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HomeMy WebLinkAbout10-14-09 JHC MinutesJack House Committee MINUTES Parks and Recreation Administration Office Wednesday, October 14, 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, Kylie Hatch, Betty Stockton, Kathi Settle and Bob Gordon. ABSENT: Gerry Johnson STAFF: Christine Wallace GUESTS: Toni Kincaid PUBLIC COMMENT PERIOD: There were no public comments. CONSIDERATION OF MINUTES AND FINANCIAL REPORT: The minutes of September 2009 were approved. The September 2009 Financial Reports were approved. REGULAR ITEMS ITEM #1: Holiday Budget – Wallace • A $3000 Victorian Christmas promotional budget requested by Wallace to be used to purchase: New street banner Print ads for New Times, Tribune Ticket and SLO Journal in combination ads with Parks and Recreation Holiday in the Plaza event as well as individual ads for one week. Radio ad Posters Snacks Decorations for Jack House • Promotion rates are higher this year to have a greater outreach to the community since the Jack House was closed last year during Christmas. • Promotions via the Government Access Channel and Press Releases will also be used at no charge. • Flowers can be procured with the assistance of Bob Gordon again this year. A motion was made to approve the Victorian Christmas Promo Budget at $3000. The motion was passed unanimously. ITEM #2: Advertising Expenditure – Wallace • The annual publication “Weddings” prints event facility sites with full color photo and description. Ad was placed last year and the Jack House is currently half reserved for the 2010 wedding season with receptions also booking tours of the house. The publication is placed in hotels and other tourism destinations throughout SLO and Santa Barbara counties for one year. • Wallace requested $250 out of the promotional budget to place ad again in the next publication. Jack House Committee Minutes for October 14, 2009 Page 2 of 3 • Gordon asked if this publication is placed in the central valley or if ads of this sort can be placed in similar publications in the general central valley area. Wallace will look into similar central valley publications. • Mayeda asked if it is possible to track event bookings to find out how the Jack House was found as an event facility. Tracking how the public has heard about the Jack House is not currently done. Wallace can add a question to the review of the facility to start gaining that information. A motion was made to approve $250 for advertising expenditures. The motion was passed unanimously. Reports and Updates Monthly Activities – Staff Christine Wallace reported on the following: • A monetary donation was received for the Kay Kaetzel Jack House Memorial Fund in the amount of $275. Thank you notes have been sent on behalf of the Jack House Committee. Condolence note has been sent to the family on behalf of the Jack House Committee. • Fire sprinkler project began on Monday (10/12). The project should be completed by the week before Thanksgiving (11/20) Wallace met with the Alpha Fire contractors and they were willing to protect the house and it’s furnishings by hanging plastic “curtains” and planning to reduce damage to crown moulding and ceilings during drilling. The packing of the Jack House items was completed in one day with the help of Toni Kincaid, Pat Mayeda, Amy Voorhies, and Wallace. • Clothing items were returned to the Historical Society on September 24 and the outgoing loan has been signed. Ron Batterson reported on the following: • A community project was brought to his attention that the Jack House Rose Garden would like to be enlarged/enhanced and money could possibly be ear-marked for this project. • Bob Gordon will visit the rose garden and provide his opinion from its current state. Docent Activities Toni Kincaid reported on the following items: • A message was left for Suzanne Watkins, speaker for the appreciation dinner. • Docent appreciation dinner on November 18 at 4pm at the Ludwick Community Center Spouses are invited Christmas decorations and the decorating schedule will be determined at the November meeting. Member Comments • Stockton – The schedule for the Victorian Christmas weekend: Friday, December 11 from 5-8 pm Saturday, December 12 from 5-8 pm Sunday, December 13 from 1-4 pm Sunday was the most heavily attended day of the Open House weekend in 2007. • Wallace addressed Mayeda’s inquiry as to whether training tomorrow was mandatory: it is mandatory for the Parks and Recreation Commission and highly recommended for Jack House Committee members. Jack House Committee Minutes for October 14, 2009 Page 2 of 3 • Settle – Melba Moe (as a recent donor to the Kay Kaetzel Memorial Fund) was the head librarian for San Luis Coastal Unified School District and the Brown Family could possibly be related to a Professor Brown at Cal Poly who was on the Jack House Committee. Communications • No communications at this time. Meeting adjourned at 5:58 p.m. Next meeting is November 18, 2009 at 4:00 p.m. at the Ludwick Community Center.