For Official Use C/INF/M(2009)1 C/INF/M(2009)1 For Official Use Organisation de Coopération et de Développement Économiques Organisation for Economic Co-operation and Development 11-Feb-2009 English - Or. English COUNCIL COMMITTEE ON PUBLIC AFFAIRS AND COMMUNICATIONS DRAFT SUMMARY RECORD OF THE 159TH MEETING OF THE COMMITTEE ON PUBLIC AFFAIRS AND COMMUNICATIONS (CPAC) Held on 26 January 2009 English - Or. English JT03259525 Document complet disponible sur OLIS dans son format d'origine Complete document available on OLIS in its original format
DRAFT SUMMARY RECORD OF THE 159TH MEETING OF THE COMMITTEE ON PUBLIC AFFAIRS AND COMMUNICATIONS (CPAC) Held on Monday, 26 January 2009 Chair - Ambassador Eric Martin, Switzerland List of participants AUSTRIA CANADA DENMARK FINLAND FRANCE ITALY JAPAN MEXICO NORWAY POLAND SPAIN SWITZERLAND TURKEY UNITED KINGDOM UNITED STATES EUROPEAN COMMISSION Ms. Sandra SCHEFFEL Ms. Ashleigh SEARLE Ms. Dorthe ANDERSEN MAURIEL Ms. Tuuli-Maaria AALTO Mr. Patrick DOSTES Mr. Paolo TRICHILO Mr. Atsushi NAMBA Ms. Margarita PEREZ Ms. Ingrid EKKER Mr. Rafal FRAC Ms. Pilar LÓPEZ Mr. Christian SCHERRER Amb. Ahmet Kamil EROZAN Mr. Osman CETINTAS Mr. William NORRIS Ms. Jane DELBENE Mr. Bertrand RIOUST DE LARGENTAYE Secretariat Mr. Anthony GOOCH, Director of PAC Mr. Roger HARMEL, Director of the Council Secretariat Mr. Nick BRAY, Head of the Media Division Ms. Catherine CANDEA, Deputy Head of OECD Publishing Mr. Toby GREEN, Head of OECD Publishing Ms. Marnie PHILLIPS, Secretary to the Committee 2
DRAFT SUMMARY RECORD OF THE 159TH MEETING OF THE COMMITTEE ON PUBLIC AFFAIRS AND COMMUNICATIONS (CPAC) Held on Monday, 26 January 2009 Agenda Item 1. Adoption of the agenda [C/INF/A(2009)1] 1. The agenda was adopted without comment. Agenda Item 2. Approval of the draft summary record of the 158 th meeting [C/INF/M(2008)8] 2. The summary record was approved without comment. Agenda item 3. Recent Communications Activities Report by the Ambassador of Turkey on communications aspects of the Secretary-General s official visit to Turkey, 15-16 December 2008 3. The Ambassador of Turkey reported on communications aspects of the Secretary-General s official visit to Turkey, 15-16 December 2008. The timing was opportune since the financial crisis gave Turkish ministers the opportunities to exchange views with the Secretary-General just ahead of a budget debate in Parliament. This led to good coverage in the media. The Ambassador particularly welcomed initiatives, such as interviews with international media, which gave an international dimension to coverage and thought this should be an objective of media planning around all of the Secretary-General s visits. The Turkish Delegation worked with PAC to develop a brochure about the OECD for distribution during the visit, which was well received by target audiences. The Ambassador recommended that other delegations pursue similar initiatives when preparing national events involving the Secretary-General. Director s Report on recent PAC activities 4. The Director of PAC presented his report on recent PAC activities. The Delegate of the United States welcomed the report and requested that at future meetings, time is allocated to discuss and evaluate the 2008 results in terms of trends and impacts. For this purpose, more detail in advance of the meeting would be helpful. The Secretariat agreed, noting that an analysis of web usage will be included in the 2008 annual report from the Internet team, which is planned to be delivered at the March Committee meeting. Report on Communications for the OECD Response to the Financial Crisis 5. The Head of the Media Division showed delegates a new web site featuring the OECD s strategic response to the financial and economic crisis. There followed lively discussion with contributions from the Chair and the Delegates of Canada, France, Italy, the Netherlands, Sweden, the United Kingdom and the United States. The Head of the Media Division emphasised the need for accessible, user-friendly material on the web, explaining that this necessitated re-writing material provided by directorates. He urged delegates to assist in promoting the web site by sending the link to the relevant web sites of their national administrations. Impact of this webpage can be measured in terms of numbers of 3
visitors to the web site. PAC will also evaluate its development by comparing it with similar sections on the web sites of other intergovernmental organisations. However, improving evaluation of this and other PAC activities, in terms of quality and impact, is an important element of PAC s 2009-10 PWB. 6. The Director of PAC thanked the Committee for the constructive comments. In particular, he welcomed the suggestions to enrich the site with member country links and information as well as the practical suggestions for reaching out to younger audiences and introducing more interactive elements. Resources are always a consideration but this collective approach will help to increase effectiveness and impact. 