Granville Community Calendar

Bryn Du Minutes December 13, 2012

BRYN DU COMMISSION

Regular Meeting Minutes of Thursday, December 13, 2012

Members present:  Candi Moore, Chair, Reed Fraley, Vince Engel, Kris Burkett, Jurgen Pape,  Stewart Dyke, Larry Bicking eand Bruce Cramer, Exec. Dir.   The meeting was called to order at 7:35. 

Public Comments:  No comments 

Minutes:  Jurgen moved to approve the minutes of October 24th. Larry seconded the motion. Motion carried. 

Financial Report:    Reed gave the financial report for October. He said we are on target, remarking that numbers looked skewed for the year through October because of refunds from June’s storm that went to renters, however, the numbers even out in November. Kris motioned to accept the financial report. Vince seconded the motion. The motion carried. 

Reed then brought up issues regarding government payments. Currently an account has been set up to be used for automatic electronic draws.  Reed made a motion, to authorize himself and Candi to be check signers on this account. Larry moved to approve the motion, Jurgen seconded the motion. The motion carried. 

The second motion made by Reed, was for Sandra Lodge to be authorized to move funds electronically on a monthly basis to make the required government payments. Kris moved to approve the motion, Vince seconded. The motion carried.  

Finally, Reed reviewed the proposed 2013 Budget.  Discussion followed.  Larry made a motion to accept the Proposed Operating and Capital budget as corrected. Jurgen seconded. Motion carried. 

Executive Director’s Report:   Bruce reviewed his report for the month. One thing not in the list is that we are beginning work on a Paul Hamilton show for a next December. 

Old Business:   Annual Report- The annual report was reviewed. We are waiting for the financials through November and then the reports will be ready for distribution to Council for their meeting on December 19th per Candi. 

New Business: Reed made a motion to accept the two year contract between the Bryn Du Commission and the Village of Granville. Larry seconded the motion. Motion carried. 

The Liability Insurance for the Bryn Du Commission is up for renewal. There were no changes or issues so it will be renewed. 

Vince made a motion to go into Executive Session to discuss payroll compensation of personnel. Roll Call acceptance of those present is as follows:

Stewart Dyke – yes

Larry Bicking – yes

Reed Fraley – yes

Kris Burkett – yes

Candi Moore- yes

Vince Engel – yes

Jurgen Pape – left meeting early, so did not participate in Executive Session

Other:  None was discussed. 

                        The meeting was adjourned at 10:00 p.m.

                        The next regular meeting is scheduled for January 23rd

Bryn Du Minutes October 24, 2012

BRYN DU COMMISSION

Regular Meeting Minutes of Wednesday, October 24, 2012 

Members present:  Reed Fraley, Chair, Vince Engel, Kris Burkett, Jurgen Pape, Stewart Dyke eand Bruce Cramer, Exec. Director   

Public Comments:  No comments 

Minutes:  Kris moved to approve the minutes of September 26th. Jurgen seconded the motion. Motion carried. 

Financial Report:  Reed gave the financial report. He commented that we have somewhat flattened out in revenue. Kris moved to approve the financial report, Jurgen seconded the motion, motion carried.  

Executive Director’s Report:  Bruce reviewed his report for the month.  October has been a busy month for events and building projects.  The windows are in for the Carriage House and the GSVA, now we are just waiting on the painters to move in. 

Old Business:   Bruce covered these items in his report. 

New Business: Annual Report – Vince and Bruce have looked at last year’s report to determine what needs to be done for this year. They will work on copy, pictures and financials and Reed will check with Candi on the due date of the report.

Budget discussion – Reed has made a preliminary budget that was reviewed.

Capital projects – Reviewed the list from 2012 and a list of Proposed 2013 projects. 

Other:  Jurgen asked about whether there will be lighting on proposed new signage. Bruce is going to check current lighting for the proposed sign areas to see if it’s necessary to have extra lighting. Jurgen said we have been promised about a half dozen trees by the tree and landscape commission. 

Kris moved to adjourn to the meeting, Stewart seconded the motion. Motion carried. 

The meeting was adjourned at 8:40 p.m. 

