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HomeMy WebLinkAbout05-14-14 JHC MinutesJack House Committee MINUTES San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, May 14, 2014 5:30 PM CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:30 PM ROLL CALL: Chair Ron Batterson, Committee Members Bob Gordon, Toni Kincaid, Marcia Nelson, Eva Ulz ABSENT: Vice Chair Kathi Settle, Committee Member Susan Updegrove STAFF: Melissa Mudgett – Recreation Manager, Kristy Melchiorsen – Community Services Coordinator, Dave Setterlund – Community Services Supervisor, Devon Hyfield – Facilities Supervisor PUBLIC COMMENT PERIOD There were no public comments CONSIDERATION OF MINUTES MOTION: (Batterson/Kincaid) Approve the April 9, 2014 minutes as submitted Approved: 5 yes: 0 no Committee Members noted that the date on the Agenda needed to be revised from February 12 to April 9. CONSIDERATION OF FINANCIAL REPORT MOTION: (Batterson/Kincaid) Approve the April 9, 2014 Financial Report as submitted. Approved: 5 yes: 0 no Chair Batterson noted that the fund balance is now listed on the financial report. Chair Batterson additionally noted that this balance is $10,262.22 not including Mother’s Day. Chair Batterson mentioned that the Committee appreciates the backup financial reports, but does not feel that they need a printed copy for the Committee as the Committee has never had a copy of the report before. Staff Member Mudgett responded per the Chair’s and indicated that staff could provide only the financial summary page from this point forward. Committee Member Kincaid noted that over $300 was collected from tours on Mother’s Day. Jack House Committee Minutes May 14, 2014 Page 2 of 9 REGULAR ITEMS 1. Special Events Drive Policy (Devin Hyfield) Staff Member Hyfield was introduced as the new Facilities Supervisor in the Parks and Recreation Department. Staff Member Hyfield inquired from the Committee clarification on the concerns with allowing vendors to utilize the back gate at the Jack House during special events. Chair Batterson explained that the issue in the past had been vendors opening the gate, driving in, and not closing it behind them. Chair Batterson further explained that when the gate is left open others from the public assume they can drive in. Chair Batterson continued to explain that when this happens, there is no area for turn around, and when attempting to back-out of the driveway, damage can occur. Staff Member Hyfield replied by informing the Committee that during events held at the Jack House, the Facilities Department supplies three facility attendants who are trained three to four times per year on Jack House procedures. Staff Member Hyfield stated that the current procedure for the Jack House gate is for the facility attendant to simpl y state that they do not have a key to open the gate. Chair Batterson indicated that he felt as long as there is a staff member regulating the gate; he does not foresee it as a problem to open the gate for vendors. Chair Batterson continued that if vendors using the gate did become a problem the situation would have to be re-assessed. Staff Member Hyfield agreed with Chair Batterson’s and explained that renters would be required to coordinate specific times in which the vendors would be entering the gate. Staff Member Hyfield noted that this information would be communicated to the facility attendant at the event, and could be sent to the Committee as well if necessary. Ron Batterson expressed concern that the vendors entering the gate and utilizing the driveway would be able to make the turn in order to exit appropriately and not have to back out. Staff Member Hyfield stated that the Facility Department could add this turning radius requirement to the paperwork associated with the rental of the facility. Committee Member Kincaid agreed that it is difficult for the vendors to have to carry all of their materials from the road to the Jack House. Committee Member Nelson requested clarification on the rental procedure process for the Jack House. Staff Member Hyfield answered that the Facilities Department has disclaimers which are sent out to the renter prior to the rental date. Committee Member Nelson asked if a specific document could be made with a map attached alerting vendors to the rules and policies of entering the Jack House gate and utilizing the driveway. Jack House Committee Minutes May 14, 2014 Page 3 of 9 Chair Batterson added that only one vendor should be allowed inside the gate at a time. Staff Member Hyfield concurred with Chair Batterson. Staff Member Hyfield continued to state that the Facilities Department could make it a requirement that all renters provide a schedule of what vendors will be utilizing the gate, what time they will be arriving, as well as contact for the vendor and vendor driver alike. Committee Member Ulz inquired if renters were required to sign a liability