HomeMy WebLinkAboutCompass Kitchener - 07-03-13
COMPASS KITCHENER MINUTES
July 3, 2013 – 4:00-6:00
Conestoga Room, KITCHENER CITY HALL
Present: Theron Kramer Chris Hyde Moni Lagonia Tristan Wilkin
Karim Fathi Mark Paul Holly Duff Sarah Marsh
Staff: Laurie Majcher Jenn Grein Janice Ouellette Sue Weare
Nina Saldanha Steve Ramnath
Guests: Councillor Glenn-Graham Christine Tarling
Regrets: Chris Kopar
Theron welcomed all to meeting.
1. Review and Approval of Minutes
The minutes from June 5, 2013 were approved by Compass Kitchener.
Moved by Moni Lagonia, Second by Karim Fathi. Carried.
2. Follow-up to minutes
No new applications to join the committee have been received. Anyone who knows of members of the community
that would be a great addition to the committee and interested in participating on Compass Kitchener, please have
them connect with Janice. It was noted that we do want to work toward greater diversity on the committee.
Janice to send out the application and a brief description of Compass Kitchener to the committee for circulation to
their contacts.
3. Citizen Engagement Survey – Christine Tarling
Christine joined the committee, and introduced herself as the new City Clerk and Director of Legislated Services.
She’s been working to progress her education and is in the midst of a research project on Citizen Engagement. A
piece of the research includes a survey (10 questions) which should take approximately 10 minutes to complete,
asking about what levels of local government you feel would most benefit citizen engagement. She’s asking that
Compass Kitchener members consider completing this survey, provided on Survey Monkey, with their opinion on
Citizen Engagement. She focused in on her final question relating to the current Community Engagement Tool Kit,
and for those who complete the survey to consider if it’s achieving the desired outcome. She also indicated she is
open to suggestions on who else might be beneficial to complete this survey.
Compass Kitchener is the first group being approached, but she will also be seeking input from staff, as well as
community members and members of city council.
As the Community Engagement Tool Kit is only a tool for staff, the question will have to be carefully considered if
requesting input from the broader public.
Janice clarified for the full committee the Community Engagement Tool Kit is designed to assist staff in connecting
with the public, whereas City Hall 101 is designed for community members to understand how to access the city and
with whom to speak regarding various inquires.
Christine anticipates the survey will be out this week and is hoping for a two week turn around. She will consider
sharing her resulting paper with the committee as well.
4. Report on the Presentation to Council
Chris and Sarah presented the Compass Kitchener Workplan and Report Card Update to Council on June 24th.
Council inquired regarding Youth Engagement and the Youth Forum, Voter Turn-out, and the upcoming Citizen
Survey.
Councillors were very appreciative of the work the committee is doing and the dedication of the volunteers.
One councillor indicated concern with citizen survey past questions. Since the presentation, this council member
connected with Theron, Chris and Sarah and was clear that he does not want to interfere with the work of Compass
Kitchener and instead provided two suggestions for consideration. The survey sub-committee decided that his
concerns would be considered in their input to the consultant on the questions to be asked and Theron will indicate
this to councillor Davey in an e-mail response.
The suggestion was also made to put questions out to citizens for further input, however this doesn’t necessarily
allow for consistency, nor will it consider reasoning for questions in past surveys.
Councillor Glen Graham indicated the importance of ensuring a representative sample of statistically sound
feedback is provided for analysis.
July 3, 2013
CITY OF KITCHENER
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5. Sub committee Reports
Civics101 – tentative date for next year’s youth forum has been set. Currently working with councillors, Rotary folks
and arranging of city hall rooms. Once confirmed, team will connect with schools. Council would like to see this very
successful forum expanded, however at this point, capacity is an issue. Holly indicated the next year’s sessions will
likely proceed as planned this year, and consideration for expansion the following year. Holly plans to share the date
with the committee when it’s been confirmed and would also like to consider inviting other committees to participate
in the Dragons Den portion of the event.
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Reportcard – Meetings with city staff begin Monday, July 8! Laurie is planning to send out the logic model and a
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quick reminder for staff. July 19 is currently the latest date planned, however meetings are still being finalized. The
full Compass Kitchener committee will review and finalize the metrics including staff input at the September meeting.
Metrics to be sent mid-August so folks have lots of time to review prior to September meeting.
Voter Turn-out – Report has been received from Steve, and he will be joining the subcommittee meeting this
afternoon to review his findings.
Strategic Plan roll out – This is a difficult task for the summer months as many are away or have limited time to
provide input/feedback. The subcommittee to consider further before any scheduling takes place.
6. Strategic Planning Process – Community Survey
The subcommittee met yesterday with Laurie to review the Terms of Reference for this project. Next meeting will be
to review questions in past surveys. Representatives of the sub-committee will meet with the staff evaluation
committee to move forward with process of retaining a consultant for this process.
7. Business Planning Process – ideas
Past business plans did not include a thorough explanation of the work of Compass Kitchener. When the document
was reformatted, the Strategic Direction column was lost. The process will be undergoing additional changes for
2014 which will tie in core services and service levels as the plan evolves. The column referencing strategic
directions will return and Compass Kitchener’s full work plan will be outlined.
Laurie indicated she’s open to ideas from Compass Kitchener when this document is updated. She would like to
consider opportunities to ensure clear linkages to the strategic directions and incorporate improvements as the
planning process moves forward.
8. Other Business
The recent Advisory Committee Gathering for Chairs went well! Only a few minor glitches due to committees unable
to be present and a heavy rainstorm, but since the meeting, we’ve received very positive feedback and great
connection between committees that were present. One participant suggested that we focus the fall session on
clarifying and confirming areas for committees to partner in moving forward and how to go about that. One
consideration might be to consider cross coverage for committees or potentially one member of each committee act
as liaison for other committees to connect with. Theron to consider a follow up message to those who participated
suggesting this option.
Compass Kitchener agreed to forego the August meeting. Sarah to arrange a social gathering of the committee in
August.
Councillor Dan Glenn-Graham offered an item to the committee for consideration. He is currently working on a
sequel to My Ideal City for grade 10’s. Compass Kitchener would have an opportunity to participate on the focus
group, likely meeting in September, if this is something the committee believes is within its mandate and fits with its
workplan. Holly suggested Chris participate given he has interest in youth engagement. She also suggested
connecting with KYAC and working with the youth for the event. Dorothy to provide summary to both Holly and
Chris.
Official plan review – Theron will follow up with city planning staff on this item.
The formal meeting ended, and sub committees broke out for further discussion.
Next meeting: September 4, 2013
Location: Conestoga Room
Attendance:
CK Attendance
2013-14.xls