SUBJECT:	Summary of April 18, 1996 Communication and Outreach Work Group meeting.

I.	PURPOSE

A Communication & Outreach Work Group teleconference meeting took place on April 18, 1996 to discuss the contact list, action plan, and general information. Following is a summary of the discussion and proposed action items.

II.	PARTICIPANTS

Work Group members in attendance:

Tom Curran, Co-chair, OAQPS/ITG

Ron White, Co-chair, ALA

Jan Kleeman, OAQPS/ITG

Bruce Carhart, OTC (and Stephanie Cooper)

Alice Collingwood, PSAPCA

Kathy Ellis, DOD

Glen Gibian, Kentucky Utilities Co. - for Caryl Pfeiffer

Richard Paul, AAMA

Nancy Seidman, Massachusetts DEP

Sandy Stash, ARCO

Scott Thomas, Oklahoma DEQ

Work Group members not in Attendance:

Tad Aburn, MDE

Nancy Kruger, STAPPA/ALAPCO

Veronica Kun, NRDC West

Quin Shea, NMA

Other EPA attendees: Bill Hamilton (Designated Federal Official), Susan Bullard (OMS), Barbara Parzygnat, Christine Sansevero, Larry Wallace, Bob Stallings, and Karen Borel (Region IV).

Eric Schweitzer, EC/R Incorporated (EPA Contractor support)

III.	MEETING SUMMARY

Action items

1)	Members are to develop an electronic list of 10 key contacts and send to Jan Kleeman electronically by April 29. The draft lists will be posted on the development area of the TTN. For each contact the following information is needed: name, organization, mailing address, telephone number, FAX number, and e-mail address (if available).

2)	Members are to send their TTN usernames to Jan Kleeman so she can set up members' access to the private development area, and upload access.

3)	A list of questions target audiences want answers to will be put on the bulletin board in Work Group areas prefaced with a disclaimer.

4)	Please send comments and additions to the action plan to Jan Kleeman. Jan Kleeman will ensure that Karen Borel has a copy of the action plan.

5)	Members should send any comments they have on Communication & Outreach-related aspects of the Interim Implementation Policy (IIP) to Jan Kleeman by April 29.

6)	Jan Kleeman will send all non-EPA Work Group members a copy of EPA's TTN	brochure, except Ron White, Kathy Ellis, and Sandy Stash.

7)	Jan Kleeman will put together a list of multi-state groups like OTC and WESTAR.

Other items to note:

1)	Schedule for upcoming teleconference meetings:

5/2	12:30 p.m. - 2:00 p.m. EST	(202) 260-7280 (#9502)

5/16	12:30 p.m. - 2:00 p.m. EST	(919) 541-1591

The next in-person Communication & Outreach Work Group meeting is scheduled, to take place on May 29, 1996 in Durham, North Carolina. The FACA Subcommittee will meet on May 30, 1996 in Durham, NC.

2)	The O3/PM/RH Bulletin Board System (BBS) on the OAQPS TTN has been in operation since April 12. The TTN help line number is (919) 541-5384 and its hours are 11:00 - 5:00 EST.

IV.	SUMMARY OF DISCUSSION

TTN Bulletin Board

The O3/PM/RH BBS on the TTN became operational April 12. There are separate areas for the FACA Subcommittee, the 5 Work Groups, and general information. The general information area contains the member lists, and information about the FACA process. Any TTN user can access the board and can read/download anything posted. Only FACA members (Subcommittee, work group members) can upload documents. Members can upload (once access is granted to their username) to any area. Per work group members' request, a private development area is also available - only FACA members will be given access to this area, the "public" will not even see this menu option. Tom Curran noted that the Communication & Outreach Work Group was one of the few Work Groups that wanted such a private area. Jan Kleeman needs members' TTN usernames to grant access to the private development area, and upload access to the other areas.

Jan Kleeman is collecting the lists of questions target audiences want answered in electronic format and needs remaining lists from members. The question was raised regarding whether these lists should be posted in the private development area of the bulletin board (only FACA members could see) or the Communication and Outreach area. It was decided that the lists would be posted in the Communication and Outreach area with a preface. Ron White asked what the Work Group will do with all the lists. The lists need to be shared with the other work groups; posting them to the bulletin board will make them available. Another question was raised regarding consolidating the lists into one or keeping them separate. It was felt that separate lists was probably better.

Internet Home Page

Christine Sansevero discussed the process of getting the Internet Home Page up and running. When it is operating, members will be able to jump from general information about FACA to more specific information about each the Work Groups, including phone/address lists for members. The Home Page will also have a list of publications that can be downloaded, as well as a list of definitions and acronyms. Christine Sansevero stressed that it was important to have a good explanation of FACA on the Internet, including information on why the process is occurring and what the goals are. The other Work Groups need to write up a description of their goals for posting on the Internet. This would ideally be in language understandable to the public and not heavily laden with acronyms.

