SEHAB - Minutes May 17-19 2015, Port Alberni

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SALMON ENHANCEMENT AND HABITAT ADVISORY BOARD

MINUTES

May 17 – 19, 2015

Workshop 2015 - Alberni Athletic hall

3737 Roger Street, Port Alberni

SEHAB Meetings - Barclay Hotel

4277 Stamp Ave, Port Alberni, BC V9Y 7X8
(250) 724-7171

FRIDAY Workshop 2015 May 15, 16 and 17

5:00 pm Registration Opens Alberni Athletic Hall

6:30 - 9:00 pm - Complimentary Refreshments - and No-Host Bar

7:00 - 8:00 pm Welcome from the Community

SATURDAY Workshops (see registration package)

SUNDAY Tour – must be pre-booked 9:00 – 2:45 (lunch provided)

Some sort of something? Sunday dinner time ish

MONDAY May 18

Attending: Jack Minard, Zo Ann Morten, Jim Shinkewski, Eric Carlisle, Ian Bruce, Leandre Vigneault, Dianne Sanford, Elizabeth Hardy, Cindy Verbeek, Paul Cipywnyk,

Regrets: Wayne Salewski, Tracy Bond, Brian Smith, Jim Armstrong, Lee Hesketh,
Jan Lemon, Gord Wadley

Invited Guests: Tina Chestnut, Fisheries and Oceans Canada – Acting (for this meeting as Jason Hwang
is unavailable and Adam is on Pat leave) Regional Manager, Community Involvement Program

Erica Blake, Acting Community Advisor, Central west coast of Vancouver Island,
east to Nanaimo, south to Chemainus

Tom Rutherford, Acting Section Head – Resource Restoration and Community
Involvement, South Coast

Jeffrey Lemieux, Fisheries and Oceans Canada Pacific Region, Science Branch,
Manager, Freshwater Ecosystems

0845 Meet and Greet - get prepared

0900 Chair opening remarks

SEHAB-CHAT is private

Email stay on thread

Professional reliance is here to stay

0910 Local Community Advisor’s Report – Erica Blake

Tom Rutherford:
Stewards are engaging in a broad suite of projects
Support comes from community

Jeffrey Lemieux:
Needs to connect with stewardship groups. What’s a reasonable “ask” to stewardship groups?

Comments from directors: We just add other routines to what data that we’re already collecting.
Groups need to get something out of it to. Understand local watershed, and also feel part of a bigger picture.
Volunteers are champing at the bit for training and equipment. There is capacity in community.
DFO needs to be transparently housing data and sharing it.

1000 SEHAB Working Groups - Reports

Aquaculture Committee – ZoAnn
Need to improve communications
Merry go round of staff working on licensing leads to frustration

Tom communication is the gap

1030 Break

1045 Roundtables

1200 Lunch

1330 Roundtables

1400 DFO Report, Tina Chestnut

1510 Break

1525 Science Branch Report

Jeffrey Lemieux, Science Branch, Manager, Freshwater Ecosystems

Karl SEP Planning Framework

ACTION ALL Send comments to Jim who will compile and forward to Karl

Before end of May

Jeffrey
SEP and Science and SEHAB – there’s something there. Not sure of the mechanism. How do we formalize this?

Tina
Manage the contribution programs
Update on CIP
Revisions to SEHAB statement of works

PIP
Trying to make tendering process the least cumbersome that we can
We hope to keep same process moving forward now that community is used to it.
Please let me know if you have any concerns

CA staffing. Candidates notified of pool qualification last week. Process is still developing. Tom: Tina has been hugely helpful in this process. Staff individual positions that are vacant.

Is there value looking at various funding opportunities out there. Determining if there are linkages. Strategically align funding.

Comments: Funding is always a scramble. Getting funders lined up would help us immensely. It would be great if funders had better knowledge of what we do and when funds are needed.

Alignment and timing are key.

Need funding for planning to create viable projects.

Statement of Works

There is no expectation from DFO for any need for working groups

WG are not a contractual requirement

Reviewing past action items:

Beach wrack flagged as ongoing, ran it by Jason, said it was outside scope of SEP. Regulated by province. FPP is working with province.

WSP ask for SEHAB to be on list. Will ask our policy lead to be on list.

Need to sort out who will be direct contact person for WSP

Definition of habitat under FA -- what DFO can provide is on the website.

RRU List by area of positions and who is in them. Preferred points of contact.

