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Many Voices Working for the Community

Oak Ridge
Site Specific Advisory Board

Approved August 12, 2000, Meeting Minutes
The Oak Ridge Site Specific Advisory Board (ORSSAB) held its annual planning retreat on Saturday, August 12, 2000, at the Best Western Valley View Lodge, Townsend, Tennessee, beginning at 8:00 a.m. The meeting agenda is included as Attachment 1 to these minutes.

Members Present
Jake Alexander
Jeff Cange
Mary Lynn Fletcher, Secretary
Luther Gibson, Jr., Chair
Tami Hamby
Avalon Mansfield1
David Mosby
Bill Pardue
Pat Rush
Peery Shaffer
Lorene Sigal
Coralie Staley
Scott Vowell
Charles Washington

Members Absent
Shane Bellis1
Steve Kopp
Steve Lewis
Demetra Nelson, Vice Chair
Darrell Srdoc
Rikki Traylor

1Student representative

Deputy Designated Federal Official and Ex-Officios Present
Rod Nelson, DOE-Oak Ridge Offices (DOE-ORO)
Dave Adler, DOE-ORO

Others Present
Sheree Black, SSAB support office
Barbara Brower, DOE-ORO
Chuck Jenkins, Bechtel Jacobs Company
Lori McCartney, Bechtel Jacobs Company
Pete Osborne, SSAB support office
John Patterson, Bechtel Jacobs Company
Ralph Skinner, DOE-ORO

No members of the public attended the meeting.

General Discussion
Lori McCartney, meeting facilitator, gave a presentation on conducting effective meetings (Attachment 2). The Board then discussed committee structure, membership, and proposed tasks for Fiscal Year (FY) 2001 (Attachments 3–7). A summary of the results from the FY 2001 stakeholder survey (Attachment 8) was distributed to members for use in determining stakeholder interests.

In discussion of committee structure, the Board agreed to reinvest the charters of the Environmental Restoration, Stewardship, and Waste Management committees and to dissolve the Project Baseline Committee. Because Project Baseline had few tasks requiring ongoing discussion, the committee’s issues will be tracked by an "issues manager," who will bring relevant budget and prioritization topics before the Board as appropriate. The Board selected Jeff Cange to act as the issues manager.

The group discussed proposed tasks that had not been assigned to committees (Attachment 9). The first proposal (by DOE) was to establish an environmental justice committee. Ms. Sigal read a statement (Attachment 10) from Norman Mulvenon, Chair of the Citizens Advisory Panel of the Local Oversight Committee, advising against the proposal. Following debate, the Board chose to select an issues manager for the topic. The issues manager will work with established community organizations and act as a liaison between those organizations and the Board. Charles Washington was selected to serve as the issues manager. The Board agreed to host a presentation on environmental justice at a future Board meeting. Committees were directed to consider the remaining proposed tasks during breakout sessions and incorporate them, as appropriate, into their scopes.

Mr. Osborne discussed a proposal from the Board Process Committee to restructure the way ORSSAB handles public outreach (Attachment 11). The Board concurred with the proposal, which abolishes the ad hoc outreach committee in favor of an approach that (1) establishes a support staff function of a public outreach coordinator to handle Board publicity (Advocate newsletter, web page, etc.) and (2) charges all standing committees to work with the coordinator to ascertain the outreach needs of their activities. Mr. Osborne offered to serve as the Board’s outreach coordinator.

Breakout Sessions
Committees met in breakout session to prioritize topics, select three or four topics to address in FY 2001, set objectives, outline tasks to fulfill objectives, and select a meeting day. Committees used an annotated outline for developing FY 2001 goals, objectives, and tasks developed by the Board Process Committee (Attachment 12). A template for creating committee work plans following the retreat (Attachment 13) will be used at the first committee meetings to finalize work plans. Products of the breakout sessions are found in the appendix to these minutes.

Discussion of Next Board Meeting
Wednesday, September 6 was set as the date for the next Board meeting. The following topics were proposed for the presentation:
• Remediation Effectiveness Report for the Oak Ridge Reservation (Jason Darby)
• Training on parliamentary procedure (Rikki Traylor)
• Training on making outreach presentations (Delores Kopp)
• Environmental justice issues

The Executive Committee will select a topic at its August 17 meeting.

Discussion of Next Committee Meetings
The following dates were set for committee meetings:
• Board Process: August 15, 11:00 a.m.
• Executive Committee: August 17, 5:30 p.m.
• Stewardship: August 22, 5:30 p.m.
• Waste Management: September 13, 5:00 p.m.
• Environmental Restoration: September 20, 5:30 p.m.

Leaders will be chosen and work plans will be finalized at the committee meetings.

Wrap up
Ms. McCartney asked members to describe what they thought were positive aspects of the retreat and what they thought could be improved upon. As captured in context of the discussion, positive aspects are as follows:
• Committees were progressive
• Learned a great deal and can now be productive and active
• Excited about new members’ participation
• Spending time together helps us work together and get to know each other better
• Process gets better and smoother
• Great meeting accommodations and food
• Thanks to Rod Nelson, DOE, and Bechtel Jacobs support
• Positive to have student representatives
• Great work from the Board Process Committee and Doug Sarno
• DOE takes SSAB seriously
• DOE input from the SSAB is based on facts, not emotion
• Impressed with dedication of Board
• Thorough involvement and discussion, got buy-in
• Members made me feel welcome

Areas needing improvement are as follows:
• Some views were extreme
• Need to motivate us to do our homework
• Focus on challenges
• Focus on process but not get bogged down

The meeting adjourned at 3:30 p.m.

