COMMUNICATIONS COMMITTEE MEETING

CANADA ROOM, MARKHAM CIVIC CENTRE

MAY 2, 2005

 

 

MINUTES

 

 

Attendance

 

Members:

Deputy Mayor F. Scarpitti

Regional Councillor B. O’Donnell

Regional Councillor J. Jones (2:35 p.m.)

Councillor J. Webster

 

 

 

Staff:

Andy Taylor, Commissioner of Corporate Services

Janet Carnegie, Director, Corporate Communications

Marjorie Rebane, Manager, Corporate Communications

Judy Kee, Committee Clerk

 

 

The Communications Committee meeting convened at the hour of 1:35 p.m. with Deputy Mayor F. Scarpitti in the Chair.

 

 

1.         PROCESS FOR ‘ABOUT MARKHAM’

 

Ms. Janet Carnegie, Director, Corporate Communications, reviewed the two-month process involved in the production of the “About Markham” newsletter.  Committee directed that the following changes be made to the process:

 

 

CURRENT PROCESS

AMENDMENTS

3

Mayor, CAO, Comm. Ctte., Depts.

Mayor and All Members of Council, CAO, Depts.

10

Seek Approvals

Seek Approvals from All Members of Council

28

Draft to Dept. Heads

2nd Draft to Dept. Heads

41

See Approvals

Seek Approvals from All Members of Council

 

 

There was some discussion regarding ways to get more timely information into the brochure.

 

Members were advised that distribution is currently through the local newspapers as it is the most cost efficient method.  Committee raised some concerns regarding the current delivery process, however, noting that delivery methods are not consistent across the Town.  Staff was requested to make the newspaper staff aware of the Committee’s concerns, and to also follow-up regarding possible alternative methods of delivery.

 

Moved by Regional Councillor B. O’Donnell

Seconded by Councillor J. Webster

 

That the presentation of the Director, Corporate Communications regarding the process for the production of “About Markham” be received and endorsed.

CARRIED

 

 

 

2.         MEDIA RELATIONS PROCEDURE

 

Ms. Janet Carnegie, Director, Corporate Communications, reviewed the draft Town of Markham Media Relations Practices & Procedures, dated April 2005, which includes the process for responding to and directing media calls; the handling of media visits; the process for issuing media releases and advisories; the procedure regarding media conferences and photo opportunities; media spokespersons; and media tracking and measurements.

 

There was some discussion regarding the section entitled “Directing Media Inquiries”, and staff was requested to make the following amendments (in bold):

 

·  Calls requiring opinion or reaction will be referred to elected officials.

o                   If the issue is Town-wide but not linked to a specific Committee, preference is given to the Mayor or his designate; the Deputy Mayor or his designate; or another appropriate spokesperson.

o                   If the request is linked to a specific Committee, preference will be given to the Committee Chair or Vice-Chair, or Councillor most closely linked to the subject.

 

Committee reviewed the section entitled “Media Releases/Advisories”, and staff was requested to make the following amendments (in bold):

 

·  Corporate Communications is responsible for preparing and issuing all corporate media releases and advisories.  Anyone wishing to issue a media release should contact the Director, Corporate Communications, exclusive of elected officials.

 

·  Corporate Communications quotes the Mayor or his designate; the Deputy Mayor or his designate; or another appropriate spokesperson on Committee-specific initiatives.

 

 

·        Elected officials may issue media releases promoting an event of personal interest or a personal opinion on an issue.  These releases are to be issued on Councillor letterhead, clearly identifying they are on behalf of the individual Councillor, not the Town of Markham.

 

Committee discussed the importance of using the “Photography Release Form” when members of the public participate in a photo to be published, especially in the case of young children.

 

The matter of emails being directed to Councillors was raised, and staff was requested to ensure that Councillors’ Assistants are copied at all times when sending email messages to Members of Council.

 

The Director advised that the Toronto Sun has recently established a York Region Bureau and it will now be monitored by Corporate Communications for Markham-related coverage.  Members discussed the weekly publication, “Facts & Stats”, which is distributed electronically to Councillors, the CAO, Commissioners, and Directors.  Staff was requested to look into the possibility of placing this document on the Intranet Home Page and creating links to the stories covered.

 

Moved by Regional Councillor B. O’Donnell

Seconded by Councillor J. Webster

 

That the presentation of the Director, Corporate Communication, regarding the Town of Markham Media Relations Practices & Procedures be received, and approved.

CARRIED

 

 

 

3.         STRESS TEST – GREAT HALL WALL

 

The Director reported that a stress test is being carried out on the wall in the Great Hall with respect to the proposed installation of the 61” HDTV.

 

 

 

4.         CHANGE IN OFFICE LOCATION

CORPORATE COMMUNICATIONS DEPARTMENT

 

The Director advised that the Corporate Communications Department is being relocated to the lake level of the Civic Centre, next to the Building Inspection Department the week of May 9th

and the Economic Development Department will be moving from their location on the 3rd floor to Corporate Communications’ previous location on the main floor.

 

 

 

 

 

 

5.         WRAPPED HYBRID VEHICLES – CLEAN AIR INITIATIVE

 

At the last meeting of the Communications Committee, staff was requested to report back on the concept of “wrapped” hybrid vehicles as part of the Clean Air Initiatives.  The Director advised that staff had received two quotes; one for a simple design and wrapping, and one for a full design and wrapping.  After some discussion, including rationale for the earlier pilot project, Committee referred the matter back to staff to provide other options, including the involvement of sponsors.

 

Moved by Councillor J. Webster

Seconded by Regional Councillor B. O’Donnell

 

That the matter of “wrapped” hybrid vehicles as part of the Clean Air Initiatives be referred back to staff to look at further options, including:

-         Costs involved;

-         other potential designs;

-         community partnerships;

-         and to provide mock-ups for consideration.

CARRIED

 

 

 

6.         NEXT MEETING DATE

 

It was agreed that the next meeting would be scheduled for Monday, May 30th, 2005, immediately following General Committee.

 

 

 

ADJOURNMENT

 

The Communications Committee meeting adjourned at the hour of 3:05 p.m.