Coast Appraisal Training - British Columbia Document… · E-mail has become virtually the only method of written communication replacing paper memos, letter and faxes. The Coast

Coast Appraisal Training

Module 10 Various Timber Pricing Processes

Coast Area April 2020

MODULE 10 VARIOUS TIMBER PRICING PROCESSES

INTRODUCTION ........................................................................................................................... 10-1 EMAIL COMMUNICATION .............................................................................................................. 10-2

Overview .......................................................................................................................................... 10-2 Subject Line ...................................................................................................................................... 10-2 Body of Email ................................................................................................................................... 10-2

ROAD USE CHARGES .................................................................................................................... 10-3 Overview .......................................................................................................................................... 10-3 Population Instruction of Request for Approval of Road Use Charge Form .................................... 10-4

Land Information ....................................................................................................................................... 10-4 Reference Information of Cutting Authority .............................................................................................. 10-5 Current Cutting Authority Area Appraisal Information.............................................................................. 10-5 Summary of Agreement Information ......................................................................................................... 10-6 Associated Cutting Authority Area Information ........................................................................................ 10-7 Calculation Breakdown of Cost per Cubic Metre ....................................................................................... 10-7 Attachments .............................................................................................................................................. 10-7

Email Requirements for Request for Approval of Road Use Charge ............................................... 10-8 Appraisal Data Submission Requirements ...................................................................................... 10-9

Intial ADS Requirements ............................................................................................................................ 10-9 Post-Harvest Requirments ......................................................................................................................... 10-9

DEVELOPMENT COST DISTRIBUTION .............................................................................................. 10-10 Overview ........................................................................................................................................ 10-10 Unit Cost Threshold ....................................................................................................................... 10-10 Amortized% Column Population Instruction in ECAS .................................................................... 10-11 Development Cost Distribution Agreement Form Population Instructions ................................... 10-12 ECAS Requirements in First Cutting Authority ............................................................................... 10-15 Distribution Development Cost to Receiving Cutting Authority(s) Processes ................................ 10-16

Receiving Cutting Authority(s) Distributed Development Cost form Population Instruction ................... 10-16 First Cutting Authority Post-Harvest ADS Reconciled Distributed Development Cost EXCEL Spreadsheet Population Instruction ......................................................................................... 10-21

REAPPRAISAL OF A CUTTING AUTHORITY ........................................................................................ 10-27 REQUEST FOR REDETERMINATION................................................................................................. 10-28 APPEAL OF A DETERMINATION TO THE FOREST APPEALS COMMISION .................................................. 10-29 FILLING IN NON-TABULAR DEVELOPMENT COST FORM ..................................................................... 10-30

Project Description ........................................................................................................................ 10-30 Machine Cost ................................................................................................................................. 10-33

Blue Book Version .................................................................................................................................... 10-33 Labour Cost .................................................................................................................................... 10-36 Materials Cost or Project Bid Cost ................................................................................................. 10-37 Freight and Haulage Cost for Material Only ................................................................................. 10-38 Engineering, Certification & Supervision ....................................................................................... 10-38 Supporting Information ................................................................................................................. 10-39

CRUISE BASED BILLING REPORTING ............................................................................................... 10-43 GREAT BEAR RAINFOREST NORTH – ROAD PERMIT .......................................................................... 10-44

APPENDIX Appendix 10-1 – Request for Approval of Road Use Charge EXAMPLE ......................................................... 10-a Appendix 10-2 – Developmetn Cost Distribution Agreeement EXAMPLE ...................................................... 10-c Appendix 10-3 to 10-4 – Receiving Cutting Authority(s) Distributed Development Cost .............................. 10-d

Disclaimer: This document is intended for use during appraisal training activities and as a general guide to appraisals. It is not intended as a basis for legal interpretation of the Coast Appraisal Manual (CAM). If there is any discrepancy between these materials and the CAM, the CAM in force on the effective date of the cutting authority is correct. The CAM is posted on Timber Pricing Branch’s website is the official version. If there are any questions about a specific appraisal issue please contact Coast Area appraisal staff at the Coast Area office.

Coast –Appraisal Training Coast Area Timber Pricing, FLNRORD

April 2020 10-1

Introduction Module 10 provides instruction regarding various processes in Coast Appraisal Manual (CAM). Some of these processes may have been referenced in previous modules.

Critical to note is that the processes set forth in this module are for coast area only! For similar processes in the Interior Appraisal Manual (IAM) specific guidance needs to be obtained from the appropriate North or South Area appraisal staff.


April 2020 10-2

E-mail Communication Overview E-mail has become virtually the only method of written communication replacing paper memos, letter and faxes. The Coast Area Pricing (CAP) appraisal section method has used electronic recording keeping for the past decade. These include email notifications (and attachments) from applications such as Electronic Commerce Appraisal System (ECAS), General Appraisal System (GAS), etc. and e-mail(s) sent to Ministry of Forest, Lands, Natural Resource Operations and Rural Development (FLNRORD) that lead to an approval or decision.

Please do not REPLY, FORWARD, attach or link email notifications generated by a government application such as ECAS, GAS, etc. These are already retained in FLNRORD electronic records and should not be duplicated.

There are standards set by Records Keeping staff regarding which CAP appraisal section is requesting be followed when communicating with district or CAP appraisal staff for systematic electronic record keeping.

Subject Line When composing an email Subject Line provide the issue, topic, question, request, etc. and the cutting authority. In various training modules and guidance documents there are specific wording being provided so as focus workloads and systematically electronic record keep. Below are examples of the basics for a subject line.

Issue/Topic/Question/Request – A12345 CP567 Issue/Topic/Question/Request – TFL24 CP894

Things not to do: • REPLY, FORWARD, etc. an application’s email notification. • Agreement number, except for TFL (bad NRFL A12345 correct A12345). • Place a space between CP and actual CP# (bad CP 567 correct CP567). • Provide only the cutting permit # as it is the cutting authority which is being appraised.

As defined in the CAM a cutting authority is the agreement number and cutting permit number or just the agreement number if the authority to harvest is contained within the agreement.

• Provide as the subject “Question”! Be specific as to what is within the body of the email.

Body of Email Within the body of the email provide the cutting authority again, mark (primary mark if multi-mark cutting authority) and ECAS Id. More than one ECAS Id may be required due to a change circumstance re-appraisal or post-harvest ADS.

Please do not parachute a new topic or issue into an existing email string. A new issue or topic needs to be in a fresh email.


April 2020 10-3

Road Use Charge(s) Overview A Road Use Charge must be approved prior to inclusion in an initial appraisal data submission (ADS) to the district manager for a fully appraised cutting authority. This is one of the four requirements in the CAM that must occur prior to issuance of a fully appraised cutting authority. In the Coast Area several Coast Area Pricing (CAP) appraisal section staff have been designated by the by Regional Executive Director (RED) to approve road use charges.

A completed Request for Approval of a Road Use Charge and required attachment(s) are sent in advance, via email, to the Regional Appraisal Coordinate and cc to other CAP appraisal staff. A WORD document form is available at the CAP appraisal section website https://www.for.gov.bc.ca/rco/revenue/.

Please ensure that the document you create for submission remains two pages! Some reformatting may well be required.

