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HomeMy WebLinkAboutItem 5f. PRC Bylaws Amendment to integrate oversight of the Jack House into PRCCity of San Luis Obispo, Council Memorandum City of San Luis Obispo Council Agenda Correspondence DATE: November 10, 2022 TO: Mayor and Council FROM: Greg Avakian, Parks and Recreation Director Meghan Burger, Recreation Manager VIA: Derek Johnson, City Manager SUBJECT: ITEM 5f - INTEGRATE OVERSIGHT OF THE JACK HOUSE COMMITTEE TO THE PARKS AND RECREATION COMMISSION WITH CONTINUED CITY STAFF SUPPORT OF DOCENTS, BUILDING AND GROUNDS MAINTENANCE, AND ADVISORY BODIES Amend Recommendation No. 1 as follows: As recommended by the Jack House Committee, and as approved by the Parks and Recreation Commission, adopt a Draft Resolution entitled “A Resolution of the City Council of the City of San Luis Obispo, California, to amend the Advisory Body Handbook for revision of the Parks and Recreation Commission Bylaws and removal of the Jack House Committee Bylaws,” which will transfer oversight of, and all responsibilities within the subject matter of the Jack House Committee to the Parks and Recreation Commission. Issues surrounding Jack House historic architecture and gardens shall be handled through consultation with the Architectural Review Commission and the Cultural Heritage Committee, as needed. Amend language in the Parks & Recreation Commission Bylaws to provide that one Commissioner shall serve as a direct liaison to the volunteer Jack House Docent Committee. Attached, is the Draft Resolution to “amend the Advisory Body Handbook for revision of the Parks and Recreation Commission Bylaws and removal of the Jack House Committee Bylaws”. This document was noted in the Agenda Report for this item as Attachment F, but was not previously attached to the report. Attachment: A – Draft Resolution amending PRC Bylaws Page 219 of 697 R ______ RESOLUTION NO. _____ (2022 SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO, CALIFORNIA, TO AMEND THE ADVISORY BODY HANDBOOK FOR REVISION OF THE PARKS AND RECREATION COMMISSION BYLAWS AND REMOVAL OF THE JACK HOUSE COMMITTEE BYLAWS WHEREAS, in accordance with the Charter of the City of San Luis Obispo, the San Luis Obispo Municipal Code, and its own resolutions, the City Council of the City of San Luis Obispo appoints individuals to serve on its advisory bodies; and WHEREAS, those advisory bodies have proposed bylaws to aid them in conducting their meetings fairly, smoothly, efficiently and in accordance with law; and WHEREAS, there have been challenges in maintaining a quorum for the Jack House Committee with the membership required by the 1975 Grant Deed conveying the Jack House to the City; and WHEREAS, on October 10, 2022, the individual Jack House Committee members submitted a memorandum to the City’s Parks and Recreation Commission recommending the transfer of oversight of the Jack House, and all responsibilities within the subject matter of the Jack House Committee, to the Parks and Recreation Commission; and WHEREAS, on October 12, 2022, the Parks and Recreation Commission reviewed their bylaws and unanimously recommended to Council: 1) to transfer oversight of the Jack House and move all responsibilities within the subject matter of the Jack House Committee to the Parks and Recreation Commission; 2) to consult with the Architectural Review Commission and Cultural Heritage Committee as needed regarding issues impacting the historic architecture and gardens; and, 3) to designate one Parks and Recreation Commissioner to serve as a direct liaison to the existing volunteer Jack House Docent Committee; and WHEREAS, City staff have also reviewed said bylaws and have made suggestions for their revision; and WHEREAS, the City Attorney’s Office concurred that there are no legal barriers in the recommendations to transfer oversight of the Jack House from the Jack House Committee to the Parks and Recreation Commission; and WHEREAS, pursuant to Charter Section 1204 the City of San Luis Obispo, each body established by ordinance shall present in writing to the City Council for approval its bylaws for procedure, including amendments thereto; and Page 220 of 697 Resolution No. _____ (2022 Series) Page 2 R ______ WHEREAS, at its regular meeting of November 15, 2022, the City Council reviewed proposed changes to advisory body bylaws, as recommended by the Parks and Recreation Commission and staff. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. Parks & Recreation Commission Bylaws. The bylaws of the Parks and Recreation Commission are hereby amended to read as set forth in Exhibit A, attached hereto and incorporated herein by reference, SECTION 2. Jack House Bylaws. The Jack House Bylaws are hereby removed from the Advisory Body Handbook. Upon motion of Council Member ___________, seconded by Council Member ____________, and on the following roll call vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this _____ day of _______________ 2022. ___________________________ Mayor Erica A. Stewart ATTEST: ______________________ Teresa Purrington City Clerk APPROVED AS TO FORM: ______________________ J. Christine Dietrick City Attorney IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, on ______________________. ___________________________ Teresa Purrington City Clerk Page 221 of 697 J. Parks & Recreation Commission Bylaws (A) ARTICLE 1. PURPOSE The Parks & Recreation Commission (PRC) is a body of citizens appointed to advise the City's Parks & Recreation Department and the City Council on the development and operation of recreation programs and parks, and on the implementation of the Parks and Recreation Element of the City's General Plan. It also provides recommendations to the City Council and San Luis Obispo Coastal Unified School District Board of Trustees regarding those facilities which have been mutually designated as joint use facilities; and for the operation of recreational facilities, priority for use of the facilities, and development of new recreation facilities at Sinsheimer Park. Jack House: The PRC is charged with the responsibility to advise the City Council on matters concerning facility use, fees and charges, capital improvements, and any other item affecting the House and Grounds. ARTICLE 2. MEMBERSHIP 1. The Parks and Recreation Commission shall consist of seven members. 2. Members are appointed by the City Council for a term of four years. Members are eligible for reappointment for an additional four-year term. Members are subject to a term limit of eight years, or two consecutive four-year terms. ARTICLE 3. MEETINGS 1. Regular meetings of the Parks & Recreation Commission shall be held on the first Wednesday of each month at 5:30 p.m., except during the annual tour of the City's parks and facilities. 2. Meetings will be held in the Council Chamber, City Hall, 990 Palm Street, San Luis Obispo, California. In the event that the Parks & Recreation Commission chooses to hold all or any portion of a regular meeting other than at City Hall, then the place of such meeting shall be posted at least 72 hours in advance at the Parks & Recreation Department office, 1341 Nipomo Street, San Luis Obispo, California and on the bulletin-board located at the entrance to the City Hall prior to the established meeting time. 3. A standing item for the Jack House reporting shall be included on every agenda. ARTICLE 4. ELECTION OF OFFICERS 1. In April of each year, the Parks & Recreation Commission shall select a Chair and Vice Chair from among its members to serve a one-year term. Special elections for Chair or Vice Chair shall be held at the first meeting following the unscheduled resignation of an officer, or other reason for an officer position to become vacant. Page 222 of 697 2. Commissioners shall serve as Chair or Vice Chair at the discretion of the Commission. 3. The Chair shall preside at all meetings of the Parks & Recreation Commission. The Vice Chair will act as the Chair in the absence of the Chair or in case of the inability of the Chair to act. 4. In the event that the Chair and Vice Chair are unavailable to attend to their duties, the assembled members shall determine a Chair Pro Tempore. 5. No person shall serve as Chair or Vice Chair for more than three consecutive terms. ARTICLE 5. CONDUCT OF MEETINGS All meetings will be conducted in accordance with City practices, customs, and policies. Robert's Rules of Order, Newly Revised shall be utilized as a guide in the conduct of meetings. ARTICLE 6. QUORUM A quorum is the majority of the total number of established members of the commission.. ARTICLE 7. VOTING 1. Except as otherwise provided in the San Luis Obispo Municipal Code and state law, no resolution, motion or other action shall be passed or become effective without receiving the affirmative vote of at least a majority of the members present. 2. Failure to receive such an affirmative vote shall result in failure or denial, as appropriate, of the motion, resolution or other action. 3. Except as allowed under the Political Reform Act of 1974, as amended, any member abstaining due to a declared conflict of interest shall not participate in the discussion of the items or otherwise influence or attempt to influence in any manner the decision on the item. 4. All members, when present, must vote except when abstaining due to a declared conflict of interest. 5. Failure or refusal to vote when present—except for a declared conflict of interest—shall be counted as an affirmative vote. ARTICLE 8. PUBLIC RECORDS Records of all public hearings shall be made available to the public in the offices of the Parks & Recreation Department. Page 223 of 697 ARTICLE 9. ATTENDANCE Any member of the Parks & Recreation Commission who fails, for any reason, to attend three consecutive regular meetings or a total of six regular meetings within any twelve month period shall be automatically be considered for replacement by the City Council. The Chairperson of the Parks & Recreation Commission shall inform the Council of such a situation, explaining any special circumstances. ARTICLE 10. COMMITTEES 1. A member of the Parks & Recreation Commission shall serve as a liaison to the Jack House, attending all docent meetings and providing a report out of docent updates at each PRC meeting. represent the Commission and sit as a voting member on the Jack House Committee. 2. Additional committee assignments shall be made as deemed necessary by the Chair. 3. Committee assignments will be made in April of each year. ARTICLE 11. AMENDMENTS 1. These bylaws may be recommended for amendment by the majority vote of the Commission members present at a regular meeting, provided that a quorum is present. Members shall receive the proposed amendments at least seven days prior to the meeting in which the amendment is proposed. 