DATE:	July 8, 1996

SUBJECT:	Summary of June 27, 1996 Communication and Outreach Work Group meeting.

I.	PURPOSE

A Communication & Outreach Work Group teleconference took place on June 27, 1996 to discuss the new members, update from the Coordination Group meeting, Work Group review, and development of "plain English" fact sheets for other Work Groups. Following is a summary of the discussion and proposed action items.

II.	PARTICIPANTS

Work Group members in attendance:

Tom Curran, Co-chair, OAQPS/ITG

Jan Kleeman, OAQPS/ITG

Alice Collingwood, PSAPCA

Margaret Cook, Inter Tribal Council of Arizona

Stephanie Cooper, OTC - for Bruce Carhart

Kathy Ellis, DOD

Jayne Mardock, Clean Air Network

Richard Paul, AAMA

Caryl Pfeiffer, Kentucky Utilities Co.

Nancy Seidman, Massachusetts DEP

Quin Shea, NMA

Scott Thomas, Oklahoma DEQ

Work Group members not in Attendance:

Ron White, Co-chair, ALA

Tad Aburn, MDE

Susan Bullard, OMS

Nancy Kruger, STAPPA/ALAPCO

Sandy Stash, ARCO

Other EPA attendees: Bob Stallings, Larry Wallace, Christine Sansevero, Karen Borel (Region IV), Nancy Pate, and Barbara Parzygnat.

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

III.	MEETING SUMMARY

Action items

1)	Jan Kleeman will get a conference line for the upcoming meeting in Crystal City, VA for those not able to attend in person.

2)	The Work Group agreed that a Communication & Outreach report should be part of the Subcommittee's final report on Phase I.

3)	Jan Kleeman will send e-mail notification to members when the Home Page is posted on the test server.

4)	Members are to send comments on any of the fact sheets to Jan Kleeman within two weeks.

5)	Jan Kleeman will send the Work Group materials produced to date to new members Jayne Mardock and Margaret Cook.

6)	Jan Kleeman will revise the Action Plan to coincide with the new schedule (i.e., the ozone NAAQS NPR is now scheduled for November, 1996) and send copies to members for feedback. She would like input on possible changes or additions, and whether the Work Group is on track.

7)	Jan Kleeman has faxed the agenda for the July 11 Clean Air Act update satellite downlink to members. The downlink will take place from 12:00 - 4:40 EDT.

8)	Tom Curran will suggest to Jeff Clark that call in lines be made available at the upcoming ozone/PM NAAQS ANPR public meetings on July 17 and 25. It is expected that the lines will allow listening only.

9)	The EPA is developing a master schedule for the products of all of the Work Groups, which should be ready by next week. Jan Kleeman will send the schedule to members as soon as possible.

10)	Tom Curran will bring up the idea of having issue paper authors write fact sheets in conjunction with Communication & Outreach volunteers in the next Work Group co- chairs conference call. He suggested that members think about being the contact person for an issue(s).

11)	Jan Kleeman will send the agenda and other conference materials to members for the July 29, 1996 in-person Work Group meeting in Crystal City, VA.

Other items to note:

1)	Schedule for upcoming meetings and teleconference calls:

There will be no teleconference meetings on July 11 and July 25. The July 11 meeting conflicts with the Clean Air Act update satellite downlink and the July 25 meeting is too close to the next in-person meeting scheduled to take place on Monday, July 29 in Crystal City, Virginia from 1:00 to 4:00 EDT. The July 29 meeting will take place at the Sheraton Crystal City, located at 1800 Jefferson Davis Highway. The Sheraton's phone number is (703) 486-1111. The FACA Subcommittee will meet on July 30 and the CAAAC will meet on July 31.

2)	A status file will be added to the FACA TTN area on what issue papers are available, what version they are, and when the final paper is due.

3)	The ozone/PM NAAQS ANPR public meetings are still scheduled to take place. However, the July 17 meeting location has been switched to St. Louis and the July 25 meeting will be in Philadelphia, PA.

IV.	SUMMARY OF DISCUSSION

Work Group Membership Update

Jayne Mardock of the Clean Air Network (CAN) has joined the Work Group in place of Veronica Kun, who is leaving NRDC. Margaret Cook from the Intertribal Council of Arizona (ICA) has also joined the Work Group. Jayne Mardock and Margaret Cook both provided the Work Group with brief biographies. Jayne Mardock said the CAN is an alliance of about 150 members from environmental and public health groups. Right now CAN is looking closely at the standards being set for ozone and PM. Margaret Cook is an environmental specialist with the ICA, which includes all tribes except for the Navajo Nations, whom they frequently work with. She has sat in on many of the Grand Canyon Visibility Transport Commission's committees and has also been involved with the National Tribal Environmental Council and the American Indian Office.