A separate Request for Approval of a Road Use Charge form is required for each location of a fee simple private land holder or First Nation land. The exception is when the same there are several parcels of fee simple land in the same location held by the same individual/corporation. This also applies to have multiple parcels of First Nation land that are in the same location. If unsure when developing the Request for Approval of a Road Use Charge consult with Coast Area Pricing appraisal staff to find out if it is acceptable or has occurred in the past. When multiple parcels of land are listed in the agreement, they must be provided in the same Request for Approval of a Road Use Charge form, if there are more than three please use a third page to list the rest of the PIDs and First Nation lands.

In a cutting authority, which has an approved road use charge, post-harvest appraisal data submission (ADS) the cost per cubic metre of road use charge(s) must be updated to the invoiced costs. All road use charges associated with the cutting authority area must be included in the post-harvest ADS. Auditable monetary transaction evidencing payment need to be attached in the Post-Harvest ADS.

A sample approved Road Use Charge can be found in Appendix 10-1.

Critical to note is that a Road management/maintenance charges are not acceptable! These costs are captured in the tenure obligation adjustment Road Management Cost.

https://www.for.gov.bc.ca/rco/revenue/



April 2020 10-4

Population Instruction of Request for Approval of Road Use Charge Form

Land Information Figure 10-1a – Land Information

1. District Lot - enter the district lot number for all the private land parcel(s) included in this agreement (all private land parcels owned by the same individual/company). Each district lot number must be entered entirely on a single line.

NOTE If more than three parcels of land owned by the same individual/company for the location are present, provide the other parcels of land on a third sheet of paper.

2. Parcel Identifier – enter the unique 9 character number (e.g. 006 881 145) for all the private land parcel(s) for a location name that are owned by the same individual/company included in the agreement (there are three cells for each three number group of the PID). Ensure that the parcel identifier (PID) matches the district lot.

NOTEs • Each Request for Approval of a Road Use Charge may only be for the same location name and individual/company.

• A separate Request for Approval of a Road Use Charge must be submitted for each ‘location name’ even if owner is the same. Reason for this is that costs are tracked by location name.

• Consult with CAP appraisal staff if unsure of location name. • Ensure that Parcel Identifier(s) are correctly populated (outlined in fuchsia

Figure 10-1c) as there are three cells in the WORD document. Do not submit if all PIDS are in same cell (highlighted in yellow Figure 10-1b).

Figure 10-1b – PID In-Correctly Populated

Figure 10-1ca – PID Correctly Populated

3. First Nation – if the agreement involves a First Nation’s reserve land, then enter the First Nation name and reserve number(s) associated with the agreement.


April 2020 10-5

Reference Information of Cutting Authority Figure 10-2 – Location Information

4. Licensee – enter the name of the licensee as it is recorded in the government CLIENT

application.

5. Resource District – enter the Resource District which the parcel of land or first nation is within from the following list (please use name not acronym or add ‘district’ as that information is in title):

Campbell River Chilliwack Coast MountainsHaida Gwaii North Island Central Coast Sea to Sky South Island Sunshine Coast

6. Location – enter the commonly used name for the location of the road use charge. This may be the place name, the lot number, first nation reserve number or some other unique identifier. These names are used in record keeping and systematic approach is required. If you are unsure of the commonly used name, please contact the Coast Area appraisal staff as the location may already have a common name associated with it.

Current Cutting Authority Area Appraisal Information Figure 10-3 – Road Use Charge Specific to Cutting Authority Information

7. Licence - enter the licence number of the cutting authority which the road use charge for

this parcel (or parcels) of land is being applied for. DO NOT enter FL, NRFL, or any other tenures abbreviations. TFL is the only tenure type which must include letters (i.e. TFL99).

8. Cutting Permit – enter the cutting permit number that the road use charge will be included in as a cost estimate. DO NOT enter CP before the number.

9. Total Volume – enter the total net cruise volume of timber that is being appraised in the cutting authority.

10. Total Cost for current Cutting Permit – enter the total dollar value of the road use charge. If there is more than one private land holder or First Nation, please only enter the amount associated with the private land or First Nation.


April 2020 10-6

11. Cost per Cubic Metre – enter the cost per cubic metre. If there is more than one private land holder or First Nation, please only enter the amount associated with the private land or First Nation. This cost will have to be calculated if the road use agreement charges are based upon;

⇒ One time cost ⇒ Cost per km per m3 ⇒ Cost per year

Summary of Road Use Agreement Information Figure 10-4 – Road Use Agreement Information

Please fill in only the appropriate dollar amount agreed to in the road use agreement, bullets from #12 to 15. In some instances, more than one method (usually the ‘One Time Cost’ or ‘Cost per Year’ and another) may be appropriate.

12. One Time Cost – if the road use charge will be a onetime only lump sum cost then enter the amount of the onetime cost. If this method of cost estimating the road use charge is not part of the agreement, then leave it blank (do not put in abbreviations like N/A).

13. Cost per km per m3 – if the road use charge is a dollar amount per cubic metre per kilometre of road that the timber will be hauled over then record the dollar amount per cubic metre per kilometre here. If this method of cost estimating the road use charge is not part of the agreement, then leave it blank (do not put in abbreviations like N/A).

14. Cost per m3 – if the road use charge will be a dollar amount per cubic metre amount then enter the dollar amount per cubic metre here. If this method of cost estimating the road use charge is not part of the agreement, then leave it blank (do not put in abbreviations like N/A).

15. Cost per Year – if the road use charge will be a dollar amount per year then enter the dollar amount per year here. If this method of cost estimating the road use charge is not part of the agreement, then leave it blank (do not put in abbreviations like N/A).

16. Length of Agreement – record in years the length that the signed road use charge agreement is in place for.


April 2020 10-7

Associated Cutting Authority Area Information Figure 10-5 – Previous CP Road Use Charges for Parcel of Land

17. Licence – enter the licence number (held by the licensee) of cutting authorities which

previously have had a road use charge from this parcel (or parcels) of land. DO NOT enter FL, TFL, NRFL, or any other nasty tenures abbreviations.

18. Cutting Permit – enter the cutting permit number of the cutting authority which previously had a road use charge from this parcel (or parcels) of land.

19. Cost – enter the cost (from the “Total Cost for current Cutting Permit”) for the previous cutting authorities.

20. Appraised – enter ‘YES’ or ‘NO’ depending if the road use charge was used in the appraisal of this previous cutting authority. If a stumpage rate has not been determined for the previous cutting authority the answer is NO.

21. Total – enter the total dollar amount of all cutting authorities. This is just a summary of all of the above cutting authorities’ road use charge costs.

Calculation Breakdown of Cost per Cubic Metre

⇒ Provide details of how the per cubic metre charge was calculated. ⇒ This calculation must be recorded in a clear and concise “step-by-step” process from the

costs agreed to in the Road Use Charge Agreement to the per cubic metre cost that is to be entered into the appraisal data submission.

⇒ Record any other relevant information pertinent to the calculation of the road use charge. ⇒ If space is insufficient in this section of the form, please provide information on a separate

piece of information.

Attachments

⇒ Provide as an attachment the signed Road Use Agreement with the private land holder or First Nation

⇒ Map(s) of the: private land or First Nation and road the road use charge is being requested for. Overview map showing alternative timber extraction routes.


April 2020 10-8

Email Request for Approval of Road Use Charge A completed and signed Request for Approval of a Road Use Charge form along with all supporting information must be emailed to CAP appraisal staff prior to inclusion in an initial ADS. If the location has not had an approved road use charge since 2010 extra time will be required to conduct Land Title search using the PID.

1. Address email to the following CAP appraisal staff email to ensure it is actioned in a timely manner:

To: Regional Appraisal Coordinator email, Cc: Timber Pricing Forester; Pricing Business Analyst

2. Subject line format of email must be: Request for Approval of a Road Use Charge – A12345 CP567 Request for Approval of a Road Use Charge – TFL24 CP842

3. Attach to the email; a. signed Request for Approval of a Road Use Charge is in colour (only two pages unless

third is required for more than three PID), b. copy of signed Road Use Agreement, c. map of the parcel (parcels) or land that a road use charge is being applied to, and d. map with any other alternative haul routes must be included if appropriate.


April 2020 10-9

Appraisal Data Submission Requirements

Initial Appraisal Data Submission (ADS) Requirements

In the Initial ADS only, the Approved Road Use Charge (example is Appendix 10-1) needs to be attached in the ECAS43 – Attachment screen in the specific location (highlighted in yellow Figure 10-6). Only the approved pdf document (one sent by CAP appraisal staff providing approval) should be attached as all other supporting documentation has been supplied in the email the SFP sent to CAP appraisal staff when requesting approval of the Road Use Charge.

Please do not include in the ZIP file at the top of the screen.

Figure 10-6 – Previous CP Road Use Charges for Parcel of Land

Post-Harvest ADS Requirements

SFP when gathering information for the development of the Post-Harvest ADS needs to: 1. ensure that Road Use Charge Agreement(s) cover the full term of the cutting authority and

attach them in the ECAS - Attachments screen. NOTE The agreement s must cover the full term of the cutting authority.

2. collection of all ‘auditable’ invoices for the road use charges that were incurred by the timber that came off of the cutting authority area and were charged for crossing the parcel of private land(s) or First Nation land(s).

NOTE These auditable invoices must be available upon request and it is recommended as best practice to included them as an attachment in post-harvest ADS.

3. reconcile from the estimated timber volumes in the initial ADS to the actual timber volume from the cutting authority area that have traveled over the First Nation land (s) or parcel of private land(s).

4. provide this information as an attachment in the same location (highlighted in yellow Figure 10-6) in the ECAS43 – Attachment screen.


April 2020 10-10

Development Cost Distribution

Overview

When development costs are being distributed into future cutting authority(s) under section 5.3.2.2 of the CAM a “Development Cost Distribution Agreement” form (DDA form) must be completed and adjustments to the AMORTIZED% column entries made in the first cutting authority (both the initial and post-harvest) appraisal data submission in the ECAS. In future receiving cutting authority(s) a Receiving Cutting Authority(s) Distributed Development Cost form (RDDC form) must be completed and attached, with the distributed cost entered into the New Construction section of the ECAS40 – Detailed Engineering screen and identified as DDA under the ‘Cost Estimate Identifier’ column.

The ten-year term of the Development Cost Distribution Agreement begins on the effective date of the first cutting authority (based upon the district manager cutting permit document) even if an updated agreement is required:

1. by post-harvest ADS development cost changes, or 2. due to a reappraisal of the first cutting authority for sudden & severe damage or

Minister’s Direction.

Unit Cost Thresholds

The Unit Cost threshold for a cutting authority to qualify to have a Development Cost Distribution is $4.00 per cubic metre. The development cost that have been amortized into the cutting authority or development cost that have been distributed into the cutting authority do not contribute when determining if the Unit Cost threshold has been met or exceeded.


April 2020 10-11

Amortized% Column Population Instruction for ECAS

Amortized% Column Population Except for Culvert Screen

In the first cutting authority appraisal data submission the Amortized% column in ECAS (see Figure 8-7a) must have the road section’s and drainage structures reduced from 100 (the 100 indicates that 100% of the road section or drainage structure development cost will be retained in the first cutting authority) to a percentage of that road section or drainage structure cost that will be retained in the first cutting authority, within the:

• ECAS37 - Tabular Road screen, • ECAS39 - Endhaul screen, • ECAS38 - Road Reconstruction screen, • ECAS35 - Bridges screen and • ECAS40 – Non-Tabular Develoment Cost screen (projects that are manually entered)

The exception is for culverts, entered in the ECAS36 screen (see detailed below).

Figure 10-7a – Amotized % Column

Amortized% is the percentage of the development cost that will be retained in the first cutting authority, with only whole numbers being able to be entered. Thus an Amortized% entry of:

100 means 100% of development cost is retained in first cutting authority.

0 means 0% of the development cost is retained in the first cutting authority with the remaining 100% of development cost to be distributed into future cutting authority(s).

35 means 35% of the development cost is retained in first cutting authority with the remaining 65% of development cost to be distributed into future cutting authority(s).

80 means 80% of the development cost is retained in first cutting authority with the remaining 20% of development cost to be distributed into future cutting authority(s).

Amortized% Column Population for Culvert Screen

The Culvert Amortized% column data entry in the ECAS36 – Culverts screen is different than the other ECAS screens above where Amortized% is done individually by road section, bridge entry and NDC project type. In the culvert screen Amortized% reduction is by diameter class, where two or more sperate lines for the same diameter culvert may be required. The reason for this is that the Amortized% column adjusts the culverts resulting cost in GAS to the desired dollar amount to be retained in the first cutting authority appraisal.

Retained in first cutting authority

Apportioned to future receiving cutting authority(s)


April 2020 10-12

Example

See Figure 10-7b For culvert diameter 0.5 metre there is a total of 202 linear metre of culvert that is being installed. The SFP has decided that cost of:

• 76 metres will be distributed into future receiving cutting authorities (see A in Figure 10-7b).

• 126 metres will be retained in the first cutting authority (see B in Figure 10-7b).

Note that there can be multiple permutations and combinations for each diameter class, this is only an example. Use the Amortized% column to adjust the culverts resulting cost estimate to the desired dollar amount.

Figure 10-7b – Amotized % Column

A

B


April 2020 10-13

Development Cost Distribution Agreement Form Population Instructions The process for completing (see Appendix 10-2 for a completed DDS form for a first cutting authority initial ADS) a Development Cost Distribution Agreement form (DDA form) is:

1. The DDA form is an EXCEL (please do not hand balm) spreadsheet, this form is located at: https://www.for.gov.bc.ca/rco/revenue/

2. Enter the following administrative information related to the first cutting authority in the DDA form: • Licensee Legal Name that can be found in ECAS at the top of the

ECAS30 - Reference screen. • Licensee Address • Licence Do not include prefixes such as FL, FLTC, TSL, TL etc. in this cell. • Cutting Permit ONLY the CP identifier (numbers and/or letters). Do not include

‘CP’ in this cell. • Mark (primary mark) No spaces in mark and only TFLs have slashes in marks. • ECAS Id • Point of Origin Area of the first cutting authority area.

3. Total Development Cost is the total development cost recorded in the first cutting authority appraisal data submission (see A in Figure 10-8). This amount is the “Total ($)” (see A in Figure 10-9) in GAS, which is obtained from the Stumpage Rate Details report, generated by GAS, from the ‘Pre-Amort Development Cost ($)’ column on the final page of the report.

Figure 10-8 – Development Cost Distribtuion Agreement

4. Development Cost Retained in First Cutting Authority is the development cost amount to be retained (see B in Figure 10-8) in the first cutting authority appraisal. The amount entered must match the Stumpage Rate Details Report’s “Total ($)” (see B in Figure 10-9) of the ‘Applicable Development Cost ($)’ column on the final page of the report.