2. Prior to May 1 in each odd-numbered year, these bylaws shall be reviewed by the Commission. Any proposed changes shall be submitted to the City Council for approval. If no changes are proposed, a report of the review shall be submitted. Page 224 of 697 Item 5f Department: Parks and Recreation Cost Center: 7008 For Agenda of: 11/15/2022 Placement: Consent Estimated Time: N/A FROM: Greg Avakian, Parks & Recreation Director Prepared By: Meghan Burger, Recreation Manager SUBJECT: INTEGRATE OVERSIGHT OF THE JACK HOUSE ADVISORY COMMITTEE TO THE PARKS AND RECREATION COMMISSION WITH CONTINUED CITY STAFF SUPPORT OF DOCENTS, BUILDING AND GROUNDS MAINTENANCE AND ADVISORY BODIES RECOMMENDATION 1. As recommended by the Jack House Advisory Committee and as approved by the Parks and Recreation Commission, adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San Luis Obispo, California, to amend the Advisory Body Handbook for revision of the Parks and Recreation Commission Bylaws and removal of the Jack House Committee Bylaws” which will transfer oversight of, and all responsibilities within the subject matter of the Jack House Advisory Committee’s , to the Parks and Recreation Commission. Issues surrounding Jack House historic architecture and gardens shall be handled through consultation with the Architecture Review Committee and Cultural Heritage Committee, as needed. Require one Commissioner to serve as a direct liaison to the Jack House by means of the Jack House Docent committee. 2. As recommended by staff to effectuate the Jack House Advisory Committee and Parks and Recreation Commission Recommendations to Council: a. Consolidate the Jack House Advisory Committee and the Parks and Recreation Commission into one advisory body known as the Parks and Recreation Commission. b. Upon a vacancy on the Parks and Recreation Commission, consider appointing a former Jack House Advisory Committee member first to the Commission. c. Consistent with the Charter, amend the Bylaws of the Parks and Recreation Commission to reflect these additional responsibilities. POLICY CONTEXT Council Policies and Procedures Handbook 6.5: It is important that advisory bodies wishing to communicate recommendations to the City Council do so through adopted or approved Council agenda procedures. Staff members shall assist the advising body Chair to insure appropriate legal review or City and state legislation is in compliance. Page 225 of 697 Item 5f Advisory Body Handbook Section 6 - Advisory Body Bylaws: Permanent advisory bodies are established by the City Council by either ordinance or resolution. Membership is defined in the enabling legislation and all member s are appointed by the Council. Members are selected:  On the basis of interest, experience and knowledge in the field pertinent to the committee.  To represent a particular segment of the community (student, elderly, disabled).  From a broad representation of community interest and expertise. Most advisory bodies meet regularly at established times. Technical or special -purpose bodies may meet regularly or only when projects or proposals require their attention. Section 1204 of the City Charter requires that each advisory body established by ordinance shall present in writing to the Council for approval its bylaws for procedure: purpose, specific function, meetings, officers, budget, etc. DISCUSSION Background History of City’s Ownership of the Jack House and Jack House Committee The Historic Jack House and Gardens (collectively referred to as “The Jack House”) were deeded to the City of San Luis Obispo on March 10, 1975. For nearly five decades, the City has managed, maintained, and operated the Jack House consistent with the general terms of the Grant Deed (Attachment A). As is typical with historic homes and gardens, The Jack House had a group of dedicated volunteers who have helped with many aspects of the community's enjoyment of the Jack House. Additionally, when The Jack House was deeded to the City, as part of the applicable deed, the Jack House Advisory Committee (JHC) was created to provide programmatic and maintenance recommendations to Council. Volunteers to the JHC as well as docents (often members of the Committee) have spent thousands of hours over the years educating visitors through countless tours and events at The Jack House. When the JHC was formed per the Grant Deed, the Architectural Review Committee (ARC) was in its infancy (November 1973) and the Cultural Heritage Committee (CHC) was not yet in existence (November, 1981). History of Programming at the Jack House and the Jack House Committee Programming at the Jack House has been provided by Jack House Docents as well as Parks and Recreation Department Staff over the years, both in partnership and as sole projects. Programming from the Docents focuses on programming inside of the Jack House (Victorian Tea, Victorian Christmas, “trunk shows”, community tours) while Parks and Recreation Department programs events in the Gardens (Movies in the Gardens, Concerts, and even a past Wedding Fair) in addition to reserving the Bridal Suite and Page 226 of 697 Item 5f Gardens for weddings and events. The JHC has transitioned from a robust and active Advisory Body to one which has not had a full roster since 2019. Over the years, there have been challenges in keeping a full Advisory Body as outlined in the Grant Deed, most recently resulting in a lack of quorum for any business within the JHC purview to occur. Per the request of the JHC, in 2017, staff researched how other municipalities manage historic homes and properties as part of the Parks and Recreation General Element Master Plan process (now the adopted Parks and Recreation Blueprint for the Future), which resulted in recommendations in continuing the current practices. Current Status of the Jack House Committee In the summer of 2021, the remaining members of the JHC spoke with staff regarding the future of the Committee, as the “need” to continue as a committee felt less significant due to City staff managing Capital Improvement Projects (with input from the CHC and ARC as appropriate), coordination of volunteer workdays, facility rentals, and programming of community events. Overall, they felt the City’s care for, and activation of the House is significant and in alignment with the original intent of the Grant Deed. Over the past 12 months, with additional resignations of JHC Members, this conversation continued and resulted in a recommendation memo from the members of the JHC to the Parks and Recreation Commission (PRC) on October 10, 2022 ., outlining three options (Attachment B) for restructure which Staff presented along with Staff Agenda Correspondence (Attachment C) to the PRC at the October 12, 2022, meeting. The timing of this request coincides with the addition of a City staff position, a Volunteer Coordinator, who will be tasked with the responsibility to support the Docent program. In addition, as staff evaluate practices as the programs continue to right themselves after the pandemic shutdowns, the conversation of whether the JHC continues to be necessary and feasible to meet the original intent of the Grant Deed and how it aligns with the Blueprint for the Future has remained relevant. Proposed Advisory Body Change and Jack House Grand Deed Analysis The proposed transfer of the oversight of the Jack House to PRC from the JHC provided the opportunity for the City Attorney’s Office to review the Grant Deed and applicable legal authority and concur that there are no legal barriers in the recommendations to transfer oversight of the Jack House from the JHC to PRC. The City’s dedication and support to the prop erty over the years continues to meet the intention of the original Grant Deed by maintaining a platform for an advisory body to provide programmatic and maintenance recommendations to Council regarding the House and Gardens. As outlined in the Grant Deed, care of the historic home and property is of upmost importance, and City staff maintain both on a regular basis. In addition, staff and volunteer docent groups collectively provide programming and community building opportunities at the House and this is not expected to change should the advisory body role of the JHC be assumed by the PRC. As for guidance on historical and architectural relevance, both the staff and PRC will be able to defer to CHC and ARC for guidance. Page 227 of 697 Item 5f Grant Deed: Initial Requirements and Relevance Today Jack House Advisory Committee Requirement of the Grand Deed When the City was deeded the Jack House, it was done so with several stipulations requiring the City’s agreement. Of those included the appointment of a seven -member advisory body. From the Grant Deed: “Said committee shall recommend basic rules and regulations for the use of the residence and grounds which may include, but are not limited to, permitted uses, conditions of use, hours and fees, if any. The committee shall serve without pay and consist of city residents including: (a) One member from the San Luis Obispo County Historical Society; (b) One member from the faculty of the School of Architecture and Environmental Design, California Polytechnic State University, preferably an architectural historian; (c) One member from the Ornamental Horticulture faculty o f the California Polytechnic State University; (d) One member from the Parks and Recreation Commission; (e) Two members selected at large; (f) For a period of twenty (20) years from the date hereof, the seventh member of the committee shall be an heir of Robert Edgar Jack and Nellie Hollister Jack; the city residency requirement may be waived for this member. Thereafter, this member may be selected at large. (g) Committee appointments, tenure and rules of conduct shall be the same as for other advisory bodies to the City Council, e.g., the Planning Commission.” Jack House Docents Historically The Jack House Docent group has historically served as tour guides and educators, hosting tours to the community and specialized tours to classes, wedding parties and other community groups. The JHC does not have direct oversight of the Docent group; however, the Docent Coordinator traditionally provides updates to the Committee and oftentimes Committee members also serve as Docents. This arrangement has served the City well for decades. Unfortunately, over time, the volunteer base and interest has waned, due to a variety of factors such as changing volunteer dynamics, loss of interest in a program or lack of community awareness to the volunteer opportunity. Current Role of City Departments The Public Works