Access to Information Task Force Group Meeting

September 13^th, 2006; 8:30 am – 10:30 am

Attendees: Patti Swanson, Anna Reiter, Josh Downham, Jane Korn, Nicole Bennett Engler, Jody Jackson, Chuck Baker, Freda Carlson

What do you see as a priority for the next 3 – 6 months?

1. What has worked well from your point of view?
2. Ideas for changes or improvements?

Notes:

• Group discussed fact that we are in transition over next few months and that the nature of this group may change from tactical to more of an advisory group with less frequent meetings.
• Will continue to work on publicity efforts – getting the word out so people use the site. Would like to figure out a pharmacy and employer communications tactic in the next 3-6 months.
• Group also discussed the impact and timing of the new FTE hire that will be on board soon.

2. Communications (Karin and Nicole)
1. Revised tactics – add/update (see spreadsheet)

                                                               i.      Please check your name vs. the list, send Karin updates, or if interested sign up for a tactic

2. Update on recently completed tactics:

                                                               i.      Mailing

                                                             ii.      State Fair

                                                            iii.      Other exhibits

                                                            iv.      Newsletter articles

                                                              v.      Other

3. Web traffic (see reports attached)
4. Next Efforts – discuss and strategize

                                                               i.      Statewide news release and follow up

                                                             ii.      Media pitches – need volunteers

                                                            iii.      Employer outreach

                                                            iv.      Staff training

                                                              v.      Pharma outreach

                                                            vi.      Exhibits – how to add our materials to expos you may be attending

Notes:

·         About 12 orders have come in from our mailing. Good feedback too.

·         Nicole will look at budget (w/Jane) and see if we can develop extra display posters (foam board).

·         Reviewed and updated the tactics, please see that document for specifics. New items added for Jane, Jody, Anna, Freda, Chuck, Karin

·         Nicole shared that we completed the newsletter distribution and several organizations were booked for Sept but aim to publicize in October. HealthPartners, Mayo, Washington County, State weekly briefing and Stratis have all published information thus far.

·         State Fair report is that it was well-attended and went well.

·         Jane will look into the right MDH contact for the Midwest Worksite Health Promotion conference and get info to Karin

·         MN Library Association meeting is on 9/27 and 9/28. Will hand out materials but is better if we can staff the table. Karin will get additional details on site, size, set up, computer access, etc. Anna volunteered to staff it and Jane is asking Matt if there is an ACS person who can be back up for Anna.

·         Web reports were shared and briefly discussed. Easy to see that since the mailing was sent on 8/24 our traffic is way up.

·         Nicole is working on getting a statewide news release out at the end of this month. Hope to work with ACS and their media map. If not,  a more manual and labor intensive process will be needed.

·         Media pitch effort: needs volunteers! Ann-Marie is going to pitch all multicultural outlets, Chuck volunteered to do follow up calls for a region (can’t do interviews), Patti will do the NW corner of the state and will ask Warren Larson to do the Bmedji area. All volunteers will get instructions and talking points. Goal is to verify they got and read the news release, answer high-level questions and request and interview. If volunteer doesn’t want to do the interview, Nicole will help get a different expert volunteer.

3. Technology & Enhancements (Angie and Josh)
1. Key word search – how to best bring this important function back to the site
2. Resources update – how many, etc.
3. Site changes or modifications:

                                                               i.      Recently completed

                                                             ii.      Pending/Needed

Notes:

• Group discussed issues with key word search. Josh will work on a modification that takes user to a new page. He’ll schedule a meeting with core group to review.
• Josh and Angie will get the additional resources sitting in admin posted ASAP, especially to help with Nicole and Patti’s trainings this month. (should be about 900 total)
• Josh will look at Urchin and getting resource specific reporting – can it be done?
• No meeting scheduled for October. Ideally want to regroup when staff person starts. Will use email for ongoing communications until a next meeting is scheduled.