German Village Society Board of TrusteesMeeting Agenda

September 7, 2010

1. Public Participation

2. Secretary’s Report Jeanne LikinsApprove August 2, 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---Monster Bash (oral) Darci Congrove---Oktoberfest (oral) Darci Congrove---GVS Property Tax Exemption (oral) Jim Hopple---G. Michael’s Trade Use Recommendation (oral) Jeanne Likins---Draft Meeting Haus policy, documents (written) Jeanne Likins---Website (oral) Brian Santin

Civic Relations (written) Crystal Seamon---monthly police luncheon (oral) Crystal Seamon

Finance (no report) Roy Bieber

Historic Preservation (no report) Will Eylar---Streetscape/Third Street Master Plan Brian Santin(written)

Long Range Planning (no report) Carolyn McCall

Go Green (no report) Crystal Seamon & Brian Santin

Organizational Development (no report) Jim Hopple

Parks, Public Spaces and Community Events Sara McNealey(no report)

Special CommitteesMembership (written) Jeanne Likins

50th Anniversary (oral) Sarah Irvin-Clark

German Village Business Committee (no report) David Cunningham

Marketing (no report) Norm Hall

Planned Giving Sub-Committee (no report) Jim Nichols

6. Old Business

7. New Business

8. Adjournment

German Village Society Board of Trustees Meeting Minutes August 2, 2010

Present: Chad Brataschi, Roy Bieber, Darci Congrove, Beth Ervin, Norm Hall, Jim Hopple, Jeanne Likins, Jim Nichols, Brian Santin, Crystal Seamon, Mike Yarborough. Absent: Sarah Irvin-Clark.

Also present: Russ Arledge (staff), Garth Bishop (reporter), David Cunningham (GVBC), Jerry Glick (Fetch Park), Sarah McNealey (Parks, Public Spaces and Community Events), and Gary Seaman (reporter).

President Darci Congrove called the meeting to order at 6:01 PM.

9. Public ParticipationSeth Gilbert, running for Franklin County Court of Appeals, introduced himself and spoke briefly about his qualifications and goals. There was discussion about whether to permit those running for office to come to the Society’s Board meeting to introduce them. Since there is not an official Board policy on this, we agreed to continue to hear briefly from political candidates when they attend this portion of our meeting.

10.Secretary’s Report Jeanne LikinsApproved July 7, 2010 German Village Society Board Meeting Minutes unanimously.

11. Staff Reports (written) Jody Graichen

Jody is working with the Historic Preservation Committee on the content for the preservation tab of the GVS website, continues to write her columns for This Week German Village, and fields questions from residents, members and Commissioners.

(written) Russ Arledge Russ updated the Board about the recent Stewart School fire, noting that the person apprehended has now been charged. Russ extended an offer of assistance if needed for whatever ways in which the Society and its members might be of help. The Superintendent’s Office expressed appreciation for this offer and will let Russ know how we might be of assistance. David Cunningham, GVBC chair, reported that this group has also reached out to the school.

Bill Doughton of Marion Village has inquired whether the Society would like to support the Parsons Avenue revitalization project. Russ will get more information on this endeavor, including on the planter sponsorship costs, which is one element of this project.

Russ reported that things were less hectic in July, although over 400 visitors were welcomed by the Visitor Center volunteers. Russ is updating all the group tour information and hand outs, starting with the Scavenger Hunt for children, which is very popular.

12. Treasurer’s Report Roy BieberBalance Sheet (written)P & L (written)

Roy reviewed these reports. He noted that there’s $72,000 in the checking account and $41,500 in the various designated accounts. The final draft from the Auditor is being reviewed by the Finance Committee’s Audit Sub-committee.

Roy explained that the difference in net revenue between 2009 and 2010 Haus & Garten Tour week-end is fundamentally the low ticket sales for Tour day in 2010, noting that there was not a multi-location retail point for sales. There is $107,000 designated for the Huntington Garden.

German Village Society expenses are about $16,000/month and Roy expects there to be sufficient cash available to get through the end of the fiscal year in December. Roy and Jim Nichols will review this cash flow information for our next meeting.

13. Committee ReportsStanding Committees

Executive Darci Congrove---Fetch Endowment (written) Roy Bieber

Roy presented the motion to move the Society’s designated Frank Fetch Park Endowment Fund to the German Village Garten Club, which is now its own 501 © 3 organization, at the Garten Club’s request. There was much discussion. No action was taken by the Board, pending the Garten Club’s action to draft a resolution to restrict the use of the funds in a similar manner to the restrictions in place while held by the German Village Society.

---Final GVS Policy on Use of Equipment (written) Jeanne LikinsJeanne presented a final policy entitled “Use of German Village Society Furniture, Art, Equipment and Supplies”. This was briefly amended, passed unanimously and is attached here.

---Website (oral) Brian SantinBrian reported that the member log in feature has been updated so each Society membership can have two user names and log ins as many of our members have requested.

Civic Relations (written report) Crystal Seamon---monthly police luncheon (oral) Jerry Glick

Jerry reported on the recent Police Luncheon, sharing the hand outs on personal safety that were provided at the July luncheon. The police will host a day long program on safety at the Meeting Haus on Sat., Oct. 2. Other topics of interest for this program include a focus on victims of car break-ins, identifying individuals’ property, and appropriate lighting for homes and business.

