Granville Community Calendar

Bryn Du Minutes December 8, 2010

BRYN DU GOVERNANCE COMMISSION

REGULAR MEETING MINUTES OF TUESDAY, December 8, 2010

Approved Jan 26, 2011

 

Members present:

Larry Bicking, Stewart Dyke, Vincent Engel, erb, HHhhhh   Candi Moore, Jurgen Pape, Tony Piehowicz, Reed Fraley

Bruce Cramer, Exec. Dir.

Guests present:

Chris Burkett,

Public Comments:

Chris Burkett and Vince explained some details about the proposed “Experience Granville at Bryn Du Mansion”, tentatively scheduled for September or October; alternate dates are explored.

Minutes:

none

Financial Report:

Reed handed out the report and budget comparisons between 2010 vs. 2011; he explained the latter in detail. Due to village budget restrictions, we may have to scale back but we left the 2011 amounts for the time being. Larry felt that our budget listed legitimate items.

Tony moved and Vince seconded to adopt the 2011 budget as proposed by Reed; the motion carried unanimously.

New Business:

Bruce gave a summary of his most recent executive director’s report. (It will be attached to the minutes.) In addition to the money received for the Vets Memorial, Candi reported that another $ 3100 has been donated for this project.

Old Business:

Stew moved and Reed seconded to accept the Claggett & Sons November 5 proposal to repair the mansion chimneys for a sum not to exceed $11,000; the motion carried unanimously.

The proposed parking lot between the carriage and the studio was discussed. The estimate from Bird & Bull was incomplete as the board decided to go for the full parking area for about 25 cars. Jurgen promised to follow up on getting complete estimates including exact information about which permits would be required from Bird & Bull, from Jobes Henderson as well as from Claggett.

Candi reported that the submitted request for funding the senior citizen center did not get acted upon because the 2010 capital budget was not submitted; it is possible that it would be part of the 2012 capital budget (capital budgets are only done every second year). Candi met with senior citizen board members who said that they are likely to lose the present lease at the school administration building. They are looking for alternate locations which include the mansion but they thought that they could raise $50,000 to $ 100,000 for building renovations. Candi will check with Claggett (who did earlier estimates for the senior citizen center) what a skeleton estimate would be for the center. Due to the low funding the senior citizen group has, the board discussed means to promote the move to the mansion. Candi would write a proposal to them outlining the board’s suggestions which include giving credit for capital improvements, reducing utility costs and offering a long-term lease.

Vince has checked into solar panels which might help reduce utility costs; he will follow up.

Candi spoke with organizers of the Art & Wine Festival to make this a joint fund raiser; we would share profits and provide volunteers.

Bruce handed out signage proposals from Keith Myers’ office; the board was quite satisfied with these and suggested that we add lighting, get pricing and submit these to the planning commission for approval.

The board authorized Bruce to get a gift certificate for Bob Lavender for $ 75 assuming that this is within the ethics limits. 

Larry moved and Stew seconded to move into executive session to consider the compensation of a public employee or official. The roll call was: Candi Moore – yeah; :Tony Piehowicz – yeah; Larry Bicking – yeah; Reed Fraley – yeah; Stew Dyke – yeah; Vince Engels – yeah; Jurgen Pape – yeah, .

Vince moved and Tony seconded to get out of executive session. The roll call was: Candi Moore – yeah; Tony Piehowicz – yeah; Larry Bicking – yeah; Reed Fraley – yeah; Stew Dyke – yeah; Vince Engels – yeah; Jurgen Pape – yeah.

Larry moved and Vince seconded a motion to provide Bruce with a bonus of $2000, pre-tax, for his excellent work in 2010, to authorize Bruce’s salary to be increased by 8% for 2011, and to increase his personal business expenses from $100 per month to $125 per month. The bonus check will be issued prior to Dec. 31 2010. Bruce will be permitted to determine what portion of the increase will be allotted to the Section 125 health plan. 

