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Forest Stewardship Council®

BM 64, Granada, Nicaragua, 11th – 13

th November 2013 of 12

Forest Stewardship Council A.C. · Calle Margarita Maza de Juárez 422 · Colonia Centro · Oaxaca CP 68000 · Mexico

T +52 951 502 6533 · F +52 951 502 6594 · [email protected] · www.fsc.org· FSC® F000100

Public Registry of Property and Commerce: Oaxaca · Mexico, Registration No. 38602

APPROVED Minutes of the 64thmeeting of the FSC Board of Directors in Granada, Nicaragua from 11th – 13th November 2013 Date: November 2013 Author: Angela Rott Status: APPROVED; for circulation

Attendees FSC BoD:

1. Michael E. Conroy, Chairman (MEC) 2. Margareta Renström, Vice-Chairperson (MR) 3. Ana R. Young, Vice –Chairperson (ARY) 4. Hans Djurberg, Treasurer (HD) 5. Jaime Levy (JL) 6. Pedro Gonzalez Chaverri (PGC) 7. Larry Joseph (LJ) 8. Jamie M. Lawrence (JML) (participated via phone)

With apologies:

1. Xiaoping Wang (XW)

FSC Network:

1. Uwe R. Sayer, Network Representative to the BoD (URS)

FSC Staff:

1. Kim Carstensen, Director General (KC) 2. Hans-Joachim Droste, Policy & Standards Director (AD), partly 3. Gemma Boetekees, Global Network Director (GB), partly 4. Marcelle Peuckert, Business Development Director (MP), partly 5. Annette Becker, Central Services Director (AB), partly via phone 6. Phil Guillery, System Integrity Director (PG), partly 7. Stefan Salvador, Director Quality Assurance Unit (SS), partly via phone 8. Marion Karmann, Monitoring & Evaluation Manager (MK), partly via phone 9. Guillermina Garza, Head of Director’s Office (GG), partly via phone 10. Karen Bennett van der Westhuizen, Communications Director (KB), partly 11. Angela Rott, Executive Assistant (AR)


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Agenda item: BM64.01 - Agenda BM64 & COI declaration Presenter: Michael Conroy

Quorum & Participation:

The chairman welcomed the members of the FSC BoD and the Network Representative to the 64th Board Meeting and noted a quorum with physical participation of 7 out of 9 Board members and JML participating by phone.

Conflict of Interest (COI) declaration:

No board member announced any new potential conflict of interest since the last board meeting.

Agenda item: 12 person Board Presenter: KC

Discussion:

The BoD agreed that the induction training should not only focus on the “technical” side presented by FSC Internation-al staff but especially on governance and interaction as a board. All candidates for the 2013 Board election shall be informed about the dates once fixed.

Conclusions:

The BoD agreed that:

The revised BoD manual including the travel policy with slight changes in wording was approved. Board members will send further comments on the BoD manual to KC who will produce a final version before the induction meeting.

In future the FSC Secretariat will update the manual when needed, asking Board members to comment, but without seeking formal approval by the BoD.

MR, PGC, HD and JL/MEC will participate in the induction training which will take place end of January 2014. KC will set up an agenda proposal to the current BoD.

The FSC secretariat will propose a date for when the new board members take over, taking into account up-coming decisions needed. Current assignments of Board members will be maintained until BM65.

The Board would like to set up a system of mentors for new Board members. Mentors should be current or just outgoing board members and do not need to be of the same chamber as the new board members. Deci-sion on who will be mentors for whom will be made once it is known who has been elected. The BoD will be asked to suggest “couples” which will finally be sorted out in the Executive Committee.

If a board member is representing FSC at an event this needs to be discussed and coordinated with the Secre-tariat and the costs need to be approved beforehand.

Agenda item: Preparations for the GA 2014 Presenter: GG

Discussion:

The BoD asked for some further clarifications with regards to proxies and delegation inside organizational members. The question was whether another person than the designated representative of a company/organization could repre-sent the company/organization at the GA.

The BoD discussed the deadline for postponing motions during the GA. In the past this created problems insofar that the most prioritized (and also controversial) motions where discussed for as long as possible and were amended and therefore moved to the 2nd day, while other motions that hadn’t even been discussed properly before the business session were discussed on day one.


