HomeMy WebLinkAbout2022-09-29-TOUR2-min
Town of Lexington
Tourism Committee
Dawn McKenna, Chair info@tourlexington.us
Tourism Committee Minutes
Thursday, September 29, 2022
3:30 pm
Conducted Remotely
Members Present: Marsha Baker, Kerry Brandin, Margaret Coppe, Bebe Fallick, Dawn McKenna, Carol Ward
Members Absent: Wim Nijenberg, Elsie Xu
Others Present: Doug Lucente (Select Board Liaison), Sandhya Iyer (Economic Development Director), Fred
Johnson (Center Committee Liaison), Suzie Barry (Select Board member and Semiquincentennial Commission
(Lex250) Chair)
1) Economic Development Report
Operations data
Sandhya Iyer provided the Economic Development report as Casey is on vacation. The number of seats sold
on the Liberty Ride in August were 209, and 192 so far in September. Kerry Brandin asked what percentage
of the seat capacity do the Liberty Ride numbers represent? While Sandhya did not have the exact numbers,
she indicated that during July a low percentage of seats were filled. In August it was better and in September
the rides have been mostly full. She can get that data from the ticket sale report and send it out to the
Committee. Kerry asked why July numbers were low. Sandhya explained that the heat in July was the
primary factor. In August 7,586 visitors were counted as were 8,894 in September so far. Both of those
figures are better than last year’s numbers. FY2022 has not been closed so the year-end report is not available.
However, Sandhya was told that tourism made about $10k more in FY2022 than FY2021.
Liberty Ride Trolley status
Staff is waiting to learn whether the Select Board will approve the request to purchase the trolley using ARPA
funds. The Board is awaiting answers to their questions prior to making a decision. Questions included where
the vehicle would be stored, where the charging station could be placed, and if we could use the charger for
additional revenues during the winter? The biggest question is whether we could get a trolley in time for the
2023 season given supply issues. In looking at the current contract, there is a clause that would allow the
Town to renew for one to two years so Sandhya felt that would be the best option. Dave Pinsonneault,
Director of Public Works (DPW), indicated to Dawn McKenna that he had some ideas as to where at 201
Bedford Street it could be stored outdoors. He also suggested that while the Town continues to own the
temporary Police Station building, there is covered storage behind the building where the charging station
could be installed, and the vehicle could be stored. Dave is aware of the need if the Select Board approves the
purchase and wants to work with Sandhya who will follow up with him.
Marketing and Social media plans for October
The Town received a Massachusetts Office of Travel and Tourism (MOTT) grant for marketing and getting
some videos made with the Historical Society which should be ready to be released in October. They will be
putting them out on YouTube and through other search engine optimization opportunities.
The most important item is that the Request for Proposals (RFP) for the new website was issued last week.
Staff expects proposals next week.
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A new screen was installed downstairs in the Visitors Center that will be able to show information about the
250th, as well as any videos or promotions that can be viewed. Dawn thanked Sandhya for getting out the
newsletter. It is looking better and better. Carol Ward also appreciated the shout-out in it to the Lexington
Historical Society. The events newsletter is only going out a couple of times of years Sandhya indicated. This
coming year they are hoping to do one each season. Dawn indicated that the frequency of the events
newsletter needs to be ramped back up to once per month to be effective. Kerry suggested that the newsletter
needed more color to make more eye-catching. Staff designs the newsletter through Constant Contact so they
can easily add more color, according to Sandhya.
2) Minutes
Note that Margaret Coppe missed the beginning of the meeting and joined midway through discussions on the
minutes. Margaret was present prior to all the votes taken under from this section through the end of the
meeting.
Dawn prepared five sets of minutes and sent them to the Committee in advance. The Committee went through
each set of minutes and discussed all proposed substantive and recording changes, taking one set at a time.
After discussion, the minutes were voted as follows:
The following motion was moved by Dawn and seconded by Kerry: That we accept the minutes of December
16, 2021, January 13, 2022, and March 31, 2022 as corrected. Before a vote was taken, Margaret asked if
there would be discussion. Since Margaret joined the meeting after the discussion of those minutes took place,
more discussion was allowed. Margaret asked if the language she had proposed to be included in the March
minutes in two different sections was added to what the Committee agreed to as a correction? Dawn explained
that most of the changes that Margaret had proposed were included. However, the substantive changes that
Margaret requested were not. Dawn explained that the meeting had been recorded and the drafted minutes had
been prepared from that recording. It was not Dawn’s recollection that the wording Margaret wanted had been
in the recording. Margaret thought she had used that language that she was requesting and said her wording
was reported in the Lexington Observer.
Dawn indicated that as the maker of the motion she was willing to remove the March 31, 2022 minutes from
the motion and vote on them separately. Kerry, who seconded the motion, consented to separating out the
March minutes. The March 31st meeting was recorded and the minutes were drafted from that recording, and
stands above anything that came out of any newspaper, Bebe Fallick said. She added that she believed that
whatever the recording said should be what is reflected in the minutes. The motion is now:
That we accept the minutes of December 16, 2021, and January 13, 2022, as corrected.
This motion passed unanimously by roll call vote.
