NTC Course Presented at Lake Havasu City, AZ 3/20 -21, 2013

NTC Course 8300-14. Presented at Lake Havasu City, AZ 3/20 -21, 2013
Recreation Permits on Public Lands How recreation permitting should work for you… instead of vice versa Course # These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

NTC Course 8300-14. Presented at Bend, OR, 3/2&3/2010
These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

171 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Special Area SRP These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Content Review 2930 Manual Revisions and clarifications in the Manual and Handbook Walk through of permitting process, pre-application through evaluation Discuss FLREA public participation requirements Questions and group discussion These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Objectives Upon completion, participants should be able to: Appreciate the uniqueness of Recreation permitting in BLM. Identify, locate and utilize current guidance. Administer, monitor and evaluate permits to achieve planned goals and objectives within a recreation program. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

SRPs are Different from any other BLM use authorizations
NTC Course Presented at Bend, OR, 3/2&3/2010 SRPs are Different from any other BLM use authorizations Recreation is a relatively new program in BLM. Mining laws 1866, 1872, 1955. Mineral Leasing Act 1920. Taylor Grazing Act 1934. ~3,000 public land laws since 1785 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Trivia Question of the Morning
NTC Course Presented at Bend, OR, 3/2&3/2010 What law, predating the Constitution of the United States, established the principle that lands in the west would fall under the jurisdiction of the central, Federal Government? This law is one of the earliest roots of the BLM. The Northwest Ordinance of 1787 was passed in July. US Constitution was not adopted until September. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Permitting by minerals, grazing, lands and timber:
NTC Course Presented at Bend, OR, 3/2&3/2010 Permitting by minerals, grazing, lands and timber: Directed by statute, including qualifications of applicants and permit processing. Existed in a Pre-NEPA, Pre-FLPMA, Pre-land use planning world. Extensive history of litigation and court decisions. Objective was to produce commodities, benefit the industry. Permittee is the end user. BLM required to issue permits, leases, authorizations These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Recreation in BLM Classification and Multiple Use Act of Directs BLM, for the first time to assure a place for recreation. FLPMA of 1976 directs that recreation is one of the principal or major multiple uses of public land. Provides no specific direction for authorizing use. Recreation permitting is more dependent on land use planning and program specific guidance than any other permitting in BLM! These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Recreation Permits are Different!
NTC Course Presented at Bend, OR, 3/2&3/2010 No statute requires BLM to issue recreation permits or sets standards for applicants. No law requires BLM to benefit the recreation industry. Recreation permits produce experiences and outcomes, not commodities, not activities. The permittee is not the end user of a commercial, competitive or organized group permit. No other program permits the variety of activities. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Recreation Permits are Different!
NTC Course Presented at Bend, OR, 3/2&3/2010 SRPs are more discretionary than other program’s permits. Decisions on recreation permits rely more on ethical decision making than legalistic adjudication. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Manual and Handbook Planning SRP’s not a separate activity. They are a means to implement recreation goals and objectives. Permits must serve the public interest. Make allocation decisions in LUP process, not one application at a time. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Field Office Recreation Program
NTC Course Presented at Bend, OR, 3/2&3/2010 SRPs VRM Setting Prescriptions Special Designations SRMA & ERMA Interpretation Travel and Transportation RUP Sites Developed Sites ROS RMP Beneficial Outcomes Desired Experience Visitor Center OHV Designations Allocations These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Field Office Recreation Program
NTC Course Presented at Bend, OR, 3/2&3/2010 Goals & Objectives Implementation Actions RMP Special Designations RUP Sites Developed Sites RMAs SRPs Beneficial Outcomes Interpretation Desired Experience Visitor Center Supporting Actions OHV Designations Travel and Transportation VRM ROS Setting Prescriptions Allocations These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Why we issue SRPs Support recreation planning goals to provide experience and beneficial outcomes to the public. Manage visitor use. Provide for public health and safety. Reduce user conflicts. Reduce resource conflicts and damage. Educate/communicate with the public. Manage BLM workload. Get a return for the commercial use of public land. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Sources of Information
NTC Course Presented at Bend, OR, 3/2&3/2010 Sources of Information Regulations 43-CFR-2930 2930 Manual and Handbook IMs & IBs IBLA Decisions All the above and more are in your course book! Appendix C, Land Use Planning Handbook Planning for Recreation and Visitor Services Manual 8320 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Instruction Memos of Note
NTC Course Presented at Bend, OR, 3/2&3/2010 Instruction Memos of Note WO IM (Youth Wilderness Therapy) WO IM (SRP Administration) WO IM (Update Director’s minimum SRP fees) WO IM (Commercial disposal of cremated remains) These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Instruction Memos of Note
NTC Course Presented at Bend, OR, 3/2&3/2010 Instruction Memos of Note WO-IM (Temporary closures, including exclusive use SRPs under 43CFR 8364) WO-IM (Sage-Grouse) WO- IB (Audit tool kit) WO-IB (Appropriate use of fee revenue – overhead limited to 15%) These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

