1. 2013 Chesapeake Executive Council Planning Team Powerpoint
Conference Call info: Conference Code:
Online via Adobe Connect: epa.connectsolutions.com/communications
EC Meeting PRIVATE/Briefing page:
EC Meeting PUBLIC page: Live! Will be the press release on the day of the meeting:
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

2. Schedule of Meetings for 2013
Every other Wednesday, 3-4pm
Sept. 4, 18
Oct 2, 16, 30
Weekly on Wednesdays, 3-4pm (until EC Meets)
Nov. 6, 13, 20, 26
Dec. 4, 10
Dec. 18 (debrief)
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

3. Priority Action Items – Today (12/10/13)
REVIEW!
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

4. 2013 Executive Council Meeting Planning Powerpoint
Table of Contents
Executive Council Planning Areas
CBP
Adv Com DC
CBC MD PA VA
EPA DE NY WV
Planning
Planning Meeting Schedule
Priority Action Items for Today
Logistics
Location and Date
EC Chair Invitations
EC Member Confirmation
Content
Theme/Focus Areas
Agenda
Agenda - Annotated
State of the Program Package
Advisory Committee Reports
Communications
Media Plan
Media Schedule/deadlines
News Conference – staffing
Execution
Internal Website/Shared Directory
Briefing Materials (bios)
Meeting Day Logistics – Staffing, Security
Physical Layouts
Pending
Past Due
Task Complete
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

5. 2013 Executive Council Meeting Planning Powerpoint
Logistics
Contact: Margaret Enloe
Location & Date
Arboretum
Security Contact
Lt Dawn Osborne
Status
U.S. National Arboretum – Washington DC Dec 12, 2013
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

6. 2012 Executive Council Meeting Planning Powerpoint
New York Ave
Bladensburg Rd
24th Street NE
Parking
R Street
Entrance gate
Big Sign – “Arboretum”
November 18, 2018
2012 Executive Council Meeting Planning Powerpoint
Visitor Center

7. Visitors Center layout
Parking
Sidewalk
Entrance
EC Breakfast
Restrooms
Arboretum Offices
Visitors Center Lobby
Circle drive for drop off
Construction Area
kitchen
Visitors Center layout
Press conf.
November 18, 2018
2012 Executive Council Meeting Planning Powerpoint

8. 2013 Executive Council Meeting Planning Powerpoint
Logistics
Executive Council Member Confirmation
Confirmed Members
Contact: Margaret Enloe
Availability Confirmed
Unconfirmed Members
CAC Chair
LGAC Chair (Dave Dunmyer)
STAC Chair
DC Vincent Gray, Mayor (EC Chair)
MD Martin O’Malley, Governor
CBC Delegate Maggie McIntosh, Chair
VA Bob McDonnell, Governor (Doug Domenech, Sec. of Natural Resources)
PA Tom Corbett, Governor (Andy Zemba, Director, DEP)
EPA Gina McCarthy, Administrator (Bob Perciasepe, Dep. Admin., EPA)
DE Jack Markell, Governor (Ed Kee & Collin O’Mara, Secs. DNREC)
WV Earl Ray Tomblin, Governor (Teresa Koon, Asst. Dir., DEP)
NY Andrew Cuomo, Governor (Kylah Hynes, Assoc. Dir. for Federal Policy, Gov ofc)
USDA Tom Vilsack, Secretary (Ann Mills, Dep. Under Sec., USDA)
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

9. 2013 Executive Council Meeting Planning Powerpoint
Logistics
Contact: Margaret Enloe
EC Chair Invitations
Status
Sent
Each will be posted on the briefing book page for EC member access.
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

10. Recognizing Our History; Planning for Our Future
Content
Contact: Margaret Enloe
Theme/Focus Areas
Status
Due Date: Aug 15
Recognizing Our History;
Planning for Our Future
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

11. 2013 Executive Council Meeting Planning Powerpoint
Content
EC Agenda
Contact: Margaret Enloe
Status
At a Glance
EC Event 9:45a.m. – 12:45 p.m.
9:45-10:00am EC members arrive, get settled
10am-12noon PRIVATE Breakfast (Agreement focused)
12:00-12:45pm News conference
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

