Amy Sebring: Welcome to the Virtual Forum Round Table! Amy Sebring: For the benefit of our first-timers, when you see a blue web address, you can click on it and the referenced Web page should appear in a browser window. Amy Sebring: After the first one, the browser window may not automatically come to the top, so you may need to bring it forward by clicking on a button at the status bar at the bottom of your screen. Amy Sebring: We will start with a presentation, and then follow with a Q&A session for your questions and comments. Right before we begin the Q&A portion we will review the procedure. Amy Sebring: Please do NOT send direct messages to the speaker or moderator as it makes it difficult for us to follow the discussion. Amy Sebring: Today we are pleased to introduce a new EIIP Partner, ABS Group, Inc., Risk & Reliability Division, formerly JBF Associates. Their Web page may be found at http://www.jbfa.com/ Amy Sebring: You will note that on their home page there is a prominent notice that there is a new law requiring RMP (EPA's Risk Management Planning rule) public meetings by February 2000. We are going to learn some more about that in this session. Amy Sebring: Joining us today is Dave Hastings, Manager of Outreach and Communications Services, and the instructor of the course RMP Communication: Preparing to Hold a Public Meeting. Some further info about Dave and a photo may be found at http://www.jbfa.com/instruct.html#hastings Amy Sebring: Dave is not logged on but is watching the proceedings. He had a rough trip yesterday. He has asked Steve Arendt, Director of Business Development to take over. Amy Sebring: Steve is a senior project manager involved with risk management and communication, and instructor of the course Communicating Risk Management Plans: Strategies and Skills. Some further info about Steve and a photo may be found at http://199.1.61.167/instruct.html#arendt Amy Sebring: Welcome Steve. Thank you for joining us today. Steve Arendt: Good afternoon, my name is Steve Arendt with ABS Group Risk & Reliability Division. Dave Hastings and I are pleased to be with you (electronically, if not physically) to discuss the public meeting provisions of Senate bill 880 - Chemical Safety Information , Site Security, and Fuels Regulatory Relief Act signed by President Clinton on August 5, 1999. Steve Arendt: Before we begin, let me give you a brief overview of our company. Steve Arendt: Insert Slide 1 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide01.htm Steve Arendt: I understand that many of you may already be up to speed on the RMP rule. In case someone is not, let's do a brief refresher. Steve Arendt: Insert Slide 2 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide02.htm Steve Arendt: EPA's belief is that the RMP rule will empower communities with the information they need to have a constructive dialogue with industry. Steve Arendt: Insert Slide 3 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide03.htm Steve Arendt: The RMP rule consists of several parts: Insert Slide 4 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide04.htm Steve Arendt: Previously, there was no public communication requirement in the RMP rule. Companies that chose to have RMP "rollouts" did so because they thought it would be of benefit to them (and to the community). Because of EPA's policy decision in November 1998 to restrict the availability of offsite consequence analysis (OCA) from the internet, congress decided to pass a law (S. 880) that would protect OCA information from being inappropriately disclosed. Steve Arendt: Insert Slide 5 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide05.htm Steve Arendt: This law has several types of provisions, but we are going to concentrate today on the public meeting requirements (section 4 of the bill). Steve Arendt: Insert Slide 6 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide06.htm Steve Arendt: The public meeting requirements were written in performance-based (not prescriptive) language. There are three main criteria that should be used in evaluating a facility's RMP public communication efforts. Steve Arendt: Insert Slide 7 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide07.htm Steve Arendt: During the Q&A period, we can discuss the meaning behind these criteria - and hopefully discuss some "bright line" compliance examples to help guide you in your efforts. First, let's lay out the basic thought process. Steve Arendt: Insert Slide 8 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide08.htm Steve Arendt: Next, let's look at each one of the criteria. First, what type of meeting qualifies as "public?" What options are there? Steve Arendt: Insert Slide 9 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide09.htm Steve Arendt: What are some typical meeting formats that companies have used? What are the pros/cons of each type? Steve Arendt: Insert Slide 10 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide10.htm Steve Arendt: Where should these meetings be held to qualify as "public meetings?" Steve Arendt: Insert Slide 11 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide11.htm Steve Arendt: What are some the content options