HomeMy WebLinkAbout10/04/2011, C4, JACK HOUSE PAPERS CAL POLY GIFTcounci lacEnas Report
C I T Y O F S A N L U I S O B I S P O
FROM :
Shelly Stanwyck, Director Parks and Recreatio n
Prepared By :
Christine Wallace, Recreation Superviso r
SUBJECT :
Gift of Jack House Papers to Cal Poly for Continued Preservation &
Publicatio n
RECOMMENDATIO N
As recommended by the Jack House Committee and the Parks and Recreation Commissio n
authorize the transfer of ownership of the Jack House papers currently on file at the Cal Pol y
Kennedy Library to Cal Poly State University .
DISCUSSION
Backgroun d
The Jack House was deeded to the City of San Luis Obispo in 1975 . During restoration of th e
house and gardens by the City, a collection of papers was compiled from those found inside the
house . The collection includes maps, family papers, documents and other assorted notes, whic h
were placed in boxes for storage . In July 1982 the City of San Luis Obispo entered into a n
agreement with Cal Poly University to house the large collection (40 boxes) of Jack famil y
papers in the Special Collections division of Kennedy Library .
The agreement that the City entered into with Cal Poly with regards to the papers was for a
"permanent loan ." The City retained official ownership of the collection but in the agreement Ca l
Poly was charged with preservation, maintenance, safeguarding and making the papers availabl e
to the public for viewing (Attachment 1).
Need for Ownership Chang e
In July 2011, Peter Runge, the Director of Special Collections at the Kennedy Library contacte d
Parks and Recreation staff to discuss the possibility of changing the agreement from a loan to a
gift of ownership . The reason for this ownership change is that the Special Collections Divisio n
has created a highly user friendly and accessible website that allows the public to acces s
digitized collections of photographs, posters, drawings, and other items from archiva l
collections . In order for the Jack papers to be included on the website, Cal Poly must be th e
owner of the collection . Mr . Runge was invited to the August 10 th Jack House Committe e
meeting where he shared the benefits of making the collection a gift . This ownership change
received unanimous support for the Jack House Committee . In addition, if Special Collection s
ever chose to deaccess items from the collection, the City would be given the first right of refusa l
to acquire those items .
Jack House Committee and Parks and Recreation Committee Recommendation s
Both the Jack House Committee (at its August 10, 2011, meeting — Minutes Attached) and th e
Parks and Recreation Commission (at its September 7, 2011 meeting — Draft Minutes Attached)
Gift of Jack House Papers
Page 2
unanimously supported that the permanent loan of the Jack House Papers be made a gift o f
ownership to Cal Poly Statue University . Both advisory bodies supported this change, whic h
will allow for the promotion of the house to visitors as well as increased access to these historica l
documents by the public .
FISCAL IMPAC T
The gifting of the Jack House collection to Cal Poly State University will not have any fisca l
impact to the City . Consistent with the pre-existing agreement between the City and Cal Pol y
the University will continue to have all responsibility associated with the maintenance an d
storage and public access of these papers .
ALTERNATIVE
Council could disagree with the Jack House Committee and Parks and Recreation Committee's
recommendation and chose to keep the papers on a permanent loan . This alternative is no t
recommended because it will not allow for increased public access to these documents .
ATTACHMENT S
1.City and Cal Poly Agreement Regarding Permanent Loan of Jack House Paper s
2.Jack House Committee Meeting Minutes of August 10, 201 1
3.Parks and Recreation Committee Meeting Minutes of September 7, 201 1
T :\Council Agenda Reports\Parks & Recreation CAR\2011 P&R CARs\Jack House Paper s
Owenrship Change .docx
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ATTACHMENT 1
9 .
AL 0LY "ll ARV S R ICE S
l :OBERr E . KENNEDY LIBRARY
DEED OF GIF T
Gift of Papers and Other Historical Material s
O f
Jack Family Paper s
to the
Special Collections Departmen t
California Polytechnic State University, San Luis Obisp o
1.Subject to the terms, conditions, and restrictions hereinafter set forth, I City of San
Luis Obispo(hereinafter referred to as the Donor), do legally own the items describe d
herein and hereby give, donate and convey to the California Polytechnic State Universit y
for deposit in the Special Collections Department of the Robert E . Kennedy Library, th e
papers and other historical materials (hereinafter referred to as the Materials) which ar e
described in Appendix A, attached hereto .
