vancouver's engaged city task force meeting minutes, foi results

8/12/2019 Vancouver's Engaged City Task Force meeting minutes, FOI Results

1/32

Mayors Engaged City Task ForceOrientation & Work Planning Thursday, January 17, 2013

2:00 pm Welcome (Gregor)

2:15 pm Mystery Shopping De-brief (Andrea)

2:30 pm Presentations & Feedback

Vancouver Foundation Research (Catherine)

CoV Engagement Work Plan & Healthy City WorkPlan (Tracy); Events & pilots (Andrea)

3:45 pm Break

4:00 pm Quick Starts

Timeline and process including criteria for a quickstart incl. how quickly does it have to show results &how to involve public in generating and/or feedback

4:45 pm Work Plan

What does success look like?

If that is what success looks like (the mission) what

are the main goals that would achieve it? Whats the best structure for this work?

5:10 pm Closing and review of next steps

Review what the next steps are for quick starts andmain report

Establish who is responsible & meeting schedule

Final round of questions


2/32

[ENGAGEDCITYTASKFORCE WORKPLANNING] January17,2013

WORKPLANTOCOMPLETEQUICKSTARTS

1. SplitinthreesubcommitteesGroup

1

CitytoResidents,

ResidentstoCity

increased

literacy

of,

and

opportunities

for

engaging

in,

Cityprocessesandresourceallocations

enhancinghowtheCityengageswithcitizens,andviceversa

enhancingdemocraticdecisionmakingprocess(includingelections/democracy)

Colleen,

Dennis,

Elisa,Jennifer,

Lyndsay,Peter,

Scott,Tara,Tessica

Group2Neighbourto

Neighbour

neighbourtoneighbourengagement Curtis,Lizzy,Meharoona,Olive,

Richard,Sam

Group3Communication

Support

Supportthetaskforcebyproviding:

aplanforcommunicatingtheworktheEngagedCityTaskForceisdoinginanongoingwaytothepublic(ie.notjust

mediahits)

apublicengagement"quickstart"(orplan)forhowthepublicwillbeinvolvedindevelopingthefinalreportof

theECTFtocouncil

Inaddition,Group3istaskedwithprovidinga

recommendationonthebestway,andtimingfor,engaging

theunsuccessfulECTFapplicantsinongoingwork.

Catherine,Julien,

Lizzy,Meharoona(mayleave weighing

whethertojoingroup2,

3orboth),Olive,Tara,

Tessica

2. SubcommitteestoundertakeworkasfollowsWho? What? ByWhen?

Taskforce

membersNeedavolunteerfromeachsubcommitteetoactasa

convener

January21

Andrea Compileallideasgeneratedbytaskforce&receivedfrom

public,staff,electedsanddistribute

January22

Andrea IDastaffliaisonforeachsubcommittee January22Subcommittees Reviewallpotentialquickstartsagainstcriteria,ranklistand

preparerecommendationsforaprioritizedlisttofulltask

force

BtwnJan22and

Subcommittees Providerecommendationstofulltaskforcetoreview February16thFulltaskforce Meetasataskforcetosignoffonfinalquickstartlist February23rd


3/32


Whatdoesasuccessfulquickstartlooklike?

Measurables Howitmakespeoplefeel

LaunchablemidMarch,Juneatthelatest CityHallisopen,responsive,approachable

Producesome

results

by

October

They

can

*see*

the

quick

start

Easeofimplementation(usesexistingassets)

+agoodbangforbuck(wideimpact)

Itseasy

foranyonetoparticipate toseeemotionalreturnon

investment

tounderstandhowitwouldimprovetheirengagementwithCityor

neighbours

Evidencebasedapproachthatprioritizes

addressingweaknesses

Immediatesmile!Thehappyfactor.

Emotionalimpact.