Secretariat minutes -- Our website has our minutes

Tina can provide how other groups keep minutes, and we can take a look at them

CA hiring poster was shared

Fact sheet on FPP – feeling in DFO that it wasn’t necessary

ORR line is still an ongoing piece

QEP establishing qualifications

DFO is aware of the issue.

Two separate issues, province and feds

1600 Board Q&A/Discussion, Prioritize for RHQ, Amalgamate Roundtable Topics and
begin RHQ Agenda

1700 Adjourn

TUESDAY May 19, 2015

0900 - 1200 Business Meeting

0900 Standing Committee Reports
Chair - Jack

Encourage folks to stay past noon on second day to help collate RTs etc.
Spend more time Closing the Loop

JACK ACTION Who attends and why?

Decided largely by what comes up in RTs
Can we have somebody come to the next meeting
Go around the room so everyone gets a chance to speak
We need the speaker back, or a report back on what changed
Who will turn this into a process? Governance Committee.

Finance – ZoAnn
Things are changing at Fisheries. People are changing. It takes a month to get money. We don’t have the money in the bank to pay for this meeting.
So we are not getting our expenses paid today.

Membership – Jack

Accept two new alternates:
Angela Kronig – for Dianne
Alan James – for Paul

Motion passed

Governance - Jack

Communications – Paul

Keeping mail list up to date after each meeting. ACTION COMS
Compilation of success stories for Web, for sharing with groups

Southern Chinook – Ian
Emailed report

1000 Review Working Groups > Call this Work Planning in the future

2015 Workplan
PAR will continue as a working group
Dianne S, Dianne R, Brian, Elizabeth, Jim A, Zo Ann.

Communication Working Group for external issue (standing Communication Committee for internal) Wayne Chair, Jack, Paul, Lee

Stock Assessment, WSP, Science, Data Collection, define working group and discuss workplan and DFO involvement

WSP will eventually come back on the table

How do we move this group forward?

Jeffrey re data collection and science

1045 Break

1100 Discuss RHQ meeting

Review Roundtables

RHQ Discussion – Closing the Loop

12:45 Submit Travel Claims – (Remember, no Roundtable; no reimbursement cheque)

Planning

A. Minutes from this meeting to be ratified by June 02, 2015

B. Date next meeting: Nov. 6, 7, 8; then Feb 19, 20, 21

C. Invitation to build agenda by: Oct. 6

D. Draft agenda due on: Oct. 20

E. Determine Participants (SEHAB exec. PLUS area issue sponsors) for Monday meeting at RHQ

Action items May 2015

ITEM	DETAILS	SPONSOR	ACTION/DUE
Send comments to Jim who will compile and forward to Karl		Jim	End of May
Who attends and why?	Set up a protocol	Jack
Keeping mail list up to date after each meeting	Ensure both mail lists are up to date	Paul	Following every meeting
Follow up with Wayne re external communications		Jack
Definition of QEP	Write letter to DFO Jason Rough draft to everyone Do you have a def and if you don’t look at this one	Ext Com Group	End of June
Look at def of QEP province	Check this out before writing letter to DFO and share with group	Ext Com Group	Done
Notifications	Write letter in response to SF letter	Leandre	June 15

