APPENDIX B

PUBLIC AFFAIRS ACTION PLAN


1991 RAINBOW FAMILY GATHERING
GREEN MOUNTAIN NATIONAL FOREST
REGION NINE

-PUBLIC AFFAIRS ACTION PLAN-
MAY 15, 1991

Prepared by: Terry McDonald, Public Affairs Officer

Reviewed by: Warren Dubois, Incident Commander

Robert Iwamoto Rochester District Ranger

Approved by: Terry Hoffman, Forest Supervisor

I. BACKGROUND/INTRODUCTION:

Each year a group of individuals known as the "Rainbow Family" (Rainbows) gathers on National Forest System land. The size of these gatherings averages about 10,000 people. There is no recognized leader or governing body that the Forest Service can issue a special use permit to. Because of the nature and overall philosophy of the group no one is responsible for the gathering. This can be somewhat difficult for the Forest Service to deal with.

The 1991 gathering will be held in the Green Mountain National Forest, Rochester Ranger District, Vermont. An incident command team has been formed to manage the gathering. Incident Commander for the team is Warren DuBois, Mark Twain NF. The team will function as it would on any large or complex incident.

Rainbow gatherings are usually controversial and the cause of concern with local communities and residents near the gathering site. In an effort to maintain and enhance community relations and to document a public affairs strategy the following action plan was developed. It addresses a variety of concerns and was prepared with input from the Green Mountain National Forest staff and appropriate line officers.

This plan addresses both internal and external needs and concerns. Each is addressed as: prior to, during and after the gathering. Actions are assigned on a daily, on-going, or as-needed basis. This plan will be revised and updated as conditions or the situation warrants them.

II. OBJECIVES:

The objectives of this plan are to:

1. Clearly define the public affairs roles and responsibilities of the Green Mountain National Forest staff/line and incident command team.

2. Maintain an open line of communication with local residents and communities. the media and the Rainbow Family.

3. Provide current and factual information concerning the gathering to internal and external contacts.

4. Clearly define the actions/tasks required to conduct a successful and meaningful public affairs program.

III. INTERNAL ACTIONS

A. PRIOR TO GATHERING

1. ACTION: Develop a one page briefing paper regarding the Rainbow gathering. Distribute to all GMNF employees (via DG).
RESPONSIBILITY: Rochestser DR and Forest PAO.
TO BE COMPLETED BY: June 1, 1991

2. ACTION: Conduct employee briefings at SO and all districts. Intent of meetings will be to inform employees of the gathering and what to expect.
RESPONSIBILITY: Line officers
TO BE COMPLETED BY: Prior to the gathering.

3. ACTION: Contact RO and WO Public Affairs to establish procedures for keeping them informed during the gathering.
RESPONSIBILITY: IC PAO
TO BE COMPLETED BY: May 25, 1991

4. ACTION: Contact each person that will be working in the public affairs unit during the gathering to discuss strategy and operational procedures.
RESPONSIBILTY: IC PAO
TO BE COMPLETED BY: May 25, 1991 and once more about two weeks prior to the gathering.

B. DURING GATHERING

1. ACTION: Provide Forest employees with a regular situation report.
RESPONSIBILITY: IC PAO
TO BE COMPLETED BY: On-going during gathering.

2. ACTION: Provide RO and WO Public Affairs with a daily situation report (written and verbal).
RESPONSIBILITY: IC PAO
TO BE COMPLETED BY: On-going during gathering.

3. ACTION: Provide an information board in SO and Rochester district office that provides informatio
RESPONSIBILITY: IC PAO
TO BE COMPLETED BY: Set up boards by June 22, 1991 and maintain throughout gathering.

C. AFTER GATHERING

1. ACTION: Conduct family meetings at SO and Rochester district to discuss the events of the gathering and to answer questions.
RESPONSIBILTY: Line officers
TO BE COMPLETED BY: Within 7 days of the end of the gathering.

2. ACTION: Provide RO and WO Public Affairs and the IC record with a final report of the gathering
RESPONSIBILITY: Forest PAO
TO BE COMPLETED BY: Within one month of the end of the gathering.

IV. EXTERNAL

A. PRIOR TO GATHERING

1. ACTION: Brief key contacts and elected officials about the gathering and what FS postion is.
RESPONSIBILTY: Forest Supervisor: B. Paquin - Sen. Leahy staff; Jolinda LaClair - Sen. Jeffords staff; Anthony Pollina - Rep. Sanders staff; Gov. Snelling's office; Jeff Amestoy - VT Attorney General. District Ranger: City officials of Granville, Hancock and Rochester; officials of Middlebury College, Breadloaf Campus.
TO BE COMPLETED BY: ASAP and follow up as needed.

2. ACTION: Conduct public meeting to discuss gathering in communities near gathering site to provide information and explain FS position.
RESPONSIBILITY: District Ranger
TO BE COMPLETED BY: At least 21 days prior to gathering.

3. ACTION: Contact cooperating agencies and those that could be impacted by gathering. Explain how our public affairs unit will function. We may want to consider using public affairs representatives from other agencies (interagency PA unit or at least co-locate operations).
RESPONSIBILITY: District Ranger
TO BE COMPLETED BY: Initial contact by May 25, 1991 with follow up contacts as appropriate.

