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Home My WebLink About02-11-2015 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee REGULAR MEETING Wednesday, February 11, 2015 at 5:30 PM Parks and Recreation Department, 1341 Nipomo Street, San Luis Obispo, CA 93401 CALL TO ORDER: Chair Ron Batterson ROLL CALL: Chair Ron Batterson, Vice Chair Kathi Settle, Commissioners Bob Gordon, Toni Kincaid, Eva Ulz and Susan Updegrove PUBLIC COMMENT: At this time, the public is invited to address the Committee on items that are not on the agenda but are of interest to the public and within the subject matter jurisdiction of the Jack House Committee. The Committee may not discuss or take action on issues that are not on the agenda other than to briefly respond to statements made or questions raised, or to ask staff to follow up on such issues. 1. Consideration of the Minutes of Regular Meeting on November 12 and Special Meeting on November 19th (Ron Batterson) 2. Consideration of Financial Reports (Ron Batterson) 3. Discussion of PB Companies November 19th presentation of conceptual Marsh Street Project (Ron Batterson) 4. Discussion of upcoming Jack House events and appropriation of funding for advertisement (Dave Setterlund) 5. Discussion of Jack House Spring cleaning/carpets and appropriation of funding (Dave Setterlund) 6. Staff Report for Parks and Recreation updates (Dave Setterlund) 7. Docent Activities (Toni Kincaid) 8. Member Comments/Communication Adjourn to next Scheduled Regular Meeting: March 11, 2015 at 5:30pm APPEALS: Administrative decisions by the Jack House Commission may be appealed to the City Council in accordance with the appeal procedure set forth in Chapter 1.20 of the San Luis Obispo Municipal Code. The City of San Luis Obispo is committed to including the disabled in all of its services, programs, and activities. Please contact the Clerk or staff liaison prior to the meeting if you require assistance San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, November 12, 2014 : PM DRAFT CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:35 PM ROLL CALL: Chair Ron Batterson, Vice Chair Kathi Settle, Committee Members Bob Gordon, Marcia Nelson, Eva Ulz, Toni Kincaid, Susan Updegrove ABSENT: Eva Ulz (late), Kathi Settle, Susan Updegrove STAFF: Melissa Mudgett – Recreation Manager, Faith McDonald- Recreation Specialist PUBLIC COMMENT PERIOD Marilyn Darnell discussed the Library Collection report which was emailed to the committee and staff. The report was created by Jessica Holada, the Director of Special Collections at Cal Poly San Luis Obispo. Ms. Holada had previously expressed interested in reviewing the collection to Marilyn and agreed to create the 10 page document that provides guidelines for how to preserve the current collection, with special attention and directives provided on the Nanny Room. Ms. Holada has recommended that the books should be removed from this room due to light conditions. Ms. Holada has also offered to train the Jack House docents on how to handle and care for the collection. CONSIDERATION OF MEETING MINUTES MOTION: (Batterson/Nelson) Approve the Meeting Minutes of October 8, 2014 as amended Approved: yes: 4 no: 0 absent: 3 Edits: Marilyn was misspelled on the last page. Jack House Committee DRAFT - MINUTES Jack House Committee Minutes June 11, 2014 Page 2 of 5 CONSIDERATION OF FINANCIAL REPORT- Ron Batterson MOTION: (Batterson/Kincaid) Approve October 2014 Financials as submitted. Approved: yes: 4 no: 0 absent: 3 Committee Member Kincaid shared that the Haunted Jack House had two good days of attendance, serving well roughly 300 children on the two Sundays it was open. Committee Member Gordon believed that there were well over 150 on the Sunday he attended, which was the second Sunday of the event. The committee agreed the second Sunday was the better performing day of the event. Committee Member Kincaid also shared that there were 8 weddings booked altogether. REGULAR ITEMS 1. CONSIDERATION OF VENUE OFFER TO HOST MUSICAL VENTURE OF PHOEBE HEARST AT JACK HOUSE (Eva Ulz) MOTION: (Kincaid/Batterson) Approved as presented. Approved: yes: 5 no: 0 absent: 2 Committee Member Ulz explained that she would like to invite Leta Miller, a professor of Music History at UC Santa Cruz, to use the Jack House for a musical and lecture venue. Ms. Miller is giving a lecture