Loading...
HomeMy WebLinkAbout09-11-13 JHC MinutesJack House Committee MINUTES San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, September 11, 2013 5:30 PM CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:30 PM ROLL CALL: Committee Members: Ron Batterson, Kathi Settle, Gerry Johnson, Marcia Nelson ABSENT: Bob Gordon, Toni Kinkaid, Susan Updegrove STAFF: Melissa Mudgett, Michael McGuire, Dave Setterlund, Kristy Melchiorsen GUESTS: Kathy Smith, Bryant Mills PUBLIC COMMENT PERIOD There were no public comments CONSIDERATION OF MINUTES MOTION: (Batterson/Settle) Approve the July 10, 2013 minutes as submitted Chair Ron Batterson mentioned that Patrick Mayeda’s name should be removed from roll call Approved: 4 yes: 0 no: 3 absent (Gordon, Kincaid, Updegrove) CONSIDERATION OF FINANCIAL REPORT MOTION: (Batterson/Nelson) Approve the July 10, 2013 Financial Report as submitted Approved: 4 yes: 0 no: 3 absent (Gordon, Kincaid, Updegrove) REGULAR ITEMS 1. Sponsor Donations (Ron Batterson) Chair Ron Batterson opened for discussion the possibility of donating money to the publication of Marilyn L. Darnell’s new book on the Jack Family history Anything But Dull. Chair Ron Batterson stated that Dr. Levenson of Cal Poly is heading up the publication and needs a total of $15,000, but any sum of a donation is appreciated. It was noted by Chair Ron Batterson that all sponsors will be listed in the publication and that it may be a good source of publicity for the Jack House. Jack House Committee Minutes September 11, 2013 Page 2 of 5 Committee Member Marcia Nelson inquired as to whether or not the Jack House Committee would recoup any of the donated funds via book sales. Chair Ron Batterson responded by stating that the Jack House Committee would not receive any return on books sold. Committee Member Kathi Settle suggested support of the book as it would be helpful to the Docents in filling in specific historic facts. Chair Ron Batterson suggested putting the donation to Motion. MOTION: (Settle/Johnson) Approve the allocation of a $300 sponsorship towards the publication of Marilyn L. Darnell’s new book Anything But Dull. Approved: 4 yes: 0 no: 3 absent (Gordon, Kincaid, Updegrove) Chair Ron Batterson will contact Dr. Levenson for the donation and the invoice will be sent to Staff Member Dave Setterlund. 2. New Practice for Rental Access to Service Road (Dave Setterlund) Staff Member Dave Setterlund suggested revisiting the policy for the use of the access road at the Jack House. Staff member Dave Setterlund stated that the access road is now wider and has less brush than in the past and inquired of the possibility of Catering Companies and other industry vehicles using the access road during rentals at the Jack House Gardens. Chair Ron Batterson stated concern over these industry vehicles leaving the gate open after use. Chair Ron Batterson stated this can create an opportunity for guests to try and drive in as well causing damage and possible danger as they are unable to turn around inside and must back out. Chair Ron Batterson noted that the meters are hooded in front of the Jack House during rentals which creates another close parking option for industry vehicles. Staff Member Dave Setterlund suggested that the policy remain the same. Chair Ron Batterson suggested perhaps the road can be accessed by special request on case-by- case bases. 3. Marketing Budget for Christmas and Haunted House (Dave Setterlund) Staff Member Dave Setterlund stated last year approximately $650 was spent on the Haunted house promotion and that approximately $1200 was spent on the Victorian Christmas promotions. Staff Member Dave Setterlund asked for confirmation that Committee Members were ok with a similar budget for this year. Chair Ron Batterson suggested that the precedent for the promotions budget be kept the same. Chair Ron Batterson stated that this was not an item that has been voted on in the past. Chair Ron Batterson stated that the promotions budget has historically been presented to the Committee Members and suggestions are made as they arise. Jack House Committee Minutes September 11, 2013 Page 3 of 5 4. Budget for Christmas and Haunted House (Bryant Mills) Guest Bryant Mills presented a budget of $300 for supplies for the Haunted House and a budget of $300 for supplies for Christmas which will be used for decorations. MOTION: (Batterson/Johnson) Approve the allocation of a $300 for the Haunted House supplies and $300 for Christmas supplies Approved: 4 yes: 0 no: 3 absent (Gordon, Kincaid, Updegrove) 5. Change Opening Dates (Bryant Mills) Guest Bryant Mills presented the idea of making Mother’s Day May 11, 2014 the official opening day of the Jack House as there will be an event at the Jack House on the first Sunday in May 2014. Guest Bryant Mills requested $100 for Jack House to be closed on the first Sunday of May for the United Way event. Staff Member Dave Setterlund clarified the procedure which is already in place stating that a rental must pay $100 to have Jack House closed during event, otherwise Jack House will be open. Committee Member Marcia Nelson questioned the idea of making Mother’s Day the new official opening day from 2014 on. MOTION: (Batterson/Settle/Nelson) Approve the opening day of the Jack House to be Sunday May 11, 2014 Approved: 4 yes: 0 no: 3 absent (Gordon, Kincaid, Updegrove) 6. Public Works Update (Michael McGuire) Staff Member Michael McGuire introduced himself as the new Engineer and project manager in charge of the updates