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Home My WebLink About05-13-2015 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee REGULAR MEETING Wednesday, May 13, 2015 at 5:30 PM Parks and Recreation Department, 1341 Nipomo Street, San Luis Obispo, CA 93401 CALL TO ORDER: Chair Kathi Settle ROLL CALL: Vice Chair Toni Kincaid, Commissioners Chuck Crotser, Bob Gordon, 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.Consideration of the Minutes of Regular Meeting on April 8, 2015 (Settle) 2.Consideration of Financial Reports (Settle) 3.Approval of By-Laws as amended for City Council approval (Committee) 4.Discuss Jack House Marketing Materials (Setterlund) 5.Discuss ADA Accessibility for Carriage House (Crotser) 6.Discuss 2015-17 Financial Plan Budget Meetings (Settle) 7.Discuss Jack House Strategic Planning (Settle) 8.Staff Report for Parks and Recreation Updates (Setterlund) 9.Docent Activities (Papp) 10.Member Comments/Communication Adjourn to next Scheduled Regular Meeting: June 10, 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 1 San Luis Obispo Parks and Recreation Administration Office 1341 Nipomo Street, San Luis Obispo Wednesday, April 8, 2015: 5:34 PM DRAFT CALL TO ORDER: Vice Chair Kathi Settle called the meeting to order at 5:34 PM ROLL CALL: Vice Chair Kathi Settle, Committee Members Bob Gordon, Eva Ulz, Toni Kincaid, Susan Updegrove, Chuck Crotser ABSENT: Leah Walhert STAFF: Melissa Mudgett – Recreation Manager, David Setterlund- Recreation Supervisor, Devin Hyfield-Recreation Supervisor, Faith McDonald- Recreation Specialist Public Comment Cynda Fox, resident of the Marsh Street Commons and Home Owner’s Association President said she was here to observe the meeting. 1.OATH OF OFFICE (City Clerk) City Clerk issued Oath of Office for Chuck Crotser. Committee Member Leah Walhert was absent and will need to report to City Clerks’ office to be sworn in. 2.ELECTION OF CHAIR AND VICE CHAIR (Committee) MOTION: (Updegrove/Ulz) Election of Jack House Committee Chair, Kathi Settle. Approved: 5 yes: 0 no: 1 absent: 1 abstain (Settle) MOTION: (Updegrove/Crotser) Election of Jack House Committee Vice Chair, Toni Kincaid. Approved: 5 yes: 0 no: 1 absent: 1 abstain (Kincaid) 3.CONSIDERATION OF MEETING MINUTES (Committee) MOTION: (Ulz/Kincaid) Approve Meeting Minutes of February 11, 2015 as amended. Approved: 6 yes: 0 no: 1 absent: 4.CONSIDERATION OF FINANCIAL REPORT (Settle) Jack House Committee DRAFT - MINUTES 1-1 2 MOTION: (Updegrove/Crotser) Approve February 1, 2015 through March 31, 2015 Financials as submitted. Approved: 6 yes: 0 no: 1 absent 5.BYLAWS REVIEW AND REVISIONS (Settle) Recreation Manager Mudgett reminded the Committee that proposed changed to the Bylaws would need to be submitted to City Council for approval. The Committee discussed several edits regarding an increase in term limits, defining the annual maintenance plan, and member removal from the room when voting conflicts occur. Staff Mudgett responded that revised Bylaws will be presented at the May meeting for final Committee approval. 6.DISCUSS NOISE ISSUES AND JACK HOUSE RENTALS (Setterlund/Hyfield) Facilities Supervisor, Devin Hyfield, shared with the Committee the process for special events and house rentals. He informed that Committee that facility hosts are temporary part- time City employees and that all rentals are provided notification of noise ordinance regulations. Surrounding neighbors of the Jack House are also provide notification altering them to upcoming events. Jack House neighbors received notification for upcoming “wedding season” which starts April 4 – October. Currently, all Saturdays are reserved for events. Events shall conclude at 10 p.m. and must remain below the allowable 70 decibels limit per the City’s noise ordinance. Staff Hyfield shared with the Committee the standard job duties of a facility host. Committee Comment Committee Member Ulz asked what the recourse is when events are not abiding by the regulations. Staff Hyfield said the facility host documents the violations and provides this information to the music vendor and contacts the Police Department. The Committee asked about a full-time staff member at the Jack House. The Dallidet House was given as an example. Staff Mudgett responded that funding is not available to support a full-time dedicated staff member at the house. Various regular full-time staff currently provides regular support for the historic house; such of a Parks Maintenance, Building Management and Parks and Recreation staff. Committee Member Ulz asked about raising the rental fees or instituting a penalty fee for exceeding the noise ordinance. Staff Mudgett responded that unlike private industry, City fees are adopted by City Council in accordance with the fee study and that noise fines are assessed thought the Police Department. 