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German Village Society Board of TrusteesMeeting Agenda
June 7, 2010
1. Public Participation
2. Secretary’s Report Jeanne LikinsApprove May 3, 2010 GVS Board Meeting Minutes
3. Staff Reports (written) Jody Graichen (written) Russ Arledge
4. Treasurer’s Report Roy BieberBalance Sheet (written)P & L (written)
5. Committee ReportsStanding Committees
Executive Darci Congrove---Haus and Garten (oral) Darci Congrove---GVS Tax Exemption update (oral) Jim Hopple---GVS & G. Michael’s Agreement (written) Jim Hopple---Meeting Haus Event Manager Program Report Jeanne Likins and Recommendation (written)---Website (written) Roy Bieber
Civic Relations (written) Crystal Seamon---monthly police luncheon (oral)---Promoting Public Art in Columbus (oral)
Finance (oral) Roy Bieber ---200 Audit update
Historic Preservation (written) Cheryl Hacker---Recommend Haus and Garten Tour Protocol for Will Eylar Historic Preservation Officer ---Streetscape/Third Street Master Plan Brian Santin
(written)
Long Range Planning (written) Carolyn McCall
Go Green (written)Crystal
Seamon & Brian Santin
Organizational Development (oral) Jim Hopple
Parks. Public Spaces and Community Events Sara McNealey(no report)
Special CommitteesMembership (written) Jeanne Likins---Recommend Golden Anniversary Member Roster---Recommend only GVBC members on GVS website, materials in Visitor Center, referrals to and solicitation for GVS activities
50th Anniversary (written) Sarah Irvin-Clark
German Village Business Committee (written) David Cunningham
Marketing (no report) Norm Hall
6. Old Business
7. New Business
8. Adjournment
German Village Society Board of Trustees Meeting MinutesMay 3, 2010
Present: Roy Bieber, Chad Bratschi, Darci Congrove, Mary Cusick, Jerry Glick, Norm Hall, Jim Hopple, Sarah Kellenberger, Jeanne Likins, Carolyn McCall, Crystal Seamon. Absent: Sarah Irvin-Clark, Sara McNealey, and Jim Nichols. Staff: Russ Arledge. Guests: Larry Anderson, Garth Bishop, Brian Santin, and Gary Seamon.
President Darci Congrove called the meeting to order at 6:02 PM.1. Public Participation Darci Congrove
None.
2. Secretary’s Report Jeanne LikinsThe April 5, 2010 German Village Society Meeting Minutes were approved unanimously.
3. Staff Reports (written) Jody Graichen (oral) Russ Arledge
Russ Arledge, Office Coordinator, noted that it’s been busy at the Meeting Haus with the coordinating and mailing of the Board election materials , the Huntington Garden Maintenance Fund Campaign mailing, over 60 folks have signed up to be listed on the Village Valuables map, and there will be at least eight booths rented on the Platz.
151 students/visitors have come in April for tours or scavenger hunts with five school/tour groups. Almost 400 visitors came into the Visitor’s Center and the Village Singers and Actors Theatre have been busy rehearsing for their shows.
4. Treasurer’s Report (written) Roy BieberTreasurer R. Bieber noted that the 2008 audit was completed in Dec. and the 2009 draft audit will be reviewed by the Finance Committee, shared at the Annual Meeting and presented to the Board at the June 7th Board meeting. He thanked Larry Anderson and John Brownley for their work with the auditor, as a sub-committee of the Finance Committee.
R. Bieber announced that the cash flow is good and that there is more in the checking account than the budget forecast. Almost $65,000 has come in for memberships to date (with $88,000 budgeted) and donations are arriving daily for the Huntington Garden.
5. Committee Reports: Standing Committees
Executive Committee (oral) Darci CongrovePresident D. Congrove reported that April 25 the Board hosted a thank you event for all the volunteers who keep the Meeting Haus running (50 of them!) at her house and everyone was most appreciative. The Board thanked Darci and John Pribble for their hosting of this event.
The German Village Society’s Annual Meeting is Sun., May 16 at 4 PM at the Meeting Haus followed by a potluck on the Platz. The German Village Society provides brats and beverages and members bring side dishes and desserts to share. There is a lot to share about Haus and Garten and Pre-Tour and this will be discussed following the meeting with those interested.
D. Congrove reminded everyone that one of our signature events, Caretakers of a Legacy, is Wednesday, May 12 at 6:30 PM and RSVPs are requested so the food can be planned. Mother May I is this coming week-end, May 8, and Village Valuables is Sat., May 15. The planning is going well for these events.
The five outgoing Board members were thanked by D. Congrove for their time and contributions, noting there will be a more official thank you at the annual meeting. D. Congrove shared a treat and beverages in the spirit of appreciation.
On behalf of the website committee, Chair Brian Santin shared a comprehensive report with the mission, goals and protocols for 2010 for the website which included what is to be done, by whom, when, how and why and will be added to the German Village Society Board Manual.
Civic Relations (written) Crystal SeamonThe next Southwest Area Commission hearing on the redevelopment of Cooper Stadium is Wed., May 19 from 7-9 PM. Crystal Seamon noted that she would like as many people as possible to attend to demonstrate that German Village does not want this to be converted into a race track. C. Seamon advises going early to secure parking and a seat since the last hearing was very crowded and many present were in favor of this redevelopment.