The next Police Luncheon is August 26th at 12:30 PM. Thanks to the German Village businesses, one of whom provides lunch for the officers at each monthly meeting. All are invited to attend and bring their own lunch.

Crystal attended the July 14 Columbus City Council public hearing on the proposed phase 1 of the I-70/71 split. City Council subsequently modified the language in the resolution that they passed recently that reflected community concerns from this public hearing and Crystal believes this new language is quite positive.

Finance (no report) Roy Bieber

Historic Preservation (written) Will EylarThis committee is reviewing and revising the content for the preservation tab of the Society’s website, has been thinking about ways to be involved in the 20111 Haus & Garten Tour, and is planning to do three brochures in the coming months like the two already done by the Streetscape Committee which are available on the Society’s website and Visitor’s Center.

---Streetscape/Third Street Master Plan (written) Brian Santin(written)

July 7 was the final presentation to the German Village community about the Third Street Master Plan by the consultants KKG and their partners, Brian noted. It is available on the GVS website and the committee will begin exploring next steps with this initiative. August 17 at 6 PM at the Meeting Haus is the next meeting and it’s a “Walk the Streets” meeting to see areas and issues of interest for German Village’s streetscape.

Long Range Planning (no report) Carolyn McCall

Go Green (no report) Crystal Seamon &

Brian Santin

Organizational Development (no report) Jim Hopple

Parks. Public Spaces and Community Events Sara McNealey(no report)

Special Committees:Membership (written) Jeanne Likins

Jeanne reported that there are 99 new memberships through the end of July (81 individuals/households and 18 GVBC memberships) and the Welcome to the GVS Reception is Tuesday, August 10 from 6:00-7:30 PM in the Fest Hall. Board members and Membership Committee members are asked to provide an appetizer not requiring silverware for 20 people, wine is from a prior event, and Bert Stevens will provide flowers for the nametag table. There are 694 GVS memberships with almost double that number of individual people who support the Society.

Non-renewing members are sent three email reminders (paper to those without an email address). Those at the$125 level and above then get a personal letter from Darci and those at the individual/household level get a personal letter from Jeanne. This is the monthly process in place and working well.

The Neighbor Representative program is in full swing with 20 reps going door to door to talk about membership. From April-June, 79 members expressed interest in a German Village Society committee or activity with the greatest interest in special events. Pam Bergeron is linking these members with committees and asks committee chairs to make a special effort to involve these folks in their committees.

Each month, all new German Village property owners are getting a mailing with a welcome letter from the Society and a second welcome letter from the German Village Commission. Jeanne requests that anyone who has a new neighbor let Bob know so we can be sure they get a welcome from us and Bob will tell the Neighbor Reps so they can extend a personal welcome as well.

Final plans are progressing for 4-6 member appreciation/GV business showcase events to be held in Sept. and early October.

50th Anniversary (no report) Sarah Irvin-Clark

German Village Business Committee David Cunningham(oral report)

David reported that Art Crawl was a good success, in spite of the very high heat, about 600 attended, and the GVBC made a profit. The GVBC wants to do this again in 2011. Also, the GVBC will be working on strategies to collaborate with the 2011 H&G Tour week-end and vice versa.

Marketing (no report) Norm Hall

Campaign Planning Committee (no report) Jim Nichols

14. Old Business Maintenance Committee (written report at meeting) Roy Bieber

Roy reported on behalf of this group which wants to focus its next steps on the safety issues as outlined in the GVS Maintenance Committee Building Proposal for 2010 ( 2 A and B), spending no more than $10,000 which is in the budgeted maintenance account for 2010. Since these items were bid already, the committee will proceed and then it will get two bids for the other recommended office improvements for future possible improvements. This was approved unanimously.

15. New BusinessChad announced his resignation from the Board since he has taken a new job with a lot of travel out of the country and a likely re-location out of Columbus. Darci thanked Chad for all of his work as a Trustee and as Vice President and wished Chad well.

Chad and Ann have finished the Monster Bash Manual and they will have a meeting to transition to the 2010 Monster Bash Committee, which is being chaired by volunteer Adrianne Mellen Ramstack.

16.Adjournment

Motion and adjourned at 7: 23 PM.

8.7.10

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;

Submitted Liquor Permit for Monster Bash to Meeting Haus for Adrianne/Russ to complete (check, notarized signatures, etc.);

Finalized website copy for Historic Preservation tab of website, awaiting final review before submitting to website committee for posting;

Edited Neighbors4Neighbors Weekly Digest; Drafted weekly columns for ThisWeek German Village

Meeting Objectives/Highlights:

Next Steps:

September 7, 2010

Monthly Report to the German Village Society Board of Trustees

Submitted by: Russ Arledge, Office Coordinator

The month of July ended with the tragic fire at Stewart Traditional Elementary School, the month of August started with the question,”What can we do to help?”

While Stewart school was closed for the summer break, the new school year was scheduled to start August 25 and a decision was made to move the students to the Beck Street School, which had been closed for several years. While the Columbus City Schools started their cleanup effort to move the school, the German Village Society immediately sprang into action organizing a relief effort with the support of the German Village Business Community, and the surrounding neighborhood to collect monetary donations and school supplies to replace those lost in the fire. Additionally, at the request of Stewart School Principal Kim Jones, the German Village Society even organized a Volunteer Day held on August 21, where 39 volunteers showed up and in a matter of hours assembled a 7,300 book library and assisted 10 teachers setting up their classrooms… the day was a huge success!