Update from Coordination Group Meeting

Tom Curran began the discussion with background information on the events leading up to the questions on the Work Group's charge brought to the Coordination Group. He reviewed the target audiences previously selected by the Work Group and Bill Becker's suggestion about an expanded communications effort. He said that he did not really get an answer from the Coordination Group about whether the communications effort should be expanded.

The issue of how to best raise questions at the subcommittee level in the future was raised at the Coordination Group meeting. In the future, the two co-chairs, John Seitz and Alan Krupnick, will find out what level of concurrence there is on issues raised before letting the discussion move in a new direction.

Last Friday there was a meeting for Work Group co-chairs, which Tom Curran felt was quite productive. National & Regional Strategies and Base Programs discussed overlapping items. It was also apparent that Science & Technical Support (STS) has concerns about other Work Groups' processes, such as question development.

The solution proposed to deal with overlapping products is to have greater interaction between Work Groups as issue papers are being developed (e.g., designations and boundaries for nonattainment areas). The co-chairs decided to reduce the Coordination Group's review period, which was as much as one month in some cases, to allow work groups the time to coordinate and still meet the deadlines. Previously, Work Groups were expected to present finished products to the Coordination Group. It was noted that early drafts of the issue papers are already available on the TTN and can be reviewed. A status file will be added to the FACA TTN area on what papers are available, what version they are, and when the final paper is due. In the future, Coordination Group calls will be used to talk about issues sooner. Although the Coordination Group will lose review time, they will have input earlier in the process. There was also concern over asking volunteers to make multiple revisions to the issue papers as they are changed. Another item that came out of the call was that Work Group co- chairs will have a half-hour conference call every two weeks, either before or after the Coordination Group meetings. This is envisioned as a good way to improve coordination.

Another topic covered in the discussion was the production of a final report from the FACA Subcommittee to the EPA at the end of Phase I, which will be in September, 1996. The Work Group agreed that a Communication & Outreach report should be part of the Subcommittee's final report on Phase I. This report will be a compilation of all the issue papers done by the Work Groups and will include an executive summary to tie them all together. The executive summary is envisioned to integrate the results of the issue papers and address any contradictions. The report will include minority as well as majority opinions. The participants tried to set up a process to develop the report with balanced interests. The EPA cannot write a report to itself. Thus, an informal core group has been set up that will include the 4 non-EPA Work Group co-chairs (Ron White, Harvey Jefferies, Jerry Golden, and Don Theiler), as well as a few other members from the Coordination Group to oversee the writing of the final Phase I report by a contractor. So far, only Georgia Callahan has volunteered to participate.

Jayne Mardock asked whether this Work Group is planning to produce a report on Communication & Outreach for the future, including conclusions and recommendations to the Subcommittee. Tom Curran noted that the report is on Phase I issues and will be done in September, which is when Phase I closes and Phase II begins. Richard Paul asked what the Work Group would be recommending. He is not necessarily opposed to making recommendations, but wanted clarification of what would be recommended. Tom Curran sees the Work Group making recommendations on items such as target audiences and what types of communication tools should be used. The idea would be to package the types of things set forth in the Action Plan. The Work Group agreed that a Communication & Outreach report of this type should be part of the Subcommittee's final report on Phase I.

During the May 30 Subcommittee meeting, the lack of consensus became apparent, especially concerning the issue of substitutions. As a result, an ad hoc group which is meeting on June 27, has been formed to address this issue as well as the other IIP Principles.

Work Group Review

Home Page

The Home Page is currently being prepared for the test server and will probably be up by next Tuesday or Wednesday. Jan Kleeman will send e-mail notification to members when it is ready. EPA would like feedback on the Home Page within two weeks of posting. Tom Curran said EPA wants the Home Page on-line or ready to be on-line by the next Subcommittee meeting. The EPA has decided to polish it more before posting.

