German Village Society Board of Trustees Meeting Agenda February 7, 2011 1. Secretary’s Report Jeanne Likins Approve January 3, 2011 German Village Society Board Meeting Minutes 2. Staff Reports (written report) (written report) Jody Graichen Russ Arledge 3. Treasurer’s Report Balance Sheet (written report) P & L (written report) Roy Bieber 4. Committee Reports Standing Committees Executive ---GVS Director search update (oral report) ---Tour/Pre-Tour update (written report) ---Ad hoc committee to recognize Fred, Howard (oral report) ---Maennerchor (oral report) ---Website (oral report) Brian Santin Norm Hall Darci Congrove Brian Santin Brian Santin Brian Santin Civic Relations (oral report) Crystal Seamon Finance (written report) Roy Bieber Historic Preservation (no report) Will Eylar ---Streetscape/Third Street Master Plan (written report)Brian Santin Long Range Planning (written reports) Carolyn McCall Membership Committee (written report) Jeanne Likins Parks, Public Spaces and Community Events (written report) Sara McNealey ---Village Singers (written report) Wayne Owens Special Committees Nominating Committee (oral report) 50th Anniversary Committee (oral report) Jim Hopple Sarah Irvin-Clark German Village Business Committee (written reports) Karen Page Go Green (oral report) Crystal Seamon & Brian Santin Marketing Committee (written report) Beth Irvin Campaign Planning Sub-Committee (written report) Jim Nichols 5. Old Business Brian Santin 6. New Business Brian Santin 7. Public Participation Brian Santin 8. Adjournment Brian Santin German Village Society Board of Trustees Meeting Minutes January 3, 2011 Present: Roy Bieber, Darci Congrove, Beth Ervin, Norm Hall, Jim Hopple, Sarah Irvin-Clark, Jeanne Likins, Brian Santin, Crystal Seamon, Mike Yarbrough. Absent: Jim Nichols. Also present: Russ Arledge (staff), Garth Bishop (newspaper), Jerry Glick (Friends of Fetch Park), Sarah McNealey (Chair, Parks, Public Spaces and Community Events Committee), Gary Seamon (newspaper), and Mal Young (German Village Garden Club). President Brian Santin called the meeting to order at 7:01 PM. President Santin opened by thanking Trustee Darci Congrove, recently retired German Village Society President, for her year of service to the Society and to German Village. Brian thanked Trustee Norm Hall for baking a cake and then poured champagne for a thank you toast. After thanking Darci, Brian also thanked Roy Bieber and Jeanne Likins for their 2010 service as Treasurer and Secretary, respectively, and presented all three with certificates of appreciation on behalf of the German Village Society Board of Trustees and its members. 1. Secretary’s Report Jeanne Likins The December 6, 2010 German Village Society Board of Trustees Meeting Minutes were approved unanimously. 2. Staff Reports (no report) Jody Graichen (written report) Russ Arledge Trustee Darci Congrove thanked Office Coordinator, Russ Arledge, for all he has done in support of helping those honoring Fred after Fred’s December 23rd death. 3. Treasurer’s Report Roy Bieber Balance Sheet (written report) P & L (written report) Treasurer Roy Bieber noted that the Schiller Park Arboretum Fund effort to raise money to treat the ash trees has been very successful, with $3,000 contributed to date. Roy reported that the Society’s bookkeeper is almost done with the 2010 financial books and that the auditor will begin shortly. 4. Committee Reports Standing Committees Executive Brian Santin German Village Society Director Search update (oral report) Norm Hall Trustee and German Village Society Director Search Committee Chair, Norm Hall, shared that the committee has been reviewing the applications and is in the process of winnowing down the candidates. The committee will solicit Board feedback on candidates prior to the subsequent Board interviews of the top candidates. German Village Society Historic Preservation staff update (oral report) Darci Congrove Trustee Darci Congrove reported that the Society’s Historic Preservation Officer, Jody Graichen, will work ten hours/week doing the weekly N4N Digest and in other activities in support of the German Village Commission and the German Village Society’s historic preservation efforts. Darci noted that Jody is ready for the Society to replace her so she can spend more time with her family, although Jody hopes to work these reduced hours until the Society finds her replacement. German Village Society Board Retreat (oral report) Brian Santin President Brian Santin reminded everyone that the Board’s retreat is this Sat., January 8. The Board will gather at 8:30 AM for some breakfast and then start the meeting at 9:00. The retreat is scheduled to end at 1:00 PM and is being held at the Meeting Haus. N4N Content