HomeMy WebLinkAbout2020-04-01Trustees of Osgod Hill Board Minutes Trustees of Osgood Hill Board Meeting - Virtual
Minutes of Board Meeting conducted April 1, 2020
Called to order 6:35pm all participants remote due to COVID-19 requirements.
Voting Members Present(5): Ellen Mosier(chair), David Brown,Jeanne Irwin, Robin Ellington,Jerome
Justin
Voting Members Absent (1): William Swiggart
Town Officials (2): Joanna Collantine (Estate Director), Andrew Shapiro (Director of Economic and
Community Development)
Handouts:
• Marketing Report
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• FY21 Financial Summary
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FY21 Stevens Estate
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• Stevens Estate P&L
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1. Introduction—Ellen
a. Governor statement and my email: ellensmosier.stevensestate@gmail.com for
questions during the meeting, I will read as received on topic.
i. Meeting called to order
ii. Verbal Role Call
iii. We have a quorum
2. Statement from Chair, Ellen S Mosier
a. As Trustees of Osgood Hill, it is imperative for the Director and the Board continue as
any business on Main St USA, even Main St North Andover, to be proactive,to weigh the
current c-19 unprecedented crisis we are all facing. The Trustees of Osgood Hill wish all
to be safe & healthy during this time of need.
3. Previous minutes from March 11, 2020 meeting were unanimously approved.
4. Marketing Update—Robin
a. Numerous marketing and communication activities are underway that will raise the
visibility of the estate as a Town asset and help to drive financial success.
b. Wedding Showcase update: First in the hospitality industry to establish a complete
virtual tour of the venue and to include PSAs with many of the vendors in the
community as well as live phone discussions during the originally time of event Joanna
then produced a continuance of virtual planning throughout the year with over 40
vendors and adding.
5. Financial Update-Jerry
a. The Finance subcommittee has provided a forecast for FY21 indicating#of events and
anticipated sales receipts based on historical information.
b. The forecast shows 75 events with total sales of$397,771. Robin requested totals be
provided for the historical data and the file has been updated.
c. Jeanne asked the basis of the 15% reduction in weddings assumption due to COVID 19.
This was a best estimate given the impact to Q1 FY21, but allowing for some
rescheduling of events. Ellen reported that a reduction of 12-15% is being used by other
event-based facilities.
6. Stevens Estate Website
a. The estate link on the town website points to the municipal site rather than a
customized website. Joanna would like to move to this custom site which is more
applicable to an 'events-based'venue. Andrew requested that any changes be reviewed
with the town IT group. Dave Brown also offered to assist Joanna as needed.
b. Motion (made by D Brown, second by R Ellington): Joanna and Dave to schedule a
meeting with town IT director to review planned move to Stevens Estate Web hosting.
Approved 5-0.
7. Position: Stevens Estate,AP/AR part-time, 7/1/20.
a. Motion (made by R Ellington,second by D Brown): to hire a FY21 part-time AP/AR
position at the Stevens Estate reporting to the Director.
b. Discussion:
i. Current funding is in the budget as an indirect cost allocation to the Stevens
Estate from a town resource. The allocation to the Estate is salary, plus benefits
such as insurance.
ii. Cost estimate was$5000—6000 per year for this new position.
iii. This role was not discussed during FY21 budget development and would require
approval by Town Manager as this would be a town employee.
iv. At this time,the board does not have the required information to vote on the
motion, so the motion was withdrawn by R Ellington.
8. Review Town Manager's response to document requests
a. Ellen questioned some of the TD Bank statements and as a result the Board needs to
understand the total assets/resources of the Estate.
b. The board agreed to sub-divide the questions among the members as follows:
i. Financial—Jerry
ii. Estate controls—Joanna
iii. Contracts—Robin
iv. Capital Expenses— Robin
v. Liability Insurance—Dave
c. Members will send their observations/questions to the assigned member who will
consolidate and request clarifications where necessary.
9. Event Manager
a. Interviews for the part-time Events Manager have been completed. Humara Brady will
be starting soon pending completion of the necessary paperwork.
10. Partnerships
a. The Youth Center is interested in partnering with the Estate on Camping Out activities.
11. Financial Accountability
a. Joanna as the Estate Director needs visibility to all bank statements related to estate.
She will work with Andrew and town accounting department to obtain this information
going forward.
12. Other Business
a. Dave made the point that there maybe marketing opportunities using the flexibility of
the estate to aid in rescheduling events that other facilities may not have. For example,
conducting weddings during the week.
b. The bid for an exclusive caterer is still in Legal review by the town.
13. Upcoming Meeting schedule
a. Tuesday,April 28, 6:30pm
b. Note: due to the COVID 19 advisory the ioint meeting with the Long-Term advisory
committee has been postponed to a later date.
14. Meeting adjourned 8:14pm