Enableslearningforfutureengagementwork Theywanttotalktoothersaboutit

Enablesmulti

sectoral

partnerships

Like

they

are

in

atwo

way

conversation

Winwinwin:prioritizeactionsthatproduce

outcomesforallthreemainobjectives

AccesstoMayor,accesstoCouncillors

Sustainabilitypastlifeofquickstart

(incl.fitwithcitystructure)

Generatesgoodnewsstories


4/32


BIGSURPRISES&BIGQUESTIONS

BigSurprises(fromVancouverFoundationresearchpresentation)

Biggest

reason

people

dont

engage

is

that

they

feel

they

have

Nothing

to

Offer

ChineseresidentsarelessengagedinhighChineseresidentareas,whichistheoppositeofallotherdisaggregatedlanguagegroupsintheresearch

Southeastistheworstofthe5areas,eventhoughitincludesRenfrewCollingwoodwhichweperceivetohaveveryhighengagement,capacitytobuildengagement

Surprisedbyhowuniformconcernsareacrossdemographicsandgeographics,howtimewasnotidentifiedasasignificantbarriertoengagement

BigQuestions

Metaquestionsinspiredbythepresentationsandthedaysconversations

Whataretherootcausesofengagementgaps? Whydopeoplefeeltheyhavenothingtooffer? Cityasserviceprovider?And/orCityasactivatorandconvener? Arewetreatingpeopleasconsumersorcitizens? Whatarethegoalsforengagementandhowdowemeasurethem? HowcantheCityencouragetrustandconnectivityamongneighbours? WhereistheCitycreatingspacefortheconversations? HowdowefosterinformalencounterswiththeCity? Whatistheinvitation?Doesitprovidepeoplewiththeinformationtheyneedtoknowwhat

theycanofferinthecontexttheinvitationisgiven?

Shouldwelookatthe5sectorsusedintheVancouverFoundationashavingdifferentneeds,andthereforesolutions?Shouldhighestneed(southeast)sectorbehighestpriority?

WhatCityfunctionsarebestdealtwithinaneighbourhood?Canwetakecitycommitteemeetingsand/orCouncilmeetingsoutintoneighbourhoods?


5/32

Mayors Engaged City Task ForceQuick Start Sign Off Saturday, March 1, 2013

11:00 am Check In & Welcome (Gregor)

11:15 pm Quick Start Review

Full groupexplanation of each item onConsolidated list (GREEN)

12:00 pm Quick Start Marking (Part 1)

Small groupsagreement on Marking Sheet (YELLOW)Note: refer to Quick Start Criteria (ORANGE)

12:30 pm Good Bomb Break Lunch and learn with Ben Scott from Good Bomb

1:00 pm Quick Start Marking (Part 2)

Big groupreview marks and finalize list

Celebrate!

1:30 pm Next Steps

Writing the Quick Start Report: one lead from each

group Proposal for three more full task force meetings

Ongoing Group work

Definition of Engagement (?)

Communications: who speaks for the Task Force?

1:55 pm Closing



6/32


7/32


8/32


9/32


10/32


11/32

Mayors Engaged City Task ForceLaunch Planning + The 3 Ds Thursday, April 18, 2013

4:30 pm Check In & Welcome (Gregor)

4:45 pm D1: Development

Staff presentation; Q&A

Next steps

Background information on community planning andrezoning at:http://vancouver.ca/files/cov/next-community-plans.pdfhttp://vancouver.ca/home-property-development/rezoning-applications.aspx

6:00 pm Dinner!! (Food will be provided)

And. a word from 311 311 manager - Q and A session

6:30 pm D2: Digital Strategy

Staff presentation; Q&A

Next steps

Digital strategy online at:http://vancouver.ca/files/cov/City_of_Vancouver_Digital_Strategy.pdf

7:30 pm D3: Definition

Survey responses Next steps

7:50 pm Quick Start Launch (Kevin)

The Plan & Task List run down

Lets go!

