Action Plan SR-12:
Distribution of
Informational Materials
SR-12
Distribution of Informational Materials
OBJECTIVES
1.
To develop and implement a well-coordinated, cohesive campaign for distribution of educational materials
about BTES issues and CCMP actions in estuary businesses and public points of interest.
2.
To provide citizens, businesses, organizations and agencies with current, meaningful information about BTES
issues and CCMP actions.
DESCRIPTION
This action will involve a massive, targeted distribution of printed, audio and visual information to educate and
influence estuary citizens about BTES and CCMP actions. The distribution campaign will be coordinated to reach
local, state and national target audiences in an appropriate manner, with interesting, credible materials.
This action will:
1.
2.
3.
4.
Provide businesses and public points-of-interest with displays of BTES materials in a planned, coordinated
manner. The goal is to have estuary displays in as many "highly trafficked" businesses and public points-ofinterest as possible throughout the BTES.
Continue distribution of the BTES news bulletin to update stakeholders on science, economic and public
involvement activities.
Coordinate with educators, media contacts, relevant civic organizations and special interest groups to distribute
specific and general information to public.
Develop a well-coordinated system within the Program Office to respond to and keep accurate accounts of
requests for information.
BACKGROUND/MAJOR ISSUES
There are many local, state and national publics who must be made aware of and concerned about BTES problems in
order to build broad support for CCMP actions. Distributing meaningful, up-to-date technical information to these
publics can provide the education needed to make informed decisions. However, the manner of information delivery
is critical to creating the required response. Targeted audiences are more responsive when information comes to
them in a manner they respect and are familiar with. In addition to conveying the BTES message through the media
(see Action Plan SR-9, Media Support), information must be made readily available and easily accessible.
Throughout the distribution campaign, information must appear and be provided where the people live, work,
recreate and visit in ways that relate to public needs. This kind of dissemination is essential in order to gain
recognition for the BTES as a nationally significant area of the country.
BENEFITS
A massive, targeted informational campaign will create positive public attitudes towards BTES issues, and in turn,
increase citizen involvement in furthering CCMP goals. In addition, businesses and public points-of-interest will
lend credibility to the importance of estuarine management issues. By participating in this program, business
organizations and agencies will be able to become directly involved in supporting and furthering the CCMP goals.
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CCMP Part Three - The Technical Supplement:
Barataria-Terrebonne Action Plans
Implementing this plan supports three BTNEP goals for the future: Create an accessible, comprehensive data base
with interpreted information for the public; Implement comprehensive education and awareness programs that
enhance public involvement; and Create regional pride and long-term stewardship.
IMPLEMENTATION SCHEDULE
Short-term plans for this action are:
S 1.00
Create database to track and evaluate dissemination campaign including quantities of materials distributed,
formats of information distributed, dissemination methods corresponding to each target audience, dates and
locations.
S 2.00 Produce small displays of information.
S 3.00 Request all management conference members to use displays and distribute materials at their respective
business, organization or agency.
S 4.00 Determine local businesses, local and state tourist offices, libraries, parks, etc. to take part in program.
Contact and coordinate program for each location.
S 5.00 Contact and coordinate with economic councils, chambers of commerce, etc., to develop a distribution
program with their business members.
S 6.00 At speaking engagements, ask volunteers to participate in the program. (see Action Plan SR-10, Speakers
Bureau).
S 7.00 Decide with each distribution point an appropriate display and amount of materials for the location. Use
businesses' existing displays where possible and supply with materials.
S 8.00 Deliver displays and materials to locations quickly and follow up with contacts.
S 9.00 Regularly, quarterly or bi-monthly as needed, coordinate with distribution points to replenish materials,
determine effectiveness of displays, amount of information distributed, types of citizens that frequent the
locations, etc., and prepare project reports. Change displays as needed for effectiveness. Keep accurate
records of dates, locations and amounts of materials, so that a regular distribution schedule can be
developed.
S 10.00 The Program Office staff will work with the Regional Education Center to disseminate information to
teachers (see Action Plans SR-15 through 18). They will develop ways to respond effectively to requests for
information. On a state and national basis, the staff will work closely with media contacts as well as other
estuary programs (see Action Plan SR-10).