at the History Center as part of the History Center Tuesdays Talks and Tours on Phoebe Hearst. Phoebe Hearst had attempted to found the school’s symphony, but was unsuccessful. Despite this, she was passionate about music and had hosted several musicals in her home over the years. Committee Member Ulz believes that the Jack House Parlour and Dining Room would be a wonderful venue to host this lecture. Hosting this event would consist of moving furniture out of the dining room and parlour as well as charging an admission fee that would be split between the History Center and Jack House. It is estimated that 30 to 40 attendees could fit in those rooms. Chair Batterson shared the Fire Marshal approved roughly 50 individuals be allowed in those spaces. Committee Member Kincaid has discussed holding a musical there in the past and feels it is a great idea. Committee Member Nelson also loves the idea. Committee Member Gordon shared that Katchy has wanted a party there for some time and this would be an opportunity to host such an event. Jack House Committee Minutes June 11, 2014 Page 3 of 5 Chair Batterson asked if the event could be featured in the Tribune. Committee Member Ulz responded yes as well as using this event as an opportunity to feature the new wallpaper that is being put up and potentially provide appetizers and beverages in the carriage house. 2. QUOTATION REQUEST TO MARK HULBERT FOR ARCHITECTURAL REVIEW (Eva Ulz) Committee Member Ulz summarized Cindy Lambert’s Historic Structures Summary Report performed on the Jack House. A Historic Structures Report is a standard among historical prosperity preservation according to the National Park S ystem (NPS). Ms. Lambert identified two key areas that should be addressed by the committee through an architectural review conducted by Mark Hulbert. 1. Historic aspect of the Jack House should be developed regarding the building process of the house over the years. This should be examined by a specialist who could then create descriptions of the processes and a condition assessment. 2. Treatment recommendations for the house would then be submitted including methods and order of urgency. Cost for this review could cost upwards tens of thousands of dollars, but opens up an opportunity for grant writing and fundraising efforts. An RFP would have to be submitted through the Public Works Committee and be approved by Council should this review be conducted. An assessment is in the queue and should be finalized by June. By taking Ms. Lambert’s recommendations into consideration and performing a Conservation Assessment of the house, the Jack House Committee could qualify for the Hynd Foundation Grant and other grant opportunities to support and preserve the Jack House. Should this be approved, the Jack House would be the first historic structure in the county with a Historic Structures Report. 3. FINALIZE JACK RANCH FIELD TRIP ACTIVITIES (Toni Kincaid) Committee Member Kincaid shared that she had spoken with Mitch Barrett, the Head of Archives at St. Cloud for the Hearst Corporation. The proposal that was submitted to him has been accepted. Cliff Garrison or Ben Hiccums will be contacting her soon regarding the date that they are available to host the field trip, which will most likely be the last week in January. Both Marcia and Nancy will each rent a van that the docents will split the cost of including additionally purchased insurance coverage. Up to 30 people can attend with the estimated cost per person price of $15-20. The field trip will be held on a week day most likely. Katchy will be bringing her Dove Shoot Album which was a huge draw for the corporation and most likely a key factor in being approved. Chair Batterson requested the date be chosen ASAP as he has conflicts arising in the month of January. Committee Jack House Committee Minutes June 11, 2014 Page 4 of 5 Member Kincaid explained that date will be given to the group as soon as she hears back from Cliff Garrison or Ben Hiccums. 4. STAFF REPORT AND UPDATES (Dave Setterlund) Staff Member Mudgett discussed the Trail Day on Saturday, November 14th. A mile of new trail will be installed at Froom Ranch. This is a half day effort of trail building where volunteers will be fed lunch at the Laguna Pavilion following their efforts. 