8:15 pm Next Steps

Ongoing Group work

May task force meeting: the plan

May SFU/Dave Meslin event


12/32

8:25 pm Closing



13/32

WRITEBOARD MAIN PROJECT PAGE: Summary notes from April 18 meetingPresentations: We heard from 3 city depts about development process, 3-1-1, and the digitalstrategy - see documents for copies of the presentations.

See Group 1s writeboard for development process discussion. 3-1-1 - are there opportunities to improve 3-1-1? is there a need to increase awareness

of 3-1-1? Digital Strategy - Are there opportunities to move dig strategies initiatives forward or

leverage them for the engagement problems identified?

Launch of quick starts:

Waiting for after the provincial election to launch publically. Small group will present to CMT prior [ACTION- date to be determined, Kevin and

Andrea to set up]Outreach activities and ideas (related to both quick starts release and gathering info for finalreport):

Go live with Ideascale platform to gather ideas from the public focused on threequestions (see group 3 writeboard)

City Engagement team Twitter account Tara and Lizzy to share responsibility Do-it-yourself dinner party tips, translated Existing Task force web page to be enhanced with ideascale widget and can also have

twitter feeds - Tracy to coordinate with Group 3 Use Public Engagement departments email during

campaign:[email protected] Posters New idea:Car-free day booth presence

Next steps Phase 2, Toward a framework of transformation:Group 1

Coordinate and meet with UDP, UDI and NSV to further investigate opportunities toimprove city to resident engagement

Share meeting details for anyone who wants to join Post summary notes on basecamp Draft roles, responsibilities and rights (see developer writeboard on group 1 project

page)Group 2

Andrea to send list of potential presenters for May 22 focused on enhancing neighbourto neighbour connection

Group 2 develop criteria for selection for May 22 presenters Meet/converse with groups/people to determine suitability Post summary notes of each meeting and final selection of presenters


14/32

Coordinate about 12 presenters for Dragons Den event May 22 (2-2.5 hours): Agendafor the evening presenters, report out from group 1, reflection time

Group 3 Work with Kevin to coordinate timing of quick starts launch Propose final definition for engagement (end of April) Tracy to send survey results Develop key content for communications including text for webpage and Write do-it-yourself dinner party tips Coordinate translation of specified materials Launch and moderate ideascale and twitter

WRITEBOARD GROUP ! PROJECT PAGE: Development Process ConsiderationsTheory: Contentious projects have a better chance of keeping trust and seeing a positiveoutcome if the developer is proactive and engages with the community prior to application(with full drawings).What can the planner do? At the initial enquiry stage planners let the enquirer know, inconfidence, if their project is viable to pursue given the existing community, policy, andcouncil direction. If it is, the planner may recommend that the enquirer engage with thecommunity before-hand, especially if the project is quite different from the existing policy.Things to explore:

is there a way to regulate this final step in certain conditions what do developers need to support engagement efforts? recommended steps?

community org contacts?

RightsandResponsibilitiesinDevelopmentProcess identifiedfromstaffpresentationand

discussionsafterwards(notacompletelist)

CommunityRights

$$createdbydensity/zoning Fairprocess Toinput

Responsibilities

ProponentRights

Fairprocess


15/32

TomakeproposaltheywantResponsibilities

StaffRights

RefusetorecommendifoutsidepolicyResponsibilities

Legal(laidoutincharter) Torecommendifwithinpolicy

CouncilRights

RefusetorecommendifoutsidepolicyResponsibilities

LegalWRITEBOARD - GROUP 3 PROJECT PAGE - Framing the problem and Questions to pose to thepublicHowdowebecomemoreconnectedtoourneighboursandourcommunities?HowdowedoublevoterturnoutinVancouversnextmunicipalelection?HowdowemaketherelationshipbetweenCityHallandresidentsmoreinvitingandeasiertounderstand?In order to support communications and outreach, it would be useful to give some group

thought to framing the problem and identifying objectives for selecting solutions.