for these meeting? How do these options stack up against the 3rd criteria - "...describe and discuss the implications of the RMPlan to the community, including OCA information...?" Steve Arendt: Insert Slide 12 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide12.htm Steve Arendt: Finally, what types of issues should you be considering in your efforts to comply with this new law? Steve Arendt: Insert Slide 13 Amy Sebring: http://www.emforum.org/vforum/ABS/Slide13.htm Steve Arendt: Okay ... that's all folks...Amy, let's begin Q&A Amy Sebring: Thank you very much Steve, and now we will start the interactive portion of our program. Audience please enter a question mark (?) to indicate you wish to be recognized, go ahead and compose your comment or question, but wait for recognition before hitting the enter key or clicking on Send. Amy Sebring: We now invite your questions or comments for Steve. Amy Sebring: While we are waiting for the first one ... Amy Sebring: Steve can you mention the courses your company offers? Amy Sebring: When, where, etc. ? Steve Arendt: BS Group Inc. Risk & Reliability Division has assisted over 200 facilities throughout the country in preparing to communicate RMP information to the public. We know what works and what doesn't. We can help you work through these new requirements and decide what kind of public meeting is best for your community. We can help with the many details of meeting planning and preparation, such as public notification/promotion, presentations, Q&A's, and displays. We can create communication brochures Steve Arendt: We are holding a series of 1-day courses to help equip companies to deal with the RMP public communication requirements. These courses are in Knoxville, TN on November 4 and November 29, and January 14, 2000. Or we can come to your facility/company and give a customized version to meet your local needs. Steve Arendt: For more information about our RMP communication training courses and consulting services, contact Dave Hastings, Manager of Communication Services, by phone at (423) 671-5862, by e- mail at dhastings@abs-group.com, by fax at (423) 966-5287, or visit our web site at www.abs-jbfa.com. Amy Sebring: Wow! Thanks Steve. Ann Willis: ? Amy Sebring: Ann please. Ann Willis: Are there any provisions for using electronic means for a public presentation? Paul Bennett: ? Ann Willis: Such as a chat session on the companies web site? Steve Arendt: The method of conveying the info is entirely up to you. Companies that have done large meetings tend to use PowerPoint type presentations, some video...and some informal discussions Peter Puglionesi: ? Amy Sebring: Paul Bennett please. Paul Bennett: For owners of multiple facilities, can one meeting be held to cover several facilities? Steve Arendt: Smaller meetings....people tend to go with simpler A/V...and transparencies with handouts Steve Arendt: Yes, we got that into the law. Provided they are in the same "community". Amy Sebring: Peter please. Amy Sebring: ? Peter Puglionesi: In Section 3.iv.III, what does "available to the public without restriction" mean in the context of info that may be conveyed in a public meeting Steve Arendt: Peter...Peter...Peter...why give me the easy ones? Steve Arendt: Here's how I've heard people think about that. Steve Arendt: If you gave people info in an unrestricted way before Aug 5, 1999, it doesn't count against you. Steve Arendt: If you gave people some info after that time, then let's talk a little more. Amy Sebring: What is your opinion on format Steve --- presentation vs. exhibit? Peter Puglionesi: Sorry about the tough question, but it does seem like a "catch 22" in the law. I have not heard EPA opine on this yet. Steve Arendt: In discussions with trade associations and Congressional staff and with Carol Mackow of EPA who is putting up EPA's FAQs on this, here is what I've learned. Steve Arendt: If you "restrict " it by only disseminating it to your local community, then your okay. Steve Arendt: From EPA's FAQ, it implies that you'd have to give out Steve Arendt: Sorry... Amy Sebring: that's ok, please continue. Steve Arendt: ALL of the OCA data in Sections 2-5 of the RMP data elements - not just one item - say the endpoint distance. Steve Arendt: People are worried about this, because if you give "unrestricted access" then your OCA info is fair game to be compiled and made available on the Internet by whomever chooses to do that . Steve Arendt: Stay tuned to EPA's FAQ over the next month for more. Amy Sebring: Can you comment on the pros and cons of meeting formats? Steve Arendt: Another tough one. Each facility should look at its local needs. Usually we encourage people to go with the smaller, simpler meetings, less "communications risk" if you know what I mean. Amy Sebring: Further questions for Steve? Amy Sebring: ? Steve Arendt: We recommend going with an informal open house type format. But you've got to make sure that you "describe and discuss the implications of the RMP....not just feed 'em and tour 'em. Amy Sebring: What has been the overall media response to RMP's so far Steve? I have not heard much myself. Amy Sebring: And if any of our audience has personal experience