HomeMy WebLinkAbout2015-03-11-TOUR2-Antony-minApproved April 9.2015
Minutes for Antony Working Group meeting of the Lexington Tourism Committee on March
11, 2015
Meeting began at 7:10 PM - -- adjourned at 9:15 PM
Place: Originally expected to be held in the Parker Room (Town Office Building, 1625 Massachusetts
Avenue). Meeting was moved to the Selectmen's Meeting Room.
Present at meeting: Fred Johnson, Kerry Brandin, Kitty Galaitsis, Tony Galaitsis, Sandy Gasbarro,
Christina Gamota, George Gamota, Marie - Tristan Rago, Cathy Sullivan, Maureen Poole
Absent: Dawn McKenna
Documents available for review:
1. Minutes of February 4, 2015
2. Tony's suggested edits for Minutes of February 4, 2015
3. Work Schedule /Sign -up sheet for Voyages en Francophonie on March 14th
4. List of Items to bring for VEF on March 14th
5. Sheet — "Antony Fundraising Goals 2015"
6. Lexington- Antony Sister City Treasurer's Report, 28 February 2015, DRAFT FOR REVIEW
7. 2 sample letters regarding solicitation of funds for Antony Park
8. Letter from Tony regarding his submission of Agenda Item - -- Designation of a new person
responsible for finalizing and submitting the LASCA meeting minutes to the Town Clerk's office.
9. Letter from Tony regarding his submission of Agenda Item - -- Planning the date and events for
the official Dedication of the Antony Park.
Minutes
The 2/4/15 minutes were reviewed and modified. Upon motion duly made and seconded, the February
4, 2015 minutes were approved as amended. Maureen will make the changes and send a final draft to
all present within 48 hours (by March 13th, 9 PM). Recipients have the next two days to review the final
draft. If no errors in amending are found, the minutes will then be ready for posting on Monday, March
16tH
Question of "who" will post them led to discussion of Tony's proposal to appoint 1 or 2 members to
submit the final copy to the Town Clerk's office. If the ultimate responsibility for such posting is with the
chair, could the chair designate someone to help her out with this routine task. Kerry will contact Lisa
Maguire about whether this could be done to lighten Dawn's load. This idea of appointing 1 or 2
members to help facilitate posting of the minutes will be continued and addressed in the next meeting.
Another suggestion was that if LASCA had its own chair, that person could be tasked with sending the
minutes to the Town Clerk for posting. No one volunteered, but this concept will fit into the discussion
of posting at the next meeting.
Voyages en Francophonie
Marie - Tristan described the plans for March 14th in great detail: the countries and artists involved;
publicity; 2 different passports this year; puppet shows; song writing workshops; African storyteller;
concerts at the end; wonderful foods - -- and so much more. Plan is to provide materials, written and
visual, to Jim Shaw. She described some of the difficulties in "borrowing" tables from the Town this
year; there were no such problems last year. Tables were offered by the Gamota and Galaitsis families,
with Tony picking them up and delivering them to Marie - Tristan at Clarke on Friday.
We looked over the "Items to bring" sheet, which seemed to cover everything, and signed up for a time
to volunteer for the LASCA table at Voyages. The sign -up sheet for March 14th reintroduced a subject
that has surfaced several times in the past, but has not been implemented - -- the need for engagement,
involvement, assistance from a larger segment of LASCA "members," "supporters." This can only
happen through better communication, and that might start with regular informative emails to a larger
list, or lists. We are a small core group who attend meetings, so when volunteers are needed for an
event such as Voyages, and the sign -up sheet only goes around our table of attendees on a given night,
rather than also out to a larger list, there aren't enough of us to sign -up for all the designated
slots. Unless outreach is expanded, an Edward Gorey "Dwindling Party" scenario will rob us of the
expectation and possibility that "many hands make light work."
There are several different lists that have been used in the past, all with a greater number of names than
have been used recently when alerting folks to meetings. Then there is the grand Contact List of about
300. Maureen will bring copies of the lists she has used in the past, all from Dawn and /or Kerry
originally.
We need a "directory" of lists, with purposes defined that enable us to communicate effectively by
designating particular lists for specific communications /certain occasions. But surely the basic
information as to meetings and agendas should go out to many more than receive them now. There are
interested members who aren't able to attend meetings who would be far more connected and aware
of what is being discussed and planned, if they were extended the courtesy of notification about
meetings, got to view the agendas, and also received email copies of the minutes.
There have been a few who were originally on a larger list who asked to be excised from same, wishing
for no further emails. To avoid sending unwanted notices, and with the desire to create lists that target
groups based on their interests, it was suggested that a questionnaire be send to the LARGE list, asking
for guidance regarding each person's interest in hearing about items such as: monthly meeting
dates /agendas; final minutes; upcoming events; other? Fred graciously agreed to draft a letter and
finalize it with Kerry.
Financial Update
Tony reviewed the 2/6/15 which was provided in the packet. He discussed the various line items and
terminology in Town's financial page he receives on a monthly basis. Members asked questions about
amount of $8367.00 to Stony Brook and $6000 to Studio 2112. The Proposal, Purchase Order and
Invoice copies included in the financial report were used to answer questions about associated scope.
Antony Park Update
There was an extended discussion about fundraising goals for the Park in 2015. Kerry clarified that on
the sheet "Antony Fundraising Goals 2015" — "Raised" column means "Pledged "; "Received" means it
actually is in our account. Concerns were expressed that the $16k figure is not realistic. An overall
budget must be established. Christina and Kitty explained the need for 2 figures before finalization of
letter to prospective donors: what has been raised to date; what is needed to complete the
project. Christina emphasized that a letter needs to be sent by April, at the latest, with these 2
important figures.
Ideally we need to see the budget - -- all the way to completion - -- with everything in it. We require
actual bids for work planned, as well as the ability to cost out what the town is giving /doing for us, and
then we can set a realistic figure of how much money has to be raised. As Fred said, an estimate of cost
to complete the project must be determined. For that, David Pinsonneault's figures (from quotes
obtained) for the remainder line items of the project are critical. Kerry will ask Dawn to work with David
Pinsonneault to get quotes from viable contractor(s) for the remainder line items of the project (minus
the artistic center piece) and provide this information to LASCA.
Additional comments involved details about the letter itself: who will sign; other names on the letter, in
what type of format; specifics that would enhance the message and create excitement, (thank you,
George) -- -such as description of the ongoing progress and what can be seen by visiting the site.
Sandy brought up the topic of the Park Dedication Event. It was agreed that it will be discussed in a
subsequent meeting when we know more about the time needed to complete the remaining project
tasks. Christina described the incredible response regarding the two trees for Elsa, and suggested that
others in the community could be honored in similar fashion.
The remaining Agenda items (Programs and Meeting Schedules and Communication) were deferred to
the next meeting because of lack of time.
The next meeting is Thursday, April 9th. (Meeting previously scheduled for March 25th has been
cancelled.)
Respectfully submitted, Maureen Poole