16/32

Mayors Engaged City Task ForceThis is What Success Looks Like: Defining What, How, and Who for the Final Report

Wednesday, May 22, 2013 4:30 to 8:30 pm @ City Hall

4:30 pm Check In & Welcome

4:45 pm Imagining success

What does an engaged city looks like?5:15 pm Measuring Success

Review definition If that is what a success looks like how will staff and

citizens be able to measure progress towards it?

6:15 pm Dinner (Food will be provided)

+ presentation on quick start roll out plan Kevin to go over next steps on quick start

announcements Q & A

7:00 pm Key Constituencies & Group Commitments

Who needs to be engaged in developing thestrategies (the how) to reach the metrics (the what)identified above?

What commitment will you make to facilitate theinvolvement of those constituencies in the creationof the final report?

8:15 pm Next Steps

Quick Start Report to Council (May 28/29) May SFU/Dave Meslin event (May 30) June & July meeting dates

8:25 pm Closing



17/32

Mayors Engaged City Task ForceRegrouping

Monday, June 24, 2013 4:30 to 8:30 pm @ City Hall (1stFloor Town Hall)


4:40 pm Quick Start De-Brief

Reflections on Council discussion Update from staff on next steps

5:00 pm Phase 2 Timelines & Process Proposal

Proposal from Kirin Working Groupon changes totimeline, process moving forward

Discussion Finalize agreements and next steps

6:30 pm Dinner Break (Food will be provided)

7:00 pm Check Ins

Debrief on SFU/Meslin event (May 30) Debrief on City Conversations event (June 20) Check in on June 29 Youth Engagement Event Anything else?

8:00 pm Closing

Final round of questions Reiterate Next Steps


18/32

EngagementTaskForceSummaryNotesJune 24, 2013

Purpose:The group focused on the timeline and key actions leading to the final report

Draft timeline agreed to:

1. Draft report structure before July 17 to discuss at next meeting2. Events/Engagement in July (dates booked by last week of June)3. Synthesize public feedback/research in August4. Draft report written, signed off and designed by end of September5. Public consultation of report Oct to mid Nov6. Council late Nov

Actions in July:

Below are a list of engagement/research actions brainstormed by the group to occur in July.

*Members are encouraged to add to this list, volunteer to support other leads identified,

provide more detail for each action (such as dates booked, budget needs) and to claim actions

that are unclaimed.

The goal of the actions is to discuss and gather solutions for the three foundational questions:

1. How do we become more connected to our neighbours and our communities?2. How do we double voter turnout in Vancouvers next municipal election?3. How do we increase more positive and meaningful civic engagement in Vancouver?

Internal initiatives

- Develop straw dog for report structure before next meeting (Andrea)

- Develop report structure (Julien and Peter)

- Research city-wide perspective for engagement (Lyndsay)

- Research enhancement of development process and local area planning (Lyndsay)

- Research how to incorporate metrics into report (Lyndsay)

- Develop salon template/framework a resource for meetings (Colleen, Tessica, Olive)

External initiatives

- Discussion with intercultural groups (Jennifer with Collingwood NH, Paul with Gordon

NH?, Catherine, Meharoona)- Design jam with all applicants to task force and immigrant community service groups

(IEBC, Immigration Task Force, SUCCESS, Mosaic, etc) (Curtis, Meharoona, Mark, Martin)

- Engage SUCCESS, Chinese immigrant community, Chinese media like Fairchild (Sam and

Dennis)

- UDI meeting (Peter and Colleen)

- NSV meeting (Peter and Colleen)

- Engage with strata councils and housing coops/rentals (Curtis)

- Convene meeting of elector process experts (Lyndsay, Waldo?)


19/32

- Host meeting with venue owners who have lost spaces (Tara)

- Salon in Dunbar (Colleen and Elyse)

- Youth dialogue (Tessica)

- Be my Amigo salons (Julien)

- Meet with multi-cultural advisory group group 1 (Colleen, Lyndsay, Waldo)

- Host city staff luncheon (Olive)

- Moderate Ideascale (Olive, Julien, Scott) [what is the closing date for this now? End ofJuly?]

