Committee Meeting Minutes,
June 16 & 17, 1999, Seattle, WA
June 16, 1999
In Attendance:
Barry Aarons, Kathy Augustine, Carl Bowman, Cyra Cain, Dan Clark, Dennis Haddow, Philbert John, Ruth McCormick, Jan Miller, Jo Rasey, Terry Ross, Kathy Van Dame and Al Zemsky
Co-Chair Al Zemsky welcomed the Committee to Seattle, and asked everyone to provide a brief introduction. He gave a quick review of the WRAP process in regard to the Communications liaison project and upcoming Committee assignments, and discussed the function of the Communications Committee. He said it was important to be aware of on-going activities and prepare for upcoming meetings. He reported that Bob Richards, of the Montana Dept. of Environmental Quality, had to resign due to a relocation, and that Cyra Jane Cain, also of the Montana DEQ, was present as a permanent replacement for Bob.
Co-Chair Barry Aarons reported he had sent an e-mail message to Communications Committee members asking for forum liaison preferences. Assignments have been made as follows:
- Air Quality Modeling Forum - Cyra Jane Cain
- Ambient Air Monitoring and Reporting Forum - Terry Ross
- Areas Within/Near Class I Areas Forum - Carl Bowman
- Emissions Forum - Ellen Porter
- Fire Emissions Joint Forum - Dennis Haddow
- Market Trading Forum - Ruth McCormick
- Mobile Sources Forum - Terry Larson
- Pollution Prevention Forum - Pat Murdo
- Research and Development Forum - Kathy Van Dame
- Tribal Data Development Work Group - Eliza Daley
- Northwest Air Managers' Work Group - Dan Clark
- Emission Inventory Work Group - Not yet appointed
- Special SO2 Inventory Work Group - Not yet appointed
Mr. Aarons reminded the members the function of the Communications Committee was to facilitate the flow of information, not to serve as a recorder or scribe. Each forum chairperson is to appoint his/her own scribe. The Communications Committee will help disseminate information among the forums. He asked that if a member could not attend a forum meeting to let him know. More than one liaison may need to be assigned to some forums, such as the Market Trading and Mobile Sources. All members should review the Communications Plan located on the Web Site and become familiar with it.
Mr. Aarons will send a memo on liaison duties to the Committee and identify permanent liaisons to the IOC, TOC, International Committee, and Public Advisory Board.
Ruth McCormick asked if liaisons must attend all scheduled committee meetings, as the Market Trading Forum is scheduled to meet every six weeks. Mr. Aarons replied that this was preferable, but noted that Market Trading and Mobile Sources may require two liaisons. Mr. Zemsky suggested that Communications members all serve to facilitate the process and act as back-ups or consultants, and that geography must be taken into consideration when assigning liaisons to attend public meetings. Co-Chair Jan Miller added that there is no "one way" of doing things, but of major importance is to make certain things get accomplished.
Cyra Cain remarked that some WRAP members felt the Communications Plan was "just another document to be read." Mr. Zemsky commented it was an "administrative" tool, a guideline and was created to help. There is no enforcement component to the Plan.
Kathy Augustine reminded the Committee that the WRAP is a public forum; therefore, public records must be kept, even if they simply record the pertinent points of a meeting.
Ms. Cain stated many forums consist of scientists. Their members are willing to take notes, but as such are not note takers. Much of the information is presented in a graphics form, which is hard to download onto computers. This is where liaisons can work to help the forums. Our job is to make committee minutes simple and easy to understand for the general public.
Ms. Augustine had been asked how the general public could find out about meetings. Is the Web the only venue? Mr. Zemsky responded that the Web site is the principal method, but also mentioned the two Project Managers, Bill Grantham (National Tribal Environmental Council) and John Leary (Western Governors Association), may be sources for hard copy of materials on request.
Mr. Aarons reminded Committee members that if they volunteered to take forum minutes, the forums might let them take over this function. He cautioned that a better role of Committee liaisons would be to help adapt minutes taken by forum members into a format and simpler language that may be most readily understood by the public. Terry Ross cautioned we also did not want to become the scapegoat when things went wrong in a forum.
Ms. McCormick asked if liaisons were to make materials such as copies, graphs, etc. Ms. Miller responded that liaisons were to be the final check on "readability." Mr. Aarons added that liaisons were to help with basic needs, agendas and assist in editing minutes for the public.
Ms. Augustine stated that forum membership is not being updated on the Web. How did we know if they were current? Mr. Zemsky stated that roster information was on the Web Site, or at least it should be on the Web site. Liaisons must make certain updates are maintained.
Mr. Zemsky will speak with Pat Murdo about adding to the Communications Plan the responsibility of updating rosters on a regular basis. He noted that when chairs update their rosters they must also notify Sharon Dawn (Western Governors Association Webmaster) so that the group "one-click" function becomes operative. Mr. Zemsky will ask Sharon to mail to all Committee members the WRAP Web primer, previously provided to co-chairs, on how to update rosters on the Web, access password-protected areas, etc. This will assist liaisons in their role as consultant to forum co-chairs.
Mr. Zemsky asked committee members for comments on the day's session:
- A "WRAP Internal Chat Room" was suggested which would be separate from public information;
- Some forum chairs should share passwords to facilitate sharing of dialogue;
- Drafts should be posted on the Net for public comment; and,
- Timelines in the Communications Plan must be followed.
Ms. McCormick (Market Trading Forum) stated there were problems putting large documents on the Net. Mr. Aarons responded that was a hardware problem on the user's end. It was suggested using "Zip-it" files because they are user friendly.
There was a need to clarify the "Annex Report" due October 1, 2000. Did the states or the Commission prepare that report? Mr. Aarons replied we had a responsibility to ensure our recommendations were known. States are to develop their SIPs on December 31, 2003.
Ms. Murdo, Mr. Zemsky and Mr. Aarons will present the Communications Plan overview and lead a discussion Thursday morning at the General Meeting. A dinner meeting is scheduled for Thursday evening at 6:00 p.m. at Maxi's Restaurant in the Hotel.
The meeting was adjourned at 6:15 p.m.
Recorded by Jo Rasey, State of Nevada
Minutes edited by Al Zemsky 6/22/99
June 17, 1999, Maxi's Restaurant, Doubletree Airport Hotel
In Attendance:
Kathy Augustine, Carl Bowman, Cyra Cain, Dan Clark, Dennis Haddow, Philbert John, Jan Miller, Pat Murdo, Jo Rasey, Kathy Van Dame, and Al Zemsky
Co-Chair Al Zemsky called the meeting to order at 6:30 p.m. and, on behalf of his co-chairs, thanked all present for attending. He announced a Forum Co-Chairs' Meeting with IOC/TOC/CC Friday at 10:45 a.m., as well as an Agenda Planning Session from 11:30 to 12:30. Kathy Augustine questioned why the closing planning meeting was not scheduled prior to the Co-Chairs' meeting.
Mr. Zemsky asked for perceptions and recommendations gained from the liaison activity of the preceding days..
Carl Bowman, Areas Within/Near Class I Areas Forum - A symposium of the gateway communities will be held next fall, near the time the Annex Report is to be completed. Springdale, Utah, is the likely location. Cyra Cain suggested inviting the Forest Service Managers. Mr. Bowman concurred they should be involved.
Dan Clark, Northwest Air Managers' Work Group - No formal meetings were held this week. The roles and responsibilities are still evolving. Mr. Clark will stay engaged with the Interim Chair (Dan Olson) as progress continues.
Dennis Haddow, Fire Emissions Joint Forum - They are trying to determine what they can contract out. Instead of laws and regulations they should begin with the visual effects of what we are trying to protect. Perhaps the slide show in development would help as it illustrates the best, medium, and worst days of the Grand Canyon and is a good communications vehicle.
Cyra Cain, Air Quality Modeling Forum - The forum got a lot accomplished. It defined what to model for Section 309 and it established an outline to send to marketing for task agreement and then to research. They talked about technical centers to be developed for modeling, specifically to provide an expectation to tribes and states without resources for Sections 308/309.
Pat Murdo, Pollution Prevention Forum - This forum is very new and considers itself a Board of Advisors to provide direction to consultants.
Mr. Zemsky said he was concerned about getting information to the public rather than to private bulletin boards on the Web site. He also said it becomes confusing to know if an e-mail message has been read and suggested using the subject field more succinctly to help alleviate this confusion. It was suggested a button be put on the side of the Web page which would represent each forum.
Kathy Van Dame, Mobile Services Forum - The Western Governors Association wrote a letter signed by several Governors to the Mobile Services Forum. They want Mobile Services to provide the Governors with an opinion on the (Tier II) sulfur standard. The definition of small refineries should be loosened. Mr. Zemsky asked if Ms. Van Dame felt there was a role the Communications Committee could play in this forum. Ms. Van Dame would check with them. This group wants to remain small in order to be able to work more effectively. She will talk with Terry Larson, Communications Committee Liaison for the forum, to make sure he is aware of the Communications Plan.
Mr. Zemsky passed out a "Communications Committee Discussion Items" list compiled by Dan Clark.
Mr. Clark said the slide presentation had gone through the subcommittee process, but felt it is time to share it with the entire group. Co-Chair Jan Miller is concerned it will take too long to get the graphics together. Mr. Clark will try to have it completed by mid-July and ready for the August meetings of the new International Project Committee and Public Advisory Board. Mr. Zemsky suggested a "drop dead" version be done which could be revised at a later date. The International Projects Committee and Public Advisory Board will meet August 16th and 17th. Location is undetermined.
Ms. Miller felt that the WRAP needs to be promoted more. Kathy Augustine responded that large media venues, such as PSAs, were required to adequately promote the WRAP.
Philbert John (substituting as liaison to the Tribal Data Development Work Group) - There are 200+ tribes and many problems exist. This forum has a very difficult task, but is moving forward.
Mr. Zemsky closed by saying he was pleased with the progress made. He commended Pat Murdo for the excellent job she did on the Communications Plan, reminding us it was an operating manual and would be revised as needed.
The Communications Committee will meet one more time this year, possibly hosted by Mr. Zemsky this fall in San Francisco, California. The meeting adjourned at 8:45 p.m.
Recorded by Jo Rasey, State of Nevada
Minutes edited by Al Zemsky 6/23/99 |
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