“There is no shame in not knowing. The problem arises when irrational thought and attendant behavior fill the vacuum left by ignorance.” ---Neil DeGrasse Tyson These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

2930 Manual Highlights 2930 Manual states FM’s must: Provide for recreation permits in RMP (including activities that would not be permitted!) Ensure staff receive training. Develop, implement, and monitor actions related to recreation permits. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

General Recreation Permit Policy
NTC Course Presented at Bend, OR, 3/2&3/2010 BLM Manual 2930 Permits and Permitted Use: A privilege to use public lands. Discretionary actions. Must serve the public interest. Supports management planning objectives and used to manage visitor use, protect resources, provide for health & safety. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Basic Guidance BLM Manual 2930 Focus on quality experience for current and future users. Results, not process. Achieve healthy ecosystems which provide settings for high quality experience. Resource dependent niche – unique to each area. Each office must identify niche within framework of a National role. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Outdoor recreation niches are: Authentic and unique. Described in superlatives. Significant regionally, nationally or internationally. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

The Upshot If you have not done all items from the last few slides, your time would be better spent doing some recreation planning instead of administering permits! These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Manual / Handbook Financial gain Includes all payments, donations, gratuity, bartering…… Multiyear Permits May be issued for recurring events. Re-enactments & Poker Rides Are by definition, “recreational.” These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

SRP Policy Guidance Manual / Handbook Waivers of SRP’s and Fees Don’t barter for volunteer work. None for educational, therapeutic or fundraising events. If it requires an SRP, it requires fee payment! Co-sponsorship of events Only when there is a clear, direct benefit to the public lands. BLM manager’s or staff’s good feelings about an event. does not constitute a clear, direct benefit to public lands. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

SRP Policy Guidance Manual / Handbook Statewide Permits Just say, “No.” Multi-jurisdictional permits are not done solely for permittee convenience. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

SRP Policy Guidance Discount for time off Public Land Apply to all SRP’s, not just commercial. May use % mileage or acreage for time. Deductions for pre/post travel and lodging Only for commercial clients. Basis for deductions and discounts established in the operating plan! These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

SRP Policy Guidance County Roads and Claimed Highways Events 100% on county road ROW do not usually need permits, however….. Most ROW are non-exclusive. BLM may require SRP if there is a concern for safety or resources. Un-adjudicated claims (RS-2477) are public lands and subject to SRP. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

