HomeMy WebLinkAboutCompass Kitchener - 03-06-13
COMPASS KITCHENER MINUTES
March 6, 2013 – 4:00-6:00
Caucus Room, KITCHENER CITY HALL
Present: Theron Kramer Chris Hyde Sarah Marsh Tristan Wilkin
Diana Bumstead Chris Kopar Holly Duff Karim Fathi
Mark Paul Moni Lagonia
Staff: Mark Hildebrand Jenn Grein Sue Weare Janice Ouellette
Karla Cote
Regrets: David Yoon
James Howe has decided to remove himself from the Compass Kitchener Advisory Committee. Chris Kopar
will now be leading Civics101 - Grade 5 sub-committee.
1. Review and Approval of Minutes
The minutes from February 6, 2013 were approved by Compass Kitchener.
Moved by Chris Hyde, Second by Diana Bumstead. Carried.
2. Follow-up to minutes
None at this time.
3. Sub-committee Reports
Report Card sub-committee: The group is developing logic models individually, then the group will be
reviewing as a team. They plan to take these to the city’s various advisory committees for input, to staff
for input, then return to CK for final input. Metrics will be developed through this process, with a goal to
have more clarity on the outputs and ensure said outputs are related to outcomes, followed by
measurement of both outputs and outcomes. The group would like to take these metrics forth to Council
in June with the report card completed in 2014 for the 2013 calendar year. Clarification was provided on
KPI’s (Key Performance Indicators) which are measurements of progress, similarly called Metrics. Theron
added, any changes in the decision on frequency of the report card must be approved by council, and
should be taken forth with the workplan in May/June. Theron inquired if Compass Kitchener will be
reviewing the Business Plans in consideration of the Strategic Plan? Mark advised that staff are working
to include core business within the business plans. The Corporate Leadership Team is considering
timelines and would like to work closer with Compass Kitchener to ensure timing is appropriate for the
Strategic Plan Community Priorities, developed by Compass Kitchener through information received in
the citizen survey and the Who Are You Kitchener? processes, as well as the People Plan which is
currently going through a refresh within the organization and Effective and Efficient Government.
Strategic Plan Roll Out sub-committee – the communications plan has been developed with three focus
areas: a colouring book for youth with characters from the Strategic Plan, encouraging young residents to
colour the picture they feel to be most important and send in to the city for display, perhaps a prize will be
made available; engagement of advisory committees; as well as engagement of Neighbourhood
Associations and the public. One member asked how the City’s strategic plan is developed, traditionally a
consultant is hired for the full project. The City of Kitchener primarily develops the Strategic Plan
internally, the beginning of the process is the citizen survey, this has been completed by Environics in the
past, with the remainder of the process completed by staff including Who Are You Kitchener?, analysis,
clarifying focus areas as expressed by residents and the community portion of the plan itself. Staff also
update both the PeoplePlan and the Effective and Efficient Government pieces.
Voter Turnout – This group met again to consider further and discuss a possible new direction for the
committee to take. The group is currently considering arranging for a Masters of Social Work student to
do some research relating to voter turn-out, thanks very much to Janice for assisting with this possibility. If
this moves forward, it will likely take place in September. One other alternative may be SIRG (the Social
Innovation Research Group) based out of WLU Faculty of Social Work, downtown Kitchener, specializing
in community research. They have held several contracts with various organizations. If this is something
of interest, it’s best to connect further with Sue Weare.
Civics101 sub-committee – the grade 10 group is moving forward with a youth forum in the end of April.
The Civics101 program developed by Janice will be presented to approximately 70 students on the first
March 6, 2011
CITY OF KITCHENER
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day, in class research will take place on the second day, and the third day will be spent at city hall, with
Mayor and Council keeping schedules open to engage the group. The goal is to help youth understand
how they play a role in civics. Additionally, Holly has had preliminary discussions with some young
motivation change makers to share their story on how they influenced change in their community. Rotary
thus far will be covering costs. Moni is joining group and will be assisting with this project. Additional
details will be available after march break regarding number of volunteers required to run this program.
The Grade 5 group has not met recently due to changes in the committee. The essay contest is closing
this week and members will be assisting with selecting a winning essay.
4. Sub-committee – meeting times and relation to Compass Kitchener
Janice and Sarah have not had an opportunity to pull information together as discussed at last meeting.
Theron inquired with the group as to preferences on having sub committees meet in between full
Compass Kitchener Advisory Committee meetings, possibly in addition to time within the regular
Compass Kitchener agenda. Generally, members felt it was beneficial to use a portion of the regular
agenda for time with sub-committees, however if heavy agendas come to the full committee, sub-
committees are comfortable finding time outside of the meeting to connect on sub-committee work. Given
timelines and participants, some sub-committees are required to meet outside Compass Kitchener’s
regular agenda regardless.
The group agreed, as there are several new members of the full committee, it may be appropriate to
discuss options for sub-committee meetings later in the year when everyone has a better understanding
of work to be accomplished. Sub-committees to continue meeting as they have currently arranged, with a
goal to have some time set aside on each Compass Kitchener agenda for sub-committees to meet.
Sub-commitees are asked to ensure note-taking in their meetings to have a record of decisions and future
actions. Notes to be shared through Jenn with other CK members.
To be added to the September Agenda for further consideration.
5. Committee Workplan
Theron provided and the committee reviewed the updated draft Compass Kitchener workplan.
The report card was considered further, how it meshes with community consultation and engagement, the
metrics/KPI’s developed for 2014, and their potential changes for the 2015 report card. The Report Card
sub-committee will be discussing much of this in the near future and should be able to provide
clarification.
The Advisory Committee Gathering should be planned for Spring of 2013, and will likely be for chairs and
vice chairs only. This is still in the planning phase and has not yet been confirmed.
Theron would like to take the workplan forth to Council in May, Mark Hildebrand to prepare the
accompanying report. The group considered how best to have both the work plan and the report card go
forth to council, given timelines associate with development and feedback on the KPI’s. It may be
beneficial to bring these separately as there is a significant amount of information within each. Mark,
Theron and leads of report card sub-committee to work together and adjust timing if appropriate. Chairs
of sub-committees are asked to e-mail Theron (theron.kramer@sympatico.ca) A.S.A.P. with any changes
or milestones/dates that can be added to the work plan.
6. Other Business
Mark indicated that the new Manager, Strategic and Business Planning will be hired during the month of
April. This individual will be working closely with Compass Kitchener.
Mark, Theron and Jenn to meet next week regarding the Advisory Committee.
Meeting adjourned at 5:10 pm, to be followed by meetings of sub-committees.
Next meeting: April 3, 2012
Location: Conestoga Room
Attendance:
CK Attendance
2013-14.xls