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HomeMy WebLinkAbout2014-03-06 SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES MARCH 6, 2014 CITY OF KITCHENER The Safe and Healthy Community Advisory Committee met this date, commencing at 4:05 p.m. Present: Mr. A. Bieronski, Chair Councillors S. Davey and P. Singh, Ms. E. Clarke, Ms. N. Bird, Ms. J. Metzger, Ms. D. Christiaen and Messrs. P. Doherty, D. McKlusky, B. Sheehan, A. Rahimi, I. Todorovic and M. Farwell. Staff: Mr. M. Hildebrand, Director, Community Programs & Services Ms. L. Korabo, Committee Administrator POLICY I-125 – SAFE & HEALTHY COMMUNITY ADVISORY COMMITTEE – TERMS OF 1. REFERENCE A draft Terms of Reference was circulated with the agenda which reflected the Committee’s input under the headings of a) Purpose and Scope; and b) Responsibilities. Mr. M. Hildebrand reviewed each section of the draft Terms and responded to members’ questions. Purpose and scope; Committee composition and reporting; Councillor S. Davey suggested the composition include two members of Council o rather than one, as shown. The Committee Administrator advised that one Council representative would be the minimum number, and it was agreed to change the wording to read ‘a minimum of 1 member of Council’. Quorum; Members requested clarification concerning quorum being set at 5 members for o advisory committees, noting that quorum is generally meant to mean attendance of 50% of membership + 1. Mr. M. Hildebrand will verify this with the City Clerk and make any adjustment in quorum numbers in the final draft. Responsibilities; With regard to Item d) which reads ‘serve as a forum for community members and / o or agencies and groups to raise issues of concern related to the Committee’s mandate’, Mr. Hildebrand advised that this responsibility had been included in previous versions of the Committee’s Terms of Reference and he suggested adding this responsibility back in. Councillor P. Singh questioned the absence of any reference to granting / funding by the Committee. Mr. Hildebrand advised that such a specific action is not generally included in Terms of Reference but the Committee could revisit this, should it move forward with introducing some form of a granting process. It was generally agreed to not include specific reference to granting but use wording such as ‘stewardship of funds’ to reflect a similar connotation. Mr. Hildebrand stated the revised Terms of Reference should reflect the mandate of the Committee for several years, not just the current term / work plan; therefore, keeping wording more general will provide the Committee with more flexibility moving forward. Members were advised that changes to the Terms of Reference, as discussed at this meeting, would be incorporated into a new draft to be circulated to the Committee. Mr. Hildebrand has scheduled his report on the revised Terms of Reference to be tabled at the Community & Infrastructure Services Committee meeting on May 12, 2014, followed by Council ratification in May or June. MATCHING FUNDS GRANT 2. Mr. M. Hildebrand advised that a draft report on a proposed matching funds grant had been circulated to staff for comment; however, not all comments have been received. Therefore, he was requesting permission to defer presentation of this matter to a future meeting. At that time, members will be asked to comment on the proposal and provide input on how the Committee might participate in the allocation of the matching funds grant. He suggested that consideration be given to having several members sit on a joint review committee with staff to administer the funds. SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES MARCH 6, 2014 - 5 - CITY OF KITCHENER SUB-COMMITTEE REVIEW OF POSSIBLE GRANTING PROCESS 3. Mr. D. McKlusky advised that the sub-committee comprised of himself, Mr. A. Bieronski, Ms. E. Clarke and Ms. N. Bird met to brainstorm options regarding the establishment of a granting process, using funds approved by Council. As much of the Committee’s past contact has been with neighbourhood associations (NAs), it is being recommended that a call for grants be released to NAs to submit funding ideas for new projects promoting inclusion in their area(s). Upon receipt of a funding proposal, the Committee would review the submission in detail and make a decision concerning the request. Mr. McKlusky noted the Sub-committee felt that submissions should keep with the inclusion theme which was identified by outreach with NAs and various community organizations / groups interviewed by the Inclusion Sub-committee. A suggestion is also being tabled that the Committee consider keeping some of the allotted funds for a project it may wish to undertake, rather than granting all the monies available. In response to this proposal, members provided comment on: the importance of insuring duplication does not occur with any grant already available either through the City or another body; the need to consider the current financial need of an organization, as some NAs have more funds than others; and, the potential to extend the application process to a variety of community groups, not only those defined as an official NA. The Sub-committee had also discussed limiting any one grant to a maximum value of $1,500. A suggestion was made to establish criteria that would limit the number of times a NA or group could apply. The Committee was in agreement with the suggestion to put out a call for funding proposals and directed the Sub-committee have further discussions to work out the details and report back at the Committee’s April 3, 2014 meeting. Mr. M. Hildebrand agreed to confirm the amount of funding currently available. ADJOURNMENT 4. On motion, the meeting adjourned at 5:10 p.m. L. Korabo Committee Administrator