2014-08-14-CCAC-min (Programs Group)

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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.