MONTEREY BAY NATIONAL MARINE SANCTUARY ADVISORY COUNCIL MEETING Friday, June 30, 1995 Crossroads Community Room Carmel, CA Provisional Agenda 8:30 Coffee and Sign-in 9:00 Welcome, Roll Call, Approval of April Meeting Minutes 9:15 Swearing-in of New Tourism Representative 9:25 Public Comments on Items not on the Agenda 9:40 Report on Results of the SAC Retreat 10:00 Sanctuary Budget and Potential Department Reorganization 10:15 Update on Marketing Program for Sanctuary License Plate 10:30 Progress Reports on Sanctuary Issues: - Joint Vessel Traffic Safety - California Mussel Watch/National Mussel Watch - Piedras Blancas Elephant Seal Harassment 11:00 Quarterly Update on the Water Quality Protection Program 12:00 Break for Lunch 1:00 Presentation on Aquarium Program: AQUARIVAN 2:00 Update on OSPR's Coastal Protection Plan 2:30 Sanctuary Manager's Report 3:00 Report on Establishment of New Task Forces: - Economic Development - Alternative Funding 3:15 Reports from the Working Groups: - Conservation RS - Education DW - Research GC 4:00 Announcements and Comments from Council Members 4:30 Adjourn Monterey Bay National Marine Sanctuary Advisory Council Meeting Minutes Friday, June 30, 1995 Crossroads Community Room Carmel, CA The Monterey Bay National Marine Sanctuary Advisory Council met on Friday, June 30, 1995 at the Crossroads Community Room in Carmel, CA. Public categories and government agencies present and representing a quorum were as indicated: AMBAG: Ruth Vreeland NOAA Enforcement: Not Represented CA Resources: Melissa Miller-Hensen Research: Greg Cailliet Agriculture: Richard Nutter At Large: Karin Strasser Kauffman Business & Industry: Steve Abbott At Large: Steve Webster Coastal Commission: Les Strnad At Large: Jo Stallard Coast Guard: Not Represented CA EPA: Not Represented Conservation: Rachel Saunders Recreation: Not Represented Diving: Ed Cooper Fishing: Not Represented Education: Dorris Welch-Burman Tourism: Ed Brown Harbors: Joe Townsend US EPA: Marc Del Piero The following non-voting members were present as indicated: Monterey Bay NMS: Terry Jackson CB/GF NMS: Ed Ueber Channel Islands NMS: Not Represented Elkhorn Slough NERR: Not Represented I. CALL TO ORDER, APPROVAL OF APRIL 24 MEETING MINUTES The Meeting was called to order by the Chair, Karin Strasser Kauffman, at 9:15 a.m. The minutes from the Sanctuary Advisory Council meeting of April 24 were reviewed, amended by Council members and approved as discussed. The Chair commented on the poignant farewell ceremony for Coast Guard Commander Jim Hall, who served as the Advisory Council's first Secretary. CDR Hall has been transferred to Washington, D.C. The Advisory Council looks forward to continuing its excellent relationship with the Coast Guard under the new leadership of Lieutenant Commander Dean Lee. II. SWEARING-IN OF NEW TOURISM REPRESENTATIVE Sanctuary Manager, Terry Jackson presided over the swearing-in of Ed Brown, Vice President-Planning, for the Pebble Beach Company, as the new tourism representative to the Sanctuary Advisory Council. As the former Regional Director for the California Coastal Commission, Ed was involved from the very beginning in the process of establishing the Monterey Bay National Marine Sanctuary and understands the fundamental role of the program to protect and manage. Ed remarked on the great responsibilities of his new position and assured the Council that the tourism industry has an appreciation of the goals of the Sanctuary and supports them. III. PUBLIC COMMENTS 1) Mary Flodin, a Sanctuary Education Panel member, voiced concern about herbicides being placed in the Pajaro River; 2) Bill Schramm, a long time resident of the area, recommended that there be an on-going effort to recognize public service to the Sanctuary program. He suggested that the Council establish a series of annual awards to honor citizens in a variety of areas -- such as conservation, education, research, etc. Ruth Vreeland, Jo Stallard, Rachel Saunders, and Les Strnad volunteered to write the criteria for a community service award and to present their recommendations at a future meeting. Greg Cailliet and Dorris Welch-Burman will serve as consultants to the Awards Committee in areas concerning education and research. Council members also requested that a scholarship program be considered for outstanding scholars in marine science and related fields; 3) Gary Tate, the District Manager of Monterey Peninsula Regional Parks District, informed Council members of an abandoned land fill in Sand City. Due to shore line erosion, refuse has been exposed and currently endangers the bay. Gary Tate requested that the Council submit a letter of support for a plan to remediate all or a portion of the landfill site. His staff will offer their assistance. Council members recommended that the issue be placed as an agenda item at a future meeting, so that the problem could be examined in more detail. IV. REPORT ON THE SAC RETREAT The Chair expressed her gratitude to Council members for their participation