annual Billing

2.3.3

Northern Interior Region Annual Billing Procedures

Northern Interior Region

1.

Print Annual Rent Report ........................................................... 59

2.

3.

Calculate Annual Rent for Special Use Permits ......................... 60

Update FTA for Special Use Permits ......................................... 61

4.

Update FTA for Woodlot Licences ............................................ 61

5.

Release Annual Rent Preparation ............................................... 62

6.

Verify and Print Copies of Invoices (Optional) .......................... 63

1.

Print Annual Rent Report (if appropriate)

1.

Access

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

(if appropriate) 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. The Districts must ensure that the AAC is kept up-to-date, (whether a TSL (Major) conversions or not).

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

6.

Print the report (if appropriate).

7.

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

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

58

Section 2: General Tenure Administration Procedures – Annual Billing

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

1. Log Storage Yard

2. Wet Dump

3. Weigh Scale

4. Logging Camp

5. Garbage Dump

6. Gravel Pit/Rock Quarry

7. Communications Site

8. Airstrip

9. Fuel Storage Area

10. Access Road/Mining

11. Mill Site (Crown Land)

 

$119 per ha $175

$119 per ha

$119 per ha

$175

$175

$88 per ha

$88 per ha

$119 per ha

$74 per ha

$175

$175

$175/pit

$175

$119 per ha

$119 per ha

$70 per ha

$119 per ha

$175

$175

$175

$175

Note:

Governments do

not

pay annual rent on federal and provincial lands.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

59

Section 2: General Tenure Administration Procedures – Annual Billing

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.

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.

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 (m

3

) in the FTA930 screen and then click on the “

Save”

button

. The “Save” button must be used

so changes and historical AAC is retained

. ( DO NOT

use the

“Update”

button, it only updates the line of entry and you will lose the AAC history

)

. Also enter a comment in the

Notes

section regarding the rent change. For more information go to 2.3.2

.

4.

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

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

60

Section 2: General Tenure Administration Procedures – Annual Billing

5.

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 and on any Special Use Permits that are being cancelled.

4.

Click on

Print

(if appropriate).

5.

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

6.

Print (if appropriate), the PDF document and file it in accordance with local procedures.

Note: You must “Print” or “Email it” before you “Prepare” because deleted

Special Use Permits disappear from the screen. The printout or email 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 Operations, in Victoria.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

61

Section 2: General Tenure Administration Procedures – Annual Billing

6.

Verify and Print Copies of Invoices (Optional)

1.

Access

GBS

(General Billing System)

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 and Woodlot Licence.

6.

In the

GBS

main menu, select

Billing Selection

.

7.

One tenure 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.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

62

Section 2: General Tenure Administration Procedures – Annual Billing

2.3.4

Southern Interior Region Annual Billing Procedures

Southern Interior Region

1.

Print Annual Rent Report ........................................................... 64

2.

3.

Calculate Annual Rent for Special Use Permits ......................... 65

Update FTA for Special Use Permits ......................................... 66

4.

Update FTA for Woodlot Licences ............................................ 66

5.

Release Annual Rent Preparation ............................................... 67

6.

Verify and Print Copies of Invoices (Optional) .......................... 68

1.

Print Annual Rent Report (if appropriate)

1.

Access

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

(if appropriate), 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.

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.

6.

Print the report (if appropriate).

7.

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

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

63

Section 2: General Tenure Administration Procedures – Annual Billing

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

1. Log Storage Yard

2. Wet Dump

3. Weigh Scale

4. Logging Camp

5. Garbage Dump

6. Gravel Pit/Rock Quarry

7. Communications Site

8. Airstrip

9. Fuel Storage Area

10. Access Road/Mining

11. Mill Site (Crown Land)

 

$119 per ha $175

$119 per ha

$119 per ha

$175

$175

$88 per ha

$88 per ha

$119 per ha

$74 per ha

$175

$175

$175/pit

$175

$119 per ha

$119 per ha

$70 per ha

$119 per ha

$175

$175

$175

$175

Note:

Governments do

not

pay annual rent on federal and provincial lands.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

64

Section 2: General Tenure Administration Procedures – Annual Billing

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.

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.

4.

Annual Rent for Woodlot Licences

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

Region.

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.

If the AAC has changed, enter the new AAC (m

3

) in the FTA930 screen and then click on the “

Save”

button

. The “Save” button must be used

so changes and historical AAC is retained

. ( DO NOT

use the

“Update”

button, it only updates the line of entry and you will lose the AAC history

)

. Also enter a comment in the

Notes

section regarding the rent change. For more information go to 2.3.2

.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

65

Section 2: General Tenure Administration Procedures – Annual Billing

5.

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: Use

D

(delete) for Government Special Use Permit holders because they are not charged rent and any Special Use Permits that are being cancelled.

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

(if appropriate).

5.

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

6.

Print (if appropriate) the PDF document and file it in accordance with local procedures.

Note: You must “Print” or “Email it” before you “Prepare” because deleted

Special Use Permits disappear from the screen. The printout or email 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 any Ministry of Finance office listed on the statement or invoice.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

66

Section 2: General Tenure Administration Procedures – Annual Billing

6.

Verify and Print Copies of Invoices (Optional)

1.

Access

GBS

(General Billing System)

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 tenure 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.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

67

Section 2: General Tenure Administration Procedures – Annual Billing

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

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.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

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Section 2: General Tenure Administration Procedures – Annual Billing

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.

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

69

Section 2: General Tenure Administration Procedures – Annual Billing

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

(in your request include: client name and number, special use permit number, the dollar amount or the hectares and dollar per ha etc. and the specific period of time the rent is for).

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.

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Version 3.0 – January 2014

70

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

2.4

2.4.1

Full Release of Security Deposit (FS 45D)

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 :

Forms

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

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

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

2.4.2

Operations Deposit Release Procedures

Note

Complete only page 1 of the FS 45D form.

NOTE: The FS 45D form is in the process of being updated, instructions for use of the FS 45D will be included with the new form

1.

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

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

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)

Provincial Guidebook for Resource Clerks

Version 3.0 – January 2014

72

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

Verify the original deposit information, and specify the payment number and type of security (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 Operations 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.

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Section 2: General Tenure Administration Procedures – Private Timber Mark

2.5

2.5.1

Private Timber Mark

Introduction

Private landowners who are planning to transport 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

Private Timber Marks

Timber Marks For Private Land

Forest Tenure Administration (FTA)

Training Module for Private Marks in FTA (use Version 4.0)

Forms

Application for Private Timber Mark (FS 361)

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Section 2: General Tenure Administration Procedures – Private Timber Mark

2.5.2

Assisting Private Timber Mark Clients

Be prepared to address the following issues with clients who inquire about obtaining a

Private Timber Mark

1.

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.

2.

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

(Directors, Officers etc. listed in BC OnLine do not necessarily have signing authority for the company, check with the company for authorized signing authority).

3.

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

FS 361

4.

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.

5.

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.

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Section 2: General Tenure Administration Procedures – Private Timber Mark

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

Go to Land Titles & Survey Authority.

Check to ensure that the Land Title District is correct.

Next, you must perform a search, if you have the PID # enter it and click on search if you do not have the PID # click on “Searches” tab and choose how you want the search to be done.

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

Note: When using this system, you must always use the Submit button.

Never use the <Enter> button on your keyboard.

Once you see the search results screen, choose the person you want by entering an

 or select the “

Radio”

button then click the “O

rder”

button, then choose from the options “

Send to Mailbox

or

Print

”.

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

BC Registry Services

in

BC OnLine

to confirm that the authorizing signature is correct. Then print (if appropriate), a copy of the

Land Title

screen for the file.

6.

Ensure that the applicant is registered in the

CLIENT

system:

Access

CLIENT

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.

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Section 2: General Tenure Administration Procedures – Private Timber Mark

7.

Access

FTA

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.

A scanned and emailed copy of the FS361 (and attachments if applicable) is the preferred way for application to be sent to the Registrar of Timber Marks at Resource

Tenures Branch, Victoria, at [email protected] (do not send the original or attachments if you have scanned and sent a copy or if you have faxed a copy).

Prior to sending the FS361 to Victoria write the certificate number from FTA at the top of the form, if you have printed the property title information you could scan that and send it with the FS361 or if there is a Form A for a recent property purchase that will need to be scanned and sent to Victoria along with the FS361. The survey plans and exemptions letters, etc. are the district business, they do not need to be sent to

Victoria.

12.

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

.

13.

Once the

Private Timber Mark Certificate

is available, print or email the certificate and distribute:

 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

14.

Resource Tenures Branch, Registrar of Timber Marks, Victoria 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.

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Section 2: General Tenure Administration Procedures – Private Timber Mark

2.5.4

Renewal of Private Timber Mark

(Use only where there are no changes to ownership or Legal description.)

1.

Follow the procedures in Section 2.5.3: Private Timber Mark Procedures to confirm ownership. Use the Amendment tab in FTA to request ‘renew for five years’. If you are unable to access the expired timber mark in FTA, send an email to the Registrar requesting the renewal, to [email protected]

2.

Send a copy of the FS361 application to the Registrar of Timber Marks at Resource

Tenures Branch, Victoria, at [email protected] It isn’t necessary to send the original. A scanned and emailed file is preferred.

3.

If you are able to access the Amendment tab in FTA, then check FTA regularly to see if the Private Timber Mark status has changed to HN. If renewal was requested by email, you will receive an email notification when it is complete.

2.5.5

Amendment of Private Timber Mark (use to add or remove properties)

1.

Follow the procedures in Section 2.5.3: Private Timber Mark Procedures to confirm ownership of the additional properties.

2.

Use the Amendment tab in FTA to enter the requested changes.

3.

Send a copy of the FS361 application to the Registrar of Timber Marks at Resource

Tenures Branch, Victoria, at [email protected] It isn’t necessary to send the original. A scanned and emailed file is preferred. They do not require any other backup documentation except the Form A for a recent property purchase.

4.

Check FTA regularly to see if the Private Timber Mark status has changed to HN.

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2.6

Helpful Hints

Section 2: General Tenure Administration Procedures – Helpful Hints

See also the Sample Letters provided throughout the Guidebook.

Section 2: General Tenure Administration Procedures

2.2.3

FS 3 Amendment Sample Wording .................................................. 46

2.2.4

: FS 3 Amendment Sample Letters ..................................................... 48

Section 3:

3.1.4:

3.2.7:

Timber Tenures

Woodlot Licence Sample Letter and Table .................................... 100

Cutting Permit Sample Letters ....................................................... 120

3.3.6:

3.4.6:

3.5.7:

3.6.5:

3.7.5:

3.9.6:

Forestry Licence to Cut Sample Letters ......................................... 136

Occupant Licence to Cut Sample Letters........................................ 150

Special Use Permit Sample Letters ................................................ 164

Road Permit Sample Letters ........................................................... 178

Road Use Permit Sample Letters .................................................... 188

Christmas Tree Permit Sample Letters ........................................... 201

Section 4:

4.1.3:

4.4.4:

4.5.3:

Section 5:

5.1.12:

BC Timber Sales Procedures

BCTS Registration Sample Letters ................................................ 207

BCTS Deposit Release Sample Letters .......................................... 225

TSL Transfer Sample Letters .......................................................... 232

BC Timber Sales Tenures

TSL Sample Letters ........................................................................ 253

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.

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Section 2: General Tenure Administration Procedures – Helpful Hints

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.

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Section 2: General Tenure Administration Procedures – Helpful Hints

2.6.5

Ministry of Forest 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.

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Section 2: General Tenure Administration Procedures – Helpful Hints

7.

Notations:

PERSONAL / CONFIDENTIAL / VIA FAX / VIA EMAIL – 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.

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Section 2: General Tenure Administration Procedures – Helpful Hints

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 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

12.

When referring the section in the

Forest Act

– example section 47.6 (2) (a) of the

Forest Act.

2.6.6

How to Combined PDF Documents:

(you need Adobe Standard or Writer to be able to do this)

Open the PDF tenure document that you scanned/converted, after it is opened go to the top of the page and click on Combine then click on Merge Files into a Single

PDF. (if you open the PDF Exhibit A from FTA you go into the

File

tab at the top of the page and look for combine).

Click on Add Files browse and find the files you want to merge together (i.e. if doing a cutting permit and you want to add the map).

When you have all the files you want to merge together use the up and down arrows to put them in the order you want by clicking on the arrows then click on the Combined

Files. Click on Save and name your new document.

After you have your document all together if you notice that you need to move/remove a page(s) all you have to do is click on the left margin of the document, right click on page you want to move/remove for different options.

You should now have a lovely document to send off to the client/file.

Note You can also this process when you need to post into BCBID or Official notices ( see sample below )

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Section 2: General Tenure Administration Procedures – Helpful Hints

2.6.7

Trust Deposit applied to spend on activities

providing the district has the legal authority to access the deposits all the district has to do is to contract to have the work done; receive the invoice and signify goods/services received; forward invoice to MSBR along with 45D advising to pay the invoice from the deposit funds. The work must relate to the tenure.

2.6.8

Legal Age for Tenure Documents

It is Recommendation not enter into any agreements with anyone under 19 years of age.

This would be consistent with current Ministry policy for Woodlots and BCTS tenures.

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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 .................................................................. 87

2.

Cutting Permit .................................................................... 107

3.

4.

5.

Forestry Licence to Cut ...................................................... 125

Occupant Licence to Cut .................................................... 139

Special Use Permit ............................................................. 152

6.

Road Permit ........................................................................ 167

7.

8.

Road Use Permit ................................................................. 182

Free Use Permit .................................................................. 193

9.

Commercial Christmas Tree Permit .................................... 195

Section 4 and 5

provide information regarding tenures issued by BC Timber Sales Offices.

Tenures Issued by BC Timber Sales

1.

Timber Sale Licence ........................................................... 234

2.

BCTS Road Permit ............................................................. 260

3.

BCTS Forestry Licence to Cut ........................................... 264

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

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3.1

3.1.1

Woodlot Licence (WL)

Introduction

Section 3: Timber Tenures – Woodlot Licence

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

FTA

BC OnLine

CLIENT

Official Notices

Legislations

Forest Act

Advertising, Deposits, Disposition and Extension Regulation Part 4

Woodlot Licence Regulation

Woodlot Licence Planning and Practices Regulation

Links

Forest Revenue Extranet

– Trust Ledger

Ministry Policy Manual – Chapter 8 – Tenures Administration - Woodlot Licence

Program

Woodlot Private Land Deletion/Deletion Request

Woodlot Business Process Route Card

Woodlot Licence Program

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Section 3: Timber Tenures – Woodlot Licence

Forms

Timber Tenures

Woodlot Licence Documents and Forms (tender package, notices, application for a new woodlot licence etc.)

