Granville Community Calendar

Bryn Du Minutes October 22, 2008

BRYN DU GOVERNANCE COMMISSION

Regular Meeting Minutes Of Wednesday, October 22, 2008

  

Members present:         Candi Moore, Chair, Larry Bicking, Reed Fraley,erb, H Tony Piehowicz. Bruce Cramer, Exec. Dir. 

Guests present:

Melinda Moore, Sandy Libertini, Anne Caccaito 

Public Comments:  Sandy Libertini and Milinda Moore reviewed their proposed Granville Art Affair scheduled for June 14, 2009 on the Great Lawn at Bryn Du.

Annie Caccaito provided an up-date of the Granville Studio of Visual Arts activities in developing the Power House in to studio space. 

Minutes:  Larry moved, and  Reed seconded that the minutes of the August 27,2008 meeting be approved as corrected to include visitors “Mr. & Mrs. Bob Young” and the indication that the Treasurers report be “accepted”.  The motion carried.

Financial Report:  Reed distributed and reviewed the September financial reports, attached.  He emphasized that the Commission has spent $99,150.49 on capital improvements during the current fiscal year of which half was generated at the Mansion and half provided by the Village.  It was agreed that the Treasurer would move excess cash from low interest savings to more productive investments (CD’s).  Tony moved and Larry seconded a motion to accept the report.  The motion carried. 

Executive Director’s Report: Bruce reviewed his report, attached, including the event schedule for the remainder of the year and the Maintenance Priority List, and the status of projects, including those completed.  A discussion followed regarding the use of Bryn Du photos and logos by out side groups.  It was recommended that policy guidelines be developed. 

Old Business:             Candi provided an up-date of the following:

 -Granville Recreation Commission/JRD; pending.

-Formal Gardens; a presentation to the Granville Foundation for funding is scheduled for October 27th.

-Granville Studio of Visual Arts; After a full discussion of proposed lease conditions, those agreed to will be sent to the GSVA  for their consideration.

-Antiques & Gardening; Tony provided a progress report and indicated the first meeting with the event managers will be held on October 24th

New Business: Granville Art Affair – After a brief discussion it was agreed to have the resolution of outstanding issues resolved by Bruce and Tony. 

The meeting was adjourned at 10:20PM. 

The next regular meeting is scheduled for November 26, 2008.                         

Bryn Du Minutes July 23, 2008

BRYN DU GOVERNANCE COMMISSION

REGULAR MEETING MINUTES OF WEDNESDAY, July 23, 2008


Members present:

Candi Moore, Chair, Larry Bicking, Reed Fraley, Jurgen Pape, Tony Piehowicz, Bruce Cramer, Exec. Dir., Lauren Brown, Kristy Barngrover, Interns. 

Guests present:

Bill Heim, Nathan Mauer, Isaac Mauer, Steve Mershon. 

Public Comments:

Candi noted that Bob Gardner had planned to attend and outline a proposal for the development of the Clay Tennis Court Complex; however this has been re-scheduled for the August meeting. 

Minutes:

Larry moved and Tony seconded to approve the minutes of June 25, 2008, as corrected by the Chair to delete reference to the Rotary Club’s sponsorship of the Veterans Area. Motion carried. 

Financial Report:  

Reed reviewed the final Income and Expense report for the Antiques & Gardening Show, pending sponsor contributions, showing net revenue of $15,124.78. 

Additionally, he reviewed Income & Expense statements for July 1 – 21, 2008,  June 2008 and January through June 2008, submitted and incorporated her in. 

This is the first full set of reports using the new financial and accounting system developed by the Treasures and several other volunteers.  A brief discussion followed about the systems administration and maintenance by the Executive Director and Treasurer 

Tony moved and Candi seconded to accept the reports as submitted.  The motion carried. 

Agenda Item III A. - Was deferred by the Chair.