The motion carried unanimously. 

The meeting was adjourned at 10:25 PM.                            

Bryn Du Minutes August 25, 2010

BRYN DU COMMISSION

Regular Meeting Minutes of Wednesday, August 25, 2010

 

Members present:     Candi Moore, Chair, Larry Bicking, Vince Engel, Reed Fraley, Jurgen Pape, Tony Piehowicz eand Bruce Cramer, Exec. Dir.    The meeting was called to order at 7:00pm. 

Public Comments:      None. 

Minutes:    Larry Moved, and Tony Seconded that the minutes of the July 28, 2010 meeting be approved as submitted.  Motion carried. 

Financial Report:   Reed provided, and reviewed a summary of current and year to date financial activity and indicated that both revenues and expenditures were positive in comparison to last year and in line with the current budget.  Jurgen moved, and Vince seconded, the reports acceptance.  Motion carried.

Executive Director’s Report:  Bruce reviewed his monthly activity report, as submitted.  A brief discussion followed on solutions to the mold problem in the field house. 

Bruce indicated that the holiday lighting on the Great Lawn fence was being updated from incandescent to LED lights at a cost of $1,500.  In view of the energy savings and benefit to the Mansion Vince Moved, and Jurgen Seconded that $500.00 be contributed towards the upgrade costs.  Motion carried.

Commission stationary, ball caps and polo jerseys with the newly adopted mansion logo were displayed by Bruce.  A short discussion on their possible uses and their potential for resale followed. 

Old Business:    A.  Main Gate and Roof Repairs;  As indicated in Bruce’s report, repairs to the entrance gate, damaged by a truck, are being worked out with the driver’s insurance company, and previously authorized roof repairs are being completed. 

  1.  Master Plan;  Gardens.  Phase two development has been completed, with a few minor adjustments, according to Jurgen who indicated that the irrigation system works very well.  Further, Jurgen has updated the site plans to assure they are complementary to the Veterans Memorial plaza development being coordinated by Steve Mershon.  Candi distributed a fund raising brochure for the plaza which is  being sent to potential donors and indicated that $2,000 of the overall goal of $12,000 has already been committed. 

New Parking Area;  An extended discussion on issues which have arisen, including potential requirements for permits and outside approvals and utility relocations, resulted in the conscience that the project could not move forward this year and, therefore, should be delayed until the original design plan can be reviewed and reinitiated. 

New Business:  A.  A general discussion about past and future events, including fundraising potential and community importance provided insight in to how to move forward in view of  the Antiques and Gardening Show management company’s withdraw from the event.  Vince agreed to focus on ideas discussed, including community events, trade & industry shows, themed events and social functions and to report back at a future meeting. 

            B:  Staffing.  It was agreed that Bruce could effectively use part time personnel to assist with administrative duties,  event organization and coordination and provide management presence during facility use.  There was general agreement that a part time casual employment program be developed.  Candi asked that Bruce outline such a program, including job descriptions and estimated costs as appropriate. 

Other:             Tony mentioned that a garden vendor suggested the Mansion consider a free standing, self contained (recirculating) fountain be placed in the formal gardens rather than undertake a major reconstruction of the existing fountain.  Tony will further research the idea. 

The meeting was adjourned at 9:15pm. 

The next regular meeting is scheduled for September 22, 2010

Bryn Du Minutes July 28, 2010

BRYN DU COMMISSION

REGULAR MEETING MINUTES OF WEDNESDAY, JULY 28, 2010

  

Members present:

Larry Bicking, Reed Fraley, erb, HHhhhh   Candi Moore, Jurgen Pape,

Bruce Cramer, Exec. Dir.

Guests present:

Steve Mershon (part-time)

Minutes:

Larry moved and Reed seconded to approve the amended minutes of 4/28/10; approval was unanimous.

Jurgen moved and Reed seconded to approve the minutes of 6/23/10; approval was unanimous.

