HomeMy WebLinkAboutCompass Kit - 2009-01-07
COMPASS KITCHENER COMMITTEE MINUTES
January 7, 2009 CITY OF KITCHENER
The Compass Kitchener Committee met on this date, commencing at 4:10 p.m.
Present: Theron Kramer, Sarah Marsh, Norm Damaren, Corey Badcock, Kim Knowles, Julia
Browne, Laura Lee Dam, Corinne Cash
Staff: Shelley Adams, Jenn Grein, Andrea McArthur, Janice Ouellette
Regrets: Jasminka Klacar
1. Welcome and Committee Member Introductions
Shelley welcomed all members on board, it very exciting to have new people and perspectives at
the table. The table was circled with introductions along with a little bit about each member and
what they are considering over the next year with the committee. This is the first meeting of the
newly appointed committee.
Feedback on the application process was requested from the new members. Two new members
found the application for the committee on the internet, and one was introduced to the committee
application by a staff member from the city. One indicated they did not receive a call, so initially
they thought they did not make it to the interview stage, however then received the letter of
appointment in the mail, this could be a communications issue leading to some confusion.
The goal is to implement a diversity lens for the next round of nominations so that our committees
can better reflect the diversity of the community. Initial suggestions put forth by the Advisory
Review Committee were adjusted so that council had more options when making final decisions
on committee members, rather than being provided information on who will be on the committee
and approving it. In the end this adjustment worked out very well. The Nominating Committee
ended up providing the slate and tying in applicants to various interests and backgrounds, then
Council was able to approve all with only two minor changes.
Action:
Suggestions and findings to be put forth to the Advisory Review Committee.
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Implement Diversity Lens for the next round of nominations
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2. Committee Orientation – Shelley Adams
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The committee reviewed the Compass Kitchener Terms of Reference in detail.
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A few notes:
Carla Ladd, CAO, does not actually sit at this table any longer, nor does Michael May,
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Director of Corporate Communications, Shelley covers for the CAO’s office and reports
back to Carla regarding the committee. Communications is included as necessary.
The Nominating committee will replace members who leave the committee as needed.
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Clarification: Six years time on a committee is the maximum, at that point, members
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may move to another committee. They may also return to Compass Kitchener after one
year away.
Terms of Reference indicates a 3 year Shared Agenda, this is now 4 years.
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It is also no longer called a shared agenda, we now reference A Plan for a Healthy
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Kitchener.
Advisory Committee Gathering should be added to the Terms of Reference.
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The history of the committee was reviewed, the first Compass Kitchener report was presented
to Council in 1999, and initiated with what was called kitchen table chats. These gatherings
talked about principles, goals and priorities with residents. The group developed what became
both the Cities, and Compass Kitcheners vision:
Together, we will build an innovative, caring and vibrant Kitchener with safe and thriving
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neighbourhoods.
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The nine year old information that was reviewed from the first Compass Kitchener publication
is still very much related to what the committee does today, there is consistency over the
years.
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Council then changed the mandate of the committee after the vision and priorities were set.
This is where the concept was introduced to evaluate what kind of job the citizens think the city
is doing.
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Compass Kitchener went out to citizens prior to the end of last term, and found that, for the
most part, the strategic priority areas had stayed similar, a few were added, but the goals had
basically stayed the same. Although specific objectives had changed over time, it was evident
that the community was becoming more educated and were looking at issues from a higher
level.
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Last year the very first Report Card was completed. A sub committee of Compass Kitchener
volunteered to develop the indicators. This group met weekly for several months and
undertook very intense process. Each member agreed to work on some tasks together and
take others to work on separately. Much reworking, modifying, and shuffling took place, but the
group ended the project with the feeling that it was a great opportunity to see how the city was
in fact embracing the Plan for a Healthy Kitchener. The group is always on the look out for
other areas and sources of information that could be tapped into for the report card. At this
point some portions are based on statistics and others on short dialogues. Next report card
there has been funding set aside to seek out feedback from residents. There will be one
question in each of the 6 areas and the results will be tied back into the process and report
card.
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Members of Compass Kitchener may also be asked to sit on other committees as a
representative of our committee. You will act as a touch stone back to the committee, and
bring your incite to their table.
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In the binders provided, you will find the Compass Kitchener calendar of meetings, our group
always meets on first Wednesday of each month in the Schmalz Room at City Hall, with the
except July 2009, as it is Canada Day, and a national holiday. This meeting instead will be the
following Wednesday. Additionally the City of Kitchener meeting schedule as well as the
Advisory Committee Structure is provided in the binder.