S 11.00 Continue publication and distribution of a quarterly news bulletin.
S 12.00 Work to expand the mailing list of this important information-sharing mechanism.
LEAD AND SUPPORT IMPLEMENTORS
Lead implementors for this action will be the Program Office, individual Barataria-Terrebonne Management
Conference (BTMC) members, and consultants when necessary.
Support implementors will include volunteer businesses, agencies, chambers of commerce, economic councils,
tourism offices, and other public points-of-interest at the local and state level. At the national level, agreements will
be developed with appropriate federal agencies, nonprofit organizations and special interest groups to distribute,
display and use BTES informational materials.
COSTS AND ECONOMIC CONSIDERATIONS
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Action Plan SR-12:
Distribution of
Informational Materials
Table SR12-1 provides estimated costs for short- and medium term activities specified in this plan. It includes lead
agencies and costs for short- and medium-term activities. Costs are broken down into those considered “new” (a
direct product of CCMP recommendations) and “existing” (where plans coincide with existing
responsibilities/activities). Acceptance of this plan by the agencies or entities listed as lead or support implementors
does not commit that agency or entity to implement the plan. At a later date, parties identified as potential plan
implementors will work with the Program Office, the BTMC and other plan implementors to formalize all
commitments concerning implementation.
Table SR12-1. Estimated Costs.
ACTION DESCRIPTOR
LEAD
EXISTING/ SUBSUME
_NEW
SR-12
SR-12S1.00
SR-12S2.00
SR-12S2.01
SR-12S2.02
SR-12S2.03
SR-12S2.04
SR-12S2.05
SR-12S2.06
SR-12S2.07
SR-12S2.08
SR-12S3.00
SR-12S4.00
SR-12S5.00
Y1 COSTS
(Short
Term)
$15,015
create database
distribution through displays
small displays
request for use
determine other participation
business distribution program
speaking engagements vols.
decision re display
deliver displays
coordination
info to teachers
quarterly newsletter
expand mailing list
BTPO-S2
$808
E
E
E
E
E
E
E
E
E
E
E
E
BTPO-S2
BTPO-S2
BTPO-S2
BTPO
BTMC
BTPO-S2
BTPO-S2
BTMC
BTPO-S2
SR-11S11.00
$485
$808
$808
SR-10S6.00
$808
$3,877
$1,938
SR-9S1.00
$5,000
$485
Y2-5 AVG
COSTS/YR
(Medium
Term)
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
FUNDING STRATEGY
Total Funding Necessary (Years 1-5):
$15,000
Total Funding Existing (Years 1-5): $15,000
Total New Funding Necessary (Years 1-5): $0
Summary of funding strategy: Existing funding for this action plan for the next five years has been identified and
will come from department budgets, grants, and volunteer time. No new funding source is required.
EVALUATION METHODS
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CCMP Part Three - The Technical Supplement:
Barataria-Terrebonne Action Plans
The following monitoring strategies are intended to serve as a statement of the most comprehensive and effective
mechanisms to assess the effectiveness of projects implemented under the action plans. These strategies should only
be used as a guide, not as a requirement. It must be recognized that the monitoring strategies outlined here will be
expensive to implement and that, because all levels of government and much of the private sector currently have
severe funding restraints, they may not be affordable without modification. It must also be recognized that these
strategies are not intended to suggest that regulatory agencies require a higher level of monitoring by permit
applicants than is currently required. The monitoring strategies outlined here do not override or replace project
monitoring that would be done by an agency related to specific agency-sponsored projects.
Components of Plan
The essence of SR-12 is the development of method(s) for distributing informational and educational materials with
the following sub components:
1. Database of distribution
2. Public displays.
Interrelationships Among Components
Action plans SR-10 and SR-11 call for development and distribution of materials developed. This action plan
establishes a mechanism for distribution of informational and educational materials developed by the BTMC. This
is consistent with the concept of informed citizenry therefore, enhancing public participation.
Documentation of Plan Implementation and Success
The following criteria will be used to determine if plan implementations steps and project success were
accomplished:
Objective 1.
