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HomeMy WebLinkAbout02-12-14 JHC MinutesJack House Committee MINUTES San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, February 12, 2014 5:30 PM CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:30 PM ROLL CALL: Committee Members: Ron Batterson, Bob Gordon, Kathi Settle, Marcia Nelson, Toni Kincaid, And Susan Updegrove STAFF: Dave Setterlund, Kristy Melchiorsen GUESTS: Bryant Mills, Mike McGuire PUBLIC COMMENT PERIOD There were no public comments CONSIDERATION OF MINUTES MOTION: (Batterson/Nelson) Approve the January 8, 2014 minutes as submitted Approved: 6 yes: 0 no Committee Member Settle noted on page 1-3 under item 4, paragraph 3 stated that Committee Member Settle confirmed that the Jack House will re-open on Mother’s Day when in fact Committee Member Kincaid was the individual to confirm this. Committee Member Settle also noted on page 1-4 in the last paragraph it states that Committee Member Settle suggested having Committee Members bring suggestions for focus groups to contact when in fact it was Committee Member Kincaid who made the suggestion. CONSIDERATION OF FINANCIAL REPORT MOTION: (Batterson/Settle) Approve the January 8, 2014 Financial Report as submitted Approved: 6 yes: 0 no Jack House Committee Minutes February 12, 2014 Page 2 of 9 REGULAR ITEMS 1. Public Works Bathroom and Gazebo Update (Mike McGuire) Mike McGuire noted that the last time he spoke with the Committee he informed them of the plans to get specs and codes up to date on the project. McGuire stated that they were very successful in doing this. McGuire informed the group that the project was advertised in December, and the bid opening date was on January 9. McGuire went on to explain that ten bids were received. Eight of them were local companies, and two were non local coming from Idaho and Arizona. McGuire explained that all of the bids came in under the engineers estimated cost of $240,000. McGuire shared that the lowest bid came from the local company, Carol Building Company. McGuire noted that they also had the option to re-do all of the shingles on the entire service building and so not only the restroom, but the kitchen and back storage area as well. McGuire explained that the bid came in at just over $160,000 which created substantial cost savings. McGuire went on to explain that Carol Building was able to start work one day early which was last Friday. McGuire noted that Carol Building had misunderstood the specifications on the project and had planned to do the work in forty calendar days, when in fact the contract was for forty working days. McGuire stated that this made Carol Building happy because they believed they had only five weeks to complete the job when in fact they have 8 weeks. McGuire stated that the project should be complete by Friday April 4, 2014 based on the contracted timeline. McGuire noted that the project may even be completed before that date. Committee Member Kincaid confirmed that the completion date was for both the restroom and the gazebo. McGuire affirmed that this date was for both the restroom and the gazebo. McGuire noted a few issues that came up which required some changes from the original plans. McGuire mentioned that the tile choice of the octagonal small tile mosaic would not work in the restroom due to maintenance issues with too much grout. McGuire stated that due to product availability the new tile that will be used will be 6 inch by 6 inch biscuit-white and black colored tiles in a checkered pattern with a biscuit-white colored grout and biscuit-white colored walls as well. McGuire showed the Committee Members an example of the new tile pattern. McGuire mentioned another concern in lifting the dome off of the gazebo with a crane. McGuire noted that the dome is in really bad condition with lots of patching and bondo work with the main spines and slats and significant dry rot. McGuire relayed the concern that if the dome is lifted it may fall apart. McGuire stated that the Contractor proposed to come in and brace the dome with posts and studs and to it will not have to move while the work is being completed on the gazebo. McGuire mentioned that he will be meeting with the Contractor and Architect Thom Brajkovich of Paragon Design who was the one who designed the gazebo plans to determine what condition the dome is in. McGuire stated that they may entertain the idea of re-building the whole dome. Chair Batterson noted that he understands that there are areas of dry rot on the dome, but would be very surprised if the arches themselves are in bad shape as they are made from solid red- Jack House Committee Minutes February 12, 2014 Page 3 of 9 wood. Batterson asked to join McGuire in his meeting to determine the condition of