The Grove - May 6th 2015

Mayfield Village
“The Grove” Committee
May 6, 2015
Meeting Minutes

The Grove Committee met on Monday, February 23, 2015 at 6:00 p.m. at the Civic Center.

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

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

Promotional Materials

Mr. Regan opened the meeting and introduced Jared Youtzy from Rosenberg Advertising.  Mr. Youtzy reviewed the full-season schedule, poster and postcard that Rosenberg has prepared as well as the remaining items Rosenberg has been contracted to complete, including flyers, e-blasts, scripts for the Grove hotline, press releases and Facebook graphics.   Ms. Wolgamuth advised that the schedule and a letter from Mr. Regan were included in the Spring Voice of the Village.  Mr. Youtzy advised that the postcard would be mailed to all addresses in the Mayfield School District on or about June 1.  He anticipates that the flyers will be ready about two weeks before each event. 

Programming Update

Mr. Regan reviewed the 2015 season schedule and commented that he believes it is an interesting mix of events.  Mr. Regan advised that the Village has now established a relationship with the Cleveland Institute of Music.  He stated that all groups performing have been asked to help with promotion of their events. 

 Mr. Dinardo asked if any vendors had been confirmed.  Mr. Regan reminded the Committee of the difficulties experienced with food vendors last year.   He stated that, this year, we will offer Hershey’s Ice Cream, kettle corn and shaved ice.  Food trucks are welcome to come and, if we have advance notice, they can be added to flyers.

Intern Hiring / Volunteers

Mr. Regan reported that he, Bill Thomas and Diane Wolgamuth have interviewed several candidates and that four additional interviews were scheduled for the following day.  He advised that the candidate selected will be asked to start a week or two before the start of the season to provide time to get familiar with the venue and help with promotion.

Despite the fact that with the hiring of an intern we will have a “company man” on site at each event, volunteers are still appreciated to help greet people and provide support.  Committee members were asked to let Ms. Wolgamuth know what dates they are available to assist. 


Ms. Wolgamuth reported that the portable light tower has been ordered and should arrive soon.  Power will be run up the north side of the hill and the tower will be used to light the hill and the service drive after events are over.  The four light heads on the tower are switched independently and the intern will be responsible to make sure they are turned on at the appropriate time. 

Ms. Wolgamuth further reported that the bridge installed by the Service Dept. on North Commons is being moved to another location.  Jim McKnight is working with Service to create a pathway from the new parking area into the north side of The Grove.  Design work is also being done on the expanded stage area and row of seating, however, that work will not be completed until after the season is over.

The Committee reviewed the list of items and assistance needed from Service and reminded Ms. Wolgamuth that some restroom signs would be helpful.

Mr. Dinardo requested that the Committee be provided with new volunteer shirts.  The Committee agreed that electric blue polo-style shirts were preferable.  Ms. Wolgamuth agreed to look into the cost and design.

Mr. Regan reminded the Committee that the most important thing was to get people to attend the events at The Grove. 

The meeting was adjourned at 8:00 p.m.

Respectfully submitted,

Diane Wolgamuth, Director of Administration