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HomeMy WebLinkAbout06-11-08 JHC MinutesJack House Committee MINUTES Parks & Recreation Administration Office Wednesday, June 11, 2008 5:30 PM CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:30 p.m. ROLL CALL: Committee Members Gerry Johnson, Betty Stockton, Patrick Mayeda and Kathi Settle ABSENT: Kylie Hatch and Bob Gordon GUESTS: Toni Kincaid STAFF: Christine Wallace PUBLIC COMMENT PERIOD: There was no public comment. CONSIDERATION OF MINUTES AND FINANCIAL REPORT: The minutes of May 2008 were approved. The May 2008 Financial Report was approved. REGULAR ITEMS ITEM #1: Sandwich Boards – Batterson • Batterson shared new information regarding sandwich board signs and pricing gathered from a second company, Big Images. Big Images is able to do the printing of one sandwich board sign with 2 sides of information for $166.56. If two signs are ordered the cost would be $333.12. Big Images requires the art work be submitted camera ready. Big Images suggested using design company, 3-iii for the creation of the sandwich board art work. The cost for the design work would be $170. The total for the completion of art design and two sandwich boards would be $503.12. • The office of Community Development (division of Public Works Department) has a policy that prohibits sandwich boards to be placed on sidewalks. An exception to the policy may be requested. If the Community Development grants an exception to the Jack House Committee, a sandwich board may be placed outside the Jack House on the sidewalk. Betsy Kaiser will submit a request to the Community Development for an exception. • The promotions account may be used to cover the cost of the signs. It was recommended the purchase cost of the sign be applied after June 30th, so it will be posted in the new fiscal budget. Johnson made a motion to accept the use of funds of $503.12 to be used for the design and purchase of two sandwich boards, provided the office of Community Development will grant the use of the signs. The motion was passed unanimously. Jack House Committee Minutes for June 11, 2008 Page 2 of 3 ITEM #2: Nature, Art & Industry – Gordon • This item was postponed to a later date. Item #3 – Inventory – Batterson • Mayeda reviewed the information on the computer used for inventory purposes in the past. There was no inventory information found on the computer. A floppy disc was also scanned for information, but nothing relating to an inventory list was found. • Some inventory information was found on a printed list. • Kincaid reported the docents did three house areas of inventory that was verified and logged. The house areas covered included the entry way, the parlor and the library. Individual books were not included in the inventory. Some of the smaller items were not cataloged, but they were photographed. Each inventory item has an identification number and an index card that may have a photo as well. • Wallace suggested the Parks and Recreation staff may have an opportunity to input the data into a centralized computer database at the Parks and Recreation office. • Mayeda suggested a city staff person be present when sprinkler installation work begins or meet with construction manager so decisions can be made on how to move items, including furniture, or how to protect items from being damaged or misplaced. • Settle suggested the more valuable items be packed away during construction so items are not lost, stolen or damaged. If the selected items are put away, out of site, it may reduce the loss of items. • Kincaid feels the bigger furniture items and books are the most valuable items in jeopardy. • Stockton called for clarification on Jack House collection policy 93-1, #8 that states a form must accompany each item for the acceptance of new donations. This form was not used when Ms. Andrews and Ms. Sinton donated items in March 2008. • Batterson would like to have Ms. Sinton notified on the items that were accepted for the Jack House collection. Batterson asked Stockton to contact Ms. Andrews and Ms. Sinton to have the donation form completed and submitted for each accepted donated item. Reports and Updates Monthly Activities – Staff/Public Works Christine Wallace reported on the following: • Wallace will check with Public Works Department about the Jack House projects that will require that house items needing to be stored away and protected. • Wallace will ask Mike McGuire to attend a future Jack House committee meeting so he may have an opportunity to talk about upcoming construction work. He may be able to provide more information about work crews having access to the interior of the Jack House during the work periods. • The annual parks tour will take place July 9th and a confirmation of attendance is recommended. • Family Fun Day is moving forward as planned. • Kincaid has a key to the gate between the Jack House and the bank. Jack House Committee Minutes for June 11, 2008 Page 3 of 3 Docent Activities Toni Kincaid reported on the following items: • A re-cap of the written docent report was given. • May 28th the docents had OSHR class visit and tour the Jack House and gardens – 22 people attended. • Two new docents have completed the initial training. The next steps for the new docents are to shadow experienced docents before being placed on the volunteer list. • Kincaid found a document dated June 21, 1974 that remarked on the condition of the elevator. • The Bay leaf tree will most likely be removed in the next couple of years because it is diseased and may be a hazard. The city arborist will take care of removing the tree when the time is appropriate. This is a tree listed on the current garden list and the map may need to be updated once the tree is removed. The city arborist suggested not replacing it so that the other surrounding trees will have more room to grow. Member Comments • Batterson: The foundation construction work on the Jack House will most likely not involve crew members being in the Jack House during the project. Crew members will be mostly working on the outside of the Jack House. A majority of the work being done on the sprinkler project will be on the inside of the house. • Johnson: Requested additional identification details listed on the finance report for the money spent in each line item. The notes listed are taken from the check submittal process. Wallace will follow up with staff administrator to create additional notes for future financial reports. • Stockton: Expressed interest in sending Ken Schwartz a donation form to formalize the china donation. Communications • No communications at this time. Meeting adjourned at 6:34 p.m. to July 9th for the Annual Parks Tour at the Laguna Lake Golf Course.