MAV Local Government Information Governance Members Meeting Hosted by: Kingston City Council 24th July 2015

LGIG Committee Meeting Action and Agreement Record No Actions and Agreements Who When Completed 1 Organise a meeting with John Hennessy re ongoing group governance and outputs and message to CEO’s Tim Newbegin 30/4/2015 2 Review the current MAV ECM Step Program participant list. Ruth Edge 11/3/2015 3 Send out new logins to all members for the WIKI. (sent to new members) 4 Key drivers for cloud performance paper (CPDP) circulate to members 26 June 2015 5 Terms of Reference – send to Committee 14 July 2015 6 Benchmarking document – approval to develop and distribute document   In Progress 7 Records in the news uploaded to wiki and email link to members 7 July 2015  8 Digital Capability Framework (National Archives) email link to members Move to new office a great opportunity for change ABW is the future of working models Significant shift from traditional ways of working Greater flexibility and use of technology

Agenda 11.00AM Welcome and Apologies Tim Newbegin   11.10AM Welcome to Kingston City Council Sandra Pickett 11.30AM Privacy, Data Protection, Local Government David Taylor in the Cloud – Report on Forum 11.50AM Business Report/Discussion Tim Newbegin Reforming Group Governance/Report back from the Committee Report of meeting with John Hennessy LGIT Terms of Reference Ruth Edge Current membership report Ruth Edge SAI Global report Ruth Edge Navigating the Wiki Ruth Edge 1.00PM Lunch and Networking

Agenda 1.30PM Priorities for 2015-2016: Tim Newbegin White paper submission from eAssure   2.30PM Partnership Reports Grace New Initiatives Kristy Searle PROV CPDP Collaboration Alan Kong ECM Step Program/Audits Toula Varvarigos Benchmarking 3.00PM Other Business Tim Newbegin Close

Terms of Reference Update to approved IM Group Terms of Reference Was approved by members at YRC 24th August 2014 Reviewed post meeting with John Hennessy in June 2015 Reviewed by representatives from the Committee in July 2015 Sent to all member Councils July 2015 for review and comment Posted on wiki in July 2015 inviting comment Can be viewed on the wiki http://futureoflocalgovernment.org.au/ia-member-3-1-1-agenda-and-minutes/ Need a decision on our governance structure before we can act to move forward on the 2015-2016 strategy Need to reform the Committee structure with formal position statements (included within the Terms of Reference) Need formal financial management plan prior to John issuing invoices Need approval of strategic direction prior to John issuing invoices May be seeking appointment on a communication officer/admin support

Current Membership Report There are 64 member Councils 32 Councils accepted attendance today with one or more attending We had to decline late acceptances due to capacity Distribution lists are continually updated but we depend on your advice of any changes Receiving bounce backs from Loddon, Hepburn and Hindmarsh 143 subscribers to our list Includes 3 CEOs 3 known Governance Professionals 4 known IT Professionals 2 known Business Analysts FOI and Privacy Officers Records Management in the News Members should be receiving news notices each month Commenced May If you are not receiving them please email Ruth on r.edge@cardinia.vic.gov.au to request access Members are encouraged to share newsworthy items via our newslist by forwarding to Ruth

SAI Global Report 64 Councils are subscribed to SAI Global Standards via the MAV Agreement All are testing the Newsfeed subscription up to September for free Daniel Wallis (SAI Global), John Hennessy (MAV) and Ruth Edge (LGIG) will survey Councils for continuance of subscription in September. A price for the sector will then be determined. Cardinia have 26 subscribers across the Council who are active and finding the information useful Hint: Do not oversubscribe or you will not read the information. You will be overwhelmed. Cardinia had 8 subscribers who actively used the Standards post the agreement. This has now rolled out across the organisation and is actively used in most Departments. Corporate Information manages login and training. If you require further training on making the most of your Standards subscription please contact Ruth at r.edge@cardinia.vic.gov.au who will organise regional training with SAI Global Hint: Ruth has a Standards Watch on the Metadata Standards and ISO 15489 Standards for when they go into draft for comment

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Navigating the Wiki http://futureoflocalgovernment.org.au/vim-home/   Username: ecm-member Password: 7C#8U42w63ozsP$R

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