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HomeMy WebLinkAbout05-12-10 JHC MinutesJack House Committee MINUTES San Luis Obispo Parks and Recreation Administration Wednesday, May 12, 2010 5:30 PM CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:35 PM. ROLL CALL: Committee Members Vice Chair Patrick Mayeda, Gerry Johnson, Kathi Settle, Bob Gordon, Betty Stockton and Kylie Hatch STAFF: Christine Wallace GUESTS: Toni Kincaid, Rose Shapley, and Council Member Alan Settle PUBLIC COMMENT PERIOD: There were no public comments. CONSIDERATION OF MINUTES AND FINANCIAL REPORT: The minutes of May 2010 were approved. The May 2010 Financial Report was approved. REGULAR ITEMS ITEM #1: Gazebo-Mayeda • In the first meeting of the Gazebo subcommittee, the group looked at photos of pre- fabricated gazebos and compared those to photos of the existing gazebo structure. o It was determined that the current structure was an original piece of art and should not be replaced with a pre-fabricated gazebo. • An investigation meeting was held at the Jack House gazebo with a local structural engineer, Jake Feldman. o Feldman noted the dry rot in the gazebo is located in the decorative wood such as in the arches and at the concrete slab. o ADA requirements would be easily met to add accessibility. • Second and third meetings were held with Roger Marshall, original builder of the gazebo and Steven Macie, structural engineer with historical structure experience. o Marshall suggested hiring a structural engineer to stabilize the structure and recommended Macie for the job. o Macie was willing to examine the structure and report on the condition as well as make recommendations to stabilize the gazebo for $700-$800. • Meeting with Public Works o Reviewed subcommittee recommendations and supported the hiring of professional consultant to perform structural analysis of the Jack House Garden Gazebo. Batterson made a motion to approve to hire structural consultant, Steven Macie, for a structural report on the Jack House Garden Gazebo. Motion was passed unanimously. Jack House Committee Minutes May 12, 2010 Page 2 of 4 • Mayeda mentioned the report by Watkins noted a larger gazebo structure may be desired for musical activity. o Kincaid commented that there is not currently electricity in that area of the garden and musical activity would still not be possible with a larger gazebo. ITEM #2: Committee Purchase of Moiré Fabric Proposal-Batterson • Seven yards of moiré fabric has been found at $27.50 per yard. To purchase all the fabric it would total $192.50 plus tax and handling. o Mayeda questioned what dollar amount could be spent without triggering the bidding process. o Wallace answered that because the money being spent was Jack House Fund dollars and not General Fund dollars that the bidding process would not apply until the $5,000 amount was reached. o In this situation, if the amount was over $5,000, the committee could write a memo as to why using this particular contractor or “sole source” was the only option for this purchase because of the relationship of the designer to the house and the historical value of the fabric. Batterson made a motion to approve $250 for the purchase of the moiré fabric to cover all tax and handling expenses for the dining panels only. Motion was passed unanimously. ITEM #3: Foundation Proposal for the Jack House & Gardens-Batterson • Batterson began a group conversation by reviewing the contents of the foundation formation components from Watkins’ proposal: o Background o Strategic Planning o Marketing/PR o Fundraising By becoming a non-profit foundation, people would be more inclined to donate. o Public Awareness o Docent Assistance Both docent and Jack House Committee members should have seats on the Foundation Board. o Archival This is already ongoing within docent activities. o Appraisal Original inventory and appraisal completed 30 years ago. o Conservation o Digital Inventory Docents do this. o Education Opportunities This is currently done by the docents with the local K-12 groups. Jack House Committee Minutes May 12, 2010 Page 3 of 4 • Batterson asked - How much responsibility are they [Watkins and Andrews] taking on [by forming foundation]? • Gordon stated that the foundation could be fashioned after “Friends of Hearst Castle” where he served on the Board. o Friends of Hearst Castle focused on restoration, preservation, and acted on projects by request for Hearst Castle. o The main goals could be: Fundraising arm of the Jack House Committee Open method for donations to the Jack House such as planned giving. Proposal does not mention forming an endowment which would be beneficial. Once it is established, people are more open to giving to the organization. o At least one committee member and one docent should be liaisons with seats on the foundation board. • Alan Settle added: o A 501 status would provide tax deductible donations. o This status would not deter Council’s support of future Jack House projects. o The status could be useful in using matching funds to grow the funding o Forming an endowment is independence from the City for funding. o A far greater dollar amounts will be donated because it will be tax deductible with 501 status. • Mayeda voiced concern about the foundation holding the purse strings but the decision- making needs to remain with the Jack House Committee. • Batterson asked what do we do now? o Gordon asked if Watkins and Andrews are interested in investing the work to create a foundation for the Jack House and formulate it? o It was agreed Watkins and Andrews should be invited back for the June meeting to discuss their intentions relating to the foundation creation. • Mayeda asked what the negatives would be to forming a foundation? o Shapley said it takes 1 ½ to 2 years to form a non-profit and that it takes a minimum dollar amount to create the fund. o Alan Settle answered some logistics would have to be settled in which 501 status would be formed. It may not be a 501c3. o Kathi Settle mentioned we may research other City owned facilities with foundations and how they were set up and how they function. Reports and Updates Monthly Activities – Staff/Public Works Christine Wallace reported on the following: • Betsy Kiser is retiring at the end of June. • The Park Tour is scheduled for Wednesday, June 23 at Laguna Lake Park from 1-4pm. o The committee has the option of cancelling the June meeting to attend the Park Tour instead. o It is staff’s recommendation that the June meeting is not cancelled. o Committee agreed not to cancel June meeting but to cancel July meeting instead. Jack House Committee Minutes May 12, 2010 Page 4 of 4 • The Assistant City Manager was appointed Acting Parks and Recreation Director as of July 1. This will allow the City manager to focus on other recruitments and postpone the recruitment and hiring of the Director position. • Kay Kaetzel funds have not yet been revealed. • Mother’s Day event brought 150 visitors through the Jack House with 118 paid tours and 25 child tours. Wallace will continue with radio advertisements with KCBX, KVEC and Coast with such success in bringing people to this event. Docent Activities Kincaid reported on the following items: • Docents viewed the wallpaper and border samples. o There were concerns that the border is too fancy for the Jack House. o Docents approved of the wallpaper but felt the border was too overwhelming. • The moiré fabric will provide continuity from living to dining rooms Member Comments • Gordon shared the district garden club meeting at the Jack House on Saturday, May 23, 2011 has turned into a state event and flower show. A luncheon will be held in the gardens with about 150 in attendance. o Gordon asked permission to hold the flower show in part of the Jack House and part of the show in the carriage house. o There is potential of working in a major event or fundraiser on Sunday, May 24, 2011 with the flowers throughout the Jack House. • Johnson will have Monday Club contact Wallace for the April 2011 architecture tour. • Stockton held the first wedding tour of the year with a one hour limit for $50. Communications • No communications at this time. Meeting adjourned at 7:07 p.m. Next meeting is June 9, 2010 at 5:30 pm at the San Luis Obispo Parks and Recreation Administration Office.