Meeting # 2 of the
“MAKE IT HAPPEN” TASK FORCE
TOWN OF
York Room,
April 17, 2007
MINUTES
Attendance
Councillor D. Horchik, Chair
Mayor Scarpitti
Deputy Mayor J. Jones
Regional Councillor G. Landon
Councillor J. Virgilio
Councillor J. Webster
Staff
J. Baird, Commissioner of Development Services
J. Bosomworth, Manager, Strategy and Innovation
A. Brown, Director, Engineering
S. Chait, Director, Economic Development
G. Cookson, Applications Support Specialist
C. Conrad, Town Solicitor
R. Dominico, Manager, Corporate Strategy and Quality
V. Shuttleworth, Director of Planning and Urban Design
J. Wright, Director, Building Standards
C. Raynor, Committee Clerk
The Task Force convened at 2:15 p.m. with Councillor D. Horchik in the Chair.
1. MINUTES OF THE MAKE
IT HAPPEN TASK FORCE MEETING HELD ON JANUARY 30, 2007
Moved by Councillor J. Webster
Seconded by Councillor J. Virgilio
That the minutes of the Make it Happen Task Force meeting held on January
30, 2007 be adopted.
CARRIED
2. AMANDA OVERVIEW
Mr. J. Wright, Director, Building Standards, provided an overview of the
AMANDA application and how it is used in the building permit process.
The Task Force was advised that staff will be seeking budget approval for
an upgrade to AMANDA v.5 and some additional hardware and software modules. The
upgraded version has additional functionality, is web-based and has a more
user-friendly interface. Additional elements include an executive dashboard
that can be used to track key performance indicators in real time as well as a
‘portal’ feature that could assist staff with their day-to-day work management.
It was noted that most paperwork can be scanned into AMANDA but that
there is some resistance from architects that prefer hard copies. The Task
Force suggested that discussions with architects and developers take place in
order to develop standards for digital submissions in an attempt to reduce the
amount of paper in circulation. It was agreed that document management would be
simpler if all submissions were electronic.
Staff are reviewing a number of processes with a view to simplifying them
within AMANDA.
The Task Force requested that staff develop a business plan outlining
ways to enhance the way the Town utilizes AMANDA.
Moved by Councillor J. Webster
Seconded by Councillor J. Virgilio
That the presentation by Mr. J. Wright, Director, Building Standards,
providing an overview of the AMANDA application be received.
CARRIED
3. CLIENT
SURVEY RESULTS
R. Dominico, Manager, Corporate Strategy and Quality, provided a brief overview of the results of a survey of developers regarding levels of satisfaction with the various development approvals processes. The results will be communicated at the next Developers’ Roundtable and staff will begin to develop an action plan for process improvements.
4. IDENTIFICATION OF ISSUES AND
OPPORTUNITIES
The Task Force was provided with a draft list of issues and opportunities for consideration at the next meeting.
5. STAKEHOLDER CONSULTATION/NEXT STEPS
The Task Force was advised that the next Developers’ Roundtable is scheduled for May 2, 2007. It was agreed that the Task Force should meet prior to the Roundtable in order to develop Terms of Reference and a communications plan.
Moved by Regional Councillor J. Jones
Seconded by Regional Councillor G. Landon
That staff prepare sample pamphlets for distribution at the Development Services and Building counters which outline the various approvals process, such as for Draft Plan of Subdivision and Site Plan Approvals, including timelines;
And that staff bring the sample pamphlets back to the Make it Happen Task Force for review.
CARRIED
ADJOURNMENT
The Make It Happen Task Force adjourned at 4:00 p.m.