HomeMy WebLinkAbout2014-08-14-CCAC-min (Programs Group)
TOWNOFLEXINGTON
AdhocCommunityCenterAdvisoryCommittee(AhCCAC)
ProgramsGroup
Minutes of Meeting of August 14, 2014
Final
A meeting of the Ad hoc Community Center Advisory Committee Programs Group was held
on Thursday, August 14, 2014 at 8:30 AM in theBoard of Selectmen’s meeting room at the
Town Office Building, 1625 Massachusetts Avenue.
Members Present: Laura Hussong (Chair), Jon Himmel, Karen Simmons (Director, Recreation
Department), Sheila Butts (Assistant Director, Recreation Department), Charlotte Rodgers (Director,
Human Services Department)
Members Absent: Florence Koplow, Leslie Zales
Invited Guests: Carl Valente (Town Manager), Linda Vine (Assistant Town Manager)
Meeting called to order at 8:35 AM with a quorum of five.
Member Concerns
Jon delivered a Powerpoint presentation summarizing the work we have done to date, and explaining
what our matrix is and where its data came from, for the benefit of our guests.
Additional Programs
The following came about from discussions after the presentation:
There is backup data for every piece of information we collected from our various sources
We are now working to establish what programs will be offered during the periods of
operation once the LCC opens. These periods ("When codes") are in the matrix:
1: soft opening
2: transition between soft and grand opening (create enthusiasm, don't exceed staff
capabilities, get us ramped up)
3: grand opening
4: by the end of the first year
5: after the first year
The phasing periods will also determine staffing levels
We need to create policy for special purpose rooms
The time period from 3-6pm needs some attention
We are short on art programs
We need a building supervisor for hours outside the normal staff workday to troubleshoot
(this would be a staff member in addition to a custodian)
We may need more staff as we open the building to get over initial problems, perhaps a
temporary hire
There was discussion about how long the soft opening period should be
LCC needs "wow factor" from its opening; it must be more than what we already have
Community needs to feel the doors are open
LCC needs to be as agile as possible, even during the soft opening
Uncertainty about opening date affects newsletters and brochures, which are created long in
advance, as well as the decision to offer programs in LCC or current locations: don't want to
switch location mid-program.
Need to have some idea what staffing levels are possible in order to plan openings
The Recreation department's scheduling software, Sportsman, can tell us when programs are
scheduled and therefore when building needs to be open if these programs are moved to the
LCC from their current locations
It is important to have a person to oversee programs to ensure there is a balance of programs
to meet all the needs of all community members (ages, hours, ethnicity...)
Recreation has entered all When1 and some When2 programs into Sportsman and believes
they have enough space in the LCC, and have opportunities to offer new programs
Next Steps
We would like the full AhCCAC to meet with other Community Center leaders from other
communities. Can we have them come here?
Need to discuss the issue of an Executive Director and when one is needed. Also create a
map of all staff needed, when needed, and type of staff
We will discuss specifics of the special use rooms at the next meeting, based on Charlotte and
Laura's documents.
Need to describe and define the openings (soft, transition, Grand) plus building/staff
implications. \[the "When" codes described above need to be further refined.\]
Select some low-impact high-interest activities that can form the basis for "WOW" offerings
What can we do within existing budget, and what can we do with additional money and staff?
Minutes:
The minutes of July 30, 2014, July 31, 2014 as amended, and August 7, 2014 meetings were
approved unanimously. Motion: Sheila, Second: Karen.
Upcoming meetings:
Thursday, September 4, 2014 Joint meeting with Governance Group, from 1:00-3:00 pm in
the Parker Room (G-15)
Thursday, September 11, 2014 from 8:30-10:30 am in the Board of Selectmen meeting room
Meeting adjourned at 11:25 AM.
Materials distributed/used at the meeting are attached:
Community Center 11AugJAH.xlsm
Master Matrix categories and entries
8/14/14 agenda
7/30/14, 7/31/14, and 8/7/14 minutes
Respectfully submitted,
Laura Hussong, Scribe
2