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HomeMy WebLinkAbout09-10-14 JHC Minutes San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, September 10, 2014 5:30 PM CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:35 PM ROLL CALL: Chair Ron Batterson, Vice Chair Kathi Settle, Commissioners Bob Gordon, Toni Kincaid, Marcia Nelson, Eva Ulz and Susan Updegrove ABSENT: STAFF: Melissa Mudgett-Recreation Manager, Faith McDonald- Recreation Specialist, Jeff Hendricks-Parks Maintenance Manager PUBLIC COMMENT PERIOD Marilyn Darnell submitted the new introduction and mission statement of the Jack House Collections Policy Committee to the group. Committee Member Ulz identified the policy and divided tasks of the document. The committee reacted favorably to the document, however a vote on the final document approval will commence at the next committee meeting in October. Chair Batterson and Committee Member Ulz will develop the draft package. 1. CONSIDERATION OF MINUTES There was a general question of who James Papp was from the August meeting public comment. Committee Member Ulz responded that Mr. Papp was an individual interested in restorative work and previously worked in New York on restoration projects. MOTION: (Batterson/Settle) Approved the August 13, 2014 minutes. Approved: 7 yes: 0 no: 0 absent 2. CONSIDERATION OF FINANCIAL REPORT Staff Member Mudgett explained the $972 June 2014 expense was the purchase of the couch obtained for the bridal room and was purchased from the City’s 2013-14 FY Operating Budget for the Jack House. These funds to expire at the end of a fiscal year if unspent. Committee Member Kincaid questioned why the funds for the purchase came from the same budget as docent funding, and if so why there was a conflict with painting, decorating, etc. in the bridal suite room. She asked for a clarification on docent regulations regarding the room and believed there was a conflict of promotional budget spending. Committee Member Nelson suggested that spending proposals should be put forth in the minutes. Committee Member Kincaid explained that the couch purchase had been approved by Jack House Committee MINUTES Jack House Committee Minutes Sept 10, 2014 Page 2 of 6 the committee in a previous session. The committee agreed to regularly discuss the operational budget and propose areas where it could best be spent. MOTION: (Batterson/Kincaid) Approve the August 2014 Financial Report as submitted. Approved: 7 yes: 0 no: 0 absent REGULAR ITEMS 3. Introduction of New Staff (Melissa Mudgett) Jeff Hendricks was introduced as the new Parks Maintenance Supervisor. He previously served as a technician with the city for the past 16 years and is a Cal Poly graduate. Adam Basden has taken over his previous role as the new technician. Jeff presented the committee with the hardcopy Landscape Plans, believed to be produced in the mid-1990’s, and include a plant palette. These are believed to be some of the oldest landscaping plans and help to identify the history of planning within the Jack House. Staff Member Mudgett will make copies for the committee both digital and hardcopies. The committee hopes to have additional landscaping done between the house and the driveway. Jeff Hendricks noted that plants have a life and that protecting plant materials through cultivation and grafting will extend plant lives within the current landscape. The committee was happy to meet him and appreciated his knowledge and experience with the Jack House landscape. 4. Jack House Wall Paper Installation Approval Process (Melissa Mudgett) Process is to be completed through the City’s Approved Donation Process. The Jack House Committee would manage the wallpaper hanger directly. The vendor would get paid and the work of “management” conducted by the Jack House would be considered that of a donation to the city. Staff Member Mudgett said this is a similar process to previous construction projects and donations conducted within the city through a personalized agreement. This process will commence if the bid is under $7,500 and if it exceeds that amount the city will be able to do a sole source agreement and seek approval. City staff will work with Committee Member Kincaid to draft a Council request for approval of the wallpaper donation. This report will be shared with the Jack House Committee at the October/November meetings. Staff anticipates City Council review and approval in December 2014. Jack House Committee Minutes Sept 10, 2014 Page 3 of 6 Member Kincaid anticipates the wallpaper process would begin in the January through April 2015 timeframe. 5. Approval of Historian Reimbursement (Melissa Mudgett) Receipts were submitted from 2013 and were for copies made of photos for the album collection. The Committee reviewed the receipts and recommended reimbursement. MOTION: (Batterson/ Kincaid) Approve Historian Reimbursement of $98.87 as submitted. Approved: 7 yes: 0 no: 0 absent 6. Approval of Thom Brajkovich Invoice (Melissa Mudgett) Clarification that additional services were rendered outside of preliminary agreement with Paragon Architecture was made. While the gazebo was conducted as pro bono work; meetings and time spent drafting for the project were billed hours. MOTION: (Batterson /Nelson) Approve payment of Thom Brajkovich Invoice for $725 as submitted. Approved: 7 yes: 0 no: 0 absent 7. Elevator Removal Capital Improvement Project (Melissa Mudgett) Staff had previously submitted a request back in 2009 for this removal. However, due to the financial climate within the city at the time, the funding for this project was given priority. A new draft was developed by Staff Member Mudgett and will be due in final form by Oct. 30th. Staff Member will work with Chair Batterson during this next month to produce a final draft that will be submitted to the committee by the next meeting. Review and motion format will be included in the October agenda. This has been a long standing request which will aid in obtaining approval for funding. The original elevator plans were drafted in the late 1960’s or early 1970’s. Committee Member Ulz has volunteered to track down the original city plans in hopes to gain insight and documentation of the original Jack House floor plans. 