Loading...
HomeMy WebLinkAboutCompass Kitchener - 02-01-2017ag 4 4V1'YI 01.01"V � s:isk itche 104..1 Present: John Schitka Jeff Brown Amber Sare Staff: Laurie Majcher Regrets: Tangul Bilgehan COMPASS KITCHENER MINUTES February 1, 2017 — 4:00-6:00 Schmalz Room, KITCHENER CITY HALL Mark Paul Lynn Gazzola Adam Hammoud Judy Stephens -Wells Lori Trumper Birgit Heilig Roberto Villamar Leyton Collins Jenn Grein Josh Joseph The meeting began at 4:00 p.m. Laurie advised one member submitted interest in each the chair and the vice chair positions. She introduced John Schitka as chair and Mark Paul as vice chair. Moved by Leyton Collins, seconded by Roberto Villamar. The committee confirmed appointments of John Schitka as chair and Mark Paul as vice chair of the Compass Kitchener Advisory Committee. 1. Review of February Agenda Moved by Mark Paul, seconded by Jeff Brown. The agenda for February 1, 2017 was accepted by the committee. 2. Review of January minutes Moved by Lori Trumper, seconded by Leyton Collins. The minutes from January 4, 2017 be approved by Compass Kitchener. Carried Unanimously Carried Unanimously Carried Unanimously 3. Follow up to Minutes ■ The three new members that were not in attendance at the January meeting had the opportunity to introduce themselves to the committee. 4. Strategic Action Plan ■ The Strategic Action Plan was circulated to the committee with the agenda. This agenda item is an opportunity to ask questions of Laurie to better understand the document and its related processes. Laurie advised she will provide an update on a number of action items listed at each meeting to facilitate the process for the Compass Kitchener Report Card to Council. This is the primary tool used to provide citizen feedback to Council. Laurie encouraged members to connect with personal networks to seek additional input on items that we will be discussing. ■ Financial information on specific items within the Strategic Action Plan may be contain within the Budget document, which is approved annually by council. Action: Laurie to provide Budget document at March meeting. ■ Clarification was requested and provided on two items identified as relating to Hidden Valley. ■ Laurie advised the committee that an update on the Strategic Action Plan is provided three times a year to council. Action: Laurie to provide link to dashboard prior to March meeting. ■ Committee members advised items of particular interest to Laurie so that she may include in future updates. ■ Clarification was requested and provided on two items identified as relating to Customer Service. ■ Compass Kitchener members indicated it would be beneficial to receive information relating to the Strategic Action Plan grouped by Strategic Initiatives within priority areas. Laurie agreed to provide information to the committee in a format that is easily understandable for them, clarifying their purpose is to consider the results that are having impact on the city rather than the evaluation of the city's strategic and business planning processes. Action: Laurie to provide link to Strategic Plan document ■ Returning members shared experiences including the benefit of now seeing things from a much more strategic level and how things fit together as well as the significant amount of information that is available and will be provided to be analyzed to prepare the report card. ■ Laurie indicated members may connect with her if they would like further information. February 1, 2017 2 CITY OF KITCHENER 5. Community Engagement ■ Josh introduced himself for those members who were not in attendance at the first meeting. The group began with a short exercise considering connections and networks of members and how they might be beneficial in engaging community for the Strategic Plan. After small group discussion, members provided a few networks they considered as possibilities to engage. ■ Josh advised, Council has approved the Community Engagement Review. The full report is now available online. Action: Josh to send out link to Community Engagement Review. ■ Josh advised that in recent meetings of the Regional CAO's, the potential for collaboration on a coordinated strategic plan engagement process was discussed and staff were asked to explore the opportunity. He further indicated that collaboration is a theme resulting from the review. He opened the topic for discussion with the committee. ■ The committee considered survey fatigue and the variations that may exist given regional and city surveys are not given to the same people. ■ The importance of communicating the impact resident participation will have was highlighted, and further supported with the importance of asking questions where the city actually has the ability to influence change or take action. ■ Doing a joint survey may assist with development of a strategy at a much more strategic level — across the region rather than individual city's/townships; although this may not serve all equally. This would also require agreeance on direction with Region, City's and Townships. Further clarification would need to be made regarding if collaboration would be taking place only at the engagement stage of the process, or if also in the analysis stage, planning stage and implementation stages. ■ Working together may alleviate cost and resource requirements. ■ From a citizen perspective it may be easier for one survey to be completed, however with various concerns at different levels of government, along with multiple councils reporting back to their specific residents, results will likely be different for each. ■ Consideration would also need to be given to ensuring all municipalities within the Region are involved. This collaboration may not be as effective if only the Region and Kitchener choose to participate. ■ Important to ensure statistically significant data for all involved. ■ Timing will be an important consideration. Processes should not be held up inorder to get others on board. ■ Kitchener is unique in that Compass Kitchener exists to assist with the process of strategic planning. Others in our Region do not take this approach. ■ Compass Kitchener agreed this may be a good opportunity to further consider, provided that collaboration with region would ensure increased coverage and full use of current resources for increased beneficial outcome, and that statistically significant data is collected to the city level. ■ Another option was provided suggesting that the region coordinate the survey, allowing each city/township to have their own questions for their specific area. In this case, the region would act more to facilitate the process. Consensus on questions being asked would only be required on items where both are responsible for services. Moved by Birgit Heilig, seconded by Judy Stephens -Wells. Motion to support staff in continuing the explore an opportunity to collaborate with the Region, taking into account some of the concerns raised today, and on condition that no decision be made to collaborate with the Region until the committee is updated on the terms of collaboration.. 6. Work Plan Moved by Lori Trumper, seconded by Birgit Heilig. The Work Plan be approved by Compass Kitchener. Carried Unanimously Carried Unanimously Subcommittee Membership: Advisory Committee Collaboration April 2017: John, Mark, Birgit, Layton Advisory Committee Collaboration October 2017: Mark, Jeff, Birgit Advisory Committee Collaboration April 2018: Jeff, Judy, Roberto, Layton Advisory Committee Collaboration October 2018: John, Lynn, Adam, Tangul Citizen Report Card Jan/Feb 2018: John, Mark, Judy Citizen Report Card Jan/Feb 2019: John, Mark, Judy Strategic Plan — Community Engagement Plan August 2017: whole committee Strategic Plan — Community Survey April 2018: Leyton, Birgit, Amber Strategic Plan Community Engagement on Strategic Priorities September 2018: Tangul, Roberto, Amber February 1, 2017 CITY OF KITCHENER 7. Other Business Action: Committee to review engagement techniques information prior to next meeting. Action: Information on demographic overview to be provided to John. 8. Adjournment Moved by Lynn Gazzola, seconded by Leyton Collins. "That the meeting adjourn." (6:20 p.m.) Carried Unanimously Next Meeting: March 1, 2017 Location: Schmalz Room