Ministry of Forests, Lands and Natural Resource Operations Form Index

– FS 280 –

Tender Opening Record:

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Section 3: Timber Tenures – Woodlot Licence

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

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

FTA

FTA

Add New

. displays the Tenure screen.

Click on

Save

. 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

.

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Section 3: Timber Tenures – Woodlot Licence

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 (#) m

3

.

Weighting of the evaluation factors will be:

Bonus offer:

Private land:

Proximity:

50%

25%

25%

Applications must be received in sealed envelopes on or before (#) AM (PST) on

(date) at the (name) 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.

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Section 3: Timber Tenures – Woodlot Licence

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.

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 (should be $1,000.00 deposit).

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).

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Section 3: Timber Tenures – Woodlot Licence

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.

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Section 3: Timber Tenures – Woodlot Licence

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

:

Access

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

:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Proceed to Payment

.

Click on

Pay Now

.

Click on

View Corporate Summary

.

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Section 3: Timber Tenures – Woodlot Licence

Print a copy of the summary if appropriate.

3.

Check the successful bidder’s status in

ARM

:

Access

ARM

If you get an “Exception Error” screen, click on

Select

Account Inquiry

and click on

Enter

.

Refresh

on the browser.

Select

Account Summary

Enter the keyboard.

Client Number

and click on and

Enter

Location Code

.

, and press

<Enter>

on your

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer

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 Operations.

7.

Return bid deposits to the unsuccessful bidders by registered mail.

8.

Prepare the licence document for the successful bidder:

Note The bonus offer must be collected prior to licence issuance.

Access

FTA

Click on

Inbox

at the top of the screen. If you know the and click on

Go

. Otherwise, follow these steps:

File ID

, specify it

For

Exclude BCTS

Click on the

Click on

Go

.

, select

File ID

Yes

. radio button.

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Section 3: Timber Tenures – Woodlot Licence

9.

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 (if appropriate) 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 (if appropriate) the regenerated Exhibit A and attach it to the tenure document, replacing the old version(s) with the new one(s).

Send the document package to the successful bidder for signature and witnessed signature and send a request to Finance asking them to do a manual bill for the first year’s annual rent, see

Section 2.3.6 Annual Billing for Special Use Permits and Woodlot Licences

. ( Note: in the case of a competitive process, the first year’s annual rent should be requested at the time of application, as per ADDER

Section 8(1) ). In subsequent years, annual rent is billed as outlined in

Section 2.3

.

The annual rent for a Woodlot Licence is calculated from the AAC(m

3

) in

FTA

:

Total AAC x $0.60/m3 = annual rental

Note: It is the District responsibility to make sure that the AAC is correct, especially important for billing purposes.

Indicate that the documents must be returned within 30 days.

10.

When you receive the signed package, process the payment as outlined in

Section 1.5: Accounts Receivable Management

and send it to Forest Revenue

Operations.

11.

Obtain the DDM’s signature, witness the signature, and distribute the documents:

 in accordance with local District procedures

12.

Update

FTA

:

Access

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

.

Click on the

Click on

Go

.

File ID

radio button.

Find your

Woodlot Licence

.

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Section 3: Timber Tenures – Woodlot Licence

Click on it to navigate to the Tenure screen.

Click on the

Click on the

Sale Info

tab, enter the mandatory information, and

Assc. Client

Save

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

.

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Section 3: Timber Tenures – Woodlot Licence

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 .

Note If the deadline for replacement offer is not met you can still proceed with the replacement. In essence we are the negligent party by forgetting to offer the replacement. The Licensee should not be at a disadvantage because of our negligence.

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)

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

:

Access

CLIENT

Find the client.

Ensure that the address, phone number, and other details are correct (see

1.4.4: Updating a Client

).

Section

5.

If the licensee is a company, ensure that it is in good standing in

BC OnLine

:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings

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the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

View Corporate Summary

.

Print a copy of the summary if appropriate.

6.

Check the licensee’s status in

ARM

:

Access

ARM

If you get an “Exception Error” screen, click on

Refresh

on the browser.

Select

Select

Account Inquiry

Account Summary

Enter the keyboard. and click on

Client Number

and click on and

Enter

.

Enter

Location Code

.

, and press

<Enter>

on your

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer

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.

7.

If the licensee is in good standing, prepare the replacement document and send it to the licensee for witnessed signature. The document must be returned within 30 days.

8.

Obtain the DDM’s signature, witness the signature, and distribute the documents:

 in accordance with local District procedures

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Update

FTA

:

Access

FTA

Click on the

Tenures

tab and select

Specify the Woodlot Licence

File ID

Enter the appropriate data in the

Tenure

from the drop-down list. and click on

Go

Replacement Date

. field and

Save

.

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3.1.4

Woodlot Licence Administrative Review Sample Letters and Table

WL Administrative Review Sample Table for Release to All Applicants

Summary of Scoring by Eligible Applicants for Woodlot Licence

W#

Applicant Bonus Offer Proximity Private Land Total

A

B

C

Bonus

$56 000

Points

35

$40 000

25

$80 000

50

Distance

120 km

30 km

20 km

Points

15

25

25

Raw Score

48

44

50

Points

24

22

25

74

72

100

1.

Summary of Scoring by Eligible Applications for a Woodlot Licence

Note: When using sending out this letter out to Applicant “A” the letter information is filled in like below, then the bonus Offer and total are filled in for the other bidders, this is done for each bidder

These are the results of the evaluation of applications for Woodlot Licence W# :

Applicant

A

B

C

Summary of Scoring by Eligible Applicants for Woodlot Licence W#

Bonus Offer

Bonus Points Distance y

Points

Private Lan

Raw Score Po d ints

Total

372,601 40.41

13.0 25.00 0.0 0 .0

421,567

422,040

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

Manager 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.

65.41

95.72

60.77

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Thank you for your interest in the Woodlot Licence Program in the (Name of Region or District) .

Yours truly,

DDM ec: (RM or DM Name), (Name of Region or District) (if applicable)

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2.

Successful Bidder

Thank you for your application of ( date ), for Woodlot Licence W # . I am pleased to advise you that you were the successful bidder for W # competition.

I am hereby offering you Woodlot Licence W

#

subject to the following condition(s):

1.

If you accept this offer, the submission of a management plan to the district manager of the Sunshine Coast District must be made within six months of receipt of this letter. The Management Plan content requirement is outlined within section 45 (1) (f) of the

Forest Act

. The Management Plan must include both the Crown and private land portions of the woodlot licence area.

2.

Failure to submit the management plan will result in forfeiture of the bid deposit.

The woodlot licence will be issued once the district manager has approved the management plan for the entire woodlot licence area. No operations may take place until the licence document has been issued and operational plans are approved.

3.

Prior to signing the licence document; please submit a certified cheque, money order or bank draft payable to the Minister of Finance for your bonus offer in the amount of $ ( $ ) as tendered in your application dated April 9, 2014.

4.

Also, annual rent will be required to be submitted. You will be advised on the amount of annual rent after the management plan has been approved. Annual rent must be submitted in the form of a certified cheque, money order or bank draft, payable to the Minister of Finance. The required annual rent is calculated by multiplying the rate specified in the regulations (currently

$0.60/m³) by the allowable annual cut (portion attributable to Crown land).

Please confirm within 10 business days your acceptance of this offer.

If you choose to decline the offer of woodlot licence W

#

, pursuant to section 13 of the Advertising, Deposits, Disposition and Extension Regulation, the $ ( $ ) bid deposit will be forfeited to the Crown.

Any questions or concerns regarding the process, or anything regarding W

#

can be directed to ( contacts name ) at ( phone

# )

or via email at ( email address )

Yours truly

DDM

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Note

: Timber mark designate for future Cutting Permits is:

(

check FTA under woodlot licence tenure

)

followed by

2 Alpha-characters

, of your choice. Under the timber marking regulations; you may not use ‘O or I’.

Attachments: Management plan template

Management plan handbook

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3.

Unsuccessful Bidder

I regret to inform you that your tender submitted for Woodlot Licence W

#

located on

( location ) was unsuccessful.

For your information the Woodlot has been offered to ( applicant name ).

As the offer has yet to be accepted the following two choices regarding your deposit are available:

1.

You may request return of your deposit with the recognition that you will be deemed to be withdrawn from this process, or

2.

You may leave your deposit in place until the offer has been accepted by the successful applicant.

If you have any questions or concerns regarding the process of W

#

please contact the undersigned at ( phone

# )

or via email at ( email address )

Thank you for your interest in the Woodlot Licence Program in the ( district name ).

Yours truly,

DDM

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Section 3: Timber Tenures – Woodlot Licence

4.

Initial Cover Letter

Please complete and sign or, if applicable, impress your common seal, the attached document, printing licensee and witness names in full under respective signatures, and return document to this office ( along with the first year’s annual rent in the amount of $# ), within 30 days for final execution by the district manager. Your copy will then be returned to you.

Your security deposit of $1,000.00 will be held until termination of the licence in accordance with Part 12.00 Financial and Deposits, Paragraph 12.02 of the document.

Please submit a certified cheque, money order or bank draft payable to the Minister of

Finance for your bonus offer in the amount of $ ($ amount) as tendered in your application dated (date) .

The required annual rent is calculated by multiplying the rate specified in the regulations (currently $0.60/m

3

) by the allowable annual cut (portion attributable to

Crown land) approved in the management plan.

Please submit a certified cheque, money order or bank draft, payable to the Minister of Finance, for the annual rent in the amount of $ ($ amount) (# of m

3 x $0.60).

Yours truly

RC

Attachments

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Section 3: Timber Tenures – Woodlot Licence

5.

Final Cover Letter

Attached is your completed copy of Woodlot Licence Number W# . Your Mark

Designate for this licence is (designated mark) .

Before carrying out operations on this area, please read your document and be prepared to comply with all conditions set out therein.

If you have any questions please contact (Name) , Tenures Forester at (Phone #) or email (email address) .

Yours truly

RC

Attachment

(date)

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Section 3: Timber Tenures – Woodlot Licence

6.

Replacement Offer

I am writing in regards to Woodlot Licence W# . Woodlot licences are replaced on the tenth anniversary with another 20 year licence if permitted. In accordance with section 46 of the

Forest Act

, I hereby offer the attached replacement document for

Woodlot Licence W# .

Please review this document and if there are any problems, notify the undersigned within three months of the date of this offer.

If you accept this offer, please sign or, if applicable, impress your common seal, the document, obtain witness signature and return to this office for final execution by the district manager. Your copy will then be returned to you.

Yours truly

RC

Attachment

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Section 3: Timber Tenures – Woodlot Licence

7.

Suspension Letter

As stated in the letter sent to you by registered mail on (date) , you are required, as a

Woodlot Licence holder, to pay annual rent to the government according to section 111 of the

Forest Act

.

In the letter, you were instructed to pay the $ ($ amount) owed on your annual rent by

(date) or the Woodlot Licence deposit would be applied to the outstanding annual rent. In accordance with section 76(1)(c) of the

Forest Act

, a Woodlot Licence is subject to suspension if the deposit is not paid in full.

As stated in the letter dated (date) , the licence is considered to be in non-compliance and is subject to suspension under section 76 (1)(c

)

of the

Forest Act

if the deposit is not repaid within (# of days).

Consequently, Woodlot Licence W# is hereby suspended as the licence is in non- compliance due to the legislated requirement to have the deposit paid in full.

Once the deposit is paid in full the Woodlot Licence will be reinstated. If there is still annual rent owing once the deposit is repaid, the deposit will again be used to pay the amount owing, resulting in a further suspension of W# .

As per section 76 (3) of the

Forest Act

the suspension will take effect (date) days from the date this notice is served. During this time you may request an opportunity to be heard regarding the suspension of your rights under the woodlot licence.

If you have any further questions regarding annual rent or your deposit, please contact

(Name) at (Phone #) or email (email address) .

Yours truly

DM or DDM

Attachment

8.

Cancellation Posting

Cancellation 77

1.

If rights under an agreement are under suspension under section 76 (1) or (2) (a) the minister or a person authorized by the minister may cancel the agreement if it is a community forest agreement, (b) the chief forester may cancel the agreement if it is a tree farm licence or pulpwood agreement, (c) the regional manager may cancel the agreement if it is of a type other than an agreement referred to in paragraph (a) or (b) of this subsection, (d) the district manager may cancel the agreement if it is of a type other than a forest licence or an agreement referred to

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Section 3: Timber Tenures – Woodlot Licence

in paragraph (a) or (b) of this subsection, and (e) the regional manager or district manager may cancel a road use permit granted for the agreement to the holder of the agreement.

1.1 If rights under an agreement are under suspension under section 76 (1.1), the minister or a person authorized by the minister may cancel the agreement or a road use permit granted for the agreement to the holder of the agreement.

2.

At least 3 months before cancelling an agreement or road use permit the minister, person authorized by the minister, chief forester, regional manager or district manager, as the case may be, must serve on its holder a written notice of cancellation specifying the grounds of cancellation and the day on which cancellation takes effect.

3.

If within 30 days after a notice of cancellation has been served the holder so requests, the minister, person authorized by the minister, chief forester, regional manager or district manager, as the case may be, must give the holder an opportunity to be heard.

4.

A notice of cancellation may be rescinded or the day on which a cancellation takes effect may be postponed.

5.

Notice of a cancellation

must be published in the Gazette.

In accordance with section 77 of the

Forest Act

, the District Manager of the (Name)

District is giving notice that he has served (Name) , the holder of Woodlot Licence

No. W# with a "Notice of Cancellation" for failure to pay annual rent for this licence located in the (Name) District. The licence cancellation will be effective (date).

For more information contact

(Name)

at the above address or Phone #.

(Insert Logo)

Signature of Expense Authority

Responsibility Service Line

Date

Stob

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3.2

3.2.1

Cutting Permit (CP)

Introduction

Section 3: Timber Tenures – Cutting Permit

Cutting Permit File Designations

Community Forest Agreement

Forest Licence Non-Replaceable

Forest Licence Replaceable

Forestry Licence to Cut

Timber Licence

Tree Farm Licence

Woodlot Licence

19460-40 (Operational)

19510-40 (Operational)

19500-40 (Operational))

19545-40 (Operational)

19580-40 (Operational)

19700-40 (Operational)

19720-40 (Operational)

19460-45 (Legal)

19510-45 (Legal)

19500-45 (Legal)

19545-45 (Legal)

19580-45 (Legal)

19700-45 (Legal)

19720-45 (Legal)

The Cutting Permit document is signed only by the Ministry of Forests, Lands and

Natural Resource Operations 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

FTA

BC OnLine

CLIENT

Legislation

Forest Act

, section 47.6

Link

Timber Tenures

Online Classroom for Postponements

Manual

Cutting Permit and Road Tenure Administration Manual

Forms

SharePoint Tenure Forms

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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

:

Access

ARM

If you get an “Exception Error” screen, click on

Refresh

on the browser.