- Twitter outreach (Tara, Lizzy)

Unclaimed ideas

- attending cultural fests, night markets, volunteer at events with questionnaires

- translation

- research other thought-leader cities

- research city-wide engagement tactics like citizen juries

- promote ideascale

- Review ideascale ideas and summarize

- target currently activated community groups w development

Considerations for the final report to keep in mind during July actions:

- Include who and how we have engaged in report (so be sure to track your activities and

contacts use the google docs document)

- Review existing non-quick start ideas

- Tactics need accountability and timeline

- Consider how metrics inform this work

- Whole city perspectives

- Gather and tell good news stories in the report

- Engage schools


20/32

Mayors Engaged City Task ForceReporting out

Wednesday, July 17, 2013 4:30 to 8:30 pmThis meeting is NOT at City Hall but at WOODWARDS downtown


4:45 pm Report out from external activities(report out on ideas generated + decision-making on whatto do regarding not yet started items)

Discussion with intercultural groups (Jennifer withCollingwood NH, Catherine, Meharoona)

Design jam with all applicants to task force andimmigrant community service groups (IEBC,Immigration Task Force, SUCCESS, Mosaic, etc)(Curtis, Meharoona, Mark, Martin)

Engage SUCCESS, Chinese immigrant community,Chinese media like Fairchild (Sam and Dennis)

UDI meeting (Peter and Colleen)

NSV meeting (Peter and Colleen)

Engage with strata councils and housing coops/rentals(Curtis)

Convene meeting of elector process experts (Lyndsay)

Host meeting with venue owners who have lost spaces(Tara)

Salon in Dunbar (Colleen and Elisa)

Youth dialogue (Tessica)

Be my Amigo salons (Julien)

Meet with multi-cultural advisory groupgroup 1(Colleen, Lyndsay)

Host city staff luncheon (Olive)

Ideascale (Olive, Julien, Scott

Twitter outreach (Tara, Lizzy)

6:15 pm Dinner Break (Food will be provided)

6:45 pm PrioritizingNOTE: this is somewhat dependent on time needed forreport out section above. hope is to have time to prioritizerecommendations brought forward from report out


21/32

7:45 pm Metrics

Ali Grant to present work on six metrics from Maymeeting agreements

Q & A + feedback

8:15 pm Next Steps

Final Report timelines8:25 pm Closing


Reiterate Next Steps


22/32

Engaged City Task Force

July 17, 2013 Minutes

Check in and welcome

Intercultural groups- Meeting August 8, Collingwood Neighbourhood House- 6-8 pm with dinner- Not limited to immigrants- Groups of 4 for world caf- Up to 3 questions, 20 minutes per question- Please share with networks- Flyer is done, already have a good response- Very interested because it will feed into task force work- 30-40 participants- Immigrant citizen. See what is working, whats missing- Invite in Multicultural Advisory Committee and invite them to facilitate- On the ground immigrants to talk about neighbourhood perspective- Looking for translation help- Interpretation at event is the issue- Possibly Mosaic as event sponsor- Andrea to look for $300 money for food. A sponsor? Another councillor?- Sam & Colleen to find help with translation

Design Jam- Friday, July 19th, 6:30 10:00 at the Hive- Snacks and drinks- Presentations on process Amanda Gibbs hosting- Jackie SFU Public Square- Julienne Task Force Rep, why, engagement at the City.- Answering the 3 questions- Brainstorming, top 3 ideas are presented- Top ideas go to the next round- Hot dotted ideas (non contenders) get to move forward- Next 45 min refining ideas, who to implement? Money? Sign off? Why?- End with Andrea and Task Force share thoughts- Next steps- Then theyll create a report

SUCCESS 7 broader Chinese Community and Chinese media

- Running an event in Chinese with SUCCESS and Mosaic- Broader reach- Tracy to send GC Scholar reports on engaging Chinese community- Theres a Chinese specific report from the Vancouver Foundation Report- Add Colleen to group

