HomeMy WebLinkAbout12-9-2019 APPROVED MINUTES: STEVENS ESTATE LONG TERM ADVISORY COMMITTEE DECEMBER 9, 2019
In Attendance: Members Kevin Driscoll, CJ Gangi,James La Fond,Jack Mabon,Joseph Pelich, and
Kathleen Stagno; Staff: Andrew Shapiro (Director of Community and Economic Development) and Jean
Enright (Planning Director).
Absent: Member Jennifer Luz
The meeting was called to order at 7:03PM by Andrew Shapiro.
Introductions:
Each Member and staff person in attendance introduced themselves and provided information on their
respective backgrounds and interests in the Stevens Estate.
Review of Mission Statement:
Andrew Shapiro led a discussion regarding the Mission Statement for the Advisory Committee that had
been originally discussed by the Board of Selectmen at their meeting on September 16, 2019. He read
through the document,which had been provided to the Committee in advance of the meeting. Joseph
Pelich requested clarification on when the Board of Selectmen expected a report on recommendations.
Mr. Shapiro responded by noting that the Board was hoping to have recommendations to consider
ahead of the next regular Town Meeting. Mr. Shapiro noted that this was an aggressive timeline and
that the Committee should do its best to move forward expeditiously, but also to be thorough in its
process. Mr. Pelich expressed that he felt that the timeline could potentially be met.
Mr. Shapiro noted the composition of the Board. James La Fond pointed out that there were four(4)
citizens appointed by the Board of Selectmen, in addition to Members of the Finance Committee,
Conservation Commission, and Historical Commission; whereas the Mission Statement noted that there
would be three (3) of those appointments. The error was noted. Jean Enright asked which Member
represented the Finance Committee. Sasha Weinreich, Chair of the Finance Committee,who was
present as a member of the public noted that it was Jennifer Luz. At that time Mr. Pelich disclosed that
Ms. Weinreich is his daughter.
Mr. Pelich said that he would like to consider expanding upon and/or narrowing the scope of the
Mission Statement. Mr. LaFond noted his interest in looking into the Town's operating model for the
Estate to better understand the underlying issues and financial constraints. Mr. Pelich said that perhaps
the Board could focus more on possible future management and operational scenarios as opposed to
delving too deeply into the current model. Kathleen Stagno noted that she had recently been on a tour
of the facility and felt as though the amount of money that would be needed to renovate the facility to
be competitive as a wedding venue would be very high. Mr. Pelich requested that the Committee be
provided information about the Estate's Capital Plan and projects and also expressed that perhaps an
outside organization could take on the financial challenges of the Estate in a more cost effective manner
that the Town can.
Ms. Stagno asked about some of the current capital projects. Mr. Shapiro summarized current efforts to
renovate bathrooms both upstairs and downstairs at the property.
Mr. Shapiro emphasized the need to speak with various stakeholders, including the Estate's Director,to
better understand the current operating model, and to also research other potential operating models
that could be recommended by the Committee to the Board of Selectmen.
Mr. Pelich asked if anyone would be open to disposition of the property. **No Member indicated that
they would be in favor of such an action** Mr. Pelich agreed that he too would not be in favor of that.
Discussion of Issues Relevant to the Operation of Stevens Estate:
Andrew Shapiro walked through a financial summary of the Stevens Estate operations, noting that it
pertains strictly to funds that have already been received by the Town from booked events, but does
provide some conservative revenue projections made by the Town Accountant. The Estate, as of the
end of Fiscal Year 2019 had a net operating budget of$383,581 before a transfer of$120,000 to capital
projects, which brought it down to $273,581. As of the end of November 2019,the fund has a balance
of$275,428, and this is before a transfer of$50,000 to capital projects that will bring it down to
$225,428. Shapiro noted that the Town Accountant has projected a net operating loss for the year,
which will leave a negative fund balance if the entire budget is expended.
Mr. Pelich inquired about the indirect expenses and whether a breakout of that line could be provided.
Finance Committee Chair Sasha Weinreich, speaking as a member of the public noted that the Town
Accountant can provide a breakout of these costs and adheres to a formula to assign these costs that
are provided to her by the Town's auditors. Each enterprise fund must be self-sustaining and each are
assigned indirect costs.
Shapiro continued through the financial summary, noting the Estate's budget of$449,649 and a total
revenue projection for this fiscal year of$198,724,which would present a shortfall. Future bookings
were discussed and the Committee was shown an excerpt of the bookings report that the Director uses.
He also showed the rates being used by the Director to book events.
Discussion of Advisory Committee Goals and Formulation of Subcommittees:
Andrew Shapiro asked the Committee whether they felt subcommittees should be formed to explore
specific aspects of the Estate, or to work toward recommendations that would be included in a report to
the Board of Selectmen. Mr. Pelich said that he understands Mr. LaFond's desire to want to explore
current operations of the Estate to better understand if and how the Town can continue to operate the
Estate. Mr. Pelich continued by noting that he would prefer to undertake an examination of other
operating models that could work, such as having the Trustees of the Reservation assume operation of
the facility. Mr. LaFond said that he feels that whether the Estate is ultimately run or managed by an
outside organization, or if it is run by the Town, it should maintain access for the public and provide a
wide array of functions and activities.
Ms. Stagno emphasized that a community engagement process should be undertaken to solicit feedback
from residents. She volunteered to draft questions that could be used to survey the public. Mr. Mabon
said that holding focus groups could also be an effective way to gain feedback.
Mr. Shapiro said that action items as he sees them thus far would be for him to provide information to
the Boar about the Capital Plan,for Ms. Stagno to draft survey questions for community outreach, and
for Mr. Pelich to provide additional information about the potential for an outside organization to
manage the Estate. Mr. Shapiro noted that he would also invite the Estate's Director,Joanna Oullette,
to the Committee's next meeting so that the Committee would have an opportunity to learn more about
current operations.
Discussion of future meeting dates) (taken out of order):
Mr. Shapiro asked the Committee how often they would like to meeting. The majority of Members
expressed that the Committee should at least meet once more prior to the end of the year.
MOTION: CJ Gangi made a motion to hold the next Committee meeting on Monday, December 23,
2019 at 713M, Kathleen Stagno seconded the motion. Vote: 6-0.
Public Comment:
Ellen Mosier, 137 Kara Drive and Chair of the Trustees of Osgood Hill, expressed her appreciation for the
Committee's efforts and informed them that the Trustees are now meeting on a regular basis once
again. She expressed a desire to potentially hold a joint meeting of the two bodies. She said that the
Estate has booked seven or eight additional events since last week—when those deposits are received
they are recorded. She expressed her feeling that financial information about the Estate that is being
presented to the Board of Selectmen is out-of-date. She said that she too has inquired with the Town
about the indirect costs being charged to the Estate. The Town has not given the Estate Town Funds; it
is being run entirely on Enterprise Funds. She expressed that the recent moratorium didn't help matters
at the Estate but that they are moving on with various events. Holly Days is coming up and she
encouraged Committee Members to attend.
Mr. Pelich asked Ms. Mosier about her vision moving forward. Ms. Mosier expressed a desire to see
past "baggage" left behind and to continue to have operations run by the Town with the oversight of the
Director and the Trustees. She noted the pace of capital projects getting done being a little slower than
ideal, given the process that the Town must follow.
Andrew Shapiro suggested that the Committee direct additional questions to the Estate's Director, who
is familiar with day-to-day operations.
George Edmonds, 28 Samuel Way, said that he feels that the venue can be more than just a wedding
venue and that there seems to be much miscommunication and misconception about the finances of
the Estate.
Adjournment
MOTION: CJ Gangi made a motion to adjourn,James La Fond seconded the motion. Vote: 6-0.
The meeting adjourned at 9:OOPM