Select

Select

Account Inquiry

and click on

Account Summary

Enter

and click on

.

Enter

.

Enter the keyboard.

Client Number

and

Location Code

, and press <

Enter

> on your

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer, [email protected]

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.

Check the client’s status in

CLIENT

:

Access

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

:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good

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you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

View Corporate Summary

.

Print a copy of the summary if appropriate.

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

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 more than one Cutting Permit template.

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

Forest Licence

Timber Licence

Woodlot Licence

39/

50

EB7

520

TAM

HCC

WBL

KDD

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9.

Print (if appropriate) the Cutting Permit document and check it for accuracy.

10.

Update

FTA

Access

FTA

Click on

Inbox

at the top of the screen. If you know the click on

Go

. Otherwise, follow these steps:

File ID

, specify it and

For

Exclude BCTS

Click on the

Click on

Go

.

, select

File ID

Yes

. radio button.

Find your

Cutting Permit

Ensure that the

CP

. submitted in

ESF

has been cleared. If it has, the

(Approved) button on the left is available.

APP

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 (if appropriate), 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 (if appropriate), 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

Access

FTA

Click on

Inbox

at the top of the screen. If you know the click on

Go

. Otherwise, follow these steps:

File ID

, specify it and

For

Exclude BCTS

Click on the

Click on

Go

.

, select

File ID

Yes

. radio button.

Find your

Cutting Permit

in the

File ID

column and click on it.

In the Tenure screen, enter the required information.

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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.

Note: To delete an S-link you must select delete on the screen and then update notes. Entering an end date does not stop the S-link

Click on the

Enter the

Click on the down arrow and select

Enter the

Assc. Client

Client Number

Start Date

tab. and the appropriate and click on

Save

.

Location Code

.

S - Appraisals and Billing Mail

.

Click on the

Click on the

Tenure

Back

tab to return to the Tenure screen. button to return to the

Insert customized text if appropriate.

Inbox

On the right side of the screen, click on the

.

APP

(Approved) button.

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.

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3.2.3

Extending Cutting Permit

1.

Expiry

The Ministry of Forests, Lands and Natural Resource Operations 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 3.2.8:

Cutting Permit Sample Letters

, print (if appropriate), the expiry notice, send it to the licensee, and place a copy on the file.

Note: A CP may be extended upon application if it is still in effect on the date of application and if the original term plus extensions do not exceed 4 years.

An exception to this rule may apply to CPs that were in effect on

November 4, 2003.

2.

Extension

Cutting Permits extension requests submitted in a form acceptable to the district manager may be extended in accordance with the Advertising, Deposits, Disposition and Extension Regulation Part 4 . To extend a Cutting Permit, the holder of the permit must pay the government an extension fee, unless a request to waive the fee ha s been submitted and approved in accordance with section 58.1(6) of the

Forest Act.

For more details,

Section 3.2.8: Cutting Permit Sample Letter

and section 2.10.3 of the Cutting Permit and Road Tenure Administration Manual

Note: The licensee is given the formula to calculate the fee (the forester could assist), the licensee is to be advised that they need to send in a formal application along with the fee, the District Manager either accepts it or rejects it.

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

:

Access

ARM

If you get an “Exception Error” screen, click on

Refresh

on the browser.

Select

Select

Account Inquiry

Account Summary

Enter the keyboard. and click on

Client Number

and click on and

Enter

.

Enter

Location Code

.

, and press <

Enter

> on your

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:

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Section 3: Timber Tenures – Cutting Permit

Forest Revenue Operations, Collection Officer

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.

2.

Check the client’s status in

CLIENT

:

Access

CLIENT

.

Ensure that the address, phone number, and other details are correct (see

Section 1.4.4: Updating a Client

).

3.

Check to ensure that that the client is in good standing in

BC OnLine

:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

View Corporate Summary

.

Print a copy of the summary if appropriate.

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 3.2.8:

Cutting Permit Sample Letters

).

6.

Update the Cutting Permit in

FTA

:

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Access

FTA

Click on the

Click on the

Enter the

Click on

File number

Go

.

Tenures

tab and select

CP/Mark

tab. and the

Scroll down and click on the

CP/HVA ID

Details

Tenure

button. from the drop-down list. number.

Enter the

Extended Date

and

Reason

, and click on

Save

.

7.

Distribute the extension letter:

 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 3.2.8: 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:

Access

FTA

Click on

Inbox

at the top of the screen.

Specify the

File ID

and click on

Go

.

Find your

Cutting Permit

in the

File ID

column and click on it.

Check to ensure that the amendment has been cleared. If it has, the

(Approved) button on the left is available.

APP

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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 (if appropriate), 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 (if appropriate), the regenerated Exhibit A map and attach it to the amendment letter.

4.

Have the amendment letter signed by the DDM.

5.

Access

FTA

Click on

Inbox

Specify the at the top of the screen.

File ID

and click on

Go

.

Find your

Cutting Permit

Click on the

APP

in the

Type a message if required and

File ID

Save

. column and click on it.

(Approved) button on the left of the screen.

6.

Distribute the letter:

 in accordance with local District procedures

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3.2.5

Closing Cutting Permit

Section 3: Timber Tenures – 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 in accordance with local District procedures.

2.

Update the Cutting Permit in

FTA

:

Access

FTA

Click on the

Click on the

Enter the

Click on

File number

Go

.

Tenures

tab and select

CP/Mark

tab. and the

Scroll down and click on the

CP/HVA ID

Details

Tenure

from the drop-down list. number. 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 it is the Resource Clerks responsibility in your District, when the Cutting Permit status has been changed to

HC

and saved, then you will need to 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.

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3.2.6

Surrendering Cutting Permit

Section 3: Timber Tenures – 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.

A cutting permit may be surrendered, however, all cut blocks in the cutting permit will be subject to the "take or pay" rules as described in the Provincial Logging Residue and

Waste Measurement Procedures Manual and applicable cut control charges.

If it is recommended that the Cutting Permit be closed, follow these steps:

1.

Prepare a surrender letter, have it signed by the DDM and distribute it in accordance with local District procedures.

( see

Section 3.2.8: Cutting Permit Sample Letters

).

2.

Update the Cutting Permit in

FTA

:

Access

FTA

Click on the

Tenures

tab and select

Tenure

from the drop-down list.

Click on the

Enter the

Click on

File number

Go

.

CP/Mark

tab. and the

Scroll down and click on the

CP/HVA ID

Details

number. button. Then click on

Cut Blocks

.

Ensure that all the Cut Block statuses are at

LC

(logging complete) or

S

(silviculture) and that the logged area is 0.0. 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

HC

(logging complete and obligations completed as required by Cutting Permit).

Note: The status of HC is fine because although no harvesting has occurred.... the permit is closed. If you feel you must use HX status which means cancelled for a forest act violation, advise has been given that it’s okay to use that status and put in

really really

good notes as to why you used HX.

The problem is that at the HX status you can’t retire anything.....so the workaround is, you have to put all the blocks at LC, the CP at HC and retire it,.... then go back and change the status to HX (don’t forget to put in

really really

good notes as to why you used HX).

Click on

Save

.

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Section 3: Timber Tenures – Cutting Permit

3.

If it is the Resource Clerks responsibility in your District, when the Cutting Permit status has been changed to

HC

and saved, then you will need to 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.

3.2.7

Postponing or Rescinding Cutting Permit

Cutting Permit and Road Tenure Administration Manual

http://www.for.gov.bc.ca/ftp/hth/external/!publish/web/publications/CPRT-Admin-

Manual.pdf

CP Postponement Guide

http://www.for.gov.bc.ca/ftp/his/external/!publish/OnLineClassroom/FTA_ESF/CP%2

0%20PostPonement/CP-Postponement-Guide-V_1.1.pdf

Date & Time duration (useful for, when you need to know the number of days)

http://www.timeanddate.com/date/duration.html

1.

Postponement

If it is recommended that the Cutting Permit be

postponed

, follow these steps.

1.

Type the postponement letter (see

Section 3.2.8: Cutting Permit Sample Letters

).

2.

Have the letter signed by the DDM and distribute it:

 in accordance with local District procedures

3.

Update the Cutting Permit in

FTA

:

Access

FTA

Click on the

Tenures

tab and select

Tenure

from the drop-down list.

Click on the

Enter the

Click on

CP/Mark

File number

Go

.

Scroll down and click on the

Then go to the FTA the process given. tab. and the

CP/HVA ID

Details

button. number.

Cutting Permit Postponement Guide page 10 and follow

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Section 3: Timber Tenures – Cutting Permit

2.

Rescindment

If it is recommended that the Cutting Permit be

rescinded

, follow these steps.

1.

Type the rescindment letter (

see Section 3.2.8: Cutting Permit Sample Letters

).

2.

Have the letter signed by the DDM and it:

 original to licensee copy to legal file other copies in accordance with local District procedures

3.

Update the Cutting Permit in

FTA

:

Access

FTA

Click on the

Click on the

Enter the

Click on

Go

Clear the “

.

Tenures

tab and select

CP/Mark

File number

tab. and the

Scroll down and click on the

Postpmt Term

Details

Tenure

CP/HVA ID

button. from the drop-down list. number.

” field (not postpmt date fields)

Enter the effective date of the rescindment in the “

Postpmt Expires

This date must be today’s date or earlier and must match the date on the letter,

(cannot be earlier than the effective date of the postponement).

” field.

Click the

“Rescinded?”

checkbox

Go to the bottom of the page and click on the

For more information go to the FTA

Cutting Permit Postponement Guide page 11 .

“Save”

button.

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Section 3: Timber Tenures – Cutting Permit

3.2.8

Cutting Permit Sample Letters

See also

Section 2.6: Helpful Hints on Preparing 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.

Extension Request Waiving Fees

Thank you for your letter dated (date) where you requested extension to (tenure) ,

Cutting Permit (#) . I understand from the information included in your letter that you are not able to complete harvest on this cutting permit due to forest health issues present in Cutting Permit (#) . Given this I am here by approving your request for a

(term) year(s) extension. This permit will now expire on (date) .

In accordance to the

Forest Act

section 58.1(6) you may apply to the Regional

Executive Director (RED) to waive the extension fees. The following process outlines how the extension and application for waiver fees will transpire:

1.

The licensee sends request complete with rationale for cutting permit extension to the District Manager.

2.

The District Manager extends the cutting permit if he agrees with rationale for extension.

3.

The licensee sends the request for waiving of the extension fee to the RED along with their rationale. This request must be submitted within 30 days after their request to the District for extension of the CP. (

Forest Act

section 58.1.(6.1)).

4.

The Regional Tenures staff will review licensee’s rationale with the licensee and

District staff to verify the facts. The Regional Tenures staff will ensure the CP has been extended by the District Manager.

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Section 3: Timber Tenures – Cutting Permit

5.

The Regional Tenures staff will present a decision Briefing Note to the RED for his decision.

6.

The Regional Tenures staff will communicate the decision to the licensee with cc: to the District Manager. The Regional Tenures staff will forward the decision to the Regional Revenue section with billing instructions.

If you have any questions please contact ( contacts’ name, phone/fax #, email address ).

Yours truly,

RC

3.

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)

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Section 3: Timber Tenures – Cutting Permit

4.

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

5.

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

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Section 3: Timber Tenures – Cutting Permit

6 CP Surrender Letter

Reference is made to (tenure type) Cutting Permit (#) . This letter is confirmation this cutting permit has been successfully surrendered.

This permit is now considered terminated as of this date. However, you are still required to perform all other obligations you may have under your agreement or legislation.

Yours truly,

DDM

7 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

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Section 3: Timber Tenures – Cutting Permit

8. 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

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Section 3: Timber Tenures – Forestry Licence to Cut

3.3

3.3.1

Forestry Licence to Cut (FLTC)

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

ARM

FTA

BC OnLine

CLIENT

Legislation

Forest Act

Links

Licence to Cut Administration Manual

Forest Tenures

Forms

SharePoint Tenure Forms

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Section 3: Timber Tenures – Forestry Licence to Cut

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 m

3

 see https://spc-flnr.gov.bc.ca/hthAdmin/default.aspx

FLTC Max 50 m

3

- Usually cash sales for which the tenure number begins with the letter D.

FLTC Max 500 m

3

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

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

FLTC (with CP)

 part of “Timber Sale Licence (Major) Conversion” under

Forest

Revitalization Act

 replaceable

 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

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Section 3: Timber Tenures – Forestry Licence to Cut

Forestry Licence to Cut

– continued

FLTC CP

FLTC Licence Type

FLTC Community Interface

FLTC Max 2,000 m

3

FLTC under Pulpwood Agreement (no CP)

Unique Requirements

 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

 cutting authority for FLTC with CP

Forest Act

, Section 47.6 (2)(c) and Forestry Licence to Cut Regulation, Section 2

 standard FLTC used for Small Scale Salvage

 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

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Section 3: Timber Tenures – Forestry Licence to Cut

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

:

Access

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.

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 applicant is a company:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

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.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

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Section 3: Timber Tenures – Forestry Licence to Cut

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

View Corporate Summary

.

Print a copy of the summary if appropriate.

3.

Check the applicant’s status in

ARM

:

Access

Select

Select

ARM

If you get an “Exception Error” screen, click on

Account Inquiry

Account Summary

Enter the keyboard. and click on

Client Number

and click on and

Enter

.

Enter

Location Code

.

Refresh

on the browser.

, and press <

Enter

> on your

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer

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.

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:

Access

In the

FTA

Click on the

Tenures

File Type

Click on drop-down box, select

Add New

. tab and select

Enter the mandatory information:

Add Tenure

Zone

B07

, from the drop-down list. for Forestry Licence to Cut.

Submit Spatial Later

,

Purpose

Type

. Check

Payment Method

,

Compliance Method

and

Instrument

.

,

Quota

You

must

change

Payment Method

to

C - Cash

if it is a cash sale.

Then

Save

the data. This will generate a tenure number beginning with the letter D.

Record the number on the application.

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For B07 (invoiced) application NOT submitted through ESF:

If the applicant is in good standing, create a tenure number in

FTA

if appropriate:

Access

FTA

Click on the

In the

File Type

Click on

Tenures

Add New

. tab and select

Add Tenure

drop-down box, select

B07

from the drop-down list. for Forestry Licence to Cut.

Enter the mandatory information:

Zone

,

Submit Spatial Later

,

Purpose

,

Quota Type

. Check

Payment Method

,

Compliance Method

and

Instrument

.

Choose Payment Method

:

A – Automatic Invoice or M – Manual Invoice

.

Then

Save

the data. This will generate a tenure number.

Record the number on the application.

For B07 (invoiced) 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.

Access

FTA

Click on

Inbox

at the top of the screen.

