Granville Community Calendar

Bryn Du Minutes September 28, 2016

BRYN DU COMMISSION

Meeting Minutes of Wednesday, September 28, 2016

Members present: Candi Moore, Chair, Nate Willison, Jurgen Pape, Larry Bicking, Reed Fraley,  eBruce Cramer, Exec. Dir. The meeting was called to order at 7:08. 

Public Comments: None

Minutes: Jurgen moved to approve the Minutes of August 24, 2016, with minor a correction removing December as the date that the facility tours would take place by the Art Forum group. Larry seconded, the motion carried. Candi stated that she had sent out a revised version of the Strategic Planning Meeting minutes and asked for their approval. Nate moved to approve the Strategic Planning minutes and Jurgen seconded, the motion carried.

Financial Report: Reed reviewed the Financial Report for August, 2016.  Reed moved to accept the financial report, Jurgen seconded. Motion carried.  A quick update on the 9-90, we submitted an extension till November, 2016. With the extension we have been able to have a couple of items reviewed by Matt Bagent of Dixon, Davis, Bagent & Co. and will move forward with the 9-90.  Bruce and Athena are also doing a review of the phone bills that go through the Village for 9-90 reporting.  

Executive Director’s Report: Bruce reviewed his report for the month: September has been a very busy month with the usual sports, meeting and wedding events. The new field house upper terrace doors are installed and working wonderfully. The shutters on the mansion are scheduled to be done later this month. The Art Center made the Sentinel paper regarding the Kroger mural that Paul Hamilton and Jennifer Penetecost are doing. We also found out today that we will need to start purchasing our own consumable paper products, these have been supplied by the village in the past. The Board asked if Bruce could follow up and see if this additional expense could be held till the beginning of the year allowing us to get an idea of how much we actually go through and price it out from different sources.

Old Business: Jobes Henderson update- We now have the newest survey.

Art Forum tours – Candi reported that the Organizational group is slightly behind in visiting other art venues. Andy Wildman and Keith Myers are arranging these tours. Jurgen said that the Cultural Plan committee has been investigating doing some tours as well. Jurgen also said that the Village Manager and Dan Katona have both said that grants may be available for future projects as they develop.

Strategic Planning – Candi wants to have Phil Claggett join our meeting next time. May need to move the meeting to a different time to accommodate. Candi will let everyone know via email.

New Business: Review and Approve Contract with the Village – suggested change to Article 1, paragraph B should omit “short term” uses. And in last part “management improvements” And changes in dates. Larry moved to accept renewal of the contract with the village, subject to negotiations by Candi with the village, Jurgen seconded the motion. Motion carried.

A review of Northpoint’s proposed laundry modifications. Reed made a motion to spend up to $25,000 on the mechanicals, plumbing and associated changes needed to begin modifications on the laundry house. Larry seconded the motion. Motion carried.

The meeting was adjourned at 8:30 p.m.
The next regular meeting is scheduled for October 26th, 2016

Bryn Du Minutes August 24, 2016

BRYN DU COMMISSION

Meeting Minutes of Wednesday, August 24, 2016

Members present: Candi Moore, Chair, Keith Myers, Nate Willison, Jurgen Pape, Larry Bicking, Stewart Dyke, Reed Fraley,  eBruce Cramer, Exec. Dir. The meeting was called to order at 7:05. 

Public Comments: We welcomed Mr. Steve Pyles, our new Village Manager, to Granville and to Bryn Du.

Minutes: Larry moved to approve the Minutes of June 22, 2016, Jurgen seconded, motion carried. There were no minutes for July because the Commission did not meet in regular session. There was a Strategic Planning Meeting instead that took place on July 30, 2016.

Financial Report: Reed reviewed the Financial Report for June, 2016.  Keith moved to accept the financial report, Nate seconded. Motion carried.  

Executive Director’s Report: Bruce reviewed his report for the month: We have enhanced our Wi-Fi on the estate so that it is now accessible and strong in all buildings.  Mr. Craig McDonald of the Granville Sentinel, has installed his new office on the 2nd floor of the Art Center building. Also in that building, the Art school classes and summer camps have gone well, and there are more in the works to take place this fall. Mr. Steve Pyles, our new Village Manager, came out for a full tour and history of the grounds. And summer weddings are of course in full swing along with our summer cross country races and other sports. Bruce stated that there are also a number of improvement projects now on the horizon for the last quarter of the year.

Old Business: Status of Jobes Henderson property survey – Bruce talked to them and they anticipate that they will be done next week.