Then Dawn moved and Bebe seconded the following motion:
That we accept the minutes of March 31, 2022, as corrected.
The roll call vote commenced. After Marsha Baker abstained and Margaret Coppe voted no, Kerry was called
on for her vote. Before voting, Kerry felt that the words in the March minutes should be listened to and
written as in the tape. With that, Dawn said she was willing to change the motion assuming Marsha and
Margaret who had already voted were comfortable with changing the motion prior to completing the vote.
Dawn then withdrew her motion and Bebe, Marsha and Margaret all agreed to the withdrawal. Dawn then
offered a new motion that was seconded by Bebe:
That the minutes of April 28, 2022, and September 15, 2022, be accepted as corrected.
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By roll call vote the motion passed 4-0-2 with Marsha and Margaret abstaining as they did not have time to
read them.
The final motion regarding the minutes was then offered by Dawn and seconded by Kerry:
That we accept the minutes of March 31, 2022, as corrected, provided that Dawn relistens to the tape and
includes Margaret’s requested changes if that it was what was said on the tape.
Bebe asked a procedural question about Dawn listening to the tape given that her term ends tomorrow. Dawn
indicated that she could do so tomorrow. Margaret indicated that she was comfortable with Dawn listening to
the tape and making the corrections if on the tape.
By roll call vote the motion passed unanimously, 6-0.
With the approval of these sets of minutes, there are now six sets of minutes remaining, including today’s
meeting. Dawn plans to complete the drafts through the September meeting and send them to the Committee
for subsequent approval. The Committee was reminded that both the February and May 2022 meetings were
cancelled so no minutes are necessary for those months. In her meeting with Doug laying out pending items
for the transition, Dawn asked Doug Lucente to help facilitate a discussion about Casey taking the minutes.
The Economic Development Coordinator position was established at the request of the Tourism Committee.
Having this position staff Tourism Committee meetings and prepare the minutes was one of the roles that the
Town Manager had agreed would be the responsibility of the newly created position. It was in the job
description when Casey was hired. Dawn noted that in one of the minutes Dawn recently transcribed from,
Casey indicated that she had to leave the meeting early but would complete the minutes from the recording.
Because Casey had not done so Dawn completed those minutes.
3) Semiquincentennial Commission (Lex250)
Support for appropriation at Special Town Meeting
Suzie Barry gave a brief description of the appointment of the Commission comprised of 11 members. The
State, through the efforts of Michelle Ciccolo, provided $50k for the Town to be fully spent by June 30th. The
Commission engaged with Shields SFG, the public relations firm that did the Plymouth 400. They used
approximately $15k for Shields SFG towards the backbone of a website. The state funding was also used to
purchase the large screen tv now in the lower level of the Visitors Center that Sandhya had described during
her report. It will be available for the video that has been produced for the information regarding the
upcoming celebration, as well as other visuals that will be of interest to visitors. It is now a permanent part of
the Visitors Center and can have additional videos as it will have a loop and will remain after the 250th
celebrations.
While the Commission had asked for ARPA funds for the website work, a majority of the Select Board (Jill
Hai, Joe Pato, Mark Sandeen) did not support use of ARPA funds and did not see the nexus with Covid. The
next step is to request funding at Town Meeting. Since there is a Special Town Meeting being called in
November, municipal funds for the website will be requested at that meeting. The amount of the request will
include membership in Rev250, website work and other startup costs. The Commission would like to come
back to the October meeting of the Tourism Committee when the amount of funds they are seeking is known.
At that time the Tourism Committee will vote on whether to support the Article and report our position to
Special Town Meeting. Dawn encouraged the Commission to ask for additional funds for an event planner,
advertising and other costs as based on her experience, they will need significant funding to put on a year-
long celebration. Bebe also mentioned security costs. Dawn indicated to Suzie that it is important that funding
be asked for in a separate warrant article as the money stays with that Article, rather than as part of the
operating budget which reverts to free cash if not spent in the fiscal year for which it was authorized.
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Website for 250th and Patriots’ Day
The Commission discussed at their meeting yesterday whether they should have a 250th standalone website or
be part of the new/Economic Development website. A motion was made at the Lex250 to meeting on
9/28/2022 to develop and maintain an independent website. The Commission was unanimous that they
wanted a one-time standalone website and pointed to the Plymouth 400th as an example. Suzie indicated that
Economic Development was successful in getting $75k for the Tourism website. Dawn mentioned that
Plymouth had multiple websites and it was very confusing for the user. She recommended the website be
linked to the official tourism site of the Town. That possibility had discussed that by the Commission, but
they wanted to pursue the separate path. At this point the Commission felt that the Lex250 process is much
further along and they are anxious to get their website live soon. Dawn suggested that at the very least,
Lex250 consider a way to connect the sites so that Lex250 can be found on the tourism website. Suzie stated
that the Commission would be willing to have a conversation about linking the site when the Lex250 website
is up and running.