2.Legal ownership, title, and all rights to the Materials shall pass to the Californi a
Polytechnic State University . Donor acknowledges that upon execution of this Deed o f
Gift, the Materials irrevocably become the property of California Polytechnic Stat e
University. The display, use, maintenance, and disposition of the Materials are a t
California Polytechnic State University's sole discretion .
3.The Donor and his/her family shall be permitted freely to examine any of the Material s
during the regular working hours of the Special Collections Department after th e
collection has been processed .
4.It is the Donor's wish that the Materials be made available for research as soon a s
possible, and to the fullest extent possible . At the same time, it is the Donor's wish t o
guard against the possibility of their contents being used to embarrass, damage, injure ,
or harass living persons .
5.Subject to the restrictions imposed herein, the Special Collections may dispose of any o f
the Materials that are determined to have no permanent value and/or historical o r
research interest, provided that prior to any such disposal the Donor shall be notifie d
thereof, if possible, and at the Donor's request, the Materials proposed for dispositio n
shall be returned to the Donor .
6.In the event that the California Polytechnic State University or its successor cannot o r
will no longer administer the preservation and use of the Materials, they will then b e
returned to the Donor, or at the Donor's request, a suitable institution will be located an d
a transfer effected .
7.Credit for the display in exhibitions or the reproduction in print or electronic media shal l
be required and shall read : "Jack Family Papers/Collection, Special Collections ,
California Polytechnic State University ."
8.By execution of the Deed of Gift, Donor expressly represents and warrants to Californi a
Polytechnic State University that he or she is the sole lawful owner of title to th e
Property. Donor further represents that the Property is free and clear from any and al l
encumbrances, that there has been no prior pledge, option or gift of any part thereof t o
any person, and that Donor has the right to give or transfer the Property .
The Internal Revenue Service has determined that California Polytechnic Stat e
University is organized and operated exclusively for educational purposes and is exemp t
California Polytechnic State Universit y
San Luis Obispo, CA 934 0 7Robert E . Kennedy Library
Special Collections & University Archives
(8 05)75 6-2 30 5 • Fax (8o5)75 6-577 0 Page 1 of 4
AnRCHMENT I
.AL pOL'i •.:SERVIC i
ROBERT E. KENNEDY LIBRARY
DEED OF GIFT
Gift of Papers and Other Historical Material s
from federal income tax pursuant to Section 5o1(a) and (c)(3) of the Internal Revenu e
Code . California Polytechnic State University does not advise donors on tax matters an d
suggests that Donor direct any questions regarding donations as charitable contribution s
to Donor's tax advisor or an office of the Internal Revenue Service . California Polytechni c
State University does not appraise donations but will make the Property available fo r
appraisal upon the request of Donor .
10 .Loan of Materials from the collection shall be at the discretion of Special Collections ,
with preference to institutions with American Association of Museums accreditation . All
costs for physical loan of Materials will be borne by the borrowing institution .
li .In the event that the Donor may from time to time hereafter give, donate and convey t o
the California Polytechnic State University as a gift to the Special Collection s
Department, additional papers and other historical materials, title is given over to th e
Special Collections Department, and all of the foregoing provisions of this Deed of Gift
shall be applicable to such additional papers and other historical materials . A description
of the additional papers and other historical materials so donated and delivered shall b e
prepared and attached hereto .
12 .The foregoing gift of the papers and other historical materials of the Donor is accepte d
on behalf of the California Polytechnic State University subject to the terms, condition s
and restrictions herein before set forth .
