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Home My WebLink About2020-10-20 Trustees Of Osgood Hill Board Trustees of Osgood Hill Board Meeting— Remote Participation Minutes of Board Meeting conducted October 20, 2020 Called to order 5:04pm all participants remote due to COVID-19 requirements. Voting Members Present(5): David Brown (Chair),Jeanne Irwin, Robin Ellington,Jerome Justin Voting Members Absent: Thom Dugan Town Officials (2): Joanna Collantine (Estate Director),Andrew Shapiro(Director of Economic and Community Development) Handouts: Revised Booking FY21 Stevens Estate FY21 Stevens Est Report JLC 102020.xIForecast against Bu(Financials as of 9-3C 1) Introduction—Dave a) Governor statement and my email: dbrown@northandoverma.gov for questions during the meeting, Dave will read as received on topic. b) Meeting called to order c) Verbal Role Call—Robin, Dave, and Jerry present at start of meeting. i) A quorum was not present at start of meeting. J Irwin joined at 5:23pm and a quorum was present for the remainder of the meeting 2) Approval of previous minutes a) Minutes were approved for the following dates: August 12,August 26, and September 15. 3) Chairman' Update—Dave a) Report on public input at Select Board regarding Trustees of Osgood Hill Strategic Report i) Dave provided a statement that was read at the 050ctober2020 Select Board meeting: (1) We respectfully still request to be able to present our findings and recommendations at an upcoming select board meeting. Our belief is that there are alternatives to what was recommended by the long-term planning committee that you should consider, particularly in light of the fact that we have been carefully watching and studying this operation for the past year. (2) As our report indicates, history has shown that the Estate can be and was operated profitably as an event venue and historic building under its current operating model in non-COVID-19 times. We also believe it could slowly build back up its retained earnings. We further believe that the buildup could be accelerated, once operations are at normal capacity, if additional staff were added. (3) It seems unfair to saddle it with the burden of supporting the other buildings on the property under the same Enterprise Fund. The support of the other structures is something that must be dealt with regardless of what operating model is ultimately chosen. In our report you will find suggestions for fundraising to help with that needed capital infusion. (4) Town meeting voted in 2019 to maintain control of the Estate and surrounding property and as such that expense needs to be born somehow, but it seems unrealistic to make the event venue support the entire property. We don't believe that was ever the intent of the citizens of North Andover. (5) As a committee we have not yet met to discuss the findings of KP Law,we will do so at our next meeting. ii) Dave also meet with Town Manager on October 5, 2020 and discussed level of frustration that the Select Board is essentially ignoring the views of the Trustees of Osgood Hill, particularly considering the KP Law findings. iii) Robin emphasized the need to continue to provide information to the residents on what is happening at the estate and ensure the voice of the Trustees is heard. iv) Jerry acknowledged the work that the Board,with Andrew/Joanna as advisors,to pull together the Strategic Plan in a few weeks. Dave confirmed,through the Town Manager, that she, and the Select Board had received the report. 4) Discussion of KP Law Findings a) KP Law finding was the Trustees of Osgood Hill is an advisory Board. b) Robin reinforced the need to continue the outreach portion of the Strategic Plan and continue to support Joanna in Estate Operations. c) Jerry suggested looking at the Board's mission statement considering the KP Law Findings. d) Motion made by D Brown to accept the findings of KP Law report made to Select Board and redefine our mission statement. Motion was not seconded and was withdrawn by Dave. 5) Review and discussion regarding any additional responses from Town Manager Reports and Inquiries a) No additional has been provided. The questions from the Board should be further addressed with the Division of Local Services audit. b) Update on DOR audit i) Andrew reported that no additional information has been received on when this audit will occur and is following up with the Town Manager. c) Discussed need to fill 2 additional Board seats. Andrew will confirm with Town Manager that an announcement will be sent via the Town News Website. Opportunity for the Board to solicit interest from residents. 6) Review of Current Retained Earnings Report a) Through September 30, 2020 actual revenue is$20,281 with total expenses of$49,744. 7) Review of Current Profit Loss Projections for FY`21 a) Forecasted revenue for FY'21 is$176,070. b) For 1Q FY'21 (Jul-Sep), actual total revenue=$23,904,Actual expenses was$17,083 for salaries, and $14,497 for other expenses. This information is posted on the Town website under Financial Information. 8) Marketing Committee Update a) Working on press release for Murder Mystery night scheduled for October 31, 2020. b) Also working with the Kindness Collaborative to offer free admission to a local family. c) Updated website will be available (,. .... ....m...............................................................sl.................................!!. ............s t.........................�.. .............!!r ) soon. Great photos and information are provided! i) Donation workflow needs some additional clarification. For example, use of a Google Form to gather information and then provide to Select Board for approval. ii) Promote designation by The Knot for obtaining several good reviews. Also highlight the designation as a National Historical Site. 9) Estate Operations a) Director's Report i) 1 wedding in September, 3 funeral receptions, couple of town meetings, book sale and poets'corner. Have 88 email inquiries and held 19 event tours. ii) Bookings report was reviewed and is attached to the minutes. iii) Conducting an initial review of FY'21 approved capital projects and potential funds that can be moved back to retained earnings. Board recommended that while it is good to look at options to bolster retained earnings, but it is premature to make any commitments as we are only 4 months into the fiscal year. (1) Can also consider a targeted fundraising goal to focus the effort and make tracking the donations easier. iv) Proposal to start a subcommittee to track Estate needs (1) Robin has proposed a new subcommittee to assist Joanna in tracking the needs that would be considered Maintenance funded from the Estate expense budget. Discussion was tabled for now. 10) Filling our vacant board seat a) Covered under item 5 above 11) New Business a) Budget for FY 22 will be issued in October. b) Joanna to distribute initial feedback on FY 22 budget. c) Jerry to schedule a meeting of the Finance subcommittee (Joanna,Jeanne,Jerry) prior to the November Board meeting. Jerry to bring Dave up to speed offline. 12) Public Comment- none 13) Next Meeting: Thursday, November 12, 5pm 14) Adjournment a) Meeting adjourned at 6:43 pm