Residences
4
All staffed · guest-ready
Staff on duty
12
Across 4 properties
Open items
3
2 awaiting principals
Days to FL migration
63
Depart Columbus Nov 21
The residences
Live status across all locations
All normal
Oak & Ivy
Columbus, OH · 9,000 sq ft
Manager
M. O'Brien
Staff
5 on duty
Weather
58°F clear
Seabright
Gulf Stream, FL
Manager
R. Delgado
Staff
3 on duty
Weather
79°F sunny
The Barnacle
Nantucket, MA
Manager
K. Sullivan
Staff
2 on duty
Weather
51°F clouds
High Aspen
Park City, UT
Manager
T. Wallace
Staff
2 on duty
Weather
42°F snow
Awaiting review
Filtered — principal's attention
3 items
8:14 AM
Nantucket bulkhead repair — quote received from Brant Point Marine, $14,200. Within budget; K. Sullivan recommends approval.
From Kieran Sullivan · The Barnacle
7:02 AM
Dr. Donnelly confirmed attendance at Memorial Day luncheon. Dietary: no shellfish. Seated near Mrs. M.
From Oak & Ivy · entertaining
Yesterday
'67 Shelby service complete at Heritage Classics. Bill $3,820 routed to family office. Ready for pickup Thursday.
From Collection · Columbus garage
Yesterday
Grandson Liam's birthday (June 3) — gift selected: Wilson youth glove + handwritten card draft ready for Mrs.'s sign-off.
From Gifting calendar
Today
April 20 · All time zones
10:30
EST
Mrs. — hair, Bernard & Co.
Car arriving 10:10 · Patrick driving
Columbus
1:00
EST
Mr. — call with family office (quarterly)
Zoom sent · materials in folder
Remote
3:30
EST
Florida — weekly property check w/ R. Delgado
Pool, landscape, generator test
FL
6:00
EST
Dinner — family (Son #2 + 3 grandchildren)
Chef prepared menu sent to Mrs.
Oak & Ivy
Upcoming
Next 30 days
Apr 27
Sun
Grandchild dance recital — Claire (age 9)
Gift: engraved locket · Reserved
Youngstown
May 4
Sun
Son #1 — 42nd birthday
Gift ordered · card drafted for Mrs.
Family
May 11
Sun
Mother's Day — all 10 grandchildren
Brunch for 22 · menu w/ chef
Oak & Ivy
May 17
Sat
Fly to Nantucket — open house for season
Cape Air 11:40 · linens fresh · stock ✓
The Barnacle
Property managers
Direct reports
MO
Maeve O'Brien
House manager · Oak & Ivy (OH)
On site
RD
Rafael Delgado
Property manager · Seabright (FL)
On site
KS
Kieran Sullivan
Caretaker · The Barnacle (MA)
On site
TW
Tom Wallace
Caretaker · High Aspen (UT)
Off · back Tue
Household & support
Oak & Ivy roster
PC
Patrick Coyne
Driver / security · OH
On call
AM
Anna Marchetti
Chef · OH + travels w/ principals
Prepping lunch
JH
Jenna Hughes
Housekeeper lead · OH
On site
BR
Ben Reilly
Grounds · OH
On site
This week — messages processed
Full audit trail · what reached the principals, what didn't, and why
| Time | From | Subject | Decision | Action |
|---|---|---|---|---|
| Mon 8:14 | K. Sullivan (MA) | Bulkhead repair quote $14,200 | Decision | Routed to Mr. · awaiting approval |
| Mon 7:02 | Dr. Donnelly | RSVP — Memorial Day luncheon | FYI | Logged · Mrs. notified at breakfast |
| Sun 4:30 | R. Delgado (FL) | Pool chemistry slightly off | Handled | Scheduled service · no principal action |
| Sun 2:15 | Amazon | Delivery attempt — Oak & Ivy | Handled | Held at gate · Jenna collected |
| Sat 6:45 | A. Marchetti | Menu for Son #2 dinner | FYI | Mrs. approved Friday |
| Sat 11:00 | T. Wallace (UT) | Driveway clearing after storm | Handled | Invoice to family office $680 |
| Fri 3:22 | Cleveland Clinic | Appt confirmation — Mr. | FYI | Added to calendar · car scheduled |
| Fri 10:05 | Heritage Classics | '67 Shelby — ready Thursday | Review | Pickup scheduled w/ Patrick |
