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Home My WebLink About2013-10-11-CCAC-minTOWN OF LEXINGTON Ad hoc Community Center Advisory Committee (AhCCAC) Minutes APM 19^ Date: October 11 2013 Place and time: Cary Memorial Building, Estabrook Hall, 9:00 A.M. Members Present: Michelle Ciccolo, Chair; Laura Hussong; Florence Koplow; Leslie Zales, Mary Ellen Alessandro Members Absent: Betty Borghesam; Harry Forsdick Liaisons Present: Linda Vine, Vice chair of AhCCAC, Town Manager's Office; Charlotte Rodgers, staff, Human Services; Norm Cohen, Board of Selectmen; Jon Himmel, Permanent Building Committee; David Kanter for Beth Masterman and then (at 9:15 A.M.) replaced by Ms. Masterman, Capital Expenditures Committee; Glenn Parker, Appropriation Committee; Dorinda Goodman, staff, Information Technology Liaisons Absent (liaisons only attend as- requested and as- available to address relevant agenda items): Alessandro Alessandrini, School Committee; John Wilson, Chief, Fire Department; John Mazerall, Police Department; Chri s Filadoro, staff, Public Works; Shawn Newell, staff, Public Facilities; Koren Stembridge, staff, Library; Karen Simmons, staff, Recreation Consultant Representatives Present from Steffian Bradley Architects (SBA): Teresa Wilson; Joe Sirkovich Also present: Pat Goddard, staff, Facilities; Sheila Butts, staff, Recreation; Barbara Deveau, staff, Human Services; Joel Adler, Town Meeting Member; Carroll Ann Bottino, Council on Aging (COA) Board; Nancy Adler, Chair, COA Board; Carol Snell, Friends of the COA; Jane Olson, resident -COA advocate; Steve Daniels, resident -COA advocate; Jerri O'Neill, resident -COA advocate; Fred Johnson, Ad hoc Cary Memorial Building Renovation Design Committee Recording Secretary: Sara Arnold The meeting was called to order by Ms. Ciccolo at 9:06 A.M. 1. Opening Comments: As part of the outreach effort, LexMedia is recording this meeting and will continue to record meetings when possible. They have also committed to recording the two outreach meetings scheduled for October 22 and October 28. It was noted that if those meetings are held in Baffin Hall they can be broadcast live. 2. Minutes: In response to a request by Ms. Vine, minutes from this Committee's meetings will reflect the fact that staff liaisons attend on an as- needed/as- available basis as determined by the Agenda. It was moved and seconded to approve the Minutes for September 27, 2013. The motion passed. VOTE: 5 -0 It was moved and seconded to approve the Minutes for October 3, 2013, with two clarifications: the first relating to the need to develop a uniform message when communication items are being distributed; and the second to include the essential content in "Recommendation 3 "which was a recommendation for the Board of Selectmen to move Recreation concurrently with Human Services during the first phase of the building occupancy. The motion passed. VOTE 5 -0 3. Document Review: Two documents recently distributed by email were discussed: User Group Outreach List: Ms. Ciccolo noted this is an effort to get an understanding of the types of groups that are interested in using the Community Center; it does not identify all programs that eventually will take place at the center. Proposed 2013 Meeting Schedule and Work Plan Revised 101112013 [sic]: ➢ There are two typos: the revision date is 10/11/2013 (not 10/1/13) and the tour on October 17, 2013 is in Belmont (not Brookline). ➢ The timeline for Phase 1, i.e. the interim phase that is expected to go into effect in approximately six months, contingent on funding approval by the November 4, 2013 Special Town Meeting (fall 2013 STM), includes: • October 21S This Committee will update the Board of Selectmen. The date will be added to the Work Plan. • Late October: Community Preservation, Appropriation and Capital Expenditures Committees will each be meeting before the fall 2013 STM to vote on their positions regarding the Phase 1 Community Center funding. These dates will not be added to the Work Plan because the AhCCAC will not be attending those meetings. ➢ The timeline for Phase 2, i.e. the long term plan, contingent on funding approval by the spring 2014 Annual Town Meeting, includes: • October 22 d : an evening meeting for soliciting comments from stakeholders and the general public when this Committee should focus on listening. The information gathered will assist in preparing the long term plan. • October 28 a meeting when SBA will present questionnaire results. • November 12 evening meeting for stakeholders and the general public to provide additional comments on the draft Space Needs Analysis. • Early December: targeted for completing the identification of the size and scope of Phase 2, including the need for an addition of a large, multi - purpose space or other elements in the long -term build -out. • January: targeted for gathering financial information to be used in the funding request at the spring 2014 Annual Town Meeting. ➢ Ms. Koplow noted that the Harwich Community Center is particularly impressive and asked if it would be possible to invite the Harwich Community Center Executive Director to a meeting to speak. Harwich is two hours away, but when the Community Center Task Force (CCTF) was still meeting, the Executive Director offered to come to Lexington to speak. Ms. Ciccolo said she would keep this in mind, but at the moment there is little leeway in the schedule. It was agreed that Committee members should read the Harwich section in the CCTF report. ➢ While developing Phase 2 of this project, this Committee will continue to get updates on Phase 1. 4. Guiding Principles from CCTF Final Report 10/26/12: Ms. Hussong presented a PowerPoint summary of the CCTF report, describing the process the committee pursued when developing guiding principles. Ms. Wilson said that, in general, guiding principles should reflect the mission and core values of the project and provide the basis for making decisions. She added that the CCTF guiding principles are a good starting point for this project. The program objectives and space needs should be developed later. ACTION ITEM: Ms. Koplow and Ms. Hussong agreed to develop an introduction and incorporate some additional substance to the CCTF Guiding Principles and present their draft back to the committee. 5. Staff and Liaison Reports: A structural analysis of the building is currently being pursued. The cost estimates for Phase 1 of the Community Center project should be finalized next week for presentation to the Committee at its next meeting and then the Selectmen on October 21S The Community Preservation Committee will discuss the funding for the project on October 24 It needs to be determined whether all of the costs are Community Preservation Act eligible, which elements it will recommend to the fall 2013 STM for funding from the Community Preservation Fund and therefore how much must come from the general tax levy. If that STM approves funding for the project, those funds become available five days after the close of Town Meeting, allowing the design process to begin. 6. Communication Plan: After verbally clarifying some of the text, and replacing the word "kids" with children, there was a motion and second to finalize the communication plan. The motion passed. VOTE: 5 -0 8. Adjourn: The meeting was adjourned at 10:21 A.M. These minutes were approved on October 17, 2011 Materials used /distributed at the meeting: ➢ Public Meeting Agenda, October 11, 2013, AhCCAC ➢ User Group Outreach List; updated 1011012013 ➢ Proposed 2013 Meeting Schedule and Work Plan Revised 10/1112013 ➢ Guiding Principles from CCTF final Report, 10126112, compiled by SBA ➢ AhCCAC Communication Plan, Draft for Discussion 10/11/13 ➢ Lexington Community Center Questionnaire, prepared for the 10/11/13 meeting ➢ PowerPoint Slides based on the CCTF report, prepared by Laura Hussong ➢ Natick Community Center, Report of September 27, 2013 visit