HomeMy WebLinkAboutCompass Kitchener - 2018-11-07COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
NOVEMBER 7. 2018 CITY OF KITCHENER
The Compass Kitchener Advisory Committee met this date, commencing at 4:05 p.m.
Present: Mr. L. Collins, Chair
Ms. J. Stephens -Wells, Ms. L. Trumper, Ms. L. Gazzola, Ms. A. Sare and Messrs. A.
Hammoud, R. Villamar and. J. Brown
Staff: K. Cooper, Manager, Strategic & Business Planning
L. Korabo, Committee Administrator
REVIEW OF PREVIOUS MINUTES / CURRENT AGENDA
The previous minutes were reviewed with no changes.
NEW STRATEGIC PLAN — UPDATE
Ms. K. Cooper provided an update on timing for various components in the development of the
new Strategic Plan. She noted that the City's Corporate Leadership Team (CLT) would like to
have a meeting with Compass Kitchener members on this topic.
A request was made to have an electronic copy of the current Strategic Plan made available via
ShareFile.
1e14WTI DIN 6*101 11a9101CM11U17i'll99
Ms. K. Cooper advised that staff have canvassed all Committee Administrators and have
achieved commitment from the majority to attend an All Advisory Committee meeting on
Thursday, January 24, 2019.
The Committee was advised the meeting will be an orientation to the new Strategic Plan and an
opportunity to gather feedback on the current (2015-2018) Plan. Ms. Cooper has extended an
invitation to all department heads to act as facilitators for the session. In response to a question,
Ms. Cooper advised the next iteration of Compass Kitchener (2018-2020) will be actively
involved in planning the meeting agenda.
2018 CITIZENS REPORT CARD
Compass Kitchener was provided a draft report summarizing the corporation's progress on
implementing the 2015-2018 Strategic Plan through the use of annual departmental business
plans. This report is intended to assist committee members in completing the following work
plan items:
• Develop performance measures reflective of the community's goals;
• Monitor the city's performance against the goals included in the Strategic Plan; and,
• Prepare a 2018 / End of Term Citizen Report Card.
Ms. K. Cooper noted the focus of today's meeting will be on ways to develop evaluation criteria
and performance measures.
Ms. Cooper reviewed the information provided, including overall year-end statistics of project
status (e.g. completed, in progress, delayed, etc.) as well as statistics by strategic goal. In
addition, she noted that since 2016, ongoing business plan items have also been reported.
Compass Kitchener was advised that 2018 statistics are to the end of August only. Final year
end numbers will be included in the final analysis. A second listing categorizing all projects as
either 'strategic', 'business plan project/ongoing' or 'core service' was also shared. This
categorization was done in response to a previous recommendation from the Committee. Ms.
Cooper continued her overview noting that approximately half of the listed projects are core
service items, 40% are business planning projects and strategic projects make up the last 10%.
Committee members discussed improvements which would be helpful to the review process,
including having broader criteria for transitioning a project from strategic to business plan, or to
core service, if needed.
COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
NOVEMBER 7, 2018 -24- CITY OF KITCHENER
2018 CITIZENS REPORT CARD (CONT'D
Ms. J. Stephens -Wells expressed the view that some items were missing from the priorities
listing contained in Appendix '1' of the draft report. She agreed to discuss this further with Ms.
K. Cooper.
As the Strategic Plan's vision is to build an innovative, caring and vibrant Kitchener, Ms. Cooper
challenged the Committee on how the impact of the work will be measured to demonstrate
improvement in these three areas. It was agreed the use of SMART goals would be helpful to
the monitoring and allow for a clear indication of measurability and evaluation.
Ms. L. Gazzola suggested the creation of a matrix by objective and three categories (vibrant,
caring, and innovative) also be included to be marked as 'completed' or'not completed'. Other
members felt it would also be important to include commentary on actions occurring over the
past four years and areas of concern (e.g. cancelled Arts & Culture Strategy). Ms. Cooper
agreed to create such a matrix and also agreed to add the five community priorities as additional
information.
At a future meeting, Ms. Cooper suggested a discussion be held around what information to be
shared with Council from the perspective of a citizen.
In order to move forward with the evaluation of priorities and using the matrix, each Committee
member agreed to identify their top five areas of interest / priorities which would be of interest to
the community. Prior to members making their selections, Ms. Cooper agreed to forward a brief
description of each priority. Compass Kitchener members agreed to submit their selections by
the week of November 20th. Ms. Cooper will compile all submissions for the short list of
evaluated priorities.
NEXT COMMITTEE MEETING — JANUARY 9, 2019
Ms. K. Cooper advised the first meeting of the new Committee will occur in January and be
adjusted by one week to not conflict with any extended holiday time off.
OTHER BUSINESS
As this was the last meeting ofthe current Compass Kitchener membership, Ms. Cooperthanked
all members for their enthusiastic contributions and thoughtful dialogues during committee
meetings.
ADJOURNMENT
On motion, the meeting adjourned at 5:15 p.m.
L. Korabo
Committee Administrator