HomeMy WebLinkAboutCompass Kitchener - 2018-06-06COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
JUNE 6. 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. L. Gazzola, Ms. A. Sare and Messrs. J. Brown and R. Villamar
Staff: K. Cooper, Manager, Strategic & Business Planning
J. MacDonald, Community Engagement Consultant
L. Korabo, Committee Administrator
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Members of Compass Kitchener introduced themselves to Ms. K. Cooper, attending her first
meeting of this advisory committee.
ALL COMMITTEE MEETING UPDATE AND OUTSTANDING DECISIONS
Ms. J. MacDonald circulated an overview of the upcoming All -Committees Meeting (ACM) on
June 21, 2018. All agenda timelines reflect input obtained from both the Engagement
Subcommittee and the All -Committees Subcommittee. The agenda allows for networking prior
to the official welcome from the Compass Kitchener Chair and Mayor B. Vrbanovic. Several
Committee members are also participating by sharing information regarding the 2017 Citizen
Report Card process (J. Brown) and outlining the various components of the agenda (L.
Trumper). Additionally, Ms. K. Cooper will present on the community survey results. The
second part of the meeting will provide two opportunities for attendees to provide input on
community priorities via the use of facilitated discussions. Ms. MacDonald advised members
of the Corporate Leadership Team may be available to act as facilitators alongside some other
members of staff and, if they are available, will be placed at a table with a topic familiar to
them.
Ms. MacDonald also confirmed that most Committee members have committed to acting as
scribes for the facilitated discussions. Staff is proposing that each table accommodate six
participants in addition to the facilitator and the scribe. Attendees will be randomly assigned to
tables to ensure a good mixture of views for each discussion topic.
Compass Kitchener was provided with a draft list of questions to be posed by facilitators under
the six identified categories arising from the Environics survey results: Environment;
Economy; Social; Transportation; Taxation; and, Communications. In addition, City Council
has requested that attendees also be asked for feedback on areas/services the city should
become involved with. Members discussed the draft questions for each category and provided
feedback for additional questions to be included.
Ms. MacDonald noted the questions asked at the ACM will also be used in other engagement
opportunities, providing for a more robust data set at the conclusion.
OTHER UPCOMING ENGAGEMENT ACTIVITIES
Ms. MacDonald shared timelines for all activities related to the online idea generation tactic
and the planned community workshops. Online idea generation will use the EngageKitchener
platform to capture digital feedback. With regard to community workshops, staff is working to
identify appropriately -located community centres which would allow for easy access by
citizens. Dates in the latter part of June (June 19-20 and 26-28) are being targeted. Staff is
suggesting that various topics be available to receive input at each workshop and, several
members suggested that a drop-in format might be more conducive to increased participation.
Once workshop dates/times/locations are known, Compass Kitchener members will be asked
to RSVP to Ms. L. Korabo and advise which they could attend / participate in. It was confirmed
that staff will facilitate these workshops.
Ms. MacDonald advised a Communications Plan is being developed to share information on all
upcoming engagement opportunities and once finalized this will be shared with the full
Committee.
Ms. L. Gazzola suggested staff investigate an option to have a suggestion box left at
community centres after the workshops to allow for additional feedback to be gathered.
COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
JUNE 6, 2018 -15- CITY OF KITCHENER
AUGUST MEETING — DATE CHANGE
Ms. K. Cooper requested the Committee consider changing the August meeting date from
August 1st to August 16th, thereby allowing for her attendance and also allowing time for her to
conduct initial analysis of the data from the various engagement tactics and sharing same with
members prior to the meeting. Having this additional time for analysis and review may allow
members to make a final decision on community priorities for the next Strategic Plan at that
time, thereby allowing staff sufficient time to finalize the report presenting their
recommendations to Council in September. Mr. L. Collins suggested if members were unable
to attend on August 16th, feedback could be shared in advance via email.
As this date change had previously been considered and having a quorum was critical to the
schedule, L. Collins, J. Brown, L. Trumper and L. Gazzola confirmed their availability. Mr. L.
Collins agreed to follow-up with those members not in attendance and determine if a quorum
would be available. Staff was directed to send out a meeting date change notice as soon as
possible.
OTHER BUSINESS
Ms. MacDonald circulated a revised matrix for all community engagement planning phases
related to the Strategic Plan. The matrix reflects the roles / responsibilities of staff and
Compass Kitchener members, and specifically shows where there will be collaboration during
various phases. She then explained the process of also sharing community priorities with the
Corporate Leadership Team and expressed her hope that the Committee is able to finalize all
details at its September 5th meeting. Members asked who would be presenting the
community priorities at the September Council meeting and Ms. Cooper suggested the
Committee should present as it has been their body of work. She advised staff would be in
attendance to provide support as needed.
ADJOURNMENT
On motion, the meeting adjourned at 5:30 p.m.
L. Korabo
Committee Administrator