Department provides overall maintenance and daily upkeep of the Jack House and Gardens. The Parks and Recreation Department engages the community through programming at the Jack House and Gardens along with support of the Docent program. Staff coordinate events at the Jack House Gardens (including the Spring Concert Series and Movies in the Garden, Yoga Classes) and manage and staff all community facility rentals of the gardens for events such as birthdays and wedding celebrations. Page 228 of 697 Item 5f JHC Participation Trends and Challenges The Committee roster over the past two decades is unique in the fact that most of the member composition has remained the same. The City Clerk’s office has record of only 11 different individuals who have filled six of the seven positions (not including the PRC representative position). Many of these 11 individuals served for over 10 years, some even since the early 2000’s and earlier. In recent years, the Committee has been challenged in fulfilling positions when the terms expire, resulting in inconsistent vacancies, and at times the inability to meet a quorum. Of the seven necessary Committee members, there are currently only three (3) active members. The vacancy of four (4) seats is problematic as the Committee does not have a quorum (a majority of the committee), which is necessary for any business discussion or action to take place by the Committee. In addition to the current vacancies, the three Committee members who remain have been dedicated volunteers to the Jack House for a decade. Finally, some of the specific Committee eligibility requirements imposed by the Grant Deed are obsolete at this time. Specifically, there are few architectural historians among Cal Poly's College of Architecture & Environmental Design faculty, and Ornamental Horticultural Science is not currently a major--only a concentration at the university. The time commitment required for this volunteer committee makes it difficult to attract the limited number of facu lty members that meet these strict qualifications. Additionally, the roles and responsibilities of the CHC and the ARC have evolved to support many of the historic and related architectural concerns that were established at the origin of the City being deeded the Jack House property in 1975. The JHC inquired to Staff on the roles and responsibilities of the CHC and ARC as they believed the JHC was duplicating the responsibilities. The creation and the current roles of the CHC and ARC were significant factors in the JHC members’ recommendation to transfer oversight to the PRC and utilize the skill sets of the CHC and ARC when appropriate. Committee, Family, and Community Input Jack House Committee Member Recommendations On September 15, 2022, the remaining committee members met informally with City staff as there was no quorum for a formal meeting, to share concerns regarding lack of volunteers and the future of the Committee and to provide recommendations to realign oversight of the Jack House. The individual Committee members that were consulted communicated that what was necessary in 1975 is no longer relevant or feasible, as recruitment efforts have shown, and in fact recommend alternative solutions to ensuring the intent of the Grant Deed continues to be met while utilizing other staff and Advisory Body resources that are in place. Page 229 of 697 Item 5f On September 15, 2022, the individual Committee members outlined hopes and dreams for the future of the Jack House. The individual Committee members each agreed to request a new structure of support for the Jack House, with alternatives outlined in the Memo submitted to Parks and Recreation Commission on October 10, 2022. Committee Recommendations for Future Support of the Jack House Staff or Committee Assignments 1 Continue to maintain Jack House and Gardens for public enjoyment Ongoing by Public Works Staff 2 Promotions for events and tours of the house Ongoing City staff Communications and Marketing team 3 Convert Wash House into a museum Potential project for Docent volunteers or local volunteer group 4 Open Carriage House for events and education Based on structural integrity, could be a project for Docent volunteers. May require a CIP to ensure ADA compliance and structural integrity 5 Repair and refurnish front fence Current volunteer Rotary SLO Project with Parks and Recreation staff oversight 6 Roof replacement Upcoming CIP project assigned to Public Works 7 Provide a storage unit on site Public Works potential project 8 Continue to host weddings and special events Ongoing by City Parks and Recreation staff 9 Utilize gardens for community building opportunities Ongoing by City Parks and Recreation staff 10 Provide historical guidance regarding renovations to the inside and exterior of the House Cultural Heritage Committee 11 Regular oversight of the House Parks and Recreation Commissioners with one Commissioner assigned to serve as the Jack House liaison and report out each meeting 12 Support of the Docent Program Assign to the new Volunteer Coordinator who will report to Parks and Recreation Department. Parks and Recreation Commission Input On October 12, 2022, staff presented a request from the members of the JHC received on October 10, 2022. After review of this document and following agenda correspondence from staff, the PRC deliberated as to the best way to support the changing needs of the Jack House property. After a comprehensive discussion and with Commissioners expressing concern to ensure the House receives enhanced support from the PRC (as compared to the current structure with a PRC member serving as a distant liaison), the PRC made the formal recommendation with a unanimous (6 aye:0 nay:1 vacancy) vote to Council to: Adopt Option 3 as Recommended by the members of the JHC with an amendment. Page 230 of 697 Item 5f Option 3 as Recommended by JHC members: Dissolve the JHC and move all responsibility to the PRC. Issues surrounding historic architecture and gardens could be handled through consultation with the ARC and CHC, as needed. Perhaps one position on the PRC could be reserved for a JH docent member to help advocate for the concerns outlined in Alternative #1, above. Recommendation from PRC: Transfer oversight of the Jack House Advisory Committee and move all responsibilities to the Parks and Recreation Commission. Issues surrounding historic architecture and gardens could be handled through consultation with the Architecture Review Committee and Cultural Heritage Committee, as needed. Require one Commissioner to serve as a direct liaison to the Jack House by means of the Jack House Docent committee. Rather than recommending reserving a PRC position to a Jack House Docent, the PRC opted to recommend the assignment of a PRC member to serve directly as a liaison to the Jack House Docent Committee. (Attachment D). While the PRC did not define what the role of the liaison would be, they requested staff to define in more detail the liaison role while keeping in mind the original intention of the Grant Deed and the requests of the JHC. Jack Family Input When the Committee members proposed the recommended changes, City staff reached out to Jack Family heir, Katchy Andrews, who was in favor of reassigning oversight of the Jack House and felt confident that in doing so the intent of the Grant Deed would continue to be honored by City staff and advisory bodies and could foresee no challenges. On October 26, 2022, Ms. Andrews provided written support of transitioning oversight of the Jack House from JHC to PRC (Attachment E). In addition, as she mentions in her email, Ms. Andrews oversees the Community Foundation, which is separate from City funds or oversight, but is funding used for specialized projects within the House. This will not change with the proposed transfer of oversight from JHC to PRC. Community Input During the community input sessions for defining City goals for the Parks and Recreation Blueprint for the Future: 2021-2024, consensus was to continue utilizing the House as currently used. There was mention of turning the house over to a non -profit to manage, while continuing to program at the gardens and exploring additional opportunities to rent out the facility space. Manage the Jack House in a way that preserves the historic resource, makes the site more visible and welcoming, and more fully realizes its revenue -producing potential. This may mean extending open hours, signage, safe crosswalks and evaluating facility rental offerings and fees. Explore private management opportunities for the house. Page 231 of 697 Item 5f Proposed Structure for Jack House and Gardens Policy Guidance to Council and Enhanced Support by Staff and Volunteers Recommendations from both JHC Members and PRC include the provision of a liaison from PRC to the Jack House. City staff will continue to maintain the regular and structural integrity of the property, maintain the gardens as a community park space, manage event rentals of the gardens (including weddings), and provide community events in the gardens. Because expectations have been established, in part due to the Committee, these work projects continue to be accomplished by City staff without necessary guidance from the Committee. 1. Dedicated PRC Liaison Included in this recommendation is the specific amendment that an individual liaison should be assigned as a direct and active liaison on the topic of the Jack House and Gardens. Specifically, PRC Bylaw Article 10.1. Amendment (outlined below) includes the recommended Amendment that “A member of the Parks and Recreation Commission shall serve as a liaison to the Jack House, attending all docent meetings and providing a report out of docent updates at each PRC meeting.” This would achieve the following: a. Formally include a Jack House update to be agendized at all PRC meetings. b. Staff to provide a review of CIP projects to the PRC on an annual basis. c. Ensure general maintenance meets City standards. d. Receive program and event updates from City Staff. e. Utilize additional City Advisory Body’s for clarification of historical context: CHC, ARC. 2. Continued Staff Support: Maintenance and Activation of the Jack House and Gardens Whether or not oversight of the Jack House is transferred to the PRC, City staff will continue to provide infrastructure support, as well as engaging the community in enjoyment of the historical house and gardens. City staff continue to maintain th e regular and structural integrity of the property, maintain the gardens as a community park space, manage event rentals of the gardens (including weddings), and provide community events in the gardens. a. Public Works Department: 1. Regular maintenance of the House and Gardens 2. Management of upcoming restoration and CIP projects b. Parks and Recreation Department: 1. Coordination of volunteer workdays for restoration and beautification (with oversight of the appropriate City Department) 2. Docent Program Support, the “heart” of the House will receive direct support in recruiting and placing of volunteers through the City’s Volunteer Coordinator. 