If you know the steps:

File ID

, specify it and click on

Go

. Otherwise, follow these

For

Exclude BCTS

Click on the

Click on

Go

Find your

.

, select

File ID

Yes

. radio button.

Forestry Licence to Cut

and go to the click on the tenure number under

File ID

and it will take you to the Tenure screen.

Record the 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

Review the document for accuracy.

SharePoint site

Complete the Forestry Licence to Cut document and print (if appropriate).

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Prepare and print (if appropriate), the cover letter, one without hidden text for the licensee and one with hidden text for the legal file.

7.

Notify the licensee by mail, e-mail, or phone to sign the document and make the required payment (if applicable for cash sale or deposit).

8.

If it is a cash sale, the payment is made in the form of a certified cheque, bank draft, money order, 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

).

9.

If a deposit is required, personal cheques are

not

acceptable. The deposit must be in the form of a certified cheque, bank draft, or money order payable to the Minister of

Finance or a Letter of Credit (letters of credit must contain the evergreen clause verbatim - see section 1.5.5 (5)).

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.

10.

Process the payment as outlined in

Section 1.5.4: Procedures for Receipt of

Payments

.

11.

Ensure that the licensee has signed or sealed the licence document, and that the signature has been witnessed.

12.

Obtain the DDM’s signature, and witness the signature.

13.

Distribute the documents:

 in accordance with local District procedures, attach Logging Tax information and any other applicable information (i.e., mark site designation)

14.

Update

FTA

:

For Approved B07 NOT submitted through ESF:

Access

FTA

Click on the

Specify the

Tenures

File ID

tab and select and click on

Go

.

Tenure

from the drop-down list.

Click on the

Click on the

Click on the

Save

.

Sale Info

tab, enter the mandatory information, and

Assc. Client

Assc. Files

Save

tab, enter the appropriate information, and

.

Save

. tab if applicable, enter the appropriate information, and

Click on the

Tenure

tab, enter

Effective Date

mandatory information, and

Save

. and

Term

, check the other

Change the

File Status

to

PI

and

Save

.

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Section 3: Timber Tenures – Forestry Licence to Cut

Then change the

File Status

to

HI

and

Save

.

For Approved B07 (invoiced) submitted through ESF:

Access

FTA

Click on

Click on

Inbox

File ID

at the top of the screen.

, specify it and click on

Go.

Click on the Forestry Licence to Cut number and it will take you to the Tenure screen.

Click on the

Click on the

Sale Info

tab, enter the mandatory information, and

Assc. Client

Save

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:

Effective Date

,

Term

,

Zone

,

Quota Type

,

Compliance Method

and

Instrument, and Save.

Note: The

File Status

will change automatically once the tenure is approved.

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 Forestry Licence to Cut (#) has now been issued.

Click on

Ok

.

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Section 3: Timber Tenures – Forestry Licence to Cut

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

outlined in

Section 2.2: FS 3 Amendment

.

, you must prepare an FS 3 Amendment as

Depending on the nature of the amendment, it may be necessary to update

FTA

:

Access

FTA

Click on the

Tenures

tab and select

Tenure

from the drop-down list.

Specify the

File ID

and click on

Go

.

Enter the appropriate information and

Save

.

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3.3.5

Closing Forestry Licence to Cut

Decision Matrix for Closing FLTC

If No

Proceed to #2.

Question If Yes

1. Is this FLTC a Professional

Salvage?

2. Is this an early termination?

3. Are we holding a deposit on this FLTC?

Obtain Post-Harvest Report from licensee.

Proceed to #2.

Obtain surrendered licence.

Change

FTA

status to

LC

if loggin g is

“complete” as defined in #5 below.

Prepare FS 45D for release of depo sit.

Proceed to #4.

Change

FTA

status to

LC

.

Proceed to #3.

Proceed to #4.

4. Complete closure steps. Prepare and distribute closure letter.

Send FS 45D with letter to Forest Revenue Operations, and place copy on legal file.

When completed FS 45D is returned by Forest Revenue Operations, file it.

If Yes If No Question

5. Is harvest “complete”?

All obligations met, all scale in, (waste billing done if applicable).

Change

FTA

status to

HC

. Change

FTA

status to means cancelled for a

HC

. (If you feel you must use HX status which

Forest Act

violation, advise has been given that it’s okay to use that status

and put in really really good notes as to why you used HX

. The problem is that at the HX status you can’t retire anything.....so the workaround is, you have to put all the blocks at LC, the CP at HC and retire it,.... then go back and change the status to HX

(don’t forget to put in really really good notes as to why you used HX)

.

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Update

FTA

Click on the

Specify the

File ID

Click on the

Tenures

tab and select and click on

Assc. Files

Go

tab, make note of any associated files, and close them in accordance with local procedures.

.

Tenure

from the drop-down list.

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.

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3.3.6

Forestry Licence to Cut Sample Letters

Section 3: Timber Tenures – Forestry Licence to Cut

See also

Section 2.6: Helpful Hints on Preparing 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 or, if applicable, impress your common seal, the licence document, have signature witnessed, and

return it 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

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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 or, if applicable, impress your common seal, the licence document, have signature witnessed, and

return it 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 document has 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

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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 deposit.

Yours truly,

DDM pc/ec : Ministry of Finance, Victoria, Attention: (revenue contact)

Note: An FS 45D must be completed and sent to Finance to release deposit. See FS 45D for instructions.

See also

Section 2.4: Full Release of Security Deposit

.

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Section 3: Timber Tenures – Occupant Licence to Cut

3.4

3.4.1

Occupant Licence to Cut (OLTC)

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

ARM

FTA

BC OnLine

CLIENT

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Section 3: Timber Tenures – Occupant Licence to Cut

Link

Licence to Cut Administration Manual

Timber Tenures

Legislation

Forest Act

Forms

SharePoint Tenure Forms

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Section 3: Timber Tenures – Occupant Licence to Cut

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

:

Access

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: The Application for Crown Land 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

.

8.

If the applicant is a company:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. radio button and click on

Submit

.

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Section 3: Timber Tenures – Occupant Licence to Cut

Note: When using this system, you must always use the

Submit

button. Never use the <Enter> button on your keyboard.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

View Corporate Summary

.

Print a copy of the summary if appropriate.

9.

Check the applicant’s status in

ARM

:

Access

ARM

If you get an “Exception Error” screen, click on

Refresh

on the browser.

Select

Select

Account Inquiry

Account Summary

Enter the keyboard. and click on

Client Number

and click on and

Enter

.

Enter

Location Code

.

, and press <

Enter

> on your

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer

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.

If the applicant’s

ARM

status is acceptable, continue as indicated below.

10.

Ensure that the expiry date does not extend beyond the expiry date on the occupational tenure document.

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Section 3: Timber Tenures – Occupant Licence to Cut

11.

Forward the application to the appropriate section for review.

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 (if appropriate), two copies and review the document for accuracy.

Prepare and print (if appropriate), two copies of the initial cover letter, one without hidden text for the licensee and one with hidden text for the legal file.

13.

Access

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

.

Click on the

Click on

Go

.

File ID

radio button.

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

cleared. If it has, the

APP

(Approved) button on the left is available. has been

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 (if appropriate), 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 (if appropriate), the regenerated Exhibit A and attach it to the tenure document, replacing the old version(s) with the new one(s).

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Section 3: Timber Tenures – Occupant Licence to Cut

14.

Notify the licensee by mail, e-mail, or phone to sign the documents and make the required payment (if applicable for deposit).

15.

Send the document package to the applicant for

witnessed signature

.

16.

If a deposit is required, personal cheques are

not

acceptable.

The deposit must be in the form of a certified cheque, bank draft, or money order payable to the Minister of Finance or a Letter of Credit (letters of credit must contain the evergreen clause verbatim - see section 1.5.5 (5)).

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 the document is returned, check for the witnessed licensee signature, and for the deposit if applicable.

18.

Process the payment as outlined in

Section 1.5.4: Procedures for Receipt of

Payments

.

19.

Obtain the DDM’s signature, witness the signature, and distribute the documents:

 in accordance with local District procedures, attach Logging Tax information and any other applicable information (i.e., mark site designation).

20.

Update

FTA

:

Access

FTA

Click on

Inbox

at the top of the screen. If you know the click on

Go

. Otherwise, follow these steps:

File ID

, specify it and

For

Exclude BCTS

Click on the

Click on

Go

.

, select

File ID

Yes

. radio button.

Find your

Occupant Licence to Cut

Click on the

Click on the

Assc. Client

Assc. Files

and go to the Tenure screen. tab, enter the appropriate information, and tab if applicable, enter the appropriate information,

(i.e. the Licence of Occupation issued by Lands) , and then

Save

.

Save

.

Click on the

Tenure

tab, enter the mandatory information, and

Do not change the status. The tenure is approved.

File Status

Save

. will change automatically once the

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Section 3: Timber Tenures – Occupant Licence to Cut

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 Occupant Licence to Cut (#) has now been issued.

Click on

Ok

.

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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 the FS 3 is returned, check to ensure that the licensee signature has been witnessed.

5.

Obtain the DDM’s signature and distribute the document:

 in accordance with local District procedures

6.

Update the Occupant Licence to Cut dates in

FTA

.

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Section 3: Timber Tenures – Occupant Licence to Cut

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 deposit).

5.

Send the amendment to the applicant for

witnessed signature

.

If a deposit is required, personal cheques are

not

acceptable. The deposit must be in the form of a certified cheque, bank draft, or money order payable to the Minister of

Finance or a Letter of Credit (letters of credit must contain the evergreen clause verbatim - see section 1.5.5 (5)).

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 the document is returned, ensure that the licensee signature is witnessed, and ensure that the deposit has been submitted (if applicable).

7.

Process the payment as outlined in

Section 1.5.4: Procedures for Receipt of

Payments

.

8.

Obtain the DDM’s signature, witness the signature, 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

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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 (if appropriate), 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:

 in accordance with local District procedures

3.

If applicable, follow the procedures outlined in

Section 2.4: Full Release of

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.

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4.

Update

FTA

:

Access

FTA

Click on the

Tenures

tab and select

Tenure

from the drop-down list.

Specify the

File ID

Click on the and click on

Assc. Files

can close them too.

Go

. tab and make note of any associated files so that you

Ensure that all the Cut Blocks statuses are at

S

(Silviculture).

LC

(logging complete) or

Change the

Click on

File Status

Save

. to

HC

.

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.

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3.4.6

Occupant Licence to Cut Sample Letters

See also

Section 2.6: Helpful Hints on Preparing Letters

.

1.

OLTC Initial Cover Letter Requesting Signatures

Your application dated (date) has been approved. Please find enclosed Occupant

Licence to Cut L (#) covering (lease/licence name/#) .

Sign or, if applicable, impress your common seal, the licence document, have your signature witnessed and return it 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

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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

Note: An FS 45D must be completed and sent to Finance to release deposit. See

FS 45D for instructions.

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

Note: An FS 45D must be completed and sent to Finance to release deposit. See

FS 45D for instructions.

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3.5

3.5.1

Special Use Permit (SUP)

Introduction

Special Use Permit File Designations

19570-20 (Operational) 19570-25 (Legal)

A Special Use Permit (SUP) provides the holder with non-exclusive authority to occupy and use an area of Crown land located within a Provincial Forest. SUPs are issued by

District Managers in accordance with the Provincial Forest Use Regulation, which is under the

Forest Practices Code of BC Act

. SUPs alone

cannot provide timber harvesting authorization

(see Section 3.5.2 for harvest authority on SUPs).

Section 7 of the Provincial Forest Use Regulation lists the uses of Crown land that can be authorized under an SUP. These include roads, sand/gravel pits and rock quarries, logging camps, log dumps, dry land sorts and others. In most cases SUPs are issued to forestry clients to enable them to conduct forestry-related operations. However, there are exceptions including the issuance of an SUP for roads to allow mineral tenure holders to access their claim in accordance with the

Mineral Tenures Act

, SUPs issued related to independent power producers (IPPs) and SUPs issued for Research Forests. In general though, SUPs are issued for Forestry uses and

Land Act

Tenures are issued for non- forestry use of Crown land.

Section 8 and 9 of the Provincial Forest Use Regulation requires that: 1) an applicant for an SUP cannot have been authorized under another enactment to use the same area of

Crown land, 2) an application for an SUP be made in writing to the District Manager, and

3) the applicant must submit a plan that sets out how the land will be used. These sections also require that the District Manager issue an SUP if they are of the opinion that it will not impair the management and conservation of forest resources and will not impair the ability of agreement holders under the

Forest Act

or

Range Act

to exercise their rights or fulfill their obligations under the agreement.

The Provincial Forest Use Regulation allows the District Manager to require the permit holder to submit a deposit to ensure that the conditions of the permit are met. The deposit must be in the form of “money or securities acceptable to the District Manager”.

Deposits for SUPs can be linked to a major licence deposit. See Section 2.0 of the SUP

Admin Guide for more information on SUP deposits.

Annual rent is payable to the Minister of Finance. Rent rates are based on policy and vary among the Areas.

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Special Use Permits are subject to taxation. When a Special Use Permit is issued, the BC

Assessment Authority is advised by way of SUP Issuance Cover Letter, see Section 3.5.7:

Letter 4--SUP Issuance Cover Letter.

Systems

ARM

CLIENT

FTA

GBS

BC OnLine

Legislation

Forest Practices Code of British Columbia Act

- Section 2(5)

Provincial Forest Use Regulation

Links

Timber Tenures

Manuals

Annual Rent Billing Procedures

Special Use Permit Administration Guide

Forms

SharePoint Tenure Forms

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3.5.2

SUP and OLTC Combination

A Special Use Permit may require timber harvesting in order to fulfill its purpose. For example, timber may need to be cut and removed to access gravel deposits on a Special

Use Permit for a gravel pit. If timber must be cut on an SUP area, the holder must obtain an Occupant Licence to Cut (OLTC).

If the applicant knows that timber will need to be cut at the time of the SUP application, they should apply for an OLTC together with the application for a Special Use Permit.

This will streamline the District review. If both applications are not received and it appears likely that timber will need to be cut on the SUP, advise the applicant to submit the missing OLTC application.

Holders of major licences may apply for Cutting Permit authority instead of an OLTC if the SUP area is within the agreement area for the major licence. For example within the boundaries of a TFL, or within the TSA of a Forest Licence issued within that TSA.

3.5.3

Issuing a Special Use Permit

1.

When the application is received, check to ensure that the applicant is in good standing in

CLIENT

:

Access

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.

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 applicant is a company:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standing the following will show on the screen

This company is not in good

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you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

View Corporate Summary

.

Print a copy of the summary if appropriate.

3.

Check the applicant’s status in

ARM

:

Access

ARM

If you get an “Exception Error” screen, click on

Refresh

on the browser.

