2014-08-21-CCAC-min (Programs Group)

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TOWNOFLEXINGTON AdhocCommunityCenterAdvisoryCommittee(AhCCAC) ProgramsGroup Minutes of Meeting of August 21, 2014 Final A meeting of the Ad hoc Community Center Advisory Committee Programs Group was held on Thursday, August 21, 2014 at 8:30 AM in theReed Room (111) at the Town Office Building, 1625 Massachusetts Avenue. Members Present: Laura Hussong (Chair), Jon Himmel, Sheila Butts (Assistant Director, Recreation Department), Charlotte Rodgers (Director, Human Services Department) Members Absent: Florence Koplow, Leslie Zales, Karen Simmons (Director, Recreation Dept.) Invited Guests: Nancy Adler (Chair, COA), Betty Borghesani (Chair) and Harry Forsdick (member) of the CCAC Governance Group Meeting called to order at 8:35 AM with a quorum of four. Member Concerns Jon gave his Powerpoint presentation so that Nancy, Betty, and Harry could be brought up to date on the Program group's progress. Special Purpose Rooms We began by classifying (for the matrix) the program ideas from the COA Programs Group document. This was a new process for our visitors, and comments were: "d" duplicates are coded that way for simplicity of the final matrix. We keep all of the original requests, even if they are coded as "d", so that we don't lose the information about where the requests came from This matrix does not represent programs that are etched in stone Special purpose rooms We looked at the Public Use Spaces document listing all of the public rooms in LCC. This included the information Charlotte provided in her 'special purpose rooms' document, and added information for the remaining rooms. We want to define 1) the aspects of some rooms that dictate what programs they can accommodate, and also 2) the aspects of programs that constrain room design. As we talked through the document some issues were identified: Are all rooms multipurpose with primary/secondary uses or are some really special purpose What makes a use "special", and how special does it have to be to be restricted What does it mean to have drop-in space. What does it mean that a room can be "reserved" How will citizens and groups "qualify" to reserve space What sorts of policies will we have because LCC is a public building Can an organization be "sponsored" by a qualified group for reservation purposes What is the hierarchy of status for room scheduling No public spaces are deemed to be therapeutic by design or by programs offered