HomeMy WebLinkAbout2014-06-19-CCAC-min
TOWNOFLEXINGTON
AdhocCommunityCenterAdvisoryCommittee(AhCCAC)
Minutes
Date: June 19, 2014; 1:00 ..
PM
Place and Time: Lexington Community Center, Second Floor Large Conference Room, 1:00 ..
PM
Members Present: Michelle Ciccolo, Chair; Betty Borghesani; Harry Forsdick; Laura Hussong; Jon
Himmel (Chair, Permanent Building Committee); Florence Koplow; Leslie Zales
Members Absent: Mary Ellen Alessandro
Liaisons Present:Staff: Linda Vine, Vice Chair of AhCCAC, Town Manager’s Office; Dorinda
Goodman, Information Technology;Shawn Newell, Department of Public Facilities (DPF); Karen
Simmons, Recreation; Charlotte Rodgers, Human Services; Committees: Joe Pato for Norm Cohen,
Board of Selectmen (BoS); Jessie Steigerwald, School Committee
Liaisons Absent (liaisons only attend as-requested and as-available to address relevant agenda items):
Staff: Chief John Wilson, Fire Department; Chris Filadoro, Department of Public Works; John
Mazerall, Police Department;Koren Stembridge, Library; Committees: David Kanter, Capital
Expenditures Committee (CEC); Glenn Parker, Chair, Appropriation Committee
Also present:Pat Goddard, staff, DPF; Mark Barrett, staff, DPF; Sheila Butts, staff, Recreation
Department; Thomas Romano, Recreation Department Intern; Nancy Adler, Chair, Council on Aging
Board
Recording Secretary: Sara Arnold
The meeting was called to order by Ms. Ciccolo at 1:05 ..
PM
1.Announcements:
Ms. Ciccolo reported that on June 16th Special Town Meeting (STM) approved an additional
appropriation request for the LCC renovations.
Ms. Ciccolo and staff noted that the Town will be starting its process for developing the Town’s
operating budget in September, and this Committee should be thinking about any aspects of opening
the LCC that may have operating budget implications.
Ms. Ciccolo suggested that this Committee may not need to meet until late August, providing time
during the summer for the Sub-Committees to pursue their tasks.
Ms. Ciccolo and Mr. Forsdick reported that anyone wanting to receive LCC updates can now sign
up on the Town’s website. It was agreed that an update should be sent out reporting the STM
funding approval and reiterating the plan to open the LCC in the spring of 2015.
2.Minutes:
There was a motion and second to approve the May 28, 2014 Minutes. Mr. Himmel
presented suggested edits and clarifications. The Minutes were approved with the edits. VOTE: 6-0
It was noted that Minutes from the Working Groups were distributed to this Committee.
3.Sub Committee Updates:
The following updates were provided:
Governance/Operations: This Sub Committee has developed a list of questions to ask other Towns
that have similar facilities. The results of this survey will assist in developing recommended Use
Policies and recommendations to integrate the Recreation Department and Human Services
programs. It was noted that recommended Use Policies will need to be approved by the Board of
Selectmen.
Public Relations: This Sub Committee has identified ideas for reaching out with printed material
and through social media. They want to develop a logo that will be used in “branding” the facility
and its programs. There was discussion about using a photo of the facility, which can be turned into
a pen and ink image. They plan to reach out to all the user groups that have expressed interest in the
LCC and to Parent Teacher Associations. In response to a request from Ms. Adler to publicize
project plans to residents during the summer, it was agreed that information would be included in
the summer Recreation Department brochure and Human Services would continue to highlight LCC
updates. It was agreed that communications from Committee members should be consistent, and
this Sub Committee should serve as a clearing house for public material. Ms. Ciccolo asked that
this Sub Committee monitor the Community Center email address and respond to questions.
Space/Interior: Mr. Goddard reported that over the summer Steffian Bradley Associates (SBA) will
be creating an inventory of available furniture and fixtures and where they could be used in the new
building. This information will be used to identify additional needs. State-approved vendors can
provide information on the various options for meeting those needs. It is anticipated that this Sub
Committee does not need to meet before the end of the summer or early fall.