Items to take to RHQ

ITEM	DETAILS	SPONSOR	ACTION/DUE
QEP definition	Website information is lacking, please replace with provincial definition	SEHAB	Next RHQ Mtg
Professional Reliance	Who is monitoring outcomes IE BIEMP FREMP When a partnership is formed with dfo to take on works, how does dfo pick up when bodies go defunct	SEHAB	Next RHQ
Loss of stock assessment – Sales Slips	Are slips still being recorded and used in stock assessment?	Leandre	Next RHQ
Loss of stock assessment personnel access to patrol boats	Loss of ability to get to sites for stock assessment	Leandre	Next RHQ
Forage fish	Policy in effect but is it being followed and enforced	Jack	Next RHQ
Degraded relationships.	Lack of confidence in DFO. Mistrust. How will data be used?	SEHAB	Next RHQ
Where DFO no longer paying for data collection	Contracted information becomes proprietary and not shared	SEHAB	Next RHQ
Production Planning and Habitat Capacity	On what science are production plans made ie coho and carrying capacity	SEHAB	Next RHQ
Looking at habitat at release sites	Release of fish is not the final objective	SEHAB	Next RHQ
Seymour slide	How will this be addressed to ensure fish passage/presence?	Eric/Brian	Next RHQ
Lack of enforcement	Lack of ORR response & communication	SEHAB	Next RHQ
Ensure CAs support groups through new and changing processes	Some groups got no support with new PIP and RFCP invoicing systems	SEHAB	Next RHQ
DFO can drop water pollution issues because of EC memorandum	DFO should keep an interest in pollution events	SEHAB	Next RHQ
Lack of support	Impacts to resource are not being dealt with	SEHAB	Next RHQ
	High-level decisions are being made at expense of resource
Data collected – no feedback	Show what is being done with data collected by community – what does it mean/analysis?	SEHAB	Next RHQ
Salmonids in Classroom	Well used, effective program	SEHAB	Next RHQ
RFCPP	Timing hiccup	SEHAB	Next RHQ
RFCPP	Need for window for funding for planning	SEHAB	Next RHQ
Citizen Science	Adding citizen science to Science Branch	SEHAB	Next RHQ
PAR	Want a meeting with those who are in authority to get full picture of where we’ve come to now with new people	PAR Committee	Next RHQ
Pipelines/shipping increases	Rising risks require stronger regulation, monitoring and enforcement	SEHAB	Next RHQ
Storage, low flows	Support DFO involvement in roundtable and other processes	SEHAB	Next RHQ
Corporate Knowledge	Lots of retirements both in DFO and NGOs who/how is this being captured	SEHAB	Next RHQ

Outstanding Action Items

Action items January 2015

ITEM	DETAILS	SPONSOR	ACTION/DUE
Build 2015 Workplan	Goals and objectives for three working areas	Jack, ZoAnn, Wayne	April 1, 15
Beach Wrack Issue	Watch for UVIC report on harvest. Minister wants to meet with SEHAB on this issue?	?	Ongoing
SEHAB Achievements	Compile a list of things at which SEHAB efforts have resulted in positive outcomes. Use this to engage community.	All	ASAP
PAR Ask for meeting	Request DFO set up a meeting with our SEHAB PAR working group and community partners. Meet with those at department making the decisions and Provincial counterparts	PAR working group Zo Ann	Bring forward at RHQ meeting
WSP	Ask Elan Parke to ensure SEHAB is on the list when WSP group appears	Paul	?
SEHAB participation in planning framework	Request through Adam S	Jack	Will be invited when time comes
Coordinate with Science about data collection	Jeffrey	Ian	Jeffrey to attend SEHAB meetings

Action Items RHQ/SEHAB Oct21 2014

ITEM	ACTION	RESP.	STATUS
SEHAB RHQ meeting regularly scheduled for 0900 Monday morning immediately following the SEHAB weekend meeting. Minutes always contain next meeting dates for reference	Schedule staff and room	Jason/Bonnie	Done
Information on next round of “Recreational Fisheries” granting opportunity	www.dfo-mpo.gc.ca/habitat/rfcpp-ppcpr/index-eng.asp.	This email address is being protected from spambots. You need JavaScript enabled to view it.	done
Provide information to the public/SEHAB on Cohen, WSP and FA changes	Disseminate information as it becomes available	SEP RHQ	Ongoing – have seen some announcements
Provide a definitive definition of Habitat under the new FA	Send out asap	SEP RHQ	Bonnie et al - ASAP
Supply SEHAB with information on CAs and RRU personnel.	DFO to check into	Jason	Done by Tina
SEHAB minutes to be kept short and succinct – posted on more than SEHAB website. Secretariat Guidelines Criteria for SFAB, does SEHAB follow?	DFO to provide secretariat guidelines criteria	Jason and Communications Committee	Ongoing
Approach Ken Ashley, Marvin Rosenau And others to advocate for better “professional reliance” under RAR	Contact people and query into quality control?	SEHAB to discuss	Done Letter to Minister Thomson
Action item – after speaking to Sue Pollard, Brian will speak to Diana Trager Set up meeting to turn on tap	Brian to contact Sue Pollard and Diana Trager	SEHAB Brian	Needs Update
Action to discuss with Diana Trager the Nov 1 deadline and reactions if not implemented	Adam to discuss and report back	Adam	Tina? - Next Meeting
Description of liabilities involved with signing an aquaculture license. Why is DFO (and the Province with freshwater enhancement) not prepared to sign off on the licenses? How was the decision to make enhancement an aquaculture activity	Provide the information, have meetings, determine best course of action with all at table	DFO aquaculture	Ongoing PAR