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HomeMy WebLinkAbout2014-12-03-CCAC-min �y„ :. TOWN OF LEXINGTON Ad hoc Community Center Advisory Committee (AhCCAC) APPo'L I4' Minutes Date December 3, 2014 Place and Time- Selectmen's Meeting Room, Town Office Building, 4.30 p.m. Members Present Michelle Ciccolo (Board of Selectmen), Chair Harry Forsdick, Laura Hussong, Jon Himmel(Chair, Permanent Building Committee) Florence Koplow- Leslie Zales Member(s)Absent Betty Borghesani Liaisons Present Staff Linda Vine,Vice Chair of AhCCAC, Town Manager's Office Karen Simmons, Recreation, Charlotte Rodgers, Human Services, Dormda Goodman, Information Technology Committees Joe Pato, Board of Selectmen (BoS) Wendy Manz, Capital Expenditures Committee (CEC) Glenn Parker, Chair, Appropriation Committee Liaisons Absent(liaisons only attend as-requested and as-available to address relevant agenda items) Staff Chns Filadoro, Department of Public Works, John Mazerall, Police Department; Shawn Newell, Department of Public Facilities (DPF) Chief John Wilson, Fire Department; Koren Stembndge, Library Committees Jessie Steigerwald, School Committee Also present Carl Valente, Town Manager Pat Goddard, staff, DPF Mark Barrett, staff, DPF Sheila Butts, staff, Recreation, Kelly Axtell,Human Services,Nancy Adler, Chair, Council on Aging Board (COA) David Kanter, CEC Bob Pressman, resident; Bob Gaudet,resident Recording Secretary Sara Arnold The meeting was called to order by Ms Ciccolo at 4 35 P.M. 1 Fiscal Year(FY) 2016 Budget Submission and Staffing: Mr Valente reported on the discussions he has been having with staff to identify how operating the Community Center will be incorporated into the Town's organizational structure This information has not yet been shared with the BoS he is first discussing concepts with the vanous stakeholders, including this Committee, the COA Board, the Recreation Committee and the finance committees Using a draft working organizational chart,Mr Valente discussed having Ms. Simmons serve as the Director of Recreation and Community Programs, a new position. He believes Ms Simmons has the vision and the ability to handle details that are cntical components for handling the current and new programs that are envisioned for the Community Center He envisions Ms Butts continuing as the Assistant Director of Recreation and reporting to Ms. Simmons He also anticipates creating two new positions. a Director of the Community Center,which would be a senior level position that would be charged with working on the programming aspects of the facility and would report to Ms Simmons, plus a new Administrative Assistant to provide support for the Director of the Community Center Ms Vine commented that the new Administrative Assistant would be managing the front desk and overseeing everything that is happening in the building Mr Valente added that other positions shown on the chart would be filled by current staff and that some additional custodial staff may be required. Mr Valente noted that without a Special Town Meeting (STM), filling the new positions in FY2015 is problematic Calling a STM to be held immediately prior to the March Annual Town Meeting for non- Community Center purposes is being considered, and in this event, the Town can include a warrant article for a fund transfer that would make some FY2015 money available for Community Center staff. In this event,the recruiting process can begin as early as in January Then, assuming STM approval of the fund transfer, the hiring would proceed before June Mr Valente also discussed the Town's budget demands and indicated that this Committee's recommendations for increased programming in FY2016 is likely too aggressive for the existing financial constraints,but every effort will be made to work towards the goals this Committee has identified over time In response to questions, Mr Valente explained that the Human Services Department will continue to provide its programs at the Community Center He noted that these staff members tend to have a strong clinical background in social services, and those positions are still needed. He added that some of the current Human Services clerical staff may transfer into positions identified on the working chart. It was recommended that the Human Services Department be shown on the working organizational chart. There was discussion about the need for strategies that lead towards new programs for people of all age groups, including the senior citizens and youth. This included comments/concerns related to the limits on expanding the programming hours in FY2016 Comments included. • People in town are expecting something new • The Community Center won't address the needs of those who work if it is only open during week days. • A survey indicated that residents are looking for family programs, which translates into weekend programs • The idea was to have something that is new and different that generates excitement,not Just the same programs in a different location. • New multigenerational programs are needed. • The new building is a big asset to leave closed Just because of staffing needs • The hours of operation need to be identified so that they can be publicized, responses will inform the Town about interest in using the facility during off-peak hours • The facility should be welcoming with an easy, affordable process for using it. In response to concerns, Mr Valente commented that • The Town has many programs, and they should all be identified on a coordinated website regardless of where they are held. This would demonstrate the broad range of opportunities that the Town offers. • It will be particularly helpful to have this Committee's recommendations on how to handle non- Town sponsored programs,which is a complex issue Use of the library is currently free while there are fees associated with the use of the schools or Cary Memorial Building by non-town groups, rules for using space at Town-owned facilities need to be coordinated. The Town has never used a sliding scale for for-profit or