1. 2012 Chesapeake Executive Council Planning Team Powerpoint
Weekly Conference Call info: Dial (866) then Code
Online via Adobe Connect:
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint

2. 2012 Executive Council Meeting Planning Powerpoint
Table of Contents
Executive Council Planning Areas
Slide DC
CBC MD PA VA
EPA/
CBP DE NY WV
Planning
Planning Meeting Schedule 3
Priority Action Items for Today 4
Logistics
Location and Date 5
EC Chair Invitations 6
EC Member Confirmation 7
Content
Theme/Focus Areas
8-9
Agenda 10
Agenda - Annotated
11-12
State of the Program Package 13
Advisory Committee Reports 14
Communications
Media Plan
15-17
Media Schedule/deadlines 18
News Conference – staffing & Qs&As
19-20
Execution
Internal Website/Shared Directory 21
Briefing Materials 22
Meeting Day Logistics – Staffing, Security
23-26
Physical Layouts
27 +
Pending
Past Due
Task Complete
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint

3. Schedule of Meetings for Spring 2012
Monday, April 2 – EC Planning Call, 3-4:30pm
Wednesday, April 11 – MB Meeting/Conf call
Monday, April 16 – EC Planning Call, 3-4:30pm
Monday, April 30 – EC Planning Call, 3-4:30pm
Monday, May 7 – EC Planning Call, 3-4:30pm
TBD – May – PSC Meeting
Monday, May 14 – EC Planning Call, 3:30-4:30pm (Note later time)
Friday, May 18 - Briefing Materials due for EC Meeting
Monday, May 21 – EC Planning Call, 3-4:30pm
TENT/TBD Tuesday, May 29 – EC Planning Call, 3-4:30pm
(TENT) Monday June 4 - EC Meeting
* EC Planning calls every Monday (unless otherwise noted above) from 3-4:30pm per group consensus at mtg on March 19.
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2012 Executive Council Meeting Planning Powerpoint

4. Priority Action Items – Today (4.16.12)
Review/modify proposed Agenda/schedule
Refine (decide on?) the Meeting Theme & Sub-themes
Discuss Messages to support theme
Discuss Activities to support theme
Propose/discuss topics for discussion at EC Lunch
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2012 Executive Council Meeting Planning Powerpoint

5. 2012 Executive Council Meeting Planning Powerpoint
Logistics
Location & Date
Contact: Margaret Enloe
Status
Due Date: ASAP
TENT: Tuesday, June 5, 2012
Location: Lancaster
Penn Square
– 25 S. Queen Street
Lancaster, PA
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint

6. 2012 Executive Council Meeting Planning Powerpoint
Logistics
EC Chair Invitations
Contact: Margaret Enloe
Status
Due Date: May 1
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint

7. 2012 Executive Council Meeting Planning Powerpoint
Logistics
Executive Council Member Confirmation
Confirmed Members
Contact: Margaret Enloe
Availability Confirmed
Unconfirmed Members
Virginia (Robert McDonnell, Governor)
District of Columbia. (Vincent C. Gray, Mayor )
Maryland (Martin O’Malley, Governor)
Bay Commission (Emmet W. Hanger, Jr., Senator)
Delaware (Collin O’Mara, DNREC)
Pennsylvania (Tom Corbett, Governor)
EPA (Lisa Jackson, Administrator )
USDA (Tom Vilsack, Secretary)
West Virginia (Teresa Koon, DEP)
New York (Jim Tierney, DEC)
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint

8. 2012 Executive Council Meeting Planning Powerpoint
Content
Theme/Focus Areas
Contact: Margaret Enloe
Status
Due Date: May 1
Ideas:
“Urban/Ag Working Together”
“Drop by Drop, Step By Step”: Implementing the Plan
Local Governments Taking Action
Water Quality Monitoring: Seeing Results
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2012 Executive Council Meeting Planning Powerpoint

9. 2012 Executive Council Meeting Planning Powerpoint
Content
Supporting Messages/Activities for Theme
Messages:
Activity Ideas to date:
Global Earth – BMP Tracking tool being used by LC-SCD
Visit to green infrastructure site nearby
Tree planting(s)
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2012 Executive Council Meeting Planning Powerpoint

10. 2012 Executive Council Meeting Planning Powerpoint
Content
2011 Agenda - for ref only
Agenda
Contact: Margaret Enloe
Status
At a Glance
10:30-12:20 Morning Session – PUBLIC
12:20-1:40 Lunch - PRIVATE Topics tbd
Concurrent for others: lunch, other activities tbd, etc)
1:40-2:10 Afternoon Session – Activity (tree planting? short tour of gr. Infr project?)
2:15 – 3:15 News conference
(federal support, state actions, local efforts, commitments to assisting with local and individual implementation)
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2012 Executive Council Meeting Planning Powerpoint

