Report to: Committee of the Whole Date of Meeting: 2006-06-27

SUBJECT: Use of Corporate Resources for Election Purposes

PREPARED BY: Sheila Birrell, Extension 4729

RECOMMENDATION:

That the policy on the Use of Corporate Resources for Election Purposes, amended to:

§ separate notices of Opening of Parks, Open Spaces and Facilities;

§ clarify other notices relate only to ward-wide notices;

and that, as amended, it be adopted as outlined in Schedule “A”;

And that the Town of Markham Business Expense & Conference Policy be amended as follows:

1. Delete Item 14 “Use of Corporate Resources—Election Purposes” and replace with a separate policy contained in Schedule “A” hereto;
2. Amend Section 13 to update print and mailing costs of Newsletters; and
3. Amend Section 13 to clarify that the printing of Newsletters pertains to Ward Councillors only;

And that staff review and report back in 2007 on the implementation of a Constituency Communications Program for Regional Councillors;

And that the protocol for the Opening of Parks, Open Spaces and Facilities be amended to provide for the disbursement of all notices of openings to be undertaken by the Clerk’s Department and not the respective Councillor, effective August 1^st in a municipal election year.

RECOMMENDED

BY: ________________________ ________________________

Sheila Birrell Andy Taylor

Town Clerk Commissioner of

Corporate Services

1. Purpose 2. Background 3. Discussion 4. Financial 5. Environmental

6. Accessibility 7^. Engage ^21st 8. Affected Units 9. Attachment(s)

PURPOSE:

To recommend the adoption of a Use of Corporate Resources for Election Purposes policy in order to ensure Members of Council who seek office are aware of the campaign expenditure restrictions contained in the Municipal Elections Act, 1996 and govern themselves accordingly.

BACKGROUND:

At the meeting of Council held on May 15^th, the issues of Council Newsletters and public notices were referred to staff to review and report back with recommendations on methods for communication by Regional Councillors, including provision of funding equal to funds afforded to Ward Councillors.”

Staff presented a report to the General Committee on June 19, 2006, recommending the adoption of a separate policy on the Use of Corporate Resources for Election Purposes. With the exception of the recommendation regarding notices, the Committee recommended adoption of the policy and staff was requested to report to the June 27^th Committee of the Whole regarding notices, including clarification of notices.

OPTIONS/ DISCUSSION:

Notices - Notices of Opening of Parks, Open Spaces and Facilities have been separated from other types of public notices that are currently sent out by individual Councillors. There is an existing protocol for such openings that includes a provision that disbursement for same is the responsibility of the individual Councillor. Staff is recommending, and the proposed policy has been amended to include, wording to the effect that these notices shall be disbursed by the Clerk’s Department, effective August 1^st in a municipal election year.

Staff was requested to consider distance in regard to notice circulation in an election year, based on the public planning process. That would represent a circulation of 120 metres or approximately 50 homes and that would be appropriate. A recommendation based on percentages would only be subjective. The policy has also been amended to clarify that public notices are considered only those that are ward-wide. Staff is further recommending that the protocol also be amended to that effect. Currently the topics for such notices are issues such as litter, overnight on street parking and other local issues. It should be noted that the policy allows for exceptions to the restriction respecting notice through Council authorization.

Newsletters – Staff is recommending the current Business Expense & Conference Policy be amended to clarify that the inclusion of Councillor Newsletters pertain to Ward Councillors only. Staff commit to review and report back in 2007 on the implementation of a Constituency Communications Program for Regional Councillors. The implementation of such a Program would provide Regional Councillors with a vehicle (with guidelines) through which they can communicate with their constituents.

FINANCIAL TEMPLATE (Separate Attachment):

Not applicable

ENVIRONMENTAL CONSIDERATIONS:

Not applicable

ACCESSIBILITY CONSIDERATIONS:

Not applicable

ENGAGE 21^ST CONSIDERATIONS:

Not applicable

BUSINESS UNITS CONSULTED AND AFFECTED:

[Insert text here]

ATTACHMENTS:

Schedule “A” – Use of Corporate Resources for Election Purposes Policy