Larry moved and Jurgen seconded the minutes of the special meeting on 7/7/10; approval was unanimous.

Financial Report:

Reed handed out his latest financial report, dated June 30, 2010. Reed summarized some items and mentioned a more favorable rate for one of the overlapping CDs and substantial increases in rental fees. The IRS form 990 was filed on time.

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

Executive Director Report

Bruce highlighted items in his latest report (attached).

Bruce showed the new logo to be used for all occasions. Candi suggested to get permanent board member tags with this logo.

Repair and maintenance schedule is pretty well on track including painting and roof repair.

Old Business;

Bruce handed out a draft statement about the lawn parking. We need to get more control over parking and limit driving on grass. Some potential input was discussed including charging for parking but it was decided to table this issue to allow absent board members’ input and for Bruce to revise some parts.

The formal garden area is scheduled to be planted next week. Bruce will send a brief update to the Granville Foundation since they contributed to this project.

Steve Mershon discussed the Vets Memorial area and handed out a draft flyer to entice donors to contribute to this project. Donations will be requested for the base area and for individual trees; donors will probably be listed in a registry. A tree donation will include some form of maintenance to go into a Vets Memorial area general fund. Jurgen promised to send details about this to Steve.

Discussion ensued about the parking lot between the Carriage, Terrace and Studio buildings. Jurgen reported the engineer’s points about some unknown underground utilities to be investigated as part of the engineering drawings to be prepared for bids. The members preferred to proceed with the original design and develop the required drawings; this may delay completion of the drawings. We apparently only made a verbal promise to GSVA to provide paved access to the Terrace House. The value of a temporary or limited access lane was discussed.

Candi reported no news about the senior center building

The next regular meeting is scheduled for August 25, 2010.  

The meeting was adjourned at 10 PM.  

Bryn Du Minutes July 7, 2010 Special Meeting

BRYN DU COMMISSION

Special Meeting Minutes of Wednesday, July 7, 2010

 

Members present:     Candi Moore, Chair, Larry Bicking, Vince Engel, Jurgen Pape, Tony Piehowicz, Stewart Dyke e and Bruce Cramer, Exec. Dir.    The meeting was called to order at 7:05pm. 

Garden Work Proposals:       Jurgen reviewed proposals for the next phase of work for the formal garden area and recommended that we accept the one from Albyn’s Landscape and Nursery.  It was moved by Jurgen, and seconded by Larry to accept the proposal from Albyn’s.  The motion carried. 

The meeting was adjourned at 7: 15 pm.

 The next regular meeting is scheduled for July 28, 2010

Bryn Du Minutes June 23, 2010

BRYN DU COMMISSION

Regular Meeting Minutes of Wednesday, June 23, 2010

 

Members present:     Candi Moore, Chair, Larry Bicking, Vince Engel, Reed Fraley, Jurgen Pape, eand Bruce Cramer, Exec. Dir.    The meeting was called to order at 7:18pm. 

Public Comments:      None: 

Minutes:  April 28, 2010 unavailable.  Jurgen moved and Vince seconded, that the minutes of the May 26, 2010 meeting, be approved as submitted.  Motion carried. 

Financial Report:   Reed provided, and reviewed a summary of current and year to date financial activity and indicated that both revenues and expenditures were consistent with historical trends since 2006 and in line with the current budget.  Jurgen moved and Larry seconded the reports acceptance.  Motion carried.

Executive Director’s Report:  Bruce reviewed his monthly activity report, as submitted.  A brief discussion followed regarding grounds repairs needed following the recent festival on the “Great Lawn”. 

Old Business:    

- Pathway Plan; Jurgen reported that all aspects of the issue, including the concerns of neighbors, were discussed with out action being taken.  

- Repair and Maintenance Work; Bruce indicated the lawn mower approved in May has been purchased and is in service, and that village crews, using a high lift,  assisted with gutter cleaning at the Mansion relieving basement leaking.

