National Risk Assessment Working Group for the Development and Approval of FSC National Risk Assessments. Terms of Reference

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1 Terms of Reference FSC Australia for the Development and Approval of FSC pursuant to FSC-PRO Date: xx xx 2016 About FSC Australia FSC Australia is a National Office of an international non-government, non-profit organisation that promotes responsible forest management practices through multi-stakeholder standard setting and an internationally recognised certification-labelling program. At its core, FSC is a market-based eco-label that provides an assurance that forest products are sourced in a way that balances environmental, social and economic needs. FSC aims to improve on-ground forest management through encouraging purchase of certified products across the supply chain and driving improvement through consensus set forest practices standards. FSC Australia s 5-year plan outlines our vision for Healthy forests supporting healthy communities and our mission in 2016 is to make FSC visible and known. We bring together people with economic, social and environmental interests in forests to drive improvement and shift the global forest trend toward conservation, restoration and respect for all. Another key aspect of our role is that we partner with our members, certificate holders and companies across the supply chain to promote FSC s brand and value. 1. Background and primary objectives of the National Risk Assessment Working Group 1.1 Background At the 2011 Forest Stewardship Council (FSC) General Assembly, the FSC Membership passed Policy Motion 51: Strengthening the Controlled Wood System. The motion provides for: A revision of the Controlled Wood Chain of Custody Standard (FSC-STD ); An evaluation of existing risk assessments; and The phase-out of company developed Risk Assessments. Policy Motion 51 can be viewed at The revised Controlled Wood - Chain of Custody Standard (FSC-STD V3-0) was approved by FSC s Board of Directors in November 2015, published on 18 December 2015, and effective 1 July The revised Standard necessitates revision of FSC Australia s Controlled Wood National Risk Assessment Page 1 of 10

2 (FSC-CWRA-001-AUS V1-0) - developed to implement FSC-STD V2-1 and approved in in order to align with and implement the requirements of FSC-STD V3-0. The primary objective of FSC Australia s (NRA-WG) is development of the revised National Risk Assessment in accordance with FSC procedures and process requirements. Key requirements include: FSC-PRO The Development and Approval of FSC FSC-PRO a FSC National Risk Assessment Framework FSC-STD Process Requirements for the Development and Maintenance of National Forest Stewardship Standards 1.2 Purpose and Scope These Terms of Reference (ToR) establish the scope and objectives for the NRA-WG. The NRA-WG provides strategic and technical input into the development of FSC Australia s National Risk Assessment, pursuant to FSC-PRO The Development and Approval of FSC National Risk Assessments and FSC-PRO a FSC National Risk Assessment Framework, and in accordance with FSC Australia s Proposal for the Development of a National Risk Assessment (Addendum), approved by in April FSC-PRO The Development and Approval of FSC also details requirements for the maintenance and revision of the National Risk Assessment, however the NRA-WG ToR is only applicable to its development. The ToR are subject to change at the discretion of the FSC Australia Board on recommendation by the NRA-WG. For the NRA-WG to suggest changes to the ToR, there shall be a motion passed achieving consensus as per Section 4. A motion within the NRA-WG to change the ToR should only be put forward once all other alternative options have been considered. These ToR conform to and build upon FSC-STD Process Requirements for the Development and Maintenance of National Forest Stewardship Standards. 2. Roles and Responsibilities of the NRA-WG The primary role of the NRA-WG is the drafting of the FSC Australia National Risk Assessment for final approval by. Part I of FSC-PRO The Development and Approval of FSC sets out the National Risk Assessment development process and requirements, including: 1. The scope of a National Risk Assessment; 2. Working bodies and their roles and responsibilities; Page 2 of 10

3 3. A proposal to develop a National Risk Assessment; 4. Drafting the National Risk Assessment; 5. Stakeholder consultation; and 6. National approval process. FSC-PRO The Development and Approval of FSC also details requirements for the maintenance and revision of the National Risk Assessment, however the NRA-WG ToR is only applicable to its development. FSC Australia has a focus on evolving the culture of the organisation. We value a constructive culture that is honest, open, accountable and inclusive. To support our preferred culture, we have identified guiding behaviours, values and principles that every member of the FSC team, Board, contractor, consultant or working group member is expected to follow. It is the responsibility of the NRA-WG to conduct themselves in accordance with FSC Australia s Guiding Behaviours, Values and Principles as outlined in FSC Australia s 5-Year Strategic Plan and listed below. Guiding Behaviours Give and ask for feedback Respect others time Support each other to deliver Communicate clearly and directly Take responsibility Build relationships Have fun and enjoy work Values Courage in tackling issues honestly Respect by listening, being present & valuing contribution Empower people to engage in forest management Integrity in how we work, engage and communicate Principles Focused: we avoid distractions and work on our priorities Inclusive: we invite and value different views and thoughts Collaboration: we work together and value our differences Inform & Educate: we inform and educate in every interaction Page 3 of 10

