The Grove - June 6th 2014

Mayfield Village
“The Grove” Committee
June 4, 2014 Meeting Minutes

The Grove Committee met on Wednesday, June 4, 2014 at 7:00 p.m. at the Civic Center.

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Members Present: Garry Regan,  Dave Hoehnen, Pat Andrzejczyk, Patricia Russo, Dave Perout, and Jeanne Nally

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

Ms. Wolgamuth opened the meeting by playing The Grove “hotline” message.  She advised that the message will be re-recorded for each upcoming event and will be used in case events are cancelled due to weather.  The hotline number is 440-471-1379. 

Mr. Regan reported that the electrical work is being completed right now.  Shannon Electric has been working at the site for the past two weeks.  Council gave the “go ahead” for First Energy to install the transformers on Saturday for an additional $3,600 to cover the overtime.  Approximately $1,900 had been allocated to rent generators, which will now not need to be paid.  We will have real power and won’t need as much Service Dept. assistance without the generators.

Mr. Regan advised that directional signage on SOM Center, a gate at the service driveway, and a bike rack should be in place before the first event on June 27.  A sign inside the pool area to promote Grove events is also being considered.  Mr. Regan noted that the Service Dept. has been doing a lot of work at The Grove and has planted many trees.  “It looks unbelievable”.  Mr. Hoehnen noted that some of the trees behind the stage area are looking sickly and should be replaced with native species.  Mr. Regan stated that he would advise the Village’s arborist, Frank Stupczy. 

The Committee discussed assignments and which individuals would be the “responsible person” for each event, as well as what that meant.  Ms. Wolgamuth advised that phone numbers to Police, Fire and Service would be provided as well as instructions about what needs to be done at the end of the evening.  The Committee discussed various options for storage of tables, chairs and canopies and whether the bathrooms would remain open after events.  Mr. Regan and Ms. Wolgamuth agreed to discuss these issues with the Service Dept.

Mr. Regan advised that a donation jar and flyers for upcoming events would be available at each event.  Mr. Hoehnen suggested that all promotional materials clearly indicate that “donations are accepted”.

Mr. Regan provided a list of the various food vendors that have been secured for each event (attached) and the Committee discussed how to promote the food that would be available.

The Committee discussed whether events that were cancelled due to rain would be moved to the Civic Center and Mr. Regan stated that he believes it makes no sense to move the events.  “Holding events in the Civic Center does nothing for The Grove.”  The Committee agreed that where payment is required in the event of cancellation, it makes sense to move the event.  If no payment is required, the event will just be cancelled.  Mr. Perout suggested a sandwich board sign that says “Event Tonight Cancelled” with a removable “Cancelled” to serve a dual purpose. 

Ms. Wolgamuth advised that Police Security will be scheduled for the High School Battle of the Bands.  The Committee agreed that there was no reason to schedule security for the remaining events.  Ms. Wolgamuth also advised that a used 20’ x 40’ tent has been purchased (as it cost less than the rental) and will be installed on Monday, June 23.  Service will add some general lighting.

PROMOTION:

Mr. Regan reported that The Grove has received coverage in the News-Herald and Sun MessengerMimi’s is also going to include the summer schedule in their publication.  Ms. Wolgamuth advised that press releases for each event will be prepared and distributed.  Postcards are being mailed to the entire school district (approx. 18,000) and a two-page spread was included in the Voice of the Village.  The Committee discussed additional opportunities for promotion.

The meeting was adjourned at 8:10 p.m.

Respectfully submitted,

Diane Wolgamuth, Director of Administration