5. DOCENT ACTIVITIES (Toni Kincaid) Committee Member Kincaid discussed the Haunted Jack House attendance and reported that this year over 300 people attended the event with Sunday having well over 180 visitors. Roughly $700 was made on the event, and while the event performs well financially, reevaluation is needed in order to make it better for next year. It was reported that Maureen felt that it was difficult for the docents to lead tours throughout the house with the various decorations and people filing through. Committee Member Kincaid felt that this year, due to low volunteer numbers, the amount of ghosts throughout the house was low. Chair Batterson suggested that next year they have the drama department choose the theme of the Haunted Jack House in order to have a high participation rate of performers from the student to address volunteer numbers. Committee Member Ulz thought the event was a lot of fun, however it also placed a lot of the items within the house at risk. A few items were damaged irreparably at the event. In the future she would like to be more involved in order to ensure the safety of Jack House collection. Committee Member Kincaid discussed the parlor draperies are currently being redone. Allen Drapery has provided a quote for 6 panels to be sown for $640 and installed for $160. Additionally, Katchy has submitted an application for the Community Center Foundation for the curtains, dado (border) and wall paper. Jan Marx has suggested that a City Council Retreat be held at the Jack House for 6 people sometime in late February or March. Lunch would be hosted outside. Committee Member Kincaid believes this would be a great opportunity and Chair Batterson agrees since not all Jack House Committee Minutes June 11, 2014 Page 5 of 5 of the council members have been to the Jack House. Committee Member Ulz suggested that other chairs be brought in for this event in order not to damage the Jack House collection. This will be formalized as a January Agenda Item. 6. MEMBER COMMENTS/COMMUNICATIONS Committee Member Nelson need to be reimbursed for Haunted House and has given her request to Committee Member Kincaid. Committee Member Ulz announced that the History Center is hosting classes this Fall with an additional two in December on archiving and textile work. Meeting adjourned at 5:00pm to Special Meeting on November 19, 2014 at 5:30 pm. Approved by the Jack House Committee on __________________. ________________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor SPECIAL MEETING 1341 Nipomo Street, San Luis Obispo Wednesday, November 19, 2014 5:30 PM DRAFT CALL TO ORDER: Chair Ron Batterson called the meeting to order at 5:35 PM ROLL CALL: Chair Ron Batterson, Vice Chair Kathi Settle, Committee Members Bob Gordon, Marcia Nelson, Eva Ulz, Toni Kincaid, Susan Updegrove ABSENT: None STAFF: Melissa Mudgett – Recreation Manager, Dave Setterlund-Recreation Supervisor, Faith McDonald- Recreation Specialist 1. PRESENTATION OF PROPOSED MARSH STREET DEVELOPMENT (PB COMPANIES, RANDY ALONZO) Mr. Alonzo presented PB companies’ conceptual design for the Marsh Street Development to the Committee. He provided an overview of the City’s historic documents and a previous unadopted 2002 Downtown Concept Plan that had proposed an extension from the downtown area through a plaza that would be accessed in between buildings that led to the Jack House. The company’s proposed to develop this project while listening to the concerns of the Jack House Committee. PB Companies identified these concerns through consulting the Architectural Review Commission, various City Staff and the Jack House Committee. PB Companies discussed potential offsets to address these concerns such as planting plans, trash collection, pedestrian travel/walkways, lighting, storage and preservation of historic artifacts. PB Companies expressed a desire to the Committee to help with mitigation of some of these concerns through their proposed projects. Staff Member Hendricks discussed the inability to cultivate plants of color for wedding backdrops below the standing redwood trees. PB Properties responded that a green screen could be created. PB Companies discussed its desire to remove the three mature Redwood trees located on the Jack House property and replanting with Italian Cypress (that can reach 12-14ft when matured). The Committee responded that the Redwoods were planted by a Jack Family Jack House Committee