HomeMy WebLinkAbout2013-06-25-CCAC-minay +AORhi
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i y TOWN OF LEXINGTON
Ad hoc Community Center Advisory Committee
Date: June 25 2013
Place and time: PublicServicesBuilding, Training Room, 5:30 P.M.
Members Present: Michelle Ciccolo, Chair; Mary Ellen Alessandro; Betty Borghesam; Harry Forsdick; Laura
Hussong; Leslie Zales
Member Absent:Florence Koplow
Liaisons Present: John Wilson, Chief, Fire Department; Karen Simmons, staff, Recreation; Koren Stembridge,
staff, Library; Charlotte Rodgers, staff, Human Services; Jon Himmel, Permanent Building Committee; Chris
Filadoro, staff, Public Works; Shawn Newell, staff, Public Facilities; Beth Masterman, Capital Expenditures
Committee; Eric Michelson, substitute for Glenn Parker, Appropriation Committee
Liaisons Absent: Alessandro Alessandrim, School Committee; John Mazerall, Police Department; Linda Vine,
Town Manager's Office
Also present: Mark Barrett, Facilities; Pat Goddard, Facilities; Deb Manger, Board of Selectmen; Nancy Adler,
Council on Aging; Fred Johnson, Center Committee and Cary Hall Renovation Committee; Jane A. Trudeau,
Friends of the Council on Aging
Recording Secretary: Sara Arnold
The meeting was called to order by Ms. Ciccolo at 5:35 P.M.
1. Introductions: Those present introduced themselves and described their affiliation and/or background.
2. Review of Committee's Charge: The following points were made:
• There will be some minor changes made to the charge at the next Selectmen's meeting.
• Many committees and boards have a role in this process, and this Committee will not try to duplicate their
roles or efforts.
• Community outreach will be an important component.
3. Timeline:
• July 3: A Request for Qualifications for an architectural firm will be issued; the task of that firm will be to
identify the initial work required to allow occupancy by the end of January 2014 of the Marrett Road
facilities being purchased by the Town.
• Early August: Target for selecting an architectural firm.
• November 4: Date on hold for a Special Town Meeting, which will likely include a Warrant Article to
fund basic changes to the Marrett Road facilities that allow them to be converted from private to public
use.
• November 30 (projected): Closing on Town's purchase of the Marrett Road properties. Occupancy is
required within two months of that closing to avoid insurance liabilities.
4. Tasks:
• The following materials will be made available to the Committee:
➢ Community Center Task Force reports, data, and other relevant background.
➢ The Recreation Department's survey results.
➢ The Recreation Department's Strategic Plan after a July 29 presentation to the Selectmen.
A date to tour the Marrett Road Facilities will be selected based on a Doodle poll.
Staff members will identify programs and/or departmental operations that can be moved into the buildings,
preferably within two months after the closing date; selected programs will be influenced by:
➢ Fiscal Year 2014 budget constraints.
➢ The architectural work that will identify initial areas of the building suitable for occupancy.
➢ The desire to serve a wide range of groups that are representative of the different demographic,
cultural, age, and socio - economic breakdown of the Town when the facility first opens in order to
make a best -faith effort to be an integrated community center from the start.
Options for visiting successful community centers in other towns will be pursued.
A Doodle poll will be used to select the neat meeting date; agenda items, if any, should be sent to
Ms. Ciccolo.
5. Open Meeting Law: There was a review of the Open Meeting Law requirements.
6. Adjourn: At 7:12 P.M., it was moved and seconded that the meeting adjourn. Vote: 6-0
Minutes approved on August 16, 201.3
Materials used at the meeting:
➢ Agenda for June 25, 2013, Meeting of the AhCCAC
➢ Charge to the AhCCAC, April 22, 2013
➢ Roster of the AhCCAC, June 13, 2013
➢ Town Clerk's Packet: June 24, 2013 letter and Open Meeting Law Materials