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HomeMy WebLinkAbout05-11-2016 JHC Minutes 1 San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, May 11, 2016 CALL TO ORDER: Chair Kathi Settle called meeting to order at 5:30 PM ROLL CALL: Chair Kathi Settle, Vice-Chair Toni Kincaid, Committee Members Chuck Crotser, Susan Updegrove, Bryant Mills, Eva Ulz, Bob Gordon, ExOfficio Committee Member James Papp ABSENT: Committee Member Chuck Crotser STAFF: Melissa Mudgett: Recreation Manager, Dave Setterlund: Recreation Supervisor GUESTS: None PUBLIC COMMENT No public Comment 1. CONSIDERATION OF MEETING MINUTES (SETTLE) • 1-2 4 Suite • 1-2 4 Capitalize “improvement” and “project” • 1-3 8 Consistence with use of last name • 1-4 4 Sabol • 1-4 4 Kaetzel • February Minutes review of docent standards MOTION: (Updegrove/Ulz) Approve meeting Minutes of April 13, 2016 as amended. Approved: 6 yes, 0 no, 1 absent 2. CONSIDERATION OF FINANCIAL REPORT MOTION: (Settle/Kincaid) Approve Financial Report for April 2016. Approved: 6 yes, 0 no, 1 absent 3. APPROVAL OF JACK HOUSE PROGRAMMING AND SPECIAL EVENTS a. Art After Dark – First Friday of the Month Member Ulz expressed that the Art After Dark program is a tremendous amount of work and the Committee should clarify which group should assume the responsibility for the program. Member Papp said that the Friends of the Jack House is responsible for coordinating Art After Dark events. Jack House Committee FINAL - MINUTES 2 MOTION: (Kincaid/Updegrove) Approve Art After Dark reservations of the Jack House for the first Fridays of the month, excluding December, for the remainder of 2016 and all of 2017. Approved: 6 yes, 0 no, 1 absent b. Victorian Games – Closure of Gardens on Odd Sundays in June – August 2016 Member Papp said that the health of the Jack House depends strongly upon the health of the gardens in which this new programming with help keep the gardens vibrant. In addition, special events, such as Victorian era garden games, will draw people into the park. Member Ulz agreed and stated that Colleen Dilenschnider’s blog, Know Your Own Bone – supports Member Papp’s argument that locals are less likely to attend cultural attractions in their local area but are more likely to get engaged with special events. She added that creating occasions to engage the locals with history will build interest and help bring people to the Jack House. Member Updegrove suggested the lack of seating might deter people from using the garden as a natural gathering place. Chair Settle said she would like to see better signage for events on the property and believes this would contribute to better attendance. She also expressed concern over the historic sports program could contribute to a loss of revenue from weddings. Member Updegrove supported expanded the Victorian games through the fall. Member Papp suggested that consistency in scheduling is preferred. Member Ulz added that the level of program would be a great topic to explore at the retreat. Vice-Chair Kincaid said that school tours have been free. Non-school tours are charged a $5.00 per person fee, or for a maximum of $100. Paying tours can be scheduled without Committee’s approval as there is no loss of revenue. She reminded the Committee that requests for a free tour will require the Committee’s approval. MOTION: (Kincaid/Updegrove) Approve the Victorian Garden Games program on a trial basis from June through August 2016 and reevaluate when the program concludes. Approved: 6 yes, 0 no, 1 absent 4. CONSIDERATION OF INTERIOR DECORATIVE PLAN AS DRAFTED BY SUZANNE WATKINS No discussion was provided. This Agenda Item was continued to the June 8, 2016 meeting. 5. CONSIDERATION OF NEW BLACKOUT SHADES FOR DINING ROOM / STAIRWAY Vice-Chair Kincaid stated that Jack Family Foundation will pay for blackout shades for the dining room and stairway. 3 Member Ulz said that that any changes proposed to the house should be brought to the Committee for approval. Member Papp also mentioned that the Jack House Committee should also consider the drapery and the ability to lower and raise the shade in the stairway. Chair Settle said that the drapery will be removed and the potential replacement will be discussed at a later date. MOTION: (Ulz/Kincaid) Accept the Jack Family Foundation donation to fund the purchase and installation of new blackout shades for the dining room and stairway, and for the removal of the drapery in the stairway window. Approved: 6 yes, 0 no, 1 absent 6. CONSIDERATION OF PAPER AND EPHEMERA COLLECTION ASSESSMENT AS DRAFTED BY JAMES PAPP Member Papp provided the Committee with a report written by himself with the help of Gayle Johnson and Eva Ulz. This report assessed the current condition of the paper and ephemera collection and recommended actions. Vice-Chair Kincaid disagreed with