To date, on behalf of Stewart School, the German Village Society has collected and delivered $3,026 in monetary donations, over 50 cases of school supplies with an estimated value of $7,000, and volunteered over 150 hours of time ($3,000 value) to the reliefe/setup effort.

Meanwhile the Visitor Center Volunteers were kept busy this month welcoming over 463 visitors!

Several other successful events took place this month… The Mew Member Reception held on August 10th, was very well attended I heard nothing but very positive comments from the new members about the dedication and commitment of the German Village Society members and Board of Trustees in making them feel welcome in the community. The second event was the monthly Police Luncheon where 11 Columbus Police Officers and over 20 residents attended to talk about the safety issues for the month and plan the German Village Safety Day to be held in October (date tba). More information on both events to be found in the Committee reports.

All for this month.

German Village SocietyMeeting Haus Rental Request

Please complete as much information as possible at the t ime of your request.

Room requested ____________________________________________Rental date ____________________________________________

Time of arrival for set-up ____________________________________________Time of event ____________________________________________Departure time post event ____________________________________________Total hours using the space ____________________________________________Recycling containers requested (4 max) Y/N __________ (see Recycling Agreement)Type of event ____________________________________________Organization ____________________________________________Contact name ____________________________________________Mailing address ____________________________________________Email address ____________________________________________Telephone/fax ____________________________________________Mobile number ____________________________________________Caterer ____________________________________________Food service license □ Total charge $__________(_____hrs x $______)Worker’s Comp □ Deposit to hold the date$___________Insurance certificate □ Less 20% membership discount $___________

TOTAL DUE $___________I have read, understand, and agree to adhere to the GVS policies (see attachments) for renting the German Village Society Meeting Haus.

________________________________________ ____________________Signature Date COMMENTS

__________________________________________________________________

Mission Statement: The German Village Society is a not-for-profit organization dedicated to retaining the character and distinction of the past while creating a thriving and contemporary community in German Village.

German Village Society Meeting Haus Rental RatesRoom Capacities

Scheurer Room 60 people; 33’x24’

Brent Warner Fest Hall 248 people; 39’x46’

The rental rate period is from set-up start time to clean-up end time. Rental rates are less when the Visitor Center is open: Monday – Friday 9am -4pm,

Saturday 10am – 2pm. Monday-Thursday after 4pm is reserved for German Village Society or its affiliates

groups and activities and is not available for rental. After-hour rates apply Friday after 4pm, Saturday before 10 am and after 2pm and

Sunday. The German Village Society does not have a liquor license. It is the responsibility of the

renter to comply with the liquor laws of the state of Ohio. Please plan your event to allow sufficient time for the building to be cleaned and closed

by midnight.(For example, if the renter or caterer needs 2 hours for cleanup, the event should end at 10pm.) The German Village Society seeks to be a good neighbor.

Meeting Rental RatesScheurer Room $35/hour (during Visitor Center open hours) $90/hour (after-hour rate)Brent Warner Fest Hall $50/hour (during Visitor Center open hours) $90/hour (after-hour rate)

Note: A meeting is a gathering for discussion or work purposes and light refreshments, such as a snack, may be served.

Party and Reception Rental RatesScheurer Room and Brent Warner Fest Hall

Less than 100 people, the rate is $125/hour ($150 deposit) Over 100 people, the rate is $225/hour ($300 deposit)

Note: A party or reception is an event in which food and beverages are served and guests may be standing, sitting, etc.

German Village Society groups may use the Meeting Haus at no cost.German Village Society “affiliate groups” may use the Meeting Haus at no cost. These groups must be a GVBC member at the $200 non-retail level or higher, or have and agreement to trade memberships and materials with the Society to qualify for free use of the Meeting Haus such as the German Village Commission, German Village Garten Club, Actors Theater, etc. German Village Society Members receive a 20% member rental discount and must be present for the entire event.Charitable/Non-Profit/Government Groups also receive a 20% discount after providing proof of their 501(c)(3) status.

Payment: A signed contract, deposit and credit card are required to guarantee a rental reservation. Final payment must be made seven days prior to the event unless a corporate account has been established. Social functions may not be invoiced.

Cleanup – for all events: All kitchen countertops, sinks, appliances and floors must be left in the clean condition in which they were found. All event trash and recyclables must be removed from the premises at the end of the event. Deposits are refunded within two weeks of the event pending satisfactory cleanup of

event. If cleanup or any damage to the property exceeds the deposit amount, the person renting the space is responsible and will be billed for clean up, repairs, etc.

German Village Society Meeting Haus Rental Policies and Procedures 2010

Reservation, Confirmation and PaymentThe German Village Society’s Meeting Haus is primarily for the use of this non-profit, tax exempt, charitable organization in carrying out its mission.

The Meeting Haus is not available for fundraising events for groups other than those designated under the umbrella of the German Village Society or other German Village-related groups.

Since this building is in high use by the German Village Society and its community Monday-Thursday from 4 PM onward, rentals are not available at these times.

Reservations are accepted one year ahead or less for weddings.

The German Village Society requires proof of the host’s liability insurance for any events in the Meeting Haus which include serving alcohol.

German Village Society approved caterers are to be used for receptions, parties and corporate events and proof of a food service license, workers comp coverage, and a liability insurance certificate is required.

