Community Center Facilities Committee Meeting

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Meeting date: 
Friday, January 8, 2016

 

HARWICH COMMUNITY CENTER

FACILITIES COMMITTEE MEETING MINUTES

January 8, 2016

10:00 AM

 

 

Members present: Lee Culver, Brian Power, Bill Griswold, Ralph Smith

 

Also present: Carolyn Carey, Community Center Director, Richard Gunderson

 

  1. Meeting was called to order at 10:00 am.

 

  1. A motion to approve the minutes from the November 13, 2015 Facilities Committee meetings was made by Brian Power and was seconded by Ralph Smith.

 

  1. Ralph Smith gave the report from the Council on Aging. At the most recent COA Board Meeting, Board members discussed the need for more volunteers for the office. They also discussed the importance of providing additional recognition for their volunteers and all of the hard work that they do. The COA outreach coordinator also highlighted the huge success of the men’s breakfast as well as the progress being made with the hoarding program. Further, the Town Nurse gave a report showing that she is still working over 40 hours. Ralph Smith commented that she is doing a great job.

 

  1. The Recreation Commission has not met since November. They have begun opening the gymnasium on Saturday evenings until 10:00 pm which is going well. Many new people have joined the pickle ball program and the other recreation programs are also all doing well.

 

  1. New Business

 

  1. Budget – Sean Libby will discuss having the Highway Department and the Facilities Committee taking part of the Harwich Community Center budget. The Committee went through each budget line item. The Director will go over the new budget and forward the updates to the Facilities Committee. Following this review process, the Director will set up a meeting with the Town Administrator regarding the budget.
  2. The annual Town Report for 2015 has been submitted.
  3. The Director received a request from the Garden Club asking that she display their 2010 plaque recognizing their success. In response, the Facilities Committee has asked the Director to write a policy regarding club recognition to standardize the process for all clubs and organizations that use the Center.
  4. The Facilities Committee signed the conflict of interest document. Carolyn will bring the signed document to Anita Doucette.
  5. The Director announced the meetings scheduled to discuss room use fee increases for FY 17 with clubs and organizations. The meetings are scheduled for January 21, 2016 at 1:00 pm and at 6:30 pm. Lee Culver asked the Committee to try to make one or both meetings to hear community feedback on proposed changes.

 

  1. There was no Old Business to discuss.

 

  1. Director’s Update

 

  1. The front desk position is temporarily filled. The position will need to be posted to find someone to fill the position for the long term.
  2. The budget meetings for the whole Town are scheduled for February 27, 2016. The Director will send an email to the Committee informing them of the exact time the Community Center is scheduled for on February 27. The Facilities Committee is invited to attend this meeting.
  3. Winter weather information has been put together and is on display for patrons of the Community Center to see.
  4. Deputy Police Chief Tom Gagnon has reserved the Multipurpose room for the week of February 22-26 of 2016 for a police officer training. The Council on Aging has agreed to have the COA lunch in an activity room for that week. The officers have agreed to be out of the Multipurpose room by 12:00 PM on Friday, February 26, as another group has already reserved the space for that afternoon. Lee Culver has asked the Director to confirm whether the officers attending the training will be armed.
  5. Election dates have been sent to the Director by Anita Doucette. Lee has requested that the email specifying these dates be forwarded to the Facilities Committee.
  6. The Director informed the Committee that she has been getting several requests for room use by for profit groups and individuals. She wanted to reiterate the ruling to charge at least double the standard room use rates for these for profit groups. The Facilities Committee agreed with this ruling.

 

  1. Other Business - Lee Culver asked the Director to write a letter to Lincoln Hooper to determine the order in which the Community Center will be plowed, particularly in light of the fact that the Community Center serves as a back up shelter and houses the Meals on Wheels program.

 

  1. The next Facilities Committee meeting is scheduled for February 12, 2016 at 10:00 AM.

 

  1. The meeting was adjourned at 10:35 AM.