Christmas 2025 — card list
247 of 700 addressed · handwriting calligrapher begins Nov 3
247
of 700
TD
Dr. Thomas Donnelly
Longtime family physician · Columbus, OH 43215
MN
Michael & Caitlin Naples
Son #1 · Pittsburgh, PA 15213
JO
James & Eileen O'Sullivan
14 Ardmore Lane · Greenwich, CT 06830
TB
Thomas Brennan
Brennan Capital Partners · New York, NY 10022
MK
Maeve & Sean Kelly
Son #2 & wife · Boston, MA 02116
PM
Patrick & Claire McCarthy
The Columbus Foundation board · Columbus, OH 43215
RF
Robert & Mary Finnegan
Oak Hill Farm · Lexington, KY 40502
AW
Alexander Whitmore III
Whitmore Family Office · Boston, MA 02109
MO
Maeve O'Brien
House manager · Oak & Ivy · Columbus, OH
DM
Declan & Siobhan Murphy
Son #3 & wife · Chicago, IL 60614
HC
Harold & Clarissa Chen
Gulf Stream neighbors · Gulf Stream, FL 33483
LW
Liam Walsh, Esq.
Walsh & Associates · Cleveland, OH 44114
TD
Dr. Thomas Donnelly
Longtime family physician · Columbus
Address
315 E Broad Street
Suite 400
Columbus, OH 43215
Suite 400
Columbus, OH 43215
Christmas
✓ Addressed · awaits calligrapher
Birthday
July 22 — card annually
Practice anniv.
May 28 (40th year)
Dietary
No shellfish · decaf
Last contact
Easter card · Apr 13
Has been Mr.'s physician for over 30 years — attended Mrs.'s grandmother in her final illness (2011). Close personal friend. Always include a handwritten personal note, not form letter. Handwrites replies to Mrs.
Automobiles
6
Across 3 garages
Watercraft
3
2 Nantucket · 1 FL
Services due 30d
2
Scheduled
Insurance renewals
May
Hagerty · 2 classics
1967
Shelby GT500
VIN · 7R02C123456
1961
Chevrolet Corvette
VIN · 10867S119876
2013
Mercedes-Benz SLS AMG
VIN · WDDRJ7HA5DA012940
2018
Ferrari 488 Spider
VIN · ZFF80AMA9J0231574
2019
Range Rover Velar
VIN · SALYB2EX7KA318204
2014
Aston Martin Vanquish
VIN · SCFKMCAV4EGJ03182
Oak & Ivy · Columbus, OH
Primary residence · 9,000 sq ft historic landmark
Staff on duty
M. O'Brien
House manager
On site
A. Marchetti
Chef
On site
J. Hughes
Housekeeping lead
On site
P. Coyne
Driver / security
On call
B. Reilly
Grounds
On site
This week
Tue
Apr 21
Landscape walkthrough — spring
Wed
Apr 22
HVAC seasonal service
Thu
Apr 23
Pick up Shelby from Classics
Fri
Apr 24
Family dinner — Son #1 visiting
MTD to family office
$84.2K
47 invoices routed
Pending approval
2
Both w/ Mr. for sign-off
Avg. days to pay
4.2
Vendor satisfaction high
YTD all properties
$312K
On pace, 6% under budget
Invoices — current cycle
Routed to Whitmore Family Office · weekly batch Friday
| Date | Vendor | Property | Amount | Status |
|---|---|---|---|---|
| Apr 18 | Heritage Classics | Columbus | $3,820 | Pending Mr. |
| Apr 17 | Brant Point Marine | Nantucket | $14,200 | Quote — decision |
| Apr 17 | Whitestone HVAC | Columbus | $1,450 | Routed |
| Apr 16 | Gulf Stream Pool Svc | Gulf Stream | $380 | Routed |
| Apr 16 | Anna Marchetti (chef) | Columbus | $2,100 | Paid |
| Apr 15 | Aspen Snow Mgmt | Park City | $680 | Routed |
| Apr 14 | Oak & Ivy Grounds Co. | Columbus | $1,250 | Routed |
| Apr 12 | Hagerty Insurance | Collection | $4,820 | Recurring |
Spend by residence
Last 90 days
Oak & Ivy (OH)
$124,800
Seabright (FL)
$58,400
The Barnacle (MA)
$41,200
High Aspen (UT)
$28,100
Collection & watercraft
$59,800
Full ledger, categorization, and quarterly reporting exported to Whitmore Family Office via secure drop Friday afternoons. Tax-category coding applied at source.