1-2 3 Committee Member Kincaid requested moving the start of wedding season back to May. Staff Hyfield said he can make that change for 2016. Committee Member Ulz asked if there could be an approved vendor list for DJs. Staff Hyfield responded that the City is unable to support one vendor over another and therefore prohibited from providing a list to renters. Chair Settle asked if the house and carriage house are open during weddings. Committee Member Kincaid replied yes, with the exception of the gift shop. Staff Hyfield added that renters have the option to close the house to the public with 7 day notice and $100 fee. Public Comment Cynda Fox, resident, expressed that she does not want to call the police department on wedding noise violations. She suggested that the on-site supervisor call the noise line. She has no issue with the ceremony, but does take issue with the DJ receptions. She thanked the Committee and asked for clarification of where the noise ordinance extends to. Staff Hyfield responded that the noise ordinance extends to the Jack House property line. 7.APPROVESOLICITATION OF HISTORIC STRUCTURES REPORT QUOTATIONS (Ulz) Committee member Ulz presented on the importance of a Historic Structure Report for the Jack House and asked the Committee for approval to solicit quotations for this type of work. MOTION: (Kincaid/Crotser) Approve solicitation of quotations from various consultants for a historic Structures Report. Approved: 5 yes: 0 no: 1 absent: 8.DISCUSS COLLECTION SHARING SOFTWARE (Ulz) Committee Member Ulz commented that she would recuse herself from discussion after basic questions answered. The software is funded through the Lumos Foundation grant and is being presented by the History Center of San Luis Obispo County. The Jack House would have the opportunity to buy in at cost for access to software which would allow for a digital catalog. This software would support digital collections archival of Jack House objects and photographs. The advantage of the software sharing would allow for user group input about the setup of the program. In addition, there could be an opportunity to export archival records to the state database. The Jack House could opt out of the software sharing program at any time. 1-3 4 Maintenance is estimated to be $1,000 a year split between all groups that partake in the collection sharing software. Approximately 30 organizations have been contacted for this opportunity and 3 confirmed interest (Veterans Museum, Paso Robles Historical Society, and the History Center). Committee Member Crotser asked about the impact to Jack House staff work load. Committee Member Ulz responded that there would be two meeting in May where the program would be implemented over the summer. Each group would need to enter by hand their archives into the database. Member Ulz recused herself from further Committee discussions. Chair Settle commented on the annual maintenance cost of the software which could range around $200 annually. Vice Chair Kincaid reminded the Committee of the opt-out option if it becomes too expensive. Committee Member Papp believed that organizations would pay proportionate to their size. Committee Member Updegrove supported digital cataloging as the current catalog completed in the 1970’s is antiquated. MOTION: (Crotser/Updegrove) Approve participation of the Jack House in the Digital Collection Sharing Software program as presented by the History Center of San Luis Obispo County. Approved: 5 yes: 0 no: 1 absent: 1 abstain (Ulz) 9.DISCUSS JACK HOUSE SCHEDULING (Papp) Committee Member Papp recommended a less aggressive docent/house schedule as recommended by the Friends of the Jack House. He would like to the see the schedule remain the same; Sundays 1:00-4:00pm. Upcoming events include “Lambs on the Veranda” (April 19th) and “Mother’s Day” (May 10th from 1:00-4:00pm). June will include an “Art After Dark” event with Richard Field Levine. Committee Member Papp expressed frustration with minimal staff at the Jack House. He would like to see the Jack House Committee develop a strategic plan for the house feeling that wedding events at the Jack House impinge on the historic preservation of the house. Committee Member Gordon agreed with a strategic plan. He commented that he’d like to see the rental fees increased. Committee Member Ulz supported a strategic plan and added this would be a good time to revisit advisory body goals. Committee Member Gordon responded that advisory body goals address function of the house, not the future vision. Vice Chair Kincaid added that the programming of the house is provided by the Committee and Friends of the Jack House, while the City staff manages the gardens and event rentals. 1-4 5 Committee provided general consensus for adding strategic planning to the May 2015 agenda. 