HomeMy WebLinkAbout2015-01-29
Minutes for Communications Working Group Meeting
Date:
Thursday, Jan. 29, 2015
Time:
11 a.m.
Location:
3A
Attending:
Jenny Bilenduke
Linda Coutu
Susan Hajnik
Laura Pinto
Basia Radomski
Leanne Walker
Paul Wirch
Absent:
Duncan Anderson
Mark Berney
Curry Clifford
Cindy Fleming
Marie Marano
Stephen Myers
Sarah Vaisler
Section 1: Review committee Terms of Reference
The group reviewed the Terms of Reference.
Discussion about the purpose of the Communications Working Group.
The group can identify a work plan and identify gaps and communication barriers in the
organization. Once identified, we ca work through those items and provide solutions to
improve communications. The group makes recommendations, but decisions have to be
made at a higher level. We want to make sure what we discuss goes toward creating a
solution.
Suggestion from Jenny that we prepare a report for the CAO two to three times per year
and make sure it goes to department heads.
The group agrees. Basia notes that there is a section on manager’s meeting agenda for
updates from the Communications Working Group. We can prepare a report for the
CAO to report progress.
Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville, ON L1C 3A6 905-623-3379www.clarington.net
Everyone agrees that we will continue to meet bi-monthly unless necessary. We can
also communicate via email.
Section 2: Discussion on improving corporation’s organization chart
There has been push-back surrounding the suggestion to have photographs on the org
chart. There are some issues related to privacy.
Basia suggests that we could include another line that details each person’s role,
instead of just a title. Example: Most people don’t know what the difference is between a
Planner 1 and Planner 2. Also, two Planner 2’s might have two completely different
roles.
Section 3: Set committee priorities
We need identify items we can implement that will make a difference.
Suggestions included using Outlook to book meeting rooms, add communications tips
to the Clarington Connected eNewsletter
Section 4: Top five goals to improve communication
Jenny - Municipal wide customer service for tracking - it’s a key piece of what we could
do, but the budget needs to be set to get that. We need the time and the money and the
support to be able to implement the items that will help improve communication in the
organization.
Linda - We’ve been trying to get a tracking system - operations has one, clerks is
getting another.
Laura - A city-wide application may soon be rolled out.
Basia – Can we get more information on that application?
Jenny - The Engineering Department receives calls from various sources (mayor’s
office, residents, councillors). It becomes hard to get information out to everyone. We
need one central way to communicate to everyone or one place for everyone to access.
Paul’s ideas to improve internal communications:
Corporate wide:
Dedicated “point person” in each department for inquiries or a regularly updated
list of departmental responsibilities;
Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville, ON L1C 3A6 905-623-3379www.clarington.net
- Admin. Assistant or other(s)
Ability to look at meeting room availability, when trying to set up a meeting
Consistent use of Outlook Calendar
- Listing unavailable times in your calendar
- Responding to meeting invites – Even if “Tentative”
Reply to internal e-mails as a first priority (within 24 hours)
A Municipal staff directory with photos;
An organizational flow chart
- With photos
- With expanded job description / list of an individual’s primary responsibilities;
Have departments provide presentations on their projects to other departments
on:
-
The projects they are undertaking.
-
Common inquiries they receive
-
Description of how they are implementing Council priorities or Strategic Plan
Annual/semi-annual corporation update (i.e. CAO’s office)
-
Progress on corporate initiatives, etc.
Consistent use of accessibility rules in e-mails – including signature lines
No meetings should be scheduled unless an agenda has first been prepared.
Give adequate time and resources for inter-departmental staff to review and respond
when requested to give comment on your report, policy or initiative.
Only a few member were able to speak to this item. We will continue this topic at the
next meeting.
Section 5: Website redesign update
Basia provided a quick update for those members who were part of the site map
thth
session on February 28. We have until February 13 to provide a final (signed off)
sitemap to eSolutions.
Section 6: Other Business
Postponed until next meeting
Section 7: Next meeting
Next meeting – end of February 2015
Meeting adjourned: 12:10 p.m.
Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville, ON L1C 3A6 905-623-3379www.clarington.net