Select

Select

Account Inquiry

Account Summary

Enter the keyboard. and click on

Client Number

and click on and

Enter

.

Enter

Location Code

.

, and press <

Enter

> on your

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, 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.

If the applicant’s

ARM

status is acceptable, continue as indicated below.

4.

Forward the application to the appropriate section for review.

5.

If the application does not contain a plan for how the area will be used, or the plan is considered inadequate by staff request a plan from the applicant (see Section 5.4 of the SUP Admin Guide for a template letter).

6.

If the application is approved:

Download the Special Use Permit template from the SharePoint site: (be sure to use the right template i.e. pre or post) (generic timber tenure documents)

Complete the Special Use Permit document as pre recommendations/application and then forward to staff for inclusion of conditions the SUP is subject to and the

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 deposit amount (see the SUP Admin Guide for more information). Once the SUP document is complete, print and review document for accuracy. Forward to staff for a final check. (if applicable).

Prepare and print the cover letter (if applicable), one without hidden text for the licensee and one with hidden text for the legal file. In the cover letter request either an SUP deposit, or an indication of the major licence the SUP will be linked to, or both. See Section 2.0 of the SUP Admin Guide for information. Also indicate that the first year’s annual rent must be paid.

7.

Access

FTA

Click on

Inbox

at the top of the screen. If you know the click on

Go

. Otherwise, follow these steps:

File ID

, specify it and

For

Exclude BCTS

Click on the

Click on

Go

Find your

.

, select

File ID

Yes

Special Use Permit

.

. radio button.

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 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 (if appropriate), 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).

Send the SUP and cover letter to the applicant for signing.

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8.

9.

If after 30 days, the applicant has not returned the signed SUP documents and deposit/annual rent (if applicable), send a letter notifying the applicant that

Government assumes they are no longer interested in the SUP (see Section 3.5.7

Sample letter—Withdrawn offer).

If the signed SUP document and deposit/rent (if applicable) is received from the applicant, initiate the rent bill (if rent has not been submitted with the signed documents). SUP rent rates vary from Area to Area. For guidance on preparing the annual rent letter, see

Section 3.5.7: Special Use Permit Sample Letters

)

Note: that the first year can be manually billed by sending an email to “billing” see below to see what should be included in the email, also see

Section 2.3.6

Annual Billing for Special Use Permits and Woodlot Licences for more info.

permit/tenure # client/location# and client name time frame to be billed: i.e. May 1, 2013 to April 30, 2014,

Amount $

Subject Line: First year annual rent on SUP S# from (date e.g. May 1, 2013 to April 31, 2014).

Process the payment as outlined in

Payments

.

Section 1.5.4: Procedures for Receipt of

When the signed SUP arrives ensure that the permit has been signed or, if applicable, impress with a common seal, and the correct deposit has been provided.

Obtain the DDM’s signature.

Distribute the documents in accordance with local District procedures (send a copy to BC Assessment Authority if applicable).

Update

FTA

Click on

:

Inbox

If you know the steps: at the top of the screen.

File ID

, specify it and click on

Go

. Otherwise, follow these

For

Exclude BCTS

Click on the

Click on

Go

Find your

.

, select

File ID

Yes

radio button.

Special Use Permit

. click on the tenure number under will take you to the Tenure screen.

File ID

and it

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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

. (In districts that charge annual rent based on property value, you will need to obtain the Area#, Jurisdiction # and the Roll Number # from BC Assessment

Authority and include the information in

Assc. Files

for future use).

Click on the

Tenure

tab, enter the mandatory information, and

Save

.

( don’t forget to enter the amount of the deposit (deposit), if applicable. If the deposit is linked to a parent tenure (i.e. a Forest Licence) make sure you put what tenure in the “Notes” )

Note: The

File Status

will change automatically once the tenure is approved.

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 Special Use Permit (#) has now been issued.

Click on

Ok

.

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3.5.4

Special Use Permit Expiry Notice

An expiry notice should be send to the Permittee approximately 15-18 months prior to the expiry of the Special Use Permit.

The purpose of this notice is to determine if the SUP holder plans to apply for an extension or replacement or if they will be finished with the SUP at the end of its term. If they will be finished with the site, the 15-18 months of lead time allows for informing the

SUP holder what must be done before the SUP expires in terms of clean up or other obligations prior to the expiry of the SUP.

A template expiry notice letter is in Section 5.5.1 of the SUP Admin Guide.

3.5.5

Replacing/Extending Special Use Permit

Note

A Special Use Permit can be extended by a letter, or if the District deems it necessary (i.e. if purpose changes) the document may be replaced using the same tenure number.

If the client indicates they wish to extend the current use of the SUP site, follow this procedure:

1.

When the application for an extension is received, check to ensure that the applicant is in good standing in

CLIENT

:

Access

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

).

2.

If the applicant is a company:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings

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the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Proceed to Payment

Pay Now

.

.

Click on

View Corporate Summary

.

Print a copy of the summary if appropriate.

3.

Check the applicant’s status in

ARM

:

Access

ARM

If you get an “Exception Error” screen, click on

Select

Select

Account Inquiry

Account Summary

Enter the keyboard. and click on

Client Number

and click on and

Enter

.

Enter

Location Code

.

Refresh

on the browser.

, and press <

Enter

> on your

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, 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.

If the applicant’s

ARM

status is acceptable, continue as indicated below.

4.

Forward the extension application to the appropriate section for review.

5.

If the extension application is approved and the document doesn’t need to be replaced you can extend using a letter (see Sample Letter #3 in section 5.5.4 of the SUP Admin

Guide ),

An SUP should be replaced rather than extended if the purpose of the SUP will be changing and new conditions are being added. See section 1.1 of the SUP Admin Guide for more information. If the SUP will be replaced, follow this procedure:

1.

Download the Special Use Permit template from the SharePoint site: (be sure to use the correct document refer to the Special Use Permit Administration Guide at

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for more information).Complete the Special Use Permit document as directed, review it for accuracy, and process in accordance with local District procedures.

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.

2.

Update

FTA

:

Access

FTA

Click on the

Specify the

Tenures

File ID

tab and select and click on

Go

.

Tenure

from the drop-down list.

Enter the replacement date in the extension/replacement, and

Save

.

Extended Date

field, specify the reason for the

It is advisable to click on the document was replaced.

Notes

tab and enter a note stating why the tenure

3.

Distribute the document:

 in accordance with local District procedures

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3.5.6

Closing or Cancelling Special Use Permit

If the client informs the District that the Special Use Permit is no longer required, follow this procedure:

1.

Forward the request for closure or cancellation of the Special Use Permit to the appropriate section, which will inspect the site to determine clean up requirements and other obligations to be fulfilled by the SUP holder. Section 5.5.2 of the SUP

Admin Guide has a template letter for clean up expectations on SUPs.

2.

After the review has been completed and all outstanding issues addressed, prepare the closure or cancellation letter as directed, Section 5.5.3 of the SUP Admin Guide has a template closure letter.

3.

Print (if appropriate), in accordance with local District procedures.

4.

Obtain the DDM’s signature and distribute the letter:

 in accordance with local District procedures don’t forget to send a copy of closure letter and Exhibit A map to BC Assessment

Authority (not applicable if SUP is for road right-of-way).

5.

If applicable, follow the procedures outlined in

Section 2.4: Full Release of 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 Letter of Credit (letters of credit must contain the evergreen clause verbatim - see section 1.5.5 (5)).

6.

Update

FTA

:

Access

FTA

Click on the

Tenures

tab and select

Tenure

from the drop-down list.

Specify the

File ID

and click on

If applicable, click on the

Go

.

Assc. Files

that you can close them too.

tab and make note of any associated files so

Change the

Click on

File Status

Save

. to

HC

.

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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.

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3.5.7

Special Use Permit Sample Letters

See also

Section 2.6: Helpful Hints on Preparing Letters

.

1.

SUP Disallowance Letter

This letter acknowledges receipt of your tenure application submitted to the Ministry of Natural Resource Operations 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,

DM or DDM

2.

SUP Letter Requesting Client Signature and SUP Deposit

The Special Use Permit application you submitted to the Ministry of Forests, Lands and Natural Resource Operations has been approved and we are prepared to issue

Special Use Permit S# for the purpose of (purpose) in the vicinity of (location) .

Enclosed is Special Use Permit S# . If you wish to proceed, please do the following:

Sign or, if applicable, impress your common seal.

Submit the deposit in the amount of $ (amount) . The deposit must be in the form of a certified cheque, bank draft, or money order payable to the Minister of

Finance or an Insurance Bond or Letter of Credit.

Forward signed Special Use Permit and the deposit to this office.

When the Special Use Permit is received, it will be countersigned and your copy will be returned to you. The deposit will be held to ensure compliance of the obligations of the Special Use Permit.

Please note that annual rent in the amount of $(amount) for the first year will be billed by invoice under separate cover. In addition to rent, Special Use Permits are subject to taxation and upon issuance; the BC Assessment Authority is advised for taxation purposes.

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This Special Use Permit is not effective until it is countersigned. If the Special Use

Permit documents and deposit are not received within 30 days, we will assume that you are no longer interested in obtaining this Special Use Permit.

Yours truly,

RC

3.

SUP Withdrawing Offer Letter

On (date) we forwarded to you Special Use Permit S(#) , which was to be signed and returned to this office, within 30 days, along with a deposit in the amount of $ ($) and annual rent in the amount of $($).

As of this date, we have not received the signed documents or monies, and assume you are no longer interested in this authorization. Consequently, unless we hear from you within 5 business days, we will close this file. Please note that until the Special

Use Permit is countersigned by the designated signing authority, it has no legal effect and does not authorize the use of Crown land.

Yours truly

RC

4.

SUP Issuance Cover Letter

Enclosed is your fully executed Special Use Permit S(#) for (purpose) in the vicinity of (location) .

A bill for the first years annual rent will be sent in the near future.

Special Use Permits are subject to taxation we are advising the BC Assessment

Authority of the issuance of this Special Use Permit for taxation purposes.

Please notify ( name ) ( phone: (#) and email address ) Compliance & Enforcement

Team Supervisor before beginning operation on the licence area

.

Yours truly,

RC

Enclosures pc/ec : BC Assessment Authority, (attach copy of Exhibit A map)

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5.

SUP Extension Letter

Special Use Permits are now dually signed documents and should be extended using an FS 3 (see Section 2.2)

In reply to your application dated (date) and pursuant to authority contained in

Special Use Permit S(#), the term of this permit 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 permit document and should be attached to it.

Yours truly,

RC

6.

SUP Amendment Letter

Special Use Permits are now dually signed documents and should be amended using an FS 3 (see Section 2.2)

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 pc/ec : BC Assessment Authority, (attach copy of Exhibit A map)

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For more sample letters see the Special Use Permit Administration Guide at http://www.for.gov.bc.ca/ftp/HTH/external/!publish/web/timber-

Notice to holder of SUP upcoming expiry, and request for notification of intention

Cleanup Expectations and EMA Obligations

Notice to hold of SUP acknowledging completion of SUP cleanup requirements and release of deposit ( don’t forget to send a copy of closure letter and Exhibit A map to BC Assessment Authority if applicable ).

Notice of holder advising of SUP extension

Assignment of SUP

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3.6

3.6.1

Road Permit (RP)

Introduction

Section 3: Timber Tenures – Road Permit

Road Permit File Designations

11400-20 (Operational) 11400-25 (Legal)

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

ARM

FTA

BC OnLine

CLIENT

Legislation

Forest Practices Code of British Columbia Act

- Forest Road Regulation

Links

Coast Transition Planning Guide

Cutting Permit and Road Tenure Administration Manual

Timber Tenures

Engineering and Real Estate Operations – Procedures and Policies

Forms

RTEB Permits, Forms and Documents

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3.6.2

Issuing Road Permit

When the application is received, check to ensure that the Road Permit has been submitted via

ESF

:

Access

FTA

Click on

Inbox

at the top of the screen. If you know the on

Go

. Otherwise, follow these steps:

For

Exclude BCTS

Click on the

Click on

Go

.

, select

File ID

Yes

. radio button.

File ID

, specify it and click

Find your

If the submission is not in the

Check to ensure that the applicant is in good standing in

Access

Road Permit

CLIENT

.

Inbox

, wait until it has been submitted via

If the client is registered, ensure that the address, phone number, and other details are correct (see

Section 1.4.4: Updating a Client

).

CLIENT

:

ESF

.

If the client is not registered, send the Client Information Form to client for completion.

When the Client Information Form is returned, add the new client as outlined in

Section 1.4.3: Adding a New Client

.

If the applicant is a company:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

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If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

View Corporate Summary

.

Print a copy of the summary if appropriate.

Check the applicant’s status in

ARM

:

Access

Select

Select

ARM

If you get an “Exception Error” screen, click on

Account Inquiry

Account Summary

Enter the keyboard. and click on

Client Number

and click on and

Enter

.

Enter

Location Code

.

Refresh

on the browser.

, and press <

Enter

> on your

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer

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.

If the applicant’s

ARM

status is acceptable, continue as indicated below.

If applicable, send a letter requesting a deposit. The deposit must be in the form of a certified cheque, bank draft, or money order payable to the Minister of

Finance or a Letter of Credit (letters of credit must contain the evergreen clause verbatim - see section 1.5.5 (5)).

Process the payment as outlined in

Section 1.5: Accounts Receivable

Management

.

If the application is approved, download the appropriate Road Permit template

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Section 3: Timber Tenures – Road Permit

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):

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Access

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

Click on

Click on

File ID

Go

.

, select

Yes

radio button.

.

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 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 (if appropriate), 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 (if appropriate), the regenerated Exhibit A and attach it to the Road Permit document.

Check the Road Permit document for accuracy.

Obtain the DDM’s signature, witness the signature.

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

Update

FTA

:

Access

FTA

Click on

Inbox

at the top of the screen. If you know the and click on

Go

. Otherwise, follow these steps:

File ID

, specify it

For

Exclude BCTS

Click on

Click on

File ID

Go

Find your

Road Permit

Click on the

.

, select

Yes

radio button. and navigate to the Tenure screen.

Assc. Client

. tab, enter the appropriate information, and

Save

.

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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

.

Do not change the

File Status

. It will change automatically once the tenure is approved.

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 Road Permit (R#) has now been issued.

Click on

Ok

.

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Section 3: Timber Tenures – Road Permit

3.6.3

Amending Road Permit

1.

Check to ensure that the Road Permit Amendment has been submitted via

ESF

:

Access

FTA

Click on

Inbox

at the top of the screen. If you know the click on

Go

. Otherwise, follow these steps:

File ID

, specify it and

For

Exclude BCTS

Click on the

Click on

Go

.

, select

File ID

Yes

. radio button.

Find your

Road Permit Amendment

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

:

Access

CLIENT

Ensure that the address, phone number, and other details are correct (see

1.4.4: Updating a Client

).