- Formal Gardens; Jurgen distributed his analysis of bid proposals for the planting phase of the formal gardens and recommended award to the lowest bidder in the amount of $10,761.50.  Vince moved and Reed seconded  Jurgen’s recommendation be accepted and awarded to the lowest bidder.  The motion carried. 

-Antique Show; A communication from Melrose and Duddy, sent to each member of the Board, terminating their services was discussed at length.  It was moved by Vince and seconded by Jurgen that their

 “Notice to Quit” be accepted. 

With respect to Special Event Field House rentals, it was moved by Jurgen and seconded by Reed that the daily rental be established at $3,000 - $5,000.

New Business:  Parking Issues; 

-          Jones Road:  There was conscientious that parking should not be permitted, at any time, on Jones Road due to safety issues.  Sports and special event leadership should be encouraged to assist with providing educational information to event participants about safety and parking regulations and availability. 

-         Lawn Parking: Candi reviewed correspondence received questioning the acceptability of allowing parking on the lawn during the recent Arts and Wine Festival which was followed by an extensive discussion. 

-         There was agreement that parking on non paved areas should be limited and only with advance permission of the Executive Director, and that a grounds repair/restoration deposit should be considered.   Also, written general parking policy should be developed to encompass all parking, including special consideration for service and delivery vehicles appropriate for a particular event.  The Chair asked Bruce to research and draft appropriate policies. 

-    Charging for Parking:  It was felt that charging for parking by event sponsors should be considered when not in conflict with other on site events.  Again, a draft policy should be developed including consideration of a percentage of fees being payable to the Commission. 

-         Plaza Development/GSVA Sidewalk:  Jurgen reviewed his up date to plan keeping it in context with the overall Master Plan and recommended undertaking about one third of the total project now to provide suitable access to the GSVA Studio this winter.  It was agreed to proceed with the development of bidding documents, with two alternates to complete the project, and to proceed to bid. 

Other:

The meeting was adjourned at 10:15pm.

 The next regular meeting is scheduled for July 28, 2010

Bryn Du Minutes May 26, 2010

BRYN DU GOVERNANCE COMMISSION

Regular Meeting Minutes of Wednesday, May 26, 2010

 

Members present:     Candi Moore, Chair, Larry Bicking, Vince Engel, Reed Fraley, Jurgen Pape, Tony Piehowicz e and Bruce Cramer, Exec. Dir.    The meeting was called to order at 7:05pm.

Public Comments:      Justin Lodge, Chair of the Granville Recreation District provided an overview of the establishment of the GRD and introduced its newly appointed Executive Director, Andy Wildman. 

The Chair recognized John Heck, representing the Bryn Du neighborhood association, who questioned pathway plans, as reported in the Granville Sentinel, potential impact on both The Colony and Bryn Du sub divisions.  Jurgen indicated that planning has been an on going effort ant that a meeting to resolve outstanding issues has been scheduled with Village officials for the first week in June.  Candi emphasized discussion has centered on using existing pathways, right of ways and easements to connect public spaces.

Mr. Heck indicated neighbors were concerned there be no public cut thru. 

Minutes:         April 28, 2010 unavailable.           

Financial Report:       Reed provided, and reviewed, detailed reports of current month and year to date activity noting approximately $50,000 was available for capital improvements, including those previously budgeted.  Further he noted that all required I.R.S. reports and filings are up to date for 2006, 2007 & 2008, with the 2009 deadline being August. Jurgen moved, and Tony seconded the reports acceptance.  Motion carried.

Executive Director’s Report:            Bruce reviewed his monthly activity report, as submitted.  Brief discussion followed regarding a comprehensive program for bird house raffle and the need or equipment to “fine tune” grounds maintenance to the special needs of Mansion users.  Vince moved, and Tony seconded that up to $4,000 be authorized for the purchase of an appropriate mower/tractor.  Motion carried. 