Fact sheets

The EPA has produced a set of 7 fact sheets. This includes 2 on health effects (ozone and PM), 2 Staff Paper fact sheets (also on ozone and PM), the NAAQS ANPR fact sheet, and the 2 that were already distributed to the Work Group on FACA and the NAAQS review. Material will be drawn from these fact sheets for the Home Page. Jan Kleeman would like members' comments on the fact sheets within two weeks. Caryl Pfeiffer asked whether members should comment on the Staff Paper fact sheets. Jan Kleeman said that feedback on all the fact sheets is important because material will be drawn from them for the Home Page and because EPA periodically updates them. Another reason feedback on the fact sheets is important is that the Work Group has discussed using folders with fact sheets as a communication tool. All 7 fact sheets will be posted on the TTN.

Tom Curran brought up the idea of using material from the fact sheets in the Home Page's "Frequently Asked Questions." The fact sheets contain answers to some of the FAQs. Tom Curran thinks certain information may be more accessible to people in the FAQ format than in a fact sheet.

Action Plan

Jan Kleeman noted that the ozone NAAQS Notice of Proposed Rulemaking (NPR) has been changed to November, and the ozone and PM NAAQS NPRs are now on the same schedule. The Action Plan has previously linked the development of Work Group products such as the satellite downlinks to milestone events. Jan Kleeman suggested that the Work Group revisit the Action Plan in light of the changing schedule and to see if additional things should be added. Jan Kleeman will revise the Action Plan to coincide with the new schedule and send copies to members for feedback. She would like input on possible changes, additions, and whether the Work Group is on track.

Tom Curran expressed the desire to have Tribal Groups and Clean Air Activists included in the Work Group's list of key contacts.

Jan Kleeman has faxed the agenda for the July 11 Clean Air Act update satellite downlink to members. The downlink will take place from 12:00 - 4:40 EDT, with approximately one hour devoted to ozone and PM issues.

The ozone/PM NAAQS ANPR public meetings are still scheduled to take place. However, the July 17 meeting location has been switched to St. Louis and the July 25 meeting will be in Philadelphia, PA. Although the meeting structure is not entirely set as of this time, it is expected that the Regional Administrator will provide the introduction, followed by a talk by Mary Nichols. Next, the EPA will do a 10 minute presentation on health effects, which will be followed by a panel. It is possible that there will be listen-only call in lines made available at these meetings. Tom Curran will suggest the idea of providing listen-only call in lines at these meetings. Jayne Mardock heard that there will be 1:00 - 5:00 p.m. and 6:00 - 9:00 p.m. sessions on both dates and asked whether general public input will be solicited. Karen Borel said that public comment will be solicited from pre-registered participants. Jayne Mardock expressed frustration over the changing schedule for these meetings, as prohibitively expensive airline tickets make attendance difficult for most people.

Development of "Plain English" Fact Sheets for Other Work Group Products

Jan Kleeman initiated discussion on the need for one-pagers or fact sheets on the other Work Groups' issue papers in understandable language. These "plain English" fact sheets could be developed in conjunction with the issue papers. The EPA is developing a master schedule for the products of all of the Work Groups, which should be ready by next week. Jan Kleeman will send them to members.

Two ideas were discussed for how the Work Group should go about creating these issue paper fact sheets. The first idea was to assign a Communication & Outreach member to author the facts sheet under the supervision of the issue paper's author. The second idea was to see if the issue papers' authors would write the fact sheets, as they are already knowledgeable on the topics. Under the second scenario, a Communication & Outreach member would work with the author to develop and circulate the fact sheets. There was general concurrence among the Work Group that the latter approach was preferable. Jan Kleeman and Richard Paul think these fact sheets will help the layman understand the issue papers better. Tom Curran will bring this idea up in the next Work Group co-chairs conference call. He suggested that members think about being the contact person for an issue(s).

Scott Thomas suggested the idea of getting feedback from a professional writer on the fact sheets. The writer could ensure that the fact sheets are uniform and written at the same reading level.

Miscellaneous

Richard Paul asked whether a person had been selected to speak at the Clean Air conference set for September, 1996 in Colorado. Tom Curran said that because the focus of the conference is the NAAQS and not implementation, he turned the speaker search over to someone else at EPA.

The members agreed on 1:00 - 4:00 p.m. on July 29, as the upcoming in-person meeting time. Jan Kleeman will send the agenda and other conference materials to members as the date draws closer. She will also set up a conference line for the next meeting. Jan Kleeman will also send members information on the Home Page, fact sheets, and the revised schedule of Work Group products, all before the upcoming meeting.

Jan Kleeman will get the Work Group materials produced to date to new members Jayne Mardock and Margaret Cook.