SRP Policy Guidance Public Advertising May indicate commercial activity but not by itself definitive. Always indicates organized activity. Permitted use by other programs Use authorized by another program (paleo, grazing, filming, etc.) that has a commercial recreation component also requires an SRP. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Processing an SRP Application
NTC Course Presented at Bend, OR, 3/2&3/2010 Refer to page 18 of the Handbook. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Pre application consultation video here These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Pre-application consultation
NTC Course Presented at Bend, OR, 3/2&3/2010 Pre-application consultations are valuable to the applicant and to you. Your first opportunity to understand the proposal. Use this time to inform the applicant of everything you know you will require of them. Don’t use the EA to figure out you are going to require toilets. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Pre-application consultation
NTC Course Presented at Bend, OR, 3/2&3/2010 Advise applicant of any parts of their proposal that we will be difficult and provide options to avoid the difficult areas. Avoiding a problem is cheaper and easier than dealing with it. Give applicant the opportunity to provide materials including EA, cultural survey, etc. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Pre-Application & Cost Recovery
NTC Course Presented at Bend, OR, 3/2&3/2010 Pre-application consultations are not subject to cost recovery. Explain how cost recovery works, the 50 hour threshold, what we charge for and what we don’t. Explain how the account works and they will get back what we don’t spend. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Policy Implementation and Clarifying SRP Guidance
NTC Course Presented at Bend, OR, 3/2&3/2010 Revisions to Manual / Handbook Letters of Agreement May be used only for organized groups. Are not an authorization. An agreement that an SRP is not required. (No Federal Action; No NEPA required) These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Organized Group SRPs NTC Course Presented at Bend, OR, 3/2&3/2010 Parameters for organized groups established in Land Use Plans. Any organized group may be required to obtain an SRP. Not every group requires an SRP. Based on agency discretion. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Example of Some Organized Group Criteria
NTC Course Presented at Bend, OR, 3/2&3/2010 Is use appropriate to the site? Does it further recreation program objectives? Is monitoring needed? Health & Safety Concerns? Bonding desirable for reclamation or damage to government property? Insurance desirable to protect US? Special services required such as law enforcement, fire protection, exclusive use? These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Organized Groups – The bottom line
NTC Course Presented at Bend, OR, 3/2&3/2010 Organized Groups – The bottom line If an organized group requires: Stipulations Monitoring Bonding Insurance Special services… …Then it requires an SRP & SRP Fee These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Film Permits and SRPs Film permits may be incorporated into an SRP. Film permits may be issued separately under 43 CFR 2920. If film permit is incorporated into the SRP, charge both the SRP fee and the filming rate schedule. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Film permit in the SRP? Considerations Is the SRP holder responsible for the filming? Is the filming at the invitation of the permittee? Is a separate, independent film production company involved? Is the filming so complex it really needs its own management? These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Action Photo Business requires a permit!
NTC Course Presented at Bend, OR, 3/2&3/2010 Action Photo Business requires a permit! SRP under 2930? or Film permit under 2920? You decide – either one works These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Vendor SRPs These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Two types of vending Vending associated with another SRP Typically with a large commercial or competitive event. If the permittee accepts responsibility for all vending; then vending may be included in the SRP. If not, each individual vendor must obtain a vending SRP. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Two types of vending Vending not associated with a permitted event. Usually at a recreation attraction site like a sand dunes area. Vending should directly support or enhance the recreation experience. Must be appropriate to the settings prescriptions. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Vending at Attraction Sites
NTC Course Presented at Bend, OR, 3/2&3/2010 Vending at Attraction Sites Examples might be equipment rentals, shuttle services, fire wood sales etc. Consider impact of vending on established business in gateway communities. Sales of food, souvenirs, clothing and convenience items are seldom appropriate since they are not necessary for most outdoor recreation experience. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Vending at Attraction Sites
NTC Course Presented at Bend, OR, 3/2&3/2010 Vending at Attraction Sites Vending must be identified in recreation planning process. When you allow vending you are changing: The natural, social and managerial settings of the site. Your marketing of the site. Resulting in a change of experience, the visitors you attract, and those you displace or repel. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Form SRP Application These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Require operating plans to support applications with detail to: Fully understand the nature & scope of operations. Establish revenue stream and basis for discounts and deductions. Address public health and safety concerns (aka risk analysis and management). Identify other permits, licenses required. Address resource protection, LNT, Tread Lightly, etc. Demonstrate activity proposed supports objectives. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Hot tip of the day! Have the operating plan give numbers of: Participants Spectators Staff Vehicles Animals etc. In a range – Maximum/minimum. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

BLM Review of Operating Plans Does the plan reasonably address issues from previous slides and any others you want addressed? Is the plan (especially health and safety) reasonable for the circumstances. “Reasonable,” not what BLM or some other permittee might do. Does the risk analysis identify the inherent risks. Does plan provide adequate basis to complete permit issuance, including NEPA and cost recovery determinations. Plan within permittee’s capability? These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

For Recreation Permits
COST RECOVERY For Recreation Permits

BLM AUTHORITY (Because somebody will ask!) Federal Land Policy and Management Act (FLPMA) states: Secretary of the Interior is authorized to require reimbursement to the United States for reasonable costs with respect to applications and other documents relating to public lands. OMB Circular No. A-25, Revised 7/8/1993 – Cost recovery may be applied when the government provides a service that provides a special benefit to an identifiable recipient and that also provides a benefit to the general public.

MANUALS, HANDBOOKS, ETC. ( provides you guidance….)
Manual 1323: Cost Recovery for Reimbursable Projects/Activities Manual 2930: Recreation Permits and Fees (2007) Handbook : Recreation Permit and Fee Administration IM Re-emphasize agency requirements for adequate administration of SRPs IM Fiscal Year (FY) 2013 Indirect Cost Rate

SOME BASIC RULES TO FOLLOW
BLM will charge cost recovery if permit administration exceeds 50 hours of work. If processing and administering permit will exceed 50 hours, cost recovery begins with the first hour. Pre-application consultation is not subject to cost recovery. Charge only for items that directly benefit applicant and not the public at large or other projects you may have. The NEPA process will help identify mitigation or actions that need to be included in your cost recovery.