release or have insurance for the event. Staff Member Hyfield explained that a deposit is collected for any possible damage to the grounds. Staff Member Hyfield further detailed that the renter is required to have insurance for the event as well, and noted that the Facilities Department could require each vendor to submit liability insurance as well if desired. Committee Member Ulz vocalized the concern that it is important to understand exactly who and what the required liability insurance for an event covers. Committee Member Gordon noted that when there are weddings at the Church there is a form in which vendors a required to sign and turn in before the day of the event and it seems to work well for them. Chair Batterson reiterated the concern to have the gate staffed so it is kept closed. Staff Member Hyfield explained there would be a facility attendant at the door with the master list of vendors and the times they are to be let in. Staff Member Hyfield continued that this facility attendant will open the gate for the vendor, and then immediately close it behind them. Staff Member Hyfield further explained that not all vendors requesting access to the gate will be approved to utilize it. Staff Member Hyfield said he develop a draft facility renter/vendor agreement to include procedures for gate use and vendor insurance to present to the Committee at its next meeting. Committee Member Nelson inquired if a copy of the agreement in which the Church, Committee Member Gordon mentioned, utilized for vendors would be helpful to Staff Member Hyfield. Staff Member Hyfield graciously stated that a copy of the agreement would be helpful. Chair Batterson asked about the timing of the agreement and if Staff Member Hyfield would like the Jack House Committee to approve the revised agreement language prior to the start of event season. Staff Member Hyfield explained that since most of the events for the season have already been booked, the new agreement could be something implemented beginning this fall season. Committee Member Nelson mentioned that sharing the draft agreement via email may be a more efficient and timely way to get the agreement approved and Staff Member Hyfield agreed. Jack House Committee Minutes May 14, 2014 Page 4 of 9 2. Creation of Collection Policies (Eva Ulz/Dave Setterlund) Staff Member Setterlund stated the need for a clear-cut policy in receiving donated items to the Jack House. Staff Member Setterlund explained that upon speaking with Committee Member Ulz, it was realized that this would be larger process than anticipated. Staff Member Setterlund suggested forming a sub-committee or group to come up with a policy for donated items. Staff Member Setterlund noted that this can be up to a year-long process. Committee Member Ulz explained that a collections policy covers much more than receiving the donation, it also addresses what you do collect, what is in your collection, information on your collection, and the standards in which you are expected to care for them as well as restrictions of use. Committee Member Ulz reiterated that the process can take a long time and a typical policy can be ten to seventy pages long. Member Ulz also noted that she would be more than happy to share the information the History Center has on creating a collections policy. Chair Batterson inquired as to whom among the Docents would be interested in joining the Collections Policy Committee. Member Kincaid replied that she would bring the topic up at the Docent meeting tomorrow. Committee Member Ulz stated she would suggest a group of four people including a Docent, herself, Staff Member Setterlund, as well as someone who is an expert in the current collection. Committee Member Kincaid explained that the collection was cataloged in 1975. Member Kincaid continued to explain that five years ago a quick inventory was conducted and photos of the collection were taken before the sprinkler system was installed. Committee Member Ulz suggested that inventory procedures can be addressed in the Collections Policy such as when inventory is conducted, how, etc. Member Ulz continued to state that there are many cataloging software programs available and she is currently working on a grant which would provide a cataloging software accessible County-wide. Chair Batterson stated that the next step would be for Member Kincaid to discuss the new Committee with the Docents, and then get back to Member Ulz and Staff Member Setterlund. Committee Member Nelson asked for clarification on what the Committee would be doing at the House. Committee Member Ulz explained that the new Committee would create policies on how donations are received, and how the collection at the Jack House are cared for as there are many legal and ethical issues involved in owning a collection. Chair Batterson noted that the Collections Committee would be a good item to have on the next agenda as a continuing discussion. 