in your community, please share that with us. Steve Arendt: Not a whole lot on a national scale, although there was a NY Times article about protecting OCA info a couple of Sundays ago. Steve Arendt: Locally, where they've done it right, the coverage has been balanced. Amy Sebring: Are LEPC's mentioned in the new law at all? And does it prohibit EPA from publishing OCA on the Web? Amy Sebring: (LEPC = Local Emergency Planning Committee) Daryl Spiewak: The majority of articles I've read from across the country have dealt with the OCA restriction/terrorist connection. Most media are not interested in the RMP story. Steve Arendt: Dan Rather did a piece on the CBS evening news on 6/21/99, but he focused more on the government's struggle to deal with balancing RTK with protecting the OCA info. Steve Arendt: LEPCs are "covered persons" who can use the OCA data in appropriate ways, but are restricted from giving it out inappropriately. Steve Arendt: EPA would get spanked if they did that. Amy Sebring: ? Peter Puglionesi: ? Amy Sebring: Many companies had done some type of public presentation already ... Amy Sebring: what per cent do you estimate will either need to do their first meeting, or redo one? Steve Arendt: One outstanding issue is what about all those companies that left scenario data in their RMP executive summaries. This should not qualify as unrestricted public access cause its before Aug 5. Peter Puglionesi: If a plant participated in on a regional meeting, but did not present written or audiovisual materials, I assume that this would not meet the requirement? Steve Arendt: EPA received about 15,000 RMPs. Far less than they estimated - even after removing the "propane" plans. I've heard people say that maybe 1000 have been held, so that's 14K more to go....wooo! Amy Sebring: ? Steve Arendt: That's a gray-area one, Peter. If they participated and had their "implications" material there and were around to talk about it after a forma, more general presentation was given, then that might work. Amy Sebring: What do you advise industry about involving their local public officials, LEPC chairmen, emergency managers, Fire Chief's etc.? Steve Arendt: But, on the other hand, if 10 companies were in a the meeting, only 2 discussed their info, no other hard copy stuff was available from the other 8 and there was little or no opportunity for the public to talk to them about it, then....probably not. Steve Arendt: I would have made certain that I've fully briefed these groups, and if possible, work with/through them in conducting the public meeting. A normally-scheduled LEPC meeting, for example, that is hyped a little more may work well, as long as the public notice was reasonable. Amy Sebring: Any further questions for Steve? Comments on your experience? Billy Zwerschke: Hi Steve, you did an excellent job on our RMP's Calhoun and Victoria Counties in Texas/ Steve Arendt: We are generating a "gray-area" list of Q&As. Contact Dave Hastings if you want a copy. It'll be ready in about 1-2 weeks. Amy Sebring: Thanks Billy. Amy Sebring: dhastings@abs-group.com Amy Sebring: Thank you very much for being with us today Steve -- we hoped you enjoyed it and I think you are going to be very busy in the month's ahead! Steve Arendt: The Calhoun/Victoria meetings is a perfect example of the level of detail/formality needed to meet the spirit and letter of this law. Unfortunately, they happened too long ago to count! Amy Sebring: Also thanks to Dave Hastings for his assistance. Amy Sebring: Uh oh, Billy, sounds like you are going to be going through it again, but that meeting was one of the first. Amy Sebring: Thanks to all of you who participated today ... Amy Sebring: and especially our pledgers! Amy Sebring: We are also glad to "see" some new faces. You are always welcome. Amy Sebring: Before we go to upcoming events, we would like to acknowledge some new pledges today, Jane Kushma, University of Tennessee, and Charles Werner, National Fire Academy Alumni Association. That brings us up to 66. Amy Sebring: //bell http://www.emforum.org/pledge.wav Thanks Jane and Charles! Amy Sebring: If you have not made a pledge to join us for at least one session per month, please consider doing so and see http://www.emforum.org/eiip/pledge.htm for further info. Amy Sebring: Our October newsletter is posted, and if you are not subscribed to our EIIP or Partner mailing list, you may access from our home page. Amy Sebring: The session originally scheduled for tomorrow, on outreach to minority communities has been postponed until November. Instead, we will have Gerry Hoetmer, Executive Director of the Public Entity Risk Institute (PERI). Amy Sebring: They are having their first Internet Symposium this week, and a new paper is posted each day. See http://www.riskinstitute.org to participate Billy Zwerschke: See you Amy good job. Amy Sebring: Next Tuesday will be out Community & Family Preparedness Round Table, with Kellye Junchaya hosting. Her guest will be Ron Gird of the NOAA/NWS Customer Service Outreach Program. Amy Sebring: Thanks again Dave and Steve, and thank you audience. We will adjourn the session for now, but you are invited to remain for open discussion.