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Home My WebLink About2021-03-31 Trustees of Osgood Hill Board Meeting— Remote Participation Minutes of Board Meeting conducted March 31, 2021 Called to order 5:06pm all participants remote due to COVID-19 requirements. Voting Members Present (4): David Brown (Chair), Robin Ellington,Jerome Justin,Thomas Dugan Voting Members Absent(2): Jeanne Irwin, Charles Mathison Town Officials(2): Joanna Collantine (Estate Director),Andrew Shapiro (Director of Economic and Community Development) Handouts: W W W W 14� FY21 2nd Quarter Stevens Estate Revised Booking FY22 Stevens Estate stevens22.pdf Financials(1).pdf Board Meeting Marc Report JLC 32321.pdTM Recommended E 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—Members: T Dugan, R Ellington, D Brown and J Justin present. Town officials: J Collantine (Estate Director) and A Shapiro (Community and Economic Development Director) present. 2) Approval of previous minutes a) Minutes were approved for January 27, 2021 and February 25, 2021. 3) Chairman's Update— Dave i) RFP status (1) RFP was issued and Fireside Catering provided a response. Another bidder was late with their response and not included in the evaluation. (2) Bid evaluators performed (programmatic) assessment and provided feedback to the Town Manager. The evaluation did not include a review of financial information. (3) Town Manager presented to Select Board, which included financial information, and will initiate negotiations with Fireside Catering. (4) Operational components were described in the proposal, but additional detail will be flushed out during negotiations. Negotiated contract will go back to the Select Board for comment. (a) Thom asked about types of events and potential price increases for community events. It is important that price increases don't preclude local organizations from using the site under a new management model. (b) Thom requested that it needs to be clear to the public and other Town Boards how the economics (revenue/operating cost) and generation of capital for improvements to the Estate will be accomplished. The new operating model should be compared side by side with the current operating model to ensure a sound financial decision is made. (c) It also wasn't clear from the response who will maintain the associated trails. (d) The above suggestions will be forwarded by Dave to the Town Manager for consideration. ii) Overview of discussion of findings of State Division of Local Services (a) Robin suggested a separate meeting to discuss the RFP response and DLS documents. (b) Motion (made by R Ellington,T Dugan second): hold a meeting to review the information received from the Town Manager in her report regarding the response to the RFP and the Division of Local Services report. Motion withdrawn. (c) Motion (made by R Ellington,J Justin second): hold a meeting dedicated to the review the Division of Local Services report. Approved 4-0. 4) Finance Update-Jerry a) Report from 2QFY21 was previously reviewed at the meeting in January. b) Retained Earnings snapshot i) Current RE is negative, but this includes encumbered unspent capital funding would need to be reappropriated at Town Meeting and can be applied to FY21 operating budget. ii) Any transfer of funds from the Town's stabilization fund to the Estate, if needed, would happen at the time the fiscal year closes. 5) Marketing Committee—Robin a) Press release for Joanna's award is pending. Joanna to followup. 6) Estate Operations-Joanna a) Projecting full year FY21 loss of$93,202 exclusive of any transfer of capital and FY22 deposits. b) Thom asked about additional Covid relief funds that may be available from the Federal Gov't. Joanna and Andrew will followup on this topic as it relates to the most recent funding package. c) Bookings are coming in strong. Inquiries continue to be strong was a result of post-Covid demand. d) FY22 Town Manager recommended budget for Total Operating Expenses is$74,000 and covers July 2021—October 2021. Additional expense funding would need to be approved in a Fall 2021 Town Meeting. Joanna is projecting full year revenue of$410k. 7) Other discussion a) Need to revisit open questions from the Board's May 4, 2020 memorandum that don't have Town responses at an upcoming meeting. Jerry will prepare a summary of any remaining open items. b) Congrats to Melissa Rodrigues for being nominated for the YWCA 38t"Annual Tribute to Women. Event date is 5/13/2021. 8) Public Comment—none 9) Next Meeting Date—to be scheduled. 10) Adjournment a) Meeting adjourned at 6:31 pm.