4. ACTION: Develop a telephone/address mailing list of major media and key contacts.
RESPONSIBILITY: Forest PAO
TO BE COMPLETED BY: June 15. 1991

5. ACTION: Assemble an incident information kit to be placed at the main ICP public information center.
RESPONSIBILITY: Forest PAO
TO BE COMPLETED BY: June 15, 1991

B. DURING GATHERING

1. ACTION: Establish a Rainbow information telephone number. This number will be dedicated to providing current gathering information.
RESPONSIBILTY: Forest communications and Forest PAO.
TO BE COMPLETED BY: Telephone(s) and number(s) to be set up by June 17, 1991. This number will be made available to the media, the public and cooperating agencies.

2. ACTION: Establish and maintain a public information center where information regarding gathering can be collected and disseminated.
RESPONSIBILITY: Forest PAO
TO BE COMPLETED BY: June 17, 1991

3. ACTION: Set up and maintain information boards in high visibility areas near gathering site.
RESPONSIBILITY: IC PAO and District Ranger
TO BE COMPLETED BY: On-going during gathering and as needed.

4. ACTION: Conduct press conferences and public meetings.
RESPONSIBILITY: IC team and PAO
TO BE COMPLETED BY: As needed to meet incident and Forest needs.

5. ACTION: Maintain periodic contact with various elected officials, cooperators and key contacts to update them on gathering status.
RESPONSIBILTY: Forest Supervisor/Ranger/ IC PAO
TO BE COMPLETED BY: As needed and appropriate.

6. ACTION: Establish working relationship with media to ensure that timely and accurate information is disseminated. Formal media tours of the gathering will not be conducted. The media will be allowed to enter the main gathering site on their own and unescorted. FS contact will only be made outside of the site unless otherwise requested by the media.
RESPONSIBILTY: IC PAO
TO BE COMPLETED BY: On-going during gathering.

7. ACTION: Make daily contact with adjacent landowners, residents in the gathering site area and other affected individuals and groups.
RESPONSIBILTY: IC PAO
TO BE COMPLETED BY: On-going between June 22 and July 7, 1991

8. ACTION: Maintain daily contact with appropriate Rainbow representatives to coordinate and discuss information and public affairs needs and activities.
RESPONSIBILTY: IC team and PAO
TO BE COMPLETED BY: On-going during gathering.

C. AFTER GATHERING

1. ACTION: Make follow up contacts with various elected officials, cooperators and local residents.
RESPONSIBILTY: Forest Supervisor and District Ranger
TO BE COMPLETED BY: July 10, 1991

2. ACTION: Maintain Rainbow telephone "hotline" for the public and media to contact FS for miscellaneous information and requests.
RESPONSIBILTY: Forest PAO
TO BE COMPLETED BY: As appropriate.

PUBLIC AFFAIRS PLAN
Epilog Rainbow Family Gathering

July 4 - August 15, 1991

OBJECITVES:

1. To assure compliance to clean up and rehabilitation of the July 1 - 7 Gathering site by members of the Rainbow Family through effective communication.

- Through verbal communication, discuss with the media the "next step story" -- clean up and rehab.
PIOs and IC staff begin July 4

- Identify key contact list to continue rehab information.
PIOs list of media July 6
DR list of community contacts July 8

- Maintain periodic contact with key list.
DR and Resource staff July 8 thru ongoing
PIO media contact July 7 - 10

- On site visits/personal contacts among press, community, and District staff.
Burlington Free Press July 7
Rutland Daily July 8
contact list on-going

2. To assist the affected communities of Granville, Hancock, and Rochester, and the Rochester Ranger District make a smooth transition from a high profile incident to normal program through effective communications.

Public Newsletter, "Rochester Rainbow Report" rumor control.
Issue 5 focus on the event. Include numbers of people, cars, traffic sites and sounds. Include brief story on rehab.
Incident Command PIOs July 5

Issue 6 focus on rehab and clean up. Include names of District people associated; responsibilities of Rainbows; track record.
Incident Command PIOs July 7

Issue 7 focus on closure. Letter of appreciation from IC team to community; good bys; coop efforts; last issue. Update on rehab.
PIO (Denoncour) July 9


Community closure
PIO (Denoncour) personally visits each community contact point for "Report," picks up display boards, and gives personal good-byes.
PIO July 10

3. To recognize cormnunity, cooperators, and support staff, for significant contributions to the Event.
Identify and recommend for certificates and/or tokens
IC Team July 7

Prepare letters of appreciation to local community members
District Ranger July 15

4. To provide appropriate communication with internal audiences.

Daily Issue Brief
IC/PIO(Gardner) July 5 - 7
DR/PIG (Denoncour) July 8 - 11
DR periodically - Aug.15

News Clipping Service
PIO (Denoncour) July 8 - 11
Creen Mtn. SO July 12 as appropriate

Information slide program for employees as time permits.
DR as appropriate

Prepared by: Nancy Gardner Date: July 4, 1991


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