3. Building Community through programming in the Gardens with expansion of programs at the Gardens, including contract classes (yoga, art classes, etc.) as well as Community Events (Spring Concert series). Page 232 of 697 Item 5f 4. Collaboration of House and Garden programming: In addition to programming independently, staff will be able to coordinate and expand upon programs currently being hosted by the Docents (Winter Lights at the Jack House for example). 5. Facility Rentals: Using the Jack House Gardens for special events and weddings for outside users will continue to be a responsibility of Parks and Recreation Department 3. Role of Other City Advisory Bodies As is current practice, staff and docents will be able to glean recommendations from the Cultural Heritage Committee or Architectural Review Committee if maintenance projects arise that fall under those advisory bodies’ purview. In addition, staff and docents will continue to use the History Center as a resource for historical context. Recommended Additions to PRC Bylaws In order to ensure that the intention of the Jack House Grant Deed is maintained, clearly stating expectations of the PRC to include the Jack House in monthly conversations and liaison responsibilities should be outlined in the PRC Bylaws. Three amendments are recommended (Attachment F): Article 1. Purpose (addition to Bylaws): JACK HOUSE: The PRC is charged with the responsibility to advise the City Council on matters concerning facility use, fees and charges, capital improvements, and any other item affecting the House and Grounds. Article 3. Meetings (addition to Bylaws) A standing item for Jack House reporting shall be included on every agenda. Article 10. Committees (Amendment to Bylaws) Replace item 1 with: A member of the Parks and Recreation Commission shall serve as a liaison to the Jack House attending all docent meetings and providing a report out of docent updates at each meeting. Page 233 of 697 Item 5f Previous Council or Advisory Body Action Public Engagement Public comment on the item can be provided to the City Council through written correspondence prior to the meeting and through public testimony at the meeting. The Jack House Committee members submitted a recommendation memo to the Parks and Recreation Commission on October 10, 2022. The Parks and Recreation Commission received a Staff Agenda Correspondence for Agenda Business Item #2 at the October 12, 2022, PRC meeting. The PRC deliberated the role of the Jack House Committee for future oversight of the Jack House property and concurred on a recommendation to Council for the November 15, 2022, Council meeting. No public comment was received during the monthly PRC meeting. Page 234 of 697 Item 5f CONCURRENCE The City Attorney’s Office has reviewed the relevant property and legal documents associated with Jack House and has concluded that there are no legal barriers to the recommendations stated herein. ENVIRONMENTAL REVIEW The California Environmental Quality Act does not apply to the recommended action in this report, because the action does not constitute a "Project" under CEQA Guidelines Sec. 15378. FISCAL IMPACT Budgeted: Yes Budget Year: 2022-23 Funding Identified: Yes Fiscal Analysis: Funding Sources Total Budget Available Current Funding Request Remaining Balance Annual Ongoing Cost General Fund $10,500 $0 $10,500 $10,500 State Federal Fees Other: Total $10,500 $0 $10,500 $10,500 The Parks and Recreation Department budget includes promotional and advertising funds to support docent led and community events held at the Jack House and Gardens. ALTERNATIVES 1. Council could reduce the size of the Jack House Committee membership and alter the requirements for membership. This is not recommended as both the current members of the JHC, the PRC and the Jack Family heir are in support of the proposal to have the PRC assume the responsibilities of the house as supported by staff and volunteers. It is hard to recruit volunteers, and this will allow for greater community awareness of the House and Gardens and be a more practical solution. 2. Council could change the scope of the JHC to serve on a quarterly basis or on an “on-call” basis to provide guidance when situations arise requiring historical context. This is not recommended as both the current members of the JHC, the PRC, and the Jack Family heir are in support of the proposal to have the PRC assume the responsibilities of the house as supported by staff and volunteers. It is anticipated that Page 235 of 697 Item 5f recruitment challenges would still occur resulting in the lack of quorums for the Committee. The role of the Cultural Heritage Committee and/or the Architect ural Review Committee would be included for such matters. 3. Council could direct staff to continue recruiting for Jack House Advisory Committee members and continue to serve as a liaison to the committee. This alternative is not recommended due to the historic decline in advisory body volunteers and ongoing need for support to the Jack House. ATTACHMENTS A - Jack House Original Grant Deed B - Memo from Jack House Committee members to Parks and Recreation Commission October 10, 2022 C - Staff Agenda Correspondence to Parks and Recreation Commission October 12, 2022 D - Draft Minutes of the October 12, 2022, PRC meeting with recommendation to Council E - Written support from Jack House Family heir F - PRC Bylaws with Proposed Bylaw Amendments G - JHC Bylaws Page 236 of 697 045950-15 - E00000.00 REC J o4595141-15ar" E00000,00CA DOQ NO'. ° 11340 - - -- - RECORDING REQUESTED.BY and OFFICIAL 'RECO'RN WHEN RECORDED RETURN TO- SAN LUIS OBiSPQ CO., CITE of SAN LUIS oBISPO APR 15 1975P.O. Box 321 San Luis Obispo, CA 9340E W1MIAM E. ZIMARIK c COUNTY RECOMM %ocumentary transfer tax 3C p/ ' • ] Corpu ed on foil value c -f property conveyed, COMPARED cfl__ia ; zi .Y _ _ A_ -= . GRANT DEED re _. _._ in ' :.c:. Signa'urc e. ,!__ aran or agent dae, ni, ^,ing tax — rirr nam . U_L- i:zcc-porated area City nof -U v FOR VALUABLE CONSIDERATION, receipt of which is hereby acknowledged, and subject to the covenants, conditions, restric- tions and reservations set forth, VIRGINIA J. TYNAN, also known J as VIRGINIA JACK TYNAN, PHYLLIS SINTON, also known as PHYLLIS JACK SINTON, MARGARET E. KAETZEL, also known as MARGARET KAETZEL, GERTRUDE K. KAETZEL, also known as KATHLEEN KAETZEL and GERTRUDE KATHLEEN KAETZEL, KATHLEEN G. VON STEIN, formerly KATHLEEN G. NORMAND, JUDITH MEYER, formerly JUDITH KAETZEL, and MELBA RETICKER, Grantors, do hereby grant to the CITY OF SAN LUIS OBISPO, A MUNI- CIPAL CORPORATION, the following described real property in the City of San Luis Obispo, County of San Luis Obispo, State of California: Commencing at a point on the southerly line of Higuera Street South 530 7' West, One Hundred and eighty -three feet, six inches (183 -6/12 feet) from the Southwest corner of Higuera and Nipoma Streets and running thence_ south 530 7' West on the south line of Higuera Street two hundred and twenty -five (225) feet, thence south 360 53' east to the line of Marsh Street; thence Northeasterly along the line of Marsh Street, two hundred and twenty -five (225) feet; thence at right angles northwesterly to Higuera Street and the point of beginning and being all that portion of Block 62 of the City of San Luis Obispo, occupied as a residence of. R. E. Jack and wife, and extending from Higuera Street to Marsh Street according to two deeds: One made-by H. M. Warden to Nellie Hollister Jack, dated August 9, 1875; and the. other made by Thomas Higuera and others on February 11, 1876 to R. Edgar Jack, and both of record in the Recorder's Office of San Luis Obispo County, State of California. Excepting therefrom that portion thereof conveyed to Manuel F. Lima, et ux, by deed dated September 29, 1922, and recorded October 2, 1922 in Book 157, Page 410 of Deeds. Also excepting therefrom that portion thereof con- veyed by deed dated November 14, 1917 and recorded. November 22, 1917, in Book 118, Page 449 of Deeds to Nicholas F. Schlicht. 5TATZ ENT TO RETURN - ADDRESS ABOVE 1 - L,,Z T TO RETURN AMPBS ABOVE D94 "Vo! 18 FACE C Page 237 of 697 a Together with all furniture, fixtures, equipment, docu- ments, bookstand .-other personal property situated in or on said real property. By the acceptance of this deed, said City of San Luis Obispo, hereinafter, referred to as, "C.ity ", agrees: l: To keep, preserve`and use:said real property and the residence situated thereon in a manner which maintains, enhances and celebrates its place in the historical development of San Luis Obispo. 2. To refer, to the house and grounds as "The Jack Residence" as a memorial to Robert Edgar Jack and Nellie Hollister Jack, pioneers and builders, as well as devoted citizens, of San Luis Obispo City and County. 3. To maintain the original character of the house as an example of a Victorian vintage residence. General maintenance and any restoration improvements shall be in keeping with the age and period when the original residence was constructed. 4. To care for and preserve existing trees and shrubbery, and to return the gardens as much as possible to the appearance of the gardens as illustrated in photographs circa 1910 -1920 provided by the Grantors. 5. To keep the residence and contents thereof adequately insured against loss by fire and other insurable hazards. 6. To permit, subject to reasonable.rules and regulations, residents of the City and County of San Luis Obispo, visitors and tourists to enter and inspect the residence and gardens and any displays and exhibits which from time to time may be presented. 7. To appoint a committee of seven (7) members whose responsibility shall be to advise the City Council in the 2 - NOL 10x0 PAG' 194 Page 238 of 697 r administration of The Jack Residence for the greatest possible public use and enjoyment. Said committee shall recommend basic rules and regulations for the use of the residence and grounds which may include, but are not limited to, permitted uses, conditions of use, hours and fees, if any. The committee shall serve without pay and consist of city residents including: a) One member from the San Luis Obispo County Historical Society. b) One member from the.faculty of the School of Archi- tecture and Environmental Design, California Polytechnic State University, preferably an', architectural historian. c) One member from the Ornamental Horticulture faculty of the California Polytechnic State University. d) One member from the Parks and Recreation Commission, e) Two .members selected at large. U f) For a',period of twenty (20) years from the date hereof, the seventh member of the committee shall be an heir of Robert Edgar Jack and Nellie Hollister Jack; the city residency requirement may be waived for this member. Thereafter, this member may be selected at large. Committee appointments, tenure and rules of conduct shall be the same as for other advisory bodies to the City Council, e.g., the Planning Commission. 