A signed contract and deposit (check, cash or charge) guarantee a space reservation. Final payment must be made seven days prior to the event unless a corporate account has been established. Social functions may not be invoiced.

The use of birdseed, glitter, or rice inside or on the grounds is not permitted. There is a “No Smoking” policy.

The German Village Society is not responsible for lost or stolen items and must be notified about ALL deliveries. Deliveries are to be scheduled in advance. Deliveries for Saturday evening and/or Sunday events may be made on Saturday between 10 AM and 2 PM.

Any items left, such as trays, glasses, beverages, paper products, food, etc., will be disposed of and there may be an additional charge for this disposal, which will be deducted from the deposit.

Equipment Included in Rental FeeSchuerer Room: four 8’ modular conference tables, 32 chairs on rollersFest Hall: 12 - 8’ tables in the Fest Hall, 150 brown metal folding chairs

Kitchen facilities are adjacent to each space. The kitchens are for service only. Cooking is NOT permitted. See more detailed kitchen information below.

German Village Society VCR and audio equipment is to be used only by the Society’s building manager.

Table and chair set up and tear down is done by the German Village Society’s building manager.

Special Considerations for Parties, Receptions, Corporate EventsPrivate parties, receptions or corporate events require a German Village Society building manager on site from the start of set up until the end of clean up. All or part of the deposit may be forfeited if clean up goes after midnight.

The rental rate for parties with less than 100 guests is $125.00/hour while events with more than 100 people are $225.00/hour. Deposit rates are $150 for events with fewer than 100 and $300 for those with more guests. The maximum capacity of the Scheurer Room is 60 and is 248 for the Brenton Warner Fest Hall.

Assuming the German Village Society does not incur any additional expense directly related to your event and the Meeting Haus is left as you found it (including other rooms, kitchen areas, restrooms, floors, trash and recycling removal off-site, etc.), your deposit will be returned approximately two weeks after the event. The deposit is in addition to the rental fee.

The German Village Society does not have a liquor license. It is the responsibility of the renter to comply with the liquor laws of the state of Ohio.

Limited parking is available on the Society’s Meeting Haus Platz. Some parts of German Village have restricted street parking. For assistance with parking, we recommend Premier Parking (740.817.0807) for valet services, the Livingston United Methodist Church, 200 E. Livingston Ave. 614-224-2006 in consideration of a donation to their Food Pantry, and the Golden Hobby Shop, 630 S. Third St. 614-645-8329 for a monetary donation to help support their facility.

Rules for Using Kitchens and Equipment at the German Village Society Meeting Haus

Kitchens are to be used for final preparations and serving only. Neither kitchen can be used for cooking.

Refrigerators - Caterers and groups using the Meeting Haus may use available refrigerator space during the function, but all food and beverages must be removed from the Meeting Haus at the end of the function or they will be disposed of the next day either for a fee or a deduction from the deposit.

Microwave Oven - The microwave oven in the Neighborhood Room may be used for heating food items. Use only plastic, paper, and microwave safe containers. Never use metal containers for heating food in the microwave.

Dishwasher - The dishwasher in the Neighborhood Room may not be used since it would not have time to run its cycle and be emptied prior to the time an event is over and the building is vacated.

Ice Tubs (for soda, beer and wine) - Arrangements must be made in advance to use the Ice Tubs.

Catering and Rental EquipmentHeating Appliances - Coffee pots, small heating ovens, microwaves, other small appliances, and hot boxes may be used as long as they do not require more than 110 volts 20 amp services. Please check with the Meeting Haus staff or building manager to make sure such appliances are acceptable.

Rental Equipment - Rental equipment must be removed at the end of the function, unless arrangements have been made in advance with the Meeting Haus staff. There may be a fee involved with such arrangements.

Cleaning and Trash RemovalCleaning - All countertops, sinks, appliances, and floors must be left in the clean condition in which they were found.

Cleaning Supplies - Basic cleaning supplies for cleaning countertops, sinks, etc. are provided under the sink in each kitchen. Brooms and dust mops can be provided by the Meeting Haus staff. The wooden floors in the Fest Hall should not be wet-mopped. Towels, wash cloths and disposables such as paper towels must be provided by the caterer or the renter.

Trash - All caterers or groups must provide their own trash receptacles and plastic bags. Renters and caterers must remove all trash from the premises before they leave the building or there will be an additional fee charged for this.

Recycling – Recycling containers (plastic bottles and cans) can be made available if requested in advance by completing a request for this equipment (see Rental Request form). Recycling items are to be removed from the Meeting Haus at the conclusion of the event. The Kroger in the Brewery District (150 West Sycamore Street, Columbus, OH 432115) has exterior recycling bins that are available 24/7.8.22.10

German Village Society Recycling Rental Agreement

The German Village Society Go Green! Go Grun! Committee makes it possible to recycle bottles and cans at German Village Society events and for those renting (“Renter”) the Meeting Haus facilities with the following conditions.

I. Recycling containers 4 large recycling containers in the shape of a bottle are available for use Containers MUST be returned to the German Village Meeting Haus in like-

new condition after use or be responsible for the cost of replacing the container ($150 replacement fee each)

II. Request to Use This agreement must be submitted to the German Village Society Meeting

Haus staff no later than 2 weeks prior to rental date.

The Renter will be notified if the use of the requested number of recycling containers is not possible.