And Don’t Forget….. For commercial permits exceeding 50 hours of time, cost recovery fees are charged in addition to the commercial use fees. For competitive or organized permits exceeding 50 hours of time, cost recovery fees are charged unless the use fees are expected to exceed the cost recovery fee. Cost recovery, including application fees may be charged to cover the costs of a permit lottery system, site reservation system, or special services for use of special areas. For multi-year permits, cost recovery applies in any year when the 50 hour threshold is exceeded. YOUR OBJECTIVE IS TO DEVELOP A GOOD FAITH ESTIMATE OF THE COST FOR THE BLM TO ADMINISTER THE EVENT.

Cost Recovery Estimate p. 1 of 2
NTC Course Presented at Bend, OR, 3/2&3/2010 Cost Recovery Estimate p. 1 of 2 Staffing Costs Primal Quest Employee Work Month Cost $/Hour Hours for EA Site Specific Survey Event Mon. Hours Post Total Hours Cost Recreation Planner 1 (Moab FO) $6,086 $35.12 24 56 16 96 $3,371 Recreation Planner 2 (Price FO) $8,069 $46.56 $1,117 Archaeologist (PFO) $8,274 $47.74 $764 Wildlife Biologist 1 (MFO) $5,528 $31.90 32 $1,021 Wildlife Biologist 2 (PFO) $7,956 $45.91 $735 Riparian Specialist (PFO) $8,551 $49.34 $789 Hydrologist (PFO) $7,587 $43.78 12 $525 Botanist (MFO) $9,442 $54.48 8 $436 Labor Totals 124 80 220 $8,759 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Cost Recovery Estimate p. 2 of 2
NTC Course Presented at Bend, OR, 3/2&3/2010 Cost Recovery Estimate p. 2 of 2 Other Costs Vehicle Trip Cost Trips for EA Development Trips Event Mon. Post Total # Trips Cost Vehicle Trips $.30/mile x 120 miles per trip x # trips = $36/trip 7 2 16 $576.00 Sub-total $9,334.71 17.3 % Indirect. Costs $1,614.90 Total Estimated Cost Recovery $10,949.61 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

COST RECOVERY STEPS Conduct pre-application meeting and review SRP application with applicant to determine if cost recovery will apply. Develop a Cost Recovery Estimate (financial plan) Inform the applicant of the cost recovery estimate and allow them time to review and question any costs or tasks. At this point the applicant should be allowed the opportunity to proceed or withdraw the application. Prepare a Cost Recovery Determination. Prepare a Cost Recovery Agreement for the applicant and the AO to sign.

COST RECOVERY STEPS continued…
Forward Determination, Cost Recovery Agreement and Summary of Cost Recovery Estimate to applicant for signatures and request deposit to set up cost recovery account. Refer to the SRP Handbook for guidelines on amount and timeline for deposit of required funding. With 25 % down, periodic payment can be made as long as full payment is received prior to issuing permit. Once the required documents and funds are received by the BLM, proceed with opening the 5105 cost recovery project account.

WHAT TO INCLUDE... Any resource required to process and administer the event: Staff time Law enforcement coverage NEPA analysis and mitigation Pre-event, Event and Post-event monitoring Vehicle use Field Supplies specific to event File close-out

DIRECT COST Direct costs are those for activities or services that benefit the applicants project and are easily traced to that project. Staff salary including fringe benefits, leave surcharge and overtime. Contract services such as consultants hired by BLM to work on project: NEPA documents Pre and post event course monitoring Travel and per diem Vehicle use Field Supplies directly related to project

INDIRECT COST Indirect costs are those for activities or services that benefit more than one project. Their precise benefits to the applicants project are difficult or impossible to trace. X Utilities Rent Administrative staff Maintenance Telephones Bulk purchase of supplies for general office use Do Not include items that can be considered indirect costs in your itemized cost recovery estimate since they are included in the indirect cost assessment by the NOC.

??? CAN YOU REDUCE COSTS ? (Provide suggestions to keep costs down)
Third Party NEPA Preparation Industry Grants (Yamaha) Local businesses as partners ? Think outside the box! Have applicant collect data if its appropriate Have several clubs combine resources to permit areas or routes Have applicant provide shapefiles instead of paper maps

COST RECOVERY AGREEMENT (CRA)
Purpose: Establish written agreement between the applicant and BLM for the cost recovery amount, what the applicant is paying for, and how BLM will spend and account for the money Prepare CRA using standard templates from website Language must be inserted to identify project as a “full cost recovery” account. This will allow you to ask for additional funds if necessary without modifying the agreement or making it appealable. The CRA will need to be signed by both the applicant and the authorizing officer.

