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Home My WebLink About2015-04-13-CCAC-min TOWNOFLEXINGTON AdhocCommunityCenterAdvisoryCommittee(AhCCAC) Minutes Date: April 13, 2015 nd Place and Time: Public Services Building, 2 Floor Training Room, 8:30 a.m. Members Present: Michelle Ciccolo, AhCCAC Chair; Board of Selectmen (BoS) member; Betty Borghesani; Harry Forsdick; Jon Himmel, Permanent Building Committee; Florence Koplow; Leslie Zales Member(s) Absent: Laura Hussong Liaisons Present:Staff: Linda Vine, AhCCAC Vice Chair; Town Manager’s Office; Karen Simmons, Recreation and Community Programs; Charlotte Rodgers, Human Services; Committees: David Kanter, Capital Expenditures Committee (CEC); Glenn Parker, Appropriation Committee (AC) Liaisons Absent (liaisons only attend as-requested and as-available to address relevant agenda items):Staff: Shawn Newell, Department of Public Facilities (DPF); Chris Filadoro, Department of Public Works; Dorinda Goodman, Information Technology; John Mazerall, Police Department;Koren Stembridge, Library; Chief John Wilson, Fire Department; Committees: Joe Pato, BoS; Jessie Steigerwald, School Committee Also present: Shirley Stoltz, Friends of the COA; David Williams, Dana Home Foundation; Mark Barrett, DPF; Sheila Butts, Recreation Recording Secretary: Sara Arnold The meeting was called to order by Ms. Ciccolo at 8:37 a.m. 1.Minutes: There were some corrections and clarifications requested for the March 30, 2015 draft Minutes. A motion was made and seconded to accept the March 30, 2015 Minutes, as amended. The motion passed. VOTE: 6-0. 2.Furniture Update: Mr. Barrett reported that the Town is using state contracts to purchase furniture for the new Lexington Community Center (LCC). He reviewed the progress that has been made, as follows: Lobby Furniture: Bids have been received for lobby furnishings, and the quotes fall within the budget. One proposal is $4,000 less than the other. The proposals are being reviewed. “Loose” Furniture: It is anticipated that about half of the LCC “loose” furniture needs will be addressed by relocating furniture from Lexington’s current facilities. An analysis to identify additional furniture needs will be completed within a week, and a purchase order to address those needs will then be issued. A six to eight week delivery time is anticipated. “Mansion” Furniture: Bid packages for this furniture were prepared by the architect last year, providing a rough idea of anticipated costs. A group of senior residents, some with mobility challenges, joined staff on a visit to an assisted living facility in Andover to look at potential furniture. Ms. Stoltz reported that a vote on this has not been taken, but the FCOA has discussed donating approximately $50,000 for furnishing the “mansion” area of the LCC. She noted that the FCOA process takes time, and the Dana Home Foundation has been contacted with a request for financial assistance. Mr. Williams added that the Dana Home Foundation is interested in seeing furniture that is flexible and does not look institutional. He and Ms. Ciccolo also spoke of using art to enhance the ambiance of the facility; there have been discussions with the Arts Council. 3.Equipment Update: Ms. Simmons reported that she has been working with Carl Valente, Town Manager, to identify funds for purchasing cardio-equipment. A proposal to use $30,000 from the Recreation Enterprise Fund will be presented to the Annual Town Meeting (ATM) on Wednesday evening and supplemented with $30,000 from the Board of Selectmen’s Gift Account. 4.Governance Update: Ms. Borghesani reviewed draft material developed by the Governance Sub- Committee to provide guidance as the Town develops its LCC policies. The material focused on use policies for the LCC, including use by Lexington’s youth. Discussion included the following comments: It isn’t possible to create policies that are specific to all the potential uses of the LCC. Residents are asking about holding special events at the LCC. Use policies should be consistent for all the Town’s facilities, including the schools and library. Any printed policies should include the caveat, “Subject to change”. There are several interrelated factors that need to be considered: the size of groups that can reserve space on a regular basis and how far ahead such reservations can be made. Guidelines for advance reservations should not prohibit last minute requests. If the policies make reference to non-profits, there needs to be a clear definition of what constitutes a non-profit; this should be reviewed by legal counsel. Fee structures for using space must be developed; there may be different rates for different categories of users. Room capacity and parking availability need to be considered when scheduling a large group. While the policies may prioritize groups that are eligible to use the LCC, the Community Center Director should have the authority to juggle usage to maximize use of the space. The Board of Health needs to assist in developing policies for use of the kitchen and dining areas. The LCC mission statement developed by this Committee provides an appropriate framework for helping develop use policies. The policies should incorporate the principles that this Committee ascribes to the LCC. Expectations need to be controlled to avoid disappointment. There are many issues associated with youth using the facility and the responsibilities of the Town relating to that use; the Town needs to find a balance that limits its liability but provides a welcoming environment. There needs to be some supervision of the youth, but parents also need to be accountable for their children’s actions. There needs to be discussion about allowing non-residents to use the facility. There was general agreement about the following: A person reserving space needs to be at least 18 years old; some youth groups will require an adult sponsor. Children under 10 years old need to be attending a class or be with an adult. There should be a LCC membership card that is available as soon after the facility opens as possible, even if the initial card is temporary. Those entering the LCC should sign in and ideally sign out; this would not include those who are only interacting outdoors. Membership cards and signing in will provide important data. If there is a medical incident, 911 will be called. Youth should be instructed to go to the Information Desk if they need assistance. Accommodating private special events should be postponed for a year. Staff need to prepare the use policies; the AhCCAC is only providing general guidance. Ms. Vine agreed to help further develop this Committee’s recommendations based on information provided at this meeting. 2 thth 5.Next Steps: Ms. Ciccolo announced plans for two “hard hat” tours: April 14 and 16 at 4 p.m. Various committee and board members and representatives from Town organizations have been invited to attend. A “wish list” of unfunded items will be made available at the tours. It was noted that the Rotary Club has already volunteered to donate $17,000 for the billiards room. It was also noted that unrestricted gifts will be encouraged, and there may be opportunities for naming rights. th It was agreed that the next meeting of this Committee would be on May 6. A list of action items to precede moving in should be identified at that time. 6.Adjourn:.. The motion passed. A motion was made and seconded to adjourn the meeting at 10:29 AM VOTE: 6-0 These minutes were approved on May 6 , 2015. Materials distributed/used at the meeting: Public Meeting Agenda, April 13, 2015, AhCCAC Lexington Community Center Use Policy; DRAFT-Discussion purposes only Children in the LexCC; DRAFT 3