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HomeMy WebLinkAbout11/02/1999, C10 - REQUEST BY HERITAGE SHARED FOR CITY CO-SPONSORSHIP OF A HERITAGE HOMES TOUR AND OPEN HOUSE council '°�mD° ►►-z -q5 j ac En as nEpont C I T Y OF SAN LUIS O B I S P O a FROM: Arnold Jonas, Community Development Direct Prepared By: Jeff Hook, Associate Plann SUBJECT: REQUEST BY HERITAGE SHARED FOR CITY CO-SPONSORSHIP OF A HERITAGE HOMES TOUR AND OPEN HOUSE. CAO RECOMMENDATION: Adopt a resolution granting City co-sponsorship. DISCUSSION Advisory Body Recommendation. At an advertised public meeting on August 23id, 1999, the Cultural Heritage Committee (CHC) found the proposal to be consistent with its adopted workprogram goal to expand community historic education programs, endorsed the proposed Heritage Homes Tour and Open House and recommended that the City Council approve City co- sponsorship. Background In its proposal, Heritage Shared, a non-profit community group dedicated to historic preservation and education, describes the Historic Homes Tour and Open House, tentatively scheduled for 1 to 4 p.m. on Sunday, April 23d, 2000. Specific historic homes have not been selected; however Heritage Shared expects to highlight four or five Master List Properties, some or all of which are under "Mills Act Contracts." There are 19 historic properties under Mills Act contracts, and some owners have indicated a willingness to open their homes for such an event. Heritage Shared proposes the open house as a fundraiser for local historic preservation education programs, including providing small historic libraries for local schools and support for school History Day projects. The City has established administrative policies for evaluating co-sponsorship requests. Co-sponsorship of community events involving in-kind City support over $500 require City Council approval, and co-sponsorship is possible for recreational, cultural or education events put on by recognized community organizations. The proposed activity appears to meet this general criterion and appears to offer three community benefits: • It would expand community awareness and appreciation of historic preservation by showcasing historic homes, home arts, and the histories and photos of the homes and many of town's historic families; • It would generate funds to improve historic preservation education programs at local schools; and • It would promote ride-sharing and reduce temporary parking demands during the event in older residential neighborhoods. City co-sponsorship may, but doesn't necessarily include, financial or in-kind assistance. C10-1 Council Staff Report- CHC Historic Resource Nominations Page 2 Heritage Shared has asked the City to provide the following assistance: • Copies and mailing of event flyers; • Use of City Parks and Recreation building for parking and a reception on the day of the tour; • Custodial help at the Recreation building on the day of the tour; • Use of City Trolley and driver to transport tour participants. Consistency with City Policies General Plan and the City's Historic Preservation Program Guidelines encourage public education programs on historic preservation. For example, Land Use Element policy LU 6.7.4 says the "The City will foster public appreciation of historic resources by sponsoring educational programs." The proposed program appears consistent with these policies and with the administrative policies for co-sponsoring special events. Concurrences Parks and Recreation and Public Works staff have reviewed the request for use of facilities and with some qualifications, have indicated the City would be able to accommodate the request, assuming Council supports co-sponsorship and the use of city facilities. Parks and Recreation recommends that a staff person be present at the Parks and Administration Building during the tour, and that Heritage Shared pay the staffing cost (estimated to be $36). Public Works notes that while the City owns two trolleys, unforeseen maintenance or operational problems with the primary trolley may limit the availability of the "spare" trolley on the day of the tour. Further, staff notes that the transit budget cannot fund the operations of this service for the event, so that consistent with City policies, Heritage Shared should be required to pay the cost of the trolley driver. Staff estimates this cost would be approximately $150. Fiscal Impact Assuming Heritage Shared pays the cost of the Recreation staffer and trolley driver; the value of in-kind City services (copying, mailing) and facility use is estimated at $780. Actual cost of copying and mailing is estimated at $275, with funding from the Community Development Department/CHC budget. Attachments: -Council Resolution -Heritage Shared Request for Co-sponsorship -Administrative Policy — Co-sponsorship of Special Events -CHC Minutes C10-2 RESOLUTION NO. (1999 Series) A RESOLUTION OF THE CITY COUNCIL OF SAN LUIS OBISPO, CALIFORNIA, APPROVING CO-SPONSORSHIP OF A REQUEST BY HERITAGE SHARED FOR A HERITAGE HOMES TOUR AND OPEN HOUSE WHEREAS, Heritage Shared is a community organization dedicated to expanding public awareness and appreciation of the City's historic sites, buildings and other cultural resources; and WHEREAS, Heritage Shared has proposed a fundraising tour of selected historic San Luis Obispo homes, to be conducted by Heritage Shared and community volunteers;.and WHEREAS, to help make the event as successful as possible, Heritage Shared has requested City co-sponsorship, including in-kind support. THEREFORE, BE IT RESOLVED BY THE SAN LUIS OBISPO CITY COUNCIL AS FOLLOWS: SECTION 1. Findings. 