in the June 2 Retreat. A summary of the session was provided (See Attachment) which will be considered during Strategic Planning Committee meetings. The document will be used as the basis for an action plan to implement Council priorities outlined at the Retreat. The Committee will also incorporate suggestions made to the proposed Council protocols. The Advisory Council agreed to meet again for a half-day session to finalize the protocols. As improved public relations was identified as the number one priority for the Council, members briefly deliberated on strategies for implementation and requested that the topic be placed on the July meeting agenda. Members also suggested that the discussion include an in-depth examination of appropriate topics for articles that Council members could take turns producing on a monthly basis. A motion to write to NOAA headquarters requesting funding to support a full-time Public Relations person at the Sanctuary office was tabled. The Sanctuary Manager was asked to consider his staffing priorities and the advisability of an additional staff person at this time. V. SANCTUARY BUDGET AND POTENTIAL DEPARTMENT REORGANIZATION Sanctuary Manager, Terry Jackson reported that there is a serious move in Congress to abolish the Department of Commerce. Under the Chrysler Bill, the Sanctuaries and Reserves Division (SRD) of the National Oceanic and Atmospheric Administration (NOAA) would be shifted to the Department of Interior and the overall budget for NOAA would be cut by 50%. Should the Bill receive enough support to pass, it would have serious ramifications for the already financially stressed National Marine Sanctuary Program. A bill similar in nature is threatened to come up in the Senate. Sanctuary Advisory Council members moved to approve a letter to appropriate Congressmen asking for their support of the Sanctuary program through maintaining its budget at a suggested operating level of $12 million. Council members stipulated that the correspondence specify the Sanctuary Program and the negative impact if the program is moved. The letters should be copied to: President Clinton Vice President Gore Chief of Staff Leon Panetta All California Senators Senators and Representatives on the pertinent Committees Council members approved letters opposing the Chrysler Bill and requested that similar ones be produced for the bill in the Senate. A motion was introduced and accepted, requesting that the Association of Monterey Bay Area Governments (AMBAG) contact all local governing officials and ask that they also write in opposition to the Chrysler and Senate bill. AMBAG will place the issue on their next agenda. Council members suggested that state governing bodies also be notified of our opposition. Michael Kahoe was suggested as a contact in the state office. With respect to Advisory Council response to time sensitive actions in Congress, a motion to give the Chair pre-authorization to react, in consultation with the Executive Committee, without awaiting the approval of the Council, was passed. While budget changes and Department reorganization remain a source of concern, the Sanctuary Manager and Council members will continue to keep each other informed about changes in status. Rachel Saunders introduced the latest Center for Marine Conservation (CMC) Action Alert pertaining to a threatened 28% budget cut to the National Marine Sanctuaries Program. She requested that the Advisory Council write to Senators Gramm and Hollings, and members of the Senate Appropriations Subcommittee on Commerce, State, Justice, and Judiciary, asking that support be kept at a higher level. In addition, letters should be written to all California Senators and copied to the White House. A motion was carried and accepted to produce the letters with the stipulation that the correspondence make reference to the Advisory Council. Finally, an update on the status of the OCS Oil Moratorium reported the House's decision to uphold the moratorium for another year. As directed by the Council, a letter of appreciation will be sent to Congressman Riggs thanking him for his critical role in gaining the necessary support for the moratorium. A second letter will be sent to Congressman Riggs asking him to reconsideration his position on the Clean Water Act. VI. MARKETING UPDATE ON THE LICENSE PLATES Mike Wallace and Nick Papadakis from AMBAG, the organization responsible for marketing the MBNMS license plates, reported that response has been very good. AMBAG's office has received over 1,000 calls, averaging 40 calls per day. Approximately 110 checks have been received for the plates. Mike attributed this success to good public relations efforts and statewide interest. PR has included: € working with media and environmental groups; € the display of brochures in DMV and AAA offices throughout California; € Featuring the license plate as the poster for the Monterey Bay National Marine Sanctuary Birthday celebration; and € trying to encourage businesses to offer incentives