HomeMy WebLinkAbout2020-07-20 Trustees of Osgood Hill Board Meeting Minutes Trustees of Osgood Hill Board Meeting— Remote Participation
Minutes of Board Meeting conducted July 20, 2020
Called to order 5:07pm all participants remote due to COVID-19 requirements.
Voting Members Present (5): David Brown (Vice Chair),Jeanne Irwin, Robin Ellington,Jerome Justin,
Thomas Dugan
Voting Members Absent: none
Town Officials(2): Joanna Collantine (Estate Director),Andrew Shapiro (Director of Economic and
Community Development
Handouts:
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draft retained SE YTD Munis Rev SE YTD Munis Exp SE YTD Munis Exp Stevens Estate P&L TSE Outdoor
earnings 30June202 FY20 7JUL2020.pdf FY20 7JUL2020 page FY20 7JUL2020 pag statement FY2020 21Community Event Cz
1) Introduction—Dave (acting chair)
a) Governor statement and my email: dbrown@northandoverma.gov for questions during the
meeting, I will read as received on topic.
b) Meeting called to order
c) Verbal Role Call— Robin, Dave,Jeanne,Jerry, and Thomas present at start of meeting.
d) We have a quorum to begin the meeting.
2) Welcome New Member Thom Dugan
a) Lived in NA for 13 years, 2 children. Desire the Estate to be a destination and facility that town
residents want to use and visit. Chief Administration Officer for the Highway Division, prior VP
budget and planning at local college.
3) Previous minutes from June 24, 2020 meeting were unanimously approved with a friendly
amendment provided by R Ellington.
4) Chairman's Update—Dave
a) Board should be focused today on Retained Earnings as the RE is low and very critical to the
Estate.
b) Find a path forward for the audit and how we will proceed, including funding to pay for it.
c) Thanks to Ellen Mosier for her participation on the committee. Robin: suggest we draft a letter
to Ellen and sign as a Board.
d) Met with Melissa last week related to March 2020 presentation and Retained Earnings. FY2020
Retained Earnings report and update to Munis were provided as handouts prior to the meeting.
5) Election of New Chairperson
a) Dave expressed interest in the role and was nominated by Jeanne and seconded by Thom.
Approved: 5-0. Congratulations Dave!
b) Election of Vice Chairman: Jerry nominated by Dave and second by Jeanne. Approved: 5-0.
Will continue in role as Secretary.
6) Reports and Inquiries, questions 1-23
a) No new responses have been received. Responses to Questions 1, 2, and 9.
b) Discussion related to the forensic audit that was passed at the last meeting.
i) Thom suggested that the Division of Local Services, as part of the Dept of Revenue, will
partner with town and with board/committee to review financial transactions, process,
compliance with applicable laws and statutes. Thom has used them with Chapter 90
program. A lot of history in what has occurred over the past 5 years and this may be a way
to have an impartial, independent review of the Estate situation.
ii) Dave: seems like a best possible way to carry forward what the Board voted on. No
expected cost and put this detail behind us so we can focus more on helping the Estate, with
assurance that the Enterprise fund being maintained appropriately.
iii) Jeanne: will using the Division of Local Services cause unintended negative perception of
the town or is it a normal thing for them to do?
iv) Robin: what about using the current auditors that perform the annual town audit? An
opportunity for the auditors to explain the process and why things happened over the year.
v) Thom: Powers and Sullivan is the current auditor and we would need Melissa to OK having
the auditors some in a meet with the Board. Cannot speak directly to what the
consequences may be and would be good to get feedback from Melissa.
vi) Jeanne: based on my experience, Powers and Sullivan, unless we ask them to specifically
audit the Enterprise fund, it may not be in depth enough to satisfy the Board. Want to be
sure we aren't creating a bad impression for the town.
vii) Andrew: spoke to Melissa and she is open to a dialogue with the Department of Local
Services. Melissa is making contact with them. There may be a willingness to have the
current auditors discuss their approach and answer questions.
viii) Robin: can we formulate questions for the auditors? Andrew: yes, would be helpful to
formulate questions ahead of time.
ix) Dave will have a conversation with Melissa on the best approach that meets the need of the
forensic audit motion from last meeting.
x) Motion (made by J Irwin,second by J Justin): Dave approach Melissa asking her preferred
method for a deep dive audit either with Powers and Sullivan or the Department of Revenue
in which our committee can drive an audit covering the past 5 years. Amended to include 2
members from the Board to lead the effort—Jeanne and Thom. Approved: 5-0.
xi) Request from Thom to Andrew to have the information provided by the town to be in its
native format rather than PDF.
7) Retained Earnings Report
a) Reviewed report as of June 30, 2020. Will be finalized in July.
b) Jeanne: Expenses for FY20 were actually$14k lower than what is shown on the report. We
need a breakdown of indirect expenses supporting the increases seen over the past 5 years. In
the general fund is there a specific line item for Stevens Estate. Within the Pooled Account, is
there a separate item for the Stevens Estate? Andrew: provided indirect cost breakdown for
FY2020. What the Estate is being charged for indirect expenses is less than what the cost
allocation would recommend.
c) Dave: still need to understand why the indirect costs increased significantly over the past 5
years. Andrew: note that the Estate will not be charged for indirect expenses in FY21.
d) Discussion concerning revenue growth impact of moratorium on new bookings by Board of
Selectmen in April 2019 until September 2019 affecting sales and operations in FY19 and FY20.
S) Profit and Loss Summary
a) Reduction of events from 66 events to 56 events from May to July 2020. There continues to be
interest in bookings. Need to show FY21 forecast with a simplified view of the projection of
events for the year. Joanna will relook at the first couple of quarters of FY21 and assess the
forecast.
9) Marketing Committee Update
a) Discussed exclusive caterer on status of RFP. Jeanne and Joanna have proofed the RFP and
needs Joanna's final edits. Goes back to Laura Burzlaff and confirm timing to have it issued.
b) Discussed development of database and the ability to target communications based on that
information, eg Constant Contact or something similar. Advantageous as well to think about
linking communications with reservations and contracts.
c) Consider professional marketing organizations and use in combination with the database.
d) Joanna has developed an event calendar. Discussed making the estate more available for the
town residents. That calendar will be made available to the board (attached here).
e) Robin: status on SE website. Dave will be meeting with Joanna and Chris from North Andover
IT.
f) Make Sarah Brush aware of additional marketing communications. Action: Joanna.
10) Estate Operations Report
a) $20-25k in deposits expected by end of July. Wedding ceremony on August 1. First wedding for
Humara and able to work through the Covid practices. Other events are in the final planning
stages and captured in the events calendar.
b) Suggested renting tent to end of August 22 through November 2020. This will help support
other town events.
c) Joanna has ordered materials and supplies needed for Covid 19 practices.
d) New registration form for those attending events, as well as Google site where participants can
see the requirements.
e) Bathroom renovation is nearly complete.
f) Jerry: please include an update for the FY21 approved projects going forward.
11) Review Annual Report—tabled.
12) New Business—none
13) Public Input—Ellen Mosier joined the call briefly to say she appreciated her time on the Board.
14) Next meeting datext meeting date—will be coordinated off line.
1S) Meeting adjourned at 7:07pm