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AGENDA - Special General Committee - 20080129Spare SPECIAL GENERAL COMMITTEE AGENDA M0.08-06 TUESDAY, JANUARY 29, 2008 7:00 PM SPECIAL GENERAL COMMITTEE DRAFT 2 2008 CAPITAL & OPERATING BUDGET COUNCIL CHAMBERS AURORA TOWN BALL PUBLIC RELEASE 25101 /08 "<Z Aul?,ORA. TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING AGENDA NO. 08-06 Tuesday, January 29, 2008 Council Chambers 7:00 p.m. Mayor Morris in the Chair I DECLARATIONS OF PECUNIARY INTEREST H APPROVAL OFAGENDA RECOMMENDED: THAT the content of the agenda as circulated by the Corporate Services Department be approved as presented. It/ DELEGATIONS a) Mr. John Gutteridge, Director of Financial Services/Treasurer Re: 2008 Budget Overview VI CONSIDERATION OF ITEM REQUIRING SEPARATE DISCUSSION VII ADJOURNMENT Special General Committee Meeting No. 08-06 Page 2 of 2 Tuesday, January 29, 2008 AGENDA ITEM 1. Review of the Council and Committees Operating Budget pg.' (blue pages 3 —18 inclusive in the budget binder) Expanded Council Administration and Council Program budget sheets with account descriptions ((yellow pages attached) (deferred from the January 24, 2008 Special General Committee meeting) 2. Staff's Proposed Changes to Achieve Council's Directive pg. 14 (PowerPoint presentation attached) (deferred from the January 24, 2008 Special General Committee meeting) 3. Justification of Budget Requests pg. 35 Re: Aurora Historical Society — Use of Grant Funds (Requested at January 21, 2008 Special General Committee meeting) (deferred from the January 24, 2008 Special General Committee meeting) 4. Additional Information Requested by Mayor Morris January 22, 2008 (deferred from the January 24, 2008 Special General. Committee meeting) a) Economic Development Advisory Committee and pg. 37 Aurora Heritage Advisory Committee. b) Environmental Advisory Committee pg. 38 c) Anti -Littering Initiative pg. 39 5. Clarification for Marketing/Communications Additional Staff pg. 40 (deferred from the January 24, 2008 Special General Committee meeting) 6. Establishing the next Budget Meeting Dates pg. 43 (Council Meeting Calendar for February and March attached for reference) Finalization of the 2008 Capital and Operating Budgets (deferred from the January 24, 2008 Special General Committee meeting) SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 0 0 0 't c tO.N W OI�N O C m r, a C m O co o N E N ' 'o'� 000.'o b"6 oo'o.oc r. ec.. v' O b 0 0- q o o b' q o. c jiimi ., O U 6 W. N .. c ._ Q. Ncu o 00.00 o g o 0 o c 4_ .. .. ." O.O O.O 0 O O O O�"c b O b 0 b'O.O q p 0 m N F r M a N Q AGENDA ITEM # 1 - 7 p." coo 8 of voil oI. r O O 0 e- e N Nvi � , t NESSMAL-M-AM 8$800 m0 H O z O O P O N Yn N 0.0 0 Q o 'N m JF-❑ KF- o OO zw m F- w t2.n w$_ a0 N aF.zM� LU (ANNi)N.�NNN whF.�Fhi_r-r� � N zOa."d J2' W °iJU U)w a W W wtii. LL] W..W LLI 0'"Z-Z'Z z ZZ'zz z Z U U)U nZl w Um l n e Q W w W W W w w w w m a m mm mm m mmm m ,o m O,O'O(V "" ffi .vim N NA V '.F 4 <I' [I" 4 d" d 4. 1C 1p W0 .J G SPECIAL GENERAL COMMITTEE-JANUARY 29, 2008 I GV u N lL 9I m O 9 N O N P (0 O N N o'o 0 0 o n,o 0 0 4 0 0 0 0 0 o g q o 00 T o o 0 0 o o O.O o o 0 0 o O o d'O N O o rn o.o N' O6,FK oo t0 N n ci Y AGENDA ITEM 0-1 - 2 O'O a 1''0 400 00 G' I O O O •O: O O'O O O D O W v o N W (7 LLJ O a� ¢ F Z V LLJ W (L O Elf LLI (7 W J LL K W W W W ZaZa (q O (9 a U ip: J U!uuW..�mOUaKw0of �a0o W WO'Z ppX -.6'�. w O W oo:>w ...q0. C) ro c C. W ¢. G 1 7 06 o O N N N M'Ca' 0 0 0 0 LL 7a �J p O O p 0 0 a�{} y Q( N l!) O N f�lj ro a roO,..0 N'WymJ LL O.. .2_ SPECIAL GENERAL COMMITTEE - JANU z ap AGENDA REM s, -, / � ƒ \\± . / coon ?! . !- % .t .. : . }/ . 