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HomeMy WebLinkAbout2019-12-04 Stevens Estate Long Term Advisory Committee Minutes Trustees of Osgood Hill/Stevens Estate Advisory Board Minutes of Meeting December 4t", 2019. Called to order 5:07PM at the Stevens Estate, Parlor Room. <<Draft to be approved at January 2020 meeting.>> Voting Board Members Present (5): David Brown,William Swiggart, Ellen Mosier, Robin Ellington (new), Jerome Justin (new). No Chairman in place at the present time. Town Officials: Joanna Collantine (Estate Director),Andrew Shapiro (Director of Economic and Community Development). Joannna reports to Andrew. Attachments: Current Bookings Report 1. Previous meeting minutes(from May 8, 2019)were approved unanimously. 2. As there are two new members,we went around the table and introduced ourselves and gave a brief background on our experience and our reasons for wanting to participate on this committee. 3. The Board members asked a procedural question to Mr. Shapiro with regards to where to send minutes (he suggested that approved minutes be sent to Benadette Curran). 4. Appointment/selection of a Chairman was discussed. Mr. Brown nominated himself and Mr.Justin seconded that nomination. Ms. Ellington nominated Ms. Mosier and Ms. Mosier seconded that nomination. Both candidates spoke to their rationale for seeking to be Chairman and their relevant experience. Mr. Shapiro advised us that his understanding of the process was that we were to consider each motion in the order made, however we were free to change that process. Motion (Mr.Swiggart,seconded by Ms. Ellington): Consider the candidates simultaneously. Approved 5- 0. Further discussion followed. Mr.Justin asked each candidate to speak about the issues they saw over the previous 12 months and what they saw as the challenges for the next year, and both candidates addressed his question. Motion (Mr.Swiggart,seconded by Mr.Justin): That the Chairman serve a one year term and that we select a new Chairman at that time. Approved 5-0. 5. The Members voted to select a Chairman,4 votes for Ms. Mosier and 1 vote for Mr. Brown. Ms. Mosier is appointed Chair of this Committee for a 1-year term expiring at the December 2020 meeting. 6. Mr. Swiggart suggested that in light of having 2 people express interest in the chairmanship, it would be appropriate to have a Vice-Chairman. Mr. Shapiro advised that many committees do so, it is not required but advisable. Motion (Mr.Swiggart,seconded by Ms. Mosier): That Mr. Brown be appointed Vice-Chairman for the same 1-year term. Approved 5-0. Mr. Brown is appointed Vice-Chair of the Committee. In light of Mr. Brown's appointment as Vice-Chair, Mr.Swiggart suggested another member become the de- facto secretary and record and publish the minutes. Mr.Justin volunteered to serve as secretary, and will be recording minutes at future meetings. 7. Director's Report: Ms. Collantine gave a high-level report to the committee as follows: a. Ms. Collantine handed out a hard copy of the current bookings report(attached to these minutes). Bookings are approximately$206K for FY'20(actuals plus deposits for future events). 65%typically comes in the first 6 months of the fiscal year(July 1-Dec 31), and we are down from the past 2 years. Many reasons for this that have been discussed and reviewed previously, including the recent moratorium (now lifted) on new bookings. b. Mr. Brown asked about marketing efforts being made. Ms. Collantine explained that our core business is weddings, and that we operate currently with a very small marketing budget of$12K, which primarily goes to support our presence on 3 major wedding websites (KNOT, Wedding Wire and Wedding Spot). She reported receiving 192 inquiries through these sites since July 1. c. The current budget(and corresponding revenue goal)for FY'20 (through June 30, 2020) is$455K. d. Mr.Justin asked that a simpler, summary financial report and a status on the Capital Budget be made available to the Board. Mr. Brown and Mr. Swiggart noted that these have been previously requested. ACTION: Mr. Brown to mail a suggested template to Ms. Collantine. ACTION: Mr.Shapiro to send the town's monthly financials report for the estate to the Board. ACTION: Ms.Collantine to provide a report similar to ones she has used previously for this purpose. 8. Ms. Collantine gave an overview of Capital projects currently In process or about to start, and noted that Steve Foster,the Town's Facilities Manager, is involved in all these projects: a. Upstairs bathroom renovations scheduled for January through May 2020,to be completed before the start of the busy wedding season b. Boiler replacement: design is complete; old furnace to be removed, plan of record is to convert to gas this spring. c. Garden room roof replacement design in progress. d. First floor bathroom expansion and renovation: construction of a new womens room and conversion of existing bathrooms to men's rooms. There will be a total of 5 restrooms when complete. Currently scheduled for Fiscal 2021. ACTION: Ms.Collantine to send the committee a packet of information on all planned and in progress capital improvement projects. 9. Trustee's Report(Ms. Mosier) a. After last spring's Town Meeting,where it became generally known that as a Town-owned entity, the Stevens Estate cannot do fund raising, several citizens got together to create a 501.c.3 Charity called the "Friends of the Stevens Estate". b. Ms. Mosier is encouraging the members of the North Andover Historical Commission to participate in our meetings when possible. c. Ms. Mosier informed us that a lot of Town organizations are participating in the upcoming "Holly Days" including the Historical Society and Garden Club,which will help our marketing efforts. She noted that the great-grandson of Moises Stevens will be our Santa for the weekend. 10. Future Meetings agreed by all to be held the first Wednesday of the month when possible at 7:30AM at the Estate. As such the next meeting will be Wednesday January 811, 2020, 7:30AM at the Estate (not January 1st due to the holiday). 1. Meeting adjourned 6:42PM Minutes submitted by: Dave Brown