Expansion of backlot parking – Bruce has talked to Phil Claggett of Northpointe, and Phil has met with Layton Inc. to discuss the back parking lot area. They said that the space just needs to be flagged and then the work can be done to expand that space to provide more parking spaces.   Phil also told Bruce that he had talked with some contractors about some of the logistic work to be done in the laundry house regarding placement of electric, water, heating lines and ducts.

Recap of 7-30-2016 Strategic Planning Meeting – Candi stated that the notes from this meeting were just sent out, and she will give the board time to review.  One aspect of the planning meeting was discussed and that was that they looked at various projects and goals that are in process. Planning centered on what project we would want to submit to the State of Ohio for capital funds. It came down to the Mansion itself and the Commission’s desire to “finish the job” of renovating and updating the rest of the building.  This stems from their further desire to work more closely with other community non-profits and perhaps offer shared office spaces at nominal fees to more fully utilize the Mansions space usage.  It was decided also that Phil Claggett should meet with the board to site the elevator, as this is a very important aspect of the proposed renovation. Further Strategic Planning discussion will be tabled until the next meeting.

Executive Session: Reed made a motion to go into executive session for the purpose of discussing personnel matters, Larry seconded.  Roll was called. Members present were: Larry Bicking, Jurgen Pape, Candi Moore, Stewart Dyke, Nate Willison, Keith Myers, and Reed Fraley. Personnel were dismissed. Personnel were then recalled and the meeting continued.

New Business: Discussion of board makeup per Strategic Planning meeting – this was tabled for now.

Other: Keith said that in regards to the Art Forum Group, there will be tours to various other facilities by the art forum organizational committee and that these tours are open to any of the other Board members who would like to attend.

The meeting was adjourned at 9:00 p.m.
The next regular meeting is scheduled for September 28th, 2016
 

Bryn Du Minutes June 22, 2016

BRYN DU COMMISSION

Meeting Minutes of Wednesday, June 22, 2016

Members present: Candi Moore, Chair, Keith Myers, Nate Willison, Jurgen Pape, Stewart Dyke,  Bruce Cramer, Executive Director

The meeting was called to order at 7:05. 

Public Comments: Jennifer Pentecost – see below New Business.

Minutes: Keith moved to approve the minutes of May 25, 2016, Jurgen seconded, motion carried.

Financial Report: Bruce reviewed the Financial Report for May, 2016 in Reed’s absence.  Jurgen moved to accept the financial report, Nate seconded. Motion carried.

Executive Director’s Report: Bruce reviewed his report for the month: The Ohio Common Pleas Judges were here two nights for a conference. Their activities included a visit with animals from the Columbus Zoo, dinner, and a live band.  The Granville Garden Club’s shed that was moved from the Robbins Hunter Museum has been installed back beside the barn.  Looking at group contracts for 2017, they are on track with last year’s booking pace and we have picked up a few additional groups for functions this year yet.  Bruce has not talked with Phil Claggett yet about the parking situation and how we might expand behind the barn, but is waiting to hear from Phil on laundry plans. Candi asked about pickle ball, and why they won’t be able to play it in the Field House. After investigation of the activity it was found that the sport-court flooring is not conducive to the type of ball used in pickle ball, it doesn’t bounce. Further, Candi asked if the flooring in the Field House is still workable and in good shape for other activities and events, Bruce stated that it is but is in need of a deep cleaning currently.

Old Business: The latest Art Forum gathering was discussed – we had a slightly smaller group than the first time, which was expected. The three committees have been formed; these included the Cultural Plan committee, the Organizational committee, and the Communication committee. Each group will be going forward independently taking steps to meet with and gather sources to expand their portion of the project over the summer. The committees will then reconvene as a group after Labor Day. The Cultural Plan committee was the largest group and will take the lead so that the other groups can work within the overall framework of a plan. Jurgen said that the GAC met this last week and that they are supportive but they felt that perhaps we should look at professional support at developing the plan.

New Business: Art School – The Bryn Du Art Center is moving forward with the help of Jennifer Pentecost. Jenn joined us to talk about her job experience and ideas for a new Center for the Arts.  She briefly shared her history as a teacher at GSVA for five years, a couple of years ago she left for a year’s travel excursion. Upon her return she found that the GSVA was gone and at Bruce’s request is now starting to work with Paul Hamilton on some artist camps and workshops at the Art Center. Bruce also asked Jenn to work on putting together a budget for these summer camps so they can move forward. The current camp offering will be to design a parade float in collaboration with the Human Society for the 4th of July. Future activities include a series of workshops for different media, different age group classes for children grades 1 to 6, and adult classes.

Other:  Bruce talked about the Granville Sentinel looking at space here at Bryn Du for an office. They are considering the north office on the second floor of the Art Center. An update on the Licking Land Trust, Candi said that the Chair of the Trust wants to wait a while before they make their decision.