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The BoD suggested keeping the prioritization procedure for Wednesday night and then undertaking a re-prioritization of the motions that haven’t been discussed on Thursday night. This way the lowest prioritized motions could be put to the end of the meeting Friday.

Considering the stress levels already involved in implementing motions from prior GAs and the number of these that have not been implemented, the BoD expressed concerns about the possible stress and financial consequences of a high amount of new motions. The BoD acknowledged the importance of promoting membership engagement, but was concerned about the risk of raising too high expectations around motions that cannot be implemented and discussed the possibilities of informing more clearly about foreseen costs of motions.

Conclusions:

The BoD asked the FSC Secretariat to clarify whether it is possible to appoint another representative within a company/organization in case the designated representative cannot participate in the GA.

The BoD asked the FSC Secretariat to include this issue in the FAQ for the GA.

The BoD asked the FSC Secretariat to amend the procedure for prioritization of motions as discussed above.

With these comments, the BoD approved the GA protocol.

The BoD asked the secretariat to present information on costs of implementing motions and to propose a system for making the expected costs of motions very visible.

After the GA, the BoD will ask members their opinion on the prioritization of policy motions passed and will discuss this in the November meeting after the GA.

The BoD approved the ToR of the Motions Committee and the time table as presented. The Motions Commit-tee will have the same members as the Board GA Planning group.

Agenda item: Inaugural meeting of the PIPC in Ottawa / Canada

Presenter: J. Levy

Discussion:

JL gave a short summary of the meeting where the PIPC was finally established. JL reported that the meeting had con-firmed the membership of the PIPC and discussed and agreed a revised version of its ToR and a work plan for the first year. Brad Young has been elected as the chair person of the PIPC. In terms of relations to the FSC Board, the PIPC proposed that its chair person should provide a report for each BoD meeting and be present in person for reporting once a year. Furthermore the BoD should appoint a liaison person to the PIPC. The PIPC discussed that its next meeting should be in Africa as the representatives and their alternates there still need to be appointed. The PIPC will be one of the groups to be consulted on the planned FPIC document that will be produced by FSC.

The BoD raised the question about the Conflict of Interest (CoI) document and the proposed process for replacing PIPC members when leaving the committee. JL responded that most questions have been discussed and those still missing will be discussed at the next meeting. All PIPC members will sign the CoI document and will have to inform the chair immediately if a conflict arises and if questions are raised by their constituencies.

The FSC BoD chairman congratulated LJ and JL for all their good work done for the establishment of this important committee.

Conclusions:

The BoD approved the membership and the ToR of the PIPC and agreed to the reporting from PIPC as pro-posed

The BoD appointed Larry Joseph as the BoD liaison person to the PIPC.


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Agenda item: FSC International Work Plan Presenter: KC

Discussion:

KC summarized the work plan document and explained the three key priorities which are: a) delivering what we have already promised; b) re-engaging the membership; and c) strengthening the network. Furthermore he presented a fourth key priority which is based on the membership engagement (survey) and the strategic discussion of the BoD in London in late September. The BoD discussed the document and raised the following points:

4 key priorities present a good picture of strategic direction and serve as a good basis for KC’s specification of his KPIs.

It would be good to make clearer how the three key priorities fit with the 7 strategic goals under key priority # 4

Focus on tropical forests missing – make this more visible.

The Work Plan is a step in the right direction, but it doesn’t yet do the job of focusing resources – there is a need to prioritize and increase effectiveness of the FSC IC’s work.

Regarding already started processes: Make it clear that processes already underway may be halted if not high priority or if resources cannot cover.

Marketplace should be mentioned explicitly in the Work plan.

The Work plan is for FSC International only – for the future, and in line with the idea of One Global Organiza-tion, it would be good to include activities of the FSC Network. Membership area not very prominent in work plan itself.

Conclusions:

The BoD approved the Work Plan, expecting KC to reflect the comments made in a final version to be shared with the BoD.