Terms and Conditions :
Signature of the Donor :Date :
Name of Donor :Telephone :
Address :
City State Zi p
Signature for the Library :Date :
Name & Title :
California Polytechnic State Universit ySan Luis Obispo, CA 9340 7
Robert E. Kennedy Library
Special Collections & University Archive s
(80 5)756-2305 S Fax (8o 5)75 6-577 0 Page 2 of 4
ATTACHMENT 1
'AL P OL .Y LIBRARY 1
ROBERT E. KENNEDY LIBRARY
DEED OF GIF T
Gift of Papers and Other Historical Material s
APPENDIX A
JACK HOUSE COLLECTIO N
BOX LIS T
COLLECTION #1 4
DATES
SUBJECT S
1860, 1861, 1865, 1866, 1867,
Genera l
1868, 186 9
BO X
1
2
3
4
5
6
7
8
9
1 0
1 1
12
1870, 1871, 1872, 187 3
1874, 1875, 187 6
1877, 1878, 187 9
1873-1877
1880, 1881, 1882, 1883, 188 4
1885, 1886, 1887, 1888, 188 9
1890, 189 1
1892, 189 3
1894, 1895
189 6
1897
Genera l
General
General
Hollister Estate Probate ,
R .E . Jac k
General
General
General, Eagle Cliff Min e
Genera l
Genera l
General
General
1 3
1 4
1 5
1 6
17
1898 : Jan ., Feb ., March, April,
General
May, Jun e
1898 : July ., Aug ., Sept ., Oct .,General
Nov ., Dec .
1899 : Jan ., Feb ., March, April
Genera l
May, June, July, Augus t
1899 : Sept ., Oct ., Nov ., Dec . Genera l
1900 : January-June
General ; Smith Mortgag e
California Polytechnic State Universit y
San Luis Obispo, CA 9340 7
Robert E . Kennedy Library
Special Collections & University Archive s
(80 5) 756-2305 • Fax (8o 5)75 6-5770
Page 3 of 4
ATTACHMENT 1
1 8
1 9
20
2 1
2 2
2 3
24
2 5
26
27
2 8
29
3 0
3 1
3 2
3 3
3 4
3 5
3 6
3 7
3 8
3 9
40-44
CAL POLY Ll B RA It' S '
,
ROBERT E. KENNEDY LIBRARY
DEED OF GIF T
Gift of Papers and Other Historical Material s
General ; Voter Precinct Register s
General
General
General
General
General ; Union League Club Boo k
General
General
General
General
General
General
General
General
General
General
General
General ; Lompo c
Watkins letters ; Cholame Ranch ;
Genera l
Cholame Ranch ; H . Jack letters
Assorted dates
Photographs : people and places ,
names and dates included
No dates
Unidentified photo s
Ledgers/newspapers
California Polytechnic State Universit y
San Luis Obispo, CA 9340 7
Robert E . Kennedy Library
Special Collections & University Archive s
(805) 756-2305 • Fax (8o 5)756-577 0 Page 4 of 4
1900 : July-Decembe r
190 1
190 2
190 3
190 4
190 5
190 6
190 7
190 8
190 9
191 0
191 1
191 2
191 3
191 4
191 5
1916, 1920, 1937, 196 5
Various dates or no date s
1901-1909 ; 1868-196 9
1901-1916
AUACMEM1 2
Jack House Committe e
MINUTE S
San Luis Obispo Parks and Recreation Administration Offic e
1341 Nipomo Street, San Luis Obisp o
Wednesday, August 10, 2011 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 Stockto n
ABSENT :
Kylie Hatch
STAFF:
Christine Wallac e
GUESTS :
Toni Kincaid, Curtis Reinhardt and Peter Rung e
PUBLIC COMMENT PERIO D
There were no public comments .
CONSIDERATION OF MINUTE S
MOTION:(Batterson) Approve the June 8, 2011 minutes as submitted .
Approved : 6 yes : 0 no : 1 absent (Hatch )
CONSIDERATION OF FINANCIAL REPOR T
MOTION:(Batterson/Mayeda) Approve the July 31, 2011 Financial Report as submitted .
Approved : 6 yes : 0 no : 1 absent (Hatch )
REGULAR ITEM S
1 . SLO County Band — Curtis Reinhard t
The band plays in approximately 20 performances per year throughout the county and would like t o
develop a 2-3 concert series for the spring or summer of 2012 at Historic sites in Downtown SLO to
include the Jack House as a concert venue .
Commissioners entered into discussion about the concert :
A concert should be held on a Sunday to have the house open . A potential date could be in the
month of August to occur on years Victorian Tea isn't held . The band played a successful show a t
the Dallidet Adobe in 2010 with a partnership with the History Center of SLO County who was abl e
to sell wine in the garden that has a large amount of shade . The band currently requests a $1 0
donation for a concert . Alcohol service would not be an option for the Parks and Recreation
Jack House Committee Minutes
ATTRCHMENT 2
August 10, 201 1
Page 2 of 3
Department . Potential date could begin in August of 2012 to be an event that occurs each yea r
Victorian Tea is not held .
