The Grove - February 23rd 2015

Mayfield Village
“The Grove” Committee
Feb 23, 2015
Meeting Minutes

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

Members Present:    
Garry Regan (Chair)
Blythe DiCicco            
Dave Hoehnen
Jeanne Nally

Also in Attendance:  
Steve Jerome, Council Rep.
Patsy Mills, Mayfield Village Council
Diane Wolgamuth, Director of Administration
Bill Thomas, Recreation Director

2015 Programming

Mr. Regan opened the meeting and reviewed the tentative schedule for the 2015 season (see attached calendar and budget), pointing out the additions since the last meeting.   Mr. Regan advised that the Cleveland Shakespeare Festival asked to perform at The Grove on two evenings.  They will present “The Life of Timon of Athens” on June 26th and “The Merchant of Venice” on July 26th

A classic rock band from Mayfield Village called “Midnight Drive” has been added to schedule and will perform before the movie “Frozen” on July 25th.  Mr. Thomas reported that he has been approached by some theatre students who would like to perform songs from the movie, dressed as the characters from “Frozen”.  This date is also family swim night at Parkview Pool.  Mr. Regan suggested that this might be a great opportunity to promote a “community night”.

Mr. Regan advised that the School of Rock has committed to sponsoring and securing bands for the Battle of the Bands scheduled for July 18th.   Ms. Wolgamuth asked about the title of the Civil War debate and Mr. Regan responded that it will be “The Most Important Battle of the Civil War.”  

The Committee noted that the weekend of July 11th is open and Mr. Hoehnen suggested that the “Fat Tuesday Big Band” be considered.  Mr. Regan advised that he is waiting to hear from the Cleveland Institute of Music who may schedule a concert that weekend. 

The Committee reviewed the proposed budget.  Ms. Wolgamuth advised that the rental of the portable dance floor for two weeks will cost $3,000.  On the budget document, this cost is split over five events at $600 per event.  Ms. Wolgamuth suggested that it may make sense to purchase a floor and will look into the cost.

Marketing/Promotion

Ms. Wolgamuth presented quotes from three marking firms (copies attached) and described the process used to obtain the quotes:

Rosenberg Advertising.   Mr. Regan recommended Rosenberg Advertising and Ms. Wolgamuth met with Austin Rosenberg and described to him the promotional work that had been done in 2014.  She provided him with samples of flyers, press releases, email blasts, and last year’s postcard promoting the entire season schedule.  Rosenberg Advertising provided a proposal for $12,000.00. 

Boom Creative.  Ms. Wolgamuth stated that she also contacted Boom Creative, a marketing company that has been used by the Village on previous occasions.  In an effort to get a comparative quote, Ms. Wolgamuth provided Boom Creative with the list of work developed by Rosenberg Advertising in their proposal and the same samples from 2014. The proposal received from Boom Creative totaled $11,250.00.

Lillash Design.  Councilman Steve Jerome recommended the third agency contacted--Akhia in Hudson, Ohio.  Akhia was not interested in providing a proposal, but the contact there, Teresa DeJohn, advised that she would like to quote the work on a freelance basis though Lillash Design.  Ms. Wolgamuth stated that she provided Ms. DeJohn with the same information and samples and received a proposal for $9,000.00.

Mr. Regan stated that he has stressed from the beginning that we should work with a promotional company that views The Grove as important.  He would like them (a team) to be focused and responsive to our needs and hopes that they will want to grow with us.  Of the proposals received, he is most comfortable with Rosenberg Advertising as it represents an organization, not just a talented individual.  Although their office is located in Lakewood, the Rosenberg family is from this area (MHS).  Rosenberg Advertising is familiar with the Village and Mr. Regan stated that he believes they will do the best job.

Mr. Hoehnen stated that he thinks that the points made by Mr. Regan are important and he is inclined to go along with Mr. Regan’s recommendation.  Mrs. Nally agreed that she likes that Mr. Regan has a connection with the company.  Mr. Regan added that we need someone who knows how to reach the people.  The Committee agreed that utilizing Twitter and Facebook is important and discussed how to coordinate the efforts of the promotional company with the social media outlets already in place for The Grove.  Mr. Regan suggested that the Committee take a vote on this issue so that the Committee’s recommendation could be taken to Council.  Mr. Hoehnen moved to accept the bid of Rosenberg Advertising, seconded by Mrs. Nally.  The Committee voted unanimously in favor.

Mr. Jerome stated that he believes the limit on this expenditure should be $10,000.00.  Ms. Wolgamuth advised that the quotes were based on 20 events over a 10-week period.  Now that the schedule has been tentatively set running from June 26 through August 22, she suggested contacting Rosenberg Advertising to see if the pricing could be adjusted.  The Committee also discussed that flyers and press releases for weekend events could be combined, reducing the overall amount of work required.

Infrastructure

Ms. Wolgamuth reported that, as discussed at the last meeting, she contacted and met with Sean Keenan, the electrical engineer who prepared the electrical plans in 2014.  He advised that ground lighting would not be effective to light the hill.  Mr. Keenan suggested that pole lighting was necessary to accomplish a wash of general lighting on the hill. 

Ms. Wolgamuth stated that she discussed this with Mayor Rinker, Finance Director Wynne and Building Commissioner Marrelli and reviewed options for pole lighting.  Mayor Rinker suggested that rather than spend a substantial amount of money on permanent pole lights, the Committee consider purchasing portable light towers that could be used by the Village during Grove events and other community events.  Ms. Wolgamuth suggested to the Committee that when a band shell is constructed, lighting for the hill could be incorporated into that structure, ultimately making permanent light poles unnecessary.  The Committee agreed that this was a reasonable suggestion.  Ms. Wolgamuth stated that she will work with Mr. Marrelli to seek appropriate light towers and will provide specifications for the Committee’s consideration.

The Committee discussed the other lighting needs at The Grove, including uplighting the areas with mature trees, lighting the walkway on the north side of the stage and lighting the parking area/service drive.  Ms. Wolgamuth advised that Engineer Tom Cappello is working on a design for the stone wall seating, but that work will not begin until Fall 2015, at the earliest.

Mr. Jerome asked if it wouldn’t be prudent to light the area even when The Grove is not in use.  Mr. Regan stated that year-round lighting creates an attractive nuisance, essentially creating a need to watch and patrol the area.  Mr. Regan suggested that if portable light towers are purchased, they could be taken to The Grove in the winter for sledding for planned evening events.

Mr. Regan stated that he is concerned that during performances it is dark when people need to walk to the restroom.  Mrs. Nally suggested finding a way to strings lights that would be festive and attractive as well as provide sufficient ambient light.

Staff

Ms. Wolgamuth provided the Committee with copies of three resumes received thus far from potential summer interns.  Mr. Thomas advised that he has distributed the job description to local universities and posted it on the Ohio Parks & Recreation website as well as the Mayfield Village website.  Mr. Regan stated that we need to find someone with the right attitude.  Mr. Thomas advised that we have time to gather more resumes before making a selection but cautioned that waiting too long could result in candidates looking elsewhere. 

The meeting was adjourned at 6:50 p.m.

Respectfully submitted,
Diane Wolgamuth, Director of Administration