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Home My WebLink AboutCompass Kitchener - 01-04-2017ag 4 4V1'YI 01.01"V � s:isk itche 104..1 COMPASS KITCHENER MINUTES January 4, 2017 — 4:00-6:00 Schmalz Room, KITCHENER CITY HALL Present: Tangul Bilgehan Jeff Brown Lynn Gazzola John Schitka Judy Stephens -Wells Lori Trumper Amber Sare Staff: Laurie Majcher Jenn Grein Josh Joseph Regrets: Roberto Villamar Adam Hammoud Leyton Collins Meeting began at 4:00 p.m. with Laurie Majcher as chair. 1. Review of November minutes The minutes from November 2, 2016 be approved by Compass Kitchener. Moved by Mark Paul, second by Lori Trumper. Passed. 2. Follow up to Minutes ■ Nothing at this time. Mark Paul Birgit Heilig 3. Introductions ■ Committee members paired up and shared information about themselves and their interest in participation with the committee. In turn, the committee member they shared with, shared what they learned about each other. ■ Laurie introduced herself and her work with the organization. ■ A memory key with significant committee information was provided to each member to reference throughout their time on the committee and to provide basic information to begin working with the committee. 4. Committee Roles and Responsibilities ■ Colin thanked all of the volunteers on Compass Kitchener Advisory Committee; volunteers are so valued by our organization! He provided an overview of the many Kitchener advisory committees, tasked with providing advice and assisting with recommendations on matters set out in each of their terms of reference. Each committee, with assistance from their staff resource, is required to develop and implement a work plan for the term. The objective of these work plans is to outline the various initiatives to be pursued in the coming term along with a proposed timeline for completion. Colin outlined the reporting structure of various advisory committees advising Compass Kitchener is unique in that it is one of two committees that report directly to council, and the only committee that does not have a councillor liaison. ■ Colin clarified, quorum for this committee is 5, and exofficio members do not have voting rights. ■ He further provided information on sharing information with council and council direction received. The committee will aim to meet consensus on all decisions. Information on meeting protocol, as well as access for public and media were reviewed. He noted members may address the media as a private citizen, and should indicate that they are not speaking on behalf of the committee. Information on delegations to the committee was provided, as well as how content should be received/discussed/assessed by the chair and with the committee. Further details were provided regarding recommendations, motions, voting, and Code of Conduct including conflict of interest. He advised Council may refer matters to an advisory committee, but they are not required to do so. Similarly, Council may remove matters from a committee's consideration at any time. City staff provide Council with professional advice from the perspective of administrators. Public members of advisory committees provide Council with advice from a citizen perspective. The final decisions on any matter will always rest with Council. ■ A copy of this presentation is included on your memory stick. Please feel free to review and connect with Laurie if you have any question. 5. New Members oaaortunity to clarifv the Terms of Reference and Work Plan ■ Work plans typically go to council within the first quarter of the year of the new committee. The work plan provided with the Agenda was approved 'in draft' by Compass Kitchener in November, and edited by Laurie to include the Community Engagement Plan for the Strategic Plan to be led by Josh, and to push back the timing of the report card to the end of the year given the substantial number of new committee members, to allow them to to be fully prepared prior to the evaluation process." Today is an opportunity to answer any questions members have regarding the work plan, and for members to consider what items they would like to be involved with. She further January 4, 2017 2 CITY OF KITCHENER clarified, all items listed within the work plan are mandated within the Terms of Reference, and as such, must be completed. ■ Laurie provided further details on items listed within the work plan including the process that was previously branded `Your Kitchener, Your Say!', Advisory Committee Gathering, Report Card, participation on the committee. 6. Community Engagement ■ With the use of a Power Point presentation, Josh provided information on developing a Community Engagement Plan for the Strategic Plan. He provided information about his role in the organization as well as how Compass Kitchener will be engaged to assist with development of a Community Engagement Plan for the Strategic Plan. He clarified components of the process connected with community expectations, ie. Community Priorities and Strategic Direction, as well as components the city will take responsibility for in responding to these expectations, ie. Strategic Priorities, Strategies and Strategic Action Plan. He provided a breakdown of the process including before, during and after steps which will be taken to develop a community engagement plan for the Strategic Plan, finishing up with clarification on areas Compass Kitchener will focus on, as well as areas that will be primarily lead by Staff and/or Council. Josh advised, he will be attending future meetings of the committee to discuss various pieces of this process. ■ The committee provided brief comments on timing and consideration for pairing timing with other significant processes in the organization, as well as evidence based decision making. Laurie assured the committee that their input is vital in providing a citizen perspective on all items discussed. The committee asked that information be provided in advance so that it may be reviewed prior to the meeting. 7. Other Business ■ Laurie provided a brief overview of the Strategic Action Plan, which will be provided and reviewed in more detail at the February Compass Kitchener meeting. Committee closed at 6:00 p.m. Next Meeting: February 1, 2017 Location: Schmalz Room