1. Document plan development through records of meetings, minutes, memos, or other evidence that such planning
took place.
2. Document the establishment of a database with information relative to distribution such as points of
distributions, quantities distributed, target audiences, dates, etc. This can be done through printed reports based
on querying the database or examining the system at its location.
3. Document the number and location of public displays.
Objective 2.
1. Document frequency of restocking.
2. Document that a periodic review occurs of the information for purposes of updating the materials.
3. Document growth in newsletter mailing list.
4. Document the number of information requests.
5. Document the receiving and distribution of educational materials.
6. Document the number of media mentions.
Methods
1. Measure accomplishments against time frame established in the CCMP.
2. The BTMC shall develop a self-evaluation of their information strategy program and provide this
information to the monitor.
3. The BTMC shall provide the monitor with access to the database for verification of its development.
4. The BTMC shall provide the monitor with the newsletter mailing list.
5. The monitor shall verify that people are receiving the newsletter.
4
Action Plan SR-12:
Distribution of
Informational Materials
6.
The BTMC shall provide the monitor with data regarding information requests and the names of people making
those requests.
7. The monitor shall verify that people did make such requests and received information.
8. The monitor will visit distribution sites and verify their existence.
9. The monitor will verify that material is updated regularly by sample materials from the distribution points and
data supplied by the BTMC such as older versions of materials and new generation materials.
10. The monitor will interview Directors of Louisiana Dept. of Education Regional Service Centers within the basin
to verify receiving and distribution off educational materials.
11. The BTMC will supply the monitor with data relative to the number of media mentions.
Cost estimates
Year 1 $ 2,000
Year 2 $ 2,000
Year 3 $ 2,000
Year 4 $ 2,000
Year 5 $ 2,000
Total
$10,000
Recommendations and Feedback to Program/Implementor
1. The BTMC shall develop a self-evaluation procedure to determine the effectiveness of the information
distribution strategy.
2. The BTMC will be responsible for archiving all products of this action plan and making them available to the
monitor.
3. The monitor will independently collect archival information to verify the BTMC data.
Quality Assurance/Quality Control
Objective of monitoring
1. To ensure the development of a strategy for distribution of informational and educational materials.
2. To ensure that public distribution points are established.
3. To ensure materials are updated.
4. To ensure materials are kept stocked.
5. To ensure LDOE Regional Service Centers receive and distribute educational materials.
6. To ensure people on the newsletter mailing list and people who request information receive such
information.
Identification of monitor
1. A Third Party, who can be reasonably impartial, but who is knowledgeable about the basin and the CCMP,
should be employed.
2. The BTMC shall develop a self-evaluation of their information strategy program and provide this
information to the monitor.
3. The monitor should be familiar with information technology, public relations, and survey procedures.
Data collection
1. A Third Party, who can be reasonably impartial, but who is knowledgeable about the basin and the CCMP,
should be employed to collect data as outlined in Methods.
2. The BTMC shall report on the information strategy development as outlined in Methods.
Data evaluation
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CCMP Part Three - The Technical Supplement:
Barataria-Terrebonne Action Plans
1.
2.
The BTMC shall develop a procedure for reviewing data that will inform the council about its
information/education/message strategy.
The monitor must show evidence of validity and reliability of data collected.
Review of monitoring documents
1. BTMC shall review draft reports from the monitor on a semiannual (twice per year) basis.
2. The monitor shall present the semiannual report to the BTMC.
Presentation of problems and proposed actions
The monitoring document shall identify the causes of problems observed during the reporting period, describing the
short- and long-term consequences of these problems, recommend action to address the problems, and identify
possible parties to implement these actions. The monitoring document shall also propose a schedule for
accomplishing the recommendations.
Schedule
A semiannual report shall be prepared for the BTMC. The monitoring reports should be called a mid-year report and
end-of-year report. The end-of-year report will also be written as an annual report.
SR - 12 Distribution of Informational Materials
EVALUATION METHODS
Components of Plan
The essence of SR-12 is the development of method(s) for distributing informational and educational materials with
the following sub components:
• Database of distribution
• Public displays.
