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