Executive Director Update:

In addition to his written report, incorporated her in, Bruce indicated that volunteers have been recruited to establish the Program Committee discussed at the June meeting.  They are expected to begin meeting shortly.

Old Business:

A.           Antique Show Meeting Report.  A written re-cap of the meeting was distributed along with an extensive “Dealer Suggestion and Satisfaction Survey” compiled by Interns Kristy and Lauren and incorporated her in. 

Candi asked for nominations/volunteers to serve as the show Chair for 2009.  Tony Piehowicz agreed to do so. 

B.           1.  Steve Mershon provided an overview of the “Veterans Area and Flagpole.  The plan was well received and it was agreed that the Flagpole should be lighted.

Jurgen, arriving in the knick of time, presented the latest Formal Garden – Veterans Memorial Flagpole design and cost estimate of $220.000.00, of which approximately $20,355.00 is attributed to the Veterans area.  Detailed plans and estimates were provided to the Chair and Exec. Director. 

It was agreed that the proposals were ready to proceed to the fundraising stage. 

2.      Discussion on the Barn and Second Floor Planning was deferred. 

C.      Volunteer Organization Update.  Interns Lauren & Kristy indicated that they had spent some time at The Works with their volunteer coordinator and had begun to develop some of the background administrative structure for the Mansion’s volunteer corps.  

New Business:

Jurgen raised concerns about the impending repairs to the Mansion’s front steps, as their may not be sufficient sandstone to do the job.  Since there is a limited “window of opportunity” to perform the work it was proposed and agreed to proceed on the basis of “Safety first and on budget” at the discretion of the Exec. Director and Jurgen. 

The meeting was adjourned at 9:40PM.                            

Bryn Du Minutes February 27, 2008

BRYN DU GOVERNANCE COMMISSION

REGULAR MEETING MINUTES OF WEDNESDAY, February 27, 2008

 

Members Present: 

Candi Moore, Reed Fraley, Stewart Dyke, Larry Bicking

Bruce Cramer, Exec. Dir. 

Guests Present: Bill Heim, Mitch Claggett, Amanda Melenick, Kyle McBride, Sam McBride 

Public Comments: 

Mitch Claggett, who worked on the 1987 Mansion rehab, and has been doing some repair and restoration work at the request of Bruce Cramer, has inspected portions of the buildings exterior and provided the Commission a “Condition Report” of the gutter system, soffits and rear fire escape. 

Mr. Claggett, referring a large photo display, pointed out that the original copper gutter system, which is built in to the soffits of the Mansion has deteriorated with age and is leaking is several areas.  Earlier repairs, using a rubber membrane, are also failing.  He indicated that he would continue to make repairs, however a complete restoration of the system and soffits should be given consideration. 

Further, he indicated that the metal fire escape is in need of through preparation and painting. 

A brief discussion followed relating to the possible use of volunteers and/or donated labor, and that at some point a comprehensive  “condition report” might be shared with the Village. 

Amanda Melenick, a senior at Denison majoring in Environmental Studies noted she was working on a case study on community issues.  Candy Moore outlined the history of the development and use of Bryn Du since Village voters voted in support of its acquisition.

Kyle McBride, Scoutmaster, commented on the troops volunteer activities at Bryn Du. 

Sam McBride indicated that he was considering a scouting service project at Bryn Du. 

Minutes: 

Candi Moore offered a correction to the Minutes of January 23, 2008, as circulated to the members to reflect that the grant application for County senior citizen funds sought funds from existing County resource, not those to be generated by the up-coming county levy in march. The Chair called for a motion to approve the minutes as corrected. Moved: Reed Fraley, Seconded:Larry Bicking  The motion carried.                                                                      

Financial Report: 

Reed circulated copies of the Statement of Activities, January 1 through February 25, 2008 and Statement of Financial Position, as of February 25, 2008.  A brief discussion followed regarding the new financial reporting system.  Reed indicated that all prior fiscal activity has been transferred to the new system.  Mr. Heim reported that a Chart of Accounts has been developed. 

