Draft Advisory Group meeting notes, 3 December 2003

Room 101, Department of Internal Affairs, Wellington

Attendees: Kaeti Rigarlsford, Peter Sykes, Georgina Johnson, Ross Bell, Ruth Gardner, Stephen Blyth, Bill Dashfield.

Apologies: Vaine Hosking, Rakiihia Tau.

1.  Welcome

The meeting was opened by Stephen Blyth.

2. Minutes and matters arising

The notes for the 25th July 2003 meeting were accepted as a true and accurate record of the meeting.
Moved Georgina Johnson, Seconded Ruth Gardner: Passed

3. Website performance: update

Bill tabled a paper outlining trends since the last meeting. Key points to note are:

• Continuing increase in visitors, monthly average at 10,800
• Highest number of visits was recorded in September, with 11,134 visits
• File downloads continues to grow, 690 files downloaded in November, an increase from 242 average monthly downloads in first six months of the year.
• Steady level of contributions, ranging from 28-37 items per month.

Anomaly, www.gambling.com was the third highest referrer.

To promote referrals, it was suggested that recognition or a prize be offered to the referrer that generates the most visits. The mini-stocks website do this.

4. Connecting Communities conference debrief

Kaeti, Ross, Peter, Georgina, Bill and Stephen participated in the conference. The results of the visioning exercise were reviewed, and people’s impressions were exchanged.

An overriding impression was that the event largely put community first: technology was secondary. There was a strong focus on rural and ethnic communities, and limited practical information for people in places like Mangere, where support for generating content is a key issue. The sustainability of the pilot projects was questioned.  No specific new initiatives were identified for follow-up by CommunityNet Aotearoa.

There was a positive profile for CommunityNet Aotearoa, both through the stall and participation by Advisory Group members in workshops, etc. It was noted that the visibility of CommunityNet Aotearoa within the display could be improved – there needed to be more of a focus on the website rather than the Department of Internal Affairs.

5. Progress reports

5.1)  How-to Guides editors

In an effort to expand the availability of relevant information, CDG has invited selected government agencies to nominate staff to act as Guide editors. Strong moral support has been expressed, but no new editors have been arranged to date. Negotiations are continuing with staff in two departments.

Efforts are now being made to contract with information specialists working for community organisations, tertiary providers, etc. A small budget is available to contract people for a day a month (approximately). The aim is to start on a modest level, and expand the level of effort once the approach is proven. There have been positive responses to initial discussions.

Useful information resources or projects highlighted included:

• DoL review of communications related to OSH
• Waikato University OSH policy manual, freely available online.

5.2)  Webguide

Stephen tabled a progress report on the Weguide indicating that considerable progress has been made developing the guide to support community organisations use of the Internet. Key achievements to date include:

• MOU signed
• Project plan, including user test phase, in place
• Write contracted
• Structure and table of contents agreed
• Draft sections completed.

It is planned to launch the webguide by 31 March 2004. CEG have committed to exploring options for printing and translating the guide.

Prior to the release of the guide, the Advisory Group indicated it would want to see how conditions set have been adhered to. To date, there has been limited coverage of issues faced by Mäori getting online. This needs to be addressed.

5.3) Tweaks and regionalisation
 
Bill explained that two sets of changes were being made. Intergen’s instigated a switch in software platform the website is hosted on from Microsoft CMS 2000 to CMS 2002. Although it took longer and was more complex than originally envisaged, the changeover is complete. There have been some improvements in the way the system operates as a result.

Setting up a regional filtering structure has been nearly completed and is now being tested. Other small cosmetic and administrative changes are also being made. The changes will be rolled-out early next year. New marketing material is being prepared to promote awareness of the new features.

6. Proposed changes: “Hot Issues” to “Hot Topics”

The existing “Hot Issues” section was created in response to feedback from organisations early in 2002. However, there is very little activity in this area. At the same time there have been requests for the website to host documents or discussions, for which there is no current home for on the website.

Bill tabled a memo suggesting the section be restructured as “Hot Topics” to provide a more flexible area where either groups or individuals can share ideas and information related to topical issues. The content could be of longer lasting interest than the current section structure allows.

The Advisory Group indicated support for the idea. There was particular interest in having a “Hot Topic” related to legislation that affects community organisations. This could draw on material already published, eg Law Scene. Other possible uses include Community Sector Taskforce, Tax and Charities Working Group, network working on Care of Children Bill.

Changes will be implemented, and draft policies tabled for discussion at the next meeting.

7. He tomokanga ki nga ara hou – finalising the Long-term Plan
 
The Advisory Group considered feedback on the draft Long-term Plan. This was received electronically and from people who participated in workshops in Christchurch, Wellington, Tokomaru Bay and Auckland. As well as being useful to set priorities, the feedback will assist with operational activities.

The revised Plan will be submitted to CDG for approval. The cost of new or expanded activities will be signaled. Once approved, the Long-term Plan will be made available on the website, and distributed to key stakeholders. Future meetings of the Advisory Group will address actions identified.

8. Session with Nigel Wilson, Community Sector Taskforce, National Leadership Projects Group (NLPG)

Nigel joined the group to outline the work of the Community Sector Taskforce information networking project and to discuss the potential role for CommunityNet Aotearoa supporting this work.

Using online tools is not the only approach that will underpin information and networking within the community sector. However, a role for a coordinated, clearing-house is envisaged. Using CommunityNet Aotearoa to achieve this is seen as a logical way of building on existing resources.

Projects are being funded in Auckland and South Island to meet information and networking needs in these areas. Both projects could provide vital on the ground promotion of the website.

A strong relationship between the Taskforce and CommunityNet Aotearoa was envisaged. CommunityNet Aotearoa can offer:

• A regional filtering structure for community notices and online resources.
• A home for the Community Sector Taskforce online.

The NLPG and two pilots could contribute website promotion. This will be advanced through discussions with Denise Gallanagh-Woods, coordinator for the NLPG.

A limited budget has been assigned to the national networking project and Nigel welcomed suggestions on how this could be utilised.

9. Next meeting

 The date for the next meeting was set for: Wednesday 3 March 2004.