Activities - March 18th 2014

Mayfield Village Activities Committee Meeting
Tuesday, March 18, 2014 at 6:45 p.m.
Civic Center


(Printable/PDF copy)

Attending: Mary Ann Brastoff,  Mary Alice Chandramouli, Terrie Haycox, Ron Lew, Patsy Mills, Mary Singer, Bill Thomas, Debbie Thomas and Danielle Echt.

Also in Attendance: Matthew Dickard, Steve Jerome, and Garry Regan

Introduction:  The meeting was called to order at approximately 6:49 p.m.  Mary asked for the approval of the January 14, 2014 Minutes as written.   Debbie made a motion and Mary Ann seconded.  All in attendance agreed.   Introductions were made.    Ron Lew has joined the committee and Matthew Dickard would like to join.  Danielle will make sure his oath is ready for signature at the next meeting.  Volunteer sign up sheets for upcoming special events were passed around.  Anyone interested in signing up can contact Danielle.

The Grove Presentation

  • Garry Regan and Steve Jerome introduced themselves and said they were happy to be presenting at the meeting.
  • Garry wanted to be sure that everyone knew what and where The Grove was.  He explained that the idea of The Grove is approximately 15 or 16 years old and that the project really started taking shape when dirt was being moved a few years ago.    The Grove Committee started with about 7 or 8 members.  
  • Garry said that last year $60,000 was spent on infrastructure.  He said Council was supportive of these funds and for some programs to be run last year.   In June 2013 there was an open house of about 125 – 140 people.   Surveys were also given out to residents.   There were four events programmed there last year.  Some were attended better than others. 
  • Garry emphasized that it is not Cain Park but it is an amphitheater where there can be a lot of leisure and recreation programs.   This year they are working on planning 23 programs.  The theme is “Under the Stars”.   He said that based upon the surveys, a lot of responses included musical programs.    The committee is setting up weekly big band concerts opposite weeks of the Gazebo concerts in the summer, classical performances, rock shows and even African drumming. Garry said they are going to have a regular Yoga program there, a movie night, watercolor demonstration and show.  There will be something for everyone and it won’t just be music but there will be an emphasis on musical performances.    Mary Ann asked if having the Thursday concerts at both locations would be confusing.   Patsy said no, and it will be marketed to make sure the locations are known.  Mary asked if the Grove Committee would be planning a Farmer’s Market and Steve said they are talking about it.
  • Mary Ann asked if there was a separate budget for The Grove expenses. Steve and Bill said yes.
  • Garry stressed that it is imperative to see Mayfield Village residents at The Grove programs.   It cannot survive solely on the Mayfield Village population but residents do need to see what programs are there.    Garry would like to see Mayfield Village residents engage in programs at The Grove.
  • Garry said that Diane Wolgamuth has done a great job marketing the facility.  It’s in the Voice of the Village and on the website.    Residents should have received mailings about this facility and the programs that were offered last year.  There will be more information coming to residents in the mail via a postcard as well as updates on the website.
  • Mayfield Village Council approved the budget for electricity to be added to The Grove in 2014.   The committee wanted a “band shell” for coverage of performers but it was too expensive.  Instead a canvas will be rented.
  • The Grove Committee would like to see the facility being used all year round.   Garry said that it has been used this winter for sledding.  In the future perhaps an ice surface can be made for recreational ice skating. 
  • There is a tree donor program where people can purchase a tree to be planted at The Grove.  He said it is a nice idea for individuals, organizations or committees.  Mary Ann asked with the tree donor program, could that be hooked into Arbor Day.   Patsy said the Garden Club  plants a tree with Center School next to the Fire Department.  She added that trees at The Grove can be marked with a plaque from whoever donated it. 
  • Patsy said that they have to go slow with the planning. There are sensitive issues like parking.    She said the police department is looking into the parking situation; maybe people can park at Progressive.   Steve added that they might be able to park along North Commons Boulevard.   Steve also said that in the future as things grow, The Grove may be fenced in with a ticket booth, Rotary might sponsor an event, maybe there is grant money to work with.   This is the first full year of programming.  Patsy said there are a lot of ideas out there and The Grove is a big undertaking.


Pancake Breakfast (Sunday, May 11, 2014, 8:30 a.m. – 1:00 p.m.)

  • Steve complimented the committee and said that the event almost broke even last year.
  • Bill said there will be a few tables set up this year as a Senior Community Information Open House.  He has asked the department heads or their staff to be on hand with information to give out to people.
  • Patsy said that the Historical Society will be there with their quilt for their quilt raffle.
  • Terrie suggested having someone from The Grove there and possibly to have information on the tree sponsorship program.


Memorial Day Weekend (Saturday, May 24 and Sunday, May 25, 2014)

  • Mary said she is all set with the speakers, Boy Scouts, Color Guard and Young Marines.  Mary said she did not have someone from the Catholic War Vets and they normally carry the rifle.  Debbie asked if there is a war veteran in the Village that could help.  Mary said they have to march and carry a rifle.  Mary said she is not comfortable with the Young Marines carrying a rifle.  The committee members said that was okay.  Mary said their leader can carry the rifle and one of the Young Marines could carry the flag.
  • Bill asked Mary if Sweta would be singing again this year.  Mary said yes, and this year she will have accompaniment. 


Cruise Night (Saturday, June 14/raindate of Sunday, June 15, 2014 )

  • Bill reported that he would be contacting the food merchants soon.  The committee members reminded him to follow up with Amir Foods.
  • Bill said he met with the Health Department about the Greenway Trail and they expressed interest in becoming more involved with Village events.  He said they might have something during Cruise Night, something like a demonstration and information to pass out.  Bill said they would be doing this on their own, it is not anything the committee would have to plan.
  • Bill said there will be two bands in the Yours Truly parking lot and they will alternate playing.   Debbie asked if Ricky and the Rockets would be charging less then.  Bill said no.   Steve asked if they are playing less time.  Bill said yes.   Steve said the band is worth it.
  • Bill reported that Heinen’s will have music at the back of their building where they normally sell food.  They asked if they could have a dj.   Bill gave the okay as long as it does not take up a lot of space.


Fourth of July Celebration (Saturday, June 28/raindate of Sunday, June 29)

  • Bill said that everything is all set with the American Fireworks contract.  
  • Patsy reminded Danielle to contact the Health Department for a permit for the concession trailer.  Danielle said that she will handle it.
  • Danielle said she corresponded with the police department about signage for vehicles to slow down during the event.    The Center School lights cannot be used nor can a police car be parked in the road with its lights on.   They suggested to pursue programmable signage and Danielle said the committee did discuss something like you might see at a construction site.   The Service Department looked into this and it would cost $500 for one sign and if we rented two, we might get a discount for $400 each.    The committee asked about one of the speed limit signs that are used to monitor speed and asked if the police department had one.  Danielle said she didn’t inquire about that and Bill said he would follow up with the department.  The committee members agreed that something had to be done and safety is well worth it.  Steve and Bill said they would discuss at the next Safety and Service meeting.  Danielle said that if they purchased a programmable sign, it probably could be used for other functions.   Patsy asked whose budget it would come out of.   Bill said he would look into it. 


Open Discussion

  • Patsy said something should go in the Voice of the Village to remind residents that they can bring their tattered flags to the Civic Center for proper disposal.
  • The meeting concluded at 7:57 p.m.


Next Meeting:  Tuesday, May 6, 2014, 6:45 p.m., Civic Center

Respectfully submitted,

Danielle M. Echt, 
Assistant Recreation Director