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HomeMy WebLinkAbout08-13-08 JHC MinutesJack House Committee MINUTES Parks & Recreation Administration Office Wednesday, August 13, 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, Kathi Settle, Bob Gordon and Kylie Hatch GUESTS: Toni Kincaid, Richard Lawrence and Bridget Fraser STAFF: Christine Wallace PUBLIC COMMENT PERIOD: There was no public comment. CONSIDERATION OF MINUTES AND FINANCIAL REPORT: The minutes of June 2008 were approved with one correction on Item #3. The June 2008 Financial Report was approved. REGULAR ITEMS ITEM #1: Historical Society Loan – Stockton • Stockton shared information regarding a concern about clothing items that were loaned to the Jack House some time ago. Documentation about the length of the loan, permanent or not, or details on each item is not available. Stockton asked for guidance about how to proceed with the loaned item documentation and when to notify the Historical Society in preparation of the closing of the Jack House for construction. The items are not displayed on a regular basis. They have been occasionally used during the holiday season. • Batterson asked how many items are currently on loan or need identification? Stockton, not sure on exact amount but approximately 4-5 items. • Settle asked if Historical Society is expecting to get the loaned items back? Stockton stated that they most likely forgot about the items, and do not expect them back, but the items do not currently belong to the Jack House, so they need to be documented properly. • Kincaid checked in with Cal Poly Library employee, Catherine Trujillo, and her advice is to give the Historical Society a complete list of items with thorough descriptions and ask if they would like to donate them to the Jack House or have them returned. It is always a good idea to have proper record of ownership for each item in the house. The Historical Society does not have a documentation of the items loaned to the Jack House. • Stockton would like to find a safe place to store borrowed items during construction at the Jack House. • Mayeda expressed that the safest place for keeping items would be in the house. This is where all the most valuable items will be during the work period and the borrowed items should be kept in the same place (in a dresser). Jack House Committee Minutes for August 13, 2008 Page 2 of 5 • Batterson – safest place to keep items seems to be in the Jack House. Items are extremely fragile. May be able to keep in box in hall closet, or in dresser drawers in acid free paper. Do not have enough time to contact Historical Society about items permanent placement before the construction starts at the house. • Stockton suggested another possible place to store the bundles of clothing would be in the Brides changing room. Wallace doesn’t recommend using the Bridal room because staff will still be using this space even during weddings or other public events. • Batterson stated that there is no need for a vote and it is his recommendation to keep clothes wrapped in acid free paper and store in Jack House bedroom dresser drawers. Approach the Historical Society after construction is completed and the items may be removed from safe keeping at that time. ITEM #2: Floral Design Workshop – Gordon • Gordon handed out information regarding a special floral workshop proposal utilizing the Jack House Gardens on November 2, 2008 from 2- 5 pm. The event is a class, not a competition for floral designers. The Jack House Gardens will be used as a display area during judging. The designers will keep the floral arrangements after the display & judging periods. The designers are responsible for transportation, set up and clean up of their arrangements. • Gordon asked if the Jack House committee for permission to use the gardens for the floral workshop presentation portion of the class and suggested this event could be used as a possible fundraiser. • Settle asked that if this was used as a fundraiser, who would sell tickets and track details. If it was more than just ticket sales, who would organize all the details related to silent auction, etc. • Batterson asked if Parks and Recreation staff should organize the fundraiser including the advertising details. This is just before the holiday season and may be the only event at the Jack House during that time because of the construction projects scheduled. • Wallace expressed concern for having a Parks & Recreation staff available for coordinating the details of the fundraiser. It may not be possible to utilize staff. • Gordon would be willing to co-chair the event, but can not organize it all on his own. • Batterson – need to have coordinator for fundraiser if that is what is planned. If it were a fundraiser, then the cost of ticket sales would need to pay for the advertising costs. If this is not used as a fundraiser, then it should be publicized as a Jack House event. • Mayeda asked who would attend this event if it were not a fundraiser? Just students and their families? If participants are from out of town, then they would not have many family members attending. Garden clubs could be contacted and have interest in attending. It would have been better if this was approved and publicized earlier in the year. If it was an ongoing event it may be worth it. • Gordon stated this would be a one time event, because the theme and locations change each year. • Batterson stated the floral event is exciting to have in the garden while house is closed, but as a fundraising event, the timing is not good. • Hatch – good to have as event, just not fundraiser at this time. • Batterson asked Gordon if there is anything Jack House Committee can do to help with this event? Gordon, no - all the details are taken care of with the class participants. • Batterson stated that there is no need to vote to allow the use of gardens (for free) for the floral class. No fundraiser will be done with this event. Jack House Committee Minutes for August 13, 2008 Page 3 of 5 Reports and Updates Monthly Activities – Staff/Public Works Richard Lawrence reported on the following: • ADA required remodel of public bathrooms in the Jack House