Minutes of Meeting – February 16, 2011; meeting called to order at 6:00 pm.
Present: L Messana; KR Flynn; J McNinch; D Trancynger; K Fowler.
The Board met with the Town’s auditor Tom Scanlon to review the FY10 audit. He stated that overall the Town is in good shape, with a healthy fund balance. With regards to the management letter, he stated that the sewer account should have 5% of operating in reserve, but due to timing with the West Street project it isn’t currently reflected. We will need to see where we are prior to the May town meeting to determine if a supplemental appropriation will be needed. The accountant will work closely with the auditor to close-out the fiscal year, with the plan to move forward with a finance director in the future.
MOTION by DT, seconded by LM to accept the Minutes of February 2 as presented. 5/0 vote.
Mary Beth Mitts appeared before the Board to give a brief overview of a grant that she is working on for Shakespeare and that she would like to have the Town partner with. Her hope is to partner Shakespeare with the Town and Schools. She is seeking a letter of support from the Town and to use the Town’s economic development monies as a match. MOTION by JM, seconded by LM to authorize the TM to submit a letter of interest for a grant from the National Endowment for the Arts, to be submitted by Shakespeare. 5/0 vote.
Elizabeth Tierney, representing the Economic Development Steering Committee, thanked the Board for its creation and appointments. She went through the committee’s activities to date: Three full sessions including interviews for events recruiter and marketing. The Committee came up with eighteen reasons why they are recommending the firm of Bodden Partners and their subsidiary Hamilton Public Relations for both positions:
1. They developed a quality and Lenox-specific proposal with ideas and suggestions.
2. They gave an enthusiastic, clear, well-designed presentation with possible branding strategies and case studies.
3. Although NYC based, the have an "emotional bond" to the Berkshires, eg. home/marriage.
4. They did their homework and spent the afternoon and evening prior to the presentation talking with business owners.
5. They have experience with event planning, list: sports, cultural, conventions, etc., expopulus.
6. They keep abreast of event relocation opportunities.
7. The team is experienced in Marketing, Advertising, PR and Event Planning.
8. They have a clear understanding of Lenox' objective of expanding the town's busy season into the off-peak months.
9. They recognize Lenox as having "an elegant and regal feel, both in the past and present, that few towns anywhere in the world have."
10. They offered an initial tag line, as an example, and demonstrated how it can be developed on the web site they build and maintain, including social media.
11. They suggested a promotional video that might derive from a social media-driven contest.
12. They suggested new events: Craft, Knitting, Chamber Music, etc.
13. They believe business recruitment should reflect the Lenox brand.
14. They suggested on focusing on a 200 mile radius....
15. They recommended and can develop "familiarization trips" to bring media to Lenox.
16.~In their case studies:~ Black Mesa up 20%; Israeli campaign up 40%: Turning Stone 253% increase in travel and recognition.......
17. They can consensus build -- having work with corporate, teachers ---- tribal elders.
18. Their price proposal came in on budget.
MOTION by KF, seconded by LM to authorize the TM to negotiate a contract with Bodden/Hamilton for the marketing and events work for the Town, and to authorize the TM to sign same. 5/0 vote.
The Board stated their willingness to participate in a Pakistan Exchange, wherein the town would host officials and have them spend time with each department. MOTION by DT, seconded by LM to authorize the TM to submit a letter of interest to the organizers. 5/0 vote.
MOTION by LM, seconded by DT to grant permission to the Berkshire Christian School to hold a 5K road race and other activities on Saturday, April 30 at 9am. 5/0 vote.
Brock Trot: The Board had concerns about a conflict with Apple Squeeze activities. John Toole explained that Walker from Church to Main would be closed from 8:30-9:05; Main, from the monument to Cliffwood from 9-9:15. DT stated that she had concerns about the conflict with people, safety and parking, and would like to see the event moved to the first weekend in October. Mr. Toole explained
that all parking would be at Shakespeare, and that there will be eleven police officers along the route to monitor intersections. He feels that his event will bring even more people into Town and to Apple Squeeze. MOTION by JM, seconded by KF to approve the Brock Trot for Sunday, 9/25. 4/0 with DT opposed.
Sharon Hawkes appeared before the Board to discuss the Library’s proposed FY12 budget request. She gave an overview of the history and services provided by the library. She is seeking a 6.5% increase in the Town appropriation, $230,000 to $245,000 (TM recommends $235,000). There was a discussion about whether to count the debt service and capital expenses as part of the Town appropriation. It was noted that most all departments are getting less than they are requesting in these difficult fiscal times. Both DT and KRF praised Sharon’s efforts on stronger communications and monthly updates.
Consent Agenda items: MOTION by DT, seconded by KF to approve the following items: One-Day W&M Licenses for Ventfort Hall on 3/4 from 5:30-7:30pm, 3/12 from 7-11pm, 3/19 from 6-8pm and 3/20 from 4-7pm; One-Day W&M License for the Lenox Children’s Center on 4/1 from 6:30-8:30pm in the entire Community Center building. 5/0 vote.
MOTION by LM, seconded by KF to decline the offer of free bags for the dog boxes from Berkshire TLC for Pets, Inc. 5/0 vote.
Old/New Business: KF praised the DPW for their snow and ice removal efforts. LM informed the Board that CTSB is running a video contest, with prizes, and that the deadline is April 29. The theme is Our Home Town. KRF requested quarterly reports from the different boards and committees. She suggested a one page summary, listing activities and what is coming up. She would like this to begin on April 1. The Board concurred.
Meeting adjourned at 8:20pm.
Minutes Taken By: ______________________ Minutes Accepted By: ______________________
Mary Ellen Deming Clerk
Director of Administrative Services Board of Selectmen
_________________________
Mary Ellen Deming
Director of Administrative Services
Town Hall - 6 Walker Street
Lenox, MA 01240
phone: (413) 637-5500
fax: (413) 637-5518
_________________________
| 