the dome. McGuire agreed and stated the meeting will probably take place sometime next week. McGuire continued to inform the group that the Contractor is anticipating getting the form work and reinforcing steel into the footings by the end of this week, and then pouring the slab next Tuesday. McGuire brought up another item under consideration which is to paint the house. McGuire explained that the Contractor was given a cost request bulletin to see if they could paint the house. McGuire noted that there is a Capital Improvement Project to paint the house. McGuire further explained that they thought it may be cost saving to have the current contractor to do the painting in addition to the other work being done on the house. McGuire did note though that there may be a legality issue in doing this as it was not on the original contract, and they may have to open the paint project up to bid. McGuire further explained that it would be beneficial not to have numerous contracting groups working on the same project. McGuire noted that if Carol Building comes up with a reasonable cost for the painting, and they are able to get around the legality issues, the house will be painted. McGuire stated that using a construction change order may be one way to get around the legality issue of the painting project. Chair Batterson brought up the issue of the need for an addition storage shed on the premises, and asked McGuire on how to get the ball rolling on this project as. McGuire replied that the best course of action would be to bring the project to Shelly Stanwyck’s attention who can then direct the project to the Director of Public Works, Daryl Grigsby. Committee Member Nelson questioned if demolishing the elevator shaft could be part of the current construction project at the Jack House with the savings kept on the low bid. McGuire stated that he did make a CIP request to do this and it was shut down by the CIP Committee. Committee Member Nelson asked if this is something that could be inquired upon again as it would make sense to do this before painting. McGuire noted that the monies allocated to the project have already been earmarked for their purpose. McGuire included that the painting portion of the project had a separate fund and would not be coming out of the original budget for the project. McGuire informed the Committee that as of now in his budget he has an approximate 15% contingency for unforeseen obstacles which tend to arise with historical buildings. McGuire mentioned a strong possibility that the waterline from the water main on Marsh Street to the service building is undersized and may need to be corrected. McGuire stated that originally the restroom and the gazebo were separate projects and there was $40,000 allocated to the gazebo in the 2014 – 2015 fiscal year. He further explained that by combining them into one project the $40,000 in funds were not tapped into and therefore saved and will be available as of July 1. McGuire suggested the Committee may want to consider getting the money allocated to another project. Chair Batterson inquired about the outside lights for the restroom with the new design. McGuire explained that the outdoor lights by the restrooms will be an LED fixture with motion sensors which complies with the City of San Luis Obispo’s night sky ordinance. Jack House Committee Minutes February 12, 2014 Page 4 of 9 2. Measure Y Updates (Dave Setterlund in-lieu-of Shelly Stanwyck) Setterlund explained that Measure Y is the ½ cent sales tax which brings in approximately 6.5 million dollars in annual revenue. Setterlund further explained that 72% of the monies are brought in by non-resident funds. Setterlund explained that 52% of the monies go to infrastructure and maintenance which proves to be beneficial to the Jack House. Setterlund stated that the Measure ends in March of 2015. Setterlund mentioned that there will be more information available on March 19, 2014 at 6:00 pm at the Library as they will be holding a Community Forum on the topic. Committee Member Nelson inquired on how the City of San Luis Obispo knows where the measure Y funds are coming from. Committee Member Updegrove explained that most people use credit cards for payment which contains zip code information. Committee Member Nelson stated that community members should be sure they know where the monies are going before voting on the new Measure. Committee Member Updegrove explained that the options for the new Measure are not only what to call it, but also whether it will have a life span of eight years, or be indefinite as well as be either a ½ cent increase or a whole cent increase. 