July 7, 2016 – 6:00 – 8:00 p.m.

McLean Community Center1234 Ingleside Avenue

McLean, VA 22101

MCC Annual Planning Sessionfor 2016-2017 Board Term

Agenda

6:00 – 7:00 p.m. Introductions, Ice Breaker, and “Boxed Meal”

7:00 – 7:05 p.m. Review Mission, Vision, and Values

7:05 – 8:00 p.m. Identify 2016-2017 MCC Priorities for

Business Units/Committees

1. Description of Process

2. Review Proposed Goals from Committees/Staff

3. Input from Participants

4. Consensus on MCC Priorities for 2016-2017

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Participants

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MCC Staff Members MCC Board Members

Sabrina Anwah Ellen Barial Sam Gollob Kat Kehoe

Andrew Carter Jonathan Davis Paul Kohlenberger Quentin Levin

Sydney Duberstein Jennifer Garrett Merrily Pierce Chad Quinn

Lindsey Hogan Nadia Jaff Jen Rossman Debbie Sanders

Andrew Jennings Mike Kalmar Lathan Turner Laurelie Wallace

Ashok Karra Justin King Desi Woltman

Anne McAfee Joe McGovern

Peggy Moore Catherine Nesbitt Office of Dranesville Supervisor

George Sachs Maggie Shea Jane Edmondson

Robin Walker

McLean Project for the Arts

Lori Carbonneau

Session Objectives

Review and understand MCC’s Mission, Vision, and Values.

Identify priorities for the MCC Governing Board and Staff for the 2016-2017 board year.

Give direction to Board Committees and Staff in developing annual Goals and Measures from this year’s priorities.

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The Fundamentals: Mission, Vision and Values

Mission: To provide a sense of community by undertaking programs; assisting community organizations; and furnishing facilities for civic, cultural, educational, recreational, and social activities apportioned fairly to all residents of Small District 1A, Dranesville.

Vision: The McLean Community Center is a “hub” for McLean’s community!

Values: Stewardship, Accountability, Continuous Improvement, Respect, Teamwork, Quality, and Transparency.

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Living our Values –The “Why” Behind the Goals

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Stewardship: of

MCC's funds, resources, and

assets.

Respect: for each other and

the residents we serve.

Accountability: for creating

services of value to our

tax district residents.

Teamwork: so as to

accomplish our goals.

Resourcefulness: in utilizing

all available resources.

Quality: provide high-quality

services in a courteous manner.

MCC’s Three Pillars for 2016-2017

Internal

Alignment

External

Alignment

Financial

Stewardship

Reinforce a clear

understanding of roles

and responsibilities,

established engagement

processes, and a shared

view of success.

Foster strong relations with

our community by robustly

providing public

information, seeking public

input and adapting to meet

emerging community needs.

Improve our financial

position and increase

transparency and

accountability

regarding MCC’s

fiscal matters.

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Annual Plan One page Living Plan on MCC Mission, Vision, Values, Goals for the year, and Measures.

What it is What it is not

• A Living Plan that we return to

for tweaks, adjustments, and

audits.

• A static Plan which gets filed away.

• A plan which sets our foundation

(e.g. Vision, Mission, and Values)

while focusing on our operating

goals for the new fiscal year.

• A Strategic Plan looking out the next

3-5 years.

• A plan focused on the vital few

priorities to measure.

• A Comprehensive Plan attempting to

measure everything.

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Board – Staff Internal Alignment

Board – Staff Roles

Staff and Board Protocols

Business Units: Administration

• Implements board policies.

• Oversees all MCC operations.

• Provides leadership for staff.

• Advises and supports

governing board.

• Promotes a positive work

environment.

• Performs internal audits of

MCC program areas.

• Tracks facility usage and needs.

• Oversees public information

activities.

• Leads MCC’s community

involvement.

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Business Units: Facilities

• Supplies space to host programs and activities.

• Schedule space for internal programs.

• Handles request for space from others.

• Maintains facilities.

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Business Units: Finance• Develops budget with Executive Director and staff.

• Performs financial audits.

• Prepares financial reports.

• Oversees accounting transactions.