8. To accept items of personal property for the permanent collection of furnishings and artifacts, only upon majority approval of the Committee. Likewise, to dispose, destroy and give away no item of furnishings or artifacts without majority approval of the Committee and then only with the approval of the City Council. 9. Should, at any time, the residence be destroyed by 3 - VOL 182. PAGE JL95 Page 239 of 697 f fire or other act of God, to continue to maintain the real property for park purposes, such park to be known as "The Jack Park ". 10. Not to sell or give away either the whole, or any part of the real property. In,the event of a violation of any of the covenants and conditions'herein contained, or failure to comply therewith, said City, and;any successor thereof - -shall forfeit all title to said real and personal property and, in the event of any such for- feiture, title to said;. real and personal property shall revert to the descendants by law of intestacy of Robert Edgar Jack and Nellie Hollister Jack. Should there be no then known descendants of said Robert Edgar Jack and Nellie Hollister Jack, said property shall vest in the County of San Luis Obispo for the uses herein contained; provided, however, that if the County should not accept said property or should fail to use it for the purposes set forth herein, title to-said.property shall then vest in St. Stephen's Episcopal Church of San Luis Obispo. In consideration of the foregoing, the grantee herein agrees to pay all county, city and special taxes or assessments which are now a lien upon the real property and personal property herein described, or which hereafter become a lien upon said real and personal property. Dated this io day of r c- 1975 Gertrude. Kathleen Kaetz Kathleen Von Stein M, W XL 1828 PAG €19.11 Page 240 of 697 STATE OF CALIFORNIA, ss. COUNTY OF SAN LUIS OBISPO, ) On /?0' 'A /0, ' 1975, before me, the undersigned, a Notary Public in and for said County and State, personally appeared MARGARET E. KAETZEL, GERTRUDE KATHLEEN KAETZEL, KATHLEEN G. VON STEIN, VIRGINIA J TYNAN and PHYLLIS SINTON , known to me to be the persons whose names are subscribed to the within instrument and acknowledged that they executed the same. GEORGIA L FANT Georgia E. Fant NOTARY PUBLIC Notary P lic in and for said County andSAILLUISOB!SPO COUNTY CALIFORNIA State. My Ccmmissian Expires February 7, 1976 STATE OF COLORADO, ) ss. COUNTY On 1975, before me, the undersigned, a,,lNo "2kw'-Public in and for said County and State, personally j,,ppea,e,,JUDITH MEYER, known to me to be the person whose name is *16 -,_:•' S.# er• to the within instrument and acknowledged that she ex °eyit the same. C4 Notary Public in and for said County and State. STATE OF CALIFORNIA, ) ss. COUNTY OF Santa Barbara ) On March 12 1975, before me, the undersigned, a Notary Public in and for said County and State, personally appeared MELBA RETICKER, known to me to be the person whose name is subscri- bed to the within instrument and acknowledged that she executed the same. , OFFICIAL SEAL cam G - lug", f .. Lil,' L. i1a ..5 LUE E. DAVID NOTARY PUBLIC - CALIFO PI:A Notary Public in and for said County and P "CIPAL OFFICE IN SANTA SARBA;A COUNTY State. MY COMMISSION EXPIRES OCT. 29, 1976 5 — VOL LO PAGE 1 1, Page 241 of 697 C E R T I F I C A T E O F A C C E P T A N C E THIS IS TO CERTIFY that the interest in real property conveyed by the GRANT DEED dated MARCH 10, 1975, from VIRGINIA J. TYNAN, aka VIRGINIA JACK TYNAN, PHYLLIS SINTON,_aka PHYLLIS JACK SINTON, MARGARET E. KAETZEL, aka MARGARET KAETZEL, GERTRUDE K. KAETZEL, aka KATHLEEN KAETZEL and GERTRUDE KATHLEEN KAETZEL, KATHLEEN G. VON STEIN, formerly KATHLEEN G. NORMAND, JUDITH MEYER, formerly JUDITH KAETZEL, and MELBA RETICKER, Grantors, to the CITY OF SAN LUIS OBISPO, a Political Corporation, is hereby accepted by the undersigned officer on behalf of the City Council pursuant to authority conferred by Resolution No. 549 (1959 Series), recorded May 26, 1959, Volume 1002, Official Records, Page 292, San Luis Obispo C4 County, California, and the Grantee consents to recordation 0 thereof by its duly authorized officer or his agent. Date: MARCH 10, 1975 VOL 1828 PAGE 198 Page 242 of 697 t RESOLUTION NO. 2761 (1975 Series) A RESOLUTION OF THE COU14CIL OF THE CITY OF SAN LUIS OBISPO ACCEPTING THE DEED TO THE JACK RESIDENCE" AND AUTHORIZING THE MAYOR TO SIGN THE CERTIFICATE OF ACCEPTANCE AND DIRECTING THE CITY CLERK TO RECORD SAID DEED. BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: 1. The City of San Luis Obispo hereby accepts the deed to the real property and the residence known as the "Jack Residence" on Marsh Street and the City agrees to abide by the terms and conditions of said deed. 2. The Mayor is authorized to execute a certificate of acceptance on behalf of the City. 3. The City Clerk is directed to record said deed. On motion of Mayor Schwartz, seconded by Councilman NGurnee, and on the following roll call vote: W AYES: Councilmen Graham, Gurnee, Norris, Petterson, FP and Mayor Schwartz NOES: None ABSENT: None the foregoing Resolution was passed and adopted this 7th day of April, 1975. rt it KENNETH E. SCHWARTZ Mayor . ATTEST: 1 certify that the foregoing is a full, true and correct ,copy of a Resolution passed by the City Council of the City of San Luis Obispo, California, on _ APR 7 1975 J. H. F177PATRICK T City Clerk ATRICK clay 'clerk R 2761 END OF DOCUMENT . VOL PACE 199 Page 243 of 697 Page 244 of 697 MEMO JACK HOUSE COMMITTEE DATE: October 10, 2022 TO: Parks and Recreation Commission CC: Meghan Burgher - Recreation Manager FROM: Chuck Crotser - JHC Chairperson RE: Jack House Committee reorganization Due to ongoing difficulties in recruiting new members and a lack of clarity of our specific advisory expectations, our Committee feels that it is a good time to reconsider the role of the Jack House Committee. City staff and myself have spoken with the City Attorney's office, which has concluded that there are no legal barriers to proceeding in the manners proposed below. Our Committee members feel that moving most of the responsibilities outlined in the original deed to the Parks and Recreation Committee makes good sense, but may take different forms while maintaining the intent of the original “gift”. As such, we would like to offer several suggestions for your consideration: ALTERNATIVE #1 - Reduce the size of the JHC to 5 members: One member with historical architecture experience, One member with landscape design experience (preferably historical landscapes), One member from the History Center, and two members at large. The architecture and landscape positions need NOT be filled by Cal Poly faculty. This Committee could meet quarterly, or as needed to advise the PRC or City Council (similar to the Construction Board of Appeals). The purview of the JHC would be primarily to support educational programs and the docent group. They would also continue to advocate for improving on-site facilities to support these programs such as a secure storage facility, rehabilitation of the Carriage Barn and Wash House for display or educational purposes; improving the kitchen/prep area to better accommodate events, etc. They would also be consulted regarding the access and use of existing resources, currently stored off-site. They would also be consulted on issues of accession and de-accession of historic resources. ALTERNATIVE #2 - Dissolve the JHC and move all responsibility to the PRC. However, of the 7 members on the PRC, designate one member with historical architecture experience, one member with landscape design experience (preferably historical landscapes) and one member from the History Center OR the docent group. ALTERNATIVE #3 - Dissolve the JHC and move all responsibility to the PRC. Issues surrounding historic architecture and gardens could be handled through consultation with the ARC and CHC, as needed. Perhaps one position on the PRC could be reserved for a JH docent member to help advocate for the concerns outlined in Alternative #1, above. As a footnote, . . when the original deed was accepted, the ARC was in its infancy and the CHC had not yet been created, thus the oversight needed at the time was really not in place. We believe that Alternative #3 would be the most efficient model and would provide the oversight that the family intended in 1975. Ultimately, we rely upon the wisdom of the City Council to make a timely and necessary adjustment to the Jack House Committee. Thank you, . . . Page 245 of 697 Page 246 of 697 Parks and Recreation Commission Agenda Correspondence DATE: October 12, 2022 Prepared By: Greg Avakian, Director of Parks and Recreation Meghan Burger, Recreation Manager SUBJECT: Jack House Committee Request to Reconsider the Structure of the Jack House Committee RECOMMENDATION 1. Review, discuss, and provide direction on the proposed realignment of the Jack House Committee roles and responsibilities DISCUSSION Background The Historic Jack House and Gardens (collectively referred to as “The Jack House”) were deeded to the City of San Luis Obispo on March 10, 1975. For close to five decades, the City has managed, maintained, and operated the Jack House consistent with the covenants of the Grant Deed. As is typical with historic homes and gardens, the Jack House had dedicated volunteers who have helped with many aspects of the public’s enjoyment of the Jack House. Volunteer efforts have included a City Advisory Body (the Jac k House Committee) as well as docents who have educated visitors during countless tours. Volunteer Groups – Jack House Advisory Committee (“the Committee”) When the City was deeded the Jack House, it was done so with several stipulations requiring the C ity’s agreement and continued compliance. Of those included the appointment of a seven-member advisory body. From the Grant Deed: “Said committee shall recommend basic rules and regulations for the use of the residence and grounds which may include, but are not limited to, permitted uses, conditions of use, hours and fees, if any. The