Old Business:             Repair and Maintenance:  Carie Kraner, Village Finance Director, indicated that the Village had received insurance payment for spring wind damage to the Mansion roof and reviewed a proposal from Claggett & Sons, Inc. for repair work. Following a brief discussion it was Moved by Larry, and Seconded by Vince to accept the Claggett proposal for wind damage and associated repairs in the amount of twenty-four thousand two hundred fifty five dollars ($24,255.00) with the costs to be shared by the Village ($10,000.00), including insurance proceeds, and the Commission ($14,255.00) by joint contract.  The motion carried. 

It was agreed that further review additional roof work proposed be given further study by Bruce and Larry. 

Antique Show:  Tony reviewed this year’s show and reported that preliminary figures indicate a net income to the Commission of $17,980.  Following a detailed discussion it was agreed to conduct the show again in 2011, scheduled one week later, if possible.  Vince offered to chair the entire event next year, with recommendations for improvements/enhancements to follow.

Master Plan:     Jurgen reviewed updates to the Garden Master Plan including work completed, future plantings and funding.  It was Moved by Larry, and Seconded by Vince to authorize Bruce to proceed with quotations and awards for immediate and fall work in accordance with the plan and established budget.  The motion carried. 

It was agreed to hold further consideration of the Plaza plans and their implementation until the Commissions June 30th. Meeting. 

New Business

Ford Foundation Grant – Resolution:  Candi reviewed a draft resolution of support; similar to the one adopted by the Village, to the Ford Foundation for the $100,000 planning grant request for the Bryn Du Barn/Art Facility improvements.  Reed Moved, and Jurgen Seconded, that the Resolution be approved.  The motion carried.

Other: 

The meeting was adjourned at 9:23pm. 

The next regular meeting is scheduled for June 30, 2010

Bryn Du Minutes April 28, 2010

BRYN DU COMMISSION

Minutes of April 28, 2010 meeting


(Those in attendance: Candi Moore; Reed Fraley; Jurgen Pape; Tony Piehowicz , Stewart Dyke and Larry Bicking; also new member Vince Engel.) 

I. Public Comments. (There were no comments from the public.) 

II. Introduction of New Member and Keith Myers "Thank You". 

Vincent Engel was welcomed a the new member of the Bryn Du Commission; and renewing members Jurgen Pape and Stewart Dyke were also recognized. 

Candi Moore lauded the volunteer service of former Commission member Keith Myers, noting the resolution of the Village Council, as well as some of the tangible work in the form of blue prints and logo designs provided by his firm. 

III. Approval of Minutes--March 24, 2010 meeting was unanimously approved as received. 

IV. Financial Report was presented by Reed, with attention paid to new, improved format. Discussion followed about laddered CD's; income down due to investments in floors and facilities improvements; receipt of $75K from Village funds April 10. 

Candi also asked if column could be added to compared figures from previous year; it can be added to format. 

Commission accepted financial report as presented. 

IV. Executive Director's Update included highlights mentioned by Bruce such as Home & Garden Show, Lacrosse activities, Easter egg hunt, Frisbee tourney and annual meeting of Granville Historical Society.

In addition, Bruce noted coverage of the Denison University “Farmscape” project in the student newspaper, hosting two proms, and use of Bryn Du as location for movie produced by Ohio University students.

Other visitors included the COGS "ghost group which made four trips to the Mansion. 

Discussion shifted to outside gardens, water fountain and trash concerns; sprinklers and shutters are up (and touched up) while roof and gutter repairs should be covered by insurance. Bruce also reported that the new concrete was in and "wonderful." 

The popularity of the Field House was discussed, noting that it was heavily booked up (@$1900 day rate), especially Saturdays during the "peak" months from May though October. 

Candi raised a question about "Package Options," whereby BDM might set up contractors to provide potential clients with turnkey party costs per a rate schedule. Larry and Vince offered to serve as an ad hoc committee to explore a rate structure that might better utilize BDM during the week and off-season. 

