Granville Community Calendar

Bryn Du Minutes December 2, 2009

BRYN DU GOVERNANCE COMMISSION

REGULAR MEETING MINUTES OF WEDNESDAY, December 2,2009

                                              

Members present:

Larry Bicking, Stewart Dyke, Reed Fraley, Keith Myers, erb, HHhhhh   Candi Moore, Jurgen Pape, Tony Piehowicz.

Bruce Cramer, Exec. Dir.

Guests present: none 

Minutes: Larry moved and Tony seconded to approve the minutes of the October 28, 2009; approval was unanimous.

Financial Report:  Reed distributed the current financial report. (See handouts)  He summarized the income and expenses. The new budget was also discussed listing the capital improvements for 2010-2011. Reed also suggested we have an audit done in the near future.  This would also be helpful to attach to grant proposals. Keith moved and Jurgen seconded to accept the financial report as presented.  All ayes.

Executive Director Report

Bruce highlighted items in his latest report (attached). He highlighted the Ghost Club’s activities for the past month and noting they identified activities happening on the third floor.  He also noted completion of Phase One of the formal Gardens, running of additional electrical lines, etc. Bruce presented Board with estimated on purchasing a utility piece of equipment. He stated that a John Deer seems to be the best value.  He was authorized to proceed with the purchase.  Also an estimate to aerate and reseed some sections of the property was approved with Dahlgren’s as the vendor.

Old Business:

      A. Antique Show:

Tony reported that the antique show plans are proceeding.  He reported on a recent meeting with Terri Seipel, Jay Melrose, and Bruce to discuss details, etc.  It was reported that a brunch would replace a pre-view night with a special ticket price.  He also stated that he saw a potential problem competing with the Wine/Art Festival for corporate sponsors.  The board gave him authority to search for professional help finding sponsors as long as they would work for a percentage, not a flat fee.

 

     B. Gardens:

Phase One of the garden area is completed.  Candi reported that a grant application to the Granville Foundation would be the next step.  The decision was made to request the same amount as last year’s application and see where we stand with full or partial approval.  Stewart will handle some of the contact work with this. 

     C. Master Plan:

1.Site Plan Work: Jurgen presented the proposal for the survey and plotting of the mansion grounds. (See handouts)

This would exclude the front lawn from actual surveying, but include the boundaries of our front lawn plot.  The cost would be $8300, as stated in exhibit A.  It was moved by Reed and seconded by Larry to proceed with this work. 

2. Second/Third Floor Planning:  Candi and Keith reported meeting with Claggett to discuss renovations, structural issues, code requirements, etc.  They reported as originally stated by Jurgen that there is only one space that an elevator could be located. A more thorough report will be given at the January meeting.  Issues such as exits, sprinkler systems, etc. were to be investigated by Claggett.

3. Logo: Keith presented his proposals for a new Bryn Du Mansion logo.  He shared other historical mansions, etc. as to the appearance of their logos.  He stated that incorporating part of the mansion’s architectural features  with text seems to be the most appropriate.  The board discussed this along with the colors of dark blue/gold with the logo. Keith will clean up the one that most members liked and resend it out to all. 

D. New Business:

1, Insurance renewal was discussed and Candi reported that the same company would be presented as our carrier again for the next year. 

2. Executive Session:

At 9:25 it was moved by Jurgen and seconded by Larry that we go into executive session for the purpose of discussing evaluation and compensation of personnel.  Roll showed all ayes. 

At 9:50 it was moved by Larry and seconded by Jurgen to end the executive session and reconvene the regular meeting.  Roll c all showed all ayes. Keith left during executive session. 

A motion was made by Larry and seconded by Stewart to proceed with an 8 % increase to Bruce Cramer’s annual compensation, plus increase his expenses to $1200 annually. Roll call showed all ayes. 

Tony mentioned that we should provide Bob with a gift card for all of his hard work and personal dedication. It was agreed that the amount be the same as last year. 

Meeting was adjourned at 10:05 pm.