3. Creation of Master CIP planning list (Ron Batterson/Dave Setterlund) Chair Ron Batterson inquired as to the process of getting a project complete at the Jack House. Staff Member Setterlund responded to informing the Committee that the first step would be to Jack House Committee Minutes May 14, 2014 Page 5 of 9 make a prioritized “wish list” of the future projects for the Jack House. Committee Member Gordon stated that there already was a list of items to be completed. Chair Batterson agreed stating that the list included the need for a storage facility, the removal of the elevator shaft, and the restoration of the bay window. Chair Batterson asked the Committee as to what the goals for the interior are. Committee Member Kincaid noted that for the interior, the priorities are wall paper for the parlor, noting that the interior does not have to be a Capital Improvement Project. Member Kincaid stated that the Jack House Foundation will have the ability to access a grant fund for approximately $35,000 by the end of June and that Ketchy would like to spend this money. Member Kincaid noted that the money can only be used on interior updates and preservation of the Jack House. Member Kincaid asked if the City could pay for the elevator shaft removal, the Foundation could pay for the windows and re-wallpapering the parlor. Member Kincaid questioned as to if the City would take care of any damages found during the re-wallpapering process. Chair Batterson noted that there is a false header in the master bedroom which has to be removed. Staff Member Setterlund supported that this grant funding would be great for the Committee to spend on the interior. As the Jack House is a City facility this work would require solicitation of bids and award to the lowest bidder. Staff Member Setterlund explained the City financial process. As the City receives public funds for operations, the City is obligated to oblige by purchasing policies and procedures. He indicated the first step for the Committee would be to obtain quotes for the interior wallpapering work. Chair Batterson mentioned that he will get a quote from Thom Brajkovich for the elevator shaft removal and can share with the Committee at the next month’s meeting. Committee Member Kincaid inquired about the remaining funds from the bathroom and gazebo capital improvement projects since the project came in under bid. Staff Member Setterlund explained that all remaining project funds are placed into an account for use by other Council-approved capital improvement projects. Any future Jack House capital improvement projects (CIP) would need to be developed and vetted through the City’s CIP process and ultimately approved by Council before having access to these funds. These funds could not be used to support the elevator shaft removal project because this project has not yet been reviewed/approved by Council. Chair Batterson inquired as to when the next call will be for Capital Improvement Projects. Staff Member Mudgett responded that November/December 2014 would be when draft CIP submittals would be due. Proposed 2015-17 fiscal year CIPs would then receive multiple rounds of reviews/approvals. The City Council will have the final opportunity to review/approve CIPs in June 2015 as part of the City’s 2015-2017 financial plan. Jack House Committee Minutes May 14, 2014 Page 6 of 9 Chair Batterson asked for confirmation that it would be good to develop a Jack House Master projects list, with prioritization and quotes prior to years’ end in order to be considered in this financial planning process. Staff Member Mudgett further expressed that there is ambiguity with the passing of the City’s ½ cent sales tax (Measure Y). The City will know in June is this measure will be placed on the election ballot for a November vote. Staff Member Mudgett continued that failure to review a ½ cent sales tax measure would mean a significant loss in General Fund revenues of almost $7 million dollars annually. Loss of this funding would most likely mean that only capital projects relating to mandates or public health and safety would be considered. However, Staff Member Mudgett relayed to the Committee that it would be beneficial to be prepared with project priorities and costs should the ½ cent sales tax measure pass in November. Chair Batterson asked if the storage shed would fall under the Capital Improvement Project category. Staff Member Mudgett replied that the Jack House does have a current fund balance of $10,262.22. Should the Committee solicit quotes for a shed and if it is within the Committee’s available fund balance, the Committee could vote to use the fund balance for the purchase of the shed. Committee Member Ulz inquired as to whether there was a non-profit entity or corporate entity who could solicit the funds acquired by fund raising for the Jack House. Committee Member