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HomeMy WebLinkAbout10-11-00 JHC MinutesJACK HOUSE COMMITTEE MINUTES WEDNESDAY, OCTOBER 11, 2000 AT THE PARKS AND RECREATION ADMINISTRATIVE OFFICE, 1341 NIPOMO CALL TO ORDER: Chair Rappa called the meeting to order at 7:04 p.m. ROLL CALL: Chair Penny Rappa, Vice Chair Ron Batterson, Committee Members Greg Dillman, Wes Conner, Marion Rodman, Martha Schwartz and Bonnie Marzio. STAFF: Rich Ogden, Larry Tolson and Kim Walker PUBLIC COMMENT: There was no public comment. CONSENT ITEMS: Minutes were accepted by consensus with the following changes: Item 1-first sentence should be amended to read, “Peggy Mandeville, Community Development, and Steve Pults, Pults and Associates, discussed the neighboring bank project.” Item 2-add sentence to say, “Committee found the existing Special Tour policy was adequate at this time.” Financial Report was moved to Item 1 by consensus for discussion. Item #1: FINANCIAL REPORT Recreation Supervisor Rich Ogden presented the Financial Report with printouts of Revenue and Expenditures for May, August, September, and October. A number of items regarding the Jack House budget were discussed:  Committee discussed the difficulty in following the Jack House balance with the current system of Financial Reports.  Carriage House storage is currently being paid for by Jack House funds. Committee discussed that the City should possibly pay for storage since it is a CIP related expenditure. By consensus, the Committee requested staff to bring back a total figure for storage payment and see if it can be incorporated into CIP funds.  Committee requested staff to bring back a categorized monthly financial report following the Work Program areas including house interior, exterior, Gift Shop...Staff agreed to bring back new accounting system at November’s meeting.  Jack House fund was charged $5,172.00 for the awning. Committee discussed the need to address future use of the awning. Staff will bring options and recommendations for the awning to the November meeting.  Commissioner Marzio suggested that staff design a form that itemizes dates of tours and revenue from that tour (Gift Shop revenue should be separated and shown as a separate item). This may be used to track future hours, measure the success of promotions and show the need for more or less purchasing in the Gift Shop. M/S Commissioners Batterson/Rodman to accept the submitted Financial Report. The motion passed. ITEM #2: DOCENT TRAINING DAY M/S Commissioners Schwartz/Batterson for Jack House Committee members and three or four staff to be trained and to know about the House and Garden. Also, Jack House Committee members and staff are available when needed on large events. The motion did not pass (the vote was 1-6 with Schwartz voting yes). Discussion on this matter continued. A number of items were discussed:  Committee members and staff agreed some “orientation” was important. This orientation would be a condensed version of the Docent Training and would not be an all-day event. Committee members asked for Commissioner Schwartz to look at January for a time that would work for all to be involved.  A Docent Handbook will be included in the November packet for all Committee members and future new Committee members will receive a Docent Handbook in their initial binder/information.  At November’s meeting, Committee members request Commissioner Schwartz bring a possible work schedule in writing for December’s Open House. At this time, Committee members will discuss and determine what they are responsible for at the Open House. M/S Commissioners Conner/Schwartz to close house on December 7,14,21 and 28 due to the shortage of Docents during the Holiday season. The motion passed. Staff will put up a sign on the Jack House noting the Holiday schedule. ITEM #3: REPORTS Rich Ogden:  Docent Appreciation Dinner to be re-scheduled to November 15. Possible alternative locations for staff to look into include the Senior Center and the Mission. If neither is available, the dinner will be cancelled.  At November meeting, Rich Ogden will present the Power Point presentation that will be used to go out to service clubs and invite volunteers and possible docents to participate in the Jack House. Larry Tolson:  Public Works staff is not opposed to an “Orientation” of staff as long as it is during regular work hours.  The anti-slip pad has been put in on the entry way carpet.  Staff will order 12 red and green poinsettias for the Christmas Open House.  Bids on the Carriage House will open on October 12. If bids are not within the budgeted $25,000, bids will re-open in late March. Martha Schwartz:  Theme for Christmas Open House is “Birds of Christmas.”  For the Jack House pamphlet, Commissioner Conner suggested a donation of $1 with a sign near the jar. Commissioner Conner recommends taking out the ash tree and Parks staff to clean up and prune the oak tree. If staff cannot complete, Larry Tolson will come back with information at the November Meeting. Meeting adjourned at 9:17 p.m. By consensus, the Jack House Committee will change the regular November Meeting to November 15 at 7:00 p.m. The meeting will follow the Jack House Docent Appreciation Dinner if scheduled. If not, Committee members will be notified and the meeting place determined.