HomeMy WebLinkAboutCompass Kitchener - 2019-06-05COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
The Compass Kitchener Advisory Committee met this date, commencing at 4:00 p.m.
Present: Ms. J. Stephens -Wells, Chair
Ms. E. Duhaime, Ms. L. Gazzola, Ms. L. Fioze, Ms. L. Trumper, Ms. M. Bowman and Mr. A.
Hammoud
Staff: K. Cooper, Manager, Strategic & Business Planning
J. MacLean, Corporate Planning Analyst
J. Oosterveld, Manager of Site Development & Customer Service
L. Korabo, Committee Administrator
COMMITTEE REPRESENTATIVE — GREAT PLACES AWARDS / SCHMALZ AWARD FOR
DESIGN LEADERSHIP —SELECTION PANEL
Ms. J. Oosterveld, Manager of Site Development & Customer Service, attended to request a
Committee member to serve on the selection panel for the Schmalz Award for Design Leadership.
The Award is given to the best overall project among the award winners in the following three
categories: urban design; sustainability; and, heritage. Ms. Oosterveld advised the selection
panel will meet on Monday, July 22nd from 2:00-4:00 p.m. and she requested a volunteer from
the Committee to serve on this panel.
In response to questions from the Committee, Ms. Oosterveld noted that information concerning
each project to be considered will be provided to panelists in advance, allowing for possible site
visits and / or general review. She further advised that, in the past, this award has not always
been presented if no project was deemed to be `outstanding'. Criteria for awarding include
excellence in each of the three identified categories.
Ms. J. Stephens -Wells thanked Ms. Oosterveld for the informative presentation and advised the
Committee would consider the request and forward the name of the volunteer panelist.
Following the conclusion of all agenda items, the Committee returned to discuss this request and
Ms. E. Duhaime volunteered to participate. Ms. K. Cooper agreed to forward this information to
Ms. Oosterveld.
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Committee members were provided with a copy of the 2019 Business Plan. The Business Plan
sets out the projects and initiatives staff will undertake to deliver core services and make
progress on the implementation of the Strategic Plan. The goal of the 2019 Business Plan is to
meet community expectations and respond to emerging issues in a sustainable and affordable
way while also realistically representing what can be achieved in 2019 and delivering on more
strategic priorities.
Chief Administrator's Office report CAO -19-008 which provides a status update of the 2019
Business Plan was reviewed with the Committee. The report highlights the different approach
taken this year to develop the Business Plan, including implementing some of the improvements
recommended by Compass Kitchener. Of the total 57 projects, seven are already complete and
12 strategic projects have been identified.
The April status update is scheduled as an information item at the June 10th Finance & Corporate
Services Committee meeting.
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Use of a dashboard to evaluate progress against the Strategic Plan had previously been
suggested by the Committee in order to provide public accountability by reporting in an easily
understood and accessible summary format. A dashboard can be used to track the level of
progress toward each of the Plan's themes/goals and also the details of implementing actions.
Examples of dashboard variations used by other municipalities were shared.
Ms. K. Cooper advised the Corporate Leadership Team (CLT) had directed staff to investigate
available software which could be utilized to collect baseline data, track progress and display in
a dashboard format and this work is underway.
COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
JUNE 5, 2019 -10- CITY OF KITCHENER
3. EVALUATION FOR THE NEXT CITIZEN REPORT CARD PROCESS (CONT'D)
Compass Kitchener was requested to consider several factors when determining the type of
dashboard to utilize, including:
• Developing measures and indicators of success;
• Determining what data is needed to track success; and,
• Be clear regarding important questions around matters of achieving impact, obtaining
baseline data and measuring success.
Members were asked for input on several questions related to establishing metrics as well as
development of consistent processes and tools. Questions of clarification were asked regarding
topics such as measuring actions beyond the four-year timeline of the Strategic Plan. In order
to provide some food for thought, several questions were suggested by staff which could assist
with the discussion around metrics, process and tools.
Ms. K. Cooper proposed that the Committee have a facilitated session with members of CLT in
the Fall to finalize criteria for measuring success. Prior to this occurring, the Committee will need
to consider possible measurements for each of the 25 listed actions.
Members shared comments around: ensuring that determined measurements are selected for
strength and feasibility; any possible limitations to evaluation; resourcing to gather data;
celebrating successes, as well as an example of how best to define tangible measurements.
Ms. Cooper asked that members consider this matter over the summer and come prepared for a
discussion on evaluation options at the regularly scheduled August committee meeting.
Mr. A. Hammoud requested that a reminder be sent to the Committee in advance of the August
7th meeting.
4. COMMENTS ON STRATEGIC PLAN / PRESENTATION TO COMMITTEE
The Committee was advised that staff report CAO -19-010 recommending the 2019-2022
Strategic Plan will be presented to the Finance Committee on June 17, 2019. The Plan
incorporates suggestions from Compass Kitchener to be more measurable and balanced.
The report was provided to members as information and to allow for discussion on delegating in
support of the staff report. Staff advised that a five-minute timeline is available for a member of
the Committee to appear in support of the Strategic Plan.
Ms. E. Duhaime volunteered to attend and present on June 17, 2019.
Ms. Cooper requested suggestions for highlights to be included in the PowerPoint presentation
to be made. The following points were suggested:
• Better use of advisory committees was made (collaboration);
• Strategic Plan addresses the three identified community priorities;
• More emphasis on social aspect in this Plan;
• Three identified community priorities received very positive responses from the public
(Appendix B);
• Inclusion of measurements for this Plan; and,
• General Committee support for moving forward.
Committee members were pleased to hear of CLT's commitment and accountability to this
balanced Plan as way to overcome `silos' within the organization and were also pleased that
performance reviews were to be integrated with the progress on the Plan.
Ms. K. Cooper thanked members for their input and agreed to share the draft list to allow for final
comment prior to finalization and inclusion in the PowerPoint.
COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
JUNE 5, 2019 - 11 - CITY OF KITCHENER
5. OTHER BUSINESS
Summer Meetin
Compass Kitchener members agreed to cancel the July 3rd meeting and re -convene on
Wednesday, August 7, 2019.
Staff requested that members advise as soon as possible if they become unavailable for the
August meeting date.
Previous Minutes
The minutes of May 1, 2019 were reviewed with no concerns noted.
6. ADJOURNMENT
The meeting adjourned at 5:30 p.m.
L. Korabo
Committee Administrator