HomeMy WebLinkAbout2020-08-03 Stevens Estate Long Term Advisory Committee Minutes
MINUTES: STEVENS ESTATE LONG TERM ADVISORY COMMITTEE: AUGUST 3, 2020
In Attendance (via Google Meet and telephone): Chair James Lafond; Members Jennifer Burns-Luz,
John Mabon, and CJ Gangi; Staff: Andrew Shapiro (Director of Community and Economic Development)
Absent: Members Kathleen Stagno, Joseph Pelich, and Kevin Driscoll
The meeting began at 5:01pm and just prior to being called to order, Chair James Lafond began to read
aloud the following statement:
of people that may gather in one place, this meeting of the Stevens Estate Long Term Advisory
Committee will be conducted via remote participation to the greatest extent possible. Specific
information and the general guidelines for remote participation by members of the public and/or parties
www.northandoverma.gov. For this meeting, members of the public who wish to watch the meeting
may do so on their televisions by tuning to Comcast Channel 99 or Verizon Channel 28 or online at
www.northandovercam.org. No in-person attendance of members of the public will be permitted, but
every effort will be made to ensure that the public can adequately access the proceedings in real time,
via technological means. In the event that we are unable to do so, despite best efforts, we will post on
the Town of North Andover website an audio or video recording, transcript, or other comprehensive
record of proceedings as soon as possible after the meeting. If the public would like to participate in
public hearings please email your question/comment prior to or during the meeting to
ashapiro@northandoverma.gov. The question/comment will be read during the proceedings and
responded to accordingly.
Mr. Lafond then called the role, confirming the attendance of Members Burns-Luz, Mabon, Gangi and
himself.
Selection of Volunteer Recording Secretary:
Andrew Shapiro volunteered to act as recording secretary.
Acceptance of Minutes from 3/9/20 meeting:
MOTION: Jennifer Burns-Luz made a motion to approve the 3/9/20, Jack Mabon seconded the motion.
Vote: 4-0.
Acceptance of Minutes from 7/21/20 meeting:
MOTION: Jennifer Burns-Luz made a motion to approve the 7/21/20, CJ Gangi seconded the motion.
Vote: 4-0.
Discussion and vote regarding Draft Recommendations and Report to Select Board
Ms. Burns-Luz updated the Committee on the Draft Report, which she had noted was originally drafted
by Mr. Shapiro and then updated with additional edits to provide more context. It was especially
important to her that the report reflect that amount of research and consideration that went into each
option, especially the current operating model. She noted that she updated the report with additional
details about where the Estate stands today, and looking back at the recent last five years in terms of
ls that were
investigated, available sources of funding for operations, public input received by the Committee, the
should proceed.
Mr. Shapiro noted that on page 3 of the report he added a table that Ms. Burns-Luz had requested,
showing actual expenses and revenue, in addition to operating budget and retained earnings figures for
the last five fiscal years. He also noted that the Town Accountant would certify the accuracy of the
figures entered into the report prior to it being finalized. Mr. Shapiro confirmed a few additional minor
changes to the document that reflected information that Ms. Burns-Luz had requested.
Mr. Mabon said that he felt the document looked good in his review of it. He expressed pleasure with
the recommendation to preserve the open space, watershed, and trail network as they are important to
the Conservation Commission. As he understood it, the recommendation calls for a conservation
restriction to be placed around the buildings of the Estate, which he supports.
Chair Lafond wished to gain some clarity, noting that there is no conservation restriction currently on
the Osgood Hill property itself and asked whether Mr. Mabon felt that the language should be
strengthened to ensure that a conservation is mandated with the RFP responses that are solicited, or
whether the existing language suffices. Mr. Mabon confirmed that his intent was to see that a condition
of a lease or management contract include a requirement that a legally binding conservation restriction
agreed with the use of the suggested term.
Chair Lafond suggested adding some more detail to the pros and cons section of the document. For
operating model, but because the Town will retain ownership of the building, any entity managing the
property will be subject to the same rules; therefore, it should be listed as a con for all operating models
being considered. Another example is the negative effect on business caused by COVID-19. This is an
issue that a non-profit or private for-profit would have to contend with as well. Mr. Shapiro confirmed
that he could make these adjustments to the document.
Mr. Lafond added that he also feels that any operating model is going to be challenged with respect to
taking on the types of capital projects necessary to upgrade the Estate and that should be reflected in
the pros and cons. Also, perhaps the report should go into more detail on the types of revenue that can
be generated to tackle these capital projects.
Mr. Gangi asked that language be added to ensure that any entity that ultimately manages the property
could affect the appearance of the property in any way.
Mr. Shapiro relayed to the Committee that Joe Pelich had indicated to him that perhaps the
acknowledgements section of the document was not necessary. If it were to stay, he noted that he
would want primary recognition of the Town Manager for her efforts in this process, as well as Laurie
Burzlaff, who had worked hard on behalf of the Town when the Town started to evaluate options for the
Estate over a year ago.
