Engagement Plan Environment and Natural Resources, Forest Management Division - Mackenzie Valley Land and Water Board

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Engagement Plan Environment and Natural Resources, Forest Management Division - Mackenzie Valley Land and Water Board
Engagement Plan
Environment and Natural Resources, Forest
         Management Division

   Project              Francois Lake Forestry Camp
   Location             Francois Lake, NT
   Date of Submission   Jan 29, 2021
   Version #            #1
   Submitted by         Lawrence Lewis
   Submitted to         MVLWB
Engagement Plan Environment and Natural Resources, Forest Management Division - Mackenzie Valley Land and Water Board
Contents
1.   Introduction and Project Details ........................................................................................................... 2

      1.1. Project Description........................................................................................................................ 2

      1.2. Site Description ............................................................................................................................. 2

      1.3. Corporate Contact Information .................................................................................................... 3

      1.4. Effective Date ................................................................................................................................ 4

      1.5. Revisions ....................................................................................................................................... 4

      1.6. Recipients ...................................................................................................................................... 4

      1.7. Copies of Current Version of the Plan........................................................................................... 4

2.   Engagement Strategy ............................................................................................................................ 5

3.   Affected Parties..................................................................................................................................... 5

4.   Goals of Engagement ............................................................................................................................ 6

5.   Engagement Triggers and Methods ...................................................................................................... 6

6.   Follow-Up Reporting ........................................................................................................................... 10

7.   Communicating the Plan ..................................................................................................................... 10

8.   Implementing the Plan ........................................................................................................................ 10

9.   Plan Review ......................................................................................................................................... 10

Engagement Plan – Version #1                                                                                                                Page 1 of 21
Engagement Plan Environment and Natural Resources, Forest Management Division - Mackenzie Valley Land and Water Board
1. Introduction and Project Details
The Government of the Northwest Territories, Department of Environment and Natural Resources,
(further referred to as ENR) has developed this Engagement Plan (or Plan) for the operation of the Francois
Lake Forestry Camp, Francois Lake, NWT in accordance with the Mackenzie Valley Land and Water Board’s
Engagement and Consultation Policy (Policy) and the Engagement Guidelines for Applicants and Holders
of Water Licences and Land Use Permits (Guidelines).

    1.1. Project Description
    The main purpose of the Francois Lake Forestry Camp (FLFC) is to serve as a remote Forest Fire Base
    of Operations to house and feed personnel working on forest fires in the area. From early June until
    early September, the camp would be operational on average a total of 14 days for the entire year and
    the number of residents would vary from 4 to 49. For the past 10 years the camp has mainly been
    populated by a small (~4-10) group of firefighters to do maintenance of the camp and at times was
    used as a fire base for up to 49 personnel. ENR endeavors to use the camp for the occasional
    gatherings over the next 5 years and will respect and carefully consider the footprint the camp will
    make on the surrounding environment. ENR anticipates these activities will occur for 5 years and will
    initiate engagement on the camp use on a yearly basis with affected aboriginal organizations and
    other proponents.

    1.2. Site Description
 Figure 1. Francois Lake Forestry Camp Location

Engagement Plan – Version #1                                                                   Page 2 of 21
Engagement Plan Environment and Natural Resources, Forest Management Division - Mackenzie Valley Land and Water Board
Figure 2. Francois Lake Forestry Camp Site Details

                                                                              Fuel&
                                                                              &

    The Francois lake Forestry Camp was built in the early 1980’s. It was built by The Department of
    Renewable Resources and served primarily as a Remote Forest Fire Base. The site was also used to train
    Emergency Forest Fires to get the firefighters trained and prepared to be sent to work on a forest fire.
    The size of the camp is close to 1ha. There are 9 sleeping cabins and two floors for large wall tents and
    the site can accommodate a maximum of 49 people. The camp activities have a low impact on the
    environment. The camp is used on average 2 weeks of the summer.

