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HomeMy WebLinkAbout03-14-12 JHC MinutesJack House Committee MINUTES San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, March 14, 2012 5:30 PM CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:30 PM. ROLL CALL: Committee Members: Ron Batterson, Patrick Mayeda, Gerry Johnson, Kathi Settle, Bob Gordon and Betty Stockton ABSENT: Susan Updegrove STAFF: Meghan Burger and Amy Voorhies GUESTS: Toni Kincaid and Ken Schwartz PUBLIC COMMENT PERIOD There were no public comments. CONSIDERATION OF MINUTES MOTION: (Batterson/Mayeda) Approve the February 8, 2012 minutes as submitted. Approved: 6 yes: 0 no: 1 absent (Updegrove) CONSIDERATION OF FINANCIAL REPORT MOTION: (Batterson/Mayeda) Approve the February 2012 Financial Report as submitted. Approved: 6 yes: 0 no: 1 absent (Updegrove) REGULAR ITEMS 1. Jack House Window Images – Schwartz When the house was deeded to the City, it was robbed before the first inventory took place. Schwartz is concerned the house looks vacant with the shades down every day and is therefore a target for vandalism. He presented options to the committee to make the house appear more alive. Option A: Have staff open the shades each morning, close shades each evening. Option B: Paint shades with a flexible paint to allow the shade to be rolled up when necessary. The committee discussed the options and determined that further research would take place. The item would return to the agenda in April with more information on commercial blinds available and interest from Cal Poly art students. Jack House Committee Minutes March 14, 2012 Page 2 of 3 2. Bylaw Changes - Batterson and Burger Burger reviewed the deed with City Clerk, Elaina Cano, and City Attorney, Christine Dietrick. No changes can be made to the seven member committee without jeopardizing the City’s deed to the house. The residency requirement will also remain unchanged. If the docent president would like to obtain a Member-at-Large position on the committee, an application would need to be filed. 3. Gazebo Bracing - Mayeda Held a meeting with City staff regarding the bracing on the gazebo. Staff will leave the decision making of structure safety to the Jack House Committee. Mayeda met with Brajkovich to design bracing options and found 1/8” cabling that could be used for the structure in four of the gazebo bays. The expense of the cabling materials will be approximately a few hundred dollars and installation could be completed free. Mayeda was seeking approval to continue with the bracing and the application of cabling would be an acceptable option to the committee. It was agreed that the cabling was an appropriate solution and that it should be completed before the wedding season begins on May 1, 2012. 4. Mother’s Day Expenses - Kincaid For the interior of the house, Kincaid is planning to prepare story boards to highlight the purses and their history. Costco will print a range of images from 11x14 to 20x30 for $10 to 25. Kincaid requests $300 to produce story boards for the Mother’s Day event MOTION: (Johnson/Batterson) Move to allocate $300 to purchase story boards from the Jack House account. Approved: 6 yes: 0 no: 1 absent (Updegrove) 5. Cash Drawer - Kincaid The house has been using $25 in petty cash for tour transactions. With the increased cost of the entrance fee this year, Kincaid requests a total of $40 be kept as petty cash in the house, an increase of $15. MOTION: (Batterson/Johnson) Move to allocate $15 for petty cash in the Jack House. Approved: 6 yes: 0 no: 1 absent (Updegrove) 6. SLO County Band Concert - Burger Burger has detailed the agreement between the City and the Band and brought the agreement to the committee for approval on Committee’s tasks. The committee members discussed the agreement and had the following concerns: the raffle, City staff not available to assist at event, and the cost of refreshments. The committee agreed that Bryant Mills would serve as an excellent MC for the day if he was agreeable to that task. MOTION: (Gordon/Settle) Move to share the cost (50/50) of refreshments with the band. Jack House Committee Minutes March 14, 2012 Page 3 of 3 Approved: 6 yes: 0 no: 1 absent (Updegrove) MOTION: (Batterson/Mayeda) Move to allocate money for a banner printing for the concert, not to exceed $400. Approved: 6 yes: 0 no: 1 absent (Updegrove) 7. Staff Reports and Updates: Parks and Recreation/Public Works Burger reported on the following: Easter Egg Hunt is scheduled for April 7 at 11 am at the Jack House Gardens. The Maids cleaned the house and the carpets were cleaned in preparation for opening April 1. Alarms have been sounding from the house but no damage has been found. A proposed budget from the promotional account for the Mother’s Day event was distributed. The banner is outdated and needs either a new date (cost: $35) or needs to be reprinted completely (cost: $405). The committee agreed to reprint the banner for the Mother’s Day Concert. 8. Docent Activities Kincaid reported on the following: The vintage cars will be at the Mother’s Day event again this year. One car will park out in front of the house and one will park in the driveway. Four new docents have been trained. Marilyn Darnell made a contact with the Paderewski Festival and they are interested in holding a concert in the house in 2013. 9. Member Comments/Communications Mayeda – elections have typically been held in April, but a few committee members will not be able to attend. Meeting adjourned at 7:18 p.m. Next meeting is April 11, 2012 at 5:30 pm at the San Luis Obispo Parks and Recreation Administration Office.