12. 2013 Executive Council Meeting
Meeting Agenda - Annotated
9: EC members arriving; get breakfast and take seats
10-12 Private Breakfast
10 – 10: Welcome, Agenda, 30yr Reflections – Chair (Mayor Gray, DC)
10:10-10:15 Showing of Video PSA – Margaret Enloe
10:15-10:55 Briefings on draft Chesapeake Watershed Agreement
10:15-10:25 Agreement Overview – Nick DiPasquale :25-10:55 Advisory Committee comments on Agreement (5 min + 5 min q&a ea.) Citizens Advisory Committee (CAC) – John Dawes Scientific, Technical Advisory Committee (STAC) – Kirk Havens Local Government Advisory Committee (LGAC) – David Dunmyer
10:55-11:45 EC Agreement discussion & vote on Chair for 2014
11:45-11:55 Press conference prep/group photo – Margaret Enloe
11: Move to press conference
Suggestion to be made to shift times forward/later so that a “stage setting” CBP video can be shown at beginning of meeting. Morning session to end at 12:00.
November 18, 2018
2013 Executive Council Meeting

13. 2013 Executive Council Meeting Planning Powerpoint
Meeting Agenda – Annotated (contd)
Press Conference
12:00 – 12:45 Press Conference
12:00-12:05 Welcome by Dr. Colien Heffernan, Director, National Arboretum
12:05-12:10 Mayor Gray remarks :10-12:15 Mayor Gray announces election of new EC Chair :15-12:20 Governor O’Malley remarks :20-12:25 Chair McIntosh remarks
12:25-12:30 Bob Perciasepe remarks
12:30-12:45 Media Q&A
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

14. Buffet Breakfast – Menu: TBD
Logistics / Set up
To patio
Windows to garden
Buffet Breakfast – Menu: TBD
Breakfast (10am-12noon)
Visitor Center Classroom
Entry from HALL
+1 EPA
EPA PA
PA +1 WV DE
DE +1
CBC +1
CBC VA
VA +1 NY
NY +1
USDA
USDA +1
DC DC MD MD +1
Checklist:
Arboretum to provide:
All tables & chairs needed to:
seat 19 ppl at EC table,
offer buffet
side table for 3ppl
CBP to provide:
Buffet breakfast & beverages for EC
Linens, place settings, etc.
EC Table
Inset Counter
podium
3 Chairs – DiP.,
Bisland, Enloe
6 Chairs for AC
screen

15. No chairs; t.v. media section
Logistics / Set up
Extra exit
News Conference 12 – 12: 45pm
Visitor Center Conf Room (Open to the Public)
Checklist:
Arboretum to provide:
Wireless internet
Podium
Electricity
Chairs (75)
6ft tables (4) with chairs (5)/table
will use lobby counter for press regist. & materials
CBP to provide:
Flags
Logo
Sound system
Table Mics
Mult box
Water pitchers & glasses (10)
Table linens
Name plates
Flags
Flags
USDA DE PA VA CBC
DC MD EPA NY WV
Podium w/mic &
Speaker
CBP Logo
&
MULT BOX
2 - 6ft tables w/ 5 chairs
and water
2 – mics
2 – 6ft tables w/ 5 chairs
and water
2 – mics
Timeline banners
35 Chairs
~28 Chairs
Aisle
No chairs; t.v. media section
Press
Entry

16. 2013 Executive Council Meeting Planning Powerpoint
Hotels near Arboretum
Fairfield Inn & Suites Washington, DC/New York Avenue
2305 New York Ave NE, Washington
(800) ‎ · marriott.com
Holiday Inn Express Hotel & Suites Washington DC
1917 Bladensburg Rd NE, Washington
(202) ‎ · hiexpress.com
Days Inn Washington DC/Gateway
2700 New York Ave NE, Washington
(202) ‎ · daysinn.com
Courtyard by Marriott, Washington, DC/U.S. Capitol
1325 2nd Street NE, Washington
(202) marriott.com‎
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

17. 2013 Executive Council Meeting Planning Powerpoint
Execution
Briefing Materials
Status
What
Due for PSC
Due for EC
Responsibility of
LGAC Report
n/a
Nov 14
Mary Gattis
CAC Report
Jessica Blackburn
STAC Report
Natalie Gardner
EC Member Bios
Oct 30
Planning Team memb (need NY)
State of the Program
Oct 20
Nov 26
Margaret Enloe
CBW’shed Agreement
Partners, Carin B.
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

18. 2013 Executive Council Meeting Planning Powerpoint
Communications
Media Planning
Contact: Margaret Enloe
Status
Components:
Media Advisory – sent out
News Release – finalized
Media Outlets
Messaging
Communications Workgroup – updated Thurs, Dec 5
Partner Leads
Timeline
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

19. 2013 Executive Council Meeting Planning Powerpoint
Communications
Media Plan
Contact: Margaret Enloe ,
Status
Due Date: Dec 5/9
Components:
Media Advisory – Dec 5(informal) AND Dec 9(formal)
There will be two advance notices to media announcing the EC Meeting. The 1st will be an unofficial notice; the 2nd formal advisory will go out first thing Dec 9. The media advisory will focus on the theme of CBP 30 year history, planning for future, and expected EC Chair announcement. 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
Advisory & E-versions of Media Kit to:
400 media outlets on Communication Office’s comprehensive list of media in the watershed select pitches/phone calls:
- The Associated Press, The Richmond Times-Dispatch, Virginian Pilot, The Daily Press in Norfolk, The Washington Post, The Baltimore Sun, The Capital in Annapolis, DC radio stations.
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

