HomeMy WebLinkAbout06-10-2015 JHC Agenda PacketCity of San Luis Obispo, Agenda, Jack House Committee
REGULAR MEETING
Wednesday, June 10, 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
Exofficio Committee Member James Papp
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 May 13, 2015 (Settle) – 5 minutes
2.Consideration of May 2015 Financial Reports (Settle) – 5 minutes
3.Approval of Promotions Funding Carriage House Art Exhibit Materials (Ulz) – 5 minutes
4.Update to PB Companies Development Project and Committee Review (Mudgett) – 15 minutes
5.Staff Report for Parks and Recreation Updates (Setterlund) – 10 minutes
6.Jack House Docent Activities (Papp) – 10 minutes
7.Friends of the Jack House Updates (Papp) – 10 minutes
8.Sub-Committee Reports (Settle) – 30 minutes
a.Strategic Planning (Crotser, Settle, Ulz)
b.Carriage House Accessibility (Crotser, Papp, Walhert)
9.Member Comments/Communications/Sub-Committee Reports (Committee) – 30 minutes
Adjourn to next Scheduled Regular Meeting: July 8, 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
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San Luis Obispo Parks and Recreation Administration Office
1341 Nipomo Street, San Luis Obispo
Wednesday, May 13, 2015: 5:35 PM
DRAFT
CALL TO ORDER: Chair Kathi Settle called meeting to order at 5:35 PM
ROLL CALL: Chair Kathi Settle, Vice Chair Toni Kincaid, Committee Members Bob
Gordon, Eva Ulz, Susan Updegrove, Chuck Crotser, Leah Walhert,
Exofficio Committee Member James Papp
ABSENT: None
STAFF: Melissa Mudgett – Recreation Manager, David Setterlund- Recreation
Supervisor, Faith McDonald- Recreation Specialist
Public Comment
None
1.CONSIDERATION OF MEETING MINUTES (Settle)
MOTION: (Crotser/Updegrove) Approve Meeting Minutes of April 8th, 2015 as amended.
Approved: 7 yes: 0 no: 0 absent:
2.CONSIDERATION OF FINANCIAL REPORT (Settle)
MOTION: (Kincaid/Ulz) Approval of April 2015 Financial Reports.
Approved: 7 yes: 0 no: 0 absent
3.APPROVAL OF BYLAWS FOR CITY COUNCIL (Committee)
MOTION: (Crotser/Ulz) Approval of By-Laws as amended for City Council approval.
Approved: 7 yes: 0 no: 0 absent
4.DISCUSSION OF JACK HOUSE MARKETING MATERIALS (Setterlund)
Recreation Supervisor Setterlund explained that the current rack card doesn’t fit standard
hotel racks and recommended a redesign to fit the standard hotel racks. The costs to display
rack cards are approximately $500 a month per one distributor. Combining efforts with
other community partners in the county would potentially lower costs.
Jack House Committee
DRAFT - MINUTES
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Committee Member Gordon said, hotels charge for display of racks cards only when hotels
are required to pick the materials up from another location.
Vice Chair Kincaid recommended adding a 4x4 ad in the New Times and SLO News family
in order to remind the community about the Jack House.
MOTION: (Crotser/Gordon) Authorization to redesign brochure and for purchase of new rack
cards.
Approved: 7 yes: 0 no: 0 absent
5.DISCUSSION OF ADA ACCESSIBILITY FOR CARRIAGE HOUSE (Crotser)
Committee Member Crotser discussed his meeting with David Foot, the landscape architect
for PB Companies, to look at their ongoing revision projects. An email of the designs will
be emailed to the committee.
Committee Member Crotser explained that PB Companies has a budget to restore the Jack
House gardens should the Committee choose to work with them on their future project. He
continued that PB Companies are interested in funding the storage shed and paving the
service road (would be in keeping with the period).
Recreation Manager Mudgett provided a review process update on the PB Companies
project as their conceptual drawing will go to the Architectural Review Commission (ARC)
on June 15, 2015. Following the conceptual review, the ARC may recommend this
information be shared at a subsequent Jack House Committee meeting in July or August.
Committee Member Crotser provided the Committee with a schematic of the Carriage
House and expressed that the easiest way to meet the ADA standard would be to create a
gate in the existing fence, and create a side entry that would provide access to the building.
Committee Comments
Committee Member Ulz asked if the design could be altered to have the ramp access from
the drive in addition to the fence to divert traffic from weddings. Committee Member
Crotser responded yes.