1. The proposed event is consistent with General Plan policies and Historic Preservation Program Guidelines in that it will promote community awareness, understanding of and appreciation for the community's unique historic and cultural resources. 2. The proposed event is consistent with City Administrative Policies for Co- sponsorship of Special Events. SECTION 2. Co-Sponsorship Approved. 3. The City Council hereby approves City co-sponsorship of the event, as described in the attached Exhibit, and agrees to provide the following in-kind support, subject to availability of city facilities, insurance requirements and incidental costs, where applicable: a) Copies and mailing of event flyers; b) Use of City Parks and Recreation building for parking and a reception on the day of the tour, subject to payment of staffing costs; c) Use of City Trolley and driver to transport tour participants, subject to vehicle availability and payment of contractor driver costs. C10-3 Resolution No. (1999 Series) Page 2 SECTION 3. Compliance with Administrative Policies. City co-sponsorship is approved subject to the requirement that Heritage Shared comply with the Administrative Policies for Co-Sponsorship of Special Events. On motion of seconded by and on the following roll call vote: AYES: NOES: ABSENT: the foregoing resolution was passed and adopted this day of , 1999. Mayor Allen K. Settle ATTEST: Lee Price, City Clerk APPROVED: Jeffrey G. Jorgensen, City Attorney Exhibit: Heritage Homes Tour Proposal jWL:cospo=r.c= C10-4 Exhibit HERITAGE SHARED San Luis Obispo Historic Homes Tour Proposal July 9, 1999 Dear CHC member: Heritage Shared is planning a fundraising tour of selected San Luis Obispo historic homes.The event is planned from 1 to 4 p.m.,on Sunday,April 23,2000,to be conducted by Heritage Shared and by members of the Cultural Heritage Commission.Heritage Shared hopes to use the City's Parks and Recreation Administration building on Nipomo St as a staging area for tour goers: for parking, refreshments,and exhibits.Our members and other volunteers would serve as on-site docents and tour guides. We will provide publicity,tickets, insurance,and refreshments. Participation by the CHC will implement the CHC goals of public education and community awareness of the importance of historic preservation Funds raised by the event will be used for education: • To buy a small library of local historic books for each San Luis Obispo elementary and secondary school. • To fimd a historic preservation project by a school. • To provide small research grants for student History Day projects. • To provide prizes for History Day projects. PROPOSED BUDGET F"ENSES The preliminary estimated expenses are as follows: Food: $500. Insurance: $750. Publicity,tickets,booklets,and exhibits: @$3,700. Costumes,etc: $500. Protective mats and rusmers:$500. Total: $5,950 INCOME Ticket sales, 500 at$25: $12,500 Celebrating the history, heritage and cu"ve of the Central Coast -C10-5 POst Office BOX 4614 • San Luis Obispo Califomia 93403 0 WS-549-9253 To help make taus event as successful as possible,Heritage Shared requests City sponsorship with the following in-kind assistance from the City: • Mailings • Use of the City's Parks and Recreation Administration building for parking and reception on day of tour. • Provide custodial help on day of tour at Recreation building. • Provide paper and copies for tour flyers. • Provide the shuttle bus. with city driver. We believe the shuttle is the key concept for a successful tour that allows people to move freely between sites: • Will reduce parking demand in surrounding neighborhoods. • Will reduce air pollution. • Will improve safety and convenience for tour goers. We thank you for your support for this event which will help our schools provide the resources to stimulate student interest in historic preservation. Astrid Gallagher, Treasurer,Heritage Shared �Lj9- 9d�3 C10-6 Attachment 1 ADMINISTRATIVE POLICY - CO-SPONSORSHIP OF SPECIAL EVENTS PURPOSE: For organizations to offer recreational, cultural, or educational activities with the City of San Luis Obispo which benefit or are of interest to the community DEFINITIONS: Co-sponsored activities are offered by an organization to the community for recreational; cultural, or educational value and which rely upon support from the City of San Luis Obispo for its operations. Organizations are responsible for planning, organizing, promoting and implementing the event with limited City support. The activity should be mutually beneficial for the organization and the City. A recognized organization is one whose goals and purpose are recreational, cultural or educational in nature and whose membership is open to the public. Organizations must have an elected board and a set of bylaws. GENERAL POLICIES: 1. The City supports special events and activities which benefit the community. 