BRYN DU GOVERNANCE COMMISSION
Regular Meeting Minutes of Wednesday, January 26, 2011
Members present: Candi Moore, Chair, Larry Bicking, Vince Engel, Reed Fraley,
Jurgen Pape, and Bruce Cramer, Exec. Dir. The meeting was called to order at 7:00pm.
Public Comments: None.
Minutes: Larry Moved, and Vince Seconded that the minutes of December 08, 2010, circulated, be approved. The motion carried.
Financial Report: Reed reviewed December and year end financial reports and, in addition to notes thereon, commented that; a. The Executive Director has elected to allot all of his 2011 salary increase to his Section 125 health plan, b. retained donations from the Commission’s inception have been segregated into individual accounts, including Senior Center, Veterans Memorial, Gardens, Rendville and Antique Show, c. “In Transit Cash” represents rental payments received in late 2010 and deposited in January 2011, and will be reflected in appropriate accounts in the January 2011 financial reports, and d. the segregation of rental deposits for future (tax) years can be done for tracking purposes.
Candi, in view of account and expenditure review discussions suggested that funds be set aside in reserve account(s) for future major repairs and or emergencies. There was general agreement and following discussion of various options it was Moved, by Reed, and Seconded, by Jurgen, “That the Commission establish a Major Capital & Emergency Reserve Fund of fifty thousand dollars ($50,000.00) with fulfillment targeted for December 31, 2012, and a two month Working Capital Fund of forty thousand dollars ($40,000.00) with fulfillment targeted for December 31, 2011”. The motion carried.
It was Moved by Jurgen and Seconded by Vince that the Treasurers Report be Accepted. The motion carried.
Executive Director’s Report: Bruce reviewed his report, attached and incorporated herein.
Old Business: A. Chimney Repair; Bruce indicated that the contract for repair work has been executed and work awaits favorable weather. B. Parking Lot; Jurgen shared several e-mails from the Village confirming that design review by Village staff is all that is required work to proceed, and that the Village is willing to add the paving portion of the lots construction to their 2011 paving contract (using Bryn Du funds). He recommended that construction drawings and bid documents, including cost estimates, be prepared for both the entire project and the project less paving if including that work in the Village’s bid is more favorable. In either event the scope of work would be as originally conceived with contingencies for gas line excavation, repair and or relocation if needed. Larry Moved and Vince Seconded “That the Commission move forward to develop bid documents and bid the project with the option that paving be done through the Village paving contract.” The motion carried.
C. Senior Center; Candi and Bruce provided an up date of communications with the Granville Fellowship. Phil Claggett is up dating cost estimates for the Carriage House with options for phasing the work if necessary. D. Signage; Bruce indicated that a price quote was pending and review by the Village would be undertaken shortly. E. Art and Wine Festival; Candi provided an up date of her discussions with the Rotary indicating that they would be the event sponsor with contracted management support by Grand Schemes. Discussion followed regarding how the Commission could participate in the event as a “sponsoring partner”. Assuming responsibility for managing the vendor/sponsor dinner, assisting with volunteers, on site logistics, parking and use of Mansion tables, chairs and equipment were considered. The Chair will continue discussions with the Rotary. F. Fall Festival; Vince reported that “Experience Granville” is being planned for October 2nd. The event is intended to “showcase” the Granville community including its people, places and businesses and be broadly focused. He indicated the need to structure working committees and volunteers to assist with the event. Discussion followed, including the complementary nature of the “Art and Wine Festival and “Experience Granville” and their contribution to the area.
Other: Vince and Bruce reviewed the Mansions “2011 Events” rack card and flyer for “Life Local – Up Coming Events” scheduled into April. Vince mentioned the need for a projector to support events . Candy suggested that one be purchased and is was agreed that Bruce select and buy a versatile, institutional quality unit.
Reed suggested consideration be given to setting up a method to hire part time employees to support Mansion operations, and shared a job description for an Event Coordinator. Discussion followed including the distinction between “part time” (ongoing) and “casual” (as needed) employees and their compensation. Larry shared sample job descriptions for both types and an overview of a part time/casual hiring program. Having agreed that there was an immediate need for ongoing part time support for Bruce and the Mansions activities Vince Moved, and Jurgen Seconded “That the Executive Director hire a part time employee to assist in the ongoing management and operations of the Commission at the rate of $12.00/hr., increasing to $14.00/hr. upon completion of 90 days probationary service, for a maximum of 25 hours per week. Further the employee shall receive an expense allowance of $25.00 per month.”
Following a discussion on candidate qualifications and availability the motion carried.
The meeting was adjourned at 9:35pm.
The next regular meeting is scheduled for February 23, 2011