The next regular meeting is scheduled for December 12th 

(Respectfully submitted by Athena Koehler)

Bryn Du Minutes September 26, 2012

BRYN DU COMMISSION

Regular Meeting Minutes of Wednesday, September 26, 2012 

Members present:    Candi Moore, Chair, Vince Engel, Kris Burkett, Larry Bicking Jurgen Pape, Reed Fraley, Stewart Dyke eand Bruce Cramer, Exec. Dir.    The meeting was called to order at 7:05. 

Public Comments:  No comments

Minutes:  Kris moved to approve the minutes of August 22nd. Jurgen seconded the motion. Motion carried. 

Financial Report:  Reed gave the financial report. Vince moved to approve it, Larry seconded the motion, motion carried.  Reed said the auditor’s quote has come in at $1,500 to do a 2011 audit. Reed asked for an approval motion of the board to have Dixon, Davis, Bagent & Co do the audit, Kris seconded the motion, motion carried.  Candi brought up that it’s almost budget time for the coming year.  Factors that need to be considered in the new budget are the need for more PT help, additional capitol improvements, and the lack of philanthropic funds. 

Executive Director’s Report:   Bruce reviewed his report for the month.  One item discussed was that the Art & Wine event planners want to change their timing from Saturday/Sunday to Friday/Saturday with timing from 3 to 8pm.  This will impact our rental space and revenue on Saturday but may open up that Sunday for rentals. Larry stated that we need to keep the event revenue neutral. 

Old Business:   - Painting will take place in late October new windows will go in early November. Beckholt from Newark will be doing the painting, and Rosati is doing the windows. The ad hoc committee visited Station 67 to look at the windows there to see how the Rosati windows looked in a historic building. They were pleased with look

Vince reviewed his report for the Experience Granville event.  The musicians will be paid out of a grant. Vince stated that he would like to have a budget for next year’s event to act as a guideline in the planning stages. It was stated that several good comments were heard from the public regarding the event. 

Generators – the village is getting a new generator so their old generator is available but will need to be refurbished, Bruce will look into this further.

Second PT person discussion– Bruce has looked at one new option, that of a temporary service. General feeling from Reed was that this opens a whole new avenue of thought that the Board may not want to consider at this point.  What needs to happen next is an analysis of the hours needed for this additional Part-Time person.  This analysis needs to take place before November because of new budget considerations. 

Candi asked if there are any additional projects needing approval? Bruce stated that there is nothing to consider at present. 

New Business: Bruce brought up that a Mr. Figler from California has contacted him and toured our property for consideration of his museum in CA that he wants to relocate to Granville. The museum houses Presidential, sports and pop culture exhibits. Mr. Figler is seeking a space of 2000/2500 sq ft.  The Board felt that a preliminary proposal and financials would be required before any further discussion was had regarding the museum. 

Revisions to the carriage house plans were discussed. It was decided that the wall between the two main rooms would not be removed, and that the 2nd floor would not be part of the initial renovation, the question remains of how will these two items affect a renovation cost proposal. Next question is can it be finished next year?  Reed asked that we request a proposal that has phase areas 1, 2, and 3 to show costs stepped over time, because it could have impact on the capital budget.

Jurgen asked about whether there were numbers for the back-patio redo and the sealing of walls around property. Bruce stated that he has a rear patio quote and he will get the quote for the sealing of the walls and will also look into timing for those projects.

Vince asked when the November meeting will be, discussion followed.  As it stands, October 24th is the next scheduled meeting and December’s board meeting is on the calendar for the 12th.   Candi proposed hat we have the normal meeting in October and December’s on 12th, but no November meeting unless it is needed and then it would be November 28th

Other:   

The meeting was adjourned at 8:33 p.m.  The next regular meeting is scheduled for October 24th 

Bryn Du Minutes August 22, 2012

BRYN DU COMMISSION

Regular Meeting Minutes of Wednesday, August 22, 2012 

Members present:     Candi Moore, Chair, Vince Engel, Kris Burkett, Larry Bicking Jurgen Pape, Reed Fraley, Stewart Dyke eand Bruce Cramer, Exec. Dir.    The meeting was called to order at 7:09. 

Public Comments:      No comments 

Minutes:                     Jurgen moved to approve the minutes of July 25th. Kris seconded the motion. Motion carried. 

Financial Report:      Reed gave the financial report. Rentals are above budget, expenses are below budget. There have been no Capitol Improvements.  CD’s have been moved to Savings. Stewart moved to accept the financial report and Reed seconded the motion. Motion carried.  An ad hoc committee will investigate financial options for future consideration for the development of a financial policy. Also, there will need to be a review of payroll control issues and procedures.

