ESAP
Stakeholder Meeting Summary
July 1, 2003
4:00 – 6:00 p.m.
IDEM-OPPTA Conference Room, Indianapolis, IN
Those present: Terry Duffy,
Jim Parker, Mark Mehall, Mark Vandercooy, Rob Howe, Eric Goldsmith, Amanda
Hennessey, Michelle Cohen, Kristen Brier, and Julie L. Rhodes
STAKEHOLDER MEETING
The stakeholder meeting will be held Tuesday, July 15, 2003, from 9:30 –
noon at TechPoint
Meeting Opening: TD will make opening comments, introduce JLR as the
IRC contractor, and turn meeting over to her.
Presentations:
There will be five presentations, each 10 minutes long, at the July 15
stakeholder meeting -
Big business sector – MC contact
Lilly rep, but the asset manager is out of the office on July 15, so committee
needs to find another large business. AH will approach NiSource about
presenting.
Medium sized business sector – JP is
contacting Raybestos who is to let him know whether they can do it by Wed, July
2. JP needs to let the committee know as soon as possible. A back
up suggested was Superior Essex Group.
Local Government sector – JLR talked
to Lance Hodge of the Association of Indiana Solid Waste Management Districts
and he has agreed to present on behalf of solid waste distrcts.
Retailer sector – MC contacted
Staples who was not able to attend meeting; JLR has contacted e4 Partners, Best
Buys contractor in Minneapolis, to see if they or another Best Buy rep could
present.MC also contacted HHGregg, but they only carry televisions now, and no
longer carry computers.
Other Pathways – JLR will present
information on other pathways, such as donation, auction, recycling, etc., on
behalf of the IRC
Format for each presentation is as
follows: 1) How did the company/organization ascertain the
need/identify the challenge of electronics? 2) How did they go about
setting up a process for finding a solution? 3) How did they make a
decision on a pathway? 4) What were the greatest challenges or pitfalls they
faced as they set up their program initially, or since set-up?
A/V and Bio: Each person
securing speakers needs to secure a short (paragraph) bio from each speaker,
get all contact info, and find out their audio/visual needs – Powerpoint
presentations are preferred, however we need to receive the presentation in
advance, so that they can all be loaded on the laptop in advance (time will not
allow presenters to set up between each short presentation). There will
be a collective bio sheet with contact info disseminated at the meeting.
JLR will coordinate but committee needs to get her this information for
speakers they secure.
Snack Sponsor: IRC is seeking
a sponsor for a snack at the July 15 meeting. The group decided that we
would not seek lunch, but instead bagels, muffins, danish and coffee, something
along those lines to offer attendees. EG agreed to contact Shapiro’s; MC
was going to follow-up with Jeffrey Miller who secured LePeep donation for
IRC’s silent auction; MC was to call her contact with Starbuck’s; JLR was to
contact Einstein’s. MC has left a message for Coke about possible donation. If
we cannot get coffee donated, IRC has organic coffee left over from conference
donation and TD has a large coffee urn (30 cups). We will have to
come up with cups, spoons, creamer, sugar, etc. All those who made commitments (EG, JLR, MC)
need to do followups THIS WEEK!!!!) Anyone donating will receive
recognition through signage.
Survey for attendees: There
will be four targeted surveys developed, which will all be put on a single page
as a handout at the meeting, including the following: 1) Processors/brokers/reuse
orgs, etc – this survey will ask about what they take, minimum quantities,
services provided, etc. 2) Businesses – this survey will ask what and how
much they generate and what is their current pathway. 3) Manufacturer/Retailer
– this survey will ask what, if any, programs they offer for managing material,
take-backs, support collection, provide info to customers, provide financial
incentives, etc. 4) Public Programs – this survey will ask what services
are being offered to whom, such as one-day collection, on-going collection,
residential only, allow business participation, etc. JLR will develop
survey. The in-kind verification for the IDEM grant will also be included
on this page if IDEM approves that this is acceptable for tracking attendee
hours.