The Board agreed that C. Seamon, representing the German Village Society, should speak officially at this hearing to reiterate the concerns the German Village Society has expressed about this project. The German Village Society sent a letter in early March 2010 expressing our opposition to this and the German Village Business Committee has recently done so as well.
There is also a meeting with Boyce Safford, Development Director for Columbus, prior to this hearing to convey concerns from German Village.
C. Seamon announced that the Mid Ohio Regional Planning Commission has approved the region’s first Complete Streets Policy which requires every MORPC-funded project be designed to accommodate cars, bicyclists, pedestrians, transit users and others on the same road. Go to MORPC.org for details.
Monthly Police Lunch (oral) Jerry GlickJerry Glick recapped the monthly German Village Society police lunch recently, informing us that the officers shared that there are folks going door to door lately whom the police suspect may be checking things out for a later return. The officers also reminded us to please keep exterior house lights on and don’t leave anything in your car. They also informed us that German Village is one of the safest areas anywhere in the city because German Villagers report suspicious people and activities and this makes a difference.
Finance (no report) Roy Bieber
Historic Preservation (written) Cheryl HackerWhile Chair Cheryl Hacker was not present, the following was abstracted from her written report. In addition to preparing for Caretakers of a Legacy, the Historic Preservation Committee is helping provide historic background for the homes on the Haus and Garten Tour and is preparing a resolution for a policy and protocol to advocate for historic preservation and the German Village Commission process.
C. Hacker’s report also noted that several of our businesses will sell the German Village Walking Tour so that visitors can access these when the Visitor Center is not open and that Jody Graichen is reviewing content for the preservation tab of our website. J. Graichen is also drafting the script for the Caretakers of a Legacy event next week and coordinating details with other staff and C. Hacker.
Streetscape (written) Brian SantinBrian Santin, Chair of the Streetscape Committee, reminded everyone that KKG is making their presentation to the German Village Commission May 4th and he expects a final product to be given to the City and then to the German Village Society in the next several months.
The Streetscape Committee is very pleased with the new brochure about trees which is available on the website and in the Visitor’s Center. Work continues on additional educational materials such as ornamental iron works and ground covers.
Long Range Planning (no report) Carolyn McCallChair Carolyn McCall announced that the next meeting of the Long Range Planning Committee is Tues., May 11th and there is a lot of interest in the “village connections” idea.
Go Green (written) Crystal Seamon & Brian SantinC. Seamon and B. Santin reported that Go Green hosted a German Village Earth Day community work site recently and 44 volunteers walked pretty much all the streets of German Village picking up trash. Counting the volunteers working in Schiller and Fetch Park that day between 9AM and noon there were 88 volunteers working to clean up our neighborhood.
Organizational Development (oral) Jim Hopple
Jim Hopple shared that the Board of Trustees election process is underway and going well with May 13th as the deadline for ballots to be submitted. The number of ballots is pretty substantial and everything is on track for the tabulating of these.
The Meet the Candidates event went well and those attending appreciated the opportunity to meet the candidates informally and to hear their goals and reasons for wanting to serve on the Board. Next year this event will be done prior to the mailing of ballots.
The three new Trustees will be informed of the election results in private and then will be announced at the annual meeting and the new Trustees will be seated at the June 7th Board meeting.
Parks, Public Spaces and Community Events Sara McNealeyIn the absence of Chair Sarah McNealey, D. Congrove noted that the Parks, Public Spaces & Community Events Committee is pleased to have received over $800 for watering one of the four Schiller Park perimeter gardens and a similar amount was received for the Huntington Garden according to Chair S. McNealey. Special Committees:
Membership (written) Jeanne LikinsChair Jeanne Likins noted that there are 65 total new German Village Society members in 2010 to date, with 14 of these new GVBC members and 51 individual/household memberships.
In terms of trends, most members are renewing at the same level while some others have stepped up and a few others have stepped down in their level of contribution. May 4 at 6 PM is the next meeting of the Membership Committee in the Visitor’s Center J. Likins announced.
Planning for additional member appreciation events, an activity to welcome new GVS members, the linking of members with the activities in which they have expressed an interest, and the launching of a new initiative, the Neighbor Representative program, are the main focus areas for this committee presently.
50th Anniversary (written) Sarah Irvin-ClarkIn the absence of the Chair Sarah Irvin-Clark, the following was taken from her written report. The 50th Anniversary Committee has a slate of special events planned with a July 10th Muffins baseball game in the works as well as an outdoor movie hopefully in August. Details are on our website.
German Village Business Committee (oral) Sarah Kellenberger Chair, Sarah Kellenberger, noted that a big spring event, Mother May I, is fast approaching and This Week News will have ads running in 12 neighborhood papers for two weeks prior to Mother May I as well as an ad in Columbus Parent and a link on This Week Website. 8,500 copies of the event map will be in this Week along with 1,500 copies in participating businesses, posters, yard signs and 5,000 postcards.