Executive Director’s Report:   Bruce reviewed his report for the month. 

Vince brought up the GRD’s pool issue that was discussed at the Chamber meeting. Vince reminded them (GRD) that the front lawn is part green-space. Stewart suggested a strongly worded letter to outline the purpose of the Bryn Du estate.

Bruce asked if we have a policy about endorsing political candidates or issues.  Reed made a motion that we will not endorse profit or nonprofit organizations, candidates or issues.  Kris seconded the motion.  The motion carried. 

Old Business:   - Painting and windows – Bruce has spoken with Rosati Windows and they have given a window replacement estimate, and have suggested vinyl soffits. Painting of dormers would include lead removal.  Blake Brothers have given an estimate for painting and windows.  The board crossed Rhino Paint off the list.   Larry moved that we take option number 5 and approve up to $55,000 to be determined at the discretion of the Executive Director, Kris seconded. These are three separate projects so we show them as three separate estimates.  Approximately $21,000 for the replacement of the GSVA windows, approximately $18,000-20,000 for Carriage House windows, and the dollar amount is yet to be determined for the painting and/or soffit work of both buildings. 

Main stairway – Bruce said he has had a couple of estimates for stone replacement and having aggregate stone.  Being a safety issue, Jurgen moved to having stairway replaced with aggregate concrete, Kris seconded. Candi has reservations stating that she would like to keep the historic appearance.  Motion was voted on and the majority ruled.  

Front Patio – will be replaced with all exposed aggregate, Jurgen moved that we go ahead with this project as well, Vince seconded the motion. Motion carried. 

Jurgen stated that caulking of capstones is an important task to be done before winter.  

Bruce is getting an estimate on this project.  

Bruce is also getting an estimate on living room plaster ceiling work. 

Experience Granville – literature/posters etc. is being printed, and we are now being billed for this service. Sign ups have been slow.  We will have 14 vendors in the barn with the Library group. We have a hot dog vendor and River Road is doing the coffee. There will be 2 bouncy houses from Main Events and the Women’s basketball team from Denison will run them. The publicity release has been done and will hopefully be in next week’s paper. The barn vendors will begin set up on Saturday, September 15th. The Library has put $2000 toward this project. We have auxiliary parking set up with Spring hills who will manage this aspect.  Working with Jan from Jan’s in stitches on t-shirts. 

Generator issue – Candi asked if it is a worthwhile investment? Bruce stated that no other venues in Licking county have generators.  He suggests a smaller sized generator for low utility usage.  A winter project will be to investigate this further.  

There was also further discussion regarding more Part-time employees. Bruce has a list of potential people that he would consider hiring as “on call” personnel.  Reed stated that it comes down to work load based on supervision and payroll.  Candi wanted to know how many hours this other person or persons would work on a monthly basis.  The subject was left with the need for set up of procedure and protocols for having additional personnel before anyone be brought on. 

New Business:   Memorial Tree and Benches – a new brochure has been done.  There will be a newspaper article announcing the program soon.  We have some people already willing to donate. The brochure will be available in several local places and at Experience Granville in September.

There was a grant application submitted for the computers but the decision won’t be made till February so we will go ahead with new computer installation by the end of summer.  Candi asked if further grants for building projects were investigated by the interns and Bruce said that yes, there is a list of preliminary findings that will be looked at again. 

Other:   

Larry moved to adjourn, Jurgen seconded.  The meeting was adjourned at 9:16 p.m. 

The next regular meeting is scheduled for September 26th 

(Respectfully submitted by Athena Koehler)

Bryn Du Minutes June 27, 2012

BRYN DU COMMISSION

Regular Meeting Minutes of Wednesday, June 27, 2012 

Members present:     Candi Moore, Chair, Vince Engel, Stewart Dyke, Jurgen Pape, Larry Bicking, eand Bruce Cramer, Exec. Dir.    The meeting was called to order at 7:07. 

Public Comments:  No comments 

Minutes:  Jurgen moved to approve the minutes as corrected. Larry seconded the motion. 

Financial Report:  Bruce gave the financial report. Vince moved to accept the financial and Stewart seconded the motion.