The
non-profit organizatshall have a proven track record of
stewardship, noting that he is not uded. That word could
applying or being strongly considered in a response to an RFP given that their track record may not be as
long or as prominent as those of other organizations, such as the ones that have been discussed
process.
the desire of the Committee as expressed through the motion that was offered as a recommendation to
the Select Board. Ms. Burns-Luz agreed with Mr. Gangi in that she feels it better ensures that an
organization with a good track record responds to the RFP. Mr. Gangi added that he felt an organization
such as the one that Mr. Lafond described would not be capable of running the Estate. Mr. Shapiro
pointed out to the Committee that it would ultimately be in the purview of the Select Board as to
RFP. There would certainly be opportunities to ask the Select Board to incorporate language that might
elicit broader responses to an RFP.
Mr. Lafond then asked Mr. Shapiro if there were any comments or questions that had been received
from members of the public. Mr. Shapiro shared with the Committee the following:
Jerry Justin (Member, Trustees of Osgood Hill): My question relates to Private Donations and amending
this section to state that per the Town's direction under A Maylor, SE was unable to take donations.
Additionally, the Trustees have made a request (since March 2020) to have a mechanism allowing
donations. No action has been taken by the Town.
Mr. Shapiro relayed that he asked Mr. Justin to clarify was he asking for the Committee to amend the
section of the document that he referenced to include the information he cited? Does he have minutes
or other documented proof confirming that the previous Town Manager would not allow the Estate to
accept donations?
Mr. Justin later responded by saying: The section seems misleading to me. Did the committee do any
made in March.
Mr. Shapiro then noted that he asked Mr. Justin to be more specific about what he finds to be
misleading - the whole "available sources of funds" section? Or the subsection about private
contributions? And if so, what specifically is he finding to be misleading? Also, Mr. Shapiro indicated
that he reached out to the Town Manager about the private donations issue. The Town is able to accept
private donations. The only "process" so to speak, would be a requirement that the Select Board accept
such donations. Donations could not go toward salaries, and they would have to be specifically
earmarked.
Jeanne Irwin (64 Colgate Drive and also a Member of the Trustees of Osgood Hill): First I wanted to
thank you all for the time and effort put into preserving the Estate as it is highly valued and regarded by
the majority of North Andover citizens.
Next I kindly request that you consider the option of a RFP for a semi-exclusive catering company.
Joanna, Myself (I'm MCPPO certified Massachusetts Certified Public Procurement Official) and Laurie B
have been developing a RFP for the past couple of months. The distinction of a Catering Company vs.
Foodservice Management Company such as Elegant Banquets. With a catering company we would still
keep all the Town's intentions for the Steven's Estate.
However with a Catering company they would be responsible to coordinate with Joanna and provide the
Food/Serving Staff and clean up from all events and the Steven's Estate would draw a percentage of that
sale in addition to our regular event hosting fees.
I know Jim L was able to attend a couple of our meetings but I am dispirited that our 2 committee's did
not meet to consult with each other and align our mission. You would find we have all the same goals.
For the Estate to thrive and not inflict any burden to the Town.
Also please clarify that the Enterprise Fund is designed as below (a diagram with information was
shared, which Mr. Shapiro described to the Committee).
In a separate comment, Ms. Irwin noted: There was a $100,000 private donation end of last year. We
intend on creating a revenue source for donations off the webpage. Again in our plan we could meet on
and review. Before this is recommendation is finalized - I think it would be highly beneficial for the 2
committees in whole to meet to review future events already scheduled and plans. Please note that in
our RFP we had requirements for any organization to bid. Such as 10 years in business, submitting
audited financials for the last few years.
Mr. Lafond closed the public comment portion of the meeting.
Ms. Burns-Luz said that she may need more clarification on the issue of donations and that perhaps the
With respect to the other comments, Ms. Burns-Luz expressed that she appreciates the efforts of the
Trustees of Osgood Hill but that their efforts or a meeting to discuss them will not change her mind
Gangi noted that he agrees with Ms. Burns-Luz.
Mr. Lafond explained that he has many times spoken with the past chair of the Trustees of Osgood Hill
and has been reluctant to have a joint meeting between the two bodies, given that their missions do not
strictly align. The Trustees oversee the management of the Estate, whereas the Long Term Committee is
looking at all available operating models.
Mr. Mabon expressed that he also agrees with Ms. Burns-Luz, but that hopefully the Trustees could be a
resource to a nonprofit that might respond to an RFP for management of the Estate.
Mr. Shapiro noted that he could incorporate edits to the document based on the comments made at
MOTION: CJ Gangi made a motion to request that Andrew Shapiro incorporate edits to the
recommendations and report document as discussed, Jack Mabon seconded the motion. Vote: 4-0.
Discussion and vote on future meeting date(s):
MOTION: Jennifer Burns-Luz made a motion to hold the next meeting on Tuesday, August
11, 2020 at 5pm, CJ Gangi seconded the motion. Vote: 4-0.
Adjournment:
MOTION: CJ Gangi made a motion to adjourn, Jennifer Burns-Luz seconded the motion. Vote: 4-0.
The meeting adjourned at 6:03PM