ESTABLISHING A 5105 COST RECOVERY ACCOUNT
The following three items need to be submitted to the NOC through your state budget lead to establish a 5105 Cost Recovery Account. 1) Form : Project/Subproject Number Assignment and Information Form 2) Cost Recovery Agreement signed by applicant and authorizing officer 3) CBS Receipt for Deposit of cost recovery fees placed into suspense account

ESTABLISHING A 5105 COST RECOVERY ACCOUNT continued
Your State Office budget lead will assign a WBS project code that is specific to your project when packet is sent to the NOC. Once account is set up: Don’t forget to have the Field Office budget tech transfer the funds from the suspense account into the new project account. Provide project staff the charge code for the project so they can begin work.

PROJECT TRACKING FORM 1323-1 Reimbursable Project Log
All costs must be supported by documentation sufficient to establish that the costs were accurately determined and properly recorded. All staff labor and reason for charges need to be documented on Form Any labor charged to a cost recovery project needs to reflect hours on staff timesheets. Forms are used to reconcile charges to the cost recovery account at close out All completed forms become part of the official record and should be placed in the event file The applicant may audit this documentation.

Account for what you spend
NTC Course Presented at Bend, OR, 3/2&3/2010 Account for what you spend These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

WHAT IF FUNDS RUN LOW ?? If account funds drop to 20% of original deposit, review remaining work and determine if additional funds will be required. Before requesting additional funds, review the labor and operation charges made to the account to ensure they are accurate Correct any errors or errant charges that may have been coded to the account and verify all charges are accurate. If necessary, inform the permittee that additional funding will be required to complete the permit administration. If additional funds will be needed to complete project, all work should stop until additional funds are received. ALL FUNDS MUST BE RECEIVED PRIOR TO ISSUING THE PERMIT

REIMBURSE UNUSED FUNDS
Remaining funds should be returned in a timely manner once the permit administration is complete. Rule of thumb is to allow one month of account inactivity to ensure all charges have cleared. Follow the Refund Authorization overview instructions found at htpp://cbs.blm.gov Work closely with your budget tech or state budget lead since refund procedures may vary from state to state.

CLOSING THE ACCOUNT Once you determine to close the account:
Complete and submit the Collections and Billing Branch Refund and Cancellation Request form to the NOC. Notify the permittee that they will be receiving a refund shortly. Don’t forget to have the budget tech close the cost recovery account once FBMS shows the account balance is zeroed out.

Primal Quest Final Report Staffing Costs Employee Work Month Cost Rate/Hr EA & Site Specific Survey Event Mon Post Mon. Total Hours Cost Recreation Planner 1 (Moab FO) CHAD NIEHAUS $6,086 $35.12 6 50 7 63 $2,212 Recreation Planner 2 (Moab FO) KATIE STEVENS $5,720 $33.01 14 48 62 $2,046 Recreation Planner 3 (Moab FO) BILL STEVENS $5,998 $34.61 9 47 3 59 $2,042 Recreation Planner 4 (Price FO) DENNIS WILLIS $8,069 $46.56 8 $372 Recreation Planner 5 (Price FO) JAYNEE LEVY $652 Wildlife Biologist 1 (MFO) PAM RIDDLE $5,528 $31.90 $447 Botanist (MFO) $9,442 $54.48 $327 Labor Totals 29 187 10 226 $8,099 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Labor Totals 29 187 10 226 $8,099 Other Costs Vehicle Trip Cost Miles Event Mon. Post Total Mileage Cost Vehicle Trips $.30/mile x 120 miles per trip x # trips = $36/trip 963 $288.90 Servicing of Swasey's Beach $160.00 Sub-total $8,548 19.3% Indirect cost $1,684 Total $10,231 Account Balance $1,592 NTC Course Presented at Bend, OR, 3/2&3/2010 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

A Tale of Two Cost Recovery SRPs Primal Quest and Eco-Challenge Both 500 mile adventure races in SE Utah. 350 competitors in teams of 5 Horses, hiking, biking, canyoneering, fixed rope climbing, kayaking and swimming. 40% over lap of the two courses. Similar seasons of use and race format. Helicopters and filming Primal Quest Cost Recovery - $10,231 Eco-Challenge Cost Recovery - $ 290,000 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Eco-Challenge 1995 EA 67 Pages 8 LE Staff for 560 hours + pd 18 monitors for 1,260 hours + pd Lots of OT Portions in WSA Monitoring report 11pp. Cost Recovery $190,000 ($290,000 in 2006 dollars) Primal Quest 2006 EA 10 pages No LE Staff, but they still showed up. 7 monitors for 197 hours. No pd. Very little OT Avoided WSA in pre-app. consultation. Monitoring report 40pp. Cost Recovery $10,231 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

