MINUTES

JOINT INFORMATION TECHNOLOGY

SUB-COMMITTEE AND COMMUNICATIONS COMMITTEE

CANADA ROOM, MARKHAM CIVIC CENTRE

2010-07-14

MEETING NO. 4

Members Mayor F. Scarpitti Deputy Mayor J. Heath Councillor A. Chiu Regrets: Regional Councillor G. Landon Regional Councillor J. Jones Councillor L. Kanapathi Consultants: Mr. James Hertzfeld, Perficient, Inc.

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 B. Dyer, Client Adviser P. Loukes, Director of Operations D. Sewell, Communications Coordinator R. Capocci, Chief of Staff J. Bosomworth, Manager, Strategy & Innovation A. Tari, Committee Clerk

The Joint Meeting of the Information Technology Sub-Committee and the Communications Committee convened at the hour of 1:37 PM with Mayor Frank Scarpitti in the Chair.

1. INTRODUCTIONS

Mr. Nasir Kenea, Chief Information Officer, introduced the consultants and members of staff in attendance. He indicated that the purpose of today’s meeting is to obtain approval to go live with the new Markham.ca site.

Mr. Kenea delivered a brief PowerPoint presentation providing some background history with respect to the Joint Portal project.

2. MINUTES OF THE MEETING OF THE JOINT INFORMATION

TECHNOLOGY SUB-COMMITTEE AND COMMUNICATIONS

COMMITTEE HELD ON JUNE 5, 2010

Moved by Regional Councillor A. Chiu

Seconded by Deputy Mayor J. Heath

That the minutes of the meeting of the Joint Information Technology Sub-Committee and Communications Committee held on June 5, 2010 be adopted.

CARRIED

3. PORTAL – FINAL REVIEW OF THE MARKHAM.CA SITE PRIOR

TO GOING LIVE

Mr. James Hertzfeld, Perficient, Inc. presented the Committee with a demonstration of the proposed Markahm.ca site.

The Committee discussed and suggested that staff consider the following:

· Simplicity and clear language

· Colour scheme (possibly change in future)

· Create a section that includes top 10 “Other Public Services/Key Services” (eg. Transit, Police, EMS, Schools, utilities, hospital)

· Councillor Section – have the actual Ward Map on the side of the page in place of the link

· Information on various Social Services (eg. Welfare, daycare, immigration)

· Change “Events Calendar” to “Markham Events” and “How do I” to “Markham Services” and these headings should be bolder/prominent

· The Markham News and Calendar should have a flash function (rotating information)

· Increase the number of News items to 6 or 8

· Change “Emergency Services” to “Fire & Emergency Services”

· Change the “more” button to “additional municipal services”

· Avoid duplication/repetition with words

· Include a tool (similar to the google site) that lists the top 5-10 services being accessed at that particular time

· Ensure individuals can clearly differentiate between meetings and events

· The section “Other Markham Sites” should cascade according to number of users for example: Library, Theatre, Museum, Gallery, Economic Development – monitor each site with the number of hits

· Clearly define where services are dealt with for example the various transportation available (GO, TTC, YRT)

There was discussion with respect to removing the picture of the Markham Civic Centre at the top of the home page and replacing it with three panels of rotating information or Markham News. It was pointed out the purpose of the Civic Centre image is to attract people to the site. Staff indicated that the proposed suggestions will be incorporated in to the site before go-live as much as possible; however, it was also identified that there will also be an opportunity to continue to make changes and/or enhancements as we move forward.

The Committee suggested that there be a one week period launched live for members of staff prior to going live public to obtain internal feedback with respect to any possible malfunctions. It was noted that the first Phase launch is focused on the look and feel of the site. There was discussion regarding the currently planned go-live date of August 30, 2010, and staff pointed out the possible delays into mid-September due to the outstanding activities/tasks.

There was brief discussion regarding the social networking. Mr. Kenea advised that there will be a future educational workshop session dealing with that.

Moved by Councillor A. Chiu

Seconded by Deputy Mayor J. Heath

That the presentation regarding the Joint Portal project be received.

CARRIED

The Committee members endorsed the go-live with the new Markham.ca website.

ADJOURNMENT

The joint meeting of the Information Technology Sub-Committee and the Communications Committee adjourned at 3:00 PM