0co � \ .ate .. < SPECIAL GENERAL COMMITTEE-JANUARY 29, 2008 Y - Q O 0 0 0 1 W N W VJ I~, -O wfMp OMi N O O M N W O Q o C N 7 Q `. m `1 O iN y ;I� O U m � 0 N v- t�Y L 1 co L Q O N 1 1 O c CS 3 MM� F— W L CL Al f" o ro u 4 N O N O � O N M <D o>,O N N o V f M O CV (V n M � O �-dn'N h'V tr0w M (p M, hd r N IN 'Ile I� M M N — M v> O W O O m O< a in I-.m N o M d W.v r N m N O O O O r� m'W W W N uMJ Wb OOi MY'r N �h r'r O W N N d' O O O 4 I M-7. M N 4 O O r., m m:lnmmcgn N N 50�7 C'1 h..fV co c'i M AGENDA ITEM #•1 - 4 ro�rro M N f+> d A z 03 O W o v. r •� � N O N O O O O O N N M 000 O O M N 00 • a mCL OTc~F W N w W co aa r O a¢ U pw�c> w px�o 0 J O u�. inmm W aim al to0. N Vlmzom�n U�Ul fA rn J of0� a F- LL LL LL IL LL LL Ll l4 w L N J W Uaaw a w ��oM�zzzzzzzH9 'z Z;wwwwwwwww >m oaNKN .1m(,) . 0 /n O O b W., 4444�444444 wvi� o mo -4. SPECIAL GENERAL" v Lol COMMITTEE - JANUARY 29, 2008 s- X (W(�� W O O Ip�p N .co} O 0.0t W m rr"1 1O• pMj O N Op O� aa}} 0 0 N V .� W O h V 7 r N fNV V; VN'. -O Ih I� N W I� C'] N O '- N i O O O N G v Y I. hO y G n 0 LL Y O pp p S O dm' O N ON cD O N m �- I Q N m N m I O o�n mmvomo 0 OmN W (ODm MO m mm O 'M' I� M Q N O W ma AGENDA ITEM # 1 - 5 O O O '0 0 h m try i mm z a. z a O U U v m N m r 7 U r� w W O c m m -J mT6 co ¢�¢ UN K D7-Q a�. z 7' z� .fE - O Q Q cn. U m F- o tl� g a q ~ �Z w u) 0. O.K u O w z c �-w 01 cD Q.z ¢U No 00) N .0 W (,X �JR twi. K. m aUacLK OCQJK - 'u5 b c m ti0 °Uw>O O>C) r v=i 0 a Q 0 O.O'�. .Lu > w z� ¢ M¢ v O (((VPV y Ny VJ t(l C N 0v 0 0 V O p 9 0 0 0 0 O O U O o o~ v d4'�vvvvvvd c ro o x d 11 CZ. ) LC w F@- c N. - 5 - SPECIAL GENERAL Cl )MMITTEE - JANUAR'Y 29,.'2008 AGENDA ITEM # •1 - 6 I `4 L cl i 00 0 Q ,J 0 a 0 m I'— W L CL C b ro S 4 N ; n o < x 0 0 0 O 0 0 0 0 0 0 0 0 O o O o .Y 000 OU000 O000 < O 0 0 N T+ 0 oY Y 0 0 OO O O O P O o 0 0 O O N � ro y O O N O � r N o a N O N O O O . _ 0 0 0 0 !® 0 0 J j Q AVI is N .1 Nei UI 0 0 u0i wf' w..V ON W' . ^ O LL i9..o "FQ v : 7: . y c ✓� ch'm,' y c ro ro n m N a Z -6. SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 1 - 7 COUNCIL. ADMINISTRATION 01150 Salaries and Benefits 4.2000 All of Council and Mayor's Executive Assistant and Councillors Administrative Assistant, with projected increase. for 2008 ' Office Supplies 4-4000 General Office Supplies for Mayor and Councillors Presentations 4-400I This is for presentation such as.500 wedding,. flowers for memorials, get well, etc. Receptions 4-4002 . For. Lunches and meals, for Mayor and Guests when necessary. SubscriptionOublications 4-4004 Municipal World, Newspaper and other Subscriptions required by Mayor and Council Office Equipment; 4-4006 Fax.Machine'and Printer for Mayor's Office,.Printer for Council Admin Assistant Special- Functions 4-5000 $3,000._ for Mayor and $450, per each Councillor as provided for by by-law. Specifically for Council to attend special functions on behalf of the Town Conferences 4-5001 For attendance of Council at Conferences to. a maximum of $3,000. per year per member of Council - - - CoursesandSeminars 4-5026 For attendance of Council Staff for Courses and Seminars Memberships 4-5028 AMO $7,000, OTAH $500, Greater Toronto Mayors $250, Chamber of Commerce $1,500 Mileage'4.5029 $600 per month for Mayor and $1,500 per annum for Councillors as per By-law and $2,000. for miscellaneous mileage for staff or special travel. _ Equipment Repairs 4-5033 .Just a general allowance for equipment repairs Insurance Fees 4-5039 - Municipal Councillors Coverage SPECIAL GENERAL COMMITTEE-.JANUARY 29, 2008' Advertising 4-5042 Advertising on behalf of Council such as Mayors Messages In publications, promotion of special functions suobas Camper fund raisor, etc. (would suggest Council might want to establish a policy in this regard) Photocopier Charges 4-5045 Cost for Mayor and Councillors copying Civic Responsibilities 4-5091 New account for Civic Receptions should they be required, such as Aurora Tigers Canadian Championship $5,000., Town Pins $2,500, Town Gifts $2,000. SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 W d .000 O O 88 Q pp 0.0 O1000 m O M O M O M (O O N N p O N . 