for employees to buy the plate. Contributions to marketing efforts have appeared in the following mediums: € a chain of dive schools in southern California has offered to put information about the plates in their newsletter; € the Santa Cruz Seaside Company is giving away free tickets to the Boardwalk for the first 1000 applications (the Advisory Council directed that a thank you letter be sent to the Santa Cruz Seaside Company); € a public education channel in southern California is doing a special piece on the Sanctuary; and € articles about the plates have been picked up and run by the Associated Press throughout the state. Although AMBAG cannot predict exactly when the 5,000 plate requirement will be met, Mike anticipates having some kind of indication of sales by the end of August. It is expected that the deadline of December 1995 will be met. However, if the 5,000 plates haven't been purchased by the end of the year, the DMV can grant an extension. Mike Wallace was asked to provide a monthly update to the Council. Non-personalized plates cost $50 for the first year and $ 40 for each year following. Personalized plates are $90 for the first year and $45 for each year following. All expenses for the plates are tax deductible and half of the money goes to the Sanctuary Program. Council members who wish to make suggestions for marketing are asked to send their comments to the marketing advice committee through Nick Papadakis or Terry Jackson. All Council members are encouraged to sell the license plates. New brochures will be brought to the next meeting. Ruth Vreeland proposed a challenge to members of the Council to buy their own license plate and sell several more as a big Public Relations event at the July meeting. The Chair endorsed the idea as a good one. VII. WQPP UPDATE Dr. Holly Price, Director of the Monterey Bay National Marine Sanctuary's Water Quality Protection Program, provided a quarterly update on the program. The presentation included slides, overhead transparencies, and a written script that can be used for anyone wanting to use it in their outreach efforts. Dr. Price highlighted improvements in the program which included; € a new brochure that went to print on Thursday, June 29; € a database of water quality public outreach programs; and € a summary of grant and funding programs that might provide revenues for the WQPP. She also presented a geographic assessment of the WQPP that is available to Council members on request. Dr. Price concluded that the WQPP is a pro-active program dedicated to managing and coordinating current resources to prevent disasters. It is programs like the Water Quality Protection Program that attract valuable resources to the area such as National Ocean Service grants, Strategic Environmental Assessment (SEA) Division participation, interns and other volunteers, small EPA contracts, and pilot GIS contracts that take the WQPP data and produce an interagency database. However, there is concern that the resources available through the Strategic Environmental Assessment (SEA) Division of the National Ocean Service (NOS) will no longer be available beginning in Fall 1995. Council members approved a motion to write to Dr. Stanley Wilson, Assistant Administrator of the National Ocean Service, expressing the Advisory Council's concern over the negative impact a premature pull-out of the SEA Division would have on the success of the WQPP. The language of the letter should specify that resources committed by local, regional, and state agencies would be jeopardized without the continued support of NOS. The letter should also make clear that the SEA Division ought to stay involved until the capability exists for the state to go forward on its own. Council members recommended that the correspondence be copied to Jeff Benoit, Director, Ocean and Coastal Resource Management; James Lawless, Acting Chief, Sanctuaries and Reserves Division; David Evans, Chief Scientist, National Ocean Service; and, Terry Jackson, Manager, MBNMS. VIII. Presentation on Aquarium Program: AQUARIVAN Council members viewed the Monterey Bay Aquarium's traveling hands-on wild-life display, the Aquarivan. The exhibit was one of the highlights of the day. IX. PROGRESS REPORTS ON SANCTUARY ISSUES : 1) Mussel Watch update -- According to Marc Del Piero,who provided the update, the 1993 data report authorized for publication will be available soon. An electronic version is available at 916-657-9722. The 1994-95 data should be ready in August and the 1995-96 planning will be initiated in September pending the budget authority. In 1994-95 the program was decreased by 96% primarily because of bond funds. Staff is proposing the Water Discharge Prevention Fund as a source of revenues for the 1995-96 program. Depending upon a number of factors, the program may have $150,00 for 1995- 96. Funding for the program will then cease altogether unless an initiative is taken now to approach legislatures regarding funding for this on-going monitoring program. The agriculture