The GVBC leadership has sent a letter to the Mayor, City Council members and Columbus Development Director Boyce Safford opposing the race track development at Cooper Stadium and the GVBC urges people to attend the May 19th hearing to express opposition.
GVBC member Catherine Adams has organized a 27 week ad campaign that will feature GVBC member businesses under the heading “This Week in Historic German Village”. Ads will run
every other week now through September and then every week through the end of this year. S. Kellenberger also noted that the GVBC is updating its brochure and will be re-printing the maps soon.
6. Old BusinessNone.
7. New BusinessNone.
8. AdjournmentUnanimously approved the motion to adjourn at 7:13 PM.
Respectfully Submitted,J. M. Likins, Secretary
Historic Preservation Officer staff report
Number of Attendees: New Members?:
Executive Summary:
Assisted residents, members, and Commissioners with questions regarding Certificate of Appropriateness application process and specific applications/addresses;
Worked on Liquor, Street Occupancy, Street Closure, Festival, and Temporary Event permit applications; assisted with program copy;
Assisted with Board Orientation Manual revisions; Edited Neighbors4Neighbors Weekly Digest; Drafted weekly columns for ThisWeek German Village
Meeting Objectives/Highlights:
Next Steps:
Work with HP committee on language for Historic Preservation tab of www.germanvillage.com,
Continue work on weekly N4N, weekly columns;
June 7, 2010
Monthly Report to the German Village Society Board of Trustees
Submitted by: Russ Arledge, Office Coordinator
May 2010 was another busy month at the GVS Meeting Haus starting with Mother May I, Garden Market, 2 Village Singers concerts, Caretakers of a Legacy awards reception, Village Valuables, and the Annual Meeting… all in the same week!
Every event was reported to be a huge success!
Bob Jackson’s mailing team has been in high-gear all month with all of the Pre-Tour and Haus und Garten mailings.
The GVS Business Office has been busy processing all of the Pre-Tour and H&G Tour day ticket purchases, and preparing for the last weekend in June activities.
This was again a busy month for tours and school groups. We had four school/tour groups with a total of 142 students and 29 adults come in for tours or scavenger hunts.
David Schooler and I (mostly David) have been repairing/replacing all of the burned out lamps on the exterior of the Meeting Haus and Platz.
Actors Theatre has finished rehearsing and their performances have begun for their summer series in Schiller Park.
Last, but not least, the volunteers welcomed 342 visitors through the GVS Visitor’s Center.
All for this month.
German Village SocietyBalance SheetAs of June 3, 2010
(Bieber 6/3)Total
ASSETS Current Assets Bank Accounts Bank Accounts - Operations Operations Chase Checking - 6039 35,031.82
Operations Chase Savings - 4693 164,360.39
Operations Fifth Third Checking - 5113 0.00
Total Bank Accounts - Operations $ 199,392.21 Board Designated Bank Accounts Board Designated Checking - 1362 Council of Historic Neighborhoods 1,752.87
Frank Fetch Park/Maintenance 50.00
German Village Business Community 24,575.20
Highfield Garden 1,182.62
Huntington Garden/Maintenance 27,959.65
Schiller Park/Bench Fund 938.00
Schiller Park/Perimeter Garden Maintenance 2,363.19
Schiller Park/Trash Can Fund 250.00
Schiller Park/Tree Fund 2,616.21
Village Singers 84.39
Total Board Designated Checking - 1362 $ 61,772.13 Board Designated Funds Meeting Haus Maint/Replacement 156,397.46
Warner Maintenance - 2342 8,441.35
Warner Maintenance - 2342 8,441.35
Warner Maintenance - 5402 179,341.10
Total Board Designated Funds $ 344,179.91
Total Board Designated Bank Accounts $ 405,952.04
Permanently Restricted Fund Accounts Frank Fetch Endowment- 8248 2,464.06
Fund at Columbus Foundation 753.93
Huntington Garden Endowment 78,901.79
Total Permanently Restricted Fund Accounts $ 82,119.78
Total Bank Accounts $ 687,464.03
Accounts Receivable Accounts Receivable-General 0.00
Total Accounts Receivable $ 0.00
Other Current Assets Inventory 3,072.00
Total Other Current Assets $ 3,072.00
Total Current Assets $ 690,536.03
Fixed Assets Building 588 South Third Street Cost 759,991.06
Depreciation -448,264.45
Land 40,000.00
Total Building 588 South Third Street $ 351,726.61
Leasehold Improvements 45,525.00
Office Equipment Cost 75,430.87
Depreciation -191,221.55
Total Office Equipment -$ 115,790.68
Office Furniture
Cost 114,944.62
Total Office Furniture$
114,944.62 Office Paintings Cost 1,775.00
Total Office Paintings$
1,775.00
Total Fixed Assets$
398,180.55
TOTAL ASSETS$
1,088,716.58LIABILITIES AND EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable 0.00
Total Accounts Payable$
0.00 Other Current Liabilities Deferred Revenue-Property Taxes 146,221.44 Designated Funds GVBC Payable 0.00 Designated Funds GVS Payable 0.00 Other Current Liabilities 0.00 Prepaid GVBC Membership Dues 0.00 Prepaid GVS Membership Dues 0.00 Sales tax payable 0.00