NEPA and SRPs CEQ Regulations at 40 CFR (c) Ultimately, it is not better documents but better decisions that count. NEPA’s purpose is not to generate paperwork-- even excellent paperwork – but to foster excellent action. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Reducing Paper Work and Delay
NTC Course Presented at Bend, OR, 3/2&3/2010 CEQ 40 CFR Using the scoping process, identify issues and deemphasize issues that are not important Use tiering from statements of broad scope to those of narrower scope, eliminate repetitive discussions. Incorporating by reference. Use categorical exclusions. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

NEPA Handbook Appendix 4 Categorical Exclusions
NTC Course Presented at Bend, OR, 3/2&3/2010 NEPA Handbook Appendix 4 Categorical Exclusions H. Recreation Management 1. Issuance of Special Recreation Permits for day use or overnight use up to 14 consecutive nights; that impacts no more than 3 staging area acres; and/or for recreational travel along roads, trails, or in areas authorized in a land use plan. This CX cannot be used for commercial boating permits along Wild and Scenic Rivers. This CX cannot be used for the establishment or issuance of Special Recreation Permits for “Special Area” management (43 CFR ). These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

NEPA and Cost Recovery NTC Course Presented at Bend, OR, 3/2&3/2010 Use the scoping and screening process to help refine cost recovery: What subject matter experts are needed? What will be required for pre-event, event and post event monitoring. Special services – law enforcement, wild fire protection. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

NEPA is your chance to: Demonstrate the permit would serve the public interest (Purpose and Need). Apply what you have learned from previous, similar types of activities. Develop relevant and effective stipulations. Provide a framework for monitoring. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

INSURANCE – Anyone? These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions. 87

INSURANCE – ANYONE? Why require insurance? Protect USA from claims and litigation. Protection of the public. Protection of participants in event of harm. We do not require indemnification of third parties These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Insurance Documentation
Minimum - official one-page document from insurance company US Department of the Interior – BLM listed as additionally insured (never co-insured) Permittee notify authorized officer 30 days prior to modification or termination Matches time period for permitted event Name of insured matches name on permit Meets or exceeds minimum coverage.

Self Insured Organizations
NTC Course Presented at Bend, OR, 3/2&3/2010 Self Insured Organizations Typically an agency of the Federal or State Government. They do not purchase insurance nor cover 3rd parties like BLM. We require: A letter from the risk manager or other authorized official stating they are aware of the SRP activity, it is an official function and they will stand behind it. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Bonding NTC Course Presented at Bend, OR, 3/2&3/2010 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Bonding Protects BLM from incurring costs of resource or facilities damage. Tie to stipulations. Pre and post event documented inspections. Do not bond to protect 3rd party interests. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Terms and Conditions of Approval, aka Stipulations NTC Course Presented at Bend, OR, 3/2&3/2010 Required for all permits. Good ones are: Relevant and Effective. Clearly worded declarative statement of what the permittee must do. “Do or do not. There is no try.” - Yoda Bind the permittee, not the BLM! These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Good Stipulations: Able to be monitored for both compliance and effectiveness. Enforceable from a law enforcement perspective. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Terms and Conditions, Stipulations Where do they come from? Standard 13 from the Handbook page 40. Now printed on forms! Note: Reporting of death, injury or property damage >$2,500 has been changed to 24 hours. Administrative requirements – such as post use due dates, billing cycles, insurance, bonding…. SOP’s, BMP’s things like LNT and TL. Developed from NEPA mitigation measures. May tie to bonding /reclamations requirements. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Terms and Stipulations What to Avoid Operating plans are incorporated by reference. Should not be restated in the Stipulations. DO NOT REPEAT LAWS, REGULATIONS or provide other, general information. Creating duty and standards for the BLM. Establishing health and safety standards for permittees. Let them do it in the operating plan. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Form Permit These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Current SRP Fees Minimum, annual SRP fee for all SRP’s except for Special Area SRP’s is $100. Minimum assigned/reserved site fee for commercial use is $200. These fees are in effect 3/1/11 through 2/28/2013. Minimum competitive and organized group fee is $5. per person, per day. See WO Instruction Memo These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Audits of SRPs Random audits of a sample of permittees should be conducted regularly on a statewide level. Such reviews should, at a minimum, include an audit of revenues and visitor use. Independent auditors may be contracted to conduct such work. If payment or other discrepancies are found, BLM will make an effort to ensure proper payment or permit compliance. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Audits – Lessons Learned NTC Course Presented at Bend, OR, 3/2&3/2010 Under payment of SRP fees is a problem. Over payment is a problem, but much less so. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Revenue Loss to Utah BLM NTC Course Presented at Bend, OR, 3/2&3/2010 In Utah, a 10% sample revealed underpayment of $28,500. Over payments of $ were returned to permittees. Ratio of over to under payments: $154 to $1 Extrapolated statewide loss = $283,000 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Audits – Lessons Learned NTC Course Presented at Bend, OR, 3/2&3/2010 BLM is inconsistent in application of policy. Basis for fee calculation is not documented in the permit or stips. Basis for deductions and discounts not documented in case file. Revenue stream is not documented. Sloppy record keeping by BLM and permittee. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Audits – Lessons Learned NTC Course Presented at Bend, OR, 3/2&3/2010 Billing system (CBS) not being used or used ineffectively. Collecting only the minimum fee up front and balance based on post use report. Confusion on net vs. gross. Various problems with insurance. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Some tips to help manage your SRP workload: Organize you files if you have not already done so. Use a Database for tracking and communicating. Consider a simultaneous application period. Do things to make monitoring easier. Require marking of vehicles and equipment, pre-trip itinerary… Cross check itinerary with field reports and post use and audits. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Monitoring SRPs These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Monitoring SRPs Before you go to the field: Know what you are going to monitor. Incorporate available information. The metrics to be used. How you are going to monitor – 100% audit? Sampling? Casual observation? How monitoring will be documented and reported. If it does not create a record; it is not monitoring. An observation not documented is knowledge lost. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