7. He explained that PAC had chosen to refer to OECD Week in external communications in order to strengthen public perception of the synergies between the MCM and the Forum events. He committed to circulate the new brochure for use in the United States and the new brochure on the OECD strategic response to the financial crisis, and to organise a viewing of the new corporate video. Agenda Item 4. CPAC 2009: Planning Summary of outcomes 2008 Communications Orientations, December 2008 [C(2008)200] Draft guidelines for dealing with the Media Examination of paragraphs 47 49 by the Executive Committee (cf Review of the Manual for the Guidance of Chairmen of Subsidiary Dodies of the Organisation) [C/INF(2008)10/REV2] 8. The Chair reminded the Committee that Council had approved the document Communications Orientations, December 2008 [C(2008)200] at its last meeting in 2008. In response to requests by two delegations, he agreed to revisit the subject of the Media Guidelines and the Executive Committee s Review of the Manual for the Guidance of Chairmen of Subsidiary Bodies of the Organisation. The Director of the Council Secretariat provided background information on the Manual and the current status of planning of the review. He explained that a succinct version of paragraphs 47-49 would be included in the updated draft of the Manual for review by the Executive Committee. The Delegate of the United States repeated a request, made in the CPAC and Council, that the Media Guidelines be rediscussed in the CPAC, in particular so as to address concerns of the Committee Chairs. The Delegate of Canada supported the United States. The Chair voiced concerns about this request. However, he concluded this part of the agenda item by saying that he would send a letter to Committee Chairs requesting their comments on the Media Guidelines. PAC Programme of Work and Budget 2009-2010 [C/INF(2008)18/REV1] 9. The Director of PAC summarised the final PWB results for the Directorate and thanked the Chair and CPAC delegates for their support in achieving this outcome, in particular the LTR for 2 posts in the Internet team in line with the Committee s top priority. In acknowledgement of a comment by the Delegate of Sweden, he emphasised the one-off nature of the 100K euro additional funding received for improving the OECD s online presence. While no supplementary funding was allocated to the other areas identified for upgrading OECD communications evaluation of OECD communications and strengthening the OECD brand the Secretariat will work on these areas within existing resources. The Director wondered whether delegations may be able to complement Secretariat resources, for example in the area of evaluation of media coverage, by calling on existing member country facilities. Discussion on CPAC work in 2009: Issues and organisational aspects 4
10. The Chair presented proposed outlines of a Committee work plan in 2009, aiming to strengthen the Committee s role as advisory body to Council and focusing on the following areas: Monitoring ongoing communications activities (such as the response to the financial crisis); Proposing measures for upgrading communications (as outlined in the PWB); Strengthening consultation with external communications experts (back to back with CPAC meetings and open to other members of the Organisation); Reporting on PWB outputs (as agreed with the Chair of the Budget Committee); Review of CPAC mandate (mandate expires at end of 2009). 11. The Chair considered that the proposed Working Group should assist the Committee in carrying out this work plan, with particular reference to upgrading communications and the specific topics of evaluation, branding and online presence mentioned in the PWB 2009-10. He suggested that activities on upgrading communications should begin with an evaluation of members perceptions of OECD in their countries as essential input to guide the development of future communications activities. He asked the Secretariat to circulate a draft questionnaire as soon as possible for use by delegates in taking soundings in their capitals. He suggested that the Working Group should nominate a Rapporteur. A synthesis report should be made to the Committee after six months thus providing the opportunity to review the Working Group s contribution with particular regard to the organization of future work. This proposal was supported by the Delegates of France, Japan and Turkey. The Delegate of the United States asked for documentation summarizing this proposal to be circulated. The Delegate of Canada supported the Chair s proposal and suggested two further areas for consideration: What advice does CPAC have for developing a communications reflex in OECD committees? How can we collaborate to build communications network s within OECD capitals? 12. In conclusion, the Chair thanked delegates for their comments and expressed the wish to get to work as quickly as possible. He therefore asked the Secretariat to put a draft 2009 Work Plan on the EDG for comment. He also requested that a proposed mandate for the working group be put on the Committee EDG for approval by written procedure. Once approved, the Executive Committee would be notified in line with the rules and procedures. Agenda Item 5. Review of the OECD Publishing Policy 13. The Deputy Head of OECD Publishing presented the revised OECD Publishing Policy, taking into account the comment posted on the EDG by the Delegate of Canada. 14. In answer to questions by the Delegate of the United States, the Deputy Head of OECD Publishing explained that directorates are informed and consulted on the updated publishing programme and its priorities on an ongoing basis (annual meeting in the fall at Director/Heads of Division level followed by quarterly meetings with authors). The Head of OECD Publishing confirmed that the new ilibrary would be covered by existing resources. No change would be incurred in the budgetary envelope. The Director of PAC thought it would be useful to have a special information session for delegates before the ilibrary is formally rolled out. 5
15. In conclusion, the Chair noted the Committee s approval of the revised OECD Publishing Policy and asked the Secretariat to forward it to Council for approval at the next opportunity. Agenda Item 6. Other Business 16. The Chair noted that the schedule of upcoming Committee meetings had been distributed. The next Committee meeting will take place on Tuesday, 17 March beginning at 10.00 am. 6