4 Measurable: we prepare for and measure success Influence: we seek to influence those who can most affect change Transparency: we are open in what we do and why FSC Australia s Strategic Plan is available at 3. Structure of the NRA-WG The structure of the NRA-WG reflects our aspirations and focus as a three chamber democratic member based system that encourages contribution and works to consensus. In line with this, the NRA-WG shall have three separate chambers representing social, environmental and economic interests. The NRA-WG is composed of a minimum of six and maximum of nine FSC Australia Members and is chamber balanced. NRA-WG members are appointed to represent and consult with their respective chamber and all stakeholders relevant to their area of interest as outlined in FSC-STD Process Requirements for the Development and Maintenance of National Forest Stewardship Standards. It is the expectation of FSC Australia s Board and broader membership that members actively engage with their chambers and relevant and interested stakeholders. Where, for any reason, a NRA-WG position is vacated, the process for filling the position will follow the same process as the original selection process. The nominee must meet the skill requirements of the vacated position. The original Selection Criteria will be used to fill the position. Any proposed changes to the Selection Criteria will be developed and agreed via consensus by the NRA-WG and presented to the FSC Australia Board for consideration. The application process and Selection Criteria are contained in the original Expression of Interest communications held by FSC Australia. There can be no conflict of interest created with respect to the composition of the FSC Australia Board and the NRA-WG. If members of the FSC Australia Board are appointed to the NRA-WG, they must immediately step down from the FSC Australia Board, and vice versa. However, employees, members or representatives of organisations that have representation on the FSC Australia Board may be NRA-WG members, provided they are FSC Australia Members. 3.1 NRA-WG Member Requirements The NRA-WG conforms to the requirements outlined in Section 4 of FSC-STD Process Requirements for the Development and Maintenance of National Forest Stewardship Standards. Additionally, the members of the NRA-WG possess sufficient: Capacity to professionally implement the requirements of the National Risk Assessment development procedures and processes; Ability to participate in the National Risk Assessment process free of any conflict of interest; Competence and knowledge of the FSC Controlled Wood system; and Page 4 of 10

5 Knowledge of the Australian timber and forest sector. 3.2 NRA-WG Coordinator FSC Australia will appoint a Coordinator in accordance with Section 2 of FSC-PRO The Development and Approval of FSC. The Coordinator shall: Meet the requirements outlined in Clause 3.2 of FSC-STD Process Requirements for the Development and Maintenance of National Forest Stewardship Standards; Facilitate and manage the National Risk Assessment development process, including management of the NRA-WG, stakeholder consultation, and drafting of the National Risk Assessment as per the requirements of FSC-PRO The Development and Approval of FSC ; and Communicate with FSC Australia and throughout the National Risk Assessment development process, providing updates on its status at least every three months and/or at each stage determined in the National Risk Assessment development timetable (as per Section 3 of FSC-PRO The Development and Approval of FSC ), including: o o Progress of the National Risk Assessment process according to the timetable; Identified problems that influence and/or may influence workflow. FSC Australia has appointed its Policy and Projects Manager, Jennifer Steinbach, to the role of Coordinator. 4. Quorum and Decision-making of the NRA-WG NRA-WG decisions are made by consensus. Consensus, as defined by FSC-STD Process Requirements for the Development and Maintenance of National Forest Stewardship Standards, is general agreement in favour of the motion, plus the absence of a sustained objection to the proposal. Quorum for a nine person NRA-WG shall be represented by a minimum of two members from each chamber and a total attendance of six members. Quorum for a six person NRA-WG shall be represented by a minimum of one member from each chamber and a total attendance of four members. Furthermore: Each member of the NRA-WG has the responsibility to operate responsibly, in good faith, and in accordance with the ToR and applicable procedures, including effective representation of chambers and regions. Page 5 of 10

6 The Coordinator ensures that all members of the NRA-WG have the opportunity to express their opinions and concerns, striving for consensus in all deliberations and decision-making. If member(s) are not present for a decision, a provisional decision may be made, however is subject to participation by the absent member(s). Quorum is required for any provisional decisions, and full member participation is preferred. Where a critical decision is required to progress the National Risk Assessment development process or meet critical milestones, the Coordinator can make a recommendation to postpone a meeting in favour of ensuring attendance by all NRA-WG members. If consensus cannot be achieved, then the decision shall be taken by voting: o o In the case of a vote for a nine-person NRA-WG, agreement by six of the nine chamber seats of the NRA-WG, including at least two members per chamber shall be considered a decision. In the case of a vote for a six-person NRA-WG, agreement by four of the six chamber seats of the NRA-WG, including at least one NRA-WG member per chamber shall be considered a decision. If a decision cannot be reached by voting, then the arguments for and against the issue shall be documented and all outstanding concerns of individual NRA-WG members shall be included in the final report that accompanies the final draft of the National Risk Assessment presented to. If a final draft cannot be agreed on within the time specified as per the National Risk Assessment development timeline, the NRA-WG Coordinator will seek advice from FSC International regarding how to proceed. When impasse issues arise that cannot be resolved by the NRA-WG, they will be addressed through the consultative process, with options and perspectives circulated for consultation. The NRA-WG will then work to resolve the issues based on comments received. If the issue is highly technical in nature, additional research / investigation on that issue might also be sought to provide additional information for making informed decisions. The NRA-WG will be supported by the Coordinator in the drafting of the National Risk Assessment. The NRA-WG shall make the decision to recommend the final draft of the National Risk Assessment to the FSC Australia Board of Directors for final approval. 5. Relationship with FSC Australia 5.1 Project Delivery FSC Australia is ultimately responsible for delivery of the National Risk Assessment project, budget and timelines. As an FSC Network Partner, FSC Australia is accountable to FSC-PRO Procedure for the Operation of the FSC Network which defines its roles and responsibilities. Page 6 of 10

