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HomeMy WebLinkAbout2016-09-22-CCPAC-minLexington Community Center Program Advisory Committee Minutes of Meeting September 22, 2016 A meeting of the Community Center Program Advisory Committee was held on Thursday, September 22, 2016 at 7:00 p.m. at the Lexington Community Center, 39 Marrett Road, Lexington. Meeting Attendees: Members - Nancy Adler, Alessandro Alessandrini, Dan Palant, Lisah Rhodes, Nancy Shepard (Chair), Archana Singhal, John Zhu Ex- Officio Member Attendees: Karen Simmons (Director of Recreation & Community Program), Sheila Butts (Community Center Director), Charlotte Rodgers (Director of Human Services) Other Attendees — Harry Forsdick The meeting was called to order at 7pm. Committee members and attendees introduced themselves. 1. Citizens and Other Board None Present at start of meeting 2. Minutes of September 22 The minutes from the June meeting were reviewed and unanimously accepted. 3. Directors Report • As of the end of the fiscal year in June, there were 99,000 visitors to the Community Center (CC). The number of programs is increasing and there is good attendance at programs. • Rental Fees: o The town has been working on a universal rental policy for town buildings. The Board of Selectman (BOS) will be reviewing the suggested fees for the CC at their meeting on Monday. Meetings have been scheduled at the CC by 250 different groups since the opening. These groups have been notified that fees may apply to their use of the building going forward. With BOS approval, the fees will start sometime in October. There will be a new town - wide form to use for building usage and it will be available on line. o Harry Forsdick wanted to know if there will be a universal policy for the use of all buildings in town and who would determine how fees would be applied or waived. o Archana expressed concern that fees be very transparent so that a group planning an event would know the full expected cost of using one of the town buildings. o Sandro and John suggested that it would be helpful for citizens to feel that there is uniformity and a consistent policy. o Sheila explained how the Library and Town Manager's office review requests for waiver of fees. o Karen reported that the CC ran a $200,000 deficit in FY2016, and that the fees from room rentals will somewhat help to offset this. The goal for the CC is to be self - supporting within five years. • Sheila reported that the CC sponsored and end of summer party on August 26th that was attended by more than 300 people. Many families attended. The Lexington Lion's Club sponsored the event and there was a movie shown outside and food was available. Other Family Fun nights are planned. • Publicity and How to Increase Participation and Awareness with Lexington Residents: o Sheila explained the ways that people can learn about what is happening at the CC: o Town Website, Program Brochure that is mailed to every home, Colonial Times has 2 pages in every issue that the CC can use, Constant Contact mailings, School List Serves, PTA/PTO networks, the Superintendent's office, Facebook Page. o The IT department is working on -line list of activities and a community wide calendar, if possible. o Archana and John suggested that information could be sent out on the list serves for the Indian, Chinese and Korean communities. o Dan suggested that we all try and think of ways that the groups we represent can interact. o Nancy Adler reminded us that in addition to the groups we specifically represent on the CCPAC, we also represent all town residents. • Charlotte reported that there is a new position of Volunteer Coordinator that is being funded by the Dana Home Foundation. The candidate for that position should be starting soon. 4. Next Steps /New Business • It was decided that the meetings would be held on the 3rd Thursday of each month with the exception of April, because of school vacation. A list of the meeting dates was sent to all members and Room 237 has been reserved for all the meetings. o The next Community Center Program Advisory Committee meeting will be held on October 20 at 7pm. o Sheila would welcome suggestions for any party or family fun night ideas. o Sandro suggested that we should think about what uses for the Carriage House with the idea of getting something on the Town Warrant to get CPA funds for a feasibility study. o Nancy Shepard will meet with CC staff to determine what information should be provided to committee members to help all of us getting a better understanding of CC operations and activities. Meeting adjourned at 8:35.