A

B




April 2020 10-14

5. Development Cost to be Distributed into Future Cutting Authority(s) (circle in orange Figure 10-8) is auto-calculated by the EXCEL spreadsheet and is the amount to be distributed into future cutting authority(s).

6. Unit Development Cost Threshold is determined using only those ‘newly submitted’ development costs, which do not include dollar amounts from prior approved Amortization Agreements or Development Cost Distribution Agreements that are amortized/distributed into the first cutting authority. The Unit Development Cost amount is obtained from the Stumpage Rate Details Report’s ‘Total Applicable Road Development ($/m3)’ (circled in purple in Figure 10-9) less prior approved amortized and development cost distribution amounts.

Figure 10-9 – Stumpage Rate Detail Report First Cutting Authority Initial ADS

7. A PDF must be made of the completed DDA form EXCEL spreadsheet for signature. DO NOT submit the EXCEL spreadsheet.

8. Licence Representative: The signatory must be authorized to enter into the Development Cost Distribution Agreement on behalf of the licensee. This is not a professional document so there is no requirement to seal the document.

B A


April 2020 10-15

ECAS Requirements in First Cutting Authority The requirements in the first cutting authority initial ADS are:

1. AMORTIZED% column must have the percentage reduction record (whole numbers only) to those road section(s) and drainage structure(s) in the first cutting authority ADS.

2. The information provided in the DDA Form should be as accurate as possible based upon the submitting forest professional’s (SFP) calculation. If the dollar values do not match those calculated by the GAS (see A & see B in Figure 10-9) in DDA Form (see A & see B in Figure 10-8) clarification will be sought by Coast Area Pricing appraisal staff prior to consideration of entering into the Development Cost Distribution Agreement.

3. Attach the completed DDA Form for the first cutting authority in the ECAS43 - Attachment screen under the Non-Tabular Development Cost section ‘Extended Amortization Detailed Agreement’ location (see highlighted yellow Figure 10-10). Every effort should be made NOT to attach these to the single ZIP file section at the top of the screen or the ‘Miscellaneous’ section at the bottom of the screen.

Figure 10-10 – ECAS43 – Attachement screen

4. SFP needs to follow-up with the statutory decision maker (SDM) once the stumpage rate determination has been made in the General Appraisal System (GAS). Reason for this is that in PHARM for initial ADS the SDM may have missed the DDA form because of the light verification review done on the initial ADS under PHARM.

5. Distribution is in force once signed off by both the licensee representative and SDM (see Appendix 10-2).


April 2020 10-16

Distributed Development Cost to Receiving Cutting Authority(s) Processes The Receiving Cutting Authority(s) Distributed Development Cost form (RDDC form) has been updated for PHARM. The EXCEL workbook available on the CAP appraisal section website https://www.for.gov.bc.ca/rco/revenue/. There are now two worksheets within the EXCEL RDDC form workbook (please do not hand balm). These two worksheets and will be used for:

a) submitting distributed amounts into receiving cutting authority(s). b) reconciling distributed amounts if a change occurs in total development cost between the

first cutting authority’s initial ADS and post-harvest ADS. The first worksheet is the “Distributed Development $ Form” which serves the same role, as the RDDC form. The second worksheet is for first cutting authority post-harvest ADS.

NOTE • Do not create a pdf for the post-harvest ADS, the EXCEL spreadsheet must be attached as it contains functionality for final reconciliation at the post-harvest ADS of the first cutting authority.

• Remember in the COMMENTS at submission to identify that there is a Distribution Agreement in place (truly important for the 50% of cutting authorities which will not have office verification).

Receiving Cutting Authority(s) Distributed Development Cost Form Population Instruction

Initial ADS of Receiving Cutting Authority The process for filling in EXCEL RDDC form for receiving cutting authority(s) while the first cutting authority has only an initial ADS:

1. ‘First Cutting Authority Distribution Information’ section in the RDDC form (Figure 10-11) enter the following:

a. Licence is the form of agreement (Do not include prefixes such as FL, FLTC, TSL, TL etc. Only TFL is acceptable/required.) the first cutting authority is issued under.

b. Cutting permit ONLY the CP identifier (numbers and/or letters). Do not include ‘CP’ in this cell.

c. Mark (primary mark) No spaces in mark and only TFLs have slashes in marks. d. ECAS Id (initial ADS) is the first cutting authority’s initial ADS ECAS Id. e. Effective Date is the first cutting authority’s effective date of the cutting authority

document. Do not change the effective date to match a post-harvest ADS effective date or a reappraisal effective date!

f. Point of Origin Area of the first and subsequent point of origin area that both the first cutting authority and receiving cutting authorities are within.

NOTE you can not distribute development cost to receiving cutting authority(s) that are not within the same point of origin area.




April 2020 10-17

g. Initial ADS development distribution information A. Pre-Amortization Development Cost (see A Figure 10-9) is the first cutting

authority, from the initial ADS, total development cost (see A in Figure 10-8). B. Retained in 1st Cutting Authority (see B Figure 10-10) is the first cutting

authority total development cost, from the initial ADS, that is retained in the first cutting authority. This amount is obtained from GAS Stumpage Rate Details Report’s ‘Total Applicable Road Development ($/m3)’ (see B in Figure 10-8).

Figure 10-11 – First Cutting Authority Informaiton Initial ADS RDDC form

2. ‘Receiving Cutting Authority(s) Distributed Amount Information’ section in the RDDC form (Figure 10-11a-c) enter the following: For Receiving Cutting Authority(s) that the distributed development cost will be included in, enter the following: a. Licence is the form of agreement (Do not include prefixes such as FL, FLTC, TSL,

TL etc. Only TFL is acceptable/required.) the that the receiving cutting authority is issued under.

NOTE The receiving cutting authority(s) licence (form of agreement) number may be different than the first cutting authority. Distributing development cost is acceptable as long as the legal company name is the same (verification of this will be based on legal name in CLIENT on effective date of receiving cutting authority).

b. Cutting permit of receiving cutting authority (ONLY the CP identifier (numbers and/or letters), do not include ‘CP’ in this cell).

c. Mark No spaces and only TFLs have slashes in marks. d. ECAS Id of receiving cutting authority. e. Receiving Cutting Authority(s) Distributed Development Cost Amount

Information for the: i. first receiving cutting authority, at the initial ADS, the amount of cost being

distributed (See E in Figure 10-11a) as decided by the SFP.

Figure 10-11a – Distributed Development Cost Amount into First Receiving Cutting Authority

E

A

B


April 2020 10-18

ii. subsequent receiving cutting authority(s), at the initial ADS, (see EE in Figure 10-11b) is any amount up to the previous receiving cutting authority ‘Remaining Development Cost to Distribute to Future Cutting Authority(s) (see F in Figure 10-11c).

Figure 10-11b – Distributed Development Costs Amount into Second Receiving Cutting Authority

Figure 10-11c – Distributed Development Costs Amounts into Multiple Receiving Cutting Authority(s)

3. Create a pdf of the “Distributed Development $ Form” worksheet once each receiving cutting authority is populated.

4. Attach the pdf created in step 3 in the ECAS43 - Attachment screen under the Detailed Engineering section ‘Extended Amortization Detailed Agreement’ location (see highlighted yellow Figure 10-9).

NOTE Every effort should be made NOT to attach these in the single ZIP file section at the top of the screen or the ‘Miscellaneous’ section at the bottom of the screen.