3. Donations of Silver Plate (Toni Kincaid) MOTION: (Kincaid/Updegrove) Approve the donation of the Silver Plate. Approved: 6 yes: 0 no Committee Member Kincaid stated that David and Heidi Bezaire would like to donate their silver plate for the Jack House silver collection. Committee member Kincaid asked the group if they would like to accept the item. Committee Member Kincaid mentioned that they seem to be getting a lot of non-Jack House items, and asked if they needed a policy on how to handle these items. Committee Member Settle inquired if this was a direction that the Jack House Committee would like to go, suggesting that she was ok with it as long as items are labeled Family or non- Family. Committee Member Settle noted that a vintage house can be a place to preserve these historical items. Chair Batterson noted that there is already a form in place to handle this process, and asked if this decision should be made by the docents. Committee Member Kincaid stated she has a meeting with the Docents tomorrow and will bring the topic to their attention. Committee Member Kincaid noted that they do have the form to fill out for the process, but then there is no real protocol on what to do with the form. Committee Member Kincaid noted that she is also ok with accepting non-Family items as long as they fit appropriately and can be used. Jack House Committee Minutes February 12, 2014 Page 5 of 9 Committee Member Settle noted that the pieces help with the esthetics of the time period. Committee Member Nelson agreed that the overall look is important. Chair Batterson concluded that the problem is not whether to take the items or not, but on how the paperwork is filed and saved. Setterlund volunteered to create a donation file with Parks and Recreation as well as send a thank you note to the doner. Committee Member Kincaid also suggested taking a photo of the item to attach to the paperwork for more accurate records. 4. How to Handle Non-Jack Family Donations (Toni Kincaid) MOTION: (Kincaid/Nelson) Allow the Docents to accept or reject donated items to the Jack House in the future. Approved: 6 yes: 0 no Chair Batterson noted that though the decision is made by the docents, the paperwork will still be completed by Committee Member Kincaid. Committee Member Kincaid noted that she will inform the Committee every time a decision is made in regards to a donation. Committee Member Settle agreed that she would like to continue to see this line of communication open between the docents decisions and the Committee Members. 5. Future Storage Shed (Ron Batterson) Chair Batterson noted that Mike McGuire’s suggestion was to bring this project to the attention of Daryl Grigsby. Chair Batterson suggested that The Committee will need to come up with both the concept and location of the storage shed. Setterlund stated that he was under the assumption that The Committee would purchase a eight by ten foot storage shed to tuck behind the trees for storage. Chair Batterson stated that this is not an option as the shed needs to take on the same character as the carriage barn and be made of wood. Chair Batterson continued to explain that it should appear to be of the time, and would like it fairly long, not too deep, and with lots of doors to provide easy access to the items inside. Committee Member Nelson suggested a lumber yard in Santa Margarita which she had personally utilized in the past who offer good pricing. Committee Member Nelson continued to note that there are two separate lumber yards in Santa Margarita whom both offer reasonable pricing. Chair Batterson noted that the logical steps to take will be to bring the concept of the storage shed to Shelly Stanwyck and ask for suggestions and basic requirements needed. Jack House Committee Minutes February 12, 2014 Page 6 of 9 Setterlund confirmed that he would bring this to Shelly’s attention in a meeting he has planned with her for tomorrow. Chair Batterson noted there is no urgent rush on the project, but if it gets going now, they can perhaps add a path out to it. 6. Staff Reports and Updates (Parks and Recreation / Public Works) Setterlund informed the group of the Community Service Division’s collaboration with a Cal Poly recreation class putting on a Social for the Senior Center. Setterlund continued to review the first of the Friday Night Flix at the Blues stadium that occurred last week stating that approximately forty people showed up, which may have been due to uncertain weather conditions. Setterlund noted that the Park Rangers are finishing up their bridge project at reservoir canyon, and have also been approved to preform new trail work in Froom Ranch. Setterlund highlighted the new pickleball league the Sport Department has created. Setterlund informed the group that there will be a pickle ball demonstration on Saturday February 22 at 3 pm. at the Ludwick Community Center. Setterlund announced that the Youth