Chain of Custody Documented Control System
(CoC DCS)
Certificate Registration Code: RA-FM/COC-000031
Based on
SW document code: FM-35
For
Programme for Belize
Rio Bravo Conservation & Management Area
Version 2014
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Forest Management Enterprise: Programme for Belize (PfB)
Location:
Rio Bravo Conservation and Management Area (RBCMA)
Latitude:
N 17 degrees 36.11 minutes
Longitude:
W 88 degrees 42.029 minutes
Primary Responsible Person: Ramon Pacheco, Technical Coordinator
Date of Last Update to Procedure: 8 August 2013
Part 1 Certificate Scope
1.1
Scope Definition
Input to FSC Product Groups
CoC Control System
FSC Product Group Claims
Outsourcing
Minor Components
Trademark
FSC 100%
Transfer
FSC 100%
N/A
0%
FSC Promotional (Website)
1.2
FSC Product Group
Round wood (Trees sold as Whole logs)
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3
4
5
Common
Name
Billy Webb
Black
Cabbage Bark
Bullet tree
Cedar
Chicle Macho
6
Hesmo
7
Jobillo
8
Mahogany
9
Nargusta
10
11
Red Mylady
Black
Poisonwood
12
Santa Maria
N°
1
Production Line
SCIENTIFIC NAME
Sweetia panamense
Lonchocarpus
castilloi
Bucida buceras
Cedrella odorata
Manilkara chicle
Lysiloma
acapulcense
Astronium
graveolens
Swietenia
macrophylla
Terminalia
amazonia
Aspidosperma
cruenta
Metopium brownii
Calophyllum
brasiliense
Product Type
(FSC-STD-40-004a V2)
Billy Webb Logs FSC 100%
Black Cabbage Bark Logs FSC
100%
Bullet tree Logs FSC 100%
Cedar Logs FSC 100%
Chicle Macho Logs FSC 100%
Hesmo Logs FSC 100%
W1.1
W1.1
Jobillo Logs FSC 100%
W1.1
Mahogany Logs FSC 100%
W1.1
Nargusta Logs FSC 100%
W1.1
Red Mylady Logs FSC 100%
W1.1
Black Poisonwood Logs FSC 100%
W1.1
Santa Maria Logs FSC 100%
W1.1
W1.1
W1.1
W1.1
W1.1
Part 2: Quality Management
2.1
Responsibilities
Mr. Edilberto Romero, Executive Director, is responsible for the overall management of the Rio Bravo
Conservation and Management Area (RBCMA), providing direction and policies for Programme for
Belize’s administration and operations. Mrs. Ruby Nicholas, Financial Controller, is responsible for all
aspects of financial management. Mr. Ramon Pacheco, Technical Coordinator, is responsible for the
Sustainable Forest Management Program within the RBCMA and is responsible for maintaining the PfB’s
chain of custody certification as such is authorized to fulfill the CoC requirements.
2.2
Procedures
The executive director and the technical coordinator agree on the annual work plans related to the forest
management operations. The technical coordinator is then responsible for the administration and
operation of the forest management operation and certification which includes maintaining procedures,
documents, and implementing the annual work plans as well as having responsibility of field staff training.
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Mr. Rudy Balan, the PfB forester, stationed at Hillbank Field Station, RBCMA, is responsible for the onthe-ground implementation of the work plans and for ensuring that the standards are followed in the forest
and at the barquadiers.
The PfB rangers, stationed at the exit gate, are responsible for ensuring that the CoC standards are being
followed by reviewing the documentation accompanying the certified material.
A detailed description of the timber harvesting procedures carried out in the field is provided in Annex 1.
2.3
Training
The technical coordinator is responsible for the training of all forestry staff (forester, assistant foresters
and crew). They must have adequate expertise to understand and execute management and operational
plans. The field crews have also been trained in tree identification for proper stock surveys, not restricted
to commercial species and including rare ones.
Table 1. List of Training Activities directed at key personnel in the use of the FSC trademark and the
handling of certified products.
Training Activity
Proper documentation
of transport document
Trainee
Forester/Assistant
Forester
Timeframe
Feb- March
Responsible
Ramon
Pacheco
Control of product
movement
Rangers
Feb- March
Ramon
Pacheco
Measuring and
Tracking volume
Forester or
Assistant Forester
Feb- March
Ramon
Pacheco
Use of FSC trademark
Technical
Coordinator
All year
2.4
Description
Field staff will be trained in
the standard format for filling
out transport documents
(waybills)
Rangers will be trained in
the revision of waybills
accompanying each load
Forester or Assistant
Foresters will be trained in
the proper scaling and
maintenance of tracking
forms.
The technical coordinator
will remain up to date on the
use of the FSC trademark,
development of invoices and
printing of waybill books
Records
2.4.1 Responsibility
The technical coordinator is responsible for maintaining all relevant records and content material related
to training and to the archiving of all documents related to the maintenance of CoC certification. The
waybill which provides the details of all logs transported from the barquadiers is the official document
used to verify log volumes and is stored physically at the Belize City office. The information is also
entered digitally and stored in the Belize City office.
