/ Silent Running

September 9, 2009

Private and Confidential

ABC Forestry Consulting

Attention: Jaclyn Pine To be addressed to the RAH Representative considered to be

123 45th St. NW responsible for the FFT Program, not the Rep. for that project.

Anywhere, BC, V1V 1V1

250-555-5555

Dear Jaclyn:

Re: Forests For Tomorrow (FFT) Performance Audit on

Investment Schedule: SOTSA011111 Project(s): 1111001

Investment Schedule: SOTSA022222 Project(s): 2222001

You can audit multiple Investment Schedules and Projects at the same time.

As you are aware, Silent Running Forestry Consultants (Silent Running) will be conducting a FFT Performance Audit of your operation on September 21st & 22nd, 2009. Doug Fir, RPF, Fir Consulting Ltd. will be assisting in the field audit. The name/s of additional Auditors, and their company if applicable, is stated. Ministry of Forests and Range (MFR) Staff are expected to observe the audit. The purpose of this letter is to provide your team with further information to prepare for this audit.

The performance audit team will also require you to provide the most up to date versions of the information outlined in Appendix A for each of the projects chosen for audit. If a report, or other information, covers several harvest units or road sections, just include copies of the pages referring to the area we are auditing.

The performance audit process may generate three types of audit findings: non-conformance (major and minor), opportunities for improvement, and good management practices.

·  A non-conformance is a failure to meet one or more terms of the applicable FFT work standards, project plans, legislated requirements and/or the Recipient Agreement. Where a non-conformance is identified, the Recipient will be required to provide Silent Running and the MFR with an acceptable action plan within fifteen days of the audit closing meeting and initiate the plan. Silent Running will follow-up on the progress of the action plan before finalizing the report.

·  Opportunities for improvement identify isolated instances of low risk non-conformance with Ministry standards/approved workplan that need to be addressed, or practices that have the potential to become future non-conformances if not addressed.

·  Good management practices identify forest management practices that are considered to be above average.

Please find attached the audit itinerary (Appendix B). I ask that you review this in detail to confirm the project logistics and to ensure that all of your team is prepared for the audit.

I thank you for your assistance. If you have any questions or concerns, I can be contacted at 250-545-8511 or at .

Sincerely,

Dennis B. Sabourin

Attachments: Appendix A & B

Cc: John McClarnon, Ministry of Forests and Range Note: Audit report is addressed to John

Shane Berg, Ministry of Forests & Range Applicable DM’s are cc’d

Mike Madill, Ministry of Forests & Range cc’d to Regional Team Leader

Kathy Danchuk, Ministry of Forests and Range cc’d to RSS

Dave Cornwell, Ministry of Forests and Range cc’d to Audit Coordinator?

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Audit Requirements

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Appendix A-1

During the audit, the Audit team requires copies of the following documentation to be available for viewing (Note: Some bullets may not apply):

·  WCB Coverage for all contractors employed under the FFT program.

·  Copies of any waivers the Recipient has acquired from the administer waiving insurance obligations.

·  Copies of the tendering summaries for each Investment Schedule being audited.

·  Copies of invoices billed to the FFT with dates and signatures on each

·  Copy of the First Nations Information sharing approval from the District Manager or designate.

·  Copies of any letters of approval from Ministry required prior to works commencing.

·  Copies of any approval emails regarding variances to standards or changes to the project activities or outcomes after project plan approval.

·  Signed contracts.

·  Copies of all final deliverables, field and office data and any other information used to complete the project.

·  Copies of all treatment plans, workplans, and prescriptions required by standards.

·  For projects which will be audited in the field please provide paper copies of the relevant information required to observe all aspects of the field portion for each project.

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Appendix B

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Appendix A-1

Audit Itinerary

Date / Time / Activity / Location / Auditor / RAH Staff
Monday
Sept. 21, 2009 / 7:30 AM – 8:00 AM / Opening Meeting - Introductions and general outlay of the audit process and specific audit activities. / ABC Anywhere Office / Doug Fir &
Dennis B. Sabourin / Jaclyn Pine
8:00 AM – 5:00 PM / Project 1111001 – Planting: 092I.001.01 / Field Review / Doug Fir / Jaclyn Pine
8:00 AM – 7:00 PM / Project 2222001 – Planting: 092P.002.02 / Field Review / Dennis B. Sabourin / Jaclyn Pine
Tuesday
Sept. 22, 2009 / 7:30 AM – 4:00 PM / Project 1111001 – Planting: 092I.001.01 &
Project 2222001 – Planting: 092P.002.02 / ABC Anywhere Office / Dennis B. Sabourin / Jaclyn Pine
4:00 PM – 4:30 PM / Closing Meeting – A review of audit findings, if any, and Action Plans. / Office Review / Dennis B. Sabourin / Jaclyn Pine

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