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Please, if you have a chance, take a look at the Frequently asked Questions, and other
information provided to you, it will be helpful moving forward.
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The Code of Conduct for Local Boards and Advisory Committees is also found in the binder.
Actions:
Update Terms of Reference with information about Advisory Committee Gathering, Term
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of Council and A Plan for a Healthy Kitchener
Committee to review Frequently Asked Questions and Code of Conduct for Local Boards
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and Advisory Committees found in binder
3. Consensus Building – Janice Ouellette
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Janice Ouellette, Facilitator of Volunteer Services and Community Engagement joined the
group to discuss Consensus Building.
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First and foremost, Janice thanked the volunteers, not often does she have the opportunity talk
with volunteers and meet face to face. It is very good to see great people want to participate in
our future together, and she thanked them for their participation.
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Each member of the committee offers valuable insights, as everyone is sitting at the table
together, all views are important and it is important to listen to each. We share a common goal,
and the preferred method to reach that goal is through consensus building.
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Janice emphasized how important it is for each member to know that they ad value to the
process, and to speak up if they have a different view or idea, it may just be the change that is
required to achieve the goal.
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It is equally important to listen to what people are saying, regardless if you agree or disagree.
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Not every decision falls under this, there will be times where a simple decision can be made,
where a vote may apply, and times when a leader must consult and move forward with a
decision.
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Voting can be destructive as the individual(s) who are not aligned with the majority may feel
hurt or unheard. It is important to learn from the minority as well.
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Attitude is not just a process, it is a mind set you come to the table with, and an important one.
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Along with many positives, the consensus approach has negative aspects; these include
additional time requirements, trade offs and flexibility.
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When the group is stuck on a decision, it may be beneficial to return to the main goal.
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Janice provided and reviewed a handout on the Consensus-Building Process.
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General\Compass Kitchener\Compass Kitchener\Communications & Misc\Binder\Consensus-building process-JOuellette.pdf
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A question was asked: At what point does the chair determine if consensus is formed. The
answer is that there is no specific way, however if there is any question to consensus, it is best
to ask ‘do we all agree?’
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There will be a workshop in the near future for chairs which will touch on Consensus Building
as well as many other topics.
4. Election of Committee Chair, Vice Chair
Theron Kramer was nominated for Chair by Kim Knowles, this was seconded by Norm Damaren,
with all members in favour.
Sarah Marsh was recommended for Vice Chair by Norm Damaren, she accepted this nomination
and it was seconded by Laura Lee Dam with all members in favour.
5. Advisory Committee Gathering – March 7, 14, 21
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This meeting will gather the new Chairs of the Advisory Committees and provide an
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opportunity to discuss details about the 2 2009 Advisory Committee Gathering, due to take
place in October, as well as review past Advisory Committee Gatherings, looking at what
worked well, and things to consider moving forward. This will also be a great chance for Chairs
to meet each other and get to know more about each committee. The option to gather Chairs
rather then all members was chosen so that new members to all of the Advisory Committees
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are given a chance to get to know their individual committees prior to gathering as a group to
discuss committee activity.
th
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March 28
was the date chosen to hold the gathering. Due to some scheduling changes this
date will work better.
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Council will be invited to the gathering.
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Agenda items may include options for Saturday or evening meetings of the Advisory
Committees as well as Terms of Reference Review how to, perhaps someone with expertise
would be able to attend and present.
Actions:
Agenda for Advisory Committee Gathering to include options for Saturday or evening
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meetings and Terms of Reference Review information
6. General Business
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Next Agenda to include:
Workplan
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review of terms of reference
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Review of Terms of Reference should be added to the Workplan, which is still in Draft form.
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April agenda should include update from the Advisory Committee Gathering.
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It would be beneficial for committee members to take a look at what they may be interested in
participating in from the work plan.
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We are also look at new ways of engaging younger citizens in civic involvement.
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Perhaps this year it may also be good to take a look at Compass Kitcheners Branding and
consider an update.
Actions:
Review of Terms of Reference to be added to the 2009-2010 Compass Kitchener
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Workplan
April Agenda to include update from the Advisory Committee Gathering
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Committee to review Workplan for opportunities for involvement
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Add Compass Kitchener Branding update to the Workplan
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Meeting adjourned at 6:00 p.m. This was motioned by Norm Damaren, and seconded by Sarah
Marsh.
Next meeting:
February 4, 2009
Schmalz Room – Kitchener City Hall
Attendance:
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