10.STAFF REPORT FOR PARKS & RECREATION UPDATES (Setterlund) Staff Member Setterlund provided the Committee with Parks and Recreation program updates which included the following: 36th Annual SLO Triathlon on July 26th Bocce Ball every Thursdays at Emerson Park, noon Pickle Ball at LCC (Wed. 12-2pm) and Meadow Park (M, W, F 9:00am – 11:30am) Skate Camp at new SLO Skate Park, April 8th Egg Hunt at Mitchel Park, April 4th New microlibary was installed at Emerson Garden as a student project Senior Sock Hop on April 9th (1-3:00 pm) free Jack House marketing plan and materials are currently being developed SLO Skate Park Staff Setterlund reported on the recruitment of a skate park ambassador position and commented on the improved and positive “culture” at the park. Committee Member Updegrove said she noticed overflowing trash cans when visiting the park. Staff Setterlund responded that new trash cans have been on order and should help resolve this issue. Committee Member Updegrove asked about female-focused programming for girl skaters. Staff McDonald responded that currently there are no “girl-only” programs however there are hopes to increase programming at the park as demands increase. 11.DOCENT ACTIVITIES (James Papp) Information presented as part of item 9. 12.MEMBER COMMENTS AND COMMUNICATIONS (Settle) MOTION: (Gordon/Updegrove) Add discussion of Jack House Strategic Planning to May Agenda. Approved. 6 yes: 0 no: 1 absent Committee Member Crotser asked if the Carriage House is accessible. Committee Member Papp responded that the Carriage House is not very accessible due to the carriage placement with in the carriage house. Vice Chair Member Kincaid comments that the carriage is currently not where it is normally placed within the Carriage House and suggests bringing the carriage out of storage when an exhibition is being hosted. MOTION: (Updegrove/Ulz) Add discussion of Carriage House ADA accessibility to May Agenda 1-5 6 Approved. 6 yes: 0 no: 1 absent Vice Chair Kincaid shared with the Committee pictures of the “egg” collection (provided by Sandy Galaspy) that will be on display for Mother’s Day. Committee Member Papp asked if the “eggs” should be mentioned in the Mother’s Day advertisement. Vice Chair Kincaid said the lace curtains will be done in 2 weeks and Alan from Alan’s Drapery will be hanging them. At 8:30 AM on Thursday they will be hanging photos in the house. James Papp and Toni will be present. Meeting adjourned at 7:40pm to Regular Meeting on May 13th, 2015 at 5:30 pm. Approved by the Jack House Committee on __________________. ________________________________________________ Dave Setterlund, Parks and Recreation Department Supervisor 1-6 2014-15 FY Reporting Date:May 6, 2015 Accounting Periods:10 April 1 - 30, 2015 Verified By:Dave Setterlund, Community Services Supervisor Melissa Mudgett, Recreation Manager 10,262.22$ Acct 625-3901 BUDGET BALANCE TO-DATE REMAINING $ - $ 2,569.78 BUDGET BALANCE TO-DATE REMAINING JH Fund-625 $ - $ (1,160.95)1,408.83$ City Fund-100 $ 10,500 $ (3,093.18)7,406.82$ (Note: Dates are when posted by Finance Dept., not dates of transaction) EXPENDITURES (Through to April 30, 2015 Jack House Revenues (Fund 625) Total Expenditures (through April 30, 2015) JACK HOUSE Accounting Monthly Account Reporting of Revenues and Expenditures JACK HOUSE FUND BALANCE Jack House Account Summary REVENUES (Through to April 30, 2015) 2-1 JACK HOUSE Accounting $ 2,369.78 $ - $ - $ - $ - $ - $ - $ - $ - HTJB book sales = 0 Sub-Total Sales Revenue: $ - 625.58120 – JH Revenue (Tours) $ 100.00 $ 100.00 $ 200.00 $ 200.00 Total Number of Books Either Gifted or Sold Sub-Total Interest Earned: Ending Revenue Balance (Includes Accrued Interest. Does not include Petty Cash) 4/13/15 - Cash Receipt Interface 0 No Activity TOTAL JACK HOUSE FUND REVENUE No Activity Sub-Total Tours Revenue: Sub-Total Donations: 625.58100 – Food Sales Non-Taxable Sub-Total Non-Taxable Revenue: No Activity 625.58110 – Merchandise Sales Taxable (Gift Shop) 4/16/15 - Special Tours of Jack House (#01000386158) No Activity $ 2,569.78 625.47010 – Other Contributions (Donations) 625.42760 – Interest on Investments Beginning Balance (March 31, 2015) Jack House Fund REVENUES Fund 625 Revenue (through April 30, 2015) 2-2 JACK HOUSE Accounting $ - Sub-Total: $ - $ - $ - $ - 60280.7244 Promotions $ 600.00 $ 788.00 $ 120.00 $ 1,508.00 $ 7,406.82 Total Expenditures: Sub-Total: 89140.7227 Contract Services Expenditures (Post Dates through April 30, 2015) Jack House Promotions City General Funds - EXPENDITURES $ 1,160.95 $ 1,160.95 Expenditures (through April 30, 2015) Account 625-89140 89140.7789 Cost of Materials for Resale No Activity No Activity Jack House Fund EXPENDITURES Ending Balance Remaining (Matching Finance Plus System) Account 100.60280.7244 $ 8,914.82 Beginning balance as of March 31, 2015 (Matching Finance Plus System) 4/3/15 Mother's Day Band - Rick Jarrett 4/24/15 Mother's Day Central Coast Familly News ad Ending Expenditure Balance (Matching Finance Plus) TOTAL JACK HOUSE FUND EXPENDITURES Expenditures as of March 31, 2015 (Matching Finance Plus) 4/24/15 Mother's Day New Times Ad 2-3