UDI- Scott, Elisa, Jennifer and Colleen met with UDI


23/32

- It was a whos who and developers made an effort to be there- They were engaged part of discussion, opinions on what the city should do and

opportunities- Colleen to summarize notes and send around- Number 1 thing need a clear plan in the city of Vancouver on growth and

where it will go without that vision there are challenges

- Number 2 thing no growth is not an option- Used to do need assessment within plans. Now CAC are not aligned with any

needs. Designing a process to engage residents in CAC allocation- Thought the current approach (Public amenity) is hap hazard. Do that via

neighbourhoods. Move to a real time process- They feel they do a lot and people dont realize where it comes from- Want credit to should how where funds for amenities came from- They want a monthly address from the mayor at UDI- State of the union address- Saw issues with neighbourhood assignment of councillor

o Want to depoliticize the planning process but planning process isalready politicized

o Could it be a staff person instead? And make it known in thecommunity?

o But the City has moved away from a neighbourhood model- Vancouver is a model in public engagement to other cities- Neighbourhoods are political too i.e. Dunbar with TEAM, CEADER- Control issues from City staff. Tension of getting out earlier verses advance

from staff to hold off until they understand look at developing best practiceson how to go to community and give that to UDI

NSV- Rejected invitation to contribute- Getting a meeting has proven to be absolutely impossible- They are beyond angry. And are of the mindset that if I attend a meeting with

you I recognize that you exist and they cant do that.- Need to meet with 3-5 community members not associated with organization- Dont have anything from neighbourhood perspective right now, and that is a

big hole.- Planning Commission did some work last year (sustainable Vancouver) about

consultation. The Task Force could look at that report- Theres also the Dave Meslin event that had a neighbour perspective- What about a meeting with other groups that dont deal specifically with

development like the VPSN?- Meeting with Ann McAfee- Lyndsay to set up a mtg with VPSN when she returns

Electoral- Setting something up for August- Lyndsay talked to Meslin re: voter reform in Toronto- Might be meeting with key electoral reform people in Vancouver or interviews

if an in-person meeting is too difficult to organize

Venue owners who lost space


24/32

- Tara has emailed out notes and posted them on basecamp- Good turn out to the meeting- Over 20 people came out- There was a lot of venting and a sense of emergency and frustration- Issues were mainly bylaws, permits, licencing, zoning, communication with

City, rising rents

- Especially all ages venues are being pushed underground so end up in unsafevenues

- How Task Force can make a recommendations- Not sure how many ideas are in scope of Task force, need to sort out what

can/cant be done by the City- Next steps, take-a-ways

o Continue the conversationo Venue owners want to start a group to talk about ideas and how to keep

goingo Suggest some metrics for the report to move solid ideas forwardo Pooling resourceso Shifting paradigm (us verse them. We hate the city) lets drop that.

- Community venue liaison to help navigate the bureaucracy- Making communication more efficient- Ex. Bar owners created organization to have a voice. Thats what the economic

development group would do

Salon in Dunbar- Planned for mid-August- Create template for neighbourhood based conversations not lead by developer

or neighbourhood organization- Meeting with Gary Pooni about Stongs site re: how to get people engaged in

development in a positive light?

Be my Amigo Salons- Jorge is moving to Toronto August 1- Looking at roving location for something like that, similar to the Dunbar salon

but with dinner- Wont be branding it as Be My Amigo but they have asked Jorge if he could

share his contact list

Staff Luncheon- Meet with existing staff- What about retired staff? Great resource and historical reference- Decided that this should be two separate events, one with existing staff and

one with retired

- Colleen to host retired staffIdeascale

- 123 ideas- 1800 votes- 1000 users- Andrea thinking we need a 1000 ppl event in September to wrap up the process