Reminder: Strategic Planning Meeting will be July 30th at 9 a.m. The next regular meeting will be August 24th.

The meeting was adjourned at 8:19 p.m.
The next regular meeting is scheduled for August 24th, 2016
 

Bryn Du Minutes May 25, 2016

BRYN DU COMMISSION

Meeting Minutes of Wednesday, May 25, 2016

Members present: Candi Moore, Chair, Keith Myers, Reed Fraley, Stewart Dyke, Larry Bicking, Bruce Cramer, Executive Director

The meeting was called to order at 7:06. 

Public Comments: None

Minutes: Larry moved to approve the minutes of March 23 2016, Stewart seconded, motion carried. April minutes were informational only.

Financial Report: Reed reviewed the Financial Report for April, 2016.  Larry moved to accept the financial report, Reed seconded. Motion carried. Reed then reviewed the 9-90, for which the deadline has been extended. Discussion took place concerning whether we should pursue paying a professional to provide some answers to questions we are now having regarding our 9-90 reporting as it relates to public support. It was decided that Candi would contact someone we can consult before we find a professional to review.

Executive Director’s Report:  Bruce reviewed his report for the month: April and May are jammed with community events including the annual Daffodil Show the New Rotary Taste of Granville and Licking County Chamber’s Biz Fest as well as our own lecture series. Northpointe is working on the plans as requested for elevator and laundry house.  We finally have two interns, one from COTC and one from Denison. Candi said she would like to see some project collection info for annual reporting to convey usage and the interns could be utilized for this project as well as taking event pictures etc.

Old Business: Art Forum – Set for June 11th at 8:30 a.m. There will be three committees formed: Cultural Plan, Communication, and Organization. We should send a reminder out with recap, after Memorial Day. The meeting should open with a brief recap of the previous forum and then go into breakouts to select committees with chair and take minutes. The Third Art Forum to hear reports from the committees should perhaps be in the fall.

Capital Projects – Field House doors coming in $3,000 less than anticipated because we can reuse current hardware. Shutters will be worked on by CompassPoint construction. Jobes Henderson is working on updated site plans. Laundry house has electric so next we will need to look at HVAC and plumbing, once plans come in for that building for placement. These items could all be done this year. The upper level of the pool will be resurfaced in November pending weather. We are still working on retrofitting lighting in the Field House. Community garden is waiting on a new committee commitment to lead.

New Business: Attendance, if you cannot be here for the meeting, please let Candi or Bruce if we will not have a quorum that the meeting can be cancelled and rescheduled.

Other dates to add to your calendar: The follow up Strategic Planning Meeting will be July 30th at 9 a.m.

Master Planning and Development Discussion: Parking needs - we may need an additional 50 spaces at this point. Bruce said we should take a look at extra barn lot spaces. It was suggested that we have Phil Claggett (Northpointe) take a look also and see if he can make a drawing adding more spaces to scale for a better visual.

Other: Reed asked if we had heard anymore from the Licking Land Trust.  Nate, Larry and Bruce walked around the art center 2nd story. It was suggest that we could offer a chance to do any finishing work to bring down rent.

The meeting was adjourned at 8:42 p.m.
The next regular meeting is scheduled for June 22nd, 2016
 

Bryn Du Minutes April 27, 2017

BRYN DU COMMISSION

Meeting Minutes of Wednesday, April 27, 2016

Informational Meeting Only

Members present: Candi Moore, Chair, Jurgen Pape, Larry Bicking,  Bruce Cramer, Executive Director

The meeting was called to order at 7:07 without a quorum. 

Public Comments: None

Minutes: No comments will hold till next meeting.

Financial Report: Bruce reviewed the Financial Report for March, 2016 in Reed’s absence as well as the year end financials for 2015 that are needed for the annual report submission. Bruce reported that Reed is also working on the 9-90.

Executive Director’s Report: Bruce reviewed his report for the month. The March and April time frame is just consistently busy. Parking is becoming more of a concern and we may need to start looking at expanding. Phil Claggett is working on projecting some plans for the Laundry House and elevator options for the Mansion second floor. Candi mentioned along these lines that we need to start looking at future plans that we could take to State funding and start getting the plans and paperwork going. Bruce also mentioned that he and Larry had gone on a field trip to Columbus looking at doors like the ones that we are considering for replacement doors for the Field House upper terrace. Also looking at shutter replacements for the Mansion, Bruce said the bids have come in seemingly high but replacement is immanent and so he and Larry will look more closely at those bids and try to find a workable solution.

