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HomeMy WebLinkAbout2013-12-05 SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES DECEMBER 5, 2013 CITY OF KITCHENER The Safe and Healthy Community Advisory Committee met this date, commencing at 4:05 p.m. Present: Ms. E. Clarke, Chair Councillor S. Davey, Ms. K. Porritt, Ms. J. Metzger, Ms. D. Christiaen, Ms. N. Bird, Ms. D. Chapman and Messrs. P. Doherty, D. McKlusky, B. Sheehan, M. Farwell, I. Todorovic and K. Thaler. Staff: Mr. M. Hildebrand, Director, Community Programs & Services Ms. L. Korabo, Committee Administrator REPORT OF INCLUSION SUB-COMMITTEE 1. Ms. D. Chapman reviewed the summary report of the Inclusion Sub-committee which was circulated with the agenda. She described the purpose of the Sub-committee as being to gather information from community members about inclusion / exclusion and to formulate suggestions on how the City of Kitchener could modify its practices, thereby ensuring greater inclusion of marginalized citizens. She then reviewed their use of focus groups to conduct interviews using open-ended questions and noted that representatives from seven different community groups were interviewed. Ms. Chapman explained the Sub-committee’s findings which were based on a compilation of responses and summarized under the categories of a) hardships encountered by interviewees and b) suggestions on ways to better integrate people into the larger community. Following this presentation, members conducted a roundtable discussion about the findings. Ms. E. Clarke asked if the Sub-committee had specific recommendations for action items which could be considered for the work plan, and which would address some of the issues identified. Ms. Chapman indicated that the Sub-committee had not yet discussed recommendations but offered to schedule another meeting to generate some ideas which could potentially be added to the Committee’s work plan. The Sub-committee would then provide an update a future meeting. Mr. D. McKlusky observed a parallel in some of the information gathered by the NA Sub- Committee despite the fact that two different approaches were used. Additionally, he specifically identified the suggestion to hire summer students to make direct contact with residents by inviting them to participate in community events and gatherings. This approach would aid with the identified need for NAs to disseminate programming information into the community. He suggested that perhaps a simultaneous review of both Sub-committee reports might be the most beneficial to identifying actionable items. Mr. P. Doherty commented that a majority of the requests heard by the Inclusion Sub- committee related to matters under the jurisdiction of either Regional or Provincial governments; however, Ms. Chapman felt enough municipally-based items had been identified for review. REPORT OF NEIGHBOURHOOD ASSOCIATION/ FORUM SUB-COMMITTEE 2. Mr. D. McKlusky circulated the report of the NA /Forum Sub-committee. He advised that the purpose of the Sub-committee was to gather information on what citizens consider a safe and healthy community, and to identify areas of concern that could assist with formulating actionable items for improving on the health and safety of the community, for Council’s consideration. Three methods were used to collect information: an online survey; personal contact through attending NA board meetings; and, attendance by subcommittee members at the NA Summit where they hosted a table talk and spoke about creating a safe & healthy community. It was noted that approximately 18 of the City’s 34 NAs have been contacted by these various methods. All of the information gathered by these methods has been distilled into a comprehensive report outlining commonalities observed, concerns noted and successes identified. SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES DECEMBER 5, 2013 -26 - CITY OF KITCHENER REPORT OF NEIGHBOURHOOD ASSOCIATION/ FORUM SUB-COMMITTEE (CONT’D) 2. Mr. McKlusky noted that many of the commonalities (barriers) listed were similar to those mentioned by the Inclusion Sub-committee in their earlier presentation. A few of the successes identified were: community gardens in neighbourhoods; walking groups; youth drop-ins; and the COPS Program. Comments were also received concerning the relationship that NAs have with the City; generally the feeling is of a very good relationship with City staff but there is an underlying feeling that NAs have little input or impact on decision making at City Hall. The Sub-Committee is recommending the following actionable items be considered: 1. Results of the online survey, without identification of specific NAs, should be provided to members of Council and staff. 2. Staff should work towards developing an internet-based hub that will make both NA offerings and general City information, easily accessible. 