Total Other Current Liabilities$
146,221.44
Total Current Liabilities$
146,221.44
Total Liabilities$
146,221.44 Equity Designated Earnings Non Restricted 0.00 Restricted 0.00
Total Designated Earnings$
0.00 Retained Earnings 887,045.91 Net Income 55,449.23
Total Equity$
942,495.14
TOTAL LIABILITIES AND EQUITY$
1,088,716.58
Thursday, Jun 03, 2010 08:11:09 PM GMT-4 - Cash Basis
German Village SocietyGVS Operational Profit & Loss (YTD Income) by Class
January 1 - June 3, 2010
Development
Fiftieth Anniversary
H&G PreTour
Haus und Garten Tour
Meeting Haus Oper
Membership
Income Admission/Event Income 17,650.00 20,320.00 2,870.00 1,076.31 Advertising Income 7,600.00 3,550.00 200.00 Contributions 5,312.90 165.00 65.00 160.00 Interest Income 114.40 Membership Dues - GVS 64,364.22 Membership Dues -GVBC 6,475.00 Merchandise Income 624.50 Miscellaneous Income 484.00 1,377.06 Rental Income 1,925.37 Tour Income 1,340.00
Total Income$
5,312.90$
18,299.00$
20,320.00$
10,470.00$
10,072.64$
71,199.22
Gross Profit$
5,312.90$
18,299.00$
20,320.00$
10,470.00$
10,072.64$
71,199.22Expenses Accounting Expense 7,155.60 Advertising 300.00 Audit Fees 575.30 Bank/Credit Card Fees 205.85 1,835.22 19.97 Beverages 2,373.80 Computer Related Costs 8,234.65 Equipment Rental 2,137.66 Gifts & Awards 764.48 License/Fees/Permits 150.00 250.00 315.00 Meals/Refreshments 399.20 78.89 Medical/Health/Life Ins. 1,446.00 Meeting Haus Cleaning 3,660.80 Miscellaneous Expense 6,356.79 100.00 259.61 Payroll Processing 557.90 Payroll Taxes 3,426.53 Postage 512.40 451.40 77.42 1,513.96 22.00 Printing/Signage 3,986.12 1,070.00 478.01 1,403.28 Professional Fees 5,000.00 395.00 Property & D/O Insurance 6,146.00 Repairs & Maintenance 50.00 2,478.21 Salaries/Wages 6,000.00 24,099.75 Security 201.48 506.00 Storage 1,020.00 Supplies 1,876.33 915.80 Utilities 5,397.78
Total Expenses$
0.00$
16,111.97$
1,521.40$
12,205.43$
74,323.42$
41.97
Net Operating Income$
5,312.90$
2,187.03$
18,798.60-$
1,735.43-$
64,250.78$
71,157.25Other Expenses Deferred Gain/Loss Investments -6.22
Total Other Expenses$
0.00$
0.00$
0.00$
0.00-$
6.22$
0.00
Net Other Income$
0.00$
0.00$
0.00$
0.00$
6.22$
0.00Net Income $ $ $ -$ -$ $
5,312.90 2,187.03 18,798.60 1,735.43 64,244.56 71,157.25
German Village Society
June Mtg., 2010 Financial Highlights Roy Bieber, Treasurer
This report attempts to highlight certain line items of the attached financial reports that are presented to the GVS board each month. It is not meant to summarize the reports, but rather represent special denotations of the staff or treasurer because of their impact upon the financials (a large change from previous months, budget concerns, explanations to notes, action items being taken, etc.). Please note that the accompanying reports are drafts and do not necessarily represent reconciled balances. This is meant to give the board the latest in information, rather than month old numbers caused by the delay in reconciliation with bank statements.
1. Balance Sheet for 4/30/10:
Operations Chase Checking: There is $35,031 in the checking and an additional $18k in savings (see note below about liabilities).
Designated Checking: The various designated projects and committee accounts total $61.7k. This is higher than expected because of the money being collected by the Huntington Fund Raiser.
Note about Liabilities: The tax rebate of $146k from previous years of property taxes has been placed in “Deferred Revenue – Property Taxes” because of the court action of the Columbus Board of Education to try to reverse the decision related to the rebate. Currently it is deposited in the savings account (along with the $18k).
2. 2010 Projected Cash Flow:
There is cash to cover all the expected expenses for June, see cash flow chart as long as the income from H&G meets budget.
3. 2010 Operational P/L Statement:
The Year-To-Date report represents the major income and expense items for the operational accounts and classes. Currently, there is a $31.4k net income as of 6/3/10.
The Membership dues collected by 6/3 are $64.3k for GVS (in addition to the $6.4k collected for GVBC) for a total of $70.7k against the 88k budgeted.
4. 2010 Designated P/L Statement:
The Year-To-Date income report for the designated funds is included as an attachment.
5. 2010 Operational Monthly Budget:
The budget for May was a net of` $-2.3k while the actual was a positive $297.00
6. 2009 Audit: Auditor Tim Harris, CPA of Hirth, Norris & Garrison, LLP is finishing his work on the 2009 books. This year, a special audit sub-committee of the finance committee, Larry Anderson and John Brownley are working with the firm to assist. This second draft of this audit has been submitted to Larry and John. They will report to the Finance Committee as soon as their work is complete. This draft’s numbers was shown to the membership at the annual meeting.
