MINUTES

Access to Information Task Force Group Meeting

June 14, 2006; 8:30 am – 10:30 am

American Cancer Society Office, Mendota Heights

Attendees: Patti Swanson, Anna Reiter, Jody Jackson, Charles Baker, Angie Graf, Josh Downham, Nicole Bennett Engler, Karin Bultman, Jessica Fallon

 Agenda Items

1. Communications
1. Final review of brochure, magnet and postcard (Nicole)
2. Share letter for launch (Nicole)
3. Update on mailing lists for the launch (Karin)
4. Discuss graphic needs for home page (Nicole)
5. Estimated date electronic materials will be available and distribution internally (Nicole/Karin)
6. Update on librarian feedback, State Fair progress, UCare (Karin)
7. News release update (what, when to whom) (Nicole)
8. Survey items update (Karin) (from Evaluation Committee)
9. Other tactics

NOTES:

• Brochure ready – Nicole brought samples to share, postcard and magnet to be done with printing in next few days. Electronic copies will be available. Leter is final and will also be avail as a “doc.”
• Mailing list work – can use more names: have about 500 for the kit, 500 for postcard and 500 for email only with attachments. State of list is less than ideal. Group encouraged to send additions to Karin ASAP. (e.g., MN Council of Churches, libraries, nurses association, social workers, etc.)
• We’ll pull ATI members and steering committee from mailing to save costs.
• Angie will set up a meeting with Karin and Chuck (Eli Lilly) and Teresa (Pfizer) to address a tactic involving pharm reps.
• When mailing happens, Nicole will include a cancer education listserv and internal Mayo distribution list; Michelle will email to hospice association members
• Library tactic still being investigated by Karin; consider adding/altering tactic to include cancer resource centers – some material to help users in those facilities access the site. (KB)
• Statewide news release includes member organizations will be done by Nicole. Ann-Marie Trost will send out the release to minority outlets. Nicole encourage group to do follow up calls as able if they have relationships with certain media outlets
• TPT – promoted ACS Website but not alliance at taped “town hall” show. Task Force members were in audience and made connections with several people and groups there. Karin had sent TPT language on the site and will send electronic PDFs of brochure. In summary, TPT didn’t promote Alliance or the site
• Jessica will follow up with Christine Jacox, 612-624-9116 at the University of MN Childhood Cancer Study for additional resources.
• Add tactic to plan (KB) – get member orgs and others to link to our site. Mayo link is already there. Star Trib would be a good link too. Look into others.
• Add tactic to plan (KB): add audio clips for radio programs to promote the site
• MDH has a state fair booth we can use to distribute materials. Karin will contact Liz for details and try to determine quantity we need to print. Budget issues to be addressed by Nicole and Angie.
• Karin will meet with Ucare contact in late June to discuss Allliance and communications tactics.
• Add tactic to plan (KB): Nicole will develop an inexpensive display board for our use and will also update the Alliance’s panel with our Web site information. Board will be ready in time for state fair.

2. Technology & Content Enhancements
1. Action items
     i.      Review items from last minute
    ii.      Gather feedback on most recent changes
2. Enhancements being worked on:
     i.      What will be ready for 6/21 
     ii.      What is planned for after 6/21
3. Other technology issues
4. Information formatting: to be completed in June (Josh/Anna)

 NOTES:

• Jessica will remove and move childhood cancer resource titles inadvertently added to information sections
• Jessica will follow up with Christine Jacox
• MDH will enter the 70 hospice resources
• Get more from Josh

  3. Other agenda items

Next meeting: Tuesday - July 18^th, 8:30 – 10:30