Committee Member Crotser proposed creating a subcommittee that is a part of the overall
development with PB Companies and Carriage House. Committee Member Papp
volunteered in order to provide gallery space input.
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The Committee recommended adding a discussion of the PB Project “Paseo” to the July
agenda.
6.DISCUSSION OF 2015-17 FINANCIAL PLAN BUDGET PROCESS (Settle)
Chair Settle explained that the budget request for the Jack House Elevator Removal was not
being recommended as part of the City’s five-year Capital Improvement Program (CIP).
She added that the Council meeting for budget hearings is scheduled for June 11 th at 5:00pm
and she urged the Committee members to be in attendance. The June 11 th meeting would be
the forum for Committee members to request of Council any changes in the recommended
CIP.
Recreation Manager Mudgett furthered the discussion by explaining the original CIP budget
request, as reviewed by the Community Development Department and Public Works
Department’s City Engineer, was for the elevator removal at a cost of $44,000 in year 4
(2018/2019) of the CIP. Committee Member Crotser asked for a copy of this budget
request. Staff Mudgett responded that she would provide this information to the Committee.
Committee Comments
Chair Settle said she would not be able to attend the June 11, budget hearing but intended to
submit a letter to the City Council urging funding in year 4. She encouraged stakeholders of
the Jack House to attend.
7.DISCUSSION OF JACK HOUSE STRATEGIC PLANNING PROCESS (Settle)
Chair Settle shared with the Committee two process options for the development of a strategic plan.
Committee Member Ulz recommended having a facilitator involved to make sure the process was
kept on-track and progressing. She added that when developing a plan all feedback and
collaboration should be sought by all stakeholders.
Committee Member Crotser commented that it should be a long range vision with the first aspect
operational and the second being capital improvement projects.
Recreation Manager Mudgett reminded the Committee of several past capital improvement projects
at the Jack House that the City Council has supported such as the Jack House Gazeebo, Restroom
Remodel and Jack House painting projects.
Marilyn Darnell, Jack House Docent, expressed her feelings that Jack House is really unique and that
the Jack House message is currently not being effectively communicated to the community.
Committee Member Crotser agreed that the initial conversation could be more of a brainstorm and
suggested having a professional facilitator. Committee Member Ulz shared that if the Friends of
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the Jack House joined Spokes (a non-profit organization), they could get two free hours of
facilitation.
Recreation Manager Mudgett said she could provide contact information for facilitators that the City
has used for strategic planning efforts. The Committee recommended adding strategic plan
facilitation on the June agenda and creating a subcommittee to work on this process. Committee
Members Ulz, Crotser, and Settle volunteered to serve on the strategic plan sub-committee.
8.STAFF REPORT FOR PARKS & RECREATION UPDATES (Setterlund)
Staff member Setterlund provided the Committee with an update on upcoming events in the months
of May and June. The updates are as follows:
May 15th: Garden Work Day at Broad Street
June 12th: Dive In Movie at Sinshiemer Pool
Junior Ranger Camp will be held on June 15th-19th
Ultimate Day Camp theme is “Imagination” and will be occurring June 22 –August 7.
Junior Giants Baseball program starts on June 15th and is open to 7-10yr olds. This is a
slow pitch baseball program, partnering with the Giants Baseball Association. Practices
will be week days at Emerson Park with games on Saturdays at Throop Park.
9.DOCENT ACTIVITIES (James Papp)
Docent president, James Papp, reported on the Jack House docent activities as follows:
The Committee commended Toni Kincaid on receipt of the Preservation Award and eight
years of outstanding service as recognized by the History Center.
The History Mixer, at El Paso de Robles Pioneer Museum, will include a discussion with the
Railroad Museum and Cal Poly Special Collections and Archives about a collaborative
project for the Central Coast Railroad Festivals where Marilyn Darnell will be speaking.
Docents have been discussing a “loaning procedure” for loaning items in and out of the Jack
House
Discussions for collaboration with the City for a History camp at the Jack House.
In August there will be a tea at the Jack House. The preliminary cost is $17 per person.
10.MEMBER COMMENTS AND COMMUNICATIONS (Committee)
Committee Member Ulz reported to the Committee that she has contacted two architectural
conservators for estimates on historic structures report: Mark Hulbert and another Cal Poly
Architect. Both are from San Francisco.