Attachments to these minutes are available upon request from the SSAB support office.

Attachments (13)



Environmental Restoration (ER) Committee

Jake Alexander, Jeff Cange, Steve Lewis1, Dave Mosby, Bill Pardue, Pat Rush, Charles Washington

(1) Develop a comprehensive understanding of DOE’s tentative project action decisions in 2000 relative to plans for specific ER projects on the Oak Ridge Reservation (ORR) and, to the extent practical, facilitate public participation in providing written feedback to DOE on these decisions. (2) Evaluate DOE’s implementation of ongoing ORR ER projects, and document any significant observations and concerns. (3) As time and resources might allow, identify and evaluate "cross-cutting" issues associated with the broad spectrum of ongoing and anticipated ORR ER projects. Examples of such issues might include, but would not necessarily be limited to, the following: (a) cleanup criteria for contaminated soil, (b) management of demolition rubble (c) the efficacy of groundwater restoration measures, and (d) determinations of land use restrictions for assuring selected protective remedies. (3) Consider public outreach, health and safety, and environmental justice issues related to ER activities, as appropriate

1. Review plans for approach for ER at the East Tennessee Technology Park

2. Receive briefings and information on Y-12 Plant and Oak Ridge National Laboratory (ORNL) plans and other documents (including the environmental impact statement for modernization of the Y-12 Plant), and provide comments

3. Continue receiving input and information on Bethel Valley

4. Schedule "field reviews" of planned, active, or completed ER project activities

5. Review and comment on application of the Natural Resources Damage Assessment on the ORR and the role of the Natural Resources Trustees

Tasks for Objective 1:
• Schedule presentations from DOE and regulatory agencies (1st quarter FY 2001)

• Provide input and feedback or schedule a follow-on presentation, if appropriate

• Conduct public outreach, as appropriate

• Address cross-cutting issues, as appropriate

Tasks for Objective 2
• Schedule presentations on Y-12 Plant ER and related modification issues (1st quarter FY 2001)

• Provide input and feedback

• Address cross-cutting issues, as appropriate

• Schedule presentation by ORNL (Tim Myrick) on revitalization (1st quarter FY 2001)

• Consider co-sponsorship of public meeting (1st quarter FY 2001)

• Address cross-cutting issues, as appropriate

Tasks for Objective 3
• Schedule presentations from DOE and regulatory agencies (2nd quarter FY 2001)

• Provide input and feedback or schedule a follow-on presentation, if appropriate

• Conduct public outreach, as appropriate

• Address cross-cutting issues, as appropriate

Stewardship Committee

Steve Kopp1, Avalon Mansfield, Peery Shaffer, Lorene Sigal, Scott Vowell

The goal of the Stewardship Committee is to serve as a forum for discussion of topics relevant to the long-term stewardship of the ORR and to act as liaison between DOE and the community at-large regarding stewardship issues.

1. Ensure that DOE takes steps toward an effective stewardship program for the ORR.

2. Promote local involvement in stewardship for ORR.

3. Further a national commitment to stewardship across DOE sites.

1. Act as an interim "Citizens Board for Stewardship" until the ORSSAB has completed its mission and is disbanded and a "Citizens Board for Stewardship is established as per Recommendation # 4 in The Oak Ridge Reservation Stakeholder Report on Stewardship, Volume 2 (December 1999).

2. Ensure that the ORR Stewardship Plan includes recommendations made by the End Use Working Group Stewardship Committee and the Stewardship Working Group.

3. Ensure that stewardship recommendations are incorporated into Comprehensive Environmental Response, Compensation, and Liability Act Proposed Plans, Records of Decision, Land Use Control Implementation Plans, and other DOE EM documents, as applicable.

4. Ensure that the ORR Stewardship Plan is completed during FY 2001 and that a mechanism is established for periodic review in order to revise the plan as needed.

5. Ensure that stewardship issues are understood and discussed throughout the community through outreach programs in schools, state and local governments, and various other community organizations around the region. Coordinate with the SSAB Executive Committee.

Waste Management Committee

Shane Bellis1, Mary Lynn Fletcher, Luther Gibson, Tami Hamby, Corkie Staley, Rikki Traylor1

The goal of the Waste Management Committee is to study and make recommendations on waste disposal options, transportation issues, operations at waste management facilities, and application of technology to waste management problems.

1. Review proposed West End Treatment Facility (WETF) discharge to the City of Oak Ridge treatment plant

2. Review broad-spectrum provider (BSP) versus DOE treatment of wastes

3. Review the trial burn data and burn plan for the Toxic Substances Control Act Incinerator (TSCAI)

Tasks for Objective 1
• Review status of environmental assessment

• Review current process summary

• Review summary of proposal

• Review EA/proposal and provide comment

Tasks for Objective 2
• Review status of BSPs

• Monitor changes, as appropriate (particularly in regard to M&EC)

• Review annual site treatment plan milestones (due to TDEC 10/31/00)

Tasks for Objective 3
• Review trial burn plan, risk assessment, and environmental safety and health plan

• Review responsiveness summary

• Review periodically for changes to plans, etc.

WETF, site treatment plan, DOE release guidance, TSCAI trial burn data, burn plan update

1Not present but indicated committee preference

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