III. Compatible Recyclables ONLY Plastic Bottles and Cans are allowable

IV. Disposal of Recyclables Renter is responsible for disposal of all recyclables and must remove

recyclables before they leave the building.

Date of event: _____________________________________

Name of renter: ____________________________________

Number of recycable containers requested (max 4) ___________

o I agree to return all recyclable containers in like-new condition upon the completion of the event for which I am renting the German Village Meeting Haus.

Signature ______________________________ Date _______________________

GERMAN VILLAGE SOCIETYSTREETSCAPE COMMITTEE

TAKE-IT-TO-THE-STREETS MINUTESWEDNESDAY AUGUST 17TH, 2010 AT 6PM EST

Introductions Brian J. Santin Greg Smith Alida Smith Dennis BrandonTim Bibler Russ Arledge Marika Alredge Jessica LindnerRobert Lindner Ned Thiell Carolyn McCall Mary MacKayJoanne Sinclair

Presentation / Discussion I. We began walking along Third Street from the Meeting Haus down to Sycamore

a. Observed a few of the representative examples of concern along this main corridor

II. Weedsa. Maybe put a small blurb in N4N re: recommended ways to keep cleanb. Remind residents of responsibility to keep tiddy streetlawnsc. Owner vs renters – whose responsibility is it?

i. Possibly send out verbage for inclusion in rental agreements, reminds tenants to keep streetscape clean

III. Encourage businesses to improve streetscapea. Provide and compliment examples of those doing a great job already

i. i.e. US Bank on Mohawk with beautiful flowerboxes in frontIV. Garbage cans to be kept off street/lawn until after duskV. Village clean-up or possibly a ‘weed’ clean-upVI. Utility valve replacement caps absent or at improper height along sidewalksVII. Investigate brick street maintenance policy of CityVIII. Alley replaving issues

a. Responsibility of citizens to notify City if issues (pot holes, etc.)IX. Big vehicle turning radii at tight intersections

a. Buses at corner of Columbus and SchmidtsX. History of brick curbs along 6th streetXI. GVS emblem

a. Proposed to revisit the sale of these emblems to residents as a 50th Anniversary fund raiser for the Society

i. Possibly establish criteria XII. Flag fund raiser

a. Possibly investigate the design and sale of a German Village neighborhood flag which could be sold to residents as a fund raiser

NEXT STREETSCAPE MTGTuesday, September 21st @6pm

Committee: Board Chair/Rep: Meeting Date:Membership Jeanne Likins August 5 and 23, 2010

Number of Attendees: New Members?:7 and 5 respectively Mary MacKay

Executive Summary:

The Committee continues its work to recruit and retain GVS members through the various activities outlined below.

Preparations are underway to launch 2011 membership campaign in early November to secure GVS cash flow, as was done for 2010 membership.

Next meeting: Monday, September 13 6 PM, Meeting Haus.

Meeting Objectives/Highlights: As of 8.31.10, the GVS has 603 memberships (not total members, includes new

and renewal) with two-thirds of these memberships at the individual/household

level and an additional 114 GVBC members. 172 members have not renewed

although some of these members’ renewal dates are in the fall. We are

analyzing available membership data and hope to report next month on this.

Preliminary 2011 membership recommendations and seeking feedback about:

1. retain 2010 membership form and list of For the Good of the Neighborhood

as well as direct member benefits, hope to get assistance for a more

“snappy” marketing appearance of these from a volunteer on the Marketing

Committee (Amanda Fondriest has offered).

2. retain anniversary date renewal

3. retain two Tour Day tickets free to all at $125 level and above

4. add $125 and above members listed on the GVS website

5. add $250 and above members listed in H&G Tour Booklet

6. add $1,000 members never be closed out of a GVS event

7. make 20% membership discount across the board for everything sold in the

Visitor’s Center (with other non-profits, sometimes people purchase

membership for this benefit)

8. GVBC members to get two announcements/year in N4N Digest and non-

GVBC members not given any N4N Digest access

9. don’t recommend promising member appreciation events so these are a

surprise, don’t alienate those not included, and don’t tie our hands to specific

details this far in advance

10. don’t recommend auto renewal so we can work each year to increase

membership levels

Plan to launch 2011 membership campaign in early November like last year to secure

cash flow.

Hosted 29 new GVS members (46 RSVPed to attend) at August 10th Welcome

New Members reception which eight Board members and seven Committee

members attended, each bringing an appetizer or dessert for 20, while the

Society provided wine (eight white, nine red bottles), plates and glasses.

Huntington Garden prepared five vases of beautiful flowers. There was much

appreciation expressed by those attending and some who couldn’t attend. Lots

of young members attended. Another reception will be hosted in January for all

2010 new members and we hope to continue this welcome twice each year.

Following the event, Pam Bergeron wrote personal thank you notes to all who

attended and Jeanne sent an email letter (attached) to those who couldn’t attend

with helpful information that was shared during the event.

Neighbor Rep program continues and a mid-stream evaluation report from this

sub-group of our Committee is attached here, authored by Dave Ross. Current

plans call for a second outreach effort in Nov. /Dec. for year-end joining and

giving.

Four member appreciation events, which will also showcase GVBC members,

are planned for GVS members at the $250 and above levels in late

September/October (invite to be forwarded FYI next week).

Golden Anniversary Membership Roster has been launched, is on the GVS

website, will go in the anniversary time capsule in early January, and we are

exploring methods to make it available on a revolving basis somewhere in the

Meeting Haus. We hope this inspires folks to join/renew or to increase their level

of membership support for 2010.