Batterson recommended that Reinhardt speak with the band and return to the Committee with a
detailed proposal with expectations of the partnership .
2.Cal Poly Special Collections — Peter Rung e
The Jack family papers from mid 1800's to the mid 1900's are currently being held at the Cal Pol y
Kennedy Library in Special Collections . The collection has been on permanent loan since th e
1980's and it has been maintained in acid free folder and boxes since then .
The library would like to ask the Committee to convert the permanent loan to a gift to the Kenned y
Library. If the Library was able to obtain the records as a gift then they can make the informatio n
accessible to the public by creating a fmding guide of early San Luis Obispo in a card catalo g
record, online for the UC system and scan the collection for in-house accessibility . If items are to b e
deassessed from the collection, the first right of refusal would be offered to the City of SLO .
MOTION:(Settle/Gordon)
Convert Jack House loan collection to a gift collection for Kennedy Library .
Approved : 6 yes : 0 no : 1 absent (Hatch )
3.Staff Reports and Updates : Parks and Recreation/Public Work s
Wallace reported on the following :
Attendance for all tours through the Jack House has been tracked thanks to Kincaid . For the 2010 -
2011 fiscal year the house had 986 tours . Haunted House and Victorian Christmas provided 50 0
tours alone .
The gazebo plans have been distributed to two local contractors to receive estimates of constructio n
costs for the project. The two costs came in at $56,250 and $53,852 . Both contractors pointed ou t
discrepancies in the plans including material use (wood or steel), details being incomplete, and aci d
etching or galvanizing are not services offered in SLO County . Barbara Lynch has the plans i n
Public Works for plan check . Wallace recommended that a complete set of documents is necessar y
to get bids out . A meeting will be scheduled with the Jack House Gazebo subcommittee and Lync h
to discuss further .
4.Docent Activitie s
Kincaid reported on the following :
Saturday, July 24 was the Hollister family reunion with 116-180 in attendance at the San Lui s
Obispo Country Club and 32 toured the Jack House on Sunday, July 25 .
New photos are now up in the house and Katchy Andrews presented a 20 minute slideshow of th e
Jack family . It was recommended that Andrews be the guest speaker at the annual Docen t
Appreciation Dinner in November to show the slideshow for the docents.
Jack House Committee Minutes
AUACMEM1 2
August 10, 201 1
Page 3 of 3
The Victorian Tea has 11 tickets sold so far and the docents are hoping for more before the event o n
Sunday .
Haunted House is being planned including promotion, volunteers and decorations .
5 . Member Comments/Communications
Settle - Thank you for the Park Tour it was enjoyable and provided a new perspective .
Kincaid - Enjoyed trolley for the Park Tour. The basement will be open for docents to view .
Stockton - Discovered grandmother's Victorian valentines and would be interested in displayin g
them .
Meeting adjourned at 7 :20 p .m . Next meeting is September 14, 2011 at 5 :30 pm at the San Lui s
Obispo Parks and Recreation Administration Office .
ATTACHMENT 3
Parks and Recreation Commission Minutes – Draft September 7, 201 1
Page 4 of 6
6.Authorization of Gifting Ownership to Cal Poly (Jack Family Papers Item) – Wallace
6 :07 p.m. returned to seatin g
Recreation Supervisor Wallace explained briefly the current Depository Agreement the City has wit h
Cal Poly University that provides housing Jack Family memorabilia in the Special Collections an d
Archives Department of the Robert E . Kennedy Library . Currently there is an inventory of 40 boxes o f
Jack Family papers that were given to the Jack House Committee on a permanent loan . Recently, Pete r
Runge, the new head of special collections from Cal Poly communicated the possibility of reassessin g
the City's agreement and changing the ownership from on-loan to gift status . With Council approval ,
the benefit of this would be that the papers would be properly archived as well as shared online wit h
the public in a virtual museum . The library has already placed archived images and information fro m
other collections they maintain on the internet, successfully creating a form of virtual histor y
classroom .
Commissioners held a brief discussion and Wallace reassured them that, if at some time in the futur e
the university chose to de-assess the collection, the City would have the right of first refusal .
MOTION:(Havas/Davis)Recommend Council approve authorization of gifting ownership to Ca l
Poly's Special Collections and Archives Department of the Jack Family Papers presently on-loan .