25/32

Twitter

- Currently have 368 followersYouth Dialogue

- 25-30 youth showed up- Did a co-design process- Selected ideas they could vote on- Dialogue facilitated by Engaged City- Andrea has 2 stacks of letters from Charles Dickson school- Andrea to share letters about the Keys to Street project showing the power of

simple interventions

Healthy City Metrics Conversation- Lead by Ali Grant- The Healthy City Strategy has 5 areas each with a 10 year target.- Some potential targets include:

o Social support networkso Volunteerismo Voter turn outo Civic literacyo Sense of belonging

- For the metrics, they want to track via year and look down at a neighbourhoodlevel

- Some questions will be in the My Health, My Community survey- Need to collect data on a municipal level since the Federal census data is not

useful since they overhauled the system- Metrics questions to test alignment to the Task Force. If there is relevance.

o Can it be trackedo Does it matter to the Engaged City?o Will it drive policy/culture change in the City?

Potential target #1 Increase percentage of Vancouverities with a support networkof 4+ people by 15%- Trackable? Yes!- Relevant to ECTF? No, and number is an issue and need quality- Will it drive change? Yes- Ultimate goal: 0 lonely people- Conversation:

o Why 4?o Can you look at loneliness instead?o Can we repeat the Vancouver Foundation survey?o 25% are alone more often than they would likeo Can we do a drop in 10%? Whats an acceptable level of loneliness?o Are we looking at more shallow relationships verse deep relations?o Quality of relationships?o Suggest indicators to start trackingo Loneliness is a better target


26/32

Potential target #2 Increase percentage of Vancouverites who volunteer by 25%- Trackable? Yes!- Relevant to ECTF? Yes But needs to be more often. Are you contributing to

neighbourhood?- Will it drive change? Yes but question needs to refer to full range of activates- Ultimate goal: 100% participation- Conversation:

o Meaningful but need to push the baro Can metric be tweaked?o Can we attach to a different data set? Ones with volunteers?o And whats the capacity of organizations to take on new volunteers?

May not have capacity to do that.o The question is Have you in the last year done anything to help your

neighbourhood? which isnt really volunteeringo Might be something better for Engaged City?o What about attend events?o What are we getting at? Contribution to the social capital of the city?

None of the metrics are getting there.o Is it one target or a composite of various targets?o Canadian Community Health Survey cant drill down to neighbourhood

level and the questions are limitedo Are these the primary measures?o Task Force will need to come up with their own numberso Can the City pay to have the Vancouver Foundation Belonging survey

repeated every few years?o This could be a recommendation for the reporto Or pattern with another organization (like Vancouver Foundation)o Want info broken down by neighbourhood

Potential Target #3 Increase municipal voter turnout to 55% (or more aspirational

target of 75%)- Trackable? Yes!- Relevant to ECTF? Yes- Will it drive change? Yes, but double it- Ultimate goal: 75% voter turn out

Potential Target #4 Trust- Trackable? Yes!- Relevant to ECTF? Yes- Will it drive change? Yes- Ultimate goal: 85% trust neighbour, 50% trust stranger- Discussion:

o Look at urban design Public Squares Shared balconies in high rises Community design Dialogues between others

o Boost # to 85% trust of neighbours and 50% trust strangers


27/32

Potential Target # 5: Civic Literacy- Trackable? Yes! But City needs its own method- Relevant to ECTF? Yes- Will it drive change? Yes- Ultimate goal: % aware of local event- % believe they can contribute- Conversation:

o Do you have an impact?o I know how to exert influenceo Can start asking at salonso People like to contribute when they know how

Potential target #6: Belonging- Trackable? Yes!- Relevant to ECTF? Hard to directly correlate- Will it drive change? No

o Link to peter Blocks worko Vancouver Foundation didnt find a lot of connection between sense of

belonging and interaction with communitieso People interpret that differently than they intendedo People define community as people and placeo Can there be a proxy like the loss of a wallet question?o What about the racially framing?o Is belonging the goal and the question is trust?o 30% of people who dont belong? What about using a decrease target? Oro Where do you feel the strongest sense of belonging?o What about strongly or less strongo Are there places in Vancouver that you feel unwelcome?o What about looking at rootedness home is elsewhereo What about responsibility? Question on that?