00 O 7 N Z C m A W V 00 0 0000 0 0 0 I, . �•:�. N coo O ct' A t C, M M Q W 0 0 O'0'00'. oo0 O OOO OO,OO- O'O.O 00 N H Q ' 4- d-+ o G o0 0 oQon oo a O c �zr u 3 � o pp I— m oO y O O O 0 0 0 O.. O N W O C w O.- N � Q O' tD. (D a :J � e 5i N AGENDA ITEM # 1 - 9 00 0 o O 0 0 0 0 a M. 00 �o' ooQo 0 0 :•5Q: 0 0 0 0 00 0 0 0 0 0 0 0 0 6 0 0 0 0 ro P; J SPECIAL GENERAL CI O N 00 y C III, IQI Ilvl I II:I I iZll tV 0 00 CV µ.+ 0 0 (�] Mm M O WMITTEE - JANUARY'29, 2008 O C � AGENDA ITEM # 1' - 10 I 411r W ea( . N, N E ' ipK{xrrrl i 3: Lti ItiE CO N 0 0 O' O 0 0 •� �� 0 N il w �s, oo'aaoo' ;e�, 0 0 ;i;;q ro �- � a II Ip Ib 9 N O O O O i II xg11 '01 13 m c n ti,° o -10- SPECIAL GENERAL COMMITTEE- JANUARY'29, 2008 P.L 00 O. 0000 OO O 0. 0 Qcoo O O O 0 N O c OO 000', ., 0000�00 'p 0 O :'OOC .O ,O. O . -0 }'. Y O O C} O OHO O Op .O' O N y O, 0- O kh O N. 07 N. c6 00 w o w O, N o c 7. i o u m � N � N 0 CD d n M� W Q N o F N 0 i m �N a o fCS " L Q o w m d LO Q 00.g a'000o ' a`o 00 O O 0 AGENDA ITEM # 1 - 11 00101 000 t. on 1Gi 000' 0 :0 0.' 0 0 0 N- CL O .t . - z °. .O rn Z W z . �..- O J n¢m 00 F. Z_F N N M Z mZ O C L hNO- LTJ f0O 7 lAO m :.'' O �F m'G0o °7 NN�rr o'm 'm E O,'• :F G � MN' a = N x N G ❑ p WN N D X N ncf W �U -11- SPECIAL GENERAL COMMITTEE - JANUARY 29.Y 2008 AGENDA ITEM # 1•- 12 p N 7 Nil: p O O O O O p 0 0 0 O.O O �Cm O hj! pop o .9+ 1 , Yr9tl :o�.[S� w q' N O O O O O O O 0. o I�1 16 N 60 6 O, 0 0 O D ,O •1 Fyy C. i!!f�l �I!A co L c4 Y Y O N � I• Q N ' �Md � N IIII IrI{II Oil I �+, Z M.I cn ..:: o N I: •' CL r V N 0 0 000000,0 BOO; p N ow 03 ",. ga o a � U 9 O N ry r+Nil I' WLo o N o: � 6 � � •�WI!I 3 o _12- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEMAI 1 - 13 COUNCIL PROGRAMS 01160 Community Grants 4-7000 - Seniors Tax Rebate program $25,000 (New program) Info Aurora $25,000 and other Community Grants $6,000 Museum Grant 4-7001 Grant'to Aurora Historical Society Education Grants 4-7002 Burseries SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 1 r� -14- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 2 -15- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 3 -16- SPECIAL GENERAL COMMITTEE - JANUARY 29,2008 AGENDA ITEM # 2 - 4 L0 (o 75 SPECIAL GENERAL COMMITTEE - JANUARY 29,2008 AGENDA ITEM # 2 - 5 G( U -18- -18- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 6 0 E 0 E >� 0 (.0 0 Q c� E L U o =on, O 0 O d O U � - -19- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 7 • a 0 0 0� 0 co 09' C 0 CD 0 0 O Lo Q A. Q o � co o o on �o V / 9. . m -20- SPECIAL GENERAL COMMITTEE - JANUARY 29,2008 AGENDA ITEM 9 2 - 8 CD o 1 .(D MAI- o . . . . . . . . . . . 1.0 C) \\/ y : 2. 2 a) SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 9 O Q, r fn LL < ; n N cLf X ttS U) CL C C OLo U) F— � O X c:) M O F— N 4- O O O (D E 0- co Q O U) u- -22- SPECIAL GEN.RALCOMMITTEE - JANUARY z as AGENDA REM ,2.# U) n { ƒ 3 ■ \ . 7 % �.. �.. � .. b/ / § / o \\� CL 0 oc: \ \ \ j /CD A. fR a \. \ k \ f CD 7 o R a) A a) 2E� sEo E CL m \m 7m LLJ0 ®f } � . \ •m _ / . \ q / $ 7 o E 7�:: :r , »2 -23- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 11 V ) n ,}j IN - L CL Q L0 cll a� (A �► p Z3 (t3 Cll O cm = p � T co (Do -24- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 12 U/ z O o L0. c� o U) o-0 to U) -25- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 13 (/ ui Im- 0 c: o 0 o o c10 �0 U) o � o c� -26- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 14 V z N OOOLt�OLnd.Mm00N Lf) L I•- Imo- 00 L() Lo I-- _ MMLo Cl'0000ONNT CO m Lo m M N 00 N N r-r-M NMNr MN 01) ffl 6p 61 4t} 6q K-} 6.