HomeMy WebLinkAboutCompass Kitchener - 2019-12-04COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
DECEMBER 4, 2019 CITY OF KITCHENER
The Compass Kitchener Advisory Committee met this date, commencing at 4:05 p.m.
Present: Ms. J. Stephens -Wells, Chair
Ms. E. Duhaime, Ms. L. Trumper and Mr. A. Hammoud. Ms. M. Bowman was in attendance
for part of the meeting.
Staff: K. Cooper, Manager, Strategic & Business Planning
L. Burr, Corporate Planning Analyst
L. Korabo, Committee Administrator
The meeting began without a quorum in attendance.
1. 2020 COMMITTEE WORK PLAN
The Committee was in receipt of a draft staff report tabling the Compass Kitchener 2020 Work
Plan. The report is scheduled for presentation at the January 13, 2020 Standing Committee
meeting.
Ms. Cooper noted the work plan is not as heavy as in past years, therefore, if any members
wished to add additional items, they could be suggested today and added prior to finalization of
the staff report. No additional items were suggested at this time.
Ms. M. Bowman entered the meeting and a quorum was now present.
A discussion was held regarding the need to conduct a review of the 2015-2018 term end report
as part of the 2019 Report Card. As the Committee had already undertaken a detailed review of
all business plan projects, this was deemed unnecessary. It was agreed this item would be
removed from the draft 2020 Work Plan.
The draft staff report and 2020 work plan, incorporating changes discussed this date, were
supported for submission to Council.
On motion by Ms. L. Trumper,
it was resolved
"That the staff report, as amended this date, and the attached Compass Kitchener 2020
Work Plan be endorsed and submitted to Council for approval."
ALL COMMITTEE MEETING - DEBRIEF
A summary of responses received at the November 6, 2019 All Committees Meeting was shared.
Responses to questions from both workshops were grouped by advisory committee for ease of
reading. Workshop #1 asked the question about what scheduled work plan items will help
implement the Strategic Plan and also asked about existing opportunities to work collaboratively
to help with implementation. Workshop #2 asked for input on the number one measure for
strategic actions and the most impactful measure for residents.
Ms. J. Stephens -Wells noted that her summary of discussions at Table 1 at the workshop had
not been incorporated into the notes and Ms. L. Burr advised she would add these and post an
updated summary document on ShareFile. Ms. Cooper also confirmed the summary report would
be shared with all Committee Administrators.
Members then commented on table conversations at the All Committees meeting. Comments
were raised around the use of the term `affordable' when referring to housing, and its specific
meaning. Suggestions raised by participants at the end of the workshops included sharing of the
focus/mandates of all of the advisory committees with all advisory committees' members, and
possible future sharing of advisory committees' best practices. Ms. Cooper provided an update
on staff's recent meeting with Regional housing staff and the progress being made on the
Affordable Housing Strategy.
COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
DECEMBER 4. 2019 -19- CITY OF KITCHENER
3. EVALUATION CRITERIA
Ms. K. Cooper advised she had been unable to finish developing an evaluation matrix (based
Compass Kitchener's initial proposal of draft criteria for measurement of progress relative to the
Strategic Plan and its dialogue with CLT regarding the draft criteria) in time for sharing with the
Committee today. She is proposing development of a scoring matrix in which assessment of
progress on each initiative will be measured on a scale of 1-5
Ms. Cooper commented that feedback received at the All Committee meeting indicates a desire
to see the direct impact of a project along with an indication of whether it was completed on time
and on budget. It is hoped that the matrix Compass Kitchener is currently developing can be
used each year to evaluate progress relative to the Strategic Plan from 2019-2022.
Members expressed a desire that the evaluation be easy for both the public and staff to
understand.
Ms. Cooper noted there will only be three strategic projects for evaluation for the 2019 Report
Card; however, all the criteria developed will be used in subsequent years. She agreed to have
the criteria circulated to committee members prior to year-end, allowing time for review before
the January 7, 2020 meeting
4. YEAR-END EVALUATION
2019 Business Plan and 2019 Strateaic Plan
Ms. L. Burr shared an overview of the corporation's work towards actions/projects in both the
2019 Business Plan and the 2019 Strategic Plan, noting an overall completion rate of 67%. A
summary table indicating the status of all 2019 Business Plan projects was shared. It was noted
that some of the projects will be continuing beyond year end as they have end dates in 2020.
Three projects were completed in 2019 and these will be evaluated for the annual Report Card.
There are 10 in progress, 10 scheduled for 2020 and two scheduled for 2021.
Ms. M. Bowman asked if it was possible to undertake a comparison to work by other
municipalities. Ms. Burr noted this hadn't been done, but it could be investigated if the committee
was seeking that information.
In response to a question from Ms. J. Stephens -Wells, Ms. Cooper commented on the three -fold
increase in the BP completion rate (2019 vs 2018). She advised that Compass Kitchener's last
report brought to light the fact that staff were not getting projects done and commented on
possible reasons for this. CLT is now more aware of roadblocks encountered by staff in the past
and for 2020, ensured projects have sufficient resourcing available and have also streamlined
the process to help staff be more accountable.
5. 2020 BUSINESS PLAN
Compass Kitchener was in receipt of staff report CAO -19-013 (K. Dever) sharing the
corporation's proposed 2020 Business Plan (BP) project list. This report is being reviewed by
the Finance and Corporate Services Committee on December 9, 2019.
The Business Plan identifies actions the City is undertaking to implement the Strategic Plan and
departmental core service work. Listed projects have been grouped into two broad categories,
strategic items which are directly connected to strategic goals and objectives informed by the
community's priorities and smaller scale actions that support a larger purpose/initiative of the
Plan.
It was pointed out that all identified projects aligned to the 25 Strategic Plan actions are shown
in Appendix A', even if they are not slated to start in 2020. This was done purposefully so that
items would not be `lost'. The list of 23 Business Plan items was also shown and includes 16
new items and 7 continuing. The Business Plan items will now be receiving specific budget
allocations, making it possible to report on this metric in future.
COMPASS KITCHENER ADVISORY COMMITTEE MINUTES
DECEMBER 4, 2019 -20- CITY OF KITCHENER
2020 BUSINESS PLAN (CONT'D
Compass Kitchener was pleased with the changes made to the process for 2020, commenting
on the clearer communication of information being shared.
Ms. Cooper advised that brief videos are being made as projects are getting underway or
progressing. These videos will feature the staff involved with specific projects and will be
available on the city's website. She also noted that staff will be working on an integrated
dashboard for ease of displaying progress. Ms. Stephens -Wells mentioned the idea received at
the recent All Committees meeting, through which it was suggested that the City could consider
having work done on the development of the dashboard through the Digital Kitchener Innovation
Lab at Communitech and/or consider engaging members of our local tech community in a 48-
hour hack-a-thon to develop the dashboard.
OTHER BUSINESS
The draft 2020 Committee calendar was circulated outlining meeting agenda items throughout
the balance of the term. Members reviewed the items shown and provided additional input.
It was agreed the 2020 All Committee meetings in March and October would be held on regular
committee dates, in lieu of a meeting. It was further agreed the Committee would meet in
August, but not July.
Mr. A. Hammoud questioned months showing no agenda items and Ms. Cooper confirmed there
were currently no scheduled agenda items.
ADJOURNMENT
The meeting adjourned at 5:10 p.m.
L. Korabo
Committee Administrator