7 FSC Australia s role includes contributing to the implementation of FSC policy directed at National Offices, including initiatives associated with General Assembly motions, in close collaboration with FSC International (page 9). Development of a National Risk Assessment constitutes one of these initiatives and FSC-PRO The Development and Approval of FSC establishes FSC Australia as the body responsible for its development and maintenance. FSC Australia will execute its responsibilities as outlined in both FSC-PRO Procedure for the Operation of the FSC Network and FSC-PRO The Development and Approval of FSC National Risk Assessments under guidance from its Board of Directors, including the allocation of funds and resources as well as submission of the final National Risk Assessment draft to the national decision body (FSC Australia s Board of Directors) for approval prior to submission to for final decisionmaking. When approving the final National Risk Assessment draft, the national decision body shall check the implementation of the applicable requirements of FSC-PRO The Development and Approval of FSC to ensure they have been followed correctly, however shall not evaluate the risk designations agreed by the NRA-WG. 5.2 Independence of the Working Group The independence of the NRA-WG in making policy decisions regarding the content of the National Risk Assessment is vital. Therefore, FSC Australia s Board of Directors shall not seek to intervene or influence the NRA-WG s policy decision-making process and must accept decisions made by the NRA-WG that are in line with these ToR and any other relevant FSC procedures and policies. 5.3 Communication Correspondence and reporting between FSC Australia s Board of Directors and the NRA-WG will be primarily through the Coordinator and FSC Australia s Chief Executive Officer (CEO). The Coordinator will update FSC Australia s CEO monthly on tracking against timelines and budget. 6 Work Plan and Budget FSC Australia s Proposal for the Development of a National Risk Assessment sets out the National Risk Assessment development work plan and budget. It should be noted that budgets are limited and that only three face to face meetings of the NRA-WG are planned. Equally, consultation budgets are limited and allocation has only been made for one cross chamber facilitated meeting. It is an expectation of FSC Australia s Board and CEO that all reasonable attempts are made to maximise face to face opportunities through strong and active participation between meetings and through on-line forums. It is envisioned that the total time commitment required across the length of the process will be three to four days a month, with some months being less and others more. Some travel within Australia to cities and regional areas will be required. Page 7 of 10

8 If for any reason a member of the NRA-WG has concerns regarding the time being spent on this process, they should approach the Coordinator so that the issue can be included for group discussion and appropriate measures can be taken. Such measures may include alteration of project timelines and allocation of duties. FSC Australia allocates a portion of its Policy and Standards budget to cover the expenses of the NRA-WG activities, which shall include stakeholder engagement and NRA-WG participation. FSC Australia s expenses policy has been developed to cover the following: Covering travel and accommodation. Honorarium for NRA-WG members not financially supported by their organisation. Policy for meal allowances. Where the NRA-WG deems that it is appropriate for expenses to be covered for particular stakeholders or experts, the same policies apply. FSC Australia is required to approve any expenses and may, subject to budget, need to limit or refuse requests for support where insufficient resources are available. 5 Languages The working language for the NRA-WG will be English. 6 Confidentiality Discussions and drafts of the National Risk Assessment are considered confidential and NRA-WG Members resolve not to speak to any media or any external stakeholders about this process or its products until the National Risk Assessment has been made public by FSC Australia, unless otherwise agreed by a decision of the NRA-WG. The NRA-WG operates according to Chatham House Rules. So, while members of the NRA-WG have full authority to share the non-confidential substance of discussions and papers, they shall not report or attribute the comments of individuals nor their affiliations outside of meetings, whether conducted face to face or virtual. 7 Record of Meetings and Correspondence The Coordinator shall be responsible for drafting minutes of all meetings of the NRA-WG (i.e. face-to-face, video or teleconference, including situations where discussions are held but there is not a quorum). All records must be kept in accordance with Section 16 of FSC-STD Process Requirements for the Development and Maintenance of National Forest Stewardship Standards and be held by FSC Australia at the conclusion of the National Risk Assessment development process. Page 8 of 10

9 We, the undersigned elected to the FSC Australia commit to these Terms of Reference. Page 9 of 10

10 ADDENDUM Note: FSC Australia s Proposal for the Development of a National Risk Assessment is currently under revision and has therefore not been made available for the Expression of Interest process. Key National Risk Assessment development process details can be ascertained by viewing the relevant FSC Procedures listed under Section 1.1. Page 10 of 10