2. For co-sponsorships, the organization shall be responsible for planning, organizing, promoting and implementing activities. The City shall act as a resource for staff support, maintenance, safety, facilities and equipment where appropriate and within financial constraints. 3. Co-sponsored activities shall further City-wide goals in the areas of recreation, cultural arts, and education. 4. The organization must provide general liability insurance in an amount to be determined by the City's Risk Manager. A certificate of Insurance with an endorsement naming the City as additional 'inured on the policy must be received by the City 10 days prior to the activity. S. Organization 1s responsible for all fees and permits as It pertains to the activity. Reduced fees or fee waivers must be requested in writing to the City Administrative Officer 30 days prior to the event. Fees will be charged for park usage, special event permit, staff time, equipment, facility rentals, and maintenance. 6. Events promoting alcohol or tobacco use or sponsored by such companies will not be co-sponsored. 7. The City is not obligated to continue co-sponsorship arrangements once activity has concluded; organizations will be required to submit requests annually for co- C10-7 o- C10-7 sponsorship endorsements with the City: 8. Council'approval is required for events which: ® involve multiple City departments Y inkind support exceeds $500 (direct cash contributions not allowed) ® require closure of City streets, parks or facilities i have the potential to generate large crowds ® delay, impede or interfere with pedestrian or vehicular traf t. 9 is likely to result in the need for public safety controls ® the City is listed as a co=sponsor in promoting the event Approval at- the department level, may be given for those events which are. solely affecting departmental operations or have a.fiscal impact of less than $500. C10-8 12 CHC Minutes, Regular Meeting of August 23, 1999 Page 3 3. Consider nominating the following properties to the Contributing Properties List: 32 Chorro Street, 501 Mountain View and 249 Mission Lane (continued from the May 24 and June 28, 1999 meetings). Jeff Hook, Project Planner. Jeff Hook presented the staff report, noting that these were probably the last regular batch of properties to be reviewed in the Mt. Pleasanton Square/Anholm neighborhood, but that there might be a few more properties that would qualify as Contributing that could be considered later if Committee members had additional properties in mind. On a motion by Committee member Whittlesey, seconded by Committee member McDonald and on a 5-0 vote, the Committee nominated properties located at 249 Mission Lane and 501 Mountain View to the Contributing Properties List. 32 Chorro Street was determined to be "Potentially Contributing" due to changes in the original house windows and garage door. DISCUSSION ITEMS 4. Request by Heritage Shared for City sponsorship of a Heritage Homes Tour and Open House, tentatively scheduled for Sunday, April 23, 2000. Jeff Hook presented the staff report, noting that the proposed tour and open house was consistent with the Committee's workprogram that encouraged public education programs in historic preservation. He explained that City sponsorship required City Council action, following review by the CHC and staff. On a motion by Committee member Pavlik, seconded by Committee member Schrage, and on a 5-0 vote, the Committee endorsed the proposed Heritage Homes Tour and Open House and recommended that the Council approve City sponsorship. 5. Consideration of approaches to creating a historic district in the Mt. Pleasanton Square/Anhohn neighborhood. Bill Glidden, 282 Chorro Street, reminded Committee members that he did not want his property designated as historic and did not support historic district status. Committee members discussed various options for involving the public and'establishing a historic district in the Mt. Pleasanton Square/Anholm neighborhood, and continued the item to the September CHC meeting with direction to Committee members to bring to the meeting: a. List of questions/issues to address at a neighborhood workshop on district formation; b. What's unique about the Mt. Pleasanton Square/Anhohn neighborhood; c. Advantages and disadvantages of historic districts; and d. Ideas on location, date and format of a neighborhood workshop. C10-9 A1U AGENDA JE ITEM # San Luis Coastaf Unified Scfwol District 1499 SAN LUIS DRIVE • SAN LUIS OBISPO • CA • 93401099 Telephone: (805) 543-2010 4.Y DECEIVED November 2, 1999N 0 V 0 1999 CITY OF SAN LUIS OBISPO Mr. Jeff Hook Heritage Shared P.O. Box 4614 San Luis Obispo, CA 93403 E COUNCIL o INDD1 i� ❑FIRE CI11EFFax: 781-7173 EY ❑PW D1RRIG ❑POLICE CHFEAM ❑REC DIR❑UTIL DIR( ❑PERS DIR I J Dear Mr. Hook: San Luis Coastal Unified School District is appreciative of the efforts of Heritage Shared to develop resources relating to the rich history of the Central Coast. We are • pleased to endorse their April fundraising effort and look forward to a shared educational partnership with this organization. Sincerely, Gwa,a 7, v Edward T. Valentine,Ed.D. Assistant Superintendent - Educational Services ETV:brm [IRI7EIVED Dinna SuFtuintmdent,ET)W1N DEN ION,Ed.D. A—i� nr S.ja ;,,u ndenl of Edu doral Sa jue,EDWARD T.VALENUNE,Ld.U. Assisran15x;I%HnR•nJMIL of Business Seniles,ROKY I.1,'Wl Si ON