Agenda item: FSC Budget 2014 Presenter: AB

Discussion:

AB updated the BoD about the status of the 2012 audit. At the time of the presentation this had still not been final-ized. Another topic discussed was the revised budget 2013. The BoD learned that the result for end of 2013 may be better than budgeted.

For developing the 2014 budget, the secretariat introduced a new system which works much better than for the 2013 budget. The BoD asked that third party costs should be further detailed. AB presented two budget scenarios: one with a higher contribution to the network (A) and a version B with a lower proportion going to the network. The network – at the Copenhagen M8IT meeting – raised the valid point that they carry quite a high risk and that FSC International should do the same, which would help to release more money for the network. This can be more clearly defined dur-ing 2014, when FSC International will develop simpler contracts with the network partners, laying out very clearly what is expected from both parties.

The BoD raised the question whether the reserve level should be re-thought and whether FSC needs a policy on the reserve level. FSC could furthermore consider having several pots of reserves, e.g. for dismissal wages, tax risks, etc.

Conclusions:

The BoD approved the budget for 2014 with the following comments

The BoD asked the Finance Committee (FC) to come up with a set of proposals on how FSC could invest the reserves in order to improve returns.


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The BoD asked the FSC Secretariat to provide further detail and clarity on the 3rd party costs/other expenses categories within the budget in cooperation with the FC.

The BoD asked the FC to develop a Reserve Level Policy for approval before or at the next BM, providing a clear picture of what reserve level the Board wants to have and stick to.

The Board agreed to the notion of a cap on AAF increases for 2014, and will follow the M8IT guidance on how to set the cap. However, the Board will not make the money capped immediately available for further in-vestment in the network, but will hold it back until June 2014. At that time a decision will be made by the Board on whether to release the money to the network or not, and how to do it, based on an assessment of 3 elements:

a. Financial information from FSC International showing to what extent the assumptions behind the 2014 budget are being fulfilled (AAF levels, other income, expenditure etc.)

b. The Reserve Level policy agreed

c. A proposal from the M8IT about how FSC can work to make sure that Strategic Investments are tru-ly strategic.

Agenda item: PSC Decisions Presenter: AD

Discussion:

AD went through the PSC minutes, explaining the recommendations from the PSC in their last meeting.

Conclusions:

1. The BoD approved the revised observer procedure FSC-PRO-01-017 V1-1 2. The BoD approved to revise FSC Accreditation Standard FSC-STD-20-001 V3-0 and to de-link it from the ISO

standards 3. The BoD approved to revise FSC Standard FSC-STD-20-002 V3-0 4. The BoD approved to withdraw the Advice Note allowing National Offices to develop their own interpretation

of the 1994 rule (FSC-ADV-31-001). This withdrawal presupposes the implementation of motion 18. 5. The BoD approved to revise the Policy for Association FSC-POL-01-004 and to strengthen the due diligence

procedure as outlined in FSC-PRO-10-004 6. The BoD agreed that the topic of changing the rule on sale of FSC CW (Controlled Wood) should be dealt with

by the CWTC (Controlled Wood Technical Committee) under a new set of ToR linked to the development of a CW Strategy.

7. The BoD recognized the issue brought up by CWTC regarding when companies that have previously convert-ed could get CW-certification. The BoD believes this issue should be included in the new CW strategy to be worked on by the CWTC. In respect for motion 35 the BoD chooses not to issue an advice note on this topic.

8. The BoD approved the introduction of a rule regulating the purchase of CW from disassociated companies which says: material and products purchased or delivered from companies that are disassociated from FSC are not eligible to enter into FSC product groups or products.

Additionally the BoD asked the Secretariat to add a paragraph on the Code of Conduct to the ToRs of any FSC ap-pointed groups (check IGI WG ToR).

Agenda item: ILO text in CoC self declaration Presenter: KC / AD

Discussion:

The BoD discussed the situation of the ILO (International Labour Organization) self declaration text and learned why no agreement has yet been reached. Some further questions by the board about the reason for the self declaration in the


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first place, and following explanations and background information by the FSC Secretariat made it clear to the BoD that the text of the self declaration was originally thought as an interim measure, which would be more or less redun-dant as soon as some proper means of verification of compliance with the principles of the ILO core conventions had been defined.

