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HomeMy WebLinkAboutCompass Kitchener - 2014-07-09 COMPASS KITCHENER MINUTES July 9, 2014 – 4:00-6:00 Schmalz Room, KITCHENER CITY HALL Present: Theron Kramer Chris Hyde Sarah Marsh Sharon Hartigan Krishna Khetani Holly Duff Tristan Wilkin Mark Paul Bojana Savic Staff: Laurie Majcher Jenn Grein Regrets: Scott Harris Moni Lagonia Theron welcomed all to the meeting. 1. Review and Approval of Minutes The minutes from June 4, 2014 were approved by Compass Kitchener. Moved by Chris, second by Sarah. 2. Follow-up to minutes th  The Report Card was in the Kitchener Post on Friday, June 27. This was a two page spread within the pages of the Post.  The committee was hoping this could be shared via social media for those that did not receive the Post.  Voter Turnout – this subcommittee met after the Multicultural Festival, and felt the booth was quite successful! It attracted many, however possibly not the target groups the team was aiming for. Student Vote is still of interest to the Youth sub-committee. City staff are looking into this opportunity, and hoping to have a student election run parallel to the municipal election. The Voter Turnout subcommittee will be continuing outreach until October and will be considering the broader issue of engagement with voting after the election is complete. Time has been booked for a booth at the market during September and October. Theron and the team are considering attending additional events over the summer.  Youth Forum meeting – one Youth Forum is scheduled for November. More details about which schools will be participating will be available in September. Next meeting is scheduled for end of August. Action:  The Terms of Reference for sub committees will be updated and forward to Theron to share with the various city advisory committees. 3. Update on Your Kitchener, Your Say! (YKYS) and Next Steps: Analysis  With use of a power point presentation, Laurie provided an update on the Your Kitchener, Your Say! (YKYS) community engagement campaign.  We endeavoured to connect with residents via many methods of engagement including work books, workshops, themed surveys, social media, and the discussion form. Many were quite effective, however the discussion forum did not perform as was initially expected.  She provided an extensive listing of promotions and advertising. Ultimately, it’s estimated that 1462 inputs have been received, with approximately 1064 unique individual’s participation. She shared a map offering an estimated percentage broken out by ward.  Laurie provided some high level themes emerging from the data with just a brief review. This is just a tiny snippet of what we have learned and will delve more deeply into in the full analysis of this data. The next steps will include summary of citizen priorities by focus area; consider patterns, contrast and common themes; and capture th expectations and ideas for future work by the city. This needs to be complete by August 6, with review by the rd committee at the September 3 meeting and out to members prior to that meeting for review. It is necessary for th this report to go to council September 15, otherwise we will be required to wait until December and the new council.  A subcommittee will form to review data. Those who volunteer will receive information from the Environics research as a background, to be considered with the review with the YKYS data.  Laurie would also like to include a lessons learned section with pieces of information that will be beneficial for future community engagement.  Compass Kitchener discussed the analysis and the approach that could take place with this information, considering the current themes as identified within the strategic plan and the priorities listed. Further, quality of life seems to be in each of the other priorities and considered as an overall theme for all of the pieces of this puzzle. July 9, 2014 CITY OF KITCHENER - 2 -  Tristan, Sharon, Sarah, Chris, Theron and Mark offered to assist with analysis. Laurie to provide information to the group, and meeting to be set for post August 6th. Action:  Laurie to prepare summary of priorities areas and provide to Analysis subcommittee (Tristan, Sharon, Sarah, Chris, Theron, Mark). th  Sub committee to review data by August 6.  Jenn to set up meeting of subcommittee mid August.  Report to be added to September meeting agenda for Compass Kitchener, and go forth to Council on September 15th 4. 2015 Compass Kitchener Workplan Strategic Plan subcommittee to be struck and will be responsible for planning of the roll out of the new Strategic  Plan. The plan itself will be approved next June but we will need to start planning prior to this. Compass Kitchener considered the possibility of a standing Communications subcommittee to participate with the  Strategic Plan as well as projects such as the Report Card, YKYS, and others. Rather than form a subcommittee, the group agreed that good record keeping and tracking of best practices would be beneficial. This could be included in a spreadsheet affixed to the minutes with an ongoing tally of communication methods. This may also be an individual member who considers this lens in all that we do, and keeps it front of mind. This will be further discussed at the next meeting. To complete the update of the work plan, Theron asked that Sarah provide an update for the report card, Scott and  Theron consider an update for Voter Turnout, Holly and Laurie provide information on Youth Engagement and Laurie provide an update regarding the Strategic Plan. An additional line regarding issue response to be included on this update of the work plan. Compass Kitchener agreed to review via email. Theron to report to Council in August or September.  Action: Strategic Plan subcommittee to be struck  Compass Kitchener to consider standing Communications subcommittee at September meeting  Updates from above listed member for the workplan to be provided to Theron, then circulated to committee via email  for approval. 5. Other Business rd August meeting has been cancelled – our next meeting will take place September 3.  Please review the Neighbourhood Strategy email and document prior to the September meeting.  Tamarak Community Building Three day event was absolutely amazing – Tristan and Sarah really enjoyed and  would like to take an opportunity to share with the committee in the future. Theron thanked Laurie, Jenn, and the whole committee for all the work that took place with the YKYS campaign! An  amazing job done by all! Next regular meeting: September 3 Location: Conestoga Room Attendance: Compass Kitchener 6 June.xls