IM-OR-2003-020-Publications Committee
UNITED STATES DEPARTMENT OF THE INTERIOR
BUREAU OF LAND MANAGEMENT
Oregon State Office
P.O. Box 2965
Portland, Oregon 97208
In Reply Refer to:
1551 (OR-912) P
November 22, 2002
EMS TRANSMISSION 11/27/2002
Instruction Memorandum No. OR-2003-020
Expires: 09/30/2004
To:
DMS, DSDs, Branch and Staff Chiefs
From:
Associate State Director
Subject:
Publications Committee
Purpose: This Instruction Memorandum is to revise the 1993 Oregon/Washington Publications Committee Charter.
See Instruction Memorandum No. OR-93-134 dated May 26, 1993.
Background: The committee was formed as publications advisory committee to the State Management Team for the
design, production and distribution of all Bureau documents. The committee is made of the representatives from the
Public Affairs (OR 912), Division of Resource Planning, Use & Protection (OR 933) and Division of Management
Services (OR 957 & OR 958). We now include member(s) from OR 955. This committee meets twice monthly to
establish, maintain, and lead a project from initial concept to a tangible product, identifying the lines of responsibility
to accomplish the production and distribution of each publication. The committee has a rotating chairperson to allow
all members an opportunity to serve in this position.
In the past we have circulated memos asking for your input from the Annual Work Plan (AWP) of documents,
cartographic and recreational products that you plan to publish in the coming year. That information makes up the
anticipated workload for the respective offices involved in document and product printing/reproduction. The projects
are prioritized by number to help the committee commit personnel and resources to the timely production of each
document. You need to ensure that personnel on your staffs
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who plan and initiate all printing and cartographic work coordinate fully with this committee in obtaining the proper
clearance and the development of specific requirements for the project before any work is started.
Publication Committee Members
OR912 Public Affairs
Cathy Harris, Chief
John Craig, Visual Info Specialist (Video)
503-808-6287
503-808-6035
IM-OR-2003-020-Publications Committee
Gary Haase, Visual Info Specialist
Mike Hamel, Visual Info Specialist
Cliff McClelland, Printing Specialist (Chairperson)
Allen Agnew, Intranet/Internet Webmaster
503-808-6028
503-808-6211
503-808-6212
503-808-6499
OR933 Division of Resource Planning, Use & Protection
Eric Stone, Program Analyst
Margaret Wolf, Outdoor Rec Planner
Bonnie Lippit, BLM/FS Interpretive Lead
503-808-6087
503-808-6061
503-808-2437
OR955 Information Management Section
David Haney, Natural Resource Specialist.
503-808-6429
OR957 Mapping Sciences Section
Henry Wolter, Section Chief
Judy Briney, Cartography Team Lead
503-808-6323
503-808-6140
OR958 Branch of Realty and Records Services
Brent Blair, Geographer
Pierre Mathies, Land Law Examiner
*Lisa Blackburn, FOIA and Cost Recovery Lead
*Committee Advisor
503-808-6177
503-808-6001
503-808-6256
Timeframe: Effective immediately.
Budget Impact: Budget will not be required by the committee. Project expenses will be charged to benefiting
activity programs.
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Districts with Unions are reminded to notify their unions of this Instruction Memorandum and satisfy any bargaining
obligations before implementation. Your Servicing Personnel Office or Labor Relations Specialist can provide you
assistance in this matter.
Contact: Please contact Cliff McClelland at 503-808-6212 with any questions.
Signed by
Charles E. Wassinger
1 Attachment
1 - Publications Committee Charter (4 pp)
Distribution
NSTC (650)
WO-610 (Room 406, LS)
Authenticated by
Mary O'Leary
Management Assistant
BUREAU OF LAND MANAGEMENT OREGONIWASHINGTON PUBLICATIONS COMMITTEE CHARTER I. PURPOSE
The OregonlWashington Publications Committee was established in May 1993
(Instruction Memorandum No. OR-93-134), to be an Advisory Committee to the State
Management Team by:
1. Providing an open forum for the exchange of information as well as for the submission,
discussions, and implementation of printing/reproduction and map/graphic needs with
the State, District, National and other State Offices.
2. Promoting the effective efficient and economical development of Bureau Publications
within the State, District, National and other State Offices for internal and external
products including the Intranet and Internet.
3. Defining and implementing issues and concerns of design, format, content,
printing/reproduction, and dissemination of publications by determining roles,
schedules, and expertise of the key players in the publication process.
