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HomeMy WebLinkAbout06-10-09 JHC MinutesJack House Committee MINUTES Parks and Recreation Administration Office Wednesday, June 10, 2009 5:00 p.m. CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:00 p.m. ROLL CALL: Committee Members, Betty Stockton, Bob Gordon, Patrick Mayeda and Kathi Settle ABSENT: Kylie Hatch and Gerry Johnson STAFF: Christine Wallace GUESTS: Toni Kincaid PUBLIC COMMENT PERIOD: There was no public comment. CONSIDERATION OF MINUTES AND FINANCIAL REPORT: The minutes of May 2009 were approved as amended. Reports and Updates, Wallace, item #2: the sprinkler project is referring to the fire sprinklers, not garden sprinklers. The May 2009 Financial Reports were approved. REGULAR ITEMS ITEM #1: Displays – Kincaid • A display of clothing was available during the Mothers Day celebration. The items that were on display were not items of the Jack House family, but of the Victorian era. • Kincaid would like to display items again in the future, and may need permission from the committee to display items when appropriate. • Settle thinks it is a good idea to display other items that promote the feeling of the era. It does not necessarily have to be limited to Jack family items, as long as the items are labeled appropriately, indicating where each item originated. • Stockton made mention of items that were on display in the Jack House that did not have proper descriptions. Her suggestion was to write up a full description and send out the information in a news letter (or discuss at the docent meeting) so everyone has the background and is able to speak about each item to the public. A motion was made to allow the display of artifacts in the Jack House which are representative of the era in which the house was occupied, not necessarily only objects belonging to the Jack family. The motion was passed with a 4/1vote. 4 yes, one no (Stockton). ITEM #2: Returning Historical Society Loan - Stockton Jack House Committee Minutes for June 10, 2009 • Stockton passed around a Designers West magazine, VOL 32, NO 2, from December 1984. The magazine featured a room from the Jack House. There is a photo of a white dress that was from the photo designer, not from the Historical Society. This shows the gown was in the house prior to the opening of the Jack House. • Stockton checked with the Kimberly Alfaro, Executive Director of the Historical Society, regarding their loan agreement policy. They have a record of articles that were on loan to the Jack House, on a short term basis, from 2001. They do not have documentation regarding the return of the items. Stockton feels the items need to be identified and collected from Jack House and returned to the Historical Society with the help of Parks and Recreation staff (along with storage boxes and paper). Stockton explained her recommended steps in order of priority as a suggestion. • Settle asked if the Historical Society initiated the return of the items the Jack House docents had possession of for the past 8 years. If the Historical Society would like to get the items back, should they be providing the boxes and supplies to pack up and return items to Historical Society properly? • Kincaid has placed the identified the items from Historical Society together in a specific space, separate from other Jack House owned items. • Settle feels the Historical Society should send a formal request to return specific items so the docents may identify the items correctly. • Gordon feels it was a loan and they should be returned as soon as possible, and there is no need to receive a formal request for the items. • Batterson asked if the docents know of and have identified each item. Kincaid found 6 items from the Historical Society and four of these items were identified as Jack Family items. • Kincaid asked if the docents should ask the Historical Society that the four items identified as once belonging to the Historical Society be on permanent loan to them. A motion was made by Stockton for the docents to identify and return, to the best of their ability, the items loaned to the Jack House docents since 2002 from the Historical Society. The motion was passed unanimously. • Mayeda wanted clarification about the loan that was originated by Martha Schwartz in 2002. • Batterson stated that he knows the Historical Society is willing to loan the Jack House other items in the future and it is a good idea to keep this relationship open and mutually beneficial. Batterson made a motion to send a letter to the Historical Society requesting a permanent loan of the items that have been identified as Jack family items originally on temporary loan from the Historial Society. The motion was passed with a 4/1 vote ( 1 no, Mayeda). • Batterson asked for a volunteer to draft a letter to the Historical Society for the request of the items from the Jack Family for permanent loan. Mayeda volunteered to write the letter. Mayeda would like copy of letter from Historical Society. Stockton will get him a copy. • Batterson asked that a draft of the letter be presented at the August Jack House meeting in order to review and approve. • Kincaid will photograph the items the docents would like to keep on permanent loan. Reports and Updates Monthly Activities – Staff/Public Works Christine Wallace reported on the following: • Public works representative will attend the August meeting to give update on projects. • Handed out a draft of the new brochure format. It is designed to be the size of a half page post card rather than a tri-fold format. There is no need for garden identification information, Jack House Committee Minutes for June 10, 2009 because there are now garden identification stakes so visitors may self tour. Wallace asked for feedback from members. Docent Activities Kincaid reported on the following: • The Victorian Tea event is being planned and a guest list was started. She asked for additional names for invited guests from committee members. Kincaid reviewed all the team event details. • Halloween event at Jack House may be a new opportunity for visitors. Details were shared with committee. It can be on or around Halloween, a Friday or Saturday. It may be dependent up the fire sprinkler project start date. Member Comments • Stockton – read a note from a docent that had a concern about messy and broken items. Kincaid made note of all items to be addressed. • Batterson – SLO Leadership group asked about helping restore or work on the Buggy House. Communications • No communications at this time. Meeting adjourned at 6:15 p.m. to the June 24 Parks Tour. The next meeting is August 12, 2009 at 5:30 p.m. at the San Luis Obispo Parks and Recreation Administration Office.