industry is supportive of this monitoring program as it offers a relative idea of the overall health and water quality of the California coast. Council members described the loss of the mussel watch program as a tragedy of unbelievable proportions because of the significant loss of data. Marc encouraged the Advisory Council to develop a legislative package to assist law makers in keeping the program alive. The package should be created well in advance of the time when decisions are scheduled to be made so that legislatures have time to become familiar with the benefits of mussel watch monitoring programs. Council members directed that a Committee composed of Mark Stephenson (RAP), Marc Del Piero (CA EPA), Terry Jackson (MBNMS), Ed Ueber (CBNMS/GFNMS), Holly Price (WQPP), and Pat Cotter (MBNMS), create a legislative package, with the help of Pete Bontadelli (OSPR), over the next 60 -90 days in order to have it ready for the 1996 administrative process. The Committee will develop criteria and a monitoring design. Terry Jackson will coordinate the meetings. The Chair directed the Committee to report at the September meeting. Questions to be addressed should include: € What is the program cost? € How can the program interface with the legislatures that will be around in 1996 to guarantee that Mussel Watch is permanently worked into the budget process. € How to get the program into the governor's office? Pat or Holly and Mark Stephenson or Michael Martin (CDFG) can work with Marc Del Piero, Brian Baird, and Jim Rote's help to get the ball rolling. Marc mentioned that Sections 205 and 319 are currently being moved through the process and that individuals working on this at the state level should be encouraged to work with this committee. Marc will coordinate this with his staff. Pete Bontadelli indicated that OSPR had allocated $250,000 for mussel watch. 2)Joint Vessel Traffic Safety (VTS) -- as requested by the Chair at the April meeting, the Coast Guard provided a written update on the Joint Vessel Traffic Safety Report. (See Attached) Terry reported that the VTS was moving through NOAA for final signatures before heading to the Department of Commerce and then on to the Department of Transportation. Pete Bontadelli, Administrator of Oil Spill Protection and Response (OSPR), elaborated on the complexities associated with the report and possible reasons for its slow movement through the signatory process. According to Bontadelli's report, the problem is with the Department of Defense and the EPA. Bontadelli recounted that multiple overlaying compelled the Coast Guard to lump the MBNMS VTS report with two other inter-related studies dealing with vessel traffic. This complicated an already intricate issue involving air quality issues in the Los Angles basin; vessel tariffs; and alternate traffic routes affecting the U.S. Navy and international shipping lanes. Because of a conflict between the EPA and the Department of Defense, the Joint Vessel Traffic Report was set aside. (NOTE: Since the meeting, the Sanctuary office has been notified that the Vessel Traffic Safety Study has not been packaged with other studies as was earlier reported, and that the study is going through its own clearance in the Department of Commerce and Department of Transportation. The Coast Guard has indicated that they will not clear their side of the VTS to the Department of Transportation until NOAA has the report cleared through the Department of Commerce. Following a motion and its approval, the Advisory Council directed Terry Jackson to work with Pete Bontadelli on a letter to Congress requesting their assistance in having the MBNMS report released. Les Strnad volunteered to work with the California Department of Fish and Game to hold joint hearings with the stakeholders in order to gain their support for actions deemed necessary to reach finalization of the issue and to ensure further support for responsible vessel traffic safety practices in and around the Sanctuary. 3) Piedras Blancas Elephant Seal Harassment -- Melissa Miller-Hensen from the Resources Agency provided an update on the Elephant Seal Harassment situation. CALTRANS has posted a sign and plastic demarcation posts and the California Highway Patrol has increased their presence at Piedras Blancas. However, the establishment of an elephant seal viewing area is still in the negotiating stages with the Hearst Corporation. There are some legal liability issues, and concern over valuable land that the State is basically asking to be donated for a 20 year period. The SAC will continue to take action and keep involved in the process. A motion was approved to write to the Hearst Corporation and invite them to present and discuss their perspectives of the issue. Melissa recommended that the letter express Council concern over the problem and invite the Corporation to join us in arriving at a mutually beneficial/agreeable solution. Melissa and Brian were asked to draft the letter for the Chair's signature. The letter will be copied to the San Luis Obispo Board of Supervisors, CALTRANS, the California Resources Agency, and Terry Jackson. 