Nantucket — season opening
Saturday, May 17 · Mr. & Mrs. · 3 grandchildren arriving May 23
Outbound
11:40
May 17
Cape Air · CMH → ACK
Private terminal · 2 suitcases ea.
Flight
2:15
May 17
K. Sullivan collecting from ACK
Land Rover, luggage handled
Ground
3:00
May 17
Arrive The Barnacle
Tea & scones set · Chef arriving Sunday
Home
House prep (K. Sullivan)
✓ Linens laundered & set
✓ Pantry stocked to Mrs.'s list
✓ Garden furniture out & washed
✓ Mr.'s whiskey cabinet restocked
✓ Fresh flowers (peonies, hydrangea)
✓ Corvette service complete
○ Dock inspection (bulkhead quote pending)
○ Tennis court resurfacing scheduled
Social calendar
May 19
Mon
Chen dinner at Galley Beach
Reservation 7pm · 4 top
May 23
Fri
Grandchildren arrive w/ nanny
Bunk room prepped · car seats ready
May 26
Memorial
Family luncheon — 14 guests
Menu approved · RSVPs in
Upcoming trips
Principals & extended family
May 17
Mr. & Mrs.
Columbus → Nantucket (season open)
4-week stay, return June 14
MA
Jul 3
Whole family
Park City — all 3 sons & grandchildren
10 days · T. Wallace coordinating
UT
Sep 12
Mr. & Mrs.
Ireland — 10th anniversary of return
Dromoland Castle · 8 nights
IE
Nov 21
Mr. & Mrs.
Columbus → Gulf Stream (winter)
Through mid-March · 3.5 months
FL
Grandchildren tracker
Who's coming, when, from where
| Grandchild | Age | Next visit | Prefs |
|---|---|---|---|
| Liam | 11 | Nantucket · May 23 | Gluten-free |
| Claire | 9 | Nantucket · May 23 | Allergic to peanuts |
| Finn | 7 | Park City · Jul 3 | Loves horses |
| Maeve | 14 | Park City · Jul 3 | Vegetarian |
| Owen | 6 | Park City · Jul 3 | Booster seat |
| Saoirse | 4 | Park City · Jul 3 | Naps 1pm |
| Declan Jr. | 16 | Columbus · Jun 3 | Driving permit |
3 additional grandchildren profiles managed · complete dietary, medical, & preference details in full record.