Conclusions:

The BoD agreed the following Resolution to the ILO Self-Declaration Issue

The BoD recognized that:

1. The Forest Stewardship Council is firmly committed to protecting the rights of workers in Organizations with FSC Chain-of-Custody certification.

2. The Self-Declaration on compliance with fundamental workers’ rights, as expressed in the ILO Core Conventions and as defined in the 1998 ILO Declaration on Fundamental Principles and Rights at Work, was approved in October 2011 as an interim measure for assuring compliance with social requirements for Chain-of-Custody certificate hold-ers, until such time as the means to ensure compliance, such as auditable indicators, were created, consulted, and approved for implementation in all Chain-of-Custody certifications.

3. Once those auditable indicators for compliance with ILO conventions have been approved and implemented, a Self-Declaration specifying compliance with those conventions will no longer be needed.

4. The Chain-of-Custody Technical Committee presently revising COC standards was not commissioned to provide means for verifying compliance with the ILO conventions.

5. The wording of the Self-Declaration, approved in October 2011 without full consultation, has proven very difficult for some COC certificate holders to accept. And,

6. The permanent solution to this problem requires a sub-chamber-balanced working group to negotiate and recom-mend to the Board of Directors appropriate means to demonstrate compliance with the ILO conventions, including auditable indicators.

The FSC International Board of Directors has therefore decided:

A. To create, as quickly as possible, a sub-chamber-balanced COC Special Working Group whose principle purpose will be to negotiate and recommend to the Board the means to ensure compliance with the ILO Core Conventions as defined in the 1998 ILO Declaration on Fundamental Principles and Rights at Work, including auditable indicators.

B. That this COC Special Working Group shall include representation from FSC members from labor unions and from FSC member companies that have had difficulty signing the initial Self-Declaration as approved in October 2011.

C. That, effective immediately, the December 2012 modified Self-Declaration negotiated with the FSC Secretariat shall be accepted by Certification Bodies - for companies anywhere in the world - as an interim commitment to respect-ing and protecting the rights of workers, thereby fulfilling the current requirements for Self-Declaration. This op-portunity will only be available until the practical ways of verification of ILO compliance by COC certificate holders, including auditable indicators, have been approved by the FSC International Board of Directors.

D. That the deadline for completing the development of these means to ensure compliance, including auditable indi-cators, shall be December 31, 2014; with no extensions unless formally approved by the FSC International Board of Directors.

KC will present the final version to the Trade Unions and the US companies. After this, the decision will be made pub-lic, and the Secretariat will set up the Working Group as agreed.


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Agenda item: Controlled Wood (CW) Presenter: AD

Discussion:

AD updated the BoD about the status of implementation of Motion 51 dealing with the revision of the FSC CW system, National Risk Assessments and reporting procedures.

The BoD discussed the strategic direction of CW for the future. There was agreement that a set of decisions clarifying the strategic direction with regards to CW is dearly needed. The BoD discussed and provided advice related to the questions listed by the FSC Secretariat in the documents for the BoD meeting.

Before developing a CW Strategy, the FSC Secretariat is mandated by the BoD to work to implement Motion 51 and solve the current operational problems in the CW system. The Secretariat was requested to engage with the Con-trolled Wood Technical Committee (CWTC) in these efforts. The larger strategic questions will be addressed in a sepa-rate process, based on some factual input from a study to be undertaken, and will then be brought to the CWTC.

Conclusions:

The BoD recognizes the need for a CW Strategy. It should be based on a study that clarifies the importance and rele-vance of CW in the FSC system now and in the future. The FSC Secretariat is tasked to develop ToRs for such a study, which is to be shared with and approved by the BoD. Once ready, the study should be discussed in the CWTC as a basis for beginning the drafting of a CW strategy. This would be a follow-up process to the Motion 51 work and would re-quire revised TORs and new timelines for the CWTC and possibly a reconsideration of the CWTC membership.

The BoD stressed that in the meantime they expect the CWTC to focus their efforts on technical/operational issues in developing a robust and workable CW system – in accordance with motion 51 – within the defined timelines and re-frain from discussing strategic issues until when they would be mandated to do so. The BoD agrees that the revised CW system should be stable for the proposed time frame of at least 10 years.