Section

3.

If the applicant is a company:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

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If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

View Corporate Summary

.

Print a copy of the summary if appropriate.

4.

Check the applicant’s status in

ARM

:

Access

ARM

If you get an “Exception Error” screen, click on

Refresh

on the browser.

Select

Select

Account Inquiry

Account Summary

Enter the keyboard. and click on

Client Number

and click on and

Enter

.

Enter

Location Code

.

, and press <

Enter

> on your

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer

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.

If the applicant’s

ARM

status is acceptable, continue as indicated below.

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.

7.

Access

FTA

Click on

Inbox

at the top of the screen.

Specify the

Find your

File ID

and click on

Go

.

Road Permit Amendment

.

Check to ensure that the

Road Permit Amendment

the

APP

(Approved) button on the left is available. has been cleared. If it has,

If the

APP

button is not available, notify Geomatics.

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If the

APP

button is available, click on

Y

in the Map column to open the Exhibit

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

8.

If the amendment application is approved, prepare and print (if appropriate), 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

:

Access

FTA

Click on

Inbox

at the top of the screen.

Specify the

Find your

File ID

Click on the

APP

and click on

(Approved) button on the left of the screen and insert customized text if required.

Go

.

Road Permit Amendment

.

Example: This is your official notice that the amendment for Road Permit (R#) has now been completed.

Click on

Ok

.

11.

Distribute the letter:

 in accordance with local District procedures

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Section 3: Timber Tenures – Road Permit

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

:

Access

FTA

Click on

Inbox

at the top of the screen.

Specify the

Find your

File ID

and click on

Road Permit Amendment

If the submission is not in the

Go

Inbox

.

.

, wait until it has 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.

4.

Access

FTA

Click on

Inbox

Specify the

Find your at the top of the screen.

File ID

and click on

Go

.

Road Permit Amendment

.

Check to ensure that the

Road Permit Amendment

the

APP

(Approved) button on the left is available. has been cleared. If it has,

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 (if appropriate), 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 (if appropriate), the regenerated Exhibit A and attach it to the letters.

5.

Prepare and print (if appropriate), 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

:

Access

FTA

Click on

Inbox

Specify the at the top of the screen.

File ID

and click on

Go

.

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Find your

Road Permit Amendment

.

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 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

close them too.

tab and make note of any associated files so that you can

If the entire Road Permit is being deleted, change the and

Save

.

File Status

to

HC

Then click on the

Sctn.\Brnch.

tab to access the Road Section screen.

For each Section that is to be deleted, click on the 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.

9.

Distribute the letter:

 in accordance with local District procedures

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Section 3: Timber Tenures – Road Permit

3.6.5

Road Permit Sample Letters

See also

Section 2.6: Helpful Hints on Preparing 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:

Ministry of Forests, Lands and

Natural Resource Operations

200: 10428 - 153 Street

Surrey, British Columbia

V3R 1E1

(Telephone: 604 586-4400)

Forms and information on applying for Crown Land tenures are available at this website: http://icw.agf.gov.bc.ca/g/clad/lpsb/index.html

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

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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) 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:

Sec. Designation on Exhibit A Map

G1000

Approved Road Sections

Road Length in

Km

2.042

Licensee

Road Name

G1000

Station

(from)

0+000

Station

(to)

2+042

Accessing

Block No.

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

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Section 3: Timber Tenures – Road Permit

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

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Section 3: Timber Tenures – Road Permit

4.

Gate Installation

I am writing in response to your application dated (date) concerning the gate installations to protect logging contractor’s property at approximately (#) kilometres on R (#) Section (#) and at (#) kilometres on R (#) Section (#) .

As per Section 22.2 (3) of the

Forest and Range Practices Act

, you are hereby granted consent to close (gate) the access as shown on the attached maps.

This gate may be in place from (date) to (date) and is to be removed or left open after that time. This approval is given on the understanding that the gate is to be located so as to protect logging contractor’s equipment and will have the least inconvenience to the travelling public.

The Ministry of Forests, Lands and Natural Resource Operations may rescind this decision and have the gate removed if it is deemed that this closure is not meeting your objectives or it becomes adverse to the travelling public.

If you have any further questions or require additional information please do not hesitate to call our office at (location) .

Yours truly,

DDM

Attachment

5.

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

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3.7

3.7.1

Road Use Permit (RUP)

Introduction

Section 3: Timber Tenures – Road Use Permit

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.

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.

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.

Note: A road dedication in itself, is not a forest service road, it is land purchased by

Ministry of Forests Lands and Natural Resource Operations for the purpose of building an FSR. Even if the FSR is discontinued and closed the land is still under the administration of Ministry of Forests Lands and Natural Resource

Operations until such time that it is either returned to the land owner or transferred to Ministry of Transportation and Infrastructure under the

Forest Act

or transferred to another agency under the

Land Act

.

NOTE: ROAD USE PERMITS ARE NOT CURRENTLY TRACKED IN FTA

Systems

ARM

BC OnLine

CLIENT

Forms

RTEB Permits, Forms and Documents (including FS 102):

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Section 3: Timber Tenures – Road Use Permit

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

:

Access

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, ask the client to complete the Client Information Form.

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.

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 applicant is a company:

Access

BC OnLine

Enter your

User ID

and

Password

, and click on

Sign On

.

Select the

BC Registry Services

radio button and click on

Note: When using this system, you must always use the use the <Enter> button on your keyboard.

Submit

Submit

. button. Never

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Proceed to Payment

.

Click on

Pay Now

.

Click on

View Corporate Summary

.

Print a copy of the summary if appropriate.

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Section 3: Timber Tenures – Road Use Permit

3.

Check the applicant’s status in

ARM

:

Access

ARM

If you get an “Exception Error” screen, click on

Refresh

on the browser.

Select

Select

Account Inquiry

Account Summary

Enter the keyboard. and click on

Client Number

and click on and

Enter

.

Enter

Location Code

.

, and press <

Enter

> on your

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer

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.

If the applicant’s

ARM

status is acceptable, continue as indicated below.

4.

Check to ensure that the Road Use Permit application is complete, with a Schedule A or Exhibit A attached.

5.

Forward the application to the appropriate section for review.

6.

If the application is approved, download the FS 102 template and complete the document as directed.

7.

Obtain the DDM’s signature and distribute the document:

 in accordance with local District procedures

8.

Road Use Permits are not currently tracked in

FTA

so there are no

FTA

tasks to complete.

9.

Update District ledgers if appropriate.

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Section 3: Timber Tenures – Road Use Permit

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

:

Access

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

).

2.

If the applicant is a company:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

View Corporate Summary

.

Print a copy of the summary if appropriate.

3.

Check the applicant’s status in

ARM

:

Access

ARM

If you get an “Exception Error” screen, click on

Refresh

on the browser.

Select

Select

Account Inquiry

and click on

Account Summary

Enter

and click on

.

Enter

.

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Section 3: Timber Tenures – Road Use Permit

Enter the

Client Number

and

Location Code

, and press <

Enter

> on your keyboard.

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer

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.

If the applicant’s

ARM

status is acceptable, continue as indicated below.

4.

Forward the application to the appropriate section for review.

5.

If the application for amendment is approved, prepare the amendment letter as directed.

6.

Obtain the DDM’s signature and distribute the document:

 in accordance with local District procedures

7.

Road Use Permits are not currently tracked in

FTA

so there are no

FTA

tasks to complete.

8.

Update District ledgers if appropriate.

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Section 3: Timber Tenures – Road Use Permit

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.

3.

Obtain the DDM’s signature and distribute the document:

 in accordance with local District procedures

4.

The designated maintainer 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 designated maintainer, you must amend all other Road Use Permits on the applicable FSR, advising the permittees of the identity of the new designated maintainer (see

Section

3.7.5: Road Use Permit Sample Letters

). The section responsible for the Road Use

Permit should give you the necessary information.

5.

Road Use Permits are not currently tracked in

FTA

so there are no

FTA

tasks to complete.

6.

Update District ledgers if appropriate.

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Section 3: Timber Tenures – Road Use Permit

3.7.5

Road Use Permit Sample Letters

See also

Section 2.6: Helpful Hints on Preparing Letters

.

1.

Links to RUP Sample Letters

Access for samples of these letters

Forest Service Road Junction Letter

Forest Service Road Works Permit

Access 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

District Manager Requirements - Building of Forest Service Road Bridges by a

Road Use Permit Holder

Road Use Permit Bridge Conditions Letter & Form

See the following pages for other RUP sample letters.

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Section 3: Timber Tenures – Road Use Permit

2.

Road Use Permit Exemption letter

You are exempt from the requirements of obtaining a road use permit for the (name of

FSR) Forest Service Road, Branch (#) .

The Licence holder

must

notify the designated maintainer(s) ( name of maintainer , phone

(#) ) of the above mentioned FSR a minimum of (#) clear days prior to start of use of the road. This is to ensure road safety protocols can be reviewed and understood to ensure the safe use of the road by all users and an equitable sharing of road maintenance liabilities.

Notification

must

be done as per section 22.1(7b) ii of the

Forest and Range Practices Act

(FRPA). The MFR has been proceeding with road safety initiatives. Notification is a component of ensuring safe road use. Failure to comply with the above notification protocol may result in the suspension and/or cancellation of the RUP.

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Section 3: Timber Tenures – Road Use Permit

3.

RUP Letter to New Designated Maintainer User

Effective this day, you are considered the designated maintainer 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), all original conditions of Road

Use Permit (#) remain unchanged.

FSR

Name/Project

No.

FSR

Branch

No.

Section to be Used km to km

Off

Highway

Road Use Permit holder designated by District Manager to be the

DESIGNATED MAINTAINER of the FSR

Name/telephone number

The dimensions and weights of vehicles not indicated for off-highway use shall conform to Ministry of Transportation and Infrastructure Regulations for legal highway loads.

This letter forms an integral part of Road Use Permit (#) and should be attached to it.

Yours truly,

DDM

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Section 3: Timber Tenures – Road Use Permit

3.

RUP Letter Advising of New Designated Maintainer User

Effective this day, (Name of Original Designated Maintainer) is no longer the designated maintainer of (FSR name) Forest Service Road (FSR) (#) , Branch (#) from

(#) km to (#) km or Branch (#) from (#) km to (#) km.

(Name of new ddesignated maintainer user) is now considered the designated maintainer 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 designated maintainer of this

FSR , all original conditions of Road Use Permit (#) remain unchanged.

FSR

Name/Project

No.

FSR

Branch

No.

Section to be Used km to km

Off

Highway

Road Use Permit holder designated by District Manager to be the

DESIGNATED MAINTAINER of the FSR

Name/telephone number

This letter forms an integral part of your Road Use Permit and should be attached to it.

Yours truly,

DDM

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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 , all original conditions of Road Use Permit (#) remain unchanged.

FSR

Name/Project

No.

FSR

Branch

No.

Section to be Used km to km

Off

Highway

Road Use Permit holder designated by District Manager to be the

DESIGNATED MAINTAINER of the FSR

Name/telephone number

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

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5.

RUP Statutory Right-of-Way Agreement Use

This letter is your authority, as a deemed Permittee of the Ministry of Forests, Lands and Natural Resources Operations under the (Date) Statutory Right-of-Way

Agreement (Agreement) with (Company/Contact Name) , to use the (FSR Name) from (#) kilometres. All operations must be in accordance with the attached

Agreement.

As a deemed Permittee you are required to contact (Contact Name/Phone) to discuss the Agreement regarding safety, Maintenance and coordination with other industrial activity.

This letter forms and integral part of Road Use Permit (#) and should be attached to it.

Yours truly,

DDM

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3.8

3.8.1

Free Use Permit (FUP)

Introduction

Section 3: Timber Tenures – Free Use Permit

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.

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.

Systems

ARM

BC OnLine

CLIENT

Legislation

Forest Act

Link

Timber Tenures

SharePoint Tenure Form for Free Use Permit

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3.8.2

Types of Free Use Permit

There are various types of Free Use Permits, including the following:

Free Use Permit for cutting firewood for personal use

Free Use Permit for mining

1

Free Use Permit for harvesting trees for traditional use

1

Free Use Permit for cutting a Christmas tree for personal use

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, Lands and Natural Resource Operations. 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 District in which they intent to cut firewood on Crown land, signed by each District Manager or DDM.

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.

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

:

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.

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Section 3: Timber Tenures – Commercial Christmas Tree Permit

3.9

3.9.1

Commercial Christmas Tree Permit (CTP)

Introduction

Christmas Tree Permit File Designations

19440-20 (Operational) 19440-25 (Legal)

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

ARM

FTA

BC OnLine

CLIENT

Legislation

Forest Act

Links

Timber Tenures

Forms

SharePoint Tenure Forms

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Section 3: Timber Tenures – Commercial Christmas Tree Permit

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

:

Access

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, ask the client to complete the Client Information

Form.

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 applicant is a company:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

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.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Proceed to Payment

.

Click on

Pay Now

.

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Click on

View Corporate Summary

.

Print a copy of the summary if appropriate.

3.

Check the applicant’s status in

ARM

:

Access

ARM

If you get an “Exception Error” screen, click on

Select

Select

Account Inquiry

and click on

Account Summary

Enter

and click on

.

Enter

.

Refresh

on the browser.

Enter the keyboard.

Client Number

and

Location Code

, and press <

Enter

> on your

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer

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.

If the applicant’s

ARM

status is acceptable, continue as indicated below.

4.

Find the tenure number in

FTA

:

Access

FTA

Click on

Inbox

at the top of the screen. If you know the click on

Go

. Otherwise, follow these steps:

File ID

, specify it and

For

Exclude BCTS

Click on the

Click on

Go

Find your

.

, select

File ID

Yes

. radio button.

Christmas Tree Permit

(using the permittee’s name if applicable).

Record 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 applicable Christmas Tree Permit template from the SharePoint site

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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

Click on

Inbox

Specify the

File ID

Ensure that the at the top of the screen. and click on

Go

.

Christmas Tree Permit

submitted in

ESF

has, the

APP

(Approved) button on the left is available. has been cleared. If it

If the

If the

APP

APP

button is not available, notify Geomatics. 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.

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

).

10.

Process the payment as outlined in

Section 1.5.4: Procedures for Receipt of

Payments

.

11.

Ensure that the permittee has signed the Christmas Tree Permit and that the signature has been witnessed.

12.

Obtain the DDM’s signature, witness the signature, and distribute the documents:

 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

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13.

Update

FTA

:

Access

FTA

Click on

Inbox

at the top of the screen, enter the

File ID

, and click on

Go

.

Find your

Christmas Tree Permit

Click on the

Click on the

Click on the and

Save

.

Sale Info

. tab, enter the mandatory information, and

Assc. Client

Assc. Files

Save

tab, enter the appropriate information, and

.