Old Business: Art Forum – After checking available Mansion and Carriage House dates, Candi stated that we may be looking at June 11. Candi will be working on a program for the next forum. 

Strategic Planning meeting – Bruce will recirculate some new dates.

New Business: Art Center – Bruce and Athena met with Paul and Jen. Jen will start working up a budget and reorganization of the current art supplies.  They also expressed interest in conducting art camps and/or classes for the summer.

At this we have one intern, she is from COTC. She will start at the end of May.

Community Garden Plans – The Granville Garden Club is changing members who will be involved in the Community Plan so at this time, plans are on hold as far as we know, but will slowly be evolving as we go through the upcoming summer season. We still need to work on our end with fencing, etc. the area has been cleaned up but a few other things may need to be done.

Ideas for elevator for the Mansion – as Bruce stated earlier, Phil Claggett is working on suggested plans.

Other:  

The meeting was adjourned at 8:12 p.m.
The next regular meeting is scheduled for May 25th, 2016
 

Bryn Du Minutes March 23, 2016

BRYN DU COMMISSION

Meeting Minutes of Wednesday, March 23, 2016

Members present: Candi Moore, Chair, Keith Myers, Jurgen Pape, Larry Bicking, Reed Fraley, Bruce Cramer, Executive Director

The meeting was called to order at 7:02. 

Public Comments: None

Minutes: Keith moved to approve the February 24, 2015 minutes. Jurgen seconded the motion, the motion carried.

Financial Report: Reed reviewed the Financial Report for February, 2016. Jurgen moved to accept the financial report.  Larry seconded the motion, the motion carried. Reed then reviewed the draft budget containing changes from last month’s meeting revisions. Larry moved to accept the 2016 Operating and Capital Project Budget as drafted and Jurgen seconded, the motion carried.

Executive Director’s Report: Bruce reviewed his report for the month. The life/local sheet is out and circulating around. Small maintenance projects like the kitchen floor is done. We received a small grant from the Granville Foundation for the Art Center for some tables that we feel may be necessary to have in the building. We found out that we were listed as the 30th top venue and attraction in Ohio on the Business First “Attractions and Entertainment Venues- ranked by 2015 attendance” list. We have a new ad that will go in the Daily Reporter in April. It was discussed that we need to more closely track the values of any donated items. Bruce will check back on the 2015 items as a start for this reporting.

Old Business: Maintenance projects – Mansion kitchen floor is complete it just needs to be sealed. We will have the Carriage House kitchen floor, and the Field House utility room done as well. The Field House terrace revamping we will now have to wait till November due to weather and schedule of events. The doors on the upper terrace can be replaced though and Bruce will try to get that finalized soon.

New Business: Art Forum – We had a great turn out, a big thank you to Keith Myers for doing a great job as facilitator, it was a great energetic crowd. We will send out notes from the forum along with a thank you to the group for participating as soon as we can. The notes have been compiled and are ready.

Potential long term tenants – We have toured Licking Land Trust through the Art Center and Carriage House as they have expressed some interest in possibly renting one of those spaces for their office use. Discussion followed about how it might be accomplished if they do indeed want to rent one of the spaces. At this point we will wait to see if there is further interest.

Other:  A note to the board members, please respond to the Doodle poll regarding the next strategic planning meeting.

The meeting was adjourned at 8:15 p.m.
The next regular meeting is scheduled for April 27rd, 2016

Bryn Du Minutes February 24, 2016

BRYN DU COMMISSION

Meeting Minutes of Wednesday, February 24, 2016

Members present: Keith Myers, Chair, Stewart Dyke, Larry Bicking, Nate Willisone, Reed Fraley, Bruce Cramer, Exec. Dir. The meeting was called to order at 7:08. 

Public Comments: None

Minutes: Larry moved to approve the January 27, 2015 minutes. Nate seconded the motion, the motion carried.

Financial Report: Reed reviewed the Financial Report for January, 2016. Nate moved to accept the financial report.  Larry seconded the motion, the motion carried. Reed reviewed the Draft Budget for 2016.  Larry moved to approve the Operating Budget Revenue and Expenditures as proposed, and the Capital Projects and Major Maintenance budget listing projects as supported by Village and Commission funding sources, Stewart seconded, the motion carried.

Executive Director’s Report:Bruce reviewed his report for the month. The buff washed concrete is in, we are just waiting on the sealant step to be completed which requires warmer weather. The wood from the old decking has been collected and Bob is going to try to reuse for other projects, it will be stored in the barn for the time being. Our Life/Local Programming Committee met and we have a line up for the spring in progress, we are just waiting on a few descriptive paragraphs so that flyers and press releases can go out as timing warrants for each event.