Bruce also announced the names of new interns 

Finally, there was discussion of the Formal Gardens project, planting boxwoods, and concerns about a "deer-proof" cluster of perennials; Jurgen said he would follow up with Keith Myers on appropriate approaches. 

In addition, Larry said he was working on a Community Service list of potential projects and tasks that might be useful for phase-in of volunteer work. 

V. Old Business 

A. Tony updated the group on the Antiques & Gardening Show, including the need for more ads, in addition to the Heath auto dealer and the Apple Tree Auction Center electronic billboard.

He also mentioned that Jay  Melrose had a number of dealers lined up, including sufficient outdoor vendors such as the  Amish-produced Adirondack chairs; postcards are targeted for coffee shops in Granville and Bexley and a 72-hour license has been acquired for the bar service. 

Larry brought up the need for additional volunteers for the ticket tent and at Field House and Mansion. 

B. Repair and maintenance list included discussion of: paint for exterior windows and pediment; Claggett's work on the second-floor fix; and field house sink plumbing for caterers. Jurgen was to check Survey on questions about North parking lot extension for GSVA and designs for quotes.

Candi noted that the State Capital Budget for potential Senior Center included $100K but that process has not yet started, according to an aide for Sen. Hottinger. In addition, Bruce and Jurgen were to ketch out options (drawing & Bid specs?) for getting quotes for whole parking lot project and temporary road extension. 

It was also noted that the roof needs had yet to be determined, after winter damage to gutters, etc. (Reed reminded all that there's $10K in budget for non-structural items such as painting, etc.; there was consensus to apply that to signage and pedestal needs.) 

C. Master Plan 

1. Signage--proceed with KM logo work; 

2. Site Plan--still need tree survey and follow-up with Davey (?) tree Co. 

Meeting adjourned at 9 p.m; next meeting scheduled for May 26th.

 

Bryn Du Minutes March 24, 2010

BRYN DU GOVERNANCE COMMISSION

Regular Meeting Minutes of Wednesday, March 24, 2010

  

Members present:     Candi Moore, Chair, Larry Bicking, Stewart Dyke, Reed Fraley, Keith Meyer, Jurgen Pape, Tony Piehowicz e and Bruce Cramer, Exec. Dir.    The meeting was called to order at 7:00pm.

(Note: February 24th. Meeting cancelled due to weather) 

Public Comments:    Connie Hawk, Granville Rotary, Melinda Moore and Sandy Libertini, Grand Scheme Promotions, reviewed their plans for the 2010 Granville Art Affair & Wine Festival and offered the opportunity to be an in-kind sponsor of the event for a ½ reduction in contracted rental.  Discussion followed regarding the event, and the Commissions’ necessity to support Bryn Du operations with user rental. 

Minutes:         Jurgen moved, and Tony seconded that the minutes of January 27, 2010, be approved as corrected to reflect the Executive Session opened and closed with roll call votes and action being taken in open session.  The motion carried.           

Financial Report:       Reed reviewed several improvements to financial reports which will provide better comparison of current and previous year activity and budgets. He indicated there have been no significant changes from the last report, other than ongoing expenditures and receipts.  Keith moved, and Jurgen seconded the reports acceptance.  Motion carried.

Executive Director’s Report:            Bruce reviewed his February and March reports, as submitted.  Brief discussion followed regarding status of capital improvements and maintenance items. 

Old Business:             Site Plan:  Jurgen reviewed the documents/prints received to date and indicated completion of the project was forthcoming, including discs with “workable” data for future use and/or update.  It was agreed to make payment in the amount of $8,300.00 as invoiced.  (Prior approval: “Not To Exceed. $10,000.00”) 

Gardens:  Keith suggested that with available funds (including pending grant) hedge work and tree planting be continued with high maintenance items such as seasonal plantings and the pond/fountain be deferred.  Jurgen cautioned about the need for deer proof species or protection. 

