The URL can be used to link to this page

Home My WebLink About04-08-2015 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee REGULAR MEETING Wednesday, April 8, 2015 at 5:30 PM Parks and Recreation Department, 1341 Nipomo Street, San Luis Obispo, CA 93401 CALL TO ORDER: Vice Chair Kathi Settle ROLL CALL: Vice Chair Kathi Settle, Commissioners Chuck Crotser, Bob Gordon, Toni Kincaid, Eva Ulz, Susan Updegrove and Leah Walhert 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. Oath of Office (City Clerk) 2. Election of Chair and Vice Chair (Committee) 3. Consideration of the Minutes of Regular Meeting on February 11, 2014 (Chair) 4. Consideration of Financial Reports (Chair) 5. Bylaws Review and Revisions if Desired (Chair) 6. Discuss Noise Issues and Jack House Rentals (Settle/Hyfield) 7. Approve Solicitation of Historic Structures Report Quote (Eva Ulz) 8. Discuss Collection Software Sharing (Eva Ulz) 9. Discuss Jack House Scheduling (Marilyn Darnell) 10. Staff Report for Parks and Recreation updates (Setterlund) 11. Docent Activities (Marilyn Darnell) 12. Member Comments/Communication Adjourn to next Scheduled Regular Meeting: May 13, 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 2014-15 FY Reporting Date:April 2, 2015 Accounting Periods:8 and 9 February 1 - March 31, 2015 Verified By:Dave Setterlund, Community Services Supervisor Melissa Mudgett, Recreation Manager 10,262.22$ Acct 625-3901 BUDGET BALANCE TO-DATE REMAINING $ - $ 2,369.78 BUDGET BALANCE TO-DATE REMAINING JH Fund-625 $ - $ (1,160.95)1,208.83$ City Fund-100 $ 10,500 $ (1,585.18)8,914.82$ JACK HOUSE Accounting Monthly Account Reporting of Revenues and Expenditures JACK HOUSE FUND BALANCE Jack House Account Summary REVENUES (Through to March 31, 2015) (Note: Dates are when posted by Finance Dept., not dates of transaction) EXPENDITURES (Through to March 31, 2015 Jack House Revenues (Fund 625) Total Expenditures (through March 31, 2015) JACK HOUSE Accounting $ 2,272.03 $ - $ - $ - $ - $ - $ - $ - -$ $ - HTJB book sales = 0 Sub-Total Sales Revenue: $ - 625.58120 – JH Revenue (Tours) $ 97.75 $ 97.75 $ 97.75 Total Number of Books Either Gifted or Sold No Activity $ 2,369.78 625.47010 – Other Contributions (Donations) 625.42760 – Interest on Investments Beginning Balance (January 31, 2015) Jack House Fund REVENUES Fund 625 Revenue (through March 31, 2015) 625.58100 – Food Sales Non-Taxable Sub-Total Non-Taxable Revenue: No Activity 625.58110 – Merchandise Sales Taxable (Gift Shop) Sub-Total Interest Earned: Ending Revenue Balance (Includes Accrued Interest. Does not include Petty Cash) 2/15/2015 Cash Receipts Interface 0 No Activity TOTAL JACK HOUSE FUND REVENUE No Activity Sub-Total Tours Revenue: Sub-Total Donations: JACK HOUSE Accounting $ - Sub-Total: $ - $ - $ - $ - 60280.7244 Promotions $ 47.52 $ 71.82 $ (20.45) $ - $ 98.89 $ 8,914.82 3/27/15 Toni Kincaid Reimbursement Jack House Fund EXPENDITURES Ending Balance Remaining (Matching Finance Plus System) Account 100.60280.7244 $ 9,013.71 Beginning balance as of January 31, 2015 (Matching Finance Plus System) 2/27/15 Trophy Hunters 12/19/14 Correction of Expense to 60280-7891 (SE Supplies) Ending Expenditure Balance (Matching Finance Plus) TOTAL JACK HOUSE FUND EXPENDITURES Expenditures as of January 31, 2015 (Matching Finance Plus) Jack House Promotions City General Funds - EXPENDITURES $ 1,160.95 Expenditures (through March 31, 2015) Account 625-89140 $ 1,160.95 89140.7789 Cost of Materials for Resale No Activity No Activity Total Expenditures: Sub-Total: 89140.7227 Contract Services Expenditures (Post Dates through March 31, 2015) Jack House Committee Bylaws ARTICLE 1. PURPOSE The Jack House and Grounds were deeded to the City of San Luis Obispo on March 10, 1975. In accepting the deed the City agreed to appoint a committee of seven members to advise the Council on the House and Grounds. The Jack House Committee 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. COMMITTEE MEMBERSHIP The grant deed requires that persons with special expertise fill four of the seven seats on the Jack House Committee: 1. A member of the San Luis Obispo County History Center. 2. One member of the faculty, current or retired, of California Polytechnic State University College of Architecture and Environmental Design, preferably an architectural historian. 3. One member of the faculty, current or retired, of California Polytechnic State University College of Agriculture, preferably a horticulturist. 4. A member of the San Luis Obispo Parks and Recreation Commission. The City Council has resolved that due to these special conditions and requirements, members may serve terms of undetermined length, the choice being left to individual committee members. The remaining committee membership shall be as follows: 1. A member at large (must reapply when 4 year term expires). 2. A member at large (must reapply when 4 year term expires). 