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HomeMy WebLinkAbout04-09-14 JHC MinutesJack House Committee MINUTES San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, April 9, 2014 5:30 PM CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:30 PM ROLL CALL: Chair Ron Batterson, Vice Chair Kathi Settle, Committee Members Bob Gordon, Toni Kincaid, Marcia Nelson, Susan Updegrove STAFF: Melissa Mudgett – Recreation Manager, Kristy Melchiorsen – Community Services Coordinator, Dave Setterlund – Community Services Supervisor GUESTS: Anthony Mejia – City Clerk, Eva Ulz – Member Nominee PUBLIC COMMENT PERIOD There were no public comments CONSIDERATION OF MINUTES MOTION: (Batterson/Kincaid) Approve the February 12, 2014 minutes as submitted Approved: 6 yes: 0 no Member Kincaid noted that on page 1-6 under Docent Activities in the book title Anything but Dull the “D” in Dull was not capitalized, and required editing. CONSIDERATION OF FINANCIAL REPORT MOTION: (Batterson/Kincaid) Approve the February 12, 2014 Financial Report as submitted. Approved: 6 yes: 0 no Chair Batterson questioned why the financial report did not show a record of the funds balance. Staff Melissa Mudgett noted that she did not have the funds balance but could add this information to subsequent financial reports. Member Marcia Nelson asked for confirmation that the $10,500 was the City budget for Jack House promotions. Chair Batterson confirmed that yes; the $10,500 was the annual City budget for Jack House promotions. Staff Setterlund spoke about how the money is used for the promotion of different Jack House events. Chair Batterson noted that the Committee Members did not formally vote over how this money is spent, but rather have a discussion about it in committee meetings. Member Kincaid mentioned the importance of designing an annual budget calendar to make sure the money is spent well, stating that last year the committee was left with $3,500 of unspent monies. Jack House Committee Minutes April 9, 2014 Page 2 of 5   Member Nelson asked about the additional funds on page 2-2. Chair Batterson explained that the additional balance of over $9,000 is a separate fund from the promotions fund. Member Kincaid stated that these monies could be used for the new shed, and items other than promotions. REGULAR ITEMS 1. Swearing in of New Member Eva Ulz (Anthony Mejia) City Clerk, Anthony Mejia, facilitated an Oath of Office for new Committee member, Eva Ulz. Committee Members welcomed Ulz as a new Member. 2. Election of Chair and Vice Chair MOTION: (Updegrove/Nelson) Nominate Batterson and Settle as Chair and Vice Chair Approved: 6 yes: 0 no Member Updegrove nominated both Chair Batterson and Member Kathi Settle as Chair and Vice Chair respectively. MOTION: (Kincaid/Updegrove) Close nominations Approved: 6 yes: 0 no Committee Members clapped and celebrated Batterson as elected Chair and Settle as elected Vice Chair. 3. Mother’s Day Event: flowers, cards, and adverts (Toni/Dave) Staff member Setterlund began by mentioning the flowers for the event. Staff Setterlund stated that the event typically gets approximately 150 flowers provided by Bob Gordon. Committee Member Kincaid informed the group that this year the flower provided will be a carnation as opposed to the rose used in years past. Chair Batterson asked for confirmation that “Cards and Carnations” is the theme for this year’s event. Member Kincaid confirmed that “Cards and Carnations” is the theme. Member Kincaid further explained that there will be a card making station where children can make their Mother a Mother’s Day card and present it to her with a carnation. Member Gordon noted that the carnation is the traditional Mother’s Day flower, and they tend to last much longer out of water than roses. Staff Setterlund noted that the leader of the band the Quiet Knights has passed away, but the rest of his band will be there to play at the event with a new singer. Jack House Committee Minutes April 9, 2014 Page 3 of 5   Staff Setterlund asked for an email containing what the Committee Members would like purchased for the card decorating. Staff Setterlund stated that he and Staff Melchiorsen will purchase the supplies once the list is received. Staff Setterlund confirmed that the Recreation Staff will also provide a neutral colored plastic table wrap for the card making table as well as a volunteer to supervise the table per Member Kincaid’s request. Staff Setterlund explained the advertising for the Mother’s Day event. Setterlund stated that ads will be places with the New Times, the Tribune, and KCBX. Staff Setterlund noted that last year approximately $1600 was spent in advertisements for the Mother’s Day event. Setterlund mentioned that this year approximately $1500 was spent, but feels that the advertisement placement is better suited to the event this year compared to last. New Committee Member Eva Ulz asked if a press release would be sent out for the event. Staff Setterlund confirmed that press releases would go out along with any other type of free advertising possible such as community calendars and social media