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Present: Leyton Collins Judy Stephens -Wells
Amber Sare Lori Trumper
Staff: Laurie Majcher Jenn Grein
Regrets: John Schitka TangulBilgehan
The meeting began at 4:05 p.m. with Leyton Collins in chair.
1. Review of Minutes
With identified corrections,
"That the minutes from July 5, 2017 be adopted."
2. Follow up to Minutes
E Nothing at this time.
COMPASS KITCHENER MINUTES
August 2, 2017 — 4:00-6:00
Schmalz Room, KITCHENER CITY HALL
Roberto Villamar
Lynn Gazzola
Jeff Brown
Adam Hammoud
Carried Unanimously
Community Engagement — Laurie Mamcher
Laurie briefly reviewed the summarized content from conversations at the last meeting relating to community
engagement. She asked for feedback from Compass Kitchener members to ensure the summary covers the
discussion that took place and that it accurately reflects the intent from Compass Kitchener.
The group discussed the content and felt it clearly expressed the intent from Compass Kitchener.
The committee considered when public involvement is most valuable/practical? 1 . Setting priorities 2. Clarifying
expectations 3. Creating ideas 4. Solving problems 5. Validating direction 6. Monitoring progress. Further, Laurie
asked how we can engage and make it meaningful, however not make it so confusing that resident's don't show up
and join in. Compass Kitchener provided the following suggestions:
• At end of the Environics telephone survey, it was suggested to ask if participants would like an
opportunity to participate in future steps of the process.
• Important for opportunities to be available to all residents to participate in various ways, both those
who are regularly engaged as well as those who may not engage as frequently. Focus may be given
to stakeholders connected to a few key changes in the community since the last survey was
completed.
• May also be beneficial to engage on what has changed since the last engagement, rather than all
that we engaged on last time as a reconfirmation of direction.
• Important to provide examples when setting priorities and validating direction to ensure participants
understand the work of the strategic plan as well as better grasp the cost to the organization.
• Help people understand why they should be interested in this opportunity and process.
• An additional step between 5 and 6 may be helpful to validate ideas to some degree. Could be
completed by staff or the public — both options offer benefits.
• Importance of engaging people in meaningful ways to ensure they participate and provide genuine
feedback.
• Over all the committee felt that engagement of a broad cross section of people would be beneficial in
steps 1, 2 and 5, with a more specified approach in steps 3 and 4. Validating to be added to step 5
and highlight the importance of step 6. Cost, benefits and trade-offs should to be included in step 5
as well.
The committee considered the above 6 steps in conjunction with the Engagement framework including 1 . Inform 2.
Consult 3. Collaborate 4. Entrust and the degree to which residents could be engaged at each step.
• Overall, the committee agreed that the more in-depth information we are seeking, the more
collaborative approach would be beneficial. They felt inform was pertinent to all steps in the process,
Steps 1 and 2: consult and collaborate, Steps 3 and 4: move into collaboration more, Step 5: consult
and perhaps collaboration if needed for validation of input received, Step 6: Consult.
• Compass Kitchener inquired if a two part consultation process could be undertaken through
Environics with a telephone survey, followed by an EngageKitchener online survey. This two-step
process may also be beneficial for sharing results from the first step with participants for both
confirmation and to offer an explanation if another direction was taken. This would allow participants
a better understanding of input from other residents
August 2, 2017 2 CITY OF KITCHENER
■ Laurie thanked the committee for their input. She will be summarizing information provided and will write information
in a similar fashion to original document.
4. Strategic Action Plan
■ Laurie provided committee members with a summary of notable achievements from 2016 in each of the 5 focus
areas.
Um
Notable
achievements for 201
■ Leyton indicated it would be beneficial to post information such as this on the city's website, and share via social
media. Laurie advised the digital year book is produced annually, and includes information such as this. It's shared
on the city's webpage.
Working Group Update
■ Advisory Committee Gathering — the survey has been completed and will be sent out to Advisory Committees along
with a request for availability on three given dates. More information to follow at September meeting.
■ Report Card Working Group — Dates are being finalized — if you have not yet responded, please do so ASAP. Judy
asked for member's preference on method to be used for analysis of data for the Report Card and do members
think we are doing justice to the process if we lessened the amount of data provided? This will be discussed further
at a future meeting.
6. Other Business
■ Nothing at this time.
7. Adjournment
The meeting was adjourned at 6:00 p.m.
Next Meeting: September 6, 2017
Location: Schmalz Room