EPA has begun the process of developing a FACA process description. The outline for the Home Page is ready. Christine also said that ozone and PM maps are done and will be posted on the Home Page. The first step in implementation will be to make the Home Page available on the test server (restricted access). The test page will be accessible to people knowing the address and will be posted for approximately one week. It will be important to get members from each work group to carefully review the site and provide feedback.

A number of Work Group members offered to review the test Home Page. Jan Kleeman said that all Communication & Outreach Work Group members will be given the opportunity to review the test page.

Contacts List

Richard Paul sent a list of 28 media contacts, mostly in Florida and California to Jan Kleeman. This is only a partial list of his environmental media contacts. The group needs to compile a list of key contacts with representatives from all the target groups. (i.e. State/locals, environmental groups, academia, etc.). Ron White will finalize his list in a few days. Richard Paul has ideas of some possible industry contacts. Other members were asked to put together a list of 10 key contacts and send electronically to Jan by April 29.

As an example of what kind of contacts would be most effective, Tom Curran asked members to consider who would be needed to best get the word out in the environmental justice community.

Susan Bullard asked if members could see the contacts assembled thus far. Jan Kleeman offered to post the lists in the development area of the bulletin board.

One member is having trouble gaining access to the bulletin board and asked whether there was another way to receive information. Jan Kleeman stressed that EPA wants to use the TTN where possible, but if individuals are having difficulties getting information via the TTN, she will send them information another way. Nancy Seidman noted that e-mail comes directly to her desk, whereas she must dial into the TTN. Jan Kleeman asked if the TTN works for everyone that does not have e-mail. She will post some information to both e-mail and the TTN. Members will need to use the TTN though, because some information will only be available there.

Ron White asked whether EPA has any lists available of groups like OTC, WESTAR, etc. Jan Kleeman offered to put together such a list and solicit feedback. Ron White said this would be helpful for State/local agencies as well.

One member asked whether the contact list will be condensed into a single list like the question list, or kept separate. Ron White suggested that a couple of contacts lists could be maintained: 1) an intensive contact list could be developed, or 2) a pyramid approach could be used whereby a few contacts could be notified and depended on to disseminate the information. Jan Kleeman concurred. Ron White said that the larger list could be kept for high-profile events like key milestones. Individual lists could be obtained from each member and pared down to one small list, while still keeping the entire list for use in conjunction with milestone events.

Susan Bullard suggested that the contact list be open to the addition of new people who request to be added. Ron White stated his concern that if the list is made widely available many people will want to be on it regardless of whether it would actually be useful to them. Susan Bullard suggested having some kind of criteria for inclusion on the list. Jan Kleeman stressed that the list has a specific purpose. It is intended as a compilation of key contacts who will disseminate information. Work Group can stress [to individuals who ask to be added] that this is not intended to be an exhaustive list of all those wanting to be informed about the FACA process, but rather a list of contacts who will carry the message to others.

Action Plan

Jan Kleeman briefly described the development of the action plan. The initial key milestones are listed across the top of the sheet, and the items needed in conjunction with those milestones are identified. These items were broken into four main categories: fact sheets, issue/discussion papers, data/maps, and significant outreach efforts. Members thought the format and process were fine. Susan Bullard would like the audiences for the various products included in the Plan. Jan Kleeman replied that most items are not targeted to just one audience. Ron White concurred, adding that most items are for more than one user, and that there is a range of technical complexity to the products. Susan Bullard suggested using asterisks to denote which groups are being targeted.

Nancy Seidman asked about the maps listed in the action plan. Christine Sansevero replied that the maps are 1-year snapshots of air quality data. They represent the number of people living in areas where violations have been monitored.

Another member noted the heightened political sensitivity to what non-attainment means. The lack of monitored PM2.5 data may raise questions about the maps. It was noted that the use of maps was easier with ozone because of the comparatively large amount of ozone data. Decisions about what maps should be used and when are important. Their use may imply that decisions have already been made. Ron White stressed that what the maps are and are not needs to be explicitly stated. Scott Thomas mentioned that areas in Oklahoma are shown or have been listed as non-attainment even though there are no monitors within 200 miles. Jan Kleeman reiterated the need to be explicit about what the maps represent. They are intended to give information about possible options EPA is considering for revised NAAQS.

Ron White said the maps will be useful and suggested accompanying them with a list of counties. This can help with identifying a given location on a map. The list can be posted and available for downloading. It was noted that reporters will want this. Christine Sansevero mentioned that, depending on the Internet browser available (e.g., Netscape 2.0), users could click on a given state and get a list of all the counties in or out of compliance. The browser EPA currently has (Netscape 1.1) does not support this capability. To set this up with the current browser is possible, but not feasible because it would be extremely time consuming.