Executive Director’s Report:   Bruce reviewed his report for the month.  Very busy this month.  Keith Myers is again looking at signage.  The bride room has been updated with artwork and upholstery.  There was some discussion on the alcohol policy changes that are being reviewed by the Village. We will be looking at the lighting fixture updates also purposed by the Village. In addition, we did not get our grant from Operation Round-up. 

Old Business:  Bruce has investigated the Rhino paint process. Candi suggested an ad hoc committee to evaluate the compilation of information regarding the painting and window renovation of the carriage house and GSVA.  Larry and Stewart will be on committee to review and come up with a recommendation.  Jurgen’s list items are in process, waiting on timing with functions.  There was discussion on the stone areas that need to be replaced. The same ad hoc committee with the addition of Jurgen will review this stone work.  Grants and fund raising – we were turned down by the village as well as the Round up Grant committee. One of the Interns is working on a list of other possible grants. The Licking County Foundation is taking applicants in August.  Third project is initial work on the community gardens. Candi suggested documenting our capital improvements. Vince brought up hardware and software replacement as a project that needs to be addressed. Vince made a motion to move ahead with replacement of computers and software within the framework of the budget up to $8500. Stewart seconded it.

New Business:  Experience GranvilleSeptember 16th – Vince talked about the progress he has made with various groups coming in for this event. There will be an initial deadline and then the registration price will go up. August 15th has been set as the deadline. The Library, and fire department are participating, and there will be a contest for kids.

Review of the Art and Wine Affair– Parking was an issue.  They (Art&Wine) decided that they would charge for parking at the last minute with not much regard to whether there were actual spaces available. Other than that the event was fine.  Our general contract should be updated to include no parking charge rules.

Other:  Intern is working on the bench program. Jurgen said there are some people interested in donating soon. 

The meeting was adjourned at 8:57 p.m.The next regular meeting is scheduled for July 25rd.

Bryn Du Minutes May 23, 2012

BRYN DU COMMISSION

Regular Meeting Minutes of Wednesday, May 23, 2012 

Members present:     Candi Moore, Chair, Vince Engel, Reed Fraley, Stewart Dyke, Jurgen Pape, Kris Burkett, eand Bruce Cramer, Exec. Dir.    The meeting was called to order at 7:09. 

Public Comments:      No comments 

Minutes:  Kris moved to approve the minutes as corrected. Jurgen seconded the motion. 

Financial Report:   Reed gave the financial report. Activity is greater than last year.  Next, Reed reviewed the 990. The 990 was submitted by the due date. This had to be filed with the Attorney General by May 15. Sandra Lodge found that there was a fee and she caught this just in time and was able to pay the fee electronically saving us a penalty.

Vince moved to accept the financial report, Stewart seconded. Kris moved to accept the 990 and Jurgen seconded.

Executive Director’s Report:   Bruce reviewed his report for the month.  Spring is very busy.  The summer interns are here. The formal garden has gotten very busy and will continue. 

Old Business:   - The fountain is working, there were however contractor problems in finishing out the project. Jurgen is working with Enjoy Co. to get the problems corrected.

Lead paint update. Bruce and Larry did testing on windows for the carriage house and GSVA. There is lead in the paint. Kris shared some further info on the Rhino paint. Bruce has looked into replacement windows that would cover the lead areas for the carriage house and GSVA. Bruce will get an estimate on the rhino painting for the GSVA.

Capital Project application was submitted by Vince and Bruce.

New Business:  Jurgen has some recommendations and estimates on some construction projects were reviewed. The two projects taking precedence are the front steps converting to ramp and the completing sidewalk by the carriage house.   Reed moved to move ahead on these to these two projects, Vince seconded the motion.

Vince reviewed the Life/Locals coming up.  Richard Downs is doing a presentation on Solar Energy on the 6/12, Jurgen is presenting tomorrow night 5/24.  Vince also reviewed what is currently on tap for Experience Granville.

Gravel Lot restructuring was reviewed. Reed motioned to accept proposal to include alternate #2 and reject 1, 3, 4. Vince seconded, motion carried. Jurgen also sent around a proposed layout of access to the tennis court areas.

Other:  

  • The Life/Local series on the Master Plan received favorable comments.  There  was discussion regarding the Rec districts community center.  Additional discussion on the master plan for the mansion and its use as community.  Barn discussion, Vince suggested having performing arts in that space.   Look into fixing up spring house and garden shed for rentals.
  • Donation box was stolen.
  • Carriage house and community garden renovation will be next priority 

The meeting was adjourned at 9:00 p.m. The next regular meeting is scheduled for July 25rd

Bryn Du Minutes April 25, 2012

BRYN DU COMMISSION

Regular Meeting Minutes of Wednesday, April 25, 2012

 

Members present:  Candi Moore, Chair, Larry Bicking, Vince Engel, Reed Fraley, Kris Burkett, eand Bruce Cramer, Exec. Dir.    The meeting was called to order at 7:13pm. 

Public Comments:   No comments 

Minutes:  Larry moved to approve the minutes as corrected. Kris seconded the motion. 

Financial Report:      Reed gave the financial report. Rental fees are ahead from this time last year.  Vince moved to accept the financial report, Larry seconded.

Sandra Lodge will be doing payroll.

Executive Director’s Report:   Bruce reviewed his report for the month.  There was discussion on the painting of the carriage house and GSVA.  John S. Jones’ grandson, Jonas Olmstead is visiting Thursday to discuss his recollections of being at Bryn Du as a kid. 

Old Business:   - There was review of Jurgen’s construction project list. Among items discussed was the status on the fountain which is up and almost running but needs a few minor adjustments, expansion of the gravel lot and defining parking spaces and removal of the steps in the front walkway. Group consensus was that the step removal should be a priority. Bruce will be working on these projects getting pricing, etc.

New Business: Candi presented the Village Supplemental Capital Project Distributions application – funding requests are being asked for by the Village by May 18th.  There was discussion on the carriage house renovation in relation to this new available funding. Larry moved that we submit an application asking for capital distribution of $140,000 with a Bryn Du Commission contribution of $75,000 generated from Bryn Du event rentals.   Reed seconded the motion. Motion carried.  The GSVA trim painting was revisited in relation to this new funding as well. Bruce will do a paint composition test.  Kris talked about a new painting system called Rhino paint that is supposed to last a lifetime that we could look into.  Further decision was tabled until the next meeting. 

Other: 

  • Stone wall at field house is being fixed. The rock facing was separating from the cement under-structure due to water seepage, Bob is working on installing new drainage to correct this problem and then the rock facing will be completed.
  • New stone work being investigated for back patio and front porch patio. 
  • Flowers will be planted in May. 
  • The Life/Local series on the Master Plan with Keith Meyers had approximately 20 people in attendance and favorable comments were received. Vince had given a phone interview to the Granville Sentinel and the article was nicely done. 
  • The first Daffodil show at Bryn Du went very well and brought in a nice cross-section of the community. 
  • The Roundup grant is being completed and is still to go out.

The meeting was adjourned at 9:00 p.m.

The next regular meeting is scheduled for May 23rd

Bryn Du Minutes March 28, 2012

BRYN DU COMMISSION

Regular Meeting Minutes of Wednesday, March 28, 2012

 

Members present:   Candi Moore, Chair, Larry Bicking, Vince Engel, Reed Fraley, Jurgen Pape, Kris Burkett, eand Bruce Cramer, Exec. Dir.    The meeting was called to order at 7:08pm. 

Public Comments:  Keith Meyers joined us. Athena was welcomed as a new employee. 

Minutes:   Kris Moved to accept, and Jurgen Seconded that the minutes of the    meeting be approved as submitted.  Motion carried.           

Financial Report:     Reed brought up three important employee items.  First, Workman’s Compensation regulations state that board members for non-profits have to be covered. Originally only Bruce was covered. We also need to cover volunteers. Item two; we need to hire someone who understands benefit packages so that no future employee items are missed.  Third, we have new HR issues with the hiring of a part-time employee.  Reed seeks permission to investigate further what we may need to be doing in terms of employee regulation compliance.  Reed is doing payroll currently.  He proposed to expand the agreement with Sandra Lodge (who currently receives $1,400 to do the 9-90), to include payroll, compliance, etc.  Larry expressed that keeping the check writing and bookkeeping separate is a good idea.  Candi suggested that we also get some policies in place regarding employees. Kris seconded the motion that Larry made. Motion carried.  In other financial business, Reed stated that we are behind last year on the balance sheet.  We have a deficit of about $7,200 in contributions. We received $25,000 in March from the village for the 2012 management fee. Larry moved to accept the financial report, Vince seconded. Motion carried. 