3. Address the issue of derelict buildings in the core area. 4. Increase youth grants. 5. Consider increasing the priority of youth outreach support to disadvantaged youth in specific areas of the City (as identified by staff). 6. Make funding available to allow youth to attend neighbourhood events. 7. Conduct a review of the both current and potential methods used, in which to engage youth, especially males, into volunteer roles with NAs, by supporting the linkage of NAs with local high schools. Conclusions reached by the Sub-committee’s consultations indicate strong efforts by NAs throughout the City, however several common, limiting threads do still exist: attraction and retention of volunteers; dissemination of information about neighbourhood events; attraction and engagement of youth, especially the male teenage demographic. Several members commented on the use of students to assist with the connection between NAs and residents and felt this might be a tangible item to pursue. It was also noted that some of the recommended actions could be considered in relation to future discussions surrounding the establishment of a Grant Review Program. Mr. M. Hildebrand commented that several of the ideas presented through the two Sub- committee reports identify gaps in service. He proposed a joint review of all information to identify common themes, which could become a foundational part of the revised Terms of Reference. He cautioned members against identifying only tasks but suggested focusing on things in the community that are not currently being looked at, some of which could also be included in the work plan for future years. The Committee agreed with Mr. Hildebrand’s suggestion to look for commonalities between the two reports identifying city-related gaps/themes and reporting back with information to be used as a foundational piece for work on the new Terms of Reference. The following members volunteered to form a sub-committee: Ms. N. Bird, Mr. M. Farwell, Ms. D. Chapman and Mr. P. Doherty. Mr. Hildebrand agreed to schedule the sub-committee meeting to identify common themes. ELECTION OF CHAIR AND VICE CHAIR 3. Ms. L. Korabo, Committee Administrator, opened the floor for nominations for the position of Chair. The Committee was advised that Mr. A. Bieronski had expressed an interested in being Chair for 2014, despite his absence from this meeting. Ms. E. Clarke nominated Mr. A. Bieronski and Mr. B. Sheehan nominated Mr. D. McKlusky for the position of Chair. The approved voting procedure was then utilized resulting in Mr. A. Bieronski being elected as Chair of the Safe & Healthy Community Advisory Committee for a term expiring November 30, 2014. Ms. L. Korabo then opened the floor for nominations for the position of Vice-chair. SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES DECEMBER 5, 2013 -27 - CITY OF KITCHENER ELECTION OF CHAIR AND VICE CHAIR (CONT’D) 3. Mr. B. Sheehan nominated Mr. D. McKlusky. No other nominations were forthcoming. On motion by Mr. B. Sheehan – It was resolved: “That Mr. Doug McKlusky be elected as Vice-chair of the Safe & Healthy Community Advisory Committee for a term expiring November 30, 2014.” With the absence of Mr. A. Bieronski, Mr. D. McKlusky assumed the role of Chair for the balance of the meeting. GRANT REVIEW PROCESS - PRELIMINARY DISCUSSION 4. At the last meeting, a decision was made to await the report from the NA Summit prior to having a full discussion on the matter of establishing a grant review process. As the report was given earlier this date, Mr. M. Hildebrand requested direction on next steps. He suggested the Committee could look for common themes which have emerged in all of the information gathered or, if an urgent need for funds were identified, this could also be discussed. He also suggested that another option could be to use the capital funds available to the Committee to fund work connected to items from the Work Plan. With regard to the option to allow application for funds, Councillor S. Davey noted that each year could find applications being submitted from the same organizations and that these organizations may come to rely on this funding in order to operate. He noted a preference for funding actionable ideas stemming from information gathered by the Committee (e.g. hiring a summer student to assist neighbourhood associations with disseminating information). He was, however, open to developing a funding process in combination with Committee approved activities. Ms. J. Metzger suggested leveraging the funds available by proposing a matching process. Matching could be in-kind or with other funding. A matching process could, in effect, double monies available for any single project. This larger pot of funds could assist with accomplishing larger