Nancy Seidman thinks two of the most important pieces of the action plan are the impacts and the benefits. According to her, these should be the first and greatest efforts. Ron White concurred, and noted that many of the products to be developed on the action plan are to be done by EPA. Ron White asked what the process is by which the Work Groups will be involved in reviewing these EPA-developed items. Jan Kleeman said that these items need to be developed by EPA, and it has not been determined what level of Work Group input will be solicited.

Glen Gibian noted the possibility that Work Group review of these action plan items could bog down EPA's process, but he believes review of these items is one of the intended functions of the Work Groups. His concern is how the fact sheets will be worded, especially the one on health effects. Ron White said each group has its own similar concerns, which is why EPA is handling the development of these products. He added that it would be difficult to achieve consensus on wording given the diversity of groups involved, and that the result of achieving such consensus on some issues might well be a watered-down document to no ones' satisfaction.

Ron White asked about EPA's process in developing these materials. Will the Agency write them and then put them out for comment? Who besides the Agency will see them? Does EPA want to run some of them by designated persons in various groups for ideas? Jan Kleeman said the overall role of the Subcommittee needs to be considered - the Subcommittee was formed to look at implementation issues, not the specifics of any revised standard(s). She indicated that some of these pieces are clearly EPA's responsibility, while the focus in the Work Groups is on implementation issues. EPA staff will discuss how to get feedback on certain materials.

Jeff Clark and Polly Hunter of OAQPS are developing an ozone communication strategy, and Tom Curran and Jan Kleeman are coordinating with them on overlaps with the action plan. It was asked what stage of development the fact sheets are at. Jan Kleeman said the "What is FACA" fact sheet is nearly completed, the ozone/PM health effects fact sheet is under development, and she is not sure if the NAAQS process fact sheet has been started.

Ron White brought up the issues of satellite downlink topics and audiences. Nancy Seidman asked whether there could and should be downlinks to schools. Ron White sought clarification on whether the expected downlink audiences are industry and State/local agencies. Almost all of the state capitols have downlink sites, and state/local agencies tend to be a primary target for EPA technical transmissions. Most downlinks are expected to reach those involved in the more technical aspects of environmental issues rather that the general public. It was suggested that the targets be the people who are expected to comment on the ANPR. It was agreed that a mechanism that provides access to the general public is needed. Tom Curran mentioned in a prior teleconference that the satellite downlinks can be accessed via satellite disk and this might be a mechanism for public access.

Christine Sansevero said that one question for the Home Page was whether a mechanism was needed for people to provide comments/feedback. Comments provided through the page would be routed to someone (or several persons) e-mail address. An issue is who these people would be. Also, the number of people who have accessed the Home Page can be monitored, but not their identity (beyond their e-mail address). Ron White believes many users will not provide their names, either because they forget, or choose not to.

Christine Sansevero also noted that the Netscape 1.1 browser presently being used is quite limiting. If Netscape 2.0 is used, the number of possibilities increases dramatically and the amount of time involved in setting things up decreases as well. Netscape 2.0 also provides valuable features like a form for people to sign in on.

There is an issue of who will respond to questions and comments received on the bulletin board, which can be very time consuming. Christine Sansevero said EPA wants comments from the message board, but that sorting and answering comments can be difficult. Ron White stressed that a mechanism for people to ask questions cannot be created if they will not be responded to.

The discussion turned to the topic of comments in general. Susan Bullard said that comments can become official and then need to be entered into the public comments. A member inquired as to whether the Office of General Council has been contacted about this, because these comments can become EPA's responsibility. Jan Kleeman believes official comments still need to be formally submitted into the docket. Larry Wallace said that any kind of communication can be considered ex parte communication, even passing comments in the hallway. Ron White questioned whether the Work Group is ready for an interactive message board.

Ron White asked if the preparation of materials 2 weeks prior to the proposals is sufficient. Jan Kleeman responded this date is probably somewhat flexible and can be changed if members think more time is needed. A member asked whether the proposals can be distributed before they are signed. Jan replied that information to be discussed in these pre- proposal communication includes options for standards, maps, and tools available to State/local agencies. It is not the proposals themselves that will be made available 2-weeks prior.

Bill Hamilton expressed reservations about the possibility of having the materials ready 2-weeks prior to the proposals. He said it will be hard for EPA to meet that goal because the Agency will probably be working on the press releases up until the last minute. Also, because EPA is cautious about calling something non-attainment, the maps will not contain that language.

Miscellaneous

Susan Bullard reported on her conversation with Bud Ward from the Society for Environmental Journalists. Susan Bullard said there are a number of possibilities for collaboration. One is to submit an article to their journal. Another is to assemble a Work Group of reporters from smoggy cities. She thinks these ideas could be efficient ways to work without getting stuck in bureaucracy. Ron White concurred, saying it is worth pursuing further.

Susan Bullard suggested Ron White be the author of the article rather than EPA, but Ron declined, saying that EPA should write it rather than a representative of one interest group.

Jan Kleeman has not received any comments on the IIP as of April 18.