8. Discussion of Advisory Body Goals for Council Consideration (Ron Batterson) Chair Batterson commended Melissa Mudgett for the 2015-2017 draft she created. The draft was distributed to the committee and divided into 2 sections. The body of the document included four main topic areas: gazebo, bay window, annual outdoor maintenance, and buggy shed. Jack House Committee Minutes Sept 10, 2014 Page 4 of 6 Main points included in the bay window section of the document covered funding for the restoration process. The proposed outdoor storage facility would be shared with public works and docents. The Buggy Shed project proposal depends upon whether or not the outdoor storage shed will be approved. Additional proposed projects included involvement with the Marsh Street crossover. Committee Member Nelson has been invited to these talks regarding pedestrian traffic in this area. Instillation and design of the cistern pump is also a primary project goal. The committee hopes that it will become a design element within the landscape as well as a Jack House artifact that could subsequently be used for irrigation. Chair Batterson will speak with Ken Schwartz regarding whether or not it was cemented and can still be used in an irrigation capacity. Chair Batterson and Committee Member Ulz will investigate whether or not funding from the city can be gained if the cistern is able to be used in a rainwater collections process. Committee Member Ulz also questioned if the goals needed to pertain only to outdoor improvement scheduling or could reflect the goals of the interior as well. She will be drafting an item and speaking with Committee Member Kincaid in regards to making the Jack House collection more visible. Goals are due November 6th, 2014 and will be discussed once more on October 8th, 2014 where additions, comments, and finalizations will be made. Advisory Body Goals are updated every two years in alignment with the 2-year Financial Planning process. Committee Member Nelson commented that the seating area has not been fixed. Jeff Hendricks will be addressed regarding this issue. It was noted that parks maintenance has done a lot of great work included painting the windowsills and fixing the glider. 9. Staff Reports and Updates: Parks and Recreation (Melissa Mudgett) Operations at Laguna Lake Golf Course are in an information gathering stage via user groups, commission, and workshops. The golf course stakeholders are a vocal group with strong ideas about recreation and operations. Public Art Project: The Patriot Day Memorial will include the display of the original tower beam that will be part of a permanent public art display/memorial at Fire Station 1. The beam will be part of the 10am ceremonies and later have a police escort to the Thursday night Farmers Market. This installation has been in the process for 7 years and will be finished next summer. Jack House Committee Minutes Sept 10, 2014 Page 5 of 6 Committee Member Ulz suggested that the progress of the instillation be documented and presented to the History Center which determines displays four times a year and keeps the displays up for three months. 10. Docent Activities (Toni Kincaid) Committee Member Kincaid presented copies of the cistern picture and other photographs that the docents are hoping to display in a new format. The photos will be scanned and displayed on the secretary. These photos will be digitized and given to Chair Batterson for his files. Committee Member Ulz will draft a press release of this new display for calendar promotion and other marketing materials. The docents are preparing for the annual Haunted House. The Little Theater and SLO High School will be playing various ghosts at the event. Chair Batterson commented that feedback from past events was that the upstairs room was a little too strong during this event. Committee Member Kincaid hopes to arrange a docent fieldtrip around Christmas time. The parlor lace curtains have been measured by Alan’s Drapery and they are currently preparing an estimate. Jean Martin will be invited as the guest speaker for the Docent Dinner in November. She is a former district teacher with vast knowledge of the area. Questions and answers will be prepared for her. Next week Committee Member Kincaid needs clickers for the SLO Mixer and SLO Chamber of Commerce events on 9/19/2014 at 6-7pm. Committee Member Updegrove has volunteered to be the clicker. Committee Members Ulz and Settle will docent. 20 people from the rotary group will be touring on the 27th. A tour, coffeecake, coffee, and zucchini bread will be given to the group. There were a lot of weddings this season. Committee Member Kincaid has requested a reimbursement approval for Halloween purchases be included in the October Meeting Agenda. Jack House Committee Minutes Sept 10, 2014 Page 6 of 6 11. Member Comments/Communications Committee Member Ulz and James Papp have distributed pamphlets and sponsored event. Committee Members Settle, Updegrove, Nelson, and Kincaid have RSVP’d to the Volunteer Dinner on September 25th. Committee Member Nelson discussed the Museum of Art Lunch for rebuilding the museum to three stories. The luncheon will discuss the new plans and updates. RSVP is necessary for the event. November 13th, from 11:30-1:00 pm. Committee Member Ulz will dress up for the Halloween Event to promote it at the Farmer’s Market on either Oct 2nd, 9th, or 16th. Permission from the Downtown Association needs to be obtained. Flyers are available. There was a woman at one of the weddings who specialized in historic paintings. Committee Member Nelson hopes to obtain her contact information. Committee Member Kincaid trained a new docent on Sunday. A discussion with the facilities supervisor about the young people who open and close the house at events needs to occur. Currently they hide behind the carriage house and talk/text on their cellphones instead of being visible and available for the event. Additionally, the restrooms have been incredibly messy (especially on the weekends where Sunday weddings occur). Committee Member Nelson has had to pick the lock on the toilet paper holder in order to restock bathrooms for events. A duty checklist with plenty of visibility during the event is the preference of the committee for future facility staff while working events. Staff Member Mudgett will inform Devin Hyfield of these comments. Meeting adjourned at 7:06pm. Next meeting is October 8, 2014 at 5:30 pm at the San Luis Obispo Parks and Recreation Administration Office. (1341 Nipomo Avenue, SLO) Approved as amended by the Jack House Committee on October 8, 2014. ________________________________________________ Melissa C. Mudgett, Parks and Recreation Department Manager