projects, than those only supported by a single set of resources / funds. Ms. D. Campbell cautioned the Committee to be mindful of existing grants. She noted that the matching funds proposal may work well alongside the Tier 2 community grants. Currently, NAs and other groups are able to apply for Tier 2 funding for projects / events. She requested the Committee consider creating a grant process that is complimentary to the Tier 2 grants. Other comments made supported retaining the funds for a larger scale project and / or the hiring of summer students to help out the neighbourhood associations. Ms. Campbell supported the suggestion to identify common themes first and then continue the discussion on how best to use the capital funds. Councillor Davey confirmed that he will speak to the Committee keeping its current capital funding should a question arise and will note that careful consideration surrounding its use will be paramount to Committee members. 2014 COMMITTEE EVALUATION PROCESS 5. Mr. M. Hildebrand advised members that he will be conducting an evaluation of the Committee in 2014, as directed by Council. He noted that currently there is not a great deal to evaluate; however, with the topics for discussion in early 2014, this will change. At this point, his recommendation will be to continue with the Committee. He advised that any members who wish to participate in the evaluation process are welcome. The report will be going before Council in the third quarter of 2014. Ms. K. Porritt volunteered to assist with the evaluation. Several members spoke to the background work accomplished by the Committee to date, which will aid with forming action plans in the New Year. Councillor S. Davey commented that timely completion of some of the proposed work is imperative so that it can be included in the evaluation process. SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES DECEMBER 5, 2013 -28 - CITY OF KITCHENER COMPASS KITCHENER ALL-COMMITTEE MEETING 6. Ms. E. Clarke reported that several Committee members attended the Compass Kitchener (CK) All-Committee meeting. For those who did not attend, she advised that the focus of the gathering was to evaluate the accountability and transparency of the City’s communications with citizens. In addition, information on the City’s Official Plan was shared and a presentation was given by Mr. D. Chapman, DCAO of Finance and Corporate Services, and Ms. K. Dever, Manager, Service Coordination and Improvement, on the Open Data project currently being undertaken. Open data is the method of making information available in raw form to anyone who wishes it. Attendees were asked if they found the semi-annual CK sponsored meetings of value and it was agreed that there was value in hearing opinions and comments from different groups. Mr. M. Farwell commented that the large number of agenda items made it difficult to have in-depth discussions. It was noted that Mr. D. Chapman has offered to attend advisory committee meetings to speak on the topic of Open Government and Open Data. Mr. M. Hildebrand advised that Compass Kitchener is considering opening both meetings up to all advisory members to allow for more participation, rather than having one meeting for only Chairs and Vice-chairs. PROPOSAL TO CHANGE JANUARY 2014 MEETING DATE 7. Ms. L. Korabo advised that the regularly scheduled meeting for the month of January is Thursday, January 2, 2014. Given the close proximity to New Year’s Day, she suggested th moving the meeting to Thursday, January 9. The Committee agreed with this suggestion and requested that a meeting invitation be send out as soon as possible. UPDATE - JOINT MEETING SUBCOMMITTEE 8. Mr. J. Metzger advised that the Joint Meeting Sub-committee held their second meeting, and an agreement was reached to bring together the three municipal groups. Benefits resulting from the joint meeting included: the opportunity to learn how different municipalities support NAs; pros / cons / benefits of each model; development of a best practices list; and, the chance to discover the different roles that each city plays, in assisting less formalized neighbourhood associations. Ms. Metzger requested input on scheduling this joint meeting in the late spring and members indicated interest in a joint meeting on the topics listed above. She advised that the City of Waterloo has agreed to host. Members were reminded that, as the City of Cambridge does not have a formal Safe & Healthy Community Advisory Committee, its representatives will be from a variety of neighbourhood associations. Ms. Metzger noted that once all three municipalities have agreed to the meeting, she will be bringing back a request for a few members to assist with event planning. ADJOURNMENT 9. On motion, the meeting adjourned at 5:35 p.m. L. Korabo Committee Administrator