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HomeMy WebLinkAbout08-12-09 JHC MinutesJack House Committee MINUTES San Luis Obispo City/County Library Wednesday, August 12, 2009 5:30 p.m. CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:30 p.m. ROLL CALL: Committee Members Patrick Mayeda, Gerry Johnson, Kylie Hatch, Betty Stockton and Bob Gordon. ABSENT: Kathi Settle STAFF: Christine Wallace GUESTS: Toni Kincaid, Tom Swen, Mike McGuire, Maureen Titus, Anna Sinton, Chuck and Louis Crotser and Terri Medyzk PUBLIC COMMENT PERIOD: Chuck Crotser asked if $60,000 fire sprinkler project included a contingency. Yes, 10%. Crotser asked if someone familiar with Jack House architecture (Batterson) will be included on planning and construction detail plans. CONSIDERATION OF MINUTES AND FINANCIAL REPORT: The minutes of June 2009 were approved with one addition. Item #2: Stockton wanted the following information added. Outgoing Loan Agreement, Deaccession Release Document, List of 7 items on loan agreement were included in the paper work she had available. The June 2008 Financial Reports were approved. REGULAR ITEMS ITEM #1: Foliage – Tom Swen • Mr. Swen owns property next to Jack House & Gardens. A new multi use duplex is planned on his property. There is foliage from Jack House gardens hanging over the property line onto his property. • There is a concern with transient population on and around both properties. If the foliage is cleaned and trimmed, it may be easier for police and others to monitor the area. • Mr. Swen proposed trimming the branches of the Redwood tree high enough so that it may eliminate a private, encampment space that is used by transient population. There is not a specific time line requested, but working with the Jack House Committee and maintenance crew, would like to move forward as soon as possible. Mr. Swen installed motion lights and more may be installed if needed to help keep things safely lit at night. • Mr. Swen would be happy to revisit the Jack House Committee to share his building plans and progress when appropriate. Jack House Committee Minutes for August 12, 2009 Page 2 of 4 ITEM #2: Public Works Staff Report – Mike McGuire • An update on fire sprinkler project was given by Mike McGuire. McGuire had a pre-bid walk through for all contractors recently. The bid opening date is August 20, 2009. Some questions were raised by staff and contractors. • Issues raised: o Liability for antiques and furnishings for house is too high for some companies to take on the risk during the project. Can some of the items be removed from the Jack House by the City staff or Jack House volunteers? The contractors may be asked to do it, but may not have the knowledge or experience to handle things properly. Some of the tools/equipment are very dirty and there is a concern about bringing them into the house with furnishings. • Wallace asked if contractors or McGuire could list the items that need to be moved or removed from the house or specific rooms. • If the piano can not be moved it may have to be covered. The wall it rests against is a main wall for the fire sprinklers, so it should be moved to another wall or opposite side of the room. • McGuire reviewed the sections of the house that will have exposed sprinkler pipes. • McGuire recommended Jack House volunteers or City staff cover and/or move the furnishings so it is done appropriately. It is a $60,000 bid and it would add costs if contractors had to take on that responsibility. If lowest bid is over $60,000 then it will need to go before the City Council for review approval again and it may delay things by a couple of weeks. • Items should be moved at least 5 feet from the walls being worked on. This would most likely just apply to the first floor. • On the second floor, in the nanny’s room, the plans indicate a vertical pipe to be installed and will damage the original wall paper, because it would go inside the wall to hide the pipe. McGuire asked if there was extra wall paper so it may be used to replace/fix anything removed. As an alternative, the sprinkler pipe could be run down the same area or next to the electrical lines in the nanny’s room. It would then be visible because it would not be placed inside the wall, but it would be run down the side of the wall, as close as possible to the corner. The sprinkler pipe is approximately 1 inch diameter. • Several drop cloths are recommended to help combat the dust during construction. • Access to the sprinkler heads from the front porch. The ceiling of the front porch will need sprinklers and the plan is to have the pipe come out the second floor wall and placed through the roof of the porch. It may come out from wall about 6 inches before going into roof of porch. • The back flow preventer device was near the right of the driveway near the picket fence in the original placement, but the left hand side of the driveway is now being suggested for the new location. This is next to the back flow device for the bank next door. The new location will also help prevent any damage to the Magnolia tree root system. • Proposed construction start date is September 28, 2009 and should last until November 6, 2009. If the sprinkler riser is exposed near any drive areas, it will need to be protected and bollards may be installed along the side(s) of the riser(s). • The sprinkler project will cover the main house, the gift shop and the utility building. Items in the gift shop will need to be covered and protected as well. Two sprinkler heads will be placed in gift shop and three in the service building. The new bathroom plans include the new sprinkler system. • McGuire suggested the house be closed to the public after the weekend of September 6th so the prep work may be completed. • Mayeda – need to schedule cleaners so the house may be re-opened to the public. Wallace will follow up in November, closer to job completion. Jack House Committee Minutes for August 12, 2009 Page 2 of 4 • Batterson suggested a sub-committee be created to address the needs and timeline for construction preparation. Mayeda and Batterson volunteered to meet with Parks and Recreation staff. • Mayeda – will City staff be available on site as work is being completed? McGuire confirmed a City inspector will be onsite for all necessary work review/oversight. ITEM #3: Buggy Shed Presentation – Chuck Crotser • Mr. Crotser shared copies of the floor and electrical plans for the Buggy Shed. The focus will be to leave the display area as low key and simple as possible. Utilizing glass cases for more sensitive or delicate items on display. Pedestals may be used for more open items, closer to viewers. • The doors may be open to the public, but may not want people to be allowed into the space. • Handicap ramp(s) up to shed do not have to be permanent. It may be built as a non-permanent access so it may be removed for other events if needed. • May want to consider updating the flat doors with a new detailing that matches the north side doors. Simple construction utilizing the existing doors would be easy to change. • A hanging kick plate on a chain or a single board insert across the open doors will help keep people and items (2’ x 12’ wind buffer) from entering the shed. • Crotser suggest breaking everything into smaller projects components and ask for donations or gifts from people and community organizations. • Would like to return to another Jack House Committee meeting to do a more formal presentation for the interior buggy shed space suggestions. • When buggy is removed from the shed, the north doors would be utilized. • Gordon would like to see this facility used as a lecture hall or something similar. Ideal setting for public use. • Proposed lighting would be track lighting and/or spot lighting, hidden behind the existing beams. The current electrical set up is adequate for the proposed lighting. • The proposed display cases would need to approved and within the style of the Jack House. • The floor may need to be sealed for protection. ITEM #4: Money for Visitor and Conference Bureau (VCB) Dues - Wallace • Requested $480 for a one year commitment for the VCB dues. The web site gets 1 million page views a year. Batterson made a motion to approve $480 for the VCB web site fee for the Jack House promotion. The motion was approved unanimously. ITEM #5: Halloween Event - Kincaid • Some Victorian homes in San Francisco have special flashlight tours for Halloween. Would like to do the same type of event at the Jack House. Use the event as a decorated, story telling type of event for family friendly activities. • It could be something implemented for 2010. Pre-sell tickets and have tours every 30 minutes (approximately) so it keeps people moving through the house on a regular rotation. Could open the house on additional day/nights or keep it the same as Sunday’s regular tours. If additional night tours are incorporated it could be several dates any time close to Halloween, just not on Halloween evening. • It is recommended to have docent guided tours, not self guided tours. • May recruit drama students from local schools to help for this special event. • A proposed name, “The Jacks Are Back..” • Committee gave the docents approval to move forward for the Haunted House, but if there is a cost involved with supplies or advertising, it needs to be brought back to the Committee in advance. Jack House Committee Minutes for August 12, 2009 Page 2 of 4 ITEM #6: Displays – Kincaid • Item tabled for September meeting. Reports and Updates Monthly Activities – Staff/Public Works Christine Wallace reported on the following: • New Jack House postcard brochures were handed out. The postcards are used as promotional material. Docent Activities Toni Kincaid reported on the following items: • 44 guests attended the Victorian Tea on August 9, 2009. It was a big success. Bob Gordon provided the flower arrangements for the tables. The Docents would like to do it again next year, maybe in September. The Tea Cozy in Cambria has offered to donate for the next event. Member Comments • Mayeda contacted the Executive Director of The Historical Society, Kimberly Alfaro, and the Historical Society is not against the Jack House holding onto the items on loan. One request is to have an expert on handling antiques help coach anyone handling and/or preparing items for storage. • The black dress that belonged to Ethel will be on permanent loan from the Historical Society. It is on the original list of items on loan. • Batterson asked if Wallace could look into the landscape questions that came up in Item #1. • Batterson would like to address the maintenance “to do” list in the near future. Communications • No communications at this time. Meeting adjourned at 7:30 p.m. Next meeting is September 9, 2009 at 5:30 p.m. at the San Luis Obispo Parks and Recreation Administration Office.