Antique Show:   Tony discussed this year’s promotion and advertising activities including the value of electronic/web based communications and professional assistance.  Further, a ’09 Show vendor is donating a custom made Bryn Du model bird house to be raffled. 

Securing sponsors has been difficult, however founding sponsor, Huntington Bank, will participate again this year.  Bruce mentioned that event post cards have been printed and are ready for mailing and distribution.  

New Business:   Web site maintenance:  Bruce shared a proposal from Rob Cathcart, who has worked on the Bryn Du web site pro bono since the beginning, to provide maintenance/management services on an expanded basis to meet the increasing needs to keep the site up to date and current.  Moved by Stewart and seconded by Tony to approve entering into a one year agreement, as proposed, for $1,000.  Motion carried. 

Logo:   The need to copyright/trade mark Bryn Du’s new logo was discussed, with further consideration pending additional information on effort/work required and cost. 

Parking:  Charging event attendees for parking at the Mansion was discussed from both a revenue and management standpoint.  More detailed discussion is needed at a later time. 

Reduced Rental/Sponsorship Request: A lengthy discussion of potential Bryn Du Commission sponsorship/co-sponsorship of events being conducted at the property by community and not for profit organizations resulted in several issues being identified for future policy resolution.

With respect to the 2010 Granville Art Affair & Wine Festival’s offer to exchange sponsorship for rental income it was Moved by Tony, and Seconded by Stewart that:

“The current rent structure be maintained for 2010 and the sponsors are invited to discuss future collaborative relationships prior to executing contract(s) for 2011”.   The motion carried. 

Other:   Keith Meyers indicated that his term as a member of the Commission is expiring and is opting out of reappointment, however wishes to continue to contribute in the future as a volunteer. 

The meeting was adjourned at 9:46pm. 

The next regular meeting is scheduled for April 28, 2010

 

Bryn Du Minutes January 27, 2010

MINUTES OF BYRN DU COMMISSION MEETING Jan.27, 2010 (sbd)

 

  1. I.                    Public Comments 

Mitch Claggett and slate roof point person (Sonny) shared photos of the wind-damage and state of chimneys, including cracked cap on East chimney, where sandstone appears to be eroding and in need of sealing and other work involving either crane, lift or scaffold. 

It was noted that the BDM five chimneys are delaminating and the East chimney appears to be worst. Request was made for cost-specific options for action by Commission. 

Same was requested for pavers associated with Field House, so that options of pavers, exposed aggregate and/or stamped concrete might be explored. A long-term,

 phase-in plan for the project should also consideration such problems as:

----problematic drainage issues;

-- possible grading plan and materials; and

--consideration of electrical lighting and outlet needs on lower level area.

Keith Myers also suggested use of pre-cast concrete steps to replace before season begins in spring (April). Jurgen Pape also noted need for drawings and plans to parcel out project elements in order to phase-in as budget may permit. 

The condition of the slate roof also was discussed because of the hazard represented by tiles falling off after wind lifts up slates and nails. (We were told reason that the roof isn’t leaking more is because of 90-pound felt underlayment). Some 67 titles in main house were replaced after windstorm. Trees also threaten to smash GSVA/pool house, too. 

It was also noted that Spring House chimney step flashing was gapping, due to wind-caused cracks. After a discussion of gray vs. red slate costs and dyeing the former to match, Candi M asked that the various options be spelled out so that costs might be compared.

      The suggestion was made that Village and its insurance coverage also should be explored

  1. II.                 Minutes of Dec. 2, 2009 were approved after motion by Jurgen Pape and second b y Larry Picking. 
  1. III.               FINANCIAL RPORT was presented by Reed Fraley and highlights discussed. He noted an increase in income over previous year ($251K vs. 234; See attached report of Financial Statement of Dec. 31, 2009.) 