3. A member at large (must reapply when 4 year term expires). Members are required to be residents and registered voters of the City. The docent chair shall serve as an ex-officio (non-voting) member and shall not count toward a quorum. ARTICLE 3. MEETINGS A. The Committee shall hold a regular meeting each month but not less than ten (10) times a year. B. Meetings will be held at 5:30 p.m. the second Wednesday of each month. C. The Committee meetings shall be open to the public and shall be held at the Parks and Recreation Department Office, the Jack House or any other previously announced locations at specific times as required by California law. D. A quorum shall consist of a majority of the Committee members currently serving. E. All actions of the Committee shall be decided by a majority vote or consensus and shall be directed through the Committee Chair. F. Minutes of each meeting shall be forwarded to the City Council and be available as a public record. G. The Chairperson or any three members of the Committee may call a special meeting providing a week’s prior notice is given in writing to each member. H. All Committee meetings shall be conducted according to Robert’s Rules of Order. I. All members shall vote. Any member with a declared conflict of interest shall not vote on or participate in any discussion of any item or in any manner attempt to influence the decision on that item. ARTICLE 4. SUBCOMMITTEES Subcommittees consisting of less than a quorum of the Committee shall be appointed, as needed, by the Chairperson. Study committees may include non-committee members who shall have no voting power. ARTICLE 5. OFFICERS A. The officers shall be a Chairperson and a Vice-Chairperson who shall be elected at the Committee meeting in April for one-year terms. B. The Chairperson shall preside over all meetings of the Committee, assist in preparing all meeting agendas and perform such duties as directed by the Committee. C. The Vice-Chairperson shall serve in the absence or incapacity of the Chairperson. ARTICLE 6. STAFF The Director of Parks and Recreation or designate is the staff liaison to the Jack House Committee. The Director may designate such other staff as is necessary to provide support to the Committee. The Director of Public Works should designate a Public Works staff representative for both the house (building maintenance) and the garden (parks maintenance). The Committee shall receive notification if there are any changes to staff representation. ARTICLE 7. WORK PLAN The Committee shall develop a work plan on an annual basis. The work plan shall be a description of the activities that will be undertaken in order to meet the goals and objectives of the Committee. ARTICLE 8. AMENDMENTS Prior to May 1, in each odd number year, these by-laws shall be reviewed by the Committee. By-law amendments shall be submitted for Council approval by an affirmative vote of the members present at a regular meeting of the Committee, provided that such amendments shall have been discussed by the Committee on the agenda of at least two meetings prior to the vote. The members shall receive the proposed amendments in writing at least ten (10) days prior to the first meeting. (LAST REVISED XX/XX/XXXX) Noise Reminder The rental of the Jack House Gardens is bound by all City ordinances set by the City of San Luis Obispo. This is a reminder that the noise levels during your event could lead to a violation warning followed by a visit by the Police if continued. The maximum decibel level permitted must not exceed 70 dbl (Ex: car, alarm clock, city traffic). The decibel level will be check periodically during your event and you will be reminded of the appropriate level. Non-compliance with the City’s noise ordinance could lead to the termination of music or your event ending early. Thank you for your Cooperation! The Parks & Recreation and Police Department Noise Reminder The rental of the Jack House Gardens is bound by all City ordinances set by the City of San Luis Obispo. This is a reminder that the noise levels during your event could lead to a violation warning followed by a visit by the Police if continued. The maximum decibel level permitted must not exceed 70 dbl (Ex: car, alarm clock, city traffic). The decibel level will be check periodically during your event and you will be reminded of the appropriate level. Non-compliance with the City’s noise ordinance could lead to the termination of music or your event ending early. Thank you for your Cooperation! The Parks & Recreation and Police Department Event Date LocaƟon Public Impacts JACK HOUSE & GARDENS WEDDING SEASON SATURDAY, APRIL 4 THRU SATURDAY, OCTOBER 31, 2015 THE JACK HOUSE AND GARDENS AMPLIFIED SOUND MAY BE HEARD DURING EVENT HOURS. Dear Business Owner and/or Resident of San Luis Obispo: The 2015 wedding season at the Jack House Gardens is set to begin at the beginning of April through the end of October. Each Saturday during this date pe‐ riod is booked for weddings and special Jack House related events. Events are set to conclude at 10 PM per City ordinance. Ampliﬁed sound should be maintained at 70 decibels. City staff on site will be monitoring sound level and will be noƟfy‐ ing event host if the levels are deemed louder than 70 dbl. If you feel that the sound is above City ordinance levels, please call the non‐emergency Police num‐ ber at (805) 781‐7312. We appreciate your paƟence with the Jack House and Gardens and look for ‐ ward to another excellent wedding season! ‐ Devin Hyﬁeld, RecreaƟon Supervisor p: 781‐7295 e: dhyﬁeld@slocity.org SPECIAL EVENTS NOTIFICATION