    1.3. Corporate Contact Information
    The following Table 1 presents the key corporate information for ENR.
    Table 1: Environment and Natural Resources Contact Information
           Position                                          Information
                           Bruno Croft
      Company
                           ADDRESS: 3803 Bretzlaff Drive, Yellowknife NWT X1A2P9
      (Head Office)
                           PHONE 767-9238 ext 53234

Engagement Plan – Version #1                                                                     Page 3 of 21
Engagement Plan Environment and Natural Resources, Forest Management Division - Mackenzie Valley Land and Water Board
bruno_croft@gov.nt.ca
                           N/A
      Company
      (On-Site)

                           Lawrence Lewis
                           ADDRESS: 3803 Bretzlaff Drive, Yellowknife NWT X1A2P9
      Project Manager
                           PHONE 867-7679238 ext 53238
                           EMAIL Lawrence_lewis@gov.nt.ca

    1.4. Effective Date
    This Plan is effective as of May 01/2021. While this Plan is undergoing a public review, the previous
    version of the Plan shall take precedence and be acted in accordance with until the Board approves a
    subsequent Plan version.

    1.5. Revisions
    This Plan is a living document that will be reviewed annually, at a minimum, and prior to the start of
    any site activities, with additional reviews as warranted. Updates should be made to reflect changes
    in engagement plans and practices, new personnel and associated contact information, and to
    regularly update the engagement log. Table 2 presents a summary of the versions of this Plan and any
    revisions made; it is updated each time a revision is made to the Plan. This ensures stakeholders have
    the most current copy of the Plan.
    Table 2: Version and Revision History

      Version #           Date                Sections/Pages revised          Summary of Changes/Comments
         v.1          Jan 29/2021     N/A                                    First submission

    1.6. Recipients
    Table 3 identifies who the most recent version of this Plan has been distributed to:

    Table 3: Recipients of this Version of the Plan

                  Name                      Position
                  Kimberly Murray           Regulatory Specialist MVLWB

    1.7. Copies of Current Version of the Plan
    Copies of the most current version of this Plan are available on-site at all times at the following
    locations:
           • North Slave Regional ENR Office, Yellowknife, NWT

    Additional copies of the Plan can be obtained by contacting

Engagement Plan – Version #1                                                                     Page 4 of 21
Lawrence Lewis
    Manager of Operations
    North Slave Regional Office
    Yellowknife, NWT
    PO BOX 2669
    X1A2P9

2. Engagement Strategy
The purpose of this Plan is to provide a formal written framework on how ENR will communicate with and
reach out to potentially affected parties throughout the various phases of the development of this specific
Project. ENR recognizes the political, social, environmental, and economic landscape of the North and
acknowledges that this Project is located on the traditional lands of aboriginal peoples. ENR considers the
Plan to be a living document, meaning that it will evolve and be updated as site activities progress, change,
or advance towards further development. Further engagement will be conducted if ENR needs to apply
to or request the following items from the Land and Water Board: amendments, modifications,
extensions, renewals, storage authorizations, or assignments. ENR recognizes that the benefits of
engaging are long-term and are an investment in achieving our vision of being a responsible and welcome
member of the communities in which we operate.

This Plan will help ENR do a better job because it provides a means to share ideas, plans, and values while
receiving input from affected parties about potential concerns and mitigations.

Once affected parties were selected as further described in Section 3 below, the following steps were
taken to develop ENR’s overall engagement strategy:

  Identify Affected     Goals of   Engagement   Engagement   Follow- up   Communicating   Implementing
                                                                                                         Plan Review
       Parties        Engagement     Triggers     Metods     Reporting       the Plan       the Plan

3. Affected Parties
For this Project, ENR has identified several Aboriginal governments and organizations as affected parties.
Additional organizations have been identified which have a potential, indirect, or more general interests
in the Project. These parties and organizations include:

WLWB

Tlicho Lands Protection Department

Northwest Territory Metis Nation

North Slave Metis Alliance

Lutsel K'e Dene First Nation - Chief or Wildlife, Lands and Environment

Engagement Plan – Version #1                                                                             Page 5 of 21
LANDS- NWT Inspectors

Yellowknives Dene First Nation

Contact information for each can be found in Appendix A (attached). This information is subject to change
based on updated information that may be received from the affected party.