Interrelationships Among Components
Action plans SR-10 and SR-11 call for development and distribution of materials developed. This action plan
establishes a mechanism for distribution of informational and educational materials developed by the BTMC. This
is consistent with the concept of informed citizenry therefore, enhancing public participation.
Documentation of Plan Implementation and Success
The following criteria will be used to determine if plan implementations steps and project success were
accomplished:
Objective 1.
•
Document plan development through records of meetings, minutes, memos, or other evidence that such
planning took place.
•
Document the establishment of a database with information relative to distribution such as points of
distributions, quantities distributed, target audiences, dates, etc. This can be done through printed reports
based on querying the database or examining the system at its location.
•
Document the number and location of public displays.
Objective 2.
• Document frequency of restocking.
• Document that a periodic review occurs of the information for purposes of updating the materials.
• Document growth in newsletter mailing list.
• Document the number of information requests.
• Document the receiving and distribution of educational materials.
6
Action Plan SR-12:
Distribution of
Informational Materials
•
Document the number of media mentions.
Methods
• Measure accomplishments against time frame established in the CCMP.
•
The BTMC shall develop a self-evaluation of their information strategy program and provide this
information to the monitor.
• The BTMC shall provide the monitor with access to the database for verification of its development.
• The BTMC shall provide the monitor with the newsletter mailing list.
• The monitor shall verify that people are receiving the newsletter.
•
The BTMC shall provide the monitor with data regarding information requests and the names of
people
making those requests.
• The monitor shall verify that people did make such requests and received information.
• The monitor will visit distribution sites and verify their existence.
•
The monitor will verify that material is updated regularly by sample materials from the distribution points
and data supplied by the BTMC such as older versions of materials and new generation materials.
•
The monitor will interview Directors of Louisiana Dept. of Education Regional Service Centers within
the basin to verify receiving and distribution off educational materials.
• The BTMC will supply the monitor with data relative to the number of media mentions.
Cost estimates
Year 1
Year 2
Year 3
Year 4
Year 5
Total
$ 2,000
$ 2,000
$ 2,000
$ 2,000
$ 2,000
$10,000
Recommendations and Feedback to Program/Implementor
•
The BTMC shall develop a self-evaluation procedure to determine the effectiveness of the information
distribution strategy.
•
The BTMC will be responsible for archiving all products of this action plan and making them
available
to the monitor.
• The monitor will independently collect archival information to verify the BTMC data.
QA/QC
Objective of monitoring
• To ensure the development of a strategy for distribution of informational and educational materials.
• To ensure that public distribution points are established.
• To ensure materials are updated.
• To ensure materials are kept stocked.
• To ensure LDOE Regional Service Centers receive and distribute educational materials.
•
To ensure people on the newsletter mailing list and people who request information receive such
information.
Identification of monitor
•
A Third Party, who can be reasonably impartial, but who is knowledgeable about the basin and the
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CCMP,
CCMP Part Three - The Technical Supplement:
Barataria-Terrebonne Action Plans
•
•
should be employed.
The BTMC shall develop a self-evaluation of their information strategy program and provide this
information to the monitor.
The monitor should be familiar with information technology, public relations, and survey procedures.
Data collection
•
A Third Party, who can be reasonably impartial, but who is knowledgeable about the basin and the
should be employed to collect data as outlined in Methods.
• The BTMC shall report on the information strategy development as outlined in Methods.
CCMP,
Data evaluation
•
The BTMC shall develop a procedure for reviewing data that will inform the council about its
information/education/message strategy.
• The monitor must show evidence of validity and reliability of data collected.
Review of monitoring documents
• BTMC shall review draft reports from the monitor on a semiannual (twice per year) basis.
• The monitor shall present the semiannual report to the BTMC.
Presentation of problems and proposed actions
The monitoring document shall identify the causes of problems observed during the reporting period, describing the
short- and long-term consequences of these problems, recommend action to address the problems, and identify
possible parties to implement these actions. The monitoring document shall also propose a schedule for
accomplishing the recommendations.
Schedule
A semiannual report shall be prepared for the BTMC. The monitoring reports should be called a mid-year report and
end-of-year report. The end-of-year report will also be written as an annual report.
8