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Field Administration Checklist

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Know Your Stock

After Planting Is Complete

This is one example of a checklist. Local contract conditions may require that different procedures and topics be covered.

  1. On the first inspection, check for fire tools. Only the ministry officer administering the contract can issue instructions or approve exemptions (use the FS 242). Check first aid requirements and camp standards (Schedule D).
  1. Check the following on each inspection day:

a. tree storage facility and tree condition

      • bundles not damaged/frozen
      • roots are moist and healthy
      • terminal bud
      • flushing
      • storage molds (see handout)
      • temperature - use probe thermometer
      • check and record soil temperatures as well

b. planting bags

      • damage
      • liners being used
  1. Fill in information section of the FS 704.
      • fill in all headings on every page
      • issue an FS 242 for any storage and handling problems
      • turn in a copy of the FS 704 plots to the supervisor daily/weekly. It will be filed in project file.
  1. Establish quality plots.

a. Equipment

      • map
      • FS 704A booklet, FS704D
      • FS 791(d) - Notice to Comply
      • FS 791(e) - Stop Work Order
      • FS 242 book
      • copy of the signed contract with extra maps
      • plot cord (3.99 m and 5.64 m) - check length regularly
      • metal plot stakes
      • excavating tool
      • 5 m tape
      • shovel
      • pencils, felt pens
      • flagging
      • compass/GPS
      • hip chain/GPS
      • garden trowel
      • disposable 35 mm camera

b. Timing - monitoring plots should be established concurrently with planting. This will permit immediate detection and hopefully correct any unsatisfactory planting or other breaches of the contract. Use grid system. Complete payment plots only after the contractor gives the signed release that the area is finished.

c. Intensity (normal distribution)

      • less than 20 ha, 20 plots (15 plots if using 5.64 m radius plots)
      • 20 ha or more, 1 plot/ha (1 plot per 2 ha if using 5.64 m radius plots)

d. Plot Size - 50 m2 (3.99 m radius) - 100 m2 (5.64 m radius) if densities 800 sph or lowere.

e. Assessment of Quality (see Schedule C of the contract)

i. Planting Spot Selection (will vary by species and site conditions)

        • mineral soil or a mixture of mineral and organic
        • well decomposed duff, fibre absent
        • "dead" shade (protected by stump or slash)
        • side of depressions


        • rotten wood (red in colour, not decomposed, will not crush in hand, logs or stumps (drying out)
        • bottom of depressions (flooding)
        • mounds of loose soil (drying out)
        • closer to another tree or "visible" natural than the prescribed minimum spacing
        • unless otherwise instructed:
          • within the crown line of larger potential crop trees
          • within six metres of an established right of way
          • on roads or livestock/game trails
          • on cutbanks or other unstable slopes
          • plant on side of cat tracks if possible, not on them

ii. Scalping, Screefing

        • debris or duff not removed to expose a suitable planting medium
        • the contract must have a special clause in it before this can be enforced
        • only screef/scalp to mineral soil in special circumstances

iii. Planting Hole

        • not too shallow or too deep
          Shallow and Deep Bareroot
          - measured from definable root collar (BR). Root collar should be in acceptable medium (mineral soil, well decomposed duff). As long as roots are not showing or soil is not greater than 2 cm above root collar-OK!
          - shallow if top of plug extended into air. When plug is flush with soil surface-marginal.
        • no slit holes
        • hour glass (open air space at base of hole)

iv. Tree Placement

        • more than one in hole (both trees are considered faults)
        • tree too deep or too shallow roots exposed, bunched, j-root
        • J-root Plugs - if angle is greater than 45°
        • J-root BR - if angle of majority of roots is greater than 45°
        • lean of roots greater than 30°

v. Firmness

        • tree must be firm enough to resist loosening when pulled on by a group of needles (gentle tug)

vi. Position of Stem or Crown

        • excessive lean - if angle is greater than 30°
        • slash or other debris likely to interfere with growth (overhead)

f. Root Excavations

      • at the beginning of a contract excavate all trees in a plot
      • as confidence builds and the quality is up to standard reduce this to a minimum of two per plot to ensure that quality standards are being maintained
      • if planting quality has lapsed, go back to excavating all trees.

g. Plantable Spots

      • maximum number of spots/plot is determined by the designated spacing in the contract (Schedule B)
        • flag all trees in plot
        • if trees are planted too close or too wide, or in spots that should not have been planted, the number of plantable spots must be determined
        • influence trees must be considered (naturals and planted) when assessing the number of plantable spots. The relative visibility of naturals must also be considered.

