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HomeMy WebLinkAboutCompass Kitchener - 01-09-13 COMPASS KITCHENER MINUTES January 9, 2013 – 4:00-6:00 Schmalz Room, KITCHENER CITY HALL Present: Theron Kramer Chris Hyde Holly Duff Tristan Wilkin David Yoon Chris Kopar James Howe Karim Fathi Mark Paul Mona Lagonia Staff: Mark Hildebrand Jenn Grein Sue Weare Janice Ouellette Karla Cote Colin Goodeve Regrets: Diana Bumstead Sarah Marsh 1. Welcome and Introductions The Compass Kitchener Advisory Committee met on this date, commencing at 4:00 p.m. Mark Hildebrand welcomed all committee members and provided an introduction of all staff resources for Compass Kitchener to the committee, including some background on their work with the committee and how they will be participating moving forward. Mark himself is fairly new to the committee, however is very interested in Strategic Planning and eager to work with the group moving forward into the future. Jenn Grein is the staff resource for the committee and has participated with the committee for 8 years. She holds much information regarding past work the committee has done and will assist with facilitating projects moving forward. Sue Weare works with Strategic Planning at the city, and deals closely with the Report Card subcommittee. Janice Ouellette is with Volunteer Services at the city and is working with several different subcommittees in the next term. And finally, Karla Cote, an MSW student, whom we are hoping to get much knowledge and assistance with work moving forward. Compass Kitchener’s work focus’ at a very high level, with Strategic Planning and several sub committees including the Report Card subcommittee, Civics101 subcommittee, Strategic Plan Roll out subcommittee, and the Voter Turn-out/Community Engagement subcommittee. Compass Kitchener made the decision at the end of the previous term to adjust the formalities relating to voting of a chair/vice chair as to better serve the committee with an experienced member. As a result, members were asked to put their name forth for either role if interested. One individual put their name forth for each position, so no vote was necessary. Theron Kramer will be the committee Chair; Chris Hyde will be the committee Vice Chair. This was moved by James Howe, Second by Mark Paul. Carried. Theron added, Compass Kitchener is the only subcommittee that reports directly to Council along with Heritage Advisory Committee, which is legislated by government. We circled the table with introductions, each member indicating if they are new or returning; if new, why they decided to join the committee and if returning, why they chose to return. 2. Review and Approval of Minutes  The minutes from December 5, 2012 were approved by Compass Kitchener. Moved by Chris Hyde, Second by David Yoon. Carried. 3. Follow-up to minutes The Voter Turnout Report will be put off until next meeting as Diana was not able to attend today.  4. Committee Roles and Responsibilities With the use of a power point presentation, Colin Goodeve provided an overview of advisory committee  roles and responsibilities. January 9, 2013 CITY OF KITCHENER - 2 - 2013-01-29 - ADV Comm.pdf.pdf 5. City of Kitchener Strategic Plan With the use of a power point presentation, Sue Weare, Strategic Planning Associate, provided an  explanation of the City of Kitchener Strategic Plan including background on how it was developed, and the various pieces contained within. This document is vital to the work that Compass Kitchener focus’ on, and as such, each member has been provided with full version of the document. Advisory Committee Orientation - Strat Plan.ppt Further, Sue explained Compass Kitchener’s participation in Strategic Planning with the city. She  provided and reviewed a document (attached) which was developed by Karla that outlines city and Compass Kitchener responsibilities and timeline through the strategic planning process. Map of Strategic Planning Process Nov 7th edits.docx Theron clarified that the Environics survey is completed by a consultant, which is followed by the Who Are  You, Kitchener? (WAYK) process completed by Compass Kitchener. The WAYK process confirms the information received through the Environics survey and delves further into the results with residents. Last iteration, Compass Kitchener presented results of the Environics Survey and WAYK to Council, first  in a 90 minute session seeking their input, followed by an additional 90 minute session with full and final results. The consultant ensures the appropriate amount of residents participate to ensure statistically sound  numbers. The survey is received by the residents either by mail and/or telephone. Ideally this process will begin in September 2013 with the WAYK process beginning in October/November. All residents of the city are welcome to participate in WAYK!  6. New Member opportunity to clarify Terms of Reference, current projects Primarily, the Compass Kitchener Advisory Committee meets on a monthly basis for two hours at  Kitchener City Hall. Additional time may be required of members if they choose to participate on one of four sub committees. These sub committees select their own additional meeting times and locations, and each group has varying flexibility. Further time may be required depending on participation level with Community Engagement projects such as WAYK. There are currently 4 subcommittees of Compass Kitchener: The Report Card, Strategic Plan Roll out,  Voter Turnout/Community Engagement, and Civics101 – which has two groups, one aimed at grade 5 students, and the other at grade 10 students. New members were asked to consider these subcommittees further and prepare for next meeting which  group they would like to join. New members requested that a one-page summary be circulated to new members outlining the work of  the various sub-committees. A work plan covering Compass Kitcheners projected work for the next two years is being developed for  eventual presentation to Council. 7. Other Business Next Meeting: Compass Kitchener meetings are generally on the first Wednesday of each month.  th January was changed due to holidays. Next meeting will be Wednesday, February 6. 4 – 6pm Essay contest – Council is putting together an essay contest for youth and would like Compass Kitchener  to participate with development, review and evaluation. Chris Kopar to participate with the overall process. Moni, David, Karim and Chris to participate in review and choosing the winners of the contest. January 9, 2013 CITY OF KITCHENER - 3 - Both Karim and Mark indicated interested in the Voter Turn-out subcommittee – which will focus efforts in  the future at Community Engagement and increasing resident participation in all things municipal. Safe and Healthy Community Advisory Committee – Jeff Willmer, Kitchener’s Chief Administrative Officer  joined the November Compass Kitchener meeting to provide and review a draft report on the future of the Safe and Healthy Community Advisory Committee. He included the committees feedback in the subsequent presentation to Council, where the decision was made to continue with the committee and the development of a new focus and workplan for a period of time, to be reassessed. Meeting adjourned at 6:00 pm. Next meeting: February 6, 2012 Location: Schmalz Room Attendance: CK Attendance 2013-14.xls