MEETING NO. 3

Members

Mayor F. Scarpitti (2:25 pm)

Deputy Mayor J. Heath

Regional Councillor G. Landon

Regional Councillor J. Jones

Councillor L. Kanapathi

Regrets:

Councillor A. Chiu

Staff

A. Taylor, Commissioner, Corporate Services

N. Kenea, Chief Information Officer

K. Kitteringham, Town Clerk

C. Biss, Chief Executive Officer, Markham

Public Library

D. Flaherty, Manager, Strategic Communications

S. Rao, Manager, Technology

O. Ariburnu, Manager, Client Delivery

T. Tecsa, Manager, Applications & GIS

B. Dyer, Client Advisor

R. Capocci, Chief of Staff

J. Kee, Committee Clerk

The Joint Meeting of the Information Technology Sub-Committee and the Communications Committee convened at the hour of 2:05 p.m. with Regional Councillor J. Jones in the Chair.

1. MINUTES OF THE MEETING OF THE JOINT INFORMATION

TECHNOLOGY SUB-COMMITTEE AND COMMUNICATIONS

COMMITTEE HELD ON MARCH 11, 2010

Moved by Regional Councillor G. Landon

Seconded by Councillor L. Kanapathi

That the minutes of the meeting of the Joint Information Technology Sub-Committee and Communications Committee held on March 11, 2010 be adopted.

CARRIED

2. JOINT PORTAL PROJECT UPDATE AND FUTURE PHASES

Mr. N. Kenea, Chief Information Officer, delivered a PowerPoint Presentation providing an update on the status of Phase I (New User Experience) of the Joint Portal Project, noting that the overall Project is on budget and on schedule for deployment on July 20^th 2010.

Committee was advised that there has been a redesign of Markham.ca and seven other micro sites, providing a new look and feel and better navigation of the site. Mr. Kenea presented a mock-up of the landing page of the website which is based on feedback received to date, however, he emphasized that this is not the final look of the page, as it will continue to be enhanced over time.

Members raised and discussed the following matters:

- links to other municipalities

- software and hardware involved in this Project is shared with the Region of York

- new button added: “How Can We Help?”

- suggestion made that each section be a different color; and that all municipal services be placed together not separated by either Town of Markham or Region of York or municipal government or provincial or federal government

- Theatre Box Office is separate from Markham Theatre – this if for quick access

- “Explore Markham” needs to be better defined; this will be adjusted as we move forward

- section entitled “How Do I…” – distinguish it from a government department; specific words will be added

- suggestion that screen looks weak in comparison to some other corporate websites; topics should be on left hand side; may not need picture of Civic Centre across the top of screen; picture across top will change/revolve to a rotating set of pictures if you click on it

Mr. Kenea also presented information relating to Phase II: Self Serve; Phase III: Personalization; and Phase IV: Mobile being planned for 2011 and 2012, noting that requirements will be refined and re-prioritized as the Project moves forward.

3. SOCIAL NETWORKING TECHNOLOGY – INTRODUCTION

& DISCUSSION

Mr. Kenea continued the Presentation with respect to social networking technologies, which comprises a large number of web-based applications, such as Facebook, Twitter, and YouTube that foster the development of online communities and the sharing of information. It was suggested that Committee may wish to consider the use of such emergent technologies by the Town as innovative companies and governments are beginning to use them as a way to enhance communication and share information. The CIO provided examples of current use by corporations, public service agencies and municipalities and presented information relating to legal implications to be considered, and general guidelines/criteria to be followed if such technologies were to be investigated.

Some concern was expressed regarding the use of “blogs” and the additional staff that may be required to support the tools. Staff advised that the parameters and accessibility issues relating to these technologies can be controlled.

It was requested that staff further examine the social networking technologies available and report back to Committee with more information on the advantages and disadvantages associated with the major tools, and how they can be managed. Staff was also requested to contact other municipalities regarding their experiences with these tools.

4. MANAGED HOSTING SERVICES - UPDATE

The CIO provided a brief update of the status of the RFP for the managed hosting services for the Portal, which was issued through the Region of York, and Members were advised that a full report will be presented to General Committee on May 10, 2010.

ADJOURNMENT

Moved by Councillor L. Kanapathi

Seconded by Mayor F. Scarpitti

That the joint meeting of the Information Technology Sub-Committee and the Communications Committee be adjourned. (3:05 p.m.)

CARRIED