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HomeMy WebLinkAbout2022-08-25-TOUR2-min Town of Lexington Tourism Committee Dawn McKenna, Chair info@tourlexington.us 1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420 Tourism Committee Minutes Thursday, August 25, 2022 3:30 pm Conducted Remotely Members Present: Marsha Baker, Kerry Brandin, Bebe Fallick, Dawn McKenna, Carol Ward Members Absent: Margaret Coppe, Wim Nijenberg, Elsie Xu Others Present: Doug Lucente (Select Board Liaison), Sandhya Iyer (Economic Development Director), Casey Hagerty (Economic Development Coordinator) 1) Economic Development Report Operations Casey Hagerty reported that in July the Liberty Ride sold 223 tickets and 364 Battle Green Tours. There were 9,774 visitors recorded via the people counter. That is down a little bit from 2021 (10,234) and July 2018 (which approximately 13k). Although visitors were down from 2021, revenues were up in July 2022 to approximately $26k compared to 2021 by approximately $2,500. Staff is still finalizing the fiscal year end numbers. It looks like the Visitors Center Revolving Fund will end FY2022 with $10k in net revenue after expenses. This is the first year this has happened since the temporary Visitors Center at Cary Hall and the pandemic. The Liberty Ride will likely have some kind of deficit and will know better once the books are closed. Just shy of $100 remains in the marketing budget as virtually all funds were spent in FY2022. Marketing expenditures through FY2023 have begun. Staff has a good roadmap for maximizing the current year marketing funds. Liberty Ride Economic Development is weighing options regarding how to move forward with the Liberty Ride. Casey indicated that options under consideration include buying a trolley, doing an in-house operation, and some sort of collaboration. Casey Hagerty and Sandhya Iyer are working on a presentation to the Select Board which is slated for September 19th. Once they give the Select Board the presentation, they will have some feedback with which to move forward. Dawn express frustration that neither Casey nor Sandhya felt they needed our input before going straight to the Select Board. Discussion ensued about the importance of the Tourism Committee weighing in on the options before it goes to the Select Board. Tourism Committee has been intimately involved in the Liberty Ride for many years and has valuable insight as to how the various options might affect the outcome of the service. Dawn asked the Committee whether they wanted to try to meet on September 15th to provide a recommendation to the Select Board in time for their meeting. Doug Lucente confirmed that typically, the Committees discuss a proposal before it comes to the Board, indicating the first question the Board will ask is the position of the Tourism Committee and any other stakeholders on the recommendation. Regardless of the Committee’s input, Sandhya would not be changing their presentation. She also mentioned that staff had been conducting a survey of the riders for the past few weeks which was news to the Committee. The survey was positive with visitors preferring the trolley to a bus and feedback about improving the audio. Dawn indicated that at a recent Select Board meeting there was discussion about training for Boards and Committees. Training for staff was suggested by Dawn who she believed need guidance on the role of the working with Committees. Marsha Baker asked if we could provide feedback on the 15th prior to the Select Board meeting would that take care of the concern. Dawn reminded the Committee that the lack of including the Tourism Committee in time to provide guidance is a pattern and mentioned an example last year not being presented the budget for review and input. At this meeting, Casey and Sandhya mentioned that deadlines for submitting the FY2024 budget are coming up and again the Committee has not been included in the discussions. Essentially, this is a systematic problem of not involving the Tourism Committee in policy discussions and presenting plans to the Select Board without the Committee’s feedback. The Tourism’s role is to provide guidance on tourism. Sandhya did not see the concern as the staff had previously reported on what staff was considering. The Committee pushback was what 2 had previously been noted under staff reports were quite generic. It was not specific as to what staff plans to present, what the results of their reviews had been, and what options would be presented to the Select Board. As another example, it was noted that the Committee was told that staff was conducting a survey after the fact. Before the survey was written staff had not consulted with the Committee as to prior surveys or what questions might be helpful to include. This is very different than having a deliberation amongst the Committee. Perhaps the staff has information that might impact Committee recommendations but without such a presentation, there can not be meaningful input. Doug reiterated that this is a big deal and the Committee should have input sooner rather than later because the Board also needs to decide whether funds should come from the budget or ARPA. The Select Board is going to look for a semi-robust analysis of the plusses and minuses of each option so they can make a decision with all of the information available to them. While a decision may not be made on the 19th, the Select Board could have some sense of the direction this might go in case they want additional information. The help the Tourism Committee can give is to ask some of the details the Select Board would be interested in to fill in the pieces of the puzzle. Doug reiterated that it is important to get the Tourism Committee feedback. Carol’s question is what the return on investment is for purchasing the trolley versus renting it. Dawn will check availability of the members not present in hopes that we could meet on September 15th at 11:30 am to discuss the Liberty Ride options. Sandhya was asked to consider when to have the conversation about the FY2024 budget in general with the Committee so their recommendations can to be incorporated into the Economic Development presentation in advance. 