HomeMy WebLinkAboutSafe & Healthy - 2009-01-06SAFE AND HEALTHY COMMUNITY ADVISORY COMMITTEE MINUTES
JANUARY 6, 2009 CITY OF KITCHENER
The Safe and Healthy Community Advisory Committee met this date, commencing at 4:00 p.m.
Present: Councillor B. Vrbanovic
D. Bellamy, L. Booth, T. Gardner, M. Hogg, K. Kwiatkowski, B. Pegg, S. Franzen,
D. Ahluwalia, R. Borooah and T. Beaulne
Staff: L. Palubeski, Manager of Program and Resource Services
M. Hildebrand, Director, Community Programs & Services
J. Ouellette, Facilitator, Volunteer Resources
L. Korabo, Committee Administrator
1. WELCOME I INTRODUCTIONS
Councillor B. Vrbanovic welcomed members to the inaugural meeting of the 2009 / 2010 Safe
& Healthy Community Advisory Committee. Each member was requested to introduce
themselves and state their interest in applying to the Committee.
2. ADVISORY COMMITTEE REVIEW
L. Palubeski provided a high level overview of the Advisory Committee Review conducted
during 2008, highlighting the significant changes approved that will be implemented during this
term of appointment. This review was requested by Council to ensure that committee
structures and mandates were clear, that there would be member representation from across
sectors and, that future directions are tied to broad healthy community priorities. Compass
Kitchener undertook to conduct the review as part of its workplan. Noted changes included:
• review of Terms of Reference by each Advisory Committee and presentation to Council
for approval prior to June 2010;
• development of a one or two-year workplan for presentation to Council; and,
• regular reports by cross-over representatives.
In addition, several administrative changes were also approved, being:
• staff associated with Advisory Committees meet quarterly to communicate and ensure
opportunities for collaboration;
• all Advisory Committees meet to identify areas for potential harmonization and design
processes to minimize any negative impacts on committee programs, policies or work
load in areas of shared concern;
• produce monthly `briefs' highlighting important decisions and directions taken for posting
on the Internet;
• development of job descriptions for all parties associated with Advisory Committees;
• development and distribution of orientation binders providing policy and governance
information; and,
• training for Chairs /Vice-Chairs on `running a great meeting'.
The Committee Administrator indicated that links to the various staff reports prepared for the
Advisory Committee review would be provided to all members allowing the opportunity to read,
if desired.
In addition, a request was made to provide a copy of the previous Committee's workplan for
the benefit of new members.
3. ORIENTATION
L. Korabo distributed binders containing policy and governance information to each member
and reviewed the contents therein. Members were requested to review all of the material
provided and bring questions to the next meeting if clarification is required on any matter. L.
Palubeski advised that this Committee has a budget of approximately $40,000. annually used
to fund various initiatives that may come forward. She cited examples of programs that have
received funding in the past (ie. Graffiti Busters Program) and also advised that when funds
are provided to groups or organizations, it is expected that these organizations provide an
update report back to the Committee on how the funds were utilized.
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JANUARY 6, 2009 - 2 - CITY OF KITCHENER
4. CONSENSUS BUILDING PRESENTATION
Ms. J. Ouelette congratulated all members of the Committee and shared information on the
value and benefit of building consensus rather than using a majority voting method when
making decisions. The value of contributing valid ideas and concerns to discussions was
stressed as was the need to listen and hear what other members are saying.
Consensus is about finding common ground and creative solutions to problems. In order to
achieve this, a high level of trust among members is essential as well as a firm commitment.
She advised that there may be benefit in using a facilitator to lead these discussions. An
outline on the process to be followed is:
• clearly define /name the problem, issue or decision needing discussion;
• brainstorm possible solutions;
• ask questions of clarification;
• discuss options;
• state the proposal or choice of proposals to ensure that everyone is clear;
• discuss pros and cons of each proposal;
• choose an option with the most advantages and the least disadvantages;
• state the decisions and test for agreement;
• discuss; and,
• check for consensus.
The result of consensus building would be a collective agreement or a shared decision by all
members. It is imperative that the following guidelines be kept in mind throughout the
consensus building process;
• come to the discussion with an open mind;
• ensure that everyone understands the topic /problem;
• ensure that everyone has the opportunity to speak;
• be brief when describing reasoning;
• be respectful and trusting;
• don't be afraid to disagree;
• don't assume that there must be a winner /loser when a stalemate occurs;
• be flexible; and,
• allow sufficient time for the process of building consensus.
Generally following the above-noted process will achieve consensus, however, there are times
when no matter how well the discussion is carried out or how much integrity and trust exists, a
point arrives when consensus cannot be reached. Ms. Ouellette advised of several courses of
action that can be followed if a stalemate occurs.
In closing and for the Committee's safekeeping, Ms. Ouellette distributed a summary of points
on the consensus building process as well as variations to the process. She spoke briefly on
the gradients of agreement that can be used to help build consensus if difficulties arise and
these points were also included in the handout.
5. CHAIR (VICE-CHAIR SELECTION
Councillor B. Vrbanovic spoke briefly on the change from the former Chair model used by
Advisory Committees to the new Chair /Vice-Chair model approved by Council. He noted that
it was Council's hope that citizen members of the Committee would put their names forward to
fill these roles, however, appointed members of Council could fill either if that was the
Committee's wish.
Ms. L. Korabo requested nominations for the position of Chair and Ms. K. Kwiatkowski was
nominated. As there was no other names put forward and with the majority approval of the
Committee, Ms. K. Kwiatkowski was appointed Chair for term ending November 30, 2010.
Ms. L. Korabo then requested nominations for the position of Vice-Chair and Mr. D. Bellamy
expressed an interest in this role. Ms. K. Kwiatkowski, Chair, noted a concern that as an
inexperienced Chair, she would prefer aVice-Chair with experience to support her in her new
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5. CHAIR (VICE-CHAIR SELECTION tCONT'D)
role. Councillor B. Vrbanovic stated that he had no concerns in filling this role, however also
felt strongly that a citizen member should also serve. He suggested that in order to assist with
support for the new Chair and to provide a form of succession planning, the Committee
approve two Vice-Chairs for the coming term.
As no other names were put forward and with the majority of approval of the Committee,
Councillor B. Vrbanovic and Mr. D. Bellamy were appointed Vice-Chairs of the Committee for a
term ending November 30, 2010.
6. ADJOURNMENT
On motion, the meeting adjourned at 5:50 p.m.
Linda Korabo
Committee Administrator