Updated Process for Transformation Priorities February, 2011

1. Updated Process for Transformation PrioritiesFebruary, 2011

2. Stakeholder Process Objectives • Our critical transformation priorities are listed herein. Unless otherwise approved by the Deputy Commissioner, all of the priorities listed will undergo both an internal and external stakeholder process as defined in this document. • When selecting both internal and external stakeholders, include those: • affected by the issues. Remember to look broadly. Include other DEP or state programs. • with information, ideas or opinions on the topic. Include those with strong ideas about the topics, even if they are not directly affected. Do not exclude those with contrary opinions. • Do not presuppose you know all the issues or solutions.

3. Transformation Stakeholder Topics and AC Lead • Marilyn Lennon – Tidelands Program, Land Use Permitting, Water Quality Management Planning, ALL associated rules • Amy Cradic – Sustainable Funding, Farmland Assessment, GSPT program review, Marine Fisheries Funding • Scott Brubaker – Linear Construction Projects, Office of Permit Coordination • Wolf Skacel – Creating a new Enforcement paradigm. • Dave Sweeney – LSRP implementation, Publicly Funded Program review. • John Plonski – C-I Waterways, Municipal Financing and Construction (including interaction with EIT), NJPDES permitting.

4. Transformation Stakeholder Topics and AC Lead cont. • Climate & Environmental Management – Air Quality Regulation review, Solid Waste program review, RTK/PPP program review, Lab Cert program review. • Ray Cantor – Waiver rule, Regulatory process reform, Highlands Policy changes • Michele Siekerka – Sustainability • Ben Witherell – Land Valuation • Magdalena Padilla – Personnel Resource Allocation, Budget and Finance program review, Treasury streamlining • Angelene Taccini – Office of Communications review • Irene Kropp – Environmental Justice

5. Timelines • Provide names of lead managers and change agents to DC by 2/23/2011 • Provide name of one AC technical liaison for all website and technical issues to DC by 2/23/2011 • Lists of internal and external stakeholders, if not yet approved, need to be sent to DC by 2/23/2011 • Internal stakeholder sessions should be starting asap, if not already underway • Teams should meet regularly and frequently • External teams should begin in Feb 2011 • First draft white papers should be to DC by April, 2011 unless otherwise approved for extension by the Deputy Commissioner • New Monthly meetings with Commissioner, Deputy Commissioner and ACs will begin this month. • ACs will need to present actual activities and timeframes for action. (Format will be sent shortly.)

6. Transformation Process Guidelines for both Internal and External Stakeholders • Provide issue overview (why are we looking at this program/issue) and agenda to stakeholders prior to meeting • Meetings must be inclusive – include all sectors in same stakeholder meeting • First meetings • Flesh out issues/concerns and what needs to be discussed. • Set dates for additional meetings • Engage stakeholders. This is not a public hearing. Dialogue is important and two-way conversation is essential. DEP needs to understand all issues and concerns. Stakeholders need to understand our issues/concerns. • Listen carefully and consider everyone’s input • Keep representation to approximately 20 to 30 people • No substitutions – need commitment from stakeholders • Locations, times, participants and summary of meetings need to be posted on DEP website • Rooms must properly accommodate number of people • Allow internal team members not selected for the external teams to observe meetings.

7. The Role of Lead Manager and Change Agents • Identify stakeholders • Coordinate with Deputy Commissioner’s Office • Track stakeholder process • Incorporate stakeholder concerns • Draft white paper • Evaluate and implement changes • Ensure required documents are posted on website

8. The Role of AC Technical Liaison • Ensures all links on the Department’s Transformation web page take users to the correct Program page(s) • Ensures basic support for sound recording, Go-To-Meeting, or Webinars as needed for Stakeholder participation and or effective documentation of meetings • Promptly posts all meeting summaries, recordings, handouts, and other materials for the Program. The AC Technical Liaison must be informed of all upcoming and past Transformation meetings. They provide guidance to their AC, Lead Manager, and Change Agents regarding use of available technology in support of Transparency goals and the Stakeholder process.

