The Grove - February 23rd 2016

Mayfield Village
“The Grove” Committee
Feb 23, 2016
Meeting Minutes

The Grove Committee met on Tuesday, Feb 23, 2016 at 7:00 p.m. at the Civic Center.

Members Present: Garry Regan (Chair), Pat Andrzejczyk, Blythe DiCicco, Dave Hoehnen, and Ron Dinardo

Members Absent: Rick Hall

Also in Attendance: Steve Jerome (Council Representative), Patsy Mills (Council Representative), Diane Wolgamuth (Director of Administration), and Bill Thomas (Recreation Director)

Mr. Regan opened the meeting by showing a u-tube video of The Grove created by Committee member Rick Hall. The link to the video is at: https://youtu.be/AjGExaqcQwc?vq=hd1080. Mr. Regan advised the Committee that on Feb 11, he made a presentation to the Mayfield Area Chamber of Commerce about The Grove. Ms. Wolgamuth, Economic Development Director Ted Esborn and Mayor Brenda Bodnar were in attendance. He reviewed with the Committee the PPT presentation that he and Ms. Wolgamuth had prepared. He intends to use it and Mr. Hall’s video at upcoming presentations to the Citizens Advisory Committee and School Board.

Infrastructure Update

Mr. Regan advised that the first row of stone seating has already been approved by Council and will be installed prior to the start of the season. Ms. Wolgamuth reported that, with the assistance of Engineer Tom Cappello, four proposals have been received to install the additional pervious pavers adjacent to the circle. The lowest bid is from R. J. Platten Contracting for $19,725.00. This item will be placed on Council’s March agenda for approval with a goal of installing the pavers before summer as well.

Mr. Regan stated that Mayor Bodnar has been very engaged in conversations about The Grove and, in particular, about the need for a band shell. She has preliminarily engaged the architect that designed the Community Room to develop some designs, determine where it would sit on the site, etc. Mayor Bodnar, Ms. Wolgamuth, Mr. Thomas and Mr. Regan met with the architect and advised him that we would like to include a green room and storage room and have the ability to hang lights and sound equipment. Mr. Regan stated that, once we get a little further along, we will bring the designs back to this Committee and to Council. Part of the goal is to make up some sign boards showing the design and put them at The Grove to allow people to comment.

Mr. Hoehnen stated that he liked the idea of hiring an architect and asked why Jim McKnight has not been asked to prepare the designs. Ms. Wolgamuth advised that Mr. McKnight has been hired full-time by the City of Cleveland as their head landscape architect, limiting the time he has available to work with us. In addition, Mr. McKnight is a landscape architect, as opposed to an architect, and designing a band shell is not necessarily within his expertise. Mr. Hohnen stated that he agreed with having the green room and storage room attached to the shell structure. Mr. Regan stated that the work might have to be done in phases due to cost. Mr. Jerome suggested that, if the project is phased, we could temporarily use a tent as the changing room.

Mr. Regan advised that the up-lighting installed at The Grove is functioning and looks beautiful. He commented that he is worried about the health of the willow tree. Mr. Hoehnen stated that he would love to see a bench around the willow tree in the future to create a conversation area.

2016 Schedule and Budget

Mr. Regan stated that all dates for the 2016 season are filled. The Committee reviewed the calendar and the proposed budget (copies attached). The Committee discussed the opportunity to draw larger crowds of people to The Grove for the July 4th weekend. Mr. Thomas described the plan to have Cruise Night and July 2nd fireworks at the soccer fields, in front of Progressive Campus II.

Mr. Regan described that the July 16th Fitness event was going to include Results Fitness, Progressive Fitness, Cleveland Clinic, Cleveland Yoga and Lakeshore Dance. The event will run from 4:00 p.m. to 9:00 p.m. and will close with an hour of yoga, followed by a music performance by a group called the Snazzy Cats.

Mr. Jerome asked if there would be a Greek night this year. Mr. Regan responded that the dates had not worked out for this year.

Rosenberg Advertising

Mr. Regan stated that Rosenberg Advertising has submitted their proposal to provide marketing services for the coming year (copy attached). Mr. Regan believes that The Grove has become important to Rosenberg and they are willing to do the same work as last year, and more, for the same $8,000.00 cost. Mr. Regan pointed out that Rosenberg has recommended additional marketing that could be done and provided pricing in their proposal for Phase II work, if we are interested. These Phase II items include creation of a microsite, design of sidewalk clings that could be placed at strategic spots in the Village, and Facebook Ads with boosted posts. Mr. DiNardo stated that he believes all the Phase II items should be done as well, since the idea is to promote and market The Grove. Mr. Regan responded that we are trying to stay under our $50,000 budget. Mr. DiNardo stated that he thought Council should approve the additional Phase II funds of $4,500+. Mr. Jerome suggested that corporate sponsors be sought.

Concession Trailer

Mr. DiNardo asked where the concession trailer would be located. Mr. Regan described that it would be in the first spot in the parking lot, where the food trucks had parked previously. Mr. DiNardo asked if food trucks were expected this year. Mr. Regan stated that until The Grove had sufficient attendance to support food trucks, we would not ask them to return. We did not have success with them last year.

Mr. Thomas reported that Service Director Metzung was getting prices to paint the concession trailer. Service is also trying to determine the best way to provide power to the trailer and will tie into the nearest possible source. Mr. Thomas hopes that we will be able to serve hot dogs and pizza and is trying to find ways to get this approved by the Health Dept. He described that lack of running water is an issue. Mr. Thomas stated that he would like to use the concession workers from the pool to staff the concession trailer. Mr. Jerome stated that we should charge enough for food to make the effort worthwhile. Mr. Regan responded that we at least want to break even. Mr. DiNardo suggested that a water line be run from the hydrant on the west side of North Commons to supply running water. Mr. Regan questioned whether it made sense to run a water line if the concession trailer is a temporary food solution.

Summer Staffing

Ms. Wolgamuth reported that the job description for the Programming Coordinator has been updated (copy attached) and efforts will be made to advertise for the position. Rather than limit the job to college students, it will be opened to others in an effort to find an individual that can work through the end of The Grove season.

Grants/Corporate Sponsorships

Mr. Regan stated that, with the encouragement of Mayor Bodnar, we have started to do some preliminary work on seeking grants and corporate sponsorships. The Committee reviewed a draft sponsorship document outlining some possible sponsorship opportunities. Mr. Regan cautioned that moving in this direction will require additional work and perhaps additional personnel to be able to deliver what is offered as part of the sponsorship.

Mr. DiNardo stated that he prefers seeking grants to obtaining sponsorships. He suggested setting up The Grove as a non-profit 501(c)3 organization. Mr. Hoehnen commented that there is a separate IRS Code section that applies to municipalities, essentially providing that they are the same as a non-profit. Mr. Hoehnen added that he was unsure if this designation would be recognized for grant purposes. Mr. Regan assured the Committee that all avenues were being considered and meetings with various foundations were being scheduled. In addition, he stated that Mayor Bodnar has reached out to the President of the Chamber of Commerce to see how they might participate. Mr. Jerome suggested that the Friends of the Library, the Rotary and/or the Mayfield Area Chamber of Commerce could sponsor events. Mr. Regan advised that updates on any grants or corporate sponsorships would be shared with the Committee.

Mr. DiNardo stated that he noticed people sledding and asked when the installation of ropes to assist going back up the hill will occur. Mr. Jerome asked about scheduling winter activities at The Grove. Mr. Regan responded that once tiered seating was installed, the Committee would take another look at sledding.

The meeting was adjourned at 8:25 p.m.

Respectfully submitted,

Diane Wolgamuth, Director of Administration