TERMS OF REFERENCE

MAKE IT HAPPEN TASK FORCE

 

Background

 

The Mayor’s December 5, 2006 Inaugural Address began the process of priority setting and strategic planning for the current 4 year term of Markham Council. 

 

Since that time, the Mayor and Council have continued dialogue with stakeholders, and have been working to identify and address key areas of strategic focus …. “Building Markham’s Future Together”.

 

One of the identified areas of strategic focus is Service Levels, and the need to:

 

-         continue to review key municipal functions to streamline processes

-         improve upon value added services to the public and Markham businesses

-         consult the users of the services we provide, and address any gaps between actual and expected service levels

-         develop methods  to effectively manage the delivery of services using Key Performance Indicators (KPI’s), feedback from staff and service users, improved process management and reporting of results.

 

The Mayor and Council are committed to establishing special working groups or task forces to deal with specific issues.  The “Make it Happen Task Force”,  comprised of Members of Council, has been created for the purpose of reviewing development approval processes, related conditions and agreements, and building permits. This is in response to concerns expressed about the length and complexity of the development approval process.  

 

Members of Task Force

 

Councillor Dan Horchik, Chair

Deputy Mayor Jim Jones

Regional Councillor Gordon Landon

Councillor Alex Chiu

Councillor Joseph Virgilio

Councillor John Webster.

 

 

Mandate

 

The Town of Markham is a quality organization, committed to continuous improvement.  The mandate of the Task Force is to review development approval processes, related conditions and agreements, and building permits, and to report back to Council on opportunities and action items for service level improvements.

 

Work Program

 

To consult with Town staff, the public and users of the Town’s development services to:

 

  1. Identify issues and opportunities for improvement
  2. Analyze the issues and opportunities
  3. Generate potential solutions
  4. Select and plan implementation of solutions and  improvements
  5. Report to Council, and seek any authorization required to implement improvements
  6. Provide for ongoing monitoring and reporting of results.

 

Examples of possible areas of focus include:

 

-         client surveys and feedback on priorities and gaps

-         “complete application” submission and pre-consultation requirements

-         delegated approvals

-         timelines for approvals and reporting of KPIs

-         clear and consistent standards and guidelines

-         coordination between Town Departments and external agencies

-         communication and support to clients

-         streamlining of legal agreement processes

-         letters of credit, and release thereof

-         development application processing software (AMANDA)

-         automating user interface (e.g. web, PORTAL, digital submissions …)

-         staffing and resource requirements.

 

Time Frame

 

The Task Force commenced its deliberations on January 30, 2007, will consult with stakeholders through the Spring and Fall, and forward recommendations to Council by the end of 2007.  It is anticipated that certain identified improvements may be implemented in the immediate or near term, while others may require longer delivery times or future budget authorization.