} ffl 6c) K} C L O = C O L LLI to U C W Y N ~ O 03 (O O O N Q .i O cn C S0 U p s O ._ r( s • d) C o `. � Lt_ N O U U U> a) 0-� L O L V t31 _ U. t y N O O O i) U) U) t% G _U t���� N 0.__0,.0_0 0)cn.O N N W mIL0.O.- W JJJJ� IN- Lo c LLf) CI N r tq Z O 0 . 27 - SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 15 0 Q n W 000000000 O 000000Lo00 Lt7 OOOoOOt`-NO G) Looi,� tOLoln d o rEF3 6q _Lo(D 6q g �}ta � co N cu O O v U U � �� c x W Z O U U m O o�c� H YL Lu O Ud C�Om I—o� o o _ L .� C U C6 �- co N CO 06 CC} E Ci U W SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 16 ;. CJ O O O o o M c) o�.co©r-N ?ci 1�- O Lo ti M C'7 co N .69- oc> 6c>u> 0) E O U i E U ry co O m Lo N d- C) ' T- Z O 0 Q w. �. Q -29- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 17 0) c: A -a 0 0 c: 0 Vi i '4� T IM L lr�: cli Ci ol A I i u I g� -------- --- Li -- ------- oi -30- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 18 Ax c: A-0 P4� i� in in! ,4 a. w U, : Ni lol ID, IN 0 01 tg iod 0 -t -r-1-- NNE in 4-a CLI of I -zl 1,q SPECIAL GENERAL COMMITTEE -JANUARY 29, 2008 AGENDA ITEM # 2 - 19 m Lo Sr-"s N � io0 9C0 D L f 4 3 1 �i € 1 ff 1 S I 1 1 Mi IIZ- .:t0. !Oa :O o it'd' +r tr) +O :_.€O{ ja! f0 O i'�li` ?'M Oy 16i .�O - ttit rr O to, N co 4. "�/��y� ��y^. ♦gip E 1 CO i(D S So:: � � O t0j " N J_E� _ y0 N �M N OD ` Q O OE i.0 O I €€ L -32- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 20 co 4.0 4-- O ,__j -33- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 2 - 21 N O of (O V ry suogl1w -34- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 3 - 9 qMA 8 � Q� O }q� q .... ....... Y all -35- SPECIAL GERALCOMMITTEE - JA.0 z &e AGENDA REM ,,-2 ]. )) �\ -36- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 4A - 1 Additional Information Requested by Mayor Morris January 22, 2008 The Economic Development Committee is as follows: $200.00 for Office Supplies $200.00 for Meeting Expenses $7600.00 for Internal Grants (Business Achievement Awards Sponsorship) The cost breakdown of expenses incurred by the Heritage Advisory Committee last year included 1) $2700 for 21 designation plaques 2) $1500 for Doors Open Ontario registration 3) $75 for Community Heritage Ontario Membership 4) $20 for Civic Award frames 5) $120 for Heritage District Pre -consultation Meeting 6) $160 for Wood Interpretive Plaques 7) $225 for Doors Open Aurora Signage Total estimate: $4800 The Heritage Advisory Committee also commissions consultant studies which generally cost around $2000 and other heritage related events such as the Heritage Designation Plaque Presentation Ceremony to be held this year on February 11, 2008 !I[Cf/M SPECIAL GENERAL COMMITTEE - JANUARY 29r 2008 AGENDA ITEM # 4B - 1 Environmental Advisory Committee Budget 2007-2008 Budaet. Operational Costs - Promotional awareness campaign- 1000. EAC Communications Brochure 1500 Office expenses - photocopying, etc - 900 Seminar costs - refreshments etc 2000 Room rentals - Seniors Centre. 1500 Mileage reimbursement 45c/km A 700 - 500 Planting budget $1,000 Total budget - $8,400 Details Oaerational Costs Promotional Materials - 1000 Photocopying 400 Postage 100 Paper stock 400 EAC Communications Brochure 1500 Seminar costs- refreshments etc (Jan, Feb, April, Fall 2006) 750 Speaker fees 500 Room rentals Seniors Centre 1500 Mileage reimbursement 4Selkmx 700 500 EAC member seminar fees 750 Planting target 1000 $ 8,400 ctra Appraise Variance -38- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 4C - 1 Anti -Litter Budget • Advertising 16 the Chamber of Commerce Newsletter • Turtle Island rear -pack truck, a driver and a loader: $150.00 per hour with a minimum charge of 4 hours Town staff to pick up blue box recycling ( 62.50/hr x 6 