The BoD understands that National Risk Assessment (NRA) will most likely not be carried out in time under the current system and approves the options presented by the FSC Secretariat, mandating the FSC Secretariat:

1. To move on with the implementation of centrally organized NRAs to help determine low risk for at least all priority countries where the risk is negligible (independent of the existence of a National Office or Standard Development Group);

2. To require from the CWTC to develop practical and operational options for sourcing CW from countries with no NRA;

3. To require the whole FSC system to focus efforts and resources on the development of NRAs, including the development of an intervention mechanism for the FSC Secretariat to engage with countries not willing or able to complete the task.

Agenda item:

Impacts of FSC’s work and how to measure these, including an update on Theory of Change and the proposed impact indicators Presenter: SS / MK

Discussion:

KC introduced the topic by summarizing the discussions that took place at the London meeting. Impacts came out as one strategic issue which FSC as an organization needs to focus on to define FSC’s achievements, differentiate the system and prove our worth and continuing relevance.

SS walked the BoD through the revision to the Theory of Change (ToC) that has been done since the last version. The new version is simplified and the central pathway has been split into two as also recommended by the BoD.


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MK informed the BoD about the consultation process and the comments received from it. The text went out in three languages in a two–month consultation, and feedback was received from the network, and from the economic and environmental chamber. QAU would be grateful to receive more feedback from the social chamber. The documents will now be revised based on the feedback received. Based on these revised documents Monitoring & Evaluation re-ports will be sent to ISEAL and FSC, and public versions will be prepared for different audiences. There are meetings planned for further discussion of the ToC at the GA in 2014.

BoD members will encourage the social/economic chamber members to further engage in the process. The BoD en-couraged the QAU team to also reach out again to national offices and Key Accounts who have expressed interest in impact data. The BoD suggested changing the word “impact” with “benefit” or another more positive key word as many people associate impact negatively. It should be made sure that the identified “intended impacts are attractive and broadly supported.

The BoD sees the ToC as a useful tool for FSC to generate a basis for understanding what FSC’s current system is al-ready achieving. One challenge is that FSC should not only look at the ToC as a scientific tool but also link it to the communication and business development strategies.

Conclusions:

The Board will continue to engage in the discussion of FSC’s impacts, and the ToC should be a recurrent topic on the agenda of the next board meetings.

Agenda item: FSC Communications Presenter: KB

Discussion:

KC introduced KB to the BoD and stressed that developing FSC communications is very important for his ambition to move FSC to be a much more communicative organization, able to communicate to the outside world in easily under-standable terms, without losing its technical strength.

KB presented her background and experience from her past employments as a journalist and head of communications for both NGOs and private companies in the health sector. She furthermore reported what she already had learned in her first week and what conclusions she has taken from that. One of them is that FSC must showcase what has been achieved. Furthermore FSC must use its internal communication tools more effectively. Finally FSC must improve its crisis communications. She also stressed the urgent need of a Communications Strategy and presented a planned timeline to set this up:

Nov. 2013 Fact-finding and discovery phase,

Dec. 2013 Communications Strategy development phase,

Jan. 2014 Roll-out and implementation.

The BoD believes it is a must for FSC to strengthen its communications. Other aspects mentioned were the possibility of cooperating with members and the FSC Network, and the need to find alternatives to communication through long and complicated mass emails. These ideas will be covered in the Communications Strategy.


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Agenda item: Report from Network Representative Presenter: URS / KC

Discussion:

URS expressed his appreciation of having been able to attend the board meetings as the elected Network Representa-tive for the past two years. He described a general support from the network for current FSC processes. There are still a number of issues of concern, but also a large number of positive changes. A very important positive aspect is the growing trust in the network of FSC International. The concerns include Marketplace and a perception of weak CB performance. Also increasing levels of mistrust from the outside world regarding the integrity and functionality of FSC system is an issue.

In general quite a few Network Partners reply to URS’s surveys but still the survey summary is not representative for the whole network. Key countries (top 10) like Russia, Canada and China as well as tropical countries need to be better included in the survey. Furthermore URS pointed out that language and time are still issues when it comes to respons-es to the survey.

