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HomeMy WebLinkAboutCompass Kitchener - 10-03-12 COMPASS KITCHENER MINUTES October 3, 2012 – 4:00-6:00 Conestoga Room, KITCHENER CITY HALL Present: Theron Kramer Sarah Marsh Holly Duff Tristan Wilkin Sue Morgan Chris Kopar Chris Hyde David Yoon Hanan MohamedJames HoweKim Knowles Staff: Mark Hildebrand Jenn Grein Sue Weare Janice Ouellette Karla Cote Guests: Councillor Fernandes Regrets: Diana Bumstead The Compass Kitchener Advisory Committee met on this date, commencing at 4:00 p.m. Sub committees met for the first 45 minutes of the meeting. Sue introduced Carla Cote, an MSW student working with the City, she is interested in the work taking place with the Report Card Sub Committee. 1. Approval of Minutes  The minutes from September 5, 2012 were approved by Compass Kitchener. Moved by Sue Morgan, Second by Holly Duff. 2. Follow-up to minutes Mark, Janice and Theron will be responding to the feedback provided on the Community Engagement  Strategy from the Social Planning Council. Anyone interested in participating, please connect with Theron. th Applications for continuing with the committee are due by Friday, October 5. Also important to note that  Council has now approved members on committees for 8 years, up from 6. Please encourage your contacts to participate on city advisory committees, it’s a great opportunity to grow and help grow our city. 3. Update from Sub-committees Civics101: Councillor Fernandes joined Compass Kitchener to provide information on an upcoming  opportunity for youth in our community. Youth between 10-12 are encouraged to write an essay on what they see Kitchener being in 10 years from now. This is open to all boards as well as home schooled youth. Essays would be read by volunteers, Councillors, and representatives from Compass Kitchener, with final winner chosen by Compass member and volunteer. It’s been suggested to have a winner from each ward. Further, the winner would participate in a Council meeting, sitting around the horseshoe and engaging in a debate on a given topic. The Sub-committee supported the concept and participation in this opportunity. Information on program circulated to committee. The grade 5 group has come to understand that most teachers focus on federal, and some provincial governments, but very little on regional. They are meeting with 3 teachers to get feedback on some ideas they are looking to develop to focus education on regional government. Holly provided a draft outline of the plan they are developing with the Rotary Club for the high school group. This will focus on approximately 11 students. A representative from KCI is planning to join their sub-committee to provide input and feedback, with a goal to build more substance and confirm how best to move forward. Councillor Fernandes provided feedback from mock councils that have happened in the past for the groups consideration. One school is on board, and waiting to hear back from a second. Report Card: Group has been having ongoing discussion considering timelines, reporting structure, and  development of outcomes, how best to connect with staff on the next process. Will be having next th meeting on October 19 to look at moving process forward for next reporting structure. There may be some changes for the next cycle, it’s being considered, however no decision has been made as of yet. th LEAF report being presented to Finance and Corporate Services Committee on October 15. Sub  committee members please attend between 1-4, then October 22 to Council beginning at 7:00. Report will be circulated to committee when circulated to Council. October 3, 2012 CITY OF KITCHENER - 2 - 4. Meeting of Advisory Committees Suggestion at last meeting was that Compass Kitchener focus on a coaching or training session for the  new year and the new advisory committees coming into place as of December. This would mean that the fall All Committee Meeting be foregone. Janice explained further that it would be nice to have more of a thank you function for all volunteers as an  all committees meeting in November/December 2012 since this will be the end of term and new group will move into volunteer roles. Compass Ktichener may act as the host, however Volunteer Resources would assist with making the event take place. This would also be an opportunity for committees to potentially provide an update on the work they have undertaken over their term, and considerations for future work. Timing is an important consideration here, the team will work further to determine when is best. With the close out of Advisory Committees, this may also be an opportune time collect opinions from volunteers regarding their time spent on the committee, and if they have any feedback on processes surrounding advisory committees. Both the 4-6 weekday, and 9-11 Saturday time frames were considered by the group. Sue Morgan volunteered to assist Janice with planning the event. 5. Business Plans Review Mark discussed with Theron and Report Card sub-committee the business planning process. The process  is currently being refined, and considers business planning in conjunction with the Strategic Plan. The Business plan is more project based, and does not currently thoroughly cover core business and services, although this is being worked on. Business Planning update will be going to Council in October. There is a staff report outlining how the business plan is used and how best to read it. One change during this past update was that a column has been removed indicating connections with the Strategic Plan. Mark is working with the Strategic Plan team to consider how this can be added back in. The group agreed, without this column, it will be difficult for Compass Kitchener to consider giving their focus on the Strategic Plan. Mark is intending to provide the June document as the October is not yet finalized. Moving forward there may be an opportunity for Compass Kitchener to provide feedback on this process and in consideration of the work they do as a volunteer group. Rhonda has offered to attend a Compass Kitchener meeting to provide an overview on the Integrated Planning Centre of Excellence, it was agreed this would be of benefit to the committee. Clarification was provided that these are quarterly reports to Council. Mark to send out Business Plans to CK tomorrow.  6. General Business Roll out of Strategic Plan to the Community is set to take place after the roll out to staff. This has been on  Compass Kitchener’s Work Plan, and it’s time to pull the sub-committee together to look at how to get this information out to the community. This will likely be 3-4 1.5 hour meetings from now until the early parts of next year. A draft Communications and Marketing plan was developed and may be used and modified to fit moving forward. Choosing of Chair/Vice Chair to be included on November agenda. Alternatives to the current process or  suggestions are welcomed – please e-mail to Kim. She will bring forward to next meeting. Meeting adjourned at 6:00 pm. Next meeting: November 7, 2012 Location: Conestoga Room Attendance: