THE FIRST MEETING OF THE
COMMUNICATIONS COMMITTEE
FINANCE BOARD ROOM,
MINUTES
Attendance
Members:
Deputy Mayor F.
Scarpitti
Regional Councillor J.
Jones (
Councillor A. Chiu
Councillor J. Webster
Staff:
Andy Taylor,
Commissioner of Corporate Services
Janet Carnegie,
Director of Corporate Communications
Judy Kee, Committee
Clerk
The Communications
Committee meeting convened at the hour of
1. PUBLIC
SPACES
Janet Carnegie, Director of Corporate Communications, made a presentation updating Committee on the status of work relating to the Town’s Public Spaces Policy since its implementation in November of 2004. Staff provided information on a proposal to install an electronic display board in the Great Hall and monitors in the other entrances of the Markham Civic Centre, and also detailed a proposal to install standardized display systems within the Civic Centre.
Committee discussed various options related to the two proposals, including:
- placing similar displays in community centres and libraries
- feeding audio through display board in Great Hall when amplification is required by speakers
- investigate opportunity to view boards in operation off-site
- investigate scroll and search capabilities on screens
- light meter readings to be taken prior to installation
-
provide digital mock-ups of
proposed Civic Centre locations, including
- re-allocate security guard area as a cloak room
Committee thanked the Director of Corporate Communications for the presentation regarding the electronic display board and the standardized display system, and directed that all options discussed this date be referred back to staff.
2. GRAPHIC STANDARDS
The Director of Corporate Communications provided information on the process currently underway to improve the Town’s graphic standards. Members were advised that the current situation is being assessed and recommendations will be forthcoming, together with demonstrations of sample applications, such a letterhead, signage and promotional material.
3. KEY COMMUNICATIONS
INITIATIVES
The Director of Corporate
Communications outlined other key initiatives of the Department, as follows:
•
New request/ work assignment procedure
•
New department approval processes
•
New Media Relations processes
•
New workload tracking process
•
New photo consent & archival process
•
New KPI’s being developed
•
Creative supplier directory expanded
•
Strategic Communications Plan in process
With reference to the photo
consent & archival process, Committee requested staff to ensure that
photographs taken at the recent Angus Glen Official Opening event be made
available through the photo data bank, and in addition, to advise Members of Council
when photos are placed.
The issue of “branding” was raised
and staff emphasized the importance of having a procedure in place with respect
to a single approval point for approval of all Town external materials.
4. MAJOR PROJECTS
The Director of Corporate
Communications outlined other major projects being undertaken by the Corporate
Communications staff, as follows:
•
DAN Advertising (April 4)
•
CTM literature display program
•
Website/Intranet update
•
Safe Streets (April 9/10 public event)
•
•
PEP Level III
•
Emergency Management
•
Volunteerism
•
Environmental programs
•
Communities in Bloom
•
“About
•
Town Page Redesign (March ’05)
Moved by Councillor J. Webster
Seconded by Councillor A. Chiu
That the presentation of the
Director of Corporate Communications regarding the Town’s Public Spaces,
Graphic Standards, Key Communications Initiatives, and Major Projects, be
received.
CARRIED
5. NEW BUSINESS
Town of
There was some
discussion regarding the placement of religious holidays in the Town’s Annual
Calendar. It was suggested that staff
conduct a survey of residents, either on the Town’s website or through the
“About Markham” publication, regarding the value, effectiveness & popularity
of the Town’s Annual Services & Event Calendar.
ADJOURNMENT
The Communications Committee meeting adjourned
at the hour of