Save

. tab if applicable, enter the appropriate information,

Click on the

The

Tenure

File Status

Inbox

. tab, enter the mandatory information, and

Save

. will change automatically once the tenure is approved in the

Click on the

Click on the

Back

APP

button to return to the

(Approved) button on the left of the screen and insert customized text if required.

Inbox

.

Example: This is your official notice that Christmas Tree Permit (#) has now been issued.

Click on

Ok

.

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Section 3: Timber Tenures – Commercial Christmas Tree Permit

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

:

Access

FTA

Click on the

Specify the

Tenures

File ID

tab and select and click on

Go

.

Tenure

from the drop-down list

Click on the

Click on the

Assc. File

Tenure

tab, make note of any associated files, and close them.

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.

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Section 3: Timber Tenures – Commercial Christmas Tree Permit

3.9.6

Christmas Tree Permit Sample Letters

See also

Section 2.6: Helpful Hints on Preparing 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 a Christmas Tree Permit C (#) for an area located in the vicinity of (location) .

Sign the permit and

return it to this office

. The permit will be signed by the District

Manager and your executed copy will be returned to you.

If the signed document is 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

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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

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Section 4: BC Timber Sales Procedures – BCTS Registration

SECTION 4: BC TIMBER SALES PROCEDURES

4.1

4.1.1

BCTS Registration

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

CLIENT

BCTS Admin

Legislation

Forest Act

BC Timber Sales Regulation

Links

Launch BCTS Admin

BCTS Admin tutorial

Forms

BCTS Forms Index

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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. 381/2008 .

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

:

Access

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.

When the Client Information Form is returned, add the new client as outlined in

Section 1.4.3: Adding a New Client

.

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.

9.

If the applicant is a company:

Access

BC OnLine

Enter your

User ID

and

Password

, and click on

Sign On

.

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Select the

BC Registry Services

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

Click on

Go to Corporate Online

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.

Note: After you have selected the correct company, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

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 and attach it to the application.

10.

Check the applicant’s status in

ARM

:

Access

ARM

If you get an “Exception Error” screen, click on

Refresh

on the browser.

Select

Select

Account Inquiry

Account Summary

Enter the and click on

Client Number

and click on and

Enter

.

Enter

Location Code

.

, and press <

Enter

> on your keyboard.

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer

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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.

John Stephen has created a Q & A guide to Applications for Registration for

Individuals and Corporations. They can be found on the Resource Clerk Leadership

Team’s sharepoint site. They are located under

Business Process, Registrations .

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

Select

BCTS Admin

Registrant

Enter the

Click on

Client Number

Search

.

.

For a new registrant,

.

(including all preceding zeroes).

BCTS Admin

new record. Click on

Ok

. finds no record and asks if you wish to add a

When the screen refreshes, click on the drop-down box for

Location

for the

Client Location Code

. This populates the

Client Address

. and select

00

The

The

Expiry Date

Click on

Save

. defaults to

Print the screen for the file.

9999

Original Registration Date

. Do not change it. defaults to the current date.

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4.1.3

BCTS Registration Sample Letters

See also

Section 2.6: Helpful Hints on Preparing 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.

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 through Official Notices 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.

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If you are the successful applicant, you will be required to submit a 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: http://www.bclaws.ca/EPLibraries/bclaws_new/document/ID/freeside/14_381_2008

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)

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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, Lands and Natural Resource Operations.

The BC Timber Sales Regulation (B.C. Reg. 381/2008) 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)

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4.2

4.2.1

BCTS Advertising

Introduction

Section 4: BC Timber Sales Procedures – BCTS Advertising

See also

Section 2.1: Advertising

All BCTS statutory (legal) advertising must be posted on the

Official Notices

website.

System

Official Notices

Legislation

Forest Act

Advertising, Deposits, Disposition, and Extension Regulation

Links

Official Notices

Timber Sale Licence Tender Process

Template

Official Notices Ad Template for Timber Sale Licences

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Section 4: BC Timber Sales Procedures – BCTS Advertising

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 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 District

Offices.

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Section 4: BC Timber Sales Procedures – BCTS Advertising

4.2.3

BCTS Advertising Procedures

1.

To create the advertisement, access BC Timber Sales website and select the Official

Notices Ad Template for TSLs:

2.

Access Official Notices

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.docx

.

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.docx

.

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 the WinZip website.

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Section 4: BC Timber Sales Procedures – BCTS Advertising

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.

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Section 4: BC Timber Sales Procedures – BCTS Security Deposit

4.3

4.3.1

BCTS Security Deposit

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

Forest Act

Advertising, Deposits, Disposition, and Extension Regulation

Links

Forest Revenue Operations, Ministry of Finance ( internal Access ):

Forest Revenue Operations, Ministry of Finance ( Public Access ):

Forms

Letter of Credit: This is a bank document prepared by the financial institution.

Safekeeping Agreement

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Section 4: BC Timber Sales Procedures – BCTS Security Deposit

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.

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4.3.3

BCTS Security Deposit Procedures

1.

If the security deposit is in the form of a Safekeeping Agreement or Letter of Credit, verify information is correct. 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

2.

Forward the SKA to the Ministry of Finance to have them review and sign. You may want to request a signed copy be returned to you.

3.

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

.

4.

Print the Accounts Receivable screen showing the payment number and place it on file in accordance with local TSO procedures.

5.

Photocopy the security deposit (certified cheque, bank draft, money order, Letter of

Credit, or Safekeeping Agreement) and place the photocopy on the tenure file.

6.

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

.

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Section 4: BC Timber Sales Procedures – BCTS Deposit Release

4.4

4.4.1

BCTS Deposit Release (FS 45D)

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

FTA

CLIENT

RESOURCES

Legislation

Forest Act

Advertising, Deposits, Disposition, and Extension Regulation

Forms

Forms Index

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Section 4: BC Timber Sales Procedures – BCTS Deposit Release

4.4.2

BCTS Partial Release of Security Deposit

Note

Complete only page 1 of the FS 45D form.

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.

2.

Access the Forms Index

3.

Specify

Deposit Release

or

FS 45D

and then click on

Search

.

4.

In the displayed format column, click on

SHA

.

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

RESOURCES

.

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

:

Access

Select

Select

ARM

Account Inquiry

and click on

Account Summary

Enter

and click on

.

Enter

.

Specify the

Client Number

and

Location code

click on

Enter

at the bottom of the screen. in the

Client/Acct

fields and

Ensure that the Client Status is

Click on

Click on

TxnHist

Srce Txn

.

Active

.

(transaction history).

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Section 4: BC Timber Sales Procedures – BCTS Deposit Release

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

Operations will follow when processing the deposit release.

7.

Update

FTA

:

Access

FTA

Click on the

Tenures

tab and select

Tenure

from the drop-down list.

Specify the TSL

File ID

and click on

Go

.

Check the Cut Block screen. All Blocks must be at status

Status

can be changed to

LC

.

LC

or

S

before the

File

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.

8.

Update

RESOURCES

:

Launch

RESOURCES

Assess the

Timber Sale Licence

.

Click on the

Change the

Click on the

For

Details

tab.

Licence State

Activities

to tab.

Substantial Completion

with local TSO procedures.

SC

(Substantial Completion) and

, specify the date and change to

Save

Done

. in accordance

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.

9.

Update the FS 45D form:

Section D: FOREST SERVICE DISTRICT APPROVAL OR BCTS

APPROVAL

Specify Timber Sales Manager’s name and Business Area.

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Section 4: BC Timber Sales Procedures – BCTS Deposit Release

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).

1

Formerly Ministry of Small Business and Revenue.

2

Formerly Ministry of Provincial Revenue.

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Section 4: BC Timber Sales Procedures – BCTS Deposit Release

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:

Headquarters and Coast Region

Generic Mailbox FIN REV G FRB (RCO) FIN:EX

Northern Interior Region

Generic Mailbox FIN REV G FRB (RNI) FIN:EX

Southern Interior Region

Generic Mailbox FIN REV G FRB (RSI) FIN:EX

13.

Prepare the partial 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 Operations, ensure that a copy is placed on file.

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Section 4: BC Timber Sales Procedures – BCTS Deposit Release

4.4.3

BCTS Full or Final Release of Security Deposit

Note

Complete only page 1 of the FS 45D form.

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.

2.

Access the Forms Index

3.

Specify

Deposit Release

or

FS 45D

and then click on

Search

.

4.

In the displayed format column, click on

SHA

.

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

RESOURCES

.

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

:

Access

Select

Select

ARM

Account Inquiry

and click on

Account Summary

Enter

and click on

.

Enter

.

Specify the

Client Number

and

Location code

click on

Enter

at the bottom of the screen. in the

Client/Acct

fields and

Ensure that the Client Status is

Click on

ARM

TxnHist

Active

.

(transaction history). Then click on displays the payment number and type.

Srce Txn

.

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Section 4: BC Timber Sales Procedures – BCTS Deposit Release

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

Operations will follow when processing the deposit release.

7.

Update

FTA

:

Access

FTA

Click on the

Tenures

tab and select

Tenure

from the drop-down list.

Specify the TSL

Change the

Cut Block Status must be at LC or S to allow the File Status to be updated to HC.

Click on the

File ID

File Status

Assc. Files

associated files.

and click on to

HC

Go

. and specify the completion date. tab and follow local TSO procedures for updating any

Click on the

Notes

tab and enter details regarding the security deposit release.

8.

Update

RESOURCES

:

Launch

RESOURCES

Click on the

Details

tab.

Change the

Click on the

For

File Status

Activities

to

HC

tab.

Corporate Mandatory

change to

Done

. and

Save

, specify

.

Harvest Complete

, enter the date, and

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).

1

Formerly Ministry of Small Business and Revenue.

2

Formerly Ministry of Provincial Revenue.

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Section 4: BC Timber Sales Procedures – BCTS Deposit Release

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:

Headquarters and Coast Region

Generic Mailbox FIN REV G FRB (RCO) FIN:EX

Northern Interior Region

Generic Mailbox FIN REV G FRB (RNI) FIN:EX

Southern Interior Region

Generic Mailbox FIN REV G FRB (RSI) FIN:EX

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 Operations, ensure that a copy is placed on file.

16.

Complete appropriate local TSO procedures and notify the Records Clerk that the

TSL is closed.

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Section 4: BC Timber Sales Procedures – BCTS Deposit Release

4.4.4

BCTS Deposit Sample Letters

1.

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)

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Section 4: BC Timber Sales Procedures – BCTS Deposit Release

2.

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, (District Name) , Ministry of Forests, Lands and Natural Resource

Operations, 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)

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Section 4: BC Timber Sales Procedures – BCTS Transfer of Tenure Agreement

4.5

4.5.1

BCTS Transfer of Tenure Agreement

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

FTA

BC OnLine

BCTS Admin

RESOURCES

Legislation

Forest Act

, Section 54

Forest Act

- Transfer Regulation (BC Reg. 351/2004)

Forest (Revitalization) Amendment Act

, 2003 (Bill 29)

Links

BC Timber Sales Transfer Procedures and Flowchart

1

Forms

Notice of Intended Disposition (Transfer) of a BC Timber Sales Agreement Under

Section 54 of the

Forest Act

– FS 1208 can be found on the

Forms Index .

1

See page 16 of this document for a flowchart showing BCTS tenure transfer processes.

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Section 4: BC Timber Sales Procedures – BCTS Transfer of Tenure Agreement

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)

http://gww.for.gov.bc.ca/bcts/dev/Licence_Transfer_Procedures.pdf

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:

Access

BC OnLine

Enter your

User ID

and

Password

, and click on

Sign On

.

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Section 4: BC Timber Sales Procedures – BCTS Transfer of Tenure Agreement

Select the

BC Registry Services

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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

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.

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

.

Access

Select

Select

ARM

If you get an “Exception Error” screen, click on

Account Inquiry

Account Summary

Enter the and click on

Client Number

and click on and

Enter

.

Enter

Location Code

.

Refresh

, and press on the browser.

<Enter>

on your keyboard.

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Section 4: BC Timber Sales Procedures – BCTS Transfer of Tenure Agreement

If the account is suspended, investigate. Forest Revenue Operations may have forgotten to remove a suspension. If the account appears to be suspended in error, send an e-mail inquiry to:

Forest Revenue Operations, Collection Officer

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.

Access

FTA

Click on the

Specify the TSL

Click on the

Tenures

tab and select

File ID

Assc. Files

Tenure

and click on

Go

. from the drop-down list. 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

:

Access

FTA

Click on the

Tenures

tab and select

Tenure

from the drop-down list.

Specify the TSL

Click on the

Click on the

File ID

Notes

tab and add a note stating that the transfer occurred from licensee 1 to licensee 2. and click on

Assc. Client

tab and enter the new licensee name.

If appropriate, click on the

Assc. Files

Go

. tab and update the associated files.

Update

Sale Info

if the security deposit format has changed.

Update S-links if applicable

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Section 4: BC Timber Sales Procedures – BCTS Transfer of Tenure Agreement

14.

Update

RESOURCES

:

Launch

RESOURCES

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.

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Section 4: BC Timber Sales Procedures – BCTS Transfer of Tenure Agreement

4.5.3

Timber Sale Licence Transfer Sample Letters

See also

Section 2.6: Helpful Hints on Preparing 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)

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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)

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SECTION 5: BC TIMBER SALES TENURES

5.1

5.1.1

Timber Sale Licence (TSL)

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

RESOURCES

Official Notices

Legislation

Forest Act

BC Timber Sales Regulation

Links

BC Timber Sales

Forms Index

RESOURCES

Official Notices

SAFE Certified Companies

TSL Tender Process

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Forms and Templates

Invitation and Application for Timber Sale Licence (FS 574)

Official Notices Ad Template for TSLs

Timber Sale Licence Template (FS 575):

Is located in the local business area templates folder

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5.1.2

Preparing TSL Tender Package

1.

If the TSL number has not yet been generated in

FTA

, generate it as follows:

Access

In the

FTA

Click on the

Tenures

File Type

Click on drop-down box, select

Add New

. tab and select

Add Tenure

U1

(BCTS Licence # only).

Select the District from the drop-down list and from the drop-down list.

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

RESOURCES

, create it as follows:

Launch

RESOURCES

Right-click on the area in which you want to create the TSL and select

New Licence

.

Click on the Navigation icon and expand your Business Area.

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 .

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.

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6.

Access the Exhibit A map in

FTA

:

Access

FTA

Click on

Inbox

at the top of the screen.

Specify the TSL number in the

Find the

If the

Timber Sale Licence

APP

.

File ID

field and click on

(Approved) button is available on the left of the screen, click on

Y

in the Map column to open the Exhibit A map.

Go

.

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 the WinZip website

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

13.

If local TSO procedures are to provide some form of tender packages that prospective bidders can pick up at Reception, prepare accordingly.