committee shall serve without pay and consist of city residents including: a) One member from the San Luis Obispo County Historical Society b) One member from the faculty of the School of Architecture and Environmental Design, California Polytechnic State University, preferably an architectural historian. c) One member from the Ornamental Horticulture faculty of the California Polytechnic State University. d) One member from the Parks and Recreation Commission e) Two members selected at large. f) For a period of twenty (20) years from the date hereof, the seventh member of the committee shall be an heir of Robert Edgar Jack and Nellie Hollister Jack the city residency requirement may be waived for this member. Thereafter, this member may be selected at large. g) Committee appointments, tenure and rules of conduct shall be the same as for other advisory bodies to the City Council, e.g., the Planning Commission.” Volunteer Groups – Jack House Docents In addition to the Committee, a Jack House Docent group has historically served as tour guides and educators, hosting tours to the public and specialized tours to classes, wedding parties and other community groups. The Page 247 of 697 CityofSanLuis Obispo, Title, Subtitle Jack House committee does not have direct oversight of the Docent group; however, the Docent Coordinator traditionally provides updates to the Committee and oftentimes Committee members also serve as Docents. This arrangement has served the City well for decades, although over time the volunteer base has dwindled, whether due to changing volunteer dynamics, loss of interest in a program or lack of community awareness to the volunteer opportunity. Current Role of City Departments The Public Works Department provides overall maintenance and upkeep of the Jack House and Gardens. The Parks and Recreation Department engage the community through programming at the Jack House and Gardens along with support of the Docent program. Staff coordinate events at the Jack House Gardens, including the Spring Concert Series and Movies in the Garden, Yoga Classes, and community rentals such as birthdays and wedding events. Jack House Committee Committee Participation Trends and Challenges The Committee roster over the past two decades is unique in the fact that most of the member make up remains the same. The City’s Clerks office has record of only 11 different individuals who have filled six of the seven positions (not including the PRC representative position). Many of these 11 individuals served for over 10 years, some even since the early 2000’s. Of the seven necessary committee-members, there are currently only three (3) active members. The vacancy of four (4) seats is problematic because the Committee does not have a quorum (a majority of the committee), which is necessary for any business discussion or action to take place by the Committee. In addition to the current vacancies, the three committee members who remain have been dedicated volunteers to the Jack House for a decade. Finally, some of the specific Committee eligibility requirements imposed by Grant Deed are obsolete at this time. Specifically, the Committee positions that are required to be filled by specific Cal Poly faculty are no longer offered as academic program areas. Committee Successes Over Time While the Committee has provided great benefit to the Jack House and the City in its tenure, the time has come to consider the utility and practicality of this Committee moving forward. Over the past 47 years, the Committee has supported some of the following, all with City staff time: Coordination of the removal of the elevator shaft to return the House to the original condition; Coordinating new signs for the entry of the Jack House; Preservation of historical art; Recommendations regarding historical context related to the Jack House; Providing guidance on how and when to rent and program events at the house; Providing support to the Docent program, often serving as Docents themselves. As the decades have changed, so has the City’s adoption of regular maintenance and programming of this property. As such, City staff continue to maintain the regular and structural integrity of the property, maintain the gardens as a community park space, manage event rentals of the gardens (including weddings), and provide community events in the gardens. Because expectations have been established, in part due to the Committee, these work projects continue to be accomplished by City staff without necessary guidance from the committee. Page 248 of 697 CityofSanLuis Obispo, Title, Subtitle Committee, Family and Community Input Jack House Committee Member Recommendations On September 15, 2022, the remaining committee members met informally with City staff as there was no quorum for a formal meeting, to share concerns regarding lack of volunteers and the future of the Committee and to provide recommendations to realign oversight of the Jack House. The individual Committee members that were consulted communicated that what was necessary in 1975 is no longer relevant or feasible, as recruitment efforts have shown, and in fact recommend alternative solutions to ensuring the intent of the Grant Deed continues to be met while utilizing other staff and Advisory Body resources that are in place. The individual Committee members each agreed to request a new structure of support for the Jack House, with alternatives outlined in the Memo submitted to PRC on October 11, 2022. On September 15, 2022, the individual Committee members outlined hopes and dreams for the future of the Jack House. City Staff and Committee representatives discussed alternative oversight opportunities of current and potential support. Committee Recommendations for Future Support of the Jack House Staff or Committee Assignments Continue to maintain Jack House and Gardens for public enjoyment Ongoing by Public Works Staff Promotions for events and tours of the house Ongoing City staff Communications and Marketing team Convert Wash House into a museum Potential project for Docent volunteers or local volunteer group Open Carriage House for events and education Based on structural integrity, could be a project for Docent volunteers. May require a CIP to ensure ADA compliance and structural integrity Repair and refurnish front fence Current volunteer Rotary SLO Project with Parks and Recreation staff oversight Roof replacement Upcoming CIP project assigned to Public Works Provide a storage unit on site Public Works Staff Continue to host weddings and special events Ongoing by City Parks and Recreation staff Utilize gardens for community building opportunities Ongoing by City Parks and Recreation staff Provide historical guidance regarding renovations to the inside and exterior of the House Cultural Heritage Committee Regular oversight of the House Parks and Recreation Commissioners with one Commissioner assigned to serve as the Jack House liaison and report out each meeting Support of the Docent Program Assign to the new Volunteer Coordinator who will report to Parks and Recreation Department. Jack Family Input When the Committee members proposed recommended changes, City staff reached out to Jack Family heir, Katchy Andrews, who was in favor of reassigning oversight of the Jack House and felt confident that in doing so the intent of the Grant Deed would continue to be honored and could foresee no challenges. Page 249 of 697 CityofSanLuis Obispo, Title, Subtitle Community Input During the community input sessions for defining City goals for the Parks and Recreation Blueprint for the Future: 2021-2024, consensus was to continue using the House as currently used. There was mention of turning the house over to a non-profit to manage, while continuing to program at the gardens and exploring additional opportunities to rent out the facility space. Manage the Jack House in a way that preserves the historic resource, makes the site more visible an d welcoming, and more fully realizes its revenue-producing potential. This may mean extending open hours, signage, safe crosswalks and evaluating facility rental offerings and fees. Explore private management opportunities for the house. In addition, three former Jack House Committee members and chairs were contacted by current Committee President to provide feedback or concerns regarding these recommendations. There were none and they concurred with the recommendation memo by the Jack House Committee to the Parks and Recreation Commission. CONCURRENCE The City Attorney’s Office has reviewed the relevant property and legal documents associated with Jack House and has concluded that there are no legal barriers to the recommendations stated herein. Financial Impact There is no financial impact from this approval. Transferring Oversight Of The Jack House Committee To Parks And Recreation Commission And Bylaw Amendments The below items are designed to provide the Parks and Recreation Commission advisory recommendations to City Council: 1. As recommended by the Jack House Committee members, recommend an alternative to the current Jack House Committee structure which could include alternatives provided in Memo from Jack House Committee members, including but not limited to the transfer oversight of the subject matter within the purview of the Jack House Committee to the Parks and Recreation Commission. 