HomeMy WebLinkAbout2020-01-08 Trustees of Osgood Hill Board Trustees of Osgood Hill Board Meeting
Minutes of Board Meeting conducted January 8, 2020
Called to order 7:35am at Stevens Estate, Library
Voting Members Present(4): David Brown, Ellen Mosier(chair), Robin Ellington,Jerome Justin
Voting Member Absent(1): William Swiggart
Town Officials (2): Joanna Collantine (Estate Director),Andrew Shapiro (Director of Economic and
Community Development)
Attachments:
• Budget Status Report FY2020(1st quarter) dated 10/8/2019
• Current Bookings Report dated 1/8/2020
1. Previous minutes from December 41 2019 meeting with the following amendment were
unanimously approved. Amendment: going forward the proper title of the board and
associated meeting(s)will be Trustees of Osgood Hill.
2. Financial reporting
a. David and Jerome reviewed the budget report prepared by the town for 1Q FY2020 with
the board. Group agreed there was enough detail in the report to monitor revenue and
expenses on a monthly basis. Andrew reported that the Town accountant prepares this
information monthly, and posted on the town website quarterly.
b. Additionally,the board needs visibility to the forecasted revenues that the current
bookings report does not provide.
c. Action: Joanna to prepare a booking summary that provides enough detail on
forecasted receipts prior to next meeting.
d. Action: Andrew to request monthly budget report provided to E Mosier, or posted to
accessible location for the board.
e. Motion (made by J Justin,second by E Mosier): Request town accountant to provide
budget status report for Stevens Estate on a monthly basis. Approved 4-0.
3. Director's Report
a. Noted that Holly Days was a big success and enjoyed by many town residents. Thanks
to Joanna, Margie, NA Historical Society, NA Womens Club, NA Garden Club, our
vendors and other town residents for their help in making this a fun town event and
showcase the Estate!
b. The Greater Boston Vintage Society held a roaring 20s event on New Years Eve that was
well attended.
c. Joanna provided the latest bookings report for review. The board discussed lack of
alignment between the estimated revenue for current bookings in the report versus
what Joanna believes to be more accurate for forecasting. We'll continue to work to
refine and align the estimates for accurate reporting to the board and to the town.
d. Motion (made by R Ellington,second by E Mosier): to set internal measures for
budgetary,efficiency,and reporting purposes. Approved 4-0.
e. Staffing of activities to support the land and buildings continues to be a concern. This
information will be reviewed as part of the FY2021 budget review.
f. Action: Joanna to generate a summary of key activities and current responsibility for
next meeting.
g. Board discussed opportunity to partner with other town groups (eg Little League)for
estate events.
4. Chair's Report
a. Request made to gather additional background documents to aid the board with
financial and contractual obligations.
b. Motion (made by D Brown,second by E Mosier): to formalize the Public Information
and Inquiry of the Trustees of Osgood Hill request to Town Manager and Community
and Economic Development Director. Approved 4-0.
c. Motion (made by D Brown,second by J Justin):to establish 2 subcommittees, Finance
Ops and Marketing,to commission duties and roles of the Trustees of Osgood Hill
regarding operation of the land and buildings. Finance Ops: D Brown and J Justin,
Marketing: R Ellington and E Mosier. Approved 4-0.
5. Next meeting will be held on Tuesday,January 21, 6pm at the Stevens Estate. Focus will be on
FY2021 budget.
6. Meeting adjourned 9:16am