Active vendors
84
Across all properties
Preferred / vetted
32
Signed NDA on file
New this quarter
4
2 pending reference check
Avg. response time
2.1h
Trending down
| Vendor | Category | Property | Since | Rating | Last job | Status |
|---|---|---|---|---|---|---|
| Heritage Classics Specialist · classic auto |
Automotive | Columbus | 2018 | ★★★★★ | '67 Shelby · Apr 18 | Preferred |
| Whitestone HVAC 24/7 service contract |
Trades | Columbus | 2019 | ★★★★★ | Spring service · Apr 17 | Preferred |
| Brant Point Marine Dock & watercraft |
Trades | Nantucket | 2015 | ★★★★★ | Bulkhead quote · Apr 17 | Quote pending |
| Gulf Stream Pool Svc Weekly · year-round |
Grounds & pool | Gulf Stream | 2020 | ★★★★☆ | Weekly · Apr 16 | Preferred |
| Anna Marchetti Private chef · travels |
Catering | All | 2016 | ★★★★★ | Family dinner · Apr 16 | On payroll |
| Aspen Snow Mgmt Seasonal clearing |
Grounds | Park City | 2017 | ★★★★★ | Storm clearing · Apr 15 | Preferred |
| Oak & Ivy Grounds Co. Weekly · landscape |
Grounds | Columbus | 2014 | ★★★★★ | Weekly · Apr 14 | Preferred |
| Hagerty Insurance Classic auto coverage |
Insurance | Collection | 2012 | ★★★★★ | Renewal · Apr 12 | Annual |
| Evergreen Florists Weekly arrangements |
Florist & gifts | Columbus | 2019 | ★★★★★ | Easter · Apr 13 | Preferred |
| Bluewater Yacht Svc New · pending references |
Automotive | Gulf Stream | 2026 | — | — | Vetting |
Vendor SOPs & protocols
Standard operating procedures — consistent across all properties
Screening
NDA on file before first visit. 3 references checked. Insurance certificate verified. Background check for interior access.
Site visits
Property manager escorts on first 3 visits. Never left alone with principals. Arrival window confirmed 24h prior.
Payment
Invoices to Hearth, not principals. Weekly batch to family office Fridays. Under $5k auto-approved; above requires Mr. sign-off.
In residence
Oak & Ivy · OH
9:42 AM
EST · Mon Apr 20
Seabright · FL
9:42 AM
EST · Mon Apr 20
The Barnacle · MA
9:42 AM
EST · Mon Apr 20
High Aspen · UT
7:42 AM
MST · Mon Apr 20
Both principals
Mr.
Mrs.
Family
Travel
Buffer time auto-built before/after travel and major commitments
Week of April 20
All time zones aligned to EST · tap an event for details
Mon20
Tue21
Wed22
Thu23
Fri24
Sat25
Sun26
9 AM
9:00
Cardio & trainer
Cardio & trainer
9:30
Family office call
Family office call
10 AM
10:30
Hair — Bernard & Co.
Hair — Bernard & Co.
10:00
Landscape walk-thru
Landscape walk-thru
11 AM
11:00
Attorney call
Attorney call
11:30
Brunch · Son #1
Brunch · Son #1
12 PM
1 PM
1:00
Family office quarterly
Family office quarterly
1:30
Garden club
Garden club
2 PM
2:00
Dr. Donnelly check-up
Dr. Donnelly check-up
3 PM
3:30
FL property check
FL property check
3:00
Pickup Shelby
Pickup Shelby
6 PM
6:00
Family dinner · Son #2
Family dinner · Son #2
6:30
Family dinner · Son #1
Family dinner · Son #1
7:00
Whitmore charity gala
Whitmore charity gala
Today & tomorrow
Detailed agenda · with prep notes
20
Monday
In residence · OH
10:30 EST
Mrs. · Hair, Bernard & Co.
Patrick driving · car arriving 10:10
Local
1:00 EST
Mr. · Family office quarterly
Materials in shared folder · Whitmore + 3
Remote
3:30 EST
Mick · FL property check w/ R. Delgado
Pool, landscape, generator test
FL
6:00 EST
Family · Dinner with Son #2 & 3 grandchildren
Chef menu approved · gluten-free for Liam
Home
21
Tuesday
9:00 EST
Mr. · Cardio & trainer
Home gym · Marcus arriving 8:50
Home
2:00 EST
Both · Dr. Donnelly — annual check-up
Records sent ahead · back-to-back appts
Local
22
Wednesday
9:30 EST
Both · Family office — estate review
Whitmore on-site · lunch arranged
Home
10:00 EST
Both · Spring landscape walk-through
Ben Reilly leading · coffee out at 9:45
Home
Conflicts & watchpoints
Things I'm watching ahead
Apr 27
Granddaughter Claire's recital conflicts with Mr.'s standing 4pm board call. Resolved: board moved to 11am at my request.
