2014-09-23-AC-min - Laserfiche WebLink

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9/23/14Minutes Visitors’Center renovations, as discussed last spring, have been put on hold andarepart of the current discussions. Technical equipment and capabilities, such as copying machines and the ability to accept credit cards, are being discussed. The current cash register will continue to be used. The largest gift shop vendors have agreed to work with the Town. Stock for the gift shop has not been replenished recently, and this is a necessary first step. Orders are being placed this week. Even if the Visitors’Center wasn’t selling merchandise, it would still servean important role in the Town, and it would still need to be staffed. If the gift shop can’t cover the costs of operating the Visitors’Center, additional funding will be requested at the Annual Town Meeting, which will provide this Committee with an opportunity to revisit the undertakinginMarch. Concerns and comments expressed by members of this Committee included the following: Before paying the Chamber for the gift shop inventory, the Town shouldconsider offsetting the amount the Chamber owes the Town. Both short term and long termVisitors’ Centerneeds should be identified. To be successful, this enterpriseneedsinput froma merchandiser with retailexpertise. Information fromother Towns that operate Visitors’ Centerscould be useful. The Town should evaluate the pros and cons of operating the Visitors’ Center with and without a gift shop. The Visitors’ Center is a valuable resource with or without the gift shop. An update on this mattershould be brought to this Committee no later than April 2015. Ms. McKenna explained that Carla Fortman, a founder of the gift store Crafty Yankee and volunteer for the Historical Society, shares her retail expertise for the gift shops in Lexington’s historic houses. Ms. McKenna believes the Town and the Historical Society can work collaborativelyand recommended there be joint discussions about the long term roles to be played by each. A motion was made and seconded to approve the transfer of $35,000 from the reserve fund to the Economic Development budget for the Visitors’Center, with $17,500 going to personalservicesand the balance for expenses of operating the facility.The motion passed. VOTE: 8-0 A motion was made and seconded to approve the creation of a revolving fund, with a FY15 spending ceiling of $100,000, for use in operating the Visitors’ Center.The motion passed. VOTE: 8-0 Budget Process: 2.Mr. Addelson reported that he expects the budget planning schedule, including the dates for staff presentations to the BoS, tobe available by the end of the week. Mr. Parker suggested that having Appropriation Committee coverage at the BoS budget presentations would be valuable; it is unlikely that these sessions are recorded. They are usually held over a period th of several days.It was noted that the first budget summit is planned for October 8. Mr. Addelson reported that Theo Kalivas, Budget Officer, is leaving Lexingtonand joining the Massachusetts Department of Revenue, Division of Local Services. It is anticipated that it will take two months to fill the position. 2