for members only (oral report) Brian Santin A small committee of Board members will convene to address the technical and logistical aspects of the Membership Committee’s fall 2009 recommendations for member only vs. for the good of the community N4N content, reported President Brian Santin, now that some necessary things were resolved with the Society’s website, such as adding dual membership log ins and getting all members log in information to access the member only section of this website. Agenda format update (oral report) Brian Santin President Brian Santin announced a small format change with the Board’s monthly agenda: public participation will now be at the end of the meeting after the Board has concluded its regular committee reports. Tour/Pre-Tour update (oral report) Darci Congrove Trustee and Pre-Tour Chair, Darci Congrove announced that Chris Hune, 2011 Haus and Garten Chair, is off to a good start, Grange will again do the printing pro bono, there’s a meeting this Friday to talk with Kroger about sponsorship, and there are other sponsorships efforts in process . Website (oral report) Brian Santin President and Society Webmaster, Brian Santin, reported that he is currently receiving and tracking lots of hits to the Society’s website every day. A specific focus lately is an evaluation of what the Society needs in a database for all of its many needs, such as membership, website, development efforts, etc. Brian is working with a committee with expertise in all these areas and hopes to have a recommendation before too long. Civic Relations (no report) Crystal Seamon Finance (written report) Roy Bieber Historic Preservation (no report) Streetscape (written report) Will Eylar Brian Santin Long Range Planning (no report) Carolyn McCall Go Green (no report) Crystal Seamon & Brian Santin Organizational Development (no report) Jim Hopple Proposed GVS Bylaws changes (oral report) Mike Yarbrough Vice President Mike Yarbrough reviewed the process for the proposed changes to the Society’s Bylaws, which were sent to the Society’s membership the required 15 days prior to tonight’s meeting. Mike noted that there were not any concerns expressed about these proposed changes and the Board unanimously approved the bylaws changes. Parks, Public Spaces, and Community Events (no report) Sarah McNealey Old Business Brian Santin Mal Long, President of the German Village Garten Club, thanked the Board for its support in transferring the funds from the Society’s Fetch Park Fund to the German Village Garten Club. Jerry Glick, Chair of the Friends of Fetch Park, expressed concern that there was some delay in transferring this money. Treasurer Roy Bieber explained the situation and Office Coordinator Russ Arledge noted that the check was cut today. Jammin in the Park (oral report) Brian Santin Jammin’ in the Parks, a new music series held in several parks along the High Street corridor, is being planned for 2011 by Aaron Leventhal, a long time German Village resident and event promoter, in cooperation with the Columbus Recreation and Parks Department. This initiative is with the support of organizations such as the German Village Society and the Short North Business Association. The Board approved $500 as seed money for the June 12th concert in Schiller Park from 5 – 9 PM which will showcase three bands and offer food and beverages. It is free, with a $5 suggested donation, and is designed as a family event. The $500 will be returned to the Society regardless of how well the event works financially. Schmidt’s is the presenting sponsor. In addition, the Society will assist by recruiting volunteers to help with ticket sales, general operations and clean up. In exchange, 80% of the revenues will be distributed to the designated non-profit organizations (including the Society) in equal amounts. The promotion includes a major ad in the High Street Neighborhoods, radio spots, and full-color posters through Columbus libraries, recreation centers and other selected locations, as well as exposure on the websites of all non-profit groups benefiting from this series. New Business President Brian Santin appointed a small committee of folks (both Board and non-Board members) to consider how the Society might best honor Fred and Howard and how best to utilize the funds contributed in Fred’s memory after his recent passing. The Board adjourned at 7:29 PM. Respectfully Submitted, Jeanne M. Likins, Secretary Historic Preservation Officer Staff Report January 31, 2011 for February 7, 2011 Board Meeting Assisted residents, members, and Commissioners with questions regarding Certificate of Appropriateness application process and specific applications/addresses; Worked with editor of ThisWeek German Village to find guest columnists Drafted letter to Mayor Coleman regarding his appointment to the Advisory Council on Historic Preservation Worked on “Great Neighborhoods” nomination to American Planning Association Reviewed Historic Preservation Committee’s brochure regarding the German Village Commission Reviewed audio tour created by the Columbus Public Health Prepared Neighbors4Neighbors Weekly Digest Submitted by Jody Graichen GERMAN VILLAGE SOCIETY LONG-RANGE PLANNING COMMITTEE GOALS 2011 PURPOSE Identify avenues to achieve the Vision for German Village 2017; develop and prioritize long-term strategic initiatives; and serve as a think tank by recognizing needs and opportunities, keeping a watch on trends and recommending strategies to “keep the edge sharp.” VISION FOR GERMAN VILLAGE 2017* German Village will be a celebrated, vibrant downtown neighborhood with historic integrity and a charming, pedestrian-friendly streetscape. THE ROLE OF THE GERMAN VILLAGE SOCIETY* The German Village Society plays a vital role in helping our neighborhood achieve this vision by providing: • Civic advocacy and education • Community engagement • A neighborhood hub • Support for the historic preservation and architectural review process • Resources and leadership *Adopted by the board of trustees July 2008 *********************** GOALS for 2011 Aging in Place: Define an aging-in-place initiative, including what such an initiative would entail financially and organizationally, how it would meet community needs, and ways it would help us achieve the Vision for German Village. Present initiative to the GVS board for approval and hand it off to a leadership group to undertake while Long-Range Planning assumes a monitoring role. Business/Residential Mix: Work with community planning expert Roxyanne Burrus and a graduate class at OSU (fall 2011) to define the optimal business/residential mix for German Village; assess the current mix and key influencing factors; understand which factors are within our control, and which are not; and create a plan for attaining the optimal balance and keeping it sustained over the long term. Nearby Development: Monitor nearby development, identify potential impact on German Village, and recommend steps to manage significant challenges and leverage potential opportunities. ONGOING GOALS Engage the board in Long-Range Planning priorities by reporting on committee activities at monthly meetings of the board of trustees and soliciting input as needed. Seek new opportunities to support the strategic work of the board of trustees. This will be done primarily through participation in monthly board meetings and the annual board retreat. Act as a sounding board for untested ideas. Work with GVS staff and board to ensure that the vision is incorporated into the Society’s programs, initiatives, marketing efforts and budget. Communicate progress toward achieving the vision to stakeholders, including members, the community at large and city officials. Develop GVS policies as needed and share policies to members and other key stakeholders. Conduct annual review of all policies to ensure they support the vision. GERMAN VILLAGE SOCIETY LONG-RANGE PLANNING COMMITTEE GOALS AND ACCOMPLISHMENTS 2010 PURPOSE Develop a clear vision for German Village and the German Village Society, and identify avenues to achieve the visions. Identify and prioritize long-term enhancement issues and projects and recommend strategic initiatives to the German Village Society board of trustees. Serve as a think tank by recognizing needs, identifying trends and developing strategies to “keep the edge sharp.” VISION FOR GERMAN VILLAGE 2017* German Village will be a celebrated, vibrant downtown neighborhood with historic integrity and a charming, pedestrian-friendly streetscape. THE ROLE OF THE GERMAN VILLAGE SOCIETY* The German Village Society plays a vital role in helping our neighborhood achieve this vision by providing: • Civic advocacy and education • Community engagement • A neighborhood hub • Support for the historic preservation and architectural review process • Resources and leadership * Adopted by the Board of Trustees July 2008 ************** 2010 GOALS /ACCOMPLISHMENTS • GOAL: Establish mission, goals and timelines for the business/residential mix subcommittee. Accomplishments: Project goal defined: identify optimal business/residential mix, understand factors that support or undercut this optimal mix, and develop a plan to attain the mix. Leadership for the effort was identified (JoAnne St. Clair) and a community planning expert (Roxyanne Burrus) was consulted to help us determine what steps needed to be taken. A major hurdle was overcome when Ms. Burrus offered to take on the project with a master’s level