4. Goals of Engagement
In assessing the current stage of the Project, ENR identified three engagement goals:

                      Engagement Goals                              Commitment to the Public
       Inform: by providing information to:           •       Keep the public informed.
       • Notify affected parties of an issues/Project
           decisions.                                 •       Proactive, timely communication.
       • Assist affected parties in understanding
  1.       the Project and issues that may arise.     •       Help affected parties understand the
       • Prepare affected parties for more                    complexities of issues.
           intensive forms of engagement should the
           project change or advance

       Listen: to affected parties and their feedback    •    Acknowledge when and how public input
       • Understand the needs and priorities of the           influenced decisions.
           affected parties so that decisions can be
           made with these needs and priorities in       •    Understand views, concerns, interests and
  2.
           mind.                                              expectations.
       • Build cooperative and inclusive
           relationships.

       Involve: work directly with affected parties to   •    Acknowledge when and how concerns and
       ensure that aspirations are consistently               aspirations are reflected in the design of
  3.
       understood and considered.                             the Project.

5. Engagement Triggers and Methods
ENR has defined engagement triggers at key milestones for this Project, as they relate to project activities
authorized under a land use permit and/or water licence. Engagement may be conducted as written
notification, a face to face meeting, or a community public meeting, once consideration is given to the
following guiding principles, as recommended by Mackenzie Valley Land and Water Board:

        1. The nature and scope of engagement efforts should reflect the magnitude and complexity of
           the Project.
        2. Both the affected parties and/or Proponent can run the risk of “consultation fatigue” from
           too many or inappropriate engagements. Engagement methods and schedules must, by
           mutual agreement, be reasonable and sustainable for both Proponents and affected parties.

Engagement Plan – Version #1                                                                    Page 6 of 21
3. The nature of the Engagement methods and frequency of engagement will change through
           time as affected parties and Proponents gain trust and the Project develops. The Engagement
           Plan should be reviewed as the relationship of the affected parties and Proponent and/or
           Project reaches mutually determined milestones.

The following table outlines ENR’s triggers, methods, and outcomes of engagement for this Project. At
each stage of engagement, an Engagement Log will be complete and will be submitted to the Mackenzie
Valley Land and Water Board with the request from ENR. A templated Engagement Log is provided in
Appendix B of this document. An Engagement Log will be complete for each trigger outlined below.

Table 1 – Triggers for Engagement
                               Purpose for      Organization to      Format of       Information to
    Engagement Trigger
                               Engagement        be Engaged         Engagement         be recorded

 Submission of land use        Application to   MVLWB;            Email              Application will
 permit or water licence       MVLWB            See Appendix A                       become a
 applications                                                                        matter of public
                                                                                     knowledge.

                                                                                     Engagement Log

 Annual work plan              Inform           See Appendix A    Letter             Email
 summarizing the upcoming      organizations
 years planned activities                                                            Engagement Log

 Pre-submission of             To inform        See Appendix A    Letter – face to   Email and
 requested changes to          parties of                         face meetings      engagement
 management plans:             requested                                             records.
     • Spill Contingency       changes to                                            Meeting Notes
        Plan                   allow for                                             will be
     • Waste                   concerns to                                           recorded.
        Management Plan        be met
     • Engagement Plan                                                               Engagement Log
     • ANY OTHER PLAN

 Submission of updated and     Dissemination    MVLWB;            Letter with        Email/Regular
 revised management            of the           See Appendix A    accompanying       mail
 plans:                        updated Plan                       plan in
     • Spill Contingency                                          electronic         Engagement Log
         Plan                                                     format and/or
     • Waste                                                      paper
         Management Plan
     • Engagement Plan
     • ANY OTHER PLAN

 Prior to commencement of      Inform           See Appendix A    Letter             Email
 seasonal activities           organizations

Engagement Plan – Version #1                                                                 Page 7 of 21
Engagement Log

 A minimum of once during        Inform            See Appendix A   Letter              Email and
 each active field program       organizations                                          engagement
                                                                                        records.

                                                                                        Meeting noted
                                                                                        will be
                                                                                        recorded.

                                                                                        Engagement Log

 Notification of any spills or   Dissemination     See Appendix A   Notification will   Email and
 unauthorized discharges as      of information                     be sent out via     engagement
 outlined in the Spill           to affected                        email or possible   records.
 Contingency Plan                parties                            phone
                                                                    conversation        Meeting noted
                                                                                        will be
                                                                                        recorded.