• Supports purchasing and contracting procedures.

• Provides front desk staff to serve patrons.

• Provides comprehensive confidential services for personnel, payroll, and benefits.

• Ensures County procedures and regulations are followed.

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Business Units: Programs –Events

• Special Events

• Children's Events

• Provide a variety of events and leisure

services for all ages.

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Business Units: Programs –Instructional

Instructional Unit expands community involvement in the

programming of the McLean Community Center’s:

• Classes

• Workshops

• Specialty Weeks

• Tours

In order to create a sense of community pride through

learning and recreational activities.

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Business Units: Programs –Performing Arts

Performing Arts provides high-quality,

diverse and balanced performance seasons

for the residents of Small District 1A-

Dranesville and provides the community

with low-cost opportunities to see high-

quality performances.

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Business Units: Programs –Youth and Teen

Youth and Teen Programs include:

• The Old Firehouse

• Youth and Family Events

• Camp McLean

• School Break Camps

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Business Units: Public Information Office

Provides public relations, publication and marketing services to the Center as a whole, the Governing Board and the program division staff of MCC.

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Role of Capital Facilities Committee (CFC)

CFC reviews and approves all staff proposals for major equipment purchases or improvements, major capital improvements or replacements, and major maintenance and repair expenses and, as needed, makes recommendations to the full Board for approval.

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Proposed Annual Plan Goals: Capital Facilities Committee• Monthly renovation status reports from County’s project

management team.

• Monthly capital projects updates for teen center.

• Ensure timely communication to public about renovation status and impacts on operations (with Communications).

• Develop plan for moving offsite during renovation.

• Work with other committees on requests for donations for add alternates and other projects related to the renovation.

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Role of Communications Committee

Communication Committee advises on matters pertaining to communications, marketing, and information technology and, as needed, makes recommendations to the full Board for approval.

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Proposed Annual Plan Goals: Communications

• Achieve right balance around communications on the renovation (with CFC).

• Achieve right balance around communications on programming issues (with Program Committee)

• Expand focus groups to power users of MCC services and to residents who do not participate in MCC programs; use outside professional to facilitate groups.

• Continue outreach to residents concerning MCC Governing Board elections, and related events.

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Role of Elections & Nominations Committee (ENC)

ENC is in charge of matters related to the election of board members and the nomination of officers for the coming year.

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Proposed Annual Plan Goals: Elections & Nominations • Raise awareness of MCC Governing Board elections,

and related events.

• Achieve competitive slates of candidates.

• Increase staff support for absentee voting.

• Attain co-sponsors for adjunct election process activities.

• Review election processes and procedures.

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Role of Executive Committee

The Governing Board Chair, Vice-Chair, Secretary,

and Treasurer comprise the Executive Committee.

It is charged with reviewing all personnel

proposals involving regular staff, including training

and conferences. In addition, it is responsible for

the Fairfax County Employee Performance

Evaluation for MCC Executive Director.

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Proposed Annual Plan Goals: Executive • MCC Board Members are active participants in MCC life.

• Board members continue to be ambassadors for MCC.

• Achieve surplus operations budget to ensure sufficient reserves for future needs.

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Role of Finance Committee Finance Committee reviews and gives preliminary approval of

• The overall budget proposal prepared by MCC staff

• Recommends adjustments to the budget during a fiscal year

• Recommends policy changes

• Makes its proposals to the full Board for approval

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Proposed Annual Plan Goals: Finance

• Follow the timeline for preparing the FY18 budget that was adopted by the Finance Committee, based on recent years’ extension of time for public comment.

• Provide regular updates on budget and its management (actual versus budgeted), including capital projects.

• Investigate new sources of revenue, in part to create opportunities for renovation enhancements.

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Role of Program Committee

The Program Committee reviews program expenses and revenue projections, recommends policies related to MCC’s programs and, as needed, makes recommendations to the full Board for approval.

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Proposed Annual Plan Goals: Program

• Review and update booking policies and room rental rates.

• Continue to track and report on program participation (resident vs. nonresident rates and satisfaction/recommend rates).

• Develop and implement internal metrics for programs’ financial and programmatic viability.

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