2. To be able to exchange information about the program and CCMP implementation efficiently and effectively.

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1 Action Plan SR-13: SR-13 OBJECTIVES 1. To create an accessible communications system for the public of the BTES. 2. To be able to exchange information about the program and CCMP implementation efficiently and effectively. DESCRIPTION This action will continue the operation of the Program Office telephone number. When the office is established for the Management Conference the use of the toll-free number will continue. The toll-free number will be promoted through news releases, feature articles, public awareness items and other correspondence. BACKGROUND/MAJOR ISSUES The Barataria-Terrebonne National Estuary Program includes fifteen parishes and an area that averages one hundred miles in almost any direction from its central office in Thibodaux. In most areas, this would require a day-time longdistance call to Thibodaux. The cost of this phone call may deter many people from getting information about the program. The program office has used a toll-free phone service for several years The phone number has proven to be an effective public service and communications mechanism. As the program undertakes more and more public participation activities, this type of system will be increasingly needed. BENEFITS Easy communications with the public is a critical element to create support for the BTES program. A toll-free telephone number allows the public to have almost immediate access to information about the program's progress, CCMP implementation activities, meetings, publications and educational materials available, the speakers' bureau or other contacts in the BTES network. Easy access to information allows people to develop a relationship with office staff and establishes the program as an important resource. This action plan addresses the BTNEP Goal -- Implement Comprehensive Education and Awareness Programs that Enhance Public Involvement. IMPLEMENTATION SCHEDULE The short-term goal of this action is: S 1.00 Continue the use and promotion of an telephone number for the Program Office. The medium- and long-term goals for this action are: M 1.00 Continue the use of an phone number or to use the most effective communication technology that will be available in the future. LEAD AND SUPPORT IMPLEMENTORS 1

2 CCMP Part Three - The Technical Supplement: Barataria-Terrebonne Action Plans The lead implementor for this action will be the Barataria-Terrebonne Management Conference (BTMC). COSTS AND ECONOMIC CONSIDERATIONS Table SR13-1 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 SR13-1. Estimated Costs. ACTION DESCRIPTOR LEAD EXISTING/ _NEW SUBSUME Y1 COSTS (Short Term) Y2-5 AVG COSTS/YR (Medium Term) SR-13 $5,400 $6,000 SR-13S1.00 continue 800 number BTMC E $5,400 $0 SR-13M1.00 continue 800 number BTMC E $6,000 FUNDING STRATEGY Total Funding Necessary (Years 1-5): $29,400 Total Funding Existing (Years 1-5): $29,400 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 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 significant 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 major component of SR-13 is the continued use of the toll free 800 telephone number for the program office. Interrelationships Among Components 2

3 Action Plan SR-13: The 800 telephone number has proven useful during the planning stages of the CCMP and promises to be useful in the implementation phases of the CCMP. It is essential that citizens within the basin have a means of communication with the program office. This is one way to promote equal access. Documentation of Plan Implementation and Success The following criteria will be used to determine if plan implementation steps and project success were accomplished: Objective Document the existence of the 800 phone number through phone records or phone bills. 2. Dial the number and see if someone answers. Objective Document usage of the 800 phone system by logs of the number of calls, types of users, and types of requests. Methods 1. Measure accomplishments against time frame established in the CCMP. 2. Obtain and archive copies of phone bills and program office supplied data relative to use, types of users, and number of users. 3. Test the system by making a call and request information. 4. Survey (phone and questionnaire) callers about their perceived usefulness of this system. Cost estimates total $5,000 Recommendations and Feedback to Program/Implementor 1. The program office will supply the monitor with phone records and other data needed for documentation. 2. The monitor will survey system users. Quality Assurance/Quality Control Objective of monitoring 1. To ensure the continued use of the 800 phone number. 2. To ensure a need for this system through logs of callers. 3. To survey the users relative to their perceptions of the systems utility. 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

4 CCMP Part Three - The Technical Supplement: Barataria-Terrebonne Action Plans 3. The monitor should be familiar with information technology, public relations, and survey procedures. Data collection 1. The program office shall provide data as described in Methods. 2. The monitor will collect data as describe in Methods. Data evaluation 1. The BTMC shall develop a procedure for reviewing data that will inform the council about its 800 phone number and its users. 2. 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 - 13 EVALUATION METHODS Components of Plan The major component of SR-13 is the continued use of the toll free 800 telephone number for the program office. Interrelationships Among Components The 800 telephone number has proven useful during the planning stages of the CCMP and promises to be useful in the implementation phases of the CCMP. It is essential that citizens within the basin have a means of communication with the program office. This is one way to promote equal access. Documentation of Plan Implementation and Success The following criteria will be used to determine if plan implementation steps and project success were accomplished: Objective 1. Document the existence of the 800 phone number through phone records or phone bills. Dial the number and see if someone answers. Objective 2. Document usage of the 800 phone system by logs of the number of calls, types of users, and types of requests. Methods Measure accomplishments against time frame established in the CCMP. Obtain and archive copies of phone bills and program office supplied data relative to use, types of users, and number of users. 4

5 Test the system by making a call and request information. Survey (phone and questionnaire) callers about their perceived usefulness of this system. Cost estimates total $5,000 Recommendations and Feedback to Program/Implementor The program office will supply the monitor with phone records and other data needed for documentation. The monitor will survey system users. QA/QC Objective of monitoring To ensure the continued use of the 800 phone number. To ensure a need for this system through logs of callers. To survey the users relative to their perceptions of the systems utility. Action Plan SR-13: Identification of monitor A Third Party, who can be reasonably impartial, but who is knowledgeable about the basin and the CCMP, 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 The program office shall provide data as described in Methods. The monitor will collect data as describe in Methods. Data evaluation The BTMC shall develop a procedure for reviewing data that will inform the council about its 800 phone number and its users. 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 5

6 CCMP Part Three - The Technical Supplement: Barataria-Terrebonne Action Plans 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. 6