14.

Record the tender opening date on your calendar and book a room to accommodate the tender opening process.

15.

Update

BCTS Admin

:

Launch

BCTS Admin

:

Click on the

Timber Sale

tab, specify the TSL number, and click on

New

.

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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.

5.1.3

Opening TSL Tenders

On the tender opening day,

Prepare a Sale of Crown Timber Bid and Deposit Record (FS 69) for the sale:

The FS69 can be run from CRS (corporate reporting system) this report is generated using information from BCTS Admin .

A blank FS69A & B are also still available on the Forms Index . The FS69A is for a

Scale Based Timber Sale Licence and the FS69B is for Lump Sum Timber Sale Licence.

The Resource Clerk and one other staff member open the tender envelopes in public in the order in which they were received.

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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.

3.

Update

BCTS Admin

:

Launch BCTS Admin

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

FTA

Access the

Timber Sale Licence

Enter a comment in no bids.

Notes

. specifying the upset price and stating that there were

5.

Update

RESOURCES

:

Launch

RESOURCES

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

Save

Activities

the data. tab in the Licence screen.

For Corporate Mandatory, Auction – enter date, status & responsibility.

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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.

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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.

7.

Update

BCTS Admin

:

Launch

BCTS Admin

Click on the

Click on

Timber Sale

Add Bidders

tab, specify the TSL number, and click on and enter information for all bidders.

For tied bidders, specify “tied bid” in the

Ineligibility Comments

Track the subsequent auction between the tied bidders as a new

of Sale

.

Search

and

Save

Date/Time

.

.

8.

Update

FTA

:

Access

FTA

Access the

Timber Sale Licence

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.

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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:

Access

CLIENT

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

Record the to find the client.

Client Number

on the tender application.

, which is the same as the BCTS registration number,

3.

Check each applicant’s account in

ARM

:

Access

Select

ARM

Account Inquiry

and click on

Enter

.

Select

Account Summary

Enter the keyboard.

Client Number

and click on and

Enter

Location Code

.

, and press <

Enter

> on your

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:

Forest Revenue Operations, Collection Officer

If you confirm that the account is indeed suspended, advise the Timber Sales

Manager.

4.

Update

BCTS Admin

:

Launch

BCTS Admin

Click on the

Timber Sale

tab, specify the TSL number, and click on

Search

.

Click on

Add Bidders

Enter each bidder’s BCTS registration number, bonus bid, and bid deposit information.

.

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If a standing bid deposit was received enter the full amount of the standing bid deposit (ie $25,000, $10,000) in the Deposit Amount field with

Security Form = B (Standing Bid Deposit)

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. *Before ruling a bidder ineligible, verify with the business area that is associated with the active sales that they are indeed active, as the File

Status may not have been correctly updated.

For any ineligible bidders, ensure that the

Ineligible

indicator is set to

Y

(Yes) and specify the reason in the

Ineligibility Comments

field.

The eligibility field

MUST

be checked for each registrant as this field is critical for the logic in setting the registrant Expiry Date and for MPS analysis in the stone query.

Complete the date and approved by fields once the FS69 is signed.

5.

If the applicant is a company, confirm the company’s legal name and status in

BC OnLine

:

Access

BC OnLine

Enter your

Select the

User ID

and

Password

BC Registry Services

, and click on

Sign On

. 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.

On this screen you can

Search By Number

or

Search By Name

so enter either the

Company Number

or the Company

Name

then

Click

on

Search.

On the

Search Results

screen

choose applicable company

and

Click

on it.

Note: After you have selected the correct company, you will go to the

Corporate Information Screen

, if the company is not in good standings the following will show on the screen

This company is not in good standing

you can then scroll down the screen to see if it is because the annual report has not been submitted on time. If the annual report is not in good standing, the company may be defunct.

If you wish to find out more about the company i.e. who the officers/directors are, follow the instructions below. (just because a

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person is named an officer or a director it does not mean they have signing authority for the company).

Click on

Click on

Click on

Proceed to Payment

Pay Now

.

.

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.

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Section 5: BC Timber Sales Tenures – Timber Sale Licence

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.

2.

Update

BCTS Admin

:

Launch

BCTS Admin

Specify the TSL number and click on

Search

.

Click on

Add Bidders

.

Specify the name of the Timber Sales Manager (or designate) and the

Date

(the date the FS 69 was signed).

Approved

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 according to local TSO procedures 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.

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5.1.9

Issuing Timber Sale Licence

1.

Calculate the required security deposit amount:

To calculate the

total sale value

that sum by the volume.

, add the bonus bid to the upset rate and multiply

Cruise based/Bonus Offer sales – the bonus offer is not considered stumpage and is therefore not included in the total sale value for security deposit calculations.

The

security deposit

is 10% of the first $100,000 of the total sale value of the remainder of the total sale value.

plus

5%

John Stephen has created deposit calculators to aid in the security deposit calculation.

They can be found on the Resource Clerk Leadership Team’s sharepoint site .

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:

Access

FTA

Access the

Click on

Timber Sale Licence

Sale Info

Click on the

Click on the and

Save

.

.

, enter the known data, and

Assc. Client

Tenure

Save

tab, enter the appropriate data, and tab, change the file status to

.

HA

Save

.

, enter the mandatory data,

If the TSL has an associated Road Permit, click on the

Road Permit number and source (FTAS), and

Save

.

Assc. Files

tab, enter the

5.

Update

RESOURCES

:

Launch

RESOURCES

Click on the Navigation icon.

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

Click on

Search

. Then click on

Basic

.

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Specify the TSL number and click on

Select the highlighted TSL in the displayed list.

On the

Details

Click on

For

For

Activities

Auction

, enter the Tender Opening Date and change to

Awarded

.

Ok

. screen, change the licence state to

HA

, enter the Award Date and change to

, and

Done

.

Save

.

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

:

Access

FTA

Access the

Timber Sale Licence

.

Click on

Sale Info

Click on the

Click on

Tenure

Specify the TSL number for

Access the

Click on

Inbox

Ok

. at the top of the screen.

Inbox

Click on the

APP

.

, update the security deposit amount, and

File ID

and click on

Go

.

Save

(Approved) button on the left of the screen.

. tab, enter the issue and expiry dates, zone, etc., and

Save

.

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.

10.

Update

BCTS Admin

:

Launch

BCTS Admin

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Specify the TSL number and click on

Click on

Add Bidders

.

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

RESOURCES

:

Launch

RESOURCES

Click on

Search

Click on the Navigation icon.

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

. Then click on

Basic

Specify the TSL number and click on

.

Ok

.

Select the highlighted TSL in the displayed list.

Click on

Details

, change the licence state to

HI

, and

Save

.

Click on

Activities

.

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.

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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 3b Amendment before an extension request can proceed.

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 22 of the BC Timber Sales Regulation.

2.

Legislation

Forest Act

BC Timber Sales Regulation

3.

BCTS Advisory Bulletins

Advisory Bulletin No. 06/28/04 (Revised 12/08/04) – and Forest Policy Changes Affecting BCTS

Key Legislative, Regulatory

Advisory Bulletin No. 03/24/05 –

Practices

Timber Sale Licence Term and Extension

Advisory Bulletin No. 07/11/07 –

(for registrant communication)

Timber Sale Licence Extension Fee Calculation

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4.

TSL Extension Procedures

1.

If the TSL must have the “no extension fee” clause removed, prepare an FS 3b

Amendment to remove the clause 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 Extension Fees.

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

:

Access

FTA

Access the

Timber Sale Licence

.

Enter the new expiry date as the

For the

Reason

When you

, specify

Save

Management Discretion

the data,

FTA

Extended Date

populates

.

.

Ext. Count

(Extension Count).

5.

Update

RESOURCES

:

Launch

RESOURCES

Click on the Navigation icon.

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

Click on

Click on

Search

Activities

Click on the

. Then click on

.

Insert Record

icon.

Basic

Specify the TSL number and click on

.

Ok

.

Select the highlighted TSL in the displayed list.

In the drop-down box, select

Corporate Mandatory Licence - Extension Date

Enter the new Extension Date, Responsibility Name and Status,

Save

the data.

NO Changes should be made to the Licence activities already existing.

.

Based on the letter from the ADM, if applicable, insert Extension Fee Waiver

Approved activity with Date, Responsibility, Name and Status,

S ave

the data.

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.

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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 Advisory Council – Waiver

& Relief Registers .

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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

:

Access

FTA

Click on the

Tenures

tab and select

Tenure

from the drop-down list

Specify the

File ID

Click on the

Click on the and click on

Assc. File

Tenure

Go

. tab, make note of any associated files, and close them.

tab, change the TSL

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.

Update

RESOURCES

:

Launch

RESOURCES

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.

On the

Click on

For

Details

screen, change the licence state to

Activities

.

Licence Closed

HC

, specify the date and change to

, and

Done

.

Save

.

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Section 5: BC Timber Sales Tenures – Timber Sale Licence

5.1.12

TSL Sample Letters

See also

Section 2.6: Helpful Hints on Preparing Letters

.

1.

TSL Award Letter

19620-20/A (#)

Date

Licensee Name and Address

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.

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Section 5: BC Timber Sales Tenures – Timber Sale Licence

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.

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Section 5: BC Timber Sales Tenures – Timber Sale Licence

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

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Section 5: BC Timber Sales Tenures – Timber Sale Licence

4.

Return of Initial TSL Security Letter

19620-20/A (#)

Date

REGISTERED MAIL (or as per local procedure)

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

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Section 5: BC Timber Sales Tenures – Timber Sale Licence

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)

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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) cc: Regional Appraisal Administrator (if not already advised by email)

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Section 5: BC Timber Sales Tenures – Timber Sale Licence

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)

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5.2

5.2.1

BCTS Road Permit (RP)

Introduction

Section 5: BC Timber Sales Tenures – BCTS Road Permit

Road Permit File Designations

11400-20 (Operational) 11400-25 (Legal)

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

Forest Road Regulation (Deactivation), Section 14

Links

Cutting Permit and Road Tenure Administration Manual

Engineering and Real Estate Operations – Procedures and Policies

Forms

BCTS Road Permit Form ( FS 582 BCTS ):

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Section 5: BC Timber Sales Tenures – BCTS Road Permit

5.2.2

Issuing Road Permit

1.

When you are asked to generate a Road Permit number in

FTA

:

Access

In the

FTA

Click on the

Tenures

File Type

Click on drop-down box, select

Add New

. tab and select

Click on the asterisk (*) in the

Add Tenure

B01

Mgmt Unit

field. from the drop-down list. for Road Permit.

Select either appropriate.

T

for Tree Farm Licence

or U

for Timber Supply Area, whichever is

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

Click on the generates new Road Permit

Assc. Files

tab, specify the associated TSL file number, and

Provide the new Road Permit

file number file number

, record it.

Save

to the person who requested it.

.

2.

You will receive the completed Road Permit document from the Technician.

3.

Update

FTA

.

Access

FTA

Click on the

Specify the Road Permit

Update the

Tenures

tab and select

Award Date

,

File ID

and click on

Location

Tenure

, and from the drop-down list.

Zone

Go

.

. Then

Save

the data.

Note: Road Permits do not have an expiry date.

Click on the

Click on

Assc. Files

Inbox

tab and confirm the associated TSL file.

at the top of the screen.

Specify the Road Permit

Check to ensure that the

File ID

and click on

Road Permit

Go

. has been cleared. If it has, the

(Approved) button on the left is available.

APP

If the

If the

APP

APP

button is not available, notify Geomatics. button is available, click on

A map. Then print copies of the map.

Y

in the Map column to open the Exhibit

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Section 5: BC Timber Sales Tenures – BCTS Road Permit

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.

5.

Distribute the document:

 in accordance with local TSO procedures

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Section 5: BC Timber Sales Tenures – BCTS Road Permit

5.2.3

Closing and Deactivating Road Permit

1.

Upon receipt of the Road Permit closure/deletion request:

Access

FTA

Click on the

Tenures

tab and select

Specify the Road Permit

File ID

Tenure

from the drop-down list. and click on

Go

.

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

RESOURCES

.

Confirm that all road Sections have been set to 0.000 and that the Road Permit has been retired in

RESOURCES

. 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

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.

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:

 in accordance with local TSO procedures

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5.3

5.3.1

BCTS Forestry Licence to Cut (FLTC)

Introduction

Forestry Licence to Cut File Designations

19545-20 (Operational) 19545-25 (Legal)

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

RESOURCES

Legislation

Forest Act

Forms

BCTS Forestry Licence to Cut is available in local area template folder

Forms Index

Major Works Contract ( FS 623 FRC ):

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5.3.2 Unique Requirements for BCTS Forestry Licence to Cut

BCTS Forestry Licence to Cut

Licence Type

BCTS Forestry Licence to Cut

Unique Requirements

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

.

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5.3.3 Issuing BCTS Forestry Licence to Cut

1.

To generate a BCTS Forestry Licence to Cut tenure number:

Access

FTA

Click on the

In the

File Type

Click on

Enter the mandatory information and

FTA

Tenures

Add New

. tab and select

Add Tenure

drop-down box, select generates the tenure number.

U01

Save

.

Print the screen and attach it to the contract file. from the drop-down list. for BCTS Licence # Only.

2.

Prepare the FLTC document using the template in the local template folder.

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.

6.

Distribute the document:

 in accordance with local TSO procedures

7.

Update

FTA

:

Access

FTA

Click on the

Tenures

tab and select

Tenure

from the drop-down list.

Specify the Forest Licence to Cut

Click on the

Click on the

Click on the and

Save

.

Sale Info

File ID

and click on

Go

. tab, enter the mandatory information, and

Assc. Client

Assc. Files

Save

tab, enter the appropriate information, and

.

Save

. tab if applicable, enter the appropriate information,

Click on the

Tenure

Save

the data. tab, enter the

Issue Date

,

Expiry Date

, and

Zone

, and

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Click on

Inbox

at the top of the screen.

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.

Click on the

Change the

Click on

Ok

Tenure

. tab, enter the mandatory information, and

File Status

to

HI

and

Save

.

Save

.

8.

Update

RESOURCES

:

Launch

RESOURCES

Access the BCTS Forestry Licence to Cut.

Click on

Click on

For

For

Details

, change the

Activities

Auction

, enter the

Licence Issued

.

Licence State

Contract Award Date

, enter the to

HI

, and and change to

Contract Award Date

Save

.

Done

. and change to

Done

.

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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

.

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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

:

Access

FTA

Click on the

Tenures

tab and select

Tenure

from the drop-down list.

Specify the BCTS Forestry Licence to Cut

Click on the

Click on the

Assc. Files

Tenure

tab, change the

File ID

File Status

to and click on

HC

, and

Go

Save

.

. tab, make note of any related files, and close them.

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.

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