7. H&G Budget:
The 2010 budget is attached for H&G as an FYI
German Village SocietyProfit & Loss by Class
January 1 - June 3, 2010
Frank Fetch Park
German Village
Business Community
Highfield Gardens
Huntington Endowment
Huntington Garden
Schiller Park/Perimeter
Garden Maintenance
Income Advertising Income 375.00
Contributions 730.62 1,500.00 725.00 24,160.00 2,360.00
Interest Income 0.79
Membership Dues -GVBC 14,700.00
Miscellaneous Income 800.00
Total Income$
731.41 $ 15,075.00$
1,500.00 $ 725.00 $ 24,960.00 $ 2,360.00
Gross Profit$
731.41 $ 15,075.00$
1,500.00 $ 725.00 $ 24,960.00 $ 2,360.00Expenses Advertising 5,702.54
Bank/Credit Card Fees 0.88
Computer Related Costs 330.00
Miscellaneous Expense 3,446.71 317.38
Postage 147.97
Printing/Signage 250.00
Repairs & Maintenance 180.62 840.15
Supplies 2,316.50 425.00
Total Expenses$
181.50 $ 12,045.75$
317.38 $ 0.00 $ 1,413.12 $ 0.00
Net Operating Income$
549.91 $ 3,029.25$
1,182.62 $ 725.00 $ 23,546.88 $ 2,360.00Other Expenses Deferred Gain/Loss Investments -230.54 -156.00
Total Other Expenses$
0.00 $ 0.00$
0.00 -$ 230.54 -$ 156.00 $ 0.00
Net Other Income$
0.00 $ 0.00$
0.00 $ 230.54 $ 156.00 $ 0.00
Net Income$
549.91 $ 3,029.25$
1,182.62 $ 955.54 $ 23,702.88 $ 2,360.00
Thursday, Jun 03, 2010 08:19:23 PM GMT-4 - Cash Basis
German Village Society
Budget vs. Actuals: 2010 Operating Budget by Month - FY10 P&L Classes
January - December 2010
Jan 2010 Feb 2010 Mar 2010 Apr 2010
Actual Budget Actual Budget Actual Budget Actual BudgetIncome Admission/Event Income 1,975.00 0.00 14,954.00 17,800.00 1,000.00 0.00 720.00 0.00 12,242.31
Advertising Income 0.00 0.00 450.00 0.00 1,400.00 1,000.00
Contributions 2,396.94 2,500.00 1,235.00 400.00 110.00 400.00 1,940.96 2,500.00
In-Kind Donations 0.00 0.00 0.00 0.00
Interest Income 12.16 0.00 0.00 68.53 0.00 33.71 250.00
Membership Dues - GVS 30,200.77 25,000.00 14,468.45 20,000.00 8,760.00 15,000.00 6,555.00 5,000.00
Membership Dues -GVBC 2,400.00 4,000.00 2,100.00 3,000.00 900.00 2,000.00 625.00 0.00
Merchandise Income 66.00 25.00 128.00 25.00 124.50 25.00 148.00 25.00
Miscellaneous Income 243.00 200.00 250.00 200.00 1,618.06 200.00 -250.00 200.00
Rental Income 675.00 780.00 467.50 780.00 95.00 780.00 350.00 780.00
Sponsorship 0.00 0.00 0.00 0.00
Tour Income 0.00 0.00 0.00 1,015.00 200.00
Total Income$37,968.8
7$32,505.0
0$33,602.9
5$42,205.0
0$13,126.0
9$18,405.0
0$12,537.6
7$
9,955.00$26,823.1
Gross Profit$37,968.8
7$32,505.0
0$33,602.9
5$42,205.0
0$13,126.0
9$18,405.0
0$12,537.6
7$
9,955.00$26,823.1
Expenses Accounting Expense 400.00 781.25 400.00 723.75 400.00 1,414.35 400.00
Advertising 0.00 100.00 0.00 0.00 0.00
Audit Fees 0.00 575.30 2,000.00 3,000.00 0.00
Bank/Credit Card Fees 274.41 760.00 494.32 560.00 472.22 360.00 354.63 160.00
Beverages 0.00 1,826.77 3,000.00 0.00 0.00
Computer Related Costs 709.23 3,600.00 2,174.38 3,600.00 1,160.63 600.00 151.83 600.00
Equipment Rental 1,170.86 690.00 170.00 628.80 170.00 170.00
Gifts & Awards 156.50 0.00 0.00 0.00 0.00
License/Fees/Permits 0.00 265.00 0.00 0.00 0.00
Meals/Refreshments 478.09 100.00 9,000.00 100.00 0.00
Medical/Health/Life Ins. 800.00 243.00 800.00 1,203.00 800.00 800.00
Meeting Haus Cleaning 725.00 725.00 725.00 725.00 725.00 725.00 725.00 725.00 Meeting Haus Groundskeeping 300.00 250.00 150.00 125.00
Miscellaneous Expense 100.00 1,930.00 3,280.36 3,975.00 2,073.50 200.00 105.74 100.00
Payroll Processing 177.24 100.00 89.74 100.00 89.74 100.00 113.34 100.00
Payroll Taxes 781.34 850.00 781.34 550.00 741.29 550.00 536.56 550.00
Postage 734.40 150.00 500.00 50.00 575.00 313.96 0.00
Printing/Signage 755.50 0.00 3,065.49 400.00 0.00 241.00 0.00
Professional Fees Property & D/O Insurance 850.00 850.00 1,646.00 850.00 830.00 850.00
Real Estate Tax 0.00 0.00 0.00 0.00
Repairs & Maintenance 609.50 1,750.00 761.00 1,750.00 596.40 1,650.00 504.90 1,650.00
Salaries/Wages 5,333.34 6,670.00 5,333.34 6,670.00 5,770.57 6,670.00 9,662.50 6,670.00
Security 506.00 0.00 201.48 0.00 0.00 0.00
Storage 1,020.00 160.00 160.00 160.00 160.00
Supplies 777.23 580.00 434.15 580.00 1,272.44 480.00 96.96 480.00
Transportation/Towing 0.00 0.00 0.00 0.00