Bryn Du Minutes October 28, 2009

BRYN DU GOVERNANCE COMMISSION

REGULAR MEETING MINUTES OF WEDNESDAY, October 28, 2009

Approved 12/2/09

 

Members present:

Larry Bicking, Stewart Dyke, Reed Fraley, Keith Myers, erb, HHhhhh   Candi Moore, Jurgen Pape, Tony Piehowicz.

Bruce Cramer, Exec.  Dir.

Guests present:

Steve Mershon (part-time)

Minutes:

Jurgen moved and Tony seconded to approve the minutes of the September 23, 2009; approval was unanimous.

Financial Report:

Reed handed out his latest financial report, dated October 27, 2009.  Reed summarized some items: rent and expenses are about the same as last year; we have not yet received the $ 26,000 from the village for 2009; we are current in regards to the IRS 990 status and we have, for the third year, taken in about the same ($80,000) which indicates a relative full capacity.  A discussion ensued what to place under improvements associated with the village payments.  Bruce will make up a list of potential and needed equipment.  The fountain repair could be done next as well as additional planting; the latter must be deer-protected and has to be planned accordingly, though.

Larry moved and Stew seconded to receive the financial report; acceptance was unanimous.

Executive Director Report

Bruce highlighted items in his latest report (attached).

We need to decide on specific donation items and to keep track of donations and their values for tax purposes.  Bruce promised to do so.

Bruce also showed some potential directional sign sketches, which the board approved.

Old Business:

Keith has developed some potential signage proposals; he will email them to the board for review.

Tony reported that the antique show seems to be well under way; a follow-up meeting with the volunteer chair and planning team was scheduled for October 30.

The garden area is progressing.  Adjustments had to be made because the dimensions were less, which reduced the planting area and cost.  The dimensions were apparently taken off old and inaccurate drawings, which opened up a brief discussion of Jurgen’s suggestion years ago about a proper survey.  Jurgen will contact Jobes Henderson to find out possibilities and costs.  Keith and Jurgen will get together with Klauder to resolve brush clearing towards the polo field.

Steve Mershon added to the discussion of the memorial area, which includes the hardscape, planting and 35’ flagpole but not the installation of the latter, or the grove of trees nearby.  Keith suggested that the tree grove be planted at one time with folks donating individual trees later, numbered and referred to on a map.  Bruce said that the u.g. electrical lines are generally placed in that area.

The mansion second floor was discussed.  The basic ideas stated in the original report still appear correct.  Flexibility of spaces is very important to allow future changes.  The executive director’s office, possibly adjacent to a meeting room, seems appropriate.  An elevator, if not built in the near future, should at least be planned.  Occupancy requirements need to be clarified.  Infrastructure between floors such as electric and especially plumbing needs to be considered.

It was decided to have Bruce contact Claggett to develop some basic options with the Board’s input and then attend our next meeting, if possible, for complete board discussion including architectural drawing costs.

Due to the upcoming holidays, the next regular meeting is scheduled for December 2, 2009.  A special meeting may have to be scheduled before or after the next regular meeting.                      

The meeting was adjourned at 9:35 PM.   

Bryn Du Minutes August 26, 2009

BRYN DU GOVERNANCE COMMISSION

REGULAR MEETING MINUTES OF WEDNESDAY, August 26, 2009


Approved 9/23/09

Members present:

Larry Bicking, Stewart Dyke, Reed Fraley, Keith Myers, erb, HHhhhh   Candi Moore, Jurgen Pape, Tony Piehowicz.

Bruce Cramer, Exec. Dir.

Guests present:

none

Minutes:

Jurgen moved and Stew seconded to approve the minutes of the July 22, 2009; approval was unanimous.

Financial Report:

Reed handed out his latest financial report, dated August 24, 2009. Reed summarized some items: “special events” are slightly ahead from last year; rent and expenses are about the same as last year. Given the economic situation, the board felt that to be quite satisfactory. The $10,000 erroneously sent to the Bryn Du Mansion instead of GSVA will be returned to the Granville Foundation for proper distribution. GSVA rent will increase each year. (We briefly discussed looking at changing rental charges for next year). Larry moved and Keith seconded to approve this report; approval was unanimous.

