HomeMy WebLinkAbout2015-07-27
Minutes for Communications Working Group Meeting
Date:
Monday, July 27, 2015
Time:
9 a.m.
Location:
1A
Attending:
Duncan Anderson
Mark Berney
Jenny Bilenduke
Linda Coutu
Susan Hajnik
Alison Jeschke
Marie Marano
Basia Radomski
Sarah Vaisler
Paul Wirch
Absent:
Curry Clifford
Steve Myers
Laura Pinto
Leanne Walker
Update on Action Items: Meeting Invites and Room Bookings
Basia has been in contact with Rob Van Dyke about incorporating meeting rooms into
Outlook. Staff will be able to book through Outlook at MAC only. There is still discussion
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on whether the 4 floor legal boardroom will be included. Janet Dauncey will still be the
gatekeeper to resolve booking conflicts when they occur. Administrative assistants will
still be able to book and delete meetings.
Accessible Email Signature
Three samples were brought to the committee. The samples were all previously
approved by the CAO. Staff will have the option to include their extension number and
cell phone number. Alt text is provided for the logos to ensure the design is accessible.
The signature will be automatically populated in Outlook and staff will input their name,
job title and other contact information. The committee voted on sample 3 with the
addition of the department name. The signature will be sent to department heads to
approve the address (if different than 40 Temperance) for offsite staff. The committee
would like to have the signature in place by September.
Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville, ON L1C 3A6 905-623-3379www.clarington.net
Review of Work Plan
Changes to be made to the work plan
Number each item
Add a check box column to the end to show completed projects
Update item #1 (corporate job descriptions posted on intranet with photos) to
make photos voluntary and to create a high level chart for the website.
Alison Jeschke to create chart for next meeting
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Department heads to approve chart before being posted
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Update item #6 “Acquire a municipal complaints software” to “acquire a municipal
feedback software”
Curry Clifford is doing some investigation into this.
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Bylaw currently using LDO. Linda Coutu to look into if there is an
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opportunity to share with other departments
Update item #7 members of the committee to ask their departments to track any
feedback on the website and send to communications
Update item #10 “designate a point person in each department for inquires or a
regularly updated list of departmental responsibilities” to merge with item #1
“corporate job descriptions posted in intranet with photos”
Add an additional item for creating YouTube videos to answer commonly asked
questions
Use the work plan as an attachment in the bi-annual report to the CAO
Next meeting set timeline and priorities
Review the website
The website is live and fully accessible. The committee reviewed some of the new
functions such as subscribing to news and alerts, department overviews, alerts on the
homepage, and the feedback column. Committee members are again asked to send
any feedback on the website to the communications division.
Questions arose on how to report Clarington road closures to Google maps and other
GPS services. Jenny Bilenduke to investigate.
The website is to be presented to Council at the next General Government meeting. It
will also be presented to Management at their next meeting.
Other Business
None
Next Meeting
The next meeting will be in the end of September
Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville, ON L1C 3A6 905-623-3379www.clarington.net