9. Selection Process for Internal Stakeholders • Include all potentially impacted DEP programs (think outside the box to smaller programs like F&W.) • Teams should be made up of staff who work closely with your program and cannot be exclusively managers. • You must look for true change agents. Change agents can be identified from transformation submittals, meetings or recommendations from others, staff, managers, ACs, DC’s office. • The goal is to have meetings to help further flesh out issues and concerns and ultimately produce creative solutions. • Identify which internal members will be part of your external process. Ensure selection includes cross-program representation. • Do not presuppose you know all the issues or solutions.

10. Selection Process for External Stakeholder • DEP will make selection of external stakeholders and ensure broad representation of sectors at every stakeholder meeting • Other state agencies • Professionals: consultants, lawyers, engineers, etc • Environmental groups • Municipalities/counties • Key cross program internal stakeholders • Selected individuals should represent interest of their sector and be willing to listen and factor opposing sector view • Meet with Deputy Commissioner's Office and Office of Communications/Constituent Services for approval of stakeholder lists • Do not presuppose you know all the issues or solutions.

11. External Stakeholder Meetings • Draft an email invitation explaining • Scope of task for stakeholder team • Anticipated duration of the project • Commitment required from stakeholders • Agenda for first meeting • Get DCO approval for invitation and agenda

12. Stakeholder Structure • There are two types of stakeholder processes. • For specific, narrowly focused topic areas (such as State Revolving Fund Program) there will be one external stakeholder group that can meet multiple times. This group can usually be kept to 20-30 people while still having inclusive representation. • The second type of process will be for extensive or diverse topics (such as Land Use permitting). In order to achieve inclusive representation, the stakeholder group will be significantly larger than 20 people. The stakeholder process will exist for a finite period and will identify the broad, rudimentary issues that need to be explored further. A steering committee will be created after the external stakeholder process has been completed.

13. Steering Committee • Will be a smaller, core group, composed of key representation from the external stakeholder group that will focus on overseeing the further exploration and development of issues or ideas identified in the stakeholder process. • Will assist in establishing the overall direction of a program by providing feedback, recommendations and guidance. • Participation on the steering committee will require a long-term commitment and substitution will not be allowed. • The steering committee will be led by the AC or the lead manager.

14. Subgroups • Subgroups may be created by either the DEP or the steering committee to work on specific assignments and produce tangible results. • The subgroups will be led by a DEP representative and will be composed of both external and internal representatives. • Stakeholders with specific expertise or interest can participate on the subgroups. • The subgroups will report back to the steering committee with progress or results or to seek guidance.

15. Feedback • The DEP can update the steering committee on internal process improvements or policy changes or considerations. • The Steering committee can offer feedback or recommendations.

16. Steering Committee Schematic Assistant Commissioner Stakeholder Group will exist for a finite period to Identify Issues and field candidates for the Steering Committee Stakeholder Group Identified Issues Reporting status Continual Internal DEP Process Improvement Steering Committee Recommendations Sub-Committee A Sub-CommitteeB Sub-CommitteeC Sub-CommitteeD Sub-CommitteeE (Sub-committee examples)

17. Transparency • Work with Office of Communications/Constituent Services to post on DEP website: • List of stakeholders • Agendas • Meeting minutes, summaries, or recordings • Any materials sent or PowerPoint presentations made to stakeholders

18. Remember • Continuous Process Improvement; these stakeholder sessions are not the “only” transformation you are undertaking. • Continue to work with Office of Communications/ Constituent Services for any stakeholder sessions you wish to undertake that is not a critical priority. • Inclusion, transparency and communication are key • When in doubt, ask.

19. Continuing AC role in Transformation Process • Update the Commissioner and Deputy Commissioner of all progress at Tuesday staff meetings and at one-on-ones. • Ensure your managers are well informed of and involved in all progress. Ensure you and your management team are communicating with staff regularly. • Personally run quarterly program staff meetings with update to all staff.