Updated timeline- Draft report on Labour Day- Kevin and Andrea to write report


28/32

Parking lot comments- 10 people in a room template?- How do you continue spontaneous, organic discussions? Conversing (post Task

Force)


29/32

Mayors Engaged City Task ForceFinal Report Review Monday, September 30, 2013

6:00 pm Check In & Welcome (Andrea)

6:15 pm Quick Start Implementation Update (Amanda & Kevin)

6:25 pm Final Report Overview (Kevin)

Explanation of process to date

Q & A

temperature checkon tone, general sense of fourcategories, metrics

7:15 pm Recommendation Marking (Part 1)

Small groupsagreement on Marking Sheet (YELLOW)Note: refer to Criteria {engaged city definition +metrics} (ORANGE)

8:15 pm Recommendation Marking (Part 2)

Big groupreview marks and finalize list

Celebrate!

8:45 pm Next Steps Finishing the Final Report: one lead from each group

Launchneed people for media, council meeting,other outreach

Implementation: Engaged City Champions Network?

8:55 pm Closing



30/32

Mayors Engaged City Task ForceMeet and GreetMonday, December 17, 2012

Package of materials for committeeCommittee Terms of Reference from Council motionOne pager outlining Mayor, Council, and Staff roles andresponsibilities respectivelyCode of ConductNote: contact sheet to be emailed out

Orientation Session - proposed agenda items

A. Follow up from meet and greet:Review Code of Conduct

B. Information items from staffCity draft internal engagement workplanCity draft Digital StrategyCity draft Healthy City Strategy

City events overview (including Viva Vancouver)Pilots over 2009-2012 (ex. place speak, WEMAC)

C. New BusinessCreate draft work planAgreements on committee process, roles and responsibilities.

5:00 pm Welcome from Mayor Gregor Robertson

5:10 pm Hopes, Fear and Expectations

6:10 pm Orientation Session planning

6:20 pm Homework Mystery Shopping

6:25 pm Closing and review of next steps


31/32

Report Next Steps

From:Andrea ReimerDate:Mon, 30 Sep 2013 at 10:28pm

Great meeting tonight folks. Below please find the list of next steps. I will set

them up on the calendar tomorrow so you can track them by deadline.

You might notice some of the items involve please! In those cases you weren't

at the meeting or you were and I didn't think to ask you about these items.

Wasn't trying to be presumptuous. If it doesn't work, no worries!

Almost there...

By October 14

- Colleen to convene recommendation editing group from tonight's meeting

- Lyndsay to edit electoral engagement recommendations

- Tara to edit social convening spaces (cultural venues)

- Jennifer to write dedication to Waldo

- Meharoona (please?) to write "what didn't happen and why" section

- Colleen and Lyndsay to determine "dropped recommendations" and work with

Tracy to develop survey a send to group to decide which ones should be

included

- Lyndsay to edit metrics and work with Tracy to develop survey a send to

group to determine agreement

By October 3

- Andrea and Kevin to "rejig" structure and pass on to Peter

Between October 3 and 10

- Peter to do grammatical edits, red flags and other specific edits in non-

recommendation text and hand back to Andrea and Kevin


- Catherine (please?), Jennifer, Julien (please?) to take a section of non-

recommendation text for polishing and tone check


- Andrea and Kevin to collate all text from all groups

- all to fill out survey on dropped recommendations


- Andrea and Kevin to write text for "dropped recommendations" that have

group approval

- Olive to do final pass through

- Richard to do executive summary

By October 25


32/32

- report to graphic designer

Ongoing

- Mark and Marten to think about info graphics and video communications

(please?)

- Lizzie and Hanna to think about launch (please?)- Sam and Dennis to think about ethnic media and Chinese community launch

(please?)

vancouver's engaged city task force meeting minutes, foi results

Documents