Recital is Mrs.'s priority · Mr. agreed to flex
May 11
Mother's Day brunch (22 guests) overlaps with Son #3's flight arrival window. Plan: Patrick on standby for airport runs; brunch start time held flexible until 11am.
Buffer built · nothing for principals to manage
May 17
Nantucket departure requires Mr. off cardio for 2 days post-trip (jet lag protocol). Pre-positioning suitcases Wed; Marcus notified.
Routine protected on the other side
Jun 3
Liam's birthday — principals will be in Nantucket. Card & gift handled; FaceTime call on calendar with Son #1's family.
No principal action required
"The principals see a clear week. The complexity lives here, not on their phones."
Oak & Ivy
Columbus, OH · primary
Total items1,247
Insured value$4.2M
Last auditMar 14
Seabright
Gulf Stream, FL
Total items682
Insured value$1.8M
Last auditFeb 02
The Barnacle
Nantucket, MA
Total items421
Insured value$1.1M
Last auditOct 18 '24
High Aspen
Park City, UT
Total items358
Insured value$920K
Last auditJan 09
All rooms (1,247)
Furniture & antiques (284)
Art & objets (96)
Textiles (412)
Electronics (74)
Decor (286)
Kitchen & bar (95)
Library
38 items · $612K insured value
George III mahogany partners desk
c. 1790 · Mrs.'s grandfather's · SN inscribed underside
Furniture
Heirloom
$84,000
Persian Heriz rug, 9x12
Late 19th c. · cleaned annually · Sotheby's appraisal 2023
Textiles
Insured
$32,000
Pair of bronze andirons, William & Mary
Original to the house · restored 2019
Decor
Insured
$8,400
Globe, Cary's terrestrial, c. 1810
Library window bay · rotated quarterly to prevent fading
Decor
Heirloom
$14,500
Dining room
52 items · $487K insured value
Sheraton mahogany dining table, 14-seat
Original to the house · restored 2017 by Bremer & Sons
Furniture
Heirloom
$96,000
Waterford crystal stemware, set of 24
Lismore pattern · full inventory verified Mar 14
Kitchen
Insured
$11,200
Sterling silver flatware, 12-place
Tiffany & Co. · English King · Mrs.'s mother's
Kitchen
Heirloom
$28,500
Oil portrait, Mrs.'s grandfather (Sargent attribution)
Above sideboard · appraisal pending · insured at conservative value
Art
Appraise
$165,000
Master suite
63 items · $312K insured value
Hepplewhite four-poster bed
Late 18th c. · original linens stored in cedar chest
Furniture
Heirloom
$72,000
Aubusson rug, 12x18
19th c. French · rotated semi-annually
Textiles
Insured
$48,000
Mrs.'s jewelry box (separately catalogued)
Detailed inventory in family office vault · access by Mrs. only
Personal
Restricted
—
Wine cellar
412 bottles · $186K cellar value
Bordeaux verticals (Lafite, Latour, Margaux)
1982–2010 · 84 bottles · CellarTracker maintained
Cellar
Insured
$112,000
Domaine de la Romanée-Conti, assorted
12 bottles · cellar temp logged daily
Cellar
Insured
$48,000
Champagne (Krug, Cristal, Bollinger)
62 bottles · Mr.'s preference: Krug · restocked quarterly
Cellar
Daily use
$26,000
Inventory protocol
Photographs, condition reports, and provenance notes maintained for every insured item. Annual physical audit per property. Insurance schedule updated within 5 days of any acquisition or deaccession. Family office holds the master ledger; I hold operational copy.
$8.0M
Total insured value
Prototype — built for conversation.
This is a working demonstration of how I'd unify operations across all four residences. Data is illustrative.
This is a working demonstration of how I'd unify operations across all four residences. Data is illustrative.
Mick Naples
Chief of staff · Working prototype
Chief of staff · Working prototype