PMIWG Communications Committee Meeting – 11/5

Attendees: Susan Marshall; Kristen Hart; Debra Brown; Cecil Daniels; Shirley Mason; Chuck Anderson; Sherry Vogel; Trayvon Braxton;

Agenda:

  1. Recap of Quarterly Teleconference Calls
  2. December Newsletter
  3. February Quarterly Teleconference Call
  4. February Newsletter

Discussion Items

  1. Recap of Quarterly Teleconference Calls
  • The Communications Group did a brief recap of the November Quarterly Teleconference calls and discussed each member’s thoughts on how calls went.
  • General impressions of the calls:
  • Eastern Regional call included more participation from grantees than Western Regional call.
  • Group expects that as calls continue both attendance and participation in calls will increase.
  • Interactions/dialogue that occurred during Eastern Regional call illustrate what the Group perceives as the purpose and value of these calls.
  • Group agreed that Cecil did an excellent job as the facilitator for the calls and proposed he continue as the facilitator for future calls.
  • Lessons Learned:
  • Group proposed continuing to conduct a committee call prior to each quarterly teleconference call to allow the group to discuss and finalize the format and content of the upcoming calls.
  • Group proposed continuing to draft an internal agenda for each quarterly teleconference call.
  • Group also proposed utilizing a webinar format for future teleconference call, in order to assist the group in identifying attendees to the calls.
  • Kristen will contact Yuliya to discuss setting up webinar format for future calls.

Action Items:

  • Shirley will draft a general thank you email to be sent out to all attendees through Sherry. Email will include the proposed dates for the February teleconference call.
  • Susan will draft a “save the date” notification with the proposed dates for the February teleconference call, to be included in the December newsletter.
  • Kristen will contact Yuliya to discuss setting up webinar format for future calls.
  1. December Newsletter
  • The Communications Group reviewed the designated assignments for the December PMIWG Newsletter. Updates on the following items were provided:
  • Subcommittee Columns – the group will include the regular columns from the communications subcommittee, data group, and process group in the December Newsletter.
  • Florida’s Article– The group confirmed that they will include the Florida article in the December Newsletter
  • Susan will continue to oversee the preparation of this article for the Newsletter.
  • Preventative and Restorative Service Article – The Communications Group confirmed that they will include an article that explores the topic of preventative and restorative service and the various ways this topic can be contemplated.
  • Chuck will oversee the preparation of this article for the Newsletter.
  • APPRISE Article – The Communications Group confirmed that they will include an article on APPRISE’s continued T&TA work for the December Newsletter.
  • California Article– The Communications Group agreed to postpone California’s article on confidentiality issues to the February Newsletter.
  • CSV Article - The Communications Group confirmed that they will include an article on implement systems for secure data file transfers of client data.
  • APPRISE will oversee the preparation of this article for the December Newsletter.
  • Performance Measures Grid – Susan had previously proposed developing a resource that allows grantees to compare their state and PM status with other states.
  • The Group agreed to postpone this article/resource to the February Newsletter.
  • APPRISE will oversee the preparation of this article/resource for the February Newsletter.
  • Committee Member Profile – Sherry Vogel will be featured as a committee member in the December newsletter.
  1. February Quarterly Teleconference Calls

Proposed Date: The Group proposed the following dates for the second quarterly teleconference calls:

  • West Regional Group: Tuesday, February 9th, 2016 at 2 PM PST
  • East Regional Group: Wednesday, February 10th, 2016 at 2 PM EST

Action Items:

  • The Group will discuss potential topics for the February quarterly teleconference call during the committee’s December call.
  1. February Newsletter
  • The group discussed the following proposed articles for the February PMIWG Newsletter:
  • Subcommittee Columns – the group will include the regular columns from the communications subcommittee, data group, and process group in the February Newsletter.
  • California Article– The Communications Group plans to include California’s article on confidentiality issues in the February Newsletter.
  • Performance Measures Grid – The Communications Group plans to include the PM Grid article/resource in the February Newsletter.

Action Items:

  • The Group will discuss additional articles for the February Newsletter during the committee’s December call.
  1. Next Meeting
  • December 3rd, 2015 – the Communications Group’s next monthly call is scheduled for December 3rd at 1:00 PM EST.

General Action Items - Summary

  • Shirley will draft a general thank you email to be sent out to all attendees through Sherry. Email will include the proposed dates for the February teleconference call.
  • Susan will draft a “save the date” notification with the proposed dates for the February teleconference call, to be included in the December newsletter.
  • Kristen will contact Yuliya to discuss setting up webinar format for future calls.
  • The Group will brainstorm topic ideas for the February Teleconference call, as well as potential additional articles for the February Newsletter, in preparation for discussion of these during the Committee’s December call.