2. Amend the Parks and Recreation Commission bylaws to reflect the recommended transfer of oversight. ATTACHMENTS 1. Memo from Jack House Committee to PRC 2. Copy of the Original Grant Deed for Jack Family Residence 3. Copy of Jack House Bylaws 4. Copy of Parks and Recreation Bylaws Page 250 of 697 City of San Luis Obispo, Agenda, Planning Commission DRAFT Minutes PARKS AND RECREATION COMMISSION Parks and Recreation Commission DRAFT Minutes October 12, 2022 Ludwick Community Center – 864 Santa Rosa Street The City of San Luis Obispo has returned to in-person meetings. Zoom participation will not be supported. For those attending in-person, City facilities will be at limited capacity and masks are strongly recommended. INSTRUCTIONS FOR PUBLIC COMMENT: Public Comment prior to the meeting (must be received 3 hours in advance of the meeting): Mail - Delivered by the U.S. Postal Service. Address letters to the City Clerk's Office at 990 Palm Street, San Luis Obispo, California, 93401. Email - Submit Public Comments via email to advisorybodies@slocity.org. In the body of your email, please include the date of the meeting and the item number (if applicable). Emails will not be read aloud during the meeting. Voicemail - Call (805) 781-7164 and leave a voicemail. Please state and spell your name, the agenda item number you are calling about, and leave your comment. Verbal comments must be limited to 3 minutes. All voicemails will be forwarded to the members and saved as Agenda Correspondence. Vo icemails will not be played during the meeting. *All correspondence will be archived and distributed to members, however, submissions received after the deadline will not be processed until the following day. Public Comment during the meeting: Meetings have returned to an in-person format. To provide public comment during the meeting, you must be present in the Council Hearing Room, 990 Palm Street. Zoom participation will not be supported. The Parks and Recreation Department is currently located at The Ludwick Community Center, 864 Santa Rosa Street, San Luis Obispo. If you have questions, contact the City Clerk's Office at cityclerk@slocity.org or (805) 781-7100. Page 251 of 697 Parks and Recreation Committee DRAFT Minutes for October 12, 2022 2 | P a g e Wednesday, October 12, 2022 5:30 p.m. RESCHEDULED MEETING Ludwick Community Center 864 Santa Rosa Street CALL TO ORDER: Chair Robert Spector ROLL CALL : Vice Chair Kari Howell, Commissioners Rick Blair, Kris Roudebush, Adam Stowe, and Andrew Webber PUBLIC COMMENT: At this time, people may address the Committee about items not on the agenda. Persons wishing to speak should come forward and state their name and address. Comments are limited to three minutes per person. Items raised at this time are generally referred to staff and, if action by the Committee is necessary, may be scheduled for a future meeting. N/A CONSIDERATION OF MINUTES 1. Minutes of the Parks and Recreation Committee of September 7, 2022 Motion to approve Commissioner Blair and Commissioner Roudebush. Commissioner Stowe abstained. CONSENT ITEMS NA BUSINESS ITEMS Page 252 of 697 Parks and Recreation Committee DRAFT Minutes for October 12, 2022 3 | P a g e 2. Jack House Committee (Burger – 20 minutes) Recommendation: Review, discuss, and provide direction on the proposed realignment of the Jack House Committee roles and responsibilities Overview and recommendations presented. Rolls of City Staff for caretaking overviewed. Grant deed explained/clarified. Program and Special events and activities discussed. Roles of JHC Committee and Docents explained. Three JHC Committee recommendations presented. Recommendations and impacts outlined. Discussion with Commission on the various proposals presented. Next Steps for Staff, PRC and Council to align explained. Questions: Proposal #3 discussed in detail. Request for future report on Jack House plans. The description of what the “Liaison” role is and asking for clarification. Per conversation, the Liaison would work with the JHC Docent committee and P&R Volunteer Coordinator. Motion by: Commissioner Howell Second By: Commissioner Stowe Recommend to Council the Option #3 from Jack House Advisory Committee member recommendations, as submitted to PRC, with an amendment to read: Transfer oversight of the Jack House Committee and move all responsibility to the Parks and Recreation Commission. Issues surrounding historic architecture and gardens could be handled through consultation with the Architecture Review Committee and Cultural Heritage Committee, as needed. Require one Commissioner to serve as a direct liaison to the Jack House by means of the Jack House Docent committee. Ayes (6): Commissioner Spector, Commissioner Howell, Commissioner Blair, Commissioner Webber, Commissioner Roudebush, Commissioner Stowe Nays:0 Vacant (1) 3. Receive Director Report (Avakian – 20 minutes) Recommendation: Receive Global Department Update and Current Project Updates related to the following: Rotary SLO workday at the Jack House. a. Ranger Service Division Update – Bog Thistle trail, Righetti Hill Trail, Encampment clean-ups, Fuel Management. b. Laguna Lake Dog Park Project: Design firm chosen (Wallace Group), timelines and next steps. City Project manager hired and Landscape architect firm Wallace Group selected. Will develop concept designs. Reviewed current infrastructure and potential design amenities. Funding in place from P&R Blueprint (master plan). Next update at November PRC. Page 253 of 697 Parks and Recreation Committee DRAFT Minutes for October 12, 2022 4 | P a g e John McKenzie: Presented flyer on dog park fundraiser - Yappy Howler event. Checking in on ground cover. More area would be great if possible. Glad it is moving forward. Kathy Kimbal: Will need a lot of additional support from Parks Maintenance staff support. More information on the “puppy” area needed. Director Avakian: All will be addressed in the Wallace proposal. Consultant will meet with Park Maintenance staff. Wallace group has experience with Dog parks in other communities. c. Righetti Ranch Park System: RFP (November closing date expected) and community forum timeline to be winter and spring. d. Project schedules Upcoming CIP Projects 21-23: Current City Parks Projects North Broad Street Park, Cheng Park revitalization e. Grant Updates: estimated timelines for Mitchell Park and Emerson parks f. Upcoming PRC Agenda Topic Forecast: Program deficiencies discussion requested. Prioritizing the topics list from Commissioners. g. Might possibly move the January meeting date to the second week of the month. 4. Receive Department-wide Program Updates (Burger/Hyfield – 20 minutes) a. Youth Services (Staffing Updates, Lights on Afterschool Program, Minimum Days, Teacher Workday), Community Services (Senior Programming, Special Events and Youth and Adult Sports). Public Art (Chorro Underpass, Tank Farm Roundabout Structure) and other upcoming projects. b. Aquatics, Golf, Facilities 1. Aquatics: Staffing and hours challenges and general updates. Digital waivers now live. Atascadero High School will be paying P&R Dept. to share our pool when their facility is closed. 2. Golf: Operations and Maintenance and hours. 3. Facilities: Outdoor/Indoor Facilities and Special Events. Q: Annual tour of facilities for PRC proposed. Will discuss at the next PRC meeting. 5. Provide Commissioner Recruitment Update (Chair Spector – 5 minutes) Chair Spector shared the process with the other Commissioners and that the recruitment was successful with the Council Representatives, Marx and Shoresman selecting a new Commissioner to start at the November meeting. SUBCOMMITTEE LIAISON REPORTS & COMMUNICATIONS Subcommittee Liaison Reports (Chair) – 15 minutes) a. Adult and Senior Programming: Commissioner Blair – two open volunteer positions. Hadley (new CS Coordinator) is doing a great job. Page 254 of 697 Parks and Recreation Committee DRAFT Minutes for October 12, 2022 5 | P a g e b. Active Transportation Committee: Commissioner Webber – Lots of construction happening now across SLO. Going over the 2023 plans. c. Jack House Committee: Vacant d. Youth Sports Association: Commissioner Stowe – no update. Communications: ADJOURNMENT: 7:51 pm To the Regular M eeting of the Parks and Recreation Committee as approved by the PRC to Wednesday , November 2, 202 2, at 5:30 p.m. to be in-person at City Hall (990 Palm Street). The City of San Luis Obispo wishes to make all of its public meetings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any p erson with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the Parks and Recreation Department at (805) 781-7300 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781-7107. Meeting audio recordings can be found at the following web address: http://opengov.slocity.org/WebLink/1/fol/61014/Row1.aspx Page 255 of 697 Page 256 of 697 1 Pringle, Brendan From:Burger, Meghan Sent:Thursday, October 27, 2022 10:23 AM To:Pringle, Brendan Subject:FW: Recommendations to Structure of Jack House Advisory Committee Can you export to PDF? My computer keeps crashing. From: Katchy Andrews <katchy@charter.net> Sent: Wednesday, October 26, 2022 5:07 PM To: Burger, Meghan <mburger@slocity.org> Subject: Re: Recommendations to Structure of Jack House Advisory Committee This message is from an External Source. Use caution when deciding to open attachments, click links, or respond. Meghan, I appreciate the careful consideration that the JHC, PRC and City staff have followed. The City Council meeting on November 15th will benefit from the the discussions and shared decisions. Reading the reports gives me hope that the recommendations will provide the framework to develop an effective organization. We are very fortunate to have the local Community Foundation as a partner. We have been able to improve and repair rooms inside the Jack House. I haven’t seen the pictures that have been have been refurbished, but I’m sure that visitors and locals will be thrilled. It is important give credit and recognition to docents and others who do so much to represent the Jack House. The Rotary “picket ticket” painting was quite an event and they would like to do more! Thanks for all you’re doing~~ Katchy On Oct 25, 2022, at 6:38 PM, Burger, Meghan <mburger@slocity.org> wrote: Katchy, Thank you for taking the time to discuss the recommendations from the Jack House Advisory Committee (JHC), Parks and Recreation Commission (PRC) and City staff regarding the current and future role of the Jack House Committee. The recommendations from the three representatives are to be presented to City Council on November 15, 2022. As we discussed, the Jack House continues to be maintained by City staff and oversight of the JHC no longer appears essential in thanks to the outside support systems of the City and other City Advisory Bodies. Staff received three recommendations from JHC to PRC on October 11, 2022, for a change in structural support of the Jack House property, with both the JHC and PRC recommending that option #3 being preferred, which was to dissolve the JHC and move all responsibilities to the PRC. Issues requiring historic architecture and gardens would be handled through consultation Page 257 of 697 2 with Architectural Review Committee and Cultural Heritage Committee. A request to have a docent serve on the PRC was also requested; however, the PRC opted to recommend a PRC serve as a liaison to JHC rather than changing the membership requirements of PRC. RECOMMENDATIONS INCLUDE: Role of the Liaison: In order to support the Jack House, a PRC Commissioner will be assigned to serve as a direct liaison to the Jack House. The liaison would be expected to attend the Docent meetings and connect with the Docent Coordinator on a monthly basis to advocate for Docent programming needs and educate the other PRC members on needs of the Jack House so that they may make recommendations to City Staff and Council as needed. Role of the City As is current, staff will continue to maintain the House and Gardens. The House is currently scheduled for CIP projects that will