It was also noted that the financial statement reflects an annual $100K investment each year back into the Bryn Du Mansion. 

There was discussion of nearing capacity that might require fee increases in the future in light of need to maintain fiscal growth. 

Larry Bicking moved that the Financial Report be accepted and Jurgen Pape seconded the motion, which then passed unanimously. 

  1. IV.              EXECUTIVE DIECTOR UPDATE 

Bruce Cramer presented the highlights of activities, construction, tours and contracts since the Dec. 2009 meeting, including: 

            --refinishing of the floors and stairways in the Mansion; 

            --reiteration of concern about need to repair sandstone walkways areas of Fieldhouse before the spring season start; 

            --Jobes Henderson survey due this week; 

            --new Kubota tractor being put to use with snow season upon us; and –Jones Road sign is in place. 

There was also discussion of scheduled 2010 improvements needed in sport court floor surfaces and utility room involving the use of low-maintenance “bullet proof” tile product (Konetco floating plank) for 2,286 Sq. ft. project @ $2.40 pf (@$7,000). 

In addition, upstairs hardwood floors were to be redone, per the BDM   Village budget total of $26K. Larry Picking noted the need to establish a total maintenance calendar for such flooring projects.

--.In a motion, Keith  Myers  recommended BDC  spend budgeted total $8900 for the field house sport court and Sherwood-Williams resurfacing project of upstairs hardwood floor; motion was seconded by Jurgen Pape and unanimously approved. 

Bruce also noted the GSVA use of second floor of building meant that their rent was to increase as of February; and the board supported the executive director’s position on the need for a standard fee  contract with Rotary for the July 12-13 Art Event weekend. 

(The Granville Historical Society also is staging a “Welsh in America”exhibition the same weekend, in the Mansion.) 

V. OLD BUSINESS 

A. Master Plan—next steps

      1  2nd Floor Mansion Planning 

      Phil Claggett of Northpoint Ohio Architecture presented the Commission with a code review of the proposed interior alterations for the Mansion’s second and third floors,  as a 3A (“use: Assembly”) building that would address need for fire stair for community egress (vs. open stairway) and exits for second and third floors. 

We would be OK if installed an elevator --along with an emergency generator back-up. (This would be in addition to fire suppression and alarms.etc) 

Candi also mentioned she had contacted two state representatives (Shaffer and Hottinger) for their support of the $500K grant request for Senior Center at Bryn Du. 

            2. Site Work Plan update 

Jurgen stated that the Jobes Henderson survey was due next week and it would include tree survey for the Village, with Bob’s help. 

3. Gardens 

Candi had renewed the application to the Granville Foundation for a multi-year grant totaling $24K; Doug Plunkett received the four-year proposal that was the same as previous year’s. 

4. Senior Community Center-update 

As noted above, Candi has contacted local state legislators for support of Senior Center project. 

B. Antique Show -update provided by Bruce Cramer. 

C. Logo—update was provided by Keith Myers which included new Bryn Du signage featuring a combination of flat blue with cream background for way-finding. 

In addition to the square signs on white wood posts, plans call for Identification signs to be one-half of the  square size, as well as possibility of magnetic signs for events and coordination with website, letterhead future uses.  

(The question was also raised about the need to register the BDM name trademark or copyright.) 

VI   New Business

Candi Moore noted that she was scheduled to present an annual report to the Village Council at its first  meeting on Wednesday, Jan.30, at 7:30 p.m. 

VII Executive Session 

By a unanimous roll call vote, the Commission went into executive session for a discussion of personnel compensation. 

After unanimous agreement   that the executive director’s compensation be increased to reflect an 8 per cent raise, plus a $1200 per year expense allowance which would cover automobile and cell phone usage.  

The Commission voted unanimously to come out of Executive Session and returned to adjourn at 9:35 p.m. 

Respectfully submitted by Stewart B. Dyke, Feb. 23, 2010

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