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HomeMy WebLinkAboutCompass Kitchener - 12-04-13 COMPASS KITCHENER MINUTES December 4, 2013 – 4:00-6:00 Schmalz Room, KITCHENER CITY HALL Present: Theron Kramer Holly Duff Tristan Wilkin Sarah Marsh Karim Fathi Mark Paul Krishna Khetani Bojana Savic Sharon Hartigan Chris Hyde Scott Harris Staff: Laurie Majcher Jenn Grein Steve Ramnath Janice Ouellette Mark Hildebrand Regrets: Moni Lagonia Theron welcomed all to the meeting. We circled the table with introductions for new members, providing information on our participation with the committee as well as our favourite place in Kitchener. Sarah congratulated Theron on his recent th award at the Multicultural Centres 4 Annual Equity & Inclusion Fundraising Dinner. 1. Review and Approval of Minutes The minutes from November 6, 2013 were approved by Compass Kitchener. Moved by Karim, Second by Mark. Carried. 2. Follow-up to minutes  None at this time. 3. Sub committee Reports Civics101 – Another youth engagement event has taken place! Holly provided background on the project for the new  folks around the table. Both sessions this year have been completed with both KCI and Resurrection High Schools. Feedback has been positive. Trustees from both school boards have been invited to provide awareness about the opportunity in the hopes to increase participation. Another will take place in February. Survey – Laurie provided background on the Community Survey for new members on the committee. She provided  clarity that it is a telephone survey and should be complete in two weeks. Following these results, we will in turn engage the community to further learn what these findings mean. Report Card – Has been active since 2007, based on indicators/metrics it’s goal is to evaluate how the organization  is doing on each of our six focus areas. Over the past year, this process has been refined through review of metrics, connecting with advisory committees and staff and was returned to Compass Kitchener for finalization, and then presented to Council. These new metrics will form the new report card based on 2013 data, which will take place this coming spring. The committee discussed the process for the report card and its benefits for the organization. Voter Turn-out – this sub-committee visited KYAC to talk about voter turn-out and engagement of youth. They  provided good insight on why they – youth – do or do not participate in voting in municipal elections. They have agreed to participate for the next election to encourage youth engagement. The sub-committee is also looking to work with immigrant communities and certain segments of seniors, although these have not yet been confirmed. Within the immigration area, civic engagement and participation in municipal government is already being considered. A major issue currently is that landed immigrants are not allowed to vote in municipal elections, even though they pay taxes. Steve has provided additional information on what other cities – specifically Toronto, are doing regarding this for the committees consideration. The group may also be considering how this fits for Kitchener, and at the very least, may ask Council to simply provide support to Toronto in moving forward with this inclusion of permanent residents by allowing them to vote at the municipal level. Theron asked if Compass Kitchener would support the subcommittee in going forth to Council with a Voter Turn-out report on work that has been completed, what we’re doing to reach out to various communities, possibly with a recommendation around the issue of landed immigrants either supporting Toronto, or that Council support the same or similar recommendation, as well as inclusion of candidate information on the cities website. After the next subcommittee meeting, Theron/Steve to share PDF of an updated Voter Turn-out document as well as the recommendations relating to landed immigrants. Feedback on this document is welcome. As timing on this item is tight, the committee agreed to the following motion: Motion that Compass Kitchener agrees in principal on taking a recommendation forth to council on the information and recommendations outlined by the Voter Turn Out Sub-Committee. Moved by Sarah, Second by Holly. Carried. A new subcommittee will be formed to develop the community engagement taking place as a result of the Environics  Survey findings. Anyone interested in participating, please advise Jenn by Friday, December 20. 4. Proposed Terms of Reference for Citizen Advisory Committees Sub Committee Work December 4, 2013 CITY OF KITCHENER - 2 - Sarah and Janice developed this draft for consideration as a guide on sub committees of City of Kitchener Advisory  Committees. They are seeking feedback from the committee, and with input would like to take forth to other advisory committees for input and feedback. Janice added, these were pulled together from several sources for sub committees. She reviewed each piece of the  proposed Terms of Reference with the committee. The intent was not to limit sub committees, rather provide a guide to continue engagement with their full advisory committee in agreement on moving forward at a broader level. Within scope, it was suggested there may be some clarification needed between a sub-committee vs. a task group.  Within membership, it was suggested to clarify the terms ‘Decision-Making’ and ‘Task’; duplication of roles rather  than gaps and overlaps; as well as addition to participation to consider partnerships. Additionally, the process section will include connecting sub committees to the information contained within the  Committee Workplan. Currently there is inconsistency with subcommittees sharing their notes with the full committee. Sub-committees do  report at each meeting to provide a verbal update. The suggestion to provide written notes to Committee Administrator for history purposes was agreed upon with continued verbal updates at monthly meetings. Clarity was provided on administrative decisions reference, Janice and Sarah to look at combining the intent of  these paragraph with others already reviewed. Reporting back is a key piece here, and could be emphasized further.  Sarah and Janice to return to committee with update at future meeting. If anyone is interested in participating with  this group, please connect with Sarah at the end of the meeting. 5. Strategic/Business Planning process Laurie highlighted that the outline provided is very high level, with work still to be completed on what will actually  happen throughout the phases. There has been concern that the community priorities may be lost through the various phases, however we would like to have these priorities as the compass for all the work completed and be at the forefront throughout the process. All feedback welcome! Sarah, having been involved with two strategic planning cycles, would like to see a strengthened role for CK after  the first initial phase is completed, although we are listed as well in phase three, it appears as though it is to a lesser degree than in the past. She encouraged the consideration of Compass Kitchener more throughout the full process and the consultation aspect of this process so that compass Kitchener continues to have a meaningful role in the full process of Strategic Planning for the City. The committee discussed Compass Kitchener’s potential role in each of the phases and agreed they would be an  important touchstone throughout the process, with Laurie providing an update regularly at meetings. Chris suggested additional transparency around, and report back regarding, the deliverables within phase three.  This would allow for more participation throughout the process. A reference was made to the diagram Karla Cote developed with Compass Kitchener, outlining the processes the  committee has participated with in the past and the vital and valued input they were able to provide through the process. Theron expressed concern that Compass Kitchener’s leadership role in this process appears to be diminished. Additionally, once council and various departments start moving within phase 2 and 3, the depth of the community priorities could be diminished without Compass Kitchener’s support. Further, by involving Compass Kitchener throughout the process, a citizen focus will be received to ensure residents  are reflected here and community priorities are brought to light, thus forming and strengthening the strategic plan. In the past, Compass Kitchener has received very positive feedback regarding presenting this to Council.  Laurie outlined, Compass Kitchener’s role would not change greatly from participation of the past. This is additional  process, including new steps, to engage staff and council in the process. 6. All Committee Gathering The All Committee Gathering took place on November 26th; committees received a presentation on open  government, the new official plan and the new metrics for the report card from Compass Kitchener. Great feedback has been received, as well as good input on what they would like at future gatherings (primarily sharing what each advisory committee is doing and exploring ways to cooperate.) Theron suggested it may be beneficial to hold two full gatherings each year instead of holding a chairs meeting and  an all committee meeting. 7. Other Business Next regular meeting: Wednesday, January 15, 2014 Location: TBD Attendance: Compass Kitchener Attendance 13-14.xls