The archives/files will be stored for at least 5 years. The technical coordinator will produce a report each
training session.
2.4.2 Suppliers
PfB does not buy certified or uncertified logs from any other operation.
2.4.3 Conversion Factor
Logs volume is reported in Doyle board feet. This is the unit used to determine payment to the logging
contractor and invoice value to the buyers. The methodology involves measuring the small end of the log
in inches and the length of the log in feet. A standard chart is used to determine the volume in the field
based on the small end and the log length.
For the purpose of reporting volumes PfB has to follow the conversion factor used by the Belize Forest
Department. The Belize Forest Department uses 6.25 Board Feet Doyle to be equivalent to 12 Board
Feet (BF) true volume. This gives a conversion factor of 52%. Since 424 BF true volume equals 1 cubic
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meter, then 52% of 424 is 220. Therefore, the log volumes recorded in the PfB waybills (Doyle) will be
converted to cubic meter by dividing by 220.
2.4.4 Volume Summary Data for each FSC Product Group
As delivery of logs takes place, the forester and assistant foresters will input into an excel sheet all the
information on each waybill. The information includes delivery date, log number, compartment number,
species, number of logs, the small end average diameter, log length, volume based on the standard
chart, the waybill number, and the final destination of the log.
All records of volumes and species extracted from the FMU are kept in digital format for at least five years
and may also be available in paper format.
2.4.5 FSC Certified Product Sales – Forest Gate/Sales System
Programme for Belize is responsible for the movement of logs from its operation site to the saw mills.
Each load is accompanied by a Waybill that clearly describes the load and identifies the destination
sawmill. At the sawmill the load is transferred to the new owner of the logs via a signature of the waybill.
One copy of the waybill is left with the buyer and another is returned to the truck driver who in turns
delivers it to the contractor who then uses it as a means of billing for the extraction and transportation.
PfB also retains the original copy of the waybill which it uses to produce the invoice needed to bill the
buyers.
The instrument used to record the sale of certified timber by PfB is via a Waybill (Annex 1) issued by PfB.
Each Waybill will clearly indicate the Certificate Registration Code (RA-FM/CoC-000031) and the FSC
claim (FSC 100%).
Waybills contain the information needed to track the exact original location of the source tree, are kept for
each consignment, signed by a PfB Forester, a representative of the contractor and the driver on loading,
and countersigned by a buyer’s representative on delivery, with copies held by the buyer and PfB. The
Waybill is a legal document which will contain the total number of trees in the load, tree number, tree
species, and estimated board footage of each tree. Log volume will be estimated from the diameter at
the average diameter of the small end of the tree and tree length, using the Standard Chart.
Note: If any tree exceeds 22 feet in length, an inch will be added to the estimated diameter (at the
smallest end) of the tree at each 18 foot interval, volume will then be estimated using the standard
chart for each 18 foot section, the sum of both sections will then be taken as the total volume. In the
case of mahogany two inches will be added at each 18’ length if the log exceeds 22 feet.
The log volume will be determined by the forester or assistant forester at the barquadier. If the buyer has
a problem with a log’s volume, adjustment may be made after delivery, upon verification by the technical
coordinator at the buyer’s yard, at mutually agreed time by PfB and the buyer’s representative. The final
calculations, including any deductions for defect, will be agreed by all parties and used as the basis for
payments by the buyer to PfB. PfB will bill the buyer via an invoice (Annex 2) which details the species,
volumes and value of the deliveries. Invoices also indicate the FSC certificate registration code (RAFM/CoC-000031) and the FSC claim (FSC 100%).
2.4.6 Volume Accounting Records
The PfB has a professional accounting department, headed by the financial controller, which follows
standard accounting principles as evidenced through annual audits conducted by certified accounting
firms. Records are kept for a minimum of five years and include all volume invoiced and payments
received.
Person Responsible: the financial controller ensures the safekeeping and accurate record keeping of all
matters related to finances, including the volumes of timber from which income was derived.
2.4.7 Trademark use
The technical coordinator, Ramon Pacheco, is responsible for the promotional use of registered
trademarks including the proper use and filing of approval documents. All the designs and changes to the
FSC logos will be done following the standard FSC-STD-50-001 (V1-2) EN.
The technical coordinator is responsible for:
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a. Sending all trademark use requests to the Rainforest Alliance’s office in Guatemala City via
Mrs. Ailin Salguero ([email protected]) who is responsible for the approval of the use of
trademarks. The website www.info.fsc.org/CHLogin is used to generate the design of the
label to be used in PfB’s Website.
b. Documentation will be kept for minimum 5 years.
c. PfB will use the FSC trademark and logo on its website.
Approval for use of the trade mark has been secured through Rainforest Alliance via FSC Trademark
License Code: FSC-C005692.
Part 3: Purchasing and Receiving
PfB does not purchase any certified or uncertified material.