Old Business: Review status of Annual Report – Bruce stated that the Annual Report is ready to go out except for the financial piece that Reed is finishing up with tonight’s additions. It was decided that someone will attend the March 16th Village Council meeting to review instead of the 2nd of March due to schedules.

Art Forum – We currently have 21 RSVPs, a few more may be coming but the deadline was today. Keith reviewed the preliminary agenda for the event and what we need for the forum, tables, chairs, etc. He will try to send out a more formal agenda as we get closer so that Board members in attendance will already have an idea of what to expect and to help guide the group.

Bryn Du Art Show – Opens March 16 and runs thru the 30th with the opening reception on the evening of the 16th followed by a reception for GACC members on the evening of the 17th. There are 60 artists that were chosen to participate, 73 pieces of art from a field of 250 of several different mediums. Karen Snouffer, nationally exhibited artist and professor of art from Kenyon College was the juror for the show. In addition this year 12 photography pieces have been added. Tim Black a professional photographer and former AP photo editor for the East Coast was the juror for this section. In addition to the show there will be art demonstrations, lectures and an art making workshop.

Status of Capital Projects – Bruce stated that we are continuing to collect pricing data for doing many of the items on the proposed projects list and will move ahead as weather permits on some projects.

New Business: None

Master Planning and Development Discussion: Reviewed results of Strategic Planning meeting – Discussed some changes and possible dates for a follow up meeting to fine tune the strategic plan. Bruce will set up a meeting date through Doodle Poll.

Other: None

The meeting was adjourned at 8:12 p.m.
The next regular meeting is scheduled for March 23rd, 2016

Bryn Du Minutes January 27, 2016

BRYN DU COMMISSION

Meeting Minutes of Wednesday, January 27, 2016

Members present: Candi Moore, Chair, Jurgen Pape, Reed Fraley, Larry Bicking, Nate Willisone. Bruce Cramer, Exec. Dir. The meeting was called to order at 7:07. 

Public Comments: None

Minutes: Larry moved to approve the December 2, 2015 minutes. Jurgen seconded the motion, the motion carried.

Financial Report: Reed reviewed the Financial Report for November, 2015. Jurgen moved to accept the financial report.  Nate seconded the motion, the motion carried. Reed reviewed the 2016 Draft Budget with discussion.

Executive Director’s Report: Bruce reviewed his report for the month. January is anything but slow. The pool is full of gravel and concrete will be in hopefully next week. Laundry House windows are in and look nice. We have a couple of quotes for HVAC and are waiting on some plumbing quotes also for the Laundry House.  We think we might have LED lighting choices for the Field House that will retrofit the existing light fixtures. The Republic refuse transition in the village went well, they used our parking lot as a staging area for switching all residential trash cans to new ones. GSVA is done and they are paid up. Paul Hamilton has remained and is conducting art classes. Ultimate Frisbee will be back in March on the 5th and 6th. And State Farm Insurance is making another donation to us of some tables that will go into the Art Center.

Old Business: Status of old GSVA building. Bruce has had Paul Hamilton fill out a standard user agreement to use the space to keep art going in the interim and his students have signed indemnity paper. Paul has worked at cleaning out the building of any old stuff and has gone through the art supplies that were donated to us – in exchange we have not charged him a rental fee as of yet.

Bryn Du Art Show – they are still accepting art work for the show. They are working on getting demonstrations, workshops and bringing specific groups through, i.e. senior center. They have applied for a grant from the Granville Arts Council and from OAC to help cover costs associated with the production of the show.

Status of Capital Projects – A completed listing of 2015 projects and a new listing of 2016 possible projects was distributed to the Board for their consideration.  The list included such items as Field House upper terrace pavement, items for the Laundry House discussed previously in these minutes as well as a kitchen floor redo for the Mansion.  The old GSVA building will now be referred to as the Bryn Du Center for the Arts or simply the Art Center. The directional signs on property will need to be updated to reflect the change.

New Business: Art Summit – the Board has decided to host a collaboration of all art groups in the community and is calling it an Open Art Forum. The forum will be March 5th from 8:30 till noon. Keith Myers will be the facilitator.  Jurgen, Candi and Athena are working on the invitation and list of invitees currently. The deadline for RSVP’s will be the 20th of February at this point.

State Capital Budget – After discussion it was decided that there is not a current large project to warrant submission so there will be no submission this time around.

Annual Report – Bruce has started the Annual Report supporting documentation, we will need the financial information and the opening remarks to complete.

Master Planning and Development Discussion: If anyone has further comments from the strategic planning meeting please send your notes to Keith Myers.

Other: None

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