You Need a Monitoring Plan!
NTC Course Presented at Bend, OR, 3/2&3/2010 Identify stipulation, resources or other items to be monitored. Identify metrics and techniques used for each item or stipulation. Ideally design monitoring to check for both compliance and efficacy of stipulations. Timing: Pre, Post and During If sampling is to be used, identify the sampling size and technique, predetermined points, random GPS locations, every X occurrence, etc. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

You Need a Monitoring Plan! continued
NTC Course Presented at Bend, OR, 3/2&3/2010 You Need a Monitoring Plan! continued 6. Assign specific jobs to specific staff! There was an important job to be done and Everybody was sure that Somebody would do it. Anybody could have done it, but Nobody did. Somebody got angry because it was Everybody's job. Everybody thought that Anybody could do it, but Nobody realized that Everybody wouldn't do it. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have done. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

You Need a Monitoring Plan! continued Each staff member equipped with: Permit & Stips, NEPA documentation, monitoring plan, camera, tools, PPE. 8. Identify how monitoring is recorded, documented, analyzed and reported. 9. Identify who will receive copies of the monitoring report and the BLM reviewing official. 10. Use results in your next similar action. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

SPR Evaluations (page 47 of Handbook)
NTC Course Presented at Bend, OR, 3/2&3/2010 SPR Evaluations (page 47 of Handbook) Every commercial, competitive SRP must have a performance evaluation at least annually. Your option for other permits. No required form or format. Must be written and provided to permittee. Three performance levels – Acceptable, probationary , unacceptable. Unacceptable will result in suspension or termination of the permit. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Decisions, Protests and Appeals
NTC Course Presented at Bend, OR, 3/2&3/2010 Objectives: Identify where corrective actions are required. Identify the correct action to take. Use proper procedures for criminal actions and civil decisions, protests and appeals. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

What are Prohibited Acts?
NTC Course Presented at Bend, OR, 3/2&3/2010 What are Prohibited Acts? Failure to obtain a required permit Pay the fee for a permit **Knowingly participating in event without permit** Violation of permit terms and conditions Littering Destroying vegetation Interfering with lawful users of public land Molesting livestock (w/o owner’s permission) See regulations for complete list See 43 CFR and 43 CFR 9200 These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

