Access to Information Task Force Group Meeting

July 18^th, 2006; 8:30 am – 10:30 am

American Cancer Society Office, Mendota Heights

This is an in-person meeting for the Taskforce. If you need to attend by phone please let us know and use: 888-453-5732, Code: 399632.

Attendees: Nicole Bennett Engler, Patti Swanson, Angie Graf, Sheryl Ness, Jody Jackson, Jessica Fallon, Josh Downham, Julia Johnson, Ann-Marie Trost, Michele Fedderly, Karin Bultman, Jane Korn, Freda Carlson

Agenda Items

1. Communications Update (Karin and Nicole)
   1. Communications Committee – roles and activities

·         Nicole gave an overview of how the communications committee is assisting with tactics, communications and media pitches.

2. Revised tactics (see spreadsheet) –

·         See attached, look for your name, corrections or feedback to Karin please, also is a place to document what we have done including presentations

3. Outreach to gather more resources

·         Karin reported that she’s contact about a third of her list, left messages. Dealing with some wrong numbers. Goal is to contact each by end of next week.

4. Marketing kit – additional materials

·         Will explore adding a table tent or poster and printing in time for the August mailing, will do reprints of all, can fill orders as needed, supplies presented at meeting

5. Mailing list update

·         If you have suggestions, please give to Karin. Looks like she will be able to convert most of the 500 “email only” to a postcard or kit mailing

·         Discussed adding employer groups to the mailing. Jane will try to find contact at BCAG and send employer list from conference to Karin. Karin will look into other ways to mail to MN employers

6. State Fair update

·         Latest word is that MDH can distribute 2,000-5000 pieces. Still talking to the Univ of MN about their booth. Hope to do both. Karin working to secure both booths.

7. Home page wording changes

·         Reviewed recent changes. Will keep sidebar but will update in August, keep it or other timely promotions. Move the “credibility comment” to the About Us section

8. Other

·         Nicole asked for spokespeople for media interviews, especially radio in greater MN. Jane and Brian are identified. Sheryl and Patti volunteered. Talking points will be developed by Nicole and Karin for all spokespersons and those doing media pitches.

·         How can we start getting “real people’s” testimonials? Group discussed need to include real people in media releases over the next several months to make it more human and interesting. Sheryl will try to get people from the Mayo Cancer Center including media release. Jane is doing a community meeting in Grand Rapids and will try to recruit people time permitting after the meeting. Jessica is meeting at Women’s Cancer Resource Center this Friday and will investigate. Patti is doing a walk-thru on 9/13…may result in user stories. Freda will see if she can recruit people via a support group in Duluth.

2. Technology & Enhancements (Angie)
   1. Action item update from last meeting
   2. Enhancements in development

·         Discussed that we will support links to other sites but want it to be clear to user that they are leaving and we don’t control the quality of what they find outside of our site. Josh will research options: pop up site and a “you’re leaving this site” message

3. Adding resources – process and update including coding and entry

·         Important discussion about what is a resource vs. information and how Angie and others can deal w/influx of suggestions that don’t meet our criteria. Angie will work with Josh to change the online forms to make the process easier. They will also try to discourage “suggesting resources” under your “feedback” by putting in another link to the resources area.

·         Jane will work with Angie to draft our policy on resources – defining so people know it isn’t a brochure and that we need zip-code specifics to make the searching most valuable.

4. Information formatting

·         We’ll continue to support links to information resources but will try to focus on Mayo, government and NCI and ACS. Also if it is a MN-centric type of information source we will use that. Jane and Angie will work on a policy we can post online.

·         Jody reviewed some new formatting to the information categories she is in charge of. Jody will remove some links that aren’t in our target list. Karin will review emp and insurance; Angie will review clin trials and childhood cancer.

·         Group suggested creating a review group for adding new info and resources.

5. Other

·         Hospice resources need coding. Michele will work with Josh and Angie to complete for the 70 resources

Next meeting: August 16^th, 8:30 – 10:30 at ACS