class in city planning at OSU this coming fall. • GOAL: Identify one to two other key focus areas for 2010/2011 and recruit committee members. Accomplishments: An aging-in-place initiative has become a primary focus for the committee and has provided much community conversation about aging-in-place possibilities. Led by Eleanor Alvarez, the committee researched existing programs throughout the country and explored alternative approaches, drafted a preliminary community questionnaire that will be part of an assessment in 2011, and met with founders of an initiative in Washington, DC, to understand the complexities of starting up and running such a program. Committee membership has grown substantially due to widespread interest in this topic. Additionally, the committee has turned its attention to nearby development (such as Columbus Commons project downtown), monitoring such activities and assessing potential impact on our neighborhood. Strategies to manage such impact will be developed as needed. • GOAL: Support the GoGruen sub-committee as needed. Accomplishment: No support requested. This group now functions as a stand-alone committee. • GOAL: Continue to work with GVS staff and board to ensure that the vision is incorporated into the Society’s programs, initiatives, marketing efforts and budget. Accomplishments: The committee recommended to the GVS board that a marketing committee be established to promote ongoing positive visibility for the society and the neighborhood and to provide consistency in the use of the German Village Society brand. committee was established and will convene in early 2011. • A GOAL: Continue to communicate the vision and plan to stakeholders, including Society members, the community at large and city officials. Accomplishments: Committee progress has been reported monthly to the community via minutes posted on the GVS web site and through Neighbors4Neighbors. In addition, the German Village Gazette and This Week newspaper have reported extensively on the aging-in-place initiative. Ongoing • GOAL: Develop GVS policies as needed and share policies with members and other key stakeholders. Accomplishments: The GVS board accepted a committee recommendation in April that the following position be shared with city officials responsible for the Third Street Master Plan and with government representatives involved in the I-70/71 project: “The importance of the Third Street gateway to German Village requires that it be given special consideration during planning of the I-70/71 split and the Third Street Master Plan.” GOAL: Conduct annual review of all policies to ensure they support the vision. Accomplishments: Ongoing. GERMAN VILLAGE SOCIETY LONG-RANGE PLANNING COMMITTEE Meeting Minutes - January 13, 2011 In attendance: Janet Druen, Ed Elberfeld, Jay Panzer, JoAnne St. Clair, Carolyn McCall (chair). 2010 Accomplishments The committee provided input on a draft of the year’s accomplishments. Please refer to the attached final document (“Goals and Accomplishments 2010”). In summary, the committee’s accomplishments tracked well with its goals. Three key areas were addressed in 2010: exploring an aging-in-place initiative, working toward defining the optimal business/residential mix in German Village and developing a plan to achieve the right balance, and monitoring nearby development for potential challenges and/or opportunities. Membership in the committee grew substantially due to interest in these topics. Additionally, much visibility for the committee’s work on aging in place was provided by the two local papers, the German Village Gazette and This Week, which in turn spurred a good deal of community conversation. 2011 Goals A lot of energetic and thoughtful discussion centered around the purpose of the committee. It was suggested that Long-Range Planning broaden its role with the addition of the following three items (these will be presented to the board for approval). • Engage the board in Long-Range Planning priorities by reporting on committee activities at monthly meetings of the board of trustees and soliciting input as needed. • Seek new opportunities to support the strategic work of the board of trustees through participation in monthly board meetings and the annual board retreat. • Act as a sounding board for untested ideas. Please refer to attached final document (“Goals 2011”) for a complete listing of the committee’s goals. The 2010 accomplishments and 2011 goals will be presented to the board at its February meeting by chair Carolyn McCall. Next Meeting: Thursday, February 10, 6:00 p.m. at the Meeting Haus. Committee: Membership Number of Attendees: Five Board Chair/Rep: Jeanne Likins Meeting Date: January 18, 2011 New Members?: none Executive