2014-05-02-CCAC-min (Goveranance Operations Subcommittee)

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TOWN OF LEXINGTON Governance/Operations Sub Committee of the Ad hoc Community Center Advisory Committee (AhCCAC) Minutes Date: May 2, 2014 Place and time: Parker Room - Town Office Building at 9AM Members Present: Betty Borghesani, Chair, Linda Vine, Florence Koplow, Harry Forsdick, Koren Stembridge Members Absent: Also Present: Michelle Ciccolo ________________________________________________________________________________ 1. Meeting called to order at 9AM 2. Reviewed and discussed the 4 areas of responsibility of this committee. There is overlap of these four areas, especially of organizational structure and staffing oversight. Felt that most pressing areas for attention now are staffing/oversight and organization structure. Hours of operation will flow from staffing availability and community needs. Use policy/rentals will need to be tailored for Community Center, but can evolve from present town policy (recreation, library, other community centers) 3. Staffing/oversight and organizational structure are closely intertwined. It was recommended that the CC would require a designated person, an executive director, who implements the running of the center (i.e. user policy, rental agreements, coordinates room set-ups/breakdowns, manages volunteers, works with the community etc). An office manager would assist the executive director in coordinating programs. 4. Discussion of an advisory board appointed by the Town Manager with the charge of supporting and advising the executive director, assuring that the CC is fulfilling its mission. It would be comprised of members from town users of CC (recreation, COA, human services), other town groups (school committee, disability commission, arts council, youth commission) and other stakeholders in the community (CAL, IAL, private citizens) be established. From that larger group, a smaller executive committee would be selected to meet monthly with the CC Director. Larger stake-holders group would meet 2-3 times a year. 5. Harry suggested that a specific set of questions (who manages, hours, rental fees and agreements, priority of use, etc) be developed to survey the 10-12 other community centers surveyed. He and Betty will work on this. 6. Next meeting: Monday, May 12, following ahCCAC meeting 7. Meeting adjourned a 10:40 Respectfully Submitted by Betty Borghesani, Scribe :