Continuing exploration of 50th Anniversary Membership plaque, collaborating with

Streetscape and 50th Anniversary Committees.

Next Steps: Continue all of the above as well as initiate exploration of how the GVS might

partner with other like-minded non-profits and make available some benefits

from those groups to GVS members at certain levels (such as discount on

Columbus Landmarks Tours or discount at Ohio Historical Society) for 2012

membership year.

Coordinating meeting to evaluate pros and cons of GVS database and GVS

website database to see how to streamline keeping data updated.

Exploring how to access and track membership data in GVS database for

reporting and analyzes.

Email to those who didn’t attended Welcome New GVS Member Reception August 10, 2010

We missed you at the German Village Society “Welcome New Member Reception” on August 10th. It was a lot of fun and we enjoyed getting to know about 30 of our new members who were able to attend. We want to let you know that we plan to do another reception in January for all who are new to the GVS in all of 2010, and we hope you will be able to join us then.

There is a lot to know about German Village and the German Village Society. Three excellent resources are available to get you started in case you don’t know about these or haven’t had time to explore them:

The Meeting Haus Visitor Center is staffed by volunteers Monday through Friday 9 AM –4 PM and 10 AM – 2 PM on Saturday. The Society office is staffed by our Office Coordinator, Russ Arledge, Monday through Friday 9 AM – 4 PM and by our volunteer Membership Coordinator, Bob Jackson, who keeps similar hours to Russ on most days. Jody Graichen is our part-time Historic Preservation Officer who works remotely and is available by phone and email. She has a wealth of information about the German Village Commission and all things related to historic preservation, our core mission. The Meeting Haus phone number is 221.8888.

The N4N (Neighbors4Neighbors) Digest is emailed each Thursday and has all kinds of neighborhood information and current events. To join, add your name to the distribution list, and send your contact information to Bob at volunteer@germanvillage.com.

The Society’s website, www.germanvillage.com, has undergone a significant change in the last year and is not to be missed. There is a wealth of information and new content is being developed every day. To access the “member-only” section, you need to create a member profile, which can be done on the website or by contacting Bob or Russ.

Please feel free to reach out to us at the Visitor Center and office. We love to hear from our members and want to be of assistance. Pam Bergeron is our volunteer “engagement coordinator” who works to link members with opportunities to be involved in the life and work of

the German Village Society “For the Good of our Neighborhood”. Here’s helpful contact information:

Bob Jackson volunteer@germanvillage.com 221.8888 (office)Russ Arledge rarledge@germanvillage.com 221.8888 (office)Pam Bergeron pambergeron@columbus.rr.com 732.0593 (home)Jeanne Likins jlikins@columbus.rr.com 444.0565 (work)

Again, welcome to the German Village Society!

Sincerely,

Jeanne M. Likins, Trustee and Chair, Membership Committee

Membership sub-committeeReport

Activity: Soliciting members by areaMeeting of sub-committee July 27th

The concept was initiated last September ’09. The actual activity took place between May 1st and July31st . To date; of the 32 areas that have been identified 20 have been assigned and accepted. Of those 20, 10 have been reported as complete.The dollar cost of the project was underwritten by the committee and was approximately $330.00, plus the postage that individual Area Reps provided.

The comments of the various 10 reports are summarized as follows:

“A lot of the property owners in my area are members, most residences are rentals and are impossible to contact. The ones I did reach are young professionals and not interested in GVS or activities. I delivered letters to non-members homes and mailed members their letter. Area 2”

“We combined 2 areas – much more time consuming then expected. Saw no need for 2 letters – Very few people at home and not comfortable knocking on doors. Found about 110 residences in the 2 areas of which about 34 were members. Quite a few renters and the few we spoke with were not interested.We were asked for the availability of a student membership. They enjoyed the N4N. But felt membership was too expensive.We feel that each NR in the Areas should be able to choose a person on each block to work on their close neighbors. Area 4&8”

“The program took longer then anticipated so I mailed all the letters to everyone – I personalized the ones that I knew. Area 9”

“We combined areas and rewrote the letter, so that one letter would apply. We delivered 38 packets by hand to mail slots or doors, no personal contact. We listed the places for sale or rent about 15.(including Beck Place). There were some address anomalies.in our report. Area 11 &12”

“I started knocking on doors but ended up delivering a packet to non-members on my list. Area 28”

“I delivered both member and non-member letters to as many houses that had a place to put the packets. The balance I mailed. I spoke to one non-member, lack of interest. This overall approach seemed logical but lacked positive feedback from recipients, Area 17”

“I changed the letters because I didn’t want my phone or e-mail address in the letter. I suggested they contact GVS or the web-site. I delivered the packets and have the results of members and non-members on my written report. Area 24”

Note:We have many of the working sheets from the Reps that show a breakdown of Renters and Home owners. I will go over them with Bob, so see if they can produce information that is of value both for future activity as well as the GVS in general.

Committee Comments and Recommendations

One of the expected results of this program was to identify the number of new members as a result of the effort. That has yet to happen. Nor is there a sure way of identifying the results.This method certainly has produced some positive results for the money spent. There are not enough numbers to draw any hard statistics. Feedback tends to lean towards a successful endeavor.