F

EE


April 2020 10-19

5. The amount distributed to the receiving cutting authority initial ADS must be entered in the ECAS40 – Non-Tabular Development Cost screen under ‘New Construction’ (see Figure 10-12) with the:

a. Cost Estimator Identifier column entry of DDA (if more than one DDA in a receiving cutting authority use a number i.e. DDA1, DDA20),

b. NDC Type select ‘Type 8’for now until ECAS can be upgraded to a more appropriate code,

c. Road Name record “Receiving CP Distributed Amt”, d. Station Start & End record “0’, e. Amortized% of 100 (must be 100 as cannot disturbed a previously distributed cost

into a future receiving cutting authority), and f. Comments enter the first cutting authority distributed development cost are from

(example First CP is A12345 CP240).

Figure 10-12 – ECAS40 – Detailed Engineering screen

6. Repeat steps 2(e) through 5 for each receiving cutting authority until the “Remaining Development Cost to be Distributed to Future Receiving Cutting Authority(s)” is zero.

NOTE Reconciliation of distributed development cost may be required because of the first cutting authority post-harvest ADS.

Post-Harvest ADS of Receiving Cutting Authority When a receiving cutting authority submits a post-harvest ADS, while the first cutting authority has still only submitted an initial ADS, the process for filling in RDDC form is:

NOTE A suggested best practice is to save the EXCEL spreadsheet and populate it as receiving cutting authority receives distributed amount. This practice will also assist with reconciliation at the first cutting authority post-harvest ADS.

1. Receiving Cutting Authority(s) Distributed Amount Information’ section in the RDDC form update the in the EXCEL RDDC form the:

a. post-harvest ADS column must be switched from NO to YES. To do this click on the cell and list prompt (circled in red Figure 10-13a) will appear.

b. select YES (circled in orange Figure 13a).


April 2020 10-20

Figure 10-13a – Changing Post-Harvest ADS Identifier

c. ECAS Id must be updated from the initial ADS (circled in red Figure 10-11c) to the post-harvest ADS (circled in red Figure 10-13b).

Figure 10-13b – Changing to Post-Harvest ADS ECAS Id

2. Create a pdf of the worksheet. 3. Attach PDF to the receiving cutting authority post-harvest ADS ECAS Id in the

ECAS43 – Attachment screen (see Figure 10-9). 4. Retain distributed amount in the ECAS40 – Detailed Engineering screen

(see Figure 10-12).


April 2020 10-21

First Cutting Authority Post-Harvest ADS Reconciled Distributed Development Cost EXCEL Spreadsheet Population Instruction All fully appraised cutting authorities whose effective date of the first cutting authority is on or after April 1, 2019 are required to submit a post-harvest ADS. A post-harvest ADS most likely will result in changes to the development cost and as a result will impact a Distribution Agreement.

Post-Harvest ADS Information for First Cutting Authority

When the first cutting authority post-harvest ADS is being prepared for submission, update of the EXCEL Reconciled Distributed Development Cost form (RDDC form) is required. In the:

1. First Cutting Authority Distribution Information’ section in the EXCEL RDDC form appraisal data elements are the same as described earlier in this training module (compare Figure 10-10 to 10-14). Additional appraisal data elements required are the:

NOTE As suggested before the best practice is to save the EXCEL spreadsheet and populate it as receiving cutting authority receives distributed amount.

a. ECAS Id (post-harvest ADS) is the first cutting authority’s post-harvest ADS ECAS Id (circled in orange Figure 10-14).

Figure 10-14 – Development Cost of First Cutting Authority Post-Harvest ADS

b. Update of the first cutting authority Post-Harvest ADS development cost

information is required for: i. Pre-Amortization Development Cost (see C Figure 10-14) is the first cutting

authority, from the post-harvest ADS, total development cost (see C Figure 10-15a or 10-15b).

ii. Retained in 1st Cutting Authority (see D Figure 10-14) is the amount of development cost retained in the first cutting authority. This amount is obtained from GAS Stumpage Rate Details Report’s ‘Total Applicable Road Development ($/m3)’ (see D in Figure 10-15a or 10-15b).

C

D


April 2020 10-22

Figure 10-15a – Increase Development Cost Stumpge Rate Detail Report First Cutting Authority Post-Harvest ADS

Figure 10-15b – Decrease Development Cost Stumpge Rate Detail Report First Cutting Authority Post-Harvest ADS

2. Receiving Cutting Authority(s) Distributed Amount Information section (Figure 10-17) in the RDDC form is the same as described earlier in this training module when the receiving cutting authority is at initial ADS. If the total development cost of the first cutting authority:

a. Increases (yellow fill box Figure 10-16) between a to complete the process;

Figure 10-16 – Increase Development Cost as Result of First Cutting Authority Post-Harvest ADS

i. Post-Harvest ADS Distributed Development column (purple rectangle

Figure 10-17) is updated in the ‘Distributed Development $ Form’ worksheet (circled in red Figure 10-17), by;

A. entering the ‘PH ADS Reconciled Distributed $’ worksheet (circled in orange Figure 10-17),

C

C

D

D


April 2020 10-23

Figure 10-17 – Receiving Cutting Authority Distributed Amount Information Pre-Population

B. populating cells (highlighted in green Figure 10-18) for specific receiving

cutting authority(s) in the Amount of Distributed Development Cost column (purple rectangle Figure 10-18) from the amount listed (highlighted in yellow Figure 10-18) in the Receiving CP Distributed Cost in PH ADS column (red rectangle Figure 10-18),

Figure 10-18 - Receiving Cutting Authority(s) Requiring Adjustment at Post-Harvest ADS

C. the result in the Post-Harvest ADS Distribute Development column (purple

rectangle Figure 10-19) in in the Distributed Development $ Form worksheet (red rectangle Figure 10-18),

Figure 10-19 - Receiving Cutting Authority Distributed Amount Information Post-Population

Yellow highlighted text that follows is draft as the spreadsheet functionality and process have not been completed. D. attached the EXCEL form in the ECAS43 – Attachment screen

(see Figure 10-9), E. dollar amount distributed to receiving cutting authority in the ECAS40 –

Detailed Engineering screen (see Figure 10-12) does not change. F. Go to end of process for both increase and decrease for yellow highlight

red letter # D-F


April 2020 10-24

b. Decrease (yellow fill box Figure 10-20) requires decisions regarding action to be taken to account for the decrease in development cost.

Figure 10-20 – Decrease Development Cost as Result of First Cutting Authority Post-Harvest ADS

Process to make decision on addressing the decrease;

i. if there are still development costs that have not been distributed (blue box Figure 10-21a) to receiving cutting authority(s) these costs may be;

A. distributed to future receiving cutting authorities, or Figure 10-21a – Decrease Development Cost as Result of First Cutting Authority Post-Harvest ADS

B. retained in the first cutting authority. To do this adjustments to the

AMORTIZ% column in the post-harvest ADS ECAS Id must be done. Then updates to the EXCEL RDDC form as a result of these adjustments to the AMORTIZ%.

ii. if there is a negative development cost to be distributed (red box Figure 10-21b) to receiving cutting authority(s) then receiving cutting authority(s) which have not had a post-harvest ADS must be adjusted.