DRAFT - MINUTES Jack House Committee Minutes June 11, 2014 Page 2 of 4 descendant, Katchy Andrews, in the 1980’s and would be hesitant about supporting the removal of these trees. PB Companies expressed the idea of developing a pedestrian paseo between the Jack House property and the proposed Marsh Street development with proposed underground parking for property residents. Committee Member Kincaid asked if the paseo would be ADA accessible from the patio side. Mr. Alonzo assured the group that there would be fire access from the paseo. Committee Member Ulz commented on the project’s ability to have internal monitors. Past construction projects have caused damage to other historical properties, and reiterated to PB Companies’ that it is the mission of the Committee to preserve the Jack House residence and property. Chair Batterson asked about the well on the 570 side of the property. Staff member Melissa Mudgett explained the hours of operation for City parks is 7am to 10:00pm as per the City’s adopted ordinance. This ordinance provides enforcement capabilities to the Police Department during for non-operating hours as City parks are not locked. The City has designated neighborhood police officers that provide routine patrols. Staff member Mudgett shared information about current City policies that may limit the development concept as proposed by PB Companies. . 1. Donation of any portion of the Jack House grounds would be deemed as a gift of public funds which is not allowable per the City’s adopted Financial policies. 2. The City’s General Plan and Parks and Recreation Element designated the acreage of required park land in ratio to development. Currently the ratio is below the ideal as stated in the Element. A conversion of Jack House property into a new usage would further reduce the parkland acreage available. Public Comment Various neighborhood residents provided comment about the proposed project. Comments made by the neighborhood residents included:  Thankful to have the opportunity to be involved in the review process  Feeling of not being fully informed about the proposed development  Concerns about noise nuisances  A neighbor expressed an opinion that he felt the PB Companies proposed project was not a true community building process  Like to see additional lighting  Would like the proposed design to have a better “community feel”. It was expressed that the single family homes and lofts seem disconnected from the area. Jack House Committee Minutes June 11, 2014 Page 3 of 4 Presenter Comments Mr. Alonzo discussed further collaborations needed to continue the project. Mr. Jack Crotser, PB Companies representative explained that making the refinements would be a constructive way to implement the midblock connections policy. Mr. Alonzo shared that a public meeting with the ARC will be held on December 1, 2014 at 5pm (at City Hall – 990 Palm Street) for a conceptual review of the proposed 581 Higuera Street development. Mr. Alonzo also requested the Committee provide PB Companies an additional Special Meeting in February to further discuss the project. Commission Comments Chair Batterson thanked PB Companies for the presentation and shared that the Committee would take the proposal and the public comments under advisement. Chair Batterson asked if Foster’s Freeze would be welcomed back into the proposed restaurant spaces. Chair Batterson requested PB Companies provide elevation renderings of the proposed project. 2. DISCUSS CANCELLATION OF DECEMBER 10, 2014 AND JANUARY 14, 2015 REGULAR MEETINGS (DAVE SETTERLUND) The Committee discussed the cancellation of the December 10, 2014 and January 14, 2015 meetings. The Committee has planned a field trip to the Jack Family Ranch on January 14, 2015. Motion. Approve the cancellation of the December 10, 2014 and January 14, 2015 meetings as proposed. (Kincaid/Ulz) yes: 6, no: 0, absent: 1 (Gordon) 3. MEMBER COMMENTS/COMMUNICATIONS (RON BATTERSON) Staff Member Mudgett explained the midblock connections plan was a part of a conceptual Downtown Concept Plan but that the Concept Plan was never approved/adopted by the City Council when it was developed roughly 10 years ago. Committee Member Ulz shared her concerns about potential restrictions regarding the PB Companies proposed project. Chair Kincaid said she will be emailing Cliff regarding the Jack Ranch field trip