HomeMy WebLinkAboutTrustees of Osgood Hill Board Meeting Trustees of Osgood Hill Board Meeting— Remote Participation
Minutes of Board Meeting conducted August 12, 2020
Called to order 5:02pm all participants remote due to COVID-19 requirements.
Voting Members Present(5): David Brown (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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FY21 Stevens Estate Revised%20Bookin
Forecast against Bu(g%20Report%20810
1) Introduction—Dave
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) Previous minutes from July 20, 2020 meeting were unanimously approved.
3) Chairman's Update— Dave
a) Review draft letter of thanks to former Chair Ellen Mosier
i) Read letter to group. Motion (made by J Irwin,second by D Brown): approve thank you
letter to Ellen S. Mosier. Dave to update with letterhead and issue.Approved: 5-0.
b) Review draft Board project tracker
i) Discussed a tracker to monitor action items with target dates to facilitate the Boards' work.
Action: develop a central repository of actioned items, as well as proposed topics for
discussion at our next Board meeting(Robin)
c) Call for volunteers to fill our two open Board positions
i) Reviewed and discussed need for additional Board members. Motion (made by J Justin,
second by R Ellington): authorize D Brown to work with Sarah Brush to publicize two
additional positions for the Trustees of Osgood Hill Board on the Town website. Approved:
5-0.
d) Estate Web site update
i) Dave provided update on website. Joanna, Dave, and Andrew met with Chris and agreed to
move to a Google site. This will deliver the functionality that Joanna is looking for. Action:
Joanna will update the website on Google site and Town IT will point to it. Mid-September
the Google site will be created, and Town IT can implement.
e) Re posti ng of minutes between 2016-2019
i) Some documents that were not formally approved at prior Board meetings will need to be
reapproved at upcoming Board meetings. Action: Joanna to generate a list of documents
that need approval at a future Board Meeting. Dave will provide any minutes that he may
have available for consideration.
f) Review and discussion of Long-Term Advisory Committee recent meetings and
Recommendations
i) Long term advisory committee will be making their recommendation to the Select Board.
ii) Board had discussion on the mission and remit of the Trustees as compared to the Long
Term Advisory Committee. How does the Long Term Advisory Committee interrelate or
potentially supersede the Trustees responsibility to manage the estate? We need some
clarity on the Town Meeting authorization for the Board of Trustees to 'manage'the estate
from a strategic perspective. It is clear that the performance of the current Estate Director
is not in question. Board discussed the opportunity to develop a position or points to
consider relating to the operating model of the estate. A couple of areas that the Board can
consider include a position paper/response letter on the future of the Estate, and
clarification on the role of the Board of Trustees based on Town Meeting authorization.
iii) Motion (made by D Brown, second by T Dugan): Inconsideration of the recommendation
of the Long Term Advisory Committee, we,the Trustees of Osgood Hill wish to present our
view of the state of the Estate and our recommendation for its management going forward.
Approved: 5-0.
iv) Motion (made by J Justin,second by T Dugan): authorize the Chair to notify the Town
Manager and Select Board of our intention to develop a position on the long term strategy
of the Stevens Estate, in light of the recommendation from the Long Term Advisory
Committee, and it be considered as part of the decision-making process. We will complete
this activity by September 15, 2020. Approved: 5-0.
v) Dave made a comment that the FY21 Retained Earnings has revenues exceeding expenses
by$1301. Jeanne requested an update on the FY20 Munis report related to
encumberances.
4) Director Report
a) Aug 1 had small wedding and good test for the new COVID-19 and discussed adjustments post-
event. Booked 2 weddings, one Aug 22 and another Sept 20. A number of inquiries for 2021
and 2022. Bathroom work is finished, pending final inspections. Dave suggested considering
how the town athletic groups are handling distancing and the ability for the Estate to have 2
events at same time or other creative ways to accommodate more events. Suggestion made to
have any Estate spacing requirements documented to capture town requirements for COVID-19.
5) Financial Report
a) Tabled for this meeting
6) Audit Update
a) Town Manager has contacted MA Department of Local Services to conduct an audit of the
Stevens Estate Enterprise fund in mid-September.
7) Marketing Report
a) Tabled for this meeting
8) New Business
a) none
9) Public Comment
a) Ellen Mosier thanked the Trustees in appreciation of the Board's discussion under item 3.a.1.
b) Diane Huster provided updated letter dated August 12 that was originally provided (Aug 10) to
the Long Term Advisory Committee. This was read in entirety and entered into the minutes.
EDF°
20.8.10 Letter to
Long Term Advisory
10) Adjournment
a) Thom volunteered to provide a template that frames the position letter. Next meeting:
Wednesday, August 26, 2020.
b) Meeting adjourned at 7:34pm