Figure 10-21b – Decrease Development Cost as Result of First Cutting Authority Post-Harvest ADS

The process for adjusting the receiving cutting authority(s) distributed development cost is

A. enter the PH ADS Reconciled Distributed $ worksheet (circled in orange Figure 10-17),

B. in the Amount of Distributed Development Cost column (purple rectangle Figure 10-22a)

aa. enter the amount from the Receiving CP Distributed Cost at 1st CP PH ADS column (yellow rectangle Figure 10-22a).


April 2020 10-25

Figure 10-22a – Decrease Development Cost as Result of First Cutting Authority Post-Harvest ADS

bb. if the total amount of distributed development cost (circled in red in Figure 10-22a) is negative then adjustments to (green highlighted cells Figure 10-22a) cells that have not had a post-harvest ADS must be made until the total amount of distributed development cost is zero (orange circle Figure 10-22b).

NOTE that cells with blue fill (blue circle Figure 10-22a) in the Receiving CP Distributed Cost at 1st CP PH ADS column (yellow rectangle Figure 10-22a) can not be adjusted!

Figure 10-22b – Decrease Development Cost as Result of First Cutting Authority Post-Harvest ADS

C. adjust receiving cutting authority(s) which still have yet to have a post-harvest ADS Amount of Distributed Development Cost cells downward until

D. ) updated in the ‘Distributed Development $ Form’ worksheet (circled in red Figure 10-17), by;

3. Distributed Cost at time of First CP Post-Harvest ADS

a. Distributed Cost into Receiving CP at time of first cutting permit post-harvest ADS the total distributed development costs that have been distributed into receiving CP

b. Receiving CP that have submitted a Post-Harvest ADS the total amount of distributed development cost in receiving cutting permit which have had a post-harvest ADS submitted at time that the first cutting permit post-harvest ADS was submitted. NOTE this amount can not be changed!


April 2020 10-26

4. Increase in Total Development Cost a. Retained in First CP Post-Harvest ADS this amount will be obtained from the

Detailed Stumpage Rate report. To adjust this amount the AMORTIZED% column must be adjusted in the post-harvest ADS ECAS Id.

b. Increase in First CP Retained Development Cost is the change between the initial and post-harvest ADS total development cost retained in the first cutting permit. NOTE this is auto-calculated.

Figure 10-23 – ECAS40 – Detailed Engineering screen


April 2020 10-27

Reappraisal of a Cutting Authority A reappraisal of a cutting authority in Coastal PHARM must be done due to either;

1. Sudden & Severe damage, or 2. Minister Direction.

Sudden & Severe Damage on a Cutting Authority Area

When a sudden & severe damage event occurs on a cutting authority area a new initial ADS may be required to account for changes in harvest methods and species volumes & grades as well as potential new development costs.

Minister Directed Reappraisal

A Minister Directed reappraisal may required that the licensee SFP provide an initial ADS. The Minister may or may not direct this in their letter. If the direction results in a change that impacts the harvest methods and species volumes & grades as well as impacting development costs, but the Minister did not specifically include that in direction, the Regional Appraisal Coordinator may direct its submission.


April 2020 10-28

Request for Redetermination Under section 3.7 of the CAM within 21 days of a stumpage rate determination a request for redetermination may be made by the licensee.

The clock for the request for redetermination begins on the date that the SDM determined the stumpage which can be found “Stumpage Rate Determination” email (underlined in purple Figure 10-6). The extension of the 21 day period under section 3.7(3) of CAM must occur within the 30 day period.

The process to make a request:

1. compose a new email,

DO NOT reply, forward or send an email notice sent from ECAS or GAS.

2. have the following subject line for the email Request for Redetermination – A##### CP###

3. provide in the body of the email:

a. the mark and ECAS Id (it is suggested to repeat the cutting authority in the body of the email as well, example of which is A12345 CP987. Please do not use tenure shorthand.)

b. issue(s) regarding the determination,

c. suggested outcome/option, and

d. supporting details (do not attach the GAS Detailed Summary Report or any attachments that are available in ECAS) regarding your request for each issue

4. Send the email to the person who determined the cutting authority stumpage rate and cc to other CAP staff. The individual who determined the stumpage rate can be found at the bottom of the “Stumpage Rate Determination” email (underlined in red Figure 10-6).

Figure 10-24 – SDM Indification from Stumpage rate Determination email


April 2020 10-29

Appeal of a Determination to the Forest Appeals Commission A stumpage rate determination may be appealed to the Forest Appeals Commission (FAC) under section 147 of the Forest Act. Appeals to FAC must be made within 30 calendar days of the determination.

NOTE that a Request for Redetermination mutually agreed upon extension during the 30 day period after the determination does not impact the 30 day clock for making an appeal to FAC.

General information regarding the FAC is located at found at: http://www.fac.gov.bc.ca/

Appeal Process information is located at: http://www.fac.gov.bc.ca/fileAppeal/index.htm

The Notice of Appeal form that must be sent to the FAC is located at: http://www.fac.gov.bc.ca/fileAppeal/form_1.pdf

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

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

http://www.fac.gov.bc.ca/fileAppeal/index.htm

http://www.fac.gov.bc.ca/fileAppeal/index.htm

http://www.fac.gov.bc.ca/fileAppeal/form_1.pdf

http://www.fac.gov.bc.ca/fileAppeal/form_1.pdf


April 2020 10-30

Filling Out NDC Form To ensure systematic recording of appraisal data elements in an NDC Form for a project

Project Description The first part of an NDC Form provides information regarding appraisal data elements for a single non-tabular development cost (NDC) project.

Figure 10-25a – NDC Form #1

Licence Record the licence (Agreement) number ( e.g. A12345, L54321, and TFL 99 ).

Do not fill in FL A12345 or FLTC A54321.

Cutting Permit Record the cutting permit number ( e.g. 110, 11F, AA ).

Do not fill in CP 110

ECAS Id Record the ECAS Id. In post-harvest ADS this information must be updated from the initial ADS ECAS Id. If there are two post-harvest ADS’s in ECAS only the first post-harvest ADS ECAS Id is to be recorded.

NDC Cost Method Record the NDC Project cost method two letter code for an:

1. Initial ADS either a; QE - qualified registered professional estimate in NDC Procedures. DC - detailed calculation as described in NDC Procedures. TC - tendered contract as described in NDC Procedures.


April 2020 10-31

2. Post-Harvest ADS either a; DC - detailed calculation as described in NDC Procedures. TC - tendered contract as described in NDC Procedures.

Description Record the NDC Attachment Identifier (outlined in blue Figure 10-25b) which is used to identify a project’s supporting documentation in ECAS43 – Attachments screen and in the ECAS40 – Non-Tabular Development Cost screen column “Attachment Identifier’. When applicable (best practice) record information that will assist in describing the situation. One of the most common situations would be if a road reconstruction project type 10 has NDC project types within its length for drainage structures. In Figure 10-25a information regarding a Road Reconstruction length of road with three bridges one of which is in Figure 10-25b. If there are too many NDC projects within the length it may be necessary to attach an extra sheet within the NDC project attachment providing description detail.

Figure 10-25b – NDC Form #1

Project Type Record the number associated with the NDC Project Type, from the Non-Tabular Development Cost Procedures. ( e.g. 2, , 6, 11, etc. ).

Do not fill in Type 2 , NDC 2 , NDC 2.

Development Category Development category is either:

1. NEW project is on a road section that has not previously had some type of structure constructed or drainage structure which has previously not had a drainage structure at that location

2. RR Reconstruction where there has been a structure in place.

Road Name Must match the name(s) recorded in FTA and the road permit document. It is important that the name(s) used in ECAS match exactly (as well as on the appraisal map). Ensure that “local” or colloquial names are not used!