Kickoff Meeting
October 12th at 10 am and 7 pm, is the launch of the Lex250th Speaks series. Lex250 is seeking input from
perspectives into what should be part of the celebration and how the Tourism Committee (and other
community partners) would participate. Dawn will be attending individually, but the Tourism Committee will
need representation. Marsha also plans to attend. Carol indicated that she would be going for the Historical
Society and could represent the Tourism Committee as well. Suzie clarified that everyone is invited. Suzie
will check with Town Counsel if whether the Tourism Committee would have to post their meeting if a
quorum might attend.
4) Battle Green Master Plan
Current project update
Dawn had a conversation with DPW Director Dave Pinsonneault last week to review pending projects with
DPW and in what ways Dawn would help to get the project completed. Phase II work is down to punch list
items. Ordering the approved backless benches (along Bedford Street) will be done but they will take time to
arrive. The Streetscape is in design with funding available to do the work once approved by the Select Board.
Battle Green Master Plan Phase IV has not yet been designed.
Use of Calendar of Events Boards
As we had planned to discuss today, the Calendar of Events are not being used as a regularly updated list of
events happening. Just prior to the meeting Sandhya indicated that she had to leave at 4:30 today. Since Casey
is not here and Sandhya is no longer on the call, the Committee will want to address this at a future meeting.
Bebe mentioned having the 250th meeting announced on the Events Board. Dawn indicated that the purpose of
those boards is for events that would be of interest to attend, not general town committee meetings. Margaret
wondered how we could do both. This will be a future Committee discussion.
Bebe had contacted Cathy Severance (in the Town Manager’s office) regarding the often-empty board in front
of Cary Hall. She believes that it does not look good to have it empty. Kerry agreed.
Policy on activities, outdoor furniture, displays signage, artwork and uses Zone B
A draft policy was sent to Committee members to consider a recommendation to the Select Board as to what
is an appropriate use of the area in front of the Visitors Center referred to in the Master Plan as Zone B. For
context, members were also given the Map of approved Battle Green Master Plan area, the current Battle
Green Regulations approved by the Select Board 11/29/2018, Code Chapter 100-10 which is the section on
the Protection of the Battle Green, and 3.14.2011 Battle Green Master Plan Recommendation 5 which
includes the draft Battle Green Area Regulations provided by the consultant, Lucinda Brockway, for
consideration. Given that there are two important topics for us to resolve today and that the Committee had
received the material too late to consider in advance, Dawn recommended that the topic be discussed at the
October meeting. She drew the Committee’s attention to section 7 in the draft Regulations. The original
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intention was that as you face the Visitors Center, the area to the right towards Meriam Street would be where
events would be staged. Dawn also stated that Belfry Hill was described in the Plan as an underutilized area.
5) Status of 2022 Goals
Given the transition to new leadership, the Tourism Committee, wanted to document the year-to-date progress
on the Committee’s Calendar Year 2022 goals. In addition to serving as a guide going forward, it will provide
a snapshot to the Select Board of work that lies ahead. Although it does not always feel that way, Dawn
reminded the Committee of the great progress made towards their goals. After discussion and review, Dawn
made the following motion that was seconded by Kerry and unanimously approved by roll call vote.
That the Committee approves Dawn sending an update to the Board with our progress on our Calendar Year
2022 goals as we make this transition and as corrected today.
6) Updates and Miscellaneous
LexDoingGood is being held on Saturday, October 22nd from 10 am to 1 pm. Someone will have to work with
staff to have representatives of the Tourism Committee present.
The scheduled of meetings through June 2023 was provided to Committee members.
7) Reorganization
Dawn asked for nominations or volunteers to serve as Chair of the Tourism Committee going forward. Each
member described the activities in which they are involved supporting the Town. The responsibility for
chairing the Tourism Committee was challenging and no one was nominated or volunteer to take on the
chairmanship. Doug talked about how important it is to have an advocate to lead the Committee in order to
continue to push forward on the good work the Committee has done and as the 250th is approaching. It was
noted that with Dawn leaving, there are three openings on the Committee and that the Select Board needs to
make those appointments. The Committee is aware of 2-3 people who either have or said they were applying.
Dawn suggested that perhaps someone would be willing to be Temporary Chair to at least convene the next
couple of meetings. Carol Ward agreed to serve as Temporary Chair and emphasized that it needed to be
“temporary” given her role with the Lexington Historical Society.
The following motion was made by Bebe and seconded by Kerry.:
That the Committee appoint Carol Ward Temporary Chair beginning immediately.
Discussion followed led by Margaret that Doug or the Select Board need to step forward and help. Doug is
willing to help Carol and these appointments need to be prioritized. Dawn commented that the current
process of filling vacancies is not working for the Committees. The balance between new recruits and
working with the Committee to fill vacancies with candidates who want to do the work has not yet been
found. Dawn suggested a hybrid of what the Board has been doing recently by soliciting new interest and then
sending names of those who express interest to the Committees to help candidates understand the time
commitment and work of the Committee. Dawn is willing to help with the transition, and Margaret also
mentioned the Town Clerk’s Office and other helpful resources are available.
By roll call vote the motion was approved 5-0 with Dawn abstaining.
Doug thanked Dawn for all her years of service.
The meeting was adjourned at approximately 5:57 pm.
Respectfully submitted Dawn E. McKenna
Approved: November 21, 2022