                                                                                        Engagement Log

 New land disturbance that       Dissemination     See Appendix A   Summary Report      Email
 has not yet been assessed       of
 for archaeological              Archeological                                          Engagement Log
 potential                       Impact
                                 Assessment
                                 submission
 New activities that were        Notification of   MVLWB;           Notification will   Email and
 not included in the Land        proposed          See Appendix A   be sent out via     engagement
 Use Permit or Water             changes to                         email or possible   records.
 Licence                         plans that                         phone
                                 have not                           conversation        Meeting notes
                                 previously                                             will be
                                 been                                                   recorded.
                                 discussed
                                                                                        Engagement Log

 Completion of any baseline Dissemination MVLWB;                    Letter with         Email/Regular
 reports                    of baseline   See Appendix A            accompanying        mail
                            environmental                           report(s) in
                            monitoring                              electronic          Engagement Log
                                                                    formation
                                                                    and/or paper
                                                                    copy
 At completion of seasonal       Inform            See Appendix A   Letter              Email
 activities                      organizations

Engagement Plan – Version #1                                                                    Page 8 of 21
Engagement Log

 Pre-submission of land use    To inform        MVLWB;           Phone                 Email
 permit or water licence       parties of       See Appendix A   call/Letter
 applications:                 renewal                                                 Meeting notes
  • Amendments                 applications                      Public Meetings       will be
  • Modifications              to allow for                      and/or site visits,   recorded.
  • Extensions;                community                         and/or private
  • Renewals                   concerns to                       face to face          Engagement Log
  • Storage                    be met                            meetings
      authorizations
  • Assignments

 Renewal of any                Dissemination    MVLWB;           Notification will     Email and
 authorization or right        of information   See Appendix A   be sent out via       engagement
 issued by a government        to affected                       email or possible     records.
 department (i.e. quarry or    parties                           phone
 timber permit; mineral                                          conversation          Meeting noted
 right; fisheries-related                                                              will be
 authorizations)                                                                       recorded.
                                                                                       Engagement Log

 Material information from     Dissemination    See Appendix A   Notification will     Email and
 the proponent regarding       of information                    be sent out via       engagement
 the project.                  to affected                       email or possible     records.
                               parties                           phone
                                                                 conversation          Meeting noted
                                                                                       will be
                                                                                       recorded.

                                                                                       Engagement Log

Engagement Plan – Version #1                                                                   Page 9 of 21
6. Follow-Up Reporting
During engagement activities, ENR will track comments, concerns or inputs, received relating to a
permitted or licensed activity and will provide a summary as detailed in Section 5 above. In order to
process comments, concerns and input throughout the engagement process, ENR will endeavor to
respond in a timely manner, respecting the nature of the input.

Reporting on an engagement after it has been completed is an important step in the engagement process
as it ensures that those involved see their input was received, understood, and valued. All Engagement
Logs will acknowledge those that participated and will provide an accurate record of the engagement
process, and how final decisions were reached.

7. Communicating the Plan
Communicating the Engagement Plan is an important element to the success of the engagement process.
Affected parties need to be aware who they can contact in the event they are seeking information or
clarification on a project related matter. While ENR intends to use engagement methods already familiar
to them, they do recognize that not all potentially affected parties are the same and that what might work
for one particular group or individual may not be the best method of engagement for another. ENR is
open to applying methods that work best for a particular situation and affected party. Keeping that line
of communication open will build a rapport and establish a trust.

8. Implementing the Plan
For the company, this reduces the uncertainty in approaches, application of methods, and expectations
for both affected parties and the Proponent. This version of the Engagement Plan incorporates the
thinking and guidelines of the Mackenzie Valley Land and Water Board, best practices, hence, represents
“the forward looking document” that will be implemented according to the recommend workplan and
schedule.

9. Plan Review
It is important that engagement efforts be monitored and where a method does not appear to be effective
or when the scope of importance of an issue changes, it will be necessary to modify the Engagement Plan.
Evaluating the effectiveness of the engagement process is a fundamental part of the Engagement Plan as
it is important to understand what was done well and what could be improved upon moving forward.
COMPANY and the affected parties will assess the effeteness of its engagement efforts over the course of
time and will make necessary changes on a case by case basis. Any revisions to the Engagement Plan will
be forwarded to the Mackenzie Valley Land and Water Board.

Engagement Plan – Version #1                                                                 Page 10 of 21
Appendix A: Affected Parties
As referred in Section 2 above. These include; Territorial Departments, Agencies, and Board, associations,
and other private companies.

 Agency, Contact Name and Email address

 North Slave Metis Alliance-Contact: Adelaide Mufandaedza- adelaide@nsma.net

 Northwest Territory Metis Nation Contact: Tim Heron- tim.heron@nwtmetis.ca

 Tlicho Lands Protection Department – Contact: Michael Birlea- Michaelbirlea@tlicho.com

 Lutsel K'e Dene First Nation-Wildlife, Lands and Environment Contact: Glen Guthrie- lkdfn@gmail.com

 City of Yellowknife Contact:- Chris Vaughn- cvaughn@yellowknife.ca

 Yellowknives Dene First Nation Contact: Machel A. Thomas- mthomas@ykdene.com

Engagement Plan – Version #1                                                                 Page 11 of 21
Appendix B: Engagement Log
As referred to in Section 5 above and Appendix E of the Engagement Guidelines.

                                                                          Proponent
                                                                                         Information
                                                           Recommend       Response                     Written
                              Engage    Issue(s) Raised                                    materials
                                                            ation from      to issue;                  Correspon
   Date        Attendees       ment       by Affected                                    provided to
                                                             Affected     including if                 dence and
                               Type          Party                                         Affected
                                                               Party          issue                      Notes
                                                                                             Party
                                                                           resolved
 March       'mgwhitford      Email                                       ENR will LUP                 Email and
 3rd/2020    @northwest       and      Appendix E          Recommend      comply   Appendix C          follow up
             el.net';         follow   Response from       managing       with                         phone
             'jasons@ykd      up       YKDFN concern       waste to not   recomme                      call
             ene.com';        phone    over Owls and       attract        ndations
             'black@ykde      call     Falcons    and      wolverine
             ne.com';                  wolverine           and manage
             'lkdfnlands@                                  interaction
             gmail.com';                                   with owls
             'MichaelBirle                                 and falcons
             a@tlicho.co
             m
 March       Glen Guthrie,    Email    Appendix D          None           None           LUP           email
 05/2020     Manager                   No issue
             Lands LKDFN
 April       Machel           Email    Appendix E          Store foods Noted             LUP           email
 27/20       Thomas                    Important area      and waster
             Lands                     for YK Dene.        properly so
             Manager                   Frequented by       as not to
             YKDFN                     owls        and     attract
                                       falcons- human      wolverine
                                       and      wildlife
                                       protection
                                       recommended
 May       Wekeezhii          Email    Appendix F          None           None           LUP           email
 22/2020   Renewable                   No Issues
           Resources
           Board
 Feb 04th/ City of Yk         Email    Appendix G          Approved       N/A            Waste       Email
 2020                                  No issues           the request                   Manageme
                                                           for the use                   nt Plan for
                                                           of YK Landfill                Awry and
                                                           listed     in                 Francois
                                                           waste                         Lake
                                                           managemen
                                                           t plan

   Engagement Plan – Version #1                                                                  Page 12 of 21
Nov 5th NWT Metis Email/        No response    None           LUP            Appendix
2020     Nation   Phone                                       application    H
Jan07/21          Call
Jan21/21
Dec
20/20

Nov 12th North Slave email      Email/letter of none          LUP            Appendix
2020      Metis                 support                       application    I
          Association
Jan 27/21 Sent to all Email                    None    None   LUP            Appendix
          affected                                            Submission     J
          Appendix A                                          notification
          Parties

 Engagement Plan – Version #1                                          Page 13 of 21
Appendix C: Affected Organisation Communications
Email sent March 3rd/ 2020to the following: 'mgwhitford@northwestel.net'; 'jasons@ykdene.com';
'black@ykdene.com'; 'lkdfnlands@gmail.com'; 'MichaelBirlea@tlicho.com' with the following
attachments:

    085I08.pdf    DOCS-#597698-v1-    FLFC Waste         Francois Lake     Francois Lake Spill
                                                     Land-Use-Permit-Application2020.pdf
                                                                        Contingency Plan 2020.docx
                  WASTE_ACCEPTANCE_LETTER_GNWT_ENR_AWRY_FRANCOIS_LAKE_FORESTRY_CAMP_2020-02-06.PDF
                                   Management Plan 2020.docx
Hello,

The North Slave Region, Department of Environment and Natural Resources is applying for a Land Use
Permit for the operation of the Awry Lake and Francois Lake Forestry Camps. For several years, the
Camps have mainly been used to support Emergency Forest Fire Operations by housing and feeding
firefighters and serving as a fuel caches for aircraft operations. It is expected that there will be variable
usage of this camp in the future and the Department would like to ensure it maintains compliance with
all applicable legislation regarding the operation of this camp. By receipt of this email, you have been
identified as and affected organization and your input regarding potential impacts of the operation of
this camp will be carefully considered in respect to the Issuance of a Land Use Permit. Please provide
your comments and concerns or questions on this matter to me before April 1st, 2020. Attached is the
application for the Francois Lake Camp and another email will follow with the Awry Lake Application.
Please feel free to contact me with any questions you may have.

Thanks,

Lawrence Lewis
Manager Operations, North Slave Region
Environment and Natural Resources
Government of the Northwest Territories
2nd Floor, ENR Main Building
PO Box 2668
3803 Bretzlaff Drive
Yellowknife, NT X1A 2P9

Engagement Plan – Version #1                                                                     Page 14 of 21
1) FW: Francois and Awry Lake LUP application docs: Email from Lutsel Ke Dene first Nation to
Lawrence Lewis

Appendix D: Lutsel Ke Lands Manager Response
WLED Manager 
Thu 03-05-20, 9:30 AM
Lawrence Lewis

We have no concerns.
Glen
Manager, Wildlife, Lands, and Environment Department
Lutsel K'e Dene First Nation
PO Box 28, Lutsel K'e, NT, X0E 1A0
Treaty 8 Territory, Akaitcho, Denendeh
E: lkdfnlands@gmail.com
P: 867-370-7012
F: 867-370-3143

Engagement Plan – Version #1                                                      Page 15 of 21
2) Letter from Machel Thomas with YK Dene in regards to Francois Lake LUP application. April
27/2020

Appendix E: Department of Lands YKDFN Response

Engagement Plan – Version #1                                                     Page 16 of 21
3) Letter of support from the Wekeezhii Renewable Resources Board for Francois Lake LUP

Appendix F: WRRB Letter of support LUP application

Engagement Plan – Version #1                                                     Page 17 of 21
Appendix G- City Of Yellowknife- Waste Management
Plan Approval

Engagement Plan – Version #1               Page 18 of 21
Appendix H: Proponent Communications and Response
NWT Metis Nation
No response

Engagement Plan – Version #1               Page 19 of 21
Appendix I North Slave Metis support letters

Engagement Plan – Version #1                   Page 20 of 21
Appendix J: Notification of LUP Submission
From: Lawrence Lewis

Sent: Wednesday, January 27, 2021 10:55 AM

To: 'Machel A. Thomas'; 'tim.heron@nwtmetis.ca'; 'adminassist.nwtmn@northwestel.net';
'jpellissey@wrrb.ca';   'tim.morton@canada.ca';        'jasons@ykdene.com';    'black@ykdene.com';
'lkdfnlands@gmail.com';             'catherine.fauvelle@nsma.net';           'saraht@ykdene.com';
MichaelBirlea@tlicho.com; 'Adelaide Mufandaedza'; Chris Vaughn (cvaughn@yellowknife.ca)

Cc: Clint Ambrose; Kimberley Murray (kmurray@mvlwb.com)

Subject: Submission of Land use Application permits

Hello,

This note is to inform you that I will soon be submitting the Land Use Permit Applications for the
Department of Environment and Natural Resources to continue the use of the Awry Lake and Francois
Lake Forestry Camps. I appreciate all your comments in the engagement process and will do my best to
ensure the Department of Environment and Natural Resources exercises care and respect for these lands
and the surrounding environment during our operations.

Thanks,

Lawrence Lewis

Manager Operations, North Slave Region

Environment and Natural Resources

Government of the Northwest Territories

2nd Floor, ENR Main Building

PO Box 2668

3803 Bretzlaff Drive

Yellowknife, NT X1A 2P9

Phone: 867-767-9238 Ext. 53238

Fax: 867-873-6230

Engagement Plan – Version #1                                                             Page 21 of 21
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