April 2020 10-32

Station # Are obtained from field measurements and are to the nearest metre. Station numbers are recorded using engineering notations (i.e. 2+516).

There should be no duplicated coverage of a metre of road by other Bankheight Categories. Other development costs may cover the same metre of road if specifically authorized in the CAM or DEE.

1. Start Is the camp end and is at the beginning of the road section.

2. End

Is the wood end and is at the end of the road section.

Section Length (.001 km) Section length is to the metre and is recorded as kilometres (0.001 km). ECAS auto-populates this appraisal data element by subtracting the start station from the end station. The section length is modified to kilometers which are recorded as 0.001 km.

Bridge Structure Id Record unique number identify the bridge structure.

Applicable CAM Version Record the Coast Appraisal Manual (CAM) version date (highlighted in yellow Figure 10-26a & 10-26b) that the Minister signed bringing the CAM into force. The CAM to be used is predicated upon the effective date of the cutting authority.

NOTEs • Do not, as a general rule, record the Amendment (outlined in red Figure 10- 26b) or errata.

• The exception to the first bullet is when the Minister has updated the equipment rates in Appendix 1 using an Amendment (example is Minister Directed equipment rate update in Amendment #2 outlined in blue Figure 10-26b! In that instance the date of the amendment is the ‘Applicable CAM Version’.)

Figure 10-26a – CAM Version Number

Figure 10-26b – CAM Version Number


April 2020 10-33

Machine Cost Machine Cost section provides the details of the equipment actually used on the project. Equipment rates are obtained from Appendix I sub-section (a) of the appraisal manual or the Blue Book (‘The Blue Book’ – Equipment Rental Rate Guide published by the B.C Road Builders & Heavy Construction Association).

Figure 10-27 – CAM Version Number

Blue Book Version The Blue Book version applicable to an NDC project is based upon the effective date of the cutting authority that the NDC project whose appraisal it is included in. The Blue Book version (outlined in red Figure 10 - 28b) is dependant upon the source provided in the appraisal manual Appendix I (outlined in red highlighted in yellow in Figure 10 - 28a).

Figure 10-28a – Blue Book Source provided in Appendix I

Blue Book Section The Blue Book Section column in the NDC Form is where the section of the Blue Book from which the piece of equipment Rate/HR was obtained. The Blue Book section is obtained from the CAM Appendix I (outlined in purple Figure 10-28c) or directly from the Blue Book (outlined in purple Figure 10-29) itself.

Figure 10-28b – Blue Book Cover


April 2020 10-34

Figure 10-28c – CAM Appendix I

Blue Book Category The Blue Book Category column in the NDC Form is where the class/category of the equipment is recorded. The category is based upon the equipment used in the NDC project and obtained in Appendix I (outlined in red highlighted in yellow Figure 10 – 28a) of the appraisal manual or if being sourced directly from the Blue Book (outlined in red Figure 10 – 28b) the category listed. The equipment category in the Blue Book is based upon:

i. operating weight in pounds or tonnes, ii. power in flywheel horsepower,

iii. capacity in yards/cubic metres, or iv. capacity in cubic feet per minute, diameter or tonnes.

Equipment Model The Equipment Model column in the NDC Form is where the piece of the equipment that was used on the project is recorded. The equipment model is assigned by the manufacturer and based upon the year of manufacture.

Figure 10-29 – Blue Book Equipment Section


April 2020 10-35

Operating Hours The Operating Hours column in the NDC Form is where the piece of the equipment that was used on the project hours of operation are recorded. These are the actual hours of operation by the equipment on the project. These hours do not include stand-by hours. These hours are supported by attachment of the time sheets in the ECAS70 – Attachment screen.

Rate/HR The Rate/HR (rate per hour) column in the NDC Form is for the specific piece of equipment model used on the NDC project. The piece of equipment’s rate per hour source hierarchy is:

1. Appendix I (outlined in blue Figure 10–28c) of the appraisal manual. 2. Blue Book (outlined in blue Figure 10-29) using the equipment category to find the piece of

equipment by make, model and year of manufacture. NOTEs • If equipment make & model is not listed because the equipment year of

manufacture is older, then use the rate per hour in the last column that contains “…. and older”.

• Remember if Section 7 excavator equipment is used in the NDC project, that a plus 5% for brush guard package and 5% for hydraulic thumb % is added to the rate per hour. The 10% increase to the rate per hour does not apply to excavators make & model that are listed in Section 17 as these excavators already have these upgrades! See example below regarding this calculation.

3. Blue Book equipment category (outlined in red Figure 10-28c & 10-29) if the equipment make or model is not listed in the four columns of the equipment category. This generally occurs with older equipment. In Figure 10-29 this would be the column with the header ‘2004 and older’.

4. If none of the above is available, the rate per hour is the actual invoiced cost for the piece of equipment.

Example Calculation Calculation of equipment rate per hour for excavators from section 7 of the Blue Book are increased by 10% which represents 5% for the brush guard package and 5% for a hydraulic thumb. Equipment is an excavator type Caterpillar 225D LC (highlighted in green Figure 10-29) with a Blue Book equipment rate of $137.35 per hr (outlined in fuchsia Figure 10-29).

$137.55 per hr * 0.1 percent = 13.74 $137.55 per hr + $13.74 = $151.29 per hr


April 2020 10-36

Cost The Cost column in the NDC Form is where the total cost of each piece of the equipment (by make model) that worked on the project are recorded. The Cost for the equipment model (this should include ALL hours for this model of equipment) is obtained by multiplying the total operating hours by the equipment rate per hour.

Machine Cost Total The Machine Cost Total cell in the NDC Form is where the total of all pieces of the equipment used on the project Cost cell are summarized (added together).

Labour Cost Labour Cost section provides the details of the labour actually used on the project. Labour rates are obtained from Appendix I subsection (d) of the appraisal manual. These rates are based upon the United Steelworkers Agreement.

Figure 10-30 – CAM Version Number

Labour/Equipment Type The Labour/Equipment Type column in the NDC Form is where the type of labour or equipment is recorded.

Operating Hours The Operating Hours column in the NDC Form is where the number of the labourer or equipment worked on the project is recorded. These hours are supported by attachment of the time sheets in the ECAS70 – Attachment screen.

Rate/HR The rate per hour (Rate/HR) column in the NDC Form is dollar per hour for the labour type or equipment type that worked on the project.

Cost The Cost column in the NDC Form is where the total cost of the labourer or equipment that worked on the project are recorded. The Cost for the labourer or equipment is obtained by multiplying the total operating hours by the rate per hour of the labourer or equipment.


April 2020 10-37

Labour Cost Total The Labour Cost Total cell in the NDC Form is where the total of all the labourer and equipment in the Labour cost section that worked on the project are summarized (added together all Cost cells in the Labour Cost section).

Materials Cost or Project Bid cost Material Cost or Project Bid Cost section provides the details of materials required for the project or when a project cost is via project bid for the project.

Figure 10-31 – Material Cost

Type The Type column in the NDC Form is where the total cost of the labourer or equipment that worked on the project are recorded. The Cost for the labourer or equipment is obtained by multiplying the total operating hours by the rate per hour of the labourer or equipment.