the recommended course of action in the report and suggested that the most effective way to resolve the poor condition of the artwork would be to continue current practice. Chair Settle agreed with the suggested course of action and believes facsimiles of the art would be acceptable and would focus on preservation of the artwork. In addition Chair Settle offered that Art After Dark serves as a great venue to showcase actual art. Member Ulz suggested that the mold needs to be addressed and should be monitored. Vice-Chair Kincaid asked who is responsible for the mitigation of mold in the house. Staff Setterlund responded that the City, Building Maintenance, would be responsible for mold is located in the building. However, the mold is currently located in the antique furniture and books; not in the actual house. Therefore, the responsibility of mold mitigation in the furniture and books would the Jack House Committee. Chair Settle said she will send a correspondence to the City Council informing them about the mold and what action are being taken. This agenda item was continued to the June 8, 2016 regular meeting for further discussion. 4 MOTION: (Ulz/Kincaid) Approval to borrow two monitors from the San Luis Obispo History Center for the purpose of monitoring the mold growth and consult with Frank Young. Approval to purchase two monitors if the History Center does not have two to lend. Approved: 6 yes, 0 no, 1 absent 7. APPROVAL FOR PURCHASE OF WOODEN CHAIRS Member Papp recommended the purchase 8-10 wooden folding chairs that are durable and padded for docents. Chair Settle asked if the docents could continue to use the white plastic chairs. Vice-Chair Kincaid was not in support of purchasing new chairs. Member Papp reported that new chairs are needed as the older white chairs are breaking down, are not comfortable and are not visually appealing. The purchase of new chairs would be a significant update at a minimal cost. MOTION: (Kincaid/Ulz) Approval to purchase new wood, padded, folding chairs in an amount not to exceed $250. Approved: 6 yes, 0 no, 0 absent 8. DISCUSSION OF JACK HOUSE MARKETING PLAN Committee Members are to provide staff Setterlund with recommended edits and comments. This agenda item was continued to the June 8, 2016 regular meeting for further discussion and adoption. 9. STAFF REPORT FOR PARKS AND RECREATION UPDATES Staff Setterlund provided an overview of upcoming Parks and Recreation events. • Friday, May 13, Family Fun Carnival • Saturday, May 14, Trail workday at Bowden Ranch • Sunday, May 15, Ranger led hike in the South Hills • Saturday, May 21, Aquatics annual family water safety day • Saturday, May 21, Monster Skate concludes at SLO Skate Park • Friday, June 3, Friday Night Skate DJ concerts at SLO Skate Park • Friday, June 10, Annual Dive In movie at the pool (Jaws). 10. JACK HOUSE DOCENT ACTIVITIES (PAPP) – 30 MIN Member Papp provided the Committee with a report of docent activities. (report attached to minutes) Vice-Chair Kincaid read aloud a letter from Jack Family member Katchy Andrews who expressed dismay over a recently published article regarding the portrayal of Howard Jack. Mrs. Andrews hoped that the Committee will establish a protocol and guidelines for published articles. 5 Member Papp suggested that purchasing advertisement is a possible way to control what information is publicized. Member Ulz added that a common reference to Howard Jack could be “Howard lived larger than life.” 11. FRIENDS OF THE JACK HOUSE UPDATES Member Papp provided the Committee with a report of the Friends of the Jack House activities. (Jack House Friends Report as attached to minutes). Staff Melissa Mudgett added that the City will be invoicing the Friends of the Jack House for $2,000 portion of the Elevator Shaft Removal Project. 12. SUB-COMMITTEE REPORTS a. Strategic Planning (Crotser, Settle, Ulz) Member Ulz said the focus of the retreat will seek to establish a main goal for the different Jack House groups moving forward. b. Carriage House Accessibility (Crotser, Papp) No report. c. Collections, Use & Handling Policy (Settle, Ulz, Darnell) No report. 13. MEMBER COMMENTS / COMMUNICATIONS / REPORTS (ALL) – 10 MIN Member Updegrove suggested partnering with master gardeners to improve gardens at the Jack House. Chair Settle reported that the grafted walnut trees are thriving and need a new location to live where they can be watered. She asked City staff to see if the juvenile walnut trees could be stored at the Laguna Lake Golf Course tree nursery. Staff Mudgett said she would research and get back to the Committee with an answer. Meeting adjourned at 8:00 p.m. to the next Regular Meeting on June 8, 2016 at 5:30 pm. Approved by the Jack House Committee on __________________. ________________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor