Committee Meeting Minutes
August 10, 2000, Seattle, Washington
Notes taken by Carl Bowman
Present:
Al Zemsky, Jan Miller, Barry Aarons, Karen Deike, Carl Bowman, Pat Murdo, Kathy Van Dame, Pat Port, Dan Clark, Ruth McCormick (via phone), Lee Gribovicz (Market Trading Forum), Jeannine Coward, Paul Mountcastle
Review Public Outreach for WRAP Annex:
Updates on meeting schedule form:
Barry Reinbold will be state liaison for Boise, Orville Green may chair
Dianne Nielson may chair for UT
Ed Fox may chair either/both Phoenix, Flagstaff, if not Mike George, Theresa Pella, or Nancy Wrona (they're working on it)
Need to reconfirm Denver meeting and politics of having NPS and Land & Water Fund making the Colorado presentations. Note the State is putting together CO meeting so Kirsten & Dennis being tied up may not be a huge problem.
Presentation: The Market Trading Forum (MTF) feels the audience is not a general public, nearly all people present can probably handle more technical info - perhaps as much as an hour (note 2003 error in contractor's report - the milestones are up for grabs again). How should we structure such a long presentation? Q&A after each topic, we'll work with Ira and Colleen to schedule in breaks?
First meeting is next Thursday - not enough time for MTF to prepare scripted programs. However, MTF presenters have been involved long enough to know to be fair/impartial in their presentations. The delivery (reading) of scripts was not always good at previous round of meetings, so this may be an improvement. We can use the Executive Summary and "about the WRAP" as handouts, if Jan can finish a fact sheet on visibility, health, and/or economics it may be handy. Econometric and visibility effects were the missing pieces (per the public) the first time around, we should (and probably will) have them this time - the fact sheet will focus on these (visibility improvements are expected to be small, but there are some surprisingly large health benefits).
Web Site Discussion:
There has been some confusion on technical material, that's being worked out.
"Frequently Asked Questions" button: we need to identify some questions. We can base it on the fact sheet to start, but expand as we find what people want to know (public comment, etc.). We need to have a mechanism to keep track of questions coming into the site to answer. Work with Pat Cummins to find out what those questions are.
A firm baseline is needed that each forum must do a monthly report paragraph.
Karen will assist Kirsten (8/14-21) in moderating the listserve next week (posting notice that documents are available on the Web site). Pat Murdo will help Cyra in general.
Liaisons need to double check that material from their forum is posted on the web and correct (links, etc.). There have been problems with corrupt e-mail/inability to open files. Note that material to Cyra and Jennifer should be final - they post and check, they don't have to write stuff.
The home page is already ready to accept comments for the new comment period, you can find documents, and which ones need public comment (responding to comments from the last round of meetings).
Speakers Bureau:
Rich Halvey has nearly all the material he needs to do an RFP to run a speaker's bureau. Set Aug. 31 as deadline for getting it out? The contract would be to recruit people from in the WRAP as speakers, coordinate the dissemination & formats of WRAP 201, find opportunities to speak (letters, calls, etc.), coordinate training sessions for speakers, and be the contact for those desiring speakers.
PBS Presentation:
Discussions in UT and WY they think it's a good idea. KUED (UT) thinks to get viewership do major production with a well-known person as a figurehead - quotes run to $300K. Do-able ideas include using foundation money, and/or the in-house capabilities at KUED. Folks in WY suggest filming local sources and concerns in all WRAP states (human interest, concerns visible, solutions implemented). Focus should be on consensus-building process.
Steps to complete the process are to 1) complete the storyboard, 2) contact potential producers and sell it, and find money to help sell it, 3) get local (state) pieces so each station will want to buy it, and 4) get figurehead worked out if desired. There could be a market outside PBS (Discovery Channel, etc.). Questions about approval process needed from WRAP, but we need to be a bit further along before going to WRAP. Bill McKuen (?) at KAET AZ may be interested and knows how to use foundation money, and figureheads still get paid if they're in the entertainment business, but political figures don't, neither do some sports figures. Note that we want an hour show (47 minutes). Beware of letting the producer run the whole story (if all they want to show is smokestacks we'll run industry off!)
Lunch
Slide Show :
Dan presented the show and received a round of applause, followed by the following suggestions:
Maps showing "parks, monuments, forests, and recreation areas" do not actually show forests
Reasonable progress needs to include amount of visibility improvement
Population growth still needs CA and SD included
Last slide, Cummins is misspelled
Show a list of stakeholders (rather than or after one of the early org charts)
Translation: Barry found a group that can translate into Spanish inexpensively
Maybe we should get a focus group of the public to study this show closely
East vs. west: mention and explain differences together (best visibility is shown as purple, not blue)
Say "wilderness areas" not "wildernesses," "federal agencies" rather than "federal government agencies."
Discussing sulfur paths to Mt. Rainier and Grand Canyon, script should be consistent calling both or neither "national parks."
Fire and Natural Background (Pete Lahm joined by speakerphone):
Fire committee has just about finished their work on natural smoke production, but do not want it out for public review without the rest of the natural components of haze. Rather, they want a technical meeting to ensure everything is covered. They would like Communications Committee guidance to ensure all interest group/stakeholders are represented in technical review, and in meeting publicity and coordination.
Plan/concern in report is not public involvement. The product is to come out of the last workshop with fire/smoke info to pass to the ambient monitoring and reporting forum; then to be combined with other natural emissions into one package (including dust, volcanoes, etc.) for public comment and eventual WRAP approval.
Committee Liaison Reviews:
Review current liaison list
New assignments:
Kirsten King: MTF
Paul Mountcastle: Tribal Data
Dan Clark: IOC
Pollution Prevention: Pat could use a co-liaison
Dwayne: assign as co-liaison to Mobile?
Tom Clayson, Terry Ross, and Ellen Porter: are they assigned and OK with their duties?
Note: Will the MTF disappear after current effort? It probably should, given WRAP philosophy. This led to discussion of disposition of final work products - they should at least go through PAB. We need to check Communications Manual to be sure review procedures are clear. The chairs will discuss need for active PAB review/participation. A memo to the coordinating committee on report approval and Public Advisory Board functions will be prepared by the Communications Committee co-chairs.
We will have an alphabetical listing of committee members and their liaison assignments on our web page (Jeanine will prepare).
Long-term Planning:
Now is a good time to focus on the long-term needs of the WRAP as we tie up the MTF business
Barry led the committee in developing long-term planning. These notes are ideas that came up at the meeting; Barry will reformat them for further work and distribute them later. The exercise takes form from:
Mission:who you are
Goals:what you want to do
Objectives:measurable (quantitatively or qualitatively) component of each goal
Strategies:measurable means of reaching each objective
Tactics/Activities: specific tasks under the strategy
Private Sector Participation: Suggest going to WGA (which relies heavily on private sector donors) for in-kind cooperation (i.e., public affairs departments)
What are things we need to do or do better at?:
Better internal communication within the WRAP
Develop public buy-in
Woo the media
Implement speakers' bureau
Public awareness of the WRAP
Use of PBS show as a vehicle
Encourage NV to join WRAP
Clarify WRAP product review process
Tune-up liaison function
Support and guide committee and forum outreach efforts
Increase private sector, tribal, academic membership and balance
Institute a monitoring and evaluation mechanism for our communication tools
Evaluate range of tools used vs. available
The status report, the conference call, and newsletter are monthly - place them in a logical order that works for synergy.
Goal: A balanced and participatory committee representing all stakeholder groups and of sufficient size which can effectively accomplish our responsibilities
Objective: Increase stakeholder representation to no less than three active members each from: tribes, industry, public interest, states, feds, enviros (geographically balanced if possible)
Strategy: Match personal interest and professional expertise with the needs of the committee
Tactic: Survey existing members and catalog interests
Tactic: Survey stakeholder groups for needed talents
Strategy: Utilize people temporarily if applicable
Strategy: Create a pool of "loaned executives" from stakeholder groups
Tactic: Survey existing members and catalog interests
Tactic: Survey stakeholder groups for needed talents
Strategy: Recruit needed talent from previous WGA participation membership on committee from industry.
Tactic: Letter (paper/electronic) from Kempthorne, Leavitt, and/or Tortalita to previous contributors
Tactic: Follow up letters with personal calls
Tactic: Encourage other governors and tribal chairs to contact and recruit from industry
Strategy: Recruit during outreach efforts
Tactic: Provide sign-up sheets at public meetings
Strategy: Train and "nurture" new committee members
Strategy: Schedule meetings that are compatible with members' attendance
Tactic: Schedule quarterly meetings (in conjunction with WRAP meeting if possible)
Tactic: Schedule monthly telephone conferences
Goal: Continuing definition of the needs and responsibilities of the committee
Strategy: Meetings (at least quarterly), if possible in conjunction with the WRAP meetings)
Goal: Provide effective internal and external communications for the WRAP and its subdivisions.
Objective: Optimize the effectiveness of the web page
Strategy: Provide a periodic one-page e-mail newsletter to all WRAP participants highlighting and/or hyperlinked to new additions to the Web site/calendar.
Tactic: Use the "what's new" button info reformatted as the newsletter.
Tactic: Create a listserve specific to issues/topics and distributed as relevant material becomes available for any interested stakeholder.
Objective: Effective periodic flow of information between comcom liaisons and forums / workshops / committee members
Strategy: ComCom member initiates contact with group chairs on an appropriately regular schedule.
Tactic: Re-instruct comcom members and specifically liaisons about their duties in the appendix of the communications manual.
Tactic: Post revised monthly status report requirement to communications manual on web
Tactic: Post updated liaison roster to the web site
Tactic: Assure the liaison is on the committee/forum mailing list for all meetings
Strategy: Develop a fail-safe mechanism for communications committee responsibilities especially liaison attendance
Tactic: Liaison takes the initiative to create an info flow redundancy to guarantee updates
Tactic: Liaisons keep Kirsten updated on forum et cetera activities
Barry will organize these ideas and send them out for review, elaboration, and augmentation by the full committee shortly.
Our next meeting: September 26, Sacramento at Holiday Inn Capitol Plaza, the day after the WRAP meets to act on the Annex. |
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