Approved : 6 yes : 0 no : 0 absent
7.Monthly Report : Increasing Play at Damon Garcia Sports Fields – Davis and Whitene r
Commissioner Davis reviewed the events leading to the ad hoc committee's formulation last Ma y
and the goal of increasing play and year-round use at the fields . Since then it is felt that muc h
progress has been made and communications and understanding has increased with maintenanc e
staff as well . Davis then shared information from the last meeting of the committee ; a new knife
aerator is in place and the testing areas of Bermuda grass are doing well with the increased heat .
Also, an new online calendar for Damon Garcia field use was recently made available by th e
Department .
8.Director's Report –Stanwyc k
Director Shelly Stanwyck gave the Director's Report and briefed the Commission on the followin g
projects :
•Movie Nights .Mission Plaza movie nights were a tremendous success .
•Activity Guide.The pocket guide went out to all residents in an August Tribune . We are now
live with the electronic version on the City's website . Those without computers can register i n
person at 1341 Nipomo . We have had good responses to fall classes .
•Rangers .Our Rangers are in the middle of preparations for Creek Day Saturday, Septembe r
17 `h . They are engaged in lots of work getting ready to coordinate volunteers and haul out tons o f
trash from the creeks in preparation for winter storms . The Froom Ranch Trail day in partnership
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piipCl+B,FN1 3
Parks and Recreation Commission Minutes – Draft September 7, 201 1
Page 3 of 6
4.Senior Center Activity Report – Wallace
Recreation Supervisor Christine Wallace gave background information to the Commissioners abou t
her absorption of the role of liaison to the Senior Center since the department's reorganization in 2010 .
Supervisor Wallace introduced Maryanna Fitzgerald, Senior Center volunteer and PathPoint employe e
who has developed the role of "activities coordinator" at the Senior Center . Through Ms . Fitzgerald's
involvement, many new activities have been introduced to the center in the form of seminars, classes ,
field trips, yoga instruction and even monthly movie gatherings . Wallace addressed the publi c
comment from Betty Kulp earlier and advised that some instructors are in fact working on a donatio n
basis and accepting from $2 to $15 or waiving fees entirely . They are providing a service withou t
going through the contract class process . Conversations are in progress with other instructors who d o
charge a fee to encouraging them to grant scholarships . Wallace added that the City owns the buildin g
that the Senior Center operates without paying a fee . To put it into perspective, essentially a club-type
meeting is being held in a City building . Opportunities for managing the program better are excellent ,
particularly with the help of Ms . Fitzgerald.
Chair Kincaid inquired if there was a language misunderstanding with the use of the word fee rathe r
than donation. Wallace clarified `fees' are incurred only if the instructor is under contract .
Ms . Kulp asked for verification that it is legal to have donations for classes which Ms . Wallace di d
verify and offered that Ms . Kulp should contact her if she has any future questions .
Director Stanwyck addressed a question from Commissioner Whitener on communications with staf f
program managers . She explained the Senior Center Board's desire for autonomy in its relationshi p
with Parks and Recreation . This has not changed, however ; there is a bridge between the Departmen t
and the Board developing with the expansion of new programs . Stanwyck verified for Whitener tha t
there is no legal separate non-profit contractual agreement, which is presumed to be acceptable unles s
it is heard otherwise from the seniors . All legalities and waivers have been reviewed by the Cit y
Attorney .
5.Tour of Kitchen and Other Enhanced Amenities – Wallac e
5 :54 p .m. excused from seating to take tou r
Recreation Supervisor Wallace led the Commissioners, staff and participants in a brief tour of update d
amenities including the computer `bank', kitchen remodel, new parking lot and the office area . It i s
hoped that the Senior Center will absorb the computers at the Ludwick Center which are used by th e
Computer Partners learning program with the idea being that the program will then be held at th e
Senior Center. The remodeled kitchen has greatly enhanced and simplified functions held at the center .
Also greatly appreciated is the convenience for seniors of nearby parking in a more safe locale off th e
street (including ADA designated spots). The new parking area has also alleviated a lot of the traffic i n
the neighborhood and even serves two church groups who rent the senior center on Sundays to hol d
services . Use of the center is higher in summer, due to visiting seniors from out of town .
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