Committee Member Papp spoke about the Carriage House exhibit and that Daniel Solis
builder of the Art Museum has agreed to building an exhibit for the Richard Levine
Photography of the Jack Ranch which he hopes will be a long term exhibit in the Carriage
House. July 3rd from 6-9 would be the first and potentially be the opening of the Richard
Levine exhibit at the Carriage House. He added that he was signing up the Jack House for
an Art After Dark program location, on a month to month basis. Member Papp shared that
the importance of a having Historic Structures would be the possibility of applying for
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grants. He added that he recently found the earliest photo of the house in the newspaper. He
is working on developing curriculum connected with the house as a way to bring in kids and
a tie in with History Camp.
Recreation Manager Mudgett asked that the potential dates of Art After Dark be provided to
the Recreation Coordinators, Dave Setterlund and Devin Hyfield, in order to reserve those
dates and coordinate with facilities staff.
Committee Member Papp said that the Friends of the Jack House would like to create a Jack
House website to attract tourists and docents to the house, and to relay historical
information. Recreation Manager Mudgett responded that the City has an approved City
website with a designated Jack House page. As the Jack House is a City-owned property,
the Friends of the Jack House would be precluded from starting a new website. Staff
Mudgett said that the City Website could be updated to share this information, events and
links to newsletters. Staff Mudgett will seek clarification from City Attorney and report
back to the Committee.
Chair Settle would like to include the Friends of the Jack House group as an ongoing agenda
item.
Marilynn Darnell, Jack House Docent, reported that she recently spoke at Mission
Elementary School for the 4th grade class, as she is passionate about developing Jack House
history curriculum. Another school class will be visiting the Jack House on a field trip on
May 22nd at 10:00am.
Meeting adjourned at 7:30pm to Regular Meeting on June 10th, 2015 at 5:30 pm.
Approved by the Jack House Committee on __________________.
________________________________________________
Dave Setterlund, Parks and Recreation Department Supervisor
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2014-15 FY
Reporting Date:June 2, 2015
Accounting Periods:11
May 1 - 31, 2015
Verified By:Dave Setterlund, Community Services Supervisor
Melissa Mudgett, Recreation Manager
10,262.22$
Acct 625-3901
BUDGET BALANCE TO-DATE REMAINING
$ - $ 2,669.78
BUDGET BALANCE TO-DATE REMAINING
JH Fund-625 $ - $ (1,160.95)1,508.83$
City Fund-100 $ 10,500 $ (3,348.35)7,151.65$
(Note: Dates are when posted by Finance Dept., not dates of transaction)
EXPENDITURES (Through to May 31, 2015)
Jack House Revenues (Fund 625)
Total Expenditures (through May 31,
2015)
JACK HOUSE Accounting
Monthly Account Reporting of Revenues and Expenditures
JACK HOUSE FUND BALANCE
Jack House Account Summary
REVENUES (Through to May 31, 2015)
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JACK HOUSE Accounting
$ 2,569.78
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
HTJB book sales = 0 Sub-Total Sales Revenue: $ -
625.58120 – JH Revenue (Tours)
$ 100.00
$ 100.00
$ 100.00
Total Number of Books Either Gifted or
Sold
Sub-Total Interest Earned:
Ending Revenue Balance
(Includes Accrued Interest. Does not include Petty Cash)
5/5/15 - 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)
No Activity
$ 2,669.78
625.47010 – Other Contributions (Donations)
625.42760 – Interest on Investments
Beginning Balance (April 30, 2015)
Jack House Fund REVENUES
Fund 625
Revenue (through May 31, 2015)
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JACK HOUSE Accounting
$ -
Sub-Total: $ -
$ -
$ -
$ -
60280.7244 Promotions
$ 90.72
$ 164.45
$ 255.17
$ 7,151.65
Total Expenditures:
Sub-Total:
89140.7227 Contract Services
Expenditures (Post Dates through May 31, 2015)
Jack House Promotions City General Funds - EXPENDITURES
$ 1,160.95
$ 1,160.95
Expenditures (through May 31, 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
$ 7,406.82 Beginning balance as of April 30, 2015
(Matching Finance Plus System)
5/29/15 Eva Ulz
Ending Expenditure Balance
(Matching Finance Plus)
TOTAL JACK HOUSE FUND EXPENDITURES
Expenditures as of April 30, 2015
(Matching Finance Plus)
5/22/15 History Center
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