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Home My WebLink About2020-04-28 Trustee of Osgood Hill Board Minutes Trustees of Osgood Hill Board Meeting— Remote Participation Minutes of Board Meeting conducted April 28, 2020 Called to order 6:34pm all participants remote due to COVID-19 requirements. Voting Members Present(S): Ellen Mosier(chair), David Brown,Jeanne Irwin (joined at 7:34pm), 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: • Questions Related to Discovery Documents,working draft DPIDF Questions related to Discovery Docu mi • Stevens Estate P&L 0..........- ... �rou 1-l! Steven s%20Estate% 20P%5e0L%20staterr • Covid 19 Update Covid Upate 42720.p d f 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—Ellen, Robin, Dave, and Jerry present at start of meeting. iii. We have a quorum to begin the meeting. 2. Previous minutes from April 1, 2020 meeting were unanimously approved. 3. Community Statement from Ellen S. Mosier, Chair,Trustees of Osgood Hill As Trustees of Osgood Hill,along with our Director,Joanna, it is imperative to continue to be proactive, as a small business in our community... as all businesses on Main Street USA, businesses on Main Street North Andover.We are part of this wonderful community and we are OPEN,virtually,to help our clients navigate during this time of Covid-19.We will see this through together. We wish to thank our Town Manager,town &school employees, as well as our Director,Joanna, for their important role in providing services, as well as meals for our residents. Our thank you(s)to our frontline agencies, Fire and Safety and our healthcare professionals for their endless dedication. As posted on our Stevens Estate at Osgood Hill's Facebook page,our Director created "Postcards of Hope", quotes and many of the happiest moments at The Stevens Estate. A few notable quotes; "Where towers bloom, so does hope" Lady Bird Johnson "Alone we can do so little,together we can do so much" Helen Keller There are many more, enjoy! 4. Partnerships a. Working with Rick and Demi from the Youth Center for camping activities and staff training in July and possible rain dates. 5. Trustees' "observation" response to Town Manager's response and delivery of documents, Reports and Inquiries, 1-23. a. Reviewed and made comments/clarifications to the working document. b. Motion (made by D Brown,second by R Ellington): To accept the edits to the working document and forward to the Town Manager for response. Approved 5-0. c. Final Document, as amended and approved by the board. Copy provided via email to Town Manager and Board on May 4, 2020. [F.. Questions related to Discovery Docu m, 6. Subcommittee, Profit Loss Report a. Joanna reviewed the PL report with the board. The forecasted loss for FY20 is$8,084 against a budgeted profit of$81,055. b. 1 Wedding has been cancelled for July 2020. The client is in the military and could not commit to an alternate date. c. Value of postponed events is about$65k—75k of expected to shift from FY20 to FY21 due to Covid 19. If we can continue to book weddings between now and end of June that will offset the lost revenues expected from Covid 19. d. Estate is in a holding pattern due to impact of Covid 19. Still conducting virtual tours where possible, but not giving physical tours is a challenge. e. 2 key assumptions in the FY20 forecast are no transfers to capital and no transfer to the General Fund for indirect expenses. f. Still focused on getting deposits through the marketing and virtual tour efforts to build business once we can open up the estate for physical tours and events. g. Ellen: When is the part time employee starting? Joanna: New employee starts working remote on Monday,. May4. h. Ellen: What is the status of landscaping at the estate? Joanna: Landscaping is all set. People are still visiting the estate grounds for hiking and around the gardens. i. Ellen: Do we need additional signage? Joanna: No additional signs are needed. Facebook page is also helpful for visitors. j. Dave: On the PL report, need to fix the formula in cell R24,for accuracy. k. For bookings we are in regular contact with 30 people who are waiting on availability for tours. I. Estate will see cost savings on the outdoor tent in FY20 due to lack of event bookings. About$5000 this fiscal year. There is$50k unspent from liquor sales that needs go back into the available budget. m. Jerry: What is limiting the estate doing tours? Realtors are still showing houses to clients following social distancing guidelines. Joanna:since the estate is not considered an essential business it is closed, however will be conducting a tour of the grounds outside as part of the virtual tour efforts. Working on getting people to the estate which will help get bookings. Joanna will followup with the Town Manager to see what flexibility may be available. 7. Director,Joanna Collatine, Updates a. Joanna provided draft statement for support of small local businesses that she works with. Final version provided to the Board on May 6, 2020. pck" Covid 19 Statement of Support for Local b. Posting from the Estate to our first responders was well received and there has been some interest in purchasing post cards of the Estate. c. Historical Society has started an online store and the Estate may be able to do a similar activity. 8. Subcommittee, Marketing and Advertising Report a. Couple of open items are to get the 'Donations' button on the website as committed back on March 111 and to discuss with IT the transition of the Stevens Estate website. That is particularly important as we work virtually. 9. Other Business/Updates a. Jeanne: What is the status of the caterer proposal that was under town review? This is still under review by the town and the board would like to see the final version before it goes out for bids. Not clear who from the town is taking the lead on this activity. Joanna will followup with Andrew and cc: Jeanne. b. Ellen will get clarification on the annual conflict of interest law education and training requirements for the Board. No action is needed at this time. 10. Upcoming Meeting schedule a. Tuesday, May 26, 6:30pm 11. Meeting adjourned 8:40pm