Technology: This Sub Committee has developed a five year plan for technological equipment. The
initial installation of technology equipment, which is a subset of this plan, has a $220,000 budget.
This completes their task.
Programs: This Sub Committee expects to have a comprehensive matrix completed next week that
consolidates all of the existing programs with the desired programs that were identified at the open
house, in suggestion boxes and at public meetings. Each program is categorized, which allows
sorting for analytical purposes. Answers to identified questions are being sought. One challenge is
managing people’s expectations.
Mr. Himmel is using Microsoft Outlook to simulate a scheduling program. This effort is being
coordinated with staff, who currently use scheduling programs such as MySeniorCenter, to manage
their activities and use of space. It was noted that such software should tally participation because
these data are useful when applying for grants. The Use Policies that are being developed are an
important component for moving forward on Programs, requiring coordination between the two
sub-committees.
Safety/Security: In August, the Town will begin a comprehensive review of security in the schools,
town buildings, and LCC. This will include identifying the entrance/exit control points in the LCC
and evaluating how they will be managed. Motion sensors, and electronic “eyes”, which may
provide counts of those who pass by, were discussed. The Town is also updating its emergency exit
protocols, and these will be implemented at the LCC.
Fundraising: Tax exempt status for the LCC is being pursued by this Sub Committee. Ideas for
soliciting donations include offering naming rights, a concept that requires BoS authorization. It
was noted that programming needs and financial needs are inter-related and must be coordinated. It
was suggested that experienced fundraisers in Town may be willing to assist in helping plan how to
create a fundraising program. The Governance Sub Committee will be asking other Towns how
they handle fundraising. It was suggested that a list of needed items be identified; it should be
determined whether second hand items are acceptable. It was also suggested that there be a policy
for recognizing donors.
4.Brookline Visit:
Those who visited the Brookline teen center described what they learned. The
Director, Matt Cooney, was hired about a year before the facility opened. Teens participated during the
planning stages. The facility has age-restricted areas, so teens look forward to being allowed to
participate. There is a sound-proof music room with recording equipment; music is considered a key
component of the facility’s success. There was discussion about the needs of high school students as
compared to middle school students.
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5.Preservation Restriction Agreement:
Mr. Goddard reported that because the Town used Community
Preservation Act funds for purchasing the property at 39 Marrett Road, the Town must sign a
Preservation Restriction Agreement that will govern what can and cannot be done on the property. In
response to a question, Mr. Goddard said that the agreement will allow construction of two additional
structures on the property.
The Lexington Historical Society has been selected to be the holder of the agreement, which is being
developed by the Town and legal counsel. Mr. Forsdick noted that the Historical Society is an advocate
for historic preservation. Mr. Goddard explained that this is a rehabilitation project, which is the
process to make a historic structure efficient in a compatible use, while preserving portions or features
which convey its historical value.
Mr. Goddard described several suggestions made by the Historical Society that were in conflict with the
current SBA plans for the building. This Committee visited the south end patio to discuss and evaluate
the differing ideas for allowing wheelchair access to the garden area. The current plan, adding an
accessible ramp, been reviewed with the Commission on Disability.
There was a motion and second to recommend no changes to the existing reconstruction designs of the
building. These include retaining the current plans for the wheelchair ramp to the garden and allowing
flexibility in the future use of the conference room and office on the second floor at the northwest end of
the building. The motion passed. VOTE: 4-1-1.
6.Adjourn:
A motion was made and seconded to adjourn the meeting at 3:16 .. The motion passed.
PM
VOTE: 6-0
These minutes were approved on October 3, 2014.
Materials distributed/used at the meeting:
Public Meeting Agenda, May 28, 2014, AhCCAC
Governance/Operations Sub Committee of the Ad hoc Community Center Advisory Committee
(AhCCAC),May 12, 2014 Minutes
Governance/Operations Sub Committee of the Ad hoc Community Center Advisory Committee
(AhCCAC), May 22, 2014 Minutes
Ad hoc Community Center Advisory Committee (AhCCAC), Programs Group, Minutes of Meeting of
May 14, 2014
Ad hoc Community Center Advisory Committee (AhCCAC), Programs Group, Minutes of Meeting of
May 28, 2014
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