The BoD appreciated the information provided and recommended that URS looks into this together with the future NR to see how to further evaluate the system (temperature check), involving also the regional offices to provide their view of what is going on in their regions. GB reiterated that the FSC Secretariat would be happy to help in strengthening this exercise.

Agenda item: Report on ASI Presenter: MEC / KC

Discussion:

KC and MEC informed the BoD about the last ASI Board meeting, highlighting some positive developments over the last months, including a significant increase in capacity within ASI and the creation of an ‘Intelligent Assurance Center’ (IAC) holding a wide range of key data and providing the basis for designing a more robust assurance model. Im-portantly, there is now also a much greater clarity on the financial situation of ASI, showing for 2013 a small surplus after deduction of all liabilities.

Several measures to improve credibility have been taken as well, e.g. an increase in the proportion of compliance audits, and there is improved coordination with QAU.

The Annual presentation to the FSC BoD on ASI will happen during the FSC Board meeting in March 2014.

Agenda item: Update on the Online Claims Platform (OCP)

Presenter: Phil Guillery

Discussion:

PG informed the BoD that the project and development of the OCP is overall on track and Certificate Holders (CHs) have started testing it. While NGOs and some economic stakeholders are in general supportive of a system like the OCP, there is, however, a great and increasing number of CHs voicing very strong and very fundamental concerns regarding the OCP. The BoD discussed the issues around the OCP at length and reached a number of conclusions.

Conclusions:

The BoD decided:

That FSC will defer decisions on implementation of the OCP in terms of making it mandatory to register claims, until such a move can be fully justified and the concerns raised by key member compa-nies/associations are clearly understood and addressed. This will be included in all communications outreach regarding OCP.


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That FSC will set up a meeting as soon as possible with a number of key member companies/associations to discuss whether a mandatory phase of “register & connect” could be accepted as a first step.

That the pilot and testing phase of the OCP will be extended and entering claims will not be made mandatory until this phase is completed, pondered whether the objectives have been met for this online platform and reported on with a positive result, and the BoD has decided on a date.

That FSC gets in contact with specialized (IT and legal) departments of large member companies to discuss solutions for the confidentiality issues.

That FSC shall explore alternative ways of financing the OCP work, attempting to find a cheaper model than the current one.

That FSC will set up and implement a communications strategy around OCP and its implementation.

Agenda item: DG Update on strategic priorities Presenter: KC / SS / MP / GB

Update from Quality Assurance Unit (QAU): SS informed the BoD about the planned revision of the Policy for Associ-ation (PfA), which will be based on experiences but will also look into the issue of enabling FSC to act when there are clear indications of breaches of the PfA, but there is no complaint raised by any stakeholder. The Board voiced its support for establishing such opportunities for FSC to act proactively when needed in PfA cases.

Update on M8 Implementation and Revenue Sharing: GB informed the BoD about the implementation status of the M8IT. Several conference calls and a physical meeting have taken place and recommendations have been given on the AAF revision and on revenue sharing (RS). The recommendation has already been used by the Board as a basis for its 2014 budget decisions, providing an amount going to the network in 2014 of around 8,000,000 USD. The 2014 RS system is to be seen as an interim solution in order to have further discussions next year to design a solid model for the following years.

Organizational model: KC pointed out that FSC is working on the legal registration of the regional offices, which will be very important for the future work of these offices. The work is done with external advice from Deloitte, and the first priorities are the offices in China, Latin America and Africa.

Stakeholder Engagement: FSC has an ongoing and continuous engagement of quarterly meetings with WWF, BWI & Greenpeace.

Government Engagement: The work on an ISO proposal for CoC standard has started, following up on the positive vote on this inside ISO. AD participated in the first meeting, which included very little substance. The first substantial meeting will be held in May 2014. A strategy for this work will be developed before May and shared with the BoD.

FSC received strong negative reactions from Central African Governments, primarily the Republic of Congo, and from other stakeholders in the sub-region to the Disassociation from Danzer. KC has visited the region twice recently, also together with new Regional Coordinator, to improve relations.