Utilities 741.46 1,500.00 2,082.41 1,500.00 835.92 1,400.00 902.71 1,400.00
Total Expenses$15,050.1
0$21,915.0
0$23,714.3
3$37,090.0
0$17,939.2
6$18,940.0
0$15,953.4
8$14,940.0
0$26,525.6
Net Operating Income$22,918.7
7$10,590.0
0$
9,888.62$
5,115.00-$
4,813.17-$
535.00-$
3,415.81-$
4,985.00Other Expenses Deferred Gain/Loss Investments -2.36 -1.33 -1.20 -1.33
Total Other Expenses-$
2.36$
0.00-$
1.33$
0.00-$
1.20$
0.00-$
1.33$
0.00
Net Other Income$
2.36$
0.00$
1.33$
0.00$
1.20$
0.00$
1.33$
0.00
Net Income$22,921.1
3$10,590.0
0$
9,889.95$
5,115.00-$
4,811.97-$
535.00-$
3,414.48-$
4,985.00
Committee: Board Chair/Rep: Meeting Date:Historic Preservation Cheryl Hacker (no meeting for May)
Number of Attendees: New Members?:
Executive Summary:Activity over month:
1) Members of HPC assisted with Haus u. Garten home profiles by preparing historic background information. I assisted, but particular thanks to Bill Case and Jody Graichen.
2) The Caretakers event took place on May 12th. As in the past, this event received many compliments. Volunteers from HPC and throughout the society made this event a true success. Also, many thanks to Will Eyler for catering.
3) We are transitioning the chair position. I (Cheryl Hacker) will soon be taking the General Counsel position at Shawnee State University, which will take me to Portsmouth during the week. Will Eylar has agreed to be chair and I anticipate a very smooth transition. Will has been an active member of the committee and I very much look forward to working with Will and the committee on specific projects.
Meeting Objectives/Highlights:
Issues or concerns that require consideration by the Board or staff for possible response or action with timeline: HPC is presenting a protocol statement regarding the role of the Historic Preservation Officer for the Haus u. Garten Tour. We are submitting this statement for the Board’s approval at its next meeting this coming Monday.
GERMAN VILLAGE SOCIETY’S
HAUS UND GARTEN TOUR
AND THE
HISTORIC PRESERVATION OFFICER
The German Village Society embraces and advocates urban preservation practices. German Village, itself, serves as a living testament of the policies, practices, and benefits of the guidelines, vision, and success of the German Village Commission. Beyond the physical and economic implications of urban preservation, the hard work and diligent vigilance of the Commission has allowed German Village to preserve the essence of our shared vision for our historic neighborhood
Each year, on the last weekend of June, the German Village Society celebrates and showcases the success of its preservation efforts and the work of the German Village Commission, by hosting its Annual Haus und Garten Tour.
As the premier event of the German Village Society as well as its base of financial support, the German Village Society shall make it a policy that all homes, gardens, educational programs, entertainment and other related activities shall conform to the values and interests as stated above.
Accordingly, the German Village Society’s Historic Preservation Officer (HPO), shall create a written protocol (process) outlining the criteria for participation in the Tour and then, review all homes, gardens, educational programs, activities and entertainment planned for the annual event. The Historic Preservation Officer shall advise the Historic Preservation Committee and the Haus und Garten Committee if any of the said facilities and/or events fail to meet the standards and guidelines of the Commission, as outlined in the protocol and the vision statement of the German Village Society. The Historic Preservation Officer shall perform these duties and notify the committees and the president in advance of any public announcement of any activity or facility being on Tour.
Affirmation by the Historic Preservation Officer of compliance with the protocol shall be required for inclusion of a facility’s or activity’s inclusion in the Haus und Garten Tour weekend and the president of the German Village Society shall so inform the Haus und Garten committee chairs and direct the chairs to work with the Historic Preservation Officer.
