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HomeMy WebLinkAboutCompass Kitchener - 2020-02-05COMPASS KITCHENER ADVISORY COMMITTEE MINUTES FEBRUARY 5, 2020 CITY OF KITCHENER The Compass Kitchener Advisory Committee met this date, commencing at 4:05 p.m. Present: Ms. J. Stephens -Wells, Chair Ms. L. Fioze, Ms. L. Gazzola, Ms. L. Trumper, Ms. M. Bowman and Ms. E. Duhaime Staff: K. Cooper, Manager, Strategic & Business Planning L. Korabo, Committee Administrator Guest: M. Manzanarez, University of Waterloo Planning Student Ms. J. Stephens -Wells passed along the thanks of Kitchener Council for the Committee's work on the 2020 work plan, as recently presented. MARCH 4T" ALL COMMITTEE MEETING —AGENDA/ ROLES & RESPONSIBILITIES The Committee was advised that invitations and the agenda had been circulated for distribution to Advisory Committee Chairs and Vice -Chairs. Attendance RSVPs are being requested by February 28tH Ms. K. Cooper noted that Terms of Reference and approved Work Plans are being gathered for circulation in advance of the March 4th meeting. All Compass Kitchener members are asked to attend and participate. Ms. L. Fioze noted that she would be unable to attend due to a work commitment. 4111 IP4011'4N:111i]3111114fe1dUA%1RIlell1150►[l30111:11Nlel Compass Kitchener was circulated with draft Chief Administrator's Office report CAO -20-001 (K. Dever) scheduled for presentation to Council on February 24th. This report outlines the evaluation criteria developed by Compass Kitchener, in collaboration with staff, to monitor the City's performance in implementing the 2019-2022 Strategic Plan and also shares the status of work done in 2019 (Schedule B). In addition, members received a draft PowerPoint presentation providing the status of the twelve Compass Kitchener recommendations for improvements to the Strategic Plan process. Ms. E. Duhaime will be presenting the report on February 24tH Ms. K. Cooper led members through the various draft components before them. Feedback was provided in several areas, including: additional wording to be included in the staff report around the evaluation criteria, the criteria table itself (Schedule A) and also in the PowerPoint presentation. The staff report makes note of the fact that consultation regarding recommendations was undertaken by Compass Kitchener with not only the public but also with the Corporate Leadership Team. It was also noted that a report card is not being presented this year as the Committee has already conducted a major review of the previous Strategic Plan as part of their April 2019 presentation to Council. Ms. Cooper then reviewed the draft PowerPoint presentation outlining the status of the Committee's 12 recommendations, all of which have been actioned. Ms. J. Stephens -Wells felt the Committee should celebrate the success of the City's efforts and highlight this as part of the February 24th presentation. Noted that an additional slide will be added to the presentation providing a bulleted list of initiatives from the previous Strategic Plan which should be targeted for completion in business plans transitioning to the 2019-2022 Strategic Plan. Ms. K. Cooper advised that after presentation of the evaluation criteria, this information will be shared with staff so that they are aware how their projects will be evaluated going forward. Several members were supportive of Ms. Cooper's suggestion to develop a rubric for use in scoring the quality of actions. It was suggested this exercise could be scheduled for a future committee meeting. Ms. Cooper pointed out the Committee could also add additional subjective comments when completing its evaluation at year end. COMPASS KITCHENER ADVISORY COMMITTEE MINUTES FEBRUARY 5, 2020 - 4 - CITY OF KITCHENER 2019-2022 REPORT CARD EVALUATION CRITERIA (CONT'D) Ms. L. Gazzola questioned if staff will be able to meet the metrics selected by the Committee. Ms. Cooper was confident that these would be met. Ms. Gazzola suggested the Committee undertake an interim review in order to have something to compare to the year-end report. It was suggested this could be scheduled over the summer months. Ms. J. Stephens -Wells agreed to provide some additional comments for inclusion in the report and presentation as she will be absent at that time. Ms. K. Cooper thanked members for their input and noted she would update the draft documents and share the revised versions with members. STRATEGIC PLAN UPDATE Ms. K. Cooper provided Compass Kitchener with the following updates: Prosect Managers Meeting Planning is underway for a meeting of staff who will be managing projects from either the Strategic Plan or the Business Plan. This action is a project of the CAO's Office and is meant to provide basic project management assistance to staff who may not have any experience in this area. Completed Protects Information on the three completed projects was included as part of the draft Chief Administrator's Office report CAO -20-001, circulated earlier this date. 2020 Protects Information on the nine projects scheduled for completion in 2020 was included as part of Schedule `B' appended to the draft Chief Administrator's Office report CAO -20-001, circulated earlier this date. OTHER BUSINESS The minutes of the January 8, 2020 committee meeting were reviewed. ADJOURNMENT The meeting adjourned at 5:20 pm. L. Korabo Committee Administrator