COMMUNICATIONS COMMITTEE MEETING

MAYOR’S BOARDROOM, MARKHAM CIVIC CENTRE

FEBRUARY 9, 2009

MINUTES

Attendance

Members:

Deputy Mayor J. Heath

Councillor L. Kanapathi

Councillor A. Chiu

Mayor F. Scarpitti, Ex Officio

Regrets:

Regional Councillor T. Wong

Staff:

Andy Taylor, Commissioner of Corporate Services

Janet Carnegie, Director, Communications & Community Relations

Judy Kee, Committee Clerk

The Communications Committee meeting convened at the hour of 3:05 p.m. with Councillor L. Kanapathi in the Chair.

1. CORPORATE COMMUNICATIONS OVERVIEW

Ms. Janet Carnegie, Director of Communications & Community Relations, advised that at the last meeting of Committee, held on October 18, 2007, a proposal had been presented for the restructuring of the Corporate Communications Department. Ms. Carnegie proceeded to deliver a presentation which regarding the restructured Communications & Community Relations Department, its areas of responsibility, and 2009 priorities.

Committee was provided with:

· a summary of 2008 activities, including: communication projects, media inquiries, releases, media events, executive speaking notes, Town Page ads, electronic information board notices, Town e-News, community events, and Town website updates

· a copy of the organization chart, including new key roles within the Department, and staffing proposals relating to events for 2009

· key E3 initiatives to increase revenue from advertising and sponsorship

· potential sources of future advertising revenue: magazine; community centre rink board, and backlit signs, posters, etc.

· a listing of additional 2009 priorities, including: staff communications; community relations; Town positioning/branding; and Portal readiness

· an “Event Policy”, with proposed new fees, has been drafted and a report to Council being prepared;

· updates on internal publications: “Mark of Excellence”, and “From the Desk of…”

· information relating to community advertising; weekly Town Page in the Economist & Sun and Liberal receives a good deal of response;

· media releases and Town Page material are sent to ethnic media, as is a monthly update on Town events and activities; the Language Line providing support in 150+ languages is promoted in all communications materials

Ms. Carnegie advised that a committee is to be established to assist in the planning celebration of the Olympic Torch Relay, which will pass through Markham at approximately noon on Thursday, December 17, 2009 on its way to the Vancouver 2010 Olympic Winter Games. Staff was requested to take note that a meeting of Regional Council is scheduled for the morning of December 17^th, and also the annual seasonal dinner is scheduled for the evening.

Committee was advised that staff are moving forward on planning a new quarterly Markham magazine that will be an expanded version of the current Recreation & Culture Guide. The new publication will include increased editorial content; incorporate “Living in Markham” content and; provide more community information. It is being proposed that this first issue of this publication would be in the fall of 2009. The objective is to increase advertising sales to offset the production costs of the publication.

Distribution of the current Recreation Guide was queried, and Ms. Carnegie advised that the Guide is currently delivered to all residents in the Town of Markham with the Markham Economist and Sun and the Thornhill Liberal. Staff will advise Members of the current cost. In response to the issue that some residents do not receive delivery in some of the newer areas of the Town, staff agreed that this was a challenge and that every effort is made to follow up on specific problems with non-delivery. There was some discussion regarding alternative delivery methods, such as opportunities for community groups to fund-raise.

Some concern was expressed regarding the state of advertising boards in some of the Town’s facilities, and staff advised that the sale of advertising in the community and recreation centres will be handled by the company selected to sell advertising in the new quarterly magazine. This should not only increase overall advertising sales, but lead to a more consistent approach to advertising in these centres.

Members briefly discussed the following matters:

· the importance of encouraging “zero waste” at all events, particularly the Celebrate Markham events

· suggested that staff test the response received, on a formal basis, to the advertising and notices in the Town Page

· the process that groups follow with respect to obtaining liability insurance at events

· proposed fees in draft Event Policy; cost of staff time primarily; based on discussions with other municipalities; purpose is to recover costs; and

· the individual position responsibilities and increasing workload in the Department

ADJOURNMENT

The Communications Committee meeting adjourned at the hour of 4:10 p.m.