Executive Director’s Report: 

  • Bruce said we are now transitioning from the sports season to the social season.
  • The gas line that was going to be put in was delayed.
  • Candi asked about the water from heavy rain in the buildings. Bruce stated that the only ones that had been affected were the laundry and barn. 
  • Also, the GSVA is going to rent a portion of the laundry for storage.
  • We have a bid in for new computers and software totaling $4,400. 
  • The BIA is in both buildings this coming weekend, next Thursday the 30th and 31st. The Licking county chamber is doing an afterhours function next month, and the Granville Daffodil show will be here the 14th & 15th of April.  The show 48 hours was here this month and used our space for an interview.
  • In other news, we have interviewed six interns and will offer the summer internship to one tomorrow, Thursday, March 29th.  Kris asked if we have a job description for the intern in place yet. Bruce stated that was something we have and will refine this season. Candi has requested for intern to research and make a list of grants, and time frames for grants. 

Old Business:  

  • Art & wine event – we have a check and contract in hand. One representative from Rotary wants to perhaps have a concert, but we would have to staff and manage and we cannot take this project on. We will however handle set up for cars coming and going to protect property interest. 
  • Candi has a letter from the Village, giving us notice that they will continue the $25k, for management. We will need to however get approval before spending for any capital improvements.
  • Master plan discussion – Keith Meyers joined us
  • Keith has the master plan broken down into sections. He would like to insert more pictures for visual effect.  He also wants to have the plans laid out on tables with sticky notes for people to add comments at the public meeting on April 10th. His comments on each section of the property are as follows:
    • Front lawn- is the jewel of licking county
    • Mansion – 2ndfloor would like to convert to additional meeting space.  Return current unused spaces to large rooms to be utilized as galleries and meeting space. Compatibility is an issue. Would need to be access compliant on all levels, i.e. elevator.
    • Field House – is our current economic engine
    • Barn – structurally secured. What could be done there?
    • GSVA
    • Formal gardens- now part of revenue stream
    • Community gardens idea – could be revenue stream. Will be broken into phases
  • Larry suggested doing a past vs. future comparison so that we can remind people about the mission statement and how it has advanced.
  • Life/Local – April 10th, Master Plan – Candi can chair, Kris, Stu, Jurgen will all be here. Press releases are out, flyers and posters are out, wants to have copies to the neighborhood associations and county commissioners. 

New Business:  

  • Jurgen has bid analysis and planting plan for screen planning for west garden. Would like to see approval so that planting can take place this spring. Jurgen Moved to acquire 25 conifers $5,250 from Klauder, Vince seconded. So moved. 
  • We already have benches for donations for the Memorial Tree and Bench Program
  • Vince talked about Experience Granville September 16th
    • Library is going to be here for experience Granville
    • The Granville Fire Department would like to do a full display. 
    • We may try to get the helicopter again.
    • If no food vendors come forward, then Vince is going to ask local charities to offer food. 

Other: Ending notes included the question “What are our priorities?” “How do we create more revenue or benefit the community or both?” and finally, we need to seek grants to make improvement The meeting was adjourned at 9:00 p.m.

    • The next regular meeting is scheduled for April 25th

Bryn Du Minutes February 22, 2012

BRYN DU COMMISSION MEETING

February 22, 2012

MINUTES

 

The Meeting was called to order at 7:00 by acting president Candi Moore

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

Members Absent:  Stewart Dyke  and Reed Fraley

Guest present: Keith Meyers 

1)     Public Comments - None

2)     Approval of Minutes

a)     Motion by Jurgen – 2nd by Vince –Motion. 

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

4)     Exec Director Report (report attachment A)

Bruce reported that Bryn Du and the Licking County Historical Alliance are cooperating to have displays and information about their respective organizations in the Mansion during the Art and Wine Festival in June.

Also, the Granville Historical Society will be conducting a public event in the Mansion in Marc. 

