Advisory Group 7 November 2002 Meeting Notes
Room 101, Department of Internal Affairs, Wellington
Attendees: Rakiihia Tau, Peter Sykes, Georgina Johnson, Ruth Gardner, Ross Bell, Vaine Hosking, Stephen Blyth.
Apologies: Kaeti Rigarlsford.
1. Welcome
The meeting opened with a welcome from PJ Devonshire welcoming Advisory Group members, followed by a karakia by Rakiihia Tau. Members introduced themselves.
2. Agenda Confirmation
Advisory Group members sought to clarify the:
- The background and kaupapa of CommunityNet Aotearoa
- Level of CDG resourcing for CommunityNet Aotearoa, and support available for the Advsiory Group
- CEG and CDG's roles in relation to community access to ICTs, and linkages with other government and community initiatives
- Policies and protocols to ensure integrity of community content
- How to deal with suggestions for improvements and contents
- Clarification of Advisory Group governance role.
In the first session the history, kaupapa and technical maintenance of the website were covered, along with a guided tour of the upgraded website. Discussion of governance focused on practical issues that need to be addressed (eg policies).
Members agreed to have their photographs taken, and have this included on the website with a short biography.
3. Code of conduct
The Code of Conduct was reviewed and the following changes agreed:
- After Te Tiriti of Waitangi add new bullet point: Connection with the flaxroots.
- Additional values: cooperation, simplicity, and sustainability.
- Define flaxroots: eg iwi, hapu, community and voluntary organisations, Maori organisations,
- Delete (2.3) 'Obey all lawful and reasonable instructions.'
- Clear statement that reports and associated papers of Advisory Group are considered public information and will be made available on the website (3.4).
- New item related to external communications: 'If Advisory Group members are asked to speak regionally, this should first be approved, or if this is not possible, that CDG is informed.'
- New item related to resignation from the Advisory Group to be drafted.
The revised Code of Conduct to be circulated, and confirmed at the next meeting.
ACTION: revised Code of Conduct to be circulated.
4. Website policies
The policies governing maintenance and content of the website were discussed. At this early stage the Advisory Group was happy for existing policies to remain in force, with a review of them occurring at the next meeting.
ACTION: Advisory Group to review, and item for agenda at next meeting
The issue of intellectual property of content published on the website had not been specifically addressed. In relation to both case studies and hot issues it was considered appropriate that intellectual property of all material supplied by groups be retained in their ownership. There should be a clear signal of copyright made on the website.
ACTION: Amend guidance material on the website, and include a copyright statement with material supplied case studies and hot issues by organisations.
5. Hot Issues
The Hot Issues section is a new feature of the website and is not covered by existing policies. The need for a space to be created for groups to share their work on advocacy and social justice issues was identified during the website review early in 2002.
Stephen indicated that CDG's role was to facilitate community access to a mechanism available to groups to this forum. It wanted to ensure the independence of the space was maintained, and CDG's role of neutrality protected. With this in mind it was agreed that the Advisory Group community representatives would approve who set-up a Hot Issue. CDG would ensure content published complies with the website editorial policies.
The Advisory Group discussed and agreed on the following criteria:
- nationally significant, including local or regional issues which have a national impact
- balanced and well-researched
updated frequently (at least once a month)
- resolvable and have a specific time-frame (ie issues related to universal moral issues will not be accepted)
- focused around a clear statement or objective (eg influencing a particular decision or process with a set deadline)
- focused on community-wide not personal issues
- 'owned' by a group which takes responsibility for the contents, with contact details published online.
Until sufficient precedents are established to allow for CDG to apply the policies, all applications for Hot Issues will be referred to the Advisory Group for approval. This will be conducted by email, unless a meeting is imminent.
6. Monitoring and performance
Rowan Smith, from Absolutely Ltd, outlined the various ways in which website performance can be measure. Common measures include:
- hits, visitor sessions and page impressions
- customer satisfaction surveys
- unsolicited feedback.
Rowan also talked about search engine readiness, developing a link strategy and the necessity for off-line promotion.
The Advisory Group will consider a performance management regime at its next meeting.
7. Promotion and education
Information was sought on what marketing and promotion had been planned. Kaeti suggested that working through local bodies, and associated advisory groups is essential.
Stephen indicated that in the next few months he would be visiting all CDG offices and working with fieldworkers on local promotion, including how they would spread the word with local groups and other stakeholders. Also, meetings with national organisations in Wellington are planned. New publicity material has been prepared and is available for circulation. It is necessary to find ways of promoting 'word of mouth' promotion, as it is one of the most effective strategies available.
Other items discussed included the need to ensure CommunityNet Aotearoa has a higher profile DIA website and a presence on E-government portal.
Peter had been invited to the E-government portal launch and was considering raising visibility of CommunityNet Aotearoa at the launch.
ACTION: profile on DIA website to be raised.
9. Next meetings
The next Advisory Group meetings will be held in March and June. Dates to be confirmed.