In a query sent to the Reps (11 replies) all are willing to stay on as Reps. The consensus was that the next all out activity they would do by mail or drop in mail slot. Knocking on doors is out. Feedback from at least one rep is that neighbors that chose not to do anything at the original contact are still aware of the program and that is a very positive effect.

Aside from getting the additional twelve (12) area reps to match the open areas, several reps feel that they should in turn get other members to help them cover their neighborhoods. That may be difficult but a worthwhile goal.

Several reps feel that we should concentrate on homeowners rather than wasting personal attention on renters. Perhaps another approach, through the mail, might be more productive for renters.Perhaps a Special Postcard, advertising a FREE benefit. (Six months of FREE N4N to their e-mail). Colorful and simple.We will discuss these ideas..

Others on the Committee wish to repeat this past activity in October-November to take advantage of the end of the year tax deduction for the contribution to the GVS.

Other comments by committee members include the hardnosed approach.

I am a believer in a more blunt approach i.e."German Village Society protects you and your property - it's your duty to support German Village Society by being a member."   Something with a little harder edge.  Subtlety seems to get lost with some of these nonmembers. We need to convince them that as far as they are concerned, GVS represents a Homeowner's and Renter's Association that is working for them.

Another rep suggests that we soften up the membership before any appeal with a N4N dedicated to the subject of Membership.I suggest a Neighbors4Neighbors email...with one subject...Membership. And, asking new neighbors to join when they move into the neighborhood.

In summery, - We need more Reps- Reps will mail or place in mail slots- We should do something in October-November- Consider separate type of mailing to Renters

Respectively Submitted by Membership Sub-CommitteeDave Ross, Susan Alton, Sid Druen, Ashley Stephens, Heidi Drake

German Village is one of our city’s great treasures. German Village Society members are the heart and soul of our much-loved neighborhood. In 2010, the GVS will celebrate its 50th anniversary and we hope you will join us as we set the stage for the next 50 years.Membership dollars are For the Good of the Neighborhood and go toward the operation of the German Village Society, including our historic preservation education and outreach programs, the operation of the Meeting Haus, our staff, the GVS web site and other activities. Your support helps make these things possible and will be greatly appreciated! Please indicate your membership for 2010, which is 100% tax deductible:

O $1,000 Legacy Circle O $500 Benefactor O $250 PatronO $125 Supporter O $60 Household О $40 Individual

Member Name(S)#1____________________________________________#2________________________________________

Street Address__________________________________________________________________________

City/State/Zip___________________________________ Home Phone #________________________

If you are new to German Village, where did you come from? ____________________________

Member #1Mobile Phone #______________________________ Work Phone #

________________________Email ________________________________________ Place of Work

________________________Professional

Associations_____________________________________________________________

Member #2

2010Board of Trustees

Roy BieberChad Bratschi

Sarah Irvin ClarkDarci Congrove

Mary CusickJerry Glick

Norman L. HallJames Hopple

Sarah Kellenberger-

HarphamJeanne LikinsCarolyn McCallSara McNealey

James L. NicholsCrystal Seamon

2010 Membership Form

Mobile Phone #______________________________ Work Phone # ________________________

Email ________________________________________ Place of Work ________________________ Professional Associations_____________________________________________________________Payment Information

Membership Amount $ __________ Additional Gift __________ Total Payment $__________

Payment O Check O Cash O Credit Card O PayPal

Charge #______________________________________ Vin # ___________

Billing Address___________________________________ Expiration Date______

Please make your check payable to The German Village Society. To pay by credit card, please go to www.germanvillage.com and save postage or a trip to the Meeting Haus by paying through our secure PayPal account. This reduces transaction fees to the German Village Society. You do not need a PayPal account for this process.

Interested in getting connected with the neighborhood? The reverse side outlines many opportunities. We hope you will find something of interest to you.erested in getting connected

What we love about German Village is far greater than a list of specific benefits. German Village is all about the people, our collective love for this historic community, its pedestrian orientation that enables us to walk to stunning parks and terrific local shops where we see and greet our neighbors and friends, and the special sense of community that we all cherish. The German Village Society has nurtured our community for fifty years and continues to be at the center of the German Village experience.

For the Good of the Neighborhood the German Village Society: Educates property owners, residents, and visitors about historic preservation and historic

preservation techniques Educates our community and visitors about the importance of following the German Village

Commission Guidelines that help protect and preserve the historic character of our Village, including providing site visit evaluations and photos as needed, for the German Village Commission and code enforcement purposes

Supports the German Village Commission in its work, collaborating on the Guidelines’ updates and showcasing exemplary renovations in partnership with the Commission through the annual Caretakers of a Legacy recognition program

Solicits, maintains and makes available archives and historic files of individual German Village properties

Publishes the German Village Walking Tour to educate visitors about our historic neighborhood Collaborates with city and state government leaders to value, protect and enhance our historic

neighborhood (such as the Third Street Master Plan, 70/71 split issues, brick street repair, trash collection, code enforcement, safety, parking, sound abatement, etc.)