4. Informing the key players about the administrative and legal requirements of the
Department of the Interior (DOl), the Bureau of Land Management (BLM) and the
Government Printing Office (GPO). Supplemental standards for specific programs or
projects will also be a basis for review, as well as following existing laws which require
all printing/reproduction to be produced or procured through the GPO, unless otherwise
permitted under GPO regulations.
II. ROLES
1. To establish, maintain, and follow a project schedule (wherever possible) from initial
concept to a tangible product, deciding the lines of responsibility and devising a
publication schedule to accomplish the production and distribution of each publication.
2. To ensure that any required BLM and DOl clearances have been obtained before any
work is started. The clearance process for most Bureau publications begins with the
Publications Approval Request form DI-1550-S. See attachment 1, Form DI-1550-S
with explanation. All items pertaining to the production of a given project will be
discussed and assignments made based upon the workload of the participants of the
committee.
3. To discuss, interpret, and assure compliance with existing BLM and DOl policies,
regulations and standards. The Committee will endeavor to resolve questions of
interpretation and compliance within the structure of the committee.
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4. Intra-division project schedule priorities will be set by the division chief. Inter-division
project priority conflicts or objections to committee recommendations will be resolved
by the Associate State Director.
III. MEMBERSHIP
1. Representatives from the Public Affairs Staff, the Division of Resource Planning, Use
& Protection, and the Division of Management Services (955, 957 and 958) shall serve
on this committee. Members are selected by their respective Staff and Branch Chiefs.
Each staff and branch as described below have various levels of responsibility for the
production and distribution of Bureau documents.
OR912 Public Affairs Chief, Public Affairs Audio Visual Production Specialist Visual Information Specialists Printing Specialist IntranetlIntemet Webmaster OR933 Division of Resource Planning, Use & Protection Program Analysts (Planning) Outdoor Recreation Planner BLMlFS Interpretive Lead OR955 Information Management Section Natural Resource Specialist (Geographic Information Specialist) OR957 Mapping Sciences Section Section Chief Cartography Team Lead OR958 Branch of Realty and Records Services Geographer Land Law Examiner (Public Room) *Freedom of Information Act and Cost Recovery Lead *Committee Advisor
2. Meetings must be attended by at least one member of each Staff and Branch.
3.
By request of the Chair, advisory members will be provided for specific projects as
needed.
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IV. OFFICERS AND DUTIES
1. Selection of officers
Members of the Committee will elect a Chair and Vice Chair from among its
membership annually, both of which serve for one year, at which time the Vice Chair
will automatically become the Chair and a new Vice Chair will be selected. Officers
may be reelected to successive or subsequent terms.
2. Duties of the Chair
The Chair convenes all meetings, prepares and distributes agenda, presides at all
meetings, is responsible for providing a recorder for minutes and for the orderly
conduct of the meetings, and signs all documents related to the business of the
committee.
The Chair will provide status reports upon request to the 912 Staff Chief and 930 and
950 Branch Chiefs.
3. Duties of the Vice Chair
The Vice Chair will assume all responsibilities of the Chair in his/her absence.
V. MEETINGS
Meetings will be held on a regular basis (biweekly) or as the need arises. The Chair can call
special meetings at the request of the 912 Staff Chief, the 930 and 950 Deputies or Branch
Chiefs, or when there are problems/issues needing the committee's attention in a special
session.
VI. RECORDS
1. The Chair is responsible for providing a recorder for minutes for each meeting. The
recorder will distribute draft minutes to the Committee members for comments or
corrections. Final meeting minutes will be approved by the Committee, and retained for
three years in accordance with General Records Schedule 16/8b(I).
2. Any supplemental guidance issued by the Committee will be in the form of Manual
Supplements, Information Bulletins or Instruction Memoranda, which will be
considered and approved through regular authorities under the 1203 Manual
Supplement. Records pertaining to the Committee will be coded to Subject Function
Code 1550.
3. Committee records related to establishment, organization, membership, and policy will
be retained for two years after termination of the Committee in accordance with
General Records Schedule 16/8a.
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4.
The Chair is designated as the decentralized custodian of the Committee records. The
Chair will be responsible for passing on Committee records to the new Chair.
VII.
BUDGET
Budget will not be required by the Committee. Project expenses will be charged to benefitting
activity programs.
VIII.
GENERAL
The charter will be reviewed on an annual basis by the Committee and submitted to the
Associate State Director (if needed).
Recommended by:
Chru, ubhcatlOns CommIttee
I
rlate
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. ector for Resource Planning, Use & Protection
s/ , ,02..
Date
I concur:
Date