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HomeMy WebLinkAboutCompass Kit - 2009-02-04 COMPASS KITCHENER COMMITTEE MINUTES February 4, 2009 CITY OF KITCHENER The Compass Kitchener Committee met on this date, commencing at 4:10 p.m. Present: Theron Kramer, Corey Badcock, Kim Knowles, Julia Browne, Laura Lee Dam, Corinne Cash, Sarah Marsh, Tom – Student from Conestoga College Staff: Shelley Adams, Jenn Grein, Andrea McArthur, Janice Ouellette Regrets: Jasminka Klacar, Norm Damaren, Theron welcomed all members to the meeting. We have shifted the agenda slightly to accommodate a few members and as such, the new outline of the agenda was reviewed. Theron also welcomed and introduced Tom, a Journalism student from Conestoga College who has joined the committee this evening for a project he is working on. 1. Review Workplan ? Shelley reviewed each item on the Compass Kitchener 2009-2010 Work Plan with the committee. ? Some questions were asked surrounding the Community Engagement Strategy, a key item for 2009. Action: Volunteers from Compass Kitchener will be requested to work specifically with the Access, ? Equity and Inclusion item listed on the Work Plan, perhaps a sub committee that can work as citizen representatives with staff moving forward. 2. Annual Report Card – Update from Subcommittee ? Andrea provided the committee with a handout titled: Report Card – Steps to grading the Indicators and reviewed this with the committee. ? Loretta will be attending our March meeting with the results of the indicators for 2008. ? City of Kitchener General Managers will also be in attendance to answer any questions that come forth from the results. ? Kim provided some background on how the Indicators Working Group was formed, and what it is that they do. She explained how the Plan (P4HK) for a Healthy Kitchener fits in with the committee as well as the subgroup. Broken down into 6 sections, the indicators were formed from the recommendations but forth in P4HK. Indicators are organized by themes and specific initiatives from P4HK. ? A chart of data will be provided in March from Loretta for thorough review, there is much information here and it is important that the committee understand the information and grades appropriately. ? The committee will be ranking each indicator using a 5 point scale. Kim explained the star scoring and what each star grade means – 5 – met expectations with excellence, 4 – met most expectations, 3 – met some expectations, 2- met few expectations, 1 – met very few or no expectations and 0 – met no expectations. Clarification was provided that ‘no expectations’ with an explanation would equal 1. ? Each theme gets a grade – this overall grade is not necessarily an average of the indicators as some are more important then others and will hold more weight in influencing the final grade. ? Regarding Report Card Comments – the Indicators working group asks that the committee highlight one positive and one negative area per theme. February 4, 2009 CITY OF KITCHENER - 2 - th ? Results must be in to Andrea by the March 17. She will compile and average the marks. Her th results will be circulated by email by March 24. This will allow the April meeting to discuss each theme and explain and discuss scores. We will discuss report card comments both positive and negative items in each theme. Any changes in grading must be submitted by Friday April 3rd. ? The Indicators working group will meet again afterwards to work on final and formatting. th ? May 6 meeting is the final chance for feedback to review marks and finalize comments. May th 11 the report is finalized and will be presented to Corporate Management team the following week. This report will be presented at televised Council on June 15th. ? The group is looking for volunteers to assist with this process. Next steps will be to review, discuss and draft the grades after the April meeting as well as draft comments. The group will also be reviewing potential changes for next year and hope to make a game plan for years to come. ? Corinne offered to join. ? If anyone else is interested please let Shelley know and she will pass the information along to the group. Action: New Volunteer for the Indicators Working Group ? 3. Advisory Committee – Roles and Responsibilities Action: rd Please review this hand out and bring any questions forth to the March 3 meeting. ? 4. City Hall 101 – Draft – Janice Ouellette ? Shelley provided some background on City Hall 101. This guide was previously only used internally by staff. During the advisory committee review, a suggestion was made that it would be great to provide this to advisory committees, as well as Neighbourhood Associations and others that work with the city as a tool to assist them with the inner workings of the city. ? Compass Kitchener reviewed City Hall 101 draft and provided suggestions to Janice. Action: Anyone with additional suggestions is welcome to e-mail them directly to Janice. ? 5. Advisory Committee Chair Meeting th ? Meeting is scheduled for March 28 for Chair and Co-chairs. ? Agenda to include Terms of Reference review, alternating meetings for gathering to both weekends and week days, planning for Oct meeting. ? Location and time to be determined. ? Any suggestions on who might present the Terms of Reference review can be sent to Shelley. Theron also indicated he may present this piece. ? Janice suggested perhaps a tour of City Hall that day would be beneficial? The committee agreed and thought it may be more suitable for the All committee meeting in Oct. Action: Any suggestions on who might present the Terms of Reference review can be sent to Shelley ? February 4, 2009 CITY OF KITCHENER - 3 - Next meeting: March 3, 2009 Schmalz Room – Kitchener City Hall Attendance: \\Cokfs1\cao\ General\Compass Kitchener\Compass Kitchener\Attendance\Compass Kitchener attendance 2009-2010.doc.xls Action Log: \\Cokfs1\cao\ General\Compass Kitchener\Compass Kitchener\09-10 Action Log.xls