**Public Outreach Committee**

**Meeting Minutes**

**Tuesday, August 26, 2008, 5:00 p.m.**

**DOE Information Center**

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+----------------------------+-----------------------------------------+
| **[Members                 | **[Others Present]{.underline}**        |
| Present]{.underline}**     |                                         |
+----------------------------+-----------------------------------------+
| Bill Bass, Vice Chair      | Pete Osborne, ORSSAB support office     |
|                            |                                         |
| Steve Mead                 |                                         |
|                            |                                         |
| Norman Mulvenon            |                                         |
|                            |                                         |
| Kevin Westervelt, Chair    |                                         |
|                            |                                         |
| # Absent                   |                                         |
|                            |                                         |
| Ed Juarez                  |                                         |
|                            |                                         |
| Steve Stow                 |                                         |
+----------------------------+-----------------------------------------+

**[Discussion]{.underline}**

[Work Plans]{.underline} - The committee discussed its FY 2008 work plan
and activities for FY 2009 (Attachments 1 & 2).

[Outreach Ideas from the Annual Retreat]{.underline} - Mr. Westervelt
distributed a list of ideas on how to get ORSSAB better known that had
been generated at the annual planning retreat. The committee discussed
each item and made the following determinations:

+----------------------------------------+-----------------------------+
| **Idea**                               | **Disposition**             |
+----------------------------------------+-----------------------------+
| 1\. Issue a personal invitation to     | -   Staff will call Frank   |
| media representatives or invite them   |     Munger to set up a      |
| to come and speak to the Public        |     meeting with him in his |
| Outreach Committee. Media members to   |     office, preferably for  |
| get personal telephone calls from      |     late afternoon Sept.    |
| ORSSAB members.                        |     23.                     |
|                                        |                             |
|                                        | -   Mr. Westervelt will     |
|                                        |     notify the Executive    |
|                                        |     Committee at their Aug. |
|                                        |     28 meeting, and invite  |
|                                        |     Steve Dixon to          |
|                                        |     participate.            |
|                                        |                             |
|                                        | -   Prepare talking points  |
|                                        |     for the meeting with    |
|                                        |     Munger. Include asking  |
|                                        |     him what he thinks the  |
|                                        |     board should be doing   |
|                                        |     and asking him to speak |
|                                        |     at a board meeting.     |
|                                        |                             |
|                                        | -   Set up a similar        |
|                                        |     meeting with Darryl     |
|                                        |     Richardson or Richard   |
|                                        |     Esposito at the *Oak    |
|                                        |     Ridger* in fall.        |
+----------------------------------------+-----------------------------+
| 2\. Forward ORSSAB recommendations to  | -   Staff will issue        |
| media members to demonstrate that      |     recommendations as news |
| ORSSAB is exercising thoughtful        |     releases on a regular   |
| independence.                          |     basis.                  |
+----------------------------------------+-----------------------------+
| 3\. Reformat ORSSAB Questionnaire.     | -   On the committee's      |
|                                        |     calendar for November.  |
+----------------------------------------+-----------------------------+
| 4\. Have a \"Media Day.\"              | -   Consider in spring.     |
+----------------------------------------+-----------------------------+
| 5\. Increase and diversify community   | -   Staff will generate a   |
| events sponsored by ORSSAB or Public   |     list of possibilities   |
| Outreach committee.                    |     for the committee to    |
|                                        |     consider.               |
+----------------------------------------+-----------------------------+
| 6\. Change name from ORSSAB to         | -   Tabled.                 |
| Citizens Advisory Board, or something  |                             |
| more understandable.                   |                             |
+----------------------------------------+-----------------------------+
| 7\. Increase outreach activities and   | -   Duplicate of #5.        |
| presence to communities outside of     |                             |
| Knox and Anderson.                     |                             |
+----------------------------------------+-----------------------------+
| 8\. Think of ways to simplify          | -   For long-term           |
| terminology and make more user         |     consideration.          |
| friendly -for instance \"Reservation\" |                             |
| has an insider\'s connotation.         |                             |
+----------------------------------------+-----------------------------+
| 9\. During the monthly ORSSAB Board    | -   Mr. Westervelt will     |
| meeting, move the public comment       |     discuss with the        |
| period to a slot preceding the         |     Executive Committee.    |
| presentation.                          |                             |
+----------------------------------------+-----------------------------+
| 10\. Add PSA announcements to the PBS  | -   Has already been done,  |
| station and community cable access     |     but staff will check on |
| channels regarding ORSSAB meetings.    |     when it was and check   |
|                                        |     on submitting notices   |
|                                        |     for 'community          |
|                                        |     calendars.'             |
+----------------------------------------+-----------------------------+
| 11\. Consider speaking before high     | -   Staff will write a      |
| school environmental clubs.            |     letter to area high     |
|                                        |     schools informing them  |
|                                        |     that ORSSAB is          |
|                                        |     available to make       |
|                                        |     presentations to        |
|                                        |     classes and clubs.      |
|                                        |                             |
|                                        | -   Staff will generate a   |
|                                        |     list of area high       |
|                                        |     schools.                |
|                                        |                             |
|                                        | -   The committee will      |
|                                        |     sequence the list for   |
|                                        |     transmittal of the      |
|                                        |     letter to 5--6 schools  |
|                                        |     at a time.              |
+----------------------------------------+-----------------------------+
| 12\. Bring a friend to committee or    | -   For long-term           |
| monthly board meetings.                |     consideration.          |
+----------------------------------------+-----------------------------+
| 13\. Invite a few different people     | -   For long-term           |
| each month to the Board meeting.       |     consideration.          |
+----------------------------------------+-----------------------------+
| 14\. Each committee should recruit     | -   Ask DOE to send a       |
| some members who are not ORSSAB full   |     letter to applicants    |
| board members. This would include      |     who have not been       |
| individuals who apply to the Board,    |     seated on the board     |
| and are not accepted on their first    |     yet, inviting them to   |
| try.                                   |     join ORSSAB committees. |
|                                        |     The letter should       |
|                                        |     include a listing of    |
|                                        |     the committee meeting   |
|                                        |     dates and the           |
|                                        |     committees' mission     |
|                                        |     statements.             |
+----------------------------------------+-----------------------------+
| 15\. DOE should actively participate   | -   See #14.                |
| in the promotion of the Board using    |                             |
| their time, talent, and resources.     |                             |
+----------------------------------------+-----------------------------+
| 16\. Move several ORSSAB monthly       | -   The Executive Committee |
| meetings to off-site locations.        |     is taking action.       |
+----------------------------------------+-----------------------------+
| 17\. Set a goal to improve our stature | -   Duplicate of #1.        |
| among the dominant media outlet in the |                             |
| region, the Knoxville News-Sentinel.   |                             |
+----------------------------------------+-----------------------------+
| 18\. Look for less expensive ways to   | -   For long-term           |
| advertise -for instance free or weekly |     consideration.          |
| community newspapers and outlets.      |                             |
+----------------------------------------+-----------------------------+

