HomeMy WebLinkAboutTurstees of Osgood Hill Trustees of Osgood Hill Board Meeting— Remote Participation
Minutes of Board Meeting conducted May 19, 2021
Called to order 7:06 pm all participants remote due to COVID-19 requirements.
Voting Members Present (4): David Brown (Chair), Robin Ellington,Jerome Justin, Charles Mathison
Voting Members Absent: none
Town Officials(2): Joanna Collantine (Estate Director),Andrew Shapiro (Director of Economic and
Community Development)
Handouts:
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Booking Report Stevens Estate The Future of the Responses%20to%2 Retained Earnings
051721.pdf Board Meeting May Stevens Estate.pdf OQuestions%20Sumi April 302021.pdf
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: C Mathison, 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— Board unanimously approved minutes from March 31, 2021 and
April 12, 2021.
3) Chairman's Update (Dave)
a) Town issued RFP for Management of the Estate.
i) Town Manager presented to Select Board on May 10, 2021. No updates from the Town
Manager since the Select Board meeting. Town Manager and other Town officials will be
negotiating the final contract. Jerry noted that contract effective date is October 2021 and
aligns with SE budget. In addition,Town Manager will be going back to the Select Board to
get authorization to enter into a contract with Fireside Catering.
b) Town Manager feedback on questions based on Discovery Documents.
i) Robin asked about response to Question 2A—details on account transfers in the amount of
$1,649,312. The question was responded to in June 2020. Town Manager provided some
additional information that the account functions much like transferring funds from a
savings account (revenue deposits) to a checking account (expenses) as necessary. DLS
found no inconsistencies in the town accounting practices. Andrew noted that the DLS
review was not a forensic audit, however DLS did not recommend a forensic audit to
address any potential inconsistencies. Board reviewed the financial details provided by the
town showing the transfers. Robin wanted clarification for the $1.6M that was transferred
to the General Fund, as explained by the Town, how has that money directly benefited the
Stevens Estate? No paper trail, no evidence of bills paid has been provided by the Town.
ii) Cell Tower lease revenue (Question 6A/6B), as suggested by the Division of Local Services
(DLS), can be used to offset estate expenses. DLS confirmed that the lease payments should
be going to the Town General Fund per MA General Law. Town Manager noted that the
estate is no longer being charged for indirect expenses.
iii) Question 9d, Compass Cleaning contract. The contract for FY21 is in place and reviewed by
the Estate Director. This question is complete.
c) Resignation of 2 Board Members
i) Jeanne Irwin and Thom Dugan have resigned from the Board. Thanks to Jeanne and Thom
for their participation on the Board.
d) Term Expirations
i) Board members D Brown and J Justin term expires on June 30, 2021. Neither Dave nor Jerry
have requested not to be reappointed.
4) Finance Update (Andrew)
a) Retained Earnings from April 30, 2021 was reviewed. Fund balance currently shows a deficit of
$2,839. More events are planned prior to end of fiscal year that improves the revenue forecast.
5) Marketing Committee—no update
6) Estate Operations (Joanna)
a) Joanna's forecast for FY21 is a loss of$51,081. Inquiries have been increasing as demand for
social events is improving. The loosened restrictions from the Governor have helped the
capacity and operational logistics as the Estate.
b) FY22 forecast is a $105,948 profit. Estate director, with Town support, have done a great job
managing the challenges of Covid 19.
c) Joanna showed the Board how Google analytics is helping to show website activity. A very
valuable set of tools!
7) Public Comment—none
8) Next Meeting—to be scheduled by Dave (30 minutes)
9) Adjournment
a) Meeting adjourned at 8:30 pm.