4) Ed Cooper requested that an in-depth update on Jade Cove be a priority on the July agenda. X. UPDATE ON OSPR'S COASTAL PROTECTION PLAN Mr. Pete Bontadelli, Administrator of Oil Spill Response and Protection (OSPR), presented a comprehensive overview of the coastal protection plan. In his discussion, Bontadelli mentioned that the OSPR report will be out in about six weeks. In it are 20 recommendations for effective implementation of an oil spill protection plan. A copy of the plan will be sent to the Advisory Council and forwarded to Council members. Contact OSPR at (916) 445-9326 for more information. Highlights of the report included: € an outline of the 20 recommendations contained in the protection plan; € an explanation of the Marine Spill Response Corporation - a non-profit oil industry supplemental corporation. OSPR has them on-line and has identified their equipment and the distance it can be cascaded down. The corporation is in the process of re-organization and will be eliminating their research component. They will be removing themselves as an ongoing response management organization; € a discussion of the Coast Guard and OSPR joint exercises to process 12-14 various spill drills per month throughout California; € With respect to Central Coast response -- there will be meeting on August 17 led by OSPR at Moss Landing. The California Department of Fish and Game is initiating a discussion of the alternatives once the PG&E oil response team is gone. XI. SANCTUARY MANAGERS REPORT Highlights of the Sanctuary Manager's report by Terry Jackson (See Attached) included: € mention of research and education projects for which the Sanctuary is providing revenues; € Enforcement officer, Bob Jones, will be leaving at the end of July - it is not yet known when he will be replaced; € the sanctuary office is still waiting for a response from State Parks regarding enforcement issues; € the Permit Report; € Sanctuary Birthday Celebrations are planned for Monterey (September 10) and Santa Cruz (September 24). SAC members requested that they be included in as many ways as possible; € SRD has prepared an Advanced Notice of Proposed Rule regarding Jade collection. There will be a briefing before it is approved; € a positions paper has been prepared on shark chumming based upon the responses from the ANPR. It is still in the review process; € the Sanctuary office is investigating the placement of buoys to demarcate the thrill craft boundaries; € the RAP has been asked to help research a proposed reverse osmosis desalination plant in Cambria, and the effects of brine in the Sanctuary; € the Army has agreed to fund about $150k for research off Fort Ord. Ed Ueber, Manager of the Cordell Bank NMS/Gulf of the Farallones NMS, also provided an update which included: € an announcement of a meeting concerning Devil's Slide this weekend; € the beachwatch program is looking for 20 new recruits; € the Pew Charitable Foundation solicited comments on a national program to help the public become more informed about the ocean; € attendance at a meeting in Half Moon Bay concerning the Pillar Point Harbor dredge disposal issue and methods. XII. TASK FORCES There have been two meetings apiece of the Sanctuary Advisory Council task forces. Economic Development -the group has defined two major goals: 1) to document the economic benefits of the Sanctuary; and 2) to work with the business community to explore the potential marketing value of the Sanctuary to businesses. Alternative Funding - the group reviewed the list from the user profile workshop and decided upon two criteria for fund raising: 1) the group defined the establishment of a Sanctuary Foundation as their number one priority and created an implementation schedule for the next six months. Legal services for this will be donated. Council members requested that Warner Chabot be invited to the July meeting to give an update on the status of the foundation and the CMC contract; 2) donations must be voluntary and whatever solicitation is done must be in cooperation with the Sanctuary program. Fund raising ideas included: sports competitions; a postage stamp; a check off on the income tax; a passport program; industry donations; and an "adopt a kelp bed" program. Council members requested that there be a discussion of local non-profits using the Sanctuary name to solicit funds at the July meeting. XIII. WORKING GROUPS Council members requested that the Working group reports be moved to earlier in the agenda and that their reports be written for future meetings. Conservation Working Group (CWG) -- Rachel Saunders reported on the working group's activities. Highlights included: € a finalization of the CWG addendum to the Sanctuary Advisory Council's Annual Report; € Pat Cotter provided an overview of the WQPP and Dr. Lash presented his research on sound in the Sanctuary at the June meeting; € the group finalized the