Summary: Bob sent out 434 renewal notices for memberships expiring January-March 2011, along with 234 renewals for memberships expired in 2007-2010 (lapsed members). Email reminders go out monthly for three months following the anniversary renewal date. Those with higher membership levels the prior year who don’t renew within three months are reviewed by Bob and Jeanne so that personal calls or letters can be done to further urge renewal. As of the end of January, there are 278 GVS memberships: 17 new, 21 lapsed who renewed, 20 who upped their level, 14 who went down, and 206 who remained at the same level of financial support. There were 243 GVS memberships at the same time in 2010. GVS membership dollars for operations were $28,305 in 2010 and are $33,145 in 2011, year over year. GVBC renewals were mailed over the December holidays and 53 have renewed through the end of January. Of these, there are seven new GVBC members and one lapsed member who renewed. Thirty are non-retail and 23 are retail businesses and there is one cornerstone business member. $45,395.00 is the total membership dollars received through the end of January, with $12,250.00 designated for the GVBC and the remaining $33,145.00 designated for GVS operating. Thursday, January 27 7:00 – 8:30 PM was the Welcome New Member Reception, the second for new 2010 members (and any 2011 as well). While 156 people were invited, 106 did not reply at all to the invitation. Twenty-six said they were coming, 18 not coming, and 6 maybe coming. This included the members of the Society Board of Trustees (eleven members) and the Membership Committee (14 folks). We were disappointed that only seven new or lapsed members attended while there were nine members from the committee and seven Trustees present. Those present though seemed to have a good time, met everyone else, and saw the GV video. Beverages were left over from the 50th birthday party and the Trustees and committee members provided appetizers and desserts for everyone. The Chair of this committee is working with the officers to plan an event to thank all those who have given the Society $500 or more in aggregated contributions (membership, donations for designated accounts, memorial gifts, etc.) in the last year. This includes 37 couples, 22 individuals and 9 GVBC members for a total of 105 people. We hope to host this event in March in someone’s home. Sunday, April 17 from 5-8 PM is the annual Membership Committee Potluck in the Brent Warner Fest Hall. This event includes all the Neighbor Representatives as well as everyone’s spouse, partner or guest. The Board is invited as well to meet these folks who are reaching out to their neighbors on behalf of the GVS and otherwise engaged in the work of this committee. The Membership Committee continues to plug away with how to strengthen the Neighbor Rep program, both in terms of outreach as well as gathering important information to update the GVS database. The Membership Committee is anxious for the outcomes from the re-constituted Marketing Committee inasmuch as it will soon be time to plan for 2012 membership materials. Tuesday, March 1 6 PM, Meeting Haus is next meeting. -----Original Message----From: Sara McNealey [mailto:smcnealey@columbus.rr.com] Sent: Tuesday, February 01, 2011 3:17 PM To: Jeanne Likins Subject: Parks, Public Spaces and Community Events February 1, 2011 I'm pleased to report that the Arboretum Committee is currently running a very successful campaign to raise money to treat the Ash trees in Schiller Park. A great deal has been raised and the committee has received a matching grant from the City. The Ash trees have been identified in the park with yellow ribbons and the approximate age of the tree. Temporary signage has been installed in the park informing park goers of the need for donations for treatment. Jerry Glick has been working with Recreation and Parks this Winter on the upgrading of the entrance of Frank Fetch and he and the landscape designer are shooting for completion of the design that will allow Jerry to take the proposal to the Commission in March. The plan is to raise the level of the soil using a short brick retainer wall and a short wrought iron fence to enclose more soil so that plant material will grow. At this point the slope is so steep that water just runs down the soil to the sidewalk. There will also be a new sign installed in front that will be in keeping with the signage in Schiller Park. I am pleased to report also, that we will have a representative of Actors' Theatre joining our committee. Actors' has always been a part of the committee, but seldom have they participated. A new board member, Carol Mullinax, will be meeting with us next month. Carol and I have met and we