The Grove - January 7th 2015

Mayfield Village
“The Grove” Committee
Jan 7, 2015
Meeting Minutes

The Grove Committee met on Wednesday, Jan 7, 2015 at 7:00 p.m. at the Civic Center.

 

Members Present: Garry Regan (Chair), Blythe DiCicco, Ron DiNardo, Rick Hall, and Dave Hoehnen

Also in Attendance: Patsy Mills (Mayfield Village Council), Diane Wolgamuth (Director of Administration), and Bill Thomas (Recreation Director)

Infrastructure

Ms. Wolgamuth advised the Committee that she met with Mayor Rinker and Finance Director Wynne regarding the 2015 capital budget and advised them that the Committee’s priority for the coming year was adding lighting to the hill to address safety concerns.  She added that the Service Department has recently completed a walkway from the north side of the stage to the new parking area on North Commons and suggested that additional lighting is needed in this area.  Mayor Rinker would also like to see the extended paved area and first row of stone seated completed this year and he asked Mr. Wynne to include $100,000 in the 2015 capital budget for Grove infrastructure. 

Mr. DiNardo suggested that the electrical engineer that was hired last year be retained to prepare the needed lighting designs.  Ms. Wolgamuth agreed to contact him to schedule a meeting and get a quote to prepare the plans. 

Mr. Regan reiterated that the lighting is the first priority and suggested that if the stone wall is to be constructed in 2015, that the work wait until September, after the summer programming is completed.  The Committee agreed that it makes sense to avoid having the area torn up before the start of the season.  Ms. Wolgamuth has already spoken with Mr. Cappello about designing the wall and will follow-up with him.  Installing the proposed lighting should not disrupt the area as only trenching will be required.

Staff

Ms. Wolgamuth reported that she met with Austin Rosenberg from Rosenberg Advertising and obtained a proposal from him to do all the promotional work needed for The Grove for the coming season, including social media, which was not used extensively last year.  Ms. Wolgamuth provided a copy of the $12,000 quote (attached).  The Committee reviewed the proposal and agreed that the cost was reasonable given the amount of work required.  Ms. Wolgamuth advised that she would seek additional quotes prior to taking this matter to Council.  Since the work is considered “professional services”, a formal bid is not required, however, Ms. Wolgamuth believes that Council would prefer to see that more than one quote was obtained.  Mrs. Mills agreed. 

Ms. Wolgamuth provided the Committee with a revised job description for a part-time summer intern in the Recreation Department (attached).  As discussed at the last meeting, if an advertising agency is retained to do the promotional work, and Mr. Regan, Mr. Thomas and Ms. Wolgamuth continue to work on programming, a summer intern may be all that is needed this year.  Mr. Regan stated that he believes this is a more cost effective plan than hiring someone permanently on a part or full-time basis.  He added that having an intern available to oversee all events should also reduce the number of Service Dept. hours needed.  The Committee discussed the hourly rate to be paid to an intern and the local colleges and universities that could supply candidates.  

Programming

Ms. Wolgamuth supplied the Committee with a spreadsheet showing the programming that has been tentatively secured thus far (attached).  Mr. Regan went through the list in detail and the Committee reviewed samples of music and dance available online.  The Committee agreed with all proposed programming.

The Committee discussed a potential movie title for movie night.  Mr. Hall suggested “Frozen”, “Big Hero 6” or “How to Train Your Dragon”.  The Committee also discussed superhero movies like the recent “Avengers” movie.  Mr. Thomas will look into licensing. 

Mr. Regan advised that, in addition to the ten events already listed on the spreadsheet, other programming is still in the works, including:

  • A Battle of the Bands with the School of Rock
  • Inlet Dance Theatre
  • Yoga/Rock
  • Mercury Summer Stock
  • The Cleveland Music Settlement
  • City Music
  • A repeat the Greek and Irish nights

 

Mr. Hoehnen asked if all events were going to be free this year.  Mr. Regan said yes, as we do not have needed infrastructure or staff to charge for shows.  The Committee discussed ways to secure more donation money from people attending the events, including making an announcement at the beginning and end of each performance.  Ms. DiCicco suggested that upcoming shows also be announced.  Mrs. Mills suggested that donations be more prominent on all the promotional materials.  Mr. Regan stated that he believes this venue is not about making money; rather, it is about providing opportunities for arts and recreation.

Mr. Regan stated that if we go forward with the proposed Moody Blues concert with the Chagrin Falls Studio Orchestra, it would have to be promoted hard as a kickoff to summer.  The Committee discussed whether fireworks set off at Center School could be seen at The Grove as the rock band InCahootz has been tentatively scheduled for fireworks night on June 27th.  Mr. Regan stated that he suspected the top of The Grove hill might be a great place to view the fireworks.

Ms. Wolgamuth advised that the spreadsheet includes the cost for programming secured thus far, as well as estimated costs for a summer intern, promotion, and printing and postage for a postcard similar to the one mailed last year.  The Committee agreed that the postcard worked well and should be done again.  Given the additional money needed this year, Mayor Rinker has increased the proposed budget to $50,000 for 2015. 

The Committee agreed to meet again after Council has received the 2015 budget and some feedback has been received, likely at the end of February.  The meeting was adjourned at 8:15 p.m.

Respectfully submitted,

Diane Wolgamuth, Director of Administration