collective memorandum on concern for noise pollution in the Sanctuary which makes some general recommendations for seeking opportunities for increasing our knowledge of human-induced noise; The memorandum, signed by the Chairs of all three working groups was presented to the Council and will be added as full agenda item at the July meeting. € the CWG reviewed the Sanctuary celebration plans; € is working collectively with the 1996 Research Symposium; and, € reviewed recent action concerning the Clean Water Act. Sanctuary Education Panel (SEP) -- Dorris Welch-Burman highlighted recent activities of the Education Panel which included: € finishing the addendum to the Sanctuary Advisory Council's Annual Report; € finalization of the education budget and projects for this year which included: teacher workshops in the fall; the Great American Fish Count; and developing the curricula for educational programs that will be ready for this fall's teacher training program; € the Middle School program was a success; € interpretive panels will be placed at the northern end of the Sanctuary; € planning to work as a liaison and a forum for the education programs of the SOS Sanctuary Steward Program and BAYNET. € the WQPP has asked for more involvement from the SEP and Holly will speak to another meeting; € the Sanctuary publication project in conjunction with Long Marine Lab is waiting for approval from WASC; € produsing a low cost video geared toward the general public; € the panel decided to attend an all-day strategic planning retreat to do some long-term planning for next year. The next meeting of the SEP will be July 20 at 2:30 p.m. at Long Marine Lab. The Chair forwarded a request from the Alternative Funding Task Force that Dorris provide an hour long briefing on the Sanctuary's educational programs at the July meeting. Research Activity Panel (RAP) -- Greg Cailliet provided the following report: € the panel will consider adding the NURP representative, Geoff Wheat, as a new member. Geoff will keep the RAP informed about possible funds available through the NURP program; € the Cambria desalination plant is the first new outfall proposed for the MBNMS since its designation in 1992 -- a committee has been appointed to investigate the project; € the Army appears interested in funding research in the restricted zone off of Fort Ord for up to $149,000 -- there will be a meeting on August 17 at Fort Ord; € Holly Price provided an update on the WQPP; € Greg will provide the Council with a synopsis of each research proposal receiving funding from the RAP after the principal investigators provide their report to Greg; € the Research Coordinator selection process is moving along -- some RAP members are serving as Advisors to the Selection Evaluation Board; € The Sanctuaries' marine researchers guide will be electronically available in a few weeks; € there is a Sanctuary events calendar, currently maintained by MBARI and UCSC -- it will ultimately be housed and maintained in the Sanctuary; € current Sanctuary e-mail address: http://montereybay.nos.noaa.gov -- Sanctuary office will soon have assigned addresses for staff members; € the Research symposium -- March 8-9, 1996 -- will be concentrated, in general, on site characterization, using advanced computer technology and visulaization processes; € there will be an RFP soon and a possible source of funds for NOAA's coastal forecast system; € the RAP endorsed the memorandum about sound in the Sanctuary; € Greg requested that the Council write a letter to headquarters requesting closure on the Institutional Permit policy. The Chair directed Greg to draft the language; € the panel is in the process of producing a cruise report for the McArthur expedition and is anticipating projects for next year based upon the value of research done this past April and May; and, € the panel is working to decide how to best use the funds allocated for marine mammal research in the Sanctuary. The next meeting of the Research Activity Panel is Friday, July 21 at Elkhorn Slough Reserve. XIV. ANNOUNCEMENTS AND COMMENTS FROM COUNCIL MEMBERS 1) NOAA's next Board of Directors' meeting is tentatively scheduled for October 2 - 7 in the Bay area; 2) California's Ocean Resources: An Agenda for the Future, a report prepared by the California Resources Agency will be released soon and there is a public hearing scheduled for the evening of August 24 at the Seaside City Hall; 3) Ed Cooper -- mark your calendars: € Great American Fish Count - July 1-16; € InnerSpace '95 International Scuba Conference and Exposition - October 13-15, 1995 -- great opportunity to market the license plate and other Sanctuary programs. NOAA has reserved a booth. The Meeting adjourned at 5:00 p.m. Respectfully Submitted, Jane M. DeLay, Sanctuary Advisory Council Coordinator enc: Draft Summary of the June 2 Retreat; Coast Guard Letter referring to the Joint Vessel Traffic Safety Report; Sanctuary Manager's Report; Meeting sign-in Sheets Sanctuary Advisory Council Meeting Minutes - FINAL