Figure 10-32 – Project Bid

Description/Function The Description/Function column in the NDC Form is where a description of the line item is described regarding project is recorded.

Rate The Rate column in the NDC Form is if there is a unit rate a description of the line item is described regarding project is recorded.

Cost The Rate column in the NDC Form is if there is a unit rate a description of the line item is described regarding project is recorded.


April 2020 10-38

Freight and Haulage Cost for Material Only Material Cost or Project Bid Cost section provides the details of materials required for the project or when a project cost is via project bid for the project.

Engineering, Certification & Supervision Material Cost or Project Bid Cost section provides the details of materials required for the project or when a project cost is via project bid for the project.


April 2020 10-39

Supporting Information

Time Card Information Time card informaion is the source for an NDC project’s equipment and labour hours. Ensure that the equipment operators are aware of how important completed time cards are for supporting an NDC project cost as failure to provide full documentation may well result in the cost not being accepted. Information in a Time Card that is required to support the NDC project cost in an NDC form are:

1. Project type (outlined in brown Figure 10-33), best practice especially going forward into the future, is to have the Type # or specific descriptor (i.e. Type 6 or Type 9).

2. Date (outlined in orange Figure 10-33) equipment was operating.

3. Equipment make & model (outlined in red Figure 10-33).

4. Hours of work of the equipment(s) listed on that date (outlined in lime green Figure 10-33).

5. Road name (outlined in dusty rose or combined with stations outlined in purple Figure 10 - 33).

6. station range (start & end) that equipment worked on the date listed (outlined in purple Figure 10 - 33).

7. Operator signature (outlined in blue10 - 33).

Figure 10-33 – Required Information in a Time Card

E59


April 2020 10-40

Missing Information on Time Card Example

Example time card in Figure 10-34 demonstrates missing information. ⇒ Road Name and stations are required. In this instance the ‘operation area’ were used in

two locations (outlined in dusty rose figure 10-34) one of which allow for road to be recorded. In this example the operator did provide the road name in the Comments section.

⇒ Year missing from date of actual work (outlined in orange figure 10-34). ⇒ Project type (outlined in brown Figure 10-34) in this example is “Road React” which is NDC

project Type 9. The question is if it actually is a Type 10? Project type should be from what the SFP provided in initial ADS. Best practice to record actual project type based on the initial ADS.

⇒ Equipment make & model are missing in all that was recorded was the fact the equipment type was an ‘excavator; (outlined in red figure 10-34) also not provided in this example is a company identification. Make & model of equipment is required information for accurately applying equipment rate.

⇒ Station range equipment was working is missing from Time Card.

Figure 10-34 – Missing Information in a Time Card


April 2020 10-41

Equipment Key

A summary of equipment hours by project is available on CAP appraisal section website. This summary has been updated from Detailed Engineering Estimate to NDC projects.

Figure 10-35 – Equipment Key for Company Equipment Identifier

Equipment Project Summary Information

A summary of equipment hours by project is available on CAP appraisal section website. This summary has been updated from Detailed Engineering Estimate to NDC projects.

Figure 10-36 – Equipment Summary for NDC Project

NOTE Ensure there are sufficient notes/documentation to be able to easily follow hours of

equipment from time cards to NDC form.


April 2020 10-42

Poor Supporting Information

Supporting information must be viewable. It is also best practice for an SFP to learn how their scanner works so that the orientation is all the same and right side up. This prevents the continual view rotation while review of supporting information.

Example of supporting information that is not acceptable is in Figure 10-37. Figure 10-37 – Not Acceptable Supporting Inforamtion


April 2020 10-43

Cruise Based Billing Reporting Cutting authorities whose billing will be based upon the cruise compilation (billing not being based on weight scale retuns or scale) must submit monthly an Area Harvested to Date (AHTD) report to the Coast Area Pricing billing section.

The AHTD must only report the area harvested in hectares to one decimal place and the timber mark (cutting authority and ECAS Id are not to be included in the AHTD). The AHTD is to be provided on or before the 7th day of the following month and emailed to [email protected]

Example 1 Mark AEO405 is a cruise based billing cutting authority which reported by email harvesting to the end of April 2020 of 15.9 ha (see Figure 10 - 38a) on May 4, 2020. There was no harvesting activities during the month of May, a harvest report was still emailed (see Figure 10 - 38b) on June 1, 2020. Harvesting resumed on the cutting authority in the month of June resulting in 7.3 ha of harvest, which is included in the emailed AHTD report (see Figure 10 - 38c) July 6th, 2020.

Figure 10-38a – April Regular AHTD Email Example

Figure 10-38b – May Regular AHTD Email Example

Figure 10-38c – June Regular AHTD Email Example

Example 2 An existing road permit mark EAF0R2 within the GBRN has an Amendment #21 request approved by the district manager. The licensee SFP has provided the cruise compilation (which has been approved by district cruising specialist) of the road length being amended into road permit mark EAF0R2. District appraisal staff sends to the CAP billing section an email with the cruise compilation attached using the subject line (highlighted in yellow Figure 10-39).

Figure 10-39 – June Regular AHTD Email Example

mailto:[email protected]



April 2020 10-44

Great Bear Rainforest North – Road Permit Road permits within the Great Bear Rainforest North (GBRN) timber supply area (TSA) that will be cruise based billed (exceptions to cruise based billed are those licences specified in CAM). Guidance has been provided by CAP that road permit marks in GBRN that are to be cruise based billed should specifically be using timber mark convention of ###0R2.

Within GBRN for many road permit marks new road construction activity is done under amendments. For each amendment a full cruise of the length of road that is being amended into the road permit mark is required. For appraisal purposes, the licensee must provide with the amendment request to the district manager the cruise compilation for the road length that is being requested to be amended into an existing road permit mark.

CAP billing section once in receipt of the cruise compilation the road permit mark amendment will bill 100% of the cruise compilation volume. Should road permit volume marked ‘###0R2’ subsequently be scaled and the scale submitted to HBS, an HBS document (volume reporting only) will automatically be issued. No monetary value will be billed since the invoice is issued under CBB process.

Critical to be aware that there is a different requirement between for a new road permit mark and an amendment to an existing road permit mark. Requirements for a:

1. New road permit mark a. Complete miscellaneous appraisal data submission (MADS or Misc ADS), and b. Cruise compilation.

2. Amendment to an existing road permit mark only requires a cruise compilation of the road length are that is being amended into the existing road permit mark.

Natural resource district appraisal staff will send an email to CAP, once issuance is complete for a:

1. new road permit mark to [email protected] the: a. in subject line of email MADS & Document – R##### mark ###0R2. b. verified Miscellaneous Appraisal Data Submission. c. cruise compilation.

2. amendment to an existing road permit mark: a. send email to

To: [email protected] cc: [email protected]

b. in subject line of email Amendment ## for R##### mark ###0R2. c. cruise compilation of the road length being amended into the road permit mark.

NOTE it is critical to be aware of the different email for a new road permit mark vs an amendment to an existing road permit mark in the GBRN TSA!

See Example 2 on previous page.








April 2020 10-a

APPENDIX 10-1


April 2020 10-b


April 2020 10-c

APPENDIX 10-2


April 2020 10-d

APPENDIX 10-3


April 2020 10-e

APPENDIX 10-4


April 2020 10-f

APPENDIX 10-5

Documents

Coast Appraisal Training - British Columbia Document… · E-mail has become virtually the only method of written communication replacing paper memos, letter and faxes. The Coast