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HomeMy WebLinkAbout01-08-14 JHC MinutesJack House Committee MINUTES San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, January 8, 2014 5:30 PM CALL TO ORDER: Kathi Settle called the meeting to order at 5:30 PM ROLL CALL: Committee Members: Bob Gordon, Kathi Settle, Marcia Nelson, Toni Kincaid, And Susan Updegrove ABSENT: Ron Batterson STAFF: Dave Setterlund, Kristy Melchiorsen GUEST: Bryant Mills PUBLIC COMMENT PERIOD There were no public comments CONSIDERATION OF MINUTES MOTION: (Settle/Gordon) Approve the November 12, 2013 minutes as submitted. Approved: 5 yes: 0 no: 1 absent Kathi Settle noted necessary edits on page 1-2; Kathi was spelled with a “y” and needed to be changed to an “i”. Susan Updegrove noted necessary edits also on page 1-2; the spelling of Forselles was incorrect and needed to be changed. CONSIDERATION OF FINANCIAL REPORT MOTION: (Settle/Gordon) Approve the November/December 2013 Financial Report as submitted Approved: 5 yes: 0 no: 1 absent Susan Updegrove mentioned that under the date 12 – 18 – 13 for the dollar amount of 253.00 it states “Halloween” and should actually say “Victorian Christmas.” It was also clarified by the Committee that the 100.00 dollar amount dated 12 – 18 – 13 should state Victorian Christmas Senior Center tour. Jack House Committee Minutes January 8, 2014 Page 2 of 4 REGULAR ITEMS 1. Gazebo Project Update (Dave Setterlund) Staff Member Dave Setterlund noted that the Gazebo and Bathroom projects had been combined to take place at the same time. Staff Member Setterlund informed the group that the plans and specs for the project are complete and the advertisement went out on December 13, 2013. Setterlund specified that the bids open this Thursday, January 2, 2014 and explained that when the contract is finalized construction is planned to begin on February 10, 2014. 2. Staff Reports and Updates (Parks and Recreation/Public Works) Staff Member Setterlund informed the group of a new partnership the Parks and Recreation Community Service division is beginning with the San Luis Blues team. Setterlund explained that the partnership will be a new movie series held at Sinsheimer Stadium playing family friendly baseball movies. Setterlund continued to highlight the Community Services division of the Parks and Recreation Department informing the Committee of the new Contract Class Instructor Handbook that the division is updating to be more inclusive of changes that have been made in the department over the years. Staff Member Setterlund spoke of the upcoming Hooray for Hollywood themed Teacher Work Day the Youth Services Division of the Parks and Recreation Department is holding next week. Setterlund noted that the last major tournament will be held at the Damon Garcia Sports Fields on January 31, February 1 and February 2, 2014. Staff Member Setterlund mentioned that the City Parks will be re-opening by mid-January after being closed for Fall maintenance. Setterlund also continued to inform the Committee that the Parks and Recreation Ranger Services division is working on the bridge at Reservoir Canyon. Committee Members Kincaid and Updegrove noted that while hiking at Johnson Ranch they noticed some odd looking tanks that may be diverting water. Staff Member Setterlund said he will ask Ranger Services Supervisor Doug Carscaden about the tanks. Jack House Committee Minutes January 8, 2014 Page 3 of 4 3. Docent Activities Committee Member Kincaid stated that 227 people came through the Jack House for the Victorian Christmas tours which was up 14 from 2012. Committee Member Kincaid noted that the tour group that came from the Senior Center were a real pleasure to have. Committee Member Kincaid suggested soliciting to Church groups and other groups to try and get more tours scheduled for Monday through Fridays to increase tour numbers overall. Committee Member Kincaid shared that Docent Marilyn Darnell suggested coming up with a theme for the year for the Jack House to focus on. Committee Member Kincaid stated she would speak to the other Docents in regards to this idea. Staff Member Setterlund asked if the lights at the Jack House will come down tomorrow, Thursday January 9, 2014 as he would like to help. Committee Member Kincaid confirmed that the lights will come down at 10:00 am on Thursday, January 9, 2014. Committee Member Kincaid noted that she generally holds the February Docent meeting at her personal home. Committee Member Settle noted that two edits will need to be made on the Minutes for the December Jack House Docent meeting including the spelling of the name Marcia, and the spelling of the last name Schwartz. 4. Member Comments/Communication Committee Member Updegrove shared that, on Saturday, February 8, 2014 at 2:00 pm the History Center is holding an event titled “Meet the Authors.” Committee Member Updegrove continued that Marilyn Darnell will be there to speak on her new book Anything But Dull. Staff Member Setterlund highlighted the recognition of Gerry Johnson for over 35 years of service with the Monday Club. Committee Member Updegrove asked to confirm the date that the Jack House will re-open. Committee Member Settle confirmed that the Jack House will re-open on Mother’s Day. Committee Member Nelson noted that the cost of advertising in the printed press for the Victorian Christmas is very expensive. Committee Member Nelson asked to confirm that the goal is not to re-coop this money, but to simply keep the Jack House alive. Staff Member Setterlund confirmed that the money spent on advertising comes from the Jack House advertising fund which is through the City of San Luis Obispo. Committee Member Nelson questioned how the Jack House is advertised on-line. Staff Member Setterlund informed the group of the future development of a specific Marketing plan to decide how to best allocate the funds available for advertising of the Jack House. Jack House Committee Minutes January 8, 2014 Page 4 of 4 Committee Member Settle questioned if flyers are going out to schools. Staff Member Setterlund noted that the City can get the approval from the district office on any flyers that the Committee would like to send out to the schools. Committee Member Kincaid stated she would like to see flyers go out to schools for Halloween, Christmas, and the Mother’s Day Concert. Committee Member Gorden inquired if the City has pursued advertising for the Jack House through rack cards at hotels. Committee Member Gorden noted that this is done through Arts Obispo, and that there are specific size requirements to follow. Staff Member Setterlund responded by stating rack cards are something that can happen in the future for advertising, and would be designed “in house” by City staff. Committee Member Kincaid brought up that Bryant Mills will more than likely be taking Gerry Johnson’s place as the representative from the History Center on the Jack House Committee and questioned if this will have to go before the City Council. Staff Member Setterlund supplied Bryant Mills with an application which is to be filled out and returned to the City Clerk. Bryant Mills shared with the Committee that Joe Morris of the Sierra Club would like to begin Garden Tours in San Luis Obispo, and would like to begin the tours at the Jack House. Bryant Mills inquired about an updated map of the Jack House Gardens identifying the plants. Staff Member Setterlund mentioned that if the Garden Tours begin they will have to coordinate with the City’s Facilities Supervisor James Bremer to insure there are no conflicting events. Committee Member Settle suggested having Committee Members bring suggestions for focus groups to contact for Jack House tours to the next meeting. Meeting adjourned at 6:07 p.m. Next meeting is February 12, 2014 at 5:30 pm at the San Luis Obispo Parks and Recreation Administration Office.