New Business:

Bruce gave a summary of his most recent executive director’s report, dated 8/25/09 (It will be attached to the minutes.) Bruce suggested extending one of the Denison internships for about ten weeks. The board was in agreement and discussed how to budget this in the future. For the time being, Keith moved and Tony seconded to extend one internship position for about ten weeks for up to a total of $1,000; approval was unanimous.

The generic sign for the mansion was briefly discussed with Keith promising to come up with some more alternatives.

Candi mentioned that next year’s antique & gardening show should be planned soon. Tony and Bruce will follow up on a potential volunteer to chair the show.

The formal garden proposals were discussed. We have a legal opinion stating that we are not required to select the lowest bid. Candi also mentioned that the intent was to stay local, to make this a community project. We are also not using tax dollars for this project. We decided to award the bid to Klauder Landscaping which had agreed to a verbal reduction of @1,200 on their bid. Bruce will contact Klauder to officially adjust their bid accordingly. Keith then moved and Tony seconded to accept Klauder’s modified bid. The motion was approved.

We then discussed to involve volunteers to expand the garden with other plantings next spring. Stew promised to come up with some PR to do so as well as thank the donors for the garden project.

Bruce raised the subject of laying conduits for electricity outlets into the garden area. Costs for this still need to be addressed but the idea is good.

Old Business:

Bruce will provide background reports and data so all members can use those to discuss second floor options.

Bruce said that only a few minor maintenance projects are left to do. He will pursue the status of getting the outdoor staircase painted. 

The meeting was adjourned at 9:05 PM.  

The next regular meeting is scheduled for September 23, 2009.                         

Bryn Du Minutes July 22, 2009

BRYN DU GOVERNANCE COMMISSION

REGULAR MEETING MINUTES OF WEDNESDAY, JULY 22,2009


Approved 8/26/09 

Members Present:

Larry Bicking, Stewart Dyke, Reed Fraley, Candi Moore, Tony Piehowicz, Bruce Cramer, Exec. Director. 

Public Comments:  None 

Minutes of June 24, 2009 Meeting were approved. 

Financial Report: Reed reported that we are now up to date with the IRS filings, and as of now no penalty fees are due. See financial statements for comprehensive reports. 

Executive Director Update: Bruce presented his report on the various happenings of the past month. See report. 

Old Business:

-         Update of barn stabilization was discussed.

-         Discussed bids for garden project/plans were sent out to 8 companies.

-         Candi/Bruce? Keith were to meet to discuss bids.

-         Signage was to be discussed with Alison Terry

-         The remainder of meeting was spent touring the second and third floors of the mansion with the blueprints. Various discussion centered on removing walls, usage of space, etc.


Bryn Du Minutes March 25, 2009

BRYN DU GOVERNANCE COMMISSION

Regular Meeting Minutes Of Wednesday, March 25, 2009

  

Members present:     Candi Moore, Chair, Larry Bicking, Keith Meyers,erb, H

Tony Piehowicz. and  Bruce Cramer, Exec. Dir. 

Public Comments:    None. 

Minutes:  Not available. 

Financial Report:   Not available. 

Executive Director’s Report:  Bruce reviewed his report, attached, as well as the event schedule for March and April. A discussion followed regarding the use available funds for capital improvements. 

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

-Formal Gardens; The Granville Foundation awarded a $6,000 grant for garden improvements witch will be matched with Bryn Du funds.

-Granville Studio of Visual Arts; The GSVA has completed phase one of their capital improvements and is now in operation with classes.

-Antiques and Gardening;  Tony provided and update of event planning to date and circulated a list of potential sponsors/advertisers with the request that all Board members assist in making contacts.

New Business:           None. 

The meeting was adjourned at 8:40 pm. 

The next regular meeting is scheduled for April 22, 2009

Employee Payroll / Compensation

The Village has thirty-six (36) full-time employees, 16 regular part-time employees and seaonal employees. Village Personnel Policy

Go to My Pay Stub and login.