h. Planting Density

      • departure from prescribed spacing is intended to apply only to the occasional situation enabling the planter to select a better microsite.

i. Filling out the Form and Calculations (see FS 704A Booklet)

      • Do not use the code
        Example: 1-1 NO
        1-too close YES
      • Note:  Satis. plant. + unsatis. plant. + excess = trees planted
      • Add up columns and do calculations.

j. Planting Quality
Where the planting quality is less than 93%, basic payment shall be adjusted accordingly using the following formula:
Payment % = (PQ × 1.08) - (100 - (PQ × 1.08)2)
where PQ equals the Planting Quality % as determined under the Ministry of Forests Planting Quality Inspection System.

k. Excess
Excess to a maximum of 7% is allowable on units with planting densities greater than 800 sph. If the excess rises above 7%, use the following rule:
(Excess % - 7%) × total trees issued × bid price per tree
If excess trees exceed 12%, the following rule applies in addition to the above:
(Excess % - 12%) × total trees issued × amount specified in Schedule A
14% excess; 12 000 trees issued; bid price $0.25
(14% - 7%) × 12 000 × $0.25 = $210.00
(14% - 12%) × 12 000 × $0.20 = $48.00
Total Charge $258.00

On planting units with planting densities 800 sph and lower, a 10% tolerance is allowed before excess charges are levied. If the excess rises above 10%, use the following rule:
(Excess % - 10%) × total trees issued × bid price per tree
If excess trees exceed 15%, the following rule applies in addition to the above:
(Excess % - 15%) × total trees issued × amount specified in Schedule A
14% excess; 12 000 trees issued; bid price $0.25
(14% - 10%) × 12 000 × $0.25 = $120.00
Total Charge $120.00

l. Keep a map showing where you did your plots and locations where each seedlot is planted.

m. Notice to Contractor
Use FS 704 - must state everything is OK or describe problem
FS 704 usually sufficient but 242 or Notice to Comply should be used for more serious problems
Example: Quality less than 85%. If 242 used, must use wording on the Notice to Comply.

n. Diary
Keep separate diary where more detail is required. More detail is almost always required, for example, conversations with the contractor and seedling condition.

Know Your Stock

  1. Know Your Stock

Keep notes on stock condition in your diary.

  1. Stock Delivery

a. Each reefer should have a `Stock Balance Report Per Seedlot'. When trees are issued to the contractor, complete an FS 242. The contractor receives a copy once the FS 242 is signed by himself and the ministry officer. It is important to maintain this report every time trees are received or shipped from the reefer. Collect these sheets before the reefer is hauled away.

b. Stock Invoices: You will receive two invoices from the tree truck driver. Count the boxes. Enter your count on the invoices. Note discrepancies. Return these to the office at least on a weekly basis. If the driver does not have an invoice, please notify the office.

c. Please ensure padlocks, stock balance reports, 1" × 4" spacers, thermometers, oil filters, and oil is retrieved from the reefer before it is hauled away.

d. BCR 40 foot reefers can comfortably accommodate 400-425 boxes.

  1. Stock Ordering

Early in the season frozen stock can be a problem. Place orders with the appropriate person. Ten days notice is required to accommodate stock ordering and thawing.

After Planting Is Complete

  1. Payment Certificates
    • Payment is made after each unit has been successfully completed.
    • Enter FS 704 plot data in PAYCERT program and get a printed copy.
    • Submit FS 704 plots, computer printout and project file to supervisor when each payment certificate is processed.
  1. Final Report
    • After all payment certificates have been processed using the PAYCERT, complete the planting report (FS 753) or ISIS report.
    • Send one copy of the planting report to region via supervisor.
    • One copy of the planting report and map (showing planting boundaries, unit boundaries, seedlot boundaries, proper map legend) are required for each opening file and the project file.
    • Each opening file map must be complete (e.g., colour coded if it is necessary to clarify boundaries).
    • Record information on a contract evaluation sheet (if available).
    • Complete ISIS project management information.
  1. Contract Ledger Entries

These will be made by the Silviculture Clerk after the supervisor has reviewed the planting report.

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Copyright 1999 Province of British Columbia
Forest Practices Branch
BC Ministry of Forests
This page was last updated December 2000


Comments to: Tim Ebata <Tim.Ebata@gems8.gov.bc.ca>