are beginning a project of making Actors' more a visible part of Schiller. We are working on getting some landscaping around the caretaker's house (the offices for Actors' Theatre) and a sign identifying the building. Last, but not least, I am proud to report that Recreation and Parks asked me to compile volunteer hours, projects completed and money raised in a report that will be given to Mayor Coleman to be used in his State of the City Report. Terri Leist, Assistant Director of Recreation and Parks thought that the dedication of the Parks and Public Spaces Committee in raising funds for our parks, providing volunteers, and overall general maintenance of our neighborhood is in keeping with the Mayor's focus this year. We have a tremendously talented small committee who work tirelessly year round and have contributed tens of thousands of dollars in fundraising and tens of thousands of volunteer hours. This includes the German Village Garten Club which is a member of our committee. Sara McNealey Minutes German Village Business Community January 11, 2011 In attendance were Catherine Adams of Caterina Ltd., Russ Arledge of GVS, Dave Cunningham, of Edward Jones, Rev. James Donnan of Livingston Avenue UM Church , Patricia Geiger of Nature’s Door, Sarah Kellenberger Harpham of Helen Winnemores, Scott Heimlich of Barcelona Restaurant, Russ Iler of The Book Loft, Sandy Kight of Kight Studios, Jeff Knoll of the Graphic Touch/PAMA, Karen Page of Pedon & Page Realty, Patty Parker of The Golden Hobby Shop, Dave Randall of GV House Histories, Jeffery Smith of DesignSmith, Regina Tobin of Re/Max Metro Plus, Marie Trudeau of WE Davis Insurance, and Jason Willis of This Week Newspapers. Dave Cunningham called the meeting to order and reviewed the accomplishments of the GVBC this year (attached). Special thanks was offered to David for serving as chair this year. 1. Slate of officers The new officers were elected as follows: Chair: Karen Page Vice chair [open] Secretary: Catherine Adams Treasurer: Michael Moore Membership: Scott Heimlich Marketing: Michael Reed Concierge [open] Mother May I [open] Village Lights: David Schooler H & G tour/Marketplatz: Catherine Adams Art Crawl: Betty Garrett and Schott Heimlich 2. Treasurer’s report Marie Trudeau presented her final report, indicating that we finished the year with cash balance of $14,275, having spent more than we brought in but not by a lot. Special thanks were offered to Marie for her work as treasurer of the GVBC. 3. Catherine Adams reported on the completion of the map/brochures; members are entitled to 50 free copies and can collect them at the meeting; or after the meeting at Caterina Ltd. Those who desire to purchase 1000 copies may do so for $55.62. 4. Karen Page discussed some of her plans for 2011 and reported that general meetings would move to Tuesdays. Next meeting will be the second Tuesday of February , February 8, 9 am at the GVMH. Additional parking will be available a Caterina parking lot at Beck & Third. Next Steering Committee meeting is set for Thursday, January 27 at 9:30 a.m. at the GVMH. Village Singers 2010 Recap Attention: German Village Society Board From: Wayne Owens Founder/General Manager Our mission: To provide yet another outlet of expression for our community and to those that support this community. Rehearsals began Monday January 18th for our Spring program “ German Village: The Musical” celebrating the 50th Anniversary of the German Village Society. Performed on May 8th and 9th,featuring music that depicted the mood and essence of the community. “ Nothing can stop me now”, “On the Street where you live”, etc etc Our winter program “ Sing Noel” featuring traditional secular and sacred seasonal music began rehearsing on Monday September 13th and performed on December 10th and 11th thus beginning our 10th season.Both concerts were well received both culturally and financially. We received a $250 grant from the High Street Fund and a $ 100 contribution from Ohio Equities in addition to our season dues of $25 per singer and annual ticket sales. Over the past 10 years we have listed 113 different singers in our programs. Membership has come from the “Village”. And throughout the Central Ohio area. Without the support of the Society in providing rehearsal and performance site, we of course could not exist. Our spring 2011 program “ An American Songbook” May 14th and 15th, 2011 will feature music from Broadway, Tv, the movies the standards like Sinatra and Crosby, Cash and Nelson, Beachboys, Berlin and others. Membership in the “Village Singers” requires no audition, and is open to all those who have a joy of music and a commitment to that end. We invite you to join us. cc: file Wayne Owens Founder/General Manager