2) Annual Report draft A draft of the FY2022 Annual Report was prepared by Dawn McKenna and shared in advance with the Committee. It was reviewed and discussed. This will be brought to our next meeting to vote on with tracked changes for clarity. 3) Minutes There are no minutes ready for today. 4) FY2022 – 2023 Goals More recently, the Select Board has been developing the goals from the top down, asking that Committee goals be developed in that context. The Board has not received as much information from the Committees since they changed their process. The Tourism Committee will develop goals for our use and share them with the Board. It was agreed that the photograph will be the one taken at the Ribbon Cutting Ceremony. 5) Battle Green Master Plan Backless Bench Kerry Brandin informed the Committee that the Victor Stanley backless benches installed on the Battle Green are not the style that were approved by the Select Board, the Historic Districts Commission, and the Commission on Disability which was a Belson Company product. The base of the one installed has a “knock-knee” look that does not match the Victor Stanley one approved with the backs. Pictures were shared with the Committee. Doug mentioned that he also noticed but he wasn’t sure if he was remembering correctly. Dawn will reach out to Mark Valenti and forward the information to Doug who will follow up on it. Policy on activities, outdoor furniture, signage, and artwork At the prior meeting, Doug suggested that we propose a policy for the Select Board. Dawn has not had a chance to draft the policy that reflects our prior meeting discussions. This will be brought back to a future agenda. Flagpole painting Approximately 10-15 years ago, a separate article passed at Town Meeting to ensure that the maintenance costs for painting the flagpole be in included the annual Department of Public Works (DPW) budget. Now that all the work on the Battle Green is nearing completion Dawn will have a conversation with Dave Pinsonneault regarding getting the flagpole painted. 3 Cleaning up base at Parker Boulder The gravel between the base of the Parker Boulder and the granite pavers covers part of the name indicating that it was actually a quote from Captain Parker. The Committee was asked if there were any other items that should be brought to the attention of Marc Valenti who is managing the project for the DPW. Marsha asked if the orange fencing could come down at this point behind the signs and over at the memorial to the Minute Man. Belfry and Interpretative Rails Work was underway on installing the interpretative panel and benches at the base of Belfry Hill. Dawn and Bebe both mentioned the success of the panels and the appreciation for the work that went into them. Grass strip next to Bedford Street The grass strip next to Bedford Street has not yet been reinstalled. Dawn will check on where that stands. Streetscape John Livsey is working on redoing the streetscape plan based on the feedback from John’s prior presentation to the Committee. The revised plan should be ready for our review soon. 6) Committee Membership Appointments for all current members of the Tourism Committee expire on September 30th. If you wish to be reappointed for another one-year term and have not already done so, please make sure to submit your paperwork to the Select Board Office. Carol inquired as to whether there were policies and procedures in place to allow Erin Sandler-Rathe to come back on the Tourism Committee now that she is working for LexObserver in town. That is a question for the Select Board. Melissa Robbins from Crafty Yankee would be a good addition. Carol was asked to invite Melissa to attend a meeting of the Committee before she applies. 7) Future Meetings Meetings have been scheduled through June 2023. Given that the Committee has vacancies, let Dawn know if there are any meetings which they do not expect to be able to attend so date changes can be made as needed. 8) Updates and Miscellaneous Marsha confirmed that the Lafayette Marker Unveiling will take place on September 11. At a prior meeting the Historical Society mentioned that they would be inviting the Antony officials to come to Lexington perhaps fall of 2024 or 2025. Marsha and Carol were informed that beginning of September is Antony’s big Wine & Cheese Festival and that the Antony Working Group should also be consulted. Discovery Day is taking place on October 8th. LexDoingGood is Saturday, October 22nd and help will be needed to staff the table, more to come. Bebe mentioned that it was so nice to see the pop-up opening and to connect with people. Carol mentioned that there will be a new exhibition at Buckman Tavern opening on Friday, September 23rd from 5 – 7 pm. The exhibit “Stitching Stories” will be in place through August of next year. Dawn has not made any progress yet on funding for the President’s Panel and Painting/wrapping electric box funding. Marsha will send photographs of some of the electric boxes in Newton that feature historic photographs. Upon motion duly made and seconded, the meeting was adjourned at approximately 5:20 pm Unanimously passed by roll call vote. Respectfully submitted Dawn E. McKenna Approved: November 21, 2022