Services Department won an award for their theme for the summer camp they ran last year. Setterlund explained that the theme was “Let’s Move” and coincided Michelle Obama’s Let’s Move Healthy Kids campaign. Committee Member Nelson inquired as to who re-modeled the new playground by the YMCA. Setterlund responded that he was not too sure as there is a lot of renovations taking place within the City at the moment. Committee Member Updegrove inquired upon the new skate park being constructed. Setterlund confirmed that yes the skate park is being made and they are planning on breaking ground in June. 7. Docent Activities Committee Member Kincaid informed the group that Marilyn Darnell will be doing some presentations and outreach programs with Anything but Dull. Committee member Kincaid listed the presentations as Noon Rotary on March 3; Lions on March 18; The Fuzz that Was on March 20; Minor Historians on July 15; Old Mission School 4th Grade Class March 11. Committee Member Kincaid also mentioned that the book will also be created into an e-book. Committee Member Kincaid stated that Jill Fletcher from the History Center contacted her and stated they have a grant they need to use up. Committee Member Kincaid explained that the History Center would like to segway this grant into another grant entailing giving tours around town using the Ride Along buses during their slow hours of 10 am – 2 pm. Committee Member Kincaid explained that these tours would begin at the Mission and History Center, go to the Jack House, stop for lunch most likely at the Del Monte Café, and then end at the Rail Road Museum. Jack House Committee Minutes February 12, 2014 Page 7 of 9 Committee Member Kincaid explained that the Jack House would not make money off of these tours, but that it may be a good way to showcase the house. Chair Batterson asked when these tours would begin. Committee Member Kincaid stated that Fletcher would get back to her with that information. Committee Member Kincaid continued to explain that the tours can be for seniors, and school groups. Committee Member Kincaid stated that she told Fletcher they would be interested. Chair Batterson asked if the grant they received was from the Federal Government. Committee Member Kincaid clarified that the grand was from the City of San Luis Obispo. Committee Member Gordon stated that the tours may not begin for a while since the Rail Road Museum was not open yet. Committee Member Kincaid mentioned that they may use the Dallidet as a fill in stop in case any of the other locations are not available. Committee Member Kincaid noted that her and Batterson met and inspected the house for recommended repair and maintenance. Chair Batterson noted that he was surprised that things looked better than he expected and there was nothing very major. Committee Member Kincaid noted that window issues were the lot of the problems. Chair Batterson noted that the painting should take care of the window issues. Chair Batterson noted that there were quite a few things that needed to be taken care of on the grounds by the arbor were the events take place. Chair Batterson noted that the bookcase does not open and the shower curtain needs attention. Committee Member Kincaid agreed and also noted the chest in the washhouse also does not open. Committee Member Kincaid noted that the awning by the carriage house is dirty, and suggested it gets power washed along with the fence before the season begins as they should be clean and look nice for rentals. Committee Member Nelson asked if the work will get done in the priority of safety first. Setterlund explained that the information has been sent to Public Works and assured the group that they will handle any issues of safety at the Jack House. Chair Batterson offered kudos to Dave for being so involved with the Jack House in his position. 8. Member Comments/Communications Committee Member Settle shared with the group that she heard Marilyn speak at the History Center and it was wonderful. Committee Member Settle expressed that the book offers a broader picture of the history of the Jack House and could be used to update the Docent Jack House Committee Minutes February 12, 2014 Page 8 of 9 handbook with Marilyn’s help. Committee Member Kincaid stated that this will be brought up at the Docent meeting tomorrow. Chair Batterson asked Setterlund about scheduling a meeting with himself, Setterlund and Stanwyck. Setterlund mentioned that their meeting may have to be in the beginning of March. Chair Batterson stated that either a Monday or Thursday would be best for him. Jack House Committee Minutes February 12, 2014 Page 9 of 9 Meeting adjourned at 6:42 p.m. Next meeting is March 12, 2014 at 5:30 pm at the San Luis Obispo Parks and Recreation Administration Office.