THE SECOND COMMUNICATIONS COMMITTEE REPORT OF

THE CORPORATION OF THE TOWN OF MARKHAM

IN THE YEAR 2003

 

MINUTES

 

 

Civic Centre                                                                                             August 26, 2003

 

Attendance

 

Regional Councillor F. Scarpitti

Regional Councillor B. O'Donnell

Councillor J. Heath

Councillor E. Shapero

 

 

 

J. Livey, Chief Administrative Officer

T. Webster, Acting Commissioner, Strategy,             Innovation & Partnerships

C. Harrison, Communications Coordinator

L. Harlock, Website Administrator

J. Kee, Committee Clerk

 

 

 

 

The Communications Committee meeting convened at the hour of 4:15 p.m. with Councillor J. Heath in the Chair.

 

 

 

1.         MINUTES - COMMUNICATIONS COMMITTEE

            JULY 8, 2003

 

Moved by Councillor E. Shapero

Seconded by Regional Councillor B. O'Donnell

 

That the minutes of the Communications Committee meeting held on July 8, 2003, be adopted.

CARRIED

 

 

 

 

 

 

 

2.         REVIEW OF CORPORATE COMMUNICATIONS

            STRUCTURE

 

Tom Webster, Acting Commissioner, Strategy, Innovation & Partnerships, advised that staff would be giving a Power Point presentation on the current structure of the Corporate Communications Department and how communications is presently functioning within the new Strategy, Innovation & Partnerships Commission.

 

Catherine Harrison, Communications Coordinator, gave an overview of where Corporate Communications fits into the overall corporation, noting its recent move into the new Commission.  The Department is currently comprised of four members:

 

            Manager, Corporate Communications   - Marjorie Rebane

            Communications Coordinator                            - Catherine Harrison

            Website Administrator                          - Linda Harlock

            Communications Assistant                                 - Diane Sewell

 

The total 2003 Budget of $595,000 is made up of the following major items:

 

            Salaries and Benefits                             -           $300,000

            Community Relations                            -           $262,000

            Operating Costs                                   -           $  33,000

 

Members were advised that the Department staff had met and discussed various ways that their effectiveness could be enhanced.  Specific areas included: leadership and direction; a client-services model; resources and structure; and work environment and tools.  It was also agreed that changing the Department's name to "Communications Services Department" would make it clear that they would be providing services.

 

In response to a query from Committee regarding service levels, it was suggested that it might be beneficial to designate one specific person within the Communications Department to service one Commission so they would know who their contact person is.   With respect to possible additional staff requirements within Corporate Communications, it was suggested that there might be staff from other departments that have some skill sets to fill any new roles. 

 

In connection with budget requirements, staff advised that other departments often use outside graphic designers for specific projects, and these funds could be re-directed to the specialized staff in Corporate Communications.  Members queried Department software and space limitations, and staff advised that these issues would be addressed by the consultant review.

 

 

 

 

3.         DEPARTMENTAL AUDIT

 

Tom Webster reported that the RFP had been reviewed by the Communications Committee on July 8th.  Changes were made, and the RFP was issued on July 18 and closed on August 1st.  There were seven (7) respondents to the RFP and three came within target of the $20,000 approved budget.  Following a review, staff short-listed two of the consultants: MCC Workplace Solutions, Toronto, and GD Barkwell & Associates Inc. St. Catharines, and are recommending that interviews be held during the next week.

 

Catherine Harrison distributed copies of the consultant review to Members of Committee, which provided details of each company's submission.  It was generally agreed that one-hour interviews would be arranged with both firms and Members of Committee would be invited to attend.

 

Staff advised that once the consultant firm is selected in early September, the first meeting of the Project Steering Committee could be arranged during the second week of September.  A draft report would be prepared for the Communications Committee for mid to late October.

 

Regional Councillor F. Scarpitti requested that copies of the staff power point presentation be distributed to all Members of Committee.

 

 

4.         POPULATION FIGURES ON ROAD SIGNS

 

The issue of the Region of York updating road signs in the area municipalities had been discussed at the July 8 Communications Committee meeting and was referred to this meeting for more information.  Committee had before them copies of the report of the Region of York dated June 27, 2003 entitled "Update of Population Figures on Road Signs in Area Municipalities".

 

Members were advised that Regional staff has been authorized to update the Town of Markham signs to show the population as 235,000 and this work is now underway.

 

It was suggested that more signs could be installed on more roads within Markham; that the signs should have less clutter; and that the Town of Markham information should be most predominant on the signs. 

 

Moved by Councillor E. Shapero

Seconded by Regional Councillor F. Scarpitti

 

 

 

 

 

 

That staff take pictures of the roads signs that are currently in place within Markham; make note of their locations; and provide this information, and new format options, at the next meeting of the Communications Committee.

CARRIED

 

Note:  Subsequent to the meeting, it was determined that the Manager of Corporate Communications would work with GIS staff to provide a detailed map showing the complete inventory of signs with a legend outlining the categories of signs specific to Markham and the Region.

 

 

 

5.         MEMBERSHIP OF COMMUNICATIONS COMMITTEE

 

The matter of membership of the Committee was raised.  Councillor Jack Heath suggested that expertise from the community may be of assistance on the Committee in some circumstances. Mr. John Livey, Chief Administrative Officer advised, however, that caution should be taken due to possible conflicts of interest.  It was also suggested that the Communications Committee should only meet for specific issues or events, as necessary, providing direction upon completion of the Communications Review.

 

 

 

ADJOURNMENT

 

The Communications Committee meeting adjourned at the hour of 5:00 p.m.