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HomeMy WebLinkAboutCompass Kit - 2015-03-04�On�as ki�rrr iooi000�i /0000ii' /o Present: Chris Hyde Graham Jackson Tristan Wilkin Zoe Zahara Staff: Laurie Majcher Jasmin Dalton Regrets: Bojana Kojic Nathan Dorsch Pete Lennox Kirk Zurell Jenn Grein COMPASS KITCHENER MINUTES March 4, 2015 — 4:00 -6:00 Conestoga Room, KITCHENER CITY HALL Lynn Gazzola Daniella McIntosh Fadi Abdulhamid Janice Ouellette Mark Paul Lori Trumper Roberto Villamar Jana Miller With Mark Paul joining the committee for the first time since re- appointment, we circled the table with introductions. Welcome back to the committee, Mark! 1. Review of past minutes The minutes from February 4, 2015 were approved by Compass Kitchener. Moved by Pete, second by Tristan. 2. Follow up to minutes ■ Nothing at this time. Draft Community Engagement Policy — Laurie Maicher ■ Jenn provided a brief background on the Community Engagement Framework, and its history within the organization. Significant research took place on Community Engagement a number of years ago. Information was synthesized into a framework the city has used for the last number of years and resulted in tool kit to assist and act as a guide on how the organization engages community in decision making. ■ The following comments /suggestions were received from Compass Kitchener members: ■ The expectation that the city will provide feedback to participants has been peppered throughout the document, and this is great to see. Suggestion made to consistently report back on decision making and the reasoning for it. ■ Information for Engagement to needs to be in a format that is understandable by the average citizen, including format of information and accessibility factors. ■ There should be consistency throughout the organization on when and how citizens are engaged. This could be outlined in a framework, considering size and other factors of the project, and resulting in clear information on when citizens will be engaged. ■ Emphasis on community engagement serves both the organization and all of our advisory committees. It's important to be clear regarding this and continue to strive for better engagement using the policy as a guide. ■ The engagement workbook the City of Waterloo currently has is helpful, and similar to our toolkit. It may be beneficial to review. ■ The past Voter Turnout committee learned through their research that an engaged community tends to have higher voter turnout. It may be more effective to develop strategies to increase voter turn out early in the new term of council instead of waiting until immediately before the election as there may be more opportunity influence the process. Engagement needs to take place regularly, not just in election years. It's also important to consider how we make engagement opportunities known to residents and how this can be done better in the future. Furthermore, it's vital to find effective ways to engage future generations. • There should be a clear connection between the organizations Strategic Plan and the Community Engagement Policy, with guiding principles defined. • The committee agreed to the importance of engaging citizens and reaching those who want to participate and provide feedback /input — the broader the input the better the solution. • The City should look to engage groups and not just individuals. Stakeholders such as Neighbourhood Associations and the Chamber could also be included in citizen engagement as well as new Canadians, immigrants, ethnic communities, and churches. These groups may feel more comfortable providing input together. • Currently, the policy is written in such a way that the decision on level and type of engagement can be made by staff, if not already directed by council. This allows for consideration of who will be impacted by the decision, followed by opportunity to decide on how best to engage these citizens. • Additional comments and ideas welcome to Laurie and Jenn anytime! 4. Compass Kitchener 2015 -2016 Work Plan March 4, 2015 - 2 - CITY OF KITCHENER • Each committee must form its work plan for the next year, and present this information to Council. Compass Kitchener has several items in the Terms of Reference that the committee is required to complete annually including the All Committee Gatherings (twice a year), the Report Card to Citizens as well as further consider voter turnout. • Past subcommittees including Report card, Youth Engagement, Voter Turnout, and Strategic Plan, were outlined for the new committee, with additional information given within each relating to work accomplished in past, time commitment, and how the subcommittee engaged with the full committee. This was done for reference, the committee is not required to move ahead with the exact same subcommittees as past. • The Committee turned their focus on potential future work plan items and subcommittees, brainstorming idea, followed by a committee vote. • Laurie indicated that the majority of Compass Kitchener's work for the Strategic Plan took place in the last two years. She intended to bring forth to the full committee to share and seek input moving forward. • The Neighbourhood Strategy may be a new item to consider. Although still very much in the early phase, Compass Kitchener has a logical tie with the strategy. A report will be going forth to Council on Monday for approval. This strategy will be a comprehensive approach to neighbourhoods with a focus on placemaking, and a more holistic view of neighbourhoods. • A long -term vision for Kitchener's future was suggested and ensuring the plan is in alignment with all of the other strategies and plans, however this is very much covered within the Strategic Plan. • Community Engagement seems to be a key focus of the committee, and it would be beneficial to dig into this further and consider how we may best engage citizens in decision making for our community. Further, how to reach those that are not currently engaged, but who do care and would like to provide input. This was further supported by others around the table, suggesting the focus lie with participation at a broader level, considering e- participation, voter turnout and other work of the committee. In conjunction with the new e- participation role approved through budget, there may be opportunities to consider what software the city is using to communicate and engage with residents. Laurie clarified, this may be something the committee is interested in, however the work will not begin until late this year; this may be a more appropriate item for the 2016 work plan. • There may potentially be a role in engaging the community around the expected impact of Light Rail Transit (LRT) for the region. • Voter Turnout could be considered both in relation to the election, as well as through e- participation and all of those other engagement opportunities that take place between elections of which there are many. • The report card is a measurement tool for the work of the organization. This subcommittee could also consider benchmarking against other cities, although staff indicated Kitchener may be the only city with a citizen based grading system in place. Additionally, measurement is against our Strategic Plan, and items within this plan will differ from city to city. • Youth engagement continues to be an important focus area, as engaging future generations will ensure health communities and a Strategic Plan based on input from our residents for the future. ■ Perhaps there is something arts and culture focused the committee could consider. ■ The All Committee Gathering may also be a good subcommittee to form as this is something that has been consistent for the last number of years and may be beneficial to expand and further consider how we support the coordination and communication of work plan items across advisory committees. ■ After all the brainstorming, ten potential focus areas /subcommittees were considered to including Report Card, Engagement & e- participation, All Committee Gathering, Neighbourhood Strategy, Long Term Vision, LRT, Arts and Culture, Youth Engagement, Benchmarking, and Voter Turn Out. ■ After further discussion and consideration, along with voting, the committee agreed to the following 6 focus areas for the 2015 Work Plan: Report Card, Voter Turn Out, All Committee Gathering, Engagement, Youth Engagement and the Neighbourhood Strategy. ■ Jenn to circulate listing to members. Members to respond indicating their priority interest areas. 5. All Committee Gatherings for 2015 ■ This item will be discussed at April meeting 6. Compass Kitchener Linkedln Group ■ This item will be discussed at April meeting Other Business None at this time. Motion to Adjourn. Move by Lori, second by Tristan. Next meeting: April 1, 2015 Location: Conestoga Room Attendance: I J., Compass Ktchener Attendance 15- 16.xlE