GERMAN VILLAGE SOCIETYSTREETSCAPE COMMITTEEMEETING MINUTES
TUESDAY APRIL 13TH, 2010 AT 6PM EST
Introductions - quick
Brian J. Santin Cheryl Hacker Mary MacKay Dennis BrandonWill Eylar Dave Stolz Sue Larsen Ned TheillCatherine Adams Karen Langenberg
Discussion
I. Review / Approve Previous Meeting Minutes
II. Issueso Third Street Project
Update on progress – Briano KKG is making arrangements to present their preliminary plans to
the German Village Commission at the May Commission Meeting. After that, it is suspected that KKG will review the comments by the Commission and I anticipate they will begin final plans for presenting the final product to the City of Columbus and then to the GVS in an open forum setting. I suspect this will take place in the next 2 months or so.
o Brochure Ideas Tree Brochure
o FINAL APPROVAL Looks great! Thanks go to Sue Larsen, Ned Theill, and
Crystal Seamon for their hard work in getting this excellent resource for our community put together.
Attached is a copy of the final brochure, you may note there is an absence of recommended arborists on the brochure – we are awaiting final verification by Catherine Adams and the GV Business group to confirm membership before adding names/contact info to the brochure
Ornamental Iron Works brochure o Update – Marianne was absent so this was tabled
Ground Cover on Tree Lawn brochure o Update – Karen was absent so this was tabled
Chimneys / Masonry Work Weeds / Flower Boxes Roofs Explore possible subject headlines / topics for each brochure
o Wild Life of GV – what to do when a possum finds himself in your yard, etc.
o Alleyso Domestic Animals
o Utility concerns Gas meter relocations on Reinhart
o Update – Gas company notified and while the meters will likely not be relocated to the side of the building, this should not become a recurring theme – If anyone notices gas meters being relocated please notify Brian
Advocacy – members raised the idea to explore other possible avenues the committee could pursue – due to time constraints we decided to discuss this more at the next meeting
Alley / Street Walk The Streetscape Committee is going to ‘take it to the streets’ this summer
by hosting a meeting as we walk along some of the alleys and streets within the Village and discuss our role in helping improve the Streetscape of the community –Stay Tuned for when this will take place!
IV. Establish Future Meeting DateTUESDAY MAY 18TH @6PM
Committee: Board Chair/Rep: Meeting Date:
Go Grun Crystal SeamonBrian Santin
May 16, 2010
Number of Attendees: New Members?:
20+
Executive Summary:
The GV Farm has exploded into full bloom already this year! We began the year with a very informative meeting with Luann Jackson at the Farm as we learned about composting methods. We have also constructed a tomato trellis, installed rain barrels and are actively donating produce to both the Food Pantry and Free Pharmacy. We plan to hold our next meeting in mid June, TBD.
Meeting Objectives/Highlights:
Request for staff time or Volunteers?
Financial Resources?
Issues or concerns that require consideration by the Board or staff for possible response or action with timeline included
Committee: Board Chair/Rep: Meeting Date:
Membership Jeanne Likins May 26, 2010
Number of Attendees: New Members?:
8 None
Executive Summary:
The Membership Committee continues to be very active with lots of new initiatives and great engagement by its members.
Meeting Objectives/Highlights: Member stats here Darci signed 17 letters to those not renewing in Jan. and Feb. after multiple
reminders and will do this on a rolling basis after three months of reminders to renew.
We will soon have a process in place with a volunteer to identify new property owners in German Village so that Welcome New Neighbor letters can be sent. Instead of one letter discussing both the Society and the German Village Commission, now there will be a letter from each organization to try to demonstrate the difference in these related groups which are often confused with one another.
The deadline for the drawing for a prize for the GVS member who has recruited the most new members is June 30th.
We will be getting the word out more systematically that membership dollars are about 50% of net income for the GVS and so our members are very important and much appreciated. We believe most folks have no idea about this fact and that some might increase their membership level if they knew this.
For members at the $125 and above levels, their two free tickets to Tour day are being mailed with a letter from Darci noting this member benefit and thanking them for their support.
The Neighbor Representative program is being launched silently with volunteers stepping up and 11 more areas need volunteers for this block by block outreach to every property in German Village. Kinko’s gave us a substantial discount on photocopying of 50 sets for each of these areas of membership and organizing material. Sid Druen paid the $262 cost. The goals include: collecting correct information on each property’s address, trying to identify properties with multiple units and empty structures, identifying the occupant by name, inviting each person to become a GVS member, and facilitating a greater sense of community within these mico-neighborhoods. All information will be used to update the GVS database which is sorely out of date and very incomplete as well as learn why people chose not to become members. There will be a big push for this to be done by the end of June and another push will be made at year’s end for year-end donations and the 2011 membership launch.
Our work, in partnership with GVBC members, continues on a “menu” of member appreciation events for those at the $250 and above level to be offered this summer/fall.
Request for staff time or Volunteers? Bob’s work and that of the committee!
Financial Resources? None
Issues or concerns that require consideration by the Board or staff for possible response or action with timeline included
50th anniversary Board ReportJune 7
Book Signing – June 25 Jody Graichen is having a book published ““Remembering German Village — Columbus, Ohio’s
Historic Treasure” and a book signing party will be held on Friday, June 25th at the home of Dr. Bill Mains and Brian Smith.