Part 4: Other
4.1
Certified Product Handling
PfB has a contract with the logging contractor for the handling of timber. This contract provides details of
the processes that the logging contractor must follow to ensure that logs produced under PfB’s certificate
is not being mixed with other certified material or uncertified material. The certified timber handling
procedure is provided below:
(i.)
(ii.)
(iii.)
(iv.)
(v.)
(vi.)
(vii.)
(viii.)
(ix.)
(x.)
Felling will be limited ONLY to those trees selected and marked for extraction by PfB,
using appropriate felling methods to lay the tree in the direction required by the PfB
representative on site. Failure to meet this requirement will result in an immediate
termination of the contract;
Skidding shall be along routes designated by PfB in order to minimize soil and plant
disturbances. The front end of all trees must be raised before skidding;
A front-end loader and/or grapple must be used for stacking and loading of trees;
All trees must be tallied and measured by the PfB Forester at the barquadier prior
to transport and confirmed by the contractor or a representative on the waybill via
the driver’s signature.
On completion of felling within a given compartment, all trees will be skidded out to the
loading area within ten days unless otherwise agreed with the PfB representative.
The contractor will make good any damage to roads, bridges, culverts, and truck passes
that can reasonably be attributed to careless use of equipment.
Upon completion of loading all trees from the landing area, all debris and timber material
must be removed or pushed back into the forest by the contractor, the PfB forester will
ensure that this is adhered to and will ensure that this is the case.
If there is evidence of timber theft, or delivery to an unauthorized destination and
corroborated by witnesses and PfB’s tracking system, the contract will be voided and PfB
will have the right to withhold payment on work already conducted until the matter is
resolved. PfB reserves the right to withhold payment to cover for losses due to theft or
delivery of timber to any unauthorized destination.
Evidence of the contractor’s involvement in illegal logging in other areas or lands
declared as protected Areas of the Country (Belize) should render sufficient for the
termination of this agreement.
All final decisions on operational matters relating to the felling and extraction of timber
from the forest will lie with the PfB representative whose signature is on the contract.
Failure to comply with the criteria, specifications and instructions of the PfB or PfB’s
representative will be sufficient ground for the termination of this contract.
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Annex 5: Waybill Sample
FSC CERTIFIED WOOD
FSC 100%
Certificate Registration Code: RA-FM/COC-000031
No.
1276
RECEIVED FROM PROGRAMME FOR BELIZE
On board the ________________________the following articles in good order and
condition; marked as per margin and consigned to, and for account and Risk of
______________________ to be delivered in the same good order and condition at
__________________________ Freight _______________
Unit and
Tree No.
SPECIES
LENGTH DIAMETER
(ft.)
(in)
Board Feet
(bd. ft.)
Total ___________
Released by: ___________________
Consigned to: __________________
Date: ____________________20 _________
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Annex 2: Invoice_Sample
TAX INVOICE
An Opportunity for Positive Action
Address: #1 Eyre St., Belize City
Phone: (501) 227-5616 Fax (501) 227-5635
email: [email protected]
GST-TIN: 5185
DATE:
INVOICE #:
BILL TO:
April 24, 201x
TH2014/01
FOR:
Mr. xxxxx xxxxxx
XXXXXX Community, Camp X
Supply of certified timber (FSC 100%) from the Rio Bravo
Conservation & Management Area
Certification Code: RA-FM/COC-000031
Orange Walk District
Phone: (501) xxx xxxx
GST-TIN: xxxxxxx
Species (logs)
Description
Waybill
Vol. (bf)
Correction/
Adjustment
Billed
Volume
(bf)
$/Unit-Billed
Vol.
Total Value
Billywebb
Logs
126
0
126
1.15
$144.90
Bullet Tree
Logs
5,386
0
5,386
1.00
$5,386.00
Cabbage Bark (Black)
Logs
22,774
0
22,774
1.15
$26,190.10
Chicle Macho
Logs
0
0
0
0.85
$0.00
Jobillo
Logs
0
0
0
1.25
$0.00
Mahogany
Logs
50,105
0
50,105
2.65
$132,778.25
Nargusta
Red Mylady
Santa Maria
Logs
Logs
Logs
Total board
feet (bf)
8,911
5,726
18,680
0
0
0
8,911
5,726
18,680
1.15
$10,247.65
1.15
1.15
$6,584.90
$21,482.00
114,138
0
114,138
SUBTOTAL
TAX RATE
SALES TAX
OTHER
TOTAL
$204,879.30
12.5%
$25,609.91
Make all checks payable to Programme for Belize
Overdue accounts subject to a service charge
of 2% per month.
$230,489.21
Logs from PfB's 201x logging season delivered to Herman Peters' Sawmill. Delivered to 23 April 201x. Details
provided in Waybill #s:(17)16-17,21-22,25-27,29-30,24-35,37-40,45-48,53-55,60-62,66-67,71-74
Submitted by:
________________________
Date: _______________________________
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