hrs) 150 Kits for the Volunteers (gloves, water, garbage bags, hand sanitizer) BBQ for Volunteers • Printing (posters) & plaquing Recycling bins from Norseman (150 @ $6) Total $160 $600 $375 $750 $750 $200 900 $3,735 I&PIE SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 5 -1 AuwoizA. ynwbe D goad cac' p"p p MEMORANDUM Communications & Marketing Administration Date: January 23, 2608 To: John Rogers, CAO From: Kristen Yemm, Communications & Marketing Coordinator Re: Justification for 2008 Staff Requests The 2008 Communications & Marketing Division's Business Plan includes an increase in staff compliment of 1.0 full time staff and 0.33 temporary staff. Communications is presently comprised of. three full time positions including the Communications & Marketing Coordinator, Communications Specialist and the Advertising and Sponsorship Representative. Currently, the Communications Specialist position and full time salary is being shared by two part-time staff (please see attachment 1). As outlined in the current job description for the Communications Specialist position, both the responsibility of managing the website and providing corporate communications support to the Communications and Marketing Coordinator are core areas of responsibility. Based on the dual role this position performs, staff has divided the responsibilities, creating a part time Communications Specialist working 21 hours per week and a Web Specialist working 14 hours per week. The division of hours for these positions was based on a greater need for communications support. Outlined in the Communications and Marketing Division's 2008 Business Plan is a Council Communications section, which is anew area of responsibility within the portfolio of this division. In order to meet our current corporate communications needs, the communications needs of the Mayor and Council; and to effectively manage our website, the addition of this full time position is necessary. 1 New FT Senior Communications Specialist: Reason for Request: The number of programs and events requiring communications and marketing support is increasing as the Town of Aurora grows. Also growing, are the demand for on-line services and continued web development and the need for increased media and public relations support for the Mayor and Council. In order to meet current and future service demands and to effectively execute awareness and educations programs, the Communications Division requires permanent support beyond our current staff compliment. Importance of Position: This position is necessary in order for the Division to meet the current media, public relations, external and internal corporate communications and website demands. Without this position, the Communications Division will continue to operate in a reactive fashion in relation to media and public relations and will not be able to implement many of the initiatives outlined in the 2008 Business Plan. The Communications Division is requesting the additional full time position of Senior Communications Specialist in order to increase the current 21 hours of communications support to 35 hours per week. Approval of this position will also allow the current Web Specialist position to focus only on website development and content management and intranet development and support on a full time 35 hour per week basis. -40- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 5 - 2 The Senior Communications Specialist will be responsible for • Providing Mayor and Council with guidance in the development of an annual Mayor and Council Communications Plan • Assisting Mayor and Council with the implementation of tactics included in the annual Communications Plan (e.g. Council Newsletter, Quarterly Mayor and Council meet & greet sessions, Weekly Council update column in local news publication, etc.) • Providing the Mayor and Council with general communications advice and assistance via editing services for media releases, Mayors messages, speeches and general resident communications • Providing the Mayor and Council with coordination assistance with graphic design needs, special presentation preparation and event coordination • Coordinating media relations including, drafting and editing all corporate, press releases, media . advisories, photo opportunities, coordinating media events and coverage and assisting the Mayors office with external communications. • Coordinating special communications projects such as the Town's annual Emergency Preparedness Education Plan and the development of resident e-newsletters • Overseeing the Staff Communications Committee (formerly the Editorial Committee) • Assisting with ongoing promotion of public works programs, i.e. ongoing green bin education, water conservation education • Continued development of Staff Newsletterand coordination of semi-annual all -staff meetings/info sessions • Providing editing functions for Economic Development and other departments • Providing back-up for webslte and intranet content management 1 Temporary Senior Student (Intern) Reason for Request:. To support communications staff with the increasing demands on the division and to provide on-the-job training and experience to students in post -graduate Public Relations/Communications programs.. Importance of Position: This position is necessary in order for the Division to meet the increasing media, public relations, external and internal corporate communications and websile demands. The Senior Student will be responsible for; • Assisting with coordination of special projects i.e. Emergency Preparedness Contest, staff info sessions, green bin promotionleducation, coordination of Recycling and Waste Collection Calendar and media relations for the corporation and Mayors Office, photographing special events/functions and other duties that are aligned with communications and marketing • Performing daily administrative functions such as maintaining media contact list, postings on Bulletin Boards, assisting with the coordination of information for the Town Notice Board, taking meeting minutes, filing etc. Kristen Yemm, Communications and Marketing Coordinator Ext. 4228 -41- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 5 - 3 Attachement 1 Communications and Marketing Division Current Organizational Chart Communications & Marketing Coordinator FIT FIT Communications Specialist Advertising & Sponsorship Representative i Duties of this position are currently split as illustrated below j PIT - 21 hrslwk PIT -14 hrslwk Communications Specialist Web Specialist Organizational Chart with Requested Staff Compliment Communications & Marketing Coordinator FIT FIT F/T Senior Communications Specialist Communications Spccialist" Advertising & Sponsorship Representative PIT Senior Student "The addition of a Pull time Senior Communications Speicialist will allow the Communications Division to change the existing Communications Specialist position to a full time Web Specialist. -42- SPECIAL GENERAL COMMITTEE - JANUARY 29, 2008 AGENDA ITEM # 6 - 1 9 UO O a @ N h.0 Y C N @ J r E E ro o C) O UK 7 N 0 0 U S I I U 0: U2 V E o U ro U- O o Cn M � N Ili m o 4Em SEE U E >�L oa � UEQ'>a. Z, ✓+aQ N Q m mN E p U SJ~CI �Q U44°p ='/pu 0 U z �N ELL U} �E>u� E E Q U U � aoi a�i Z,o E a Q m U Z E E 3 0 NN O 0 — U C W sw Q W QU aUQU ddw' -43- SPECIAL GENERAL COMMITTEE - JANUARY 2% 2008 AGENDA ITEM # 6 - 2 r { 00 ray N N W i O C7 r O p O M = O p rr � o o a UU h V U co (U7 t 1 0. n a n O oo n 0 r ti U n. n 00 �o N 01 a. co _ N m M -44-