The cost is $60 and includes the book, food, drink, etc. Postcard invitations for event have been printed and is being sent out; additionally we will
include info in upcoming N4N newsletters and it will be posted online.
Muffins – July 10 at 2 p.m. We have an ask in to a to potential sponsor to underwrite team t-shirts We are advertising the game in the next N4N AND the possibility to be a team member Currently researching pricing for German Village/43206 limited edition baseball hats to sell as a
fundraiser We are working with Jody to publish a ThisWeek article on the history of the Ohio Village
Muffins
Outdoor Movie – Friday, Aug. 13 at 9 p.m. We are planning on hosting an outdoor movie night at Frank Fetch Park featuring The Sound of
Music sing-along (we thought the Friday the 13th theme appropriate since the singing is sure to be frightful!)
We are currently securing the movie screen and movie
Pub Crawl – Saturday, Oct. 1st in the mid-afternoon Sending out “save the Date” info in July Ashley Stephens is heading up the effort and is starting to meet with German Village pubs to
finalize involvement.
WOSU Documentary -- Tuesday, Oct. 19th at the Meeting Haus – 7 p.m. We will preview the WOSU German Village show that will be airing on Thursday, Oct. 21. We will
charge GVS members $15 and will offer wine and hors d’oeuvres We will put out a call in N4N to supply 20 hors d’oeuvres from the GV cookbook
Tree Lighting/Decorating Third St. – December We are talking to the Garten Club about creating 50th anniversary gold wreaths to sell as a
fundraiser for the Club Additionally, the 50th anniversary committee is purchasing gold ornaments for the Garten Club
to use to decorate the trees on Third St. We will work to secure sponsors for each tree to offset the cost.
Time Capsule – Jan. 9 We are working with Columbus Recreation and Parks Dept. to identify the best place to bury the
time capsule. We will put out a call for ideas of items to go in the time capsule in December.
Committee: Board Chair/Rep: Meeting Date:
Website Roy Bieber May 6, 2010
Number of Attendees: New Members?:
5
Executive Summary:
The Website Committee is currently working to expand the site’s services and potentially collaborate with the GVBC. We have also switched the site to a dedicated server which has afforded the site a quicker speed for uploading and downloading files. We are in the process of working with the Membership Committee and BOT to develop benefits of membership utilizing the website and N4N as tools to achieve these goals.
Meeting Objectives/Highlights:
Request for staff time or Volunteers? N/A
Financial Resources?
Issues or concerns that require consideration by the Board or staff for possible response or action with timeline included
Next Steps:
German Village Society Meeting Haus Event Manager Program Report
An ad hoc committee (Russ Arledge, Betty Garrett, and Jeanne Likins) has reviewed the current policies, prices, and supporting documents for the German Village Society’s Meeting Haus rentals. Russ compiled historical data from 2006 through 2009 for all Meeting Haus rentals and
this also has been evaluated. Relevant forms and information materials are being developed and will be finalized rates and policies are set by the German Village Society Board.
The Executive Committee reviewed a draft report and recommendations on the range of topics related to Meeting Haus rentals on June 2. While additional time is needed to complete this comprehensive report, hopefully by the August Board meeting, the Executive Committee recommends proceeding with the Meeting Haus Event Manager Program immediately so there is a German Village Society-designated staff person on site during all parties and receptions and so the German Village Society does not continue to lose money on these rentals now that staff are on site and being paid for this responsibility.
Meeting Haus Event Managers ProgramUntil recently, when someone rented the Meeting Haus they were given a key and instructions on getting in and out of the building, use of the AV equipment, etc., even if they were not members or not really known to the German Village Society. As good stewards of the Meeting Haus and its equipment and other assets, and with our new security system, the continuation of this informal tradition is not advisable.
During times the Meeting Haus is open, German Village Society staff serve as building managers assisting those using the building and ensuring that spaces are left clean and in good order.
For parties, receptions, corporate events, etc. held after Meeting Haus building hours, this committee recommends that the German Village Society identify three or four German Village Society members who agree to be contract “Event Managers”. If GVS staff would like to serve in this role, they will be paid through the usual payroll system and will not be independent contractors.
These Event Managers will be trained in the operation of the building, the expectations for those who rent our spaces, etc., and given the authority to make on site decisions which are in the best interest of the German Village Society.
These managers will be paid $20/hour from the set up start time when the building is opened and available to people renting the space need access to the building on the day of the event until the end of the time when the space is cleaned up and the building is closed by the German Village Society Event Manager. This is an additional charge ($25/hour) to the person or organization renting our space and would be payable in advance, just like the rental fee itself. If more time is needed for clean up and tear down post event, this amount will be deducted from the deposit.
The Meeting Haus Event Managers are responsible for the building and its contents during the entire event and will be expected to do a walk through at the end of the event to ensure that all is in good order and the space is left in good condition.
Russ Arledge, GVS Office Coordinator, has agreed to be available by cell phone at all times other than when he is out of town and then an alternate on call person will be identified.
Respectfully submitted,Jeanne Likins, ChairRuss ArledgeBetty Garrett
6.3.10