Partners with other historic communities and groups and contiguous neighborhoods to value, protect and enhance our beloved community

Provides community-based volunteers to staff the Visitor’s Center with an award winning video to educate visitors about German Village’s history and to answer questions and direct visitors to German Village businesses

Coordinates educational, docent led tours for children and adults from around the world Maintains the Meeting Haus for our neighbors and our community to have a central location for

gathering, meeting and celebrating Offers an array of activities such as Haus und Garten Tour and Pre-Tour, Village Lights, Mother

May I?, Monster Bash, Chili Today/Hot Tamale, Pet Parade, Carols and Casseroles, etc. Partners with other German Village organizations such as the German Village Garten Club,

Actor’s Theatre, Art Crawl, Friends of Frank Fetch Park, and Prost! to unify our neighborhood and provide opportunities for stitching together the fabric of our community

Provides leadership to maintain and enhance Frank Fetch and Schiller Parks as beautiful, welcoming oases in our urban setting, in partnership with the Recreation and Parks Department and the German Village Garten Club, Friends of Fetch and Schiller Parks, and Huntington Garden Deadheaders

Coordinates an Ambassador program to welcome and help new folks and members get connected

Provides volunteer opportunities that weave the community together and introduce new friends, nurturing the sense of belonging and community so prized about German Village

Direct German Village Society Member Benefits: Provides trained, professional staff for reviewing German Village Commission applications for

completeness Answers questions and offers referrals for trades people such as roofers, painters, etc. Delivers German Village Commission applications to City’s Historic Preservation Office on a

monthly basis Prints specific sections of the German Village Guidelines at minimal cost Provides 20% German Village Society member discount for copies of historic files and photos Provides the German Village Society Membership Directory to keep our community connected Offers 20 % discount for Meeting Haus rentals for members for non-German Village Society

events Provides member only access to German Village Society’s website, including selected parts of

current N4Ns Provides periodic membership discounts through the German Village Business Community Provides advanced notice when German Village Society event tickets go on sale and 20%

German Village Society member discount Assists members with package deliveries and other needs

Provides opportunities to work together, creating connections and relationships with others to enhance German Village, such as by planning events, welcoming people, and participating in leadership and governance of the Society

Maintains itself as a tax exempt entity so that membership is 100% tax deductible

Members at $125 level and above receive two complimentary tickets to the annual Haus und Garten Tour

Let Us Brag a Bit about a few of the German Village Society’s achievements:

Designated Ohio’s fist Preserve America Neighborhood Fund projects such as the Third Street Master Plan presently being developed and the new

signage recently added in Schiller Park Years of representing German Village interests with city and state projects such as the 70/71

split, brick street repairs, safety services, trash receptacles and collection, maintaining streetscape and historic trees in our parks, etc.

Active German Village Garten Club and Friends of Schiller and Frank Fetch Park groups that have improved the Village in so many ways, including the complete renovation and enhancement of both parks

Many community events that are fun and make the Village what it is and what we love as Villagers and that show off our community to friends and visitors

588 South Third Street, Columbus, Ohio 43215.5754614.221.8888/www.germanvillage.com

Get connected. Stay connected.There’s no better way to get connected to our neighborhood than through the German Village Society. Opportunities abound to meet new friends, help steer the future of our neighborhood, have a voice in things that matter, explore areas that interest you, and even become an event planner extraordinaire. Tell us what opportunities interest you, and we’ll contact you with more details:□ Adopt-A-School: Volunteers at Stewart Elementary can tutor, or help with special projects or

before-school programs. □ Civic Relations: Serve as a German Village ambassador by developing relationships with city,

county and state government representatives, the Columbus Police, a variety of historic and community organizations, and more.

□ Community Garden - Claim your very own plot (or find a friend and share) and enjoy fresh, home-grown organic vegetables all summer long. You can also help with the communal plots, which help stock the Livingston United Methodist Church food pantry.

□ Gardeners (Huntington Gardens, Schiller Park, and Frank Fetch Park): Help maintain the beautiful gardens and chat with your new friends over flowers.

□ Friends of Schiller Park: Join a group with a passion for this beautiful public park, maintain the perimeter gardens, and monitor the care of our historic trees and the maintenance needs of the park.

□ Go Grün/Go Green: Help develop sustainable, green initiatives and education in our uniquely urban and historic community.

□ Historic Preservation: We’re all about retaining the character and distinction of the past while creating a thriving and contemporary community in German Village. Help this group sustain the past while weaving it into our future.

□ Livingston United Methodist Church Food Pantry: Help a neighbor in need. The food pantry is open three days a month and volunteers are needed to assemble and distribute groceries and help greet clients.

□ Long-Range Planning: Help us be celebrated, vibrant downtown neighborhood with historic integrity and a charming, pedestrian-friendly streetscape.

□ Membership: Help us welcome, connect, and engage our community.□ Prost is the informal gathering place for young German Villagers.□ Special Events: Haus und Garten Tour, Monster Bash, Pet Parade, Chili Today/Hot Tamale,

Village Lights and more. Serve with a group planning an event, or help out on event day.□ Streetscape: Join a group that’s working to make our streets and public spaces beautiful, safe

and welcoming. Up next: finalizing a master plan for Third Street.□ Tour Guide: Tell the story of the settlement and restoration of German Village. There are also

scavenger hunts for school groups.□ Village Singers: If you love to sing, this is the group for you. You only have to audition for the

specialty numbers, so there’s a place for everyone!□ Visitor Center: For just four hours a week, you can be part of our welcome for visitors to the

village. Greet guests, help them plan their visit, answer phones and provide all kinds of information. You can also help the staff at the Meeting Haus with small office projects.

In addition, there are committees such as Finance, Development, and Organizational Development that might interest you. Email german@germanvillage.com or call 614.221.8888 if you’d like to explore the many opportunities that abound.