Project Integra – minutes of meeting
Name of meeting Communications Sub Committee Meeting Date of meeting Thursday 17 October 2013 Venue Avon Room, Second Floor West, Elizabeth II Court Attendees Chris Noble (CN) – PI Martyn Cole (MC) – HCC Cllr J. Glen (JG) – HDC Cllr D. Kimber (DK) – GBC Cllr R. Dibbs (RD) – RBC Cllr J. Warwick (JW) – WCC Alison Taylor (AT) – HCC Apologies Cllr L. Bloom (LB) – EBC Tara Fitzpatrick (TF) – PI Cllr E. Heron (EH) - NFDC
Actions 1 Minutes of the last meeting
Minutes of the last meeting were agreed as a true record.
2 Matters arising
All members have received a list of schools R4H covered. Group membership has increased to 6 members. R4H info packs were made available at PISB on 4 July 2013. AT to approach WCA’s to get editorial space in authority magazines in future. CN confirmed that his work on commercial waste would include researching existing networks such as “Carbon smart”.
3 R4H 6 Monthly update report
CN introduced the report and there were discussions around the following points:
JW asked why four partners have withdrawn from R4H. This was a result of financial pressure within those partners and a desire to lead communications at a more localised level.
The short fall in the 2013/ 14 R4H budget caused by the withdrawal of BDBC and TVBC was covered by a carry forward from previous years, in order to maintain the budget at a workable level.
The issue of funding for 2014/ 15 was raised. CN hoping to get to end of year with an improved R4H programme which can demonstrate its worth and
Page 1 of 4 possible attract alternative funding.
Following a recent meeting between HCC leader Cllr Perry and Eric Pickles MP, JG requested CN write to Cllr Perry pointing out that two partners who have withdrawn from R4H have received funds from DCLG’s £250 million weekly collection fund. This has weakened PI’s ability to operate a Hampshire wide comms strategy. Could Cllr Perry approach Eric Pickles for funding for R4H? ACTION CN to consider how to approach this subject with DCLG. CN
The outcomes from the schools recycling programme are long term, AT confirmed schools are selected with input from district officers but often rely on enthusiastic teachers. Contacting school governors could be used as a last resort. Cllr Kimber pleased that R4H targeting key schools in GBC area.
AT confirmed that the Education Officers have successfully recruited more secondary schools, and are also focussing on getting key messages taken home from school, and this will be measured via surveys etc.
CN reiterated that authorities should use the education officers as an extension of own teams, to promote specific messages or target specific geographical areas.
AT confirmed that the R4H web site has been updated, with a new stock of photographs also being prepared.
MC confirmed that the Small WEEE from the HWRC’s and Recycle Week are sent to Computer Salvage, a WEEE processor in Newbury. RD reminded the group that WEEE is a valuable waste stream with plastics, glass and precious metals all being recoverable.
4 Campaign Plans
AT introduced the General Awareness campaign a “back to basics” message and showed members coloured drafts of the campaign artwork and new R4H website pages. General comments were very positive however members asked that magazines be added to the newspaper icon.
AT explained that the approach of using outdoor advertising (e.g. telephone boxes and bus shelters) is to get the high level messaging seen by the general public. More specific local information can follow by other means (e.g. websites) to reinforce those messages.
AT then introduced the Metal recycling campaign which is a digital campaign making effective use of digital media channels and social media.
Members were pleased with the concept of an animated cartoon which will go on You Tube and Twitter. AT asked partners to put this on council web sites and run on reception plasma screens.
Page 2 of 4 AT explained that the Education Officers were running a competition for schools to design outlines of images of trains, cars using cans and also “personalising” cans.
5 Campaign Monitoring
CN explained the difficulties of monitoring via short-term tonnage trends. However this year there are a range of monitoring procedures in place, including DMR and residual sampling from around 200 mixed properties in Hart and Fareham. Their samples will be taken from exactly the same 200 properties before and after the general awareness campaign. Also planning to do tonnage monitoring in areas surrounding schools receiving the education programme.
In addition monitoring of media output; print, web site and Twitter traffic will be covered, as well as marketing indicators such as Opportunities to See.
6 Head of PI R4H Review update
CN explained to members his recommendations highlighting specific progress with the following:
Recommendation 3 – a newsletter for Members and Officers in R4H partner authorities was sent in September. Some Members have not seen it – the next edition will also be sent as as a hard copy.
Recommendation 4 – the R4H team are supplying partners with draft press releases, and will be distributing artwork, web content and links to them to extend the reach of the campaign.
Recommendation 8 – secondary schools are being targeted, significant pieces of work are planned with several which includes community outreach elements
Recommendation10 – Education Officers focussing on getting messages home to families.
7 Meeting Frequency
This group is currently scheduled to meet twice a year and twice during 2013/ 14 on 20 June 2013 and 17 October 2013 CN suggested that the group meets in January 2014, September 2014 and then again January 2015. This places the meeting ahead of the PISB meetings.
8 Any Other Business
There was no AOB.
9 Date of next meeting
20/ 21 January 2014 2pm HCC suggested or perhaps a date in early February – TF
Page 3 of 4 ACTION TF to confirm with all Councillors.
JG asked if TF could ring him when there was an email concerning this group sent to him.
Date of next meeting confirmed as Thursday 6 February, 10.30am, HCC
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