11. 2012 Executive Council Meeting Planning Powerpoint
Content
DRAFT – for discussion
Agenda - Annotated
10:30-12:20 Morning Session – PUBLIC (20 EC / 100 guests ttl)
10:15-10:30 EC members arriving
10:40-10:50 Welcome, Agenda, Overview – EC Chair
10:50-11:50 Program Updates – CBP Director / Advisory Committee Chairs
(10:50) State of Program: Program overview (5 min); Report from PSC on Deliverables from Last EC Meeting (5 min); Milestones (10 min); Restoration Indic. (10min)
(11:20) CAC briefing (10 min) – CAC Chair
(11:30) STAC briefing (10 min) – STAC Chair
(11:40) LGAC briefing (10 min) – LGAC Chair
(11:50) Open Discussion between EC and presenters (30 mins)
12:20-1:40 Lunch - PRIVATE (20 people)
12:20 Walk to/transition to lunch, location TBD
12:40 Topic TBD
1:00 Topic TBD
1:25 Briefing on Theme & Press Event 
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2012 Executive Council Meeting Planning Powerpoint

12. 2012 Executive Council Meeting Planning Powerpoint
Content
DRAFT – for discussion
Agenda - Annotated
1:40-2:10 Afternoon Session – Activity
Demonstration of Theme – walking to
1:40 Walk to Activity; stop for photo ops
1:55 Walk to press conference location (if different)
2:15 – 3:15 Press conference (150 people)
2:15-2:20 Welcome by Lancaster Mayor
2:25-2:30 Administrator Lisa Jackson remarks
2:30-2:35 Governor O’Malley remarks
2:35-2:40 Governor McDonnell remarks
2:40-2:45 Senator Hanger remarks
2:45-2:50 Mayor Grey remarks
2:50-2:55 USDA Secretary Vilsack
2:55-3:15 Media Q&A and buffer time
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2012 Executive Council Meeting Planning Powerpoint

13. 2012 Executive Council Meeting Planning Powerpoint
Content
State of the Program Package:
Contact: Margaret Enloe
Status
Due Date: May 18 (Draft by May 9)
/ Milestones Contact: Suzanne Trevena, EPA –
- Restoration Indicators Contact: Carin Bisland, EPA –
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2012 Executive Council Meeting Planning Powerpoint

14. 2012 Executive Council Meeting Planning Powerpoint
Content
Advisory Committee Reports
Contact: Margaret Enloe
Status
Due Date:
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2012 Executive Council Meeting Planning Powerpoint

15. 2012 Executive Council Meeting Planning Powerpoint
Communications
Media Plan
Contact: Margaret Enloe
Status
Due Date:
Components:
Media Advisory
News Release
Media Outlets
Messaging
Communications Workgroup
Partner Leads
Meeting Day Policy
Timeline
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2012 Executive Council Meeting Planning Powerpoint

16. 2012 Executive Council Meeting Planning Powerpoint
Communications
Media Plan
Contact: Margaret Enloe ,
Status
Due Date: May 14
Components:
Media Advisory – For briefing books; to go out May 29
An advisory announcing the Executive Council meeting will go out 6 days in advance. The media advisory will focus on xxxxxxxx. It will also emphasize xxxx. The advisory will include listing of key public figures participating and details on event location and time. Media will be asked to confirm attendance.
Media Outlets
The media advisory and media kit will be sent to the Bay Program Communication Office’s comprehensive list of more than 400 addresses of media outlets in the watershed.
Follow-up phone calls will be made to the key media outlets and regular Bay reporters, including The Associated Press, The Richmond Times-Dispatch, Virginian Pilot, The Daily Press in Norfolk, The Washington Post, The Baltimore Sun, The Capital in Annapolis, Va. radio stations, WAMU (DC), and The Patriot News in Harrisburg.
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint

17. 2012 Executive Council Meeting Planning Powerpoint
Communications
Media Plan
Contact: Margaret Enloe ,
Messaging
The final news release will provide key messaging and language for the overall theme and specific topics of the EC meeting. The other documents in the media kit will also provide key messages. EC members can utilize them to prepare for the news conference and interviews. A short summary of key messages will also be provided prior to the EC meeting.
Communications Workgroup and Partner Leads
All media materials and plans will be reviewed by members of the Chesapeake Bay Program Communications Workgroup and the communications representatives identified by partners for the EC meeting. The purpose of this is to to gain the expert advice of multiple communications professionals representing the full partnership. As appropriate, these individuals will be asked to assist with pre-meeting and meeting-day responsibilities.
Media Kit & Contents
A media kit will be provided via and hard copy on the day of the EC meeting. It will contain:
News release – Similar to above advisory in focus/messaging but extended with more detail and supporting information. To include event agenda, messaging on commitments/accomplishments meeting and quotes from several EC members, especially the chair.
TBD on supporting material
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint

18. 2012 Executive Council Meeting Planning Powerpoint
Communications
Media Schedule
Friday, May 18 - NOON
All briefing materials submitted to CBP; to be uploaded by COB
Week of May 21 (tent)
Briefing of EC Chair
Wednesday, May 23
Media materials to partners for review and approval
Tuesday, May 29
Partner comments / approval of media materials DUE
Tuesday, May 30
Media Advisory distributed
Thursday, May 31
CBP Bay Brief distributed with EC details / Media Materials finalized
Monday, June 4
Deadline for media to confirm attendance
Tuesday, June 5
EC Meeting & Press Event
Notes on Handling of Media:
Media will be invited to the afternoon’s activities– Restoration event & Press Conference only --- Start time: TBD
Media will be able to attend the Executive Council’s morning briefing if this is public
Media check-in: Required. There will be a check-in table at a convenient location TBD.
Press Conference: Media should use the microphone when asking questions and identify themselves and their news organization during the news conference.
Interviews with EC members: Requests to interview specific EC members will be referred to the partner’s communications lead – Margaret Enloe - and take place after the news conference concludes. Time: TBD
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint

19. 2012 Executive Council Meeting Planning Powerpoint
Communications
Media Plan
DRAFT Communications Staffing for Day of EC Meeting:
9 am
Media Advisory reminder
9:45 am
Event Staff meeting
All
All day
Media Sign In
Caitlin Finnerty
10am-12:00 pm
Supervision of Briefing
Margaret Enloe
12:00-1:15
Private meeting/Lunch
1:00 pm
E-media kit, web story posted, ongoing Twitter feed
Alicia Pimental
1:15
Afternoon activity (TBD)
TBD
1:30
Press event
Margaret Enloe / Caitlin Finnerty
2-3
Video/Photo supervisor
Steve Droter 3
EC interviews with media
Margaret Enloe / Tom Wenz
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2012 Executive Council Meeting Planning Powerpoint

20. 2012 Executive Council Meeting Planning Powerpoint
Communications
Qs & As
Contact: Margaret Enloe
Status
Due Date:
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint

21. 2012 Executive Council Meeting Planning Powerpoint
Execution
Internal Website/Shared Directory
Contact: Margaret Enloe ,
Status
Due Date:
Internal website with briefing materials: : 
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2012 Executive Council Meeting Planning Powerpoint

22. 2012 Executive Council Meeting Planning Powerpoint
Execution
Briefing Materials
Contact: Margaret Enloe ,
Status
What
Due for PSC
Due for EC
Responsibility of
LGAC Report
n/a
May 18
Rick Keister
CAC Report
Jessica Blackburn
STAC Report
Matt Johnston
EC Member Bios
May 1
Planning Team memb
State of the Program
May 9
Margaret Enloe
Milestone Updates
Partners, Carin B.
Restoration Indicators
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2012 Executive Council Meeting Planning Powerpoint

23. 2012 Executive Council Meeting Planning Powerpoint
Execution
Meeting Day Logistics
Contact: Lori Mackey, CBPO
(410)
Status
Due Date:
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint

24. 2012 Executive Council Meeting Planning Powerpoint
Execution
Staffing
Contact: Lori Mackey
Status
Due Date:
See next slide
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2012 Executive Council Meeting Planning Powerpoint

25. 2012 Executive Council Meeting Planning Powerpoint
EC Members
Staff Assistant for Lunch
Security Contact
Public Affairs Contact
Lunch (PSC)
Reserved Parking 1 space only
Need Name
Lisa Jackson, Administrator, EPA
Bob Perciasepe, Dept Admin., EPA
Advance Staff:
Martin O’Malley, Governor, - MD
Robert McDonnell - Governor, VA
Vincent C. Gray - Mayor, DC
Tom Corbett -Governor, PA
Senator Emmet Hangar, - Chair, Ches Bay Commission
Jack Markell - Governor, DE
Tom Vilsack – Secretary, USDA
Teresa Koon - WVA
Jim Tierney, Asst Commissioner for Water Resources, DEC - NY
Morning Session:
CAC
LGAC
STAC
Director
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2012 Executive Council Meeting Planning Powerpoint

26. 2012 Executive Council Meeting Planning Powerpoint
Execution
Security & Walkthrough
Contact: Lori Mackey, CBPO
(410)
Status
Due Date:
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint

27. Floorplan & Physical Layout
Contact: Lori Mackey, CBPO
(410)
Status
Due Date: ASAP
November 16, 2018
2012 Executive Council Meeting Planning Powerpoint