in January. Committee Member Ulz shared that the History Center would be hosting events on December 10th and 11th that the Committee was invited to attend. Jack House Committee Minutes June 11, 2014 Page 4 of 4 Staff Member Setterlund shared that he would be providing Chair Batterson and Committee Member Kincaid with a list of potential maintenance issues, and that facilities and ground maintenance would be present at the next regularly scheduled meeting. Staff Member Mudgett responded to the Jack House Committee’s desire for a crosswalk on Marsh Street and that she had received correspondence from the Transportation Manager regarding the crosswalk and would be forwarding the message to Chair Batterson. Meeting adjourned at 7:07pm to the next Regular Meeting on February 11, 2015 at 5:30 pm. Approved by the Jack House Committee on __________________. ________________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor 2014-15 FY Reporting Date:February 5, 2015 Accounting Periods:5 to 7 November 1, 2014 - January 31, 2015 Verified By:Dave Setterlund, Community Services Supervisor Melissa Mudgett, Recreation Manager 10,262.22$ Acct 625-3901 BUDGET BALANCE TO-DATE REMAINING $ - $ 2,255.03 BUDGET BALANCE TO-DATE REMAINING JH Fund-625 $ - $ (1,160.95)1,094.08$ City Fund-100 $ 10,500 $ (1,486.29)9,013.71$ JACK HOUSE Accounting Monthly Account Reporting of Revenues and Expenditures JACK HOUSE FUND BALANCE Jack House Account Summary REVENUES (Through to January 31, 2015) (Note: Dates are when posted by Finance Dept., not dates of transaction) EXPENDITURES (Through to January 31, 2015 Jack House Revenues (Fund 625) Total Expenditures (through January 31, 2015) JACK HOUSE Accounting $ 2,155.03 $ - $ - $ - $ 100.00 $ - $ 100.00 $ 20.00 $ - $ 20.00 $ 156.95 $ - HTJB book sales = 0 Sub-Total Sales Revenue: $ 156.95 625.58120 – JH Revenue (Tours) $ (176.95) $ (176.95) $ 100.00 Total Number of Books Either Gifted or Sold 625.47010 – Other Contributions (Donations) 625.42760 – Interest on Investments Beginning Balance (as of November 1, 2014) Jack House Fund REVENUES Fund 625 Revenue (through January 31, 2015) No Activity $ 2,255.03 12/17/2014 donation Sub-Total Tours Revenue: Sub-Total Donations: 625.58100 – Food Sales Non-Taxable Sub-Total Non-Taxable Revenue: 10/31/2014 FR625.58120 Journal Entry 625.58110 – Merchandise Sales Taxable (Gift Shop) Sub-Total Interest Earned: Ending Revenue Balance (Includes Accrued Interest. Does not include Petty Cash) 10/31/15 TO 625.58100/58110 Journal Entry 0 10/31/2015 FR625.58120 Journal Entry TOTAL JACK HOUSE FUND REVENUE JACK HOUSE Accounting $ - Sub-Total: $ - $ 19.00 $ 19.00 $ 19.00 60280.7244 Promotions $ 2.85 $ 9.59 $ 16.20 $ 43.49 $ 88.58 $ 192.61 $ 4.27 $ 11.33 $ 30.60 $ 250.00 $ 3.49 $ 19.34 $ 20.45 $ 21.92 $ 22.15 $ 56.50 $ 75.47 $ 80.06 $ 196.39 $ 40.00 $ 2.00 $ - $ 1,187.29 $ 9,013.71 *Erroneous Posting. Journal Entry correction of $20.45 in process, move to Comm Srvs Operating Account *Eroneous Posting. Journal Entry correction of $2.00 in process, moved to 89140.7789 12/19/14 Visit San Luis Obispo County Ending Balance Remaining (Matching Finance Plus System) Account 100.60280.7244 $ 10,201.00 Beginning balance as of November 1, 2014 (Matching Finance Plus System) 11/21/14 Marcia Nelson 11/21/14 Marcia Nelson Ending Expenditure Balance (Matching Finance Plus) TOTAL JACK HOUSE FUND EXPENDITURES Expenditures as of November 1, 2014 (Matching Finance Plus) Jack House Promotions City General Funds - EXPENDITURES 12/19/14 US Bank RO BBQ 12/19/14 US Bank RO BBQ *12/19/14 US Bank (journal entry 7224) 12/19/14 US Bank RO BBQ 12/19/14 US Bank RO BBQ 11/21/14 Marcia Nelson Expenditures (Post Dates through January 31, 2015) Jack House Fund EXPENDITURES $ 1,141.95 Expenditures (through January 31, 2015) Account 625-89140 Total Expenditures: Sub-Total: 89140.7227 Contract Services $ 1,160.95 89140.7789 Cost of Materials for Resale No Activity 1/13/15 State Board of Equalization *1/30/2015 - CA State Board of Equalization 12/19/14 Scott O'Brien Fire & Safe 12/19/14 US Bank RO BBQ 12/19/14 US Bank RO BBQ 12/19/14 US Bank Docent Dinner Flowers/center piece 12/19/14 US Bank RO BBQ 11/21/14 Costco Wholesale 11/21/14 US Bank DS Docent Dinner Invites 11/21/14 US Bank DS Haunted Jack House 11/21/14 US Bank DS Haunted Jack House 11/21/14 US Bank Costco Wholesale 11/21/14 Costco Wholesale