What options are available in pursuing adverse action?
NTC Course Presented at Bend, OR, 3/2&3/2010 What options are available in pursuing adverse action? Administrative Actions/Civil Criminal Actions Or Both These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Violation Detected Violation already occurred For Future Event Contact Organizers To Resolve SRP regs RUP Regs Violator has a permit Violator has No permit Law Enforcement Decision Point Law Enforcement and/or Administrative Action -LE does not preclude additional admin actions -Admin actions do preclude taking LE actions If not resolved Civil Action Admin Actions Do nothing, but clarify your stipulation, etc Verbal or written warning Perform permit evaluation Place permit in probation or unacceptable perf status Prepare decision to suspend modify or cancel permit Law Enforcement Optional These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Types of Administrative Actions
NTC Course Presented at Bend, OR, 3/2&3/2010 Types of Administrative Actions Choose not take adverse action Verbal warning Letter of non-compliance Permit evaluation Suspension Decision to cancel or suspend permit. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Before you initiate an appealable action
NTC Course Presented at Bend, OR, 3/2&3/2010 Before you initiate an appealable action Be sure you can demonstrate: A violation actually occurred, Permittee was informed of conditions, and Permittee made a knowing and willful decision to violate these conditions These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Decisions Issuance of a permit, denial of a permit, suspension or cancellation of a permit are all appealable decisions. Interlocutory decisions are not appealable. Decisions must detail the action being taken and the rational basis for the action. Do not include extraneous material. All claims in the decision must be supported by case file documentation These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Decisions A decision is a nonfiction Story. All good stories: Have a beginning, middle and end. Are logically consistent. Resolve issues, questions and conflicts. Supported by evidence. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Decisions Writing style: active, declarative, descriptive, clear & concise, persuasive. Decision (BLM’s action(s)), rationale (reasons), appeal procedures. Cites applicable regulations/stipulations. Decisions to reject future application is not supportable. IBLA Appeal procedures – use Form These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

APPEALS Under Title 43 CFR, Part 4 Notice of appeal must be sent to AO within 30 days Field office sends appeal, decision and case file to IBLA within 10 days Appellant files statement of reasons Decision to issue permit takes effect immediately. All final decisions of AO remain effectively pending appeal These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Establishing or Changing Fees NTC Course Presented at Bend, OR, 3/2&3/2010 Any changes to fees for recreation use should be accompanied with public participation and outreach. Fees authorized by FLREA have very specific requirements, the topic of this discussion. Before going public, Business Plan must be reviewed by WO-250. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Public Participation in Recreation Fees Under FLREA NTC Course Presented at Bend, OR, 3/2&3/2010 Includes: Standard Amenity Fees, Expanded Amenity Fees and Special Area SRP Fees. Does Not Include Commercial, competitive, group SRP fees. Fees for National Reservation Services. Concessions contracts. Cost recovery. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

New Fee Sites or Areas FR Notice published at least 6 months prior to implementation. Share with public a plan which includes: Description of the new site/area. Financial analysis including development, O&M cost, and income. Analysis of public and private services in the vicinity that may compete. Description of how you will tell public what you did with the money. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

New Fees and Changes to Fees NTC Course Presented at Bend, OR, 3/2&3/2010 Use of RRAC’s FLREA provides for establishment of RRAC’s. May substitute an existing RAC. If Governor agrees, RRAC not necessary. RRAC meetings must be announced at one week prior in the Federal Register. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

RRAC Roles & Responsibility NTC Course Presented at Bend, OR, 3/2&3/2010 RRAC’s must be consulted and may advise: Establishment or change to standard, expanded or Special Area SRP fee. Elimination of a standard or expanded amenity fee. Expansion or limitation of a recreation fee program. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

RRAC Roles & Responsibility NTC Course Presented at Bend, OR, 3/2&3/2010 RRAC’s are advisory. However, if the agency rejects a RRAC recommendation – The Secretary must file a report with House Resources and Senate Energy and Natural Resources Committees at least 30 days prior to implementing a decision. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Other Public Notification In addition to required notifications it is strongly recommended you: Reach out to the community of interest, be it a geographic, or user group community. Use your skills in community ecology! Package similar proposals for presentation to RRAC and public. Incorporate public participation at the planning rather than implementation phase. Use an index for routine adjustments and get buy off on the index instead of each adjustment These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

Public Notification of Fee Program Accomplishments NTC Course Presented at Bend, OR, 3/2&3/2010 Must be posted at the fee site or area. Included in periodic reports to Congress. In addition, you may: Post on office website. News releases, dedication ceremony for major accomplishments. Report to local tourism officials, local governance. These slides do not establish policy. For policy direction see regulations, manual, handbook, IM's and IBLA Decisions.

No one can go back and make a brand new start.
Anyone can start now and make a brand new ending.

NTC Course Presented at Lake Havasu City, AZ 3/20 -21, 2013

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NTC Course Presented at Lake Havasu City, AZ 3/20 -21, 2013

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