Granville Community Calendar

Bryn Du Minutes October 26, 2011

Bryn Du Commission

Regular Meeting Minutes

Wednesday, October 26, 2011


The Meeting was called to order at 7:05 by acting president Larry Bicking

Members present:  Larry Bicking, Vince Engel, Jurgen Pape, Stewart Dyke, Kris Burkett and Executive Director, Bruce Cramer.

Members Absent:  Candi Moore and Reed Fraley 

1)    Public Comments

a)     Andy Wildman, Exec Director of the Granville Recreation District (GRD) offered a “Thank You” to the Commission for sending two representatives to their meeting and also thanked us for making Bryn Du facilities available to them

b)     Larry reported on the on meeting (agenda item ____ moved up)

i)       Received info from Candi

ii)     He and Candi discussed the function/Mission Statement of Bryn Du with GRD and how that controls any agreement with GRD

iii)   He noted that there had been some surveys in the paper recently along with a discussion about whether or not there is community support for a major initiative (Andy pointed out that the plan is specifically for and aquatic facility and a recreation center)

iv)   He said that questions came up about what our relationship should be with each other – everyone acknowledged that it is an important relationship

c)      Larry advised that there was a discussion about having board members from Bryn Du and GRD attend each others meetings  - there were concerns about the time commitment

d)     Vince suggested waiting until all board members are present to make any commitment

e)     Stewart asked if it had been a public meeting – Larry thought not

f)       Kris asked about purpose of having both boards coordinate with each other and whether or not there was a time table

i)       Andy said that his group expects the results of the feasibility study will be out in the middle of December – then presented to the community in the middle of January

ii)     He acknowledged that they have to address the issue of sustainability

g)     Larry asks about the make-up of the GRD Board and details of organization for the record

i)       Andy reported that there are 5 members (per GCO 755.13)

(1)  Township Representative (Justin Lodge)

(2)  School District Representative (Kraig Koester)

(3)  Village (Representative (Kate Barrett)

(4)  2 at large members who are appointed by other three members (Kreston Harris and Lisa Cannon)

ii) is web address (provides lost of history and general information)

iii)   Meetings are held on the 1st and 3rd Thursday of every month in council chambers of Village Hall

iv)   $585,000 this year’s operating budget – actual expenses will be higher than projected

v)     GRD Offices are on 2nd floor of Village Hall

2)     Approval of Minutes

a)     Motion by Jurgen – 2nd by Vince –Motion carried subject clarification by Reed of September 28, 2011.

3)     Financial Report - Passed over due to absence of Treasurer 

4)     Exec Director Report (report attachment A)

a)     We are always busy – lots of different events

b)     Larry suggested making the public aware of this so that they understand Bryn Du’s importance to the community

c)      Bruce expresses frustration that Lacross scheduled a game during “practice” time – this causes problems as scheduling parking for practice is different than scheduling parking for a game 

d)     Kris suggested there may be a need to have explicit “rules” in the contracts with sports teams and sanctions for violations

e)     Larry points out that this is an example of why we need to make the community aware of our Mission Statement so that they understand why we have the rules that we do

f)       Kris suggests a memorandum of understanding re: rules for using playing fields – possibly posting them on the website with an explanation of how the rules juxtapose with the Mission Statement

g)     Stewart suggested noting that common courtesy is a two way street

h)     Bruce noted that things will start to lighten up a little due to time of year 

5)     Old Business

a)     Veterans Memorial

i)       Jurgen stated that the entire event was well done and a success

ii)     Other Board members concurred

b)     Experience Granville

i)       Vince reported that we got the grant and, as a result, we are in the black for the event

ii)     The feedback from vendors was good – most vendors stated that sales were not as good as they had hoped but the vast majority were very positive and indicated they would come back next year.

iii)   Vendors generally thought we needed more publicity – perhaps something on the front lawn

iv)   Vince said we need to decide if we will do it again next year – If we pick a date sooner we can get it onto some community calendars

v)     Larry suggested we put discussion of Experience Granville next year on agenda for next meeting (12/7/11) 

c)      Fountain/Garden Update

i)       Gardens are done

ii)     Not messing with it now as there is a wedding scheduled

iii)   Fountain is on order – should be here within 2 weeks

iv)   Plan is to bring is in for the Granville Foundation Event (11/3)

d)     Parking Lot

i)       We are waiting for 3 solid days of no rain – then they will proceed

ii)     Discussion about lighting the back parking area

iii)   Jurgen noted that the grass is all in and the big hill has been graded so that it looks more presentable and can be mowed (but still leaves top soil available)

e)     Daffodil Show

i)       The in-kind daffodils (150) were planted 2 days ago

6)    Master Plan

a)     Signage is done – lighting will be added along with landscaping at some point

b)     Vince asks what the next step is – Bruce needs to work with sign company to nail down details but no board action is needed

c)      Jurgen shows master plan for grounds

i)       Place for stage is available

ii)     Get rid of unnecessary steps

iii)   Plan allows for donated benches and donated trees – there is a plan for where they go and what type of trees – no plaques for trees (just a register) but plaques for benches

iv)   Need a deer fence for trees – all those planted at west edge of property are gone

v)     We are getting 8 trees from the Granville tree and Landscaping Commission – they will be planted next week

vi)   Larry points our that plan (drawing) should be on website with list of existing trees (and who donated) and “needed trees” if people want to donate

vii) Vince noted that he keeps hearing that people in the community would like to have input on how to use the tennis garden space – Larry notes this is another opportunity for us to bring the community into our plan and make them aware of our mission

viii)           Plan is to be left with Bruce for review and further suggestions 

7)    New Business

            i.  GRD – discussed above

                  a)Additional discussion about the use of the fields

                  b) Kris reiterated her comments about the importance of                                        memorandum of understanding regarding use of the fields

  1. ii.                    Proposed budget – tabled until Treasurer is present
  2. iii.                 Discussion of Capital Projects
    1. a.       Senior Center –
      1.                                                                            i.      Vince thinks we should have a member of the senior board come and meet with our board
      2.                                                                          ii.      Larry discussed history of senior center here – it was originally part of the master plan and we have not “cut the umbilical cord”
      3.                                                                        iii.      We had a discussion about inviting a board member of the Granville fellowship come to a board meeting to discuss future plans for the carriage house.  A final decision will be made when the absentee members are present as they may have additional information to share prior to a final decision
      4.                                                                        iv.      Vince voiced that he feels it is important to have the Fellowship’s position on record at a meeting.
    2. b.      Discussion of capital projects and requesting aid from village
      1.                                                                            i.      Mansion 2nd and 3rd Floors
        1. 1.      Jurgen suggests we focus on renovation of second and not third floor (at the moment) even though the elevator would go to both floors
        2. 2.      Vince asked about planned use of renovated space
        3. 3.      Bruce says the plan is to open up space to make room bigger and discussed the concept of having separate “entrances” for the two floors as they are two different “types” of spaces (maybe exhibits, meetings, birthday parties, etc.)
        4. 4.      Board was in general agreement that request to Village for capital funding should be for
          1. a.       carriage house
          2. b.      incidental expenses for renovating space in the barn for Bob
          3. c.       screening for west side (trees)
      2.                                                                          ii.      Larry will meet with Candi and Bruce to come up with proposal to Village
      3.                                                                        iii.      Maintenance Plan was discussed  - no action neede

8.  Other  

            a.Jurgen suggests that board members keep more detailed record of time spent on Bryn Du business – it adds up quickly.

            b. Vince advised sheets ere available in the office 

  1. 9.       The next meeting is scheduled for December 7, 2011 
  1. 10.    Meeting adjourned at 9:20


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