5)     Old Business 

a)     Status/discussion of hiring.  Bruce reported that  there were 16 candidates , including those responding to web and newspaper advertisements, received.  Four were selected for interviews, with one declining due to becoming employed. The remaining three were interviewed by Bruce.  Larry Bicking sat in on the interviews.  Following a brief discussion there was agreement that Bruce offer the position to his preferred candidate.

b)     Jurgen and Bruce reviewed quotations for garden benches similar to those in the Veterans Memorial.  Jurgen felt that they could easily be offered for sponsorship at $1,000 each.  A brief discussion followed regarding sponsorship, maintenance and location.  Motion – Jurgen, Second – Vince “To authorize the purchase of six ESSEX benches from Oxford Gardening for $3,297 including freight”  ($525 + shipping)  The motion carried.

c)      Candi suggested that grants be sought wherever possible and referenced the success of other not for profit groups.  She suggested that Bruce compile a list of potential grant sources such as the Energy Cooperative, Scotts and local and other foundations.

d)     Vince provided an up-date on planning for this June’s Art and Wine Festival .  Discussion followed relative to rental rates, contractual terms and relationships and other potential use of the building and grounds  on the events scheduled dates.  Bruce was asked to prepare a rental contract and present it to the Rotary Club for execution as soon as possible. 

6)  Master Plan Discussion – Keith Myers (Community Garden)

            a)  Keith brought pictures of the Franklin Park Conservatory as example of what could be done with the space.  He noted that the sitting areas (“Napa Valley space”) was very popular and could be rented out to help fund the maintenance of the gardens.  There are many ways to phase in          different parts of the project.

            b)  A Life Local event is scheduled for April 10 to present the idea of repurposing the tennis courts for a community garden.  The master gardeners have been invited to participate. 

7)  The meeting adjourned at 9:45 p.m.

Bryn Du Minutes January 25, 2012

BRYN DU COMMISSION MEETING

January 25, 2012

MINUTES

 

The Meeting was called to order at 7:05 by President Candi Moore

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

Member Absent:  Stewart Dyke 

1)      Public Comments – None. 

2)      Approval of  Minutes – A motion to approve the 10/26/11 Minutes was made by Vince Engel, 2nd by Jurgen Pape.  Motion carried. 

3)      Financial Reports – A motion to accept the Financial Report was made by Jurgen Pape, 2nd by Vince Engel. Motion carried. 

4)      Executive Director Update

            a. No additions to Executive Director Report 

5)      Old Business

            A.  2012 Maintenance Project Priorities – some painting, back deck, main entrance steps   - Candi asked abut the moss covered roof and questioned potential damage to the roof.  Bruce will check with the roofer.  Candi suggests a master plan for all repairs so that the property looks put together.

            B.  New positions – there was a discussion about the number of people to hire –  Vince, Kris and Larry promoted the idea of two positions due to difference in skill set and hours.  The decision was made to advertise for the office position and renew the discussion regarding the second position at the next meeting.

            C.  New Fee Agreements - There was a discussion of new fee agreements which would help support the new personnel in part:  $100 increase on field house to $2,200.  Additional $250 if parties using field house want to be in on Thursday $100 fee for using lawn. 

6)      New Business

            A. There was a discussion about the proposed signage from the township identifying the land that was purchased as green space by the township.  It was agreed that the sign should be placed on the fence (back to back) facing Granville Road.  The Board asks Bruce and Jurgen to speak to the Doug Wagner about replacing the “parcel number” with “Bryn Du.”

            B.  Jurgen announced that we got 10 trees (instead of the original 6 planned) from the village tree and landscape commission.  

7)      Master Plan Discussion

  1. A.     Tennis Courts - Jurgen suggested we move forward on the discussion of how to use the old tennis courts.  He advised that the Master Gardeners were very excited about the idea of using the space for Community Gardens (with handicap accessibility).
  2. B.     Benches/Trees – Jurgen suggested that the master plan show the location for benches and trees to be donated.
  3. C.     Candi reviewed the original master plan which generally included open space on the great lawn, gardens, amphitheater space, and storage and support space.  Originally, plan for tennis court was to turn it into a basketball and sand volleyball court.  A discussion was had about the idea of using the space for a community garden.
  4. D.    The Board decided to present the proposal to the community through a Life Local Event.  Vince will get with Keith Myers to ask him to be the featured speaker and will try to schedule the meeting for late February/early March.  He will then work on publicity for the meeting.
  5. E.     Carriage House – a discussion regarding the renovation of the carriage house was had.  The proposal is to build it out as additional community space.  Candi tasked the Board to consider a rental fee schedule. 

8)      Art and Wine – Vince asked about plans for Art and Wine.  Candi indicated that the plan for this event in the future was to return to a straight rental fee with a percentage of booth fees.

9)  The meeting adjourned at 9:45 p.m.

Employee Payroll / Compensation

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

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