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HomeMy WebLinkAboutCompass Kitchener - 2014-03-04 COMPASS KITCHENER MINUTES March 4, 2014 – 4:00-6:00 Conestoga Room, KITCHENER CITY HALL Present: Theron Kramer Holly Duff Tristan Wilkin Sarah Marsh Chris Hyde Scott Harris Sharon Hartigan Mark Paul Krishna Khetani Staff: Laurie Majcher Jenn Grein Renee Sambrook Janice Ouellette Mark Hildebrand Regrets: Bojana Savic Moni Lagonia Theron welcomed all to the meeting. 1. Review and Approval of Minutes The minutes from January 15, 2014 were approved by Compass Kitchener. 2. Follow-up to minutes  None at this time. 3. Subcommittee Reports th Civics101 – Another youth forum was held February 13. The layout was changed slightly in order to encourage  st student engagement. Next forum is scheduled for May 1. They would like to expand in future years. Some staff from the Region and School Board Trusties attended the last organizing committee and may want to participate moving forward. They are looking at approaching various levels in order to encourage expansion of the program. Resurrection grade 10’s and a french class from KCI are participating thus far. This sub committee is still welcoming new members, please contact Holly if you are interested. As a few sessions have passed, it may be timely to consider further evaluation of the program and how civics plays a role in these students lives moving forward. Community Engagement – The group has met three times and finalized a name at the last meeting – ‘Your  Kitchener, Your Say!’ will be our new tag line. We have provided members today with a schedule to indicate availability for participation in this engagement process. Please complete and pass back to Jenn prior to leaving this evening. Volunteers will be expected to share information about what was learned through the Environics survey, as well as facilitate discussion to drill down further into this feedback so we can learn what our residents would like. There will be opportunities for facilitators, note takers, set up/take down, promotion at various locations and support at the open houses to connect with residents. Members can also indicate at bottom of page what part of process they would like to participate in. The results of the survey were presented to council and went quite well. Council was quite engaged and interested in the information. Voter Turn-out – The report was shared with committee members, and went forth to Council this past Monday.  Council was very engaged, and appreciated the report. The report was accepted as an update to the Compass Kitchener Workplan. The conversation was positive in nature. Council requested legal’s opinion in the session regarding privacy, and inclusion of additional information on candidates on the city’s website. Once Legal information was received, it was determined that the city could not proceed with additional information and instead will be lobbying the province for a change in these rules. Additionally, they would like us to consider involvement in a community consultation on asking the province to allow all permanent residents to vote in municipal elections. Further they endorsed the Voter Turnout subcommittee exploring additional models to encourage participation in municipal affairs. Staff have been asked to undertake a plan to encourage voter turn out in-between elections moving forward. This was featured on CBC, and has also now been picked up by the Record. Theron thanked the team that worked together on this, as well as our student Steve for his in depth information. Members of the sub- committee have been working with umbrella groups in order to have them reach out to their constituents to encourage them to vote in the October 2014 municipal election. They have talked to Multicultural Centre, Immigration Partnership, MACKS, KYAC, and Conestoga College. It looks now like KYAC does not have the resources to be involved. 4. Report Card Feedback on Metrics Welcome to your Compass Kitchener Report Card Grading process! A significant amount of time this meeting will be  focused on explaining the process and the expectations of committee members. Next meeting results will be combined and the group will further consider marking. Each committee member received three single pages and one 26 page document. The team thanked Renee for assisting with data collection. Sarah reviewed the grading instructions provided (attached), highlighting key pieces for Compass Kitchener’s  consideration. This grading should be completed by all Compass Kitchener volunteers. When grades have been combined, staff may assist in providing guidance if any areas are off significantly or if information is not being considered in marking. The group is considering moving to a letter grade system, however did not want to make this March 4, 2014 CITY OF KITCHENER - 2 - decision without engaging the full committee. As a result, you will see that the grading is both dashboard as well as letter grades for consideration while members are marking. The group debated the validity of the metrics this year given we have little comparison over a length of time. In the  past, the narrative has been vital in delivering information to Council thoroughly, not just the grade. This will continue to be the case. Further, Chris clarified, it’s important to consider not just the information, but it in relation to the Strategic Direction listed and how you feel the city is doing. th Jenn to send documents out electronically to committee members. Please complete and return by March 17.  The group selected one item and worked through it together so that everyone had an idea of the process.  Evaluation Evaluation Compass Kitchener HANDOUT FOR Form(2).docxForm(1).docxReport Card Grading Instructions March 2014.docPRINTING IN BW_UPDATED.DOCX 5. Other Business Congratulations to Compass Kitchener for winning a Volunteer Impact Award!  Thanks to Theron for being the committee spokesperson!  ACTION:  Members are asked to complete the report card process and return it to Jenn by March 17. o Members are asked to complete their volunteer satisfaction survey and return to Jenn or Janice ASAP o Holly needs someone to work with her over the next few months with the coalition that is reviewing the youth o forum process and then become the permanent link with that group after this year. Please contact Holly if you are interested. Next regular meeting: Wednesday, April 2, 2014 Location: Conestoga Room Attendance: Compass Kitchener Attendance 13-14.xls