to the restrooms and gazebo at the Jack House. Staff Member Michael McGuire stated that there had been delays in 2010 for this work due to insufficient funding. This caused the plans to be out of date and not up to code. Staff Member Michael McGuire stated that the plans for both the restrooms and gazebo are now updated and up to code. Staff Member Michael McGuire received the plans on September 11, 2014. Staff Member Michael McGuire noted that the architecture company who originally started the plans has changed their name from BFGC to IBI. Staff Member Michael McGuire explained the process for construction as follows: Plans are submitted to building department Receive work permits from City of San Luis Obispo Need to receive Council approval for advertisement of bid. Staff Member Michael McGuire does not anticipate this to be a problem as funds are available. Jack House Committee Minutes September 11, 2013 Page 4 of 5 Advertisements for bids will go out in November. Will be advertised throughout whole State Bid opening scheduled for December Start of construction shortly after New Year 2014. Goal is to have construction complete in 2 month period Staff Member Michael McGuire stated budget as follows: $10,000 – Design: Staff Member Michael McGuire noted that the expenditure from IBI is $5000 leaving a surplus of $5000 $225,000 – Construction of restrooms $40,000 – Construction of gazebo $55,000 – Construction Management (Staff Member Michael McGuire noted that some of this may be done “Pro-Bono” in house leaving a surplus in this account which can be moved to construction account if needed. Staff Member Michael McGuire noted the changes to the restroom will be to add 50 more square feet (a 3 foot by 16 foot sliver) on to the East side of the building to meet ADA requirements. Staff Member Michael McGuire noted the changes for the Gazebo will include a gentle sloping ramp around the perimeter to follow ADA guidelines. Staff Member Michael McGuire also noted that the current roof will be saved and used. Excitement for project expressed by all Committee Members. 7. Parks and Recreation Update (Dave Setterlund) Staff Member Dave Setterlund welcomed and introduced new Recreation Manager Melissa Mudgett to the Committee Members Staff Member Melissa Mudgett expressed excitement in new position and relayed understanding of the Jack House construction project as she had previously worked in the City of San Luis Obispo’s Public Works Department. Staff Member Dave Setterlund introduced new staff member Kristy Melchiorsen. Staff Member Dave Setterlund gave Jack House Committee Members invitations to the Annual Volunteer and Sponsor Appreciation Dinner. Staff Member Dave Setterlund noted that the pool is currently closed for maintenance. Staff Member Dave Setterlund commended 911 Ceremony at Laguna Lake Golf Course. 8. Docent Activities for May/June (Bryant Mills) Chair Ron Batterson noted the oversight of Acceptance of Donations on the Agenda. Jack House Committee Minutes September 11, 2013 Page 5 of 5 Guest Bryant Mills recognized Committee Member Marcia Nelson for helping at last wedding at the Jack House. Guest Bryant Mills stated the challenge of finding a Docent to help at weddings as they are a challenge to keep tours organized. Guest Bryant Mills noted inconsistent tour demand on Sundays throughout months of May and June. Guest Bryant Mills presented donation of historical articles to the Jack House and out lined the conditions requested by the donator (Ann Greene) as follows: Some items to be displayed at Jack House Site Some items to be used in an outreach program for third grade classes around the City. The donated items, along with a power point presentation would be a tool in helping gain interest in the Jack House Guest Bryant Mills noted that on a “points of interest” flyer found in the Recreation Office did not include the Jack House. Staff volunteered to look into who produces the flyer and report back on the possibility of the Jack House being included on the flyer. Chair Ron Batterson stated the acceptance of the donated items from Anne Greene will need to be on the agenda for the next Committee Meeting on October 9, 2013. 9. Member Comments/Communications (Ron Batterson) Chair Ron Batterson brought up an information item of Committee Member Toni Kinkaid and himself doing a thorough annual walkthrough of the Jack House around January or February to accomplish an overall checkup of the building (i.e. paint, structure, house ware). Chair Ron Batterson suggested that this will ease stress on the Public Works Department as they will not be called unless necessary. Committee Member Kathi Settle stated gratitude to City Council for help on Jack House Construction Project. Committee Member Kathi Settle reported on up-coming event: “The Experience” beer and wine tasting event put on by the SLO Quilters on September 28, 2013 to benefit the NOOR Clinic. Committee Member Marcia Nelson expressed concern for first edition books being openly displayed in Jack House and questioned the thought of locking them up. Committee Member Kathi Settle stated the books have never been locked up before and it has never been a problem as on normal docent tours there will always be someone present in the room. Chair Ron Batterson expressed concern to keep everything in the Jack House looking as time appropriate as possible. Meeting adjourned at 6:50 p.m. Next meeting is October 9, 2013 at 5:30 pm at the San Luis Obispo Parks and Recreation Administration Office.