Kincaid replied yes, there is The Friends of the Jack House but the committee is not functioning well. Committee Member Gordon added that there are not enough people willing to be on the Friends of the Jack House Committee. Committee Member Ulz inquired as to whether or not she could find people to be on the committee. The entire Committee answered yes, please do so. Committee Member Gordon inquired in regards to utilizing the Jack House Foundation monies on projects in the Jack House. Staff Member Mudgett replied that since it is a City building, the process will have to follow City guidelines of prevailing wage. Chair Batterson further inquired as to whether or not the Committee could work on the wallpaper installation and shed projects as long as the y followed the bid process. Staff Member Mudgett explained that it would depend on the type of project. The Committee would be able to work on smaller projects (following the bid process) as long as the project work did not require a building permit to complete. Committee Member Ulz mentioned that when changing decorative elements it is of best practice to have a furnishings planner to come up with a global design for the interiors of the House. Committee Member Kincaid showed the group the wall paper samples in which she and Ketchy had decided to use. Committee Member Kincaid clarified that the new wallpaper would be more of a refresher of what is currently in the House now, and not so much of a changing of the interpretation of the design. Committee Member Gordon asked if damage occurs when removing the wall paper, what the process would be required to fix it. Chair Batterson reiterated that as long as the work did not require a building permit, and the project was bid fairly, the Committee should be able to pay for it on their own. Jack House Committee Minutes May 14, 2014 Page 7 of 9 Staff Member Mudgett stated she would inquire with the City’s Building Maintenance Supervisor, Andrew Collins, on the topic and get back to the Committee. Chair Batterson expressed interest on what happened when the Library ceiling fell down. Staff Member Setterlund reiterated that it is good for the Committee to have a long term list of prioritized Capital Improvement Projects. 4. Historical Reference of Anything But Dull for Committee Members MOTION: (Kincaid/Ulz) Purchase seven of Marilyn Darnell’s books to accommodate the Committee Members at the discounted rate Approved: 5 yes: 0 no Staff Member Setterlund explained that Marilyn Darnell requested of him to ask the Committee to purchase her book for each Committee Member at a discounted price to utilize for historical reference and to pass on to future Committee Members. Chair Batterson asked for clarification on the request. Staff Member Setterlund further explained that it could be a motion for the Committee to vote on. Chair Batterson inquired as to what the discounted price would be. Committee Member Kincaid stated it was approximately $15 per book. Committee Member Ulz asked for confirmation that the books would be property of the Jack House Committee. Chair Batterson inquired as to if there was a Committee Member who would like to put this into the form of a Motion. Committee Member Kincaid stated the motion to purchase seven of Marilyn Darnell’s books to accommodate the Committee Members at the discounted rate. Committee Member Ulz seconded the motion, and all members agreed in favor. 5. Staff Reports and Updates: Parks and Recreation (Dave Setterlund) Staff Member Setterlund explained the Parks and Recreation Department is in the midst of preparing for summer. Staff Member Setterlund noted that the Youth Services Department is making the transition from the end of year excitement, to the beginning excitement for summer. Staff Member Setterlund noted that the Rangers are making new trails at Froom Ranch and have found some old mine shafts in the process. Chair Batterson inquired about the trail connection from Froom Ranch to Johnson Ranch. Staff Member Setterlund and Committee Member Kincaid both suggested that the connecting trail is already made. Jack House Committee Minutes May 14, 2014 Page 8 of 9 Staff Member Setterlund continued to note that the Rangers have also been doing continual creek clean-ups as well as homeless encampment clean-ups. Staff Member Setterlund reiterated that Parks and Recreation has a new Facilities Supervisor, Devin Hyfield. Staff Member Setterlund announced that the Sports Department is also getting prepared for the summer. Staff Member Setterlund continued to talk about the Community Services department and what it is involved in including the fall season activity guide, the Dive-In Movie event, and the skate park ground breaking event. Committee Member Kincaid inquired about the date of the Parks and Recreation Commission’s park tour. Staff Member Mudgett confirmed the date for the PRC park tour to be June 19th. Committee