Gardens. Must enlarged bathrooms to make them ADA compliant. Need bigger wheel chair accessibility and clearances. • Reviewed and showed plans to committee members. • Drinking fountain will be changed to the “high/low” type to be ADA compliant as well. Some of the plants/planter area will be removed. The men’s and women’s bathroom positions will be switched in the new plans. • All exterior walls will be new as well as the outside concrete. The doors will not be automatic, just push from exterior or pull from inside. • Exterior lighting will be on outside wall facing the house that will match the existing style. Batterson requested more exterior lights that allow for better walkway coverage. Want to shine out on walkway more, cover back door of house and wrap around. Lights under roof will light doors and water fountains. • The horizontal siding and colors will be matched what is currently there. Raised panel doors will be used to keep in style of house. There is an overhang to protect from various weather conditions. Roof is cedar shingles and will be used with a fire retardant treatment. Would like to replace 100% of roof so it will not have a patched looked, but only if the budget permits. Interior details will include tiled walls, floor to ceiling. Selected colors, neutral colors. The city should have the paint details from painters from last painting 3 years ago. Floor will have simple vintage floor pattern. It will have a floor drain on each side. Color will be off white and black. A question of using hexagon or octagon tiles so it matches with the style of vintage homes of that time. This is a capital improvement project. It is expected to go out for bid after the Jack House committee provides their recommendations. Richard wants to know if a 4 month construction project is appropriate? The scheduling of construction will hopefully be scheduled between the foundation and sprinkler projects, but may need to wait for completion of other projects and during good weather months. • Batterson does not want the project to be started in early spring, because it will limit events at garden. Would like to be able to utilize the gardens for the summer public events. • Crew may be able to start in Sept and utilize Oct/November 2009 but want it done before Christmas open house. • Wallace will have to check calendar or other events and reserve the garden/house for construction and not have a public event conflict with construction timing. • May not want to offer water fountain if it encourages more transient traffic. • Cost estimate is $500 per sq foot or $150,000 for the project. • Will go before council for funding. Don’t want to have to use federal grant money because it is in a flood zone and a historical site. Community development doesn’t feel it needs to go to cultural heritage committee on this project since it is not changing significantly. Jack House Committee Minutes for August 13, 2008 Page 4 of 5 Christine Wallace reported on the following: • Wallace reported another $200 in gift shop revenue sales that is not currently reflected in financial report. • Art in the Garden scheduled for August 17th. Have 19 or 20 artists, with good quality of art approved for event. Artist application fee was raised to $65 this year. • Does not need early morning parking assistance because of the early set up hour. Each artist will be responsible for their own sales transactions. • Artists are required to stay until 5 pm. Docent lunch is being made available and served at noon. • Information banner was repaired and will be up again on 8/14. The Jack House is taking money, as usual, not at front table. They will collect tour money at the door. • Wallace will place the VCB web fee on the September agenda. • Transcription of all book files will be made available this week and electronic copies will also be made available for review. Docent Activities Toni Kincaid reported on the following items: • Gave Wallace a box of file cards with photos to add to master list of inventory. Wallace will try to get it scanned because the photos will need to be included. • Field trip scheduled for August 28th to the Kennedy Library with Catherine Trujillo. • There is also Pioneer Museum tour scheduled and they will invite the Dallied Adobe docents. • There was discussion about a guest speaker for Docent Volunteer dinner. Batterson suggested Dan Krieger as possibility, or a discussion on historical clothes. • Docent dinner is November 12, 2008. • Toni will not be available for September meeting. Member Comments • Johnson asked if Community Development group gave permission for use of sandwich board signs? They did not, but the signs are available and will be used in some way for public notice. • Mayeda announced he is on the public art jury. Mayeda heard Ken Schwartz thank the Jack House Committee for the new fence and other Jack House improvements. • Gordon announced that the Rotary Monday Club would like to have a lunch meeting in the Jack House Gardens on October 6th and the JH Committee will be invited. Is there going to be a plaque on fence and who is doing it? Hoffmann said it should be placed on the fence as discussed previously and the size and format of plaque should be the same as they have used in past for other projects. Could Batterson suggest Jack House committee fund the plaque if need be? • Batterson - JH Committee assumed Rotary Club would take care of plaque. Location was already decided upon with Mr. Hoffmann in a previous meeting. Would like Docents available to give garden tour for any visitors that stay after fence dedication event. Jack House Committee Minutes for August 13, 2008 Page 5 of 5 • Batterson – was professional paint completed for fence and the project finished? Jack House Committee should send letter of thanks to the Rotary Cub after the October lunch and celebration. Batterson needs more JH stationary. Toni has more she can make available and Christine will have more made if the supply is gone. • Batterson will not be avail for September meeting. Communications • No communications at this time. Meeting adjourned at 7:04 p.m. to September 10th at 5:30 pm at the Parks and Recreation Administration office.