20. 2012 Executive Council Meeting Planning Powerpoint
Communications
Media Plan
Contact: Margaret Enloe ,
Components:
News Release & Media “kit” – Dec 12 – 12:00pm
Embargoed copy: Wednesday, December 11
Final copy: Dec. 12 at 12:00pm – at start of EC press event, after new Chair announced.
Messages:
Recognizing CBP Progress and partnership over last 30 years
Planning for the Future of Bay restoration science/efforts
Announcement of new EC Chair
Media Outlets – same as those who rec’d advisory
November 18, 2018
2012 Executive Council Meeting Planning Powerpoint

21. 2013 Executive Council Meeting Planning Powerpoint
Communications
Media Plan
Contact: Margaret Enloe ,
Messaging
The news release will provide key messaging and language for the overall theme and specific topics of the EC meeting.: Recognizing 30 Year History, Planning for the Future, New EC Chair
The other documents in the media kit will support meeting (agenda, agreement backgrounder, Arboretum materials). A short summary of key messages on 30 year history is available for EC briefing books at the webpage:
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 gain the expert advice of multiple communications professionals representing the full partnership.
Media Kit & Contents
A media kit will be provided via and hard copy on the day of the EC meeting. It will contain:
Contents: News release, Agreement backgrounder, Arboretum materials
November 18, 2018
2013 Executive Council Meeting Planning Powerpoint

22. 2013 Executive Council Meeting Planning Powerpoint
Communications
DEADLINES/DUE DATES
Thur., Dec 5
Remaining FINAL EC Memb/rep bios submitted by COB –
Thurs. Dec 5
All Security contacts to Lori Mackey –
Wed. Dec 4
Media materials to partners for review and approval
Thur, Dec 5 (reminder Mon Dec 9)
Early notice to Media / Formal Media Advisory
???
Briefing of EC Chair (Mayor Gray)
Thurs. Dec 5 (noon)
Mon. Dec 9 (COB)
Approval of media advisory
Approval of all other media materials (News Release)
Thurs – Dec 5 (4pm)
CBP Bay Brief distributed with EC info
Mon Dec 9
Reminder - media advisory
Wed Dec 11
Deadline: media to confirm attendance; Logistics team setting up at Arboretum
Event day
ECBreakfast & Press Event – staff on site by 8a.m.
Notes on Handling of Media:
Media will be invited to Press Conference only --- Start time: 12:30pm
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 18, 2018
2013 Executive Council Meeting Planning Powerpoint

23. *USDA needs to bring their flag, pole, topper.
EC Members
Security Contact
Public Affairs Contact
+1 (at breakfast)
+2 OR Notes
DC (CHAIR) - Vincent Gray – Mayor
None
Donna Henry c) O)
Sheila Besse Assoc. Dir., Water Protection Div, DDOE
CBC – Del. (MD) Maggie McIntosh, Chair
Bevin Buchheister, ;
Ann Swanson, Executive Director of CBC, Cell:
Nothing special,
Bevin Bucheister
DE – Collin O’Mara, Sec., DNREC
Carol Riggs,
Ed Kee, Secretary, DE Dept of Agriculture
Jennifer Walls, DE DNREC
EPA – Bob Perciasepe, Deputy Admin Advance Staff: none
Andra Belknap
Shawn Garvin, Region 3 Admin.
Jeff Corbin, Spec. Advisor
MD - Martin O’Malley, Gov.
Dave Lewis ; Kevin Roby
Darlene Pisani, DNR
Bob Summers, Secretary, MD Dept. of Environment
Ashely Valis, Gov’s offc
NY – Kylah Hynes,
Assoc.Dir. for Federal Policy, D.C. Office of Gov. Cuomo
Ben Sears
PA – Andy Zemba, Director, DEP
Eric Shirk, Dir. Of Communications;
Pat Buckley, CBP Coordinator, PA-DEP
VA – Doug Domenech, VA-Sec. Of Natural Resrcs
Taylor Keeney
Anthony Moore
WV – Teresa Koon, Asst Dir, NonPoint Source Prog., DEP
Tom Aluise, Acting Chief Communications Officer ; ext 1338
none
USDA – Ann Mills, Dept. Under Sec.
Richard Simms
*USDA needs to bring their flag, pole, topper.
No +2
Arboretum
Lt Dawn Osborne,