Member Kincaid also inquired about the PRC park tour morning hike and where to meet for it. Staff Member Mudgett replied that it would be Froom Ranch but not sure of the exact meeting location. She will check and get back to Committee Member Kincaid with more information. Staff Member Mudgett then asked for Committee Member Kincaid’s cell phone number to be in contact that morning and Committee Member Kincaid supplied the number. Staff Member Mudgett confirmed for the Committee that the PRC park tour day begins with the morning hike and then continues on to lunch at the Ludwick Community Center, and then there will be the afternoon park tour. Committee Member Kincaid told the Committee that the new Jack House restroom and gazebo and the new Bob Jones trail connection will be part of the afternoon tour. Staff Member Mudgett confirmed this and added that the Sinsheimer tennis courts will be on the tour as well. 6. Docent Activities (Toni Kincaid) Committee Member Kincaid announced that they have received the wallpaper for the parlor. Committee Member Kincaid continued to explain that when the elevator shaft is removed they will need to replace the wall paper around the window. Committee Member Kincaid stated that she found some wallpaper in a box at the House which will work for this project. Committee Member Kincaid noted that they had 113 people tour the Jack House on Mother’s Day. Chair Batterson mentioned he noted approximately 100 people outside at the concert alone. Chair Batterson mentioned he noticed that the people coming through the House was a steady flow. Committee Member Kincaid confirmed that it was a constant flow of tours all day. Chair Batterson noted that he felt the kid’s craft table at the Mother’s Day concert was a great addition. Committee Member Kincaid mentioned that Esther McGuire was unable to give tours that day and that the two brand new Docents did the upstairs tours and did a wonderful job. Committee Member Kincaid informed the group that on Tuesday May 13, she and Committee Member Nelson gave 107 third grade students from Los Ranchos School a tour of the House. Committee Member Kincaid continued to explain that they have another student group coming in June. Jack House Committee Minutes May 14, 2014 Page 9 of 9 Committee Member Kincaid mentioned that there is a Wedding at the Jack House on Sunday and the group would like the House closed. Staff Member Setterlund confirmed that they will need to pay $100 to have the house closed. Committee Member Kincaid replied that she just wanted to confirm that this is still the rate for House closure. Committee Member Kincaid showed the group new lace for curtains in the living room from the company Bradbury and Bradbury. Committee Member Kincaid noted that the curtains are an East Lake style. Committee Member Kincaid also noted that they would like to change out the plastic curtain rod that the curtains are currently on. Committee Member Kincaid continued that they would like to replace this with a large wood rod with wooden rings. Committee Member Kincaid noted that there is also a wine launch at the Jack House on Sunday May 18. 7. Member Comments and Communications Committee Member Ulz passed out a flyer for a History Museum Mixer on Friday May 30 from 6-8 pm. Committee Member Ulz noted that the History Center has started a Publishing partnership with GRCI at Cal Poly so that they can work with authors who have books on County history. Committee Member Ulz also mentioned that the History Center will have a new annual Journal, “La Vista” and is looking for articles. Committee Member Ulz suggested that since the Committee will not be doing the Victorian Christmas this year, perhaps they could do a Victorian Funeral. Committee Member Kincaid stated she would be open to anything that is Family friendly. Committee Member Ulz stated that the event had been very popular at the museum she worked at in New York. Staff Member Setterlund stated that he liked the idea and felt that the event could definitely fit in somewhere in the year’s timeline. Committee Member Kincaid re-stated Committee Member Nelson’s suggestion of having the event on a Farmers Market night and walking down Higuera Street all dressed up. Committee Member Ulz suggested asking Gene Reis for the supplies for the event. Committee Member Gordon noted that when he taught “Death and Dying” at Cal Poly the student’s final project was at a church and it drew large crowds of people who wanted to watch because people are very curious on the subject. Committee Member Kincaid mentioned they could possibly hold the event in the carriage room. Chair Batterson stated that the next meeting will be held in June, and that there will be no meeting in July. Meeting adjourned at 6:44 p.m. Next meeting is June 11, 2014 at 5:30 pm at the San Luis Obispo Parks and Recreation Administration Office. (1341 Nipomo Avenue, SLO)