THE FIRST COMMUNICATIONS COMMITTEE REPORT OF

THE CORPORATION OF THE TOWN OF MARKHAM

IN THE YEAR 2004

MINUTES

Civic Centre March 24, 2004

Attendance

Deputy Mayor F. Scarpitti Regional Councillor J. Jones Councillor J. Webster Councillor E. Shapero Councillor A. Chiu

J. Livey, Chief Administrative Officer M. Rebane, Manager, Corporate Communications C. Harrison, Communications Coordinator J. Kee, Committee Clerk

The Communications Committee meeting convened at the hour of 2:05 p.m.

1. APPOINTMENT OF CHAIR,

COMMUNICATIONS COMMITTEE

Moved by Councillor J. Webster

Seconded by Councillor A. Chiu

That Deputy Mayor F. Scarpitti be appointed Chair of the Communications Committee.

CARRIED

2. CORPORATE COMMUNICATIONS UPDATE

The Manager, Corporate Communications gave a presentation outlining the 2004 Departmental Work Plan, highlighting Core Initiatives which included: media relations, special events support, publications, public relations, internal communications, website, communications services, staff training, and emergency management. Members were also updated on New and Enhanced Initiatives for 2004, and First Quarter Accomplishments.

The Chair thanked Ms. Rebane for the presentation and on behalf of the Members of Council, expressed special appreciation to Ms. Linda Harlock, Website Administrator, for her excellent work on the enhanced Town Website.

In response to a query regarding the availability of Town photographs and the feasibility of maintaining individual files for each Councillor, staff advised that all photos taken at Town events are archived, and that this specific request would be explored.

Committee discussed various matters, including: the need for standardization and use of templates; corporate branding strategy; the reprinting of Town text; formalizing Councillors' quotes; the importance of editing text on the Website and Town publications; and the volume of work within Corporate Communications.

Moved by Councillor A. Chiu

Seconded by Councillor E. Shapero

That the presentation by the Manager, Corporate Communications, of the 2004 Departmental Work Plan and 2004 Review of First Quarter Accomplishments, be received.

CARRIED

3. CORPORATE COMMUNICATIONS AUDIT

Mr. Mark McConkey, Consultant, MCC Workplace, was in attendance and presented his report on the Review of Corporate Communications - Organization and Operations. He advised that the audit had been carried out for the purpose of providing recommendations to enhance the effectiveness and efficiency of the Corporate Communications Department. Details of the goals and methodology were briefly reviewed.

He reported that different aspects of the Department have been studied, and presented the key results, observations, and recommendations relating to each area, including: departmental structure and job accountabilities; process review; service model; the approach to internal and external communications; the approach to media relations; and the relationship between corporate communications & information technology.

Committee discussed the importance of developing guidelines and templates for Town processes, and the need for up to date technology to improve efficiency. Members queried the feasibility of a possible phase-in approach regarding the Consultant's recommendations that may be approved in the future. Comparisons between outsourcing and in-house activities were made and staff was requested to provide specific costing details (creative vs print/material).

Following some discussion, it was generally agreed that a senior management position is required within the Department, and with efficient re-organization, additional functions such as "Special Events" could be added. A new job description would have to be prepared by staff prior to the full time contract position being posted/advertised. It was suggested that the successful candidate be requested to work on a Corporate philosophy with both the Communications Committee and the Town's Consultant from MCC Workplace.

Moved by Councillor A. Chiu

Seconded by Councillor E. Shapero

That the presentation by Mr. Mark McConkey, MCC Workplace, on the Review of Corporate Communications, be received.

CARRIED

___________________________________

The Consultant and the Corporate Communications Department staff

left the meeting at this time.

___________________________________

4. CORPORATE COMMUNICATIONS RE-ORGANIZATION

Committee briefly discussed the qualifications and experience required for the proposed senior management position, and noted that any Councillor wishing to be involved in the selection process would be most welcome.

It was agreed that a further meeting of Committee would be required to review the remaining recommendations presented this date by the Consultant, and staff would make arrangements to schedule a meeting within the next two weeks.

Moved by Councillor A. Chiu

Seconded by Councillor E. Shapero

That staff be authorized to hire a full-time contract person, for one year, in a senior management role for the Corporate Communications Department.

CARRIED

ADJOURNMENT

The Communications Committee meeting adjourned at the hour of 3:40 p.m.