continue under direction from Public Works staff. Parks and Recreation staff will continue to activate the beautiful gardens through community events, such as the Spring Concert Series and classes held in the Gardens (Yoga, art, etc.). The City’s new Volunteer Coordinator will provide direct support to the Docent program and work with the Docent Coordinator to increase awareness of the program and attract new volunteers. Role of the PRC: The PRC will take on the responsibility to provide recommendations to Council and City staff in regards to the activities related to the House and communicate with Staff and the identified advisory bodies (CHC, ARC). The Jack House will be a standing item on the PRC monthly agenda and an opportunity for staff and liaison to report out. Jack House volunteers would also be welcome to attend and provide presentations as appropriate. Your support as a Jack Family heir and the manager of the Foundation continues to be essential and by City staff propelling forward the recommendations from JHC and PRC, it is with the very best intentions of providing support to the Jack House, the great work of the docents and the original intent of the Grant Deed. Thank you for your feedback on the matter, Meghan Meghan Burger pronouns she/her/hers Recreation Manager <image001.png> Parks & Recreation Youth Services 1341 Nipomo Street, San Luis Obispo, CA 93401-3934 Page 258 of 697 3 E mburger@slocity.org T 805.781.7070 slocity.org <image002.png><image003.png><image004.png> Stay connected with the City by signing up for e-notifications Page 259 of 697 Page 260 of 697 R ______ RESOLUTION NO. _____ (2022 SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO, CALIFORNIA, TO AMEND THE ADVISORY BODY HANDBOOK FOR REVISION OF THE PARKS AND RECREATION COMMISSION BYLAWS AND REMOVAL OF THE JACK HOUSE COMMITTEE BYLAWS WHEREAS, in accordance with the Charter of the City of San Luis Obispo, the San Luis Obispo Municipal Code, and its own resolutions, the City Council of the City of San Luis Obispo appoints individuals to serve on its advisory bodies; and WHEREAS, those advisory bodies have proposed bylaws to aid them in conducting their meetings fairly, smoothly, efficiently and in accordance with law; and WHEREAS, there have been challenges in maintaining a quorum for the Jack House Committee with the membership required by the 1975 Grant Deed conveying the Jack House to the City; and WHEREAS, on October 10, 2022, the individual Jack House Committee members submitted a memorandum to the City’s Parks and Recreation Commission recommending the transfer of oversight of the Jack House, and all responsibilities within the subject matter of the Jack House Committee, to the Parks and Recreation Commission; and WHEREAS, on October 12, 2022, the Parks and Recreation Commission reviewed their bylaws and unanimously recommended to Council: 1) to transfer oversight of the Jack House and move all responsibilities within the subject matter of the Jack House Committee to the Parks and Recreation Commission; 2) to consult with the Architectural Review Commission and Cultural Heritage Committee as needed regarding issues impacting the historic architecture and gardens; and, 3) to designate one Parks and Recreation Commissioner to serve as a direct liaison to the existing volunteer Jack House Docent Committee; and WHEREAS, City staff have also reviewed said bylaws and have made suggestions for their revision; and WHEREAS, the City Attorney’s Office concurred that there are no legal barriers in the recommendations to transfer oversight of the Jack House from the Jack House Committee to the Parks and Recreation Commission; and WHEREAS, pursuant to Charter Section 1204 the City of San Luis Obispo, each body established by ordinance shall present in writing to the City Council for approval its bylaws for procedure, including amendments thereto; and Page 261 of 697 Resolution No. _____ (2022 Series) Page 2 R ______ WHEREAS, at its regular meeting of November 15, 2022, the City Council reviewed proposed changes to advisory body bylaws, as recommended by the Parks and Recreation Commission and staff. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. Parks & Recreation Commission Bylaws. The bylaws of the Parks and Recreation Commission are hereby amended to read as set forth in Exhibit A, attached hereto and incorporated herein by reference, SECTION 2. Jack House Bylaws. The Jack House Bylaws are hereby removed from the Advisory Body Handbook. Upon motion of Council Member ___________, seconded by Council Member ____________, and on the following roll call vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this _____ day of _______________ 20 22. ___________________________ Mayor Erica A. Stewart ATTEST: ______________________ Teresa Purrington City Clerk APPROVED AS TO FORM: ______________________ J. Christine Dietrick City Attorney IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, on ______________________. ___________________________ Teresa Purrington City Clerk Page 262 of 697 J. Parks & Recreation Commission Bylaws (A) ARTICLE 1. PURPOSE The Parks & Recreation Commission (PRC) is a body of citizens appointed to advise the City's Parks & Recreation Department and the City Council on the development and operation of recreation programs and parks, and on the implementation of the Parks and Recreation Element of the City's General Plan. It also provides recommendations to the City Council and San Luis Obispo Coastal Unified School District Board of Trustees regarding those facili ties which have been mutually designated as joint use facilities; and for the operation of recreational facilities, priority for use of the facilities, and development of new recreation facilities at Sinsheimer Park. Jack House: The PRC is charged with the responsibility to advise the City Council on matters concerning facility use, fees and charges, capital improvements, and any other item affecting the House and Grounds. ARTICLE 2. MEMBERSHIP 1. The Parks and Recreation Commission shall consist of seven members. 2. Members are appointed by the City Council for a term of four years. Members are eligible for reappointment for an additional four-year term. Members are subject to a term limit of eight years, or two consecutive four-year terms. ARTICLE 3. MEETINGS 1. Regular meetings of the Parks & Recreation Commission shall be held on the first Wednesday of each month at 5:30 p.m., except during the annual tour of the City's parks and facilities. 2. Meetings will be held in the Council Chamber, City Hall, 990 Palm Street, San Luis Obispo, California. In the event that the Parks & Recreation Commission chooses to hold all or any portion of a regular meeting other than at City Hall, then the place of such meeting shall be posted at least 72 hours in advance at the Parks & Recreation Department office, 1341 Nipomo Street, San Luis Obispo, California and on the bulletin-board located at the entrance to the City Hall prior to the established meeting time. 3. A standing item for the Jack House reporting shall be included on every agenda. ARTICLE 4. ELECTION OF OFFICERS 1. In April of each year, the Parks & Recreation Commission shall select a Chair and Vice Chair from among its members to serve a one-year term. Special elections for Chair or Vice Chair shall be held at the first meeting following the unscheduled resignation of an officer, or other reason for an officer position to become vacant. Page 263 of 697 2. Commissioners shall serve as Chair or Vice Chair at the discretion of the Commission. 3. The Chair shall preside at all meetings of the Parks & Recreation Commission. The Vice Chair will act as the Chair in the absence of the Chair or in case of the inability of the Chair to act. 4. In the event that the Chair and Vice Chair are unavailable to attend to their duties, the assembled members shall determine a Chair Pro Tempore. 5. No person shall serve as Chair or Vice Chair for more than three consecutive terms. ARTICLE 5. CONDUCT OF MEETINGS All meetings will be conducted in accordance with City practices, customs, and policies. Robert's Rules of Order, Newly Revised shall be utilized as a guide in the conduct of meetings. ARTICLE 6. QUORUM A quorum is the majority of the total number of established members of the commission.. ARTICLE 7. VOTING 1. Except as otherwise provided in the San Luis Obispo Municipal Code and state law, no resolution, motion or other action shall be passed or become effective without receiving the affirmative vote of at least a majority of the members present. 2. Failure to receive such an affirmative vote shall result in failure or denial, as appropriate, of the motion, resolution or other action. 3. Except as allowed under the Political Reform Act of 1974, as amended, any member abstaining due to a declared conflict of interest shall not participate in the discussion of the items or otherwise influence or attempt to influence in any manner the decision on the item. 4. All members, when present, must vote except when abstaining due to a declared conflict of interest. 5. Failure or refusal to vote when present—except for a declared conflict of interest—shall be counted as an affirmative vote. ARTICLE 8. PUBLIC RECORDS Records of all public hearings shall be made available to th e public in the offices of the Parks & Recreation Department. Page 264 of 697 ARTICLE 9. ATTENDANCE Any member of the Parks & Recreation Commission who fails, for any reason, to attend three consecutive regular meetings or a total of six regular meetings within any twelve month period shall be automatically be considered for replacement by the City Council. The Chairperson of the Parks & Recreation Commission shall inform the Council of such a situation, explaining any special circumstances. ARTICLE 10. COMMITTEES 1. A member of the Parks & Recreation Commission shall serve as a liaison to the Jack House, attending all docent meetings and providing a report out of docent updates at each PRC meeting. 2. Additional committee assignments shall be made as deemed necessary by the Chair. 3. Committee assignments will be made in April of each year. ARTICLE 11. AMENDMENTS 1. These bylaws may be recommended for amendment by the majority vote of the Commission members present at a regular meeting, provided that a quorum is present. Members shall receive the proposed amendments at least seven days prior to the meeting in which the amendment is proposed. 2. Prior to May 1 in each odd-numbered year, these bylaws shall be reviewed by the Commission. Any proposed changes shall be submitted to the City Council for approval. If no changes are proposed, a report of the review shall be submitted. Page 265 of 697 Page 266 of 697