HomeMy WebLinkAboutCompass Kitchener - 2018-05-02COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
MAY 2, 2018 CITY OF KITCHENER
The Compass Kitchener Advisory Committee met this date, commencing at 4:05 p.m.
Present: Mr. L. Collins, Chair
Ms. L. Trumper, Ms. J. Stephens -Well, Ms. L. Gazzola and Messrs. J. Brown and A.
Hammoud
Staff: L. Majcher, Manager of Strategy & Business Planning
K. Dever, Director of Strategy & Corporate Performance
J. MacDonald, Community Engagement Consultant
L. Korabo, Executive Assistant to the CAO / Committee Administrator
REPORT CARD — CITY RESPONSE TO RECOMMENDED ACTIONS —D. CHAPMAN, CAO
Mr. D. Chapman, CAO, introduced himself and provided some background information of his
time with the City of Kitchener prior to his appointment as the CAO in September 2017. Mr.
Chapman attended today's meeting to officially respond to the nine recommended actions
contained in the 2017 Citizen Report Card recently presented to City Council. He thanked the
committee members who presented and acknowledged the depth of information members
shared in response to Council's questions. Mr. Chapman circulated a summary document of
each recommended action and the city's response.
In response to Mr. Chapman's presentation, members suggested the use of performance
measures used by previous committees when determining report card grades would be
beneficial. It was suggested that a future discussion could be held to capture criteria used in
2017 which could then be built upon in subsequent years and provide a general sense of how
consensus was reached annually.
COMMUNITY SURVEY SUB -COMMITTEE UPDATE
An infographic depicting the results of the recent community survey conducted by Environics
Research was shown. This infographic illustrates an overall snapshot of the community's
satisfaction level with city government as well as indicating top areas of focus
(roads/pipes/watermains; environment; economic development; city services; neighbourhoods;
and, growth) and also listed suggested future priorities under the categories of: Open
Government; Economic Development; Neighbourhoods; and, Environment/Infrastructure.
Members of the sub -committee met with Environics representatives to review highlights of their
report in advance of the May 7th presentation. All Committee members were encouraged to
review the detailed survey results report as the data contained within provides very specific
insights. Ms. Majcher commented the survey results will continue to be reviewed by the
Engagement Subcommittee to help plan the finer details of further engagement to gather
feedback elaborating on the priorities already identified. She further directed the committee to
the lengthy summary of responses received to the open-ended question of `What is the one
thing the City can do to make Kitchener a better place to live?" She advised the responses
were documented verbatim and clearly demonstrated people's thoughts.
COMMUNITY ENGAGEMENT SUB -COMMITTEE UPDATE
Compass Kitchener received the draft community engagement plan overview as proposed by
the sub -committee and approved by the Corporate Leadership Team. The draft engagement
plan recommends a two -phased approach with multiple tactics in each phase. The first phase
has concluded and was used to establish high-level community priorities through the use of
social media. Phase 2 will actively encourage participation under the banner of `Your
Kitchener Your Say' and it is recommended this phase be topic driven (e.g. environment,
economy). Recommended tactics in Phase 2 will also include community focus groups and an
all -committees meeting. Timing of this phase is May -June 2018.
Ms. J. MacDonald requested the Committee's approval of the Community Engagement Plan,
noting it, as well as the accompanying staff report, is being submitted on Thursday, May 3rd to
allow for circulation with the May 7th special Council meeting agenda. In addition, Ms.
MacDonald advised that she will be posing a question to Council to ask what Council would
like to learn more about from citizens through the next phase of engagement.
COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
MAY 2. 2018 -12- CITY OF KITCHENER
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Based on Council's response to the question, the Engagement Subcommittee will discuss how
to best approach the community using the various Phase 2 tactics to gather the feedback
desired by Council.
In response to questions, Ms. MacDonald acknowledged the aggressive timelines of the
process needed in order to meet the deadline for the September presentation to Council of
new community priorities. She stressed the importance of the August Committee meeting
when feed back/resu Its of the June All Committees meeting will be shared with the full
Committee. A general discussion was held where several scenarios to deal with engagement
responses were tabled (e.g. sort by themes). Ms. MacDonald thanked the Committee for their
ideas, noting the Subcommittee will give all of them due consideration.
The Committee approved the Community Engagement Plan with revisions as discussed this
date.
Compass Kitchener was presented with the proposed approach to the June 21St All
Committees meeting, currently scheduled to be held in the City Hall Rotunda from 6:00 — 8:30
p.m.
On behalf of the Subcommittee, Mr. J. Brown shared an overview of how the approach was
developed. The proposal includes a stated purpose as well as three identified objectives for
the All Committees meeting. As previously agreed to, all Compass Kitchener members will
attend one advisory committee meeting to extend an invitation to the event. A confirmed
schedule of May advisory committee dates was included as well as a script to be used. Mr. A.
Hammoud advised he had developed a PowerPoint for his presentation to the Environmental
Committee and offered to share it with all members.
Compass Kitchener was further advised the subcommittee is working on planning the agenda
for the evening as well as developing a high-level schedule of the event. Ms. Majcher noted
the draft agenda had been circulated and she was of the understanding that it was approved.
She further advised that a `Save The Date' email has been sent, however, stressed that an
invitation with confirmed timing and more details of the event should be sent out within the next
week.
Following a lengthy discussion, timing for the All Committees meeting was confirmed as
follows: Refreshments/Networking (5:30-6:00 p.m.) and Meeting (6:00 — 8:00 p.m.). It was
noted that additional discussions need to occur at the various subcommittees in order to
continue working on the details of the event (e.g. overall agenda structure, facilitators, RSVPs,
catering, presentations, etc.)
Ms. J. MacDonald agreed to prepare draft text for the event invitation for review/feedback by
staff and then by the full Committee. She agreed to have a finalized text available for sharing
with advisory committee members by Tuesday, May 8m
5. MAY 7T" STRATEGY SESSION WITH COUNCIL — COMMUNITY PRIORITIES
Ms. L. Majcher circulated the staff report which will introduce the community priorities for the
next term of Council; the report will be presented to Council on Monday, May 7, 2018. Mr. L.
Collins will present on behalf of the Committee and shared a copy of the PowerPoint slides to
be used.
With regard to the presentation of the Environics survey results at that same meeting, Ms. J.
MacDonald indicated she had received direction from the Corporate Leadership Team that a
Compass Kitchener member also present this information, rather than staff. It was agreed that
Mr. L. Collins would also present this information and he agreed to work with Ms. MacDonald
to develop an additional slide deck for this purpose. Ms. Majcher noted the deadline to submit
PowerPoint for the May 7th meeting is Friday, May 4th at 12:00 noon.
COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
MAY 2, 2018 -13- CITY OF KITCHENER
OTHER BUSINESS
Ms. L. Majcher spoke to the poll recently circulated in response to the suggestion to move the
Committee's August meeting date. She advised that member responses indicated equal
availability for both the current date (August 1) and the alternative (August 16). The
Committee agreed to keep the August Compass Kitchener meeting as scheduled (August 1,
2018).
Ms. L. Majcher announced her upcoming retirement from the City of Kitchener, indicating today
was her last Compass Kitchener meeting. She noted that Ms. K. Dever, who has attended the
last two monthly meetings, is currently recruiting to fill the Manager position and is hopeful of
having the individual in place for the June 6th Compass Kitchener meeting.
ADJOURNMENT
On motion, the meeting adjourned at 6:15 p.m
L. Korabo
Committee Administrator