[FY 2009 Officers]{.underline} - Mr. Westervelt was reelected chair, and
Mr. Bass was reelected vice chair.

[Six-Month Planning Calendar]{.underline} - The committee reviewed the
calendar (Attachment 3). Mr. Bass said he had contacted Minna Andriulli
at the Roane County Emergency Plan Committee and that she said ORSSAB
had been added to their list of potential presenters. Mr. Mulvenon
reported that the DOE Emergency Management Forum has been canceled.

[PowerPoint Presentation]{.underline} - The committee discussed comments
on the public outreach PowerPoint presentation supplied by Steve Stow
(Attachment 4) but postponed further discussion until September.

[Chairs Meeting Presentation]{.underline} - Mr. Osborne distributed a
draft of the ORSSAB presentation on annual reports, recruitment, and
surveys that had been prepared for the EM SSAB chairs meeting to be held
September 16--17 in Washington, D.C. (Attachment 5). He offered to email
it to members, and Mr. Westervelt asked that members respond with
comments by September 5.

[Advocate Newsletter]{.underline} - The committee reviewed the October
Advocate editorial plan and schedule (Attachment 6). Mr. Westervelt
suggested adding an article on the status of the Building 3019 project.
Mr. Osborne noted that the next issue will include a feature on the
other SSABs in the DOE complex, highlighting the formation of a new SSAB
at Portsmouth. Mr. Bass suggested that it include a discussion of the
unique complexity of the cleanup challenge in Oak Ridge compared to
other sites.

**[Action Items]{.underline}**

*Closed*

1\. Mr. Westervelt will notify the Executive Committee at their Aug. 28
meeting of the Munger meeting, and invite Steve Dixon to participate.

2\. Mr. Westervelt will discuss with the Executive Committee the ideas
of moving the public comment period to a slot preceding the
presentation.

*Open*

1\. Staff will call Frank Munger to set up a meeting with him in his
office, preferably for late afternoon September 23.

2\. Prepare talking points for the meeting with Munger. Include asking
him what he thinks the board should be doing and asking him to speak at
a board meeting.

3\. Staff will issue recommendations as news releases on a regular
basis.

4\. Staff will generate a list of community events for the committee to
consider participating in.

5\. Staff will check on when PSA announcements were sent to the PBS
station and community cable access channels and check on submitting
notices for 'community calendars.'

6\. Staff will write a letter to area high schools informing them that
ORSSAB is available to make presentations to classes and clubs.

7\. Staff will generate a list of area high schools.

8\. The committee will sequence the list for transmittal of the letter
to 5--6 schools at a time.

9\. The committee will ask DOE to send a letter to applicants who have
not been seated on the board yet, inviting them to join ORSSAB
committees. The letter should include a listing of the committee meeting
dates and the committees' mission statements.

10\. Committee members will supply comments on the chairs meeting
presentation by September 5.

11\. Staff will add an article to the October Advocate on the status of
the Building 3019 project.

The meeting adjourned at 6:05 p.m.

**[Next Meeting]{.underline}**

Tuesday, September 23, 5:00 p.m. The meeting will be held as a
conference with Frank Munger.

Attachments (6). Available upon request from the ORSSAB support office.

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