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Home My WebLink About09-08-10 JHC MinutesJack House Committee MINUTES San Luis Obispo Parks and Recreation Administration Office Wednesday, September 8, 2010 5:30 PM CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:30 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, Katchy Andrews PUBLIC COMMENT PERIOD: There were no public comments. CONSIDERATION OF MINUTES AND FINANCIAL REPORT: The minutes of August 2010 were approved. The August 2010 Financial Report was approved. REGULAR ITEMS ITEM #1: Items for Deaccession - Kincaid • Buggy shed has been cleaned out o Found one item is great disrepair, Peking Chinese Oriental Rug that is a tagged item (5.6.2) and is too worn to be shown in the house. o Kincaid asked to have the rug deaccessed from the inventory. The deaccession form was completed but requires Jack House Committee approval. o Kincaid will take photo of item and place with original registration and deaccession form. Batterson made a motion to approve the deaccession of the Oriental rug as provided by Kincaid. Motion was approved unanimously. ITEM #2: Foundation –Andrews/Gordon/Settle • Settle and Andrews met with Christine Dietrick, City Attorney, and Katie Lichtig, City Manager. o The City has no money to assist in the set-up of a foundation • Gordon and Andrews held one meeting with Barry VanderKelen that was previously summarized by Gordon and is shown in Item #3 of the August minutes. o Andrews provided commissioners with a Steering Committee Report. Andrews had questions and concerns regarding how the money would be invested and how money would be made to be used for future improvement projects. o The donor advised fund would be most appropriate to access the funds Jack House Committee Minutes September 8, 2010 Page 2 of 4 o Andrews feels confident using the Community Foundation after this meeting with VanderKelen. o Positives of using the Community Foundation: • Ease of accounting – Community Foundation does it for you • It can begin immediately [unlike starting a 501c3] • Placing the money in a Foundation was the intent of Kay’s will • Community Foundation holds an impressive Board of Directors • Community Foundation has done well through this tough economic time • It does not cost any money up-front [unlike starting a 501c3] • Suzanne Watkins has not been included in the steering committee. o The steering committee thought it would be a conflict of interest and the steering committee would like to save her experience for projects on the house instead. • Gordon reiterated that the pass-through account would be best for access of the money o If the Friends of the Jack House became it’s own 501c3 in the future it would add to the possibilities of raising funds such as requesting grant money. o Kincaid confirmed that this 501c3 status is required for grant applications she has researched • Settle researched and contacted other “Friends” groups: Hollyhock House, Banning House, Greystone Mansion, Stow House, and Marston House. o Foundations typically support a number of organizations. Community Foundation will be the Foundation. o Friends support a specific cause. Settle recommends becoming a friends group. o Some friends groups can include docents and all houses researched included docent programs. o Friends can have prioritized list of projects o A subgroup of the friends organization can provide a financial liaison to Community Foundation o The friends group would be able to raise money for Jack House Committee projects • Batterson requested an organizational chart of how the Jack House Committee, Community Foundation and friends group would interact. • What is the next step? o Community Foundation to hold money from endowment o Establish friends group by determining board and by-laws Gordon made a motion to approve the establishment of Friends of the Jack House with the details of the established group to be worked out with the City Attorney. Motion was approved unanimously. • Next step before moving forward, Wallace will need to confirm City approval with Stanwyck and Dietrick. ITEM #3: Gazebo Update – Wallace/Batterson • The City requires all contractors who work on City property to have an insurance policy of over $1 million. • Chuck Crotser offered to talk to Architects that may be interested in assisting in creating plans for rebuilding the gazebo. Jack House Committee Minutes September 8, 2010 Page 3 of 4 o Crotser may be able to act as a “design consultant” and the drawings could be stamped by Macie as the engineer on the project. ITEM #4: Advisory Body Goal Setting - Wallace • Wallace provided a Goal-Setting and the Budget Process handout to all commissioners • The role of advisory bodies is to provide specific recommendations to Council with the knowledge of the department and community needs. • In the next meeting, Wallace will lead goal setting o Attend the October 13 meeting with specific goals in mind and worded correctly o 2-3 recommendations will be sent to Council for major City goals for the 2011-2013 budget cycle. • Most important dates to note: o January 11, 2011 Community Forum o January 29, 2011 Council’s Goal Setting Workshop Reports and Updates Monthly Activities – Staff/Public Works Christine Wallace reported on the following: • Volunteer Appreciation Dinner invitations are out in the mail for Wednesday, September 22 at 5:30 pm in the Ludwick Community Center, guests $10. • Wednesday, November 10 will be the Jack House Docent Appreciation Dinner o The November meeting will be held at 4pm at the Ludwick Community Center o Dinner will follow, guests are free, speaker is pending Docent Activities Kincaid reported on the following items: • Haunted House is coming together o Supplies have been ordered, docents are working on scripting the stories on 9/14, SLO High School drama students have agreed to volunteer for the event dates • The buggy shed has been cleaned out by 4 volunteers o Chuck Crotser is working on finding gutter materials for the door. Home Depot does not carry the correct pieces; he may have to have it manufactured. o Craig Kincaid is working on the doors that face the garden. o The cistern pump was found in two pieces. o Docents, Lois Crotser and Jackie Kane, would like to create a vignette in the wash house using the stove and other pieces to make it look like a real wash house inside the gift shop and possibly placing some pieces in the courtyard to draw guests into the gift shop. • Kincaid met the Historical Society at the Jack House o Discussed merchandising ideas o Recommended a volunteer ad be placed on local craigslist for docent recruitment o Dee Dee Mulliner will be participating in Art After Dark on October 1 with the Historical Society. They have people dressing up as historical characters and Mulliner will be dressing as Nellie Jack for the evening. • A new docent is being trained starting last Sunday, September 5. Paula McLean is joining the Jack House docents. Jack House Committee Minutes September 8, 2010 Page 4 of 4 Member Comments • Johnson clarified the proper name of the Monday Club is titled the Historical Architectural Tour. • Settle – The SLO quilters will hold the annual boutique, auction and tea in the Jack House Gardens on September 25. • Mayeda assisted with the buggy shed clean out and was rewarded with a visit to the Widow’s Walk which needs to be inspected for paint and gutter improvements. o Mayeda also climbed upstairs in the buggy shed where a desk, old windows and magazines are being stored. A good cleansing and a light would be useful upstairs. • Stockton reported that Marion Hudson is recuperating from a fall she took back in March and Hudson plans to return to the Jack House as a docent in the spring. Communications • No communications at this time. Meeting adjourned at 7:12 p.m. Next meeting is October 13, 2010 at 5:30 pm at the San Luis Obispo Parks and Recreation Administration Office.