HomeMy WebLinkAbout2020-06-24 Trustees of Osgood Hill Board Meeting Minutes Trustees of Osgood Hill Board Meeting— Remote Participation
Minutes of Board Meeting conducted June 24, 2020
Called to order 5:32pm 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(3): Joanna Collantine (Estate Director), Rosemary Smedile (Clerk, Board of Selectman),
Andrew Shapiro (Director of Economic and Community Development
1. Introduction—Ellen
• 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,Jeanne, and Jerry present at start of
meeting.
iii. We have a quorum to begin the meeting.
2. Previous minutes from June 10, 2020 meeting were unanimously approved.
3. Trustees' observations latest responses, Sub-committee Profit Loss Report.
• FY21 update will be provided in July
• Jerry: have received responses as follows:
i. Question 1a and b: Transfer to Capital including the Munis report and a
summary of Capital projects.
Stevens Estate Stevens Estate CPA
Capital-Munis sumnFunding summary.p
ii. Question 2: TD Bank statements and detailed analysis
Steven's Estate Steven's Estate TD Bank-Stevens
Cash Analysis.pdf Cash Balance Memo Estate October 2017
iii. Question 9: Copy of Compass contract
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Compass cleaning
contract.pdf
• Robin: Still have not accounted for the$1,000,000 transfer from October 2019.
Information is provided, but it isn't clear or happening fast enough. Jeanne: the
transfer is accounted for in the cash analysis summary and explained in the cash
balance memo. Does Joanna have access to account 6901 to see the detailed
transactions? If so, and account 6901 is the Stevens estate account then we should be
able to see and monitor all transactions for this account. Joanna: has limited account
access due to accounting practices. Jeanne could try to help confirm if Joanna has
access. Ellen: the $1.6 million in funds has been in the bank account for over a year.
How is the interest on that account shown and who authorizes the transfers? Do the
Trustees have visibility to these transfers as part of the Enterprise account? Since
December 2019 we have asked for an asset page to be provided and a comprehensive
profit and loss summary. Jerry: based on the cash analysis the disbursements in
account 6901 roughly aligns with the munis report with a difference of approx. $200k,
not$1.6 million.
• Motion (made by R Ellington,second by J Irwin): move that the Stevens Estate Board
of Trustees conduct a formal forensic audit to thoroughly vet financial activities
during the past 5 years which would include identifying transfers to accounts,such as
transfer to capital (TTQ and other unknown or unidentified accounts which explains
the destination of revenue generated by the estate and any other financial anomalies
and issues the Trustees need to understand or have investigated. The purpose of this
forensic audit would be to provide an accurate and complete financial position of the
Stevens Estate for both for the Trustees and the residents of North Andover.
o Discussion: Dave: how will this be paid for? Andrew: Joanna
would need to get approval from Andrew, and Andrew would need
approval from the town. There is no line item for an audit. The
enterprise funds are audited by the town annually to confirm if
they are operated properly. Ellen: question the depth and
completeness of the annual audit done by the third party.
o Jeanne: an alternative would be to work further with the Town
Accountant without a forensic audit. Ellen: third party may be
considered impartial rather than performed by the Board.
o Robin thanked Jeanne for her offer to work in cooperation with
Town Hall on producing the financials we need and the format in
which we need them. Robin said it was beyond the purview of the
Board of Trustees to engage in that level of detail. Robin further
stated that a forensic audit, an audit not performed by either a
Trustee or Town Hall, would be more accepted by both sides as
being independent and unbiased.
o Rosemary: all town documents, except for employee records,
must be produced upon request.
o Jeanne: if done internally, may be able to get better information in
a month.
o Action: Jeanne will work with Joanna and Andrew to run an
updated Munis report on account 6901 and review the outputs.
• Motion approved 3-2.
4. Director,Joanna Collantine, Updates
• No P&L update. Received 2 additional deposits. Waiting on Governor's announcement
on changes to group sizes. Anticipating a busy time after allowed to open.
• Robin: can other people attend for tours while other events are going on. Joanna: yes,
in addition to the virtual tours.
5. Subcommittee, Marketing and Advertising Report
• No updates. Partnership activities continue.
6. Other Business/Updates
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STATE of The
ESTATE 6_24_2020.p
7. Upcoming Meeting schedule
• Next meeting July 20, 2020. 5pm start time.
8. Meeting adjourned 6:55pm