INVITATIONS/OUTREACH
KB laid out the invitation (sample passed to each attendee) and EPA
printed and mailed about 200 copies to the lists of business that AH has
previously developed. In addition, TechPoint has agreed to distribute
during Tech Tuesday and JLR will receive 50 to distribute as the committee sees
fit. In addition, e-mail versions of the invitation are going out. KB will forward to solid waste districts
and will check on sending to the Indiana Materials Exchange listserve, and the
Partners in Pollution Prevention Listserve, and to list of ISO 140001 folks
through Mark Hancock. MC will forward to State Chamber (Vince), AISWMD
(Lance), IRC members, and Indiana Assn of Cities and Towns (Natalie). TD
will forward to Clean Manufacturing and Technology Institute; AH will follow-up
with BMT and forward to Indianapolis Chamber. Blurb for Tech Point and
others developed and forwarded so people can include in newsletters,
e-postings, and so on. Everyone needs to
make sure that the lists they said they’s send to get completed as quickly as
possible! MC will forward plain text and HTML versions of
invitations to each committee member for distribution to individuals or groups.
RSVP’s will be sent through IRC website and also by phone to IRC and JLR
will check messages (separate mailbox for ESAP is being set up, and MC is
requesting that Melinda Antell change the website to send messaged to JLR).
Followup Phone Calls: All in
attendance at the July 1 meeting agreed to make followup phone calls to
attendee lists to reinforce invitation with key stakeholders. MC sending
out list of five for each committee member that agreed (AH, RH, EG, MV, JP, TD,
MM, and JLR) KB cannot do follow-up calls and MC is out of town. Followup calls need
to be made by next WEDNESDAY, JULY 9 – this is critically important as this was
a successful method of getting people at the last stakeholder meeting.
FACT SHEETS
JP, MV, and RH have been working on the listings of known service
providers in each category. They will complete list by 7/3 and forward to JLR for layout.
In addition, they need to develop definitions for recycler, broker,
reuser, etc. to be distributed as a fact sheet to attendees. These need
to be completed
ASAP (hopefully also by 7/3) and forwarded to JLR for layout.
OTHER ISSUES
Sponsor Signage: MC will bring along Sponsor signs for display at
meeting. ALL
SPONSORS NEED TO GET A SIGNED PLEDGE LETTER BACK TO MC BEFORE THE JULY 15
MEETING IN ORDER FOR US TO CONTINUE ACKNOWLEDGING THE CONTRIBUTIONS WHICH ARE
PLEDGED.
Press: MC has made several
calls to Dan Hottle of IDEM without return. She will make another attempt
and KB will follow up. DH had previously committed to helping disseminate
additional press and committee would like to have another press release sent
out about the upcoming stakeholder meeting. KB and JLR will follow up the
week of July 7.
Environmental reporter from Anderson newspaper doing story and MC passed along
info about ESAP and contact info for the partners.
*Since meeting, MC also received contact from NUVO newsweekly, Indy’s
alternative newspaper, and forwarded ESAP info and partner contact info too.
Sign In Sheets: JLR will develop for
the July 15 meeting.
Listserve: AH has started a
Yahoo Groups listserve for the ESAP program. We need to ask each attendee
if they’d like to join this listserve as a means of getting the most up-to-date
information on electronics. AH, MC, KB, TD and JLR are testing the system
now. [email protected]
Next Stakeholder Meeting: The
committee thought that it would be useful to be able to announce the date and
topic for the next meeting during the July 15 meeting. The committee
agreed that we will approach TechPoint about doing a second meeting there on
Tuesday, September 9. MC contacting Penny Fisher of TechPoint to confirm
date and time. The topic for the Sept 9 meeting would be Regulations:
Guidelines for navigating regulations for managing E-Scrap, and would
likely include speakers from EPA, IDEM, and possibly the man from Baker &
Daniels who spoke during the IRC conference.
Summary submitted by Julie L. Rhodes, ESAP contractor to the Indiana Recycling
CoalitionIDEM-OPPTA Conference Room.