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Home My WebLink About2020-12-10 Trustee of Osgood Hill Board Meeting Minutes Trustees of Osgood Hill Board Meeting— Remote Participation Minutes of Board Meeting conducted December 10, 2020 Called to order 7:32pm all participants remote due to COVID-19 requirements. Voting Members Present(5): David Brown (Chair),Jeanne Irwin (joined at 7:45pm), 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: EDF° FY22%20Stevens%2 Stevens Estate FY21 OEstate%20Budget.rYTD Report as of 12- 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,Thom and Jerry present at start of meeting sufficient for a quorum. 2) Approval of previous minutes a) Minutes were approved for October 20, 2020. 3) Chairman's Update— Dave i) Notification from Laura Bates, Select Board member,that there are 2 people who will be interviewed for the open Board positions. ii) Notification from Town Manager regarding transfer of funds from the Stabilization Fund was approved and DOR has approved the Town's tax rate. She will keep us informed re: planning for the remainder of FY21 and budget preparation for FY22. iii) Motion (made by J Irwin, second by R Ellington): move to have both Dave and Jeanne review the RFP for non-profit management of the Stevens Estate. Approved 5-0. iv) Robin, Dave and Jerry met with representatives from the Division of Local Services (Marcia Behink and Frank Gervasio)to discuss the Estate operations and shared relevant information from the board. Their role will be a review of the estate situation, but not a forensic audit. It is anticipated that the DLS report will be available end of year. Board agreed to wait for the DLS report to be issued before discussing any further action. v) Confirmed the Strategic Report prepared in September 2020 is posted on the town website under Stevens Estate Documents. Motion (made by R Ellington,second by J Irwin): move to send the Strategic Report to the Finance Committee and Planning Board and request to present at one of their upcoming meetings. Approved 5-0. vi) Select Board authorized funds from the Stabilization Fund to cover any potential shortfall in the Enterprise Fund in FY21. Town Manager is working with Andrew and Joanna on reduced staffing January— March 2021, and Joanna would split time between Estate support and other town needs. The board is requesting that the Town come back to the board with the level of Estate service in FY21 with the following as a guide: (1) Projected revenue and expense with assumptions (2) Impact to appropriated capital projects (3) Impact on service levels at the Estate during 3QFY21 (4) Impact on projected revenues in FY22 as a result of reduction in personnel hours (5) Repayment strategy, if needed,for reimbursing the Town stabilization fund 4) Review of Current Retained Earnings Report for FY21 a) Report was provided post-meeting and is attached to the minutes. 5) Finance Committee Update-Jerry a) Board reviewed draft FY22 budget and made comments. i) Gas and lighting capital project, under CPA, is on hold due to town-wide spending freeze. ii) Staffing: only the Director role is full-time staff in FY22 starting July 1, 2021. Other positions are part-time. iii) No indirect expenses will be charged to the Estate in FY22 as confirmed by Andrew. iv) Revenue: reviewed the assumption on#of events and restrictions due to Covid. Dave requested that we add a summary/statement of the value of non-revenue generating events. Robin/Thom volunteered to assist Jerry and Joanna on this topic and include in the budget deck. v) General discussion about the uncertainties related to develop the final budget based on Covid impacts. There is a value to considering alternative scenarios. If restrictions are lifted in March 2021,then FY22 would be close to historical averages dependent on Joanna's availability to book those events. If restrictions are lifted in May 2021 it would likely impact the number of FY22 bookings. For the development of this budget,the board suggested using May 2021 as the timing for capacity restrictions to be lifted. vi) Motion (made by J Justin,second by D Brown): move to accept the FY22 proposed budget package, as presented,with Jerry to work with Joanna on a revision to the revenue forecast and estimated value of non-revenue generating events. Provide final package to Andrew by December 16,2020. Approved 5-0. 6) Marketing Committee Update - Robin a) Holly Days information has gone out to advertisers. Mansion tours and visits with Santa are planned, as well as outdoor decorations via drive-thru.Also Giving Tree for charities. b) Ice carving with a menorah is also scheduled. c) Website launched 2-3 weeks ago. Recent issue with the website availability that is being worked on. North Andover IT is aware—seems to be an issue with Google server. d) 1886 bedroom ribbon cutting is also planned to open the room. 7) Estate Operations—Joanna a) Inquiries and bookings continue. No events planned after Holly Days until early Spring 2021. 8) Filling Vacant Board Seats a) Covered under the Chairman's update. 9) New Business—none 10) Public Comment—none 11) Next Meeting Date—to be scheduled in January 2021. 7pm start seems to work best for everyone. 12) Adjournment a) Meeting adjourned at 9:34pm.