59th Annual UN DPI/NGO Conference (6-8 September 2006)

 

 

Minutes of the Planning Committee Meeting: 16 February 2006

(Sub-Committee Focus Session)

 

 

 

 

1.0       Introductory Comments.

 

Michaela Walsh chaired the meeting of the special session of sub-committee Co- Chairs, confirming that others were welcome to participate.  Sol Oca served as Committee Co-chair. Ms. Walsh emphasized that the focus on the Sub-Committee Co-Chairs was an effort to transfer responsibility to the sub-committees and engage a broader group in playing an active role in preparing the Conference.

 

2.0 Adoption of the Agenda and Adoption of the Minutes. The agenda was adopted.

 

The following comments and corrections were made and the minutes were adopted with these additions:

·     It was noted that the Midday Workshops Committee reported on 9 February session and submitted a report;

·     The Networking Committee reported that they have submitted their guidelines;

·     Guidelines for the Multi-generational Committee will be submitted;

 

3.0 Discussion of the Title of the Conference

 

Michaela Walsh, Paul Hoeffel and Isolda Oca met on the 15 February and narrowed the choice to the following option:

 

“Unfinished Business:  Effective Partnerships for Human Security and Sustainable Development”

 

A discussion was held during which the following issues and questions were raised:

·     Stakeholders commented that Human Security did not cover environmental issues

·     Does unfinished business imply that solutions must be found at the 59th Conference”

·     Unfinished Business incorporates the MDGs

 

The following Conference title was agreed upon:

 

“Unfinished Business:  Effective Partnership for Human Security and Sustainability”

 

·     Comments were made that “sustainability” is a US term and does not encompass the concept of development and sustainable development, but that the title was still acceptable – and that in the end the success of the Conference does not depend on the title.

 

 

 

 

 

4.0 Conference Preparation Up-date by Sub-Committee Co-Chairs

 

The Co-Chairs were introduced and gave short status reports:

 

1)      Midday Workshops.  Co-Chairs: Leslie Wright and Elizabeth Shuman (absent)

The committee will have its first organizational meeting on Monday, the 20th of February.  The committee intends to have more young people participate.

 

2)      Registration and Resource Center.   Co-Chairs: Gloria Landy and Paolo Tagatac

The organization of this committee will have some different features from previous years.  Volunteers from Manhattanville College will complement the group of volunteers traditionally recruited from organizations in New York.  Michaela Walsh and Sara McCue have identified software that can be purchased to make the registration process more efficient and less time consuming, avoiding transfer of registration forms to computer databases. All volunteers will go through a training course as in the past.  It was emphasized that the committee needed to work with UN security and be flexible and adapt to their changing priorities.

 

3)      Trouble Shooting Committee.  Co-C

This committee has three members, representing the Conference planning constituency:  Joseph Donnelly, Margaretha Jones and Isolda Oca.

 

4)      Internet Committee.  Co-Chairs:  Vanessa d’Amato and Sara McCue

The Internet Committee will focus on developing the Conference website and suggest other inter-active activities that might help enhance outreach and awareness. 

 

5)      Events and Fundraising.  Co-Chairs:  Sherrill Kazan and Janet Stovin (absent)

The committee is working on identifying and inviting a celebrity to honor at the reception to help raise the profile of the Conference as well as raising funds.

 

6)      Networking Committee.  Co-Chairs:  Fannie Munlin and Jackie Shapiro

The committee has held two meetings.  They are considering not having networking sessions on three days as in the past, but at looking at holding them on one full day.  They are developing a definition of what networking is at the local, national and global levels, looking at using role-playing and other techniques that are the most effective use of resources.

 

7)   Multi-generational Committee.  Co-Chairs:  Helen Hamlin and Gala Narezo (absent) with Stephanie Sigg and Jim Collins.  The committee sees its role as a bridge between young and old and is developing a programme to bring generations together through activities that reach beyond the Conference such as drama and art.

 

8)      Media Committee.   Co-Chairs:  Joan Levy and Jeffery Huffines

The committee has met and decided to focus on working with NGO press offices and encourage them to promote their own coverage.  They will possibly honor a major celebrity to raise the Conference profile.  In addition they will provide an information flow for the Conferences own news site and website and will work with the various workshop sponsors to interview featured speakers and such. The committee will meet regularly on Thursdays at 2 p.m. in the Resource Center on a regular basis beginning on 2 March.

5.0 Other Business

 

5.1     Room space

Sol requested that if this committee or others needed rooms, they should be requested as early as possible so that she can put together a list of space requirements.

 

5.2     Centralization of requests and suggestions

The Chair requested that all sub-committee co-chairs and others send questions and requests directly to Michaela Walsh and she will assure that they are channeled to the right resources.

 

5.3  Use of the Internet and the Conference website.  It was noted that several participants referred to their use of the Internet/Websites, etc for their outreach and the Chair encouraged all committees to use the Internet effectively to strengthen the Conference’s outreach and impact.

                                                                                                                        

o  A discussion was held about whether it was possible to use last year’s Conference website?  It was suggested that because there was not really a template for the website it would have to be created from scratch again.  The Art Center College of Design offered to assist with design by sending one of their interns to the 59th Conference site.  It was noted that last year’s Conference was hampered by a lack of information online early enough to encourage attendance and facilitate planning. 

o  It was agreed that efforts should continue to be made to have at least a visible link on the UN website to the Conference despite the fact that it had not been possible in previous years.

o  It was suggested that information could be posted immediately on the new DPI/NGO website, which was just launched.

 

Subcommittees should send wish lists for the internet to Vanessa d’Amato at:  Vanessa@letsdisarm.com

 

5.4     Feedback from the 58th Conference Survey.  It was suggested that data from the 58th Conference be reviewed for suggestions for this year’s conference.  Sol has the data.

 

5.5  Video and CD Records of the 59th Conference. The question was asked as to whether there was a product available from the video tapes that DePaul University was made at the Workshops of the 58th Conference?  These films were on the Conference website and there is a CD record. Jeff Huffines suggested the Media Sub-committee will review how to use the CD of the 58th at the 59th Conference.

 

A discussion was held as to how to use video for the 59th Conference:

o  Should the Media Sub-committee continue to facilitate this process? 

o  The question was raised as to whether the Conference should continue with DePaul University or consider working with some of the New York resources such as Parsons, the Fashion Institute of Technology, NYU’s Tisch School of the Arts, Film, etc?

o  Midday Workshops should organize their own rapporteurs

 

 

 

 

5.6     Interns

Fordham has contacted Joan Kirby about providing interns for the Conference.  She requested that all Sub-Committees and others contact her as soon as possible about their needs for interns and she will give them the references.

 

 

5.7     Video conferencing and audio visual services

It was suggested that a task force (Media Committee, Networking Committee, Internet Committee) be formed to develop a strategy for use of video conferences (i.e., for addresses by world leaders keynote speakers) and audio visual services at the Conference

 

5.8     Sub-Committee interaction and communication

 

The group discussed how to improve communication and cooperation and build on synergies between the subcommittees.  Issues raised include:

 

o  It was agreed that it is important to use the Internet as a tool for the different sub-committees to be informed of each other’s strategies and plans and to interact and cooperate more effectively.  Sara McCue requested that each subcommittee submit a wish list of their technology needs:  blogs, Internet postings, list servers, etc.

o  The Media Subcommittee will appoint a liaison person to each of the other subcommittees

o  Linkage should not be confined to Chairs, but between the committees.

 

5.9     Subcommittee Participation: Participants were reminded that all members of the plenary Planning Committee meeting should join a sub-committee.

 

5.10 Plenary Sessions and Workshops.  The following issues were raised and points were made:

o  It was requested that an Advisory proposals for Workshops linked to the plenary sessions should be circulated as soon as possible;

o  It was emphasized again that all plenary panels should include one representative each from:  government, NGO, business, UN and that of these there should be a best effort  to include youth and provide balanced geographical, gender and ethnic distribution;

o  Presentations should be concrete.

 

5.11Identification of speakers - Priorities

·           Invitations to the four new heads of state (Bolivia, Germany, Liberia and Chile);

·           It was requested that anyone who had access to any of the four contact Michaela Walsh

·           Other priorities include:  CEOs, religious leaders (Joan Kirby kindly offered to pursue this category)

·           A planning matrix of targets for the different plenary session needs to be developed

 

 

5.12 Media Strategy and Publicity Issues

A discussion was held on publicity issues:

·        Should DPI and/or the Planning Committee put out a press release with the Conference purpose, etc?

·        Last year DPI put out an official press release

·        NGOs are free to do their own publicity;

·        It was suggested to try to get the UN UNCA Press Club interested, have a reception and briefing for them.  UNCA has not been interested in the past and ways to position this Conference as different should be tried;

·        Sherrill offered to put in a “one-line” announcement out through CPN to its 220 outlets every week through its system

·        Sara McCue suggested feeding into the Google search engine

·        Send e-mail notices to UNCA;

·        The possibility of a launch event for the press will be explored

 

5.13 US Mission meeting.  Michaela Walsh had a productive meeting at the US Mission to the UN.  The Mission has agreed to help with visas for speakers and participants when necessary.

 

6.0 Follow-up Actions and Events;

 

It was agreed that the following actions will be undertaken.

 

·     A list of contact information for sub-committee chairs and members will be distributed;

·     The interns will be introduced at the next meeting

·     Orientation for NGOs will be held on Wednesday 22 February and Thursday 23 February all day long;

·     Wish lists for the internet should be sent to Vanessa at: Vanessa@letsdisarm.com;

·     Reception to meet new UN NGOS:  23 February at the Resource Centre from 3:45 to 5 p.m. (All Planning Committee members are invited to attend.)

 

7.0 Next Meeting

 

The next meeting of Co-Chairs will be held on Thursday, the 23rd from 2:30 to 4:30 pm in Conference Room “D”