Supply: Smallholder Fund: FSC wants to strengthen the certification of smallholders in our system. MP informed the BoD about the important role of the regional directors in the process of developing the Smallholder Fund, which has generated positive interest in terms of good project proposals. One option could be that FSC should provide the mon-ey but the administration could be outsourced.

The pilot phase of the FSC-Fairtrade-Project has been prolonged for a year, where current partners can continue to use the standard. The longer-term future of the initiative depends on mobilization of significant external resources. The deadline for these is in a year’s time.

Service Delivery: Based on the results of Brand positioning carried out in the U.S., a Global Brand Positioning has been developed this year with a view to giving us a basis for developing a unique and common voice across the world in communications and marketing. The project is almost finished and results will be out soon. The last part is to establish a brand strategy and to implement actual marketing activities together with partners around the world.

Financial Resources: New capacity on fundraising will be coming in early next year.


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Agenda item: Change the Course: Reduce Stress Presenter: KC

Discussion:

KC started his presentation with listing the resource demanding decisions the BoD had taken already at this meeting, which will mean additional and non-planned work for the FSC Secretariat. Additionally there are many, often im-portant, requests from outside being brought to FSC.

Stress is being put on the FSC Secretariat due to overload of already started processes, stakeholder expectations and external demands. It is also recognized that there is also significant stress placed on the FSC Membership, Stakehold-ers and Network due to the same reasons, exacerbated by a lack of capacity and resources in most offices, including the resources needed to deal with requests from FSC International.

KC provided some possible solutions for how to overcome the situation, including by making the problem explicit and visible, by encouraging ‘No’ as the default answer to requests not considered to be part of FSC’s core functions, re-sponse to its membership and certificate holders’ or those request not aligned with the agreed strategic direction and/or approved motions, and by bringing it into performance appraisals. He also made some suggestions for things the secretariat will not do and asked the BoD for more ideas.

The BoD made a number of suggestions to ease the situation:

Focus on better planning in order to save time in the long run

Hire COO/deputy director

Give certain duties to Network Partners

Reduce stress by less travel and/or by engaging the board or other staff instead

The BoD agreed on the direction shown in the presentation and would like to be updated periodically.

Conclusions:

The BoD specifically linked this decision to the previous approval of the FSC Intl. Work plan which was ap-proved on the condition that the detail within the plan was reviewed and analyzed to ensure that specific ar-eas of work may be halted to allow for prioritization and better resourcing of key work-streams.

The BoD requested to submit further comments on the stress issue in writing, especially on things that do not need to be done.

KC to work in the comments made and to update the paper for further discussions of the BoD in 2014.

Agenda item:

Chamber-based meetings in preparation of the GA Presenter: MEC

Discussion:

The social and the economic chambers have approached FSC for funding meetings in preparation of the GA.

Conclusions:

The BoD mandated the DG to allocate and approve funds and engagement mechanisms for the three cham-ber preparation processes towards the GA.


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Annex 1: List of abbreviations used in this document

FSC IC FSC International Center

FSC AC FSC Asociacion Civil

OCP Online Claims Platform

AAF Annual Administration Fee

ASI Accreditation Services International

BWI Building and Wood Worker's International

CB Certification Body

CH Certificate Holder

CoC Chain of Custody

CW Controlled Wood

CWTC Controlled Wood Technical Committee

DG Director General

FC Finance Committee

FSC-ADV FSC Advice Note

FSC-POL FSC Policy

FSC-PRO FSC Procedure

FSC-STD FSC Standard

IAC Intelligence Assurance Center

IGI International Generic Indicators

ILO International Labour Organization

ISO International Standards Organization

M8IT Motion 8 Implementation Team

NDA Non Disclosure Agreement

NGO Non Governmental Organization

NR Network Representative

NRA National Risk Assessment

PEFC Programme for the Endorsement of Forest Certification

PSC Policy & Standards Committee

QAU Quality Assurance Unit

RS Revenue Sharing

RSPO Roundtable for Sustainable Palm Oil

ToC Theory of Change

WG Working Group

WWF World Wildlife Fund

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