personal use of Town facilities • The use of technology to support the programs is still being explored. • Ms Simmons is working on programming needs for 6-12 months from now • Program funding is complex. Recreation Department programs are subsidized by the recreation revolving fund. Options for covering the indirect costs for Human Services programs need to be explored. Ms Simmons is talking to directors of community centers in other towns to get examples of program and financial models,meetings are being scheduled to discuss these Mr Valente asked that this Committee provide comments on the staffing structure within two weeks, at which point he anticipates making a presentation to the BoS He commented that the execution of this is critical, and he plans to take advantage of staff support and experience to "get it right" 2. Construction Update: Mr Barrett reported that Community Center renovations are on schedule it is anticipated that the inside work will be completed in mid-April. May is targeted for occupancy,while outside work will continue into early June More specifically,he reported the following • The inside demolition is 98% complete • The structural floor work is 90% complete • The concrete floor had to be opened for plumbing work and the addition of a grease trap • 90% of the new walls on the ground floor have been installed, construction of walls on the first floor has started, construction of walls on the second floor is expected to start in about a week, • 60% or the rough electrical work is complete • The attic duct work is nearing completion, • 30% of the rough plumbing work is complete • There was more rotted wood around some of the windows than expected,but this has been addressed, • The gutters and down spouts need to be checked, • Caulking around the doors and windows will be completed in the near future • The excavation work and wall installations needed behind the facility are complete • Repointing the brick will be done in the spring, • An energy recovery ventilator is being installed, • Despite some unexpected defects in the building, the project is within budget. 3 Sub-Committee Updates. Ms Vine reviewed her memo that summarized the work done by the working groups and identified the next steps The following comments were added. • Technology The best technology for enhanced cell coverage in the building is still being researched. Identification of other technical elements is being pursued with assistance from the Information Technology Department. • Safety Shawn Newell is providing staff support for this group It was noted that having access to the lower level of the building,where there will be a large exercise room,would be valuable dunng off-peak times as well as dunng regular hours,but this requires appropriate staffing and security • Interiors A consultant is assisting with furniture options and placement. A meeting with the Friends of the COA to discuss their possible contributions is anticipated. • Public Relations/Publicity A plan for opening celebrations needs to be developed. "Teasers" on the website were suggested. Mr Forsdick reported that he has taken photos of the progress that is being made, and they will provide an interesting historical perspective • Fundraising A short list of desired items that are not in the budget should be created, i e , two pool tables Donations need to be sought. It was suggested that room-naming rights might provide an incentive for such contributions It was also noted that it may be possible to coordinate a fundraising effort with the COA's annual appeal. If a 501-3c entity is created, there need to be board members • Programming The use of the Estabrook Elementary School Annex for after-hours programs needs to be evaluated. • Governance The importance of Mr Valente's draft working organizational chart including the Human Services Department was noted. There was discussion about the anxiety some senior citizens are experiencing because of the anticipated move to the new facility The concerns include • It is generally accepted that a Community Center fix-it shop may be used by non-senior citizens, but the equipment in the current fix-it shop was donated by the Friends of the COA It isn't clear how this will be handled. • Those who run the Window Pane Shop want to sell used clothing, and they have been concerned that this won't be supported at the new center It was noted that this had been recently resolved with assurances that used clothes could continue to be sold,but there are also issues about the financial management of the store There needs to be accountability • There is worry about the cost of classes, the COA classes are currently subsidized,making them affordable,but it isn't clear what will happen at the new facility • There is concern about a possible change in the meal program 3 It was agreed that the transition process requires inclusive language and sensitivity to the issues Ideas for supporting the thrift shop concept were mentioned, including asking those who currently run the shop to meet with a few members of this Committee It was suggested that attitude changes will likely evolve 4 Future Meetings. It was agreed that a joint meeting with the COA Board would be advisable It may also be advisable for this Committee to hold a moving-strategy meeting 5. Minutes A motion was made and seconded to approve the October 14, 2014 Minutes The motion passed. VOTE 4-0-1 6. Lexington Council for the Arts Proposal. It was agreed that discussion of this report would be postponed until a future meeting 7 Adjourn A motion was made and seconded to adjourn the meeting at 6 40 P.M. The motion passed. VOTE 5-0 These minutes were approved on March 30, 2015 Materials distributed/used at the meeting. Public Meeting Agenda, December3, 2014, AhCCAC Draft Working Organizational Chart, presented by Mr Valente Ms Vine memo to Ms Ciccolo, re status of the Working Groups & Identified next Steps, October 27, 2014 Lexington Community Center, Art Considerations, prepared by Lexington Council for the Arts, June 20, 2014 4