As of Feb 25, 2008, the checking account balance was $88,644.38; an increase of $1,405.09  from Dec 31, 2007. Receipts for the period 1/1/2008 through 2/25/2008, totaled $17,082.50 while expenditures for  the same period totaled $15,677.41. Outstanding checks and checks to be written before the end of the month totaled approximately $3400. The average balance for the period is approximately $40, 000 higher than for the same period in 2007.  Addionally, there is approximately $7100 in the Huntington savings account 

Discussion followed regarding the need for several accounts including rental escrow, gifts and donations, reserves and others necessary to segregate and manage funds in accordance with their purpose(s). 

Candi indicated the Commission should begin to set aside funds to “buy out” the field house floor, which by agreement with the Granville Christian Fellowship, is to occur in 2010. 

Reed then provided an extensive review of the Commission’s fiscal position. The Chair called for a motion to accept the financial report. Moved:  Stewart Dyke   Seconded:   Larry Bicking  The motion carried. 

Executive Director: 

Bruce Cramer reviewed his written report, which was provided prior to the meeting.  A brief discussion followed regarding the need for both event signage and identification of the Mansion and grounds.  There was general agreement the issue should be pursued. 

Old Business:

            - Senior Center: Candi reported that the grant application for funding of renovations to    the Carriage House for use as a senior center was not approved by the County.

New Business: 

            -Laundry Building: Candi indicated that she has had several discussions with a local visual arts    group (not for profit) to develop the building as a community arts education and activity center for classes and showing.  Discussions will continue.

Old Business: 

            -Antiques and Gardening: Candi asked Bruce to provide an up-date of planning activities.  Bruce indicated that dealer space was filling up nicely and contracts and rental fees had been received from several.  The dealer list is available on the Mansion’s web site. 

In anticipation of increased demand for dealer space consideration is being given to using the carriage house and laundry buildings for additional space.  Preliminary discussions with the building inspector indicate this may be feasible, however require review by the Fire Department. 

Candi indicated that Huntington Bank is interested in being a principal sponsor again this year with a formal commitment being made shortly. 

Discussion followed regarding the recruitment and assignment of porters and volunteers.  Bruce mentioned that Jack Campbell was working up a plan. 

Bruce indicated that last years caterer was not interested, however offered to provide box lunches for dealers by advance order.  Other food service plans are under evaluation. 

He suggested that the tent, provided by Main Events (gratis), be set up on the patio as a possible location for speakers and demonstrations (weather permitting). 

Possible demonstrations include Antique Restoration and Bonsai. 

It was generally agreed that last years tickets were extremely well done and should be replicated, possibility in a different color.  Prevue Party ticket sales will again be a responsibility of the Board. 

Reed suggested that placards o r signs be placed in various places during the event to recognize local businesses who have made donations of cash or services.  Bill Heim suggested that if this were done that it should include the Prevue Party where donors would receive favorable exposure.  It was generally agreed to be a “good idea”. 

Candi reviewed the event time line a Board assignments.  She also inquired as to the status having the Licking County Bicentennial Quilt on display during the event.  Bruce indicated that arrangements have been completed, and that he is working on scheduling it for other appropriate events. 

A brief discussion followed concerning advertizing and its timing and planning.  Bruce felt things were moving along nicely. 

-Recreation Commission Study: Candi reported the study group has been meeting at the Mansion on Monday evenings at 5:00pm.  Discussion has centered around its need for re-organization due to growing programs and activities and that a more formal structure may be required.  Under consideration is the creation of a Joint Recreation District encompassing the Village, Township and School District

The Chair dispensed with the Formal Garden report in the absence of Keith Meyers. 

Other Business: 

-Bruce indicated that the driveway and parking paving project may be included in the Villages up-coming paving program if there is an economy in doing so and that project moves forward on a timely basis. 

There being no further business, the meeting was adjourned at 8:55pm

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