websites. Member Settle inquired about the Mother’s Day event banner. Staff Setterlund confirmed that the banner space has been reserved and will be hung the week prior to the event. Chair Batterson shared that Anthony Mejia (City Clerk) requested to arrange a tour of the Jack House for himself and a few other City Employees. Member Kincaid mentioned that she will contact him to set up a tour. 4. Staff Reports and Updates: Parks and Recreation Staff Setterlund relayed to the group that the project engineer, Mike McGuire, informed him that the restroom interiors are complete, the gazebo structure will be brought on site on Thursday April 10, the pouring of the concrete will take place on Friday April 11, and the project is expected to be completed on time minus a very small punch-list of minor details to finish up the job. Staff Setterlund communicated that after speaking with Chair Batterson, Member Kincaid, and the City Public Works Department, the conclusion was that it would be best to begin the painting of the house in October directly after the Haunted Jack House. Member Kincaid added that after speaking with Staff Setterlund and Chair Batterson they concluded that due to the timing of the painting of the house it would be best to cancel the Victorian Christmas this year as the painting of the house is a higher priority. Member Kincaid noted that she has been working with Katchy Andrews to get new wall paper for the dining room, and it may be a good idea to do this work at the same time as the painting of the house. Member Ulz suggested having an event outside or at another location instead such as caroling. Staff Setterlund mentioned that Parks and Recreation will work on coming up with some ideas for an alternate Jack House event. Member Settle inquired if the same company who is doing the construction would also be doing Jack House Committee Minutes April 9, 2014 Page 4 of 5   the painting, or if the job had to go out to bid. Staff Setterlund confirmed that the painting job did in fact have to go to bid. Member Ulz inquired as to whether or not there had been a historic finish analysis as to find what the original color of the house was. Member Settle explained that the house was scrapped to find the original colors, and this is why the house has its current color scheme. Member Ulz queried as whether or not there was a report documenting this. Member Settle stated that Ken Schwartz would be the one to have this record if there was one. Member Ulz also inquired if there had been a historic finish analysis to the interior. Member Settle explained that when the house was acquired it had been a rental for years, and was in poor condition. Member Settle further expounded that interior designers were brought in to adopt a room and designed each room to be period appropriate, but not necessarily the original colors. Staff Setterlund relayed to the group some upcoming activities the Recreation Department has scheduled including a garden clean-up on Friday April 11, the Monster Skate skateboard competition on Saturday April 12, a Ranger work day on Saturday April 12, the Children’s Day event in Mission Plaza on Saturday April 12, as well as a new lacrosse program started by the Parks and Recreation Sports Department. Member Nelson asked about the removal of the elevator shaft prior to the painting. Member Kincaid stated that there are currently no funds for the project. Chair Batterson indicated that it would be prudent to get a consultation of the cost to remove the elevator shaft before they ask for funding for the project. Chair Batterson noted that he and Member Kincaid will be meeting with Tom Brajkovich to discuss the future storage shed on the property, which perhaps would be a good time to speak with him about an estimate on the elevator shaft removal as well. Chair Batterson inquired about the punch-list of repair items for the Jack House. Staff Setterlund explained that the punch list has been sent to Andrew Collins, Building Maintenance Supervisor. Staff Setterlund assured that committee Andrew Collins will have these items complete by the time the house opens. Staff Setterlund continued to explain Todd Beights, Parks Maintenance Supervisor, had a few items for the exterior of the house which will be addressed including the bench with lattice, the carriage house, and the fence. Member Updegrove inquired about the roses in the planter in front of the house. Staff Setterlund informed the group that the Parks Maintenance division has an overall plan for the grounds planting and upkeep which they prefer to plant and maintain on their own. Staff Setterlund also mentioned that the Parks Maintenance division is happy to receive suggestions and did in fact receive the suggestion to plant more rose bushes to finish the rose bushes, as well as adding a center piece potato bush to the planter as well. Member Gordon suggested a rose tree instead of the potato bush as it would require the same nutrients, soil, watering etc. as the current rose bushes in there which would make maintenance easier. 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