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HomeMy WebLinkAbout2013-06-06 SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES JUNE 6, 2013 CITY OF KITCHENER The Safe and Healthy Community Advisory Committee met this date, commencing at 4:09 p.m. Present: Ms. E. Clarke, Chair Councillor S. Davey, Ms. D. Christiaen, Ms. N. Bird, Ms. K. Porritt, Ms. J. Metzger and Messrs. P. Doherty, M. Farwell, I. Todorovic, A. Bieronski, A. Rahimi and S. Grande. Staff: Mr. M. Hildebrand, Director, Community Programs and Services Mr. J. Edmondson, Manager, Projects and Energy Management Ms. S. Weare, Strategic Initiatives Associate Ms. L. Korabo, Committee Administrator LEISURE FACILITIES MASTER PLAN UPDATE - FOLLOW-UP DISCUSSION 1. Mr. M. Hildebrand and Mr. J. Edmondson, members of the Leisure Facilities Master Plan (LFMP) Project Team, presented a draft summary of emerging themes gathered during consultations with various user groups, members of Council and City advisory committees. It was noted that this information will be officially released at the June 19, 2013 community workshop. Mr. Hildebrand reviewed the six emerging themes and provided comments and supporting examples regarding current conditions and future requirements in the following areas: Valued / important leisure facilities and services; Community / demographic profile and changes; Potential leisure initiatives; Aging facilities; Service and program delivery; and, Exploring new partnerships and financial strategies. The Committee was advised of the next step in the process: sharing this information at the community meeting, and leading attendees through a prioritization exercise of possible capital projects, tied to themes identified by the consultations. The prioritization will use parameters including financial considerations, and will span a timeframe of up to 15 years. Information gathered at the community workshop will be included in the staff report, along with that gathered by staff and provided by the consultant, all to be presented to Council in August 2013. Members of the Committee posed questions concerning: proposed end results of the Master Plan update; impact on capital projects already included in the Capital Forecast beyond 2014 and how determinations of new projects will be made; requirements for green space being provided by developers and use of Development Charge monies to pay for new facilities; how measurement of expanding population needs is undertaken; and, the City’s position on artificial turf versus natural grass. A flyer providing details of the June 19, 2013 community workshop was distributed. PRESENTATION – COMPASS KITCHENER REPORT CARD 2. Ms. T. Wilkin and Ms. K. Cote representing the Compass Kitchener Report Card Subcommittee, presented information on a report card improvement process currently underway. To provide context to the presentation and the input that will be requested from the Committee, Ms. Wilkin advised that Compass Kitchener, an advisory committee to Council with a mandate to evaluate, recommend and monitor strategic priorities, annually prepares a report card. This report card evaluates the City’s ability to work towards the strategic directions under all community priorities contained within the Strategic Plan. Compass Kitchener and staff work together to select metrics to be used to measure performance and develop the report card. These metrics are often referred to as Key Performance Indicators (KPIs). SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES JUNE 6, 2013 - 11 - CITY OF KITCHENER PRESENTATION – COMPASS KITCHENER REPORT CARD (CONT’D) 2. Ms. Wilkin advised that a report card will not be produced for 2012, rather a Subcommittee has been established to investigate improvements to the evaluation process. Discussions are being held with staff and advisory committees to receive input on how the KPIs will be selected moving forward. Ms. K. Cote noted the goals of updating the report card process are to increase the validity of the strategic direction measurements, developing a more efficient process of collecting and measuring data and, through the use of feedback, developing a more inclusive process of choosing KPIs. Achievable outcomes (resident expectations) will also be reviewed as will the timing of the reporting process. Compass Kitchener developed a lengthy proposed list of KPIs with a view to narrowing them during the consultation / review process. Feedback gathered by the Subcommittee will be presented to the full Compass Kitchener Committee for approval and will then be presented to City Council in September 2013. As time constraints do not allow for a fuller discussion this date, members were advised that a draft model of the process will be provided via email and feedback requested on KPIs considered most important for measurement. 2013 JANE’S WALK 3. Ms. S. Weare thanked members of the Jane’s Walk Subcommittee who planned and executed a successful event on May 4, 2013. The walk entitled ‘Meet Me Downtown: A Walk and Talk About Inclusion’ drew approximately 50 participants. Photographs of the day which may be used in future promotions were shown. The Committee was advised that 17 walks were held in the Region’s three cities with approximately 500 participants. WORK PLAN 4. Ms. S. Weare reminded members the Committee is required to produce a work plan for presentation to Council. This plan guides the work of the Committee by identifying actionable items to undertake during the current term. The work plan should be based on the Committee’s Terms of Reference but also tie into the three strategic directions which members had previously agreed to focus on, being: Nurture a sense of pride and community; Offer ample opportunities for inclusion; and, Community programs and facilities. She suggested that a fuller discussion outlining the types of recommendations to be presented to staff and Council is still required, and requested feedback from members on this suggestion. Committee members each provided comments but all generally felt that more discussion was required to identify people’s passions while also obtaining a better understanding of the types of projects and available resources that could be included in the work plan. Several members spoke in favour of narrowing the broad focus of the Committee and picking a few items that could be successfully completed prior to June 2014 when a review of the Committee is scheduled to occur. Ms. Weare concurred that this would be beneficial and facilitated a roundtable discussion to gather additional insight into each member’s reasons for volunteering for this advisory committee. A question concerning the mandates of other advisory committees was responded to with information that a general overview of each advisory committee’s mandate is available on the City’s website (http://www.kitchener.ca/en/insidecityhall/CitizenCommittees.asp). In order for members to better understand what can be contained in a work plan, Mr. M. Hildebrand provided the example of Compass Kitchener, which has included a blend of repetitive housekeeping items and matters referred to them by Council. This advisory committee is heavily involved in community engagement and this drives the bulk of their action items. Ms. S. Weare reminded members that two work plan items have already been identified, being: a review of the Committee’s Terms of Reference and establishment of a process to receive and review grant requests. She suggested identifying them and adding only a few SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES JUNE 6, 2013 - 12 - CITY OF KITCHENER WORK PLAN (CONT’D) 4. additional items to the work plan. Samples of other committee work plans would be provided to members as information. Prior to the end of the meeting, Ms. Weare tabled a proposal to continue meeting over the summer months so that momentum on work planning would not be lost and a work plan could be ready for presentation to Council in the early Fall of 2013. Members in attendance agreed to meet in July and August. VOLUNTEER ACKNOWLEDGEMENT 5. On behalf of City Council, Councillor S. Davey distributed 2013 Volunteer Pins to each member and extended the thanks of Council for their contributions to the City of Kitchener. ADJOURNMENT 6. On motion, the meeting adjourned at 6:04 p.m. L. Korabo Committee Administrator