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HomeMy WebLinkAbout01.12.11 JHC MinutesJack House Committee MINUTES San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, January 12, 2011 5:30 PM CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:30 PM. ROLL CALL: Committee Members: Ron Batterson, Patrick Mayeda, Kathi Settle, Bob Gordon, and Kylie Hatch ABSENT: Gerry Johnson and Betty Stockton STAFF: Christine Wallace GUESTS: Toni Kincaid, Thom Brajkovich PUBLIC COMMENT PERIOD There were no public comments. CONSIDERATION OF MINUTES MOTION: (Batterson/Settle) Approve the November 13 and December 1, 2010 minutes as submitted. Approved: 5 yes: 0 no: 2 absent (Johnson, Stockton) CONSIDERATION OF FINANCIAL REPORT MOTION: (Batterson/Hatch) Approve the November/December 2010 Financial Report as submitted. Approved: 5 yes: 0 no: 2 absent (Johnson, Stockton) REGULAR ITEMS 1. Gazebo Project Review – Mayeda, Batterson Thom Brajkovich attended the meeting to explain the architectural drawings and discuss where the project stands at this point. The existing gazebo has dry rot and structural failure is possible. The plan to rebuild the structure is to remove the roof, rebuild the main structure in steel tubing and complete the non-structural detail work in the railing and 4 arches in reused wood. The new gazebo will be built to today’s code but it should look the same as the original structure from a distance. The steel tubing will be powder coated in white. Jack House Committee Minutes January 12, 2011 Page 2 of 4 Stephen Macie will need to provide engineering and supporting documents including shop drawings for the steel work. Committee discussed the handicap ramp that will be installed with the rebuilding of the gazebo to meet ADA accessibility requirements of new structures. Brajkovich confirmed that a ramp rising 1 foot in height and running a distance of 12 feet in length (1/12) would require a handrail. The committee was not interested in seeing a handrail in the garden and agreed to have Brajkovich design a ramp that would not require a handrail. The ramp would therefore have a rise of 1 foot and a run of 20 feet (1/20) to avoid the handrail on the ramp. MOTION: (Batterson/Hatch) Approve the drawings including handicap access as a 1/20 ramp. Approved: 5 yes: 0 no: 2 absent (Johnson, Stockton) Committee discussed the timeframe for the gazebo project. The plan is to hold off until October to start the project. 2. Stephen Macie Proposal - Batterson Proposal was received in December. A deposit is requested of $500 and the remainder of $500 is to be paid upon completion. Batterson wrote a letter as a counter-offer to total $800 instead of the $1000 proposal. He was concerned the counter-offer would hold up the process and did not want to unnecessarily delay the project. Mayeda recommended approving $1000 for the total of the proposal and if the counter-offer was accepted at $800 then the amount would still be covered. MOTION: (Settle/Gordon) Approve the $1000 amount to cover the proposal and approve sending the letter as a counter-offer. Approved: 5 yes: 0 no: 2 absent (Johnson, Stockton) 3. History Center Clothing - Kincaid The San Luis Obispo County History Center received donations of clothing from Loren Nicholson and could not keep all the textiles donated. The History Center offered multiple pieces to the Jack House. Kincaid brought in pieces to show off and asked the committee to accept the items from Loren Nicholson to be able to display in the house. MOTION: (Batterson/Mayeda) Approve the textiles and accessories from Loren Nicholson. Approved: 5 yes: 0 no: 2 absent (Johnson, Stockton) Jack House Committee Minutes January 12, 2011 Page 3 of 4 4. VCB Web Listing – Wallace The San Luis Obispo County Visitors and Conference Bureau (VCB) dues are due. The annual fee is $480 to list the Jack House on its website as an attraction and under events. The Jack House has had over 1 million hits from the VCB website. Promotional money will be used for the dues. MOTION: (Gordon/Settle) Approve $480 from promotional funds to continue VCB listing. Approved: 5 yes: 0 no: 2 absent (Johnson, Stockton) 5. Staff Reports and Updates: Parks and Recreation/Public Works Wallace reported on the following: The front doors of the buggy shed were rotten. Gert from Building Maintenance will be rebuilding and replacing the doors as well as a section of the fence at no cost to the Jack House. The details of the current doors can be added to the new doors by volunteers after the doors are completely installed. The main sewer line from the public restrooms in the garden is falling apart. It has been videoed and the old clay line is failing. Wallace will talk to Shelly to be sure it gets fixed before wedding season this year. Received email from Katchy and the account at Community Foundation should be funded soon. Katchy will have report for February’s meeting. Katchy also had her great-grandparents’ marriage license framed and it will be donated to the house. Wallace created a Jack House calendar for the year. It includes Jack House Committee meetings, Sunday tours and events. The calendar will be distributed to all committee members by Wallace. 6. Docent Activities Kincaid reported on the following: It was popular to take family photos in front of the carriage during the Victorian Christmas event. Docents would like to continue a family photo opportunity by taking group photos, printing and selling them during events for $5 per photo. Hatch would like to begin collecting email addresses to send digital photo to the email and beginning an email database to assist in promoting future Jack House events. Mother’s Day event “Hats Off to Mothers” will be using hats temporarily donated for the event from a private collection. Victorian Tea will be held again in August, date is to be determined. Jack House Committee Minutes January 12, 2011 Page 4 of 4 Carriage was a great addition to the garden for the Victorian Christmas event and would like to enter it into the 2011 Holiday Parade with Dee Dee Mulliner sitting in it with one of her dresses and promotion for the Victorian Christmas event. The Jack House had over 1000 visitors for the 2010 calendar year: over 500 for the Haunted House and 275 for Christmas. Docent elections and by-laws are coming up. Doors on the buggy shed should be complete by the flower show in June. 7. Member Comments/Communications Gordon – Performing Arts Honors will be held January 29 for county wide honorees in multiple arts categories if interested in attending. Meeting adjourned at 6:39 p.m. Next meeting is February 9, 2011 at 5:30 pm at the San Luis Obispo Parks and Recreation Administration Office.